02-164 Resolution No. 02-164
RESOLUTION
AUTHORIZING EXECUTION OF AN A REEMENT WITH
POSTL-YORE AND ASSOCIATES, INC. FOR THE EW PUBLIC WORKS FACILITY
BE IT RESOLVED BY THE CITY COUNCI OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, Interim ity Manager, and Dolonna
Mecum, City Clerk, be and are hereby au horized and directed to
execute an agreement on behalf of the C ty of Elgin with Postl-
Yore and Associates, Inc . for preliminary and final design
services for the new public works facility at 1900 Holmes Road, a
copy of which is attached hereto and made a part hereof by
reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: May 8, 2002
Adopted: May 8, 2002
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT, made and entered into this 8th day of May, 2002,
by and between the CITY OF ELGIN, an Illinois municipal
corporation (hereinafter referred to aS "CITY") and Postl-Yore
and Associates Inc. , an Illinois Corporation (hereinafter
referred to as "ARCHITECT/ENGINEER") .
WHEREAS, the CITY owns the existing industrial building at 1900
Holmes Road, Elgin, Kane County, Illinois (hereinafter referred
to as the "Subject Property") ; and
WHEREAS, the CITY desires to redesign nd retrofit the existing
industrial building on the Subject Prop rty into the City' s New
Public Works Facility (hereinafter referred to as the
"PROJECT") ; and
WHEREAS, the CITY desires to engage te ARCHITECT/ENGINEER to
furnish certain professional archit ctural and engineering
services in connection with the PROJECT; and
WHEREAS, the ARCHITECT/ENGINEER represents that he is in
compliance with Illinois Statutes relating to professional
registration of individuals and has the necessary expertise and
experience to furnish such services upon the terms and
conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by hand between the CITY and
the ARCHITECT/ENGINEER that the CITY does hereby retain the
ARCHITECT/ENGINEER to act for and 1 represent it in the
architectural and engineering services j' relating to the PROJECT _
as set forth herein subject to tle following terms and
conditions and stipulations :
I . SCOPE OF SERVICES
A. All work hereunder shalt be performed under the
direction of the Director of ublic Works of the CITY,
herein after referred to as the "DIRECTOR".
B. The ARCHITECT/ENGINEER will assist the City with
the design, construction and retrofit of the existing
industrial building and site bn the subject property
with the services to be performed by the
ARCHITECT/ENGINEER to consist Of the following:
Phase 1: FACILITY PRELIMINARY PLANNING AND
BUDGET DEVELOPMENT
Task 1 Program Verification
Task 2 Schematic tesign
Phase 2: FACILITY DESIGN,'BIDDING AND AWARD
Task 3 Design DevOlopment
Task 4 Constructs n Documents
Task 5 Bid And Aw rd
C. A detailed Scope of Services is attached hereto
and made a part hereof as Attachment A.
II. PROGRESS REPORTS
A. An outline project milestpne schedule is provided
as part of Attachment A.
B. Progress will be recorded on the project schedule
and submitted monthly as a (component of the Status
Report described in "C. " belowi.
C. The ARCHITECT/ENGINEER will submit to the Director
monthly a Status Report keyed to the Project Schedule.
A brief narrative will be provided identifying
progress, findings and outstanding issues .
III . WORK PRODUCTS
All work products prepared by the ARCHITECT/ENGINEER
pursuant hereto including, but not limited to,
reports, designs, calcula ions, work drawings,
studies, photographs, models nd recommendations shall
be the property of the CITY nd shall be delivered to
the CITY upon request of the DIRECTOR provided,
however, that the ARCHITECT/ENGINEER may retain copies
of such work products for its records. Such work
products are not intended or represented to be
suitable for reuse by the CITY on any extension to the
PROJECT or on any other project, and such reuse shall
be at the sole risk of the CITY without liability or
legal exposure to the ARCHITECV/ENGINEER.
IV. PAYMENTS TO THE ARCHITECT/ENGINEER
A. Payments for services provided by the
ARCHITECT/ENGINEER shall be reimbursed at the rate of
2 . 94 times the direct hourly rate of personnel as set
forth on Attachment B attached hereto and made a part
hereof by this reference with the total fees and
expenses to be paid to the ARCHITECT/ENGINEER not to
exceed $135, 469. 00 for Phase 1 of the PROJECT and 5.7%
of the PROJECT cost for Piase 2 of the PROJECT
($352, 549. 09 based upon thecurrent budget of the
PROJECT) regardless of the ctual time expended or
actual costs incurred by the RCHITECT/ENGINEER unless
substantial modifications to the scope of the work are
authorized in writing and app `oved by way of amendment
to this agreement. Reimbursable expenses including
outside services provided by other firms or sub-
consultants are included in the above not-to-exceed
total fees and expenses. 'rhe City shall pay the
ARCHITECT/ENGINEER the invoiced fee for outside
services provided by other firms or sub-consultants in
the amount of the invoice fee with no markup. A
summary of fee calculations for outside services is
included in Attachment B.
B. The CITY shall make periodic payments to the
ARCHITECT/ENGINEER based upon actual progress within
30 days after receipt and ap�roval of invoice. Said
periodic payments to the ARC ITECT/ENGINEER shall not
exceed the amounts shown it Attachment B and full
payment for each task shall n)t be made until the task
is completed and accepted by the DIRECTOR. i
V. INVOICES
A. The ARCHITECT/ENGINEER shall submit invoice in a
format approved by the C:TY. Progress reports
(Section II C above) will be 'included with all payment
requests.
B. The ARCHITECT/ENGINEER ' shall maintain records
showing actual time devoted 4nd cost incurred. The
ARCHITECT/ENGINEER shall pjermit the authorized
representative of the CITY t inspect and audit all
data and records of the ARCHITECT/ENGINEER for work
done under this Agreement. I The ARCHITECT/ENGINEER
shall make these records available at reasonable times
during the Agreement period, and for a year after
termination of this Agreement.
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the -CITY
may terminate this Agreement at any time upon fifteen
(15) days prior written notice to the
ARCHITECT/ENGINEER. In the event that this Agreement
is so terminated, the ARCHITECT/ENGINEER shall be paid
for services actually perf rmed and reimbursable
expenses actually incurred prior to termination,
except that reimbursement shall not exceed the task
amounts set forth under Paragraph IV above.
VII . TERM
This Agreement shall become ffective as of the date
the ARCHITECT/ENGINEER is gi en a written Notice to
Proceed and, unless terminat d for cause or pursuant
to Article VI foregoing, shall be deemed concluded on
the date the CITY determArnes that all of the
ARCHITECT/ENGINEER' s work under this Agreement is
completed. A determination of completion shall not
constitute a waiver of any rights or claims which the
CITY may have or thereafter acquire with respect to
any terms or provisions of the Agreement.
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VIII . NOTICE OF CLAIM
If the ARCHITECT/ENGINEER wi hes to make a claim for
additional compensation as a esult of action taken by
the CITY, the ARCHITECT/ENGINEER shall give written
notice of his claim within 15 days after occurrence of
such action. No claim for additional compensation
shall be valid unless so ma e. Any changes in the
ARCHITECT/ENGINEER' s fee shall be valid only to the
extent that such changes are included in writing
signed by the CITY and the ARCHITECT/ENGINEER.
Regardless of the decision of 'the DIRECTOR relative to
a claim submitted by the ARCHITECT/ENGINEER, all work
required under this Agreement as determined by the
DIRECTOR shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this
Agreement, such violation or breach shall be deemed to
constitute a default, and the other party has the
right to seek such administrative, contractual or
legal remedies as may be suitble to the violation or
breach; and, in addition, if either party, by reason
of any default, fails within 'Ififteen (15) days after
notice thereof by the other arty to comply with the
conditions of the Agreements the other party may
terminate this Agreement.
X. INDEMNIFICATION
To the fullest extent permitted by law, the
ARCHITECT/ENGINEER shall indmnify, defend and hold
harmless the CITY, its officers, employees, agents,
boards and commissions from nd against any and all
claims, suits, judgments, costs, attorney fees,
damages or other relief, inclding but not limited to
workmen' s compensation claim , in any way resulting
from or arising out of negligent actions or omissions
of the ARCHITECT/ENGINEER in connection herewith,
including negligent actions Or omission of employees
or agents of the ARCHITECT/EN INEER arising out of the
performance of this Agreemen . In the event of any
action against the CITY, its officers, employees,
agents, boards and commis ions, covered by the `
forgoing duty to indemnify, 1efend and hold harmless
such action shall be defended'( by legal counsel of the
CITY' S choosing.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of
the CITY shall be charged personally or held
contractually liable under any term or provision of
this Agreement or because of their execution, approval
or attempted execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. ,) The ARCHITECT/ENGINEER
shall provide, pay for and maintain in effect, during
the term of this Agreement, al policy of comprehensive
general liability insurance written in occurrence form
with limits of at least $., 000, 000 aggregate for
bodily injury and $1, 000, 0001 aggregate for property
damage.
The ARCHITECT/ENGINEER shall deliver to the DIRECTOR a
Certificate of Insurance naming the CITY as ADDITIONAL
INSURED. The policy shall not be modified or
terminated without thirty ( 0) days prior written
notice to the DIRECTOR.
The Certificate of Insurance which shall include
Contractual obligation assumed by the
ARCHITECT/ENGINEER under IArticle X entitled
"Indemnification" shall be provided.
B. Comprehensive Automobile Liability. Comprehensive
Automobile Liability Insurance written in occurrence
form covering all owned, non-owned and hired motor
vehicles with limits of not less than $500, 000 per
occurrence for damage to property.
C. Combined Single Limit Policy. The requirements
for insurance coverage written in occurrence form for
the general liability and auto exposures may be met
with a combined single limit of $1, 000, 000 per
occurrence subject to a $1, 000, 000 aggregate.
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D. Professional Liability. The ARCHITECT/ENGINEER
shall carry Architect' s/ ngineer' s Professional
Liability Insurance coverin claims resulting from
error, omissions or neglige t acts with a combined
single limit of not les than $1, 000, 000 per
occurrence. A Certificate of Insurance shall be
submitted to the DIRECTOR s evidence of insurance
protection. The policy shall not be modified or
terminated without thirty (30) days prior written
notice to the DIRECTOR.
XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY.
The ARCHITECT/ENGINEER shall rot have control over or
charge of and shall notl be responsible for
construction means, methods, techniques, sequences or
procedures, or for safety pre autions and programs in
connection with the construct on, unless specifically
identified in the Scope of Ser ices.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting
from this Agreement, there sh 11 be no discrimination
against any employee or a plicant for employment
because of sex, age, race, color, creed, national
origin, marital status, of the presence of any
sensory, mental or physical , handicap, unless based
upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the
following: employment advertising, layoff or
termination, rates of pay or other forms of
compensation and selection for training, including
apprenticeship.
No person shall be dened or subjected to
discrimination in receipt Of the benefit of any
services or activities made possible by or resulting
from this Agreement on thea grounds of sex, race,
color, creed, national origin age except minimum age
and retirement provisions, marital status or the
presence of any sensory, mental or physical handicap.
Any violation of this provisipn shall be considered a
violation of a material pro ision of this Agreement
and shall be grounds for can ellation, termination or
suspension, in whole or in prt, of the Agreement by
the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each anI every portion thereof
shall be binding upon the su cessors and the assigns
of the parties hereto; pro ided, however, that no
assignment shall be made With the prior written
consent of the CITY.
XVI DELEGATIONS AND SUBCONTRACTORS
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Any assignment, delegation orH subcontracting shall be
subject to all the terms, conditions and other
provisions of this Agreement and with the
ARCHITECT/ENGINEER shall rem in liable to the CITY
with respect to each and e ery item condition and
other provision hereof to tIe same extent that the
ARCHITECT/ENGINEER would have seen obligated if it had
done the work itself and no assignment, delegation or
subcontract had been made.
XVII . NO CO-PARTNERSHIP OR AGENCY
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This Agreement shall not be construed to create a
partnership, joint venture, employment or other agency
relationship between the parties hereto.
XVIII . SEVERABILITY
)
The parties intend and agreedthat, if any paragraph,
sub-paragraph, phrase, claus.6L
or other provision of
this Agreement, or any portio thereof, shall be held
to be void or otherwise uienforceable, all other
portions of this Agreement shill remain in full force
and effect. II
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XIX. HEADINGS A GS
The headings of the seve al paragraphs of this
Agreement are inserted only a a matter of convenience
and for reference and in no ay are they intended to
define, limit or describe th scope of intent of any
provision of this Agreement, nor shall they be
construed to affect in an manner the terms and 4
provisions hereof or tie interpretation or •
construction thereof.
XX. MODIFICATION OR AMENDMENT
II
This Agreement and its attchments constitutes the
entire Agreement of the partes on the subject matter
hereof and may not be changed, modified, discharged or
extended except by written ariendment duly executed by
the parties. Each paty agrees that no
representations or warranties shall be binding upon
the other party unless expresed in writing herein or
in a duly executed amendment thereof, or change order
as herein provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in,
and shall be construed in accordance with the laws of
the State of Illinois .
XXII . NEWS RELEASES
The ARCHITECT/ENGINEER may not issue any news releases
without prior approval from the DIRECTOR, nor will the
ARCHITECT/ENGINEER make public proposals developed
under this Agreement without prior written approval
from the DIRECTOR prior to said documentation becoming
matters of public record.
XXIII . COOPERATION WITH OTHER CONSULTANTS
The ARCHITECT/ENGINEER shall cooperate with any other
consultants in the CITY' s employ or any work
associated with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295
The ARCHITECT/ENGINEER certifies hereby that it is not
barred from bidding on this contract as a result of
violation of 720 ILCS 5. 33E et seq. or any similar
state or federal statute regarding bid rigging.
XXV. SEXUAL HARASSMENT
As a condition of , this contract, the
ARCHITECT/ENGINEER shall have written sexual
harassment policies that include, at a minimum, the
following information:
A. The illegality of sexuallharassment;
B. The definition of sexual 'harassment under state
law;
C. A description of sexual haassment, utilizing
�
examples;
D. The vendor' s internal complaint process including
penalties;
E. The legal recourse, investligative and complaint
process available through the Illinois Department
of Human Rights, and the Illinois Human Rights
Commission;
F. Directions on how to contact the department and
commission;
G. Protection against retaliation as provided by
Section 6-101 of the Human Rights Act (copy
attached) .
A copy of the policies must be provided to the
Department of Human Rights upon request 775 ILCS 5/2-
105.
XXVI . WRITTEN COMMUNICATIONS
All recommendations and othe communications by the
ARCHITECT/ENGINEER to the IRECTOR and to other
participants which may aff ct cost or time of
completion shall be made or co firmed in writing. The
DIRECTOR may also require other recommendations and
communications by the ARCHIT CT/ENGINEER be made or
confirmed in writing.
XXVII . NOTICES
All notices, reports and documents required under this
P
Agreement shall be in writing and shall be mailed by
First Class Mail, postage prepaid, addressed as
follows: '
A. As to CITY:
John M. Loete, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
847-931-6001
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B. As to ARCHITECT/ENGINEER:
Alan R. Yore, AIA, CCS
Project Manager
Postl-Yore And Associates ',
2101 S. Arlington Heights Road, Suite 111
Arlington Heights, IL 60005
847-640-1010
IN WITNESS WHEREOF, the undersigned have placed their hands
and seals upon and executed this Agreement in triplicate as
though each copy hereof was an original and that there are no
other oral agreements that have not been reduced to writing in
this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By '91By Illih
City C er Cit Manager
(SEAL)
For the ARCHITECT/ENGINEER:
Dated this ( V.1 day of OF , A. D. , 2002 .
ATTEST: (/7 •e TL-YOE AND ASSOCIATES :
By
Secretary =resident
(SEAL)
. . ATTACHMENT A
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Postl Yore 1
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_..:,.,.. . ...— ,_ ITY OF ELGI - PUBLIC WORKS FACILITY
Tti£M
Project Objective
It is the objective bf this project to provide the City of Elgin with a
Public Works Faci ity that will be effective for the next twenty years.
One that is functio al,efficient,and of high quality while staying within
the established m netary budget and completion schedule.
Scope of Work
The City of Elgin as purchased a 9.32 acre site with an industrial
building at 1900 H Imes Road for the purpose of developing it into a
new public work facility. The pre-cast concrete building was
constructed in 1 88 with 129,950 square feet of warehouse /
manufacturing spa e with 24 foot clear height inside. In addition,there
is a one-story,bric ,5,500 square foot structure attached to the south
end of the building ith office space. The warehouse has columns on
a 30 foot by 45 foo grid that must be incorporated into the design.
The City has condcted several studies of the site and facility and is
ready to begin the etailed design and construction of the facility. The
studies that have a ready been completed and will be available at the
beginning of the d sign phase include:
• • Space N ds Assessment Report for Public Works(1998)
•" Updated S ace Needs Assessment Report for Public Works
(2000) .
• Property C ndition Assessment Report(2001)
• Phase 1 E vironmental Site Assessment Report(2001)
The Postl -Yore T am's approach has been applied to the planning
and design of over 200 maintenance and operations facilities across
the United States. It is based on a clear understanding of the unique
operating characte istics and functional requirements of public works
facilities. The de ign of this facility will impact the City of Elgin
Department of Pu lic Works operations for many years. The Post! -
Yore Team approa h maximizes the City's input while making the best
use of your time t rough a series of workshops. These workshops
bring together key ity staff, other interested parties, and the design
team to quickly revi w and evaluate a range of options before making
critical decisions t at will impact the design.
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Posti-Yore
_,_.____.___ ,....____
.. .. NITY OF ELGIN - UBLIC WORKS FACILITY
The following page provide a detailed outline of the Postl-Yore Team's
technical approach o developing a state-of-the-art Public Works Facility.
The approach is di ided into tasks with each task being described with
an objective, the work elements to be accomplished, and the
deliverables.
The Postl-Yore Team includes:
PYA P9stl-Yore and Associates,Inc.
(a chitecture,structural,civil, &quality control)
PB Parsons Brinckerhoff Quade&Douglas,Inc.
(programming,industrial design,&equipment)
SDG Sunnyside Design Group, Inc.
(rrechanical,electrical, plumbing,&fire protection)
DHA Dn Halamka Associates, Inc.
(landscaping&signage)
The team members that will be involved in each task or subtask are
shown in parenthesis with the lead member listed first.
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Post) Yo re
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= — _ NITY OF ELGIN - PUBLIC WORKS FACILITY
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PHASE 1:
FACILITY P ELIMINARY PLANNING & BUDGET
DEVELOPMEN
Overall Project Nllanaaement
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Objective:
To provide high qu lity architectural and engineering services that will
deliver a facility de ign that meets the City's needs within an established
budget and sched Ie.
Work Elements: 1
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1. Conduct a prof ct kick-off meeting with the Postl-Yore Team and
key City staff ho will participate in the project. The purpose of
the meeting 'II be to:
• E tablish clear lines of communication.
• R view the scope of work and project schedule.
• CI arty define project goals and objectives.
• Id ntify the staff to be involved in the interview process.
2. Develop and maintain a project schedule listing all tasks and
parties involve in the project with estimated start and completion
dates. The sc edule will be updated on a regular basis.
3. Schedule and cgordinate periodic project status meetings including:
• Identing appropriate participants for each meeting.
• Develo ing (with appropriate City input) and distributing
agend prior to meetings.
• Develo ing and distributing minutes for each meeting within
5 days f the meeting.
4. Prepare and sbmit monthly progress reports. Each report shall
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include an upd ted schedule, summary of tasks in progress and
completed, an projected tasks to be accomplished in the next
month.
5. Coordinate with various groups responsible for reviewing the design
at specific stages. ,..
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Posti Yo re
`-- __7=__ =____ MITT OF ELGIN PUBLIC WORKS FACILITY
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6. Provide deliverables in digital format where appropriate.
Deliverables:
• Project Sc edule
• Meeting A ndas
• Meeting Mi utes
• Monthly Pr gress Reports(including updated project schedule)
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Task 1: Pro ram Verification
Objective:
To review and evaluate the functional requirements as input into the
design process which will ensure a facility that responds to the needs
of the City.
Work Elements:
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Operational Reaui-ements (PB,PYA')
The first step in the design process is to verify the functional
requirements andperational characteristics of the proposed facility.
This will involve a tive participation of the City staff in a series of in-
depth interviews o ler a two to three day period. The Postl-Yore Team
will:
1. Develop a questionnaire to be completed by the City staff prior
to the interviews.
2. Assist in idientifying the staff to be involved in the interview
process.
3. Tour the existing City Public Works facility.
4. Interview ey staff personnel to determine functional
requireme is and operational characteristics for the functions
to be loca ed at the new facility. Examples of topics to be
addressed during the interviews include:
a. Reviw the impact of ADA requirements on maintenance
and operations.
b. Revi w the projected use of alternative fuels.
c. Revilew requirements for repair bays, shops, material
strage,and other maintenance functions.
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d. Revi w existing maintenance philosophy and policies,
pr cedures, and maintenance techniques for
sc eduled and unscheduled maintenance,component
re uild, body repairs,and paint.
Posti-Yore
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e. Ide tify components to be rebuilt in-house, component
lif , and time for rebuilding each component to
d termine the requirements for the component rebuild
ar a.
f. Review vendor contracted activities and requirements.
g. Review fueling,interior cleaning, and exterior cleaning
requirements.
h. Rev ew existing preventive maintenance program to
dtermine frequency of inspections and average time
re uired for each.
i. Rev ew existing inventory control policies,procedures,
. a d techniques to determine parts storage
re uirements. This will include a review of various
st rage systems available for parts storage.
j. Review site and building security requirements.
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5. Reviewfacil maintenance(building and grounds)requirements
that may a ect material selection,plumbing,electrical,heating,
ventilation,and air conditioning.
6. Review relationships between functional areas within the facility.
7. Review fleet size, mix,and projected growth.
8. Review cu rent and projected staffing plans and labor
agreement s).
Review of Similar F cilities
9. The City ha visited several Public Works facilities. The Postl
-Yore Tea will review the results of these visits with the City
staff and o ganize additional site visits if necessary. These
visits will h Ip establish a common frame of reference for the
City and th design team.
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Posti-Yore
ITY OFELG1N PUBLIC
WORKS FACILITY
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Space Program (PB,PYA)
Based on the interviews,a detailed space program will be developed
to:
10. Identify spa e requirements for all administrative,maintenance,
and opera ions functions in the project including:
a. Requirements for offices, mechanic areas, and crew
ar s.
b. Quantity, size, and type of repair bays.
c. Re uirements for all shops.
d. Re uirements for parts storage and warehousing.
e. Sto age requirements for tool boxes and portable
e uipment.
f. Re uirements for mechanical and electrical support
s ace.
11. Identify par.ing requirements for City vehicles,employee,visitor,
and delive vehicles.
Dr-ft D-si•n Crite is Document PB PYA
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The criteria to be used in the design of the new facilities must be
developed for City:pproval. The Postl-Yore Team will:
12. Prepare D aft Design Criteria Document to include space
program :nd criteria resulting from interviews, on-site
observati•ns, and the Postl -Yore Team's experience in the
design of•ver 200 maintenance and operations facilities. The
Design Cr teria Document will include information on staffing
levels, cur ent and projected operations, a narrative of daily
operation site requirements, and specific requirements for
each funct onal area. The Design Criteria Document will also
identify pre iminaryfunctional requirements for building systems
including -rchitectural,structural, mechanical,electrical,and
plumbing •uch as:
Posti-Yore
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a. Cle rance requirements(doors,aisle widths,overhead)
t roughout the project.
b. Flo r,wall,and ceiling finishes.
c. Fun tional areas and equipment items within each area
t be included on an emergency power system.
d. Lig ting levels and type of lighting for all exterior areas
a d each functional area within the maintenance
b ilding.
e. Lub ication and compressed air system requirements.
f. Vetilation requirements for each functional area
in luding offices, repair bays, maintenance shops,
w lding, battery, paint areas, chassis wash/
c mponent clean, pits,and storage areas.
g. Dra nage requirements for floor washdown,waste oil,
w ste coolant, and spill containment.
h. Min mum design temperatures for heating and cooling
fo each functional area.
13. Establish fu ctional area relationships both between areas and
betweenorkstations within areas. Primary considerations
to be indu trial work flow,supervision,and safety. Diagrams
showing t ese relationships will be included in the Design
Criteria D ument.
14. Identify ma or maintenance equipment items to be located in
each funct onal area.
15. Assemble ata on vehicles to be maintained. Include make
and model ,dimensions and weights,quantities,and operating
characteri tics.
16. Submit dra Design Criteria Document for City review and
approval.
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Posti-Yore
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Maintenance Eau'ement (PB)
17. Inventory e isting shop equipment by functional area. Include
descriptio , quantity, manufacturer, model number, utility
requirem:nts and condition. Indicate which items are
recomme ded for reuse.
18. Develop Pr:liminary Maintenance Equipment List based on the
draft Desi„n Criteria. Equipment shall be listed by functional
area and i dude a description, price, quantity, dimensions,
and gener:I utility requirements for each equipment item.
Cost Evaluation "YA PB
19. Develop a I onceptual level cost estimate based on the space
program, •esign criteria, preliminary equipment list,and cost
per squar- foot for similar public works maintenance and
operation- facilities in the United States.
20. Compare t e cost estimate with the preliminary construction
budget an. review with the City. Make adjustments to the
program a. necessary to keep the project within the budget.
Final Design Criter a Document(PB, PYA'
21. Review Cit comments from their review of the draft Design
Criteria D cument. Incorporate City comments and finalize
the Desig Criteria Document.
Deliverables(Tas 1):
• Preliminary Space Program
• Draft Design Criteria Document
• Preliminary Maintenance Equipment List& Cost Estimate
• Conceptual Level Construction Cost Estimate
• Final Design Criteria Document
IL1ti
Postl Yo re
KITY OF ELGIN PUBLIC WORKS FACILITY
YL-eQ•'+.
Task 2: S hematic Design
Objective:
To ensure that th functional requirements, including circulation and
proximity relation hips,are appropriately addressed in the Schematic
Design and that he proposed scheme is adaptable to regulatory
requirements.
Work Elements:
Alternative Conc=etual Plans PB PYA
1. Identify potential alternatives to meet the requirements
establish:. in Task 1.
2. Conduct a three to four day on-site design charrette working
directly wi t the design team and the City to develop alternatives
for site an.facility configuration. During this on-site process,
alternativ-s will be reviewed with the City staff. Based on
review co ments, selected alternatives will be refined and
presentee for review. A final review meeting will result in a
selected .ite and facility plan.
3. The site la outs will be developed with emphasis on:
a. Ciri ulation patterns for vehicles,equipment, materials
a d personnel that will provide the most efficient,cost
e ective,and safest maintenance operation.
b. Ing ess and egress routes that maximize safety and
s curity and minimize vehicular and pedestrian conflict
o and off the site.
c. Sit= area relationships. Include mechanic and crew
f-cilities,fuel and wash,maintenance facilities,vehicle
p Irking,bad order(or down vehicle)parking,employee
a d visitor parking,and shipping and receiving.
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1Y Yore o e -
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- ._ KITY OF ELGIN PUBLIC WORKS FACILITY
4. The facility layouts will emphasize:
a. Circ lation patterns for vehicles,equipment,materials
a d personnel and their relation to site circulation
p tterns.
b. Fun tional area relationships both between the various
ar as and between workstations within each area.
c. Effi lent industrial workflow, supervision,and safety.
d. Reg latorycompliance.
5. Coordinate and integrate the layouts for a possible future
expansion of the site.
Maintenance Eau'•ment PB
6. Update the 'reliminary Maintenance Equipment List based on
the Sche atic Design and update cost estimate for
maintenan e equipment. These costs will be included in the
constructs•n cost estimate.
Schematic Design Report (PYA, PB,SDG, DHA)
7. Review co ments from the City on the draft Design Criteria
Document nd incorporate comments along with modifications
that result d from the on-site design process. (PB, PYA)
8. Update the -pace program to be consistent with the Schematic
Design. (-B)
9. Document t e alternative schemes developed during the on-
site design charrette. (PYA)
10. Develop the selected site and floor plans along with building
elevations to fully describe the size, form, regulatory
complianc=, and character of the new facility. Include the
layout of ajor equipment items to confirm workflows and
suitability • the spaces. (PYA, PB)
Posti-Yore
`=== 11111ITY OF ELGIN PUBLIC WORKS FACILITY
tea.
ost Estimatin• PB SDG
11. Develop a 4 onstruction cost estimate based on the Schematic
Design. his will include an evaluation of construction
techniqu- and materials to assure their availability and
corn patibi ity with local building trades.
12. Compare cost estimate with the construction budget and review
with the C ty to make any adjustments necessary to keep the
project wi in the established budget.
Schematic Design Quality Control (PYA. PB'
13. Coordinat: operational and equipment related functional
requirem=nts during development of the Schematic Design.
Items to b- addressed include:
a. Cle..rances shown in building sections.
b. Mo.ifications to the Concept Design due to structural/
ar hitectural requirements.
c. Tur ing radius,queuing space,and vehicle circulation.
14. Review the site and facility layouts for compliance with the
approved •esign criteria,operational/maintenance concepts,
and regula ory compliance.
Deliverables(Tas 2):
• Alternatives e and facility sketches developed during the design
charrette
• Site plan, fl or plans, and sketch of Schematic Design for
selected s e.
• Updated Pr liminary Maintenance Equipment List
• Schematic esign Report with cost estimate
43
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Posti-Yore
= • �ITY OF ELGIN PUBLIC WORKS FACILITY
-.
PHASE 2: F CILITY DESIGN I BIDDING &AWARD
Task 3: D sign Development
Objective:
To ensure that t e requirements for maintenance operations,
architecture,engin ing,site planning and equipment are appropriately
addressed in Desi n Development and that regulatory compliance is
maintained.
Work Elements:
Site and Building Design (PYA, PB, SDG, DHA)
1. Prepare D sign Development drawings and specifications that
incorpora Schematic Design Review comments submitted
by the Cit . All drawings will be prepared in AutoCad format.
Each buil ing system will be described in the drawings and
specifications including: architectural, civil, structural,
mechanic I,electrical,plumbing,fire protection,landscaping,
and site Ii hting.
2. Prepare plans for any environmental mitigation that may be
required as identified in the environmental assessment.
3. Update re•ulatory compliance requirements and meet with
regulatory officials.
Main enance E•ui•ment PB
The type, quantity, location, and utility requirements of maintenance
equipment is criti .I to the design of the maintenance facility. The
Postl-Yore Team ill:
4. Develop ini ial maintenance equipment layouts that provide an
efficient, c st effective, safe industrial workflow through the
facility. All functional areas identified in the equipment list to
be include .
'14
Posti-Yore
KITY OF ELGIN PUBLIC WORKS FACILITY
5. Obtain bro'hures and cutsheets on maintenance equipment to
be specifi-d by the Postl -Yore Team.
6. Review eq ipment list, cutsheets, and layout with the City to
ensure t at all maintenance requirements have been
addressee.
7. Update m-intenance equipment list,layouts,and cutsheets to
be consis lent with facility design and input received during the
review se..sion.
8. Develop U ility Requirements drawing(s)based on information
developee with the City. These will include locations of air,
electrical .nd water outlets,vehicle exhaust system outlets,
drains,s'eclat grating,and overhead door controls.
9. Develop a equipment utility matrix to assure coordination of
equipme t utility requirements with mechanical,electrical,and
plumbing disciplines.
Construction Cos Estimate and Schedule PYA All
10. Develop a construction cost estimate based on the Design
Develop ent drawings and specifications.
11. Develop construction schedule with sufficient detail to
determin: approximate total construction time.
12. Compare •st estimate with the construction budget and review
with the City to make any adjustments necessary to keep the
project wi hin the established budget.
Desi•nDevelo•m-ntQuail( Control PY• •II
13. Coordinate operational and equipment related functional
requirem=nts for human engineering and building systems and
compone is including architectural, structural, mechanical,
electrical,and plumbing.
°15
Posti-Yore
IITY OF ELGI - PUBLIC WORKS FACILITY
14. Review :rchitectural and engineering (civil, structural,
mechan'cal,electrical, plumbing)design for compliance with
the ap•roved design criteria, operational/maintenance
concep s, maintenance equipment requirements, and
regulato requirements.
Deliverables(T.sk 3):
• Design D-velopment Drawings,Specifications,and Rendering
• Updated aintenance Equipment List
• Maintena ce Equipment Brochure and Cutsheet Manual
• Utility Re•uirement Drawings and Equipment Utility Matrix
• Construc ion Cost Estimate and Schedule
•
a s
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Posti-Yore
IIITY OF ELGIN PUBLIC WORKS FACILITY
Task 4: C nstruction Documents
Objective:
To ensure that t e requirements for maintenance operations,
architecture,engin ring,site planning and equipment are appropriately
addressed in the C ntract Documents and that regulatory requirements
are met.
Work Elements:
Site and Buildin• -si•n PYA All
1. Prepare B d Documents (drawings and specifications) that
incorpora - Design Development Review comments submitted
by the Cit . All drawings will be prepared in AutoCad format.
Each buil Iing system will be described in the drawings and
specifications including: architectural,maintenance equipment,
civil, str ctural, mechanical, electrical, plumbing, fire
protectio landscaping, irrigation,and site lighting.
2. Develop fi -I maintenance equipment list and cost estimate for
equipme t. (PB)
Si•na•e and Gra thics Re•uirements DHA PYA PB
Properly designed .ignage and graphics are valuable tools for promoting
a safe working en ironment. The Postl-Yore Team will:
3. Establish s gnage and graphics requirements including safety,
direction-I, informational, and traffic signs and pavement
markings.
4. Develop pl-ns showing locations and messages for signage
and grap ics throughout the site and facility.
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Postl Yore
aITY OF ELGIN - PUBLIC WORKS FACILITY
—.. ._ _..TOO
+cvas
Construction Cost Estimate and Schedule (PYA, All)
5. Develop a construction cost estimate based on the Construction
Document(drawings and specifications).
6. Develop a construction schedule with sufficient detail to
determine construction start date and duration.
7. Compare cost estimate with the construction budget and review
with the C. to make any adjustments necessary to keep the
projectwi in the established budget.
Construction Doc ment Quality Control (PYA,All)
8. Coordinat=requirements for human engineering and building
systems and components including architectural,
mainten.nce equipment, civil, structural, mechanical,
electrical, plumbing, and landscaping.
9. Review a chitectural and engineering (civil, structural,
mechanic:l,electrical, plumbing)design for compliance with
the approved design criteria, operational/maintenance
concepts,and maintenance equipment requirements.
10. Define bid onditions and contract conditions to comply with
State law- and City of Elgin policies.
Deliverables(Task 4):
• Bid Documents(drawings,specifications, and bid conditions)
• Final Equipment List
• Final Construction Cost Estimate and Schedule
Posti-Yore
_-- �" 1111ITY OF ELGIN - PUBLIC WORKS FACILITY
W..a_
Permit Review and City Final Review
Objective:
To secure formal regulatory approvals as necessary to acquire
construction permits and to acquire final City review approval.
Work Elements:
Submit Documents for Final Review
1. Review list of previously identified regulatory agencies and City
review staff.
2. Reproduce documents and submit sets to each regulatory
agency and City review staff.
Coordinate With Reg_ulatoryAgencies and City Staff
3. Meet with and/or communicate with each affected party.
4. Revise documents as needed to acquire final City sign-off and
regulatory permit approvals
Deliverables:
• Sign-offs from City staff
• Regulatory agencies'approvals and building permit ready for
selected tidder.
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Posti-Yore
KITY OF ELGIN ■ PUBLIC WORKS FACILITY
v .,oc.
Task 5: Bidding and Award
Objective:
To ensure that the facility and equipment is bid properly as designed
and specked.
Work Elements:
1. Assist with pre-bid conference(s) and document with
addendum(a).
2. Review and respond to bidder's questions and requests for
substitutions.
3. Prepare addendum items to clarify the intent of the bid
documents.
4. Assist in receiving and reviewing bids for compliance with bidding
requirements.
2O
ATTACHMENT B
Posh•Yore Engineering • Architecture v Management Services
3/29/02
(Revised)
City of Elgin Public Works Facility
Detailed Fee Estimate
Project Senior Staff Designer Drafter/
Manager Arch/Eng Arch/Eng Draftsman Field Tech Hours Salary
Average Rates $48.33 $35.00 $28.33 $25.00 $21.67
PHASE 1: FACILITY PRELIMINARY PLANNING&BUDGET DEVELOPMENT
Task 1: Program Verification
Questionnaires 24 20 44 $1,859.92
Programming Workshop 36 29 65 $2,754.88
Design Criteria 24 39 34 97 $3,488.14
Cost Evaluation 16 24 16 56 $2,066.56
Task 2: Schematic Design
Design Workshop 34 44 36 114 $4,203.10
Schematic Design 30 55 70 82 117 354 $9,943.39
Cost Evaluation 16 24 16 56 $2,066.56
PHASE 1 TOTALS 180 235 172 82 117 786 $26,382.55
Multiplier(1.7838 overhead+1.15 profit) 2.94
Sub-Total Labor Costs $77,564.70
Sub-Contract Associate Architect $33,274.30
Sub-Contract Mechanical/Electrical Consultant $20,400.00
Sub-Contract Landscape/Graphics Consultant $3,230.00
Reimbursable Expenses Allowance(Reproduction Costs and Rendering) $1,000.00
PHASE 1 NOT-TO-EXCEED AMOUNT $135,469.00
PHASE 2: FACILITY DESIGN/BIDDING&AWARD
Task 3: Design Development
Design Development 144 232 304 160 160 1000 $31,159.04
Cost Evaluation 16 24 16 56 $2,066.56
Task 4: Construction Documents
Construction Documents 168 216 352 240 480 1456 $42,053.20
Cost Evaluation 24 24 16 64 $2,453.20
Task 5: Bid&Award 10 32 40 82 $2,736.50
PHASE 2 TOTALS 362 528 728 400 640 2658 $80,468.50
Multiplier(1.7838 overhead+ 1.15 profit) 2.94
Sub-Total Labor Costs $236,577.39
Sub-Contract Associate Architect $32,951.70
Sub-Contract MechanicaUElectrical Consultant $72,600.00
Sub-Contract Landscape/Graphics Consultant $4,420.00
Reimbursable Expenses Allowance(Reproduction Costs) $6,000.00
PHASE 2 FEE ESTIMATE $352,549.09
PHASE 2 NOT TO EXCEED%OF CONSTRUCTION COST 5.7%
/44
\y OF f4
`
yiNC�b City of Elgin Agenda Item No.
.
iR�,
E
01
April 19, 2002 G
1 [ 0
TO: Mayor and Members of the City Council N
f8i
FINANCIALLY STABLE CITY GOVERNMENT
FROM: Olufemi Folarin, Interim City Manager EFFICIENT SERVICES,
AND QUALITY INFRASTRUCTURE
SUBJECT: Professional Services Agreement for the
New Public Works Facility
PURPOSE
The purpose of this memorandum is to provide the Mayor and the
members of the City Council with information to consider approval
of a professional services agreement with Postl-Yore and
Associates, Inc. to perform preliminary and final design services
for conversion of the building and site at 1900 Holmes Road into
the new Public Works Facility.
BACKGROUND
In March, 2001 the City Council approved the purchase of the
building and site at 1900 Holmes Road for conversion into a new
public works facility. The purchase concluded an unsuccessful two-
year search for a vacant site of adequate size and appropriate
location on which to build a new facility. A lease agreement was
entered into with the building seller and current occupant, US
Precision Glass (USPG) allowing them 18 months to vacate the
building and the City gets full possession of building in October,
2002 . Staff has proceeded with the selection of an architectural/
engineering firm to do the design for converting the building.
A "Request For Statements Of Qualification And Interest" was issued
on February 13 , 2002 and publicly advertised. Seventeen firms
submitted statements which were reviewed by a selection team of
staff members from the Public Works, Water and Purchasing
departments. From that process, six firms were selected and issued
a "Request for Proposal" to provide the services necessary for
preliminary design, project budget development, final design, plan
and specification development and bidding assistance. Five firms
responded to the request (Carter Burgess, Cordogon, Clark and
Associates, Legat Architects, Postl-Yore and Associates and Wold
Architects and Engineers) and one firm, Dahlquist and Lutzow,
declined. The selection committee reviewed the proposals and
selected Postl-Yore and Associates as the top rated firm. A copy
of the results of the selection process is attached as Exhibit A.
Public Works Facility Design Agreement
April 19, 2002
Page 2
Upon selection, Postl-Yore met with staff to finalize the project
scope and negotiate their fee . The proj =ct fee is a not to exceed
fee of $135, 469 for the preliminar , design and a final
design/bidding not to exceed fee of 5 . 7% of the construction cost
(identified as $352, 549 for the curreni project budget) . The
resulting total fee is $488, 018 . A copy .•f the proposed agreement
is attached as Exhibit B.
COMMUNITY GROUPS/INTERESTED PERSONS CONT. CTED
None.
IVFINANCIAL IMPACT
11 The agreement with Postl-Yore and Associ-tes will total $488, 018
and will be funded from the Riverboat F nd, Building/Structures,
account number 275-0000-791 . 92-36, project number 339570 . The
total budget for this project is $11, 700, 000 ($4 . 0 million of which
is funded from the 2002 Bond Sale) . A total of $6, 278, 140 remains
available .
(11‘
LEGAL IMPACT
The proposed agreement is being reviewed by the Legal department .
ALTERNATIVES
1 . Do not award the contract at this time .
2 . Award the contract to a different fir .
RECOMMENDATION
It is recommended that the City Council a thorize the City Manager
to execute an agreement with Postl-Yore :nd Associates, Inc. for
design services for the New Public works 'acility with fees not to
exceed $488 , 018 .
Respectfully submitted,
01‘ lqi‘
Olufemi Fo ,
Interi' Ci , u. .- •er
JML:cm
attachment