03-308 Resolution No. 03-308
RESOLUTION
AUTHORIZING EXECUTION OF AN AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH
HITCHCOCK DESIGN GROUP FOR THE KIMBALL STREET GATEWAY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that David M. Dorgan, City Manager, be and is hereby
authorized and directed to execute an Amendment to Professional
Services Agreement on behalf of the City of Elgin with Hitchcock
Design Group for engineering services for the Kimball Street
Gateway, a copy of which is attached hereto and made a part hereof
by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: November 19, 2003
Adopted: November 19, 2003
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS AMENDMENT AGREEMENT made and entered into this
197c day of /1!0 ,V, , 2003 by and between the CITY OF
ELGIN, ILLINOIS, a municipal corporation (hereinafter
referred to as the "City" ) , and HITCHCOCK DESIGN GROUP, an
Illinois corporation, (hereinafter referred to as the
"Consultant" ) .
WITNESSETH
WHEREAS, the City and the Consultant have previously
entered into a Professional Services Agreement dated
August8, 2001, wherein Consultant provided to the City
certain consulting services regarding the planning, design
and engineering services for the Kimball Street Gateway;
and
WHEREAS, the City has determined it to be necessary
and desirable to obtain the further assistance of the
Consultant to provide continued consulting services
regarding the planning, design and engineering services for
the Kimball Street/Library Riverwalk.
NOW, THEREFORE, for and in consideration of the mutual
promises and covenants contained herein, the receipt and
sufficiency of which is hereby acknowledged, the parties
hereto agree as follows :
1 . The Professional Services Agreement between the
City and the Consultant dated August 8 , 2001 is hereby
amended as follows :
A. Paragraph 1 entitled "Scope of Work" is
amended by adding an additional paragraph thereto to
read as follows :
"Consultant shall also perform and
direct the necessary qualified
personnel to perform the professional
services as set forth in the Scope of
Services documents entitled "HITCHCOCK
DESIGN Kimball Street/Library Riverwalk
Proposal , consisting of three (3)
pages, attached hereto and made a part
hereof as Exhibit 1-A. "
B. Paragraph 2 entitled "Schedule and Term" is
amended by adding an additional paragraph thereto to
read as follows :
"Consultant' s responsibility to provide
the services in Exhibit 1-A shall
commence as of October 23 , 2003 , and
shall continue until the date the City
determines that all of the Consultant' s
work regarding the services in Exhibit
1-A have been completed. Consultant
shall perform the services described in
Exhibit 1-A in as expeditious a manner
as reasonably practicable . "
C. Paragraph 3 entitled "Fees" is amended by
adding subparagraph D thereto to read as follows :
"D. Payments for services provided by
the Consultant set forth in Exhibit 1-A
hereof shall be reimbursed at the
hourly rate of its professional and
technical personnel as set forth in
Exhibit 2-A attached hereto and made a
part hereof by this reference with the
total fees and expenses due to be paid
to the Consultant for the services
described in Exhibit 1-A not to exceed
$53 , 060 regardless of actual time
expended or actual costs incurred by
the Consultant unless material
modifications to the Consultant' s Scope
of Services are authorized in writing
by the City and approved by the City
Council . Consultant' s cost estimates
for the various aspects of the services
to be performed in Exhibit 1-A are set
forth in Exhibit 1-A. The costs of all
subcontractors are included in such
not-to-exceed figure of $13 , 290 . "
2 . That except as expressly amended herein the terms
of the Professional Services Agreement between the City and
the Consultant dated August 8 , 2001 shall remain in effect
and shall apply to the additional services to be performed
by the Consultant as described in this Amendment Agreement
and as set forth in Exhibit 1-A hereto.
IN WITNESS WHEREOF, the parties hereto have entered
into and executed this amendment agreement on the date and
year first written above .
CITY OF ELGIN HITCHCOCK DESIGN GROUP
OP
c
By - By Ykdik____
David M. Dorgan
City Manager ( 10 ' 56. 03
Attest :
City Clerk
SCOPE OF SERVICES
CITY OF ELGIN
Elgin Riverfront
Kimball Street/Library Riverwalk
Basic Services
PHASE I PRELIMINARY PLANNING SERVICES
A. Research and Analysis
We will:
1. Conduct a kick-off meeting with you and the other project team members confirming:
a. project area ownership and access
b. goals and objectives
c. project team structure(design committee)
d. constituent interests
e. jurisdictional agencies
f. budgeted costs and potential revenue sources
g. team responsibilities
h. communications protocol
i. decision making
j. tentative schedule
k. invoicing and payment
1. other administrative considerations
2. Identify jurisdictional interests, operational practices, development plans and
construction procedures of appropriate constituent and regulatory groups including:
3. Inventory readily available existing data for the project area and the immediate
surroundings including:
a. environmental reports from previously completed Kimball Street and library
research
b. geo-technical reports from previously completed Kimball Street and library
research
c. topographic surveys from previously completed Kimball Street and library research
d. wetland and natural systems report from previously completed Kimball Street and
library research
e. aerial and site photography
f. boundaries,property ownership and easements
g. hydraulic models
h. pending improvement plans
i. utility atlases
j. power and communication utilities
4. Observe and photograph the project area and immediate surroundings in order to
identify readily apparent physical conditions and patterns of use.
Elgin Riverfront Page 1 of 4 July 31.2003
5. Using the inventoried data,prepare base map at appropriate scale.
6. Review available Environmental Phase I reports and other available environmental data
with City's environmental consultant. Determine if additional investigation is
warranted.
7. Define and evaluate the NWL, 2, 5 10 and 100 year floodplain and floodway for the
area by establishing a baseline existing conditions and modified existing conditions
hydraulic model using methods generally acceptable to the applicable jurisdictional
agencies.
8. Evaluate the existing trees including:
a. type
b. size
c. condition
9. Prepare a memorandum that summarizes the research and analyzes its impact on the
master planned improvements. Identify what, if any, additional research and analysis is
required to implement the proposed improvements. (Additional research and analysis
not described in this scope of services will be considered additional services.) Identify
what, if any, changes are required to this scope of services.
10. Review the research and analysis with City staff.
B. Schematic Design and Engineering
For the project area, we will:
1. Prepare schematic designs including appropriate plan views, sections, elevations and
other graphic images to illustrate the organization, scale and character of the planned
improvements consistent with the program such as:
a. connections to walks, trails and other pedestrian surfaces
b. potential reconfiguration of west end of Kimball Street Parking lot
c. turf and landscaped areas
d. entry gateway structures or other features as deemed appropriate.
e. other site furnishings and improvements consistent with the Civic and Festival Park
Riverfronts.
2. Prepare a preliminary site engineering plan illustrating schematic grading, and drainage
3. Review the schematic recommendations with the Design Committee
4. Refine the schematic design and preliminary engineering recommendations as may be
needed
5. Review the schematic recommendations with:
a. Design Committee
b. appropriate jurisdictional agencies
6. Refine the schematic recommendations as may be necessary
7. Prepare a preliminary construction cost opinion
8. Discuss a preliminary implementation strategy
9. Review work in progress to appropriate advisory and jurisdictional entities including:
a. Design Committee
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b. Riverfront Action Committee
c. Project Management Team
d. Gail Borden Library
e. Kane County Forest Preserve District
f. Kane County
g. General public (open house)
10. Refine our recommendations as may be needed
11. Present to City Council for approval
El_in Riverfront Pa;e 2 of 4 July 31.2003
II. PHASE II DESIGN& ENGINEERING SERVICES
A. Design Development
We will:
I. Finalize the size,horizontal and vertical geometry, structure, materials and/or finish, as
appropriate, for the proposed improvements, such as:
a. drainage
b. utility modifications
c. structures
d. slope stabilization
e. walks, trails and other pedestrian surfaces
f. Kimball Street parking lot
g. turf and landscaped areas
h. lighting
2. Document the design, in English format, on previously prepared base maps and
supplementary drawings as may be appropriate including,but not limited to:
a. title
b. notes, index, standards
c. summary of estimated quantities
d. alignment,ties and bench marks
e. erosion and sedimentation control
f. grading and drainage
g. cross sections
h. gateways,and other structures
i. pedestrian surfaces
j. irrigation
k. planting
1. furnishings
m. lighting/power distribution
n. other details
3. Prepare a summary of estimated quantities and an estimate of probable construction
costs
4. Prepare outline specifications, including the products, materials and finishes of each
component or system
5. Prepare a construction strategy including:
a. construction delivery system(CM, GC, other)
b. preliminary schedule
c. staging
d. public relations
e. City and consultant roles
6. Review the drawings, specifications,product data and material samples with:
a. City staff
b. Design Committee
c. Jurisdictional agencies
7. Revise the drawings and supporting materials as may be required
8. Present recommendations to City Council for approval to bid
9. Submit plans for appropriate construction permit(s)
10. Make minor revisions as may be required to facilitate jurisdictional approvals and
permit(s)
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Elgin Riverfront Page 3 of 4 July 31.2003
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B. Construction Documents
Following the approval from you and other participating agencies, we will:
1. Finalize the graphic and written documentation that will be used to bid and construct
the improvements including:
a. digital drawings
b. project manual
c. other bid documents
2. Update the opinion of probable construction cost
3. Update the preliminary construction strategy
4. Review the documents with City staff
5. Make minor revisions as may be required
C. Bidding and Negotiation
Following approval from you,we will:
1. Provide one set of contract documents for your reproduction fort bidding
2. Recommend reputable contractors for your consideration •
3. Help you advertise the bid letting
4. Conduct a pre-bid meeting for interested bidders
5. Answer questions and issue written addenda, when appropriate, to all bidders regarding
changes to or clarifications of the contract documents
6. Review the bids, tabulate the results and issue a recommendation to you regarding the
contract award
7. Present recommendations to the City Council
Elgin Riverfront Page 4 of 4 Jui 3l�20
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Preliminary Schedule ,_
CITY OF ELGIN
Elgin Riverfront
Kimball Street/Library Riverwalk
Task Group Estimated Date
PHASE I-PLANNING SERVICES
A. Program, R&A August, 2003
1. Kick off Staff, Design Comm
2. Confirm, build on Kimball R&A Team, agencies
3. Environmental strategy
4. Review Staff, Design Comm
B. Schematic Design September, 2003
1. Schematic design HDG
2. Prelim engineering PEI
3. Review Staff, Design Comm
4. Refinement Team
5. Review Staff, Design Comm
6. Cost opinion Team
7. Preliminary implementation strategy Team
8. Reviews Design Comm, agencies t
9. Refinements Team
10. Council presentation HDG
PHASE II-DESIGN AND ENGINEERING SERVICES
A. Design Development October-November, 2003
1. Final design
2. Document production
3. Cost opinion
4. Outline specs
5. Construction strategy
6. Reviews
7. Revisions
8. Council presentation
9. Permit applications
10. Permit facilitation
City of Elgin Page 1 of 2 July 31.2003
Task Group Estimated Date
B. Construction Docs December, 2003 -January, 2004
1. Contract documents
2. Cost opinion
3. Construction strategy
4. Reviews
5. Revisions
C. Bidding and Negotiation February- March, 2004
1. Document repro
2. Recommend contractors
3. Advertisement
4. Pre-bid
5. Questions and clarifications
6. Bid tabulation
7. Council presentation
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PHASE III-CONSTRUCTION
A. Administration Spring 2004
B. Observations
C. Recommendations
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City of Elgin Page 2 of 2 Juty 3 �
Standard Hourly Rates
CITY OF ELGIN
Elgin Riverfront
Kimball Street/Library Riverwalk
Fee Estimate
Hitchcock Design Group
Activity Description Hourly Rate
LDR Project Leadership officer oversight, meetings,presentations $ 145.00
MGT Project Management staffing, coordination, administration $ 100.00
PLN Project Planning conceptual function, organization $ 90.00
DES Project Design technical and appearance issues $ 85.00
DOC Project Documentation graphics and document production $ 60.00
SUP Project Support clerical and secretarial $ 55.00
Time
.
CITY OF ELGIN .
Elgin Riverfront
Kimball Street/Library Riverwalk
Fee Estimate
•
Hours
(Hithcock Design Group) LDR MGT PLN DES DOC SUP sub-tot
145 100 90 85 60 55
I PHASE I PLANNING
A Program,Research,Analysis
1 Kick off meeting 4 4
2 Review jurisdictional interests 1 1
3 Inventory data 1 1
4 Observe,photograph site 1 1
5 Prepare base map 1 1
6 Environmental Review 2 2
7 Define floodplain 2 2
8 Evaluate trees 1 1
9 Summary memo 2 2
10 Staff review 1 I 1
Sub-total 0 13 0 2 1 0 16
Sub-total fee 0 1300 0 170 60 0 1530
B Schematic Design and Engineering
1 Schematic design 2 2 16 16 36
2 Prelim site engineering 2 8 10
3 Committee review 4 4 8
4 Refinements 1 4 4 9
5 Reviews 4 4
6 Refinements 1 4 4 9
7 Quantity and cost opinion 2 4 6
8 Implementation strategy 2 2
9 Reviews 4 4
10 Refinements 1 4 4 9
11 Council Presentation 4 4 8
Sub-total 10 27 0 40 28 0- 105
Sub-total fee 1450 2700 0 3400 1680 0 9230
LDR MGT PLN DES DOC SUP sub-tot
II PHASE II DESIGN&ENGINEERING SERVICES
A Design Development
1 Finalize design/engineering 2 4 24 30
2 Document production 4 24 28
3 Quantitiy and cost opinion 2 8 10
4 Outline specifications 2 8
5 Construction strategy 2 2
6 Reviews 4 4 8
7 Revisions 2 16 16 34
8 Council presentation 4 4 8
9 Permit applications 2 2
10 Permit facilitation 2 2
Sub-total 10 28 0 56 40 0 134
Sub-total fee I450 2800 0 4760 2400 0 11410
B Construction Documents
1 Contract documents 2 32 32 2 68
2 Cost opinion 2 8 10
3 Construction strategy 2 2
4 Reviews 4 8 12
5 Revisions 2 16 16 34
Sub-total 4 16 0 56 48 2 126
Sub-total fee 580 1600 0 4760 2880 110 9930
C Bidding and Negotiation 0
1 Document reproduction 2 4 6
2 Recommend contractors 2 2
3 Advertisement 2 2
4 Pre-bid meeting 4 4
5 Questions and clarifications 4 4
6 Bid review and tabulation 4 4
7 Council presentation 4 4 8
Sub-total 4 22 0 0 4 0 30
Sub-total fee 580 2200 0 0 240 0 3020
Consultant Fee Summary
CITY OF ELGIN
Elgin Riverfront
Kimball Street/Library Riverwalk
irrigation water res civil structural electrical Sub-tot
I PHASE I PRELIM PLANNING
A Program, Research, Analysis 0 500 0 0 0 500
B Schematic Design & Engineering 0 0 500 0 500 1000
Sub-totals 0 500 500 0 500 1500
II PHASE II DESIGN & ENGINEERING
A Design Development 1200 500 600 0 2400 4700
B Construction Documents 1700 0 1200 600 2800 6300
C Bidding and Negotiation 0 0 0 0 0 0
Sub-totals 2900 500 1800 600 5200 11000
Summary
CITY OF ELGIN
Elgin Riverfront
Kimball Street/Library Riverwalk
Fee Estimate
HDG sery bur consult travel other sub-tot
I PHASE I PRELIM PLANNING
A Program, Research, Analysis 1530 100 500 100 105 2335
B Schematic Design & Engineering 9230 200 1000 300 225 10955
Sub-totals 10760 300 1500 400 330 13290
II PHASE II DESIGN ENGINEERING
A Design Development 11410 700 4700 300 855 17965
B Construction Documents 9930 700 6300 200 1080 18210
C Bidding and Negotiation 3020 400 0 100 75 3595
Sub-totals 24360 1800 11000 600 2010 39770
Totals 35120 2100 12500 1000 2340 53060
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OF E4.0
City of Elgin Agenda Item No. \-4—
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TED fE� 1a4
October 3, 2003 L ;
G
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,*mac. a r.'4,1
:'.,.
TO Mayor and Members of the City Council N p, f
FROM: David M. Dorgan, City manager WA ALIVE DOWNTOWN
Raymond H. Moller, Director of Economic Development &
Business Services
SUBJECT: Amendment to a Professional Service Agreement with
Hitchcock Design Group
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider an
amendment to the contract with the Hitchcock Design Group for
engineering services for the Kimball Street gateway.
onk BACKGROUND
On August 8, 2001, the City of Elgin entered into an agreement
with the Hitchcock Design Group to plan, design, and provide
preliminary engineering services for the Kimball Street
underpass . The purpose of the underpass was to provide for a
safe, efficient, and aesthetic connection between the bikepath
north of Kimball Street to the newly developed riverfront
improvements to the south. It was anticipated that, due to the
construction of the new library and the redevelopment of other
riverfront property, a need would exist for a safe and
convenient pathway to the Center City. The amount of the
contract was $108, 000 .
During the design and preliminary engineering process, it was
determined that the cost of the underpass was higher than
originally estimated. Original estimates of $2 . 5 million rose
to $4 . 6 million. The cost increase was due to the presence of
fiber optic cables buried in the right of the way on Kimball
Street, the costs associated with relocating those cables, and
the increased construction costs associated with building a
tunnel at an elevation lower than the Fox River. During the
budget process of 2003, the City Council determined that the
underpass should not be constructed.
Amendment to a Professional Service Agreement with Hitchcock
Design Group
October 3, 2003
Page 2
As a result of the site selection and construction of the new
Gail Borden Library, the city has secured a parcel of riverfront
property on the east back of the Fox River. This land was
acquired to provide for the extension of the riverfront pathway
between Ann Street and Kimball Street . As a result of the
decision not to construct the Kimball Street underpass, the City
is also obtaining a 15 foot wide easement along Kimball Street
in order to direct pedestrians and bicyclists to the protected
crossing of Kimball Street at the North Grove Avenue.
It is the City' s goal to use previously secured grants and
donations to fund most or all of its costs related to this
improvement . Grant and donation funding was obtained from a
variety of sources for the underpass project; i .e. Forest
preserve -$400, 000 , DCCA - $225, 000 and the Meadows Foundation -
$100, 000. All or most of the funds have not been spent .
emb. The funding sources have been contacted to determine if
previously committed underpass dollars could be redirected to
the riverfront pathway north of Kimball Street . All parties
expressed a willingness to consider the change in scope, but
requested further details regarding what is proposed.
Hitchcock Design has submitted a two phased approach to
the Kimball/Library riverwalk. Phase I would involve research
and analysis of the proposed site and schematic design and
engineering for the pathway. The cost for Phase I is $13, 290.
Phase II involves final design development, preparation of
construction documents, and bidding and award for the
construction project . The cost for Phase II services is $39, 770.
The total cost for HDGS proposed services is $53, 060.
Following the completion of Phase I design services, if it is
determined that previously committed underpass funds cannot be
redirected to the Kimball/Library riverwalk, then Phase II will
not proceed.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
emk None
Amendment to a Professional Service Agreement with Hitchcock
rft. Design Group
October 3, 2003
Page 3
9WINANCIAL IMPACT
The proposed contract with Hitchcock Design Group would total
$53, 090 . It is proposed that existing funds within the Festival
Park project (account number 275-0000-791 . 92-35; project number
039520) be utilized until the grant funds and donations can be
redirected. A budget adjustment will be required. There is
currently $1 . 3 million available in the Festival Park project.
LEGAL IMPACT
An amendment to the professional service agent with Hitchcock
Design Group for engineering services for the Kimball Street
would be required.
ALTERNATIVES
1 . The Council may authorize the amendment to the HDG
professional service agreement .
2 . The Council may choose not to authorize an amendment to the
HDG professional service agreement .
RECOMMENDATION
It is recommended that the City Council authorize an amendment
to the professional services agreement with Hitchcock Design
Group in the amount of $53, 060 for services related to the
Kimball street/Library pathway.
Respectfully submitted for Council consideration.
RHM/vf
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