04-220 Resolution No. 04-220
RESOLUTION
AUTHORIZING EXECUTION OF A SECOND AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH HITCHCOCK DESIGN GROUP
FOR THE KIMBALL STREET/LIBRARY RIVERWALK PROJECT
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 a Second
Amendment to Professional Services Agreement on behalf of the City of Elgin with Hitchcock
Design Group for engineering services for the Kimball Street/Library Riverwalk Project, a copy of
which is attached hereto and made a part hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: August 11, 2004
Adopted: August 11, 2004
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS SECOND AMENDMENT AGREEMENT made and entered into this ((y1-
day of VG C► Cl— , 2004, 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 July 1, 2001, wherein
Consultant provided to the City certain consulting services
regarding the provision of preliminary engineering services for the
Kimball Street Gateway Project; and
WHEREAS, the City and Consultant have previously entered into
an amendment to such professional services agreement, with such
Amendment Agreement being dated October 3, 2003; 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 final design
development, preparation of construction documents, and bidding and
award for the Kimball Street/Library Riverwalk construction
project.
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,as amended by the Amendment Agreement dated October 3,2003,is
hereby further amended as follows:
A. Paragraph 1 entitled "Scope of Work" is further 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 Group Kimball Street/Library
Riverwalk", consisting of eight (8) pages, attached hereto and made a part
hereof as Exhibit 1-B".
B. Paragraph 2 entitled "Schedule and Term" is further amended by adding an
additional paragraph thereto to read as follows:
"The Consultant's responsibility to provide the services in Exhibit 1-B shall
commence as of August 11,2004 and shall continue through the completion
of the scope of services.
C. Paragraph 3 entitled"Fees"is amended by adding subparagraph E thereto to
read as follows:
"E. Payments for services provided by the Consultant set forth in Exhibit 1-B
hereof shall be reimbursed at the hourly rate of its professional and technical
personnel as set forth on Exhibit 2 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 describedin Exhibit tl=Wri To exceed$54,000
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-B are set forth in Exhibit 1-B."
2. That except as expressly amended herein the terms of the Professional Services
Agreement as amended by the Amendment Agreement dated October 3, 2003,
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-B 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 Desi a, Group
By I ►.� r 7./1.4--./1.
David M. Dorgan e t 060T
City anager
Attest:
City Clerk
Hitchcock
Design Group
Creating Better Places®
June 3, 2004
Mr. Ray Moller
Director- Economic Development and Business Services
City of Elgin
150 Dexter Court
Elgin, IL 60120
RE: Kimball Street/Library Riverwalk
Project#: 03-0524-002-X04-03-07
Dear Ray:
Thank you for asking Hitchcock Design Group to submit this proposal for Phase II - Design&
Engineering Services for improvements along Kimball Street and the Gail Borden Library. We
appreciate the opportunity to continue our relationship with you and the City of Elgin.
Phase I—Preliminary Planning Services for this portion of the Riverfront was completed January 2004.
During Phase I we confirmed the program goals and objectives for the project and incorporated them into
a final schematic design(see attached plans). The goals and objectives are:
• Connect the existing bike path along Ann Street. Ann Street Bike path improvements will be part
of the Public Works CSO improvement project
• Design the riverwalk along the library to be consistent with the Civic Riverwalk. Accommodate
the future Veteran's Memorial along the riverfront.
• Mitigate the environmental issues on the library site by using a soil separation fabric with 6"of
topsoil over the entire library riverwalk site(This is the approach the library took and needs to
reviewed officially by an environmental/geotechnical engineer to verify necessity.)
• Widen the streetscape along Kimball Street to accommodate bicycles and pedestrians.
Improvements are to be consistent with the riverfront.
• Create a gateway to the downtown,which incorporates memorials for significant donors as
directed.
• Connect Kimball Street streetscape with the Civic Riverwalk.
The total cost,based on the Phase I schematic design is $979,000. The initial project budget was
approximately$670,000 and included streetscape and riverwalk improvements only. The additional cost
is due to the gateway and memorial improvements along Kimball Street added per the City's direction.
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221 W.Jefferson Avenue • Naperville,Illinois 60540 • Phone 630.961. 1787 Fax 630.961.9925
•
Once the City approves the Phase I final concept design, we are ready to commence our work on the
second phase of services. At the conclusion of Phase II, Design and Engineering Services, the City will
have received:
• Construction documents and cost opinions for the Riverwalk and related improvements
• Bid results and contract award recommendations
Our team proposes to provide Phase II of the attached scope of services at our standard hourly rates,plus
customary out of pocket expenses for a fee not to exceed $54,000. An estimate of the hours,fees and
expenses is included with this proposal along with the Phase I final schematic design and cost opinion.
Under Rick's direction, I will manage the work of Hitchcock Design Group's urban design team. Hey
and Associates will provide what little water resources engineering is required, and Patrick Engineering
will provide civil, structural,and electrical consulting services to our team. We will work with the City's
environmental consultant to identify environmental issues that may exist in the project area.
Environmental consulting services are not included in the current proposal.
We understand that you would like us to begin the project as soon as possible. We need to discuss when
the City is anticipating construction to begin. Under normal circumstances,we believe that if we start the
work in June 2004, construction could possibly begin very late in the fall 2004 or in the early spring of
2005.
As always,we look forward to finalizing the scope, schedule, fees and contractual details in order to best
meet your objectives.
Thanks again for the opportunity to serve your community on this important project.
Sincerely,
Hitchcock Design Group
Mark E.Underwood
Senior Associate
encl: scope of services,hour and fee matrices,phase I schematic design,phase I cost opinion
cc: Hitchcock, Brestal, Hitchcock Design Group
Hitchcock Design Group
CITYOF ELGIN
KIMBALL STREET/LIBRARY RIVER WALK
Fee Estimate
Hours
LDR MGT PLN DES DOC SUP sub-tot
145 100 90 85 60 55
I PHASE I PLANNING
A Program,Research,Analysis
B Schematic Design and Engineering
II PHASE II DESIGN&ENGINEERING SERVICES
A Design Development
1 Finalize design/engineering 2 4 32 38
2 Document production 4 32 36
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 0 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 64 48 0 150
Sub-total fee 1450 2800 0 5440 2880 0 12570
B Construction Documents
1 Contract documents 2 20 20 2 44
2 Cost opinion 2 8 10
3 Construction strategy 2 2
4 Reviews 4 8 12
5 Revisions 2 15 15 32
Sub-total 4 16 0 43 35 2 100
Sub-total fee 580 1600 0 3655 2100 110 8045
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
, r
CITY OF ELGIN
KIMBALL STREET/LIBRARY RIVER WALK
irrigation water res civil structural electrical Sub-tot
PHASE I PRELIM PLANNING
II A Program, Research,Analysis
B Schematic Design& Engineering
PHASE II DESIGN & ENGINEERING
A Design Development 2500 500 800 600 5000 9400
B Construction Documents 3650 600 1200 2400 6000 13850
C Bidding and Negotiation 500 0 0 0 500 1000
Sub-totals 6650 1100 2000 3000 11500 24250
Fee Estimate
.-
CITY OF ELGIN
KIMBALL STREET/LIBRARY RIVER WALK
HDG sery bur consult travel other sub-tot
PHASE I PRELIM PLANNING
A Program,Research,Analysis
B Schematic Design&Engineering
Sub-totals
II
PHASE II DESIGN ENGINEERING
A Design Development 12570 650 9400 300 1553 24473
B Construction Documents 8045 550 13850 200 2190 24835
C Bidding and Negotiation 3020 400 1000 100 225 4745
Sub-totals 23635 1600 24250 600 3968 54053
Totals 23635 1600 24250 600 3968 54053
Hitchcock
Design Group
Creating Better Places° Conceptual Cost Opinion
Elgin Riverfront - Kimball Street / Library
City of Elgin
Project#: 03-0524-002-X04-03-03 Date: January 15, 2004
Option A - Entry Columns & Walls
Riverwalk/Downtown Gateway- South (Civic Riverfront)
A. Temporary Environmental Controls $1,000
B. Removals $7,000
C. Earthwork -balanced Earthwork,and topsoil $3,000
E. Unit&Pathway Paving -unit paving,concrete curbs,and concrete bike path $26,000
F. Entry Wall -+/-4'height wall,material to match riverwalk $36,000
G. Gateway Structure -column w/sandblasted logo,and banner $22,000
H. Furnishings -benches and trash receptacles $4,000
I. Landscape -trees,shrubs,groundcovers,turf,and mulch $18,000
J. Irrigation -allowance to adjust existing system $10,000
K. Electrical -light fixtures and wiring $8,000
Subtotal: $135,000
Design&Bid Contingency 10% $13,000
General Requirements $3,000
Construction Total: $151,000
Riverwalk/Downtown Gateway-North (W.R. Meadows Memorial Plaza)
A. Temporary Environmental Controls $1,000
B. Removals $5,000
C. Earthwork -balanced Earthwork,topsoil and soil separator $11,000
E. Unit Paving -unit paving and concrete band $27,000
F. Entry Wall -+/-4'height wall,material to match riverwalk $50,000
G. Gateway Structure -column w/sandblasted logo,banner, and plaques $58,000
H. Furnishings -benches and trash receptacles $5,000
I. Landscape -trees,shrubs,groundcovers,turf,and mulch $19,000
J. Electrical -light fixtures and wiring $16,000
Subtotal: $192,000
Design&Bid Contingency 10% $19,000
General Requirements $4,000
Construction Total: $215,000
Kimball Street Streetscape
A. Removals $5,000
B. Earthwork -balanced Earthwork,topsoil and soil separator $7,000
C. Unit Paving -unit paving and concrete band $51,000
E. Landscape -trees,shrubs,groundcovers,turf,and mulch $35,000
F. Irrigation -allowance $5,000
Subtotal: $103,000
Design &Bid Contingency 10% $10,000
General Requirements $2,000
Construction Total: $115,000
Library Riverwalk
A. Temporary Environmental Controls $2,000
B. Removals $5,000
C. Earthwork -balanced Earthwork,topsoil and soil separator $27,000
E. Drainage -underdrains @ wall $5,000
F. Unit Paving -unit paving and concrete band $58,000
G. Furnishings -benches and trash receptacles $2,000
H. Landscape -trees,shrubs,groundcovers,turf,and mulch $17,000
I. Irrigation $50,000
J. Electrical -light fixtures and wiring $73,000
Subtotal: $239,000
Design &Bid Contingency 10% $24,000
General Requirements $5,000
Construction Total: $268,000
Bike Pathway @ Library Riverwalk
C. Earthwork -excavation,deduct topsoil and soil separator -$2,000
F. Unit Paving -deduct concrete band -$9,000
G. Concrete Bike Path - 10'wide concrete path $38,000
H. Landscape -deduct turf -$1,000
Subtotal: $26,000
Design&Bid Contingency 10% $3,000
General Requirements $1,000
Construction Total: $30,000
Total Construction Cost Opinion $779,000
Other Project Costs
Construction Management $55,000
Construction Contingency- 5% $39,000
Schematic Design $13,000
Design Development and Construction Documents $60,000
Construction Phase Services $23,000
On-Site Testing $10,000
Other Project Costs Total: $200,000
Total Cost Opinion (construction total+other project costs) $979,000
,
E.KhI
Standard Hourly Rates
CITY OF ELGIN
KIMBALL STREET/LIBRARY RIVER WALK
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