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04-82
Resolution No. 04-82 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CIVILTECH ENGINEERING, INC. FOR EMERGENCY VEHICLE PREEMPTION DESIGN SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Civiltech Engineering,Inc. for emergency vehicle preemption design services, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented: April 14, 2004 Adopted: April 14,2004 Omnibus Vote: Yeas: 5 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk 1 f I AGREEMENT THIS AGREEMENT,made and entered into this/'l day of A Pk(L,2004,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")and Civiltech Engineering,Inc an Illinois corporation(hereinafter referred to as"ENGINEER"). WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in connection with EMERGENCY VEHICLE PREEMPTION DESIGN SERVICES(hereinafter referred to as the"PROJECT"); AND WHEREAS,the 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,for and in consideration of the mutual undertakings as set forth herein,and other good and valuable consideration,the sufficiency of which is hereby acknowledged,the City and the ENGINEER agree that the City does hereby retain the ENGINEER to act for and represent the City in the engineering matters involved in the Project as set forth herein subject to the following terms conditions and stipulations,to wit: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the City's Fire Chief. B.This project will provide for the installation of emergency vehicle preemption equipment at 18 intersections within City's Fire District#6 and on City's Department vehicles. C.A detailed Scope of Services is attached hereto as Attachment A. H.PROGRESS REPORTS A.An outline project milestone schedule is provided as follows. • Notice to proceed April 15,2004 • Preliminary design submittal to City May 21,2004 • City comments returned June 4,2004 • Preliminary design submittal to IDOT and ICC June 18,2004 • IDOT and ICC comments returned August 27,2004 • Final design submittal September 10,2004 • Bid opening September 24,2004 B. A detailed project schedule for the Project is included as Attachment B,attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C.below. C.The Engineer will submit to the Fire Chief 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 ENGINEER pursuant hereto including,but not limited too, reports,designs,calculations,work drawings,studies,photographs,models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the Fire Chief provided,however,that the 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 ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For services provided the ENGINEER shall be reimbursed at the rate of 2.6825 times the direct hourly rate of personnel employed on this PROJECT,with the total fee not to exceed $26,354 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the CITY. B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus 0%. Any such fees are included in the above referred amount of$26,354. C. (list other components of the fee such as reimbursables.) See Attachment C D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule,and full payments for each task shall not be made until the task is completed and accepted by the Fire Chief. Data Collection $2,787 Pre-Final Contract Plans&Specifications $18,012 (First submittal to IDOT/ICC) Final Contract Plans&Specifications $4,171 Bidding Assistance $1,384 V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (IIC above)will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The 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 ENGINEER. In the event that this Agreement is so terminated,the ENGINEER shall be paid for services actually performed 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 effective as of the date the ENGINEER is given a notice to proceed and,unless terminated for cause or pursuant to Article V,shall be deemed concluded on the date the CITY determines that all of the 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 term or provision of the Agreement. VIII. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY,the 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 made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the FIRE CHIEF relative to a claim submitted by the ENGINEER,all work required under this Agreement as determined by the FIRE CHIEF 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 suitable to the violation or breach;and,in addition,if either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. X. INDEMNIFICATION To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold harmless the CITY,its officers,employees,agents,boards and commissions from and against any and all claims,suits,judgments,costs,attorney's fees,damages or other relief,including but not limited to workers' compensation claims,in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith,including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any action against the CITY,its officers,employees,agents,boards or commissions, covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall survive the termination and/or expiration of this agreement. 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 ENGINEER shall provide,pay for and maintain in effect, during the term of this Agreement,a policy of comprehensive general liability insurance written in occurrence form with limits of at least$1,000,000 aggregate for bodily injury and$1,000,000 aggregate for property damage. The ENGINEER shall deliver to the Purchasing Director a Certification of Insurance naming the CITY AS ADDITIONAL INSURED. The policy shall not be modified or terminated without thirty(30)days prior written notice to the Purchasing Director. The above-referenced certificate of insurance shall include the contractual obligations assumed by the ENGINEER under Article X entitled"Indemnification." This insurance shall apply as primary insurance with respect to any other insurance or self- insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance,alternatively,if the insurance states that it is excess or prorate,it shall be endorsed to be primary with respect to the CITY. 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 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. D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability Insurance covering claims resulting from error,omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence.A Certificate of Insurance shall be submitted to the Purchasing Director as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)days prior written notice to the Purchasing Director. XIII. CONSTRUCTION MEANS,METHODS,TECHNIQUES,SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means,methods,techniques,sequences or procedures,or for safety precautions and programs in connection with the construction,unless specifically identified in the Scope of Services. XIV. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant 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 denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the 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 provision shall be considered a violation of a material provision of this Agreement and shall be grounds for M , cancellation,termination or suspension,in whole or in part,of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto;provided,however,that no assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. XVII. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership,joint venture,employment or other agency relationship between the parties hereto. XVIII. SEVERABILITY The parties intend and agreed that,if any paragraph,sub-paragraph,phrase,clause or other provision of this Agreement,or any portion thereof,shall be held to be void or otherwise unenforceable,all other portions of this Agreement shall remain in full force and effect. XIX. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define,limit or describe the scope of intent of any provision of this Agreement,nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XX. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed,modified,discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof,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.Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County,Illinois. XXII. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the FIRE CHIEF, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the FIRE CHIEF prior to said documentation becoming matters of public record. XXIII. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. XXIV. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a 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 ENGINEER shall have written sexual harassment policies that include,at a minimum,the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment,utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse,investigative 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. 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 other communications by the ENGINEER to the FIRE CHIEF and to other participants which may affect cost or time of completion,shall be made or confirmed in writing. The FIRE CHIEF may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVII. NOTICES All notices,reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid,addressed as follows: A. As to CITY: Chief Mike Falese City of Elgin 150 Dexter Court Elgin,Illinois 60120-5555 B. As to ENGINEER: Kathleen M.Meyerkord,P.E.,P.T.O.E. Civiltech Engineering,Inc. 450 E.Devon Avenue,Suite 300 Itasca,Illinois 60143 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 B4)16-464,v-412_ l�,✓� B "/ City Clerk City Manager (SEAL) For the ENGINEER: Dated this i I day of Mare \ ,A.D.,2004. ATTEST: Byiiid-T-7014 y Treasurer •reside i (SEAL) Attachment A Detailed Scope of Services Scope of Services for Contract Plans, Specifications and Cost Estimate A. Data Collection 1. Obtain existing signal plans, equipment inventories, and sequence of operations from IDOT or the City of Elgin. 2. Perform a field check to inventory existing traffic signal equipment and field verify existing sequences of operation and cable plans. Determination of proposed equipment locations and required control cabinet modifications will also be completed at that time. A photolog of the controller cabinet interiors and each intersection approach will also be taken. 3. Meet with City (Fire Department and Department of Public Works) and EVP equipment representative to discuss scope of project and results of the field check. B. Pre-Final Contract Plans and Specifications 1. Prepare pre-final plans consisting of the following sheets: • Title Sheet • Summary of Quantities/Plan Notes • Traffic Signal Modification Plans (1 per intersection) • Cable Plan, Existing Normal and Railroad Sequences, Proposed Emergency Vehicle Sequences of Operations, and Schedule of Quantities • Detail Sheets 2. Prepare special provisions and Engineer's Estimate of Probable Cost. 3. Submit pre-final plans to the City of Elgin for review. 4. Revise plans based on City's comments. 5. Hold open house public meeting with affected property owners & residents. 6. Submit plans to IDOT and ICC for review. C. Final Contract Plans and Specifications 1. Attend agency review meetings, if necessary. 2. Revise plans and specifications based on reviews and resubmit for final review and approval. 3. Submit plans to utility companies if underground work (conduit, new foundation) is required. 4. Provide one (1) set of reproducible plans and specifications and one (1) electronic copy (AutoCad and Word) of each to the City. Civiltech staff will load these files onto the City's computer system, if required. D. Advertisement for Bidders and Contract Administration 1. Prepare advertisement for bidders (to be published by the City of Elgin). 2. Notify prospective electrical contractors of the project. 3. Attend bid opening and review bid proposals. 4. Prepare bid tabulation and recommend the lowest responsible bidder. 5. Provide assistance in administering the execution of the contract and the contract performance bond, obtaining the IDOT Highway Permit and reviewing the catalog cuts. �r CIVILTECH Cost Estimate of Consultant Services EMERGENCY VEHICLE PREEMPTION #04-009 This estimate assumes project is bid as one contract. If multiple bids are required, revisions to this document will be required. Overhead WORK ITEM Total &Fringe Direct Fixed Total DESCRIPTION Hours Payroll Benefit Costl" Costs(2) Fee Cost A. Data Collection Obtain existing plans 1 23 31 - 8 62 Perform field check w/EVP rep, prepare photolog 36 780 1,047 30 265 2,122 Meet with City&EVP equipment representative 6 219 294 15 74 602 Subtotal Item A 43 $ 1,022 $ 1,372 $ 45 $ 347 $ 2,787 B. Pre-final Contract Plans&Specifications Title Sheet/Index of Sheets 5 103 138 - 35 276 General Notes/Summary of Quantities 8 172 231 - 58 461 Traffic Signal Modification Plan(18 locations) 144 3,210 4,310 - 1,090 8,611 Cable Plans/Sequence of Operations(18 locations) 64 1,505 2,021 - 511 4,037 Detail Sheets 2 43 58 - 15 115 Specifications/Quantities/Cost Estimate 17 406 545 - 138 1,089 Submit plans to City for review 2 43 58 76 15 191 Revise plans based on City comments 20 430 577 - 146 1,153 Hold Open House Public Meeting 22 656 881 - 223 1,760 Submit plans to IDOT&ICC for review 2 43 58 202 15 317 Subtotal Item B 286 $ 6,611 $ 8,877 $ 278 $ 2,246 $ 18,012 C. Final Contract Plans&Specifications Review meetings(IDOT/ICC/City) 6 219 294 15 74 602 Revise plans and specifications and resubmit 31 695 933 672 236 2,536 Submit plans to utilities 2 43 58 151 15 266 Provide reproducible plans and specs to City 6 129 173 420 44 766 Subtotal Item C 45 $ 1,086 $ 1,458 $ 1,258 $ 369 $ 4,171 D. Bidding Assistance Prepare advertisement for bidders 2 46 62 - 16 123 Notify electrical contractors 2 46 62 252 16 375 Attend bid opening and review proposals 4 119 160 - 40 319 Prepare bid tabs 3 69 93 - 23 185 Assist with contract documents 5 142 191 - 48 381 Subtotal Item D 16 $ 422 $ 567 $ 252 $ 143 $ 1,384 TOTALS 390 $ 9,141 $ 12,275 $ 1,833 $ 3,105 $ 26,354 (1) Overhead Factor= 134.28% of Payroll (2) Vehicle Expense- Items 1, 2 & 3 Printing- Items 2 & 3 &4 (3) Fixed Fee- (Payroll x (1+OH)) x 0.145 void City of Elgin February 25,2004 CIVILTECH Manhours & Payroll Costs EMERGENCY VEHICLE PREEMPTION #04-009 Project Project WORK ITEM Manager Engineer Technician Total DESCRIPTION $50.00 $23.00 $20.00 Hours Payroll A. Data Collection Obtain existing plans - 1 - 1 23 Perform field check w/EVP rep, prepare photolog - 20 16 36 780 Meet with City& EVP equipment representative 3 3 - 6 219 Subtotal Item A 3 24 16 43 $ 1,022 B. Pre-final Contract Plans&Specifications Title Sheet/Index of Sheets - 1 4 5 103 General Notes/Summary of Quantities - 4 4 8 172 Traffic Signal Modification Plan(18 locations) 4 70 70 144 3,210 Cable Plans/Sequence of Operations(18 locations 4 35 25 64 1,505 Detail Sheets - 1 1 2 43 Specifications/Quantities/Cost Estimate 1 12 4 17 406 Submit plans to City for review - 1 1 2 43 Revise plans based on City comments - 10 10 20 430 Hold Open House Public Meeting 6 12 4 22 656 Submit plans to IDOT& ICC for review - 1 1 2 43 Subtotal Item B 15 147 124 286 $ 6,611 C. Final Contract Plans&Specifications Review meetings(IDOT/ICC/City) 3 3 - 6 219 Revise plans and specifications and resubmit 1 15 15 31 695 Submit plans to utilities - 1 1 2 43 Provide reproducible plans and specs to City - 3 3 6 129 Subtotal Item C 4 22 19 45 $ 1,086 D. Bidding Assistance Prepare advertisement for bidders - 2 - 2 46 Notify electrical contractors - 2 - 2 46 Attend bid opening and review proposals 1 3 - 4 119 Prepare bid tabs - 3 - 3 69 Assist with contract documents 1 4 - 5 142 Subtotal Item D 2 14 - 16 $ 422 TOTALS 24 207 159 390 $ 9,141 %TOTAL 6.2 53.1 40.8 100 imisoll City of Elgin February 25,2004 CIVILTECH Direct Costs EMERGENCY VEHICLE PREEMPTION #04-009 WORK ITEM DIRECT DESCRIPTION COST A. Data Collection Perform field check w/EVP rep, prepare photolog $ 30 Mileage-2 days x 40 miles X$0.375/mile= $30.00 Meet with City&EVP equipment representative Mileage-40 miles x$0.375/mile=$15.00 $ 15 Subtotal Item A $ 45 B. Pre-final Contract Plans&Specifications Submit plans to City for review Printing-42 sheets x 3 sets x$0.60/sheet= $75.60 $ 76 Submit plans to IDOT& ICC for review Printing-42 sheets x 8 sets x$0.60/sheet= $201.60 $ 202 Subtotal Item B $ 278 C. Final Contract Plans &Specifications Review meetings(IDOT/ICC/City) Mileage-40 miles x$0.375/mile=$15.00 $ 15 Revise plans and specifications and resubmit Printing-42 sheets x 10 sets x$0.60/sheet=$252.00(bluelines) $ 252 42 sheets x 1 set x$10.00/sheet=$420.00(mylars) $ 420 Submit plans to utilities Printing-42 sheets x 6 sets x$0.60/sheet=$151.20(bluelines) $ 151 Provide reproducible plans and specs to City Printing-42 sheets x 1 set x$10.00/sheet= $420.00(mylars) $ 420 Subtotal Item C $ 1,258 D. Bidding Assistance Printing-42 sheets x 10 sets x$0.60/sheet= $252.00(bluelines) $ 252 Subtotal Item D $ 252 Total Direct Costs $ 1,833 void City of Elgin February 25,2004 Attachment B Detailed Project Schedule City of Elgin Emergency Vehicle Preemption Design Services Project Schedule/Progress Record Civiltech Engineering, Inc. Work Item Month April May June 1 July August September Week Ending .. 2 9 16 23 30 7 14121 28 4 11 18 25 2 9 16123 30 6 13120 27 3 10 17 24 Notice to Proceed April 15 A. Data Collection Estimated ,, ;A„_, Actual 1 r Submittal to City May 21 B. Pre-final Contract Plans & Specifications Estimated Actual Final Submittal Sept. 10 4.-1st Submittal to IDOT/ICC June 18 C. Final Contract Plans & Specifications Estimated ' i I Actual 1 Bid Opening Sept.24 D. Bidding Assistance Estimated ( 'ss Actual Attachment C Direct Costs WORK ITEM DIRECT DESCRIPTION COST A. Data Collection Perform field check w/EVP rep, prepare photolog $ 30 Mileage - 2 days x 40 miles X $0.375/mile = $30.00 Meet with City & EVP equipment representative Mileage - 40 miles x $0.375/mile = $15.00 $ 15 Subtotal Item A $ 45 B. Pre-final Contract Plans & Specifications Submit plans to City for review Printing - 42 sheets x 3 sets x $0.60/sheet = $75.60 $ 76 Submit plans to IDOT& ICC for review Printing - 42 sheets x 8 sets x $0.60/sheet = $201.60 $ 202 Subtotal Item B $ 278 C. Final Contract Plans & Specifications Review meetings (IDOT/ICC/City) Mileage - 40 miles x $0.375/mile = $15.00 $ 15 Revise plans and specifications and resubmit Printing - 42 sheets x 10 sets x $0.60/sheet = $252.00 (bluelines) $ 252 42 sheets x 1 set x $10.00/sheet = $420.00 (mylars) $ 420 Submit plans to utilities Printing - 42 sheets x 6 sets x $0.60/sheet = $151.20 (bluelines) $ 151 Provide reproducible plans and specs to City Printing - 42 sheets x 1 set x $10.00/sheet = $420.00 (mylars) $ 420 Subtotal Item C $ 1,258 D. Bidding Assistance Printing - 42 sheets x 10 sets x $0.60/sheet = $252.00 (bluelines) $ 252 Subtotal Item D $ 252 Total Direct Costs $ 1,833 Date: 3/4/04 02:48 PM Sender's Fax ID: ACLU Business Ins Image 1 oil SG DATE(MM/DD/YYYY) ACORD OP ID CERTIFICATE OF LIABILITY INSURANCE clvlio5 03/04/04 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE ACEC/MARSH HOLDER.THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 800 MArket St, Ste. 2600 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. St. Louis MO 63101-2500 Phone: 800-338-1391 Fax: 888-621-3173 INSURERS AFFORDING COVERAGE NAIC# INSURED INSURER A Hartford Insurance Company 22357 INSUHtH t1: Civiltech Engineering Inc- INSURER C 450 E Devon Ave- , Sure 300 INSURER D: Itasca IL 60143 INSIIRFR F COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADEL POLICY EFFECTIVE POUCY EXPIRATION LTR NSRO TYPE OF INSURANCE POUCY NUMBER DATE IMM/DD/YY) DATE(MM/DD/YY) LIMITS GENERAL LIABILITY tAL:H UUUUHHtNUt $ 2,000,000 uAMAUEIU HEN I tU A X COMMERCIAL GENERALUABIU $ 2000000TY 84SBWLI9844 11/01/03 11/01/04 PREMISES , , CLAIMS MADE X OCCUR MCD Dr?(My one person) $ 10,000 X CONTRACT. LIAB SEPARATION OF INSUREDS PERSONAL&ADV INJURY $ 2,000,000 X XCU COVERAGE GENERAL AGGREGATE $ 4,000,000 GCN'L AGGREGATE UMIT APPLICG PER. PRODUCTS-COMP/OP AGO $ 4,000,000 POUCY X )EPRCTO- LOC AUTOMOBILE LIABILITY COMRINFfI SINGI F I IMIT ANY AUTO (Ea accident) ALL OWNED AUTOS BODILY INJURY SC.HFIIIII Fr)AIITIIS (Per person) HIDED AUTOS BODILY INJURY NON-OWNED AUTOS (Per acoaent HHUI'tH I Y UAMAUt $ (Per accident) GARAGE LIABILTrY AUTO ONLY-EA ACCIDENT $ ANY AU I U to ALL $ OTHER THAN AUTO ONLY' AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ 3,000,000 A X ULLUH L:LWMUMAUL 84SBALI9844 11/01/03 11/01/04 AUUHEI AIt $ 3,000,000 DEDUCTIBLE $ $ RETENTION $10,000 $ WORKERS COMPENSATION AND g WC LIMOS ER EMPLOYERS.LIABILITY A 84WBGFK1821 11/01/03 11/01/04 CcL.CACI IACCIDENT $ 1,000,000 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If ye>,describe wilier SPECIAL PROVISIONS below E.L.DISEASE-POLICY UMIT $ 1,000,000 OTHER DESCRIPTION OP OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CERTIFICATE HOLDER IS ADDITIONAL INSURED AS RESPECTS WORK PERFORMED BY THE NAMED INSURED. COVERAGE IS PRIMARY & ANY INSURANCE HELD BY THE ADDITIONAL INSURED IS EXCESS & NON-CONTRIBUTORY. CERTIFICATE HOLDER CANCELLATION CTYELGI SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF.THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3 0 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL CITY OF ELGIN ATTN GAIL COHEN IMPOSE NO OBLIGATION OR LIABIUTY OF ANY KIND UPON THE INSURER,ITS AGENTS OR 150 DEXTER COURT REPRESENTATIVES. ELGIN IL 60120-5555 AUTHORIZED REPRENT$S y'DYE ACORD 25(2001/08) 0 ACORD CORPORATION 198 Client#: 11427 CIVILTECH ACORDr. CERTIFICATE OF LIABILITY INSURANCE DATE( 2004Y) PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Euclid Insurance Services,Inc ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 977 Oaklawn Avenue HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Elmhurst,IL 60126 630 833-1000 INSURERS AFFORDING COVERAGE INSURED INSURER A: Westport Insurance Corporation Civiltech Engineering, Inc. INSURER B: 450 E. Devon Avenue,Suite 300 INSURER C: Itasca, IL 60143 INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. 1NSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION/YLIMITS LTR DATE(MM/DD/YY) DATE(MM/DDYl GENERAL LIABILITY EACH OCCURRENCE $ COMM ERCIAL GENERAL LIABILITY FIRE DAMAGE(Any one fire) $ CLAIMS MADE OCCUR MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIM IT APPL IES PER: PRODUCTS -COMP/OP AGG $ POLICY PRO- JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (Per accident) PROPERTY DAMAGE (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND WC STATOTH- EMPLOYERS'LIABILITY TORY LIMITTS ER E.L.EACH ACCIDENT $ E.L.DISEASE-Fes,EMPLOYEE $ E.L.DISEASE-POLICY LIMIT $ A OTHER Architects. AEPL1023040 04/10/01 04/10/04 $2,000,000 each claim/ and Engineers annual aggregate Prof. Liability DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Professional Liability is written on a'claims made'policy form. CERTIFICATE HOLDER ADDITIONAL INSURED;INSURER LETTER: CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION City of Elgin DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL in DAYS WRITTEN Attn: Ms. Gail Cohen NOTICE TOTHE CERTIFICATE HOLDER NAM ED TOTHE LEFT,BUTFAILURE TO DO SO SH ALL 150 Dexter Court IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE IN SURE R,ITS AGENTS OR Elgin,IL 60120-5555 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE _,J ACORD 25S(7/97)1 of 2 #S96641/M61828 LJC © ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD25S(7/97)2 of 2 #896641/M61828 MAR-05-04 01 :50 PM SAM F ZIRRETTA AGENCY 8475412010 P. 02 CERTIFICATE OF LIABILITY INSURANCE American Family insurance Company ❑ American Family Mutual Insurance Company if selection box is not checked. 6000 American Pky Madison,Wisconsin 53783-0001 Agent's Name,Address and Phone Number(Agt./Dist.) Insured's Name and Address: Sam F.Zirretta(041/815) Clviltech Engineering inc. 400 W. Dundee Rd. S-101 450 E. Devon Ave. Suite 300 Buffalo Grove, IL 60089-3415 Itasca, IL 60143 (847)541-1003 This certificate Is Issued as a matter of information only and confers no rights upon the Certificate Holder. This certificate does not amend,extend or alter the coverage afforded by the policies listed below. COVERAGES This is to certify that policies of Insurance listed below have been issued to the insured named above for the policy period indicated,notwithstanding any requirement,term or condition of any contract or other document with respect to which this certificate may be Issued or may pertain,the insurance afforded by the policies described herein Is subject to all the terms,exclusions,and conditions of such •olicies. POLICY TYPE TYPE OF INSURANCE POLICY NUMBER Effective Expiration LIMITS OF LIABILITY (Mo,Day,Yr) (Mo,Day,Yr) Homeowners/ Bodily Injury and Property Damage Mobllehomeowners Liability Each Occurrence Boatowners Liability Bodily Injury and Property Damage Each Occurrence Personal Umbrella Liability Bodily injury and Property Damage Each Occurrence Farm/Ranch Liability Farm&Personal Liability Each Occurrence Farm Employer's Liability Each Occurrence Statutory • • • • Workers Compensation and Each Accident Employers Liability+ Disease-Each Employee Disease-Policy Limit General Liability General Aggregate ❑Commercial General Products-Completed Operations Aggregate Liability(occurrence) Personal and Advertising injury 0 Each Occurrence ❑ Damage to Premises Rented to You Medical Ex•=nse An One Person Businessowners Liability Each Occurrence++ Aggregate++ Liquor Liability Common Cause Limit Aggregate Limit Automobile Liability Bodily Injury-Each Person $1,000,000 ®Any Auto 12-X28912-03 3/30/2004 3/30/2005 Bodily Injury-Each Accident $1,000,000 ❑All Owned Autos Property Damage $1,000,000 ❑Scheduled Autos Bodily Injury&Property Damage Combined ❑Hired Autos 0 Nonowned Autos 0 Excess Liability ❑Commercial Blanket Excess Each Occurrence/Aggregate 0 Other(Miscellaneous Coverages) DESCRIPTION OF OPERA11ONS/LOCATIONSNEHICLES/RESTRICTIONS/SPECIAL ITEMS +The individual or partners shown as Insured •"elected to be This policy Is endorsed to Include City of Elgin as Additional Insured for Property covered as employees under this policy. Damage and Bodily Injury. ++Products-Completed Operations aggregate Is equal to each occurrence limit and is Included in policy aggregate. CERTIFICATE HOLDER'S NAME AND ADDRESS CANCELLATION ® Should any of the above described policies be canceled before the City of Elgin expiration date thereof,the company will endeavor to mall'(30 days)written Cit Citenotice to the Certificate Holder named,but failure to mail such notice shall Ms.150 GelGall l Cohen ohhen impose no obligation or liability of any kind upon the company,Its agents or Elgin,IL fr Cnrt ou-5555 orepresentatives. '10 days unless different number of days shown. 0 This certifies coverage on the date of issue only. The above described policies are subject to cancellation in conformity with their terms and by the laws of the state of issue. DATE ISSUED AUT ORIZED REPRESENTATIVE 3/5/2004 J /TL U-201 Ed.05/00 ORIGINAL-Certificate Holder,COPIES to Services,Insured,Agent tock No.06668 O F fz Ci City of Elgin Agenda Item No. L March 26, 2004 N TO: Mayor and Members of the City Council SAFE COMMUNITY FROM: David M. Dorgan, City Manager Michael Falese, Fire Chief SUBJECT: Engineering Services Agreement with Civiltech Engineering Inc. for the Emergency Vehicle Preemption (EVP) PURPOSE The purpose of this memorandum is to provide the Mayor and members of City Council with information to consider entering into an agreement with Civiltech Engineering Inc. for design engineering for the completion of plans, specifications, and bid documents for the EVP project. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute the agreement with Civiltech Engineering, Inc. in the not-to-exceed amount of$26,354. BACKGROUND Emergency vehicle preemption is an engineered system of electronic switches that change signalized intersections from red to green at appropriate times. This provides emergency apparatus priority and the right of way through the intersection. Studies indicated that this technology reduces accidents at intersections involving emergency apparatus as well as secondary accidents involving other vehicles trying to yield the right of way. This project will provide for the design engineering for EVP equipment to be installed on all fire and EMS units and 18 signaled intersections within fire district 6 area. (North of U.S. 20,west of Rt. 31, south of Big Timber and east of McLean.) Request for proposals were solicited and five firms submitted proposals. The firms responding were: Civiltech Engineering, Inc. Gewalt Hamilton Associates, Inc. �► Hampton, Lenzini, and Renwick, Inc. (HLR) Metro Transportation Group, Inc. Robert H. Anderson & Associates, Inc. (RHA &A) r.. Emergency Vehicle Preemption in Fire District#6 March 26, 2004 Page 2 A staff selection committee evaluated the five proposals, with Civiltech Engineering, Inc. being selected as the most qualified firm for the project. Upon selection, Civiltech met with staff to finalize the project scope and negotiate a project fee. The final negotiated fee was $26,354. A copy of the results of the selection process is attached as Attachment A. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The agreement with Civiltech totals $26,354. Sufficient funds are budgeted ($217,600) and available ($217,600) under project number 339779, Riverboat Fund account number 275-0000- 791.92-36. The remaining funds will be used for the purchase and installation of EVP equipment on department apparatus and the signalized intersections shown on Attachment A. GAL IMPACT sillii# None ALTERNATIVES 1. Approve the engineering service agreement with Civiltech Engineering, Inc. 2. Do not approve the agreement with Civiltech Engineering, Inc. Respectfully submitted for Council consideration. st Attachments /" Exr, . A EMERGENCY VEHICLE PRE-EMPTION PRE-COST PROPOSAL RANKINGS 1 = HIGHEST RANKED, 5 = LOWEST RANKED CONSULTANTS z 0 H � J z Q Q rx I I H 0 H (1 J Q cI H Q RANK z oC U 00 Eval 1 3 1 4 2 5 Eval2 3 2 4 1 5 EvaI3 1 3 4 2 5 EvaI4 3 4 1 2 5 TOTAL 10 10 13 7 20 RANK 2-3 2-3 4 1 5 • The following intersections will be included in this project: c"' Rt. 31 and Big Timber Rd Rt. 31 at the entrance to Chicago Rawhide Rt. 31 and Wing St Rt. 31 and Lawrence Ave Rt. 31 and Highland Ave Rt. 31 and Chicago Ave Rt. 31 and Walnut Ave Rt.-31 and Rt. 20 Mclean Blvd and Big Timber Rd Mclean Blvd and Royal Blvd Mclean Blvd and Wing St Mclean Blvd and Highland Ave Mclean Blvd and Larkin Ave Mclean Blvd and Lillian St Mclean Blvd and Rt. 20 Mclean Blvd and Weld Rd Mclean Blvd and Fleetwood Dr Larkin Ave and Edison St The following vehicles will be included in this project: Engine 1 2001 KME Engine 2 • 1989 Seagrave Engine 3 1991 Spartan/Darley Engine 4 2002 KME Engine Engine 5 1996 Seagrave Engine 21 1988 Seagrave Engine 41 1988 E-One Tower 2 1996 KME Quint 1 1988 E-One Amb 1 2003 Ford/Marque Amb 2 2001 Ford/Marque Amb 4 2000 Ford/Marque Amb 5 1999 Ford/Marque Amb 21 1997 Ford/Marque Dive Vehicle 1988 GMC Panel Truck Utility Vehicle 1999 Chevrolet Pickup Chief 2003 Ford Crown Victoria Asst. Chief 2002 Ford Crown Victoria RIF 1997 Ford Crown Victoria FPO 2002 Ford Taurus Fire Marshall 2000 Chevrolet Blazer Training 1999 Chevrolet Suburban Shift Cmdr 2000 Chevrolet Suburban