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05-156 Resolution No. 05-156 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STANLEY CONSULTANTS, INC. (Street Signage Upgrade &Inventory Project) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,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 Stanley Consultants, Inc. for engineering services in connection with the Street Signage Upgrade and Inventory Project,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented: May 11, 2005 Adopted: May 11, 2005 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this t(rgiay of frit Ig y , 2005, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as "CITY") and Stanley Consultants, Inc. an Iowa corporation(hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Street Sign Inventory and Replacement Project (hereinafter referred to as the "PROJECT"); and WHEREAS, the ENGINEER represents that it 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 promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR". B. The work under this project includes: During the 2005 calendar year: • Windshield Survey • Pilot Program for Data Collection • Bid Documents and Bidding Assistance for Sign Replacements During the 2006, 2007 and 2008 calendar years, subject to contract amendment by - 2 - City: • Sign Data Collection • Development of Sign Standards • Project Set-up and Database Testing • Engineering Analysis of Sign Locations • Bid Documents and Bidding Assistance for Sign Replacements / Additions C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. 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 B. below. B. The 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 ENGINEER pursuant hereto including, but not limited to, 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 DIRECTOR; 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For services provided in 2005 the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not - 3 - to exceed $84,606 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. A summary of these fee calculations is attached hereto as Attachment C. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus 10%. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of$84,606. C. 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 DIRECTOR. D. Services to be performed in 2006-2008 and compensation to the Engineer therefore will require a written amendment to this agreement approved by the City Council of the City. In the event of such an amendment to the agreement and a funding appropriation therefore approved by the City Council of the City it is agreed that the City shall reimburse the Engineer for such services with a total fee not to exceed $320,000 regardless of the actual time expended or actual costs incurred by the Engineer unless substantial modifications to the scope of work to be performed in 2006-2008 are authorized in writing by the City. The $320,000 fee represents an estimate of$80,000 fee for each of the years 2006, 2007 and 2008. This estimate shall be revised with each Amendment to this contract, and a detailed summary of the costs shall be provided at that time. 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. - 4 - 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, provided, however, that such payment shall not exceed the task amounts set forth under Paragraph IV above. VII. TERM Unless terminated for cause or pursuant to Article VI or IX, this Agreement shall terminate on the date CITY issues a written determination that all of ENGINEER's work pursuant to this agreement is finally completed and is accepted by CITY. Such a determination of completion and acceptance shall not constitute a waiver of any rights or claims which the CITY may have or may thereafter acquire with respect to any term or provision of this 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 DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. - 5 - 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 such 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 section shall survive any termination 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 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 - 6 - DIRECTOR. Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced 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 prorated, 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 DIRECTOR as 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 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 - 7 - 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 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, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The terms of this agreement shall be severable. In the event any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder 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 - 8 - 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 DIRECTOR, nor will the 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 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: - 9 - 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 DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR 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: JOHN LOETE, P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 - 10 - B. As to ENGINEER: ROB GETZ, P.E. Project Principal Stanley Consultants, Inc. 8501 W. Higgins, Suite 730 Chicago, IL 60631 - 11 - 1N 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 By t - City Clerk C 5' Manage (SEAL) For the ENGINEER: Dated this day of , A.D., 2005 ATTEST: B. ' A .. _ � •'ai 4 BY ecret.T Senior Vice President (SEAL) Attachment A Scope of Services Many of the existing signs in the older areas of the City of Elgin are in poor condition and require replacement. The City proposes that a sign inventory be conducted to develop a coordinated program for the replacement of these defective signs. In conjunction with this effort, the City also wishes to upgrade their existing signs to meet current Manual of Uniform Traffic Control Devices (MUTCD) standards. By creating this inventory of City signs in their CASSWORKS database, City staff will be able to track future sign work against existing assets. The sign inventory and replacement program must be a seamless process, and the completed database must work as intended without additional debugging and reprogramming. This proposal provides for engineering services for the inspection, design and bidding services for the replacement of existing signing. The work includes inventory of existing regulatory, warning and directional signage and subsequent evaluation to determine required replacement. The program is anticipated to be a multi-year program starting in 2005. First Year Services (2005) This following work is proposed as part of the First Year Services to be performed in 2005. The scope of services for subsequent years in the sign replacement program is listed below but not included in our fee. Windshield Survey Stanley Consultants, Inc will perform a windshield survey of all arterial, collector, and local routes within the City to identify signs with obvious visual damage. We will note the type of sign, type of damage, and collect information relevant to its location (latitude and longitude as well as address if easily identifiable). Upon completion of the survey, a meeting with the City will be held to review which signs should be replaced in the first year contract. Pilot Program A pilot program for the collection and processing of detailed database information will be performed. This will give us an idea of what type of production rate can be expected when collecting this information over future 5GCCL-7915.MGOV5.EIginSigns I Attachment A ED project years. Stanley Consultants will collect inventory data for a pilot project area. A sample geodatabase will then be developed and the inventory data will be downloaded into the CASS WORKS. RJN Group will perform bench testing to make sure that required the data collection process works smoothly. A meeting will be held with the City to review the results of the pilot program and to establish required database elements for subsequent year surveys. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace damaged signs identified during the windshield survey. The number of signs to be replaced in the contract will be according to available budget. Bid specifications and standard details for replacement will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. A table of sign replacement locations will be included that indicates sign types and their location according to approximate latitude and longitude that was recorded during the windshield survey. Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting. Subsequent Year Services These services are not included in our proposal for First Year Services 2005 but are proposed for subsequent years Data Collection Stanley Consultants, in conjunction with City staff, will prioritize the order of streets and finalize the list of attributes to be collected during the sign inventory. A work plan for sign inventory work will then be developed based on budgetary and schedule constraints. Existing Elgin geodatabase information will be used in setting up the sign inventory geodatabase 5GCCL-7915.MGOV5.ElginSigns 2 Attachment A Stanley Consultants will review signage for conformity with the Manual on Uniform Traffic Control Devices (MUTCD). Missing signs that are needed to meet safety requirements will be noted as well as signs that do not meet standards. Inventory tags will be placed on each sign. Stanley Consultants also proposes to photograph unique signs (i.e. stop signs are not unique and probably would not need to be photographed) and include them in the ESRI database. Per our discussions with the City, street signs are to be excluded from the sign inventory. Field data will be collected using the Thales Mobilemapper equipped with GPS and ArcPad. The GPS receiver attached to the Mobile mapper will record the location of each sign using a signal broadcast by satellites. The location will be differentially corrected with a beacon receiver to provide submeter accuracy. Each Mobilemapper will be equipped with Arcpad and will have City GIS layers installed so that sign locations can be immediately verified when measurements are taken. Sign Standards Stanley Consultants will assist the City in developing standards for signing school zones, crosswalks, parking and lane additions and deletions. These standards will be used to evaluate required signing improvements as well as provide guidelines for future development within the City Project setup and Database Testing Based on the pilot project performed during the first year, a geodatabase will be developed and the inventory data will be downloaded into the CASS WORKS Sign Inventory. RJN Group will perform additional bench testing to make sure that required the data collection process works smoothly. Upon satisfactory completion of the benchtest, the desired database fields will be reviewed with the City and refined CASS WORKS and the ESRI Database Field data collected with the Mobilemapper will be downloaded into an ESRI geodatabase. Once the data has been checked, it will be downloaded into CASS WORKS. Information downloaded into CASS WORKS will help track work orders on signs that need to be changed, installed, fixed or just routinely inspected. Work done on the signs can also be tracked easily for future reference. After inventory data is entered into the CASS WORKS system, Stanley Consultants will run a series of queries and reports to ensure that the database works. Hours have also been provided for our subconsultant, RJN Group, Inc, to assist with this task. This work will be 5GCCL-7915.MGOV5.EIginSigns 3 Attachment A done in the offices of the City and our staff would be glad to assist your staff in the use of CASS WORKS during database startup and testing. The ESRI geodatabase will also be delivered to the City and provide additional information that may not be contained in the CASS WORKS database. It will contain both spatial and non-spatial data including digital images. This data, combined with the physical attributes of the sign, will provide an accurate representation of the location and condition of each sign in the inventory and will allow for prioritization of signs to be replaced. Signs that were replaced in 2005 will be added to the database as new signs. Engineering Analysis Signs entered into the ESRI geodatabase will be analyzed for replacement. A rating system for prioritizing sign replacement will be jointly developed with the City. Sign deficiencies to be prioritized may include missing or damaged signs, unsigned hazards, low legibility or retroreflectivity. Essential signs with one or more deficiencies would be recommended as top priorities. In addition, signs that do not meet City Standards would also be recommended for replacement. Sign prioritization will also consider the requirements of the MUTCD concerning non-compliant devices on existing highways. These would be brought into compliance with the 2003 edition of the MUTCD as part of a systematic upgrading of substandard traffic control devices as required the Highway Safety Program. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace and install signage. Signs replacement will be prioritized as identified in the engineering analysis and according to available budget. Add alternates will be included to maximize the use of the available budget. Bid specifications will include exhibits showing sign location and standard details for replacement and will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. 5GCCL-7915.MGOV5.EIginSigns 4 Attachment A Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting and field check representative areas of the project area to insure that sign sizes, types and placement are in compliance with the specifications. Deliverables Deliverables for this portion of the project include a working CASS WORKS sign database; an ESRI geodatabase sign layer and bidding documents for the signs that are inventoried in 2005. All signs that are identified for replacement in the bidding documents will be entered into CASS WORKS and the ESRI database as new signs. 5GCCL-7915.MGOV5.ElginSigns 5 Exhibit B Street Sign Inventory and Upgrade Program 2005 Program City of Elgin, Illinois ID 'Task Name ( Duration ! Start , I_ Feb I Mar Apr 1 May Jun Jul I Aug 1 Sep I Oct 1 Nov 1 21 elgin 164 days 3/1/05 ---- -- - 2 0. Kickoff Meeting 0 days 3/1/05 3/1 3 j2 Windshield Survey 30 days 3/1/05 11111 4 !3 Pilot Program 70 days 3/1/05 5 Review survey results 0 days 4/11/051 4/11 ' 6 Review pilot study results 0 days6/7/05 1 -1 7 - Prefinal Contract Documen 30 days 4/12/05 ■ 8 City Prefinal Review 10 days 5/24/05 I Ms 9 Final Contract Documents 15 days 6/8/05 ■ 10 City Review 5 days 6/29/051 EN 11 Issue for Bid 0 days 7/5/05 7/5 12 Bid Award 29 days 7/6/05 I ■■ 13 Sign Replacement 45 days 8/16/05 im 14 Work Completion 0 days 10/17/05 ♦ 10/17 Task :---:. ::--:=:=:i Milestone ♦ External Tasks _- Project:elginsig.mpp Split Summary External Milestone • Date:2/8/05 Progress IMIMIIIIIIIIIII Project Summary VIIIIIIIIIMIIIIIV Deadline Page 1 Attachment C-1 City of Elgin Street Sign Inventory and Upgrade Program -Year 2006 Estimated Hours Sr.GIS GIS TASK Principal Proj.Mgr. Sr.Engr Engr. Specialist Specialist Technician Secretary Total MH Total Cost Total Cost ESRI Database Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS 8 12 20 $537 $1,611 Database testing in Elgin Offices _ 20 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 24, 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) _ 16 32 48 $1,162 $3,487 Sign Replacement tables 2 8 10 $269 $806 Cost Estimate 2 12 14 $376 $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal $5,216 $15,648 Administration QA/QC _ 8 8 16 $430 $1,289 Coordination 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal $4,118 $12,353 Meetings with City Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 4 8 $325 $974 Subtotal _ $974 $2,923 Data Collection 260 240 500 $12,477 $37,431 Construction Assistance 8 8 16 $650 $1,949 Total Hours 36 109 10 340 24 108 272 12 911 %Total Man-Hours 4% 12% 1% 37% 3% 12% 30% 1% Labor Cost x Multiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL 911 $80,348 $80,348 Sign Construction Contract' $119,652 $19,652 'Assumes$100,000 construction budget for 2005-2006 Attachment C-2 City of Elgin Street Sign Inventory and Upgrade Program -Year 2007 Estimated Hours Sr.GIS GIS TASK Principal Proj.Mgr. Sr.Engr Engr. Specialist Specialist Technician Secretary Total MH Total Cost Total Cost ESRI Database Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS __ 8 12 20 $537 $1,611 Database testing in Elgin Offices 20 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 24 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) 16 32 48 $1,162 $3,487 Sign Replacement tables 2 8 10 $269 $806 Cost Estimate 2 12 14 $376 $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal $5,216 $15,648 Administration QA/QC 8 8 16 $430 $1,289 Coordination 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal $4,118 $12,353 Meetings with City _ _ Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 4 8 $325 $974 Subtotal $974 $2,923 Data Collection 260 240 500 $12,477 $37,431 Construction Assistance 8 8 16 $650 $1,949 Total Hours 36 109 10 340 24 108 272 12 911 %Total Man-Hours 4% 12% 1% 37% 3% 12% 30% 1% Labor Cost x Multiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL 911 $80,348 $80,348 Sign Construction Contract' $119,652 $19,652 `Assumes$100,000 construction budget for 2006-2007 Attachment C-3 City of Elgin Street Sign Inventory and Upgrade Program -Year 2008 Estimated Hours Sr.GIS GIS TASK Principal Proj.Mgr. Sr.Engr Engr. Specialist Specialist Technician Secretary Total MH Total Cost Total Cost ESRI Database Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS _ 8 12 20 $537 $1,611 Database testing in Elgin Offices 20 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 24 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) 16 32 48 $1,162 $3,487 Sign Replacement tables 2 8 10 $269 $806 Cost Estimate 2 12 14 $376 $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal $5,216 $15,648 Administration QA/QC 8 8 16 $430 $1,289 Coordination 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal $4,118 $12,353 Meetings with City Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 4 8 $325 $974 Subtotal $974 $2,923 - Data Collection 260 240 500 $12,477 $37,431 Construction Assistance 8 8 16 $650 $1,949 Total Hours 36 109 10 340 24 108 272 12 911 %Total Man-Hours 4% 12% 1% 37% 3% 12% 30% 1% Labor Cost x Multiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL _ 911 $80,348 $80,348 Sign Construction Contract* $119,652 $19,652 'Assumes$100,000 construction budget for 2007-2008 `0 OF F�Ci ` � ti , City of Elgin � � Agenda Item No. , %TED E April 22, 2005 GI rod. * 01 N 'l11 � TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GOVERNMENT EF FK IENT SERVICES, AND OUAUTY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John M. Loete, Public Works D ector SUBJECT: Engineering Services Agreement with Stanley Consultants for the Street Signage Upgrade and Inventory Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Stanley Consultants for engineering services for the Street Signage Upgrade and Inventory Project. en, RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with Stanley Consultants in the not-to-exceed amount of $84,606.00 for the Street Signage Upgrade and Inventory Project. BACKGROUND Included in the current five year capital budget is funding for a multi-year project to upgrade street signage throughout the City. The subject project will survey the signage throughout the City for condition and appropriateness under the newly released edition of the Manual for Uniform Traffic Control Devices (MUTCD) and then develop an annual bid specification for the removal, replacement, or relocation of the signs that do not meet the standard. The new MUTCD has compliance dates for implementing the new standards like minimum reflectivity, increased sign sizes, and supplemental plaques on stop signs. This multi-year program will give us the ability to plan for and meet those deadlines. In addition, all sign placements will have an inventory tag and be tabulated in the department's computerized maintenance management system. Requests for proposals were solicited from six firms, with five firms submitting proposals on December 20, 2004. The firms responding were: • Ciorba Group • H.W. Lochner • Smith Engineering tom.. Street Signage Upgrade and Inventory April 22, 2005 Page 2 • Stanley Consultants • Strand Associates A staff selection committee evaluated the five proposals, with Stanley Engineering being selected as the most qualified firm for the project. A copy of the results of the selection process is attached. Upon selection, Stanley met with staff to finalize the project scope and negotiate a fee. Based on discussions with Stanley, the project approach for the first year was adjusted to include a City wide visual survey of all signs so that the replacement contract in 2005 will address all visually deficient signs. In addition, a pilot project will be done to establish and test the procedures for a more thorough survey that will be downloaded into our maintenance management system in the subsequent years. The negotiated fee for this work is $84,606 in 2005. The remaining budget ($115,394)will be used for the signage replacement contract. In 2006, 2007, and 2008, the proposed project budget is $100,000 per year for the completion of the more thorough survey. It will examine the correctness of the sign installations, place an identity tag on each sign, tests its reflectivity, determine its location with GPS, and download the r information into our computerized management system. Bids for sign replacement will be completed each year based on the findings and the inventory data will be updated to reflect the most recent changes. The fees for the work during these three subsequent years will be $80,400 per year. A copy of the proposed agreement is attached. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None ?jobiu FINANCIAL IMPACT The agreement with Stanley Consultants will total $84,606.00. Adequate funds are budgeted and available in the Riverboat Fund, account number 275-0000-791.93-80, "Public Ways", project number 039587, "Street Signage Upgrade and Inventory Project" in the amount of $200,000. For work in subsequent years (estimated at $80,400 per year for 2006, 2007 and 2008), the same funding source is proposed to be used provided approval by the City Council as part of the annual budgeting process. 04EGAL IMPACT None r r. Street Signage Upgrade and Inventory April 22, 2005 Page 3 ALTERNATIVES 1. Approve the Engineering Services Agreement with Stanley Consultants. 2. Do not approve the Engineering Services Agreement with Stanley Consultants Respectfully submitted for Council consideration. JML Attachments QUALIFICATIONS RATING SHEET FOR SIGNAGE UPGRADE/INVENTORY QUALIFICATIONS RATING SHEET 12/27/2004 QUALIFICATIONS RATING SHEET FOR SIGNAGE UPGRADE/INVENTORY • • Strand Stanle Lochner Steve John Joe Tom Chad Steve John Joe Tom Chad Steve John Joe Tom Chad EVALUATION FACTORS WEIGHT Pertzbom Loete ^{y�Evers Mi•atz Butzow •emrtzttborn Loete Evers Mi•atz Butzow Pertzbom LOete Evers Mi•atz Butzow l 115.7 ;v4:7,,•: '1'i__1r$l>''MGR.F,7:1 TIi.',;g..;Tlip;l.1, �5'+'fr "T 1P.1!}I'. r.: '': .,,,,, "Ip'f +fit ' - 'i.1. IrvF,''; .�qk�: ?,rilR'+•' 91 1I4I`'`�' ____I Project Manager Qualifications 0-20 15 _ 14 14 18 16 18 18 16 15 16 17 10 I d,•1N I �l, I 1'� I I.q r''99 I1 - I I'1,,�IIJJ1���,'r t "..411:1. Ha' c.7"1�+.� r')I qp Io ,ir I A� y, ��/ rri""';I"t� R,a::41• +''Zir l 'i 11 lG 9'fb.,'14.'4',�.,... dry111101.1r'i1 'IP ",.Ih..;:''.lrq`t 1:.'71111.11,II - : 8 :.4,:ll': 'II;IT .til INI;�r �yr 1 O�4"�;: �r`iro 4,.1. ii,T.4, 1!ti' .es_I•s.l:'-�114':I Project Team Qualifications 0-20 17 15 15 16 16 18 17 16 19 18 15 15 16 17 15 I A i�py 1 4,..;;,.1;.i,', i i, 1 �p , I I l.l.. { , * I l r V. l 11,1 r „ I I M ��}'rl l•i !i.e...1 ?.: Il ,Id I + IkY 0d,:i�? ' i'i I 1:s,', l Edi r� Q: i 1, ,II 11 '1• Yl i "I' ,111.''r4''',, y •g��I� 0'i!I 9 i�l a?t�l s �l i Firm Experience 0-15 13 12 11 12 13 11 3 • 13 14 14 13 g 12 14 14 11 13 I( aV.'i X11111 1j r11'I' ?}.P,i it t ��.`�'!�+ •I,II ,/. 1"I.t•�n}ij II •4. 1.' CI. •q<d ,V I�i i• 1Y''6i1�304, I r F; ?: 11 bh., �+ i , r 'fn� i 14 1 Scope of Services Proposed 0-20 15 16 18 16' 15 16 15 19 18 13 12 it 16 17 10 1 .� �� -' q !,', I'J1 1 t1 1 ,,F :ry^h 9 !, 9, yi ,I,'.'FIS _d;,.., .J I r �pI '' ..'i"" IN IrI4�,'....SII . . �il'`� � Yui. `.J'Al r��'1111��',r,..1�Xtll iilr4�yNi,l+ulietll,M�u'11Y'I I��'y�. 4�7� .�I.hnJ'� AM-0fl . r F��it 1�'� 1;'1119 �.I:��Il�rdilY+,t'�"'14n ,:In':F_ 'I �IRIIIfu'G:i.T.S a.�l'a.l Familiarity With Conditions 0-10 i 3 8 7 7 6T NN 9 "!IU q 10 9 8 5 9 8 66 V .'.'y1NI'','Y�"r 1 'f ',;. t 4111 'NII 1' I'r 1, :,ii' 4,-,;Iii Ni ���{ s1� I' pI fy''� , I .1.•. ��y4314,,;,:,7e..I I r��. r'•-,i'rl . a .4 �i :.b I i�� I .f,'4'Idill'I l�ll Ail .Iii 'I't I } •f2l nAl�lli[I, ;� w 'I'�h�ll`k�e xll . I 't{,.gym. Technology •0-15 13 12 9 11 13 _ 15 13 14 11 10 11 11 6 9 r r t� I ( 4121 1 h ig 1 t II ' I u I �7'. r; I ,7 I u I ' If,: o 1 111 Mt 1 ll� .�P.Y"4�:f, I�� l JU �I p !I I �„( I 11, ! 1 {�1 II.+�•1.7 j r �T"� l �i � .y� °� , �l�lw�' I�Iki1?U' t��•ri�G17.«J7 >l�'�J dP� ��' IHA 1 �t� Ik4��;'a` A �'•��li)Ql �r��l f�fi�uY1?rlr 11.1��:1 ;Ib1�tf.r��„I. i:t �i�7 Mil >�•�'3 'J: �1�"i,� .�. ,�,r.5 ;Ar r. TOTALS 100 I 76 I 78 I 75 1 75 I 76 86 1 87 86 ) `93 I 84 ` 70 I 77 82 I 67 I 67 I Smith _ Ciorba Steve John Joe Tom Chad Steve . John Joe Tom Chad EVALUATION FACTORS WEIGHT Pertzborn Loete Evers Mi•atz Butzow Pertzborn Loete Evers Mi•atz Butzow •ERVIN IN 11 !" ,I lililli l I(ti Pi .. 41`I n ,t "!1:i))".1111I it 11"-1 ti NW"ii:1i 1311,111, n Mil,,* Project Manager Qualifications 0-20 14 15 15 15 14 17 16 15 12 15 j MITI'jIf, o ,,11,1'III:I:JF.'siong n;lhli.okkl'I'1i �11..'-I Tr..,I al 11: goo 1 . „I �• 11:: Project Team Qualifications 0-20 18 13 16N�e�e 17 14�M, 16 13 15 15 18 t'P�1!'.r11 a1 RNLIe'F 1'•r Im '�'>WUNIWpy� I ��d✓LN� 1 rI' ILiLNI<:1')0LN1,t0 10 Iq.' l.. p1;.;I,11L '.11:II, %. Firm Experience 0-15 16 11 5 14 13 13 10 13 10 13 Ni 11;1. lgkh 0Il'I' i 1.'K,'-',:9,1 1 I. I,1'.IIINII 1i t lir iI,Ill VI,p,'•`}I rill LI :;I -1011(1. •'r . t:.911 AMIN Scope of Services Proposed 0-20 1412 16 .19 18 13 13 15 15 10 i'1i 1 y I� 40.111i lig`'i01'f'1 1IJµi,lift II,`'!1 all 1, ' 30114;.tlr.I>'.d411 1,01„ 41 I T I 1,,,,,il Familiarity With Conditions 0-10 9 10 9 9 9 4 8 7 6 7 J 11114.411 + 1.1 .111.; 411+(�I ' 1 ,}��� t 'r III OI+' 1 y ''' 6S! 1.'11 ' �ii tib1'II�4�'� •!'. � Y� ��fw• 4� :a,�'�' ,k!i� �11G , i w1 Fl � �l��l a q' �1 Technology 0-15 14 14 14 14 11 10 10 9 7 11 )i.412.K.1';,,11..`I''r'xitile'b5.�r:lr 'ti NM 1'i VAS;N;} :.' ' r11 114 141 r?]h I I 3t;ii til TOTALS 100 I 84 I 75 I 85 88 L 79 , 73 170 74 I 65 1 71 • AVERAGE SCORE SHEET SIGNAGE UPGRADE/INVENTORY PROGRAM CONSULTANTS SELECTION TEAM Lochner Strand ion Smith CiorbaLan 1111111111 111111111111111.111 wYa."' aZ .•7E-ktWi::+'+ti711'�.' {g '.`�.•,'„yt :U:''�Y, i'i"tsYJ'1 iird Steve Pertzbom Ill= 3 1 2 4 ,� sk"'T 1st' ,.x:6 ��. u .1�:'k cu'"`syu'k��J,�'�,' sy IIMM.^"gtr.M3 fi' -'-.�.`'��'NRKME?..5�+'.2 r ..2 John Loete 3 2 111110111 ® LiffMicaNMETAZTOMEM Joe Evers 3 110M111 2 5 mairamitatmrammEmimatz Tom Migatz 4 3 1 2 Chad Butzow 5 3 1 2 4 MAW TOTAL SCORE 20 15 5 12 23 Notes: Assign Scores based on the following formula: (1 -first,,2=second,3-third, 4-forth,5-fifth) Total Score Indicates Top Ranked Firm • � JJMI WHOVLLV Attachment A • Scope of Services Many of the existing signs in the older areas of the City of Elgin are in poor condition and require replacement. The City proposes that a sign inventory be conducted to develop a coordinated program for the replacement of these defective signs. In conjunction with this effort, the City also wishes to • upgrade their existing signs to meet current Manual of Uniform Traffic Control Devices (MUTCD)standards. By creating this inventory of City signs in their CASSWORKS database, City staff will be able to track future sign work against existing assets. The sign inventory and replacement program must be a seamless process, and the completed database must work as intended without additional debugging and reprogramming. • This proposal provides for engineering services for the inspection, design and bidding services for the replacement of existing signing. The work includes inventory of existing regulatory, warning and directional signage • and subsequent evaluation to determine required replacement. The program is anticipated to be a multi-year program starting in 2005. First Year Services (2005) This following work is proposed as part of the First Year Services to be performed in 2005. The scope of services for subsequent years in the sign replacement program is listed below but not included in our fee. Windshield Survey Stanley Consultants, Inc will perform a windshield survey of all arterial, collector, and local routes within the City to identify signs with obvious visual damage. We will note the type of sign, type of damage, and collect information relevant to its location(latitude and longitude as well as address if easily identifiable). Upon completion of the survey, a meeting with the City will be held to review which signs should be replaced in the first year contract. Pilot Program A pilot program for the collection and processing of detailed database • information will be performed. This will give us an idea of what type of production rate can be expected when collecting this information over future 5GCCL-7915.MGOV5.eiginSigns 1 Attachment A project years. Stanley Consultants will collect inventory data for a pilot project area. A sample geodatabase will then be developed and the inventory data will be downloaded into the CASS WORKS. RJN Group will perform bench testing to make sure that required the data collection process works smoothly. A meeting will be held with the City to review the results of the pilot program and to establish required database elements for subsequent year surveys. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace damaged signs identified during the windshield survey. The number of signs to be replaced in the contract will be according to available budget. Bid specifications and standard details for replacement will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. A table of sign replacement locations will be included that indicates sign types and their location according to approximate latitude and longitude that was recorded during the windshield survey. • Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting. Construction Assistance Stanley Consultants will provide the City with assistance during construction. Site visits during construction, answering questions related to sign installation and other construction assistance will involve 16 hours of time by Stanley Consultants personnel. Subsequent Year Services • These services are not included in our proposal for First Year Services 2005 but are proposed for subsequent years Data Collection • 5GCCL-7915.MGOV5.ElginSigns 2 • Attachment A Stanley Consultants, in conjunction with City staff, will prioritize the order of streets and finalize the list of attributes to be collected during the sign inventory. A work plan for sign inventory work will then be developed based on budgetary and schedule constraints. Existing Elgin geodatabase • information will be used in setting up the sign inventory geodatabase Stanley Consultants will review signage for conformity with the Manual on Uniform Traffic Control Devices.(MUTCD). Missing signs that are needed to meet safety requirements will be noted as well as signs that do not meet standards. Inventory tags will be placed on each sign. Stanley Consultants also proposes to photograph unique signs (i.e. stop signs are not unique and probably would not need to be photographed) and include them in the ESRI database. Per our discussions with the City, street signs are to be excluded from the sign inventory. Field data will be collected using the Thales Mobilemapper equipped with GPS and ArcPad. The GPS receiver attached to the Mobile mapper will record the location of each sign using a signal broadcast by satellites. The location will be differentially corrected with a beacon receiver to provide submeter accuracy. Each Mobilemapper will be equipped with Arcpad and will have City GIS layers installed so that sign locations can be immediately • verified when measurements are taken. Sign Standards Stanley Consultants will assist the City in developing standards for signing school zones, crosswalks, parking and lane additions and deletions. These standards will be used to evaluate required signing improvements as well as provide guidelines for future development within the City Project setup and Database Testing • Based on the pilot project performed during the first year,a geodatabase will be developed and the inventory data will be downloaded into the CASS WORKS Sign Inventory. RN Group will perform additional bench testing to make sure that required the data collection process works smoothly. Upon satisfactory completion of the benchtest, the desired database fields will be reviewed with the City and refined CASS WORKS and the ESRI Database Field data collected with the Mobilemapper will be downloaded into an ESRI geodatabase. Once the data has been checked, it will be downloaded into CASS WORKS. Information downloaded into CASS WORKS will help track work orders on signs that need to be changed, installed, fixed or 5GCCL-7915.MGOV5.EIginSigns 3 Attachment A just routinely inspected. Work done on the signs can also be tracked easily for future reference.After inventory data is entered into the CASS WORKS system,Stanley Consultants will rim a series of queries and reports to ensure that the database works. Hours have also been provided for our subconsultant, RJN Group, Inc, to assist with this task. This work will be done in the offices of the City and our staff would be glad to assist your staff in the use of CASS WORKS during database startup and testing. The ESRI geodatabase will also be delivered to the City and provide additional information that may not be contained in the CASS WORKS database. It will contain both spatial and non-spatial data including digital images. This data, combined with the physical attributes of the sign, will provide an accurate representation of the location and condition of each sign in the inventory and will allow for prioritization of signs to be replaced. Signs that were replaced in 2005 will be added to the database as new signs. Engineering Analysis Signs entered into the ESRI geodatabase will be analyzed for replacement. A rating system for prioritizing sign replacement will be jointly developed • with the City. Sign deficiencies to be prioritized may include missing or damaged signs, unsigned hazards, low legibility or retroreflectivity. Essential signs with one or more deficiencies would be recommended as top priorities. In addition, signs that do not meet City Standards would also be recommended for replacement. Sign prioritization will also consider the requirements of the MUTCD concerning non-compliant devices on existing highways. These would be brought into compliance with the 2003 edition of the MUTCD as part of a systematic upgrading of substandard traffic control devices as required the Highway Safety Program. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace and install signage. Signs replacement will be prioritized as identified in the engineering analysis and according to available budget. Add alternates will be included to maximize the use of the available budget. Bid specifications will include exhibits showing sign location and standard details for replacement and will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project 5GCCL=7915.MGOV5.ElginSigns 4 Attachment A C••• Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will beprepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting and field check representative areas of the project area to insure that sign sizes, types and placement are in compliance with the specifications. Deliverables • • Deliverables for this portion of the project include a working CASS WORKS sign database; an ESRI geodatabase sign layer and bidding documents for the signs that are inventoried in 2005. All signs that are identified for replacement in the bidding documents will be entered into CASS WORKS and the ESRI database as new signs. • 5GCCL-7915.MGOV5.EIginSigns 5 • S LNEIIAIH3VLLV Exhibit B Street Sign Inventory and Upgrade Program 2005 Program City of Elgin, Illinois •ID Task Name Duration Start 0 eb Mar A.r Ma Jun Jul Au. S . Oct Nov ® ' 1 algin 164 days` 3/1/05 . . g• ♦ a air♦ 2 ® i Kickoff Meeting 0 days 3/1/05 311 3 Windshield Survey 30 days 3/1/05 M,4 4 _ El ! Pilot Program 70 days' 3/1/05 5 I Review survey results 0 days. 4/11/05 4/11 6 I Review pilot study results 0 days, 6/7/05 • 7 Prefinal Contract Documen I 30 days' . 4/12/05 EMEMIl • 8 I City Prefinal Review 10 days 5/24/05 Eni 9 i Final Contract Documents ; 15 days. 6/8/05 MS 10 I City Review I 5 days, 6129/05 N. 11 I Issue for Bid 0 days' 7/5/05 7/5 12 ( Bid Award ' I 29 days 7/6/05 EggennS 13 i Sign Replacement I 45 days 8/16/05 s 14 i Work Completion 0 days• 10/17/05 ♦ 10/17 • • • • • Task Oii Mi :: Milestone • External Tasks symagew Project:elglnsig.mpp Split Summary External Milestone Date:2/8/05 Progress Project Summery graallaillaglV Deadline < i • Page 1 • 3 LNEIIAIH3VJSLV Attachment C • City of Elgin Street Sign Inventory and Upgrade Program-Year 2004-2005 2117/05 Estimated Hours Sr.GIS. GIS TASK Principal Prot.Mgr. Sr.Engr Ergr, Speciaret Special-It Technician Secretary Total MN Total Cost Initial Tasks Establish Required Database elements 2 4 8 8 4 26 $2,380 Obtain existing data/Arcpad setup 1 _ 16 40 57 $5,172 Subtotal r $7,552 Benchtest _ Collect test data 2 16 18 $1,615 CASSW ORKS workshop - 8 32 40 $3,552 Database Modifications _ — 1_ 16 16 33 $3,077 Subtotal $8,244 ESRI Database 1 Database setup - 16 32 , 48 $4,310 Subtotal $4,310 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $3,990 Contract specifications for sign replacement 16 24 12 52 $5,206 Exhibits(Area location map and sign mounting details) t 16 _ 32_ 48 $3,487 Sign Replacement tables 2 8 10 $860 Cost Estimate . 2 12 14 $1,156 Bid Assistance 6 2 8 $1,139 Subtotal - $15,839 Administration FONOC r 8 8 16 $1,457 Coordination 8 24 32 $4,672. Administration 16 32 48 $6,734 Subtotal $12,863 Meetings with City _ Kckoff Meeting(1 mtg) 4 4 4 12 $1,381 Prioritize streets/database attributes(2 mlgs) 8' 8 8, 24 $2,647 (Coordination meeting(1 mtg) 4 4 8 $1,031 Prebid Meeting(1 mtg) 4 4 8 51,031 Subtotal $6,091 Data Collection• 120 120 240 $17,910 ConstructionrAssistance 8 8 . 16 $1949 t- - ' Total Hours 36 120 10 228 64 172 156 12 798 %Total Man-Hours 5% 15% 1% 29% 8% 22% 20% 2% Labor Cost xMultiplier 1 r $74,756 Direct Costs(excludes data coliectlo) $1,500 RJN Engineers $8,350 TOTAL798 $84,696 Sign Construction Contract" $115.394 ' Windshield survey of city streets —Assumes$200,000 construction budget for 2004-2005 Attachment C-1 City of Elgin Street Sign Inventory and Upgrade Program -Year 2006 Estimated Hours Sr.GIS GIS TASK Principal Proj.Mgr. Sr.Engr Engr. Specialist Speciakst Technician Secretary Total MH Total Cost Total Cost ESRI Database • Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS 8 12 20 $537 $1,611 Database testing in Elgin Offices 20 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 _ 24 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) 16 32 48 $1,162 $3,487 Sign Replacement tables 2 8 10 $269 $806 Cost Estimate 2 12 14 $376 $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal • $5,216 $15,648 Administration _ QA/QC 8 8 16 $430 $1,289 Coordination 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal $4,118 $12,353 Meetings with City Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 4 8 $325 $974 Subtotal $974 $2,923 Data Collection260 240 500 $12,477 $37,431 Construction Assistance 8 8 16 $650 $1,949 Total Hours 36 109 10. 340 24 108 272 12 911 %Total Man-Hours 4% 12% 1% 37% 3% 12% 30% 1% Labor Cost x Multiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL 911 $80,348 $80,348 Sign Construction Contract' $119,652 $19,652 'Assumes$100,000 construction budget for 2005-2006 Attachment C-2 • City of Elgin Street Sign Inventory and Upgrade Program -Year 2007 - Estimated Flours Sr.GIS GS TASK Principal Proj.Mgr., Sr.Engr Engr. Spadallst Specialist,Technician Secretary Total MH Total Cost , Total Cost ESRI Database Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS 8 12 20 $537 $1,611 Database testing in Elgin Offices 20 T 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 24 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) 16 32 48 $1,162 $3,487 Sign Replacement tables 28 10 $289, $806 Cost Estimate 2 12 14 $376, $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal $5,216 $15,648 Administration QA/QC 8 8 16 $430 $1,289 Coordination 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal $4,118 $12,353 Meetings with City _ _.Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 48 $325 $974 Subtotalr $974 $2,923 Data Collection 260, 240 500 $12,477 $37,431 Construction Assistance • 8 i 8 16 $650 $1,949 Total Hours 36 109 10 340 24 108 272 12 911 %Total Man-Hours 4% 12% 1% 37% 3% 12% 30% 1% Labor Cost x Multiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL 911 $80,348 $80,348 Sign Construction Contract• $119,652 .,$19,652 Assumes$100,000 construction budget for 2006-2007 . Attachment C-3 City of Elgin Street Sign Inventory and Upgrade Program -Year 2008 , Estimated Hours Sr.GIS GIS TASK _ Principal Prof.Mgr. Sr.Engr Engr. Specialist Specialist Technician Secretary Total AAM Total Cost Total Cost ESRI Database Database Administration 2 16 24 42 $1,183 $3,548 Load previous year survey data 1 16 17 $484 $1,452 Download into CASSWORKS 8 12 20 $537 $1,611 ' Database testing in Elgin Offices 20 20 $537 $1,611 ESRI sign layer 4 4 $107 $322 Subtotal $2,848 $8,544 Contract Documents Estimate signs to be replaced per budget 8 16' 16 40 $1,294 $3,882 Contract specifications for sign replacement 16 24 12 52 $1,735 $5,206 Exhibits(Area location map and sign mounting details) 16 32 48 $1,162 $3,4874 Sign Replacement tables 2 8 10 $269 $806 Cost Estimate 2 12 14 $376 $1,128 Bid Assistance 6 2 8 $380 $1,139 Subtotal $5,216 $15,648 Administration QA/QC ' 8 816 $430 $1,289 CoordinationI 8 24 32 $1,519 $4,558 Administration 16 32 48 $2,169 $6,506 Subtotal r $4,118 $12,353 Meetings with City Coordination meetings(2 mtg) 8 8 16 $650 $1,949 Prebid Meeting(1 mtg) 4 4 8 $325 $974 Subtotal $974 $2,923 • Data Collection _ 260 240 • 500 $12,477 $37,431 r Construction Assistance 8 8 16 $650 $1,949 Total Hours 36 109 10 340 24 108 272 12 911 %Total Man-Hours 4%, 12% 1% 37% 3% 12% 30% 1% Labor Cost x Muttiplier $78,848 $78,848 Direct Costs(excludes data collection) $1,500 $1,500 TOTAL 911 $80,348 $80,348 Sign Construction Contract' $119,652 $19,652 • •Assumes$100,000 construction budget for 2007-2008 Q J,M3WHOVIIV AGREEMENT THIS AGREEMENT is hereby made and entered into this day of , 2005, by and between the CITY OF ELGIN,Illinois, a municipal corporation(hereinafter referred to as "CITY") and Stanley Consultants, Inc. an Iowa corporation(hereinafter referred to as "ENGINEER"). WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Street Sign Inventory and Replacement Project (hereinafter referred to as the'PROJECT");and WHEREAS,the ENGINEER represents that it 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 promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged,the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY,herein after referred to as the "DIRECTOR". B. The work under this project includes: During the 2005 calendar year: • Windshield Survey • Pilot Program for Data Collection • Bid Documents and Bidding Assistance for Sign Replacements During the 2006, 2007 and 2008 calendar years, subject to contract amendment by ,""' -2 - City: • Sign Data Collection • Development of Sign Standards • Project Set-up and Database Testing • Engineering Analysis of Sign Locations • Bid Documents and Bidding Assistance for Sign Replacements/ Additions C.A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. 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 B.below. B. The 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 ENGINEER pursuant hereto including,but not limited to,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 DIRECTOR;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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For services provided in 2005 the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not ""' -3 - to exceed$84,606 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. A summary of these fee calculations is attached hereto as Attachment C. B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus 10%. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of$84,606. C. 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 DIRECTOR. D. Services to be performed in 2006-2008 and compensation to the Engineer therefore will require a written amendment to this agreement approved by the City Council of the City. In the event of such an amendment to the agreement and a funding appropriation therefore approved by the City Council of the City it is agreed that the City shall reimburse the Engineer for such services with a total fee not to exceed $320,000 regardless of the actual time expended or actual costs incurred by the Engineer unless substantial modifications to the scope of work to be performed in 2006-2008 are authorized in writing by the City. The$320,000 fee represents an estimate of$80,000 fee for each of the years 2006,2007 and 2008. This estimate shall be revised with each Amendment to this contract,and a detailed summary of the costs shall be provided at that time. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports(HC above)will be included with all payment requests. -4- 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, provided,however,that such payment shall not exceed the task amounts set forth under Paragraph N above. VII. TERM �► Unless terminated for cause or pursuant to Article VI or IX,this Agreement shall terminate on the date CITY issues a written determination that all of ENGINEER's work pursuant to this agreement is finally completed and is accepted by CITY. Such a determination of completion and acceptance shall not constitute a waiver of any rights or claims which the CITY may have or may thereafter acquire with respect to any term or provision of this 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 DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. poim- - 5 - 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 such 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 section shall survive any termination 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 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 - 6- DIRECTOR. Such Certificate of Insurance shall include,but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced 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 prorated, 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 DIRECTOR as 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 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 • - 7- 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 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, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The terms of this agreement shall be severable. In the event any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason,the remainder 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 - 8 - 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 DIRECTOR,nor will the 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 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: -9- 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 DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR 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: JOHN LOETE,P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 - 10 - B. As to ENGINEER: ROB GETZ, P.E. Project Principal Stanley Consultants, Inc. 8501 W.Higgins, Suite 730 Chicago, IL 60631 el' - 11 - 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 By City Clerk City Manager (SEAL) For the ENGINEER: Dated this day of ,A.D.,2005 ATTEST: By By Secretary President (SEAL)