05-251 Resolution No.05-251
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CHRISTOPHER B. BURKE ENGINEERING LTD.
FOR THE STREET LIGHTING 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 with Christopher B.Burke Engineering,Ltd.on behalf of the City
of Elgin regarding the street lighting inventory project,a copy of which is attached hereto and made a
part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: August 24, 2005
Adopted: August 24, 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 day of 14,0-, 2005,by
and between the CITY OF ELGIN, Illinois, a municipal corporation(hereina r referred to as
"CITY") and Christopher B. Burke Engineering, Ltd. (hereinafter referred to as "ENGINEER"),
an Illinois corporation .
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with CITY'S Street Light and Street Lighting Effectiveness Inventory
(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 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 ENGINEER will provide professional engineering services related to the
inventory and effectiveness study of existing residential street lighting for the
CITY's Street Light and Street Lighting Effectiveness Inventory project. Included
in the services will be Project Administration, Inventory Street Lights,Data Input,
Develop Residential Street Lighting Standard,Residential Street Lighting
Improvement Plan, Presentation of Plan and Review of Plans.
C. A detailed Scope of Services is attached hereto and incorporated herein as Exhibit B.
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II. PROGRESS REPORTS
A. An outline project milestone schedule is attached hereto and incorporated herein as
Exhibit C. Time is of the essence of this agreement, and such Project Milestones shall
constitute a material term of this agreement.
B. A detailed project schedule for the Project will be provided upon request. 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 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 the ENGINEER shall be paid at the rate of 2.6132 times the
direct hourly rate of personnel employed on this PROJECT,with the total fee not to
exceed $79,363.01 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. Any such invoiced fees to
ENGINEER shall be included with and construed as part of the above-referenced
amount of $79,363.01.
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C. Direct costs for items such as blueprints, messenger service, delivery, mileage,
photos, outside copies, etc. will be invoiced at cost plus 10%. Estimated costs for
direct cost items are included in the not to exceed fee listed in section N-A.
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 DIRECTOR.
(See attached Exhibit A)
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 for any
reason in CITY'S sole discretion. 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 amounts set forth under Paragraph N above.
VII. TERM
This Agreement unless terminated for cause or pursuant to Article VI or IX, shall be
deemed concluded on the date the CITY determines that all of the ENGINEER's
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work under this agreement is completed and accepted by CITY in writing. 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 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.
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 paragraph shall survive any termination and/or
expiration of this agreement.
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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
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
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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. NONDISCRIMINATIO N
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 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.
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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 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 DIRECTOR,nor will the ENGINEER make public proposals developed under
this Agreement without prior written approval from the DIRECTOR prior to said
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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
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.
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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
B. As to ENGINEER:
John P. Caruso, PE
Head,Mechanical/Electrical Section
Christopher B. Burke Engineering, Ltd.
9575 West Higgins Road, Suite 600
Rosemont, IL 60018
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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
ByVAnt4^-i& By �
City Clerk it Manag-
(SEAL)
For the ENGINEER:
Dated this 26th day of July, A.D., 2005
ATTEST:
•
B ` /�� i! By
ecretary Executive Vice President
(S_ '
OFFICIAL SEAL
MELISSA L ZIMMERMAN
NOTARY PUBLIC,STATE OF ILLINOIS
MY COMMISSION EXPIRES:09/17/05
•
CHRISTOPHER B.BURKE ENGINEERING,LTD.
9575 W.HIGGINS ROAD,SUITE 600
ROSEMONT,IL 60018
EXHIBIT A
ESTIMATE OF ENGINEERING COSTS Overhead Rate 128.40%
CITY OF ELGIN Complexity Factor 0.00%
STREET LIGHT AND STREET LIGHTING EFFECTIVENESS INVENTORY
PERSONNEL&HOURS(AVERAGE RATES BY CLASSIFICATION)
ENGINEER ENGINEER ENGINEERING PROJECT STAFF WORD TOTAL PAYROLL DIRECT OVERHEAD FIXED FEE TOTAL
TASK DESCRIPTION V II TECHNICIAN II SURVEYOR SURVEYOR PROCESSOR HOURS COSTS
RATE $45.48 $23.76 $28.43 $27.25 $19.83 $20.37
1 PROJECT ADMINISTRATION 40 0 0 0 0 0 40 $1,819.20 $0.00 $2,335.85 $606.70 $4,761.76
2 INVENTORY STREET LIGHTS 20 100 100 160 160 4 544 $13,742.88 $0.00 $17,645.86 $4,583.25 $35,971.99
3 DATA INPUT 8 40 40 0 0 0 88 $2,451.44_ $9,000.00 $3,147.65 $2,122.56 $16,721.64
DEVELOP RESIDENTIAL STREET
4 LIGHTING STANDARD 40 32 20_ 0 0 4 96 $3,229.60 $50.00 $4,146.81 $1,084.32 $8,510.73
RESIDENTIAL STREET LIGHTING
5 IMPROVEMENT PLAN 8 40 40 0 0 8 96 $2,614.40 $150.00 $3,356.89 $893.65 $7,014.94
6 PRESENTATION OF PLAN 8 12 8. 0 0 8 36 $1,039.36 $100.00 $1,334.54 $361.13 $2,835.02
7 REVIEW OF PLANS 8 0 32 0 0 4 44 $1,355.08 $0.00 $1,739.92 $451.92 $3,546.92
TOTAL DESIGN COST 132 224 240 160 160 28 944 $26,251.96 $9,300.00 $33,707.52 $10,103.53 $79,363.01
NOTES
RATES SHOWN ARE AVERAGE RATE FOR CLASSIFICATION
DIRECT COSTS INCLUDE ESTIMATES FOR REPRODUCTION SERVICES,POSTAGE/MESSENGER,MILEAGE,AND PHOTOS.
N:\ELGIN\05269\Admin\Exhibit A engineeringcost Lighting study 072505.xls
7/25/2005 1
EXHIBIT B - SCOPE OF SERVICES
I. Street Light and Street Lighting Effectiveness Inventory
Task 1 — Project Administration: Christopher B. Burke Engineering, Ltd. (CBBEL) will
attend meetings at the City of Elgin Department of Public Works and in the field to
coordinate the work related to this project.
Task 2 — Inventory Street Lights: CBBEL will provide in house staff to inventory
existing street lighting in the residential areas throughout the City. CBBEL will verify
the list of City maintained street lights by address provided by the City, and add the
street lights inventoried in the field to that list. CBBEL will locate via GPS survey
equipment those lights which have not been inventoried by the City. The inventory
shall include type of light, pole type, wattage, approximate mounting height and
coordinate location.
Task 3 — Data Input: CBBEL will input the inventory data into the City of Elgin's
Cassworks system. CBBEL will sub contract the professional services of RJN Group
to assist CBBEL and the City with downloading the data gathered in the inventory
process into the City's Cassworks software program. The Cassworks system is a
proprietary program developed by RJN group to assist the City in maintaining Public
Works property. To provide an efficient transfer of information RJN group will furnish
services to conduct a Cassworks Data Workflow Workshop, provide a pilot data
conversion program to input a portion of the data, provide programming in the form
of Data Conversion Loaders, and provide assistance in Final Programming Data
Conversion Loaders.
Task 4 — Develop Residential Street Lighting Standard: CBBEL will meet with the
City staff and make recommendations to develop a residential street lighting
standard. The standard will address pole and luminaire types, mounting heights,
wattage, spacing, etc. CBBEL will prepare the standard for City review and
acceptance.
Task 5 — Residential Street Lighting Improvement Plan: Upon determination of a
residential street lighting standard with City staff input, CBBEL will prepare exhibits
which will illustrate where lighting improvements may be required, indicating the
approximate number of light poles recommended for the proposed improvement
areas. An opinion of probable construction cost will be prepared to establish a
budget for the recommended lighting improvements.
Task 6 — Presentation of Plan: CBBEL will present the proposed improvement plan
to City staff and we assume attendance at one City Council meeting to present the
plan to council members.
Task 7 — Review of Proposed Development Plans: CBBEL will review up to four
proposed residential development plan sets for compliance with the findings from the
Residential Street Lighting Inventory and Study Report and the City's current
Residential Street Lighting Standards.
N:\PROPOSALS\ADMIN\2005\Elgin Street Lighting Study EXHIBIT B.doc
City of Elgin
Street Light and Lighting Effectiveness Inventory
EXHIBIT C-Proposed Project Schedule
AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER
TASK TASK Month 1 2 3 4 5
NO. Week 1 1 2 1 3 1 4 1 1 2 1 3 4 1 2 1 3 1 4 1 2 1 3 4 1 1 2 1 3 1 4
NOTICE TO PROCEED Nim
1 PROJECT ADMINISTRATION
2 INVENTORY STREET LIGHTS
3 DATA INPUT m=
4 DEVELOP RESIDENTIAL STREET LIGHTING STANDARD
5 RESIDENTIAL STREET LIGHTING IMPROVEMENT PLAN
6 PRESENTATION OF PLAN
7 REVIEW PROPOSED DEVELOPMENT PLANS
N:\ELGIN\05269\Admin\EXHIBIT C Protect schedule Lighting Study.xls
7/26/2005
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PRODUCER FAX 708 4Z9-3105 THIS CERTIFICATE'IS ISSUED ASA MATTER OF INFQRMATIbN
The Orthon Group ONLY AND CONFERS NO RIGHTS UPON THS CIERTIIi ICATE
HOLDER.THIS CERTIFICATE DOES NOT AI!MEND,EXTEND'DR
8041A W. 186th Street ALTER THE COVERAGE AFFORDED BY IHE P OLI4S BEL V1I. ___
Tinley Park, IL 60477 i, 1
INSURERS AFFORDING COVERAGE , NNNAI(;.:#1 I, 1
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THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY P RId)D;1 IC>,'T= .:f(30.T W ff�-+SI SEL"IN�i
ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS E:RTII'I : TE Ad/W a l5lic_C os
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POLICIES AGGREOATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. T1 I f ; '
INSR DD•L TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLI Y EX��IRA7i0N 1 14i1fb �'T—I
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GENERAL LIABILITY BK01923271 10/15/2004 10/11'20.05 EACH4(.0 REN(IE '.!' la 1,!000,01 IU
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- DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES!EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS I • f tl' 7'I CI ! 'I I,
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SHOULD ANY OF THE ABOVE:DISCRIBED POLICIESIELE cAI•�1f ',IiLE,fYI�}FO .TPIr I,
EXPIRATION DATE THEIZ OF,,THE ISSUINW SUI IER„W'ILL IE40, ,.I-0 MI4Ir 1'
30 DAYS WRUI FEII I IOTI,OETO THB-C4 TIFID!),'FEIHOL,,ilyD,,I£ :]J,�h �1 TO the I T FIT,
City of El gin BUT FAILURE TO MAIL ZSI*H 9�g�CITICE SI4A+f IMPl�rda' kla.�(All OD 0R L+AP1''IYY�
150 Dexter Court OF ANY KIND UPONTHE IM L R ITS AGEr TS''If'I}}LPI;EEI(Ei 77'$. ( I I � I .
Elgin, IL_ 60120 AUTHORIZED REPRESENT4,1111 E i .Ij II :•:,11.!•; I 'al,lll II'I
William Donne ICU :ARM A/1x ' ," I'+,I I
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�'��''s City of Elgin Agenda Item No.
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August 5, 2005 G ,i111 11101
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TO: Mayor and Members of the City Council
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES.
AND QUALITY INFRASTRUCTURE
FROM: Olufemi Folarin, City Manager
John Loete, Public Works Direc r
SUBJECT: Street Lighting Inventory Contract
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 Christopher B. Burke Engineering,
LTD. (CBBEL)to provide consulting services to perform a street lighting inventory.
�.. RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute an agreement
with Christopher B. Burke Engineering, LTD. in the amount of$79,363.01 for the street lighting
inventory project.
BACKGROUND
The City has approximately 6,600 street lights within its limits. About 2,800 of those are City
owned and maintained and the balance are ComEd lights attached to their wooden poles. In
2003, a re-lamping project was completed with Motor Fuel Tax (MFT) Funds for all City owned
street lights which accomplished an initial inventory of the equipment in place at that time and a
numbering of the poles for identification. The project did not collect data regarding their physical
mapped location.
Currently, there is no adopted residential lighting standard that can be applied to evaluate the
effectiveness of lighting in the City's neighborhoods. Each year Riverboat Funds are budgeted
to install "mid-block" lights throughout the City on an "as requested" basis. Planning future
areas of need is difficult however because a good working inventory of not only the lights, but
the lighting effectiveness, does not exist. In order to plan future street lighting upgrades and to
develop a systematic approach to future improvement plans, an inventory that includes the light
locations of all the lights in the City (including ComEd lights) and an evaluation of their
effectiveness is needed. Once the inventory is complete, the development of a residential
oh-
lighting standard can be used to test existing conditions, determine where improvements are most
needed and then perform the actual installation.
Ai Street Lighting Effectiveness Inventory
August 5, 2005
Page 2
A request for proposals was prepared by City staff and sent out to five engineering consultant
firms. Four proposals were received. The firms submitting proposals include CBBEL, Stanley,
Burns and McDonnell and HLR. A staff selection committee evaluated all four proposals and
determined that CBBEL is the most qualified firm to perform the subject work. CBBEL is
currently working on the design for 2005 Neighborhood, Mid block and Congdon Avenue
Lighting Projects for the City.
Upon selection, the fees for all four firms were reviewed. CBBEL submitted the lowest fee
($64,516.01) of all four proposals. The scope of work includes an inventory of all street lights
within the City, data input into the Public Works Department's work management system,
development of a residential street light standard and the development of a residential street light
improvement plan. A copy of the proposed agreement with a detailed scope of services is
attached.
A component of the work includes inputting collected data into the Public Works work
management system. This work management system is utilized to manage our public
improvements inventory and to issue and track work orders for maintenance of those facilities.
RJN Engineers implemented the work management system (Cassworks) for the City in 2001. To
t input the data into Cassworks requires some associated effort by RJN which was not included in
any of the four proposals because a cost had not yet been determined. RJN has since negotiated
a cost of$14, 847 with staff to complete the data conversion.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
QJUFINANCIAL
The IMPACT
total cost of this agreement with CBBEL is $79,363.01. It is recommended that funding for
this project be transferred from the 2005 Mid-block Street Lighting Program ($224,185 budgeted
and $110,995 available). Specifically, approval is being sought to transfer $79,400 from the
Riverboat Fund, account number 275-0000-791.92-36, "Building and Structures", project
number 339782, "Mid-block Street Lighting Project"to this newly created project.
LEGAL IMPACT
VIVI/
The draft agreement is being reviewed by the Legal Department.
ALTERNATIVES
AAR. 1. Approve the consulting services agreement with Christopher B. Burke Engineering, LTD.
�,. Street Lighting Effectiveness Inventory
August 5, 2005
Page 3
2. Do not approve the consulting services agreement with Christopher B. Burke
Engineering, LTD.
Respectfully submitted for Council consideration.
JL
Attachment