07-154 Resolution No. 07-154
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 2 TO THE AGREEMENT
WITH STANLEY CONSULTANTS, INC.
FOR STREET SIGN INVENTORY AND UPGRADE PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin,City Manager and Diane Robertson, City Clerk,be and are hereby authorized and
directed to execute Amendment No.2 to the agreement with Stanley Consultants,Inc.,for street sign
inventory and upgrade project, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: June 27, 2007
Adopted: June 27, 2007
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
SECOND AMENDMENT AGREEMENT
THIS SECOND AMENDMENT AGREEMENT is made and entered into this
a-\*day of I -.-1./on , 2007, by and between the CITY of
ELGIN, an Illinois municipal corporation (hereinafter referred
to as "CITY" ) and STANLEY CONSULTANTS, INC. , an Illinois
corporation (hereinafter referred to as "ENGINEER" ) .
WHEREAS, the parties have previously entered into a First
Amendment Agreement dated August 23 , 2006, providing for certain
amendments to the original agreement (hereinafter referred to as
the "First Amendment Agreement" ) ; and
WHEREAS, the parties hereto have previously entered into an
agreement dated May 11, 2005, for the ENGINEER to furnish certain
professional services in connection with the Street Sign
Inventory and Replacement Project (hereinafter referred to as
"Original Agreement" ) ; and
WHEREAS, the parties hereto have each determined it to be in
their best interests to amend the Original Agreement to provide
for additional data collection services by the ENGINEER;
NOW, THEREFORE, for and in consideration of the mutual promises
and covenants contained herein, the receipt and sufficiency of
which are hereby mutually acknowledged, the parties hereto agree
as follows :
1 . Attachment "A" of the original agreement entitled "Scope of
Services" is hereby further amended by adding the following
additional services thereto to be provided pursuant to this
Second Amendment Agreement as follows :
• 2007 Sign Inventory Work including evaluation of
existing sign conditions.
• Input of 2007 sign inventory into CASSWORKS.
2 . Paragraph IV of the original agreement entitled "Payments to
the Engineer" is hereby further amended by further amending
Paragraph D thereof to include the following:
Notwithstanding anything to the contrary in this
subparagraph D, payment to the ENGINEER for Program Year
2007 shall total $100, 000 for additional data collection
and sign inventory work to be provided pursuant to the
Second Amendment Agreement . The total maximum contract fee
of $325, 000 for the years 2005 through 2008 shall remain
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the same as amended in the First Amendment Agreement . (See
Attachment "C" for Program Year 2007 itemized costs) . "
3 . The services to be provided by the ENGINEER pursuant to this
Second Amendment Agreement shall be commenced upon execution of
this Second Amendment Agreement and shall be completed by the
ENGINEER as soon as is reasonably practicable but in no event
later than the dates set forth in Attachment "B" .
4 . In the event of any conflict between the terms of this Second
Amendment Agreement and the terms of the Original Agreement and
the First Amendment Agreement, the terms of this Second
Amendment Agreement shall control .
5 . That except as amended by the First Amendment Agreement and
this Second Amendment Agreement, the terms of the Original
Agreement between the ENGINEER and the CITY shall remain in full
force and effect .
6 . The changes to the Original Agreement, as previously amended
by the First Amendment Agreement, provided by this Second
Amendment Agreement are germane to the original contract as
signed and the changes provided for herein are in the best
interests of the City and authorized by law.
7 . The Original Agreement as amended by the First Amendment
Agreement, and as amended by this Second Amendment Agreement, is
acknowledged by the ENGINEER and the CITY to be enforceable
pursuant to all of the terms of the Agreement as so amended,
including but not limited to, Attachment A.
IN WITNESS WHEREOF, the parties hereto have entered into and
executed this Second Amendment Agreement on the date and year
first written above .
CITY OF ELGIN STANLEY CONSULTANTS, INC.
it t.. AP .. /
Olufemi .larin, City Manager Bruce H. Weial ngton
Vice-President
Attest : Attest :
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-r—A-s \.x.faa.t..t7 : By , A .
City Clerk e et-1
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FIRST AMENDMENT AGREEMENT
THIS FIRST AMENDMENT AGREEMENT is made and entered into this
23X0 day of U S , 2006, by and between the CITY of
ELGIN, an Illinois municipal corporation (hereinafter referred
to as "CITY" ) and STANLEY CONSULTANTS, INC. , an Illinois
corporation (hereinafter referred to as "ENGINEER" ) .
WHEREAS, the parties hereto have previously entered into an
agreement dated May 11, 2005 , for the ENGINEER to furnish certain
professional services in connection with the Street Sign
Inventory and Replacement Project (hereinafter referred to as
"Original Agreement" ) ; and
WHEREAS, the parties hereto have each determined it to be in
their best interests to amend the Original Agreement to provide
for additional services by the ENGINEER, specifically, the
addition of part-time Field Inspection services (as outlined and
identified below) :
NOW, THEREFORE, for and in consideration of the mutual promises
and covenants contained herein, the receipt and sufficiency of
which are hereby mutually acknowledged, the parties hereto agree
as follows :
1 . Attachment " A " of the Original Agreement entitled "Scope of
Services " is amended by amending Section 2 (Subsequent Year
Services) to include the additions as follows :
Field Inspection
• Initial Meeting
• Progress Inspections (2)
• Monthly Sign Count (4)
• Process Monthly Invoice (4)
• RFI' s and Phone Calls
• Project Closeout
2 . Paragraph IV of the Original Agreement entitled
" Payments to the Engineer " shall be amended by amending
Paragraph D to include the following line :
" D . It should reflect that payment to ENGINEER for Program
Year 2006 will total $85 , 000 for the addition of
aforementioned Field Inspection Services, as agreed to by
both CITY and ENGINEER. The total maximum contract fee of
$320, 000 for years 2005 through 2008 will be increased to
$325 , 000 , as per this increase for year 2006 with the
addition of Field Inspection Services . See Attachment " C "
for Program Year 2006 for itemized costs . "
3 . The services to be provided by the ENGINEER pursuant to this
First Amendment Agreement shall be commenced upon execution of
this First Amendment Agreement and shall be completed by the
ENGINEER as soon as is reasonably practicable but in no event
later than the dates set forth in original Attachment (s) "B " .
4 . In the event of any conflict between the terms of this First
Amendment Agreement and the terms of the Original Agreement, the
terms of this First Amendment Agreement shall control .
5 . That except as amended by this First Amendment Agreement the
terms of the Original Agreement, First Amendment between the
ENGINEER and the CITY shall remain in full force and effect .
6 . The changes to the Original Agreement, as amended, provided
by this First Amendment Agreement are germane to the original
contract as signed and the changes provided for herein are in
the best interests of the City and authorized by law.
7 . The Original Agreement as Amended by this First Amendment
Agreement is acknowledged by the ENGINEER and CITY to continue
to be enforceable by all of the terms of the Agreement as so
Amended including, but not limited to, Attachment A.
IN WITNESS WHEREOF, the parties hereto have entered into and
executed this First Amendment Agreement on the date and year
first written above .
CITY OF ELGIN STANLEY CONSULTANTS, INC.
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By ; � By ,I
Olufemi �(
City Manag- President
Attest : Attest :
GLI.Arei3
City Clerk decretary
. r r
AGREEMENT
THIS AGREEMENT is hereby made and entered into this liagday of /n A•}' , 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
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City:
• Sign Data Collection
• Development of Sign Standards
• Project Set-up and Database Testing
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• 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
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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.
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B. The ENGINEER shall maintain records showing actual time devoted and
cost incurred. The ENGINEER shall permit the authorizedrepresentative 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 teuilination 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.
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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
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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
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occupational qualification, and this requirement shall apply to, but not be limited to,
the following: employment advertising, layoff or telliiination, 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
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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 infolniation:
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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 confilmed 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
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B. As to ENGINEER:
ROB GETZ, P.E.
Project Principal
Stanley Consultants, Inc.
8501 W. Higgins, Suite 730
Chicago, IL 60631
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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
By By '�.
City Clerk Ci -Manag.
• (SEAL)
For the ENGINEER:
Dated this day of , A.D., 2005
ATTEST:
B . . ...V_�� •- =- ' 617 By V- l'1S�J-��
ecret • Senior Vice President
(SEAL)
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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
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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.EIginslgns
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Attachment A
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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.MGOVS.EIginSigns 2
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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
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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. RIN 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, RIN Group, Inc, to assist with this task. This work will be
5GCCL-7915.MGOV5.EIgInSigns 3
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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.EIginSigns 5
City of Elgin
Sign Inventory and Replacement Program •
Year 2007
ID I Task Name Duration Start Finish
Apr ; May I Jun I Jul _J Aug I Sep _
1 Data Collection 80 days Mon 5/7/07 Fri 8/24/07
------------- ---------
ItT4
2 Data processing 5 days Mon 8/27/07 Fri 8/31/07
3 Checking 5 days Mon 9/3/07 Fri 9/7/07
4 I Final Delivery ; 1 day? Mon 9/10/07 Mon 9/10/07
• D
•
a
CD
Task Milestone ♦ External Tasks _ r+
Project:elgin sign 200703
Split Summary External Milestone •
Date:Thu 5/3/07
Progress 1.1111 Project Summary 1.11111...1111111111' Deadline V
Page 1
• Attachment C
City of Elgin
Street Sign Inventory and Upgrade Program - Year 2007
4/6/07
Estimated Hours
GIS
TASK Principal Proj.Mgr. Engr. Specialist Technician Jr.Tech. Total MH Total Cost
Database updates/Administration
QA/QC 24 24 $2,438
Database updates 22 22 $2,235
Field crew coordination 48 48 $4,877
Administration 32 32 $5,481
Subtotal - $15,032
Meetings with City
Coordination meetings(2 mtg) 8 8 16 $2,741
Subtotal $2,741
Data Collection 560 560 1120 $74,613
Total Hours 8 40 0 94 560 560 1262,
Total Man-Hours 1% 3°k 0% 7% 44% 44%
Labor Cost $481 $2,404 $0 $3,351 $14,476 $11,704
Labor Cost x Multiplier _ $92,385
Direct Costs $2,615
RJN Engineers(Cassworks downloads) $5,000
TOTAL 2524 $100,000
OF fCC
Agenda Item No.
City of Elgin
June 8, 2007 ?.
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, City Manager
crwnrially Stable
John Loete, Public Works Dire or City Government
City'Government
SUBJECT: Amendment No. 2 to an Engineering Service Agreement with Stanley Consultants
for the Street Sign Inventory and Upgrade Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider Amendment No. 2 to the Engineering Services Contract with Stanley
Consultants for related engineering services on the subject contract.
RECOMMENDATION
It is recommended that the City Council approve Amendment No. 2 in the amount of$100,000
to the Engineering Services Agreement with Stanley Consultants for the Street Signage
Inventory and Upgrade Project and authorize the City Manager to execute the necessary
documents.
BACKGROUND
At its meeting on April 27, 2005, the City Council authorized an agreement with Stanley
Consultants for a multi-year project to upgrade street signage throughout the City. The first two
year's scope included a visual survey of all signs on City maintained arterial and collector streets
and the development of bid specifications for a sign replacement contract to address visually
deficient signs. This work is complete. Amendment No. 1, approved at the meeting on August 9,
2006, authorized the work for the third year of the project including starting the systematic
examination of the correctness of sign installations through out the City, placing an identity tag
on each sign, testing its reflectivity, determining its location with GPS and downloading the
information into our computerized management system for approximately one third of the City.
This work is also complete.
The proposed Amendment #2 authorizes the annual work plan for 2007 which is the same scope
as for 2006. It is anticipated that the inventory and testing of all signs in the city will be
f,. complete after the two remaining years (2007 and 2008) of the original project scope. The budget
for 2007 is $100,000 and the budget requested for the final year(2008) will also be $100,000.
•
eli-
Amendment #2 with Stanley Consultants for Street Signage Upgrade
June 8, 2007
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
y6L____
FINANCIAL IMPACT
The cost of Amendment No. 2 with Stanley Consultants is $100,000.00. Funds for the
amendment are located in the Riverboat Fund, account number 275-0000-791.93-80, "Public
Ways", project number 039587, "Street Signage Survey/Upgrade Project" ($400,000 budgeted
and $104,570 available).
L GAL IMPACT
one
ALTERNATIVES
1. The City Council may choose to authorize Amendment No. 2 to the agreement with
Stanley Consultants as recommended
2. The City Council may choose not to authorize Amendment No. 2 to the agreement with
Stanley Consultants as recommended
Respectfully submitted for Council consideration.
JL/do
Attachment