07-63 Resolution No.07-63
RESOLUTION
AUTHORIZING EXECUTION OF AN Al REEMENT WITH
HITCHCOCK DESIGN GROUP FOR ENG EERING SERVICES
FOR DEVELOPMENT OF RIVERSID: DRIVE PLAZA
BE IT RESOLVED BY THE CITY COUNCIL OF T I E CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin, City Manager and Dolonna Mecum, City C erk,be and are hereby authorized and
directed to execute an engineering services agreement ith Hitchcock Design Group for
development of Riverside Drive Plaza, copy of which is attached hereto and made a part hereof by
reference.
s/Es Schock
Ed chock, Mayor
Presented: February 28, 2007
Adopted: February 28, 2007
Omnibus Vote: Yeas: 6 Nays: 1
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
s/Jennifer Quinton
Jennifer Quinton, Deputy City Clerk
PROFESSIONAL SERVICES AGI' EMENT
THIS AGREEMENT made and entered into thisp��\1\da, of -�b lACi C , 2007, by
and between the CITY OF ELGIN, ILLINOIS, a municipa corporation (hereinafter referred to
as the "City"), and HITCHCOCK DESIGN GROUP, an Illi ois corporation (hereinafter referred
to as "Consultant").
WITNESSETH
WHEREAS, the City Council of the City has on May 2,, 2000 adopted the City of Elgin
Riverfront/Center City Master Plan; and
WHEREAS, the City has determined it to be necessary and •esirable to obtain the assistance of a
professional consultant to provide engineering and desi,ti services for the City project for
improvements to the City's Riverside Parking Deck known ;s the City of Elgin Riverside Drive
Promenade Project (hereinafter referred to as the "Project"); „nd
WHEREAS, the Consultant is experienced in provid ng such services for riverfront
redevelopment projects and desires to render the professiona consultant services to the City.
NOW, THEREFORE, in consideration of the mutual promi.es and covenants contained herein,
the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows:
1. Scope of Work
Consultant shall perform and direct the necessary I ualified personnel to perform the
professional services for the City of Elgin Riverside Drive Promenade Project as set forth
in the "Scope of Services" dated January 11, 2007, .onsisting of five (5) pages attached
hereto and made a part hereof as Attachment A. All work hereunder shall be performed
under the direction of the City Manager of the Citi and the General Services Group
Director. Consultant shall be entitled to rely upon the accuracy and completeness of
information and reports furnished by the City.
2. Time Schedule and Term
Consultant shall perform and complete the various •ervices and tasks in Attachment A
hereto according to the schedule dated January 11, 2107, and attached hereto and made a
part hereof as Attachment B. Changes in the scop- of work as directed by the city,
timing of decisions by the city, timing of approvals b authorities having jurisdiction over
the project and other events outside the control of t e Consultant may, however, affect
the time line. Other alterations to the time line may be made by mutual written
agreement of the parties. The term of this agreeme t shall commence upon execution
hereof and shall continue until Consultant shall have •erformed and completed all of the
services to be provided in this Agreement.
3. Fees
A. Payments for services provided by the Co sultant shall be reimbursed at the
hourly rate of its professional and technical p:rsonnel as set forth in Attachment C
attached hereto and made a part hereof by t is reference, with the total fees and
expenses to be paid to Consultant not to e ceed $183,945 regardless of actual
time expended or actual costs incurred •y the Consultant unless material
modifications to the projects are authorized in writing by the City and approved
by the City Council. Consultant's time and cast estimates for the various aspects
of the services to be performed is set forth i Attachment C attached hereto and
made a part hereof by this reference.
B. Incidental expenses incurred by the Consulta i t in the performance of the services
pursuant to this agreement, such as by way •f example, travel to and from Elgin
or Consultant team offices, photocopies, check prints of work in process
exchanged between team members and corn•uter time, are included in the above
not-to-exceed total fee of $183,945. Also i eluded in the above not-to-exceed
total fee of $183,945 are reimbursable out-•f-pocket expenses incurred by the
Consultant for deliverables, such as photocop es, photography, diazo, large format
copies of maps, reproducible mylars, digita color output of summary reports,
permits and courier service when requested •y the City. Such reimbursable out-
of-pocket expenses that are invoiced to the Consultant through a third party
vendor, that are subsequently invoiced to th- City, are subject to a multiple of
1.15 of the invoice amount.
C. Consultant shall submit invoices in a form.t approved by the City. Progress
reports will be included with all payment req ests. The Consultant shall maintain
records showing actual time devoted and cots incurred. The Consultant shall
permit the City to inspect and audit all dat. and records of the Consultant for
work done and expenses incurred pursuant io this agreement. The Consultant
shall make these records available at reas•+ able times during the agreement
period, and for a year after expiration or termi ation of this agreement.
4. Rights in Results of Services
The results of Consultant's services under this agree ent shall be the exclusive property
of City, and all documents (including, without imitation, all writings, drawings,
blueprints pictures, recordings, computer or machi e-readable data, and all copies or
reproductions hereof) which describe or relate to the services performed or to be
performed pursuant to this agreement or the results th-reof, including, without limitation,
all notes, data, reports or other information received or generated in the performance of
this agreement shall be the exclusive property of City and shall be delivered to City upon
request (except for one copy, which may be retaine• by Consultant for its confidential
files). No articles, papers, treatises, or presentations elated to or in any way based upon
or associated with the services performed pursuant to his agreement shall be presented or
submitted for publication without the prior written c•nsent of City. It is agreed that the
results of Consultant's services and the work product i•rovided under this Agreement are
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not intended or represented to be suitable for re se by the City on any project not
contemplated by this Agreement and such rens: shall be without liability to the
Consultant.
5. Other Agreements
Consultant warrants that it is not a party to any o her existing or previous agreement
which would prevent Consultant from entering in o this agreement or which would
adversely affect Consultant's ability to perform services under this agreement. During the
term of this agreement, Consultant shall not, witho t the prior written consent of City,
perform services for any persons, firm or corporation other than City if such services
could foreseeable lead to a conflict with Consultant's obligations under this agreement.
6. Subcontracting
If Consultant intends to hire or retain any person, fi 1 or corporation to perform services
under this agreement, Consultant shall first secure 'he written agreement of such party
that such party (1) shall assume and agree to be sound by the same obligations as
Consultant has assumed under the provisions of thi- agreement, and (2) that such party
shall not be or act as an agent or employee of City, nor assume or create a commitment or
obligation on behalf of nor bind City in any respect hatsoever. Consultant shall provide
City with a copy of each such written agreement.
Prior to subcontracting, Consultant shall obtain prior ritten approval of the City for each
individual subcontractor. City shall have the I 'ght to refuse approval of any
subcontractor for any reason.
Any fees, payments or other costs associated with a y subcontractor or other persons or
firm shall be at the sole cost of the Consultant payabl- from the fees the City is paying to
Consultant pursuant to this agreement.
7. Assignment
Neither this agreement nor any of the rights or oblig.tions hereunder may be assigned or
otherwise transferred by Consultant, nor shall the be 1 efits of this agreement inure to the
benefit of any trustee in bankruptcy, receiver or credi or of either party, except as may be
required by law, whether by operation of law or o herwise, without the prior written
consent of either party. Any attempt to assign or trs nsfer this agreement or any rights
hereunder without such consent shall be null and void and of no force or effect.
8. Independent Contractor
Consultant is and shall perform its services under this agreement as an independent
contractor, and shall not be deemed an agent, emploi ee or legal representative of City.
Consultant has no authority to assume or create any commitment or obligation on behalf
of or to bind City in any respect whatsoever.
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9. Licenses
Consultant shall obtain at its cost any and all licens:s required by federal, state, or local
statutes, regulations or ordinances necessary for the p erformance of its services pursuant
to this agreement.
10. Compliance with Laws
Consultant shall at all times impose work orders o its employees and subcontractors
which are designed to assure that they comply with .11 applicable federal, state and local
laws and regulations (including, but not limited to, oc upational safety and environmental
protection statutes and regulations) in performing s:rvices hereunder, and shall comply
with any directions of governmental agencies and I ity relating to site safety, security,
traffic or other matters.
Failure to comply with this section shall constitute . material breach of this agreement,
and shall entitle City to terminate this agreement upon ten (10) days written notice
without penalty to City.
11. Indemnification of City
Consultant shall hold harmless and indemnify City om and against any and all suits,
causes of action, claims for damages, damages and . y other liability to the extent caused
by the negligent acts of the Consultant, its collaborating firms, its subcontractors or
agents or employees of any of them in the performan e of this agreement.
12. Force Majeure
The Consultant shall not be liable to the City for a y failure, delay or interruption of
service or for any failure or delay in the perform.nce of any obligation under this
agreement due to strike, walkouts, acts of God, gove mental restrictions, enemy actions,
civil commotion, unavoidable casualty, unavailability of fuel or parts or other similar acts
beyond the reasonable control of the Consultant.
13. Consultant's Insurance
Consultant shall obtain and maintain the following po icies of insurance:
(1) Worker's compensation and occupational dis:ase insurance in amounts required
under the laws of the State of Illinois;
(2) Comprehensive general liability and automo•ile liability insurance for bodily
injury, death or loss of or damage to propert of third persons in the minimum
amount of$1 million per occurrence which p•licy shall name City as additional
insured. Consultant shall furnish to City of El,^,in a certified copy of such policies
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concurrently with the execution of this agree ent.
(3) Professional liability insurance for errors and omissions in the minimum amount
of $1 million per occurrence and in aggreg.te. Consultant shall furnish to the
City a Certificate of Insurance as evidence o such policy concurrently with the
execution of this agreement.
14. Severability
The parties intend and agree that if any portion of t is agreement, or application thereof
to any person or circumstance, shall to any extent be deemed to be invalid, void, or
otherwise unenforceable for any reason, the rem,inder of this agreement, and the
application of such provision to persons or circumst.nces other than those as to which it
is held invalid, shall not be affected thereby, and eao h provision of this agreement shall
be valid and shall remain in full force and effect.
15. Governing Law
Venue for the resolution of any disputes or the enfor•ement of any rights pursuant to this
agreement shall be in the Circuit Court of Kane Coun y, Illinois.
16. Termination
The City may by written notice to the Consultant to Mate the whole or any part of this
agreement if the Consultant fails to make deliver, of the services within the time
specified herein or any extension thereof: or if the C o nsultant fails to perform any of the
other provisions of the contract, or fails to make pro tress so as to endanger performance
of this agreement in accordance with its terms, and i either of these two circumstances
does not cure such failure within ten (10) days (or •uch longer period as the City may
authorize in writing) after receipt of notice from the City specifying such failure.
Notwithstanding any other provision hereof, the City may also terminate this agreement
at any time upon fifteen (15) days prior written notice to the Consultant. In the event that
this agreement is so terminated, the Consultant s 1 all be paid for services actually
performed and reimbursable expenses actually incurr-d prior to termination, except that
payment and reimbursement shall not exceed the total amount set forth under Paragraph 3
above.
17. Additional Provisions
This agreement includes those additional provisions ' ontained in Exhibits 6, 7, 8 and 9
relating to a tax/collusion/disbarment affidavit, equal employment commitment
guidelines and affirmative action, and sexual harassm:nt policy.
18. News Releases
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The Consultant may not issue any news releases wi hout prior approval from the City,
nor will the Consultant make public proposals deve oped under this agreement without
prior written approval from the City prior to said •ocumentation becoming matters of
public record.
19. Entire Agreement
This agreement contains the entire understanding .nd agreement between the parties
hereto with respect to the subject matter hen of and supersedes all previous
communications, negotiations and agreements, whither oral or written, between the
parties hereto with respect to such subject matter, an. no additions to or modifications of
this agreement or waiver of any provisions of this a..reement shall be binding on either
party unless made in writing and executed by City.
20. Notices
Communication to the Consultant means notice in writing to Richard G. Hitchcock,
President, Hitchcock Design Group, 221 W. Jefferson Avenue, Naperville, IL 60540.
Communications to the City means notice to the cont acting officer in writing to the City
Manager, Olufemi Folarin, and General Services Group Director, David Lawry, City of
Elgin, 150 Dexter Court, Elgin, IL 60120.
21. No Personal Liability
No officer, director, or employee of the City or of the Consultant shall be personally
liable for the fulfillment of the conditions of this agre:ment.
22. Cost and Quantity Opinions
In providing opinions of probable construction cost, the City understands that the
Consultant has no control over the costs or availabili iy of labor, equipment or materials,
or over market conditions or the contractor's method •f pricing, and that the Consultant's
opinions of probable construction costs are made on the basis of the Consultant's
professional judgment and experience. The Consultant makes no warranty, express or
implied, that the bids or the negotiated cost of tl e work will not vary from the
Consultant's opinions of probable construction cost.
23. Standards of Care
In providing services under this agreement, the Consultant shall endeavor to perform in a
manner consistent with that degree of care and skill ordinarily exercised by members of
the same profession currently practicing under similar ircumstances.
24. Nondiscrimination
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In all hiring or employment made possible or resultint from this agreement, there shall be
no discrimination against any employee or applicant or employment because of sex, age,
race, color, creed, national origin, marital status, of he 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 discrimin.tion 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 exc-pt minimum age and retirement
provisions, marital status or the presence of any se sory, 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.
25. Assignment and Successors
This agreement and each and every portion thereof sl all be binding upon the successors
and the assigns of the parties hereto; provided, ho, ever, that no assignment shall be
made without the prior written consent of the City.
26. No Co-partnership or Agency
This agreement shall not be construed so as to •reate a partnership, joint venture,
employment or other agency relationship between the parties hereto.
27. Headings
The headings of the several paragraphs of this agree lent 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.
28. Modification or Amendment
This agreement and its attachments constitutes the en ire agreement of the parties on the
subject matter hereof and may not be changed, modi ied, discharged or extended except
by written amendment duly executed by the pa ies. Each party agrees that no
representations or warranties shall be binding upon he other party unless expressed in
writing herein of in a duly executed amendment iereof, or change order as herein
provided.
30. Cooperation with Other Consultants
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The Consultant shall cooperate with any other consaltants in the City's employ or any
work associated with the Project.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement on
the date and year first written above.
CITY OF ELGIN HITCHCOCK DESIGN GROUP
By 461011W . �' By
la A-N,.cxz Richard G. itchco
President
Attest:
049-4~- 0(LetaK
City Clerk
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F:\Legal Dept\Agreement\Hitchcock-EngServices-RiversideDrPromenadeProject-1-07.doc
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Li
Hitchcock
Design Group
Creating Better Places"
Scope of Services Attachment A
Phase I—Planning(Basic Services)
A. Opportunity Analysis
We will:
1. Conduct an administrative kick-off meeting with City representatives and the consultant team members
confirming:
a. project area ownership and access
b. goals and objectives
c. constituent interests
d. jurisdictional agencies
e. budgeted costs and potential revenue sources
f. team responsibilities
g. communications protocol
h. decision making
i. tentative schedule
j. invoicing and payment
k. other administrative considerations
2. Develop a public involvement and decision making strategy/protocol including:
a. confirmation of the project Design Team to actively participate in the day-to-day design process.
Potential members include:
i. City Manager
ii. City General Services Manager
iii. City Director of Public Works
iv. City Project Manager(Senior Engineer)
v. City Director of Economic Development
vi. HDG and consultant team representatives
b. establishment of a project Task Force to represent the various community interests and to provide
guidance for the project. Potential members include:
i. members of the Project Design Team
ii. members of the Project Leadership Committee,such as:
a) Mayor
b) Designated City Council representative(s)
c) Downtown Neighborhood Association representatives
d) Riverfront Action Committee representatives
iii. adjacent private property developer representatives(RSC. Par)
iv. adjacent private property owner representatives(including designated business owners and/or
tenants)
v. casino representatives
vi. jurisdictional agency representatives
vii. Other City department representatives(Planning,Parks and Recreation,Police,Fire)
3. Identify jurisdictional/ownership interests,operational practices,development plans and construction
procedures by interviewing representatives of appropriate constituent and regulatory groups including:
a. City of Elgin
b. Kane/DuPage Soil and Water Conservation
c. Illinois Dept of Natural Resources—Office of Water Resources(IDNR-OWR)
d. Illinois Environmental Protection Agency(IEPA)
e. U.S.Fish and Wildlife(USFW)
f. U.S.Army Corps of Engineers(USACOE)
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Riverside Drive Promenade
g. franchise power and communication utility providers
h. adjacent private property owners
4. Prepare a preliminary construction budget guideline,using syste s costs for comparable,recently
constructed projects.
5. Observe and photograph the project area and immediate surroun.ings in order to identify readily apparent
physical conditions and patterns of use.
6. Inventory readily available existing data for the project area and t e immediate surroundings including:
a. environmental reports
b. geo-technical reports
c. deck structural analysis
d. topographic surveys
e. aerial photography
f. boundaries,property ownership and easements
g. hydraulic models
h. pending improvement plans
i. utility atlases
j. electrical systems in the project area
k. other power and communication utilities
7. Inventory the Prepare a boundary survey identifying:
a. property lines
b. rights-of-way
c. easements
d. property ownership
8. Conduct a topographic survey,based on the English system,estaishing horizontal and vertical control
and locating natural features and manmade improvements includi g:
a. bench marks visible from project area(FEMA and City Datu s)
b. contours at one foot intervals
c. normal water level at time of survey
d. underground water,storm and sanitary utilities including size type,structures,grates and inverts
e. above and below ground power and communication utilities
f. parking structure pilings,footings,columns,supports and dec ing
g. buildings and other structures
h. curbs,walks,roadways,drives,lights,signals,fencing and of er built elements
i. other pedestrian amenities
9. Using the inventoried data and the new boundary and topographic surveys,prepare base maps at
appropriate scales.
10. Perform a minimum of 5 shallow depth soil borings at selected lo.ations to define:
a. the strength,consolidation,and bearing capacities of the exist ng sub-surface,
b. the presence of any unsuitable sub-grade materials
11. Using previously prepared hydraulic models,evaluate the NWL,5. 10 and 100-year floodplain and
floodway as they relate to the anticipated improvements.
12. Prepare an Environmental Phase I report in accordance with AST criteria. Determine if additional
investigation is warranted.
13. Prepare a natural systems report to be used with the permit applica ion that includes:
a. observed vegetative,hydrologic and soil characteristics,domi ant species and Swink,Floyd and
Wilhelm quality values
b. aerial photography
c. representative site photography
d. regulatory constraints and permit requirements in accordance ith State and Federal statutes
14. Meet with the Design Team to review the agenda for the Task Fore programming workshop.
15. Conduct a programming workshop with the Task Force to review t e:
a. geographic limits of the project and scope of work
b. existing conditions information
c. preliminary goals and objectives
d. schematic design alternatives produced during the interview p cess
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Riverside Drive Promenade
e. preliminary construction budget
f. applicable planning and design criteria
g. list of comparable sites to research or visit
h. consensus building and decision making process
i. project schedule and logistics moving forward
16. Prepare an Opportunity Analysis memorandum,that summarizes the research and programming
information,including:
a. geographic limits and scope of work
b. organization and stakeholder involvement
c. project goals and objectives
d. project theme and desired program elements
e. project budget
f. summary of existing project area data
g. summary of existing conditions information
h. summary of jurisdictional requirements
i. summary of planning and design criteria/requirements
j. identification of additional research and analysis necessary(additional research and analysis not
described in this scope of services will be considered additional services)
17. Review the Opportunity Analysis with the Design Team.
B. Schematic Design(Preliminary Engineering)
We will:
1. Prepare refined schematic design options using the results of the Opportunity Analysis and based on input
from the Task Force. Schematic design options will include appropriate plan views,sections,elevations
and other graphic images to illustrate the organization,scale and c`iaracter of the improvements such as:
a. modifications to the existing parking deck
b. walks,boardwalks,plazas and other pedestrian surfaces including access to the water
c. pedestrian pass-through between Riverside Drive and Grove Street
d. roadway,parking,service access,loading,and other vehicular surfaces
e. pedestrian pavilion(s)
f. shoreline treatment,environmental and other sustainability considerations
g. landscaped areas
h. irrigation
i. street furnishings and other pedestrian amenities
j. required utility modifications
k. lighting,site electrical and surveillance
2. Prepare a preliminary construction cost opinion for each of the schematic options based on recognized
systems costs.
3. Review the schematic design options with the Design Team.
4. Refine the schematic design options based on Design Team input.
5. Review the refined schematic design options with the Task Force. Identify the preferred schematic design
option(or composite option)to advance.
6. Refine the preferred schematic design recommendations based on Task Force preferences.
7. Summarize the anticipated technical requirements based on the refined schematic design
recommendations including:
a. hydrological and environmental engineering,such as:
i. shoreline treatment
ii. best management practices
iii. other anticipated jurisdictional agency requirements
b. site engineering,such as:
i. roadway plan,profile and cross-sections
ii. grading,drainage
iii. sewer,water and other utility requirements
c. electrical engineering and surveillance,such as:
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Riverside Drive Promenade
i. power supply and controller requirements
ii. site electrical and lighting requirements
iii. surveillance equipment requirements
d. structural engineering,such as:
i. deck framing plan,cross-sections and details
ii. retaining wall,north ramp,and foundation repair plan and details
e. architecture,such as:
i. pedestrian pavilion space programming requirements
ii. pedestrian pavilion plan,cross-sections,and sketches
iii. pedestrian pavilion utility and engineering requirements
f. irrigation system,such as:
i. water source and controller requirements
ii. recommended irrigation zones and sprinkler types
8. Prepare a detailed preliminary construction cost opinion based on the preferred schematic design
recommendations.
9. Prepare a preliminary implementation strategy to complete final design and construction.
10. Review the refined schematic design recommendations with the Design Team.
11. Refine the schematic design recommendations based on Design Team input.
12. Review the refined schematic design recommendations with the Task Force at a Public Open House.
13. Review the refined schematic design recommendations with the relevant jurisdictional agencies.
14. Finalize the schematic design recommendations base on Task Force and public input.
15. Prepare a brief summary report using appropriate graphics,text and data outlining:
a. research and analysis of existing conditions and procedures
b. program goals,objectives and priorities
c. recommended design and engineering improvements
d. preliminary construction cost opinions
e. implementation strategy including anticipated project funding,schedule,and construction strategy
16. Review the summary report with the Design Team and Task Force.
17. Revise and submit a final draft summary report for distribution to the City Council.
18. Present our final recommendations to the City Council for approval.
19. Refine our recommendations as may be needed.
General Project Administration
We will manage the performance of our own work throughout the term of the contract by providing the following
services:
A. Communications
1. Schedule,create agendas and summarize the highlights of periodic meetings.
2. Rehearse,attend and present at public forums identified.
3. Collect and disseminate communications from other parties.
4. Periodically inform your representative about our progress.
B. Schedules
1. Create,periodically update and distribute the project schedule.
2. Coordinate the activities of our staff and our consultants.
C. Staffing
1. Select and assign staff members and/or consultants to appropriate tasks and services.
2. Prepare and administer consultant agreements.
D. File Maintenance
1. Establish and maintain appropriate correspondence,financial,drawing and data files.
2. Obtain appropriate insurance certificates from consultants.
3. Maintain appropriate time and expense records.
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Additional Services
We may provide additional services that are not included in the Basic Services,such as,but not limited to:
1. The services related to additional hydraulic analysis and environmental evaluation if required by the
permitting agencies.
2. Revisions to previously-completed and approved phases of the Basic Services.
3. The services of additional consultants.
4. Meetings with you or presentations to other parties not specified in the Basic Services.
5. Detailed quantity estimates and/or construction cost opinions usirg data or formats other than our own.
6. Detailed written summaries of our work or our recommendations.
7. Services rendered after the time limitations set forth in this contract.
8. Services required due to the discovery of concealed conditions,actions of others,or other circumstances
beyond our control.
9. Services required to restart the project if you suspend our work at your convenience for more than 90 days
during the performance of our services.
10. Preparation of segregated or multiple contract bid sets or more than one owner/contractor agreement.
11. Services rendered after Final Acceptance of the Contractor's work or services rendered more than 60 days
after Substantial Completion of the Contractor's work.
Authorization
If circumstances arise during our performance of the services outlined which we believe require additional services,
we will promptly notify you about the nature,extent and probable additional cost of the additional services,and
perform only such additional services following your written authorization.
City of Elgin Page 5 of 5 Revised: January 11,2007
Riverside Drive Promenade
Hitchcock
Design Group
creating Better Places
Preliminary Schedule Attachment B
Estimated Time Frame
Phase I-Planning
A. Opportunity Analysis
a. Kick-off meeting February 2007
b. Develop public involvement strategy February 2007
c. Identify jurisdictional and regulatory requirements February 2007
d. Prepare preliminary construction budget guideline February 2007
e. Observe,photograph site February 2007
f. Inventory existing conditions data February 2007
g. Inventory existing electrical systems February 2007
h. Prepare boundary survey February 2007
i. Conduct topographic survey February 2007(weather permitting)
j. Prepare base maps February 2007
k. Perform soil borings February 2007(weather permitting)
I. Evaluate existing hydraulic model February—March 2007
m. Prepare environmental phase I report February—March 2007
n. Prepare natural systems report February—March 2007
o. Design Team review meeting March 2007
p. Task Force programming workshop March 2007
q. Prepare Opportunity Analysis summary memorandum April 2007
r. Design Team review meeting April 2007
B. Schematic Design(Preliminary Engineering)
a. Prepare schematic design options April 2007
b. Prepare preliminary systems cost opinions April 2007
c. Design Team review meeting April 2007
d. Refine schematic design options April 2007
e. Task Force review meeting,identification of preferred design April 2007
f. Refine preferred schematic design May-June 2007
g. Summarize technical project requirements May-June 2007
h. Prepare detailed schematic cost opinion June 2007
i. Prepare preliminary implementation strategy June 2007
j. Design Team review meeting June 2007
k. Refine schematic design recommendations June 2007
1. Task Force review meeting and Public Open House June 2007
m. Review with jurisdictional agencies June 2007
n. Finalize schematic design recommendations June-July 2007
o. Prepare summary report June-July 2007
p. Design Team and Task Force review meeting July 2007
q. Submit final summary report July 2007
r. City Council presentation July 2007
Under normal circumstances,the Hitchcock Design Group team prefers to advance the proposed scope of services in a continuous and timely
manner in general conformance with this preliminary schedule. However,because of many factors that we cannot control,such as illness,third
party actions and political considerations,it is impossible for us to guarantee completion of these services by a specific date. We will update
this schedule,from time to time,as the project advances in order to reflect the most recent information.
City of Elgin Page 1 of 1 Revised: January 11,2007
Riverside Drive Promenade
Hitchcock
Design Group
Creating Better Places*
Fee Proposal Summary Attachment C
HDG Consultants Expenses Markup Subtotal
Phase I-Planning
A. Opportunity Analysis $ 13,915 $ 57,000 $ 4,000 $ 9,150 $ 84,065
B. Schematic Design(Preliminary Engineering) $ 32,030 $ 54,500 $ 4,500 $ 8,850 $ 99,880
PHASE I PROFESSIONAL FEE TOTAL: $ 45,945 $ 111,500 $ 8,500 $ 18,000 $ 183,945
City of Elgin Page 1 of 1 Revised: January 11,2007
Riverside Drive Promenade
lI
Hitchcock
Design Group
_
(7ealh ig I truer 1'l I(('s'
Professional Fees ttachment C
Hitchcock Design Group Fees
LDR MGT DES DOC UP sub-total
$160 $115 $100 $70 $60
Phase I-Planning
A Opportunity Analysis
1 Kick off meeting 4 4 4 12
2 Public involvement strategy 1 1
3 Identify jurisdictional requirements 8 8
4 Preliminary construction budget guideline 2 2 4
5 Observe,photograph site 4 4 8
6 Inventory data 4 16 20
7 Boundary survey 0
8 Topographic survey 0
9 Base maps 2 16 18
10 Soil borings 0
II Existing hydraulic analysis 0
12 Environmental Phase 1 report 0
13 Natural systems report 0
14 Design Team review meeting 4 4 4 12
15 Task Force programming workshop 4 4 4 12
16 Summary memorandum 2 4 16 4 26
17 Design Team review meeting 4 4 4 12
Sub-total hours 18 41 38 36 0 133
Sub-total fee $2,880 $ 4,715 $ 3,800 $ 2,520 $ - $ 13,915
B.Schematic Design(Preliminary Engineering) _
1 Schematic design options 4 4 36 8 52
2 Preliminary cost opinions 2 16 18
3 Design Team review meeting 4 4 4 12
4 Refine schematic options 2 4 24 8 38
5 Task Force review meeting 4 4 4 12
6 Refine preferred schematic design _ 2 4 16 4 26
7 Summarize technical requirements 2 2
8 Detailed cost opinion 4 8 4 16
9 Preliminary implementation strategy 2 2
10 Design Team review meeting 4 4 4 12
11 Refine recommendations 2 2 8 4 16
12 Task Force review,public open house 6 6 6 18
13 Review with jurisdictional agencies 4 4 8
14 Finalize recommendations 1 2 8 4 15
15 Prepare summary report I 8 24 4 37
16 Design Team and Task Force review 4 4 4 12
17 Submit final summary report 2 2 4
18 City Council presentation 2 2
Sub-total hours 36 62 162 42 0 302
Sub-total fee $5,760 $ 7,130 $16,200 $ 2,940 $ - $ 32,030
Hitchcock Design Group: Phase I-Planning To`al: $ 45,945
Riverside Drive Promenade Page I of 3 Revised January I I,2007
i
t iiichcock
Design Group
(:n•atinK I ii•tlrr Places'
Professional Fees Attachment C
Consultant Fees
Terraconj Hey V3 Walker T.J.E. •- 'helion Hugh Primera sub-total markup
Phase I-Planning
A Opportunity Analysis
I Kick off meeting
2 Public involvement strategy
3 Identify jurisdictional requirements
4 Prelim construction budget guideline
5 Observe,photograph site
6 Inventory data
7 Boundary survey
8 Topographic survey
9 Base maps
10 Soil borings $ 5,000_
I I Existing hydraulic analysis
12 Environmental Phase 1 report $ 3,500
13 Natural systems report
14 Design Team review meeting
15 Task Force programming workshop _
16 Summary memorandum
17 Design Team review meeting
Sub-total
Sub-total fee $ 8,500 $10,000 $30,000 $ 5,000 $ - $ 1,000 $ - $ 2,500 $ 57,000 $ 8,550
B Schematic Design(Preliminary Engineering)
I Schematic design options
2 Preliminary cost opinions
3 Design Team review meeting
4 Refine schematic options
5 Task Force review meeting _
6 Refine preferred schematic design
7 Summarize technical requirements
8 Detailed cost opinion
9 Preliminary implementation strategy
10 Design Team review meeting
11 Refine recommendations
12 Task Force review,public open house
13 Review with jurisdictional agencies
14 Finalize recommendations
15 Prepare summary report
16 Design Team and Task Force review
17 Submit final summary report
18 City Council presentation
19 Refinements _
Sub-total
Sub-total fee $ - $10,000 $ 10,000 $ 20,000 $ 500 $ 5,000 $ 500 $ 8,500 $ 54,500 $ 8,175
Terracon Hey V3 Walker T.J.E. Perihelion Hugh Primera
Consultant Subtotals: $ 8,500 $20,000 $40,000 $ 25,000 $ 500 $ 6,000 $ 500 $11,000
markup
Consultants Total: L$111,500 $ 16,725 I
Consultants: Phase I Planning Total: $ 128,225
Riverside Drive Promenade Page 2 of 3 Revised January 11,2007
Hitchcock
Design Group
Crr<uirig it•r(1 e•ti"
Professional Fees Attachment C
Expenses
service travel sub-thtal markup
bureau
Phase l-Planning
A Opportunity Analysis
I Kick off meeting
2 Public involvement strategy
3 Identify jurisdictional requirements
4 Preliminary construction budget guideline
5 Observe,photograph site
6 Inventory data
7 Boundary survey
8 Topographic survey
9 Base maps
10 Soil borings
11 Existing hydraulic analysis
12 Environmental Phase 1 report
13 Natural systems report
14 Design Team review meeting _
15 Task Force programming workshop
16 Summary memorandum
17 Design Team review meeting
Sub-total hours
Sub-total fee $ 2,500 $ 1,500 $ 4,)00 $ 600
B Schematic Design(Preliminary Engineering)
1 Schematic design options
2 Preliminary cost opinions
3 Design Team review meeting
4 Refine schematic options
5 Task Force review meeting
6 Refine preferred schematic design
7 Summarize technical requirements
8 Detailed cost opinion
9 Preliminary implementation strategy
10 Design Team review meeting
11 Refine recommendations
12 Task Force review,public open house
13 Review with jurisdictional agencies
14 Finalize recommendations
15 Prepare summary report
16 Design Team and Task Force review _
17 Submit final summary report _
18 City Council presentation _
19 Refinements
Sub-total hours _
Sub-total fee $3,500 $ 1,000 $ 4,5(0 $ 675
markup
Expenses Total: $ 8,500 I$ 1,275
Expenses: Phase I Planning Total: $ 9,775
Riverside Drive Promenade Page 3 of 3 Revised January 11,2007
Hitchcock
Design Group
Creating Better Places'
Standard Rates Attachment C
Effective April 24, 2006
For projects or phases that are invoiced on an hourly basis, we track and invoice time based on the activity
performed rather than the salary of the person performing the activity. 'fiat way,we are compensated for the value
of the service instead of the cost of the service. We track eight different activities based on the complexity and the
experience required to perform each activity. Our eight current activity rates are:
Project Leadership $160.00/hr.
Project Management $115.00/hr.
Construction Administration $110.00/hr.
Project Planning $110.00/hr.
Project Design $100.00/hr.
Construction Observation $90.00/hr.
Project Documentation $70.00/hr.
Project Support $60.00/hr.
Other Project Expenses In addition to our standard hourly rates,we invoice authorized sub-consultant fees,service
bureaus,travel and reproduction expenses,at oi.r cost plus a 15%mark up.
City of Elgin Page I of 1 Revised: January 11,2007
Riverside Drive Promenade
`�.�OF Ec,,
`' Agenda Item No. IA
4,3 City of Elgin
February 9, 2007
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, City Manager ,;;a;;} lit
John Loete, Public Works Director or;Govt
SUBJECT: Engineering Services Agreement with Hitchcock Design Group for the Riverside
Drive Plaza
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider the approval of an engineering se:vices agreement with Hitchcock
Design Group for the planning and preliminary design of the Riverside Drive Plaza.
RECOMMENDATION
It is recommended that the City Council approve the agreement with the Hitchcock Design
Group for planning and preliminary design services related to the development of the Riverside
Drive Plaza for the not to exceed cost of$183,945.
BACKGROUND
On October 25, 2006, the Hitchcock Design Group and e HOK Planning Group made
presentations to the City Council on design concepts for the conversion of the Riverside Parking
Deck into a pedestrian plaza and riverfront event venue. The presentations that night were the
culmination of a selection process that began in June with the issuance of a Request for Proposal
to which six firms responded. Based on the presentations, staff was directed to meet with the
Hitchcock Design Group to negotiate a scope of work for the design.
Attached for consideration are an agreement with the scope description and the details of the
related costs. In light of the comments from Council on the presentations from both firms, the
proposed scope starts with an "Opportunity Analysis" process that examines the design options
discussed. This effort will result in a memorandum that will summarize options and analyze
their feasibility based on the results of an in depth physical investigation of existing conditions.
The cost of that effort is $84,065 and it is scheduled to be completed by the end of March.
I
r Agreement with Hitchcock Design Group for Riverside Dri e Plaza
February 9, 2007
Page 2
The balance of the effort is the Preliminary Engineering ph:se that will refine schematic design
options, work through to the selection of one favored design and outline the technical
requirements for the final design. This effort will cost $99,:80 and be completed by the end of
June, 2007. The total cost of this phase of the work is $18:,945, which is $20,000 higher than
the cost contained in the original proposal. The added cost is for: 1) river modeling needed to
examine the option of providing river access from the str cture and 2) for architectural pre-
design on the gazebo structure. Neither of these work it=ms was in the originally proposed
scope.
COMMUNITY GROUPS/INTERESTED PERSONS CO I TACTED
Riverfront Project Advisory Committee
FINANCIAL IMPACT
The cost of the agreement with Hitchcock Design Group is the not-to-exceed amount of
$183,945. Funding for the agreement is located in the Riverboat Fund, account number
275-0000-791.93-80, "Public Ways/Street Improvements" under project number 039664,
"Riverside Drive Plaza(Eng)"with $500,000 budgeted and $4 99,865 available.
LEGAL IMPACT
1M41-1<one
ALTERNATIVES
1. The City Council may choose to approve the agreeme t with Hitchcock Design Group as
recommended.
2. The City Council may choose not to approve the at eement with Hitchcock Design
Group and provide direction on how to proceed.
Respectfully submitted for Council consideration.
(jml)
Attachment