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07-95
1, / Resolution No. 07-95 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH URS CORPORATION FOR THE WILLARD/iLLINOIS/VAN NOSTRAND/ERIE SPECIAL ASSESSMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with URS Corporation., for the Willard/Illinois/VanNostrand/Erie Special Assessment Project, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: April 11, 2007 Adopted: April 11, 2007 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 , 2007,by and between the CITY OF ELGIN, Illinois, a municipal corporation(hereina r re erred to as "CITY") and_URS Corporation, a Nevada Corporation limited liability company(hereinafter referred to as "ENGINEER"). WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in connection with_Willard Avenue, Illinois Street/Van Nostrand Place And Erie Street Special Assessment District 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 following is an outline of the services to be provided by the Engineer. 1. Assist the City of Elgin with the procedures necessary for a Special Assessment Project including preparing for and attending Public Hearings, Court Hearings and assisting the City appointed Commissioner in spreading the roll. 2. Conduct a topographic field survey of Erie Street, Illinois Street, and Van Nostrand Place. 3. Conduct geotechnical investigation on Erie Street, Illinois Street, and Van Nostrand Place. 4. Perform preliminary design studies including establishing horizontal and vertical alignment. - 2 - 5. Perform photometric calculations and establish proposed lighting on Willard Avenue. 6. Perform hydraulic calculations for Erie Street, Illinois Street, and Van Nostrand Place and prepare drainage design. 7. Investigate access during construction on Willard Avenue. 8. Attend coordination meetings. 9. Prepare right-of-way documents for four parcels on Erie Street. 10. Prepare roadway plans, specifications, construction cost estimates. 11. Obtain permits for the construction of the project. C. A detailed Scope of Services is attached. II. PROGRESS REPORTS A. ENGINEER shall comply with the project milestone outline schedule below. B. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C. below. C. ENGINEER shall submit to DIRECTOR a written monthly status report recording ENGINEER'S 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_2.62_times the direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed $181,520 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are and amendments to the maximum payment provided for herein. - 3 - B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus . Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of $181,520 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. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (IIC above)will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination; provided, however, that such payment shall not exceed the total fee maximum or task amounts set forth under Paragraph IV above. VII. TERM This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed and, unless terminated for cause or pursuant to Article VI or IX, shall be deemed concluded on the date the CITY determines that all of the -4 - ENGINEER's work under this agreement is completed and accepted by CITY. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. VIII. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the 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 or expiration of this agreement. - 5 - 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 evidence of insurance protection. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. - 6 - XIII. CONSTRUCTION MEANS,METHODS,TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods,techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. XIV. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age,race, color, creed, national origin,marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to,but not be limited to, the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions,marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for 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. - 7 - 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 documentation becoming matters of public record. - 8 - 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. - 9 - 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: DAVID LANDEWEER, P.E. Project Manager URS Corporation 100 S. Wacker Drive, Suite 500 Chicago, IL 60606 - 10 - 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 $4.trioit.....42_ BY111 - — City Clerk Cit anage (SEAL) For the ENGINEER: Dated this 22 day of March , A.D., 2007 ATTEST: B / B c Y .A Y Project Manager Vice President (SEAL) Attachment A Willard Avenue,Illinois Street/Van Nostrand Place And Erie Street Special Assessment District Project Scope of Work The general scope of the Design work for the Willard Avenue, Illinois Street/Van Nostrand Place and Erie Street Special Assessment District Project will include: 1. SPECIAL ASSESSMENT PROCESS a) Determine taxpayers of record (from Cook and Kane Counties). b) Notify adjacent landowners of upcoming informal public meeting. c) Prepare exhibits for and attend informal public meeting to introduce project to adjacent landowners. d) Attend City Council meeting to discuss adopting first resolution for the project. e) Notify adjacent landowners of upcoming formal Public Hearing. f) Prepare exhibits for and attend formal Public Hearing. g) Attend City Council meeting to assist in the Council's vote on the Ordinance. h) Assist City appointed commissioner by identifying the name of the taxpayer of each property, determining the assessment to each property, and the amount of the construction cost paid by the City. i) Send notice of assessment to each landowner in the assessment roll. j) Attend two Court Hearings for the order of confirmation (one each in Cook and Kane Counties). k) Prepare bid package to advertise the project to contractors. 1) Review bids and prepare bid summary table with recommendation of award to the lowest responsible bidder. m) Publish legal notice of award of contract. n) Prepare for and attend third public meeting to inform landowners of the upcoming project. 2. EARLY COORDINATION AND DATA COLLECTION a) Attend Kick-off meeting with the City. b) Obtain existing roadway plans including utilities information. c) Obtain and review previously prepared plans for Willard Avenue. d) Obtain aerial maps, Right-of-Way Plats. e) Produce photo log of project. 0 Begin coordination with all utilities for potential relocations and adjustments. 3. FIELD SURVEY The Field survey will be scheduled and coordinated as early as possible within the project schedule to minimize any delays. Field survey will be reviewed, and converted into AutoCadd and GeoPak format for use in the development of the project. A full topographic survey will be performed for Erie Street, Illinois Street, and Van Nostrand Place. Supplemental survey will February 2007 Attachment A Willard Avenue,Illinois Street/Van Nostrand Place And Erie Street Special Assessment District Project Scope of Work be performed as needed for Willard Avenue where conditions have changed since the original survey. 4. GEOTECHNICAL INVESTIGATIONS a) Perform a field reconnaissance, utility clearance and borings inspection. b) Perform drilling of soil borings at approximately 300' intervals. c) Perform laboratory testing d) Prepare engineering evaluation and letter report. 5. PRELIMINARY DESIGN STUDIES a) Prepare base sheets for Erie Street, Illinois Street, Van Nostrand Place and Willard Avenue at 1".20' scale (11 plan-profile sheets). b) Prepare cross section base sheets (23 sheets). c) Design horizontal and vertical geometry for Erie Street, Illinois Street and Van Nostrand Place. Geometric studies to include sight distance analysis, turning radius analysis, and driveway cross slope analysis. d) Review proposed cover over existing water mains. e) Review and verify proposed horizontal and vertical alignment previously prepared for Willard Avenue. Modify the alignment as needed. f) Draft proposed improvement on plan sheets for use as exhibits in public meetings. g) Develop typical sections for improvement. h) Perform a.m. and p.m. peak hour counts at Willard and Villa. i) Determine proposed traffic volumes for design year and perform HCS Analysis of proposed traffic. 6. LIGHTING a) Analyze the previously prepared lighting plans for Willard Avenue. b) Perform photometric calculations and establish proposed fixture to be used in conjunction of city standard fixture. 7. HYDRAULIC DATA AND STUDIES a) Perform inlet spacing calculations for Erie Street, Illinois Street, and Van Nostrand Place. b) Design proposed storm sewer for Erie, Illinois and Van Nostrand. c) Review previously performed drainage calculations for Willard Avenue. d) Locate existing flood plain boundary on Willard Avenue. e) Verify flood plain mitigation calculations for Willard Avenue. 8. MAINTENANCE OF TRAFFIC a) Investigate maintenance of traffic during construction of Willard Avenue February 2007 URS Attachment A Willard Avenue,Illinois Street/Van Nostrand Place And Erie Street Special Assessment District Project Scope of Work 9. COORDINATION MEETINGS URS will maintain a high level of coordination with the City liaison throughout the duration of the project. In addition, the following meetings are anticipated: a) Attend four Coordination Meetings with the City. 10. RIGHT-OF-WAY DOCUMENTS Right-of-way documents will be developed in accordance with applicable local and state requirements. The right-of-way documents will include a Plat of Highways for the project for acquisition purposes. The right-of-way documents will be necessary to acquire additional permanent right-of-way for the project. Four right-of-way acquisitions are expected for the project. The work will include an appraisal, review appraisal and negotiator for the four parcels as well as recording the documents with the County. 11. PREFINAL ROADWAY PLANS Completed roadway plans for this improvement will include the following sections: • Cover Sheet • Index of Sheets, Listing of applicable Highway Standards, General Notes (1 sheet) • Summary of Quantities (2 sheets) • Alignment, Ties, and Benchmarks (1 sheet) • Typical Sections (2 sheets) • Schedule of Quantities (4 sheets) • Suggested Stages of Construction and Traffic Control (MOT) (1 sheet) • Plan and Profile Drawings (1"=20') (11 sheets) • Drainage and Utilities Plans (1"=20') (11 sheets) • Drainage Details (2 sheets) • Traffic Signal Plans and Details (Willard/Villa Intersection) (1"=20') (6 sheets) • Roadway Lighting Plans and Details (1"=50') (3 sheets) • IDOT District Details (4 sheets) • Cross Sections (23 sheets) The previously prepared plans for Willard will be reviewed and incorporated into the full set of contract plans. Roadway plans will be developed in accordance with the IDOT Plan development criteria as established in Chapter 63 of the IDOT, Bureau of Design and Environment Manual. 12. FIELD AND OFFICE PLAN REVIEWS URS will maintain quality standards for developing the documents for the proposed improvement by imposing a Quality Assurance / Quality Control February 2007 URS Attachment A Willard Avenue,Illinois Street/Van Nostrand Place And Erie Street Special Assessment District Project Scope of Work standard for the project. Included within this standard will be a review by an independent senior staff member to insure constructability of the project, and to detect any erroneous details with the design. 13. FINAL ROADWAY PLANS Final construction plans will include all plan sheets for the improvement and will be reviewed for correctness and accuracy. The final plan submittal will be in the format as required, and may include full-size Mylar, full-size prints, or quarter-size prints. 14. SPECIAL PROVISIONS TO THE SPECIFICATIONS Special provisions will be developed to supplement the lllinois Department of Transportation Standard Specifications for Road and Bridge Construction for items of work that may be specialized, or may require additional information to be provided to the contractor. 15. QUANTITIES AND CONSTRUCTION COST ESTIMATE Estimate of Construction Cost will be prepared at various stages of design and will incorporate all the design issues to come up with a realistic estimate of cost. The final construction cost estimate will be developed for the project which will utilize the final contract unit quantities for each item within the improvement combined with an average historical cost for the items of work. This construction cost estimate will be developed in accordance with Chapter 65 of the IDOT, Bureau of Design and Environment Manual. 16. ESTIMATE OF CONSTRUCTION TIME An estimate of construction time will be developed in order to determine any construction staging, and to determine the longevity of the proposed construction for the project. 17. UTILITY COORDINATION URS will coordinate with any utility company having facilities located within the vicinity of the project. All major utilities are anticipated to be located within the project area. Our team will continue coordination to locate any conflicts requiring attention as soon as possible, and we will work with the utility company to provide a relocation that will correspond to the proposed improvements along the roadway improvement. 18. PERMITS URS will obtain the necessary permits from the DuPage/Kane Soil and Water Conservation District and the NDPES Permit from the Illinois EPA and other permits that may be applicable depending on the final proposed improvement plan. February 2007 URS ATTACHMENT B ANTICIPATED SCHEDULE CITY OF ELGIN WILLARD AVENUE, ILLINOIS STREET/VAN NORSTRAND PLACE AND ERIE STREET SPECIAL ASSESSMENT DISTRICT 3/5/2007 2007 _2008 April May June July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June Phase II notice to Proceed Survey Informal Public Meeting Pre-Final Plans 11.1 . Public Hearing • Final Plans City Council Meeting 4 Plats&Legal/Appraisal/Negotiations Special Assessment Process/Court Proceedings ATTACHMENT C COST ESTIMATE OF CONSULTANT SERVICES DESIGN SERVICES Sheet 1 of 7 INCORPORATING PREVIOUS DESIGN OF WILLARD AVENUE WILLARD/ERIE/ILLINOIS SPECIAL ASSESSMENT FIRM URS DATE 3/5/2007 CITY OF ELGIN OVERHEAD RATE 126.23 COMPLEXITY FACTOR 0.000 OVERHEAD INHOUSE SERVICES %OF ITEM MANHOURS PAYROLL & DIRECT FIXED BY TOTAL GRAND FRINGE BENF COSTS FEE OTHERS TOTAL (A) (B) (C) (D) (E) (F) (G) (H) SPECIAL ASSESSMENT PROCESS 178 7,996 10,093 164 2,667 20,919 11.5243 EARLY COORDINATION 36 1,404 1,772 33 468 3,676 2.0252 FIELD SURVEY 234 6,712 8,472 426 2,238 17,848 9.8326 GEOTECHNICAL INV. 8 397 501 0 132 6,618 7,647 4.2129 DESIGN STUDIES 136 5,142 6,490 0 1,715 13,347 7.3527 LIGHTING STUDIES 12 557 703 0 186 1,447 0.7969 DRAINAGE STUDIES 28 1,007 1,271 0 336 2,614 1.4401 M.O.T. STUDIES 8 372 469 0 124 964 0.5313 COORDINATION MEETINGS 24 1,190 1,502 131 397 3,219 1.7734 R.O.W. DOCUMENTS 68 2,569 3,243 1,250 857 16,500 24,420 13.4529 PREFINAL PLANS 514 20,033 25,288 720 6,681 52,722 29.0447 QA/QC 16 843 1,064 33 281 2,221 1.2236 FINAL PLANS 80 3,374 4,259 720 1,125 9,478 5.2214 SPECIAL PROVISIONS 24 1,115 1,407 0 372 2,893 1.5939 QUANTITIES/COST 40 1,269 1,602 0 423 3,294 1.8149 EST.OF TIME 12 557 703 0 186 1,447 0.7969 UTILITY COORDINATION 16 696 879 0 232 1,807 0.9955 PERMITS 60 2,766 3,492 0 922 7,180 3.9556 ADMIN. 32 1,686 2,128 0 562 4,377 2.4112 TOTAL 1526 59,683 75,338 3,477 19,904 23,118 181,520 100.00 AVERAGE HOURLY PROJECT RATES WILLARD/ERIE/ILLINOIS SPECIAL ASSESSMENT FIRM: URS CITY OF ELGIN DATE: March 5, 2007 SHEET 2 OF 7 PAYROLL AVG SPECIAL ASSESSMENT PROCESS EARLY COORDINATION FIELD SURVEY GEOTECHNICAL INV. HOURLY % WGTD % WGTD % WGTD % WGTD CLASSIFICATION RATES HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE PRINCIPAL/VICE PRES. $70.00 0 0 0 0 SENIOR PROJECT MGR. $60.10 PROJECT MANAGER $52.69 74 41.6 $21.905 4 11.1 $5.854 6 2.6 $1.351 4 50.0 $26.345 PROJECT ENGINEER $46.44 64 36.0 $16.698 16 44.4 $20.640 4 50.0 $23.220 TECHNICAL SPECIALIST $50.33 SENIOR CIVIL ENGINEER $40.58 SENIOR CONST.ENG. $52.05 CONSTRUCTION ENG. $38.08 SEN.STRUCTURAL ENG. $50.81 SENIOR PROFESSIONAL $42.99 STAFF ENGINEER $28.11 40 22.5 $6.317 16 44.4 $12.493 0 STAFF OTHER PROFESS. $25.35 TECHNICIAN $28.05 228 97.4 $27.331 JR.TECHNICIAN $19.78 ADMINSTRATIVE/CLERICAL $25.18 TOTALS 178 100 $44.92 36 100 $38.99 234 100 $28.68 8 100 $49.57 AVERAGE HOURLY PROJECT RATES WILLARD/ERIE/ILLINOIS SPECIAL ASSE: FIRM: URS CITY OF ELGIN _ DATE: March 5, 2007 SHEET 3 OF 7 PAYROLL AVG DESIGN STUDIES LIGHTING STUDIES DRAINAGE STUDIES M.O.T.STUDIES HOURLY % WGTD % WGTD % WGTD % WGTD CLASSIFICATION RATES HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE PRINCIPAL/VICE PRES. $70.00 0 0 0 0 SENIOR PROJECT MGR. $60.10 PROJECT MANAGER $52.69 8 5.9 $3.099 PROJECT ENGINEER $46.44 34 25.0 $11.610 12 100.0 $46.440 12 42.9 $19.903 8 100.0 $46.440 TECHNICAL SPECIALIST $50.33 SENIOR CIVIL ENGINEER $40.58 40 29.4 $11.935 SENIOR CONST.ENG. $52.05 CONSTRUCTION ENG. $38.08 SEN.STRUCTURAL ENG. $50.81 SENIOR PROFESSIONAL $42.99 STAFF ENGINEER $28.11 54 39.7 $11.161 16 57.1 $16.063 STAFF OTHER PROFESS. $25.35 TECHNICIAN $28.05 JR.TECHNICIAN $19.78 ADMINSTRATIVE/CLERICAL $25.18 TOTALS 136 100 $37.81 12 100 $46.44 28 100 $35.97 8 100 $46.44 AVERAGE HOURLY PROJECT RATES WILLARD/ERIE/ILLINOIS SPECIAL ASSE: FIRM: URS CITY OF ELGIN DATE: March 5,2007 SHEET 4 OF 7 PAYROLL AVG COORDINATION MEETINGS R.O.W.DOCUMENTS PREFINAL PLANS QA/QC HOURLY % WGTD % WGTD % WGTD % WGTD CLASSIFICATION RATES HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE PRINCIPAL/VICE PRES. $70.00 0 0 0 0 SENIOR PROJECT MGR. $60.10 PROJECT MANAGER $52.69 12 50.0 $26.345 20 3.9 $2.050 16, 100.0 $52.690 PROJECT ENGINEER $46.44 12 50.0 $23.220 36 52.9 $24.586 160 31.1 $14.456 TECHNICAL SPECIALIST $50.33 SENIOR CIVIL ENGINEER $40.58 174 33.9 $13.737 SENIOR CONST.ENG. $52.05 CONSTRUCTION ENG. $38.08 SEN.STRUCTURAL ENG. $50.81 SENIOR PROFESSIONAL. $42.99 STAFF ENGINEER $28.11 STAFF OTHER PROFESS. $25.35 , TECHNICIAN $28.05 32 47.1 $13.200 160 31.1 $8.732 JR.TECHNICIAN $19.78 ADMINSTRATIVE/CLERICAL $25.18 TOTALS 24 100 $49.57 68 100 $37.79 514 100 $38.97 16 100 $52.69 AVERAGE HOURLY PROJECT RATES WILLARD/ERIE/ILLINOIS SPECIAL ASSE: FIRM: URS CITY OF ELGIN DATE: March 5,2007 SHEET 5 OF 7 PAYROLL AVG FINAL PLANS SPECIAL PROVISIONS QUANTITIESICOST EST.OF TIME HOURLY % WGTD % WGTD % WGTD % WGTD CLASSIFICATION RATES HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE PRINCIPAL/VICE PRES. $70.00 0 0 0 0 SENIOR PROJECT MGR. $60.10 PROJECT MANAGER $52.69 16 20.0 $10.538 PROJECT ENGINEER $46.44 40 50.0 $23.220 24 100.0 $46.440 8 20.0 $9.288 12 100.0 $46.440 TECHNICAL SPECIALIST $50.33 SENIOR CIVIL ENGINEER $40.58 SENIOR CONST.ENG. $52.05 CONSTRUCTION ENG. $38.08 SEN.STRUCTURAL ENG. $50.81 SENIOR PROFESSIONAL $42.99 STAFF ENGINEER $28.11 STAFF OTHER PROFESS. $25.35 TECHNICIAN $28.05 24 30.0 $8.415 32 80.0 $22.440 JR.TECHNICIAN $19.78 ADMINSTRATIVE/CLERICAL $25.18 TOTALS 80 100 $42.17 24 100 $46.44 40 100 $31.73 12 100 $46.44 AVERAGE HOURLY PROJECT RATES WILLARD/ERIE/ILLINOIS SPECIAL ASSE: FIRM: URS CITY OF ELGIN DATE: March 5,2007 SHEET 6 OF 7 PAYROLL AVG UTILITY COORDINATION PERMITS ADMIN. TOTAL PROJECT HOURLY % WGTD % WGTD % WGTD % WGTD CLASSIFICATION RATES HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE HOURS PART. RATE PRINCIPAL/VICE PRES. $70.00 0 0 0 0 SENIOR PROJECT MGR. $60.10 0 PROJECT MANAGER $52.69 8 13.3 $7.025 32 100.0 $52.690 200 13.1 $6.906 PROJECT ENGINEER $46.44 8 50.0 $23.220 40 66.7 $30.960 490 32.1 $14.912 TECHNICAL SPECIALIST $50.33 0 SENIOR CIVIL ENGINEER $40.58 8 50.0 $20.290 12 20.0 $8.116 234 15.3 $6.223 SENIOR CONST.ENG. $52.05 0 CONSTRUCTION ENG. $38.08 0 SEN.STRUCTURAL ENG. $50.81 0 SENIOR PROFESSIONAL $42.99 0 STAFF ENGINEER $28.11 126 8.3 $2.321 STAFF OTHER PROFESS. $25.35 0 TECHNICIAN $28.05 476 31.2 $8.750 JR.TECHNICIAN $19.78 0 ADMINSTRATIVE/CLERICAL $25.18 0 TOTALS 16 100 $43.51 60 100 $46.10 32 100 $52.69 1526 100 $39.11 WILLARD/ERIE/ILLINOIS SPECIAL ASSESSMENT SUMMARY OF DIRECT COSTS URS CITY OF ELGIN Sheet 7 of 7 DATE: 2/19/2007 0 0 WORK ITEM DESCRIPTION UNITS UNIT QTY #SETS COST COST /TRIPS SPECIAL ASSESSMENT PROCESS Meetings Miles 0.41 80 5 164.00 Sub-total 164.00 EARLY COORDINATION Travel to Site Miles 0.41 80 1 32.80 Sub-total 32.80 FIELD SURVEY Travel to Site Miles 0.41 80 13 426.40 Sub-total 426.40 GEOTECHNICAL INV. Sub-total 0.00 DESIGN STUDIES Sub-total 0.00 LIGHTING STUDIES Sub-total 0.00 DRAINAGE STUDIES Sub-total 0.00 M.O.T.STUDIES Sub-total 0.00 COORDINATION MEETINGS Meetings Miles 0.41 80 4 131.20 Sub-total 131.20 R.O.W.DOCUMENTS Title Committments L Sum 1250.00 1 1 1250.00 Sub-total 1250.00 PREFINAL PLANS Printing Each 1.00 72 10 720.00 Sub-total 720.00 QA/QC Travel to Site Miles 0.41 80 1 32.80 Sub-total 32.80 FINAL PLANS Printing Each 1.00 72 10 720.00 Sub-total 720.00 SPECIAL PROVISIONS Sub-total 0.00 QUANTITIES/COST Sub-total 0.00 EST.OF TIME Sub-total 0.00 UTILITY COORDINATION Sub-total 0.00 PERMITS Sub-total 0.00 ADMIN. Sub-total 0.00 TOTAL DIRECT COSTS 3477.20 0 `�I OF f�C City of Elgin Agenda Item No. Q__ 111irk March 16, 2007 - TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager ' U mm,cinlly Stable John Loete, Public Works Director Coy Government SUBJECT: Engineering Services Agreement with URS for the Willard/Illinois/Van Nostrand/Erie Special Assessment Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an engineering services agreement with URS Corporation for the Willard/Illinois/Van Nostrand/Erie Special Assessment Project. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute the agreement with URS in the not-to-exceed amount of$181,520. BACKGROUND The City has three sections of unimproved streets scheduled to be improved to the new street standard for an urban cross section with construction to be funded by special assessment. Those three sections are Willard Avenue from Villa Street to Chicago Street; Illinois Avenue from May Street to Bent Street, and Van Nostrand Place from Illinois Avenue to S. Liberty Street; and Erie Street from Edison Avenue to South Street. The subject agreement will provide for the preparation of plans, specifications and bid documents; preparation of detailed cost estimates suitable for the assessment process filings; preparation of plats for needed right-of-way and negotiations to finalize the acquisitions; participation in public meetings; attendance at court hearings; assistance in the spreading of the assessment roll; and assistance in the award of the bid. Although not included in the agreement at this time, it is anticipated that the engineer will provide construction engineering services. Requests for proposals for the subject project were solicited from six firms on January 31, 2007. The six firms were Bollinger, Lach and Assoc., Bums and McDonnell, Ciorba Group, Hampton, Lenzini and Renwick, Strand Associates and URS Corporation. A staff selection committee evaluated the six proposals with URS being selected the most qualified firm. Upon selection, ESA with URS for a Special Assessment Project March 16, 2007 Page 2 URS met with staff to finalize the project scope and negotiate a project fee. The final negotiated fee is $181,520. This fee does not include construction engineering services. It is anticipated that these services will be added via amendment at the time of project construction. A project location map is attached as Exhibit A. A copy of the results of the selection process is attached as Exhibit B. A copy of the Engineering Services Agreement is attached as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None (jittL...._ FINANCIAL IMPACT The agreement with URS will total $181,520. Funding is available in the 2007 Riverboat Fund, account number 275-0000-791.93-80, "Public Ways/Street Improvements", project number 399824, "Illinois/Van Nostrand/Erie Special Assessment" ($937,500 budgeted and available) and project number 339824, "Willard Ave. Reconstruction" ($3,030,000 budgeted and available). Project number 399824 will be charged $69,119 and project number 339824 will be charged$112,401. vmsviEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve the engineering services agreement with URS as recommended. 2. The City Council May choose not to approve the agreement with URS and direct staff to proceed differently. Respectfully submitted for Council consideration. do Attachments EXHIBIT A Project Location Map - .��l)- _��4- 41- nue erw. r 1 } . 1; ' 0. A,,„„,•-(..: �'� G* ''fit in :,!'z� KV R ' 4 /l1` IMN r''! CD) I % �`' r 7r4 f C Pri ! •Y a .! a �i�1 ,?r. -. cG�I�.-x �M +L ®; �t 1t`��a 'E 1J,t tY �J y .�: P -1_.�: — �. iol. 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I■,I�1 1 a I /6t _ h� � I jI lL;.Iai mfµ r i � I ' k>:'Eal � ��1 i lige f I S£ } •—=,�, '_ El epoEip, `� Oi, ; l- . . .. , !, I i + i ce; �s ��,” d et'�2 r� �■ � iii11��;;]]77""tt7�7�t�rrLLccb��..f�'.,,�� �• �� 1 r z \_ ylii1' �^ L 1 eNlila!+��l�l�,'� , ` � / AU �� • �,� �. �'' 1 £{ �� ""°" \ {".�H!(/` _ _'' olsinl�? r- 'rIZ91,3 15 -�..•.. �"` �l4U o,li' su'i g� err i f I ( .� _-.. _ _ �� ` ',C t� :.,..0.,..i„.._._...._ '.., -- -( i'�'�` 'I�i' i '4• ' 1 =f�liI £s.:_ lid * _"^'; ' � , I ly I. !/ �-; 4 ,*i '1 i l 4----4.14...... '!.iil- : . ti ss i I! '',I.. i' orW, v ; �'S•F.,Tii� ,�.,}`i� ■ ._- a'_--I�'f£•__-'."-r ,r:, �z .�� 4 �6.^ E�,ii iP m' r I4 mow , - i �,G, £Z,{✓`I,'.?C' y. ■ Ol l 1 IL.- d ;1 �r y 1— .-11.11111.11111g i I- a_1� I limit.- '�4 9 Q Nal ii ri .�. 1110111111111r/t, ![[,E�� u0.! �, �r�iiigI'�i.___.,7;,..::::‘,„ ,,,,, r- ® \ls y l�p:l� I• I _,i; I '--1-1.:t lir,' IF' ' ! - ":: % In :67: :, a}LJ le L til /al1=fI�I ...-!-_.MIMI ..4�f t = Via. ��: i ,! i 111 I—f �I I. i , . wwrH y Id Li. ISI " `1�{".- -_, ) �i I 1111 �. _ .*-1-1'" i. !.. . %,, •i*r4 � ,�, ' I^1 "W f I-u iiM4s I .,folir 4i,+ al .i I / ...� ' seals /" V W 0, .ik i, 0 n L •I' WAN �I' 1 1 i4V !W an .. IUepeHf. wed '• _ -.r . eV'0JN0JY 1 ii1=11s0a e eu 1 �ii'ar.�a f • \ sub/ r e 0 ,�'- .. l f B6W11°/ /.- :r...--r'L•.., --r-�...:,'.•I-Q.8 , iv 1 10 ' I JAJ UOiJLaor jaae o.�a EXHIBIT B Consultant Selection Results A VERA GE SCORE SHEET WILLARD/ILLINOIS/VAN NOSTRAND/ERIE SPECIAL ASSESSMENT Bollinger, Lach Bums & McDonnell CONSULTANTS Ciorba HLR Strand URS SELECTION TEAM Reviewer 1 - IIIIIIIIIEIIIIIIIII 6 MEM4 Reviewer 1111.11111 i i' ii; .,: ;: 1ttl!i�' t ,I"l'ti l Illi Utilit ::: MEM 6 t I; !'II, 4 Reviewer 3 Reviewer 4 .. ,!,��lu. ..a a ie!!,t iai:"`+srr;:;:i'•:'-.r r:::!.: IIIIIEIIIIIII 4 r11111.1011111,10. .. E 5 Reviewer 5 IIIIIIIRIIIIIII 3 6 4 TOTAL SCORE 10.00 16.00 30.00 24.00 19.00 AVERAGE SCORE 6.00 2.00 3.20 6.00 4.80 3.80 1.20 Notes: Assign Scores based on the following formula: (1 - First, 2 - Second, 3 - Third, 4 - Fourth, 5 - Fifth, 6 - Sixth) l 1 QUALIFICATIONS RATING SHEET WILLIARD/ILLINOIS/VAN NOSTRAND/ERIE SPECIAL ASSESSMENT CONSULTANTS Bollinger,Lach Bums&McDonnell Ciorba HLR Rev. Rev. Rev. Rev. EVALUATION FACTORS WEIGHT 1 Rev.2 Rev.3 Rev.4 Rev.5 1 Rev.2 Rev.3 Rev.4 Rev.5 1 Rev.2 Rev.3 Rev.4 Rev.5 1 Rev.2 Rev.3 Rev.4 Rev.5 Project Manager Qualifications 0-25 19 21 15 20 20 23 22 15 20 22 19 18 13 20 20 21 19 15 20 21 Project Team Qualifications 0-25 23 22 21 25 23 23 21 20 22 20 19 18 14 20 18 21 18 19 22 19 Firm Experience 0-15 11 12 10 15 12 10 12 8 12 13 10 9 6 12 12 10 10 9 12 12 Scope of Services Proposed 0-25 23 20 20 23 20 24 20 22 20 19 20 15 18 18 18 20 15 19 15 18 Familiarity with Conditions 0-10 8 8 7 8 8 8 7 7 6 8 6 4 3 5 7 9 7 3 8 9 TOTALS 0-100 84 83 73 91 83 88 82 72 80 82 74 64 54 75 75 81 69 65 77 79 COSULTANTS Strand URS Rev. Rev. EVALUATION FACTORS WEIGHT 1 Rev.2 Rev.3 Rev.4 Rev.5 1 Rev.2 Rev.3 Rev.4 Rev.5 Project Manager Qualifications 0-25 21 18 15 20 20 23 21 20 25 23 Project Team Qualifications 0-25 22 20 13 25 18 22 21 20 20 22 Firm Experience 0-15 10 13 11 15 12 12 13 12 15 14 Scope of Services Proposed 0-25 22 21 23 23 19 23 23 25 24 22 Familiarity with Conditions 0-10 8 6 9 5 7 9 9 5 6 8 TOTALS 0-100 83 78 71 88 76 89 87 82 90 89 EXHIBIT C Engineering Services Agreement