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R-1273 - 06/11/2013 - ENGINEERING - Resolutions RESOLUTION 2013-ENG-DESIGN-AG-EX-R-1273 A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND HITCHCOCK DESIGN GROUP FOR DESIGN AND ENGINEERING SERVICES FOR A PEDESTRIAN ACCESS PROJECT WHEREAS, the Village desires to improve pedestrian and bicycle access to the Oakbrook Center (the "Project'); and WHEREAS, the Village desires to retain an engineer to provide prefinal design and engineering services, final design and engineering services, and bidding and negotiation assistance for the Project, as more fully described in the proposal attached hereto as Exhibit A("Services"); and WHEREAS, Hitchcock Design Group ("Hitchcock') has previously provided satisfactory engineering services to the Village in connection with engineering and infrastructure projects; and WHEREAS, pursuant to the Local Government Professional Services Selection Act ("Act'), 50 ILCS 510/0.01 et seq., and Section 1-7-6 of the Village Code, the Village is not required to follow the notice, evaluation, and selection procedures set forth in the Act for engineering services provided by engineers who have a satisfactory relationship with the Village; and WHEREAS, the Village and Hitchcock desire to enter into and execute an agreement for Hitchcock to provide the Services to the Village for an amount not to exceed $58,310, which agreement shall be in a final form acceptable to the Village Manager and the Village Attorney ("Agreement'); and WHEREAS, the President and Board of Trustees have determined that it is in the best interest of the Village to enter into the Agreement; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Approval of the Agreement. The President and Board of Trustees hereby approve the Agreement by and between the Village and Hitchcock for the Services, which Agreement shall be completed in a final form acceptable to the Village Manager and Village Attorney. Section 3: Authorization and Execution of the Agreement. The Village President and Village Clerk shall be, and hereby are, authorized to execute the Agreement on behalf of the Village. Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law. [SIGNATURE PAGE FOLLOWS] Resolution 2013-ENG-DESIGN-AG-EX-R-1273 Engineering Services for Pedestrian Access Project 2 of 3 r APPROVED THIS 11th day of June, 2013 Gopal G. Lalmalani Village President PASSED THIS 11th day of June, 2013 Ayes: Trustees Adler Baar, Moy Wolin Yusuf Nays: None Absent: Trustee Manzo ATTEST, Charlotte K. Pruss j �� � Village Clerk Resolution 2013-ENG-DESIGN-AG-EX-R-1273 Engineering Services for Pedestrian Access Project 3of3 EXHIBIT A 1 May 22,2013 better Mr.Michael Hullihan Director of Public Works Village of Oak Brook 1200 Oak Brook Road Oak Brook,Illinois 60523 RE: Pedestrian Circulation Improvements—Final Design and Engineering Services Dear Mike, Thank you for asking Hitchcock Design Group to submit this proposal to provide Final Design and Engineering services for the pedestrian circulation improvements around the Oakbrook Center Mall. We appreciate the opportunity to continue our relationship with you and your colleagues at the Village of Oak Brook. Project Understanding Over the past few months,we have completed Preliminary Design and Engineering services for each of the project areas as originally identified in the Pedestrian Circulation Planning Study. The Village would now like to move forward with Final Design and Engineering for the projects that have support from the Oakbrook Center Mall and effected private property owners. The attached Summary of Improvements outlines the proposed improvements by project area. Scope of Services During Final Design and Engineering,we will prepare Pre-Final Plans(Design Development)that illustrate the improvements that will be submitted for permitting,and advanced for construction. Then we will prepare Final Plans(Construction Documents),including drawings and specifications 221 W.1effmwAvenue that will be used to competitively bid and construct the improvements. Finally,we will assist you Nape ville,min*60540 with Bidding and Negotiation to select the most qualified Contractor. The work is described in 630.961.1787 greater detail in the attached Scope of Services. We can also provide important Construction Administration,Observation and Contract Close-out hitftoddeggrgoup.corn services that will help you administer your contract with the Contractor. We typically provide these services on an hourly basis invoiced as additional services at our standard hourly rates. Professional Fees We propose to complete the outlined services for the following fees: Phase II—Final Design and Engineering Pre-Final Design and Engineering: $20,830 Final Design and Engineering: $31,130 Bidding and Negotiation: $6,350 Total Hourly Not-to-Exceed Fee Amount: $58,310 In addition to the fees,we will also invoice customary reimbursable expenses such as printing, mileage and courier services at cost plus a 15%markup. Please note that services,meetings,and revisions to previously completed work,not specified in the Scope of Services,will be considered Additional Services. The Village and HDG acknowledge that the Village is continuing to negotiate with property owners and stakeholders regarding optional approaches,lighting and other enhancements,which may affect,decrease or increase the scope and costs of specific projects. Both parties agree that,by written direction,the Village may choose to modify the"Scope of Improvements by Project Area"to ff"" LandtWl r&ftC+ftlfrf P\Morketing106Mims DevelopmentWok Brook VillageoHPedestrion(iralation-final Design�oropdr20130521ookbrookpedimprovements.doa December 6,2012 Village of Oak Brook—Pedestrian Circulation Improvements Page 2 add,delete,or modify elements of the projects,and that the parties will negotiate and agree on the appropriate cost adjustments. Project Team I will be our Project Manager under the supervision of Rick Hitchcock. I will be directly responsible for routine project communications with you and rest of the project team. Engineering Resource Associates will provide civil and electrical engineering services. Other members of the Urban Studio will participate as needed in order to advance the work in a timely way. Schedule We can begin this assignment right-away with your authorization and under normal circumstances, can advance the work to meet or exceed your timeline. However,the schedule will be dependent on establishing a timeline based on Village,stakeholder and property owner reviews and negotiations. If this proposal is acceptable,we will forward our standard Professional Services Agreement for your review and authorization to proceed. Thanks,again,for the opportunity to participate on this important project. Sincerely, Hitchcock Design Group Tim King,RLA Principal End: Scope of Services Proposed Improvements—Key Map Summary of Improvements by Project Area Standard Billing Rates and Expenses cc: Rick Hitchcock,Dawn Jones,Hitchcock Design Group May 22,2013 Village of Oak Brook—Pedestrian Circulation Improvements Page 1 Scope of Services PHASE I-PRELIMINARY DESIGN AND ENGINEERING SERVICES Completed PHASE II-FINAL DESIGN AND ENGINEERING SERVICES A. Pre-final Design and Engineering(Design Development) Objective: Reach consensus with the Village,property owners,and jurisdictional authorities on the final design,probable cost and construction strategy for the proposed improvements. Process: Specifically,based on the approved Preliminary Design Plans and Summary of Improvements Memorandum for areas B,C,D,E,F,G,and H,the HDG team will: 1. Finalize the size,horizontal and vertical geometry,structure,materials and finish,as appropriate,for the proposed improvements,including: a. Sidewalks b. Specialty paving c. Crosswalks(intersection and mid-block) d. Median refuge islands e. Benches and furnishings f. Bollard lights g. Pedestrian traffic signals and countdown timers h. Mid-block crossing signage and signals i. Retaining walls j. Landscape 2. Identify the site engineering requirements including: a. Grading,drainage,storm sewer improvements and modifications b. Other required utility modifications c. Electrical requirements d. Traffic signal improvements and modifications e. Impacts to roadway,traffic,and travel lanes f. Soil borings for structural retaining walls 3. Prepare Outline Specifications,including the products,materials and finishes of each component or system. 4. Prepare a summary of quantities and updated Construction Cost Opinion. 5. (Mtg#1)Review the drawings,specifications,product data and material samples with Village representatives. 6. (Mtg#2)Review the drawings,specifications,product data and material samples with GGP (Oakbrook Center)representatives. 7. (Mtgs#3-7)Review the drawings,specifications,product data and material samples with each individual property owner representative. 8. Revise the drawings and supporting materials as may be required. 9. (Mtg#8)Review the drawings,specifications,product data and material samples with Village officials,Streetscape Committee members,property owners and other stakeholders at a joint Streetscape Committee meeting. HUCHCOCK DESIGN GROUP an91 May 22,2013 Village of Oak Brook—Pedestrian Circulation Improvements Page 2 Deliverables:Pre-Final Plans(one(1)set of 24x36 plans,11x17 copies,PDF file for your reproduction and distribution;Outline Specifications(8.5x11 copies,PDF file for your reproduction and distribution);Construction Cost Opinion(8.5x11 B&W copies,PDF file for your reproduction and distribution) Note: Coordination and permitting with IDOT for work within the 22nd Street right-of-way is excluded. If work within the 22nd Street right-of-way is included in the project,IDOT coordination and permitting will be considered additional services. B. Final Design and Engineering(Construction Documents) Objective: Obtain the required permits and produce the final drawings,specifications,quantity schedules,project manual and other bid documents that will be used to competitively bid and construct the improvements. Process: Specifically,following your approval of the Design Development documents,the HDG team will: 1. Finalize the plans that will be used to bid and construct the improvements in one bid set including: a. Project identification and general information b. Notes,index and standards c. Summary of estimated quantities d. Alignment,ties and bench marks e. Maintenance of traffic f. Erosion and sedimentation control g. New and relocated underground utilities h. Grading and drainage i. Sidewalks j. Specialty paving k. Crosswalks(intersection and mid-block) I. Median refuge islands m. Benches and furnishings n. Bollard lighting and power distribution o. Pedestrian traffic signals and countdown timers p. Mid-block crossing signage and signals q. Retaining walls r. Landscape s. Construction details as required 2. Finalize the written documentation that will be used to bid and construct the improvements in one set including: a. Specifications and project manual b. Other required bid documents 3. Finalize the summary of quantities and Construction Cost Opinion. 4. Finalize a construction strategy including: a. Anticipated construction schedule b. Access,staging and other logistics c. Public relations d. Owner and consultant roles 5. (Mtg#9)Review the documents with Village representatives and other team members. 6. Make minor revisions as may be required. 7. Submit our recommendations for Village Board authorization to permit and bid the project. HITCHCOCK DESIGN GROUP cn tingW erpkxA May 22,2013 / Village of Oak Brook—Pedestrian Circulation Improvements Page 3 Deliverables: Final Design Plans(one(1)set 24x36 plans,11 x17 copies,8.5x11 copies,PDF file for your reproduction and distribution);Specifications(8.5x11 copies,PDF file for your reproduction and distribution);Final Construction Cost Opinion(8.5x11 B&W copies,PDF file for your reproduction and distribution) C. Bidding and Negotiation Objective: Help select a qualified contractor to construct the improvements. Process: Following your approval of the Contract Documents,the HDG team will: 1. Provide a digital and 1 set of contract documents for your reproduction for bidding. 2. Conduct a pre-bid meeting for interested bidders. 3. Answer questions and issue written addenda,when appropriate,to all bidders regarding changes to or clarifications of the Contract Documents. 4. Review the bids,tabulate the results and issue a recommendation to you regarding the contract award. 5. Submit our recommendations for Village Board approval of the contract award. Deliverables: Final Bid Documents(one(1)set 24x36 plans,11 x17 copies,PDF file for your reproduction and distribution) GENERAL PROJECT ADMINISTRATION In addition to the services outlined above,HDG will administer the performance of its 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 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 OPTIONAL,ADDITIONAL SERVICES Services,meetings,or revisions to previously completed work not specified in this scope of services will be considered Additional Services. If circumstances arise during HDG's performance of the outlined services that require additional services,HDG will promptly notify Client about the nature, extent and probable additional cost of the Additional Services,and perform only such Additional Services following Client's written authorization. H17CHCOCK GROUP DESIGN w Y O d m �A Y >O y x g C E � ad 3pp °c pp 5ii y E 3 2 a 3 A 'Z z A �. _ ✓. Q. E OD y D ci ii t;J = rn L A •� N d 't y d d `1 cam• p� g �L r E W W W E W` q W A Y m m W°W .°n W rn r N V •W N �` 0 o ( " e �► 1 * u� � g t m av6tl s - � » r >► us ,.. �` �.„k Y � Yoh �. � ,� � �!► 0 N 7r P3'd� A 14 L h.aEv asp,.. l O do � r F p M HMOs AVMH91H Atl3PNUl •. f° `s , 'Miff arc h. r _.. Summary of Improvements Revised: May 22,2013 RE: Village of Oak Brook-Pedestrian Circulation Improvements Project: 03-0745-012-01-02 Area B. Oak Brook Club Connection to Existing Bike Path Village right-of-way,limited construction on Oak Brook Club property Public Rig-ht-of-way • Standard sidewalk • Low non-structural wall to retain grade along sidewalk • Specialty paving crosswalk • Refuge island in existing median • Pedestrian crossing warning device(Ped.Activated Flashing LED) • Relocate street sign and street light • Landscape restoration Private Property • Easement to construct improvements in public right-of-way due to limited space • Landscape restoration • Electrical service connection behind existing retaining wall 221 W.lefferwn Avenue Napm&,nl'mas60540 Area C. Double Tree Connection to Mall 630.961,1787 Village right-of-way,improvements on Double Tree and Mall property htdx0ckd4sIq,jgMWaM Public Right-of-way • Standard sidewalk(alternate to upgrade to specialty paving) • Specialty paving sidewalk at intersection corners • Bench and trash receptacle at intersection corners • Specialty paving crosswalks • Bollard lights,control panel and electrical service connection • New pedestrian signal heads and push buttons • Adjust utility handholes • Modify pavement markings and vehicle detectors • Landscape restoration Double Tree Private Property • Standard sidewalk(alternate to upgrade to specialty paving) • Stone non-structural retaining walls to match existing • Bollard lights,control panel and electrical connection from existing service • Landscape restoration Mall Private Property • Standard sidewalk(alternate to upgrade to specialty paving) • Painted crosswalks on entry drive(alternate to upgrade to specialty paving) • Bollard lights,control panel and electrical connection from existing service Plmmin4 Lan&WAnh&ffW 1.ularkeraro,76Business DevelopmenWakftok,VillageoMedestrian(irruladon-FinalDesignVRAlmemo10130511impmvements summary-jfm.dm Page 2 • Landscape restoration Area D. East Mall Parking Lot Mall property only Mall Private Property • Standard sidewalk connection between parking deck and parking lot • Painted crosswalks(alternate to upgrade to specialty paving) • Landscape restoration Area E. Commerce Drive and Spring Road Connection to Mall Village right-of-way,Mall property,limited construction on Commerce Plaza property Public Right-of-way • Standard sidewalk(alternate to upgrade to specialty paving) • Specialty paving sidewalk at intersection corners • Bench and trash receptacle at intersection corners • Specialty paving crosswalks • Bollard lights,control panel and electrical service connection • New pedestrian signal heads and push buttons • Adjust utility handholes • Modify pavement markings and vehicle detectors • New landscaped median at mid-block crossing • Pedestrian crossing warning device Wed.Activated Flashing LED) • Landscape restoration Mall Private Property • Standard sidewalk along entry drive and across ring road to repair ADA issues and connect to existing sidewalk(alternate to upgrade to specialty paving) • Non-structural retaining wall along parking lot • Specialty paving at Ring Road intersection • Painted crosswalks on entry drive(alternate to upgrade to specialty paving) • Bollard lights,control panel and electrical connection from existing service • Landscape restoration Commerce Plaza Private Property • Easement to construct improvements in public right-of-way due to limited space • Landscape restoration Area F. Resident Inn Connection to Existing Bike Path Utility easement,Resident Inn property Utility Easement • Asphalt bike path • Structural Retaining walls • Light bollards,control panel and electrical service connection • Landscape restoration I Page 3 Resident Inn Private Property • Standard sidewalk • Painted crosswalks(alternate to upgrade to specialty paving) • Landscape restoration • Bollard lights,control panel and electrical connection from existing service Area G. Marriott,Executive Plaza,Regency Towers Connection to Mall Marriott,Executive Plaza,Regency Towers private property Marriott Private Property • Standard sidewalk(alternate to upgrade to specialty paving) • Painted crosswalks(alternate to upgrade to specialty paving) • Non-structural retaining walls to make room for sidewalk • Relocate existing bollard lights to make room for sidewalk • Bollard lights,control panel and electrical connection from existing service • Landscape restoration Executive Plaza Property • Standard sidewalk(alternate to upgrade to specialty paving) • Painted crosswalks(alternate to upgrade to specialty paving) • Retaining walls to make room for sidewalk • Relocate existing bollard lights to make room for sidewalk • Bollard lights,control panel and electrical connection from existing service • Landscape restoration Regency Towers Property • Specialty paving crosswalk across Oakbrook Center Drive • Refuge island in existing median • Landscape restoration Area H. South Mall Parking Lot,Connection Across 22nd Street Mall private property,22nd Street IDOT right-of-way Mall Private Property • Bollard lights,control panel and electrical connection from existing service • Landscape restoration 22"d Street IDOT Right-of-way • Improve sidewalk curb ramps • Improve crosswalks(painted or specialty paving,to be determined) • Evaluate pedestrian signal timing and addition of pedestrian countdown signals and enhanced crossing signals at 22nd/Mall Drive • Landscape restoration i E Standard Billing Rates and Expenses Effective April 1,2012 For projects or phases that are invoiced on an hourly basis,we invoice time based on the activity performed rather than the salary of the person performing the activity. That 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. Those activities and their corresponding hourly billing rates are: Billing Rates Leadership $210 Management $140 Planning $130 Design $120 Documentation $85 Administrative Support $75 Construction Administration $130 Construction Observation $110 Expenses In addition to our standard hourly rates,we invoice authorized sub-consultant fees,travel and reproduction expenses,at 115%of our cost. We will invoice mileage in personal or company-owned cars at 115%of the current IRS reimbursement rate. i I f I HITCHCOCK H GROUP III, r EXHIBIT A ENGINEERING RESOURCE ASSOCIATES, INC. Client Hourly Rate Schedule CHARGES FOR PROFESSIONAL SERVICES JANUARY 1, 2012 THROUGH DECEMBER 31, 2013 Staff Category Hourly Rate Professional Engineer VI $175.00 Professional Engineer V $165.00 Professional Engineer IV $154.00 Professional Engineer III $125.00 Professional Engineer II $115.00 Professional Engineer 1 $90.00 Structural Engineer VI $175.00 Structural Engineer III $110.00 Staff Engineer III $85.00 Staff Engineer II $78.00 Staff Engineer 1 $70.00 Engineering Intern II $40.00 Engineering Intern 1 $32.00 Engineering Technician V $95.00 Engineering Technician IV $80.00 Engineering Technician III $65.00 Engineering Technician II $42.00 Engineering Technician 1 $23.00 Environmental Specialist III $110.00 Environmental Specialist II $82.00 Environmental Specialist 1 $70.00 Professional Surveyor II $130.00 Professional Surveyor 1 $110.00 Surveyor V $80.00 Surveyor IV $75.00 Surveyor III $60.00 Surveyor II $50.00 Surveyor 1 $35.00 Administrative Director $125.00 Administrative Staff IV $73.00 Administrative Staff III $65.00 Administrative Staff II $55.00 Administrative Staff 1 $50.00 DIRECT COSTS Direct Costs will be billed at their actual rate with (10%) percent mark up.