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R-1343 - 03/25/2014 - PEDESTRIAN ACCESS - Resolutions RESOLUTION 2014-PED-ACCESS-DESIGN-AG-R-1343 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 Project C OF THE PEDESTRIAN ACCESS PROJECT WHEREAS, the Village desires to improve pedestrian and bicycle access to the Oakbrook Center ("Pedestrian Access Project"); and WHEREAS, the Pedestrian Access Project includes providing improved pedestrian and bicycle access in the area of Commerce Plaza and the shopping center along Harger Road ("Project C"); and WHEREAS, the Village desires to retain an engineer to provide pre-final design and engineering services, final design and engineering services, and bidding and negotiation assistance for Project C, 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 $20,490, 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 2014-PED-ACCESS-DESIGN-AG-R-1343 Engineering Services for Pedestrian Access Project 2 of 3 APPROVED THIS 25th day of March, 2014 Gopal G. Lalmalani Village President PASSED THIS 25th day of March, 2014 Ayes: Trustees Adler, Baar, Manzo, Wolin, Yusuf Nays: None Absent: Trustee Moy ATTEST: Charlotte K. Pruss Village Clerk 'f� Resolution 2014-PED-ACCESS-DESIGN-AG-R-1343 Engineering Services for Pedestrian Access Project 3 of 3 EXHIBIT A DESIGN February 14,2014 better Mr.Michael Hullihan Director of Public Works Village of Oak Brook 1200 Oak Brook Road Oak Brook,Illinois 60523 RE: Pedestrian Circulation Improvements Area C-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 year,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 Project C,which is the area at the intersection of Spring Road,Harger Road,and the Oakbrook Center Mall entrance. The attached Plan and Summary of Improvements outlines the proposed improvements for the 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 advanced for construction. Then we will prepare Final Plans (Construction Documents),including drawings and specifications that will be used to competitively 221 W kffemAvmw bid and construct the improvements. Finally,we will assist you with Bidding and Negotiation to NIe, 60540 select the most qualified Contractor. The work is described in greater detail in the attached Scope of 630.961.1787 Services. We can also provide important Construction Administration,Observation and Contract Close-out hitdxodcdes1r#oupcom 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: $4,390 Final Design and Engineering: $13,050 Bidding and Negotiation: $2,250 Reimbursable Expenses: $800 Total Not-to-Exceed Fee Amount: $20,490 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"to add,delete,or PfunniV iand5WAKhNeCtcfre J.Warke0ng106 Business DevelopmenAflakBrook,Village oAPedestrian Circulation Area(-Final Design�propltr10140114 oak brook pedarea Cdocr February 14,2014 Village of Oak Brook-Pedestrian Circulation Improvements Page 2 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 Plan-Area C Summary of Improvements by Project Area Standard Billing Rates and Expenses cc: Rick Hitchcock,Dawn Jones,Hitchcock Design Group February 14,2014 Village of Oak Brook-Pedestrian Circulation Improvements Area C 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 area C,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. Decorative Crosswalks c. Benches and furnishings d. Bollard lights e. Pedestrian traffic signals and countdown timers f. 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 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. Revise the drawings and supporting materials as may be required. 8. (Mtg#3)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. Deliverables:Pre-Final Plans(one(1)set of 24x36 plans,11 x17 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) H17CHCOCK DESIGN GROUP creohngbetterplaaes February 14,2014 Village of Oak Brook-Pedestrian Circulation Improvements Area C / Page 2 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 L Sidewalks j. Decorative Crosswalks k. Benches and furnishings I. Bollard lighting and power distribution m. Pedestrian traffic signals,countdown timers,vehicle detection loops n. Landscape o. 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#4)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. Deliverables: Final Design Plans(one(1)set 24x36 plans,11x17 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. HITCHCOCK GROUP cnecitingbetterp{aoes February 14,2014 j' Village of Oak Brook-Pedestrian Circulation Improvements Area C Page 3 2. Answer questions and issue written addenda,when appropriate,to all bidders regarding changes to or clarifications of the Contract Documents. 3. Review the bids,tabulate the results and issue a recommendation to you regarding the contract award. 4. 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. DESIGN GROUP ngt 4 Y 0 LM o 4A C x Eh EW 0 o 0 Ale N M €t�� I.M i I e n W o } Q.• m YF, V C N C tn 0 a �� ... Summary of Improvements Revised: October 28,2013 RE: Village of Oak Brook-Pedestrian Circulation Improvements Project: 03-0745-012-01-02 Area A. 16`h Street Connection to Mall Ring Road Village right-of-way,improvements on Mall and Sears property Public Right-of-way • Specialty paving crosswalks • Specialty paving sidewalk at intersection corners • Bench,trash receptacle at one intersection corner • New pedestrian signal heads and push buttons • Modify pavement markings and vehicle detectors • Landscape restoration Private Property • Standard sidewalks along Mall entrance drive • Painted crosswalks on Mall ring road • Bollard lights along Mall entrance drive • Landscape restoration 221 W.kffersm avem,e N*Mi1e,I1mois6VA Area B. Oak Brook Club Connection to Existing Bike Path 630961.1787 Village right-of-way,limited construction on Oak Brook Club property hitch(0ddes1g",WM Public Right-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 Area C. Harger Road Connection to Mall Village right-of-way,improvements on Mall property Public Right-of-way • Standard sidewalk • Specialty paving sidewalk at intersection corners • Bench and trash receptacle at intersection comers Land%W idgeatre I:(Marketing\06 Business Development10ak Brook,Village oMedestrian CirculationAreaC-RnalDesign Vnemo 20131028 improvements summary.dm Page 2 • 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 Mail Private Properly • Standard sidewalk • Painted crosswalks on entry drive • Bollard lights,control panel and electrical connection from existing service • 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 • 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 push buttons • Adjust utility handholes • Modify pavement markings and vehicle detectors • New landscaped median at mid-block crossing • Pedestrian crossing warning device(Ped.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 • Non-structural retaining wall along parking lot • Specialty paving at Ring Road intersection • Painted crosswalks on entry drive • 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 Page 3 • Structural Retaining walls • Light bollards,control panel and electrical service connection • Landscape restoration 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 • Painted crosswalks • 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 • Painted crosswalks • 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 1 Standard Billing Rates and Expenses Effective January 27,2014 Billing Rates Senior Principal $230 Principal II $180 Principal 1 $165 Senior Associate 11 $150 Senior Associate 1 $125 Associate II $110 Associate 1 $95 Junior Associate 11 $85 Junior Associate 1 $75 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. HITCHCOCK DESIGN GROUP aaAingbetleromes