R-1343 - 03/25/2014 - PEDESTRIAN ACCESS - Resolutions Supporting Documents ITEM O.F.11)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
March 25, 2014
SUBJECT: Professional Services Agreement with the Hitchcock Design Group for the
Pedestrian Access Project
FROM: Mike Hullihan, P.E., Village Engineer
BUDGET SOURCE/BUDGET IMPACT: $300,000 is currently programmed in program 171-
76830 for this project.
RECOMMENDED MOTION: I move that the Village Board approve the attached
agreement with the Hitchcock Design Group for the Pedestrian Access Project C for an
amount not to exceed $20,490.
Background/History: The Streetscape Committee has been formulating a project to improve
pedestrian and bicycle access to the Oakbrook Center. The objective of this project is to
eliminate gaps in current safety pathways to facilitate safe and easy access to the Oakbrook
Center from surrounding hotels and commercial buildings. Several possible initiatives have been
identified to address approaches from the North, East, and South.
As a result of this effort the Village is now able to move to the detailed engineering and
construction of two projects during 2014. The remainder of the initiatives will follow in 2015.
The project has been presented to the Commercial Revitalization Committee, Hotel, Convention
and Visitors Committee, and Chamber of Commerce, as well as interested retail and commercial
building owners in the vicinity of the Oakbrook Center. The reaction has been positive and
several of the stakeholders have expressed a willingness to share in the cost of the improvements.
The attached professional services agreement includes pre-final and final design, and services in
support of the bidding process for the project at Spring Road and Harger Road (Project Q.
Project C links the areas in the Commerce Plaza with the Mall along Harger Road. Project
features include enhanced crosswalk marking, "count down" pedestrian crossing signals,
sidewalks, and lighted bollards.
Recommendation:
I recommend that the Village Board approve the attached agreement with the Hitchcock Design
Group for the Pedestrian Access Project for an amount not-to-exceed $20,490.
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:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-PED-ACCESS-DESIGN-AG-R-1343
Engineering Services for Pedestrian Access Project
3 of 3
EXHIBIT A
of
February 14,2014
Mr.Michael Hullihan
Director of Public Works
Village of Oak Brook
1200 Oak Brook Road
.r 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
221W kffetsank~ bid and construct the improvements. Finally,we will assist you with Bidding and Negotiation to
e,Iiiiinoisli" select the most qualified Contractor.The work is described in greater detail in the attached Scope of
630.%l.V 7 Services.
We can also provide important Construction Administration,Observation and Contract Close-out
AittNeudaMsigreiwptam 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
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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)
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February 14,2014
j 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
i. 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 2436 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.
Hf HICC�OCK
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February 14,2014
Village of Oak Brook-Pedestrian Circulation Improvements Area C
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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 2436 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.
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.�. 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
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N*ffl le,M"*6M Area B. Oak Brook Club Connection to Existing Bike Path
630.9611787 Village right-of-way,limited construction on Oak Brook Club property
hitdK0dA0sippW.CW 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. Barger Road Connection to Mall
Village right of-way,improvements on Mall property
Public Bight-cif-way
• Standard sidewalk
• Specialty paving sidewalk at intersection corners
• Bench and trash receptacle at intersection corners
PAN"
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• 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
Mall Private Pro2ertv
• Standard sidewalk
• Painted crosswalks on entry drive
• Ballard 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
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 II $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.
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