R-1367 - 05/13/2014 - ENGINEERING - Resolutions Supporting Documents � �F �AK
QG ,."�n,4-,;" 6,9
AGENDA ITEM
Regular Board of Trustees Meeting
of
May 13, 2014
SUBJECT: Professional Services Agreement with Civiltech Engineering, Inc. for Preparation
of Surface Transportation Program (STP) Funding Application North York Road/Harger Road
Intersection Improvement
FROM: Mike Hullihan P.E., Village Engineer
BUDGET SOURCEBUDGET IMPACT: $16,656 from Account 460-76200.
RECOMMENDED MOTION: I move that the Village Board authorize the execution a
Professional Services Agreement with Civiltech Engineering, Inc. for Preparation of
Surface Transportation Program (STP) Funding Application for the North York
Road/Harger Road Intersection Improvement for an amount not to exceed $16,656.
Background/History: The Village has been considering improvements to North York Road
between Woodside and Roosevelt in order to improve access to major highways and other
properties in the area. Both a signalized intersection and roundabout at York Road and Harger
Road have been studied. The roundabout was proposed to provide movements to all legs of the
intersection while satisfying the Illinois Department of Transportation's (IDOT) objections to a
traffic signal at the top of the Roosevelt Road Eastbound exit ramp. Based on further meetings
with IDOT in the summer of 2013, the Village staff explored the feasibility of a signalized
intersection and the relative benefits of a signalized intersection versus a roundabout.
Analysis: The first attached diagram depicts the increased traffic expected from potential
commercial development areas serviced by Harger and York Roads. The projected additional
commercial development could be one million square feet of office space in the next 15-20
years. The diagram also depicts expected additional traffic volumes. Based on these projected
traffic volumes, computer simulations of both a roundabout and signalized intersection were
performed. The results indicated that at higher traffic volumes the roundabout did not deliver a
satisfactory level of service. The analysis also indicated that while modification of the
1
intersection itself would be possible as an interim step, the ultimate level of traffic loading would
required modification of the lane configuration on the bridge south of York/Harger.
Additionally, modifications to Harger Road and its intersections with the frontage road and I-88
slip ramp would be required. This configuration is depicted in the second figure. The cost of
this project was estimated at approximately $6M. Federal funding for a portion of this cost
(perhaps $4M is possible). The call for project applications is expected in June with a
submission deadline in August.
Coordination: The results outlined above were presented to the Commercial Revitalization
Committee. The committee voted on the matter and recommends that the project be pursued in
the configuration presented in the second figure. Homeowners Association Presidents from
Forest Glen, Woodside, Yorkshire Woods, and Timber Trails were also briefed on the proposed
project. They concurred with the recommendation of the Commercial Revitalization Committee.
The next step in pursuing this project would be applying for a federal grant under the Surface
Transportation Program (STP). The Civiltech study under consideration would allow an
application to be submitted.
Recommendation: That the Board authorizes execution of a professional services agreement
with Civiltech Engineering, Inc.
RESOLUTION 2014-ENG-ST-IMPROVE-AG-R-1367
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH
CIVILTECH ENGINEERING, INC. FOR PREPARATION OF A STP FUNDING APPLICATION FOR
IMPROVEMENTS TO THE INTERSECTIONS NEAR NORTH YORK ROAD AND ROOSEVELT ROAD
WHEREAS, the Village is considering improvements to the intersections of North York Road and
the various streets between Woodside Drive and Roosevelt Road ("Improvements"); and
WHEREAS, the Improvements are estimated to cost approximately$6 million; and
WHEREAS, the Village desires to apply for federal Surface Transportation Program ("STP")
funding to cover a significant portion of the cost of the Improvements; and
WHEREAS, to assist the Village in obtaining STP funding, the Village desires to retain Civiltech
Engineering, Inc. ("Civiltech") to prepare the application for the STP funding ("Services"); 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, Civiltech has previously provided satisfactory engineering services to the Village in
connection with engineering and infrastructure projects; and
WHEREAS, the Village desires to enter into and execute an agreement for Civiltech to provide
the Services for an amount not to exceed $16,656 ("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 Civiltech in an amount not to exceed $16,656
and in a final form approved by the Village Manager.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the approved final 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-ENG-ST-IMPROVE-AG-R-1367
Authorizing Agmt.of STP Funding Application for
Improvements near York&Roosevelt Roads
Page 2 of 2
APPROVED THIS 13th day of May, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of May, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
2
#11060659_v1
C1VIILTECH
Civiltech Engineering,Inc.I www.civlltechinc.com Transportation I Civil I Construction I Environmental I Structural I Appraisal
May 2,2014
Mr.Michael Hullihan
Village Engineer and Public Works Director
Village of Oak Brook
1200 Oak Brook Road
Oak Brook,IL 60523
Re: Proposal for Professional Engineering Services
Preparation of Surface Transportation Funding(STP)Application
North York Road/Harger Road Intersection Improvement
Dear Mr.Hullihan:
As you are aware,the Village of Oak Brook has been considering an improvement at the intersection of
North York Road and Harger Road for several years. Recently,the Village completed a traffic and
geometries study investigating several potential improvements at the intersection. Coordination with
IDOT is expected to produce an agreement upon a conceptual improvement that converts the existing
unsignalized intersection at York Road and Harger Road to a signalized intersection that allows for left
turns from Harger Road onto northbound York Road and from northbound York Road onto westbound
Harger Road. In order to construct the proposed improvement,the Village is interested in securing
Surface Transportation Program(STP)funding administered through the DuPage Mayors and Managers
Conference(DMMC). The call for project applications in the FY 15-20 cycle is expected in June.
Considering the process used by DMMC in evaluating projects for STP funding,the challenge will be
getting this project to score well within the DMMC criteria.The DMMC criteria for new highway
projects include accident reduction,congestion/delay reduction,peak and off-peak travel time savings,
and emissions reduction. A cost to benefit ratio is used to select which projects are recommended for
funding.
One difficulty in scoring well within the STP evaluation criteria is that the proposed improvement will in
fact be increasing vehicle delay at the York Road and Harger Road intersection,as it is currently free-
flow in the northbound and southbound directions,with right-in,right-out access on the west leg of the
intersection. The proposed signalized intersection will be stopping northbound and southbound traffic on
heavily-traveled York Road to permit left turns to and from Harger Road. Therefore,the challenge will
be to show that by permitting these additional movements and increasing delay on York Road,there is a
net reduction in congestion/delay,emissions and travel times by diverting traffic from other heavily
traveled roadways within the area,such as 22"Street and Spring Road.Diverting traffic may also have a
safety/crash reduction benefit at other intersections. Thus,the proposed scope of work includes traffic
analysis of existing and future conditions at key intersections within the surrounding roadway network
that would benefit operationally by additional access at the York Road/i-larger Road intersection. The
two future conditions analyzed for comparison would be 2040 traffic scenarios both with and without the
proposed intersection improvements.
450 E Devon Ave,Suite 3001 Itasca,IL 60143 30 N LaSalle St,Suite 2624 I Chicago,IL 60602 500 Coventry La,Suite 2901 Crystal Lake,IL 60014
Tel:630.773.39001 Fax:630.773.3975 Tel:312.726,59101 Fax:312.726.5911 Tel:815.477.19151 Fax:815.477.1950
Mr.Michael Hullihan
April 3¢,2014
• Page 2 of 4
We have preliminarily discussed the proposed project with Brent Coulter,the consultant responsible for
reviewing and proposed ranking of projects. We have prepared this scope of services based on the
discussion. Mr.Coulter recommended that the application be submitted well ahead of the deadline so that
a preliminary review and request for any additional information can be accommodated. He also
suggested a meeting with DMMC prior to completing the application.
It should be noted that a fair amount of work within this STP application scope of services can be applied
to,and will reduce the scope of,a future Phase 1/Preliminary Engineering study for this intersection.
Items include traffic counts,CMAP coordination,capacity analyses,signal warrant analysis,and crash
analyses,etc.
•
The call for projects is anticipated on June 26,which is the date of the STP workshop. Civiltech is
registered to attend the workshop. The application deadline is August 8. Project applications would then
be evaluated from August through October,with project selection late in October. The selected project
list would be approved by DMMC late in November,and the selected projects' applicants would be
notified of their qualification in December.It should be noted that this schedule may change when details
become available at the June 26 workshop.
Following is our anticipated scope of services,a schedule and a fee estimate.
I. Scope of Work
Task 1—Data Collection and Early Coordination
1. Obtain record roadway plans. 0 hrs.
2. Obtain existing right-of-way data. 0 hrs.
3. Obtain record signal timings. 2 hrs.
4. Obtain pavement condition and resurfacing date information. 2 hrs.
5. Perform project area field visit. 6 hrs.
6. Pre-application meeting with DMMC. 4 hrs.
Subtotal 14 hrs.
Task 2—Traffic Analyses
1. Perform peak period turning movement counts using Video Collection Units 12 hrs.
(VCUs)at the following intersections:
a. York Road and 22id Street
b. York Road and Wood Glen Lane
c. 22nd Street and Spring Road/I-88 Westbound Ramps
d. Spring Road and Harger Road
2. Perform 12-hour manual turning movement counts using Video Collection 4 hrs.
Units(VCUs)at the following intersection:
a. York Road and Harger Road
3. Reduce and tabulate traffic count data and prepare an Existing Traffic exhibit. 2 hrs.
4. Obtain year 2040 traffic projections from CMAP for study area roadways. 2 hrs.
Mr.Michael Hullihan
April 39,2014
' Page 3 of 4
5. Develop 2040 No Action and 2040 Build design hourly volumes(DHVs)for 36 hrs.
the study area intersections. Prepare stick-diagram exhibits for both scenarios.
Evaluate travel time savings for the proposed condition.
6. Perform existing,2040 No Action,and 2040 Build intersection capacity 12 hrs,
analyses at study area intersections.
7. Prepare a traffic signal warrant analysis at the intersection of York Road and 8 hrs.
Hanger Road.
Subtotal 76 hrs.
Task 3—Crash Analyses
I. Collect three years of crash data from the Village for the following 0 hrs.
intersections:
a. York Road and Harger Road
b. 22nd Street and Spring Road/l-88 Westbound Ramps
2. Tabulate crash data and plot collision diagrams. 16 hrs.
Subtotal 16 hrs.
Task 4—Geometric Concept Plan •
• Prepare conceptual geometric plan.(Largely completed as part of previous 8 hrs.
•
study)
Subtotal 8 hrs.
Task 5—Cost Estimate
I. Construction cost estimate including right-of-way acquisition(if required). 8 hrs.
Subtotal 8 hrs.
Task 6—STP Application
1. Prepare application in PDF format for electronic submittal to DMMC. 2 his.
2. Prepare New Highway Project Application Form. 8 hrs.
3. Prepare project location map. 2 hrs.
4, Prepare the emission reduction benefit checklist. 2 lu•s.
5. Coordinate the completion of the 11)0T Review Verification Form. 4 hrs.
6. Reproduction,review,and submittal. 2 hrs.
Subtotal 20 hrs.
11. Fee Estimate
We propose to perform the work using a direct labor multiplier,with a not-to-exceed maximum.The not-
to-exceed fee will include reimbursement of direct labor costs for the scope of services described above,
overhead and indirect costs,fringe benefit and salary burden costs,plus profit. We will use a billing factor
of 2,8. Direct expenses will be reimbursed at their actual cost.The upper limit of compensation is based
on the worldrour estimates and fee calculations shown below:
Mr.Michael Hullihan
April 30,2014
Page 4 of 4
Fee Estimate: 142 hrs. x$39/hour x 2.80= $ 15,506
Direct Cost Estimates
Miovision VCU Data Reduction= $ 1,000
Mileage= $ 150
Fee Estimate= $ 16,656
Additional Work
During the course of this STP Application project, it may become necessary to perform additional
services beyond the scope of this contract including but not limited to attendance at additional or
extended-length meetings, additional traffic counts/analyses, additional geometric analyses/plans, or
additional plan, exhibit,and report revisions. This work may become necessary after the planned
preliminary review by the DMMC transportation consultant. If some of this work becomes necessary,the
additional fee for extra work would be billed on a time-and-material basis. Any additional work must
first be approved in writing by the Village Manager and Village Engineer. Billing rates are as follows:
Principal-in-Charge-QC/QA $70/hour x 2.8=$196/hour
Director $65/hour x 2.8=$182/hour
Project Manager: $48/hour x 2.8=$134.40/hour
Project Engineer: $39/hour x 2.8=$109.20/hour
III. Project Schedule
We propose to submit a draft application and cost estimate for client review within six weeks of the date
of authorization to proceed and receipt of all items in Task 1. This estimate is based upon current
workload and staffing availability.
We thank you for the opportunity to submit this proposal, and look forward to working with you toward
the successful completion of this project. If this proposal is acceptable, please endorse one copy and
return it to our office. If you have any questions or require additional information, please contact me at
our Itasca office.
Very truly yours,
James R. Woods,P.E.,PTOE
Project Manager
Civiltech Engineering,Inc.
Approved By:
Title:
Date:
VILLAGE OF OAK BROOK
PROFESSIONAL SERVICES AGREEMENT
This AGREEMENT is dated as of the day of May, 2014 ("Agreement"), and is by and between the VILLAGE OF OAK
BROOK,an Illinois municipal corporation("Village"),and CIVILTECH ENGINEERING,INC, of Itasca,Illinois("Consultant").
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in the Agreement, and pursuant to the
Village's statutory powers,the parties agree as follows:
SECTION 1. SCOPE OF SERVICES. The Village applicable federal, state, and Village taxes of every kind and
retains the Consultant to perform, and the Consultant agrees to nature applicable to the Services as well as all taxes,
perform, all necessary services to perform the work in contributions, and premiums for unemployment insurance, old
connection with the project identified below ("Services"), age or retirement benefits, pensions, annuities, or similar
which Services the Consultant shall provide pursuant to the benefits and all costs, royalties, and fees arising from the use
terms and conditions of this Agreement: of, or the incorporation into, the Services, of patented or
copyrighted equipment, materials, supplies, tools, appliances,
Preparation of an application and related documents devices, processes, or inventions. All claim or right to claim
for federal Surface Transportation Program funding additional compensation by reason of the payment of any such
for improvements to the intersections of North York tax, contribution, premium, costs, royalties, or fees is hereby
Road and the various streets between Woodside waived and released by Consultant.
Drive and Roosevelt Road, which Services are more
fully described in the proposal attached hereto and SECTION 4. REPRESENTATIONS OF
incorporated herein as Exhibit A("Proposal"). CONSULTANT. The Consultant represents and certifies that
the Services shall be performed in accordance with the
SECTION 2. TIME OF PERFORMANCE. The standards of professional practice, care, and diligence
Consultant shall perform the Services in timely fashion as to practiced by recognized consultants in performing services of
meet the August 8, 2014 Surface Transportation Program a similar nature in existence at the Time of Performance. The
funding deadline("Time of Performance"). representations and certifications expressed shall be in
addition to any other representations and certifications
S EC TION 3. COMPENSATION. expressed in this Agreement, or expressed or implied by law,
which are hereby reserved unto the Village.
A. Agreement Amount. The total amount
billed by the Consultant for the Services under this Agreement The Consultant further represents that it is financially solvent,
shall be as set forth in the Proposal, but in no event shall the has the necessary financial resources, and is sufficiently
total amount billed by Consultant exceed $16,656.00, experienced and competent to perform and complete the
including reimbursable expenses, without the prior express Services in a manner consistent with the standards of
written authorization of the Village Manager. The terms for professional practice by recognized consultants providing
payment to the Consultant shall be as follows: services of a similar nature. The Consultant shall provide all
personnel necessary to complete the Services.
Consultant shall submit invoices to the Village in an
approved format when the Services are complete. SECTION 5. INDEMNIFICATION; INSURANCE;
The Village shall pay to the Consultant the amount LIABILITY.
billed within 30 days after its receipt and approval of
such an invoice. A. Indemnification. The Consultant proposes
and agrees that the Consultant shall indemnify, save harmless,
The Consultant shall maintain records showing actual time and defend the Village against all damages, liability, claims,
devoted and costs incurred, and shall permit the authorized losses, and expenses (including attorneys' fee) that may arise,
representative of the Village to inspect and audit all data and or be alleged to have arisen, out of or in connection with the
records of the Consultant for work done under the Consultant's performance of, or failure to perform, the
Agreement. The records shall be made available to the Services or any part thereof, or any failure to meet the
Village at reasonable times during the Agreement period, and representations and certifications set forth in Section 4 of this
for three years after the termination of the Agreement. Agreement.
B. Taxes, Benefits, and Royalties. Each B. Insurance. The Consultant acknowledges
payment by the Village to the Consultant includes all and agrees that the Consultant shall, and has a duty to,
1
maintain adequate insurance, in an amount, and in a form and D. Termination. Notwithstanding any other
from companies, acceptable to the Village. The Consultant's provision hereof,the Village may terminate this Agreement at
maintenance of adequate insurance shall not be construed in any time upon 15 days prior written notice to the Consultant.
any way as a limitation on the Consultant's liability for losses In the event that this Agreement is so terminated, the
or damages under this Agreement. Consultant shall be paid for Services actually performed and
reimbursable expenses actually incurred, if any, prior to
C. No Personal Liability. No elected or termination, not exceeding the value of the Services
appointed official, or employee of the Village shall be completed.
personally liable, in law or in contract,to the Consultant as the
result of the execution of this Agreement. E. Compliance with Laws and Grants.
Consultant shall give all notices, pay all fees, and take all
SECTION 6. GENERAL PROVISIONS. other action that may be necessary to ensure that the Services
are provided,performed,and completed in accordance with all
A. Relationship of the Parties. The required governmental permits, licenses, or other approvals
Consultant shall act as an independent contractor in providing and authorizations that may be required in connection with
and performing the Services. Nothing in, nor done pursuant providing, performing, and completing the Services, and with
to, this Agreement shall be construed to: (1) create the all applicable statutes, ordinances, rules, and regulations,
relationship of principal and agent, employer and employee, including without limitation the Fair Labor Standards Act; any
partners, or joint venturers between the Village and statutes regarding qualification to do business; any statutes
Consultant; or (2) to create any relationship between the prohibiting discrimination because of, or requiring affirmative
Village and any subcontractor of the Contractor. action based on,race,creed, color,national origin, age, sex, or
other prohibited classification, including, without limitation,
B. Conflicts of Interest. The Consultant the Americans with Disabilities Act of 1990, 42 U.S.C. §§
represents and certifies that, to the best of its knowledge: (1) 12101 et seq., and the Illinois Human Rights Act, 775 ILCS
no Village employee or agent is interested in the business of 5/1-101 et seq. Consultant shall also comply with all
the Consultant or this Agreement; (2) as of the date of this conditions of any federal, state, or local grant received by the
Agreement, neither the Consultant nor any person employed Village or Consultant with respect to this Contract or the
or associated with the Consultant has any interest that would Services. Consultant shall be solely liable for any fines or
conflict in any manner or degree with the performance of the civil penalties that are imposed by any governmental or quasi-
obligations under this Agreement; and (3) neither the governmental agency or body that may arise, or be alleged to
Consultant nor any person employed by or associated with the have arisen, out of or in connection with Consultant's, or its
Consultant shall at any time during the term of this Agreement subcontractors, performance of, or failure to perform, the
obtain or acquire any interest that would conflict in any Services or any part thereof. Every provision of law required
manner or degree with the performance of the obligations by law to be inserted into this Contract shall be deemed to be
under this Agreement. inserted herein.
C. No Collusion. The Consultant represents F. Default. If it should appear at any time that
and certifies that the Consultant is not barred from contracting the Consultant has failed or refused to prosecute, or has
with a unit of state or local government as a result of(1) a delayed in the prosecution of, the Services with diligence at a
delinquency in the payment of any tax administered by the rate that assures completion of the Services in full compliance
Illinois Department of Revenue unless the Consultant is with the requirements of this Agreement, or has otherwise
contesting, in accordance with the procedures established by failed,refused, or delayed to perform or satisfy the Services or
the appropriate revenue act, its liability for the tax or the any other requirement of this Agreement ("Event of
amount of the tax, as set forth in Section 11-42.1-1 et seq. of Default"), and fails to cure any such Event of Default within
the Illinois Municipal Code, 65 ILCS 5/11-42.1-1 et seq.; or ten business days after the Consultant's receipt of written
(2) a violation of either Section 33E-3 or Section 33E-4 of notice of such Event of Default from the Village, then the
Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E-1 Village shall have the right, without prejudice to any other
et seq. If at any time it shall be found that the Consultant remedies provided by law or equity, to (1) terminate this
has, in procuring this Agreement, colluded with any other Agreement without liability for further payment; or (2)
person, firm,or corporation,then the Consultant shall be liable withhold from any payment or recover from the Consultant,
to the Village for all loss or damage that the Village may any and all costs, including attorneys' fees and administrative
suffer, and this Agreement shall, at the Village's option, be expenses, incurred by the Village as the result of any Event of
null and void. Default by the Consultant or as a result of actions taken by the
Village in response to any Event of Default by the Consultant.
2
G. Assignment. This Agreement may not be
assigned by the Village or by the Consultant without the prior Notices and communications to the Consultant shall be
written consent of the other party. addressed to,and delivered at,the following address:
H. Notice. All notices required or permitted to Civiltech Engineering,Inc.
be given under this Agreement shall be in writing and shall be 450 E.Devon Avenue
delivered: (1)personally; (2)by a reputable overnight courier; Suite 300
or by (3) by certified mail, return receipt requested, and Itasca,Illinois, 60143
deposited in the U.S. Mail,postage prepaid. Unless otherwise
expressly provided in this Agreement,notices shall be deemed I. Waiver. Neither the Village nor the
received upon the earlier of: (a) actual receipt; (b) one Consultant shall be under any obligation to exercise any of the
business day after deposit with an overnight courier as rights granted to them in this Agreement except as it shall
evidenced by a receipt of deposit; or (c) three business days determine to be in its best interest from time to time. The
following deposit in the U.S. mail, as evidenced by a return failure of the Village or the Consultant to exercise at any time
receipt. Notices and communications to the Village shall be any such rights shall not be deemed or construed as a waiver
addressed to,and delivered at,the following address: of that right,nor shall the failure void or affect the Village's or
the Consultant's right to enforce such rights or any other
rights.
Village of Oak Brook J. Third Party Beneficiary. No claim as a
1200 Oak Brook Road third party beneficiary under this Agreement by any person,
Oak Brook,Illinois 60523 firm, or corporation shall be made or be valid against the
Attention: Village Manager Village.
J. Exhibits. In the event of a conflict between
this Agreement and any attached exhibits, this Agreement
shall control.
ATTEST: VILLAGE OF OAK BROOK
By: By:
Charlotte Pruss, Village Clerk Village Manager
ATTEST: CONSULTANT
By: By:
Title: Its:
3
#29554119_v1
EXHIBIT A
4