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R-1267 - 05/28/2013 - ENGINEERING - ResolutionsRESOLUTION 2013- ENG -AG- ITEP -EX -R -1267 A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND HITCHCOCK DESIGN GROUP FOR DESIGN SERVICES RELATED TO THE 22ND STREET BEAUTIFICATION PROJECT WHEREAS, as part of the 22nd Street Beautification Project, the Village desires to install: (i) median planters along 22 "d Street from Salt Creek to Interstate 294, and along York Road from Dover Drive to Clearwater Drive; and (ii) lighting along both 22 "d Street and York Road (collectively, "Project"); and WHEREAS, the Village received an Illinois Transportation Enhancement Program grant from IDOT to fund a significant portion of the Project; and WHEREAS, the Village has budgeted funds from the Village Hotel Tax Fund to pay for the remaining portion of the Project; and WHEREAS, the Village desires to retain an engineer to provide: (i) design; (ii) contract support; and (iii) grant coordination services (collectively, "Services "); and WHEREAS, Hitchcock Design Group ( "Hitchcoclf') previously has provided satisfactory engineering services to the Village as part of the 22 "d Street Beautification Project and for various other 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, which agreement is attached hereto as Exhibit A ( "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 in a final form to be approved by the Village Attorney. Section 3: Execution of Agreement. The Village President and the Village Clerk shall be, and are hereby, 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] APPROVED THIS 281" day of May, 2013 PASSED THIS 2eh day of May, 2013 Resolution 2013- ENG- AG- ITEP -EX -R -1267 Engineering Services for the 22"" Street Beautification Project 2 of z5v-��- � Gopal G. Lalmalani Village President Ayes: Trustees Adler, Baar. Manzo. Mov. Wolin, Yusuf #23224235_vl ATTEST: Charlotte K. Pruss Village Clerk Resolution 2013- ENG- AG- ITEP -EX -R -1267 Engineering Services for the 22n° Street Beautification Project 3of3 EXHIBIT A Agreement N23224235_vl 721 W.k fermAmw Nap n ip lum*60S40 630.9611787 hftdKad ro P= 9 lands wArdA"n May 22, 2013 Mr. Michael Hullihan Director of Public Works Village of Oak Brook 1200 Oak Brook Road Oak Brook, Illinois 60523 RE: 22 "d Street Enhancements Stage 2 — ITEP Design and Engineering Services Dear Mike, Thankyou for asking Hitchcock Design Group to submit this proposal to provide ITEP Design and Engineering services forthe 22nd Street Enhancements Stage 2 Project. We appreciate the opportunity to continue our relationship with you and your colleagues at the Village of Oak Brook. Project Understanding As you know, Hitchcock Design Group prepared construction documents for the 22nd Street improvements from Spring Road to the eastern Village limits in 2009. At that time the Village chose not to move forward with bidding the improvements due to economic conditions. The Village then submitted Stage 1 of the improvements from Spring Road to Salt Creek for ITEP (Illinois Transportation Enhancement Program) consideration in fall of 2010 and received funding. Construction will begin on Stage 1 this spring. The Village then submitted Stage 2 from Salt Creek to the Village limits for ITEP consideration in 2012 and received partial funding. It is our understanding that the Streetscape Committee recommendation is for the Village to proceed with construction of the entire project at this time, utilizing local funds to make up the difference that the ITEP funding will not cover. Originally, the project was going to be constructed utilizing local funds and therefore it was not documented following IDOT format standards. Although the project was submitted to IDOT local roads for permit review, the project was subsequently put on hold and final permits were never issued. In order to utilize federal enhancement funds, the project must now be reformatted and finalized to meet IDOT and FHWA requirements, and additional permitting information must be submitted to IDOT for approval. Once approved, the project must be coordinated for bid letting through ]DOT. Scope of Services Based on our understanding of the project, we propose to complete the work as outlined in the attached Scope of Services, summarized as follows: Phase I Preliminary Design and Engineering: IDOT has indicated that the project can be processed as a "Categorical Exclusion without report", we will prepare and submit the necessary CEI forms, and coordinate with IDOT as required to facilitate approvals. Phase II Final Design and Engineering: Following Phase I approval we will finalize the design and engineering of the improvements, modify the existing documents to meet IDOT requirements, prepare the necessary plans, special provisions, and cost opinions, and coordinate with IDOT as required to facilitate approval and bid letting. Please note that it is our understanding that the existing design of the improvements should be acceptable to IDOT without major modifications (based on preliminary IDOT reviews). However, as the project moves through the formal [DOT review and approval process, it is possible that additional items may need to be addressed as part of the project. Additional work related to items such as environmental issues, right -of -way documentation, and more detailed documentation of traffic INb,MngWbBmimss LkvdapcemlcbkPoaN: WAVIe NAdS.,S.,ZY,Wh,201M522wkb 22MstWZd ;= May 22, 2013 22ntl Street Enhancements Stage 2 - ITEP Design and Engineering Services Page 2 control, construction staging and street lighting are not anticipated and will be considered additional services if required. Phase III Construction Administration services are not included and will be coordinated separately through IDOT following completion of Phase II - Final Design and Engineering. Professional Fees We propose to complete the outlined services for the following fees: ITEP Design and Engineering Services PhaseI - Preliminary Design and Engineering: $27,936 Phase 11- Final Design and Engineering: S40,414 Total Not -to- Exceed Amount: $68,350 Customary reimbursable expenses such as printing, mileage and courier services will be invoiced at cost plus a 15% markup which are included in the total not -to- exceed amount. Please note that services, meetings, and revisions to previously completed work, not specified in the Scope of Services, will be considered Additional Services. 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 and FRS Design Group will provide Irrigation design 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. Once we prepare and submit the required IDOT project initiation documents, we can develop a detailed schedule based on the anticipated IDOT review and approval timeline. Please note that under normal circumstances, we can advance the work in a timely way however, the schedule will be dependent on IDOT, Village, and other stakeholder involvement. Thanks, again, for the opportunity to participate on this important project. Sincerely, j cock Design Group pal Encl: Scope of Services Standard Billing Rates and Expenses cc: Rick Hitchcock, Dawn Jones, Hitchcock Design Group May 22, 2013 22"" Street Enhancements Stage 2 — ITEP Design and Engineering Services Page 1 Scope of Services Illinois Transportation Enhancement Program (ITEP) Design and Engineering Services Phase I - Preliminary Design and Engineering The goal for this part of the engagement is to advance the schematic design of the improvements that received ITEP funding and obtain IDOT Phase I design approval for the project. A. Project Initiation, Data Gathering and Coordination Objective: Review and evaluate the previously prepared East 22"' Street Stage 2 Improvement Plans (Salt Creek to Village Limits) and coordinate with [DOT to determine the ITEP funding requirements, clearly identify the IDOT submittal, review, and approval processes, and submit the IDOT paperwork as necessary to initiate the project. Process: The Hitchcock Design Group team will: 1. (Mtg #1) Schedule and attend a project kick -off meeting with Village representatives, IDOT representatives and other team members confirming: a. ITEP funding requirements b. Submittal, review and approval processes c. Project initiation requirements d. PEI requirements e. PEII requirements f. Village, consultant, and IDOT contacts g. Communications protocol h. Tentative schedule and target bid letting date i. Other administrative considerations 2. On behalf of the Village, prepare and submit IDOT project initiation forms including: a. Transportation Improvement Program (TIP) project submittal form to CMAP (if required) b. Project Program Information Form (PPI) D1 P1004 c. Local Agency Agreement for Federal Participation form BLR 05310 3. Prepare an updated topographic existing conditions plan: a. Utilized the previously prepared survey of existing conditions and confirm all areas that have changed and note the locations b. Perform afield survey of the areas that have changed to provide an update topographic plan to be used for the updated base plans Deliverables: Kick -off meeting agenda and summary notes, Project Initiation forms B. Preliminary Design and Engineering Objective: Evaluate the previously prepared 22n° Street Stage 2 Improvement Plans based on existing site conditions and IDOT documentation and technical requirements. Prepare and submit the necessary documentation to secure IDOT Phase I design approval with the anticipation that a Categorical Exclusion Group I with no Report will be required by IDOT. 1. (Mtg #2) Attend a FHWA coordination meeting at IDOT District 1 to review the proposed improvements and receive concurrence of a CE I without report. HITCHCOCK GROUP crecifingbeftrploas May 22, 2013 22ntl Street Enhancements Stage 2 - ITEP Design and Engineering Services Page 2 2. Evaluate the existing site conditions and identify any changes since the design was originally prepared. 3. Evaluate and update the previously prepared design, including: a. Raised planters and hardscape b. Site grading c. Planting d. Irrigation e. Street lighting 4. Evaluate and update the previously prepared construction cost opinion. 5. (Mtg #3) Reviewthe updated design with Village representatives and other team members. 6. Revise the design and supporting materials as required. 7. Prepare and submit the IDOT Phase I documents required for CE1 Without Report processing, including: a. Categorical Exclusion Group 1 (CE1) form BLR19100 b. Location map with functional classification c. Existing and proposed typical sections d. Plans for geometrics review e. Photometrics for approval of lighting concept f. Environmental Survey Request (ESR) for special waste clearance (online ESR form) g. Federal Highway Administration Project Notification and Review Request form BIDE 2126 h. Previously completed Design JULIE tickets for IDOT utility review B. Revise the documents, prepare a disposition of comments, and resubmit to IDOT as necessary to facilitate Phase I approval. Deliverables: Updated preliminary design documents, IDOT Phase I submittal forms and FHWA meeting agenda and summary notes Note: IDOT has indicated that the project will be processed as a "CE1 Without Report" and that an ESR must be submitted for Special Waste clearance only. If IDOT determines that additional Phase I or ESR requirements are required in order to receive Phase I approval, these items will be considered Additional Services. Phase 11- Final Design and Engineering The goal for this part of the engagement is to finalize the Plans, Specifications, and Cost Opinions and submit the documents as required by IDOTforfinal approval and bid letting. A. Plan Development Objective: Produce the plans, specifications, and cost opinions for IDOT review and approval to bid and construct the improvements. Process: Following IDOT Phase I approval, the Hitchcock Design Group team will: 1. (Mtg #4) Schedule and attend a Phase II project kick -off meeting with Village representatives, IDOT representatives and other team members confirming: a. Approved Phase I documents b. Items eligible for ITEP funding HITCHCOCK GROUP May 22, 2013 22"' Street Enhancements Stage 2 — ITEP Design and Engineering Services Page 3 c. Submittal, review and approval processes d. PEII requirements e. Village, consultant, and IDOT contacts f. Communications protocol g. Tentative schedule and target bid letting date h. Other administrative considerations 2. Modify the format of the previously prepared plans, specifications and cost opinions based on IDOT standards, and complete the required documents including: a. Coversheet b. Index of sheets, highway standards and general notes c. Summary of quantities d. Typical sections e. Alignment, ties and benchmarks f. Existing conditions and removals plan g. Plan and profile (layout and materials) plan h. Maintenance of traffic and construction staging plan i. Erosion and sediment control plan j. Grading and drainage plan k. Landscape plan I. Irrigation plan m. Lighting and electrical plan n. Construction details o. IDOT highway standard details p. Specifications, check sheets, recurring special provisions, and unique special provisions q. Quantity estimate and construction cost opinion using IDOT coded pay items r. Lump sum cost breakdowns (if required) s. Estimate of time t. Updated Local Agency Agreement form Deliverables: Plans, Specifications and Cost Opinions suitable for [DOT submittal and approval B. Plan Submittal and Review Objective: Submit the plans, specifications, and cost opinions to IDOT for review and finalize the documents as necessary to bid and construct the improvements. Process: The Hitchcock Design Group team will: 1. Submit the documents to IDOT for Pre-Final review (95% complete). 2. Revise the documents based on pre -final review comments and submit Final Documents (100% complete) to [DOT. Prepare a disposition of comments to include with the submittal addressing all comments previously received. 3. Make minor revisions based on IDOT final comments and re- submit the documents as required. Deliverables: Pre -Final submittal documents, Final submittal documents Plans, Specifications and Cost Opinions, Disposition of Comments. HITCHCOCK DESIGN GROUP May 22, 2013 22ntl Street Enhancements Stage 2 — ITEP Design and Engineering Services Page 4 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 or meetings not specified in this scope of services will be considered additional services. If circumstances arise during our performance of the outlined services that we believe require additional services, we will promptly notify you about the nature, extent and probable additional cost of the additional services, and perform only such additional services following your written authorization. No modifications to traffic signal equipment or traffic signal enhancements are anticipated. If IDOT determines that traffic signal work is necessary in order to receive project approval, these items will be considered Additional Services. Soil Boring sampling is not included but highly recommended in an effort to understand the soil conditions that may be encountered and to clarify any special waste conditions that may be present. HITCHCOCK GROUP owlingbetterploo s k� 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. HITCHCOCK DESIGN GROUP crea6ngbetterpbas 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 111 $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 111 $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.