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R-30-01 Authorizing Approval of a Landscape Architecture Agreement with Teska Associates, Inc. in Conjunction with the Stephen Street Reconstruction and Streetscape ProjectRESOLUTION RESOLUTION AUTHORIZING APPROVAL OF A LANDSCAPE ARCHITECTURE AGREEMENT WITH TESKA ASSOCIATES, INC. IN CONJUNCTION WITH THE STEPHEN STREET RECONSTRUCTION AND STREETSCAPE PROJECT WHEREAS, the Village of Lemont requires landscape architectural design services related to the Stephen Street Reconstruction and Streetscape Project; and WHEREAS, the Village of Lemont seeks to utilize the firm of Teska Associates, Inc.; and WHEREAS, the Village and Teska Associates, Inc. have negotiated an agreement to identify the terms and conditions of the services to be provided. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees that the supplemental agreement attached hereto as Exhibit A is hereby approved. PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL AND DUPAGE, ILLINOIS, on this 14th day of May , 2001. John Benik Debby Blatzer Peter Conks Connie Markiewicz Steven Rosendahl Jeanette Virgilio AYES NAYS PASSED ABSENT V HARLENE SMOLL , Village Clerk Approved by me this 14th day of May , 2001. Attest: . PIAZZA, illag esident CHARLENE SMO EN, Village Clerk Approved as to form: JOHN ANTONOPOULOS, Village Attorney AGREEMENT BETWEEN VILLAGE OF LEMONT AND TESKA ASSOCIATES, INC. This AGREEMENT is made and entered into this 14 day of May., 2001 by and between the Village of Lemont with offices located at 418 Main Street, Lemont, Illinois 60439 hereinafter referred to as the "CLIENT ", and Teska Associates, Inc., an Illinois Corporation with offices at 627 Grove Street, Evanston, Illinois 60201, hereinafter referred to as the "CONSULTANT ". WITNESSETH: WHEREAS, the CLIENT desires to engage the services of the CONSULTANT to furnish professional and technical assistance in connection with the production of streetscape design plans and working drawings for Stephen Street from Illinois Street north to the railroad bridge in Lemont, Illinois, hereafter referred to as the "PROJECT" and the CONSULTANT has signified its willingness to furnish professional and technical services to the CLIENT: NOW THEREFORE, the parties do mutually agree as follows: A. Scope of Consultant's Services The CONSULTANT agrees to commence work upon execution of this AGREEMENT, and to perform in a good and professional manner those services outlined in Attachment A, a copy of which is attached hereto and incorporated in this Agreement. B. Responsibilities of the CLIENT The CLIENT shall provide physical survey's plans, grading plans and associated data, reports, records or maps are existing and available and are useful for carrying out the work on this PROJECT, the CLIENT shall promptly furnish this material to the CONSULTANT. The CLIENT designates Steve May to act as its representative with respect to the work to be performed under this AGREEMENT, and such person shall have authority to transmit instructions, receive information, interpret and define the CLIENTs policies and provide decisions in a timely manner pertinent to the work covered by this AGREEMENT until the CONSULTANT has been advised in writing by the CLIENT that such authority has been revoked. C. Changes The CLIENT may, from time to time, require or request changes in the scope of services of the CONSULTANT to be performed hereunder. Such changes, which are mutually agreed on by and between the CLIENT and the CONSULTANT, shall be incorporated in written amendments to this AGREEMENT. Agreement Lemont D. Compensation The CONSULTANT shall be compensated for services on the basis of hourly billing rates for professional and technical staff time devoted to the PROJECT plus reimbursement for directly - related expenses such as travel (including use of personal auto at $0.32 per mile, long distance telephone calls outside the metropolitan area, reproduction, subcontractors, etc.). The billing rates for professional staff are: Principals $95 -165 Senior Associates $70 -100 Associates $45 -65 Support $35-40 Based upon the Scope of Services in Attachment A and the CONSULTANT'S experience with similar projects the maximum compensation for Tasks 1.1 through 3.3 shall not exceed the upset maximum fee of $14,500. An accurate accounting of the hours and expenses incurred on the assignment shall be kept by the CONSULTANT and the CLIENT will be invoiced accordingly. If the total fees and direct expenses are less than the maximum compensation estimated, the CLIENT shall only be responsible for the amounts invoiced. In the unlikely event that unforeseen problems, extra meetings, scope of service changes, or other factors make it impossible to complete the assignment within the estimated maximum compensation, the CONSULTANT shall promptly notify the CLIENT. In this event, the CLIENT and CONSULTANT shall discuss the matter so that a mutually acceptable revision to the scope of compensation may be made. In no event will fees and expenses beyond the estimated maximum be incurred by the CONSULTANT without written authorization by the CLIENT. Reimbursable Costs Separate from the above fees, the following direct costs will be reimbursed: Materials not furnished by the CLIENT or OWNER that are deemed necessary to conduct the work such as maps, prints, reproducibles, photographs, reprints, aerial surveys, etc. All travel and subsistence incurred in the performance of our services (mileage at $0.32 per mile). Long distance telephone calls. Postage, express deliveries, special deliveries, and similar costs. All reproduction of plans, reports or other materials. 010421.wpd Agreement Lemont All fees for sub - consultants approved by the CLIENT in advance. Special services approved by the CLIENT not available directly from the CONSULTANT for preparation of extra presentation exhibits (beyond those identified in Attachment A) including mounting, laminating, photography, and art/graphic services. E. Method of Payment The method of payment shall be as follows: The CONSULTANT shall submit monthly invoices for costs incurred on the PROJECT during the billing period. Invoices are due and payable no later than thirty (30) days from receipt of the invoice. Invoices which are not paid within thirty (30) days of receipt shall be subject to a one and one -half percent (1 1/2 %) interest charge per month on any balance outstanding more than thirty (30) days. To the extent permitted by applicable law, the CLIENT agrees to pay all costs and disbursements, including reasonable attorney's fees, incurred by the CONSULTANT in legal proceedings to collect for invoices which are delinquent and payable. No interest or collection costs shall be included in the upset maximum budget of this Agreement. If the CLIENT fails to make any payment due the CONSULTANT within sixty (60) days from receipt of the invoice, the consultant may, after giving seven days' written notice to the CLIENT, suspend services under this AGREEMENT until it has ben paid in full all amounts due. F. Time of Performance The CONSULTANT shall be prepared to begin work on the PROJECT immediately upon execution of this agreement and receipt by the CONSULTANT of all base maps. Work shall proceed in a timely manner according to mutually acceptable scheduling adopted between the CLIENT and CONSULTANT. G. Excusable Delays The CONSULTANT shall not be in default by reason of any failure in performance of this AGREEMENT in accordance with its terms (including any failure by the CONSULTANT to make progress in the prosecution of the work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of the CONSULTANT. Such causes may include, but are not restricted or limited to, acts of God, or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, illness, accidents, and unusually severe weather, but in every case the failure to perform must be beyond the control, and without the fault or negligence of the CONSULTANT. 010421.wpd Agreement Lemont H. Termination The CLIENT and the CONSULTANT shall have the right to terminate the AGREEMENT by written notice delivered to the other party at least fifteen (15) days prior to the specified effective date of such termination. In such event, all finished and unfinished documents prepared by the CONSULTANT under the AGREEMENT shall become the property of the CLIENT upon payment of all invoices properly submitted and due the CONSULTANT under the terms of the AGREEMENT. Conflict of Interest The CONSULTANT certifies that to the best of his knowledge, no CLIENTs employee or agent interested in the AGREEMENT has any pecuniary interest in the business of the CONSULTANT or the AGREEMENT, and that no person associated with the CONSULTANT has any interest that would conflict in any manner or degree with the performance of the AGREEMENT. J. Hold Harmless The CLIENT shall hold thc CONSULTANT harmlerz, protect, and defend the 1 IN WITNESS WHEREOF, the CLIENT and the CONSULTANT have executed this AGREEMENT on the date and year first above written. CONSULTANT: TESKA ASSOCIATES, INC. Nicholas Patera Vice President DATE: / 4 ! 2/ / 010421.wpd CLIENT: VILLAGE OF LEMONT Title: Vi1 1 ag.Q PrPsi dent DATE: Ma y 14, 2001 ATTACHMENT A SCOPE OF SERVICES The project area consists of the Stephen Street Streetscape from Illinois Street west to the Metra Lot. Purpose The purpose of this project is to refine and develop the Master Streetscape Plan, design concepts for the above areas, into design development and explicit construction plans. The project phases will include; • Phase I - Conceptual Design/Review • Phase II - Design Development Plans • Phase III - Construction Documents/Specifications and Bidding Documents • Phase IV - OPTIONAL Construction Administration Key to the design success will be achievement of the following goals; • Compatible and complementary to the recently completed streetscape. • Provide residents and visitors with.a continuation of the downtown CBD core and link to the Metra station • Unify and enliven the downtown image; provide the forum to express excitement for seasonal and annual events. PHASE ONE: CONCEPTUAL DESIGN Phase One includes project initiation activities, field reconnaissance and key input, conceptual design concept development, consensus building for the Final Concept Design Plan. Task 1.1 Project Initiation Meeting TAI will participate in an introductory meeting with the Village Staff and other key representatives to determine any refinements to the final scope of services, evaluate available base sheet information and Village resources, set a final schedule including any consensus building and public input sessions. Task 1.2 Reconnaissance TAI will conduct an on -site review, inventory and reconnaissance of the Project Study Area and previously completed streetscape. The purpose will to be to inventory the existing conditions relative to such elements as new development, existing structures and street appearance, signage, traffic circulation, surrounding influences, etc. within the Study Area. The inventory will be supplemented by photo and/or video recording. 010421.wpd ATTACHMENT A Task 1.3 Base Map From materials furnished by the Village, TAI will utilize a common base sheet to develop an overall project base map at a scale appropriate to illustrate the conceptual design. TAI will work with the Village Engineering staff to secure a detailed topographic and physical feature survey of the study areas to better aid in design decisions and serve as a future base for construction drawings. Task 1.4 Project Walk- Through A walk through of the project Study Area with TAI staff, representatives from the Village staff, and other key representatives will be held. The walk through will give TAI and other participants the opportunity to initiate a direct dialogue regarding the Study Area and to develop a sharing of knowledge about both existing conditions and insights into future potentials. Task 1.5 Opportunities and Constraints From our on -site reconnaissance as well as the input from the group walk - through, a map that illustrates in graphic form the Opportunities and Constraints inherent in the existing Study Area will be developed. Opportunities are existing factors that could provide positive benefits to the streetscape sites such as linear nature of the right -of -way or key visual focal points. Constraints on the other hand tend to inhibit or provide negative influences, but also "force" creative solutions. Identification and understanding of these allows us to enhance or build upon positive factors in the design plan while eliminating or mitigating as much as possible negative factors. Task 1.6 Preliminary Design Concepts Building upon the originally submitted design concepts, refined concept designs (consisting of plans and sketches) will be further developed to illustrate the potential functional and visual improvements that could be made within the Study Area. These drawings will explore and convey the basic character, design themes and details of the streetscape in general and depict what the integration of streetscape elements would look like throughout the Study Area. The primary elements that would be addressed include, but are not necessarily limited to: • Focal elements, banners, signage, image and theme; • Sidewalk treatments integrated with the existing streetscape; • Street furniture locations; • Landscape planting theme; • Street/pedestrian lighting treatments; • Signage, graphics, directories, kiosks and other information systems. Task 1.7 Preliminary Cost Estimates Based on the Concept Plans, TAI will prepare a preliminary cost estimate for all improvements to aid in the evaluation of the design and implementation strategy. 010421.wpd • ATTACHMENT A Task 1.8 Village Engineering Staff Meeting A meeting will be held with the Village engineering staff and other key representatives they may wish to invite to present and discuss the preliminary design concepts and to receive suggestions for refinement or change, if necessary. The result of this meeting will be consensus and selection of the Final Design Plan. Task 1.9 Submit Final Concept Design Plan Submit approved concept plans to the Village for IDOT and Metra review. PHASE TWO: DESIGN DEVELOPMENT PLAN Phase Two includes approval of the Design Development Plan through a review process and preparation of Probable Construction Costs and the Phasing Plan. Task 2.1 Preliminary Design Plan and Cost Estimate Based upon the final concept Design Plan selected by the Streetscape Committee in Task 1.8, TAI will prepare a Design Development Plan for the construction of the streetscape. Elements of the Preliminary Design Plan will be delineated in a more comprehensive manner. Included will be sections, elevations, sketches, catalogue cuts, and where appropriate, actual samples of streetscape design elements in terms of materials, color, texture, size, etc. to illustrate the proposed design intent. Estimates of construction costs will be further refined to gain a better understanding of expected costs. Task 2.2 Staff Meeting A meeting will be held with the Village Engineer and other key representatives they may wish to invite, to present and discuss the Design Development Plan and to make any revisions /additions thereto. The result of this meeting shall be the general consensus and approval of the Design Development Plan and Cost Estimate to be used as a basis for Phase Three. Task 2.3 Phasing Plan TAI will prepare a Statement of Probable Construction Costs based upon the accepted Preliminary Design Plan. Using the Village Engineer's schedule, a Phasing Plan will be prepared to illustrate an integrated sequence for implementation of streetscape improvements. The Phasing Plan will coordinate anticipated paving and utility work with streetscape construction. The phases will be paired with cost estimates to help identify which improvements are most critical for early implementation as well as those that could be implemented over time. Task 2.4 Submit Plan Submit approved Design Development plans to Village Engineer for IDOT and Metra Review. 0l 0421.wpd ATTACHMENT A PHASE THREE CONSTRUCTION DOCUMENTS, SPECIFICATIONS, AND BIDDING DOCUMENTS Phase Three includes approval of the Final Design Plans, development of construction documents, and preparation for bid by the Village. Task 3.1 Final Construction Plans Based on approval of Design Development Plans, TAI will proceed with the preparation of Final Construction Plans and Technical Specifications. The Final Design plan will include an itemized cost estimate and be to a level of detail appropriate for bid. Task 3.2 Construction Documents TAI will review and amend existing Village contract agreement forms, general conditions and supplementary conditions, bid documents necessary for securing competitive bids, invitation to bid and other instructions to bidders, and assist the Village in the preparation of other related documents as requested by the Village Engineer. Plans shall consist of: • Dimensional control and layout plans • Planting plans • Construction details To the extent that lighting is required, such work will be done by the Village's consultant engineer and coordinated with our work. Task 3.3 Bid Selection TAI will assist the Village in bid evaluation and Contractor Selection. END OF CONTRACT PER AGREEMENT PHASE FOUR: CONSTRUCTION ADMINISTRATION (OPTIONAL) For a separate fee in Phase Four, TAI will assist in construction follow up and will work closely with the Village Engineer to provide guidance and answer construction phase inquiries. TAI will provide weekly on -site inspections and field observations. Depending on the service required, the specific work in Phase Four and the degree of TAI's involvement will be more clearly defined prior to beginning Phase Four. 010421.wpd ATTACHMENT A PROJECT SCHEDULE & BUDGET VILLAGE OF LEMONT APPROXIMATE DURATION DOWNTOWN LEMONT STREETSCAPE ESTIMATE Phase One - Conceptual Design/Review 1 Month Phase Two - Design Development Plans 1 Month Phase Three - Construction Documents 1 Month OPTIONAL Phase Four - Construction Administration Completion Date To be determined This schedule is tentative and is flexible pending further discussion and Village objectives. 010421.wpd SCHEDULE OF FEES Phase One $4,500.00 Conceptual Design/Review Phase Two $3,500.00 Design Development Plans Phase Three $6,500.00 Construction Documents/Specifications and Bidding Documents Total $14,500.00 Phase Four Construction Administration with Weekly On -Site Inspections 010421.wpd ATTACHMENT A Optional, to be provided separately, as requested