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PUBLIC WORKS COMMITTEE 2017/06/15 PacketPUBLIC WORKS COMMITTEE MEETING THURSDAY, JUNE 15, 2017 – 6:00 P.M. CITY HALL – UPSTAIRS CONFERENCE ROOM AGENDA I. ROLL CALL/CALL TO ORDER Stanford Tack, Chairman Michelle Moreno Melanie Rummel II. APPROVAL OF THE APRIL 17, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES III. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AGREEMENT FOR PRELIMINARY DESIGN SERVICES FOR THE DEERPATH ROAD AND OPEN LANDS PARK ENHANCEMENT PROJECT – MICHAEL THOMAS & CHUCK MYERS IV. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR THE FERRY HALL BRIDGE REPAIR PROJECT – BOB ELLS V. DISCUSSION OF CUSTOMER-OWNED ELECTRIC FACILITIES – MIKE STRONG VI. NEXT MEETING – WEDNESDAY, JULY 19, 2017 – 6 P.M. @ CITY HALL VII. ADJOURNMENT PUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 17, 2017 – 5:00 P.M. CITY HALL – UPSTAIRS CONFERENCE ROOM I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:02 P.M. Aldermen Stanford Tack, Michelle Moreno, and Timothy Newman were present. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Mike Strong, Assistant to the City Manager; Chuck Myers, Superintendent of Parks & Forestry; Victor Filippini, City Attorney and Jim Lockefeer, Management Analyst. Also in attendance was Bruce Lenz and Jim Portalatin of the Ponds Subdivision Homeowner’s Association. II. APPROVAL OF THE APRIL 3, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Waldeck moved to approve the April 3, 2017 Public Works Committee meeting minutes. Alderman Moreno seconded the motion, which carried unanimously. III. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR THE NORTH WESTERN AVENUE STREETSCAPE PROJECT – BOB ELLS Superintendent of Engineering Bob Ells explained that the Engineer’s estimate for the project was $327,000. The low bid for the project came in at $308,000. He explained that the City received many competitive bids for the project. He explained that Landmark Contractors was the low bidder. He added that they are a very well established firm and that they have extensive experience with projects like this. He explained that it is staff’s recommendation to award this project to the low bidder, Landmark Contractors. Chairman Waldeck and Alderman Newman explained that the Committee has already seen a lot of the project plans. Alderman Newman inquired about any issues that came up during the bidding process. Superintendent Ells explained that there were no issues. Alderman Newman asked if there was contingency built into the bid. Superintendent Ell explained that there was. Michael Thomas explained that staff is requesting the full budgeted amount of $327,000. The low bid came in at $308,000. If the low bid is accepted, the amount between the $308,000 and $327,000 are available for project contingency. Chairman Waldeck asked if the project would be completed this summer. Superintendent Ells explained that it would be completed by the end of the summer. Superintendent of Parks & Forestry Chuck Myers explained that there may be some planting during the fall. Alderman Moreno inquired about the Engineer’s estimate and how it is calculated. Superintendent Ells explained that the design engineer took the list of bid items and came up with the estimate based on an internal database based on pricing from other projects in the surrounding area. Chairman Waldeck made a motion to recommend to City Council of an award of a bid to Landmark Contractors for the North Western Avenue streetscape project. Alderman Newman seconded the motion, which carried unanimously. IV. DISCUSSION OF LIGHTED CROSSWALK SIGNAGE – BOB ELLS & DAN MARTIN Superintendent of Public Works Dan Martin explained that the Traffic Safety Committee met in September to discuss the crosswalk at the intersection of Western and Ryan based on the safety concerns that were raised. He explained the Traffic Safety Committee came up with a report on that crosswalk. The Traffic Safety Committee found that an issue with the crosswalk was the sight lines. In an effort to correct that issue, the City Parks Section trimmed back a good number of the bushes and growth. The City Streets Section also touched up and added brighter additional crosswalk signage. Chairman Waldeck explained that the pruning of the bushes and growth really helped to improve the crosswalk sight lines. Superintendent Martin explained that bringing in electronic crosswalk signage, similar to the crosswalks on Field Drive, was also researched. He explained that an estimated cost was available in the Committees packet. He added the Traffic Safety Committee reviewed the cost and recommended not adding the electronic crosswalk signage due to setting a precedent in other areas throughout the City. He explained that the Western and Ryan crosswalk is a low volume crosswalk. There are many other crosswalks that are higher in pedestrian traffic. He then passed out a map that showed those crosswalks in the City that were identified as high volume. Chairman Waldeck explained that Ryan receives a lot of vehicular traffic as a cut through. She explained that she does not see much pedestrian or bicycle use at the Western and Ryan crosswalk. Alderman Newman explained that he was ok with the recommendation but when approaching the sidewalk from the south, the way that Ryan is crowned coming in to Western, the crosswalk is not very visible. Alderman Newman asked if staff could review the list of crosswalks to prioritize the list. He explained that one possibility is to work with schools on the crosswalks nearby to help fund electronic crosswalk signage. Chairman Waldeck inquired about the concern of adding one crosswalk with electronic signage, then could possibly all the crosswalks need electronic signage. City Manager Kiely explained that is the concern because there are numerous crosswalks that see more vehicle and pedestrian traffic. City Manager Kiely explained that the other issue is familiarity with electronic crosswalks. People who are unfamiliar with traffic needing to stop at those poses a safety concern. Chairman Waldeck explained that she also was concerned about pedestrians crossing without looking to confirm that traffic is going to completely stop before crossing. Chairman Waldeck inquired about turning Ryan into a cul-de-sac, thereby eliminating any pedestrian, bicycle, or vehicle use over the tracks. She explained that if that was to happen the residents living on Ryan would most likely be very unhappy. City Manager Kiely explained that a traffic study would need to be completed. He explained that he felt as though many residents who have grown use to using Ryan to drive onto Western would be very upset. Alderman Tack explained that the fast traveling vehicle traffic on Western is also an issue. Alderman Newman explained that somewhere in the future he would like to see a more global approach in examining crosswalk safety. He explained that bringing the schools in to help would also be helpful. V. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR THE PONDS SUBDIVISION OUTLET REPAIR PROJECT – BOB ELLS Superintendent of Engineering Ells explained that the bids came in higher than the original estimate for the Ponds outlet repair project. City Manager Kiely asked that a history of the Ponds Subdivision Outlet be given before reviewing the bids. Superintendent Ells explained that this project stems back to approximately 15 years ago. He explained that there have been issues with stormwater and the overflows in each of the three ponds. He explained that at one point the Ponds Homeowner’s Association (HOA) reached out to the City to provide maintenance to the outlets. The City responded by saying no, it was not the City’s responsibility per the declaration of the Ponds Subdivision. The HOA found information that led them to believe it was the City’s responsibility. The City discovered information that led them to believe it was the Subdivision’s responsibility. The City attorney worked the HOA’s attorney, however a conclusion on responsibility could not be reached. The City has since made a few small repairs at the City’s cost. There was no agreement or resolution on the maintenance of the outlets. The City has now, once again, been approached by the HOA in an effort to come to a final conclusion. An agreement was drafted by the City and HOA attorney that recognizes the City will complete the repair work and once that is completed the maintenance, repair, or replacement of the outlet structures will be the responsibility of the HOA, in perpetuity. Alderman Moreno inquired about future repairs. Superintendent Ells explained that per the agreement, those repairs would be at the HOA’s cost. Alderman Moreno asked about other subdivision ponds throughout the City. Superintendent Ells explained that at this time, there are no other disputes like this project. Superintendent Ells explained that a general rule is that ponds are owned and maintained by the Homeowner’s Association. He explained that there are some old areas of town where a similar situation to the Ponds Subdivision may exist. City Manager Kiely explained that the City needs to learn from the Ponds Subdivision mistake. He explained that the agreement corrects this mistake by passing on the responsibility of any future maintenance to the HOA. Bruce Lenz of the Ponds Subdivision Homeowner Association explained that he was happy with this resolution and was also very pleased with how the City and the HOA worked together. Chairman Waldeck thanked Mr. Lenz for attending and providing his comments. City Attorney Victor Filippini explained that there still maybe a few minor refinements to the agreement before it is officially accepted by both parties. Superintendent of Engineering Ells explained that when the project was originally bid out the submitted bids were much higher than the numbers the Committee sees before them tonight. He explained that a discussion was held with the bidders and it was discovered that many of the bidders did not visit the sight prior to submitting a bid. The project was placed out to bid a second time and a mandatory site visit was required to submit a bid. He explained that access to the project site does make this a tougher project. The second set of bids came in much lower but still higher than the original estimate. The original estimate was $90,000 and the low bid was $117,203. The reason for the bids coming in higher than the estimate is because of access to the three main project locations. He explained that the recommendation is to select the low bid from John Keno & Co Construction for the project. He explained that this also includes a 10% contingency and therefore the total request is for $128,924. Alderman Moreno inquired about the project being over budget. Director Thomas explained that there is a line item in next year’s fiscal budget for the project. He explained that the project is not budgeted fully to cover the $128,294. Alderman Newman inquired about project contingency and what that covers. Superintendent Ells explained that contingency covers unforeseen site conditions. He explained that contingency is work outside the scope of the bid. Chairman Waldeck inquired about how often project contingency funds are used. Director Thomas explained that sometimes the funds are used, especially when projects involve a lot of excavation and underground work. City Attorney Filippini explained that there is no entitlement to the project contingency money. Director Thomas explained that the potential contractor, Keno, is local and has completed a good amount of local work. Alderman Moreno inquired about the project coming in over budget and how that amount would be budgeted for. Director Thomas explained that when the project was added to the budget for the estimated amount, a design had not yet been completed. Engineering then put together a design and placed the project out to bid. He explained that the contractors most likely saw this as a harder project to complete because of access. Chairman Waldeck explained that she felt it was important move forward with the project and award the bid to Keno Construction. She explained that the project stems back numerous years and the Ponds HOA and the City have been able to finally come together to settle on an agreement. Director Thomas explained that the entire capital fund will be reviewed to find net funds for which projects came in under their budgeted amount. If funds are not found via the capital fund, then City Council would be asked to approve an appropriation ordinance. Director Thomas explained that between the current major projects, South Beach Access Road, 4th Ward Storm Sewer, Ferry Hall Bridge, and North Western Ave, there will most likely be funds in the Capital Fund to cover the rest of this project. Chairman Waldeck made a motion to recommend to City Council award of a bid to Keno Construction for the Ponds Subdivision Outlet Repair Project. Alderman Newman seconded the motion, which carried unanimously. VI. NEXT MEETING Director Thomas informed the Committee that he will contact them in May to schedule the date and time for the June, 2017 meeting. VII. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 5:56 P.M. Alderman Tack seconded the motion, which carried unanimously. Respectfully submitted, James Lockefeer Jr. Management Analyst REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AGREEMENT FOR PRELIMINARY DESIGN SERVICES FOR THE DEERPATH ROAD AND OPEN LANDS PARK ENHANCEMENT PROJECT Request Approval of an Agreement for Preliminary Design Services with Craig Bergmann Landscape Design, Inc. for the Deerpath Road Streetscape and Open Lands Park Enhancement Project STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of an agreement for preliminary design services for both the Deerpath Road Streetscape and Open Lands Park enhancement project. Both landscape and civil design options will be provided to the City for its review and consideration. If a concept is selected and approved at the November, 2018 Finance Committee Budget meeting, a subsequent request for complete design drawings and specifications will be made at the December City Council meeting. Attached on page ___ of this agenda packet is the proposal from Craig Bergmann Landscape Design, Inc. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/15/2017 Reviewed & Civic Beautification Committee 6/13/2017 Reviewed & Approved BACKGROUND/DISCUSSION: For over two years, the City’s Civic Beautification Committee has been discussing the need to complete a streetscape enhancement project on Deerpath Road between Western Avenue and Green Bay Road. Similar discussions have been on-going with the City’s Park & Recreation Board with regards to Open Lands Park. Recognizing that the two areas are contiguous and provide an overall entrance to the City’s Central Business District, both the Civic Beautification Committee and staff are recommending that preliminary design concepts be created during the next five months. This process will include two public meetings to seek public input, various survey work, and the development of concepts and schematics for consideration by the Finance Committee at their November budget meeting. Recent projects in and around the Central Business District along with the “TED Talk” and “Welcome Home” campaigns, have highlighted the need to provide streetscape enhancements to Deerpath Road and some overall improvements to the Open Lands Park. The City completed significant improvements along Western Avenue in 2006 and is currently updating the streetscape on North Western Avenue. Improvements to these areas will provide a more welcoming corridor to the City’s Central Business District. BUDGET/FISCAL IMPACTS: At the December 7, 2015 City Council meeting, a three year agreement with Craig Bergmann Landscape Design, Inc. was approved to provide overall landscape design services and project site planning for various capital projects. A formal Request for Proposal (RFP hereafter) process was followed to include a review of each of the eight firm’s proposals and subsequent interviews. Craig Bergmann Landscape Design, Inc. was selected based on the following:  Craig Bergmann Landscape Design, Inc. met, and surpassed all qualifications outlined in the RFQ.  Craig Bergmann Landscape Design, Inc. has successfully completed numerous City projects.  Craig Bergmann Landscape Design, Inc. has extensive experience with local and municipal landscape projects. Craig Bergmann Landscape Design’s proposal utilizes Bleck Engineering for its civil design work. Both companies are located within and owned by Lake Forest residents. The two firms most recently worked together on the golf course patio project, not only providing an excellent design, but were also very accommodating throughout the construction project. In addition, Craig Bergmann Landscape Design, Inc. provided the design for this summer’s N. Western Avenue project. One of the main goals is to carry various design elements found along Western Avenue to the proposed enhancements made to Deerpath Road and the adjoining park. However, the December 7, 2015 City Council approval specifically noted that any single project over $20,000 was subject to City Council approval and in this case, requires a waiver of the RFP process per section 9.0-K of the City’s Purchasing Directive. This is a non-budgeted item, and if necessary, a FY2018 supplemental appropriation will be submitted for City Council approval at the end of the fiscal year. Below is a summary of analysis budget: FY2018 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvements Fund $0 $136,700 N COUNCIL ACTION: Per Section 9.0-K of the City’s purchasing directive noting an exception to RFP process, staff recommends approval of an agreement with Craig Bergmann Landscape Design, Inc. for preliminary designs service of Deerpath Road and Open Lands Park, in the amount of $136,700. Page 1 of 5 Agreement for Design Consultation STREETSCAPE DESIGN DEERPATH ROAD-LAKE FOREST, IL June 12, 2017 Michael Thomas City of Lake Forest 800 North Field Drive Lake Forest, Illinois 60045 The City of Lake Forest (Client) hereby engages Craig Bergmann Landscape Design, Inc. (the "Company") to research and provide schematic design for landscape and streetscape areas outlined by the City of Lake Forest staff, to include pedestrian and traffic circulation, landscaping, sidewalks, curbs, parking, utilities, lighting, and furnishings. The project limits on Deerpath Road extend from Green Bay Road on the west, to the Union Pacific Railroad tracks to the east, including the space between the right-of-way line and the building façade line. The product of these preliminary studies will be a graphic document that will aid the City and its residents in understanding the intent for streetscape and landscape development at the full project areas. The Company agrees to provide consultation for the Client and will provide the following items in preparing this service: SCHEMATIC DESIGN SERVICES  Consult with City of Lake Forest staff and committees to establish design objectives and performance criteria for the design area. Participate in visioning sessions with community and committees per the provided schedule with documentation of the feedback from meetings with established next steps.  Completion of an analysis for Deerpath Road area with full photographic Inventory of the existing conditions for full use during design visioning sessions.  Coordination of the topographic survey service and drawing by civil engineer into a base drawing for the design project. See enclosed survey outline for full scope of survey and area provided.  Review feedback and design ideas with civil engineer for possible design solutions. Research and review existing infrastructures and utilities with available documentation to determine feasible solutions for the project.  Preparation of a corridor study for Deerpath Road that outlines design solutions for streetscape design and landscape intent. The design package will include drawings and other supplemental graphics that assist the Client in understanding the recommendations along the project area outlined.  A presentation and explanation of the corridor study, drawings, and reports by Company staff with City staff and applicable reviewers to comment.  Meetings with the city staff and committees to review feedback of the corridor study and establish next steps per the provided schedule. Note additional meetings will be charged on a T&M basis. Page 2 of 5 PROJECT SCHEDULE Task / Milestone Target Date Design - Schematic Schedule Meeting with Landscape Architect – Initial Plan and Process Review June 7, 2017 Civic Beautification Meeting – Review Design Area, Process, Design Services June 13, 2017 PW Committee - Request the Committee’s Approval of Phase I Design Services June 15,2017 City Council - Request the Council’s Approval of Phase I Design Services June 19, 2017 Public Meeting # 1 – Visioning Session July 6, 2017 Meeting with Landscape Architect / Engineer– Begin Phase I Design July 2017 City Staff Meetings July & Aug 2017 Civic Beautification Committee Meeting – Review Phase I Design August 2017 Public Meeting # 2 - Provide Phase I Design Concepts for Public Review and Input September 6, 2017 Public Works Committee – Review of Final Design Concepts/Materials September 13, 2017 Incorporate Comments from Public Meeting/ Public Works Committee Mid Sept-Nov 2017 Finance Committee Meeting (Budget Meeting) – Review Design Plans November 11 ,2017 Page 3 of 5 PROJECT TEAM We will provide the required professional services with the following team: Craig Bergmann Landscape Design – Landscape Architect (Prime Consultant) Bleck Engineering – Surveying, Civil Engineering CONSULTING FEES Design Services Schematic (Phase 1): CIVIL SURVEY (Bleck Engineering) $11,000 LANDSCAPE ARCHITECT-SCHEMATIC DESIGN $38,000 CIVIL SCHEMATIC DESIGN ASSIST (Bleck Engineering) $7,000 LANDSCAPE ARCHITECT DESIGN DEVELOPMENT $18,000 CIVIL ENGINEER DESIGN DEVELOPMENT (Bleck Engineering) $30,000 REIMBURSABLE EXPENSE (ALLOWANCE) $2,500 TOTAL: $106,500 SERVICES NOT INCLUDED IN PHASE ONE SCOPE Additional services to this agreement may include, but are not limited to the following:  Construction Documents, Bid, and Permit Phase  Mechanical, Electrical, Plumbing, Structural Engineering  Irrigation Design or Documentation  Arborist Services  Civil engineering services not listed within  Structural or Mechanical engineering  Public review and extended comments requiring revisions/redesign.  Graphic Design or Documentation for Signage or Graphics  Cost Estimating services by a separate consultant (Above would be recommended for probable cost checks by other party)  Detailed Planting plans and specifications  Renderings or other detail perspectives by illustrative artists (Above and beyond three dimensional sketches produced by design team)  Permit applications and permit fees  Changes to previously approved designs ADDITIONAL SERVICE RATES Additional services will be discussed and confirmed in writing before proceeding. Hourly rates for Landscape Design Companies professional fees are as follows: Principal $200 in office and out of office Senior Designer $125 in office and out of office Designer $115 in office and out of office Assistant Designer $100 in office and out of office Design Assistant $75 in office and out of office Civil Engineering hourly rates provided upon request. Page 4 of 5 The Company will commence work on the Deerpath Avenue corridor study and other outlined areas when it has receive a copy of this AGREEMENT signed by the Client. Reimbursable expenses including reproductions and postage will be billed as a part of reimbursable fee allowance. As a courtesy to the client the company will not charge for mileage reimbursement. Supplemental services outlined below, when requested in writing by the client, shall entail additional compensation and will be billed on an hourly basis or on the basis of a negotiated fee. The preparation of civil engineering drawings, planting designs, construction documents and drawings and other, more precise design details, may be done by the Company for additional charges in a future scope of work to be identified following the presentation of provide design reports and receipt of client feedback as described in paragraph above. That work is not included within the scope of this Agreement. Payments will be billed monthly and payments are due and payable 30 days from the date of the invoice. Any amounts unpaid when due will be assessed 10% interest calculated monthly. At the company’s option, overdue payments may be grounds for termination or suspension of services. Neither party shall assign their interest in this Agreement without the express written consent of the other, except as to the assignment of proceeds. Company Consultants and Clients agree to the general terms of the agreement for consulting services as shown on attached exhibit B which shall be considered part of this agreement. ________________________________________ ___________________ Client: City of Lake Forest Date ________________________________________ ___________________ Company: Craig Bergmann Landscape Design Date Page 5 of 5 GENERAL TERMS OF AGREEMENT FOR CONSULTING SERVICES 1. Client hereby agrees to retain the Company to perform professional landscape design services as described herein. This agreement applies only to the specific project identified herein. 2. General Responsibility: The Company agrees that we shall act as an independent contractor and shall perform the services provided in this Agreement in accordance with the general standards of care of the Company’s profession. 3. The Company agrees to perform the services set forth herein (services). 4. Client agrees to compensate the Company for its services according to the schedule of payments as set forth in Services and Fees. 5. Insurance: For any services provided under this agreement, the Company shall procure and maintain in effect insurance coverage in the amount not less than set forth below. a. Workers’ Compensation and Employers’ Liability: Comply with the laws of the State of Illinois. b. General Liability: Comprehensive Liability Insurance for personal and bodily injury, including death and property damage in the amount of $2,000.000 combined single limit each occurrence and in aggregate. c. Professional Liability Insurance: The Company shall provide Professional Liability Insurance in the amount of $1,000,000. d. Certificates: The Company shall provide certificates of insurance upon request evidencing coverage required above. Each certificate shall provide that coverage afforded shall not be cancelled nor ordered reduced by the Company except with at least thirty (30) days prior written notice to the Client. Should this occur, the Company shall procure and furnish for Client prior to such effective date new certificates conforming to the above coverage requirement. The Company shall not have the right to receive any payment under the Agreement until such certificates are received by Client. 6. Indemnification and Hold Harmless: Client agrees to indemnify and hold the Company, his employees, and agents harmless of, from, and against any claims, costs, expenses (including attorney’s fees), judgments, penalties, liabilities or losses which may be sustained by or secured against the Company, his employees’ acts, and agents, arising from the negligent acts, errors, or omissions of the Client, his agents arising out of or connected with the performance of the Agreement. 7. Termination: Client may terminate the Agreement with the Company upon written notice if the Company breaches his obligations under the Agreement or for any other clause. Client shall compensate the Company for performance services through the period of notice. 8. Attorney Fees: Should suit be filed to enforce or for the breach of the term of this Agreement, the prevailing party shall be entitled to the award of reasonable attorney’s fees. 9. Governing Law: This Agreement shall be governed by the Laws of the State of Illinois. 10. Severability: If any provision of this Agreement is h eld by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall remain in full force and effect and are binding on the Company and Client. 11. Craig Bergmann Landscape Design reserves the right to adjust the prices quoted if not accepted within 30 days. Page 1 of 5 Agreement for Design Consultation CITY PUBLIC PARK AT DEERPATH ROAD & GREEN BAY ROAD- LAKE FOREST, IL June 13, 2017 Michael Thomas City of Lake Forest 800 North Field Drive Lake Forest, Illinois 60045 The City of Lake Forest (Client) hereby engages Craig Bergmann Landscape Design, Inc. (the "Company") to research and provide design services for landscape areas outlined by the City of Lake Forest staff. The area of work for the City Public Park (formerly Lake Forest Open Lands) located at the southeast corner of Deerpath Road and Green Bay Road. We propose to provide landscape architectural services in the private park property and in the public rights-of-way adjacent to the project, in the area between the back-of-curb and the property line. The Company agrees to provide consultation for the Client and will provide the following items in preparing this service: DESIGN ELEMENTS  Landscaping, including planting as well as ancillary elements such as topsoil, planting soil, planter drainage layer, mulch, etc.  Native woodland design, including design and documentation of perimeter landscape buffer area along the east property line using native and or woodland plants.  Hardscape, including pedestrian walkways, terraces, sitting areas, and other park hardscape elements.  Site fixtures and furnishings, including benches, other seating, trash receptacles, recycling stations, bicycle racks, drinking fountain, etc.  Civil engineering, including grading, utilities, stormwater retention calculations, and design and documentation of stormwater retention measures.  Lighting, including fixture selection and location, identify locations of outdoor receptacles for supplementary power for special events, seasonal lighting, etc.  Automatic irrigation system (done on a design / build basis, limited to indication of areas to be irrigated, and limited review of irrigation work during the construction phase). Page 2 of 5 PROJECT SCHEDULE Task / Milestone Target Date Design - Schematic Schedule Meeting with Landscape Architect – Initial Plan and Process Review June 7, 2017 Civic Beautification Meeting – Review Design Area, Process, Design Services June 13, 2017 PW Committee - Request the Committee’s Approval of Phase I Design Services June 15,2017 City Council - Request the Council’s Approval of Phase I Design Services June 19, 2017 Public Meeting # 1 – Visioning Session July 6, 2017 Meeting with Landscape Architect / Engineer– Begin Phase I Design July 2017 City Staff Meetings July & Aug 2017 Civic Beautification Committee Meeting – Review Phase I Design August 2017 Public Meeting # 2 - Provide Phase I Design Concepts for Public Review and Input September 6, 2017 Public Works Committee – Review of Final Design Concepts/Materials September 13, 2017 Incorporate Comments from Public Meeting/ Public Works Committee Mid Sept-Nov 2017 Finance Committee Meeting (Budget Meeting) – Review Design Plans November 11 ,2017 Page 3 of 5 PROJECT TEAM We will provide the required professional services with the following team: Craig Bergmann Landscape Design – Landscape Architect (Prime Consultant) Bleck Engineering – Surveying, Civil Engineering CONSULTING FEES CIVIL SURVEY (Bleck Engineering) $2,500 LANDSCAPE ARCHITECTURE-SCHEMATIC DESIGN $9,600 LANDSCAPE ARCHITECTURE-DESIGN DEVELOPMENT $9,600 REIMBURSABLE EXPENSE (ALLOWANCE) $2,000 CIVIL ENGINEERING (Bleck Engineering) $7,500 REIMBURSABLE EXPENSE (ALLOWANCE) $1,000 TOTAL $30,200 SERVICES NOT INCLUDED IN SCOPE Additional services to this agreement may include, but are not limited to the following:  Construction drawings, Permit Documents, Project Bidding.  Water feature design and / or documentation. In the event that the Client wishes to pursue a water feature the Landscape Architect would prepare and submit a proposal for water feature design, documentation, and construction administration services.  Mechanical, electrical, plumbing, structural engineering, and / or documentation.  Graphic design and / or documentation, including regulatory, interpretive, identity, and other signage or graphics.  Renderings or detailed perspective sketches, other than such three-dimensional sketches as may be produced during the course of the design studies  Attendance at meetings other than those noted; attendance at additional meetings could be provided as an additional service upon request.  Irrigation Design or Documentation  Arborist Services  Permit applications and permit fees  Changes to previously approved designs Additional services will be discussed and confirmed in writing before proceeding. Hourly rates for Landscape Design Companies professional fees are as follows: Principal $200 in office and out of office Senior Designer $125 in office and out of office Designer $115 in office and out of office Assistant Designer $100 in office and out of office Design Assistant $75 in office and out of office Civil Engineering hourly rates provided upon request. Page 4 of 5 The Company will commence work on the City Public Park study and other outlined areas when it has receive a copy of this AGREEMENT signed by the Client. Reimbursable expenses including reproductions and postage will be billed as a part of reimbursable fee allowance. As a courtesy to the client the company will not charge for mileage reimbursement. Supplemental services outlined below, when requested in writing by the client, shall entail additional compensation and will be billed on an hourly basis or on the basis of a negotiated fee. The preparation of civil engineering drawings, planting designs, construction documents and drawings and other, more precise design details, may be done by the Company for additional charges in a future scope of work to be identified following the presentation of provide design reports and receipt of client feedback as described in paragraph above. That work is not included within the scope of this Agreement. Payments will be billed monthly and payments are due and payable 30 days from the date of the invoice. Any amounts unpaid when due will be assessed 10% interest calculated monthly. At the company’s option, overdue payments may be grounds for termination or suspension of services. Neither party shall assign their interest in this Agreement without the express written consent of the other, except as to the assignment of proceeds. Company Consultants and Clients agree to the general terms of the agreement for consulting services as shown on attached exhibit B which shall be considered part of this agreement. ________________________________________ ___________________ Client: City of Lake Forest Date ________________________________________ ___________________ Company: Craig Bergmann Landscape Design Date Page 5 of 5 GENERAL TERMS OF AGREEMENT FOR CONSULTING SERVICES 1. Client hereby agrees to retain the Company to perform professional landscape design services as described herein. This agreement applies only to the specific project identified herein. 2. General Responsibility: The Company agrees that we shall act as an independent contractor and shall perform the services provided in this Agreement in accordance with the general standards of care of the Company’s profession. 3. The Company agrees to perform the services set forth herein (services). 4. Client agrees to compensate the Company for its services according to the schedule of payments as set forth in Services and Fees. 5. Insurance: For any services provided under this agreement, the Company shall procure and maintain in effect insurance coverage in the amount not less than set forth below. a. Workers’ Compensation and Employers’ Liability: Comply with the laws of the State of Illinois. b. General Liability: Comprehensive Liability Insurance for personal and bodily injury, including death and property damage in the amount of $2,000.000 combined single limit each occurrence and in aggregate. c. Professional Liability Insurance: The Company shall provide Professional Liability Insurance in the amount of $1,000,000. d. Certificates: The Company shall provide certificates of insurance upon request evidencing coverage required above. Each certificate shall provide that coverage afforded shall not be cancelled nor ordered reduced by the Company except with at least thirty (30) days prior written notice to the Client. Should this occur, the Company shall procure and furnish for Client prior to such effective date new certificates conforming to the above coverage requirement. The Company shall not have the right to receive any payment under the Agreement until such certificates are received by Client. 6. Indemnification and Hold Harmless: Client agrees to indemnify and hold the Company, his employees, and agents harmless of, from, and against any claims, costs, expenses (including attorney’s fees), judgments, penalties, liabilities or losses which may be sustained by or secured against the Company, his employees’ acts, and agents, arising from the negligent acts, errors, or omissions of the Client, his agents arising out of or connected with the performance of the Agreement. 7. Termination: Client may terminate the Agreement with the Company upon written notice if the Company breaches his obligations under the Agreement or for any other clause. Client shall compensate the Company for performance services through the period of notice. 8. Attorney Fees: Should suit be filed to enforce or for the breach of the term of this Agreement, the prevailing party shall be entitled to the award of reasonable attorney’s fees. 9. Governing Law: This Agreement shall be governed by the Laws of the State of Illinois. 10. Severability: If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall remain in full force and effect and are binding on the Company and Client. 11. Craig Bergmann Landscape Design reserves the right to adjust the prices quoted if not accepted within 30 days. Deerpath Road Streetscape & New Park Enhancement Project Project Overview &Team Members •Streetscape •Jim Lockefeer (Infrastructure) •Chuck Myers (Landscape Design) •Park •Joe Mobile Timeline/Process –Phase I Task/Milestone Target Date Civic Beautification Meeting Review Plan, Process and Phase I Design Services June 13, 2017 PW Committee Request the Committee’s Approval of Phase I Design Services June 15, 2017 City Council Request the Council’s Approval of Phase I Design Services June 19, 2017 Public Meeting # 1 Visioning Session July 6, 2017 Meeting with Landscape Architect / Engineer Begin Phase I Design July 2017 Civic Beautification Committee Meeting Review Phase I Design August 2017 Public Meeting # 2 Provide Phase I Design Concepts for Public Review and Input September 6, 2017 Public Works Committee Review of Final Design Concepts September 13, 2017 Finance Committee Meeting (Budget Meeting) Review Final Design Concept and Request Budget Approval November 11, 2017 Timeline/Process –Phase 2 Task/Milestone Target Date City Council Approval of Phase II Design Services December 4, 2017 Preparation of Final Design and Specification Documents December 5, 2017 –February 5, 2018 Project Out to Bid March 1, 2018 Finance Committee Review Bids and Recommend Bidder March 12, 2018 City Council Approval March 19, 2018 Project Commencement Contractor TBD August 6, 2018 Project Completion Contractor TBD November 2, 2018 Bergmann/Bleck Proposal •Bergmann is the City’s Landscape Architect •The City has worked with Bleck on many Civil Engineering Projects •Both Local Firms •Recently partnered on the DPGC Patio Project •Benefits of early involvement with Civil Engineer REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID FOR THE FERRY HALL BRIDGE REPAIR PROJECT (The bid opening will take place on Thursday, June 15th at 2pm. The bid tab will be placed in your Dropbox prior to the Public Works Committee meeting.) SUBJECT: Award of Bid for the Ferry Hall Bridge Viaduct Span Reconstruction Project STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (810-3555) PURPOSE AND ACTION REQUESTED: Staff recommends awarding the bid for the Viaduct Span Reconstruction of the Ferry Hall Bridge to ____________________________. BACKGROUND/DISCUSSION: The overall project involves replacing the concrete deck of the viaduct span portion of the Ferry Hall Bridge that has structurally failed. During the normal annual inspection of the Ferry Hall Bridge, staff noticed severe structural failure of the concrete bridge deck. Based on this, staff had to close one lane of the bridge immediately and start the process of determining what repairs were needed to the failed portion of the bridge deck. Wiss, Janney, Elstner Associates, Inc. was hired as an engineering consultant who designed the plans and specifications for the bridge repairs. Based on these documents staff has collected bids for the construction phase of this project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 6/15/2017 City Council 11/21/2016 Approval of Agreement for Design Services Public Works Committee 6/20/2016 South Approach Assessment Reviewed City Council 7/18/2016 Authorization to Provide a Bridge Condition Report Finance & Public Works Committee 11/14/2016 Executive Summary of Bridge Condition Report Provided BUDGET/FISCAL IMPACT: Bids for the Viaduct Span Reconstruction of the Ferry Hall Bridge were received and opened on June 15, 2017. The City received the following bids: Company Name Bid Amount If approved by City Council, the project would commence on or about August 7th and be completed by Thanksgiving. Upon confirming the start date of the project, a letter will be sent to the residents within the limits of the project two weeks prior to start of 2 construction. The City’s website, under “Construction Updates”, will also provide details on the construction schedule. During construction, Ferry Hall bridge, the area adjacent to the bridge, and portions of Mayflower Road will be closed for local traffic only. Motorists wanting to travel through the area will use Rosemary Road, Sheridan Road, and Deerpath as the detour. Below is an estimated summary of project budget: FY2018 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $735,370 Y COUNCIL ACTION: Staff recommends awarding the contract for the Viaduct Span Reconstruction of the Ferry Hall Bridge to ________________ in the amount of ____________. In addition, staff is requesting that City Council authorize to expend, if necessary, an additional amount not to exceed 10% of the contract award for unforeseen change orders that may occur during the administration of this project. Finally staff recommends approval of an agreement with Wiss, Janney, Elstner Associates in the amount of $65,000 for construction observation, inspection and material testing. Therefore, the total project cost is not expected to exceed $735,370. DISCUSSION OF CUSTOMER- OWNED ELECTRIC FACILITIES “Customer-Owned” Electric Facilities (ComEd) Public Works Committee June 14, 2017 Background •ComEd installs and maintains overhead service spans up to 150 feet •Private or “customer-owned” poles may be installed to provide service beyond this distance •35 properties in Lake Forest have “customer-owned” facilities •Responsible for repair, maintenance, upkeep of facilities •ComEd is responsible for all transformers History •In 2007, correspondence sent to 27 property owners in Whispering Oaks •This past April, damage in this neighborhood resulted in significant outages •Residents were alerted of their responsibility to maintain the equipment in their lots •Subsequent outages occurred in May Current Issues •City has no legal authority to obligate ComEd to maintain equipment •High voltage concerns and issues •Location of privately owned equipment requires cooperation to service •Service reliability Potential Approaches •Request updated information on status of customer owned facilities in Lake Forest •Provide information to Property Owners •Determine strategies for transferring ownership of “customer-owned” facilities •Understand financial implications •Develop/Identify City support services or programs to support Property Owners Next Steps •Submit a letter to ComEd request information (June) •Schedule a meeting on site with ComEd Engineering team (June/July) •Arrange a neighborhood Meeting and Survey Residents (July) •Proceed with Potential Engineering (July –September) •Determine Project Scope (October) •Determine Funding Mechanism (Late 2017) •Construction (2018)