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Home My WebLink About7. MANAGERS REPORT 8/19/03 illage of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE'MANAGER MICHAEL E. JANON!S ASSISTANT VILLAGE MANAGER AUGUST 14,2003 ARCHITECTURAL LANDSCAPE.SERVICEs'. BLOCK During the preliminary discussion stages Of the Village Hall programming the Village Board acknowledged a tentative landscape budget of $300,'000 to be taken from TIF proceeds since such work is TIF eligible. As part of the contract for services with DLK a preliminary landscape plan was created within the tentative budget. However, as the Village Hall construction was Progressing it was determined that it would be logical to have W.B. Olson coordinate the necessary landscape work on the Village Hail site so that once the building is completed full occupancy of the site is available instead of a building in an island of landscape work yet to be completed. As part of the preliminary plan for the Village Hall site landscaping it was determined that whatever streetscape enhancements that might be considered should be incorporated into the Village Hall plan for a comprehensive plan. The landscape portion of the comprehensive plan that is considered streetscape is outside the scope of services contract between the Village and DLK. In addition to the projected streetscape improvements for the Village Hall portion of the block staff determined that the proposed streetscape enhancements for the entire block, including the north end around the library, should be coordinated intb a single project to reduce complexity and ensure a consistent appearance. Village staff requested DLK to provide design contract proposal for the Village Hall, Village Hall streetscape, and overall block street$cape. DLK provided a letter of proposal for additional services related to this work in the amount of $61,500. DLK also provided a proposal for engineering service from V3 Infrastructure Services (V31S) in the amount of $58,684. V31S would provide all the necessary engineering services related to the landscape and streetscape work. The Village has utilized V31S for streetscape work throughout the downtown on previous projects. In addition to the $300,000 tentative Village Hall landscape budget there is also $650,000 for streetscape work on the overall municipal block available in the ClP from TIF proceeds. Therefore, the architectural and engineering services would amount to approximately RCHITECTURAL LANDSCAPE SERVICES -VILLAGE HALL & LIBRARY BLOCK August 14, 2003 Page2 12.5% of the projected budget for the project. This percentage is favorable compared to typical construction projects. Assuming favorable authorization from the Village Board staff will work with DLK to complete all the necessary plans and request W.B. Olson obtain competitive bids for future Village Board consideration.. If faVOrable b[ds'are obt'aj~ied staff'W0uld return to the Village' Board for authorization to enter into an agreement with W.B. Olson as the general contractor forall landscape work around the Village Hall and the streetscape work around the municipal block. Once staff receives the necessary authorization from the Village Board, the bid packages would be available around Christmas with work starting Spring 2004. Staff is recommending Village Board authorization to enter into a contract for landscape and streetscape design services with DLK in an amount not to exceed $120,184. This amount includes all necessary related eng neering services Staff will be available for any questions. David Strahl Public Works Director Glen Andler Director of Community Development Bill Cooney H:~VILM~VilIag~ HaJ~Architectual Landscape Services VB Cover Memo Cover.doc DI K July 29, 2003 Mr. Glen Andler, Director Village Mount Prospect Department of Public Works 1700 West Central Road Mount Prospect, IL 60056 RE: Civic Block Streetscape Project Construction Documents Lel~ter of Proposal-Revised Dear Mr. Andler DLK Architecture, Inc. is pleased to have this opportunity to continue on our efforts on this project for the Village of Mount Pr0spectl We have a strong interest in assisting the Village in preparing construction drawings for the civic block bounds by Main Street (IL Route 83) on the west, East B~Ss~' Avenue Oh the south, North Emerson Street on the east and East Central Road on the north. The performance of the work will follow the objectives of the Streetscape Master Plan already approved and being implemented by the Village of MOunt Pr°spect. For this project, DLK will team with V3 .nfrastructure Services (V31S}, a firm that has performed much of the prior streetscape work in the Village of Mount Prospect. We envision that this team will provide a seamless array of services that will result in a successful project. Scope of Services From base survey information already in our files, DLK Will prepare construction drawings for the civic block. DLK ~/ill csordinate the work' in concert with V31S. There wilt be areas of overlap in the preparation of these documents, which will require teamwork between the two firms. We envision V31S will provide'civil, electrical and traffic engineering for the project. DLK Architecture will perform the lead role on all design Portions of the project. Generalfy, v31s will perform review and advisory roles on the demolition, layout, grading, signage portions of the work, will call-out and specify portions of the lighting plan, and prepare the pavement replacement and pavement marking plan as well as contribute to the development 'of the construction details portion of the work. V31S will work with DLK Architecture in the preparation of the summary of quantities and the project specifications. Finally, V31S will take the lead in the review and approval of the proposed improvements with IDOT, pursuant to the agency's regulatory role regarding Main Street (IL Route 83.) DI ,~7~ 1NC. 410 South Michigan Avenue 312.322,5324 fax www.dlklnc,¢om DLK The plan set and project specifications will incorporate the logos and corporate identification of both firms. The overlap is discussed more fully, below, within the breakdown of the deliverables for this project. CONSTRUCTION DOCUMENTS · Site Plan From the survey information already prepared, we will prepare a Site Plan that incorporates the diagonal parking and modifies the streetscape elements already shown on the Landscape Plan for the Village Hall. Demolition Plan The Demolition Plan will indicate areas of curl~/gutter and sidewalk re~noval, areas of work, items to be protected/preserved, locations of vehicular/pedestrian traffic control devices and protective fencing. DLK will prepare this plan in concert with V31S. Layout Plan The Layout Plan will indicate locations, dimensions and geometrics for curb/gutter and paved walkways, locations and dimensions of on-street parking Stalls, locations and dimensions of crosswalks and ramps, locations and dimensions of curb-cuts, locations and dimensions of curbed planters, locations of street trees in grates, locations of proposed roadway and pedestrian ~ighting, locations of signage, etc. DLK & V31S envisions that an alternate scenario will.also be developed asa result of preliminary reviews With'staff. Grading Plan V31S will prepare the Grading Plan indicating gutter flow line eleyations, top of curb, paver elevations and pitch, planter curb elevations, and elevations of foundations for lighting and signage. V31S Will revieW the Grading PIa'h ~vith DLK Ar~;'hite~{~Jre and any modifications resufting from the review will be incorporated into the Grading Plan. · Lighting Plan DLK & V31S will work in concert to propose locations for the approved pedestrian and roadway lights. From manufacturer-provided photometrics, the spacing and locations of the pedestrian and roadway lights will be proposed in order to coordinate with the other required elements of the streetscape program. V31S will specify all conduit, wiring and electrical connection plan information and provide the electrical details. · Signage Plan Signage elements to be indicated on the plan witl include street signs, parking control signs (including ADA signage) 'and wayfindin'g' Signage as required by {he streetscape program. V31S will review Signage iocation and type for compliance with ordinance, particularly along Main Street (IL Route 83.) DLK Arc'hltectUre'will incorporate any modifications to the signage plan suggested by' V:31S into the signage plan. Planting Plan DLK will prepare a streetscape planting plan in accordance with the Village o.f Mount Prospect Streetscape Mastar Plan. The species selection will be coordinated with and reviewed' by MS. safid~'Clark, Viliage Fore~ter and Other st~ff. Piantir{'g areas DLK will include curbed planters along Main Street, and trees in grates along the other three blocks. · Landscape Irrigation Plan DLK will prepare an Irrigation Plan, which will indicate the delivery of supplemental watering to the plantings within the streetscape area. V31S will review the Irrigation Plan, primarily to verify pipe sizing. · Pavement Removal/Grinding Plan Due to the construction work for the Garage & Village Halt, both Busse and Emerson are in conditions of disrepair and certain to experience more degradation. In V31S's site walk-through, it was assumed that pavement repair will be required for these two streets., This plan will be prepared · solely by V31S for incorporation into the plan set. · Pavement Striping Plan V3[S will prepare the pavement-striping plan for inclusion into the plan set. · Construction Details DLK Architecture and V31S will coordinate and Prepare the construction details portion of the plan. · Summary of Quantities DLK Architecture and V3[S will prepare the summary of quantities for the project. ., Specifications. The Spe~ificati0ns will be prepared in CSI format. The front end,' or contractual portion of the specifications will be provided by the Village of Mount Prospect for inclusion into the document. · .... · Meetings DLK and V31S will participate in a total of five meetings with the Department of Public Works and the Assistant Village Manager (as well as other staff members) in the performance of the work. These meetings will be initially scheduled at the beginning of the work with adjustments made during the performance of the work. · Agency Review and Approval It is our understanding that the only regulatory agency requiring approval for this project is IDOT. V31S will be responsible for ali services necessary relating to acquisition of IDOT approval for this project. Services to be provided for any other agencies that needto be inyol~'ed with ,the project will be determined by the Village of Mount Prospect Department of Public Works and would be performed at the Village's request as an Additional Service {see below:) CONSTRUCTION SERVICES · Bidding Assistance DLK Architecture and V31S will participate in one meeting with the Department of Public Works to coordinate schedules and timeframes for the construction phase of the work. DLK Architecture and V31S will conduct one pre-bid meeting on site with contractors intending to submit bids on the project. During the bidding phase,:DLK and V31S will make themselves available to respond to bidders' questions. DLK will be responsible for coordinating responses to bidders between DLK and V31S. · Construction Observation DLK Architecture and V$1S will coordinate with the Village of Mount Prospect's Department of Public Works to arrive at a schedule for periodic site visits to review 312.322.5324 DLK the progress o{ the work. For the purposes of this Letter of Proposal, the team assumes weekly site visits during a twelve-week project time of performance. Once the determination of the needs and the resultant sbhedule'is complete, a lump sum proposal will be submitted to the Village of Mount Prospect for the prbvision of Construction Observation Services. Time of Performance Preparation of the Construction Document~ wilt take approximately ten to twelve weeks to complete. The receipt of approval from IDOT will be in addition to that time frame. Professional Fees Fees for this project have been calculated on an hoUrly basis ne,ceSsary to complete the tasks descried in the Scope of Services, above. Professional Fees for this project are quoted as not-to-exceed amounts and have been 'broken out as follows: DLK V31S Construction Documents: Permitting: Bidding Services: Construction Services: 944,000 $32,408 9480 86,487 94,700 $3,154 ...912,~.0 816,635 $61,500 $58,684 ADDITfONAL SERVICES Any services that are not detailed above in the Scope of Services Shall be performed at the request of the Owner and shall be considered Additional Se~ice. Additional services shall be provided for a negotiated lump sum fee or on a time and materials basis at the standard· charge-out rate, which is as follows: Principal $.175 / Hr Project Manager $120 / Hr Senior Architect $120 / Hr ' Architect 1 $100 / Hr Architect 2 $80 / Hr Sr. Landscape Architect $120 / Hr Landscape Architect $100/Hr Landscape Architect 2 $80 / Hr Renderer $55 / Hr Intern $50 / Hr D1,K, INC. DLK REIMBURSABLE EXPENSES Reimbursable expenses for items and services that are essential to the performance of the work shall be billed for in addition to the pr°fes~i0nal feeS~, Reimbt~saSle expenses would include items such as printing and reproduction, postage and shipping, digital' imagery and photography as welt as travel (@ O.34/mile}. We have proposed a budget for reimbursables of Seven Thousand Two Hundred Dollars. General Conditions We would appreciate a retainer of Six Thousand Dollars at the commencement of work. Invoices shall be sent monthly during the performance of the work. As the client, you have the right to abandon the project at any time. in the unlikely event that you should decide to abandon the project, DLK Architecture shall be compensated for all work performed at the point of the receipt of notification of abandonment. DLK Architecture, Inc. and V3~S will be identified on ail Site signage, Mr. Andler, we want you to know that DLK Architecture and V31S shall provide our best professional effort on behalf of the Vilfage of Mount Prospect and its Department of Public Works. We understand the support that the Village's Streetscape Master Plan has at this point and its importance on this project in particular. Once constructed, the streetscape will assist in the unification of the buildings on the civic btock and will establish an appropriate setting for these very significant buildings. If the terms and conditions of this Letter of Proposal are acceptable, DLK is prepared to begin work immediately. Signing the agreement section of this Letter of Proposal would be our authorization to proceed on the services listed. If any questions arise during your review of this Letter of Proposal, please do not hesitate to contact me, as I shall be happy to share our thoughts and experiences. Sincerely, DLK Architecture, Inc. Charles J. Crump, Associate Director of Landscape & Planning Services Dt,K~ I~C. DI,K AGREEMENT agree to the terms and conditions within this Letter of Proposal and authorize work to begin on as scheduled in the Scope of Services section. Owner Date Owner Date C:\Documents and Settings\DStrahI,DOMAIN\Local Settings~Temporary Internet Files\OLK181~LOP 072903.doc DLK,