Resolution 2006-029 STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2006-
RESOLUTION APPROVING AGREEMENT WITH
SCHOPPE DESIGN ASSOCIATES, INC.
FOR
PROFESSIONAL SERVICES
FOR PRAIRIE MEADOWS PARK
WHEREAS, the City Council of the United City of Yorkville has considered
approval of an agreement with Schoppe Design Associates, Inc. for Professional
Services; and
WHEREAS, a copy of said agreement is attached hereto and incorporated herein as
Exhibit "A "; and
NOW THEREFORE, upon Motion duly made, seconded and approved by the
majority of those members of the City Council voting, the Agreement in the form set
forth in Exhibit "A" is hereby approved, and the Mayor and City Clerk are authorized to
execute said Agreement on behalf of the United City of Yorkville.
JAMES BOCK JOSEPH BESCO
VALERIE BURD PAUL JAMES v.
O
DEAN WOLFER MARTY MUNNS —"
ROSE SPEARS JASON LESLIE
Approved by me, as Mayor of the United City of Yorkville, Kendall County,
Illinois, this Day of arm , A.D. 2006.
i
MAYOR(/
Passed by the City Council of the United City of Yorkville, Kendall County,
Illinois this \ day o , A.D. 2006.
ATTEST:
CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
Schoppe Design Associates, Inc.
- Landscape Architecture and Land Planning
126 S. Main St. Ph. (630) 551 -3355
Oswego, IL 60543 Fax (630) 551 -3639
PROFESSIONAL SERVICE AGREEMENT
between
SCHOPPE DESIGN ASSOCIATES, INC. (SDA)
126 SOUTH MAIN STREET
OSWEGO, IL 60543
and
CITY OF YORKVILLE (COY)
PARK AND RECREATION DEPARTMENT
800 GAME FARM ROAD
YORKVILLE, IL 60560
March 14, 2006
PART ONE — PROJECT DESCRIPTION
Name: Menards Property Park
Location: Yorkville, IL
Scope: Program phase through construction documentation phase, grant administration phase,
and contract administration phase services for site and landscape improvements
associated with development of approximately two acre park.
Budget: $400,000 based on current contractor installed costs
Client
Representative: Dave Mogle, Executive Director of Parks and Recreation
Project Principal: Mike Schoppe
Project Manager: Mark Harrison
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PART TWO — BASIC SERVICES
Program Phase:
We have conducted a kick -off meeting with you and other design team members to identify:
a. Goals and objectives
b. Schedule and milestones
c. Participants
d. Design program
e. Budget parameters
f. Grantor (Funding Agency) Requirements
g. Playground Equipment, swings and thematic functional design program
h. Other administrative matters
Research and Analvsis:
Using information gathered during the Program Phase, SDA will:
1. Inventory readily available existing data including:
a. Physical site information such as:
1. Utilities
2. As -built topographic and boundary survey as provided by COY.
3. Existing vegetation
2. Visit and photograph the site and surrounding areas to become acquainted with:
a. Apparent physical conditions
b. Pedestrian and vehicular circulation patterns
c. Existing conditions and views
d. Existing drainage pattern
e. Existing vegetation
3. Conduct research into various manufacturer's products and related costs, procure, scan and /or
download images to be used in subsequent phases of our work.
Concept Phase:
Using the information gathered during the program phase and the research and analysis phase, SDA will:
1. Prepare one schematic design illustrating the scale, type, and organization of the proposed site and
landscape improvements. Items which will be considered for development in the schematic plans
will be:
a. Contouring and landforms
b. Playground (Fire House theme)
c. Water feature /sprayground features which are interactive (activated by user)*
d. Water supply and /or circulation system for water features
e. Colored /special pavement around water features
* SDA scope of services relative to the water features /sprayground is based upon a self - contained water
supply /pump /electrical /circulation system which drains into the subsurface storm drainage system. Any engineering,
if necessary, to be performed by the manufacturer.
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f. Lighted flagpole
g. Overhead fabric structure or simple shelter
h. Benches and lighting
i. Plantings, turf, and/or naturalized vegetation
2. Prepare a concept level cost opinion of our schematic design using our generic system costs and an
appropriate construction contingency.
3. Review schematic design and cost information with COY (one meeting included).
Preliminary Plan Phase:
Based upon the schematic design and cost information, and upon input from COY, we will:
1. Refine the schematic design plan into one preliminary design plan.
2. Gather, produce and process illustrative photographs and drawings to be incorporated into the
preliminary plan.
3. Prepare updated opinion of probable construction costs.
4. Submit preliminary design plan to COY for Park Board review.
5. Attend Park Board meeting to review the schematic design plan (one meeting included).
6. Revise the preliminary design plan and opinion of probable construction costs per COY comments,
and submit to you for approval
Construction Document Phase:
Based upon the approved preliminary design plan, and upon our research and analysis, SDA will:
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1. Prepare a request for proposals for playground equipment, the water features and overhead fabric
structure or shelter. COY will receive and answer supplier's questions, will select Manufacturers'
equipment based upon the proposals submitted, and will provide to SDA approved equipment plans
and specifications ready to be included in the Construction Documents
2. Incorporate Park Board and public comments, and the selected playground equipment, water features,
structure or shelter and will finalize the design, layout, materials, size, horizontal control and vertical
control for those items which you have authorized for construction including those items listed in the
concept phase above.
3. Document the finalized design on AutoCAD base sheets.
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4. Prepare updated estimates of probable construction costs including an appropriate construction
contingency.
5. Review drawings and supporting information with COY at 50% and 90% completion (2 meetings
included).
6. Revise drawings and supportive information, incorporate COY comments, and submit to you for
approval.
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- 7. Following COY approval, SDA will prepare appropriate copies of plans and specifications for general
contractors and deliver them to you for your distribution to bidders.
Grant Administration Phase
1. Based upon the approved Preliminary Site Development Plan, we will prepare the following exhibits
for an O.S.L.A.D. /L.A.W.C.F. grant application to the Illinois Dept. of Natural Resources including:
a. Attachment A -1: Assistance with verbiage for your narrative statement
b. Attachment A -2: Location map
c. Attachment A -3: Site development plan
d. Attachment A -3b: Playground and water features plan drawings
e. Attachment A -4: Site premise plat
f. Attachment A -7: F.E.M.A. flood map for the project area
2. Review exhibits with you and revise plans once per your input.
3. We will submit the drawings, including playground equipment and technical specifications with the
granting agency (Illinois Dept. of Natural Resources).
Contract Administration Phase
Following your approval of the construction documents and specifications and as authorized by Executive Director
of Parks and Recreation, SDA will:
1. Correspond with and answer incidental questions from contractors and material suppliers regarding our
documents as directed by you.
2. Review bids and make recommendations as directed by you.
3. Attend Park Board and City Council meeting to discuss bids.
4. Conduct a pre- construction meeting with the contractor.
5. Observe the work as directed by you, to become familiarized with the progress and quality of the work
and determine if the work is generally in conformance with the contract documents (3 site visits
estimated).
6. Keep you informed about the progress and quality of the contractor's work by communicating our
observations in writing to both parties.
7. Issue recommendations regarding the general conformance of shop drawings, product data and
material samples submitted by the contractor, to the design intent expressed in the Contract
Documents.
8. Review the Contractors request of acceptance of substantially and finally completed work including
preparation of punch list.
Additional Services
l We may provide additional services that are not included in the Basic Services, such as, but not limited to:
1. Revisions to previously - completed and approved phases of our services.
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2. Meetings with you or presentation to other parties not specified in the Basic Services.
3. Detailed quantity estimates and/or construction cost opinions using data or format other than our own.
4. Detailed written summaries of our work or our recommendations.
5. Services required due to the discovery of concealed conditions, actions, or other circumstances beyond
our control.
6. Modifications or revisions beyond those specified in the Basic Services.
If circumstances arise during our performance of the Basic Services, which we believe requires 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 authorizations.
PART THREE — COMPENSATION AND PAYMENT
Basic Services:
You agree to compensate us for the services described in Part Two of this Agreement as follows:
Program Phase through Preliminary Plan Phase ..... ............................... Fixed Fee $ 10,500
Construction Document Phase .................. ............................... Fixed Fee $ 17,000
Grant Administration Phase ..................... ............................... Fixed Fee $ 3,000
Total ................................................ ............................... Fixed Fee $30,500
Contract Administration Phase
(When requested by Executive Director of Parks and Recreation) ........ Hourly (approx. $3,000)
Additional Services:
You agree to compensate us for additional services as described in this agreement at our standard rates as outlined in
our consultant agreement with the City of Yorkville.
Expenses:
You agree to compensate us, in addition to the fees, for the following out of pocket expenses:
Printing Services and Courier Service .............................. Cost plus 15%
Pavment:
Invoices:
Each month, we will provide invoices that describe the invoice period, the services rendered, fees and expenses due.
Invoices for hourly fees will describe the tasks, hours, and hourly rates for the service completed. Payments will be
due 30 days from date of invoice. We reserve the right to suspend our services if you have unpaid invoices over 60
days old.
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PART FOUR — ADDITIONAL CONDITIONS
Credit
You agree to give us proper credit for our professional services in your official communications, published articles,
and temporary project identification signage.
Client Responsibilities
COY will provide the following information to SDA before proceeding with the Research and Analysis Phase:
1. AutoCAD compatible file of a recent (as- built) survey including:
a. Property lines and corners.
b. Contour lines at one foot intervals.
c. Existing walks and pavement lines along adjacent streets.
d. Existing street lights adjacent to properly.
e. Location of underground utilities in or adjacent to property.
£ Rim and invert elevations of storm sewer structure in and adjacent to property.
g. Electrical primary and secondary locations and capacities for overhead and /or underground lines
and transformers, on site and adjacent to the site.
h. Soil borings.
2. Boundary showing property lines, dimensions and easements
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Construction Phase Limitations
SDA will not supervise, direct, or control the Contractor's work. We have no authority or responsibility for the
methods, techniques, or sequencing of construction, or for the safety or welfare of the Contractor's forces.
Accordingly, we do not guarantee the performance of the contractor.
Certification or other opinions of the contractor's work will be based on our periodic observations and data supplied
to us by the contractor. You acknowledge that we will not make continuous or exhaustive observations of the work
and that our recommendations for preliminary acceptance of partially or substantially completed work, and do not
assure the final acceptance of work, which may subsequently be found to be defective.
Cost and Ouantitv Opinion
We estimate certain quantity and / or costs for your convenience. The contractor is responsible for determining
actual quantities and providing sufficient labor, services, equipment, and materials to complete the work as drawn
and specified.
PART FIVE — ACCEPTANCE
Please indicate your acceptance of this Agreement by signing and returning both originals to us. A countersigned
agreement will be returned to you.
This proposal m oDay modified or wi h awn unless executed within 30 days.
Accepted by: Date: Ub
Mo le, xe Hle r of Parks and Recreation
Accepted by: Date:
Mike c oppe, Sc
sign Associates, Inc.
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