===== PDF PAGE 92 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO t I INFRASTRUCTURE COMMITliEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _4~_,_([-_ _ _ Resolution No. 25-R-0080 - Civiltech Engineering, Inc. - Professional Design Engineering Services for Downtown COMMITTEE AGENDA DATE: December 4, 2025 Modernization and Beautification Project in an Amount Not COUNCIL AGENDA DATE: December 15, 2025 to Exceed $97,653.60 STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE.__________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messina SIGNATURE_________ _ ITEM SUMMARY: The West Chicago Strategic Plan (2016), the West Chicago Central-Main Street Redevelopment Plan (2018), the, West Chicago Economic Development Plan (2021-2025), and the West Chicago Forward Comprehensive Plan (2022) have all identified Downtown Revitalization as heavily desired by residents, businesses and members of the community. The general theme across all plans is to provide a more inviting Downtown. In July 2024, the City staff collaborated with Civiltech Engineering, Inc. (CEI) to prepare a Rebuild Downtown and Main Street (ROMS) grant application for a Downtown Revitalization Project (the Project) along Main St, (Washington St to Wilson Ave) and Turner Ct. The general scope of work included in the grant application is including but not limited to resurfacing within Project limits, stamped concrete sidewalks, planter beds, street furniture, festoon lighting, irrigation system for planter beds, underground improvements, signage, etc. In April 2025, the City was awarded the full requested grant amount of $2 million. The City is currently awaiting a fully executed grant agreement from Department of Commerce and Economic Opportunity (DCEO). This grant has a sunset date of November 30, 2027, and construction is anticipated to begin in April 2027. On July 21, 2025, the City Council approved Resolution No. 25-R-0047 authorizing a preliminary design engineering services agreement with CEI. The preliminary design engineering services agreement is focused on public engagement related to this Project. At the time of approval, staff had advised the City Council that an amendment will be required to perform the detailed design engineering services which will include work such as preparation of detailed engineering plans, permitting, specifications, cost estimates, and bidding services. To maintain momentum while engagement continues, staff and CEI recommend dividing detailed design into two phases. Work not dependent on public design feedback can proceed now; streetscape-sensitive design elements will return in a later amendment. GEi's proposed fees for the professional design engineering services are in the amount of $97,653. The scope of work associated with this agreement is focused on underground utilities, permitting for such and coordination with other agencies. The FY 2026 Budget includes $349,900.00 under Capital Projects Fund Account No. 08-34-53- 4225 for this Project. The current budget includes complete detailed design engineering services; however, as stated above, an amendment will be presented later at the conclusion of the public engagement process. Staff recommends approval of the contract with CEI. ACTIONS PROPOSED: Approve Resolution No. 25-R-0080 authorizing the Mayor to execute a contract with Civiltech Engineering, Inc. of Itasca, Illinois, for the Professional Design Engineering services related to the Downtown Modernization and Beautification Project in an Amount Not to Exceed $97,653.60. COMMITTEE RECOMMENDATION: ===== PDF PAGE 93 ===== [Extraction: embedded PDF text] RESOLUTION NO. 25-R-0080 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH CIVIL TECH ENGINEERING, INC. OF ITASCA, ILLINOIS, FOR THE PROFESSIONAL DESIGN ENGINEERING SERVICES RELATED TO THE DOWNTOWN MODERNIZATION AND BEAUTIFICATION PROJECT IN AN AMOUNT NOT TO EXCEED $97,653.60 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a contract with Civiltech Engineering, Inc. of Itasca, Illinois, for the Professional Design Engineering services related to the Downtown Modernization and Beautification Project in an Amount Not to Exceed $97,653.60, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of December 2025. AYES: NAYES: ABSTAIN: ABSENT: Daniel Bovey, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 94 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Downtown Modernization and Beautification Project CH1LTECH City of West Chicago I November 25, 2025 PROJECT UNDERSTANDING AND APPROACH The Phase II Engineering for this project will include watermain and potential sanitary spot repairs and lining. The City will video tape the sewers in the project area and Civiltech will review the information and confirm the locations and limits of the work. All water and sanitary work will be in accordance with IEPA and City requirements and permitted as required. It will also look at the improvement of pedestrian spaces on Main Street for ADA compliance throughout the corridor for the Main Street Streetscape. The primary objective of this scope is to provide a preliminary design for the water main, begin the utility correspondence for the Downtown Modernization and Beautification Project, and analyze ADA compliance along Main Street and produce a Phase II preliminary set of construction plans for City Review prior to the Downtown Modernization and Beautification Project. The total length of water main improvement is approximately 1,880 feet. SCOPE OF SERVICES A. Preliminary Engineering Phase The Preliminary Engineering services will meet the pertinent requirements of the City of West Chicago, the Illinois Department ofTransportation , (IDOT), and the Illinois Environmental Protection Agency (IEPA). Civiltech design team's experience with watermain construction involves exposure to many different project challenges, conditions and settings (residential, commercial and industrial). This experience allows us to identify critical project elements that need to be addressed during the Preliminary design stage. Item 1 - Initial Meeting with City This work item will include an initial meeting with the City to determine what available data and record information exists that will be useful in the design process, to discuss the project requirements in detail, and to evaluate possible water main alignment options and construction techniques. Item 2 - Early Coordination and Data Collection We will obtain and review available City data including, but not limited to, subdivision plans and plats, record plans, right-of-way data, aerial photography and contour mapping, watermain break records, other existing plans, municipal utility atlases, and private utility atlases. In addition, the data collection for this project will include a complete photo log in order to document existing conditions prior to construction. Images from the photo log could then be used to clearly show the existing conditions during public meeting presentations. Item 3 - Field Survey and Preparation of Base Sheets Civiltech Engineering will use the survey completed as part of the Concept study for the corridor. Base sheets will be prepared at a scale of 1"=20' for use during the final contract plan preparation. The preparation of the base sheets will include identification and plotting of all existing utilities within the project limits. After the base sheets have been prepared, the designers will perform a plan-in-hand field check during which we will verify the completeness and accuracy of the survey while familiarizing ourselves with the project area and any special conditions in the field. ===== PDF PAGE 95 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Downtown Modernization and Beautification Project CI\1LTECH City of West Chicago I November 25, 2025 Item 4 - Preliminary Utility Coordination This corridor includes many public and private utilities that may be impacted by the proposed design. A Design Stage J.U.L.I.E. utility locate request will be completed for the Streetscape limits which leads to receiving atlases from identified utility companies during the time when we are preparing base sheets for the plans. Item 5 - Design Criteria and Preliminary Design Studies The Preliminary Engineering will focus on the potential installation methods for the new watermain, considering the corridor, impacts, and conflicts associated. We will review alternatives for conventional open trenching and trenchless technologies, as well as a combination of alternatives. Item 6 - Concept Water Main Alignment and Profile Design As part of the Preliminary Engineering, we will prepare an overall project area exhibit that shows an overall plan for watermain location, I connections, valve strategy, and hydrant locations. This will ensure that the City staff will review and approve the conceptual design that will serve as the basis for moving forward with the detailed P, S& E. We will work with the City to determine the limits of the watermain replacement including valving and connection strategies and fire hydrant placement. Sizing of the watermain will be provided by the City. We will provide a preliminary cost estimate B. Design Engineering Phase We will complete the design of the water main replacement in accordance with the Standard Specifications for Water and Sewer Construction in Illinois, latest edition and any City requirements. The following major work items are anticipated to complete the Design Engineering Phase of this project: Item 1 - Pre-Final Contract Plans Based on the findings of the Preliminary Engineering Phase described above, we will prepare preliminary and pre-final contract plans. We anticipate that the plans will be prepared at a 1" = 20' scale and will likely contain the following drawings: • Water Main Alignment and Profile Plans (1" = 20') (4 sheets) • Drainage and Utility Plan and Profiles (1"=20') (6 sheets) Cross sections of existing utilities and proposed water main will be developed and used for design purposes; however, we do not anticipate their inclusion in these contract plans. Item 2 - Pre-Final Special Provisions and Quantity Calculations Detailed quantity calculations will be performed at this stage of the plan preparation in order to develop an accurate Engineer's Estimate of Cost. , Water main construction staging will be evaluated for constructability and to minimize the water shutdowns, service interruptions, and inconveniences to the motorized public. Detailed special provisions supplementing the "Standard Specifications for Road and Bridge Construction," adopted January 1, 2022 by the Illinois Department ofTransportation will be prepared. The special provisions will also include details and requirements for construction staging/maintenance of traffic, including listing any commitments made by the City to the adjacent property owners. Item 3 - Pre-Final QA/QC Review Prior to submission of the pre-final and final plans for review, we will perform an internal Quality Control/ Quality Assurance review of the work completed. The review will be performed by a professional engineer independent of the design team. The review will consider constructability issues as well as identification of missing pay items, quantities of work, and special provisions required. ===== PDF PAGE 96 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services ~ Downtown Modernization and Beautification Project CH'JLTECH City of West Chicago I November 25, 2025 Item 4 - ADA Compliance Civiltech will perform a review of the topographical survey and provide the City with alternatives to the pedestrian walking space along Main Street in accordance with the Main Street Streetscape project. PROJECT ADMINISTRATION, COORDINATION AND PERMITS Item 1 - Project Administration This item includes project setup and monthly invoicing. In addition, this item includes internal project team coordination. Item 2 - Project Submittals We will make the necessary document submittals, and follow through with each agency in regards to their review comments or arrange a review meeting to discuss plan changes necessary to resolve conflicts if possible. We will provide the City all reports, plans, studies and other information as requested in digital format. Item 3 - Utility Company Coordination We will analyze for potential impacts to existing utilities. We will provide the utility companies with a list of areas of potential conflict so that additional information, such as horizontal locates or depth borings, can be obtained by the utility companies where necessary to further define the extent of conflicts. Should any utility relocation work be necessary, we will work with the utility companies as they develop relocation plans, provide them with electronic files when requested and review those plans when they are submitted. Item 4 - Review Meeting We will meet with the City to discuss any review comments and design issues. The meeting will be scheduled such that all parties will have had an opportunity to review the submittals and provide comments. The meeting will be documented with Meeting Minutes. Any comments provided by the City will be documented with a disposition of comments narrative. We have anticipated 1 review meeting. Item 5 -Permitting This item includes all reviews and meetings to obtain final plan approval of water plans by the City and IEPA. The submittals will be concurrent with the reconstruction plans. An initial submittal of the 65% preliminary contract plans will be made to the City to ensure the goals and requirements are met. After addressing preliminary plan comments, Civiltech will submit to the IEPA to obtain a permit for water main work and to the City for final review. Once the contract plans and supporting documents have been completed to a pre-final {95% complete) stage, plans, specifications, and estimates will be submitted to the City. The plans will also be sent to the private utilities for their concurrent reviews. At this point, the next submittal will take place as part of the Phase II design contract associated with the Downtown Modernization and Beautification Project. PROJECT SCHEDULE The schedule of this work will follow the schedule of the reconstruction and streetscape project that these plans will be included in. The schedule for that project has not been set at this time as we wait for the concept project to wrap up. ===== PDF PAGE 97 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Downtown Modernization and Beautification Project CJ\ILTECH City of West Chicago I November 25, 2025 FEE CALCULATION Civiltech is dedicated to the philosophy of staffing projects with qualified individuals necessary to successfully complete projects at a reasonable , cost to the City. Compensation for our work will be based upon actual labor dollars expended times a factor of 2.70 to cover actual payroll, overhead and indirect costs, payroll burden, and fringe benefit costs and profit. Direct costs such as printing, vehicle expenses and sub-consultant costs will be billed at their actual cost, without markup. Accepted By: SIGNATURE PRINTED NAME COMPANY/FIRM/AGENCY DATE ===== PDF PAGE 98 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Dowrdown Modemiza&n and Beautif"teaffon Project Cf\ IL TECH City ol West Chicago I November 25, 2025 COST ESTIMATE OF CONSULTANT SERVICES Personnel & Hours Senior I Project Project Engineer Engineer QC/QA Total ¾ of Labor Cost I Hours Hours Manager Manager IV II Engineer QC/QA I $90.00 $60.00 $45.00 $39.25 $75.00 A. 4 37 94 112 8 255 33.6% $11,806.00 B. 9 58 140 176 12 395 52.0% $18,398.00 C. Pro ect Admfnlstratlon Coordination and Penn Its 11 32 39 28 0 110 14.5% $5 764.00 24 127 273 316 20 760 % of Hours 3.2% 16.7% 35.9% 41.6% 2.6% 101>.0% Total LaborCost $2,160 $7620 $12 285 $12 403 $1 500 $35 968.00 Overhead Cost 1.7000 $61 145.60 Direct Costs See Exhibit A-1 $540.00 Total Cost: $97,653.60 ===== PDF PAGE 99 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Downtown Modernization and Beautification Project Cflv1LTECH City of West Chicago I November 25, 2025 DIRECT COSTS II EXHIBIT A-1 - DIRECT COSTS II Design Engineering - Main Street Water Main Replacement ITEM 1 Vehicle Expense $90 I day X 6 days $540.00 TOTAL DIRECT EXPENSES: S540.00 ===== PDF PAGE 100 ===== [Extraction: embedded PDF text] Proposal to Furnish Design Engineering Services Downtown llodemization and Beautification Project CJ\ lLTECH City of West Chicago I November 25, 2025 WORKHOURS Personnel & Hours Senior Project Manager Project QC/QA QC/QA Manager Englnoer IV Engineer II Engineer Total Hours % of Hours Item No. Tuk A Prellmlna,v Enolneertno Phan 1. Initial Mee!Tno with Citv 3 3 6 2.4% 2. Early Coordination and Data Collection 2 2 2 6 2.4% 3. Field Survey and Preoaration of Base Sheets 1 B 20 29 11.4% 4, Preliminary Utility Comoanv Coordination 1 1 2 4 1.6% 5. Desian Criteria and Preliminary Desian Studies 1 4 8 8 21 8.2% 6. Concept Water Main Alianment and Profile Desian 1 10 24 24 59 23.1% -Water Main Alionment and Profile (1"=20' H: 1"=5' Vl 1 8 40 48 8 105 41.2% - Preliminary Estimates of Project Costs 1 8 8 8 25 9.8% Sub-totaUu,m A 4 37 94 112 8 256 ·100.0% B. Oe1lan Enalneertna Phase 1. Pre-Final Contract Plans -Water Main Alionment and Profile (1"=20' H : 1"=5' Vl 2 12 24 40 78 19.7% - Drainaae and UUUtv Plan and Profile 11 "=20' H : 1"=5' Vl -2 12 24 4B 86 21 .8% 2. Pre-Final S"""ial Provisions and Quantitv Calculations 1 10 12 8 31 7.8% 3. Pre-Final QA/QC Review 4 B B 20 5.1% 4. ADA ComoUance 16 80 BO 4 180 45.6% Sub-total Item B 9 S8 140 176 12 395 100.00% c. • Prolecl Admlnl1trat1on Coordln1llon and Pennlta 1. Project Administration 4 12 16 14_5% 2. Proiect Subm iltals 4 8 8 20 18,2% 3,. UlWtv Comoanv Coordination 1 12 12 25 22.7% 4. Review Meetino 3 3 3 9 8,2% 5. Permittina B 16 16 40 36.4% Sub-total Item C 11 32 39 28 0 110 100.0% Total Houra:I 24 I 127 ·27-3 I 316 I 20 760 %•Of,Hours:1 3.2% I 16.7'A 36.9% I 41.6% 2.6~ 100.0%