===== PDF PAGE 86 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _5_.. _,+\-..........---"-,. __Resolution No. 26-R-0028 - Civiltech Engineering, Inc. - Amendment No. 1 - Preliminary Engineering Design COMMITTEE AGENDA DATE: March 5, 2026 Services for Downtown Modernization and Beautification COUNCIL AGENDA DATE: March 16, 2026 Project in an amount $63,874.58 for a revised contract Not to Exceed $283,215.81 STAFF REVIEW: Mehul T. 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 an item that is heavily desired by the 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. (GEi) to prepare a grant application for Downtown Revitalization Project (the Project) along Main St (Washington St to Wilson Ave) and Turner Ct. The grant is through Rebuild Downtown and Main Street (ROMS) through the Department of Commerce and Economic Opportunity (DCEO). 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 grant agreement has a sunset date of November 30, 2027. Currently, construction is anticipated to begin in April 2027. On July 21, 2025, the City Council authorized Resolution No. 25-R-0047 with GEi for the Preliminary Design Engineering services related to the Downtown Revitalization Project in an amount not to exceed $219,341 .23. To date, the City has completed multiple steps of the public engagement process that was part of this agreement. Throughout the process, a lot of additional work has been completed that was not part of the original scope along with new anticipated items based on feedback thus far. Some of these items are identified below. • Evaluation of one-way operations with memo and additional information included for parking, multiple rounds of revisions on memo • Evaluation of ADA ramp and design modification options for existing pedestrian stairway connections between Main and Turner • Evaluation of street closures for Turner Court and Galena, including impacts to emergency/maintenance access, traffic rerouting and detours, signage and feasibility of grading/drainage • Evaluation of diagonal parking design option with information about potential cross section dimensions and spatial comparisons to parallel parking • Additional renderings and exhibits for the Public Information Meeting (PIM)1 • Additional public survey between PIM#1 and PIM#2 • Concept design for a new pedestrian plaza space at Galena/Main in location of current roadway. Design will include options for custom seating, pavers, trees and placemaking elements, along with cost estimates and maintenance considerations for evaluation and decision making. • Concept designs for custom shade structures with cost estimates and maintenance considerations • Concept design and feasibility evaluation of interactive fountain design with multiple options for placement. GEi has submitted a supplement request in the amount of $63,874.58 to cover the additional items. There are sufficient funds available in the Capital Project Fund Account No. 08-34-53-4225 for this supplemental request. ACTIONS PROPOSED: Approve Resolution No. 26-R-0028 authorizing the Mayor to execute Amendment No. 1 with Civiltech Engineering, Inc. of Itasca, Illinois, for the Preliminary Design Engineering services related to the Downtown Modernization and Beautification Project in an amount $63,874.58 for a revised contract in an amount not to exceed $283,215.81 ===== PDF PAGE 87 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO COMMITTEE RECOMMENDATION: ===== PDF PAGE 88 ===== [Extraction: embedded PDF text] RESOLUTION NO. 26-R-0028 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 1 WITH CIVIL TECH ENGINEERING, INC. OF ITASCA, ILLINOIS, FOR THE PRELIMINARY DESIGN ENGINEERING SERVICES RELATED TO DOWNTOWN MODERNIZATION AND BEAUTIFICATION IN AN AMOUNT OF $63,874.58 FOR A REVISED CONTRACT IN AN AMOUNT NOT TO EXCEED $283,215.81 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 Amendment No. 1 with Civiltech Engineering, Inc. of Itasca, Illinois, for the Preliminary Design Engineering services related to the Downtown Modernization and Beautification Project in an amount of $63,874.58 for a revised contract in an amount not to exceed $283,215.81, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of March 2026. AYES: NAYES: ABSTAIN: ABSENT: Daniel Bovey, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 89 ===== [Extraction: embedded PDF text] February 26, 2026 Mehul Patel, P.E., CFM Director of Public Works City of West Chicago 1400 W. Hawthorne Lane West Chicago, IL 60185 Civiltech Engineering, Inc. www.civiltechinc.com Re: 25-R-0047 Main Street- Downtown Modernization and Beautifcation Two Pierce Place, Suite 1400 Project Itasca, IL 60143 Phone: 630.773.3900 Dear Mr. Patel:Fax: 630.773.3975 30 N LaSalle Street, Suite 3220 Attached is a request for additional design fee to cover out-of-scope items Chicago, IL 60602 requested by the City of West Chicago related to the Main Street concept Phone: 312.726.5910 design project. Below is a list of items that have been requested that wereFax: 312. 726.5911 not in our original design scope: Transportation Design 1. Additional Design/ traffic items: • Evaluation of one-way operations with memo and additional information Traffic Engineering included for parking, multiple rounds of revisions on memo Civil Engineering • Evaluation of ADA ramp and design modification options for existing pedestrian stairway connections between Main and Turner Construction Engineering • Evaluation of street closures for Turner Court and Galena, including Environmental Studies impacts to emergency/maintenance access, traffic rerouting and detours, signage and feasibility of grading/drainageWater Resources Structural Design 2. Additional Landscape Architecture items: Right of Way • One additional design family and one color variation were developed, for Urban Design a total of 4 design families and one color variation. Our original scope included 3 unique design options Transportation Planning • Additional renderings developed for Public Meeting #1 - scope included 6 Program Management renderings (3 views x 2 alts) and we produced 11 total renderings (2 views x 4 alts, and 1 view x 3 alts) • PM#1 exhibits included additional effort to refine, with multiple rounds of comments, strategy change on meeting, and additional information including supplemental handouts for infrastructure items. Exhibits with text and renderings developed for 4 options. Our original scope was to present 2 design options. • Evaluation of diagonal parking design option with information about potential cross section dimensions and spatial comparisons to parallel parking • Concept design and feasibility evaluation of interactive fountain design with multiple options for placement. We will provide 2 new design options for evaluation. • Concept design/renderings/exhibits and product information for festoon lighting system ===== PDF PAGE 90 ===== [Extraction: embedded PDF text] Civiltech Engineering, Inc. CWILTECH www.civiltechinc.com • Redesign of placemaking elements based on feedback from initial design options. We will provide 3 new design options • Concept design for a new pedestrian plaza space at Galena/Main in location of current roadway. Design will include options for custom seating, pavers, trees and placemaking elements, along with cost estimates and maintenance considerations for evaluation and decision making. • Concept designs for custom shade structures with cost estimates and maintenance considerations • Concept design, additional evaluation, costs and maintenance information for client decision making on decorative elements such as: o Decorative pavement (stamped concrete, clay brick pavers, concrete pavers, colored concrete, etc) o Outdoor speaker systems o Raised lawn area o Art, seating areas or other placemaking elements on staircase connections between Main and Turner • Develop materials for and attend a charette coordination meeting with City of West Chicago Mayor and city staff to further develop design program 3. Additional Community Engagement items: • Additional visioning questionnaire for pop-up meeting attended by city. This item includes the development of project vision questions and responses review and inclusion on project website. • Public survey: Our original scope provided an internal summary and integration of information into "what we heard" for presentation at upcoming meetings. Additional scope for this item includes the creation of public-friendly summary for distribution. • Postcard updates included additional effort to respond to 4 rounds of edits, along with additional effort to re-translate into Spanish • Public meeting materials included interactive activities developed and additional exhibit boards drafted. We received and responded to comments 1 week prior to meeting, requiring development of additional activities and materials • Additional public meeting material translations: translation of exhibit boards was completed 1 week prior to meeting, and had to be halted and reworked based on additional comments received • Survey questionnaire for PM#1 was developed with additional questions, revisions and translations • Additional survey between PM#1 and PM#2 has been requested ===== PDF PAGE 91 ===== [Extraction: embedded PDF text] Civiltech Engineering, Inc. ~ www.civiltechinc.com CWILTECH Work Hour Calculation: 1. Additional Design / traffic items 44 hours 2. Additional Landscape Architecture items 341 hours 3. Additional Community Engagement Items 122 hours Total: 507 hours Labor Cost: Senior Project Manager - 2 hours X $85.00 I hour= $170 Project Manager- 36 hours X $67.50 /hour= $1,215 Landscape Architect- 77 hours X $77.00 /hour= $5,929 Landscape Designer - 240 hours X $34.50 I hour= $8,280 Senior Digital Rendering Artist -24 hours X $44.75 / hour= $1,074 Engineer Ill - 24 hours x $44.00 / hour= $1,056 Director of Planning - 29 hours x $67.50 / hour= $1,958 Planner Ill - 93 hours x $42.75 /hour= $3,976 Total Labor: $23,657.25 Fee calculation: $23,657.25 X 2.70 (OH & Profit)= $63,874.58 Original Contract = $219,341.23 Supplement request= $63,8784.58 Total updated fee with supplement= $283,215.81 ===== PDF PAGE 92 ===== [Extraction: embedded PDF text] Civiltech Engineering, Inc. - CIVJLTECH www.civiltechinc.com We appreciate the opportunity to continue providing the City of West Chicago with design services for this project. Very truly yours, Phillip Hutchinson Director of Landscape Architecture Services Civiltech Engineering, Inc. Accepted by: Name & Title Signature Date ===== PDF PAGE 93 ===== [Extraction: OCR (rendered-page OCR)] April 30, 2024 WORK HOUR CALCULATIONS AND COST ESTIMATE OF CONSULTANT SERVICES {Evaluation of one-way operations and memo A. 2 6 72] 20] (5. [Evaluation of ADA ramp and design considerations for siaira 4 4 [C__[Evaiuation of streat closures for Tumer and Galena a FF 2a] [) t) i O) Sub-Total tem 1 = 2 rT D) Ol of 2a a a a LEMENTAL LA TASKS cept desig making design farnily A 4 16) 20) iB. ‘addibonal renderings: inal scope for PMT a 2a) 23} IC [PM#i additonal exhibits, revisions and supplemental handouts 3 16) 24) D__|Evaluation of diagnonal parking spacial comparisons and sections E} 3 (Concept design, cosis and Sy Yor imeractve fountain E [assumes 2 new design options) 8 24) 32 IF [Concept design, costs and feasibiity tor fealoon lighting system 2 3 10) (Additional placemaking element designs (assumes 3 new design (S___|options based on themes/combination af thems) 16 0) 76 Concept design, costs and feasibility for plaza space at Galena/Main !H___|with custom seating, pavers. trees and placemaking 8 40 43) Concept Gesign, costs and teasibilty for shade siructures in plaza sy or other locations TED 8 40) 4g soncept design, costs and feasibilfly for various additional 1 [decorative elements 12 36 48, [Additonal charette/coordination mooting wih West Chicago stall i__and mayor 4 4 ) Sub-Total item 2 =| 0 0 7 240 24] D 0) D) C) mat 3 SUPPLEMENTAL ENGAGEMENT TASKS A__| Additional visioning questionaire for aug. pop up meeting and web 2 4 6 IB. [Public survey summary for public-tacing use 2! 4 6 IC. JAdditional rounds of revisions on postcards al a i2| ID __|Adgitional toval of effort on matoriais and activities 3 12 15 Ee lAgdi translations due to late commonts/revsions L | if 15) 15) [Development of survey questionairre far PM#1 with adaitior F__|revisions and translations late in the process 2 2 4 IG [Additonal survey betwoon PM@l and PM@2 16 28 64 Sub-Total tem 1 = 0) G a o) a) a a 23) 33 iz Total Engineering Workhours 2 18 77 240 26 4 33 507 LABOR: $ 170 $1215 $ 5929 § 8280 $ 1,074 $ - $1,058 $1958 $ 3976 $ 23,657.25 MULTIPLIER 2.70 0H and Profit) $ 63,674.58 Direct Cost and Sub-consuttant Expense: $ - TOTAL: $ 63,874.58 Detailed Work Hour Estimate Page 1 of 1