Administrative & Community Services Committee

AGENDA Meeting Date: Thursday, October 14, 2021 Meeting Time: 5:00 P.M. Meeting Location: City Hall, Council Chambers 118 Hillsboro Avenue Edwardsville, IL 62025 ADMINISTRATIVE AND COMMUNITY SERVICES COMMITTEE AGENDA Committee Members Will Krause, Chair Janet Stack Jack Burns PUBLIC COMMENT 1. Approval of Minutes from the September 30, 2021 ACS meeting pg.2 2. Correspondence & Announcements: A) Monthly Building Permit Report – September 2021 pg.5 3. Council Matters A. FILED FOR SECOND READING: B. NEW ITEMS: 1) Approval of Agreement with AAIC, Inc. for Design Services of Fire Department Substation pg.19 C. ITEMS HELD IN COMMITTEE: 1) A Resolution Authorizing Approval of Professional Service Agreement with CMT in the Amount of pg.45 $39,860 for Plummer Family Park Maintenance Building 4. Boards & Commissions: A. Plan Commission B. Zoning Board of Appeals C. Human Relations Commission D. Historic Preservation Commission E. Recreation, Arts and Special Events Board F. Edwardsville Beautification and Tree Commission G. Library Board H. Band Board I. Cool Cities 5. Old Business: 6. New Business: 7. Next ACS Meeting: Thursday, October 28, 2021 at 5:00 p.m. in City Hall Council Chambers, 118 Hillsboro Ave 8. Adjournment CITY COUNCIL MEETING: Tuesday, October 19, 2021 at 7:00 p.m. in City Hall Council Chambers, 118 Hillsboro Ave If prospective attendees require an interpreter or other access accommodation, please contact the Edwardsville City Clerk’s office at 618-692-7500 no later than 48 hours prior to the commencement of the meeting to arrange the accommodations. pg.1 AGENDA Administrative and Community Services Committee Minutes September 30, 2021 5:00 P.M. at City Hall Approved Date: ________________________________ Signature: _____________________________________ PRESENT: EXCUSED: Will Krause Janet Stack Jack Burns Emily Fultz Eric Williams Nate Tingley Kevin Head Charles Bollinger Jeff Berkbigler Lieutenant Lybarger Randy Niebur Erin Kennedy Mike Boline PUBLIC COMMENT: 1. Approval of minutes from the September 16, 2021 ACS meeting – Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 2. Correspondence & Announcements: Letter from Plan Commission regarding Midwest Petroleum PUD Development Plan 3. Council Matters A. FILED FOR SECOND READING: None B. NEW ITEMS: 1) A Resolution Authorizing Midwest Petroleum PUD Development Plan – Midwest Petroleum is redeveloping a three acre site. They will be demolishing the current gas station and fuel pumps and rebuilding a larger convenience store (about 6,000 sq. ft.) and adding fuel pumps. This was passed through Plan Commission with a recommendation to approve. Motion to approve (Krause), seconded (Stack) and voted all ayes to forward to Council 2) An Ordinance Annexing 1124 East Schwarz Street (Request Suspension of Rules and Pass on First Reading) – This property is currently unincorporated with three sides surrounded by the City of Edwardsville. Sanitary sewer is available in that area and 1 pg.2 AGENDA the resident is currently on a septic system that is failing. This is being requested to suspend of rules and pass on first reading so they can hook up to City sewer and proceed with their project. Taxing bodies have all been notified. Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council 3) A Resolution Establishing a Native Plant Policy for the City of Edwardsville – This is essentially the same as the rough draft besides omitting the last requirement: “The Director of Public Works or the Director of Parks & Recreation may waive these requirements for projects in which no native plants fit the ecological niche, in which case plants that are non-invasive and beneficial to wildlife may be permitted in place of native plants.” Motion to approve (Krause), seconded (Burns) and voted all ayes to forward to Council C. ITEMS HELD IN COMMITTEE: 1) A Resolution Authorizing Approval of Professional Service Agreement with CMT in the amount of $39,860 for Plummer Family Park Maintenance Building – The storage building is 2,912 sq. ft. based on how it was designed in 2018 which includes two bays with no mechanical room, break room for employees, or no indoor plumbing. Repairs being made on machinery would not be possible and equipment would need to be brought over to M Street. It wouldn’t be able to suffice or work as a home base for any of the Park laborers. This building serves as a shell to protect maintenance equipment effectively and safely. It answers more of the immediate needs and concerns. Burns would like to see more information before approving. Stack to continue discussion within staff motion to approve. Motion to hold (Krause, second Burns) 4. Boards & Commissions: A. Plan Commission – 08/16/21 B. Zoning Board of Appeals C. Human Relations Commission D. Historic Preservation Commission E. Recreation, Arts and Special Events Board F. Edwardsville Beautification and Tree Commission G. Library Board H. Band Board I. Cool Cities 08/19/21 5. Old Business: Video Gaming – Randy Neiber would like additional information regarding the review board for the video gaming machines from the Ordinance that was passed last year. After the course of one year the City had the option to repeal or allow it to expand City wide but it was not mandated for that to occur. Will Krause feels that there is not enough information provided to determine a decision. Once numbers are more accurate this can be brought back up on the ACS agenda in March 2022. 2 pg.3 AGENDA 6. New Business: None 7. Next ACS Meeting: Thursday, October 14, 2021 at 5:00 pm in City Hall, 118 Hillsboro Ave. 8. Adjournment – Motion to adjourn (Krause), seconded (Stack) CITY COUNCIL MEETING: Tuesday, October 19, 2021 at 7:00 p.m. at City Hall Council Chambers, 118 Hillsboro Ave. 3 pg.4 AGENDA pg.5 AGENDA pg.6 AGENDA pg.7 AGENDA pg.8 AGENDA pg.9 AGENDA pg.10 AGENDA pg.11 AGENDA pg.12 AGENDA pg.13 AGENDA pg.14 AGENDA pg.15 AGENDA pg.16 AGENDA pg.17 AGENDA pg.18 AGENDA DATE: 10/7/2021 ACTION ITEM TITLE: Approval of Agreement with AAIC, Inc. for Design Services of Fire Department Substation ORIGIN: Administration SUMMARY: The proposed Agreement with AAIC, Inc. will include Architectural and Engineering Design Services to produce bidding documents for the planned Fire Department Substation on property acquired along Governors’ Parkway. Basic Services - $297,500 Reimbursable Expenses - $47,510 Total - $345,010 RATIONALE: Requests for Qualifications were issued with six firms responding. Four firms were interviewed and staff recommends AAIC for this project. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: SUGGESTED COUNCIL ACTION: Approval pg.19 AGENDA pg.20 AGENDA pg.21 AGENDA pg.22 AGENDA pg.23 AGENDA pg.24 AGENDA pg.25 AGENDA pg.26 AGENDA pg.27 AGENDA pg.28 AGENDA pg.29 AGENDA pg.30 AGENDA pg.31 AGENDA pg.32 AGENDA pg.33 AGENDA pg.34 AGENDA pg.35 AGENDA pg.36 AGENDA pg.37 AGENDA pg.38 AGENDA pg.39 AGENDA pg.40 AGENDA pg.41 AGENDA pg.42 AGENDA pg.43  AGENDA ATTACHMENT A EXHIBIT AAIC inc. POSITION Rate Principal $200.00 Sr. Project Manager $175.00 Project Manager $150.00 Project Architect $135.00 Architect/Proj Mgr $130.00 Architect $110.00 Project Designer $125.00 Arch Tech III $100.00 Arch Tech II $ 80.00 Arch Tech I $ 60.00 Administrative $ 80.00 Observation $115.00 One Design Mesa Collinsville, Illinois 62234 618-345-1270 fax 618-345-1282 www.aaicinc.com architects interiors planners pg.44 AGENDA DATE: 8/31/2021 ACTION ITEM TITLE: RESOLUTION AUTHORIZING APPROVAL OF PROFESSIONAL SERVICE AGREEMENT WITH CMT IN THE AMOUNT OF $39,860 FOR PLUMMER 6-D-2-Ordinance FAMILY PARKand Authorizing MAINTENANCE Directing the Issuance.pdfBUILDING. ORIGIN: Parks Department SUMMARY: As a part of the original and overall Plummer Family Park master plan, staff recommends finishing the final construction documents for the Plummer Family Park maintenance building. The plans would allow us to take the documents to bid in the future. This is a budgeted item for the ‘21/’22 budget. RATIONALE: This building will serve the City by storing Pickleball, baseball, softball, soccer, flag football, lacrosse, and more sports equipment. We currently have multiple pieces of maintenance equipment (groomer and drag) that is currently stored outside. This building will serve the park itself and the staff as a central location to access operational supplies, provide a break room, a staff restroom, staff office, and greatly needed indoor storage. COMPLIANCE WITH COMPREHENSIVE PLAN OR OTHER PLAN: Plummer Family Park comprehensive plan. SUGGESTED COUNCIL ACTION: Staff recommends approval of professional service agreement. pg.45 AGENDA RESOLUTION NO. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH CMT IN THE AMOUNT OF $39,860 FOR PLUMMER FAMILY PARK MAINTENANCE BUILDING WHEREAS, the City of Edwardsville Parks & Recreation Department needs a maintenance building for Plummer Family Park; and WHEREAS, the maintenance building is a part of the Master plan for Plummer Family Park; and WHEREAS, the maintenance building construction docs are already partially completed by CMT; and NOW THERFORE, BE IT RESOLVED that the City Council of the City of Edwardsville authorizes the completion of the construction docs for the maintenance building at Plummer Family Park; PASSED by the City Council of the City of Edwardsville, Illinois this ___ day of _____________, 2021. (SEAL) Mayor ATTEST: City Clerk pg.46 AGENDA August 31, 2021 (Revised) Nate Tingley Director of Parks and Recreation 118 Hillsboro Avenue P.O. Box 407 Edwardsville, IL 62025 Re: Construction Documents and Bidding Maintenance Building Plummer Family Park Edwardsville, IL Nate, Thank you for requesting a proposal from Crawford, Murphy and Tilly for the construction documents and bidding phases of the planned Maintenance Building at the new Plummer Family Park. From our phone conversations and review of our existing 90% documents of the building and site, CMT believes we understand your needs and hope you find our proposal acceptable. With your input, CMT will build on our 90% design documents of the Maintenance Building to create Contract Documents for public bidding and assist in the Bidding. Additional scope as discussed: • CMT will locate the new building in the area west and north of the future Field House as shown on attached exhibit. • Access to the building will be provided from a new parking lot to connect to the existing parking lot west of the future Field House. • A dumpster enclosure matching the building will be provided for two dumpsters with man and dumpster gates. • Drive will allow garbage truck to access dumpster and turn around. • Exterior soffit will mimic other buildings, but not include the original steel outriggers and wood soffit material. • HVAC system will not tie into existing geothermal system (stand-alone economical system). • CMT will further delineate 1 or 2 bays of the building as an alternate. • No construction phase services are being proposed at this time. As mentioned, 90% design documents for the building had been completed but with the new building location, some new civil, surveying and utility work will be required as follows: Surveying • Locate and set control and site benchmark • Topo area for proposed maintenance building and new parking • Draft topo to use as background to plans Civil and Utility • Preliminary and Final civil plans consisting of Site & Utility Plan, Grading, Drainage & Erosion Control Plan and Detail Sheets • Civil permitting items for land disturbance, water and sanitary extensions • Coordination with city on extending fiber, electric and lighting conduits pg.47 AGENDA • Address City of Edwardsville Review Comments • Address Bidder Comments Site/Civil/Utility Assumptions • No utility relocations required (other than extending public water and hydrant) • Bid Form will include Unit Price and Lump Sum items • No additional storm water detention required • No landscaping included in civil scope • Utility connections to sanitary and storm by gravity flow (no pumps) • Civil Plans and Specifications included in one project Bid Set CMT will provide the proposed services on a time and material not-to-exceed cost basis amount of $39,860. If you find our proposal acceptable, please sign and return the Standard Agreement attached to this letter. Thank you for considering CMT for your project. We appreciate our relationship with you, Parks and Recreation, and the City of Edwardsville. Sincerely, CRAWFORD, MURPHY AND TILLY, INC. George Cain, AIA Chief Architect pg.48 AGENDA 2021 STANDARD AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT made between, City of Edwardsville - Parks and Recreation, whose address is 118 Hillsboro Avenue – PO Box 407, Edwardsville, IL, hereinafter called the CLIENT and Crawford, Murphy & Tilly, Inc., Consulting Engineers, 2750 West Washington Street, Springfield, Illinois 62702, hereinafter called the ENGINEER. WITNESSETH, that whereas the CLIENT desires the following described professional engineering, land surveying or architectural services: Contract Document for the construction of a new Maintenance Building at Plummer Family Park in Edwardsville, IL, as described in our attached proposal letter (revised, dated 8/31/2021). NOW THEREFORE, the ENGINEER agrees to provide the above described services and the CLIENT agrees to compensate the ENGINEER for these services in the manner checked below: On a time and expense basis in accordance with the attached Schedule of Hourly Charges which is subject to change at the beginning of each calendar year. Reimbursable direct expenses will be invoiced at cost. Professional or Subconsultant services performed by another firm will be invoiced at cost plus ten percent. At the lump sum amount of $ . IT IS MUTUALLY AGREED THAT, payment for services rendered shall be made monthly in accordance with invoices rendered by the ENGINEER. IT IS FURTHER MUTUALLY AGREED: CMT is proposing to provide architectural, engineering, and surveying services for the completion of contract documents and bidding of the new Maintenance Building at Plummer Family Park for a time and material not-to-exceed cost of $39,860 (revised 8/31/2021). CMT will not exceed this amount without written approval from the Client. The CLIENT and the ENGINEER each binds himself, his partners, successors, executors, administrators and assignees to each other party hereto in respect to all the covenants and agreements herein and, except as above, neither the CLIENT nor the ENGINEER shall assign, sublet or transfer any part of his interest in this AGREEMENT without the written consent of the other party hereto. This AGREEMENT, and its construction, validity and performance, shall be governed and construed in accordance with the laws of the State of Illinois. This AGREEMENT is subject to the General Conditions attached hereto. IN WITNESS WHEREOF, the parties hereto have affixed their hands and seals this day of , 2021. CLIENT: ENGINEER: CRAWFORD, MURPHY & TILLY, INC. (Client Name) (Signature) (Signature) (Name and Title) (Name and Title) Date Date CMT Job No. 8/31/2021 pg.49 AGENDA STANDARD GENERAL CONDITIONS Crawford, Murphy & Tilly, Inc. 1. Standard of Care In performing its professional services hereunder, the ENGINEER will use that degree of care and skill ordinarily exercised, under similar circumstances, by members of its profession practicing in the same or similar locality. No other warranty, express or implied, is made or intended by the ENGINEER'S undertaking herein or its performance of services hereunder. 2. Reuse of Document All documents including Drawings and Specifications prepared by ENGINEER pursuant to this Agreement are instruments of service. They are not intended or represented to be suitable for reuse by CLIENT or others on extensions of the Project or on any other project. Any reuse without written verification or adaptation by ENGINEER for the specific purpose intended will be at CLIENT'S sole risk and without liability or legal exposure to ENGINEER; and CLIENT shall indemnify and hold harmless ENGINEER from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. 3. Termination This Agreement may be terminated by either party upon seven days prior written notice. In the event of termination, the ENGINEER shall be compensated by the client for all services performed up to and including the termination date, including reimbursable expenses, and for the completion of such services and records as are necessary to place the ENGINEER'S files in order and/or to protect its professional reputation. 4. Parties to the Agreement The services to be performed by the ENGINEER under this Agreement are intended solely for the benefit of the CLIENT. Nothing contained herein shall confer any rights upon or create any duties on the part of the ENGINEER toward any person or persons not a party to this Agreement including, but not limited to any contractor, subcontractor, supplier, or the agents, officers, employees, insurers, or sureties of any of them. 5. Construction and Safety The ENGINEER shall not be responsible for the means, methods, procedures, techniques, or sequences of construction, nor for safety on the job site, nor shall the ENGINEER be responsible for the contractor's failure to carry out the work in accordance with the contract documents. 6. Payment Payment for services rendered shall be made monthly in accordance with invoices rendered by the ENGINEER. If payment is to be on a lump sum basis, monthly payments will be based on the portion of total services completed during the month. Invoices, or any part thereof, which are not paid within 30 days after the date of issue shall bear interest at the rate of 1-1/2% for each month or fraction thereof from the date 30 days after issue to time of payment. CLIENT will pay on demand all collection costs, legal expenses and attorneys' fees incurred or paid by ENGINEER in collecting payment, including interest, for services rendered. 7. Indemnification for Release of Pollutants If this project does not involve pollutants, this provision will not apply. This provision may not be deleted if the project involves pollutants. If, due to the nature of the service covered under this Agreement including the potential for damages arising out of the release of pollutants, CLIENT agrees that in the event of one or more suits or judgments against ENGINEER in favor of any person or persons, or any entity, for death or bodily injury or loss of or damage to property or for any other claimed injury or damages arising from services performed by ENGINEER, CLIENT will indemnify and hold harmless ENGINEER from and against liability to CLIENT or to any other persons or entities irrespective of Engineer’s compensation and without limitation. It is understood that the total aggregate liability of ENGINEER arising from services performed by ENGINEER shall in no event exceed $50,000 or the total compensation received under this agreement whichever is greater, irrespective of the number of or amount of such claims, suits, or judgments. 8. Risk Allocation The total liability, in the aggregate, of the ENGINEER and ENGINEER'S officers, directors, employees, agents and consultants, and any of them, to CLIENT and anyone claiming by, through or under CLIENT, for any and all injuries, claims, losses, expenses or damages arising out of the ENGINEER'S services, the project or this agreement, including but not limited to the negligence, errors, omissions, strict liability or breach of contract of ENGINEER or ENGINEER'S officers, directors, employees, agents or consultants, or any of them, shall not exceed the total compensation received by ENGINEER under this agreement, or the total amount of $4,500, whichever is greater. 9. Project Schedule and Scope Based on the schedule objectives provided by CLIENT, ENGINEER will develop a schedule of important milestones as necessary for the project for CLIENT’S review and approval. ENGINEER will monitor performance of services for conformance with the schedule and will notify CLIENT of any necessary changes to or deviations from the schedule. Where required by approved project schedule, ENGINEER will present the required deliverables and complete the required tasks at the appropriate intervals for CLIENT’S review and approval prior to payment. 8/31/2021 pg.50 AGENDA CRAWFORD, MURPHY & TILLY, INC. STANDARD SCHEDULE OF HOURLY CHARGES JANUARY 1, 2021 Classification Regular Rate Principal $ 230 Project Engineer II Project Architect II $ 220 Project Manager II Project Environmental Scientist II Project Engineer I Project Architect I Project Manager I $ 190 Project Environmental Scientist I Project Structural Engineer I Sr. Structural Engineer II $ 175 Sr. Technician II $ 160 Aerial Mapping Specialist $ 155 Sr. Engineer I Sr. Architect I $ 150 Sr. Structural Engineer I Land Surveyor Technical Manager II $ 140 Environmental Scientist III Sr. Technician I $ 135 Sr. Planner I GIS Specialist Engineer I $ 130 Architect I Structural Engineer I Environmental Scientist II $ 115 Technician II Planner I Technical Manager I Environmental Scientist I $ 95 Technician I Project Administrative Assistant Administrative/Accounting Assistant $ 60 If the completion of services on the project assignment requires work to be performed on an overtime basis, labor charges above are subject to a 15% premium. These rates are subject to change upon reasonable and proper notice. In any event this schedule will be superseded by a new schedule effective January 1, 2022. Out of pocket direct costs will be added at actual cost for blueprints, supplies, transportation and subsistence and other miscellaneous job-related expenses directly attributable to the performance of services. A usage charge may be made when specialized equipment is used directly on the project. Subconsultant services furnished to CMT by another company will be invoiced at actual cost, plus ten percent. 8/31/2021 pg.51 AGENDA pg.52 AGENDA         FUTURE PLAN FOR REFERENCE ONLY                    W    W             W   W    W  W    W                      RIDGE LINE RIDGE LINE RIDGE LINE RIDGE LINE RIDGE LINE  FUTURE UNDERGROUND  DETENTION                                                                      pg.53