HomeMy WebLinkAboutContract- AECOM Services -Consulting Services to Perform a Feasibility Analysis 1801 Maple Ave. $21,400 Memorandum
To: Luke Stowe – City manager
From: Shane Cary – Architect/Project Manager
CC: Edgar Cano – Public Works Director
Lara Biggs – City Engineer
Subject: Contract for consulting services to perform a feasibility analysis of
1801 Maple Avenue.
Date: October 16, 2024
Recommended Action:
Staff recommends that the City Manager execute a contract with AECOM Services of Illinois,
Inc. (One Prudential Plaza, 130 East Randolph, Suite 2400, Chicago, Illinois 60601) in the
amount of $24,900.00 to perform a feasibility analysis of 1801 Maple Avenue, and the
surrounding block, for the Civic Center & Police/Fire Headquarters Relocation.
Funding Source:
This change order will be funded from the Capital Improvement Fund 2024 General Obligation
Bonds, line item for Facilities Contingency (Account 415.40.4124.65515 -624009). This line
item has an FY 2024 budget of $600,000, of which $379,714 remains.
Summary:
City staff began conversations with Northwestern University to determine potential sites for
the relocation of the Civic Center and the Police/Fire Headquarters. During these discussions
1801 Maple Avenue and the adjacent properties comprising the ent ire block were identified
as a potential solution. To further these discussions and provide the City Council with the
necessary information to make an informed decision, a consultant must be employed to
analyze the feasibility and collect information which they will communicate to City staff. The
deliverables will include a test fit of the previously identified programmatic requirements for
the Civic Center and Police/Fire Headquarters, and a cost estimate for two alternative
approaches to the project.
Analysis:
This work must be procured with a sole source contract because AECOM was previously
contracted to perform the Civic Center Police/Fire Headquarters Relocation Feasibility Study.
This work is separate because this property was not previously identified as a potential
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
solution until negotiations with Northwestern University began. Staff recommends executing
the contract provided by AECOM in the amount of $24,900.
Approval:
Luke Stowe, City Manager
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
aecom.com
AbbVie Pharmaceutical Solutions
1/6
December 19, 2024
Mr. Shane Cary
Architect/Project Manager
Public Works Agency
Lorraine H. Morton Civic Center
2100 Ridge Avenue
Evanston, IL 60201
AECOM Services of Illinois, Inc.
One Prudential Plaza
130 East Randolph, Suite 2400
Chicago, IL 60601
aecom.com
RE: Additional Service Request for Feasibility Study of 1801 Maple & Historic Preservation Tax Research
Dear Mr. Cary:
AECOM Services of Illinois, Inc. (AECOM) is pleased to submit this proposal to add the 1801 Maple Avenue site (including the
whole block) to the feasibility study previously completed and submitted in January 2024. Within this proposal we have outlined
the project understanding, scope of work, schedule and associated fee.
PROJECT UNDERSTANDING
City of Evanston is in early discussions with Northwestern University regarding the possibility of acquiring their property located
at 1801 Maple Avenue in downtown Evanston for use as the new Police/Fire Headquarters and has requested AECOM to
evaluate this property as potential adaptive reuse opportunity. The existing building is 130,000 gross-square-feet and comprised
of approximately 80,000 square-feet of assignable space with approximately 50 percent of it being dedicated to laboratory
spaces. Other space types within the building include a reception area, training spaces, and office areas including café and
vending areas as well as other typical support spaces required for office environments. The building also includes two loading
dock areas, storage areas, and an extra-large freight elevator. The structure is reinforced concrete with a precast concrete
façade. Curtain wall/glazing is limited to the southwest portion of the building with skylight type windows on the remaining
facades. All mechanical spaces reside within the existing building. Given the program requirements for the Police/Fire
Headquarters and Civic Center, this building could be a good candidate for adaptive re-use. Northwestern University has also
indicated they would be willing to sell the property located to the north of the site as well. They own the full block which
currently has multiple buildings on it. These buildings could be demolished to accommodate parking and sally port requirements.
We understand a partial parking structure may be necessary. City of Evanston would like to present this information to City
Council on January 27, 2025; therefore, this analysis will need to be completed by the middle of December.
SCOPE OF WORK
TASK 1: Verification of Existing Conditions
AECOM will visit the existing site and tour the existing building to gain an understanding of the existing conditions. We will
evaluate the existing buildings potential for reuse by identifying best locations for programmatic elements based on photos
taken during our building walkthrough and the CAD files provided by Northwestern University. We will prioritize maximizing the
reuse of existing conditions. AECOM will evaluate the site by utilizing the scoring rubric previously developed to score the site for
comparison with previously studied sites.
Meeting & Deliverable Summary:
• One (1) Site Visit Meeting
• Site Scoring Summary
TASK 2: Test Fit Block Plans
AECOM will develop two test fit block plans based on the previously developed program of requirements for the Police & Fire
Headquarters and the Civic Center. One test fit will be based on a Police & Fire Headquarters occupancy only. The second test fit
will be based upon a Police & Fire Headquarters and Civic Center occupancy. The associated site layouts will assume that all public
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
aecom.com
City of Evanston – 1801 Site Feasibility & Tax Research
2/6
parking requirements can be accommodated by the adjacent public parking garage and will only include parking requirements to
meet secure parking requirements for the Police & Fire Headquarters. Both test fits shall be developed in an economic manner to
minimize construction costs where possible.
Meeting & Deliverable Summary:
• One (1) Test Fit Review Meeting
• Two (2) Test Fit Block Plans
TASK 3: Cost Analysis (Budget Level of Detail)
AECOM will develop a rough order of magnitude cost for each test fit block plan, inclusive of the required site work. We will
make assumptions for typical square footage cost by area type. The cost estimates will be provided without line-item details and
will be summarized by trade. Estimates will only include hard costs; no costs related to land acquisition or soft costs shall be
included.
Meeting & Deliverable Summary:
• One (1) Estimate Draft Review Meeting
• Draft and Final ROM Pricing Summary
TASK 4: Historic Preservation Tax Credit Research
Kickoff Meeting
AECOM will attend and participate in one virtual project kickoff meeting with the Client, during which we will confirm the
objectives and expected outcomes of this task, establish a shared understanding of the background context and technical
approach for the project overall, and share pertinent contact information and data sources.
Case Studies & Best Practice Research
AECOM will conduct desktop research and prepare up to three case studies of other city hall/municipal building renovation
projects involving federal tax credits (including historic tax credits, low-income housing tax credits, or other relevant tax credits)
that have occurred throughout the nation, including land/building ownership, historic status, P3 deal structuring, funding
sources, redevelopment program, and other salient data points, as available data allows. AECOM will compile key findings and
distill best practices for these types of projects.
Draft & Final Memo
AECOM will compile all observations, analysis, and conclusions from work and package it into a concise Memo document. We
will first deliver a Draft Memo, allowing the Client to provide feedback. We will resolve all feedback before issuing the Fin al
Memo document.
Meeting and Deliverable Summary:
• One (1) Kick-Off Meeting
• Draft & Final Memo
ASSUMPTIONS AND EXCLUSIONS
• AECOM Services of Illinois, Inc. (AECOM) will utilize the existing professional services agreement, dated November 10,
2021, with City of Evanston as the primary contract and include a project specific work authorization.
• Assumptions as to work product, deliverables, meetings and approach are made throughout this proposal. Any work
not specifically included in this proposal will be subject to additional services fees and will be negotiated separately.
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
aecom.com
City of Evanston – 1801 Site Feasibility & Tax Research
3/6
• Fee estimates are based upon the scope of work and proposed schedule as defined within the proposal as a response
to the email request sent from Shane Cary on November 25, 2024.
• CAD files for architectural and MEP engineering will be provided by City of Evanston, CAD files are assumed to be
accurate. If the documents of the existing conditions seem unreliable, AECOM may recommend a full survey of existing
conditions (at an additional cost)
• The site assessment walkthrough will be a cursory level only and shall not include field measurements or opening
ceiling or walls.
• Mechanical, electrical, fire alarm and plumbing systems are assumed to be all new. Cost estimate will be based on an
average cost per square foot for each space type only.
• The proposal excludes any 3D renderings/visualizations.
• The cost estimates shall be construed as preliminary, rough order of magnitude budgets only. As such, the preliminary
ROM estimates provided will have a wider range of projected accuracy.
• Material testing associated with asbestos, or lead paint is not included.
• Value engineering is not included.
PROJECT SCHEDULE
AECOM is prepared to initiate work upon receipt of authorization to proceed. The period of performance for this project is
expected to be from December 2024- January 2025.
Task Duration Dates
Verification of Existing Conditions 1 week Dec 2 – Dec 6
Test Fits 1-2 weeks Dec 9 – Dec 20
Cost Analysis 4 weeks Dec 16 – Jan 10
Historic Preservation Tax Credit Research 4 weeks Dec 16 – Jan 10
PROFESSIONAL FEES
For the identified scope AECOM has proposed the amount of twenty-five thousand dollars ($25,000.00).
Task 1: Verification of Existing Conditions & Site Evaluation $ 3,500.00
Task 2: Test Fits $ 9,100.00
Task 3: Cost Analysis $ 5,800.00
Task 3: Historic Preservation Tax Credit Research $ 6,500.00
Total Services Fee $ 24,900.00
Reimbursables expenses for on-site travel will be invoiced as a separate cost. We anticipate all deliverables to be digital
submittals, not hard copies.
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
aecom.com
City of Evanston – 1801 Site Feasibility & Tax Research
4/6
We greatly appreciate this opportunity to support City of Evanston. Feel free to contact us if you have any questions regarding
this proposal.
Sincerely,
Jeannette Peruchini, IIDA, MBA
Managing Principal, Authorized Signatory
T: 773.550.0955
E: jeannette.peruchini@aecom.com
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Page
ATTACHMENT ‘A’
AGREEMENT
(Goods and Services between $10,000 to $25,000)
The Parties to this Agreement are the City of Evanston and Vendor. This Agreement, consisting of the signature page and
numbered sections listed below and any attachments referenced in this Agreement, constitutes the entire Agreement
between the Parties concerning the subject matter of the Agreement, and supersedes all prior proposals, Agreements and
understandings between the Parties concerning the subject matter of the Agreement. This Agreement can be signed in
multiple counterparts and signature may be electronic or digital upon agreement of the Parties.
1. TERM AND TERMINATION
2. DESCRIPTION OF SUPPLIES AND SERVICES
3. PRICING
4. STANDARD BUSINESS TERMS AND CONDITIONS
5. STANDARD CERTIFICATIONS
6. DISCLOSURES AND CONFLICTS OF INTEREST
7. SUPPLEMENTAL PROVISIONS
In consideration of the mutual covenants and agreements contained in this Agreement, and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions
set forth herein and have caused this Agreement to be executed by their duly authorized representatives on the dates shown
below.
VENDOR CITY OF EVANSTON
(Vendor Name) (Procuring
Department Name) Public Works Agency
Signature
Printed Name Luke Stowe
Title Title City Manager
Address
Phone Fax Title
Official Signature
Date
Designee Signature
Printed Name
Address 2100 Ridge Avenue, Evanston, Illinois 60201
Printed Name
Date
AECOM Services of Illinois, Inc.
Jeannette Peruchini
1/9/25
Vice President
130 East Randolph Street, Suite 2400
Chicago, IL 60601
(312) 373-7700
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
City Manager 01 / 12 / 2025
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 1
E-mail
CITY USE ONLY NOT PART OF CONTRACTUAL
PROVISIONS
PBC# Project Title
Contract # Procurement Method (IFB, RFP, Small,
etc):
Ref. #
Publication Date: Award Code:
Subcontractor Utilization? Yes No
Subcontractor Disclosure? Yes
No
Funding Source Obligation #
Approval:
Signature Date/Printed Name
Phone ______________________________ E-mail _______________________
Revision 10/2011 1
1. TERM AND TERMINATION
1.1 TERM OF THIS AGREEMENT: This Agreement has an initial term of one year. If a start date is not identified, the term
shall commence upon the last dated signature of the Parties.
Vendor shall not commence billable work in furtherance of the Agreement prior to final execution of the Agreement.
1.2 RENEWAL: Subject to the maximum total term as identified above, the City has the option to renew for the following
term(s):
Pricing for the renewal term(s), or the formula for determining price is shown in the pricing section of this Agreement.
Any renewal is subject to the same terms and conditions as the original Agreement except as stated below in this subsection.
The City may renew this Agreement for any or all of the option periods specified; may exercise any of the renewal options
early and may exercise more than one option at a time based on continuing need and favorable market conditions when in
the best interest of the City. The Agreement shall not renew automatically nor shall the Agreement renew solely at Vendor’s
option.
1.3 TERMINATION FOR CAUSE: The City may terminate this Agreement, in whole or in part, immediately upon notice to
Vendor if: (a) the City determines that the actions or inactions of Vendor, its agents, employees or subcontractors have
caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) Vendor has notified the City that it is unable
or unwilling to perform the Agreement.
If Vendor fails to perform to the City’s satisfaction any material requirement of this Agreement, is in violation of a materi al
provision of this Agreement, or the City determines that Vendor lacks the financial resources to perform the Agreement, the
City shall provide written notice to Vendor to cure the problem identified within the period of time specified in the City’s
written notice. If not cured by that date, the City may either: (a) immediately terminate the Agreement without additional
written notice or (b) enforce the terms and conditions of the Agreement.
For termination due to any of the causes contained in this Section, the City retains its rights to seek any available legal o r
equitable remedies and damages.
1.4 TERMINATION FOR CONVENIENCE: The City may, for its convenience and with 7 days prior written notice to Vendor,
terminate this Agreement in whole or in part and without payment of any penalty or incurring any further obligation to Vendor.
Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided
in compliance with this Agreement up to and including the date of termination.
2. DESCRIPTION OF SUPPLIES AND SERVICES
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 2
2.1 GOAL: To utilize the knowledge and expertise of Vendor, that is lacking in the Procuring Department’s staff, to obtain
supplies and services necessary to help meet the responsibilities of the Procuring Department. Knowledge and expertise
to be performed as indicated in RFP communicated in e-mail correspondence on December 10, 2024.
2.2 SUPPLIES AND/OR SERVICES REQUIRED:
2.3 MILESTONES AND DELIVERABLES: Vendor shall not perform services, provide supplies or incur expenses in amount
exceeding the amount shown in this Section, unless the City has authorized a higher amount in writing prior to Vendor
performing the services, providing the supplies, or incurring the expenses.
Not-to-exceed $_________
2.4 VENDOR / STAFF SPECIFICATIONS: As identified in attached consultant proposal.
2.5 ASSIGNMENT AND SUBCONTRACTING:
2.5.1 This Agreement may not be assigned, transferred in whole or in part by Vendor without the prior written consent of
the City.
2.5.2 For purposes of this section, subcontractors are those specifically hired to perform all or part of the work covered by
the Agreement.
Will subcontractors be utilized? Yes No
2.5.3 Vendor shall describe below the names and addresses of all authorized subcontractors to be utilized by Vendor in the
performance of this Agreement, together with a description of the work to be performed by the subcontractor and the
anticipated amount of money that each subcontractor is expected to receive pursuant to this Agreement. Vendor shall
provide a copy of any subcontracts within 20 days of execution of this Agreement for approval by the City. Vendor shall be
responsible for the accuracy and quality of any subcontractor’s performance.
Subcontractor Name Amount to be paid
Address Description of work
Subcontractor Name Amount to be paid
Address Description of work
2.5.4 Vendor shall obtain approval from the City prior to hiring any additional or substitute subcontractors during the term of
this Agreement. Vendor may, upon request of the City, provide to the City a draft subcontractor agreement for review and
approval prior to the execution of the subcontract. Subontractor agreements shall provide that services to be performed
under the subcontracting agreement shall not be sublet, sold, transferred, assigned or otherwise disposed of to another
entity or person without the City’s prior written consent.
2.5.5 All subcontracts must include the same certifications that Vendor must make as a condition of this Agreement.
2.6 TRANSPORTATION AND DELIVERY:
2.7 WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise specified in this section all services shall be
performed in the United States. If Vendor manufactures the supplies or performs the services purchased hereunder in
another country in violation of this provision, such action may be deeme d by the City as a breach of the Agreement by
Vendor. Vendor shall disclose the locations where the services required shall be performed and the known or anticipated
value of the services to be performed at each location. If Vendor received additional consideration in the evaluation based
on work being performed in the United States, it shall be a breach of contract if Vendor shifts any such work outside the
United States.
Location where services will be performed Evanston, Illinois
Value of services performed at this location _________
24,900.00
X
$3,500.00
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 3
Location where services will be performed
Value of services performed at this location
2.8 SCHEDULE OF WORK: Any work performed on City premises shall be done during the hours designated by the City
and performed in a manner that does not interfere with the City and its personnel. Necessary information will be provided
to the City staff by January 10th, 2025.
2.9 WARRANTIES FOR SUPPLIES AND SERVICES:
2.9.1 Vendor warrants that the supplies furnished under this Agreement will: (a) conform to the standards, specifications,
drawing, samples or descriptions furnished by the City or furnished by Vendor and agreed to by the City, including but not
limited to all specifications attached as exhibits hereto; (b) be merchantable, of good quality and workmanship, and free
from defects for a period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c)
comply with all federal and City laws, regulations and ordinances pertaining to the manufacturing, packing, labeling, sale
and delivery of the supplies; (d) be of good title and be free and clear of all liens and encumbrances and; (e) not infringe
any patent, copyright or other intellectual property rights of any third party. Vendor agrees to reimburse the City for any
losses, costs, damages or expenses, including without limitations, reasonable attorney’s fees and expenses, arising from
failure of the supplies to meet such warranties.
2.9.2 Vendor shall insure that all manufacturers’ warranties are transferred to the City and shall provide a copy of the
warranty. These warranties shall be in addition to all other warranties, express, implied or statutory, and shall survive th e
City’s payment, acceptance, inspection or failure to inspect the supplies.
2.9.3 Vendor warrants that all services will be performedshall perform all services in accordance with the degree of
professional skill, quality and care ordinarily exercised by members of the same profession currently practicing in the same
locality under comparable circumstances (“Standard of Care”)to meet the requirements of the Agreement in an efficient and
effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall
reassign immediately any individual who is not performing in accordance with the Agreement, who is disruptive or not
respectful of others in the workplace, or who in any way violates the Agreement or City policies.
2.10 REPORTING, STATUS AND MONITORING SPECIFICATIONS:
2.10.1 Vendor shall immediately notify the City of any event that may have a material impact on Vendor’s ability to perform
the Agreement.
3. PRICING
3.1 METHOD AND RATE OF COMPENSATION: The City will compensate Vendor for the initial term as follows:
Hourly
Monthly
Annually
Project $________
Item (show unit of measure and rate)
3.2 TYPE OF PRICING: Pricing under this Agreement is
Firm _$24,900.00______
Estimated
3.3 RENEWAL COMPENSATION: If this Agreement is renewed, the price shall be at the same rate as for the initial term
unless a different compensation or formula for determining the renewal compensation is stated in this section.
3.4 EXPENSES: Any expenses that Vendor may charge are shown in this section. The City will not compensate
Vendor for expenses related to travel, lodging or meal.
Chicago, Illinois
$21,400.00
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 4
3.5 TAX: Vendor shall not bill for any taxes unless accompanied by proof the City is subject to the tax. If necessary, Vendor
may request the applicable City’s Illinois tax exemption number and federal tax exemption information.
3.6 INVOICING: Vendor shall invoice at the completion of the Agreement unless invoicing is tied in this Agreement to
milestones, deliverables, or other invoicing requirements agreed to in this Agreement.
Send invoices to Shane Cary, scary@cityofevanston.org .
3.7 PAYMENT TERMS AND CONDITIONS:
3.7.1 By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of the
Agreement, and the amount billed and expenses incurred are as allowed in the Agreement. Invoices for supplies purchased,
services performed and expenses incurred through December 31 of any year must be submitted to the City no later than
January 31 of the next subsequent year.
3.7.2 Payments, including late payment charges, will be paid in accordance with all applicable laws and rules of the City of
Evanston and the State of Illinois. Remedies provided for therein shall be Vendor’s sole remedy for late payments by the
City. Payment terms contained on Vendor’s invoices shall have no force and effect.
3.7.3 The City will not pay for supplies provided or services rendered, including related expenses, incurred prior to the
execution of this Agreement by the Parties even if the effective date of the Agreement is prior to execution.
3.7.4 As a condition of receiving payment Vendor must (i) be in compliance with the Agreement, (ii) pay its employees
prevailing wages when required by law (Examples of prevailing wage categories include public works, printing, janitorial,
window washing, building and grounds services, site technician services, natural resource services, security guard and food
services). Vendor is responsible for contacting the Illinois Dept. of Labor 217 -782-6206;
http://www.state.il.us/Department/idol/index.htm to ensure compliance with prevailing wage requirements), (iii) pay its
suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the City
upon request.
4. STANDARD BUSINESS TERMS AND CONDITIONS
4.1 AVAILABILITY OF APPROPRIATION: This Agreement is contingent upon and subject to the availability of funds. The
City, at its sole option, may terminate or suspend this Agreement, in whole or in part, without penalty or further payment
being required, if a reduction in funding is neces sary or advisable based upon actual or projected budgetary considerations.
Vendor will be notified in writing of the failure of appropriation or of a reduction or decrease.
4.2 AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the
performance of the Agreement or subcontract and necessary to support amounts charged to the City under the Agreement
or subcontract. Books and records, including information stored in databases or other computer systems, shall be
maintained by Vendor for a period of three years from the later of the date of final payment under the Agreement or
completion of the Agreement, and by the subcontractor for a period of three years from the later of final payment under the
term or completion of the subcontract. If federal funds are used to pay contract costs, Vendor and its subcontractors must
retain its records for five years. Books and records required to be maintained under this section shall be available for review
or audit by representatives of the City upon reasonable notice and during normal business hours. Vendor and its
subcontractors shall cooperate fully with any such audit and with any inves tigation conducted by any of these entities.
Failure to maintain books and records required by this section shall establish a presumption in favor of the City for the
recovery of any funds paid by the City under the Agreement for which adequate books and records are not available to
support the purported disbursement. Vendor or subcontractors shall not impose a charge upon the City for audit or
examination of Vendor’s books and records.
4.3 TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this Agreement. Vendor
shall continue to perform its obligations while any dispute concerning the Agreement is being resolved, unless otherwise
directed by the City.
4.4 NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does
not waive that Party’s right to exercise or enforce that or other rights in the future.
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 5
4.5 FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable
circumstances beyond its reasonable control and not due to its negligence including acts of nature, acts of terrorism, riots,
labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel the Agreement
without penalty if performance does not resume within 30 days of the declaration.
4.6 CONFIDENTIAL INFORMATION/FOIA: Each Party, including its agents and subcontractors, to this Agreement may
have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out
its responsibilities under this Agreement. Vendor sha ll presume all information received from the City or to which it gains
access pursuant to this Agreement is confidential. Vendor information, unless clearly marked as confidential and exempt
from disclosure under the Illinois Freedom of Information Act (“FOIA”), 5 ILCS 140/7 et. seq., shall be considered public.
No confidential data collected, maintained, or used in the course of performance of the Agreement shall be disseminated
except as authorized by law and with the written consent of the disclosing Party, either during the period of the Agreement
or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the
performance of the Agreement, in whatever form it is maintained, promptly at the end of the Agreement, or earlier at the
request of the disclosing Party, or notify the disclosing Party in writing of its destruction. Upon notification by the City that it
has received a Freedom of Information Act request that calls for records within the Vendor’s control, the Vendor shall
promptly provide all requested records to the City so that the City may comply with the request within the limited statutory
timeframes required by FOIA. Vendor shall indemnify and defend the City from and against all claims arising from the City’s
exceptions to disclosing certain records which Vendor may designate as proprietary or confidential. Compliance by the City
with an opinion or a directive from the Illinois Public Access Couns elor or the Attorney General under FOIA, or with a decision
or order of Court with jurisdiction over the City, shall not be a violation of this Section.
4.7 USE AND OWNERSHIP: All work performed or supplies created by Vendor under this Agreement, whether written
documents or data, goods or deliverables of any kind, shall be deemed work-for-hire under copyright law and all intellectual
property and other laws, and the City is granted sole and exclusive ownership to all such work, unless otherwise agreed in
writing upon proper payment for the Services. Vendor hereby assigns to the City all right, title, and interest in and to such
work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work
including any so-called "moral rights" in connection with the work. Vendor acknowledges the City may use the work product
for any purpose. Confidential data or information contained in such work shall be subject to confidentiality provisions of this
Agreement. Notwithstanding the foregoing, Vendor shall bear no liability or responsibility for work product that has been
modified post-delivery or used for a purpose other than that for which they were prepared under this Agreement. The work
product was prepared solely for the use by the City. No third party may rely on the work product unless expressly authorized
by Vendor in writing, including, without limitation, in the form of a formal reliance letter.
4.8 INDEMNIFICATION AND LIABILITY: Vendor shall defend, indemnify and hold harmless the City and its officers, elected
and appointed officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands,
suits, actions, or proceedings of any kind or nature, including but not limited to costs, and fees, including reasonable
attorney’s fees, judgments or settlements, resulting from or arising out ofto the extent caused by any negligent or willful act
or omission on the part of Vendor or Vendor’s subcontractors, employees, agents or subcontractors during the performance
of this Agreement. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein
provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein
shall be construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and
use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. Vendor shall be liable
for the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits. Nothing herein shall be
construed as a limitation or waiver of defenses available to the City and employees and agents, including but not limited to
the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq.
At the City Corporation Counsel’s option, Vendor must defend all suits brought upon all such Losses and must pay all
reasonable costs and expenses
incidental to them, but the City has the right, at its option, to participate, at its own cost, in the defense of any suit, w ithout
relieving Vendor of any of its obligations under this Agreement. Any settlement of any claim or suit related to this Project by
Vendor must be made only with the prior written consent of the City Corporation Counsel, if the settlement requires any
action on the part of the City.
To the extent permissible by law, Vendor waives any limits to the amount of its obligations to indemnify, defend, or
contribute to any sums
due under any Losses, including any claim by any employee of Vendor that may be subject to the Illinois Workers
Compensation Act, 820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited to, Kotecki
v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does not waive any limitations it may have on its
liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute. Vendor shall be
responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out
ofto the extent caused by any negligent act or omission, neglect, or willful misconduct in the performance of its Work or its
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 6
subcontractors’ work. Acceptance of the work by the City will not relieve Vendor of the responsibility for subsequent
correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. Al l
provisions of this Section 4.8 shall survive completion, expiration, or termination of this Agreement.
4.9 INSURANCE: Vendor shall, at its own expense, secure and maintain in effect throughout the duration of this contract,
insurance against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of the services and work hereunder by Vendor, its agents, representatives, employees or subcontractors.
Vendor acknowledges and agrees that if it fails to comply with all requirements of this Section 4.9, the City may void this
Agreement. Vendor must give to the City Certificates of Insurance identifying the City to be an additional insured for the
services required pursuant to the Agreement before City staff recommends award of the contract to City Council. Any
limitiations or modifications on the Certific ate of Insurance issued to the City in compliance with this Section that conflict
with the provisions of this Section 4.9 shall have no force and effect.
If requestedIn the event of a claim, Vendor shall give the City a certified redacted copy(ies) of the insurance
policy(ies) evidencing the amounts set forth in this Section. These policies must be delivered to the City within two (2) weeks
of the request. All insurance policies shall be written with insurance companies licensed or authorized to do business in the
State of Illinois and having a rating of not less than A-VII according to the A.M. Best Company. Should any of the insurance
policies be canceled before the expiration date, the issuing company will mail thirty (30) days written notice to the City.
Vendor shall require and verify that all subcontractors maintain insurance meeting all of the requirements stated herein.
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City,
either the insurer shall
reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees
and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment
of losses and related investigations, claim administration and defense expensesare the sole responsibility of Vendor.
Vendor shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all
necessary liability insurance (which shall incl ude as a minimum the requirements set forth below) during the term
of this Agreement, for damages caused or contributed to by Vendor, and insuring Vendor against claims which may
arise out of or result from vendor’s performance or failure to perform hereunder:
a) Worker’s compensation in statutory limits and employer’s liability insurance in the amount of at least five
hundred thousand dollars ($500,000);
b) Comprehensive general liability coverage which designates the City as an additional insured for not less
than one million dollars
($1,000,000) combined single limit for bodily injury, death and property damage, per occurrence and in the
aggregate;
c) Comprehensive automobile liability insurance covering owned, non-owned, and leased vehicles for not less
than one million dollars ($1,000,000) combined single limit for bodily injury, death, or property damage, per
occurrence; and
d) Errors and omissions or professional liability insurance respecting any insurable professional services
hereunder in the amount of at least one million dollars ($1,000,000) per claim and in the aggregate.
Vendor’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s)required
herein will not be canceled or reduced
without thirty (30) days prior written notice (hand delivered or registered mail) to the City. Vendor shall promptly forward new
certificate(s) of insurance evidencing the coverage(s) required herein upon annual renewal of the subject policies.
Vendor understands that the acceptance of Certificates of Insurance, policies, and any other documents by the City
in no way releases Vendor and its subcontractors from the requirements set forth herein.
Vendor expressly agrees to waive its rights, benefits and entitlements under the “Other Insurance” clause of its
commercial general liability
insurance policy as respects the City. In the event Vendor fails to purchase or procure insurance as required above, the
parties expressly agree that Vendor shall be in default under this Agreement, and that the City may recover all losses,
attorney’s fees and costs expended in pursuing a remedy, or reimbursement, at law or in equity, against Vendor.
4.10 INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of,
or joint venturer with the City. All payments by the City shall be made on that basis.
4.11 SOLICITATION AND EMPLOYMENT: Vendor shall not employ any person employed by the City during the term
of this Agreement to perform any work under this Agreement. Vendor shall give notice immediately to the City if Vendor
solicits or intends to solicit City employees to perform any work under this Agreement.
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 7
4.12 COMPLIANCE WITH THE LAW: Vendor, its employees, agents, and subcontractors shall comply with all
applicable federal, state, and local laws, rules, ordinances, regulations, orders, federal circulars and all license and perm it
requirements in the performance of this Agreement. Vendor shall be in compliance with applicable tax requirements and
shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary
for the performance of this Agreement.
4.13 BACKGROUND CHECK: Whenever the City deems it reasonably necessary for security reasons, the City may
conduct at its expense, criminal and driver history background checks of Vendor’s and subcontractors officers, employees
or agents. Vendor or subcontractor shall reassign immediately any such individual who, in the opinion of the City, does not
pass the background check.
4.14 APPLICABLE LAW/VENUE: This Agreement shall be construed in accordance with and is subject to the laws and
rules of the City of Evanston and the State of Illinois. The Department of Human Rights’ Equal Opportunity requirements
(44 Ill. Adm. Code 750) are incorporated by reference. The City shall not enter into binding arbitration to resolve any dispute
related to this Agreement. The City does not waive tort immunity by entering into this
Agreement. In compliance with the Illinois and federal Constitutions, the Illinois Human Rights Act, the U. S. Civil Rights
Act, and Section 504 of the federal Rehabilitation Act and other applicable laws and rules, the City does not unlawfully
discriminate in employment, contracts, or any other activity. Venue for any action out of or due to this Agreement shall be
in Cook County, Illinois.
4.15 ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under antitrust
laws relating to the subject matter of the Agreement, then upon request of the City’s Corporation Counsel, Vendor shall
assign to the City rights, title and interest in and to the claim or cause of action.
4.16 CONTRACTUAL AUTHORITY: The Department that signs for the City shall be the only City entity responsible for
performance and payment under the Agreement. When the City’s authorized designee signs in addition to an Department,
they do so as approving officer and shall have no liability to Vendor.
4.17 NOTICES: Notices and other communications provided for herein shall be given in writing by registered or certified
mail, return receipt requested, by receipted hand delivery, by courier (UPS, Federal Express or other similar and reliable
carrier), by e-mail, or by fax showing the date and time of successful receipt. Notices shall be sent to the individuals who
signed the Agreement using the contact information following the signatures. Each such notice shall be deemed to have
been provided at the time it is actually received. By giving notice, either Party may change the contact information.
4.18 MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by
authorized representatives of the Parties. Any provision of this Agreement officially declared void, unenforceable, or again st
public policy, shall be ignored and the remaining provi sions shall be interpreted, as far as possible, to give effect to the
Parties’ intent. All provisions that by their nature would be expected to survive, shall survive termination. In the event o f a
conflict between the City’s and Vendor’s terms, conditions and attachments, the City’s terms, conditions and attachments
shall prevail.
4.19 PERFORMANCE RECORD / SUSPENSION: Upon request of the City, Vendor shall meet to discuss performance
or provide contract performance updates to help ensure proper performance of the Agreement. The City may consider
Vendor’s performance under this Agreement and compliance with law and ru le to determine whether to continue the
Agreement, suspend Vendor from doing future business with the City for a specified period of time, or to determine whether
Vendor can be considered responsible on specific future contract opportunities.
4.20 FREEDOM OF INFORMATION ACT: This Agreement and all related public records maintained by, provided to or
required to be provided to the City are subject to the Illinois Freedom of Information Act notwithstanding any provision to
the contrary that may be found in this Agreement.
4.21 SUCCESSORS AND ASSIGNS: The City and Vendor each bind themselves and their partners, successors,
executors, administrators, and assigns to the other party of the Agreement and to the partners, successors, executors,
administrators, and assigns of such other party in respect to all covenants of this Agreement. Neither the City nor Vendor
shall assign, sublet, or transfer its interest in this Agreement without the written consent of the other. Nothing herein sha ll
be construed as creating any personal liabil ity on the part of any officer or agent of any public body, which may be a party
hereto, nor shall it be construed as giving any right or benefits hereunder to anyone other than the City and Vendor.
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 8
4.22 NON-WAIVER OF RIGHTS: No failure of either party to exercise any power given to it hereunder or to insist upon
strict compliance by the other party with its obligations hereunder, and no custom or practice of the parties at variance wit h
the terms hereof, nor any payment under this Agreement shall constitute a waiver of either party’s right to demand exact
compliance with the terms hereof.
4.23 SEVERABILITY: Except as otherwise provided herein, the invalidity or unenforceability of any particular provision,
or part thereof, of this Agreement shall not affect the other provisions, and this Agreement shall continue in all respects a s
if such invalid or unenforceable provision had not been contained herein.
4.24 COUNTERPARTS: For convenience, this Agreement may be executed in any number of counterparts, each of
which shall be deemed to be an original.
4.25 SAVINGS CLAUSE: If any provision of this Agreement, or the application of such provision, shall be rendered or
declared invalid by a court of competent jurisdiction, or by reason of its requiring any steps, actions, or results, the rema ining
parts or portions of this Agreement shall remain in full force and effect.
5. STANDARD CERTIFICATIONS
Vendor acknowledges and agrees that compliance with this section and each subsection for the term of the Agreement and
any renewals is a material requirement and condition of this Agreement. By executing this Agreement, Vendor certifies
compliance with this section and each subsection and is under a continuing obligation to remain in compliance and report
any non-compliance.
This section, and each subsection, applies to subcontractors used on this Agreement. Vendor shall include these Standard
Certifications in any subcontract used in the performance of the Agreement.
If this Agreement extends over multiple fiscal years including the initial term and all renewals, Vendor and its subcontracto rs
shall confirm compliance with this section in the manner and format determined by the City by the date specified by the City
and in no event later than January 1 of each year that this Agreement remains in effect.
If the Parties determine that any certification in this section is not applicable to this Agreement, it may be stricken witho ut
affecting the remaining subsections.
5.1 As part of each certification, Vendor acknowledges and agrees that should Vendor or its subcontractors provide false
information, or fail to be or remain in compliance with the Standard Certification requirements, one or more of the following
sanctions will apply:
• the Agreement may be void by operation of law,
• the City may void the Agreement, and
• Vendor and it subcontractors may be subject to one or more of the following: suspension, debarment, denial of
payment, civil fine, or criminal penalty.
Identifying a sanction or failing to identify a sanction in relation to any of the specific certifications does not waive imp osition
of other sanctions or preclude application of sanctions not specifically identified.
5.2 Vendor certifies it and its employees will comply with applicable provisions of the U.S. Civil Rights Act, Section 504
of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.) and applicable
rules in performance under this Agreement.
5.3 Vendor certifies it is a properly formed and existing legal entity (30 ILCS 500/1.15.80, 20-43); and as applicable has
obtained an assumed name certificate from the appropriate authority, or has registered to conduct business in
Illinois and is in good standing with the Illinois Secretary of State.
5.4 If Vendor, or any officer, director, partner, or other managerial agent of Vendor, has been convicted of a felony under
the Sarbanes-Oxley Act of 2002, or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Vendor
certifies at least five years have passed since the date of the conviction. Vendor further certifies that it is not barred
from being awarded a contract and acknowledges that the City shall declare the Agreement void if this certification
is false (30 ILCS 500/50-10.5).
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 9
5.5 Vendor certifies that it and its affiliates are not delinquent in the payment of any fees, fines, damages, or debts to
the City.
5.6 In accordance with the Steel Products Procurement Act, Vendor certifies steel products used or supplied in the
performance of a contract for public works shall be manufactured or produced in the United States, unless the head
of the procuring Department grants an exception (30 ILCS 565).
5.7 Vendor certifies it has not been convicted of bid rigging or bid rotating or any similar offense, nor has Vendor made
an admission of guilt of such conduct that is a matter of record (720 ILCS 5/33 E-3, E-4).
5.8 Vendor certifies it complies with the Section 1-12-5 of the City of Evanston Code and the Illinois Department of
Human Rights Act and rules applicable to public contracts, including equal employment opportunity, refraining from
unlawful discrimination, and having written sexual harassment policies (775 ILCS 5/2-105).
5.9 Vendor certifies that it shall employ only persons duly licensed by the State of Illinois to perform professional
services under this Agreement for which applicable Illinois law requires a license, subject to prior approval of the
City.
5.10 Vendor certifies that if more favorable terms are granted by Vendor to any similar governmental entity in any state
in a contemporaneous agreement let under under the same or similar financial terms and circumstances for
comparable goods or services, the more favorable terms shall be applicable under this Agreement.
6.0 DISCLOSURES AND CONFLICTS OF INTEREST
Section 1: Conflict of Interest Prohibited
Vendor shall not have any public or private interest and shall not acquire directly or indirectly any such interest which con flicts
in any manner with its performance under this Agreement.
Section 2: Debarment/Legal Proceeding Disclosure (All Vendors must complete this section).
Vendor must identify any of the following that occurred for it or any if its officers or directors within the previous 10 yea rs:
Debarment from contracting with any governmental entity Yes No
Professional licensure discipline Yes No
Bankruptcies Yes No Adverse
civil judgments and administrative findings Yes No
Criminal felony convictions Yes No
If any of the above is checked yes, please identify with descriptive information the nature of the debarment and legal
proceeding. The City reserves the right to request more information, should the information need further clarification.
7. SUPPLEMENTAL PROVISIONS
7.1 City Supplemental Provisions
Definitions
Required Federal Clauses, Certifications and Assurances
ARRA Requirements (American Recovery and Reinvestment Act of 2009)
Prevailing Wage (820 ILCS 130/1 et seq.)
M/W/EBE Subcontracting Requirements
Other (describe)
X
X
X
X
X
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 10
7.2 Vendor Supplemental Provisions
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 11
Governmental
Nonresident alien
TAXPAYER IDENTIFICATION NUMBER
I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued
to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified
by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest
or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien).
• If you are an individual, enter your name and SSN as it appears on your Social Security Card.
• If you are a sole proprietor, enter the owner’s name on the name line followed by the name of
the business and the owner’s SSN or EIN.
• If you are a single-member LLC that is disregarded as an entity separate from its owner, enter
the owner’s name on the name line and the d/b/a on the business name line and enter the
owner’s SSN or EIN.
• If the LLC is a corporation or partnership, enter the entity’s business name and EIN and for
corporations, attach IRS acceptance letter (CP261 or CP277).
• For all other entities, enter the name of the entity as used to apply for the entity’s EIN and the
EIN.
Name:
Business Name:
Taxpayer Identification Number:
Social Security Number
or
Employer Identification Number
Legal Status (check one):
Individual
Sole Proprietor
Partnership ECity or trust
Legal Services Corporation Pharmacy (Non-Corp.)
Tax-exempt Pharmacy/Funeral
Home/Cemetery (Corp.)
Corporation providing or billing Limited Liability Company (select applicable tax
classification) medical and/or health care services D = disregarded entity
C = corporation
Corporation NOT providing or billing P = partnership
medical and/or health care services
X
AECOM Services of Illinois, Inc.
AECOM Services of Illinois, Inc.
36-3972592
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Revised December 19, 2019 Page 12
Signature: Date:
1/9/25
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
SOLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A - SOLE SOURCE PURCHASE:
Complete if sole source purchase is $1,500 or over, AND competition is not available. Sole Source
approvals are valid one year from approval date, unless specified elsewhere.
Requisition No. (if applicable): Amount:$2,4900 Date:12/20/24
Supplies/Services Required (be specific),: Test Fit, Budget Cost Estimate
Proposed Vendor: AECOM Vendor No:
Requested by: Shane Cary Dept: PWA Ext:
Justification prepared by: Shane Cary Dept: PWA Ext:
Check One: The requested supply/service is a sole source procurement due to:
AVAILABILITY/ONE OF A KIND –
No competitive product exists or is available from another vendor.
COMPATIBILITY –
Must match existing piece or brand of equipment and is available from only one vendor.
REPLACEMENT/MAINTENANCE –
Repair or maintenance for specific brand of existing equipment and is available from only
original equipment manufacturer or designated service dealer.
X OTHER - Provide below full explanations, details, complete descriptions, and relevant
reasons to support the sole source justification: This work must be performed by AECOM due
to the previous work performed by AECOM on a separate but related project
SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above
justification/information is accurate and complete to the best of my knowledge and that I have no
personal interests relative to this request.
12/20/24
(Name and Signature of Requester) (Date)
SECTION C - TO BE:COMPLETED BY PURCHASING AGENT:
Based on the information provided in Section A and attached supporting documents,
I concur / do not concur (see below) with purchase to be a Sole Source.
Do not concur for the following reason(s):
(Name and Signature of Purchasing Agent or Other) (Date) (Date)
01 / 12 / 2025
Doc ID: 8cd2291f52a367ca0a37cc860f5ec61743988d89
Contract with AECOM Services for consulting services to...
AwardMemo.pdf and 3 others
8cd2291f52a367ca0a37cc860f5ec61743988d89
MM / DD / YYYY
Signed
01 / 10 / 2025
15:15:15 UTC-6
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.77
01 / 10 / 2025
16:35:04 UTC-6
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 174.192.131.95
01 / 10 / 2025
16:35:19 UTC-6
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
01 / 12 / 2025
15:04:20 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 12.138.245.242
01 / 12 / 2025
15:05:37 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 12.138.245.242
The document has been completed.01 / 12 / 2025
15:05:37 UTC-6