HomeMy WebLinkAbout15-105 Resolution No. 15-105
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH HAMPTON, LENZINI AND RENWICK, INC. FOR
ENGINEERING SERVICES IN CONNECTION WITH THE
McLEAN AND BIG TIMBER ROAD RAILROAD
SIGNAL IMPROVEMENTS PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that
an exception to the requirements of the procurement ordinance is necessary and in the best
interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with
Hampton, Lenzini and Renwick, Inc. for engineering services in connection with the McLean
and Big Timber Road Railroad Signal Improvements Project, a copy of which is attached hereto
and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 12, 2015
Adopted: August 12, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 12th day of August ,2015 ,by and
between the CITY OF ELGIN.an Illinois municipal corporation(hereinafter referred to as"CITY")
and Hampton, Lenzini, and Renwick, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with McLean and Big Timber Road Railroad Signal Improvements
(hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY and the ENGINEER that
the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein, subject to the following
terms and conditions and stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The project will involve four sections, project initiation and data collection;
preliminary engineering to determine final solutions; design engineering; and
construction observation.
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. A detailed project schedule for the Project is included as Attachment B, attached
hereto. Progress will be recorded on the project schedule and submitted monthly as a
component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to the
project schedule. A brief narrative will be provided identifying progress,findings and
outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of
such work product for its records. ENGINEER'S execution of this Agreement shall
constitute ENGINEER'S conveyance and assignment of all right,title and interest,including
but not limited to any copyright interest, by the ENGINEER to the CITY of all such work
product prepared by the ENGINEER pursuant to this Agreement. The CITY shall have the
right either on its own or through such other engineers as determined by the CITY to utilize
and/or amend such work product. Any such amendment to such work product shall be at the
sole risk of the CITY. Such work product is not intended or represented to be suitable for
reuse by the CITY on any extension to the PROJECT or on any other project,and such reuse
shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 1 times the direct
hourly rate of personnel employed on this PROJECT,with the total fee not to exceed
5113,851 regardless of the actual costs incurred by the ENGINEER unless substantial
modifications to the scope of the work are authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 0. The cost of any such
outside services is included in the not-to-exceed amount of 8113,851 referred to in
subparagraph A above.
C. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in Exhibit A. The
following schedule and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make these records available at reasonable times
during the Agreement period, and for a year after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated, the ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to termination,except that reimbursement
shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and,unless terminated for cause or pursuant to Article 5,shall be deemed concluded
on the date the CITY determines that all of the ENGINEER's work under this Agreement is
completed. A determination of completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafter acquire with respect to any term or provision
of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY,the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so
made. Any changes in the ENGINEER's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any teen of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen (15) days after
notice thereof by the other party to comply with the conditions of the Agreement, the other
party may terminate this Agreement. Notwithstanding the foregoing, or anything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
CITY has agreed to pay to the ENGINEER pursuant to Paragraph 4 hereof,no action shall be
commenced by the ENGINEER against the CITY for monetary damages. ENGINEER
hereby further waives any and all claims or rights to interest on money claimed to be due
pursuant to this Agreement, and waives any and all such rights to interest which it claims it
may otherwise be entitled pursuant to law. including. but not limited to, the Local
Government Prompt Payment Act (50 ILCS 501/l, et seq.), as amended, or the Illinois
Interest Act(815 ILCS 205/1,et seq.), as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must be filed within one year of the
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date the alleged cause of action arose or the same will be time-barred. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify,defend and
hold harmless the CITY, its officers,employees, agents,boards and commissions from and
against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief,
including but not limited to workers compensation claims, in any way resulting from or
arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers.
employees, agents. boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration and/or termination of
this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in
effect,during the term of this Agreement,a policy of comprehensive general liability
insurance with limits of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming
the CITY as additional insured. The policy shall not be modified or terminated
without thirty(30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
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B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a S1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional Liability
Insurance Covering claims resulting from error, omissions or negligent acts with a
combined single limit of not less than $1.000,000 per occurrence. A Certificate of
Insurance shall be submitted to the DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30)days prior written
notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques,sequences or procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex, age,race,
color,creed,national origin,marital status,of the presence of any sensory,mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex,race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
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This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS,
Any assignment,delegation or subcontracting shall be subject to all the teens,conditions and
other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with
respect to each and every item, condition and other provision hereof to the same extent that
the ENGINEER would have been obligated if it had done the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the
CITY's advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in
any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
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22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the
DIRECTOR, nor will the ENGINEER make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result
of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid
rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies
that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement. ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance
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Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy
shall be provided to the City's Assistant City Manager prior to the entry into and execution of
this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and
to other participants which may affect cost or time of completion,shall be made or confirmed
in writing. The DIRECTOR may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
Joseph Evers
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Randy Newkirk, P.E.
Hampton, Lenzini & Renwick Engineering
380 Shepard Drive
Elgin, Illinois 60123
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood
that in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing, ENGINEER hereby certifies, represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products
and/or services with respect to this Agreement shall be legal residents of the United States.
ENGINEER shall also at its expense secure all permits and licenses, pay all charges and fees and
give all notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this Agreement. The CITY shall have the right to
audit any records in the possession or control of the ENGINEER to determine ENGINEER'S
compliance with the provisions of this section. In the event the CITY proceeds with such an audit
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the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to
the CITY. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By /-72/
By: ,y � �nager Name/Print: crn
Title: Ex-c .)4*e V Lie ere tci-LAA4--
Attest:
*,it,f/f/htaq
City Clerk
l:legal Dept Agreement ENGINEERING AGREFMENI-FORM-01-23-12.doc
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EXHIBIT A
SCOPE OF SERVICES
HLR will complete the following tasks to obtain the required IDOT approvals needed for these
federally- funded safety improvements. We will coordinate our work with the City as is timely to
provide opportunities for discussions, reviews and approvals.
Project Initiation and Data Collection
• Prepare minutes of the Elgin / IDOT Phase I engineering kick-off meeting held at the
Elgin Public Works office on May 6.
• Order JULIE locates for utilities within the limits of the project.
• Obtain and review existing/ as-built plans available from the City.
• Check existing right-of-way and easements using tax maps, on-line databases and
subdivision plats available from the City's records.
• Conduct a field inspection of the project site to observe existing traffic operations and
view locations of visible utilities and other features that must be accounted for in the
proposed design.
• Coordinate with Metra, the UPRR and ICC to determine their requirements for the extent
of improvements needed for the railroad crossing warning devices and for their
preliminary review of signal sequence-of-operation alternatives.
• Conduct a topographic survey sufficient to prepare traffic signal plans. The survey will
include pavement centerlines and edges, curb lines, pavement markings, traffic signal and
railroad signal equipment, signs, visible utilities, visible right-of-way monumentation and
features outside the r.o.w. that may affect the placement of signal equipment. Import the
survey data and prepare CADD files for plan sheets.
• Coordinate with our geotechnical subconsultant, Rubino Engineering, to obtain soil
borings and a geotechnical report. We will review the findings to select proposed traffic
signal mast arm foundation designs.
• Collect soil samples during the soil borings operation and deliver them to Prairie
Analytical Systems for lab analyses. This will provide soil characterization sampling for
Illinois EPA LPC#663 for disposal of excess excavated soils. Due to the railroad and gas
stations adjoining the intersections, it is assumed that contamination will be found.
Phase I (Preliminary) Engineering
• Prepare an analysis of signal phasing to operate the McLean Blvd / Big Timber Road
signalized intersection. A future Timber Drive signal evaluation will be considered.
• Prepare a project location map, existing and proposed typical cross sections and an aerial
photo exhibit as required for the IDOT Phase I submittal package.
• Conduct the Special Waste screening, including the environmental database search and
prepare a memorandum of our findings for the City's review and use.
• Conduct further coordination with Metra, the UPRR and ICC for review of preliminary
engineering.
• Prepare IDOT"s BLR 19100 Categorical Exclusion Group I approval form. assemble the
Phase I submittal package and submit to IDOT for District 1 approval.
Phase II (Design) Engineering
• Design and prepare plans for temporary and permanent traffic signals including pavement
markings, pay items. quantities, cost estimates, specifications and special provisions.
• Prepare the traffic signal sequence of operation, railroad preemption sequence of
operation and Emergency Vehicle Preemption (EVP) sequence of operation in a chart
format.
• Prepare the traffic signal /railroad signal interconnect plan. Prepare required details for
any modifications required by Metra. the UPRR or ICC for the integration of the traffic
signals with the railroad warning devices.
• Prepare the plan cover sheet, general notes, summary of quantities and schedules.
• Conduct further coordination with Metra, the UPRR and ICC for plan reviews.
• Assist City staff with the preparation and updates of the IDOT-Local Agency Agreement
and the Project Program Information forms.
Optional Services Available Upon Request
Although not included in the base scope of services, HLR will provide the following optional
services upon the City's request.
• If a traffic signal or right-in-right-out at Timber Drive is desired the following will be
needed:
• Obtain peak period turning-movement traffic counts at McLean Blvd /Big Timber Road
and McLean Blvd /Timber Drive, classified by vehicle type, bicycles and pedestrians.
This will include tracing counts of vehicle movements that cross the railroad tracks and
enter or exit Timber Drive. This information may be desired if the ICC or railroad
recommends restricting Timber Drive to right turns only as a safety measure. The data
will demonstrate that most large truck traffic enters Timber Drive from the McLean Blvd
north approach.
• Analyze traffic flow through the intersection based on future traffic projections using the
Highway Capacity Software(HCS)
• Prepare an Intersection Design Study(IDS) and submit to IDOT for approval
• Prepare for and represent the City at an ICC hearing, if required for the modification to
the railroad warning system and/or modifications to the traffic signal plan and sequences
of operation. These hearings are typically held in Chicago.
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TOTAL PROJECT COST o 5 113 1351 00 I
ATTACHEMENT B
PROJECT SCHEDULE
McLean Boulevard, Big Timber Road, and Metra Rail Traffic Signal Improvements
Notice to Proceed: August 13, 2015
Preliminary Engineer Opinion of Probable Cost for Inclusion
in Funding agreement August 14, 2015 to August 21, 2015
Executed Funding Agreement(Estimated Date) September 18, 2015
Field Data Collection and Survey: September 21, 2015 to October 2, 2015
Update traffic county,future traffic projections, and IDS: September 21, 2015 to November 25, 2015
Coordination with Metra/ICC: September 21, 2015 to December 23, 2015
Phase I Engineering: November 25, 2015 to December 23, 2015
Phase II Engineering: December 23, 2015 to June 20, 2016
IDOT Letting: September 16, 2016
Begin Construction: November 14, 2016
End Construction: Spring 2017
IILR V%
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Job Number:
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Purpose:
Er As requested ❑ For approval ❑ For your use
❑ For review and comment ❑ Approved as submitted ❑ Approved as noted
❑ For signature ❑ Resubmit copies for approval ❑ Submit copies for distribution
❑ Return corrected prints ❑ For bids due ❑ Returned for corrections
Remarks:
1
Signed: ,,d/Y7/
j
P .10 MAYOR & MiMARERS OF C , I Y ()UN( it E LG 1 N
THE CITY IN THE SUBURBS"
AGENDA ITEM: A
MEETING DATE: July 8, 2015
ITEM:
Engineering Services Agreement with Hampton, Lenzini & Renwick, Inc. for the Improvements
to the Railroad-Highway Grade Crossing at McLean Boulevard and Timber Drive
(No cost to the City)
OBJECTIVE:
Improve the railroad-highway grade crossing warning devices and traffic signal at McLean
Boulevard and Timber Drive by Illinois Department of Transportation and Metra Rail.
RECOMMENDATION:
Approve the engineering services agreement to Hampton, Lenzini & Renwick, Inc. in accordance
with the intergovernmental agreement with Illinois Department of Transportation and Metra
Rail for improvements to the railroad highway grade crossing at McLean Boulevard and Timber
Drive.
The engineering firm of Hampton, Lenzini & Renwick, Inc. (HLR) obtained a $100,017 grant to
design and engineer traffic signalization intersection improvements for the railroad crossing at
the intersection of Big Timber Road and McLean Boulevard.
HLR also obtained for the city a grant to pay for the signalization improvements that will be
constructed by the Illinois Department of Transportation in the amount of$610,000 which re-
quires separate approval(and is the next agenda item).
Work is expected commence in the late summer of 2016 with final completion late that year or
in the spring of 2017.
BACKGROUND
Representatives from Metra Rail and the Illinois Commerce Commission (ICC) identified neces-
sary improvements for the railroad-highway grade crossing at McLean Boulevard and Timber
Drive. The city's contract engineers, Hampton, Lenzini & Renwick, Inc. (HLR), represented the
city's interest during that inspection in conjunction with its traffic operations agreement with
the city. The McLean Boulevard and Timber Drive grade crossing has experienced an inordinate
number of vehicle crashes with the railroad crossing gates with thirteen reports identifying gate
damage between January 1, 2009 and July 1, 2013.
HLR initiated a grant proposal to the ICC and Illinois Department of Transportation (IDOT) seek-
ing financial assistance for the recommend improvements the inspection. The grant was ap-
proved, and consistent with the city's agreement with HLR, a consultant that secures a grant for
the city is rewarded with the work contemplated in that grant.
HLR will complete the tasks necessary to obtain the required IDOT approvals requires for these
federally-funded safety improvements and coordinate work with the city to provide opportuni-
ties for discussions, reviews and approvals for project initiation and data collection. HLR will al-
so order JULIE locates for utilities within the limits of the project and obtain and review existing
as-built plans available from the city. HLR's services will also include checking existing right-of-
way and easements using tax maps, on-line databases and subdivision plats available from the
city's records, conduct a field inspection of the project site to observe existing traffic operations
and view locations of visible utilities and other features that must be accounted for in the pro-
posed design. A project description and proposed scope of services is included as Attachment
A.
HLR will also coordinate with Metra, the Union Pacific Railroad and ICC to determine their re-
quirements for the extent of improvements needed for the railroad crossing warning devices
and for their preliminary review of signal sequence-of-operation alternatives and conduct a
topographic survey sufficient to prepare traffic signal plans. The engineering services agree-
ment is included as Attachment B.
OPERATIONAL ANALYSIS
The proposed project involves safety improvements at the existing McLean Boulevard Metra
railroad crossing at Timber Drive. The improvements will include the adjoining signalized inter-
section of McLean Boulevard with Big Timber Road to the north and the unsignalized intersec-
tion with Timber Drive to the south.
Improvements will include upgrades to the traffic signals at McLean Boulevard and Big Timber
Road, including the possible addition of traffic signal control to McLean Boulevard and Timber
Drive. The two intersections will be operated by one signal controller, which will maintain its
integration with the existing railroad warning devices. Modifications to the traffic signal—
railroad interconnect will be determined via coordination between the city, Metra, the UPRR
and the ICC. The base proposal assumes that an ICC hearing will not be required.
INTERESTED PERSONS CONTACTED
None.
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FINANCIAL ANALYSIS
The contract for the engineering is $100,017. This total amount is reimbursable to the city from
I DOT.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
LEGAL IMPACT
The proposed agreement requires an exception to the procurement ordinance which requires
approval by two thirds of the members of the city council.
ALTERNATIVES
The city council may choose not to approve the engineering services agreement with HLR for
the improvements to the railroad-highway grade crossing at McLean Boulevard and Timber
Drive.
NEXT STEPS
1. Approve the engineering services agreement and authorize staff to execute the neces-
sary documents.
2. Remit the executed documents to HLR.
Originators: Gregory J. Rokos, Public Services Director
Final Review: Debra Nawrocki, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. Proposed Scope of Services
B. Engineering Services Agreement
Aig
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