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HomeMy WebLinkAbout17-37 Resolution No. 17-37 RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT WITH HAMPTON LENZINI AND RENWICK, INC. FOR TRAFFIC ENGINEERING, TRAFFIC SIGNAL MAINTENANCE ADMINISTRATION AND INSPECTION AND ON-CALL ENGINEERING SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute Agreement on behalf of the City of Elgin with Hampton Lenzini and Renwick, Inc. for traffic engineering, traffic signal maintenance administration and inspection and on-call engineering services, a copy of which is attached hereto and made a part hereof by reference. _s/David J. Kaptain David J. Kaptain, Mayor Presented: March 11, 2017 Adopted: March 11, 2017 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this_11 day of March ,2017 ,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 Traffic Engineering/Traffic Signal Maintenance Administration and Inspection/On-Call Engineering Services (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 Scope of Services for this PROJECT will include overseeing the city contractor providing traffic signal maintenance;providing traffic engineering services as needed by the CITY, and providing on-call engineering services such as planning, design, construction observations, and surveying. C. A detailed Scope of Services is attached hereto as Attachment A. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. i. Kickoff meeting to discuss PROJECT priority and Scope in March 2017, and January for every year for the term of the contract ii. Completion of the task will be in December of each year of the term of the contract. B. A detailed project schedule for the Project will be defined on an individual task orders for the traffic engineering and on-call engineering service portion of the contract. The task order will be following the format of the sample task order shown in Attachment B,attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the monthly status report. C. The ENGINEER will submit to the DIRECTOR monthly a status report for the traffic signal maintenance portion of the project keyed to the project schedule. A brief narrative will be provided identifying progress,findings and outstanding issues. Billing from the traffic signal contractor will be provided with the report. 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 one times the direct hourly rate of personnel employed on this PROJECT,with the total fee not to exceed $150,000 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 10%. Such costs for outside services are included within the not-to-exceed total fee of$150,000 provided for 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. 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 2 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 6,the term of this Agreement shall continue to December 31, 2021. The City, in its discretion, shall have the option to extend this Agreement for five additional one-year terms. In order to exercise such option, the City shall provide the Engineer written notice not less than 30 days prior to the expiration of the then current term advising the Engineer of its intention to exercise such option for a succeeding one-year term. 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 term 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 3 may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 50111, 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 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. 4 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 $1,000,000 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 5 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 terms,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. 22. NEWS RELEASES 6 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 Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such 7 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: Gregory Rokos 1900 Holmes Road Elgin, IL 60123 B. As to ENGINEER: Amy McSwane 380 Shepard Drive Elgin, IL 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 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. 8 FOR THE CITY: FOR THE ENGINEER: By A By: City Manager Name/Print: Title: qZj=—:r=, At st- City Clerk F:\Legal Dept\Agreement\EN GIN EERI NG AGREE MEN T-FORM-01-23-12.doc 9 ATTACHMENT A SCOPE OF SERVICES Traffic Engineering The following services will be provided at the request of the City, either on a one-time or recurring basis: 1. Electrical Maintenance Contract Extra Work: HLR will develop appropriate traffic signal hardware and/or software modifications to be performed by the Electrical Maintenance Contractor. HLR will prepare appropriate traffic signal plan revisions and inspect the resulting work. Typical traffic signal modifications might include,but not be limited to, vehicle detection modification, upgrade of traffic signal controllers, traffic signal equipment software upgrades, traffic signal phasing modification-signal cabinet wiring modification, interconnection of traffic signals to existing signal systems, and addition of emergency vehicle preemption equipment. 2. Traffic Signal Timing Optimization and Implementation: HLR will develop and implement optimized traffic signal timing plans for various time periods, for weekday and weekend traffic, and provide the City with appropriate documentation. HLR will also use time-based coordination for traffic signals which are not physically interconnected to improve traffic flow. 3. Review of Traffic Signal and Lighting Plans, Shop/Equipment Drawings, and Traffic Impact Studies: HLR's staff will review documents at the request of the City. Typical tasks may include, but are not limited to, the following: a. Review traffic signal and roadway lighting plans, shop drawings, equipment catalog cuts, and development traffic impact studies and provide review comments to the City and other involved agencies. b. Review photo enforcement plans c. Perform or review lighting design photometrics analysis 4. Roadway Lighting Inspection: In addition to review of roadway lighting plans, photometric analysis, equipment catalog cuts and specification/special provision mentioned above, HLR will assist in the inspection of newly constructed roadway lighting and existing lighting, as well as maintenance transfer inspections. 5. Develop Traffic Signal Specifications, Special Provisions and Design Guidelines/Policies: HLR will develop and update the City's traffic signal specifications, special provisions, development related traffic signal/roadway lighting design guidelines, and policies. HLR will also provide advice, guidance and recommendations on technology updates, future upgrade requirements, cost savings opportunities and improvement program budgeting. 6. Funding, Budget, and Signal Upgrade Program Recommendations: HLR will prepare funding and budget recommendations for traffic signal and roadway lighting modernization as well as bicycle and pedestrian related improvements. We will prepare applications for Federal and State funding such as CMAQ, Safe Routes to School, and Highway Safety Improvement Program. 7. Traffic Studies: At the City's request, HLR will prepare traffic studies, including but not limited to, traffic counts, speed studies, crash data analysis, pedestrian studies, and traffic signal/all-way stop warrant analysis. Traffic Signal Maintenance Administration and Inspection HLR will provide the following traffic signal maintenance administration/inspection services on a monthly basis: 1. Traffic Signal Operation and Database Monitoring: a. Remote Access: HLR will check traffic signal controller programmed databases (auto-compare) once a week(and as necessary) for unauthorized changes and detection/communication problems. We will complete this from our Elgin office remotely via modem, Ethernet, and/or remote access point. The weekly auto- compare of these traffic signal systems shall ensure the preservation and maintenance of traffic signal controller databases and identify maintenance problems that will require the City's Electrical Maintenance Contractor. HLR will provide documentation of when problems began and when problems were corrected. Site visits to the affected areas may be necessary to ensure that the systems are working correctly once the problems have been identified and corrected. b. On Site: HLR will check the traffic signal controller settings in the cabinets for time-based coordinated systems (without physical interconnect or remote communications access) to correct controller clock settings and keep intersections in synchronization. We will also drive-test the systems to ensure proper operation. This on-site monitoring shall be conducted on a monthly basis or as required to ensure proper performance. We will provide a monthly report to the City specifying when drive-test inspections were performed and detail the problems found and any efforts made to repair them. 2. Electrical Maintenance Contract Coordination: We will address maintenance issues and resolve them through the City's electrical maintenance contract. HLR will perform quarterly, on-site inspections to ensure that all contract signal maintenance is being adequately performed such that all signals are inspected throughout the course of the contract year. HLR will attend traffic signal maintenance meetings, as necessary, with appropriate City staff and City Electrical Maintenance Contractor representatives. We will be responsible for the coordination and approval of all invoicing, collection, and compilation of data and records submitted. HLR will serve as the intermediary and shall be the first to mitigate disputes between the City and the City's Electrical Maintenance Contractor in terms of work performed, invoicing, and other areas of performance in the contract. 3. Public Complaints on Traffic Signal Operation: HLR will investigate public complaints related to traffic signal operation and maintenance as directed by City staff. We will resolve issues through signal timing adjustments, coordination with the City's Electrical Maintenance Contractor, and/or traffic signal equipment vendor/supplier coordination. We will notify the appropriate City contact of corrective measures and follow-up with the affected party if desired. 4. Traffic Signal Energizing, Inspections, and Maintenance Transfers: HLR will perform the following services: a. Field inspection(s) of traffic signal and roadway lighting construction by the electrical contractors working outside of the City's Electrical Maintenance Contract and assist in energizing new, modified, and/or temporary traffic signals. b. Maintenance transfer inspections between project/development contractor and the City's Electrical Maintenance Contractor. c. Provide the City and involved agencies with inspection and/or maintenance transfer documentation. d. Attend scheduled ICC railroad/traffic signal interconnect inspections per City request. 5. Traffic Signal and Roadway Lighting Equipment Inventory: Our team will inventory traffic signal and lighting equipment, including reserve equipment in the shop and functional equipment on the street. We will maintain an inventory database for the City in an Excel format, and provide annual recommendations for replacement/upgrade of equipment. HLR will also provide information and recommendation on manufacturer/ vendor/supplier representatives to update traffic signal equipment software/firmware to the latest version for video detection cameras, pan-tilt-zoom (PTZ) cameras, malfunction 11 management units (MMU), conflict monitors units (CMU) and uninterruptable power supplies (UPS), etc. On-Call Engineering Services HLR will work as an extension of Elgin's staff throughout the duration of each project. This will entail a thorough understanding of the City's goals, taking budget and schedule into consideration, and making an in-depth analysis of the community's needs and environmental constraints affecting design and construction. To deliver projects safely and to the highest quality to your residents, HLR's engineers implement the following quality assurance focused approach: 1. Communication: Effective communication and coordination with all stakeholders on a project is where HLR shines. Whether it's a kick-off meeting with the City or personal meetings with affected residents, our staff will make distribution of information a priority at all times. We will supply Elgin staff with regular design status and milestone updates via e-mail,phone, or project reports (as desired). During construction, our Resident Engineer will work with our marketing department and the City to produce flyers, e- blasts,website updates, and/or social media posts to relay project information in a clear, concise manner without"engineering"terminology, which can be confusing to the general public. Our Resident Engineer will be available 24/7 to answer questions regarding the project. He will make individual contact with project stakeholders including,but not limited to, Elgin Public Works, fire and police departments, School District U-46, and local residents. 2. Constructability: Our Quality Control and Quality Assurance Program will be a key component in the successful delivery of the design and construction of these improvements. This process eliminates errors and omissions, emphasizes collaboration, limits repeated work, and reduces comments/plan changes. The Project Manager and Quality Assurance Engineer will review project calculations, drawings, and specifications at scheduled intervals throughout the design process to ensure that the project does not contain busts in quantities, errors in calculations, and adheres to applicable standards. This will include a detailed constructability review by our Quality Assurance Engineer. Quality assurance checks will also occur during construction through regular documentation and constructability plan reviews after unknown utility conflict redesigns. Our Resident Engineer will implement a collaborative approach to construction scheduling, operations, and standard implementation. He will maintain a positive relationship with the contractor, allowing for a"headache-free" construction process. We routinely perform the following tasks to help ensure that the improvements are able to be designed and constructed in a timely manner and to the highest quality: a. Pre-design and construction site visits b. Weekly project budget tracking c. Milestone submittal QA checks d. Detailed review of the plans e. Quantity takeoffs 3. Closing: "Constant Closing"through all stages of a project is critical. During design, this involves the detailed organization and tracking of plan and permit submittals, correspondence logs, design calculations, project files, and survey records. It is important to have a system in place from the start so that the project team can easily collaborate during design and make quick plan revisions once comments are received. Our Resident Engineer will organize all applicable documents and set up job boxes during pre-construction to allow for proper filing throughout the duration of construction. This will limit the amount of time required at the end of the project to track down necessary forms/tickets/calculations, saving you on engineering fees. a. Thorough implementation of City comments b. Construction layout checks c. ADA compliance reviews 12 d. Material/equipment staging location planning e. Documentation and calculation check 4. Kick-Off Meeting: HLR will schedule a kick-off meeting with City staff to discuss project goals,potential issues, schedule,project specifics, and establish communication procedures. This will include an initial site visit with HLR and City staff to become familiar with the site and identify potential challenges 5. Data Collection: HLR will review all available materials including City provided GIS data, atlases, property ownership/subdivision documents, etc. These will be the basis for the concept design. 6. Survey: HLR will provide a topographic survey of the street including boundary determination, above and known below-ground utilities, centerline, edge of pavement, curb and gutter, shoulder, sidewalk, driveways, landscape items, trees, etc., both within the right-of-way and 10 feet beyond the right-of-way. All manholes, catch basins, inlets, culverts,will include rim elevations, invert elevations and direction, and pipe sizes. 7. Concept Plan Review: HLR will develop concept plans and alignments that we feel can be successfully implemented and create an Engineer's Opinion of Probably Construction Cost to verify the improvements will come in under the City's budget. These concept plans will be shown, discussed, and vetted at a meeting with the City. If requested, HLR can hold an open house for the affected residents to discuss the proposed project and what they can expect during construction. 8. Design Engineering: a. Finalize Plan and Bid Documents—HLR will utilize the preferred concept plan to finalize the plans and specifications to produce a full bid document. Plans will include Cover Sheet, General Notes, Alignment Ties and Benchmarks, Summary of Quantities, Typical Sections, Roadway and Utility Plan and Profile, Soil Erosion and Sediment Control/Landscaping Plan, and Standard/Special Details. A constructability review will be performed to identify any possible challenges and quantity issues that might result in change orders during the construction process. Special Provisions (Bid Documents)will be created in accordance with City standards and will include all required forms. b. Permits—HLR will obtain the required permits, including US Army Corps of Engineers, IL Department of Natural Resources, Stormwater or other as needed. We will include all permits/approvals in the bid documents. 9. Bid Assistance: HLR will assist the City in soliciting construction companies to bid on the proposed project. All questions that are asked by the potential bidders will be addressed via addendum. HLR will also attend the bid opening, review and tabulate the bids, and make a recommendation to the Board for award of the contract. 10. Pre-Construction Services: a. Public Relations and Coordination: As previously mentioned, 24-hour contact information for the Resident Engineer will be provided for residents,motorists, and pedestrians to voice their concerns during construction. All project communication will be logged and regularly forwarded to the City. HLR will utilize pre-task meetings, follow-up correspondence,phone calls, and e-blasts as necessary to keep all parties informed and prevent construction-related issues. We can also update a designated project website or the Public Works webpage on www.cityofelgin.org if requested by the City. b. Pre-Construction Meeting: HLR will conduct a pre-construction meeting prior to the start of the improvements. Discussion topics will include safety and maintenance of traffic plans, erosion control procedures,project goals,potential conflicts/issues, pay estimate/change order procedures, and schedule. Public Works, emergency services, School District U-46, affected utility companies, and the selected contractor will be invited to this meeting. 11. Construction Services: 13 a. Survey/Layout Verification—HLR's Resident Engineer and surveyors will provide line/grade assistance and construction layout verification. This will also include verification of initial geometric controls. b. Resident Engineering—HLR will provide full-time, on-site resident engineering and inspection services to verify that the improvements are constructed, recorded, and quantified in accordance with the IDOT Project Procedures Guide, IDOT Construction Manual, project standards, Elgin requirements, engineering plans, and construction documents. This will include the rejection and non-payment of any work that is deficient or unsatisfactory, erosion and sediment control inspection, dewatering oversight (as needed), and liaison functions and coordination with all stakeholders. c. Documentation—Daily records of contractor activities in the desired City format, Inspector Daily Reports, Weekly Reports, and Pay Estimates will be maintained throughout the duration of construction. Prior authorization will be requested from the City for any/all work encountered that requires budget changes. In addition, BC-635 Extra Work Daily Report forms will be utilized to track any work that does not have an Agreed Unit Price. Our Resident Engineer is trained in IDOT's Documentation of Contract Quantities (Class S-14). d. Progress Meetings/Schedule Coordination—Our team will conduct progress meetings to discuss project status and look-ahead schedules. If it is determined that the contractor has deviated from the approved project schedule, they will be directed to resubmit a"catch-up" schedule to ensure that the project completion date is not compromised. This will help eliminate City and resident frustration caused by an absentee contractor on good-weather working days. e. Material Testing and Coordination: We will schedule and coordinate with Rubino Engineering to perform all QA testing of materials. We will not recommend payment for material that has not been properly inspected 12. Post-Construction Services: a. Final Inspection—HLR will present a punch list to the contractor with items that require correction. We will constantly follow-up until all issues have been remedied. After correction, we will perform the final inspection with the contractor and City to ensure all stakeholders are satisfied with the completed work. Recommendation of final acceptance will occur only after all deficient items have been fixed. b. Record Drawings—We will prepare final record drawings that have all changes and additions tagged by clouds and/or similar easy-to-see markings in red ink. c. Documentation Submittal—Our team will submit final pay estimates and change orders. In addition, we will assemble, organize, and turn in all project files, records, material testing, quantities, etc. per IDOT standards and City requirements. 13. Utility Coordination: HLR will work with the City regarding improvement or impacts to their maintained infrastructure. HLR will also coordinate with private utilities within the existing right-of-way including ComEd, Comcast, and AT&T. HLR will request design locates from all private utilities within the area and include them in the base drawings. We will work with the utility companies to determine if relocation of their services is necessary. Our team has worked with these utilities on several past projects and has excellent working relationships which will make for a stress-free coordination process. 14 ATTACHMENT B PROJECT SCHEDULE There are three separate portions of the contract. The Traffic Signal Maintenance Administration and Inspection portion require monthly reports to the DIRECTOR. The project schedule is as follows: March 15, 2017 Kick-off Meeting Last Day of Every Month Report to DIRECTOR to report on the scope of services For the On-Call Engineering Services, and Traffic Engineering portion of the contract,the schedule will be handled through the task order. A sample of the task order is the following: Task Order No. 17-01 City of Elgin, Illinois (CITY) and Hampton, Lenzini and Renwick, Inc. (ENGINEER) Pursuant to Agreement dated 20 Task Information Task Name: {Project Name} Task Description: {Project Description} . Services Description: {Services Description} Scope of Services ENGINEER will provide the following services to the CITY: 1 . {Detailed listing of task Scope of Services} Compensation The CITY shall compensate ENGINEER for Services under this Task Order on an hourly rate basis plus expenses an estimated fee of ${ } , Schedule Services will begin upon execution of this Task Order, which is anticipated on Date { } . Services are scheduled for completion on Date { } TASK ORDER AUTHORIZATION AND ACCEPTANCE: ENGINEER: CITY: -_ w Hampton, Lenzini and Renwick, CITY OF ,ELIGIN -;; Inc. SAMPLE SAMPE Amy McSwane Grp J� Rokos Date Engineering Manager P�ab9 Services Director