HomeMy WebLinkAbout21-17Resolution No. 21-17
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2021
NORTHEAST AREA RESURFACING 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 Richard G. Kozal, 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 professional services in connection with the 2021
Northeast Area Resurfacing Project, a copy of which is attached hereto and made a part hereof
by reference.
_s/ David J. Kaptain _
David J. Kaptain, Mayor
Presented: February 10, 2021
Adopted: February 10, 2021
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this this 1 Oth day of February , 20 21 , by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Hampton, Lenzini and Renwick, Inc., a Delaware corporation, authorized to do
business in the State of Illinois (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with 2021 Northeast Area Resurfacing Project (hereinafter referred to as the
PROJECT); and
WHEREAS, the ENGINEER represents that it 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 the project shall include preparing design, preparation of
plans and bid documents for construction for the 2021 Northeast Area Resurfacing
Project. The project plans will include; cover sheet, general notes, summary of
quantities, existing and proposed typical sections, plan and profile sheets, ADA
Sidewalk Plans, ADA Ramp Details, cross sections, standard details and special
details. The project bid documents will include preliminary engineers estimate of
probable cost, summary of quantities, quantities, breakdown of quantities by street,
general contract provisions, general City of Elgin contract provisions, project special
provisions, design alternates, IEPA 662 and IEPA 663 forms. Plans and Bid
Documents shall be compliant with IDOT Bureau of Local Roads requirements for
MFT Funded Construction and Maintenance Sections.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
D. Project Location Maps with defined limits have been provided as Attachment E.
E. A Sub -Contract Proposal for Geotechnical Services including soil borings and
pavement cores has been provided as Attachment F.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein under.
• Notice to Proceed — February 10, 2021
• Bid Advertisement — April 29, 2021
• Bid Opening — May 14, 2021
• City Council Award — May 26, 2021
• Beginning of Construction — June 28, 2021
• Construction Completion — October 1, 2021
B. A detailed project schedule for the PROJECT is included as Attachment B, attached
hereto, and incorporated into this Agreement by this reference. 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 beat 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.
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4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid in accordance with the detailed
cost breakdown attached hereto as Attachment C at the effective rate of three (3)
times the direct hourly rate for personnel employed on the PROJECT (see
Attachment D) with the total fees and expenses to be paid by the ENGINEER not to
exceed $158,075.00, unless substantial modifications to the scope of work are
authorized in writing by the DIRECTOR, and approved by way of written
amendment to this Agreement executed by the parties.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 0 percent (0%). The cost
of any such outside services is included within the total not -to -exceed amount of
$158,075.00 provided for in Section 4A above.
C. Other reimbursable components of the fee include:
• Laboratory testing $3,600 for Clean Construction Demolition Debris
• Environmental Database Search $400 for Clean Construction Demolition
Debris
The cost of any such reimbursable expenses is included within the total not -to -exceed
amount of $158,075.00 provided for in Section 4A above.
D. 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 the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Date
Estimated %
Completion
Estimated Value of Work
Completed
Estimated Invoice
Value
1/31/2021
5%
$7,903.75
$7,903.75
2/28/2021
15%
$31,615.00
$23,711.25
3/31/2021
35%
$86,941.25
$55,326.25
4/30/2021
35%
$142,267.50
$55,326.25
5/31/2021
5%
$150,171.25
$7,903.75
6/30/2021
5%
$158,075.00
$7.903.75
Total 100% $158,075.00
Attachment D includes the employer classification and rate table.
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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 section 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 section 6, 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.
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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 section 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 501/1, 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 section 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 section 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.
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12. INSURANCE
The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, the
following types and amounts of 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.
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.
E. 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.
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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
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 section, sub -section, 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
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The headings of the several sections 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
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 ELCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
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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 policy shall be
provided to the DIRECTOR 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: B. As to ENGINEER:
Mike Pubentz
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
29. COMPLIANCE WITH LAWS
Randal G. Newkirk
Corporate Secretary
Hampton. Lenzini and Renwick, Inc
380 Shepard Dr.
Elgin, IL 60123
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 legally authorized to work in 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.
30. EXECUTION
This agreement may be executed in counterparts, each of which shall be an original and all of which
shall constitute one and the same agreement. For the purposes of executing this agreement, any
signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners
and respects as an original document. The signature of any party on a copy of this agreement
transmitted by fax machine or e-mail shall be considered for these purposes as an original signature
and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this
agreement shall be considered to have the same binding legal effect as an original document. At the
request of either party any fax or e-mail copy of this agreement shall be re -executed by the parties in
an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense
to this agreement and shall forever waive such defense.
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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:
By G
City Manager
Att 't•
City Clerk
FOR THE ENGINEER:
By: .�
Name/Print: Randal G. Newkirk
Title: Corporate Secretary
ATTACHMENT A
SCOPE OF SERVICE
2021 NORTHEAST AREA RESURFACING PROJECT
Hampton, Lenzini and Renwick, Inc. (HLR) is pleased to submit the following scope of service for the 2021 Northeast
Area Resurfacing Project. It is understood that the following streets will be included in the resurfacing program:
• North / South Streets
o Toastmaster Drive from Congdon Avenue to Cul De Sac (Approximately 2,775 feet)
o Douglas Avenue from Kimball Street to Lincoln Avenue (Approximately 3,460 feet)
o Hill Avenue from Franklin Boulevard to Ann Street (Approximately 282 feet)
o Waverly Drive from Bode Road to Joselyn Drive (Approximately 1,930 feet)
o Stonehurst Drive from Bode Road to Corley Drive (Approximately 1,560 feet)
• East / West Streets
o Ann Street from Dundee Avenue to North Liberty Street (Approximately 2,800 feet)
o Franklin Boulevard from Hill Ave to North Liberty Street) (Approximately 870 feet)
• Total Improvement Length = 13,677 feet = 2.59 miles
Below is the proposed Scope of Services for the 2021 Elgin Street Improvements Project.
1. Review Meeting: HLR will meet with City staff to review details of the program including, but not limited to,
street segments, potential mix designs and proposed roadway sections, anticipated schedules, appurtenant
work, survey requirements (if needed), geotechnical service, and recommended improvement strategies.
2. Preliminary Project Review: HLR will walk the project, document existing conditions, and develop a
preliminary plan for improvement. This preliminary plan will include an Estimate of Probable Cost for each
roadway of the resurfacing project and include sidewalk, curb & gutter, and drainage structure
rehabilitation/replacement. HLR will also perform a sign inventory within the project limits to determine
replacement needs. Coordination will also occur with public and private utilities. HLR will coordinate with the
City of Elgin Engineering/Utilities/Public Works for any requested utility improvements. HLR will coordinate
with School District U-46 for improvements relating to Ann Street Hill Street and Franklin Boulevard. The
Estimate of Probable Cost will be created so that modifications can be easily made to meet the City's budget.
After developing a preliminary plan, HLR will walk each street location with the City to explain the anticipated
improvements and revise plan as necessary based on City feedback.
3. Preliminary Engineering: If necessary, HLR will coordinate soil borings and pavement cores where required
depending on improvement strategy of each location. Based on previous experience, HLR feels that this
project will include survey of a maximum of 2- street corners where ADA compliance will be difficult, and
engineering will be necessary. HLR will complete a topographic survey of Douglas Avenue from Kimball Street
to Lincoln Avenue and Franklin Boulevard from Hill Avenue to North Liberty Street and Ann Street from
Dundee Avenue to Gifford Street.
4. Engineering Plans: using the data collected engineering plans for construction will be developed for Douglas
Avenue from Kimball Street to Lincoln Avenue and Franklin Boulevard from Hill Avenue to North Liberty Street
and shall include; cover sheet, general notes, summary of quantities, typical sections, plan and profile sheets,
ADA ramp details, cross sections, standard details and project specific details. ADA Sidewalk compliance
plans shall be prepared for Ann Street from Dundee Avenue to Gifford Street.
5. Contract Documents and Specifications: Using the data collected, proposal documents will be prepared,
estimates of cost, schedules of quantities, anticipated construction schedule, necessary project specifications,
standard specifications, special details, standard details, map of improvements, and any required detailed
drawings. The documents will then be submitted the City for review and comment.
6. IDOT BLR Coordination: This project is anticipated to include the use of Motor Fuel Tax (MFT) funds and
therefor will required coordination with the Bureau of Local Roads at IDOT. HLR will prepare the plans and
contract documents in accordance with the BLR MANUAL and PROCEDURAL GUIDELINES FOR THE
ASSEMBLAGE AND HANDLING OF AN MFT CONSTRUCTION (AND MAINTENANCE) SECTION. HLR will
prepare pre -final and final submittals for BLR review and comment.
ATTACHMENT A
SCOPE OF SERVICE
2021 NORTHEAST AREA RESURFACING PROJECT
7. Final PS&E Documents: Upon final review, HLR will make the required changes to the plans, specifications
and estimate documents and submit final copies to the City. HLR will also include an IEPA Form 662 for
Clean Construction and Demolition Debris (CCDD)
8. Bid Advertisement: HLR will prepare the advertisement for the City in coordination with the City of Elgin
Purchasing Department. During this stage, HLR will also respond to bidder's questions and issue addenda
as necessary.
9. Bid Recommendation: HLR will review all bids and contractor proposals, check for errors and omissions,
prepare a bid tabulation document(s) for internal and external distribution, and make a recommendation for
award.
10. Bid Execution: HLR will attend the City Council meeting that has the recommended bid award on the agenda.
11. Contract: HLR will compile the executed contract and distribute to the Contractor and the City.
ATTACHMENT B
DETAILED PROJECT SCHEDULE
2021 NORTHEAST AREA RESURFACING PROJECT
The following is the anticipated schedule for this project:
• Notice to Proceed — February 10, 2021
• Bid Advertisement — April 29, 2021
• Bid Opening — May 14, 2021
• City Council Award — May 26, 2021
• Beginning of Construction — June 28, 2021
• Construction Completion — October 1, 2021
ATTACHMENT C - DETAILED COST BREAKDOWN
CITY OF ELGIN
PROPOSED ENGINEERING SERVICES
2021 NORTHEAST AREA RESURFACING PROJECT
Employee Classification
Task Description
DESIGN1.
E6
E3
E1
T3
T1 SUR E2V Direct Costs
Hours
Fee
Review Meeting
3
3
3
_ 8
f
$ 1.380.00
Preliminary Project Review _
0
$a.__�
Review Streets including PCC Sidewalk! Curb & Gutter / Drainge
Structures
4
36
36
6
82
$ 10,160.00
Coordinate with JULIE and Elgin Public Utilities _�
6
6
1,440.00
12
a
_$
$ 1,120.00
Coordinate with School District U-46
4 4
Coordinate with Engineering/Utihties/PubOc Work regarding
necessary utility improvements_
I
6
6
12
$ 1,440.00
$ 1,140.00
Sign Inventory
12
Provide photographic/video documentation of existing conditions
12
12
24
$ 2,8BO.00
Walkthroughwith City
6
6
6
18
$ 2,550.00
Preliminary Engineering_
$
Pavement Cores (25 Total: 8 Borings, 17 Cores)
Douglas and Frankling: T-1 0' Deep Borings
2
$ 6,550.00.I
2
$ 6,840.00
HiIVAnnlWavedy/Stonshurst:3' Cores
Survey Contol
Douglas: Kimball -Lincoln
Franklin: Hill -Liberty
28 pg
I 56
$ 5,880.00
Ann:Dundee-Gifford
Topographic Survey
Douglas: Kimball -Lincoln
Franklin: H ill -Liberty
64
64
$ 8,64D.00
Anrc Dundee -Gifford_
Manhole/Utility Survey
Douglas:Kimball-Lincoln
24 24
48
$ 5,040.00
Franklin: H ill -Liberty
g
8
$ 1,080.00
ROW Determination
Ann:Dundee-Gifford
Plot Topography
Douglas:Kmball-Lincoln
40
40
$ 3,000.00
Franklin: Hill -Li betty
_Engineering Plans (Douglas and Franklin Only)_
0
_$ -
Cover Sheet_
1
1
j
2
$ 275.00_
General Notes _
�-4
2
1
�� 3
$ 420.06
Summary of Quantities_ _
4
8
$ 1, 100.00
28
$ 3.820.00
Typical Sections (Max: 4 Existing and Proposed Sections)
12
96
16
80
Plan & Profile Sheets (8 Sheets) -
' 176
$ 24,320.00
ADA Sidewalk Plan (1 SheeU - Ann Street
16
12
I 28
$ 3,880.00
ADA Ramp Details (2 Comers)_
8
16
I 24
$ 3,240.00
Cross Sections _
40
40
80
_
$ 11,000.00_
Standard Details
4
6
==10
$ 1.360.00
Project Specific Details
6
8
14
$ 1,910.00
p
$ _
$ 2,680.00
Contract Document and Specifications I
2 12 6
Special Provisions ,I
Quantities and Cost Estimates
1
8
12
_$ 2,485.00
Bid Alternates
1
8
12
_
$ 2,485.00
$ 9,065.00
Addressing Comments from Preliminary Review _ �_
1 24 24 24
73
Clean Construction and Demolition Debris (CCDD) Form 662 and
_ 663 with laboratory samples
r
70
g $ q,00D.00
78
$ 11,770.00
IDOT Bureau of Local Roads Coordination
- $
1
-24
24
24
_ �-
$ 9,065.00
Preliminary Submittal and Revisions I
Final Submittal and Revisions I
1
161.
18
16
$
_Bid Assistance and Contract Execution
2
2
7
_8,105.DrJ
E�795.110
Bid Advertisement
Bid Opening
_
2
7
S 795.00
Bid Recommendation
2
2
2
2
_
7
7S
_
S 795.00
795.OG
Bid Execution
Contract 1=1
_
2
2
a
S 980.00
Contractor Document Submittal _ _j
_
2
2
_
7 15
795.00
Quality Assurance _and Quality Control_
18
7H
$ aX0.00
Project Administration j
12
12
S 2.220.00
Total
55
364
258
257
92 124 8 $ 10,550.00
972
$ 158,075.00
1114/2021
1 of
ATTACHMENT D
EMPLOYEE CLASSIFCATION AND RATES
2021 NORTHEAST AREA RESURFACING PROJECT
Employee Classification
2021 Rates
PRINCIPAL
$ 220.00
ENGINEER 6
$ 185.00
ENGINEER 5
$ 165.00
ENGINEER 4
$ 155.00
ENGINEER 3
$ 145.00
ENGINEER 2
$ 115.00
ENGINEER 1
$ 95.00
STRUCTURAL-2
$ 200.00
STRUCTURAL-1
$ 160.00
TECHNICIAN 3
$ 130.00
TECHNICIAN 2
$ 110.00
TECHNICIAN 1
$ 80.00
INTERN/TEMPORARY
$ 50.00
LAND ACQUISITION
$ 145.00
SURVEY 2
$ 135.00
SURVEY 1
$ 110.00
ENVIRONMENTAL 2
$ 140.00
ENVIRONMENTAL 1
$ 95.00
ADMINISTRATION 2
$ 130.00
ADMINISTRATION 1
$ 75.00
These rates will remain in effect through December 31, 2021. In the event our services are required after
that date, we will submit revised rates to be utilized through December 31, 2022.
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ATTACHMENT E Legend
LOCATION MAPS 1
2021 NORTHEAST AREA RESURFACING Hill1ranklin-Ann
PROJECT
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ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Eaubmno
ENGINEERING INC.
January 13, 2021
To: Ryan Livingston Re:
Municipal Engineering Manager
Hampton Lenzini and Renwick
380 Shepard Drive
Elgin, Illinois 60123
P: 847.697.6700
Via email: rlivingston(a)hlreng.com
Dear Mr. Livingston,
Proposal - Geotechnical Exploration
Proposed Resurfacing and
Reconstruction — Various Streets
Elgin, Illinois
Proposal No. Q21.012g
Rubino Engineering, Inc. (Rubino) is pleased to submit the following proposal to provide
geotechnical engineering services for the above referenced project. Rubino received a request
for proposal from Ryan Livingston of Hampton Lenzini and Renwick via email on January 11,
2021.
PROJECT UNDERSTANDING
Rubino understands that the City of Elgin planning to resurface and reconstruct various streets in
Elgin, Illinois.
Information received:
• RFP Email from Ryan Livingston of Hampton Lenzini and Renwick on January 11, 2021.
Should any of the information on which this proposal has been based, including as described
above, be inconsistent with the planned construction, Rubino requests to be contacted
immediately in order to make any necessary changes to this proposal and scope of work.
SCOPE OF SERVICES
The following sections outline the scope of services developed based on the information provided
by the client and the information listed above in order to provide a geotechnical exploration the
planned project. The exploration will be performed in general accordance with both the requested
proposal information and Rubino's current understanding of the project.
Site Access and Traffic Control
Based on current site topography, surface conditions, and project discussions, Rubino anticipates
that the project site will be accessible to track -mounted Geoprobe 7822DT drilling equipment.
Traffic control will consist of cones and approach signage. Flaggers are not anticipated for this
project but can be provided for an additional fee.
Rubino Engineering, Inc. 9 425 Shepard Drive • Elgin, IL 60123 • 847-931-1566 * 847-931-1560 (Fax)
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 2 of] I
Boring and Core Locations
The approximate proposed boring and core locations are shown below. Rubino recommends that
the borings/cores be located and surveyed for elevation by others prior to drilling. If the borings
and cores cannot be surveyed, Rubino will locate the borings/cores in the field by measuring
distances from known, fixed site features.
Exhibit A: Boring and core location plan
Exhibit B: Boring and core location plan
Exhibit C: Core location plan
Exhibit D: Core location plan
Rubino Engineering, Inc.
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 3 of Il
Boring Depths
To obtain data to evaluate subsurface conditions within the proposed development/construction
areas, Rubino proposes to drill soil borings as specified below.
NUMBER OF
PAVEMENT
BORINGS W/
CORES WITH
DEPTH
PAVEMENT CORES
SUBBASE
(FEET BEG*)
THICKNESS
9
-
_
5
-
12
2
*BEG = below existing grade
SPT - Soil Sampling
LOCATION
See Boring/Coring Location Map
See Boring/Coring Location Map
Soil sampling will include split -barrel samples (ASTM D 1586) or thin -walled tube samples on
cohesive soils (ASTM D 1587) at 2 '/2 - foot intervals to a depth of 15 feet and 5 - foot intervals
thereafter.
If unsuitable bearing soils are encountered within the borings as proposed herein, the borings will
be extended an additional 5 feet to attempt to end the borings in suitable soils. If unsuitable soils
persist at the end of an additional 5 feet the client will be contacted prior to demobilizing.
Unsuitable soils will be defined by field personnel using the following criteria:
■ Cohesive soils with an N value less than or equal to 6.
■ Granular soils with an N-value less than 10.
■ Black cohesive or silty soil with visible signs of organic matter and / or organic odor and
low blow counts as described above.
Completion of Borings
Upon completion of drilling, the borings will be backfilled with soil cuttings and capped with asphalt
cold patch. Some damage to ground surface may result from the drilling operations near the work
areas and along ingress/egress pathways. Rubino will attempt to minimize such damage, but no
restoration other than backfilling the soil test borings is included.
It should be noted that over time, some settlement may occur in the bore hole. If Rubino is
requested to return to the site for the purpose of filling any bore holes that may have settled,
additional time and material charges may apply.
Laboratory Testing
The soil samples obtained during the field exploration program will be transported to the
laboratory for classification and a limited number of laboratory tests. The nature and extent of the
laboratory testing program is at the discretion of Rubino Engineering, Inc. and will depend upon
the subsurface conditions encountered during drilling.
Rubino Engineering, Inc
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 4 of] I
Laboratory testing will be performed in accordance with ASTM procedures and may include
examination of selected samples to evaluate the soils' index properties and relative strength
characteristics.
Based on the proposed quantity of soil borings, anticipated depths, and project type, a list of the
anticipated laboratory tests are summarized below.
LABORATORY TEST ESTIMATED SAMPLE TYPE
QUANTITY
Atterberg Limits 1 Split spoon, bulk, or Shelby Tube
Natural Moisture Content 16 Shelby Tube, Cohesive Samples
Organic Content 2 Split spoon, bulk, or Shelby Tube
GEO REPORT
Upon completion of field and laboratory work, Rubino will prepare a geotechnical engineering
report using the collected data. The geo report will include the following:
• Summary of client provided project information and report basis
• Overview of encountered subsurface conditions
• Overview of field and laboratory tests performed including results
• Geotechnical recommendations pertaining to:
• Subgrade preparation
• Subgrade Stability
• Estimated IBV value at each boring location
• Construction considerations, including temporary excavation and construction control of water
An electronic copy of the report will be provided. The report will be addressed to Hampton Lenzini
and Renwick.
PROJECT SCHEDULE
Rubino proposes to initiate work on this project within 5 working days after receiving written
authorization to proceed and we will follow the schedule below in order to complete the project:
Task Number of Working Days
Utility clearance and rig mobilization 10
Field work including site layout and drilling 5
Laboratory Testing 10
Preparation of the Geotechnical Report 10
Project schedules can be affected by weather conditions and changes in scope. If the report
needs to be delivered by a specific day, please notify us as soon as possible. Preliminary verbal
recommendations can be made to appropriate parties upon completion of the field investigation
and laboratory testing. Rubino will need to receive a signed copy of this proposal intact prior to
mobilizing the drill rig.
Rubino Engineering, Inc.
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 5 of]]
SPECIAL INSTRUCTIONS
Rubino will coordinate contacting the Utility "One -Call" for public utility clearance prior to the start
of drilling activities. It is Rubino's experience that this service does not mark the locations of
privately owned utilities. This proposal is based on private utility lines and other subsurface
appurtenances being located in the field by others prior to our mobilization.
FEES
Rubino proposes to charge the fee for performance of the outlined scope of services on a lump -
sum basis. Based on the scope of services outlined above, the lump -sum fee will be:
Boring Layout / Utility / PM $ 500.00 Total
Subsurface Pavement Core, Hand Auger, and DCP ($ 300 per $ 2,700.00
Exploration core)
Pavement Cores ($175 per core) $ 2,100.00 Total
Lab Geotechnical Lab Tests as described above $ 250.00 Total
Reporting Preparation of the Geotechnical Report $ 1,000.00 Total
$ 6,550.00 Grand Total
Please see the attached fee schedule for additional unit rates for services requested after issuing
the geotechnical report (drawing / spec review, scope or site layout change, etc.).
Scope Limitations
Project services do not include a site evaluation to determine the presence or absence of
wetlands, hazardous substances, or toxic materials.
Rock coring is not included in the scope of this exploration, therefore, the character and continuity
of refusal materials, if encountered, can be determined only with a more comprehensive scope of
services. Therefore, the borings will be advanced to the depths referenced above, or to refusal,
whichever is shallower.
Boring, sampling and testing requirements are a function of the subsurface conditions
encountered. The proposed lump -sum fee is based on the existence of adequate bearing
materials being encountered within the proposed boring depths. Should conditions be
encountered which require a deepening of borings or additional investigation, Rubino will notify
you to discuss modifying the outlined scope of services. Additional work beyond the lump -sum
fee will not be performed without your prior authorization.
AUTHORIZATION
If this proposal is acceptable to you, Rubino will perform the work in accordance with the attached
General Conditions that are incorporated into and made a part of this proposal. Please sign below
as notice to proceed and return one copy of this proposal intact to our office. Rubino will proceed
with the work upon receipt of authorization.
Rubino Engineering, Inc.
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 6 of] I
Rubino appreciates the opportunity to offer our services for this project and we look forward to
working with your company. Please contact Rubino with questions pertaining to this proposal or
requests for additional services.
Respectfully submitted,
RUBINO ENGINEERING, INC.
Michelle A. Lipinski, PE
President
MAL/file
Attachments: Proposal Acceptance and Data Sheet
Schedule of Services and Fees
General Conditions
Anthony. Tomaras
Project Manager
"This is an electronic copy. Hard Copies of this proposal are available upon request.
Rubino Engineering, Ina
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 7 of]]
PROPOSAL ACCEPTANCE:
AGREED TO, THIS
DAY OF , 202_.
BY (please print):
TITLE:
COMPANY:
SIGNATURE:
PROJECT INFORMATION:
1. Project Name:
2. Project Location:
3. Your Job No:
Purchase Order No.:
4. Project Manager:
Telephone No.: _
5. Site Contact:
Telephone No.:
6. Number and Distribution of Reports:
( ) Copies To:
( ) Copies To:
Attn:
Email:
( ) Copies To:
Attn:
Email:
7. Invoicing Address:
Attn:
Email:
( ) Copies To:
Attn:
Email:
Attn:
Email:
8. Other Pertinent Information Or Previous Subsurface Information Available:
Rubino Engineering, Inc.
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 8 of] I
Rubino Engineering, Inc.
2020 Schedule of Geotechnical Services & Fees
ENGINEERING
Professional and Technical Services for site evaluation, field supervision, analysis of test
data and engineering recommendations and consultation:
Principal Engineer
Per Hour
$
185.00
Project Engineer/Manager
Per Hour
$
125.00
Engineering Field Technician / Field Engineer / Field Geologist
Per Hour
$
95.00
Administrative Assistant
Per Hour
$
65.00
Mobilization and moving of truck -mounted drilling equipment and crew (50-mile radius) Per Trip $ 650.00
All -Terrain Vehicle (ATV) Usage Surcharge Per Day $ 195.00
Boring Layout - Two -man crew (2 hour minimum) Per Hour $ 166.00
Soil Sampling using split -barrel sampler (ASTM D-1586) 2.5-foot intervals to 15 feet and 5-
foot intervals thereafter, 3-1/4" E.D. HAS:
Depth Range
Feet
Easy Drilling*
Hard Drilling**
0 - 25
$24.50
$27.00
25 - 50
$26.50
$29.00
50 - 72
$30.50
$31.00
75 - 100
$32.00
$33.50
Less than 50 blows per foot or a Qp of 4 tsf
** 50 blows or more per foot, Qp more than 4 tsf, or strata containing coarse gravel or
cobbles
Hourly Rate Drilling (difficult or unusual conditions, hard material, boulders, rubble, etc. Per Hour $ 275.00
Thin Wall Tubes (ASTM D-1587) Each $ 50.00
LABORATORY TESTING
Moisture Content Test / Usual Classification
Each
$
7.00
Atterberg Limits Determination (LL, PL)
Each
$
65.00
Combined Hydrometer & Sieve Analysis
Each
$
130.00
Sieve Analysis (washed)
Each
$
85.00
Unconfined Compression Test, Tube Sample
Each
$
35.00
Unconfined Compression Test, with Stress -Strain Curve
Each
$
85.00
Density Determination
Each
$
15.00
Specific Gravity Determination
Each
$
65.00
Organic Content Determination Test (loss on ignition)
Each
$
25.00
ASTM D698 - AASHTO T99 (Standard Proctor)
Each
$
225.00
ASTM D1557 - AASHTO T180 (Modified Proctor)
Each
$
275.00
One -Dimensional Consolidation Test (ASTM D-2435)
Each
$
750.00
pH Testing
Each
$
15.00
Triaxial Testing (TXC-CIU) 3-Point Envelope
Each
$
1,300.00
Rubino Engineering, Inc.
ATTACHMENT F
SUB -CONSULTANT PROPOSAL
2021 NORTHEAST AREA RESURFACING PROJECT
Proposed Resurfacing and Reconstruction in Elgin, Illinois January 13, 2021
Rubino Proposal No. Q21.012g Page 9 of] I
FEE REMARKS
1) All fees and services are provided in accordance with the attached Rubino General Conditions.
2) Unit prices/rates are in effect for 12 months from the date of this proposal and are subject to change without notice thereafter.
Overtime rates are applicable for services performed in excess of 8 hours per day Monday through Friday, before 8:00 AM or
3) after 5:00 PM, and for all hours worked on Saturdays, Sundays and holidays. The overtime rate is 1.5 times the applicable hourly
rate.
4) All rates are billed on a portal-to-portal basis.
5) Standby time due to delays beyond Rubino's control will be charged at the applicable hourly rate.
6) Transportation and per diem are charged at the applicable rates.
7) Rates involving mileage (including transportation, mobilization, vehicle and trip charges) are subject to change based upon
increases in the national average gasoline price.
8) A minimum charge of 4 hours applies to field testing and observation services.
Scheduling or cancellation of field testing and observation services is required no less than the working day prior to the date the
9) services are to be performed. Services cancelled without advance and/or inadequate notice will be assessed a minimum charge
of 4 hours.
10) For all Rubino services, a project management/engineering review charge will be billed for all reports issued for the
scheduling/supervision of personnel and the evaluation/review of data and reports.
11) The minimum billing increment for time is a half hour.
12) A project set-up charge of a minimum of two hours applies to all projects.
13) Professional services rates are exclusive of expert deposition or testimony time.
14) Drilling and field service rates are based on OSHA Level D personnel protection.
15) For sites where drilling is to occur that are not readily accessible to a truck mounted drill rig, rates for rig mobility, site clearing,
crew stand-by time, etc. will be charged as applicable.
16) If applicable the prevailing wage fees charged under this agreement will be adjusted if there is any change in the applicable
prevailing wage rate established by the Illinois Department of Labor.
17) Services and fees not listed on this schedule may be quoted on request.
Rubino Engineering, Inc.
Proposea'Resurfacing and Reconstruction in Elgin, IllinoiATTACHMENT F s SUB -CONSULTANT PROPOSAL January 13, 2021
Rubino Proposal No.Q21.012g 2021 NORTHEAST AREA RESURFACING PROJECTPageloofll
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