HomeMy WebLinkAbout22-151 Resolution No. 22-151
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI&
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
HIGHLAND AVENUE STP-FUNDED 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 & Renwick, Inc., for professional services in connection with the Highland
Avenue STP-funded 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: August 24, 2022
Adopted: August 24, 2022
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 24thday of August , 20 22 , by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Hampton, Lenzini & Renwick, Inc., an Illinois corporation (hereinafter referred to
as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with Highland Avenue STP-Funded Resurfacing(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 but is not limited to all design
work necessary for the proper preparation of plans and bid documents for
construction for the Project. The project plans shall include a cover sheet, general
notes, summary of quantities,existing and proposed typical sections,removal plan,
paving plan, soil erosion and sediment control plan,pavement marking plan,ADA
compliant sidewalk ramp details, standard details and special details. The project
bid documents will include summary of quantities, quantities, general contract
provisions, Plans and Bid Documents shall comply with IDOT Bureau of Local
Roads and Streets requirements for STP funded projects. IDOT will be the lead
agency for project letting. The project will utilize MFT funds for the construction
and.construction engineering required match for the STP federal funding grant.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
D. An exhibit that shows the roadway segments to be resurfaced as part of the
PROJECT is attached hereto as Attachment E, and incorporated into this
Agreement by this this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• Notice to Proceed—August 11,2022
• Pre-Final Plans Submitted to IDOT—September 30,2022
• Final Plans Submitted to IDOT—November 28,2022
• IDOT Letting—March 10,2023
• City Council Award Construction Contract—April 26,2023
0 Construction Start—May 2023
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 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 in accordance with the detailed
cost breakdown,shown in Attachment C,attached hereto and incorporated into this
Agreement by this reference, at the effective average rate of 3.15 times the direct
hourly rate of personnel employed on this PROJECT, with the total fee not to
exceed$86,600.00 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, and approved by way of written amendment to this Agreement
executed by the parties. The direct hourly rate of personnel employed on this
PROJECT is shown in Attachment D, attached hereto and incorporated into this
Agreement by reference.
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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 within the total not-to-exceed amount of$86,600.00
provided for in Section 4A above.
C. The cost of any such reimbursable expenses, such as vehicle costs and printing
costs,is included within the total not-to-exceed amount of$86,600.00 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% Estimated Value of Estimated
Completion Work Completed Invoice Value
8/31/2022 5% $4,330.00 $4,330.00
9/30/2022 60% $56,290.00 $51,960.00
10/31/2022 15% $69,280.00 $12 990.00
11/30/2022 1 15% $829270.00 $12 990.00
12/31/2022 5% $86,600.00 $4,330.00
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. TERNIINATION 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
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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.
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 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
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
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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.
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.
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.
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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
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.
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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
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 ILCS 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 defmition 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.
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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,P.E. Randal G. Newkirk,PE
Public Works Director Corporate Secretary
City of Elgin Hampton, Lenzini &Renwick, Inc.
150 Dexter Court 380 Shepard Drive
Elgin,Illinois 60120-5555 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 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: FOR THE ENGINEER:
BY By:
Y
City Manager
Name/Print: Randal G.Newkirk, PE
Title: Corporate Secretary
Att t:
City Clerk
FALegal Dept\Agreement\ENGINEERING AGREEMENT-FORM-clean-10-2-18.docx
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EXHIBIT A
Scope of Service
Highland Avenue—STP Resurfacing
City of Elgin
SCOPE OF SERVICES
The City of Elgin(hereinafter the"Client') has requested professional engineering services for the Highland
Avenue Resurfacing Project (hereinafter the"Project'. The following outlines the proposed Project scope
of services.
UNDERSTANDING OF THE PROJECT
Hampton, Lenzini and Renwick, Inc. (HLR) has prepared this Scope of Work for engineering
services based on our knowledge of the Project from the following items:
• Site Review
• Phase I Design Report
The following is a list of basic project understandings
• The project will include Phase II design engineering services for the STP-funded
resurfacing project.
• HLR will provide detailed plans and specifications in accordance with IDOT STP
standards.
• HLR will coordinate with the City throughout the design process to address any special
considerations for locations throughout the project.
• Sidewalk corners located within the project limits and within public right-of-way will be
designed per ADA standards.
• The contract will not include Construction Engineering (Phase III) Services.
• Stormwater report not included as the project is considered to be a maintenance project.
• IEPA Permit not included due to less than 1 acre disturbance outside of the work area.
• Detailed plan/profile and cross sections will not be necessary for a resurfacing project.
• No utility upgrades will be included in the scope.
• This will be assuming that existing topographic survey from Phase I will be utilized
• CCDD LPC 662 will be needed for disposal of non-recyclable material generated
The project limits are understood to be:
• Highland Avenue from Randall Road to 100'east of N McLean Boulevard
Schedule— Project schedule will be determined based on IDOT letting dates and the City's
desired bidding timeframe. The project is targeting the March 10, 2023 IDOT letting to select a
contractor and approve the construction contract at the City Council Meeting on April 26, 2023
PHASE II ENGINEERING
Based on the understanding of the project, the following items are necessary parts of the design scope of
services:
Data Collection
• Review Existing Reports made available by the Client
• Publicly available GIS data
• GIS data to be provided by Client
• Phase I Study Review and Modifications
• As-Built plans from previous construction
• Construction plans from previous project
Utility
• Utility Coordination
Design Plans
• Title Sheet
• General Notes
• Alignment Ties and Benchmarks
• Summary of Quantities
• Typical Sections
• Removal Plan
• Paving Plan
• Soil Erosion and Sediment Control Plan
• ADA Sidewalk Grading Plan
• Pavement Marking and Signing Plan
• Traffic Signal Plan and Details
• Special Details
• Standard Details
Bid Documents
• Quantity Calculations
• Special Provisions
• Cost Estimate and Contract Time
Other Tasks
• Meetings and Coordination
• Project Administration and Management
SCOPE OF SERVICES
1. Data Collection
HLR will review various resources and collect project pertinent data. This work will include detailed
review of publicly available and Client provided information to more fully understand the project
requirements, complete field reconnaissance, and coordinate with other sub-consultants, as
necessary.
❑ Document Review—HLR will review the following publicly available and/or Client
provided information:
o Phase I Design Report
o Geotechnical Report
o "As-Built" Plans
o Construction Plans
o Existing Utility Atlases
o Publicly available GIS data
o GIS data to be provided by Client
o Technical Reports provided by the Client
o Site Specific data provided by the Client
❑ Field Review—HLR will scheduled a field review of the project to determine site-specific
constraints and document existing conditions. A photographic log will be prepared of the
project.
2. Utility Coordination
HLR will coordinate with utilities with determining their facility location, potential conflict
determination, and resolution of those conflicts. The major work items under this task will include:
o A M.L.I.E. Design Level Locate request will be submitted.
o Project status letters will be prepared to the individual utility companies along with
location map.
o HLR will verify the utilities identified on the atlas maps provided by the utilities.
o HLR will review potential utility conflicts determined by the utility owner in regards to
the proposed improvements. These locations will be discussed with the utility if
relocation is not possible.
o Pre-final plans will be sent to the utility companies.This submittal will include location
of conflicts identified by the utilities
o HLR will review all utility permit request submitted to the Client to check that the
relocations are consistent with coordination and the proposed improvements.
o HLR will assist the Client in the coordination effort to obtain utility relocation schedules
and relocation cost of utilities for those within dedicated easements.
3. Proposed Plans, Bid Documents, Calculations, and Estimates of Probable Costs
❑ Plans-The plans will be prepared separately for bidding purposes and submitted to
the Client at the following intervals:
• Pre-Final (90%) — Plans and concepts are nearly complete and minor
modifications are expected.
• Final (100%) — Plans are fully developed and are ready for distribution to
contractors.
The plans are working drawings that show the location, configuration, and
dimensions of the proposed construction activities. The plans will be prepared under
the supervision of a Professional Engineer. The plan set will consist of the following
drawings and the estimated number of sheets:
Highland Avenue
Title Sheet 1 Sheet(s)
General Notes 1 Sheet(s)
Summary of Quantities 1 Sheet(s)
Alignment,Ties and Benchmarks 2 Sheet(s)
Existing Typical Sections 1 Sheet(s)
Proposed Typical Sections 1 Sheet(s)
Existing Conditions and Removals 9 Sheet(s)
Paving Plans 9 Sheet(s)
Soil Erosion and Sediment Control Plans and Details 9 Sheet(s)
Pavement Marking and Signing Plan 9 Sheet(s)
Traffic Signal Plans and Details 3 Sheet(s)
ADA Ramp Details 9 Sheet(s)
Special Details 2 Sheet(s)
Standard Details 3 Sheet(s)
Increases to the actual number of plans sheets as compared to the estimated sheets
above may constitute additional work. HLR will notify the Client if additional work is
anticipated.
HLR will distribute electronic version of plans, bid documents, and estimate of
probable costs to Client's Project Manager for distribution to reviewers. Comments
provided will be reviewed and necessary updates will be made. Disposition to
comments will be provided at the next submittal. The disposition to comments will
be provided based on how HLR received them:
• Client provides a list of comments— HLR will provide a formal disposition to
comments in letter format.
• Client provides comment on plan and/or bid document sheets — HLR will
provide written disposition to comments next to the comments provided by
the Client.
❑ Bid Documents—Bid Documents will be prepared for the solicitation of contractors
to provide construction services. Bid Documents format will be based on the following
criteria:
o IDOT Format—HLR will prepare a bid document based on IDOT
standard format.
HLR will prepare contract specifications and special provisions for Pre-Final and Final
Plan submittals.The latest version of the IDOT"Standard Specifications for Road and
Bridge Construction" and "Supplemental Specifications and Recurring Special
Provisions" will be used as the basis of the construction special provisions. IDOT
check sheets will be used as required by the project.
Where a project work item contains work, material, unique sequence of operations
or any other requirements that are not included in the Standard Specifications,
Supplemental Specifications, Recurring Special Provisions, BDE Special Provisions or
Guide Bridge Special Provisions,a project specific Special Provision will be written by
HLR.
a. Cost Estimate
o Estimate of Probable Cost - HLR will prepare engineering opinions of
probable construction costs for each submittal. Costs will be determined
using available guides and bid tabulations from similar projects. In
addition, the pay item reports with awarded prices from IDOT's website
will be used to approximate current unit costs.
s. Consultation and Coordination (each project)
• Kickoff Meeting - Kickoff Meeting with Client and IDOT(assume 1 meeting).
• Coordination Meeting - Coordination and design meeting with the Client
(assume 2 meetings).
• Consultation and Coordination — HLR will coordinate with all stakeholders
regarding the design phase of the project.
• Request for Information — HLR will correspond with the engineering team
during construction for any questions that may arise.
6. Clean Construction and Demolition Debris (CCDD)
o Clean Construction Demolition Debris (CCDD) — Based on a cursory review of publicly
available data, HLR anticipates that this project can be processed under the IEPA LPC 662
The initial step will include an environmental database search for all records pertaining to
contamination within project limits. The information generated in the database search will
be utilized to create a map delineating potentially impacted properties (PIPs). The areas
not adjacent to PIPs should be eligible for processing with a 662 application, if allowable
by the nearest CCDD facility. The spoils generated from these sites will only require pH
testing, which will be provided by HLR with a mobile testing device. HLR will coordinate
with local CCDD facilities for 662 pre-approval. In the event that any PIPs are found on or
adjacent to the site, the client would be notified of the options available for material
disposal prior to commencing the 663 process. If any areas are adjacent to PIPs, the site
will require additional testing and analysis, for processing with a 663 application and would
require additional compensation.
ATTACHMENT B
PROJECT SCHEDULE
• Notice to Proceed—August 11,2022
• Pre-Final Plans Submitted to IDOT—September 30,2022
• Final Plans Submitted to IDOT—November 28,2022
• IDOT Letting—March 10,2023
• City Council Award Construction Contract—April 26,2023
• Construction Start—May 2023
ATTACHMENT C
jLj- CITY OF ELGIN
PROPOSED SERVICES
HIGHLAND AVENUE STP-FUNDED RESURFACING PROJECT (-8,700 LF)
RANDALL ROAD TO 100' EAST OF N MCLEAN BOULEVARD
DETAILED COST BREAKDOWN
Employee Classification
Task Description E6 E4 E2 E1 T3 ENV Direct Costs Hours Fee
SURVEY AND LAND ACQUISITION
I Field Review 2 8 8 1 18 $ 2,510.00
Geotechnical Report(Rubino) $ 17,270.00 0 $ 17,270.00
PHASE I • NOT
1. DESIGN ENGINEERING SERVICE
Prepare Plans
Title Sheet 2 2 4 $ 600.00
General Notes 3 2 5 $ 760.00
Alignment,Ties,and Benchmarks 1 6 7 $ 1,000.00
Summary of Quantities 4 2 6 $ 920.00
Typical Sections 8 8 16 $ 2,400.00
Removal Plan 8 4 12 $ 1,840.00
Paving Plan 40 16 56 $ 8,640.00
Soil Erosion and Sediment Control Plan 8 4 12 $ 1,840.00
ADA Sidewalk Grading Plan 54 18 72 $ 11,160.00
Pavement Marking and Signing Plan 8 4 12 $ 1,840.00
Traffic Signal Plan and Details 16 4 20 $ 3,120.00
Special Details 8 4 12 $ 1,840.00
Standard Details 8 4 12 $ 1,840.00
Prepare Bid Documents 32 32 $ 5,120.00
Prepare Estimate of Cost 8 8 16 $ 2,120.00
Prepare Estimate of Time and Lump Sum Cost Breakdown 4 4 $ 640.00
Utility Coordination 8 8 $ 1,280.00
Update Plans and Bid Documents based on IDOT Comments 28 16 44 $ 6,720.00
PERMITTING
Prepare Clean Construction and Demolition Debris(CCDD)Form 662 2 24 8 $ 150.00 34 $ 4,620.00
CONSTRUCTION ENGINEERING-NOT
COORDINATION AND • •
Prepare and Attend Kick-off Meeting 4 4 8 $ 1,420.00
Prepare and Attend Coordination Meeting 4 8 12 $ 2,060.00
Prepare Monthly Status Report to Client 4 4 $ 640.00
Prepare Quarterly STP Report 4 4 $ 640.00
Request for Information 4 4 $ 640.00
QUALITY ASSURANCE AND PROJECT ADMINISTRATION
Quality Assurance and Quality Control 8 8 $ 1,560.00
Project Administration 8 8 $ 1,560.00
Total 28 280 24 16 94 8 $ 17,420.00 450 $ 86,600.00
7/28/2022 1 of 1
ATTACHMENT D
2022 HOURLY RATES
PRINCIPAL $225.00
ENGINEER 6 $195.00
ENGINEER 5 $175.00
ENGINEER 4 $160.00
ENGINEER 3 $150.00
ENGINEER 2 $120.00
ENGINEER 1 $105.00
STRUCTURAL 2 $210.00
STRUCTURAL 1 $170.00
TECHNICIAN 3 $140.00
TECHNICIAN 2 $120.00
TECHNICIAN 1 $85.00
INTERN/TEMPORARY $60.00
LAND ACQUISITION $155.00
SURVEY 2 $145.00
SURVEY 1 $115.00
ENVIRONMENTAL 2 $150.00
ENVIRONMENTAL 1 $100.00
ADMINISTRATION 2 $140.00
ADMINISTRATION 1 $80.00
These rates will remain in effect through December 31,2022. In the event our services
are required after that date, we will submit revised rates to be utilized through December
31, 2023
yac-A..~ _ Davis
ATTACHMENT E Fore t
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