HomeMy WebLinkAbout22-192 Resolution No. 22-192
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
AIRPORT ROAD DETENTION BASIN RETROFIT
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 Airport Road
detention basin retrofit, a copy of which is attached hereto and made a part hereof by reference.
s/David J. KRtain
David J. Kaptain, Mayor
Presented: November 2, 2022
Adopted: November 2, 2022
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 2nd day of November, 2022,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 the Airport Road Detention Basin Retrofit(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 City Engineer of
the CITY,herein after referred to as the "CITY ENGINEER".
B. The Scope of Services for this PROJECT shall include providing professional
engineering services for all aspects of the Airport Road Detention Basin Retrofit.The
scope of services includes survey, engineering design, permitting, environmental
surveys, reporting, native restoration services, and construction inspection. These
services will be completed at the Airport Road Detention Basin.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
(1) Kickoff meeting to discuss PROJECT priority and Scope December 6,2022.
(2) Scope Completion with bid documents and other outside agency permits by
November 30,2023 (is dependent upon approvals from other outside agencies).
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 CITY ENGINEER 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 CITY
ENGINEER;provided,however,that the ENGINEER may retain copies of such work product for its
records. ENGINEER'S execution of this Agreement shall constitute ENGINEER'S conveyance and
assignment of all right,title and interest, including but not limited to any copyright interest,by the
ENGINEER to the CITY of all such work product prepared by the ENGINEER pursuant to this
Agreement. The CITY shall have the right either on its own or through such other engineers as
determined by the CITY to utilize and/or amend such work product. Any such amendment to such
work product shall be at the sole risk of the CITY. Such work product is not intended or represented
to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project,and
such reuse shall be at the sole risk of the CITY without liability or legal exposure to the
ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 1 times the direct
hourly rate of personnel employed on this PROJECT,with the total fee not to exceed
$92,255.00 regardless of the actual costs incurred by the ENGINEER unless
substantial modifications to the scope of the work are authorized in writing by the
CITY ENGINEER,and approved by way of written amendment to this Agreement
executed by the parties.A detailed cost breakdown providing for estimated hours and
hourly rates for the PROJECT is attached hereto as Attachment C and incorporated
into this Agreement by this reference.
B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 10 percent (10%). The
cost of any such outside services is included within the total not-to-exceed amount of
$92,255.00 provided for in Section 4A above.
C. Other reimbursable components of the fee are listed in Attachment A. The cost of
any such reimbursable expenses is included within the total not-to-exceed amount of
$92,255.00 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 CITY ENGINEER.The ENGINEER's current hourly
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rates will remain in effect through December 31,2022.The ENGINEER will submit
revised rates to the CITY for approval to be utilized through December 31,2023.
Estimated % Estimated Value of Estimated Invoice
Date Completion Work Completed Value
1/15/2023 10% $ 9,225.50 $ 9,225.50
2/15/2023 20% $ 18 451.00 $ 9,225.50
3/15/2023 30% $ 27 676.50 $ 9,225.50
4/15/2023 40% $ 36,902.00 $ 9,225.50
5/15/2023 50% $ 46,127.50 $ 9,225.50
6/15/2023 60% $ 55,353.00 $ 9,225.50
7/15/2023 70% $ 64,578.50 $ 9,225.50
8/15/2023 80% $ 73 804.00 $ 9,225.50
9/15/2023 90% $ 83,029.50 $ 9,225.50
10/15/2023 95% $ 87,642.25 $ 4,612.75
11/15/2023 100% $ 92 255.00 1 $ 4,612.75
E. A listing of the Engineer's 2022 hourly rates and expenses is as follows:
2022 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
SURVEY2 $145.00
SURVEY 1 $115.00
ENVIRONMENTAL 3 $150.00
ENVIRONMENTAL 2 $130.00
ENVIRONMENTAL 1 $100.00
ADMINISTRATION 2 $140.00
ADMINISTRATION 1 $80.00
5. INVOICES
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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 CITY ENGINEER
relative to a claim submitted by the ENGINEER, all work required under this Agreement as
determined by the CITY ENGINEER 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
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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.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. 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 CITY ENGINEER 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 CITY ENGINEER.
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,
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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 CITY ENGINEER as evidence of insurance
protection. The policy shall not be modified or terminated without thirty(30)days
prior written notice to the CITY ENGINEER.
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/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employer or applicant for employment because of
race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the job
in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a written
commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening, referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976,as amended,is hereby incorporated by reference,as if
set out verbatim.
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 race,color,religion,
sex,national origin,age,ancestry,order of protection status,familial status,marital status,physical
or mental disability, military status, sexual orientation, or unfavorable discharge from military
service.
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Any violation of this paragraph 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
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
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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 CITY
ENGINEER, nor will the ENGINEER make public proposals developed under this Agreement
without prior written approval from the CITY ENGINEER 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.
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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 CITY ENGINEER prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the CITY ENGINEER and
to other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The CITY ENGINEER 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:
Ronald L. Rudd, P.E. Erica Spolar
City Engineer Executive Vice President
City of Elgin Hampton, Lenzini and Renwick, Inc.
150 Dexter Court 380 Shepard Drive
Elgin, Illinois 60120-5555 Elgin, Illinois 60123
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in
connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products
and/or services with respect to this Agreement shall be 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. COUNTERPARTS AND 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. This Agreement may be executed electronically,and
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any signed copy of this Agreement transmitted by facsimile machine or email 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 facsimile machine or email shall be considered for these purposes an
original signature and shall have the same legal effect as an original signature.
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:
B By:
City Manager jam;j� 00�� /
Name/Print: (.f'
Att t: Title: auey& Va Pir6idoif
ity Clerk
C:\Users\olsen_a\Box\Engineering\Stormwater\Basin Retrofit Projects\Airport Road-Detention Basin Retrofit\00000000\Airport Road Detention
Basin Retrofit Engineering Services Agreement Attachment B 2022-10-14.docx
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ATTACHMENT A
SCOPE OF SERVICES
HAMPTON, LENZINI, AND RENWICK, INC. HILR,
Civil Engineering • Structural Engineering • Environmental Services • Land Surveying
Attachment A
Airport Road
Detention Basin Retrofit Design
Scope of Services
The following scope has been developed for the basin north of 385 Airport Road as requested by the City of Elgin by
Hampton, Lenzini and Renwick, Inc. (HLR). The basin is approximately 1.7 acres in size. It currently is unmowed, with
a broken concrete flume bisecting the site. The design will optimize detention and include native vegetation for
stormwater filtration and native habitat. Services will commence upon authorization.
Task 1: Topographic Survey
Topographic survey on a 50-foot grid
and survey of pertinent features
including existing drainage features
and tree size and location. The
survey will be provided with Illinois
State Plane coordinates (NAD 83)
and elevations will be provided in
NAVD 88 datum. Three control
points around the project area will be
set Control will be horizontally
located with GPS A digital level loop
will be completed through the
control, elevations will be based on
one of the GPS control points.
A boundary survey and utility locate
survey is not part of this current
scope. �� z
Task 2: Proposed Plans, Bid Documents, Calculations, and Estimates of Probable Costs
❑ Plans -The plans will be prepared and submitted to the Client at the following intervals:
• Concept Level — Basic plan used to further discussion of desired outcome and possible
issues and unforeseen expenses.
• 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:
380 Shepard Drive 380 N.Terra Cotta Road,Unit G 3085 Stevenson Drive,Suite 201 323 West 3rd Street
Elgin,Illinois 60123-7010 Crystal Lakc,Illinois 60014 Springfield.Illinois 62703 P.O.Box 160
Tel.847.697.6700 Tel.847.697.6700 Tel.217.546.3400 Mt Carmel.Illinois 62863
Fax 847.697.6753 Fax 847.697.6753 Fax 217.546.8116 Tel.618.262.8651
Fax 618.263.3327
Airport Road Basin Retrofitting
City of Elgin
October 5 2022
Page 2 of 5
Title Sheet 1 Sheet(s)
General Notes 1 Sheet(s)
Alignment, Ties and Benchmarks 1 Sheet(s)
Summary of Quantities 1 Sheet(s)
Typical Sections 1 Sheet(s)
Existing Conditions and Removal Plan 1 Sheet(s)
Grading Plan 1 Sheet(s)
Drainage and Utilities Plan 1 Sheet(s)
Soil Erosion and Sediment Control Plans and Details 3 Sheet(s)
Landscaping Plans and Details 3 Sheet(s)
Special Details 1 Sheet(s)
Standard Details 4 Sheet(s)
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 Client Provided Example Bid Documents — Client will provide a digital copy that
HLR can use to modify to this project and meet the Clients format. HLR will modify
the bid document accordingly and provide Special Provisions and Schedule of Prices
based on this project. It is understood that that material provided including"front end"
requirements by the client are current.
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, BIDE Special Provisions or Guide Bridge Special Provisions, a
project specific Special Provision will be written by HLR.
❑ Calculations—HLR will provide backup calculations to ensure that the design meets the standard
of care. Calculations necessary for this project will include:
Hydrology - The drainage area to the basin will be delineated by HLR using the
development plans and stormwater reports previously provided by the City. This will
be refined by utilizing Kane County 1' contours, utility atlases or GIS information
provided by the City. The tributary area will be used to determine the volume and
rate of stormwater runoff to the basin. HLR will model the existing stormwater
detention basin to evaluate its functionality using Bulletin 75 storm events and the
appropriate Huff distribution.
Basin analysis will seek to verify the performance of the basin and identify possible
optimizations within the parcel that may improve the basin. The proposed
modifications will also be evaluated, including modifications if needed to the control
Airport Road Basin Retrofitting
City of Elgin
October 5 2022
Page 3 of 5
structure. The control structure modeling will maximize stormwater detention basin
benefits and ensure that adverse impacts are not seen upstream/downstream. HLR
will present modifications to City Staff to reach a consensus of improvements to move
forward with.
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 J.U.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 regarding 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.
Task 3: Construction Engineering
HLR will provide Construction Engineering services for the project to ensure that items in the contract are being
constructed in accordance with the plans and bid documents. Since the construction schedule is solely outside of HLR's
control, timeframe represented in this agreement are based on the best available information. At this time, HLR
estimates that from the beginning of construction to completion will be 4 weeks, based on Full-Time work. For
purposes of this agreement Full Time is considered to be no more than 40 hours per week. Based on the level of on-
site construction engineering desired by the Client, increases to the duration of construction will constitute additional
work. HLR will notify the Client when the contractor is behind schedule since this could cause the need for additional
work, not anticipated by the agreement. Final project close-out including punchlists, documentation, agreement to final
quantities and final acceptance of the improvements is assumed to require no more than 4 hours. If the contractor is
still not in agreement after this effort has been made HLR will close-out the project and provide final documentation to
the Client. Additional efforts requested by the Client to come to an agreement with the contractor may constitute
additional work.
Based on anticipated construction activities and the anticipated contractor schedule, HLR will provide the following
personnel:
o Inspectors—Part Time
The following items are included in the construction engineering scope of services:
1. Pre-Construction Services
HLR will provide the following pre-construction services in order to be ready for the start of construction activities:
❑ Locally Funded Project Pre-Construction Meeting: For the locally funded projects, HLR will
lead a pre-construction meeting with the contractor and Client's Staff to discuss community needs,
utility coordination, safety and maintenance of traffic plans, project goals, potential conflicts/issues,
and schedule. We will bring up any issues that we feel need to be discussed as a group in order to
provide a clear understanding of expectations and schedule.
❑ Public Relations: HLR will be present on-site during construction, as dictated by the contract,
and will coordinate with local residents and business throughout the project. In addition, HLR will
provide the following additional public relations measures:
Airport Road Basin Retrofitting
City of Elgin
October 5 2022
Page 4 of 5
Construction notifications
• 311 Posts
❑ Project Setup: We will organize all project files and perform review of submittals and catalog
cut/shop drawings. Our geotechnical subconsultant will review and comment on the contractor-
submitted Quality Control Plans for Asphalt and Concrete production.
2. Construction Services
❑ Resident Engineer/Technician: HLR will provide part-time, on-site resident engineering and
inspection services to verify that the improvements are constructed, recorded, and quantified in
accordance with the [DOT Project Procedures Guide, IDOT Construction Manual, project standards,
Client requirements, engineering plans, and construction documents. This will include rejection and
non-payment of any work that is deficient, liaison functions, and coordination with all stakeholders.
Resident engineering will be provided as detailed in public relations section above.
❑ Documentation: Daily records of contractor activities in the desired Municipal format, Inspector
Daily Reports, Weekly Reports, and Pay Estimates will be maintained throughout the duration of
construction. Prior Authorization forms will be submitted to the Client for any/all work that is
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. All documentation will be
prepared by staff that is trained in IDOT's Documentation of Contract Quantities (Class S-14).
❑ Progress Meetings/Status Updates: HLR will conduct progress meetings to discuss project
status and look-ahead schedules. Updates and minutes will not be sent to the Client weekly. 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.
❑ Traffic Control and Site Cleanliness Monitoring: HLR will monitor all traffic control and signage
for roadway and sidewalk closures. We will monitor area routes to ensure traffic control is effectively
maintained through and around all active work zones without conflict. In addition, we will perform
daily checks that include inspection of site cleanliness to ensure that construction dust is kept in
check,all debris is removed from driving surfaces,and removed sidewalks and roadways are ramped
with temporary aggregate or asphalt depending on the estimated time until they can be replaced.
3. Post-Construction Services
❑ Final Inspection: HLR will present regular punch lists to the contractor with items requiring
correction, in addition to a final punch list at the end of the improvements. After correction, we will
perform the final inspection with the contractor and Client. Recommendation of final acceptance will
occur only after all deficient items have been fixed.
❑ As-Built Drawings: HLR will prepare hand drawn final as-built drawings that have change. The
as-built plans will include survey of critical elevations and pipe inverts.These will also be provided in
Microstation format.
❑ Final Quantities: HLR will provide measured quantities with the contractor on a regular basis and
at the conclusion of the project.
❑ Project Closeout: Our team will submit final pay estimates and change orders. In addition, we
will assemble,organize,and turn in all project files, records,quantities,etc.per Client's requirements.
Task 4: Permitting-Kane Co.Stormwater,National Pollutant Discharge Elimination System(NPDES)Permitting
and Soil Erosion and Sediment Control (SE/SC) Plan:
HLR will prepare a Stormwater Management Permit Application in accordance with the Kane County Stormwater
Management Ordinance. This permit will cover any necessary drainage items and/or soil erosion and sediment control
Airport Road Basin Retrofitting
City of Elgin
October 5 2022
Page 5 of 5
measures. It is not anticipated that any additional stormwater detention requirements or isolated wetlands of Kane
County will be needed on this project.
Any project disturbing over 1 acre of land will require an IEPA NPDES permit. HLR will prepare and submit the Notice
of Intent (NOI) form, Stormwater Pollution Prevention Plan (SWPPP), and Notice of Termination (NOT) as required by
this permit.
Task 5: Tree Survey/Arborist Services:
Trees and shrubs will be marked for removal.Marking will be based on the tree/shrub location,structure,health,species
and designation as native or invasive.
Task 6: CCDD Compliance:
Environmental Background Research and 662 Application: 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 provide the City with a map delineating potentially impacted properties (PIPs).The areas not adjacent
to PIPs should be eligible for processing with a 662 application. 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 unlikely event that any PIPs are found on or adjacent to the site, City staff would be notified
of the options available for material disposal. If any areas are adjacent to PIPs, the site will require additional testing
and analysis,for processing with a 663 application.
Sampling and 663 Application: This includes taking four soil samples for soil characterization. These samples will be
used to establish pre-existing conditions and also for potential CCDD coordination. The soil samples will be submitted
to a NELAC approved laboratory for analysis. We will analyze each soil sample for metals, volatiles, semivolatiles,
polynuclear aromatic hydrocarbons and PCBs. The results of the analysis would be compared to the limits outlined in
the Maximum Allowable Concentrations (MAC) of Chemical Constituents In Uncontaminated Soil Used as Fill Material
At Regulated Fill Operations(35 III.Adm. Code 1100.Subpart F).A 663 will be prepared if levels meet MAC table limits.
Additional Analysis If Necessary: If the soils come back with any elevated levels, we may do additional TCLP or SPLP
analysis on those specific constituents to see if they are within the MAC table limits.This testing would be used to create
a waste profile if it was necessary to take it to a landfill.
Task 7: Project Management:
This line item includes coordination, scheduling and oversight of the entire project.
ATTACHMENT B
PROJECT SCHEDULE
ATTACHMENT B
Airport Road Detention Basin Retrofit
PROJECT SCHEDULE
10/13/2022
PROPOSED PROJECT TASKS Nov-22 Dec-22 23-Jan 23-Feb 23-Mar 23-A r 23-Ma 23-Jun
Engineering Service Notice to Proceed 11/1/22
Survey and Land Acquisition Services 11/1/22-3/1/23`
Phase 1 Design Engineering Services 2/1/23-6/1/23
Permitting 2/1/23-6/1/23
Coordination and Consultation 11/1/22-6/1/23
Quality Assurance and Project Administration(11/1/22-
6/1/23
Publish Bid for Availability 6/15/23
ATTACHMENT C
DETAILED COST BREAKDOWN
- 13 -
ATTACHMENT C
,,0i'Lp CITY OF ELGIN
'
DETENTION BASIN RETROFIT DESIGN
AIRPORT ROAD BASIN
DETAILED COST BREAKDOWN
Employee Classification
STR STR INT/T SUR SUR ENV ENV ENV
Task Description PR E6 E5 E4 ES E2 E1 2 1 T3 T2 T1 MP LA 2 1 3 2 1 A2 Al Direct Costs Hours Fee
ACQUISITION1. SURVEY AND LAND Project Administration 1 1 $ 195.00
Topographic/Route Survey 8 8 16 32 $ 4,400.00
2. PHASE I DESIGN ENGINEERING SERVICES
Data Collection(GIS,Utility Plans,Construction Plans,Field Visit) 4 4 $ 480.00
Basin Retrofit-Analysis and Design 8 12 20 $ 2,840.00
DESIGN3.
Prepare Plans
Title Sheet 2 4 $ 600.00
General Notes 4 _ 2 _ 6 $ 920.00
Alignment,Ties.and Benchmarks 2 4 _ 6 $ 880.00
Summary of Quantities 1 _1 2 $ 300.00
Typical Sections) 6 4 10 $. 1i520.00
Existing Conditions and Removal Plan 6 4 10 S 1 520.00
Grading Plan 18 8 26 S__,i000.00
Drainage and Utilities Plan 8 4 12 $,y840.00
Soil Erosion and Sediment Control Plans and Details 12 4 16 $ 2i480.00
Landscaping Plans and Details 2 4 12 18 $ 2,680.00
Special Details 8 6 14 $ 2,120.00
Standard Details 4 4 8 $ 1,200.00
Pre are Bid Documents -----------__._...�__..
p � 48 � 48 $ 7,680.00
Prepare Estimate of Cost 12 12 $ 1,920.00
Utility Coordination 8 8 $ 1,280.00
Bidding Assistance 4 4 $ 640.00
4. PERMITTING
Welland Screening and Memo 2 3 12 17 $ 2.250.00
Coordination with IDNR(ECOCAT),Section 7 Memo,and/or IHPA 8 8 16 $ 1,840.00
Prepare Soil and Water Conservation District Submittal 8 8 $ 1.040.00
Tree Survey 6 8 14 $ 1,520.00
Prepare Stormwater Pollution Prevention Plan(SWPPP) 12 12 $ 1.440.00
Prepare IEPA Notice of Intent 8 8 $ 960.00
Prepare IEPA Notice of Termination_ 4 4 $ 480.00
Prepare County Stormwater Permit 16 24 40 $ 5.440.00
Obtain Environmental Database Report(EDR) 2 S 100.00 2 $ 360.00
Prepare Clean Construction and Demolition Debris(CCDD)Form 662 24 24 $ 3.120.00
Prepare Clean Construction and Demolition Debris(CCDD)Form 663 16 16 $ 2.080.00
Obtain soil samples for testing 4 $ 1,100.00 4 $ 1620,00
S. CONSTRUCTION ENGINEERING
Project Administration and QA/OC 8 8 $ 1,560.00
Pre-Construction Services
Pre-Conslruction Meeting 4 4 4 12 $ 1.860.00
10/13/2022 1 of 2
CITY OF ELGIN
DETENTION BASIN RETROFIT DESIGN
AIRPORT ROAD BASIN
DETAILED COST BREAKDOWN
Employee Classification
Task Description PR E6 E5 E4 E3 E2 E1 2 1 STR STR T3 T2 T1 MP INTIT LA SUR SUR ENV ENV ENV
2 1 3 2 1 A2 Al Direct Costs Hours Fee
Kick-Off/Resident Meetings 4 4 $ 600.00
Construction Notification Letters _ 8� 8 $ 8uu.uu
Utility Coordination 4 _ 4 $ 480.00
Construction Services _
Construction Observation 84 4 88 $10 680.00
d
Erosion and Sediment Control Inspections 12 _ _ � 12 $ 1.440.00
Traffic Control/Site Cleanliness Monitoring 8 8 $ 960.00
Progress Meetings 4 4 $ 480.00
Stakeholder Coordination-311 4 _ 4 $ 480.00
OA Material Testing-As Needed-Slope Stability/Compaction _ $ 2,000.00 0 $ 2,000.00
Post-Construction Services
As-Built Survey 4 4 $ 580.00
Punchlist and Final Inspection - 2 2 2 6 $ 930.00
Final Agreement to Quantities � 4 4 $ 480.00
As-Built Drawings 4 2 6 $ 760.00
CONSULTATION6. COORDINATION AND Prepare and Attend Kick-off 1 Meeting 4 4 4 12 $ 720,00
Prepare and Attend Coordination Meetings 4 4 4 12 $ 1.720.00
Prepare Monthly Status Report to Clients 4 4 $ 480.00
QUALITY7.
Quality Assurance and Quality Control 8 8 $ 1L560.00
Project Administration 8 8 $ .040,00
Total 0 23 8 169 0 202 0 0 0 57 20 0 0 0 20 0 37 82 24 0 0 $ 3,200.00 642 $92,255.00
10/13/2022 2 of 2