HomeMy WebLinkAbout22-94Resolution No. 22-94
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH GEWALT HAMILTON ASSOCIATES, INC. FOR
PROFESSIONAL ENGINEERING SERVICES IN CONNECTION WITH THE 2022
CENTRAL 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 a Local Public Agency Engineering Services Agreement
on behalf of the City of Elgin with Gewalt Hamilton Associates, Inc., for professional engineering
services in connection with the 2022 central 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: June 8, 2022
Adopted: June 8, 2022
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
111nois Department Local Public Agency
of Transportation Engineering Services Agreement
Using Federal Funds? ❑ Yes ® No
Agreement For
MFT CE
LOCAL PUBLIC AGENCY
Agreement Tvpe
Original
Local Public Agency Count,,.-- Section Number Job Number
City of Elgin ijKane 22-00194-00-RS
Project Number Contact Name Phone Number Email
Mike Pubentz, PE (847) 931-5968 pubentz_m@cityofelgin.org
SECTION PROVISIONS
Local Street/Road Name ey Route Len th Structure Number
See Attached List
Location Termini Add Location
Remove Location
HMA surface course removal, pavement patching, HMA binder and surface placement, removal and
replacement of concrete curb & gutter, removal and replacement of PCC sidewalk, sidewalk intersection
improvements for ADA compliance, driveway adjustments, sodding, and other associated improvements.
Engineering Funding ® MFT/TBP ❑ State ❑ Other
Anticipated Construction Funding ❑ Federal ® MFT/TBP ❑ State ❑ Other
AGREEMENT FOR
® Phase III - Construction Engineering
CONSULTANT
Consultant Firm Name Contact Name Phone Number Email
Gewalt Hamilton Associates, Inc. Carissa Smith, PE (847) 821-6259 csmith@gha-engineers.com
Address City State Zi Code
�625 Forest Edge Drive Vernon Hills IL 60061
THIS AGREEMENT IS MADE between the above Local Public Agency (LPA) and Consultant (ENGINEER) and covers certain
professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the
State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the "DEPARTMENT," will be
used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS.
Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER, acting as an
individual, partnership, firm or legal entity, qualifies for professional status and will be governed by professional ethics in its relationship to
the LPA and the DEPARTMENT. The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an
AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations.
WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used, they shall be interpreted to mean:
Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of
Transportation
Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the
construction PROJECT
In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities
Contractor Company or Companies to which the construction contract was awarded
Completed05/13/22 Page 1 of 10 BLR 05530 (Rev. 08/05/21)
AGREEMENT EXHIBITS
The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT
® EXHIBIT A: Scope of Services
® EXHIBIT B: Project Schedule
® EXHIBIT C: Direct Costs Check Sheet
® EXHIBIT D: Qualification Based Selection (QBS) Checklist
EXHIBIT E: Cost Estimate of Consultant Services Worksheets (BLR 05513 or BLR 05514 )
■
■
■
THE ENGINEER AGREES,
1 To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection
with the proposed improvements herein before described.
2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff
hours. If higher -salaried personnel of the firm, including the Principal Engineer, perform services that are to be performed by
lesser -salaried personnel, the wage rate billed for such services shall be commensurate with the payroll rate for the work
performed.
3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or
corrections required as a result of the ENGINEER'S error, omissions or negligent acts without additional compensation.
Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent
correction of any such errors or omissions or the responsibility for clarifying ambiguities.
4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes, and the local laws or
ordinances of the LPA.
5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA.
6. To invoice the LPA, The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports, to the LPA employee
In Responsible Charge, no more than once a month for partial payment on account for the ENGINEER's work to date. Such
invoices shall represent the value, to the LPA of the partially completed work, based on the sum of the actual costs incurred, plus
a percentage (equal to the percentage of the construction engineering completed) of the fixed fee for the fully completed work.
7. The ENGINEER or subconsultant shall not discriminate on the basis of race, color, national origin or sex in the performance of
this AGREEMENT. The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US
Department of Transportation (US DOT) assisted contract. Failure by the Engineer to carry out these requirements is a material
breach of this AGREEMENT, which may result in the termination of this AGREEMENT or such other remedy as the LPA deems
appropriate.
8. That none of the services to be furnished by the ENGINEER shall be sublet, assigned or transferred to any other party or parties
without written consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished
by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.
9. For Construction Engineering Contracts:
(a) For Quality Assurance services, provide personnel who have completed the appropriate STATE Bureau of Materials
QC/QA trained technical classes.
(b) For all projects where testing is required, the ENGINEER shall obtain samples according to the STATE Bureau of
Materials "Manual of Test Procedures for Materials," submit STATE Bureau of Materials inspection reports; and
verify compliance with contract specifications.
10. That engineering services shall include all equipment, instruments, supplies, transportation and personnel required to perform the
duties of the ENGINEER in connection with this AGREEMENT (See Exhibit C).
II. THE LPA AGREES,
1 To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the
Professional Services Selection Act (50 ILCS 510) (Exhibit D).
2. To furnish the ENGINEER all presently available survey data, plans, specifications, and project information.
3. For Construction Engineering Contracts:
(a) To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental
PROJECT activities.
(b) To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized.
4. To pay the ENGINEER:
(a) For progressive payments - Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA, monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be
equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER.
(b) Final payment - Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as
Completed05/13/22 Page 2 of 10 BLR 05530 (Rev. 08/05/21)
determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
(c) For Non -Federal County Projects - (605 ILCS 5/5-409)
(1) For progressive payments - Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA, monthly payments for the work performed shall be due and payable to the ENGINEER. Such payments to be
equal to the value of the partially completed work in all previous partial payments made to the ENGINEER.
(2) Final payment - Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and STATE, a sum of money equal to the basic fee as
determined in the AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the
following compensation method as discussed in 5-5.10 of the BLR Manual.
Method of Compensation:
❑ Percent
❑ Lump Sum
❑ Specific Rate
® Cost plus Fixed Fee: (Fixed
Total Compensation = DL + DC + OH + FF
Where:
DL is the total Direct Labor,
DC is the total Direct Cost,
OH is the firm's overhead rate applied to their DL and
FF is the Fixed Fee.
Where FF = ( 0.33 + R) DL + %SubDL, where R is the advertised Complexity Factor and %SubDL is 10% profit
allowed on the direct labor of the subconsultants.
The Fixed Fee cannot exceed 15% of the DL + OH.
Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one
year in duration or if the construction engineering contract exceeds $1,000,000 for any project duration.
The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US
DOT -assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The recipient shall take
all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US
DOT -assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by US DOT, is
incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms
shall be treated as violation of this AGREEMENT. Upon notification to the recipient of its failure to carry out its approved program,
the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for
enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.0 3801 et seq.).
III. IT IS MUTUALLY AGREED,
1. To maintain, for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to
verify the amount, recipients and uses of all disbursements of funds passing in conjunction with the contract; the contract and all
books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General,
and the DEPARTMENT; the Federal Highways Administration (FHWA) or any authorized representative of the federal
government, and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents
required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the
DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support
their purported disbursement.
2. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA, the DEPARTMENT,
and their officers, agents and employees from all suits, claims, actions or damages liabilities, costs or damages of any nature
whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy.
The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the
ENGINEER as soon as practicable after the discovery. The LPA reserves the right to take immediate action to remedy any error
or omission if notification is not successful; if the ENGINEER fails to reply to a notification; or if the conditions created by the error
or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and
reasonable notice is not practicable.
3. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known
post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LPA all drawings, plats, surveys,
reports, permits, agreements, soils and foundation analysis, provisions, specifications, partial and completed estimates and data
Completed05/13/22 Page 3 of 10 BLR 05530 (Rev. 08/05/21)
if any from soil survey and subsurface investigation with the understanding that all such materials becomes the property of the
LPA. The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to
the date of the written notice of termination.
4. In the event that the DEPARTMENT stops payment to the LPA, the LPA may suspend work on the project. If this agreement is
suspended by the LPA for more than thirty (30) calendar days, consecutive or in aggregate, over the term of this AGREEMENT,
the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred prior to receipt of notice of
suspension. In addition, upon the resumption of services the LPA shall compensate the ENGINEER, for expenses incurred as a
result of the suspension and resumption of its services, and the ENGINEER's schedule and fees for the remainder of the project
shall be equitably adjusted.
5. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until
the completion of construction of any phase of professional services performed by others based upon the service provided
herein. All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent
professional services are not commenced within 5 years after final payment by the LPA.
6. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA, the DEPARTMENT,
and their officers, employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever
resulting there from. These indemnities shall not be limited by the listing of any insurance policy.
7. The ENGINEER and LPA certify that their respective firm or agency:
(a) has not employed or retained for commission, percentage, brokerage, contingent fee or other considerations, any
firm or person (other than a bona fide employee working solely for the LPA or the ENGINEER) to solicit or secure
this AGREEMENT,
(b) has not agreed, as an express or implied condition for obtaining this AGREEMENT, to employ or retain the services
of any firm or person in connection with carrying out the AGREEMENT or
(c) has not paid, or agreed to pay any firm, organization or person (other than a bona fide employee working solely for
the LPA or the ENGINEER) any fee, contribution, donation or consideration of any kind for, or in connection with,
procuring or carrying out the AGREEMENT.
(d) that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment,
declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency,
(e) has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered
against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain or
performing a public (Federal, State or local) transaction; violation of Federal or State antitrust statutes or commission
of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving
stolen property.
(f) are not presently indicated for or otherwise criminally or civilly charged by a government entity (Federal, State, or
local) with commission of any of the offenses enumerated in paragraph (e) and
(g) has not within a three-year period preceding this AGREEMENT had one or more public transaction (Federal, State,
local) terminated for cause or default.
Where the ENGINEER or LPA is unable to certify to any of the above statements in this clarification, an explanation shall be
attached to this AGREEMENT.
8. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no
claim for damages shall be made by either party. Termination of the AGREEMENT or adjustment of the fee for the remaining
services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within
six months after the specified completion date. Examples of unforeseen causes included but are not limited to: acts of God or a
public enemy; acts of the LPA, DEPARTMENT < or other approving party not resulting from the ENGINEER's unacceptable
services; fire; strikes; and floods.
If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE, the ENGINEER shall apply in writing to
the LPA for an extension of time. If approved, the PROJECT SCHEDULE shall be revised accordingly.
9. This certification is required by the Drug Free Workplace Act (30 ILCS 580). The Drug Free Workplace Act requires that no
grantee or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of
any property or service from the DEPARTMENT unless that grantee or contractor will provide a drug free workplace. False
certification or violation of the certification may result in sanctions including, but not limited to suspension of contract or grant
payments, termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for
at least one (1) year but not more than (5) years.
For the purpose of this certification, "grantee" or "Contractor" means a corporation, partnership or an entity with twenty-five (25)
or more employees at the time of issuing the grant or a department, division or other unit thereof, directly responsible for the
specific performance under contract or grant of $5,000 or more from the DEPARTMENT, as defined the Act.
The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a
controlled substance, including cannabis, is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3) Notifying the employee that, as a condition of employment on such contract or grant, the employee will:
(a) abide by the terms of the statement; and
(b) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace
no later than five (5) days after such conviction.
Completed05/13/22 Page 4 of 10 BLR 05530 (Rev. 08105/21:
(b) Establishing a drug free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's or contractor's policy to maintain a drug free workplace;
(3) Any available drug counseling, rehabilitation and employee assistance program; and
(4) The penalties that may be imposed upon an employee for drug violations.
(c) Providing a copy of the statement required by subparagraph (a) to each employee engaged in the performance of the
contract or grant and to post the statement in a prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten (10) days after receiving notice under part (b) paragraph (3) of
subsection (a) above from an employee or otherwise receiving actual notice of such conviction.
(e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation
program.
(f) Assisting employees in selecting a course of action in the event drug counseling, treatment and rehabilitation is
required and indicating that a trained referral team is in place.
Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act,
the ENGINEER, LPA and the DEPARTMENT agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B. Time is of the
essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the
ENGINEER for future projects. The ENGINEER will submit progress reports with each invoice showing work that was completed
during the last reporting period and work they expect to accomplish during the fallowing period.
10. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act (820 ILCS
130/0.01 et seq).
11. For Construction Engineering Contracts:
(a) That all services are to be furnished as required by construction progress and as determined by the LPA employee In
Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the
LPA, after the CONTRACTOR has completed the construction contract.
(b) That all field notes, test records and reports shall be turned over to and become the property of the LPA and that
during the performance of the engineering services herein provided for, the ENGINEER shall be responsible for any
loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such
loss or damage shall be restored at the ENGINEER's expense.
(c) That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for
disposition and that the committee's decision shall be final.
(d) That in the event that engineering and inspection services to be furnished and performed by the LPA (including
personnel furnished by the ENGINEER) shall, in the opinion of the STATE be incompetent employed on such work
at the expense of the LPA.
(e) Inspection of all materials when inspection is not provided a the sources by the STATE Central Bureau of Materials,
and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials
"Project Procedures Guide" and the policies of the STATE.
AGREEMENT SUMMARY
Prime Consultant
TIN/FEIN/SS Number
Agreement Amount
Gewalt Hamilton Associates, Inc.
36-3426053
1 $116,449.00
Subconsultants
TIN/FEIN/SS Number
Agreement Amount
- Quality Assurance Testing
$3,000.00
Subconsultant Total
$3,000.00
Prime Consultant Total
$116,449.00
Total for all work
$119,449.00
Add Subconsultant
Completed05113/22 Page 5 of 10 BLR 05530 (Rev. 08105121)
Executed by the LPA:
Attest:
AGREEMENT SIGNATURES
Local Public Agency Type Name of Local Public A. ency
The City
of;Elgin
B �Siynature & Date _ By IS'- & Date
June 8, 2022
Name of Local Public Agency
Attest:
B (Signature & Date
Title
+P�stu�tV�-- /cvo
APPROVED:
Local Public Agency Type
City Clerk
It Hamilton Associates, Inc.
Regional Engineer, De rtment of Tran ortation (Signature & Date)`
Title
Richard G. Kozal, City Manager
B Si n ture & D e
Compieted05/13/22 Page 6 of 10 BLR 05530 (Rev. 08105/21)
City of Elgin
2022 Central Area Resurfacing Project
Section: 22-00194-00-RS
Description of Work
2022 Central Area Resurfacing Project
City of Elgin
Section M 22-00194-00-RS
The following is a list of streets including limits, lengths, area and a brief description of scheduled improvements:
Street
From/To
Hiawatha Dr
Congdon Ave to Iroquois Dr
St. John St
Cooper Ave to Congdon Ave
St. John St
Cooper Ave to Slade Ave
W. Chicago St
N. Jackson St to S. Crystal St
S. Crystal St
Highland Ave to W. Chicago St
N. Jackson St
Highland Ave to W Chicago St
Totals:
Length
Area
1,310 FT (0.23 miles)
4,433 SY
706 FT (0.13 miles)
2,866 SY
600 FT (0.11 miles)
2,530 SY
372 FT (0.07 miles)
1,236 SY
246 FT (0.05 miles)
947 SY
352 FT (0.07 miles)
1,423 SY
3,586 FT (0.66 miles)
13,435 SY
The above street segments will include variable depth HMA surface course removal, patching, HMA binder and surface
placement, removal and replacement of concrete curb & gutter, removal and replacement of PCC sidewalk, sidewalk
intersection improvements for ADA compliance, driveway adjustments, sodding, and other associated improvements.
Local Public Agency Coun Section Number
Elgin f Kane 22-00194-00-RS
EXHIBIT A
SCOPE OF SERVICES
To perform or be responsible for the performance of the engineering services for the LPA, in connection with the PROJECT herein before
described and enumerated below
See Attached
Completed05/13122 Page 7 of 10 BLR 05530 (Rev. 08/05/21)
EXHIBIT A
SCOPE OF SERVICES
PROJECT UNDERSTANDING
It is our understanding that the City of Elgin proposes to improve various streets in the City of Elgin, Kane
County. This project consists of variable depth asphalt surface course removal, pavement patching, hot -
mix asphalt binder and surface course placement, removal and replacement of concrete curb & gutter,
removal and replacement of PCC sidewalk, sidewalk intersection improvements for ADA compliance,
driveway adjustments, sodding, and all incidental and collateral work necessary to complete the project.
The project will be administered and awarded through a local letting. As Motor Fuel Tax (MFT) funds will
be utilized for construction, the project will follow IDOT procedures in accordance with the Bureau of Local
Roads and Streets. This project will be locally let on June 2, 2022, with an anticipated commencement date
of July 5, 2022, and a completion date of September 16, 2022.
CONSTRUCTION ENGINEERING SERVICES
It is our practice to adhere to construction industry standards and insist on compliance with the project plans
and specifications to efficiently produce a quality project. As such, Construction Engineering Services will
be performed in accordance Illinois Department of Transportation standard procedures including, but not
limited to, the following:
1. GHA will oversee a scheduled pre -construction meeting with project stakeholders prior to the start of
construction and provide the meeting attendees with a summary in the form of Minutes for their
records.
2. Prior to construction commencement, GHA will utilize measures outlined in our Public Relations Plan
to determine impacts on schools, local businesses, places of worship, parks, and other local projects.
We will include the City, Public Works Department(s), School District(s), utility companies, and
permitting agencies as members of our project communications team to collaborate and determine
the best methods for identifying, reaching, and maintaining relationships with the project
stakeholders. Once the communications plan is established, GHA will continue to coordinate and
communicate with stakeholders using resident letters, project flyers and newsletters as requested to
ensure they are properly and consistently informed of the project's progress.
3. GHA will review drawings, diagrams, illustrations, brochures, catalog cuts, shop drawings, project
schedules, and other data which the Contractor is required to submit for conformance with the design
concept and compliance with the contract documents.
4. GHA will provide geometric control and construction layout verification by making random checks to
the Contractor's staking to determine if the work is in general conformance with the plans. If an error
is found, we will immediately notify the Contractor to make the appropriate changes prior to
construction.
5. GHA will provide full-time construction observation of the necessary construction operations and
processes to ensure all materials and procedures are in conformance with the contract documents.
We will utilize GHA's standard documentation procedures which aligns with IDOT's Documentation
of Contract Quantities guide. We will provide Daily Observation Reports, Weekly Reports, Daily
Quantities, Quantity Book, Pay Estimates, Authorizations, and other reports as required. We will
measure, record, and provide source documentation daily for all quantities for which payment will be
made, and we will adhere to general IDOT requirements regarding inspection rates, including, but
not limited to, depth checks, yield requirements, and material weight ticket collection to help facilitate
a timely project closeout. GHA will keep a project box on site, including all the necessary up-to-date
documentation in accordance with standard procedures and IDOT's Documentation of Contract
Quantities guide.
6. GHA will provide daily and weekly updates to the City for their use with the 311 community outreach
system.
7. If a field change or Authorization is required, whether force account or agreed unit price, GHA will
notify and advise the City prior to making any decisions that may affect the budget. In addition, our
documentation of the Contractor's daily activities will help provide sufficient information to permit
verification of the nature and costs of any changes in plans or authorized extra work.
8. GHA will make observations of the utility marks provided by the JULIE system and address potential
conflicts with the Contractor.
9. GHA will coordinate and distribute bi-lingual resident notification letters, approved by the City, at the
beginning of the project and/or as needed.
10. GHA will schedule and moderate on -site project progress meetings, if required, with the City and
Contractor(s) and provide attendees with a summary in the form of Minutes for their records.
11. GHA will coordinate all quality assurance material testing in accordance with IDOT Motor Fuel Tax
QC/QA programs and processes. for the HMA and concrete. Our subconsultant will administer the
quality assurance testing for the field and laboratory requirements. We will confirm and document
that all the materials used on the site meet or exceed the quality requirements of the contract and
IDOT-issued Project Procedures Guide.
12. GHA will perform daily traffic control inspections in addition to those required weekly and bi-monthly
and respectively submit deficient remarks to the Contractor with appropriate corrections requested.
13. GHA will prepare monthly pay requests for the City's review and provide the required documentation
and correspondence necessary for the City to approve payment.
14. GHA will schedule a final walk-through upon project completion with the City of Elgin representatives
to generate a punch list of deficiencies.
15. GHA will keep current record drawings as the work is performed. We will annotate by hand all
revisions, substitutions, variations, and omissions made or discovered during construction. Upon
project completion, GHA will provide the City with an electronic copy of the record drawing plan set.
16. GHA will verify compliance with all regulatory permits and submit the required closeout
documentation upon project completion.
17. GHA will coordinate contract closeout procedures with the Contractor and IDOT to ensure an
expedient and productive closeout.
Local Public Agency Countv Section Number
Elgin Kane 22-00194-00-RS
EXHIBIT B
PROJECT SCHEDULE
is projects tentative schedule is as follows:
Bidding Documents Available: May 18, 2022
Bid Opening: June 2, 2022
City Council Award: June 22, 2022
Preconstruction Meeting: June 27, 2022
Anticipated Project Commencement: July 5, 2022
Final Completion: September 16, 2022
Completed05/13/22 Page 8 of 10 BLR 05530 (Rev. 08/05/21)
Local Public Agency Countv Section Number
City of Elgin —][Kane 22-00194-00-RS
Exhibit C
Direct Costs Check Sheet
List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project.
Item
Allowable
Quantity
Contract Rate
Total
❑
Lodging
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Actual cost
(Up to state rate maximum)
❑
Lodging Taxes and Fees
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Actual Cost
❑
Air Fare
Coach rate, actual cost, requires minimum two weeks'
notice, with prior IDOT approval
❑
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Up to state rate maximum
®
Vehicle Owned or Leased
$32.50/half day (4 hours or less) or $65/full day
56
$65.00
$3,640.00
❑
Vehicle Rental
Actual cost (Up to $55/day)
❑
Tolls
Actual cost
❑
Parking
Actual cost
❑
Overtime
Premium portion (Submit supporting documentation)
❑
Shift Differential
Actual cost (Based on firm's policy)
Overnight Delivery/Postage/Courier Service
Actual cost (Submit supporting documentation)
®
Copies of Deliverables/Mylars (In-house)
Actual cost (Submit supporting documentation)
5
$200.00
$1,000.00
❑
Copies of Deliverables/Mylars (Outside)
Actual cost (Submit supporting documentation)
❑'
Project Specific Insurance
Actual Cost
0
Monuments (Permanent)
Actual Cost
[�
Photo Processing
Actual Cost
❑
2-Way Radio (Survey or Phase III Only)
Actual Cost
❑
Telephone Usage (Traffic System Monitoring Only)
Actual Cost
❑
CADD
Actual cost (Max $15/hour)
❑
Web Site
Actual cost (Submit supporting documentation)
❑
Advertisements
Actual cost (Submit supporting documentation)
❑
Public Meeting Facility Rental
Actual cost (Submit supporting documentation)
❑
Public Meeting Exhibits/Renderings & Equipment
Actual cost (Submit supporting documentation)
❑
Recording Fees
Actual Cost
❑
Transcriptions (specific to project)
Actual Cost
❑
Courthouse Fees
Actual Cost
❑
Storm Sewer Cleaning and Televising
Actual cost (Requires 2-3 quotes with IDOT approval)
❑
Traffic Control and Protection
Actual cost (Requires 2-3 quotes with IDOT approval)
❑
Aerial Photography and Mapping
Actual cost (Requires 2-3 quotes with IDOT approval)
❑
Utility Exploratory Trenching
Actual cost (Requires 2-3 quotes with IDOT approval)
❑
Testing of Soil Samples
Actual Cost
❑
Lab Services
Actual Cost (Provide breakdown of each cost)
❑
Equipment and/or Specialized Equipment Rental
Actual Cost (Requires 2-3 quotes with IDOT approval)
®
Language Translation Service
Actual Cost
1
$500.00
$500.00
El
Rt
$5,140.00
Ell
_
Total Direct Costs
Completed05/13/22 Page 9 of 10 BLR 05530 (Rev. O8/05/21)
Local Public Aen _ County Section Number
City of Elgin _ Kane 22-00194-00-RS
Exhibit D
Qualification Based Selection (QBS) Checklist
The LPA must complete Exhibit D. If the value meets or will exceed the threshold in 50 ILCS 510, QBS requirements must be followed.
Under the threshold, QBS requirements do not apply. The threshold is adjusted annually. If the value is under the threshold with federal
funds being used, federal small purchase guidelines must be followed.
❑ Form Not Applicable (engineering services less than the threshold)
Items 1-13 are required when using federal funds and QBS process is applicable. Items 14-16 are required when
using State funds and the QBS process is applicable.
No Yes
1
Do the written QBS policies and procedures discuss the initial administration (procurement, management
10
❑
and administration) concerning engineering and design related consultant services?
2
Do the written QBS policies and procedures follow the requirements as outlined in Section 5-5 and
®
Elspecifically
Section 5-5.06 (e) of the BLRS Manual?
3
Was the scope of services for this project clearly defined?
®
❑
4
Was public notice given for this project?
®
❑
5
Do the written QBS policies and procedures cover conflicts of interest?
®
❑
Do the written QBS policies and procedures use covered methods of verification for suspension and
®
El6
debarment?
Do the written QBS policies and procedures discuss the methods of evaluation?
7
®
❑
Project Criteria
Weighting
Add
Do the written QBS policies and procedures discuss the method of selection? ® ❑
Selection committee (titles) for this
Top three consultants ranked for this project in order
3
9
Was an estimated cost of engineering for this project developed in-house prior to contract negotiation?
®
❑
10
Were negotiations for this project performed in accordance with federal requirements.
®
❑
11
Were acceptable costs for this project verified?
®
❑
Do the written QBS policies and procedures cover review and approving for payment, before forwarding
the request for reimbursement to IDOT for further review and approval?
®
El12
13
Do the written QBS policies and procedures cover ongoing and finalizing administration of the project
(monitoring, evaluation, closing -out a contract, records retention, responsibility, remedies to violations or
breaches to a contract, and resolution of disputes)?
QBS according to State requirements used?
Existing relationship used in lieu of QBS process?
®
❑
14
®
❑
15
❑
16
LPA is a home rule community (Exempt from QBS).
❑
Completed 05/19/22 Page 10 of 10 BLR 05530 (Rev. 08/05/21)
q j Iofllinois Deparlr �
Transportation
EXHIBIT E
COST ESTIMATE OF CONSULTANT SERVICES WORKSHEET
FIXED RAISE
Local Public Agency County Section Number
City of Elgin Kane I22-00194-00-RS 1
Consultant (Firm) Name Prepared By Date
Gewalt Hamilton Associates, Inc. Lucas Deferville 5/13/2022
PAYROLL ESCALATION TABLE
CONTRACT TERM 12 1 MONTHS OVERHEAD RATE 152.48%
START DATE 6/1/2022 COMPLEXITY FACTOR
RAISE DATE 5/15/2022 % OF RAISE
END DATE 4/30l2023
ESCALATION PER YEAR
% Of
Year First Date Last Date Months Contract
0 5/1 /2022 5/15/2022 0 0.00%
1 5/16/2022 5/15/2023 12 102.00%
The total escalation =
Printed 5/13/2022 7:09 AM Page 1 of 7
2.00%
BLR 05514 (Rev. 04/30/21)
Payroll Escalation
Local Public Agency County Section Number
City of Elgin I Kane 22-00194-00-RS
MAXIMUM PAYROLL RATE 78.00
ESCALATION FACTOR
PAYROLL RATES
Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise
CLASSIFICATION
IDOT
PAYROLL RATES
ON FILE
CALCULATED RATE
Principal
$78.21
$78.00
CE VI
$75.00
$76.50
CE V
$70.25
$71.66
CE IV
$57.50
$58.65
CE 111
$44.00
$44.88
CE II
$39.79
$40.59
CE 1
$33.21
$33.87
LS IV
52.881
53.94
LS 111
$43.81
$44.69
LS 1
$23.50
$23.97
GISP 111
$61.00
$62.22
ET V
$63.25
$64.52
ET IV
$40.21
$41.01
ET III
$33.83
$34.51
ET II
$31.50
$32.13
ET 1
$24.50
$24.99
AD 1
$25.96
$26.48
Environmental Consultant 1
$31.00
$31.62
BLR 05514 (Rev. 04/30/21)
Payroll Rates
Printed 5/13/2022 7:09 AM Page 2 of 7
Local Public Agency County Section Number
City of Elgin Kane 22-00194-00-RS j
SUBCONSULTANTS
Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise
Contribution to Prime
NAME Direct Labor Total I Consultant
Assurance
Total 3,000.00 300.00
Local Public Agency County Section Number
City of Elgin Kane I 22-00194-00-RS
COST ESTIMATE WORKSHEET
Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise
OVERHEAD RATE 152.48% COMPLEXITY FACTOR
TASK
STAFF HOURS
PAYROLL
OVERHEAD &
FRINGE BENEFITS
DIRECT COSTS
FIXED FEE
SERVICES BY
OTHERS
TOTAL
% OF GRAND
TOTAL
MFT Documentalron
56
772
4.22€
915
7 916
6.63%
Areconsiruciion Co rdlnalion
48
2,093
3,191
691
5,975
5.00%
Establish Control
15
809
1,234
267
2,310
1.93%
Construction E ayout Verification
32
1,571
2,395
518
4,484
3.75 %
Preconstruclion Meeting
16
722
1,100
238
2,060
1.72%
Project Managemenl
80
4,692
7,164
1,548
13,394
11.21 %
RFI Response
28
1,400
2,135
462
3,997
3.35%
Construction Observation RE (Full -Time)
386
16,049
24,471
5,140
5,296
3,OD0
53,956
45.17%
Progress Meetings
12
704
1,073
232
2,009
1.68%
Traffic Control Inspection (Nights)
8
325
495
107
927
0.78 %
SE/SC Inspections
24
974
1,485
321
1
2,780
2.33%
Punch List & Final Inspections
48
2,093
3,191
691
5,9751
5.00%
Record Drawings
46
2.073
3,161
694
5.9181
4.95%
Project Closure
56
2,609
3,978
861
7,4481
6.24%
Subconsultant DL
RID
TOTALS
8571
38,8871
� 9,291
1
13,131
98,178
Printed 5/13/2022 7:09 AM Page 4 of 7
BLR 05514 (Rev. 04/30121)
Cost Estimate Worksheet
Local Public Agency County
City of Elgin Kane
AVERAGE HOURLY PROJECT RATES
Exhibit E Cost Estimate of Consultants Services Worksheet Fixed Raise
Section Number
22-00194-00-RS
SHEET 1 OF
PAYROLL
AVG
TOTAL PROD. RATES
MFT Documentation
Preconstruction
Coordination
Establish Control
Construction Layout
Verification
Preconstruction Meeting
CLASSIFICATION
HOURLY
RATES
Hours
%
Part
Wgtd
Avg
Hours
%
Part.
Wgtd
Avg
Hours
%
Part.
Wgtd
Avg
Hours
%
Part.
Wgtd
Avg
Hours
%
Part.
Wgtd
Avg
Hours
%
Part.
Wgtd
Avg
Principal
78.00
0.0
c� VI
76.50
0.0
CE V
71.66
1 0.0
CE IV
58.56
128.0
14.94%
8.76
2
3.45%
2.02
F
16.67%
9.78
4
25.00%
14.66
CE ill
44.88
0.0
CE II
40.59
598.0
69.78%
28.32
40
68.97%
27.99
dr..
83.33%
33.82
12'�
75.00%
30.44
CE 1
33.87
0.0
L51V
53.94
59.0
6.88%
3.71
ill
100.00%
53.94
2.1
75.00%
40.45
-5Ill
44.69
0.0
LS 1
23.97
0.0
GISP III
62.22
0.0
ET V
64.52
48.0
5.60%
3.61
1E
27.59%
17.80
ET IV
41.01
0.0
ET III
34.51
24.0
2.80 %
0.97
8
25.00 %
8.63
ET II
32.13
0.0
ET 1
24.99
0.0
AD I
26.48
0.0
Environmental Consultant
31.62
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
TOTALS
857.0
100%
$45.37
58.0
100.00%
$47.81
48.0
100%
$43.60
15.0
100%
$53.94
1 32.0
100%
$49.08
16.0
100%
$45.10
BLR 05514 (Rev. 04/30/21)
Printed 5/13/2022 7:09 AM Page 5 of 7 Avg Hourly 1
Local Public Agency County
City of Elgin J Kane
AVERAGE HOURLY PROJECT RATES
Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise
Section Number
22-00194-00-RS
SHEET 2 OF
PAYROLL
CLASSIFICATInijEMIR
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BLR 05514 (Rev. 04/30/21)
Printed 5/13/2022 7:09 AM Page 6 of 7 Avg Hourly 2
Local Public Agency County
City of Elgin Kane
AVERAGE HOURLY PROJECT RATES
Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise
Section Number
22-00194-00-RS
SHEET 3 OF
PAYROLLPunch
List & Final
Record Dravving
CLASSIFICATION
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BLR 05514 (Rev. 04/30/21)
Avg Hourly 3
Printed 5/13/2022 7:09 AM Page 7 of 7