HomeMy WebLinkAbout23-120 Certified State of Illinois)
County of Kane)
City of Elgin )
CERTIFICATE OF CITY CLERK
I, Kimberly Dewis, DO HEREBY CERTIFY that I am the duly qualified City Clerk of
the City of Elgin, in the Counties of Kane and Cook in the State of Illinois, and that as such City
Clerk I am the keeper and custodian of the files and records of said City of Elgin and the seal
thereof.
I DO FURTHER CERTIFY that the attached is a full,true, and correct copy of:
RESOLUTION NO. 23-120
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH HAMPTON, LENZINI & RENWICK, INC. FOR
CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE 2023
COOMBS-HIGHLAND-MCDONALD RESURFACING PROJECT
adopted by the Elgin City Council at its legally convened meeting held on May 24, 2023.
In Witness Whereof, I have hereunto set my hand and affixed the corporate seal of the
City of Elgin at the said City in the County and State aforesaid this August 24, 2023.
Kimb�y , Cijt-y 'C le
..�(SEAL) r
Resolution No. 23-120
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH HAMPTON, LENZINI &RENWICK, INC. FOR
CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE 2023
COOMBS-HIGHLAND-MCDONALD 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 that the Local Public Agency Engineering Services Agreement with Hampton,Lenzini
& Renwick, Inc. for construction engineering services in connection with the 2023 Coombs-
Highland-McDonald resurfacing project is germane to the original contract entered into with
Hampton, Lenzini & Renwick, Inc., for such project and is in the best interest of the City and
authorized by law; 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 Hampton, Lenzini & Renwick, Inc., for construction
engineering services in connection with the 2023 Coombs-Highland-McDonald resurfacing
project, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor - _T
Presented: May 24, 2023
Adopted: May 24, 2023
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis _
Kimberly Dewis, City Clerk
Illinois Department Local Public Agency
of Transportation Engineering Services Agreement
Agreement For A reement Type
Using Federal Funds?® Yes ❑ No Federal CE Original
LOCAL PUBLIC AGENCY
Local Public Agency County Section Number Job Number
Elgin Kane 21-00190-00-RS I C-91-142-22
Project Number Contact Name Phone Number Email
KWJ7(522) Mike Pubentz (847) 931-5968 1 pubentz_m@cityofelgin.org
SECTION PROVISIONS
Local Street/Road Name Key Route Len th Structure Number
Coombs Road 0170 0.56
Location Termini Add Location
Highland Avenue to Corporate Limits Remove Location
SECTION PROVISIONS
Local Street/Road Name Key Route Len th Structure Number
Highland Avenue 1308 1.65
Location Termini Add Location
Randall Road to McLean Blvd. Remove Location
SECTION PROVISIONS
Local Street/Road Name Key Route Len th Structure Number
McDonald Road 0537 1.3
Location Termini Add Location
Corporate Limits to Corron Road Remove Location
Project Description
Construction and construction engineering for roadway improvements made to Coombs Road, Highland Avenue,
and McDonald Road, which includes HMA Surface Removal, base preparation and repair, placement of HMA
Binder and Surface Courses, and other appurtenant construction.
Engineering Funding ® Federal ❑ MFT/TBP ❑ State ® Other STU/Local
Anticipated Construction Funding ® Federal ❑ MFT/TBP ❑ State ® Other STU/Local
AGREEMENTFOR
® Phase III -Construction Engineering
CONSULTANT
Prime Consultant Firm Name Contact Name Phone Number Email
Hampton, Lenzini and Renwick, Inc. Ryan Livingston (847) 697-6700 1 rivingston@hlreng.com
Address city State ZipCode
380 Shepard Drive I Elgin IL 60123
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.
Completed08/24/23 Page 1 of 10 BLR 05530(Rev.07/08/22)
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
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: Qualification Based Selection (QBS)Checklist
® EXHIBIT D: Cost Estimate of Consultant Services(CECS)Worksheet(BLR 05513 or BLR 05514)
El
I. 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 for Preliminary and/or Design Engineering:The ENGINEER shall submit all invoices to the LPA within three
months of the completion of the work called for in the AGREEMENT or any subsequent Amendment or Supplement.
7. To submit a completed BLR 05613, Engineering Payment Report,to the DEPARTMENT within three months of the completion of
the work called for in this AGREEMENT or any subsequent Amendment or Supplement.The form shall be submitted with the
final invoice.
8. 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.
9. 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.
10. For Construction Engineering Contracts:
(a)The ENGINEER shall be prequalified with the STATE in Construction Inspection.All employees of the ENGINEER
serving as the onsite resident construction supervisor or providing construction inspection shall have a valid
Documentation of Contract Quantities certification.
(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.
Completed08/24/23 Page 2 of 10 BLR 05530(Rev.07/08/22)
11. That the 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 DIRECT COST tab in BLR 05513 or BLR 05514).
II. THE LPA AGREES,
1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the following:
(a)Professional Services Selection Act(50 ILCS 510),The Brooks Act(40 USC 11), and the Procurement,
Management,and Administration of Engineering, and Design Related Services(23 CFR part 172). Exhibit C is
required to be completed with this AGREEMENT.
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 LPA and DEPARTMENT, a sum of money equal to the basic fee as
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.
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:
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.
6. 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. No work shall be commenced by the ENGINEER prior to issuance by the IDOT of a written Notice to Proceed.
2. 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.
3. 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 DEPARMTENT,
and their officers,agents, and employees from all suits,claims, actions or damage liabilities,costs or damages of any nature
Completed08/24/23 Page 3 of 10 BLR 05530(Rev.07/08/22)
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.
4. 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,
if any from soil survey and subsurface investigation with the understanding that all such material 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.
5. In the event that the DEPARMENT 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 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.
6. 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.
7. 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.
8. 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 or
local)terminated for cause or default.
Where the ENGINEER or LPA is unable to certify to any of the above statements in this certification, an explanation shall be
attached to this AGREEMENT.
9. 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 include but are not limited to: acts of God or a
public enemy; act 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.
10. 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 or suspension of contract on grant
payments,termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for
Completed08/24/23 Page 4 of 10 BLR 05530(Rev.07/08/22)
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 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 statue conviction for a violation occurring in the workplace
no later than(5)days after such conviction.
(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)of 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 project.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 following period.
11. 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.).
12. 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 by 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(Firm) Name I TIN/FEIN/SS Number Agreement Amount
Hampton, Lenzini and Renwick, Inc. 36-2555986 1 $242,943.00
Subconsultants TIN/FEIN/SS Number Agreement Amount
Rubino Engineering Inc. 80-0450719 $15,792.00
Subconsultant Total $15,792.00
Completed08/24/23 Page 5 of 10 BLR 05530(Rev.07/08/22)
Prime Consultant Total $242,943.00
Total for all work $258,735.00
AGREEMENT SIGNATURES
Local Public Agency Type Local Public Agency
Attest: The City of Elgin
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Completed08/24/23 Page 6 of 10 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant Firm Name County Section Number
Elgin Hampton, Lenzini and Renwick, Kane 21-00190-00-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 Scope of Service "Exhibit A"
Completed08/24/23 Page 7 of 10 BLR 05530(Rev.07/08/22)
EXHIBIT A
SCOPE OF SERVICES
Hampton, Lenzini and Renwick, Inc. (HLR) is pleased to submit the following scope of service
for the Highland Avenue, Coombs Road and McDonald Road Resurfacing and Sidewalk
Improvements. It is understood that the following streets will be included in the resurfacing
program:
• Coombs Road from Highland Avenue to 3500; South of Highland Avenue (-0.56 mi)
• Highland Avenue from Randall Road to McLean Boulevard (-1.65 mi)
• McDonald Road from 1700' East of Dittman Road Dr to Corran Rd(-1.3 mi)
Total Improvement Length=3.51 miles
Below is the proposed Scope of Services for the Highland Avenue, Coombs Road and McDonald
Road Resurfacing and Sidewalk Improvements
1. Contractor Document Submittals: HLR will review contractor submittals such as shop
drawings or coordinate the review by IDOT as required and provide recommendations to
the City on their approval or rejection.
2. Project Start: HLR will participate in the IDOT administered pre-construction meeting
with the Contractor. HLR will coordinate the construction start with IDOT, Contractor(s),
the City, local businesses/residents, and any other impacted stakeholders, which includes
but is not limited to the coordination of the distribution of bilingual (English and Spanish)
resident notification letters prior to the start of construction to make persons in areas
impacted by construction aware of the upcoming work. The physical distribution of the
notification letters will be performed or at a minimum coordinated by HLR depending on
the terms of the contractor documents for the project.
3. Project Layout: HLR will layout the project limits and location of improvements prior to
Contractor mobilization for all resurfacing limits, sidewalk replacement, and curb and
gutter replacement.
4. Construction Observation: HLR's Resident Engineer will monitor all work being done
to ensure construction is completed according to the intent of the plans and project
specifications. 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 12
weeks.For purposes iiiAis agreement Full Time is considered to be no more than 40 hours
per week. For purposes of this Contract, we have accounted for 5 hours of overtime per
week for the Resident Engineer/Technician. Based on the level of on-site construction
engineering desired by the Client, increases to the duration of construction or increases to
staffing required to observe contactor operations will constitute additional work. HLR will
EXHIBIT A
SCOPE OF SERVICES
notify the Client when the contractor is behind schedule since this could cause the need for
additional work,not anticipated by the agreement.
a. Staffing:Based on anticipated construction activities and the anticipated contractor
schedule, HLR will provide the following personnel:
i. Resident Engineer/Technician—Full Time
1. 40 Hours Per Week at standard rates
2. 5 Hours per Week at 1.5x standard rates
ii. Construction Engineering/Technician
1. 40 Hours Per Week at standard rates
2. 5 Hours per Week at 1.5x standard rates
iii. Project Manager—Part Time
1. 12 Hours Per Week at standard rates
b. Materials Testing: HLR will coordinate materials testing services with a
subconsultant and review all testing reports.
c. Materials Inspection: HLR will collect all material documentation and review to
ensure compliance.
d. Documentation: HLR will complete all necessary documentation on a daily basis,
which includes daily construction summary emails to the City. HLR will complete
and submit all necessary documentation as required by IDOT.
e. Weekly Reports: HLR will prepare and distribute weekly reports consisting of the
week's work and any anticipated change in project schedule. This will be
distributed via email to the City and posted on Elgin's 311 Construction Command
page.
f. Contractor Coordination: HLR will coordinate and conduct construction progress
meetings on a weekly basis throughout the course of construction, or as needed as
determined by the IDOT.
g. Contractor/Sub-consultant Submittals: HLR will review and coordinate the
submittal of all subcontractor documentation.
h. Resident Coordination: HLR will update Elgin's 311 Construction Command page
daily with project status. HLR will coordinate with all residents as necessary
through the project. Particular attention will be given to residents with mobility
isses. -
EXHIBIT A
SCOPE OF SERVICES
5. Project Close-out: HLR will ensure the project is closed out in a timely manner and
construction is 100%complete.
a. Punch-list: HLR will prepare the final punch list with City staff, submit to the
contractor, and ensure timely completion of remaining items.
b. As-Builts: HLR will prepare any necessary as-built drawings.
c. Final Documentation: HLR will prepare and submit all necessary project closeout
documentation to IDOT.
Follow-Up: HLR will follow up with the City to ensure the project has closed out successfully
and confirm our services are fully completed under the current agreement.
Local Public Agency Prime Consultant Firm Name ounty Section Number
Elgin Hampton, Lenzini and Renwick, Kane 21-00190-00-RS
EXHIBIT B
PROJECT SCHEDULE
April 2023 -Award of Engineering Contract
June 16, 2023 - State Letting for Project
July 2023 - Project Award to Contractor
August 2023 - PreConstruction Meeting
August 2023 - Begin Construction
October 2023 - Final Completion
January 2024 - Final Acceptance of Contract Quantities and Closure
Completed 08/24/23 Page 8 of 10 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant Firm Name County Section Number
Elgin Hampton, Lenzini and Renwick, Kane 21-00190-00-RS
Exhibit C
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 ❑
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 ❑
specifically Section 5-5.06(e)of the BLRS Manual?
3 lWas the scope of services for this project clearly defined? ❑
4 Was public notice given for this project? ❑ INJ
If yes Due date of submittal 02/24/23
Methods used for advertisement and dates of advertisement
Website
February 9, 2023 to February 24, 2023
5 Do the written QBS policies and procedures cover conflicts of interest? ❑
6 Do the written QBS policies and procedures use covered methods of verification for suspension and ❑
debarment?
7 Do the written QBS policies and procedures discuss the methods of evaluation? ❑
Project Criteria Weighting
Technical Approach 20%
Firm Experience 20%
Specialized Expertise 10%
Staff Capabilities 20%
Past Performance 30%
8 Do the written QBS policies and procedures discuss the method of selection? ❑FRI
Selection committee titles for this project
Public Works Director, City Engineer, Staff Engineer
Top three consultants ranked for this project in order
1 Hampton, Lenzini and Renwick, Inc.
2 Baxter and Woodman
3 GSG Consultants, Inc.
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? ❑
12 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?
Do the written QBS policies and procedures cover ongoing and finalizing administration of the project
13 (monitoring, evaluation,closing-out a contract, records retention, responsibility, remedies to violations or ❑ 21
breaches to a contract, and resolution of disputes)?
14 QBS according to State requirements used? ❑
15 Existing relationship used in lieu of QBS process? ® ❑
Completed08/24/23 Page 9 of 10 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant Firm Name County Section Number
Elgin Hampton, Lenzini and Renwick, Kane 21-00190-00-RS
16 LPA is a home rule community(Exempt from QBS). ❑
Completed08/24/23 Page 10 of 10 BLR 05530(Rev.07/08/22)
EXHIBIT D
Illinois Department COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
of Transportation
FIXED RAISE
Local Public Agency County Section Number
City of Elgin I lKane 21-00190-00-RS
Prime Consultant(Firm) Name Prepared By Date
HLR, Inc.' Randy Newkirk 3/30/2023
Consultant/Subconsultant Name Job Number
HLR, Inc. C-91-142-22
Note: This is name of the consultant the CECS is being completed
for. This name appears at the top of each tab.
Remarks
PAYROLL ESCALATION TABLE
CONTRACT TERM 12 MONTHS OVERHEAD RATE 175.97%
START DATE 4/1/2023 COMPLEXITY FACTOR 0
RAISE DATE 1/1/2024 %OF RAISE
END DATE 3/31/2024
ESCALATION PER YEAR
%of
Year First Date Last Date Months Contract
0 4/1/2023 1/1/2024 9 75.00%
1 1/2/2024 4/1/2024 3 25.50%
The total escalation = 0.50% BLR 05514(Rev.02/09/23)
Printed 3/30/2023 3:47 PM ESCALATION
Page 1 of 13
Local Public Agency County Section Number
City of Elgin I Kane 21-00190-00-RS
Consultant / Subconsultant Name Job Number
H LR, Inc. C-91-142-22
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATEI 86.00
ESCALATION FACTORI 0.50%
IDOT
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
Engineer 1 $33.00 $33.17
Engineer 2 $35.00 $35.18
Engineer 3 $44.07 $44.29
Engineer 4 $55.58 $55.86
Engineer 5 $64.25 $64.57
Engineer 6 $73.67 $74.04
Environmental 1 $25.00 $25.13
Environmental 2 $35.00 $35.18
Intern $54.50 $54.77
Land Acquisition $53.00 $53.27
Principal $86.00 $86.00
Structural 1 $60.33 $60.63
Structural 2 $75.00 $75.38
Survey 1 $26.80 $26.93
Survey 2 $50.75 $51.00
Technician 1 $28.86 $29.00
Technician 2 $36.63 $36.81
Technician 3 $49.00 $49.25
Administrative 1 $29.30 $29.45
Administrative 2 $51.67 $51.93
BLR 05514(Rev. 02/09/23)
Printed 3/30/2023 3:47 PM RATES
Page 2 of 13
Local Public Agency County Section Number
City of Elgin Kane 21-00190-00-RS
Consultant/Subconsultant Name Job Number
HLR, Inc. C-91-142-22
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS)WORKSHEET
Contribution to Prime
NAME Direct Labor Total Consultant
Rubino Engineering, Inc. 3,517.00 351.70
Total 3,517.00 351.70
NOTE: Only subconsultants who fill out a cost estimate that splits out direct labor may be listed on
this sheet.
BLR 05514(Rev.02/09/23)
Printed 3/30/2023 3:47 PM SUBS
Page 3 of 13
Local Public Agency County Section Number
City of Elgin Kane 21-00190-00-RS
Consultant/Subconsultant Name Job Number
HLR,Inc. C-91-142-22
DIRECT COSTS WORKSHEET
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.
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
CONTRACT
ITEM ALLOWABLE QUANTITY RATE TOTAL
Lodging Actual Cost $0.00
(per GOVERNOR'S TRAVEL CONTROL BOARD) (Up to state rate maximum
Lodging Taxes and Fees Actual Cost $0.00
(per GOVERNOR'S TRAVEL CONTROL BOARD
Air Fare Coach rate,actual cost,requires minimum two weeks' $0.00
notice,with prior IDOT approval
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD) Up to state rate maximum $0.00
Vehicle Owned or Leased $32.50/half day(4 hours or less)or$65/full day $0.00
Vehicle Rental Actual Cost(Up to$55/day) $0.00
Tolls Actual Cost $0.00
Parking Actual Cost $0.00
Overtime Premium portion(Submit supporting documentation) $0.00
Shift Differential Actual Cost(Based on firm's policy) $0.00
Overnight Delivery/Postage/Courier Service Actual Cost(Submit supporting documentation) $0.00
Copies of Deliverables/Mylars(In-house) Actual Cost(Submit supporting documentation) $0.00
Copies of Deliverables/Mylars(Outside) Actual Cost(Submit supporting documentation) $0.00
Project Specific Insurance Actual Cost $0.00
Monuments(Permanent) Actual Cost $0.00
Photo Processing Actual Cost $0.00
2-Way Radio(Survey or Phase III Only) Actual Cost $0.00
Telephone Usage(Traffic System Monitoring Only) Actual Cost $0.00
CADD Actual Cost(Max$15/hour) $0.00
Web Site Actual Cost(Submit supporting documentation) $0.00
Advertisements Actual Cost(Submit supporting documentation) $0.00
Public Meeting Facility Rental Actual Cost(Submit supporting documentation) $0.00
Public Meeting Exhibits/Renderings&Equipment Actual Cost(Submit supporting documentation) $0.00
Recording Fees Actual Cost $0.00
Transcriptions(specific to project) Actual Cost $0.00
Courthouse Fees Actual Cost $0.00
Storm Sewer Cleaning and Televising Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Traffic Control and Protection Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Aerial Photography and Mapping Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Utliity Exploratory Trenching Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Testing of Soil Samples Actual Cost $0.00
Lab Services Actual Cost(Provide breakdown of each cost) $0.00
Equipment and/or Specialized Equipment Rental Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
$0.00
$0.00
$0.00
BLR 0991AQRev.0 09/23)
osTs
Page 4 of 13 TOTAL DIRECT COSTS: $0.00
Local Public Agency County Section Number
City of Elgin jKane 21-00190-00-RS
Consultant/ Subconsultant Name Job Number
HLR, Inc. C-91-142-22
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATEI 175.97%1 COMPLEXITY FACTOR�O
DIRECT COSTS
(not included in OVERHEAD&FRINGE SERVICES BY % GRAND
TASK row totals) STAFF HOURS PAYROLL BENEFITS FIXED FEE OTHERS TOTAL TOTAL
Preconstruction 156 7,189 12,651 2,372 22,212 8.587
Construction 1604 62,811 110,529 20,728 194,068 75.01%
Construction-Materials Testing - - - 15,792 15,792 6.10%
Post-Construction 196 8,516 14,985 2,810 26,311 10.17%
Subconsultant DL $351.70 0.14%
Direct Costs Total =__> $0.00 $0.00
TOTALS 11956178,516 1 138,165 1 25,910 1 15,792 258,735 100.00%
216,681 BLR 05514(Rev. 02/09/23)
Printed 3/30/2023 3:47 PM COST EST
Page 5 of 13
Local Public Agency County Section Number
City of Elgin Kane 21-00190-00-RS
Consultant / Subconsultant Name Job Number
HLR, Inc. C-91-142-22
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 1 OF 1
Construction-Materials
PAYROLL AVG TOTAL PROJ.RATES Preconstruction Construction Testing Post-Construction
HOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd
CLASSIFICATION RATES Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg
Engineer 1 33.17 1,340.0 68.51% 22.72 80 51.28% 17.01 1140 71.07% 23.57 120 61.22% 20.31
Engineer 2 35.18 0.0
Engineer 3 44.29 0.0
Engineer 55.86 480.0 24.54% 13.71 60 38.46% 21.48 360 1 22.44% 12.54 60 30.61% 17.10
Engineer 5 64.57 0.0
Engineer 6 74.04 56.0 2.86% 2.12 16 10.26% 7.59 24 1.50% 1.11 16 8.16% 6.04
Environmental 25.13 0.0
Environmental 35.18 0.0
Intern 54.77 0.0
Land Acquisition 53.27 0.0
Principal 86.00 0.0
Structural 60.63 0.0
Structural 75.38 0.0
Survey 1 26.93 40.0 2.04% 0.55 40 2.49% 0.67
Survey 2 51.00 40.0 2.04% 1.04 40 2.49% 1.27
Technician 1 29.00 0.0
Technician 2 36.81 0.0,::
Technician 3 49.25 0.0
Administrative 1 29.45 0.0
Administrative 2 51.93 0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
TOTALS 1956.0 100% $40.14 156.0 100.00% $46.09 1604.0 100% 1$39.161 0.0 0% $0.00 196.0 100% $43.45 70% $0.00
Printed 3/30/2023 3:47 PM BLR 05514 (Rev. 02/09/23)
Page 6 of 13 AVG 1
Local Public Agency County Section Number
ICity of Elgin I Kane Count 21-00190-00-RS
Consultant/ Subconsultant Name Job Number
Rubino Engineering, Inc. C-91-142-22
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATE 169.03%1 COMPLEXITY FACTOR�O
DIRECT COSTS
(not included in OVERHEAD&FRINGE SERVICES BY %OF GRAND
TASK row totals) STAFF HOURS PAYROLL BENEFITS FIXED FEE OTHERS TOTAL TOTAL
Material Tester 1 &2 3,517 87 4,064 6,870 1,341 12,275 77.73%
Subconsultant DL $0.00
Direct Costs Total =__> $3,517.00 $3,517.00 22.27%
TOTALS 871 4,064 1 6,870 1 1,341 1 15,792 100.00%
10,934 BLR 05514(Rev. 02/09/23)
Printed 3/30/2023 3:25 PM COST EST
Page 5 of 13