HomeMy WebLinkAbout23-195Resolution No. 23-195
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HR GREEN, INC. FOR
PROFESSIONAL SERVICES IN CONNECTION WITH US 20 — LONGCOMMON
PARKWAY TO COOMBS ROAD INITIAL PHASE I ENGINEERING
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 HR
Green, Inc., for professional services in connection with US 20 — Longcommon Parkway to
Coombs Road initial phase I engineering, a copy of which is attached hereto and made a part hereof
by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: October 25, 2023
Adopted: October 25, 2023
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 25th day of October , 2023, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and HR Green, Inc, an Iowa 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 US 20 - Longcommon Parkway to Coombs Road Initial Phase I
engineering (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
thefollowing terms and conditions and stipulations, to -wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Public Works
Director of the CITY, herein after referred to as the "DIRECTOR".
B. The scope of work will include Initial Phase I engineering services to be completed
for a corridor Phase I project that is anticipated to begin in entirety in 2024. These
services will include but are not limited to the following tasks: data collection and
review; survey; environmental evaluation; general meetings and coordination; and
project administration. The remaining Phase I engineering services for this project
are not included in this SCOPE OF SERVICES and will be negotiated as part of a
separate agreement.
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.
• City Council Approval — October 25, 2023
• Notice to Proceed --October 30, 2023
• Data Collection and Review — November 1, 2023 — November 30, 2023
• Survey — November 1, 2023 — December 31, 2023
• Environmental Evaluation — November 1, 2023 — December 31, 2023
• Meetings and Coordination — December 1, 2023 — January 31, 2024
• Project Administration. —November 1, 2023 — February 1, 2024
• Project Completion — February 1, 2024
B. A detailed project schedule for the PROJECT is included as Attachment B, attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right, title and interest, including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 3.15 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $66,776.00 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR, and approved by way of written amendment to this Agreement
executed by the parties.
B. For outside services provided by other firms or subconsultants; the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 0%. The cost of any such
outside services is included within the total not -to -exceed amount of $66,776.00
provided for in Section 4A above.
C. The cost of any reimbursable expenses is included within the total not -to -exceed
amount of $66,776.00 provided for in Section 4A above.
-2-
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Date
Estimated
Percent
Complete
Estimated
Invoice Value
Estimated Value of
Work Completed
11/30/2023
11.2%
$7,487.00
$7,487.00
12/31/2023
82.1%
$47,334
$54,821.00
01/31/2024
95.6%
$9,048.00
$63,869.00
02/28/2024
100%
$2,907.00
$66,776.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. 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.
- 3 -
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence
of such action. No claim for additional compensation shall be valid unless so made. Any changes
in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing
signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative
to a claim submitted by the ENGINEER, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates, or breaches any term of this Agreement, such violation or breach shall be
deemed to constitute a default, and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other
party to comply with the conditions of the Agreement, the other party may terminate this
Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement,
with the sole exception of an action to recover the monies the CITY has agreed to pay to the
ENGINEER pursuant to section 4 hereof, no action shall be commenced by the ENGINEER
against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or
rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all
such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but
not limited to, the Local Government Prompt Payment Act (50 ILCS 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.
-4-
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 DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non -owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a $1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30) days prior written notice to the DIRECTOR.
- 5 -
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.
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.
-6-
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 areinserted only as a matter of convenience
and for reference and in no way are they intended to define, limit or describe the scope of intent of
any provision of this Agreement, nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in accordance with
the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
-7-
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 beprovided by ENGINEER to the Department of Human Rights upon
request (775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
-8-
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:
Mike Pubentz, PE
Public Works Director
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
29. COMPLIANCE WITH LAWS
B. As to ENGINEER:
Ajay Jain, PE, CFM
Vice President — Practice Leader
HR Green, Inc
1391 Corporate Drive, Suite 203
McHenry, Illinois 60050-5528
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 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.
31. MISCELLANEOUS
The additional work for the US 20-Longcommon Parkway Project authorized pursuant to this
Agreement has been resubmitted for pricing pursuant to the request for proposals pricing process
in the same manner for which the previous agreement between the City and the Engineer for the
US 20-Longcommon Parkway to Coombs Road Project was priced and procured. This Agreement
is in the best interest of the City of Elgin and is authorized by law.
-9-
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY:
By
A
City Clerk
FOR THE ENGINEER:
By:
Name/Pri Jain
Title: Vice President — Practice Leader
Legal Dept\Agreement\HR Green Agr-Phase I -US 20-Longcommon-Coombs-Redlined 10-3-23.docx
-10-
HRGreen
ATTACHMENT A
SCOPE OF SERVICES
For
US 20-Longcommon Parkway to Coombs Road
Phase I Initial Engineering Services
Mr. Mike Pubentz, PE
Public Services Director
City of Elgin
1900 Holmes Road
Elgin, Illinois 60123-1200
Phone: 847.931.5968
Mr. Jack Melhuish, PE
Senior Project Manager
HR Green, Inc.
1391 Corporate Drive, Suite 203
McHenry, Illinois, 60050-5528
HR Green Project Number: 2202995.01
Revised September 28, 2023
Scope of Services
US 20 — Longcommon Parkway to Coombs Road
Phase I Initial Engineering
September 28, 2023
Page 1 of 5
TABLE OF CONTENTS
1.0 PROJECT UNDERSTANDING
2.0 SCOPE OF SERVICES
3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS SCOPE OF SERVICES
4.0 ITEMS NOT INCLUDED IN SCOPE OF SERVICES/SUPPLEMENTAL SERVICES
5.0 SERVICES BY OTHERS
6.0 - CLIENT RESPONSIBILITIES
7.0 PROFESSIONAL SERVICES FEE
Versionl.0 070/2017
Scope of Services
US 20 — Longcommon Parkway to Coombs Road
Phase I Initial Engineering
September 28, 2023
Page 2 of 5
THIS SCOPE OF SERVICES is to be provided by HR GREEN, INC. (hereafter "COMPANY") on
behalf of the CITY OF ELGIN (hereafter "CLIENT") for the subject project.
1.0 Project Understanding
1.1 General Understanding
COMPANY recently completed a Feasibility study on behalf of CLIENT for improving traffic
operations, multi -modal operations, and safety for US 20 from Longcommon Parkway to
Coombs Road. Please refer to Exhibit A-1 for project location.
The feasibility study, which concluded in July 2023, identified a 4-lane concept that meets
the long term vision for the corridor and will be carried forward for further analysis as part
of the Phase I engineering.
In general, this SCOPE OF SERVICES governs the Initial Phase I engineering services to
be completed for a corridor Phase I project that is anticipated to begin in entirety in 2024.
These services will include, but are not limited to, the following tasks: data collection and
review; survey; environmental evaluation, general meetings and coordination; and project
administration. The remaining Phase I engineering services for this project are not included
in this SCOPE OF SERVICES and will be negotiated as part of a separate agreement.
The Phase I engineering services will follow the applicable policies and procedures of the
Illinois Department of Transportation (IDOT) Bureau of Local Roads (BLR) and Bureau of
Design and Environment (BDE) manuals in order for future phases of the project to be
eligible for Federal funding. However, the Phase I portion of the project will be entirely
locally funded.
1.2 Design Criteria/Assumptions
The following design guidelines will apply to this project:
A. IDOT BLR and BDE Manuals (as applicable);
B. IDOT Bridge and Culvert Manuals;
C. IDOT Drainage Manual;
D. City of Elgin Minimum Design Standards;
E. Kane County Stormwater Management Ordinance;
F. Highway Capacity Manual; and
G. Manual on Uniform Traffic Control Devices.
2.0 Scope of Services
COMPANY is the prime consultant providing the Phase I engineering services to CLIENT
for this project and, as such, all services will be provided through COMPANY. Section 2 is
narrated accordingly, though certain tasks may be performed by another or multiple
members of the consultant team.
CLIENT agrees to employ COMPANY to perform the following services:
2.1 Data Collection and Review
A. COMPANY will request from IDOT a MFT section number for project identification and
any available. existing plans for US 20. COMPANY will also request from IDOT and
Versionl.0 07012017
Scope of Services
US 20 — Longcommon Parkway to Coombs Road
Phase I Initial Engineering
September 28, 2023
Page 3 of 5
CLIENT any available traffic studies and/or development reports (not obtained or made
available during the feasibility study) concerning the project area. These items will be
reviewed by COMPANY for information pertinent to Phase I engineering.
B. COMPANY will coordinate with the utility companies with facilities located within the
project limits. COMPANY will update the CAD base map with the current utility
information.
C. COMPANY will request from the Kane County Sheriffs Office, IDOT, and City of Elgin
Police Department, the most recent accident data to supplement the previously studied
accident data as part of the Feasibility Study. The final deliverable will be for the most
recent five (5) year period.
2.2 Survey Services
A. Right -of -Way Survey
B. Topographic Survey
COMPANY will complete a roadway topographic survey within the project limits
described above (ROW Survey) and as shown on Exhibit A-1. The topographic survey
will include cross -sections at 50' intervals and extend a minimum of 25' beyond the
existing ROW. The survey will include visible existing features and improvements.
Existing utilities will be surveyed from visible flags or markings. Storm sewer, sanitary
sewer and water main structures will be surveyed, including rim elevation, invert pipe
size, direction and elevation as observed at unlocked manholes. Trees lying within the
limits described above and having a diameter of six (6) inches or greater will be located,
but the species will not be identified. The survey will reference existing NGS control
stations, Illinois State Plane Coordinate System East Zone NAD83 (2011) and NAVD88
(US Survey Feet).
2.3 Environmental Evaluation
Since CLIENT intends for future phases of the project to be eligible for Federal funding, the
National Environmental Policy Act (NEPA) will apply to the environmental evaluation to be
conducted as part of the Phase I engineering.
The following is a summary of the environmental resources typically reviewed and the
anticipated involvement for this project.
A. ESR — An Environmental Survey Request (ESR) will be submitted to IDOT to
encompass the expanded project limits.
B. Cultural — The initial cultural review conducted during the Feasibility Study did not
identify any historic properties. Cultural coordination will be conducted as part of the
ESR and documented in the PDR. Photographs will be collected of typical adjacent
properties and streetscape views.
2.4 General Meetings and Coordination
COMPANY will attend the following additional meetings and field checks:
1. One (1) total, virtual coordination meeting with CLIENT (3 people).
2. One (1) total, virtual coordination meetings with IDOT (3 people); and
3. One (1) total, field check.
Versior1.0 070/2017
Scope of Services
US 20 — Longcommon Parkway to Coombs Road
Phase I Initial Engineering
September 28, 2023
Page 4 of 5
COMPANY will also conduct general coordination throughout the project with CLIENT and
IDOT. This item includes, but is not limited to: letters, telephone, e-mail correspondence,
and filing of information. This item also includes meeting preparation, the composition of
meeting minutes for distribution to meeting attendees, and travel time to and from the
meetings.
2.5 Project Administration
COMPANY will conduct general project administration throughout the duration of the
project, including management and oversight of the project team; periodic review of the
project execution; document control; scope, schedule and budget monitoring; billing and
invoicing; contract file management; and preparation of monthly progress reports.
3.0 Deliverables and Schedules Included in this SCOPE OF SERVICES
3.1 The following deliverable(s) will be generated for this project and are included in this SCOPE
OF SERVICES:
A. Environmental Survey Request;
3.2 This SCOPE OF SERVICES is based upon an assumed project duration of 4 months,
commencing with COMPANY's receipt of written Notice to Proceed from CLIENT. This
schedule shall be equitably adjusted as the project progresses, allowing for changes in the
scope of the project requested by CLIENT or for delays or other causes beyond the control
of COMPANY.
4.0 Items not included in SCOPE OF SERVICES/Supplemental Services
The following items are not included as part of this SCOPE OF SERVICES:
A. Noise Technical Memorandum;
B. Wetland Delineation Report;
C. Wetland Impact Evaluation forms;
D. Section 4(f) reports (Mid -County Trail);
E. Intersection Design Studies;
F. Location Drainage Study and Hydraulic Report;
G. Preliminary Typical Sections, Plan and Profiles and Cross -Sections;
H. Project Development Report;
I. Stakeholder Involvement Plan;
J. Project Mailing List;
K. Project Website;
L. Fact Sheets;
M. Public Information Meeting advertisements;
N. Public Information Meeting notification letters;
O. Responses to Public Information Meeting comments; and
P. Public Information Meeting summaries.
Versian1.0 07012017
Scope of Services
US 20 — Longcommon Parkway to Coombs Road
Phase I Initial Engineering
September 28, 2023
Page5of5
Q. Plats of any nature and/or legal descriptions;
R. Wire height survey;
S. Roadway borings and/or Roadway Geotechnical Report;
T. NRCS/IDOA coordination;
U. Section 6(f) involvement;
V. Preliminary Site Investigation;
W. Press kit(s);
X. Phase II engineering services, including detailed plans and/or specifications;
Y. ROW negotiations and/or acquisition services; and
Z. Construction layout and/or construction observation.
Supplemental services not included in the SCOPE OF SERVICES can be provided by
COMPANY under separate AGREEMENT, if desired.
5.0 Services by Others
N/A
6.0 Client Responsibilities
CLIENT will furnish and/or facilitate the furnishing of any available existing plans for US 20,
as well as any available traffic studies and/or development reports relevant to the project.
7.0 Professional Services Fee
7.1 Fees
The fee for services will be based on cost plus fixed fee Not to Exceed.
7.2 Invoices
Invoices for COMPANY's services shall be submitted on a monthly basis. Invoices shall be
due and payable upon receipt.
7.3 Extra Services
Any service required but not included as part of this SCOPE OF SERVICES shall be
considered extra services. Extra services will be billed on a Time and Material basis with
prior approval of CLIENT.
7.4 Exclusion
This fee does not include attendance at any meetings or public hearings other than those
specifically listed in the SCOPE OF SERVICES. These service items are considered extra
and are billed separately on an hourly basis.
7.5 Payment
CLIENT AGREES to pay COMPANY on the following basis:
Cost plus fixed fee Not to Exceed in the amount of $66,776.00, as detailed in Exhibit B.
Versionl.0 070120'17
EXHIBIt "A:P
/S ey Lfimllts
us Rout '
Elgin "}'
'
r
#•:41-4
del
11k,
.11‘4,6
•
EXHIBIT B
Local Public Agency
City of Elgin
Consultant / Subconsultant Name
County
Kane
HR Green, Inc.
OVERHEAD RATE
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
181.58%
COMPLEXITY FACTOR
Section Number
Job Number
0
TASK
DIRECT COSTS
(not included in
row totals)
STAFF HOURS
PAYROLL
OVERHEAD & FRINGE
BENEFITS
FIXED FEE
SERVICES BY
OTHERS
TOTAL
% OF GRAND
TOTAL
Data Collection and Review
52
2,380
4,322
785
7,487
11.21%
Survey Services .
730
248
11,816
21,455
3,899
37,170
55.66%
Environmental Evaluation
56
2,999
5,445
990
9,434
14.13%
General Meetings and Coordination
20
35
2,870
5,211
947
9,028
13.52%
Administration
14
924
1,678
305
2,907
4.35%
Subconsultant DL
Direct Costs Total =__>
$0.00
$749.65
1.12%
$749.65
TOTALS
4051 20,9891 38,111 I 6,9261 -
66,776
100.00%
59,100
Printed 9/28/2023 9:47 AM
Page 1 of 1
BLR 05514 (Rev. 02/09/23)
COST EST
Local Public. Agency
City of Elgin
Consultant / Subconsultant Name
HR Green, Inc.
County
Kane
Section Number
Job Number
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
_SHEET 1
OF
1
PAYROLL
CLASSIFICATION
AVG
•
TOTAL PROJ. RATES
Data Collection and
Review
Survey Services
Environmental Evaluation
Genera! Meetings and
Coordination
Administration
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
Regional Director
86.00
12.0
2.96%
2.55
12
34.29%
29.49
Senior Project Manager - F
79.91
53.0
13.09%
10.46
4
7.69%
6.15
16
28.57%
22.83
23
65.71%
52.51
10
71.43%
57.08
Group Leader
77.50
8.0
1.98%
1.53
8
3.23%
2.50
Lead Engineer
60.91
0.0
Project Manager
60.67
0.0
Project Engineer II
49.20
0.0
Project Engineer I
42.56
40.0
9.88%
4.20
24
46.15%
19.64
-
16
28.57%
12.16
Staff Engineer II
38.10
0.0
Lead Environmental Planne
60.71
0.0
Practice Advisor
46.09.
0.0
Project Land Surveyor II
52.25
40.0
9.88%
5.16
40
16.13%
8.43
Staff Land Surveyor III
45.53
200.0
49.38%
22.48
200
80.65%
36.72
Senior Design Technician
43.30
48.0
11.85%
5.13 .
24
46.15%
19.98
24
42.86%
18.56
Project Designer
53.91
0.0
Graphic Design Manager
46.63
0.0
Director of Marketing
86.00
0.0
Project Controls Analyst I
31.29
4.0
0.99%
0.31
4
28.57%
8.94
0.0
0.0
0.0
'
0.0
0.0
0.0
0.0
0.0
0.0
0.0
TOTALS
405.0
100%
$51.82
52.0
100.00%
$45.77
248.0
100%
$47.64
56.0
100%
$53.55
35.0
100%
$82.00
14.0
100%
$66.02
Printed 9/28/2023 9:47 AM
Page 1 of 1
BLR 05514 (Rev. 02/09/23)
AVG 1
Notice to Proceed:
Data Collection and Review:
Survey:
Environmental Evaluation:
Meetings and Coordination:
Project Administration:
Project Completion:
ATTACHMENT B
October 30, 2023
November 1, 2023 —November 30, 2023
November 1, 2023 — December 31, 2023
November 1, 2023 — December 31, 2023
December 1, 2023 — January 31, 2024
November 1, 2023 — February 1, 2024
February 1, 2024
ATTACHMENT C
COST BREAKDOWN
Task
Cost
Data Collection and Review
$7,487.00
Survey Services
$37,170.00
Environmental Evaluation
$9,434.00
General Meetings and Coordination
$9,028.00
Administration
$2,907.00
Direct Costs
$750.00
TOTAL
$66,776.00