HomeMy WebLinkAbout23-34 Resolution No. 23-34
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HR GREEN, INC. FOR
PROFESSIONAL SERVICES IN CONNECTION WITH THE US 20—LONGCOMMON
PARKWAY TO COOMBS ROAD FEASIBILITY STUDY
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 the US 20 — Longcommon Parkway to
Coombs Road feasibility study, a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 8, 2023
Adopted: March 8, 2023
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of March , 20 23 , 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 Feasibility Study
(hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience
to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER
that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Public Works
Director of the CITY, herein after referred to as the"DIRECTOR".
B. The scope of work will include engineering services necessary to evaluate
alternatives for a commercially viable corridor and future development needs
analysis along US 20 from Longcommon Parkway to Coombs Road with emphasis
on providing a multi-modal improvement that meets Complete Streets policy of
IDOT and the City and improving traffic operations and safety. The proposed
improvements may include widening the roadway with landscaped median,
decorative lighting, PACE bus stops, multi-use paths, sidewalks, and streetscaping
elements. These services will include, but are not limited to, the following: data
collection; right of way analysis; traffic analysis; crash analysis; environmental
coordination; concept level engineering analysis and geometrics design; IDOT
coordination; funding review; and a technical memorandum. The Phase I and II
engineering services 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—March 8,2023
• Notice to Proceed—March 13,2023
• Data Collection and Review—April 10,2023
• Right of Way Analysis—April 10,2023
• Traffic Analysis-April 30,2023
• Crash Analysis-April 30,2023
• Environmental Evaluation-May 30,2023
• Engineering Analysis-June 30,2023
• IDOT Coordination-July 31,2023
• Funding—July 31,2023
• Project Completion—July 31,2023
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right,title and interest,including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 3.15 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $63,684.00 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
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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$63,684.00
provided for in Section 4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of$63,684.00 provided for in Section 4A above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Estimated Estimated Estimated Value of
Date Percent Invoice Value Work Completed
Complete
03/31/2023 26.4% $16,791.00 $16,791.00
04/30/2023 52.9% $16,899.00 $33 690.00
05/31/2023 73.6% $13,154.00 $46 844.00
06/30/2023 91.5% $11,418.00 $58,263.00
07/31/2023 100% $5,421.00 $63,684.00
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.
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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.
S. 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
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the event of any action against the CITY, its officers,employees, agents, boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any
expiration and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the 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
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insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
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
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would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any section, sub-section,phrase,clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define,limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
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.
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23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CrMs employ or any work
associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies that
include, at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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28. NOTICES
All notices,reports and documents required under this Agreement shall be in writing and shall be
mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to CITY: B. As to ENGINEER:
Mike Pubentz, PE Ajay Jain, PE,CFM
Public Works Director Vice President—Practice Leader
City of Elgin HR Green, Inc
150 Dexter Court 1391 Corporate Drive, Suite 203
Elgin, Illinois 60120-5555 McHenry, Illinois 60050-5528
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing
products and/or services with respect to this Agreement shall be legally authorized to work in the
United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this Agreement. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant
records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such
audit.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. This Agreement may be executed
electronically, and 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.
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IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
BACCity,
By.
anager Name/P int: Aiav Jain
Title: Vice President—Practice Leader
Att st:
City Clerk
Legal Dept\AgreemenAENGINEERING AGREEMENT-FORM-clean-8-10-22.docx
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HRGreen
ATTACHMENT A
SCOPE OF SERVICES
For
US 20— LONGCOMMON PARKWAY TO COOMBS ROAD FEASIBILITY STUDY
Mr. Mike Pubentz, PE
Public Works Director
City of Elgin
1900 Holmes Road
Elgin, Illinois 60123-1200
Phone: 847.931-5968
Mr. Jack R Melhuish, P.E.
Senior Project Manager
HR Green, Inc.
1391 Corporate Drive, Suite 203
McHenry, Illinois, 60050-5528
HR Green Project Number: 2202995
January 24, 2023
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 CITY RESPONSIBILITIES
7.0 PROFESSIONAL SERVICES FEE
I.
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 1 of 9
1.0 PROJECT UNDERSTANDING
1.1 General Understanding
CITY intends to improve traffic operations and safety along US 20 from Longcommon
Parkway to Coombs Road intersection in the City of Elgin,Illinois. US 20 currently consists
of one (1) lane in each direction with turn lanes at intersecting side streets. Traffic signals
are located at Nesler Road and Coombs Road.
In general,this SCOPE OF SERVICES governs the Feasibility Study portion of the project.
This includes the engineering services necessary to provide a commercially viable corridor
that supports current and projected traffic needs and future development needs along US 20
from Longcommon Parkway to Coombs Road, with emphasis on providing a multi-modal
improvement that meets Complete Streets policy of IDOT and the City and improving traffic
operations and safety. The proposed improvements may include widening the roadway with
landscaped median, decorative lighting, PACE bus stops, multi-use paths, sidewalks, and
streetscaping elements, subject to ROW availability and geometric design analysis.
ENGINEER will develop and analyze concept level design for meeting the above stated
goals and objectives. A more detailed alternative analysis will be completed in Phase I.
These services will include, but are not limited to, the following: data collection; right of
way analysis; traffic analysis; crash analysis; environmental coordination; concept level
engineering analysis and geometrics design; IDOT coordination; funding review; and a
technical memorandum. The Phase I and II engineering services are not included in this
SCOPE OF SERVICES and will be negotiated as part of a separate agreement.
The Feasibility Study 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 Feasibility Study will only use local funds. As such, IDOT
and/or Federal Highway Administration(FHWA) oversight is not required. Oversight and
review/approval authority for the Feasibility Study will be limited to CITY, though
coordination with impacted stakeholders and regulatory agencies will be necessary to assess
the feasibility of each alternative.
1.2 Design Criteria/Assumptions
The following design guidelines will apply to this project:
A. IDOT BLR and BDE Manuals(as applicable);
B. IDOT Drainage Manual;
C. Kane County Minimum Design Standards;
D. Kane County Stormwater Management Ordinance;
E. Highway Capacity Manual; and
F. Manual on Uniform Traffic Control Devices.
i 1o1?cal?
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 2 of 9
2.0 SCOPE OF SERVICES
CITY agrees to employ ENGINEERENGINEER to perform the following services:
2.1 Data Collection and Review
A. ENGINEER will request from CITY and IDOT any available existing plans for US
20. ENGINEER will also request from CITY and IDOT any available traffic studies,
CITY comprehensive plan,future development plans or land use and/or other relevant
information that may be applicable for traffic needs analysis for the project area. These
items will be reviewed by ENGINEER for information pertinent to the Feasibility
Study.
B. ENGINEER will coordinate with utility companies found to have facilities located
within the vicinity of the project limits through a JULIE Design Stage/Planning
Information Request. ENGINEER will request from these utilities any available maps
of existing facilities for placement into a MicroStation base map for the design.
C. ENGINEER, through a vendor, will obtain 24-hour traffic counts for the following
four(4)intersections: US 20 at Coombs Road, US 20 at Shannon Parkway, US 20 at
Nesler Road, and US 20 at Longcommon Parkway. The traffic counts will include all
turning movements and classifications of autos, single-unit trucks and multi-unit
vehicles. The traffic counts will also produce current Average Daily Traffic (ADT)
volumes, which will be utilized to solicit 2050 traffic forecast data from the Chicago
Metropolitan Agency for Planning(CMAP).
D. ENGINEER will request from the Kane County Sheriffs Office, IDOT, CITY, all
available accident data from the most recent five (5) year period for US 20 from
Randall Road to Coombs Road.
2.2 Right of Way Analysis
A. Mapping
ENGINEER will recover existing right-of-way (ROW) evidence for approximately
10,000 feet along US 20. The ROW survey will also include 200 feet on intersecting
streets. ENGINEER will calculate the existing ROW as shown on the provided ROW
documents to include on the MicroStation base map.
B. Roadway Topographic Survey
No topographic survey will be performed as part of the feasibility study.
C. Base Map
ENGINEER will generate a MicroStation base map for exhibit purposes that will depict
the existing visible features collected within the areas described above, according to
IDOT standards.
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 3 of 9
2.3 Traffic Analysis
A. ENGINEER will utilize the CMAP forecast data and the current turning movement
volumes to estimate the 2050 Design Hour Volumes(DHV's)for the intersections of US
20/Coombs Road, US 20/Nesler Road, US 20/Shannon Parkway, and US
20/Longcommon Parkway. As part of this item, ENGINEER will develop turning
movement diagrams for the AM and PM peak hours for both the existing and design year
(2050)traffic, for all four(4)intersections.
B. Utilizing the compiled traffic data, ENGINEER will perform a traffic signal warrant
analysis for the US 20 at Longcommon Parkway intersection.
C. ENGINEER will perform existing capacity analyses for the intersections of US
20/Coombs Road, US 20/Nesler Road, US 20/Shannon Parkway, and US
20/Longcommon Parkway for both the AM and PM peak hours,using the latest version
of the Highway Capacity Software(HCS) and/or Synchro.
2.4 Crash Analysis
A. ENGINEER will analyze the accident data obtained from the Kane County Sheriffs
Office, IDOT, and the Elgin Police Department and prepare a summary of accidents for
the data provided,including corrective measures and recommendations to address safety
related conditions.
2.5 Environmental Evaluation
CITY intends for future phases of the project to be eligible for Federal funding. As such,
the National Environmental Policy Act(NEPA)will apply to the environmental evaluation
during the future Phase I and Phase II engineering. During the Feasibility Study, it will be
important to be consistent with the NEPA process such that any results or decisions made
can be relied on during Phase I. This will include public involvement activities and resource
agency coordination.
The following is a summary of the environmental resources typically reviewed and the
anticipated involvement during the Feasibility Study. The level of IDOT involvement with
the Feasibility Study will need to be determined during the project kickoff. If IDOT provides
a section number for the Feasibility Study, it may be possible to submit an Environmental
Survey Request(ESR)to IDOT to obtain any information or impact input for environmental
resources. The submittal of the ESR has been included in this SCOPE OF SERVICES.
A. Social/Economic — A high level review will be conducted pertaining to the potential
social and economic impacts associated with the evaluated alternatives. This will
include a review of the following areas that have the potential for involvement:
1. Public Facilities and Services;
2. Changes in Travel Patterns;
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 4 of 9
3. Pedestrian and Bicycle Facilities;
4. ROW Acquisition/Relocation Evaluation; and
5. Environmental Justice.
B. Agricultural — Portions of the project are outside the city limits. Agricultural impacts
will be evaluated as part of the ROW acquisition evaluation. No coordination with the
Natural Resources Conservation Service or the Illinois Department of Agriculture is
anticipated at the Feasibility Study level.
C. Cultural — The IDNR Historic & Architectural Resources Geographic Information
System (HARGIS) does not indicate any historical resources in the corridor. Local
recognition of the US 20 corridor as part of the historic Elgin Road Races includes a
historical marker near the comer of US 20 and Nesler Road. It is assumed that the
project improvements will not impact any buildings or structures and that no property
has been listed on the National Register of Historic Places. If IDOT accepts an ESP,
the review of cultural resources will be requested through the ESR process. If there is
no ESR, the results of the HARGIS review will be documented. A Section 106 report
and a Section 4(f)report are not included in this SCOPE OF SERVICES.
D. Air Quality—Air quality will not be addressed as part of the feasibility study.
E. Noise—The proposed project meets the definition of a Type I project under 23 CFR Part
772 due to the addition of through lanes. The traffic noise evaluation for the Feasibility
Study will be limited to an approximation of potentially noise impacted areas and where
noise abatement might be considered feasible and reasonable. A full traffic noise
analysis will be required as part of Phase I and not included in this SCOPE OF
SERVICES. Confirmation that a noise analysis will be needed to be completed as part
of the Phase I project will be completed during the feasibility study only.
F. Trees and Ve ems—The corridor will be qualitatively reviewed for any`high quality'
trees that will require incorporation into the design, require protective action during
construction,or will be adversely impacted. This will include a general review of trees
that may provide bat habitat. A full tree survey is not included in this SCOPE OF
SERVICES.
G. Threatened and Endangered Species—If IDOT accepts an ESR,the review of threatened
and endangered species will be requested through the ESR process. If there is no ESP,
threatened and endangered species will be reviewed using the IDNR Ecological
Compliance Assessment Tool (EcoCAT) and the United States Fish and Wildlife
Service(USFWS)Environmental Compliance Online System(ECOS)database.
The northern long-eared bat (NLEB) is known to occupy roosts in forest and wooded
areas. If any potentially impacted trees are a potential NLEB habitat,this will be noted
in the Feasibility Study along with the results of the IDNR and USFWS database review.
The ESR effort has been included within this subtask, assuming MOT will process the
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 5 of 9
submittal as previously mentioned.
H. Water ualitv/Resources No direct impacts to any named waterways are anticipated,
and therefore,no coordination with IEPA or IDNR is anticipated(water quality impacts
related to storm water will be addressed as part of the drainage analysis completed
during Phase I study).
I. Wetlands— Wetlands will be evaluated using available mapping through the USFWS
and the Kane County ADID wetland mapping. As alternatives are developed,they will
be compared to these data sources to determine the potential for wetland impacts. A
field delineation will not be completed. A wetland delineation report, wetland impact
evaluation forms (for IDOT),jurisdictional determinations and/or wetland permitting
coordination are not included in this SCOPE OF SERVICES.
J. S12ecial Waste — Federal, state and local databases will be reviewed to document any
sites within the corridor. Identified sites will be documented to determine the potential
for impact to the various alternatives. A table will be developed listing the sites within
the search distance criteria established by the IDOT BLR Manual. A Preliminary
Environmental Site Assessment (PESA) and soil sampling is not included within this
SCOPE OF SERVICES.
K. Special Lands —Evaluation will be completed to determine if special lands are within
the project corridor. If so, alternatives will be developed with the intent to first avoid
impacts to these lands. Where impacts are unavoidable,the amount of land required for
the improvements will be minimized to the extent feasible. A Section 4(f)report is not
included as part of this SCOPE OF SERVICES.
2.6 Concept level Engineering Analysis
It is understood that the goal of the City is to provide a commercially viable corridor that
supports current and projected traffic needs and future development needs along US 20 from
Longcommon Parkway to Coombs Road with emphasis on providing a multi-modal
improvement that meets Complete Streets policy of IDOT and the City and improving traffic
operations and safety. The proposed improvements may include widening the roadway with
landscaped median, decorative lighting, PACE bus stops, multi-use paths, sidewalks, and
streetscaping elements, subject to ROW availability and geometric design analysis.
ENGINEER will develop and analyze concept level design for meeting the above stated
goals and objectives. . A more detailed alternative analysis will be completed in Phase I.
For the purposes of this SCOPE OF SERVICES, a"no build" alternative is assumed to be
undesirable and will not be analyzed. The following tasks will be completed by ENGINEER
as part of the alternative analysis:
A. Capacity analyses utilizing HCS and/or Synchro will be run for the AM and PM peak
hour for both the construction year and design year to define and solve any potential
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 6 of 9
operational problems for the intersections of US 20/Coombs Road,US 20/Nesler Road,
US 20/Shannon Parkway, and US 20/Longcommon Parkway.
B. Evaluation of ROW impacts and effects on adjacent properties and access, based on
anticipated horizontal geometry and GIS information.
C. Preliminary Engineer's Opinion of Probable Construction Cost(EOPC).
D. Preparation of an exhibit showing the horizontal layout of the alternatives on an aerial
base map at a scale of 1 inch= 100 feet. The exhibits will include existing and potential
proposed ROW, property owners and the associated property identification number
(PIN).
E. Concept level typical cross section rendering will be prepared. Additional cross
sections and renderings will be prepared during Phase I for Public Meeting. A Public
Meeting is not included in the SCOPE of SERVICES.
ENGINEER will prepare an abbreviated Technical Memorandum that will include a
narrative summarizing the alternative developed for the US 20 corridor as part of the analysis
and include it in the overall Feasibility Study Report. The memorandum narrative will also
include a discussion of the results of the traffic and accident analyses,as well as a discussion
of any recommendations for the greater US 20 corridor.
2.7 IDOT Coordination
US 20 is a roadway under IDOT jurisdiction. Any improvements to be considered on US
20 will need IDOT review and approval. The following coordination with IDOT is
anticipated:
A. A project kick-off meeting to discuss project objectives.
B. A coordination meeting with IDOT to review the results of the feasibility study.
C. A letter to IDOT from the CITY along with a synopsis of the feasibility study,
requesting to be the lead agency for the project.
Meeting minutes will be prepared for each meeting and will be included in the Feasibility
report.
2.8 Funding
Concept level cost estimates will be generated based on improvement recommendations.
Funding sources will be identified for both engineering and construction. The funding
sources will be summarized and include a timeline of potentially availability, IDOT
resources, and outline potential funding matches required.
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 7 of 9
2.9 General Meetings and Coordination
ENGINEER will attend the following additional meetings and field checks:
A. Two(2)coordination meetings at CITY(3 people); and
B. One(1) field check(1 person).
ENGINEER will also conduct general coordination throughout the project with CITY 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 compilation of
meeting minutes for distribution to meeting attendees, and travel time to and from the
meetings,unless the meetings are conducted virtually.
2.10 Quality Assurance and Quality Control
Quality Assurance and Quality Control (QA/QC) will be provided in accordance with
ENGINEER's current Quality Manual(QM),which outlines processes for project planning,
including design input, outputs, review and verification. The QM also outlines internal
processes,such as standardization,internal project audits,selection/rating of subconsultants,
and monitoring of deliverables.
2.11 Administration
ENGINEER 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; and
B. Feasibility Study Report.
3.2 This SCOPE OF SERVICES is based upon an assumed project duration of 6 months,
commencing with ENGINEER's receipt of written Notice to Proceed from CITY. This
schedule was prepared to include reasonable allowances for review and approval times
required by CITY and public authorities having jurisdiction over the project. This schedule
shall be equitably adjusted as the project progresses,allowing for changes in the scope of the
project requested by CITY or for delays or other causes beyond the control of ENGINEER.
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 8 of 9
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. ALTA/NSPS Land Title Surveys;
B. Plat of Highways and/or Plat of Easements;
C. Geotechnical Report;
D. Intersection Design Study;
E. Location drainage study;
F. Project Development Report;
G. Section 4(f)(Publicly Owned Recreation Lands) and Section 106 Report(Historic
Property Impact Evaluation);
H. Traffic noise analysis;
I. Biological surveys or review memorandum;
J. Preliminary Environmental Site Assessment(PESA)or Preliminary Site Investigation
(PSI);
K. Complete tree survey;
L. ITP and/or HCP for Threatened and Endangered Species;
M. Wetland delineation report, wetland impact evaluation forms(for IDOT),
jurisdictional determinations and/or wetland permitting coordination;
N. Detailed design, plans and/or specifications;
O. Permitting;
P. Attendance at any meetings not specifically indicated herein.
Supplemental services not included in the Scope of Services can be provided by ENGINEER
under separate Scope of Services, if desired.
5.0 Services by Others
The traffic counts will be provided by Quality Counts(see attached).
6.0 CITY Responsibilities
CITY will furnish and/or facilitate the furnishing of any available existing plans for the US
20 corridor, as well as any available traffic studies and/or development reports concerning
the project area.
7.0 Professional Services Fee
7.1 Fees
The fee for services will be based on a rate of 3.15 times the direct hourly rate of personnel
employed on this PROJECT,current at the time the SCOPE OF SERVICES is signed.Invoices
Invoices for ENGINEER's services shall be submitted, on a monthly basis. Invoices shall
be due and payable upon receipt.
Scope of Services
US 20 Feasibility Study
Longcommon Parkway to Coombs Road
January 24, 2023
Page 9 of 9
7.2 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 the CITY.
7.3 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.
7.4 Payment
The CITY AGREES to pay ENGINEER on the following basis:
Time and material basis with a Not to Exceed fee of$63,684.00 as detailed in
ATTCHMENT C.
\\hWeen.com\HRG\Dau\2022\2202995\Admm\Proposal\ATTACHMENT A-US20Widening-Jack-AJ-012423.docx
ATTACHMENT B
Notice to Proceed: March 13, 2023
Data Collection and Review: March 13,2023—April 10, 2023
Right of Way Analysis: March 13,2023—April 10,2023
Traffic Analysis: April 10,2023 -April 30, 2023
Crash Analysis: April 10,2023 -April 30,2023
Environmental Evaluation: March 13, 2023 -May 30,2023
Engineering Analysis: April 10,2023 -June 30, 2023
IDOT Coordination: May 1, 2023 -July 31,2023
Funding: May 1,2023 -July 31, 2023
General Meetings and Coordination March 13,2023 -July 31,2023
QC/QA March 13,2023—July 31,2023
Administration March 13, 2023—July 31,2023
Project Completion: July 31, 2023
ATTACHMENT C
Local Public Agency County Section Number
lCity of Elgin Kane771
Consultant / Subconsultant Name Job Number
HR Green, Inc. P-92-070-23
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATEI 181.58%1 COMPLEXITY FACTOR�O
OVERHEAD 8 FRINGE SERVICES BY %OF GRAND
TASK STAFF HOURS PAYROLL BENEFITS DIRECT COSTS FIXED FEE OTHERS TOTAL TOTAL
2.1 Data Collection and Review 8 379 689 $5,612.50 125 6,806 10.69%
2.2 Right of Way Analysis 36 1,802 3.272 595 5.669 8.90%
2.3 Traffic Analysis 26 1,446 2.625 477 4,548 7.14%
2.4 Crash Analysis 24 999 1,814 330 3,143 4.94%
2.5 Environmental Evaluation 48 2.607 4.733 860 8.200 12.88%
2.6 Engineering Analysis 74 3,613 6,561 1,192 11,366 17.85%
2.7 IDOT Coordination 28 2.163 3,928 714 6.805 10.69%
2.8 Funding 24 1,849 3,357 610 5,816 9.13%
2.9 General Meetings and Coordinatio 24 1.734 3,149 572 5,455 8.57%
2.10 QC/QA 16 1,230 2,234 406 3,870 6.08%
2.11 Administration 12 638 1.158 210 2,006 3.15%
Subconsultant DL 0 -
TOTALS 1 3201 18,4601 33.520 1 5,613 6.091 63,684 1 100.00%
51.980
BLR 05514 (Rev. 05/27/22)
Printed 1/19/2023 10:34 AM COST EST
Page 1 of 3
Local Public Agency County Section Number
City of Elgin Kane
Consultant/ Subconsultant Name Job Number
HR Green, Inc. P-92-070-23
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 1 OF 2
2.1 Data Collection and 2.5 Environmental
PAYROLL AVG TOTAL PROJ.RATES Review 2.2 Right of Way Analysis 2.3 Traffic Analysis 2.4 Crash Analysis Evaluation
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
Regional Director 78.00 38.0 11.88% 9.26
Senior Project Manager 76.53 87.0 27.19% 20.81 1 12.50% 9.57 2 5.56% 4.25 2 7.69% 5.89 2 8.33% 6.38 8 16.67% 12.76
Project Manager 60.23 0.0
Project Engineer II 46.51 8.0 2.50% 1.16 4 15.38% 7.16
Project Engineer 1 40.77 24.0 7.50% 3.06
Staff Engineer II 36.20 25.0 7.81% 2.83 5 62.50 22.63 20 83.33% 30.17
Lead Landscape Architect 67.62 0.0
Senior Engineer 74.20 0.0
Lead Engineer 60.82 56.0 17.50% 10.64 2 25.00" 15.20 2 5.56% 3.38 16 61.54% 37.43 2 8.33/ 5.07 24 50.00% 30.41
Group Leader 71.88 0.0
Staff Landscape Architect 11 33.72 0.0
Project Land Surveyor 1 48.28 30.0 9.38% 4.53 30 83.33% 40.23
Staff Land Surveyor 11 39.37 2.0 0.63% 0.25 2 5.56% 2.19
Design Technician 11 33.43 44.0 13.75% 4.60 4 15.38°4, 5.14 16 33.33% 11.14
Project Designer 54.41 0.0
Administrative Assistant II 29.76 6.0 1.881A 0.56
Accounting Specialist II 29.18 0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
TOTALS 320.0 100% $57.69 8.0 100.00% $47.40 36.0 100% $50.05 26.0 100% $55.61 24.0 100% $41.62 48.0 100% $54.31
Printed 1/19/2023 10:34 AM BLR 05514(Rev.05/27/22)
Page 2 of 3 AVG 1
Local Public Agency County Section Number
City of Elgin jKane
Consultant / Subconsultant Name Job Number
HR Green, Inc. P-92-070-23
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 2 OF 2
2.9 General Meetings and
PAYROLL AVG 2.6 Engineering Analysis 2.7 IDOT Coordination 2.8 Funding Coordination 2.10 QC/QA 2.11 Administration
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
Regional Director 78.00 14 50.00% 39.00 8 33.33% 26.00 12 50.00% 39.00 4 25.00% 19.50
Senior Project Manager 76.53 16 21.62°r 16.55 14 50.00% 38.27 16 66.67% 51.02 8 33.33% 25.51 12 75.00% 57.40 6 50.00% 38.27
Project Manager 60.23
Project Engineer II 46.51 1 4 16.67% 7.75
Project Engineer 1 40.77 24 32.43 13.22
Staff Engineer II 36.20
Lead Landscape Architect 67.62
Senior Engineer 74.20
Lead Engineer 60.82 10 13.51% 8.22
Group Leader 71.88
Staff Landscape Architect II 33.72
Project Land Surveyor 1 48.28
Staff Land Surveyor 11 39.37
Design Technician II 33.43 24 32.43 10.84
Project Designer 54.41
Administrative Assistant II 29.76 6 50.00o0 14.88
Accounting Specialist II 29.18
TOTALS 74.0 1 100`I„ S48.83 28.0 100 4 S77.27 24.0 100- $77.02 24.0 100% $72.26 16.0 1 100`70 $76.90 12.0 100% $53.15
Printed 1/19/2023 10:34 AM BLR 05514 (Rev. 05/27/22)
Page 3 of 3 AVG 2