HomeMy WebLinkAbout23-59 a
Resolution No. 23-59
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
EASTSIDE RESURFACING PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute a Local Public Agency Engineering Services Agreement
on behalf of the City of Elgin with Hampton, Lenzini & Renwick, Inc., for construction
engineering services in connection with the 2023 eastside resurfacing project, a copy of which is
attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: April 12, 2023
Adopted: April 12, 2023
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
44
S rgts
Illinois Department Local Public Agency
of Transportation Engineering Services Agreement
Agreement For A reement Type
Using Federal Funds?❑ Yes ❑x No I MFT CE Original
LOCAL PUBLIC AGENCY
Local Public Agency County Section Number Job Number
City of Elgin Kane 23-00200-00-RS
Project Number Contact Name Phone Number Email
Mike Pubentz (847) 931-5968 pubentz_m@cityofelgin.org
SECTION PROVISIONS
Local Street/Road Name Key Route Len th Structure Number
Various NA 2.54
Location Termini Add Location
Various Remove Location
Project Description
HMA Surface Removal, HMA and Concrete pavement removal, combination curb and gutter, sidewalk removal
and replacement, base preparation and repair, placement of HMA Binder and Surface Courses, restoration and
appurtenant construction
Engineering Funding ❑x MFT/TBP ❑x State ❑ Other lRebuild Illinois Grant (RBI)
Anticipated Construction Funding ❑ Federal ❑x MFT/TBP ❑x State ❑ Other Rebuild Illinios Grant (RBI)
AGREEMENTFOR
❑x Phase III-Construction Engineering
CONSULTANT
Prime Consultant Firm Name Contact Name Phone Number Email
HLR, Inc. Ryan Livingston (847) 697-6700 1 rivingston@hlreng.com
Address Ci State Zi Code
380 Shepard Drive 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.
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
Completed02/23/23 Page 1 of 9 BLR 05530(Rev.07/08/22)
AGREEMENT EXHIBITS
The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT:
❑R EXHIBIT A: Scope of Services
❑x EXHIBIT B: Project Schedule
❑R EXHIBIT C:Qualification Based Selection (QBS)Checklist
❑R EXHIBIT D: Cost Estimate of Consultant(CECS)Services Worksheet(BLR 05513 or BLR 05514 )
❑ EXHIBIT : Direct Costs Check Sheet(attach BDE 436 when using Lump Sum on Specific Rate Compensation)
FRI EXHIBIT E: LOCATION MAP
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,The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports,to the LPA employee
In Responsible Charge,no more than once a month for partial payment on account for the ENGINEER's work to date.Such
invoices shall represent the value,to the LPA of the partially completed work, based on the sum of the actual costs incurred, plus
a percentage(equal to the percentage of the construction engineering completed)of the fixed fee for the fully completed work.
7. The ENGINEER or subconsultant shall not discriminate on the basis of race,color, national origin or sex in the performance of
this AGREEMENT.The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US
Department of Transportation (US DOT)assisted contract. Failure by the Engineer to carry out these requirements is a material
breach of this AGREEMENT,which may result in the termination of this AGREEMENT or such other remedy as the LPA deems
appropriate.
8. That none of the services to be furnished by the ENGINEER shall be sublet, assigned or transferred to any other party or parties
without written consent of the LPA.The consent to sublet,assign or otherwise transfer any portion of the services to be furnished
by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.
9. For Construction Engineering Contracts:
(a)For Quality Assurance services, provide personnel who have completed the appropriate STATE Bureau of Materials
QC/QA trained technical classes.
(b)For all projects where testing is required,the ENGINEER shall obtain samples according to the STATE Bureau of
Materials"Manual of Test Procedures for Materials,"submit STATE Bureau of Materials inspection reports;and verify
compliance with contract specifications.
10. That engineering services shall include all equipment, instruments,supplies,transportation and personnel required to perform the
duties of the ENGINEER in connection with this AGREEMENT(See 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
Professional Services Selection Act(50 ILCS 510)(Exhibit C).
2. To furnish the ENGINEER all presently available survey data,plans,specifications, and project information.
3. For Construction Engineering Contracts:
(a)To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental
PROJECT activities.
(b)To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized.
4. To pay the ENGINEER:
(a)For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA,monthly payments for the work performed shall be due and payable to the ENGINEER,such payments to be
equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER.
(b)Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as
Completed02/23/23 Page 2 of 9 BLR 05530(Rev.07/08/22)
determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
(c)For Non-Federal County Projects-(605 ILCS 5/5-409)
(1)For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA, monthly payments for the work performed shall be due and payable to the ENGINEER. Such payments to be
equal to the value of the partially completed work in all previous partial payments made to the ENGINEER.
(2)Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and STATE,a sum of money equal to the basic fee as
determined in the AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the
following compensation method as discussed in 5-5.10 of the BLR Manual.
Method of Compensation:
❑ Percent
❑ Lump Sum
❑ Specific Rate
❑x 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.).
Ill. IT IS MUTUALLY AGREED,
1. To maintain,for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to
verify the amount, recipients and uses of all disbursements of funds passing in conjunction with the contract;the contract and all
books,records and supporting documents related to the contract shall be available for review and audit by the Auditor General,
and the DEPARTMENT;the Federal Highways Administration(FHWA)or any authorized representative of the federal
govemment,and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents
required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the
DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support
their purported disbursement.
2. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA,the DEPARTMENT,
and their officers, agents and employees from all suits,claims,actions or damages liabilities,costs or damages of any nature
whatsoever resulting there from.These indemnities shall not be limited by the listing of any insurance policy.
The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the
ENGINEER as soon as practicable after the discovery.The LPA reserves the right to take immediate action to remedy any error
or omission if notification is not successful; if the ENGINEER fails to reply to a notification;or if the conditions created by the error
or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and
reasonable notice is not practicable.
3. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known
post office address. Upon such termination,the ENGINEER shall cause to be delivered to the LPA all drawings, plats, surveys,
reports, permits,agreements, soils and foundation analysis,provisions, specifications, partial and completed estimates and data
Completed02/23/23 Page 3 of 9 BLR 05530(Rev.07/08/22)
if any from soil survey and subsurface investigation with the understanding that all such materials becomes the property of the
LPA.The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to
the date of the written notice of termination.
4. In the event that the DEPARTMENT stops payment to the LPA,the LPA may suspend work on the project. If this agreement is
suspended by the LPA for more than thirty(30)calendar days,consecutive or in aggregate,over the term of this AGREEMENT,
the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred prior to receipt of notice of
suspension. In addition, upon the resumption of services the LPA shall compensate the ENGINEER,for expenses incurred as a
result of the suspension and resumption of its services,and the ENGINEER's schedule and fees for the remainder of the project
shall be equitably adjusted.
5. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until
the completion of construction of any phase of professional services performed by others based upon the service provided herein.
All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent professional
services are not commenced within 5 years after final payment by the LPA.
6. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA,the DEPARTMENT,
and their officers,employees from all suits,claims,actions or damages liabilities,costs or damages of any nature whatsoever
resulting there from.These indemnities shall not be limited by the listing of any insurance policy.
7. The ENGINEER and LPA certify that their respective firm or agency:
(a)has not employed or retained for commission, percentage,brokerage,contingent fee or other considerations, any firrr
or person(other than a bona fide employee working solely for the LPA or the ENGINEER)to solicit or secure this
AGREEMENT,
(b)has not agreed,as an express or implied condition for obtaining this AGREEMENT,to employ or retain the services
of any firm or person in connection with carrying out the AGREEMENT or
(c)has not paid,or agreed to pay any firm,organization or person(other than a bona fide employee working solely for
the LPA or the ENGINEER)any fee,contribution, donation or consideration of any kind for,or in connection with,
procuring or carrying out the AGREEMENT.
(d)that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment,declared
ineligible or voluntarily excluded from covered transactions by any Federal department or agency,
(e)has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered
against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain or
performing a public(Federal, State or local)transaction;violation of Federal or State antitrust statutes or commission
of embezzlement,theft,forgery, bribery,falsification or destruction of records, making false statements or receiving
stolen property.
(f) are not presently indicated for or otherwise criminally or civilly charged by a government entity(Federal, State, or
local)with commission of any of the offenses enumerated in paragraph (e)and
(g)has not within a three-year period preceding this AGREEMENT had one or more public transaction(Federal, State,
local)terminated for cause or default.
Where the ENGINEER or LPA is unable to certify to any of the above statements in this clarification,an explanation shall be
attached to this AGREEMENT.
8. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no
claim for damages shall be made by either party.Termination of the AGREEMENT or adjustment of the fee for the remaining
services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within
six months after the specified completion date. Examples of unforeseen causes included but are not limited to:acts of God or a
public enemy; acts of the LPA,DEPARTMENT<or other approving party not resulting from the ENGINEER's unacceptable
services;fire; strikes;and floods.
If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE,the ENGINEER shall apply in writing to
the LPA for an extension of time. If approved,the PROJECT SCHEDULE shall be revised accordingly.
9. This certification is required by the Drug Free Workplace Act(30 ILCS 580).The Drug Free Workplace Act requires that no
grantee or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of
any property or service from the DEPARTMENT unless that grantee or contractor will provide a drug free workplace. False
certification or violation of the certification may result in sanctions including, but not limited to suspension of contract or grant
payments,termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for a'
least one(1)year but not more than(5)years.
For the purpose of this certification,"grantee"or"Contractor"means a corporation, partnership or an entity with twenty-five(25)or
more employees at the time of issuing the grant or a department,division or other unit thereof,directly responsible for the specific
performance under contract or grant of$5,000 or more from the DEPARTMENT, as defined the Act.
The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a)Publishing a statement:
(1)Notifying employees that the unlawful manufacture,distribution,dispensing, possession or use of a
controlled substance,including cannabis, is prohibited in the grantee's or contractor's workplace.
(2)Specifying the actions that will be taken against employees for violations of such prohibition.
(3)Notifying the employee that,as a condition of employment on such contract or grant,the employee will:
(a)abide by the terms of the statement;and
(b)notify the employer of any criminal drug statute conviction for a violation occurring in the workplace
no later than five(5)days after such conviction.
Completed02/23/23 Page 4 of 9 BLR 05530(Rev.07/08/22)
(b)Establishing a drug free awareness program to inform employees about:
(1)The dangers of drug abuse in the workplace;
(2)The grantee's or contractor's policy to maintain a drug free workplace;
(3)Any available drug counseling,rehabilitation and employee assistance program;and
(4)The penalties that may be imposed upon an employee for drug violations.
(c)Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the
contract or grant and to post the statement in a prominent place in the workplace.
(d)Notifying the contracting or granting agency within ten(10)days after receiving notice under part(b)paragraph(3)of
subsection (a)above from an employee or otherwise receiving actual notice of such conviction.
(e)Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation
program.
(f)Assisting employees in selecting a course of action in the event drug counseling,treatment and rehabilitation is
required and indicating that a trained referral team is in place.
Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act,
the ENGINEER, LPA and the DEPARTMENT agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B.Time is of the
essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the
ENGINEER for future projects.The ENGINEER will submit progress reports with each invoice showing work that was completed
during the last reporting period and work they expect to accomplish during the following period.
10. Due to the physical location of the project,certain work classifications may be subject to the Prevailing Wage Act(820 ILCS
130/0.01 et seq).
11. For Construction Engineering Contracts:
(a)That all services are to be furnished as required by construction progress and as determined by the LPA employee In
Responsible Charge.The ENGINEER shall complete all services herein within a time considered reasonable to the
LPA,after the CONTRACTOR has completed the construction contract.
(b)That all field notes,test records and reports shall be turned over to and become the property of the LPA and that
during the performance of the engineering services herein provided for,the ENGINEER shall be responsible for any
loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such
loss or damage shall be restored at the ENGINEER's expense.
(c)That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER,one member appointed by the LPA,and a third member appointed by the two other members for
disposition and that the committee's decision shall be final.
(d)That in the event that engineering and inspection services to be furnished and performed by the LPA(including
personnel furnished by the ENGINEER)shall,in the opinion of the STATE be incompetent employed on such work at
the expense of the LPA.
(e)Inspection of all materials when inspection is not provided a the sources by the STATE Central Bureau of Materials,
and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials
"Project Procedures Guide"and the policies of the STATE.
AGREEMENT SUMMARY
Prime Consultant(Firm)Name I TIN/FEIN/SS Number Agreement Amount
HLR, Inc. 36-2555986 $153,629.00
Subconsultants TIN/FEIN/SS Number Agreement Amount
Rubino Engineering Inc. 80-0450719 $10,000.00
Subconsultant Total $10,000.00
Prime Consultant Total $153,629.00
Total for all work $163,629.00
Completed02/23/23 Page 5 of 9 BLR 05530(Rev.07/08/22)
AGREEMENT SIGNATURES
Executed by the LPA: Local Public Agency Type Local Public Agency
Attest: The City of City of Elgin
B Si nature&Date By(Signaluro&Date
g 114&a&,,e,Y 3,eaA We'.
ril 12,2023 jo;� ��Aril 12 2023
Local Public Agency Local Public Agency Type Title
Ci City Clerk Richard G. Kozal,City Manager
Executed by the ENGINEER:
Prime Consultant Firm Name
Attest: HLR, Inc.
B Si na 9'& By(Signature&Date
Titl� Title
Vice President Corporate Secretary
APPROVED:
Re Tonal En ineer Department of Transportation(Signature&Date
Completed02/23/23 Page 6 of 9 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant Firm Name County Section Number
City of Elgin HLR, Inc. Kane 23-00200-00-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 Services "Attachment A"
Completed02/23/23 Page 7 of 9 BLR 05530(Rev.07/08/22)
ATTACHMENT A
SCOPE OF SERVICES
Hampton, Lenzini and Renwick, Inc. (HLR) is pleased to submit the following scope of service
for the 2023 Eastside Resurfacing Project. It is understood that the following streets will be
included in the resurfacing program:
• North/ South Streets
o Hill Avenue from Park St to Summit St(-1910 Feet)
o Iroquois Drive from Hiawatha Dr to Congdon Ave (-1240 Feet)
o Hiawatha Drive from Summit St to Iroquois Drive (-2675 Feet)
o Hunter Drive from Waverly Drive to Summit St (-2790 Feet)
o Pegwood Drive from Hunter Dr to Leawood Dr(-1085 Feet)
• East/West Streets
o Ann Street from Hill Ave to North Liberty Street(-794 Feet)
o Franklin Boulevard from Hill Ave to North Liberty Street(-870 Feet)
o Hiawatha Court from West Cul-De-Sac to East Cul-De-Sac (-1,068 Feet)
o Leawood Court from Leawood Drive to Cul-de-sac (-297 Feet)
• Total Improvement Length = 13,411 feet=2.54 miles
Below is the proposed Scope of Services for the 2023 Eastside Resurfacing Project.
1. Contractor Document Submittals: HLR will review contractor submittals such as shop
drawings and mix designs and make recommendations to the City on their approval or
rejection.
2. Project Start: HLR will coordinate and conduct the pre-construction meeting with the
Contractor. HLR will coordinate the construction start with the Contractor(s), the City,
local businesses/residents, and any other impacted stakeholders, which includes but is not
limited to 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 16
ATTACHMENT A
SCOPE OF SERVICES
weeks.For purposes in this 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
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. 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 MFT 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 City.
g. Contractor/Sub-consultant Submittals: HLR will review all certified payrolls and
invoices to confirm accuracy.
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
issues.
ATTACHMENT 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: Final pay estimates, review contractor final invoicing, and
submit Final Documentation Packet to the City HLR will prepare final pay
estimates, review contractor final invoicing, and submit Final Documentation
Packet to the City 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 County Section Number
City of Elgin HLR, Inc. Kane 23-00200-00-RS
EXHIBIT B
PROJECT SCHEDULE
March 24, 2023- Bid Opening
April 12, 2023 -Award of Construction and Engineering Contract
May-June 2023- Pre-construction Meeting /Construction Start
August 11, 2025 -Construction Substantial Completion
August 25, 2023 - Final Completion
September 29, 2023- Final Completion for Light poles replacement
Completed02/23/23 Page 8 of 9 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant Firm Name County Section Number
City of Elgin HLR, Inc. Kane 23-00200-00-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 a Eland 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 Was the scope of services for this project clearly defined? x❑ ❑
4 Was public notice given for this project? x❑ ❑
5 Do the written QBS policies and procedures cover conflicts of interest? ❑x ❑
6 Do the written QBS policies and procedures use covered methods of verification for suspension and X ❑
debarment?
7 Do the written QBS policies and procedures discuss the methods of evaluation? ❑x ❑
Project Criteria Weighting
8 Do the written QBS policies and procedures discuss the method of selection? ❑
Selection committee titles for this ro'ect
Top three consultants ranked for this project in order
1
2
3
9 Was an estimated cost of engineering for this project developed in-house prior to contract negotiation? x❑ ❑
10 Were negotiations for this project performed in accordance with federal requirements. ❑x ❑
11 Were acceptable costs for this project verified? ❑x ❑
12 Do the written QBS policies and procedures cover review and approving for payment, before forwarding the ❑x ❑
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 ❑x ❑
breaches to a contract,and resolution of disputes)?
14 QBS according to State requirements used? ❑
15 Existing relationship used in lieu of QBS process? ❑ ❑x
16 LPA is a home rule community(Exempt from QBS). ❑ ❑x
Completed02/23/23 Page 9 of 9 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 Kane 23-00200-00-RS
Prime Consultant(Firm) Name Prepared By Date
HLR, Inc. I lRyan Livingston 12/14/2022
Consultant/Subconsultant Name Job Number
HLR, Inc. I NA
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 �1/1
MONTHS OVERHEAD RATE 160.00%
START DATE COMPLEXITY FACTOR 0
RAISE DATE %OF RAISE 2.00%
END DATE 12/31/2022
ESCALATION PER YEAR
%of
Year First Date Last Date Months Contract
0 1/1/2022 12/31/2022 12 100.00%
The total escalation = 0.00% BLR 05514(Rev. 11/04/22)
Printed 12/14/2022 10:33 AM ESCALATION
Page 1 of 6
Local Public Agency County Section Number
City of Elgin lKane 23-00200-00-RS
Consultant / Subconsultant Name Job Number
HLR, Inc. INA
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATE 78.00
ESCALATION FACTORI 0.00%
IDOT
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
Engineer 1 $31 69 $31.69
Engineer 2 $36.88 $36.88
Engineer 3 $44.63 $44.63
Engineer 4 $48.86 $48.86
Engineer 5 $55.08 $55.08
Engineer 6 $65 60 $65.60
Environmental 1 $28.50 $28.50
Environmental 2 $47.50 $47.50
Intern $18.00 $18.00
Land Acquisition $52.00 $52.00
Principal $79.00 $78.00
Structural 1 $55.33 $55.33
Structural 2 $71.50 $71.50
Survey 1 $25.00 $25.00
Survey 2 $48.83 $48.83
Technician 1 $26.33 $26.33
Technician 2 $34.00 $34.00
Technician 3 $43.80 $43.80
Administrative 1 $27.75 $27.75
Administrative 2 $47.33 $47.33
BLR 05514(Rev. 11/04/22)
Printed 12/14/2022 10:33 AM RATES
Page 2 of 6
Local Public Agency County Section Number
City of Elgin Kane 23-00200-00-RS
Consultant/Subconsultant Name Job Number
HLR, Inc. INA
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS)WORKSHEET
Contribution to Prime
NAME Direct Labor Total Consultant
Rubino Engineering Inc.
Total 0.00 0.00
NOTE: Only subconsultants who fill out a cost estimate that splits out direct labor may be listed on
this sheet.
BLR 05514(Rev. 11/04/22)
Printed 12/14/2022 10:33 AM SUBS
Page 3 of 6
Local'Public Agency County Section Number
SCity of Elgin JKane 23-00200-00-RS
Consultant/Subconsultant Name Job Number
HLR,Inc. INA
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project. Those not listed on the forth 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 Up to state rate maximum $0.00
(per GOVERNOR'S TRAVEL CONTROL BOARD
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 2 $89.00 $178.00
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[DOT approval) $0.00
Aerial Photography and Mapping Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Utl[ity 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
$0.00
04122)
Print d 12/14/2022 10:33 AM TOTAL DIRECT COSTS: $-178ieECT OSTS
Pag
Local Public Agency County Section Number
ICity of Elgin Kane I 23-00200-00-RS
Consultant/ Subconsultant Name Job Number
HLR, Inc. INA
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS)WORKSHEET
OVERHEAD RATE 160.00% COMPLEXITY FACTORQO
DIRECT COSTS
(not included in OVERHEAD&FRINGE SERVICES BY %OF GRAND
TASK row totals) STAFF HOURS PAYROLL BENEFITS FIXED FEE OTHERS TOTAL TOTAL
Preconstruction 88 3,747 5,995 1,236 10,978 6.71%
Construction 178 1160 44,879 71,806 14,810 131,495 80.36%
Construction-Materials Testing - - - 10,000 10,000 6.11%
Post-Construction 88 3,747 5,995 1,236 10,978 6.71%
Subconsultant DL $0.00
Direct Costs Total=__> $178.00 $178.00 0.11%
TOTALS 13361 52,373 1 83,7961 17,282 1 10,000 163,629 99.89%
136,169 BLR 05514(Rev. 11/04/22)
Printed 12/14/2022 10:33 AM COST EST
Page 5 of 6
Local Public Agency County Section Number
City of Elgin I jKane 23-00200-00-RS
Consultant / Subconsultant Name Job Number
HLR, Inc. INA
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 3169 840.0 62.87% 1992 40 45.45/'o 1440 760 65.52% 20.76 40 45 45% 14.40
Engineer 2 36.88 0.0
Engineer 3 44.63 0.0
Engineer 4 48.86 400.0 29.94% 14.63 40 45 45% 1 2221 320 1 27.59% 1348 40 45 450,'o 2221
Engineer 5 55.08 0.0
Engineer 6 65.60 48.0 3.59% 2.36 8 9 09"" 596 32 276% 1.81 8 9 091/� 5 96
Environmental 28.50 0.0
Environmental 47.50 0.0
Intern 18.00 0.0
Land Acquisition 52.00 0.0
Principal 7800 0.0
Structural 1 5533 00
Structural 2 71 50 400 2.99% 2.14 40 3.45% 2.47
Survey 1 25.00 8 0 0.60% 0.15 8 0.69% 0.17
Survey 2 4883 00
Technician 1 26.33 0.0
Technician 2 34.00 0.0
Technician 3 4380 1 00
Administrative 1 27.75 00
Administrative 2 47 33 00
0.0
00
0.0
0.0
00
0.0
0.0
TOTALS 1336 0 100% $39.20 88.0 100 00 1 S42 58 116001 100? $38691 0 0 0°b S0 90 88.0 100% S42 58 0.0 O°' $0-00
Printed 12/14/2022 10:33 AM BLR 05514 (Rev. 11/04/22)
Page 6 of 6 AVG 1
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1 inch= 2,000 feet Imagery: 2020 Cook County Aerial Imagery
975487.5 0 975 Feet Project Road Type
2023 Eastside Resurfacing
Description Interstates/Highways City of Elgin
E8 62 Resurfacing Other Principal Arterial
'� Exhibit E
59 59 Recon Minor Arterial Project Location Map
n 20 r Light Pole Major Collector Scale: 1-24,000
5"""• Minor Collector
N Replacement Hampton,Lenzini and Renwick,Inc.
CivA 8 StrucNrel Engineers•Land Surveyors•Environmen[d Spedsliah
Local Road or Street � �R -