HomeMy WebLinkAbout24-114 Resolution No. 24-114
RESOLUTION
AUTHORIZING EXECUTION OF AN AMENDMENT AGREEMENT NO. 1 WITH HR
GREEN, INC. FOR ADDITIONAL SUPPLEMENTAL PROFESSIONAL ENGINEERING
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 Amendment Agreement No. 1 on behalf of the City
of Elgin with HR Green, Inc., for additional supplemental professional engineering 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: April 24, 2024
Adopted: April 24, 2024
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AMENDMENT AGREEMENT NO. 1
THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 24th day of
April , 2024, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "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 and Engineer hereto have previously entered into an agreement dated
October 25,2023 (hereinafter referred to as"Original Agreement"), wherein the City engaged the
Engineer to furnish certain professional services in connection with the US 20 — Longcommon
Parkway to Coombs Road Phase I engineering(hereinafter referred to as the"Project"); and
WHEREAS, the City has determined that the proposed scope of the Project should be
further modified to include the additional Supplemental Professional Engineering Services
described herein(hereinafter referred to as"Supplemental Services"); and
WHEREAS,the Original Agreement provides for a maximum payment of$66,776.00;and
WHEREAS,the parties hereto have determined and agree that the total maximum payment
for the Supplemental Services described in this Amendment Agreement No. 1 shall be in the
amount of$669,615.00;and
WHEREAS,the changes contemplated by this Amendment Agreement No. 1 are germane
to the Original Agreement as signed;and this Amendment Agreement No. 1 is in the best interests
of City and is authorized by law.
NOW,THEREFORE,for and in consideration of the mutual undertakings provided herein,
and other good and valuable consideration,the receipt and sufficiency of which is hereby mutually
acknowledged,the parties hereto agree as follows:
1. The above recitals are incorporated into and made part of this Agreement as if fully
recited herein.
2. Section 1 of the Original Agreement is hereby further amended by revising
subparagraph A thereto to read as follows:
"A. All work hereunder shall be performed under the direction of the Public
Services Director of the CITY,herein referred to as the"DIRECTOR"."
3. Section 1 of the Original Agreement is hereby further amended by adding a new
additional subparagraph D thereto to read as follows:
"D. The ENGINEER shall provide the additional supplemental engineering
services to include Phase I engineering services for a corridor Phase I project that
is anticipated to begin in April 2024.These services will include but are not limited
to the following tasks: Survey; traffic and accident analyses; alternatives analysis;
environmental evaluation; intersection design studies; location drainage study;
preliminary plans;project development;public involvement;general meetings and
coordination; quality assurance and quality control; and project administration as
outlined and described in Attachment A-1, attached hereto and made a part hereof
(hereinafter referred to as the"Additional Supplemental Services")."
4. That Section 2 of the Original Agreement is hereby further amended by adding the
following to the end of Subparagraph B:
"B. Engineer shall provide the Supplemental Services provided for in Amendment
Agreement No. 1 in accordance with the schedule outlined herein and detailed in
Attachment B-1"
5. That Section 4 of the Original Agreement is hereby amended by adding the
following paragraph E and Payment Schedule to read as follows:
"E. For services described in Attachments A-1, C-1, and D-1, Engineer shall be
paid on a cost plus fixed-fee basis for the classifications of personnel who perform
work on this Project; provided, however, that Engineer shall be paid a total
maximum fee not to exceed $669,615.00 for the services to be provided pursuant
to this Amendment Agreement No. 1, regardless of the actual time or actual costs
incurred by the Engineer unless substantial modifications and scope of work are
authorized in writing by the City and approved pursuant to a further written
amendment to this Agreement.For the purposes of clarification,the total fees to be
paid to the Engineer pursuant to the Original Agreement and this Amendment
Agreement No. 1 now total $736,391.00. The detailed basis of the additional fee
associated with Amendment Agreement No. 1 is included in Attachment D-1 and is
based on hourly rates of personnel utilized."
Payment Schedule for Supplemental Services
DATE ESTIMATED ESTIMATED ESTIMATED VALUE
% COMPLETE INVOICE VALUE OF WORK COMPLETE
5/1/2024 4.5% $30,000 $30,000
6/1/2024 10.2% $38,500 $68,500
7/1/2024 15.6% $35,800 $104,300
8/1/2024 22.1% $43,800 $148,100
9/1/2024 28.7% $43,800 $191,900
10/1/2024 36.2% $50,600 $242,500
11/1/2024 43.8% $50,600 $293,100
12/1/2024 51.3% $50,600 $343,700
1/1/2025 58.9% $50,600 $394,300
2/1/2025 67.9% $60,600 $454,900
3/1/2025 75.6% $51,600 $506,500
4/1/2025 84.2% $57,600 $564,100
5/1/2025 92.8% $57,600 $621,700
2
6/1/2025 96.0% $7,705 $629,405
7/1/2025 96.0% $13,400 $642,805
8/1/2025 98.0% $13,400 $656,205
9/1/2025 98.9% $6,000 $662,205
10/1/2025 100% $7,410 $669,615
6. That except as amended in this Amendment Agreement No. 1 the Original
Agreement shall remain in full force and effect.
7. That in the event of any conflict between the terms of the Original Agreement and
the provisions in this Amendment Agreement No. 1, the provisions of this
Amendment Agreement No. 1 shall control.
8. This Amendment Agreement may be executed in counterparts,each of which shall
be an original and all of which shall constitute one and the same agreement. For
the purposes of executing this Amendment Agreement, any signed copy of this
Amendment Agreement transmitted by fax machine or e-mail shall be treated in all
manners and respects as an original document. The signature of any party on a
copy of this Amendment Agreement transmitted by fax machine or e-mail shall be
considered for these purposes as an original signature and shall have the same legal
effect as an original signature. Any such faxed or e-mailed copy of this Amendment
Agreement shall be considered to have the same binding legal effect as an original
document. At the request of either party any fax or e-mail copy of this Amendment
Agreement shall be re-executed by the parties in an original form. No party to this
Amendment Agreement shall raise the use of fax machine or e-mail as a defense to
this Amendment Agreement and shall forever waive such defense.
IN WITNESS WHEREOF, the undersigned have entered into and executed this
Amendment Agreement No. 1 as of the date and year first written above.
CITY OF ELGIN CONSULTANT
By: 14/#1/ By:
City Manager ts%'resi.;-nt
Attest: Attest:
City Clerk / Its E ecutive Assistant
Legal Dept\Agreement\1IR Green Amend Agr k I-US 20 Longcommon-Coombs Rd l'hase I-4-12-24.does
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14 -31J
H RG reen
Attachment A-1
SCOPE OF SERVICES
For
Amendment I
US 20-West of Randall Road to East of Coombs Road
Phase I 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
March 29, 2024
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 1 of 12
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
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 2 of 12
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.
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 October 2024, CLIENT authorized an agreement to advance
a portion of the Phase I engineering services that included data collection, survey,
environmental evaluation, general meetings and coordination, and project administration.
In general. this SCOPE OF SERVICES governs the remainder of the Phase I engineering
services necessary to analyze and refine the 4-lane concept/preferred alternative for
improving traffic operations, multi-modal operations, and safety along US 20. These
services will include, but are not limited to, the following tasks: survey services; traffic and
alternatives analyses; geometric studies; environmental evaluation; drainage analyses;
preliminary plans; stakeholder outreach and public involvement; agency coordination; cost
estimates; and report preparation. The Phase II 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.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 3 of 12
2.0 Scope of Services
CLIENT agrees to employ COMPANY to perform the following services:
2.1 Survey Services
A. Right-of-Way Survey
COMPANY will recover existing right-of-way (ROW) evidence for approximately 13,500
feet (2.6 miles) along US 20, Longmeadow Parkway. Coombs Road. Plank Road,
Shannon Parkway, Nesler Road, and Weld Road (see Exhibit C-1 for survey limits).
COMPANY will calculate the existing ROW as shown on recorded plats of
dedication/highways and/or recorded subdivision plats to include on the base map.
B. Topographic Survey Base Map
COMPANY will generate a MicroStation drawing, and terrain model including one (1)
foot contour intervals. of the existing features collected within the project limits according
to IDOT standards. The topographic survey base map will show tags to existing visible
utilities and features, where appropriate.
C. Unmanned Aerial Vehicle (UAV) Mission
COMPANY will perform a UAV (drone) mission to obtain current aerial imagery for
mapping and exhibit purposes. The UAV mission may include some overlap onto
adjoining owners' property. COMPANY's FAA certified Remote Pilot will monitor the
flight path and adhere to FAA rules and regulations relating to unmanned aerial
system flights. COMPANY is not responsible for contacting adjacent property owners
whose property may fall within the flight path. Property owner notification is at the
discretion of CLIENT.
2.2 Traffic and Accident Analyses
A. COMPANY will verify the turning movement volumes established as part of the
feasibility study and update based on planned developments at the intersection of US
20 with Coombs Road and Shannon Parkway.
B. Utilizing the compiled traffic data, COMPANY will perform two (2) traffic signal warrant
analyses for the US 20 intersections with Longcommon Parkway/Weld Road and
Shannon Parkway.
C. COMPANY will perform a site distance study of the Loncommon Parkway/Weld Road
intersection to review for potential safety improvements including a traffic signal.
D. COMPANY will perform auxiliary turn-lane warrant analyses for the US 20 intersections
with Longcommon Parkway/Weld Road and Shannon Parkway.
E. The Synchro model created as part of the feasibility study will be updated per the
potential volume and geometry adjustments described above, and the analysis results
will be used in the Intersection Design Studies.
2.3 Alternatives Analysis
One (1) overall alternative to improve the US 20 corridor was carried forward from the
feasibility study. Revisions to the preferred design alternative will be completed to minimize
ROW impacts, to implement traffic calming or road diet options, and to address multi-modal
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 4 of 12
challenges. The following tasks will be completed by COMPANY as part of the alternatives
analysis:
A. Develop horizontal and vertical geometrics for the US 20 project corridor for the
preferred alternative.
B. Develop horizontal and vertical geometrics for up to two (2) alternatives to improve the
Coombs Road/Plank Road intersection and approach alignment. A preferred
alternative for this intersection will be selected in consultation with CLIENT and IDOT.
C. Develop horizontal and vertical geometrics for improving the following intersections
with US 20:
a. Shannon Parkway
b. Old Barn Road
c. Nesler Road
d. Weld Road/Longcommon Parkway
D. Evaluate ROW and access impacts on adjacent properties for the preferred
alternative, based on the anticipated construction limits as determined by preliminary
cross-sections.
E. Develop Preliminary Engineer's Opinion of Probable Construction Cost(EOPC)for the
proposed improvements to aide in the refinement of the preferred alternative.
F. Update aerial exhibit previously created as part of the feasibility study.
G. Prepare an alternatives analysis technical memorandum.
2.4 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. Social/Economic — A high level review will be conducted pertaining to the potential
social and economic impacts associated with the evaluated alternatives. The findings
will be documented in the Project Development Report (PDR).
B. Agricultural — No coordination with the Illinois Department of Agriculture (IDOA) or the
Natural Resources Conservation Service(NRCS) is anticipated as the ROW acquisition
is anticipated to be less than the applicable thresholds for requiring coordination. This
will be documented in the PDR.
C. Air Quality—Air quality regulations fall under 40 CFR Part 93 - Determining Conformity
of Federal Actions to State or Federal Implementation Plans. Kane County is identified
as a nonattainment area for ozone. The project is currently not in the CMAP
Transportation Improvement Plan (TIP) but will be added when funds for future phases
are obtained. Once the project is in the TIP, the conformity analysis will be coordinated
through CMAP, though COMPANY will provide the necessary data. Please note, the
project will need to be in the TIP before design approval will be granted by IDOT.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 5 of 12
D. Traffic Noise — The addition of through lanes from Coombs Road to Longcommon
Parkway will meet the definition of a Type I project and require a traffic noise analysis.
COMPANY will conduct a traffic noise analysis and the associated technical
memorandum. It is anticipated that up to 10 traffic noise receptors will be used to
represent the project area in the computer model, and up to four (4) sites will be
monitored in the field. As part of the noise abatement evaluation (if needed). benefited
receptor viewpoints will need to be solicited. This will be deferred to Phase II and is
not part of this SCOPE OF SERVICES.
E. Natural Resources —The corridor will be qualitatively reviewed for any 'high quality'
trees that will require incorporation into the design, require protective action during
construction, or be adversely impacted. All other trees of sufficient diameter will be
surveyed as part of the survey task and tree removal will be inventoried. This will be
documented in the PDR as necessary.
F. Threatened and Endangered (T&E) Species —T&E species will be addressed through
the ESR process. COMPANY will document the biological review coordinated by IDOT
in the PDR as necessary.
G. Water Quality/Resources—There are no streams within the project limits. Other open
water resources along the corridor will be included in the Waters of the U.S. (WOUS)
task.
H. WOUS/Wetlands—The Kane County Advanced Identification of Wetlands(ADID) maps
indicate there are open water resources in proximity to the ROW, but not within the
ROW. COMPANY will conduct a wetland delineation and document the findings in a
report. Wetland Impact Evaluation (WIE) forms will be submitted to IDOT after the
wetland impacts have been determined. Wetland banking options will be investigated
for the purpose of completing the WIE.
I. Special Waste — IDOT will conduct a Preliminary Environmental Site Assessment
(PESA) for any proposed improvements along US 20. As part of the PESA, Federal,
State and local databases will be reviewed to identify the potential for special waste.
The PESA findings will be documented in the PDR by COMPANY. A PESA response
form will be completed by COMPANY to document the potential special waste
involvement based on the findings of the PESA completed by IDOT. The PESA
response form will be submitted to IDOT to initiate the Preliminary Site Investigation
(PSI). The PSI is anticipated to be completed in Phase II.
J. Special Lands—The Mid-County Trail parallels US 20 on the south side between Nesler
Road and Longcommon Parkway. Portions of the trail are on City of Elgin property.
The portions of the trail on public property will need to be evaluated as Section 4(f) if
project approval is required from the Federal Highway Administration (FHWA).
COMPANY will prepare one (1) Section 4(f) de minimis report if impacts cannot be
avoided. COMPANY will attend up to two (2) virtual meetings with the City of Elgin
related to the Section 4(f) impacts and de minimis report. No additional coordination or
documentation is anticipated beyond what is required for the one (1) Section 4(f) de
minimis report.
2.5 Intersection Design Studies (Preferred Alternative Only)
COMPANY will develop one (1) Intersection Design Study (IDS) at Coombs Road/Plank
Road, one (1) IDS at Shannon Parkway. one (1) IDS at Nesler Road, and one (1) IDS at
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 6 of 12
Weld Road/Longcommon Parkway, based on the preferred alternative refined as part of the
Alternatives Analysis task. The IDS's will be submitted to CLIENT for concurrence, and
then submitted to IDOT for review and approval. It is assumed that three (3) submittals will
be necessary to obtain IDOT approval. All IDS submittals will be made electronically.
The following tasks will be completed as part of the IDS development:
A. ADA design and Details
COMPANY will design the sidewalk ramps to conform with ADA policy. COMPANY
will prepare ADA grading details for inclusion in each IDS, in accordance with IDOT
District One guidelines/standards.
B. IDS Exhibits
COMPANY will prepare IDS exhibits to show the channelization, capacity analysis
results, ADA details and general design considerations using the standard IDOT
format. AutoTURN simulations of the design vehicle will be included with the IDS.
C. Design Exception Documentation
BDE 3100 (Design Exception Request Project Identification) or BLR 22120 (Approval
of Design Variance) will be completed for each design element that does not meet
BDE or BLR policy, respectively. For the purposes of this SCOPE OF SERVICES. a
maximum of four (4) design exceptions per intersection have been assumed.
2.6 Location Drainage Study (Preferred Alternative Only)
COMPANY will develop a formal Location Drainage Study (LDS) in accordance with IDOT
District One requirements. The existing drainage consists of diches and culverts for
conveying the road ROW and offsite area tributary to the project limits. The proposed
improvements will consist of a 4-lane section with curb and gutter and storm sewers.
Ditches/swales behind the back of curb may need to be maintained for offsite areas along
with culverts provided under existing road crossings and/or driveways. A swale system
will be maintained to capture any offsite flow prior to it going over the curb.
A Kane County Stormwater Management permit, an Army Corps of Engineers Nationwide
Permit 14 for Linear Transportation Projects and a Kane-DuPage Soil and Water
Conservation District (KDSWCD) permit will be required for this project. The above-
mentioned permits will be completed in Phase II.
COMPANY will complete the following drainage tasks as part of the LDS:
A. Develop Existing Drainage Plan (EDP).
B. Perform an outlet evaluation (qualitative) for up to 6 existing outlets within the project
limits. Outlets are where the existing drainage leaves the road ROW. Outlets will be
evaluated for their sensitivity in accordance with the IDOT Drainage Manual.
C. Perform major culvert analyses (existing/proposed opening > 7.5 square feet or
tributary area > 20 acres). Two (2) major culverts will be analyzed using HY-8 with
StreamStats. The major culvert analysis will include a narrative, a Waterway
Information Table (WIT), and the existing/proposed HY-8 models. The major culvert
analyses will be documented in the LDS. and a separate submittal will not be provided.
The two crossing locations appear to be enclosed in the existing condition and may
need to be analyzed as part of the project's storm sewer system.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 7 of 12
D. Calculate detention and water quality volume requirements based on IDOT
methodology and the Kane County Stormwater Ordinance.
E. Prepare a Phase I level design of the drainage system using the drainage design
criteria within the IDOT Drainage Manual. The proposed drainage system will consist
of new storm sewers for the roadway and if required, ditches and driveway culverts for
management of the offsite areas. A minimum culvert size of 15' will be assumed for
driveway culverts in Phase 1 and these culverts will be designed in phase II. Inlet
spacing design will also be completed in Phase II.
F. This project crosses one (1) regulatory floodway/floodplain. The north side of US 20 is
a studied Zone AE floodplain with a mapped floodway associated with Sandy Creek.
The south side of US 20 is an unstudied Zone A floodplain. COMPANY will try to
minimize any impacts to floodplain and floodway. However, if encroachment is
necessary, COMPANY will calculate compensatory storage requirements for both the
proposed floodplain and floodway fill.
G. Develop Proposed Drainage Plan (PDP).
H. Complete narrative and compile preliminary LDS report.
I. Address IDOT comments and compile final LDS report.
J. Complete a Hydraulic Report and associated hydraulic analyses of the Sandy Creek
(Zone AE regulatory floodway) at US 20. It is assumed that a Flood Insurance Study
(FIS) model is available and can/will be modified by COMPANY with surveyed sections
as part of the hydraulic analysis. The streamstats flows are higher than the FIS flows.
therefore a design and permit Waterway Information Table (WIT) is anticipated. The
information for the permit model the FIS discharges will be used for the hydrology at
Cross Section upstream along the Sandy Creek and the FIS water surface elevation
will be used for the model's starting tailwater. Streamstats discharges will be used for
the design model with a normal tailwater condition since the flows are higher than the
FIS discharges. It is assumed that the crossing will consist of a pipe or box culvert. A
scour analysis will not be required. The Hydraulic Report will be submitted to IDOT
BLR for approval and the issuance of the floodway permit. It is assumed that
coordination and/or permitting with the Illinois Department of Natural Resources.
Office of Water Resources (IDNR-OWR will NOT be required since the floodway
permit will be issued by the BLR. The watershed tributary to this mapped floodway is
less than 1 square mile based on the FIS and StreamStats.
2.7 Preliminary Plans (Preferred Alternative Only)
A. Existing and Proposed Typical Sections
COMPANY will prepare existing and proposed typical sections depicting the existing
conditions as well as the proposed roadway improvements, grading, pedestrian and
bicycle accommodations, and ROW. The existing and proposed typical will be included
in the PDR.
B. Plan and Profile Sheets
COMPANY will prepare plan and profile sheets (at scale one(1) inch = 50 feet)detailing
the proposed roadway, grading limits. multi-use path and sidewalk improvements for
inclusion in the PDR.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 8 of 12
C. Cross-Sections
COMPANY will develop a 3D model and cross-sections for determination of ROW
acquisition needs, slope analysis and drainage design associated with the roadway,
multi-use path and sidewalk improvements. Where necessary, cross-sections will be
provided at 50-foot intervals, driveways, and any other locations deemed to be critical
to the design. The cross-sections will be submitted to CLIENT and IDOT, District One
for review and comment, but will not be included in the PDR.
2.8 Project Development Report
COMPANY will prepare a Phase I PDR for the proposed improvements, in accordance with
BLR guidelines. The PDR will be submitted to CLIENT and IDOT, District One for review
and approval. It is assumed that two (2) submittals will be required to obtain IDOT approval
of the PDR. All PDR submittals will be made electronically.
COMPANY will complete the following tasks as part of the PDR development:
A. Report narrative.
B. Design Criteria Checklist and Design Exception Request forms.
C. Traffic Management Analysis.
D. Utility conflict/coordination chart.
E. Refine EOPC from the Alternatives Analysis (preferred alternative only).
F. Compile and submit Preliminary PDR, including all exhibits and appendices.
G. Revise Preliminary PDR, per CLIENT and IDOT comments.
H. Compile and submit Final PDR, including all exhibits and appendices.
2.9 Public Involvement
It is assumed that one (1) open house public information meeting (PIM) will be required for
this project, which will be held in person. The following tasks will be completed in order to
satisfy the anticipated public involvement requirements for this project:
A. COMPANY will prepare a Stakeholder Involvement Plan (SIP) for review and
approval by CLIENT that describes the public involvement process, defines goals
and objectives, and lists stakeholders.
B. COMPANY will develop and update project mailing list (as needed).
C. COMPANY will prepare property owner notification letters to be placed on CLIENT
letterhead and distributed before the PIM to all property owners directly impacted
by the project. It is assumed 100 letters will be mailed.
D. COMPANY will coordinate meeting advertisements with the local media
(advertisement fees have been included as a direct cost).
E. COMPANY will coordinate and attend up to two (2) Project Study Group (PSG)
meetings with CLIENT, IDOT, KKCOM, and other key affected agencies to discuss
the intent of the study, funding levels, project timing, and to provide updates. This
task involves preparation of information packets to provide study information, solicit
feedback, and concurrence from the above-mentioned agencies.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 9 of 12
F. COMPANY will develop content, photos, and graphics for CLIENT to upload to their
website to provide general updates on the project and information about the PIM.
G. COMPANY will develop exhibits, and any other necessary material for viewing at
the PIM. Four (4) people from COMPANY will attend the PIM.
H. COMPANY will review the project presentation at CLIENT ("dry run") to solicit
comment prior to the PIM. This item includes travel, meeting set up. facilitation
and breakdown. Three (3) people from COMPANY will attend the dry run.
Four (4) people from COMPANY will attend the PIM. This item includes travel.
meeting set up, facilitation and breakdown.
J. COMPANY will summarize all comments received at the PIM and send responses
to all participants via a newsletter. It is assumed there will be 15 comments.
K. COMPANY will develop and distribute one (1) fact sheet to local businesses for
viewing by their interested parties.
2.10 General Meetings and Coordination
COMPANY will attend the following additional meetings and field checks:
1. Twelve (12) total. virtual coordination meetings with CLIENT (2 people):
2. Three (3) total, virtual coordination meetings with IDOT and/or the FHWA (2
people):
3. Two (2) field checks (2 people): and
4. One (1) City Council meeting (2 people).
COMPANY will also conduct general coordination throughout the project with CLIENT,
FHWA and/or IDOT, various stakeholders, and any utility companies having facilities within
project limits. 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.
2.11 Quality Assurance and Quality Control
Quality Assurance and Quality Control (QA/QC) will be provided in accordance with
COMPANY'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.
2.12 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.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29. 2024
Page 10 of 12
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. Aerial Exhibits;
B. Preliminary EOPC;
C. Alternatives Analysis Technical Memorandum;
D. Noise Technical Memorandum:
E. Wetland Delineation Report;
F. Wetland Impact Evaluation forms;
G. PESA Response Form;
H. One (1) Section 4(f) reports (Mid-County Trail);
I. Four (4) Intersection Design Studies;
J. Location Drainage Study and One (1) Hydraulic Report;
K. Preliminary Typical Sections. Plan and Profiles and Cross-Sections;
L. Project Development Report;
M. Stakeholder Involvement Plan;
N. Project Mailing List and Public Information Meeting Notification Letters (200);
O. Project Website;
P. One (1) Fact Sheet:
Q. Two (2) Public Information Meeting advertisements;
R. Responses to Public Information Meeting comments; and
S. One (1) Public Information Meeting summaries.
3.2 This SCOPE OF SERVICES is based upon an assumed project duration of 18 months,
commencing with COMPANY's receipt of written Notice to Proceed from CLIENT. This
schedule was prepared to include reasonable allowances for review and approval times
required by CLIENT 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 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. Plats of any nature and/or legal descriptions;
B. Wire height survey;
C. Coordination with property owners for UAV mission;
D. Tree species determination;
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 11 of 12
E. Roadway borings and/or Roadway Geotechnical Report;
F. NRCS/I DOA coordination;
G. Section 6(f) involvement;
H. PESA (to be completed by IDOT) and/or Preliminary Site Investigation:
I. Noise abatement evaluation:
J. Air quality analyses;
K. Water quality evaluation;
L. Inlet spacing calculations;
M. Minor culvert analyses:
N. Scour analysis:
O. Project Website;
P. Press kit(s):
Q. Meeting facility rental fees:
R. Phase II engineering services, including detailed plans and/or specifications:
S. ROW negotiations and/or acquisition services;
T. Construction layout and/or construction observation; and
U. Attendance at any meetings not specifically indicated herein.
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
and the side roads, CLIENT-owned utility information, 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 in accordance with the Illinois Prompt Payment Act.
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.
Scope of Services
US 20—West of Randall Road to East of Coombs Road
Amendment I-Phase I Engineering Services
March 29, 2024
Page 12 of 12
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. as detailed in Attachment D-1.
ATTACHMENT B-1
Committee of the Whole Meeting: April 10,2024
City Council Approval: April 24,2024
Notice to Proceed: April 29,2024
Survey: April 30,2024-June 30,2024
Traffic and Accident Analysis: May 1,2024—May 31, 2024
Alternative Analysis: July 1,2024—January 31,2025
Environmental Evaluation: April 11,2024—October 1,2025
Intersection Design Studies: July 1,2024—July 1, 2025
Location Drainage Study: July 1,2024-July 1,2025
Preliminary Plans: September 1,2024—September 1,2025
Project Development Report: March 1,2025—October 1,2025
Public Involvement: January 1,2025—August 1,2025
Meetings and Coordination: April 11,2024—October 1,2025
Quality Assurance/Quality Control: April 11, 2024—October 1,2025
Project Administration: April 11,2024—October 1,2025
Project Completion: October 1,2025
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Attachment D-1
Local Public Agency County Section Number
City of Elgin Kane
Consultant / Subconsultant Name Job Number
HR Green, Inc.
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATE 181.10% COMPLEXITY FACTOR 0
DIRECT COSTS
(not included in OVERHEAD&FRINGE SERVICES BY %OF GRAND
TASK row totals) STAFF HOURS PAYROLL BENEFITS FIXED FEE OTHERS TOTAL TOTAL
2.1 Survey Services 343 256 13.452 24.361 4,439 42.252 6.31
2.2 Traffic and Accident Analyses 44 2.716 4.918 896 8.530 1.27%
2.3 Alternatives Analysis 390 20,490 37.107 6.762 64.359 9.61%
2.4 Environmental Evaluation 268 418 27.309' 49.457 9.012 85.778 12.81%
2.5 Intersection Design Studies 480 22,282 40.353 7.353 69.988 10.45%
2.6 Location Drainage Study 952 48,028 86.978 15,849 150,855 22.53%
2.7 Preliminary Plans 558 26,286 47.604 8.674 82,564 12.33%
2.8 Project Development Report 218 13,060 23.651 4,310 41,021 6.13%
2.9 Public Involvement 1.252 225 13,967 25,295 4,609 43,871 6.55%
2.10 General Meetings and Coordinati 80 173 13,716 24.839 4.526 43,081 6.43%
2.11 QA/QC 48 3,927 7.112 1,296 12,335 1.84%
2.12 Administration 116 7.335 13.283 2.420 23.038 3.44%
Subconsultant DL $0.00
Direct Costs Total ===> $1.943.00 $1,943.00 0.29%
TOTALS 38781 212,568I 384.9581 70.146I - 669,615 100.00%
597.526
BLR 05514 (Rev. 02/09/23)
Printed 4/1/2024 11:23 AM COST EST
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