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HomeMy WebLinkAbout24-13 Resolution No. 24-13 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI & RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE BIG TIMBER ROAD AND MADELINE LANE INTERSECTION IMPROVEMENT 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 an Agreement on behalf of the City of Elgin with Hampton, Lenzini & Renwick, Inc., for professional services in connection with the Big Timber Road and Madeline Lane intersection improvement project,a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: January 24, 2024 Adopted: January 24, 2024 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 24th day of January , 20 24 ,by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and Hampton, Lenzini & Renwick, Inc., a Delaware 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 the Big Timber Road and Madeline Lane Intersection Improvement Project(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 Services Director of the CITY,herein after referred to as the"DIRECTOR". B. The scope of services for the project shall include but is not limited to all design work necessary for the proper preparation of plans and bid documents for construction for the Project. The project plans shall include existing and proposed typical sections, plan sheets(as necessary), roadway profiles(as necessary), ADA sidewalk details (as necessary), intersection grading plans, traffic signal plan sheets,interconnect plans,maintenance of traffic plans, standard details and special details. The project bid documents will include summary of quantities, general contract provisions,and IEPA 663 (as necessary)forms. Plans and Bid Documents shall comply with City of Elgin bidding requirements. The services provided shall include all necessary coordination with Kane County Division of Transportation for permitting, bidding coordination with the CITY's Purchasing Department, and bid recommendation. C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A and incorporated into this Agreement by this reference. D. A location map setting forth the location of the PROJECT is attached hereto as Attachment C and incorporated into this Agreement by this reference. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. a. 1/10/2024—Engineering Services Agreement Presented to City of the Whole b. 1/24/2024—Engineering Services Agreement Approval at City Council c. 3/15/2024—Preliminary Plans d. 4/15/2024—Prefinal Plans e. 5/15/2024—Final Plans f. 5/15/2024—Project Local Letting g. 6/12/2024—Construction Contract Approval at City Council h. 6/30/2024—Start Construction i. 7/15/2024—Temporary Traffic Signal Installation B. A detailed project schedule for the PROJECT is included in Attachment A,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 hourly rate of classification of the personnel employed on this PROJECT, with the total fee not to exceed $141,785.00 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR, and approved by way of written amendment to this Agreement -2 - executed by the parties. A detailed cost breakdown for the PROJECT is attached hereto as Attachment b and incorporated into this Agreement by this reference. 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$141,785.00 provided for in Section 4A above. C. The cost of any such reimbursable expenses is included within the total not-to- exceed amount of$141,785.00 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. Date Estimated % Estimated Value of Estimated Completion Work Completed Invoice Value 3/1/2024 25% $35,446.25 $35,446.25 4/1/2024 25% $70,892.50 $35,446.25 5/1/2024 25% $106,338.75 $35,446.25 6/1/2024 15% $127,606.50 $21,267.75 7/1/2024 5% $134,691.75 $7,089.25 8/1/2024 5% $141,785.00 $7,089.25 TOTAL 100% $141,785.00 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 -3 - so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under section 4 above. 7. TERM This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on the date the CITY determines that all of the ENGINEER's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY,the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the ENGINEER pursuant to section 4 hereof, no action shall be commenced by the ENGINEER against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law, including,but not limited to, the Local Government Prompt Payment Act(50 ILCS 501/1, et seq.), as amended, or the Illinois Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree that any action by the ENGINEER arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time-barred. The provisions of this section shall survive any expiration,completion and/or termination of this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold harmless the CITY, its officers,employees,agents,boards and commissions from and against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not -4- limited to workers compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith,including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents,boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any expiration and/or termination of this Agreement. 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 - 5 - acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30)days prior written notice to the DIRECTOR. 13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEOUENCES, 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. -6- 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 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 -7- written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION W1.111 OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's 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 defmition 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 - 8 - 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. 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, P.E. Amy McSwane, PE,PTOE Public Services Director Corporate Treasurer City of Elgin Hampton,Lenzini&Renwick, Inc. 150 Dexter Court 380 Shepard Drive Elgin,Illinois 60120-5555 Elgin, IL 60123 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. -9- IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By l i 7By: 0MIL/Jan—kJ City Manager Name/Print: Amy McSwane At s Title: Corporate Treasurer '11g4la'° - 10 - ATTACHMENT A Scope of Service Big Timber Road and Madeline Lane Traffic Signal Improvement Kane County Division of Transportation SCOPE OF SERVICES The City of Elgin (hereinafter the "Client") has requested professional engineering services for a new traffic signal and roadway improvements at the intersection of Big Timber Road and Madeline Lane (hereinafter the "Project"). The following outlines the proposed Project scope of services. UNDERSTANDING OF THE PROJECT Hampton, Lenzini and Renwick, Inc. (HLR) has prepared this Scope of Work for engineering services based on our knowledge of the Project from the following items: • Site Review • Previously prepared traffic signal plans by Sam Schwartz Engineering, DPC The following is a list of basic project understandings • HLR will provide boundary determination services to determine the existing right-of-way. Land Acquisition services are not included in the scope of work. • Lighting design will be included on the traffic signal plans as combination lighting in accordance with Kane County Division of Transportation (KDOT) requirements. • The fiber optic interconnect to the Randall Road system will be included, extending 2,000 feet west (Tyrrell Road) and 3,800 feet east (Randall Road) of the intersection. • Traffic signals previously designed will be redesigned to current KDOT standards. • Temporary traffic signals are proposed due to material procurement delays. The Client will notify HLR if this work is not required. • Traffic counts and a revised IDS with projected traffic will be utilized as a basis for the revised plans. • Construction observation is not included in this agreement but will be in a future agreement, if requested. The project limits are understood to be: • Big Timber Road — 500 feet east and west of Madeline Lane • Madeline Lane—400 feet north and south of Big Timber Road Schedule— Based on our project understanding, the following are project milestones desired by Client. Notice to Proceed January 2024 _ Preliminary Plans and Bid Documents (Elgin Review) March 2024 Pre-Final Plans and Bid Documents (Elgin/ KDOT Review) April 2024 Final Plans and Bid Documents (Elgin/ KDOT Review) May 2024 Project Local Bidding May 2024 — Board Approval —Construction June 2024 Start of Construction June 2024 Temporary Traffic Signals Installation July 2024 End of Construction Spring 2025 PHASE I ENGINEERING Based on the goals of the project, the following services are provided to seek approval by IDOT for the project. ❑ Preliminary Design Studies - HLR will complete a Preliminary Design Study in accordance with IDOT BLR procedures and is limited to the following tasks: Traffic Counts—A 13-hour count will be provided at the following locations: • Big Timber Road at Madeline Lane The traffic counts will be based on traffic cameras and processed by a third-party vendor that utilizes IDOT approved methods. Intersection Design Study(IDS)—An IDS will be prepared and will include intersection geometry and approach profiles in accordance with IDOT Standards based on the following assumptions: • Design Vehicle = WB-65 • Design Year = 2024 • Design Speed = 45mph The IDS will be prepared for the following intersections: • Big Timber Road and Madeline Lane PHASE II ENGINEERING Based on the understanding of the project, the following items are necessary parts of the design scope of services: Survey and Land Acquisition • Topographic Survey(Scanned survey) • Boundary Determination Survey Utility • Utility Coordination Design Plans • Title Sheet • General Notes • Alignment, Ties, and Benchmarks • Summary of Quantities • Schedule of Quantities • Typical Sections • Removal Plans (50 scale, 2-sheets) • Plan and Profile (20 scale, 2-sheets) • Intersection Grading Plan (10 scale, 1-sheet) • Landscaping Plan (50 scale, 1-sheet) • ADA Sidewalk Grading Plan (8 ramps) • Pavement Marking and Signing Plan (50 scale, 2-sheets) • Temporary Traffic Signal Plans • Traffic Signal Plan and Details (4 sheets) • Permanent Interconnect Plan • Cross Sections (Xsect every 50' + Drives — 10 Xsect) • Maintenance of Traffic Plans • Special Details (Non-Structural) • Standard Details Bid Documents • Quantity Calculations • Special Provisions • Cost Estimate and Contract Time • Permitting and Environmental Coordination Permitting • Clean Construction and Demolition Debris • Kane County Division of Transportation • ComEd drop application Clean Construction Demolition Debris (CCDD)— Based on a cursory review of publicly available data, HLR anticipates that this project can be processed under the IEPA LPC 663 CCDD Disposal. If during the formal project and environmental database review, the project does not meet the assumed process, HLR will notify the client in writing and may require additional compensation. •IEPA LPC 663 - In the event that any PIPs are found on or adjacent to the site, the client would be notified of the options available for material disposal prior to commencing the 663 process. If any areas are adjacent to PIPs, the site will require additional testing and analysis, for processing with a 663 application. The 663 requires taking an estimated 2 soil samples for soil characterization. If additional samples are required for the project, HLR will request additional compensation. This proposal assumes a driller will not be needed, and soil samples can be collected with a hand auger. These samples will be used to establish pre-existing conditions and also for potential CCDD coordination. The soil samples will be submitted to a NELAC approved laboratory for analysis. We may analyze each soil sample for metals, volatiles, semivolatiles, polynuclear aromatic hydrocarbons and PCBs. The results of the analysis would be compared to the limits outlined in the Maximum Allowable Concentrations (MAC) of Chemical Constituents In Uncontaminated Soil Used as Fill Material At Regulated Fill Operations (35 III. Adm. Code 1100.Subpart F). A 663 will be prepared if levels meet MAC table limits. Kane County Division of Transportation (KDOT) Major Access Permit — HLR will prepare the permit application, signal maintenance transfer agreement,and coordinate updates based on comments made by KDOT staff. It is anticipated that HLR will revise the plans a maximum of two review cycles. In the event that additional review cycles are required, HLR will request additional funding to implement revisions. The City and the selected contractor will be required to execute the Kane County permit. SCOPE OF SERVICES 1. Survey Based on our understanding of the project and the needs of the client the following services are included in the scope of service: Topographic Survey • Topographic Survey — HLR will provide topographic survey to document existing conditions for the purpose of preparing the design requested by the Client. Topographic survey will be limited to: • Curb and Gutter • Edge of Pavement and Shoulders • Sidewalk • Driveways • Building Faces Only • Pavement Marking • Visible Property Corners • Signs • Utilities—Above Ground • Utilities— Below Ground (observed only) • Drainage Items • Detailed Bridge Information • Detailed Waterway Cross Sections • Roadway Safety Items • Trees • Landscaping Areas • Ground Shots Topographic survey will be limited to the right-of-way area. Topographic Survey will be based on the following coordinate system: Horizontal - Illinois State Plane— East Vertical - NAVD-88 • Boundary Determination — HLR will determine the existing right-of-way based on information found in the field and publicly available information including Plat of Highways, GIS, Sidwells, and preliminary plats from the County Recorder online. 2. Utility Coordination HLR will coordinate with utilities with determining their facility location, potential conflict determination, and resolution of those conflicts. The major work items under this task will include: A J.U.L.I.E. Design Stage Locate request will be submitted. Project status letters will be prepared to the individual utility companies along with location map to request atlas maps. HLR will verify the utilities identified on the atlas maps provided by the utilities. HLR will send preliminary plans and letters (on City letterhead) to utilities for verification of utility location on the plans and for early coordination of conflict analysis. HLR will review potential utility conflicts determined by the utility owner in regard to the proposed improvements based on review of preliminary plans. These locations will be discussed with the utility if relocation is not possible. Pre-final and Final plans and letters (on City letterhead) will be sent to the utility companies. These submittals will include location of conflicts identified by the utilities. HLR will review all utility permit request submitted to the Client to check that the relocations are consistent with coordination and the proposed improvements. The following is a list of known utilities within the project limits: • AT&T • Century Link • City of Elgin • Comcast • ComEd • MCI-Verizon • Nicor Gas • US Signal • Vinakom • WOW • Zayo 3. Proposed Plans, Bid Documents, Calculations, and Estimates of Probable Costs -i Plans -The plans will be prepared and submitted to the Client at the following intervals: • Pre-Final (90%) —Plans and concepts are nearly complete and minor modifications are expected.This will be sent to the client and Kane County Division of Transportation (KDOT) for review and comment. • Final (100%) — Plans are fully developed and are ready for distribution to contractors. This will be sent to the client for reference and KDOT for acceptance. HLR will respond to comments that may occur after submittal of the final documents, as needed. The actual letting may not be as indicated above. HLR will revise the bid documents for the actual letting date. The plans are working drawings that show the location, configuration, and dimensions of the proposed construction activities. The plans will be prepared under the supervision of a Professional Engineer. The plan set will consist of the following drawings and the estimated number of sheets: Title Sheet 1 Sheet(s) General Notes 1 Sheet(s) Summary of Quantities 3 Sheet(s) Schedule of Quantities 4 Sheet(s) Alignment, Ties and Benchmarks 2 Sheet(s) Existing Conditions and Removals (50-scale) 3 Sheet(s) Pavement Marking and Signing Plan (50-scale) 3 Sheet(s) Temporary and Permanent Traffic Signal Plans and Details 8 Sheet(s) (20/50-scale) _ Permanent Interconnect Plan, Schematic, and Splicing 8 Sheet(s) ADA Ramp Details (5/10-scale) 8 Ramp(s) Special Details Provided by KDOT Standard Details Provided by IDOT D1 Increases to the actual number of plans sheets as compared to the estimated sheets above may constitute additional work. HLR will notify the Client if additional work is anticipated. HLR will distribute electronic version of plans, bid documents, and estimate of probable costs to Client's Project Manager for distribution to reviewers. Comments provided will be reviewed and necessary updates will be made. Disposition to comments will be provided at the next submittal. The disposition to comments will be provided based on how HLR received them: • Client provides a list of comments — HLR will provide a formal disposition to comments in letter format. • Client provides comment on plan and/or bid document sheets— HLR will provide written disposition to comments next to the comments provided by the Client. n Bid Documents—Bid Documents will be prepared for the solicitation of contractors to provide construction services. Bid Documents format will be based on the following criteria: Format— HLR will prepare a bid document based on City of Elgin formatting. HLR will prepare contract specifications and special provisions for Pre-Final and Final Plan submittals. The latest version of the IDOT"Standard Specifications for Road and Bridge Construction"and "Supplemental Specifications and Recurring Special Provisions" will be used as the basis of the construction special provisions. IDOT check sheets will be used as required by the project. Where a project work item contains work, material, unique sequence of operations or any other requirements that are not included in the Standard Specifications, Supplemental Specifications, Recurring Special Provisions, BDE Special Provisions or Guide Bridge Special Provisions, a project specific Special Provision will be written by HLR. 4. Cost Estimate Estimate of Probable Cost - HLR will prepare engineering opinions of probable construction costs for each submittal. Costs will be determined using available guides and bid tabulations from similar projects. In addition, the pay item reports with awarded prices from IDOT's website will be used to approximate current unit costs. Quantity calculations will be provided to the Client for use by the Phase III consultant. 5. Consultation and Coordination • Coordination Meeting - Coordination and design meeting with the Client (assume 2 meetings). • Monthly Status Report— HLR will prepare and send by email to Client the project status updates. This will include schedule, budget, and outstanding issue ATTACHMENT B CITY OF ELGIN PROPOSED ENGINEERING SERVICES BIG TIMBER ROAD AND MADELINE LANE - PHASE II PLAN DEVELOPMENT DETAILED COST BREAKDOWN Employee Classification Task Description PR E6 ES E4 E3 El T3 T2 SUR ENV ENV ENV Direct Costs Hours Fee 2 3 2 1 1 SURVEY AND LAND AC. SITION SERVICE Project Administration 5 5 $ 1,075.00 Obtain-P 0 S - Control/Level Circuit 8 8 5 1,360.00 Topographic/Route Survey 4 20 24 5 4,260.00 Land/Boundary/Right-of-Way Survey 28 28 $ 4,760.00 Drafting/Plat Preparation 6 20 26 $ 3.690.00 Legal Dessriatiens 0 S Review QC/QA 2 2 S 490.00 Appraisal 0 5 -- Review-Appraisal 0 5 - Appraisal--Renewal- 0 S - 0 S - Negetiatiens- 0 5 - 0 $ - PHASE I DE N EN k _ RING ERVICE Conduct 13 hour traffic count 2 5 300.00 2 5 640.00 Revise Intersection Design Study 32 10 42 S 7,090.00 DESIGN ENGINEERIN ERVICES Traffic Signal Plans Title Sheet 3 2 5 S 885.00 General Notes 4 3 7 S 1,235.00 Alignment.Ties,and Benchmarks 4 8 12 $ 2,060.00 Summary of Quantities 6 2 8 $ 1,440.00 Schedule of Quantities 14 4 18 S 3,250.00 Typical Sections 8 4 12 S _ 2,140.00 Removal Plan(50 scale.2-sheets) 16 8 24 $ 4,280.00 Plan and Profiles(20 scale.2-sheets) 40 16 56 $ 10,040.00 Intersection Grading Plan(10 scale. 1-sheet) 22 6 28 S 5.060.00 0 $ - • 0 $ - Control-Klan- Details) 0 $ - Landscaping Plan(Tree Replacement included)(50 scale. 1-sheets) 8 6 14 $ 2470.00 ADA Sidewalk Grading Plan(8 ramps) 24 16 40 S 7,080.00 Stwctural-retails 0 5 - Pavement Marking and Signing Plan(50 scale.2-sheets) 10 6 16 5 2,840.00 Street-Lighting0 $ - Temporary Traffic Signal Plans 30 8 38 S 6,870.00 Traffic Signal Plan and Details(4 sheets) 36 8 44 $ 7,980.00 Temporary lan-/-Sc 0 $ - Permanent Interconnect Plan(Plan/Schematic/Splicing) 20 8 28 5 5,020.00 12/13/2023 1 of 2 ATTACHMENT B CITY OF ELGIN PROPOSED ENGINEERING SERVICES BIG TIMBER ROAD AND MADELINE LANE - PHASE II PLAN DEVELOPMENT DETAILED COST BREAKDOWN Cross Sections in areas of widening only(Xsect every 50'-, Drives- 10 20 1u 30 S 5,350.00 Xsect) Maintenance of Traffic Plans 20 10 30 $ 5,350.00 Special Details(Non-Structural) 6 2 8 $ __ 1,440.00 Standard Details(List) 4 4 $ 740.00 Prepare Bid Documents 20 20 $ , 3,700.00 Prepare Estimate of Cost 10 10 20 $ 3,100.00 Prepare Estimate of Time and Lump Sum Cost Breakdown 6 6 $ 1,110.00 Updates based on Comments(Kane County/Elgin) 4 20 16 40 $ 6,560.00 Updates based on Changes to IDOT Specifications and Standard Details 8 8 $ 1,480.00 Utility Coordination 8 20 28 $ _ 3,980.00 Bidding Assistance/RFI 8 6 14 $ 2,470.00 PERMITTIN Wet 0 $ Wet 0 $ - — Prepare USAGE-Permit 0 $ — Coordination T),Section 7 A 0 $ 0 $ - 0 $ Bat-Assessment 0 $ - — Prepar — 0 $ - Prepay m 0 $ Prepay 0_ $ - -, Prepare IEPA Notice of Termination 0 $ --_, Prepay ion-Permit 0 $ - Prepay 0 $ - Pr 0 $ - Pr 0 S - Prepare and submit ComEd power drop application 8 2 10 $ 1,730.00 Obtain Environmental Database Report(EDR) $ 100.00 $ 100.00 0 $ - Prepare Clean Construction and Demolition Debris(CCDD)Form 663 4 16 24 44 $ 5.520.00 Obtain soil samples for testing S 2,200.00 $ 2,200.00 Prepare a-Preliminacv Environmental Site-Anatysis4R€SA)-UPDATE 0 $ Prepay investioation4PSI4 5. CONSTRUCTION ENG NEERING NOT INCLUDED 0 $ - C••RDIN• •k •N• C•NSULTATION Prepare and Attend Coordination Meeting(2 Meetings) 4 6 10 $ 1.970.00 Prepare Monthly Status Report to Client 6 6 $ 1.170.00 7. •UALITY ASS RANC •ND PROJECT ADMINISTRATI•N Quality Assurance and Quality Control 20 20 $ 3,900.00 Project Administration 20 20 $ 3,900.00 Total 2 17 46 389 34 48 149 20 56 4 16 24 $ 2,600.00 805 $ 141,785.00 12/13/2023 7of2 ATTACHMENT C LOCATION MAP s ., lir zji . ids;. �x. t .'4arNt. / 44$.• a� ;4 %T. v.. -- r ;` • \\cam, •. ,4 .,, ''fib ,')+, a'' .4 a�21 T t •' at S P 90 • -, W -,, ... 10HN B • SANFILIPPO& SON - ADVOCATE o SHERMAN co oo HOSPITAL co •a c to cc I B� e°T,• �bP'•9 °a a A••c a Big Timber Road and Madeline Lane Intersection Improvement Project