HomeMy WebLinkAbout24-157 Resolution No. 24-157
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH FEHR GRAHAM AND ASSOCIATES, LLC FOR
CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE 2024
FREMONT-WILLARD 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 an Local Public Agency Engineering Services
Agreement on behalf of the City of Elgin with Fehr Graham and Associates,LLC,for construction
engineering services in connection with the 2024 Fremont-Willard 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: June 26,2024
Adopted: June 26,2024
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis,City Clerk
'V
Illinois Department Local Public Agency
of Transportation Engineering Services Agreement
Agreement For Agreement Type
Using Federal Funds?❑ Yes ® No MFT CE Original
LOCAL PUBLIC AGENCY
Local Public Agency County Section Number Job Number
City of Elgin Kane 24-00205-00-RS N/A
Project Number Contact Name Phone Number Email
N/A Max Heidgen (847) 214-5416 heidgen_m@cityofelgin.org
SECTION PROVISIONS
Local Street/Road Name Key Route Length Structure Number
Various Local Roads J N/A 3.04 mi. N/A
Location Termini Add Location
See attached location map Remove Location
Project Description
The proposed improvements consist of pavement patching. pavement milling, HMA resurfacing. combination
curb and gutter removal and replacement. sidewalk removal and replacement, structure adjustments, minor
drainage improvements, HMA and PCC driveway removal and replacement. landscape restoration. traffic
control, and all other ancillary work required to complete the project.
Engineering Funding ® MFT/TBP ❑ State ❑ Other
Anticipated Construction Funding ❑ Federal ® MFT/TBP ❑ State ❑ Other
AGREEMENT FOR
® Phase III-Construction Engineering
CONSULTANT
Prime Consultant(Firm) Name Contact Name Phone Number Email
Fehr Graham Jason Stoll (815) 562-9087 jstoll@fehrgraham.com
Address City State Zip Code
515 Lincoln Highway Rochelle IL 61068
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
Completed06/04/24 Page 1 of 9 BLR 05530(Rev.07/08/22)
Contractor Company or Companies to which the construction contract was awarded
AGREEMENT EXHIBITS
The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT:
® EXHIBIT A: Scope of Services
® EXHIBIT B: Project Schedule
® EXHIBIT C: Qualification Based Selection(QBS)Checklist
® 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)
® EXHIBIT E: Location Map
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.
Completed06/04/24 Page 2 of 9 BLR 05530(Rev.07/08/22)
(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
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
(Maximum Fee$40,000)(For federal funds the lump sum shall be determined using the
❑ Lump Sum Cost Plus Fixed Fee Formula.)
❑ Specific Rate
® 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 firms 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 recipients 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.).
III. 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
government, 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.
Completed06/04/24 Page 3 of 9 BLR 05530(Rev.07/08/22)
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
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
firm 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
at 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.
Completed06/04/24 Page 4 of 9 BLR 05530(Rev.07/08/22)
(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.
(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 contractors 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 TIN/FEIN/SS Number Agreement Amount
Fehr Graham 36-2780335 $148,318.00
Subconsultants TIN/FEIN/SS Number Agreement Amount
Testing Services Corporation 35-0937582 $9,500.00
~ Subconsultant Total $9,500.00
Prime Consultant Total $148,318.00
Total for all work $157,818.00
Completed 06/04/24 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 J of City of Elgin 1
By(Signature&Date) B Si u Date)1 hea/fA
•
6/26/2024 6/26/2024
Local Public A enc _ Local Public Agency Type Title _
City in City (Clerk Richard G. Kozal,City Manager I
JGINEER
:
Prime Consultant(Firm)Name
Attest: Fehr Graham
By(Signature• &Date) By(Sign ure Dat
(-21FJ es-` (aitL( \-)—'f iii7...49V-1
Title Title
t M l•. i PP 2,rlC,P Rr., J
APPROVED:
Regional Engineer, Department of Transportation(Signature&Date)
Completed06/04/24 Page 6 of 9 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm) Name County Section Number
City of Elgin Fehr Graham Kane JI24-00205-00-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".
Completed 06/04/24 Page 7 of 9 BLR 05530(Rev.07/08/22)
ATTACHMENT A - SCOPE OF SERVICES
The Phase III Construction Engineering services will include the following:
Preconstruction Tasks:
1. Coordinate/Attend preconstruction meeting with all interested parties to discuss goals,
objectives,and issues.
2. Review the requirements of construction and all required project permits.
3. Review the plans and specifications in depth,verifying quantities,elevations,and
dimensions relevant to the project.Also,anticipate any potential conflicts or issues and
develop solutions prior to construction.
4. Review the contractor's proposed construction schedule for compliance with contract.
5. Review the MOT for possible improvements highlighting areas of concern.
6. Prepare a project contact list with names,addresses,phone numbers,and email
addresses for all contractors,subcontractors,and suppliers for the project.Also,submit
24-hour contact numbers for applicable parties.
7. Review the record drawing requirements with the contractor.
8. Prepare and distribute bilingual(English and Spanish)construction notification letters to
residences and businesses impacted by construction to make them aware of the
upcoming work.
9. Prepare an agenda for the preconstruction meeting and provide preconstruction meeting
minutes.
Construction Tasks:
1. Provide a Resident Engineer for required daily activities such as:observing the progress
and quality of the work and determining if the work is proceeding in accordance with the
contract documents. Maintain site presence at all times when the contractor is working.
Disapprove any work failing to conform to the contract documents and immediately
inform City.Verify that there are no deviations from the contract documents unless
authorized by City.
2. Keep the inspector's daily reports and quantity book records up to date.Also maintain a
project diary noting all necessary observations.Advise if the contactor is falling behind
schedule.
3. Maintain a submittal log and check status to ensure timely approval.
4. Perform quantity measurements to prepare pay estimates and change orders to review
with contractor and submit to the City for review and approval.
5. Organize and attend weekly on-site construction progress meetings.
6. Provide liaison functions related to coordination of contractors,utilities(if required),
developers,other agencies,residents,and property owners engaged or affected by the
project.
7. Check and approve any project and/or material submittals for compliance with
standards.
8. Forward recommendations to the City representatives.
9. Maintain daily contact with contractor to monitor schedule and recommend actions that
should be taken if falling behind.
10. Maintain contact with the utility companies and their contractors as needed to monitor
concurrence with proposed schedules, if required.
11. Maintain daily contact with the City representatives as needed to inform on all relevant
project information.
12. Inspect,document,and inform the contractor and the City of the adequacy of the
establishment and maintenance of traffic control.Perform all necessary traffic control
checks.Document deficiencies and contractor responses to notices of the same.Inform
the City of deficiencies and if the contractor does not correct or enforce as contract
stipulates.
13. Provide Quality Assurance(QA)services in accordance with IDOT QC/QA practices and
procedures(contractor will provide QC).Provide necessary coordination and qualified
personnel to perform work for all materials.Obtain and test soil,asphalt,concrete,and
aggregate samples to perform necessary testing to fulfill QA/geotechnical requirements.
Reports shall be prepared in a timely manner and coordinated with QC data.The
consultant(or subconsultant)shall fulfill the requirements as the QA manager.
14. Maintain a set of working drawings as construction is progressing.
15. Provide all necessary equipment,instruments,supplies,transportation,and personnel
required to perform duties of the project team.
16. Maintain and periodically transmit to the contractor a running punch list to expedite
project close out.
17. Obtain material acceptance certifications as materials are incorporated into the project
to expedite project closeout.Withhold payment until material inspection and
certifications are provided.
18. Monitor and enforce all OSHA safety regulations are followed by the consultant staff and
Fehr Graham sub-consultants.
19. Monitor and document erosion control and ensure conformity with the plans and
standards.
20. Follow the IDOT Documentation of Contract Quantities guidelines.Complete all other
miscellaneous paperwork and requirements per IDOT to administer the project including
but not limited to certified payrolls,DBE paperwork, interviews,independent weight
checks,consultant evaluations,etc.
21. Provide the City with regular invoicing on the BLR 05621 form(Local Agency Cost Plus
Fixed Fee Invoice)and provide supporting documentation as requested in order for the
City to submit for reimbursement when applicable(such as certified time sheets and sub-
consultant invoices)in accordance with Section 5-10 of the Bureau of Local Roads and
Streets Manual.
22. Construction staking and layout(as requested by Contractor)
23. Prepare and distribute a bilingual(English and Spanish)resident notification letter for the loss
of driveway access for PCC replacement.
24. Communicate daily construction activities to the City via email and via the City's Construction
Command Salesforce page.
Post Construction Tasks:
1. Perform final inspection with the City representative,Contractor,and all applicable
utilities to finalize punch list. Document the items in the final punch list and submit them
to the contractor for close out.Verify completion of all work and provide a
recommendation to City.
2. Complete a contractor performance evaluation and conduct a post construction meeting
with all interested parties to discuss lessons learned and identify steps to eliminate
problems in the future.
3. Verify that all documentation is accomplished and that all material inspections and
certifications have been accounted for and are complete.
4. Provide all documentation associated with the final balancing change order and final pay
estimate.
5. Complete the job box(if required),the final papers,and conduct all audit(s)when
required.The job box(if required)wilt remain property of the City.If no job box is required,
provide copies of final papers and other documentation as requested by the City.
6. Provide City with a set of record(as-built)drawings.
7. Close out the project with IDOT within a reasonable time frame after all construction is
completed.
8. Provide the City with a final invoice on the BLR 05621 form,labeled"&FINAL".Provide
the BLR 05613 Engineering Payment Report with the invoice.
9. Prepare and submit all necessary project closeout documentation to IDOT.
N:\Proposals\2024\Jason Stoll\Elgin,City of\Fremont-Willard Resurfacing PH III\Exhibit A-Scope of Work.docx
Local Public Agency Prime Consultant(Firm)Name County Section Number
City of Elgin Fehr Graham Kane 24-00205-00-RS
EXHIBIT B
PROJECT SCHEDULE
• Anticipated Final Approval of Construction Engineering Services Agreement by City Council: June 26, 2024
• Target Bid Advertisement Date: June 24, 2024
• Target Bid Opening: July 10, 2024
• Target Construction Contract Award: July 24, 2024
• Target Pre-Construction Meeting: July 31, 2024
• Target Construction Start Date: August 5, 2024
• Construction Substantial Completion: October 20, 2024
• Construction Final Completion: November 1, 2024
• Project Closeout: April 2025
Completed06/04/24 Page 8 of 9 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm)Name County Section Number
City of Elgin Fehr Graham Kane 24-00205-00-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 ® ❑
and 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? ® ❑
4 Was public notice given for this project? ® ❑
5 Do the written QBS policies and procedures cover conflicts of interest? ® ❑
6 Do the written QBS policies and procedures use covered methods of verification for suspension and ® ❑
debarment?
7 Do the written QBS policies and procedures discuss the methods of evaluation? ® ❑
Project Criteria Weighting
8 Do the written QBS policies and procedures discuss the method of selection? ® ❑
Selection committee(titles)for this project
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? ® ❑
10 Were negotiations for this project performed in accordance with federal requirements. ® ❑
11 Were acceptable costs for this project verified? ® ❑
Do the written QBS policies and procedures cover review and approving for payment,before forwarding
12 ® ❑
the 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 ® ❑
breaches to a contract,and resolution of disputes)?
14 QBS according to State requirements used? ® ❑
15 Existing relationship used in lieu of QBS process? ❑ El
16 LPA is a home rule community(Exempt from QBS). ❑
Completed06/04/24 Page 9 of 9 BLR 05530(Rev.07/08/22)
EXHIBIT D
GIllinois Department COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
of Transportation FIXED RAISE
Local Public Agency County Section Number
City of Elgin Kane & Cook 24-00205-00-RS
Prime Consultant(Firm) Name Prepared By Date
Fehr Graham Jason Stoll 5/17/2024
Consultant/Subconsultant Name Job Number
Fehr Graham
Note: This is name of the consultant the CECS is being completed
for. This name appears at the top of each tab.
Remarks
2024 Fremont-Willard Resurfacing Construction Engineering Phase III Services
PAYROLL ESCALATION TABLE
CONTRACT TERM 11 MONTHS OVERHEAD RATE 130.46%
START DATE 7/1/2024 COMPLEXITY FACTOR 0
RAISE DATE 1/1/2025 %OF RAISE 2.00%
END DATE 5/31/2025
ESCALATION PER YEAR
% of
Year First Date Last Date Months Contract
0 7/1/2024 1/1/2025 6 54.55%
1 1/2/2025 6/1/2025 5 46.36%
BLR 05514(Rev. 02/09/23)
Printed 5/17/2024 11:27 AM The total escalation = 0.91% ESCALATION
Page 1 of 6
Local Public Agency County Section Number
City of Elgin Kane & Cook 24-00205-00-RS
Consultant/ Subconsultant Name Job Number
Fehr Graham
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATE 86.00
ESCALATION FACTOR 0.91%
IDOT
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
Principal $85.32 $86.00
Project Manager $56.19 $56.70
Project Engineer $40.40 $40.77
Survey Crew Chief $34.11 $34.42
Land Surveyor $45.56 $45.97
Sr. Engineering Technician $36.96 $37.30
Project Administrator $31.41 $31.70
Engineering Technician $24.45 $24.67
BLR 05514(Rev. 02/09/23)
Printed 5/17/2024 11:27 AM RATES
Page 2 of 6
Local Public Agency County Section Number
City of Elgin Kane & Cook 24-00205-00-RS J
Consultant I Subconsultant Name Job Number
Fehr Graham
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS)WORKSHEET
Contribution to Prime
NAME Direct Labor Total Consultant
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 02/09/23)
Printed 5/17/2024 11:27 AM SUBS
Page 3 of 6
Local Public Agency County Section Number
'City of Elgin I Kane&Cook I 24-00205-00-RS
Consultant I Subconsultant Name Job Number
Fehr Graham
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project. Those not listed on the form 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
(per GOVERNORS TRAVEL CONTROL BOARD) (Up to state rate maximum) $0.00
Lodging Taxes and Fees Actual Cost $0.00
(per GOVERNORS TRAVEL CONTROL BOARD)
Air Fare Coach rate.actual cost.requires minimum two weeks' S0.00
notice,with prior IDOT approval
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD) Up to state rate maximum 50.00
Vehicle Owned or Leased $32.50/half day(4 hours or less)or$65/full day 130 S65.00 S8.450.00
Vehicle Rental Actual Cost(Up to S55/day) S0.00
Tolls Actual Cost S0.00
Parking Actual Cost $0.00
Overtime Premium portion(Submit supporting documentation) S0.00
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) S0.00
Copies of Deliverables/Mylars(Outside) Actual Cost(Submit supporting documentation) $0.00
Project Specific Insurance Actual Cost S0.00
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 S0.00
CADD Actual Cost(Max S15/hour) 30 S15.00 S450.00
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 $0.00
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 IDOT approval) S0.00
Aerial Photography and Mapping Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Utliity Exploratory Trenching Actual Cost(Requires 2-3 quotes with IDOT approval) S0.00
Testing of Soil Samples Actual Cost $0.00
Lab Services Actual Cost(Provide breakdown of each cost) S0.00
Equipment and/or Specialized Equipment Rental Actual Cost(Requires 2-3 quotes with IDOT approval) 120 S10.00 51.200.00
$0.00
S0.00
S0.00
S0.00
TOTAL DIRECT COSTS: $10,100.00
BLR 05514t Rey.02/09/23)
Printed 5/17/2024 11:27 AM DIRECT COSTS
Page 4 of 6
Local Public Agency County Section Number
City of Elgin Kane & Cook 24-00205-00-RS
Consultant / Subconsultant Name Job Number
Fehr Graham
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATE 130.46% 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
Const Obsery and Documentation 8.450 1232+ 40.482 52,813 13.359 106.654 67.58%
Construction Staking and Layout 1,200 95 3,612 4.712 1.192 9.516 6.03%
Materials Testing and QC 20 734 957 242 9.500 11.433 7.24%
Shop Drwng Reviews and Const. Eng 450 85 3,919 5,113 1.293 10.325 6.54%
Project Management and Admin 85 3.716 4.848 1.226 9.790 6.20%
Subconsultant DL SO 00
Direct Costs Total ==_> $10.100.00 $10,100.00 6.40%
TOTALS 15171 52 463 I 68.443 1 17 312 1 9.500 157.818 100.00'%
BLR 05514(Rev. 02/09/23)
Printed 5/17/2024 11.27 AM COST EST
Page 5 of 6
Local Public Agency County Section Number
City of Elgin Kane & Cook 24-00205-00-RS
Consultant / Subconsultant Name Job Number
Fehr Graham
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 1 OF 1
Const Obsery and Construction Staking and Shop Drwng Reviews and Project Management and
PAYROLL AVG TOTAL PROJ.RATES Documentation Layout Materials Testing and QC Const.Eng Admin
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
Principal 86.00 10.0 0.66% 0.57 5 5.88% 5 06 5 5 88% 5.06
Project Manager 56.70 61.0 4 02% 2.28 2 0 16% 0.09 5 5.26% 2.98 4 20.00°io 11 34 20 23.53% 13.34 30 35.29% 20.01
Project Engineer 40.77 80 0 5 27% 2.15 30 2 44 0.99 50 58 82% 23.98
Survey Crew Chief 34.42 40 0 2.64% 0.91 40 42 11% 14 49
Land Surveyor 45.97 10.0 0.66% 0.30 10 10.53% 4 84
Sr Engineering Techniciar 37.30 740.0 48 78% 18 19 700 56.82% 21 19 40 42 11% 15.70
Project Administrator 31.70 176 0 11 60% 3.68 100 8.12% 2 57 16 80 00=t 25 36 10 11 767- 373 50 58 82 13.54
Engineering Technician 24.67 400 0 26.37% 6.51 400 32.47% 8.01
0.0
0.0
0.0
00
0.0
0.0
00
00
00
0.0
0.0
00
00
0.0
0.0
00
00
0.0
00
TOTALS 1517 0 100`- $34.58 1232 0 100 00% 532.86 95.0 100% 538 02 20.0 100% 536 70 85 0 100/o 546 11 85.0 100% $43.72
Printed 5/17/2024 11:27 AM BLR 05514(Rev. 02/09/23)
Page 6 of 6 AVG 1
Exhibit E - Location Map
2024 Fremont-Willard Resurfacing Project
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2024 Fremont-Willard Resurfacing Project Limits: .79
- Fremont St — from N Gifford St to N Liberty St
- Hickory PI — from Dundee Ave to N Liberty St
- Porter Ave — from Hickory PI to Summit St
- Poplar Ct — from Fremont St to Summit St
- Willard Ave — from Villa St to Ramona Ave
- Aller St — from Willard Ave to Bent St
- Lucile Ave — from Willard Ave to Villa St
- Ramona Ave —from Willard Ave to Villa St
- Kirk Ave — from Houston Ave to Villa St
- Virgil Ave — from Kramer Ave to Villa St
- Kramer Ave — from Kirk Ave to Wright Ave
- Getty St — from Kirk Ave to East End
- Houston Ave — from Kirk Ave to Dickie Ave (east limits)
- Wright Ave —from southwest limit to Villa St
- Dickie Ave —from Houston Ave to Villa St
Exhibit -Pace
- Riverside Water Treatment Plant Access Rd — from River Rd to water treatment plant gates E ota
Location Map
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Exhibit E-Page 3 of 4
Location Map
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Exhibit E-Page 4 of 4