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HomeMy WebLinkAbout25-136 Resolution No. 25-136 RESOLUTION AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING SERVICES AGREEMENT WITH FEHR-GRAHAM & ASSOCIATES LLC FOR CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE VARIOUS EAST SIDE STREETS 2025 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 & Associates LLC, for construction engineering services in connection with the East Side Streets 2025 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: August 13, 2025 Adopted: August 13, 2025 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 YPe Using Federal Funds'?❑ Yes ® No MFT CE Original LOCAL PUBLIC AGENCY Local Public Agency County Section Number Job Number City of Elgin Kane 25-00211-00-RS N/A Project Number Contact Name Phone Number Email N/A Mike Pubentz (847) 931-5968 mike.pubentz@cityofelgin.org SECTION PROVISIONS Local Street/Road Name Key Route Len th Structure Number Various Local Roads IN/A 4.27 mi. IN/A Location Termini Add Location See attached location map I Remove Location Project Description The project consists of HMA pavement resurfacing, curb and gutter, and sidewalk replacements along the following routes: Maroon Drive from Shales Parkway to Mariner Drive Inverness Drive from Thorndale Avenue to Maroon Drive Thoreau Drive from Concord Drive to Maroon Drive Shales Parkway from Maroon Drive to E. Chicago Street Anderson Avenue from Willard Avenue to Sadler Avenue Bent Street from Willard Avenue to Villa Street Esmeralda Place from Grove Avenue to Slade Avenue Pearl Avenue from Lawndale Avenue to Maple Avenue Fairlawn Avenue from Lawndale Avenue to Linden Avenue Myrtle Avenue from Linden Avenue to Maple Avenue E Dell Avenue from Lawndale Avenue to Maple Avenue E Spring Grove Avenue from Central Avenue to Maple Avenue E Linden Avenue from Pearl Avenue to Dell Avenue Cedar Avenue from Pearl Avenue Dell Avenue Maple Avenue E from Pearl Avenue to Spring Grove Avenue Burr Oak Avenue S from Dell Avenue to Burr Oak Avenue E Burr Oak Avenue E from Dell Avenue to Spring Grove Avenue Maple Avenue from Burr Oak Avenue E to Cedar Avenue Cherry Avenue from Dell Avenue to Fairview Avenue Fairview Avenue from Burr Oak Avenue S to Cherry Avenue Crown Hill Avenue from Fairview Avenue to Burr Oak Avenue E Cedar Avenue from Dell Avenue to Spring Grove Avenue Hill Avenue from Dell Avenue to Spring Grove Avenue Fire Station No. 5 Parking Lot Highlands Golf Course Parking Lot West Wing Park Band Shell Parking Lot Municipal Driveway (525 Shales Parkway) Engineering Funding ® MFT/TBP ❑ State ❑ Other Anticipated Construction Funding ❑ Federal ® MFT/TBP ❑ State ❑ Other AGREEMENT FOR Completed06/27/25 Page 1 of 10 BLR 05530(Rev.07/08/22) ® 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 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- E] 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 I. THE ENGINEER AGREES, 1. To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection with the proposed improvements herein before described. 2_ The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff hours If higher-salaried personnel of the firm, including the Principal Engineer. perform services that are to be performed by lesser-salaried personnel.the wage rate billed for such services shall be commensurate with the payroll rate for the work performed. 3 That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or corrections required as a result of the ENGINEER'S error, omissions or negligent acts without additional compensation. Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent correction of any such errors or omissions or the responsibility for clarifying ambiguities. 4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes. and the local laws or ordinances of the LPA 5 To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA 6. To invoice the LPA, The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports. to the LPA employee In Responsible Charge. no more than once a month for partial payment on account for the ENGINEER's work to date. Such invoices shall represent the value, to the LPA of the partially completed work, based on the sum of the actual costs incurred, plus a percentage(equal to the percentage of the construction engineering completed)of the fixed fee for the fully completed work. 7. The ENGINEER or subconsultant shall not discriminate on the basis of race, color, national origin or sex in the performance of Completed06/27/25 Page 2 of 10 BLR 05530(Rev.07/08/22) this AGREEMENT. The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US Department of Transportation (US DOT)assisted contract. Failure by the Engineer to carry out these requirements is a material breach of this AGREEMENT,which may result in the termination of this AGREEMENT or such other remedy as the LPA deems appropriate. 8. That none of the services to be furnished by the ENGINEER shall be sublet, assigned or transferred to any other party or parties without written consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT. 9. For Construction Engineering Contracts (a)For Quality Assurance services. provide personnel who have completed the appropriate STATE Bureau of Materials QC/QA trained technical classes. (b) For all projects where testing is required, the ENGINEER shall obtain samples according to the STATE Bureau of Materials"Manual of Test Procedures for Materials,"submit STATE Bureau of Materials inspection reports; and verify compliance with contract specifications 10. That engineering services shall include all equipment, instruments, supplies. transportation and personnel required to perform the duties of the ENGINEER in connection with this AGREEMENT(See DIRECT COST tab in BLR 05513 or BLR 05514). II. THE LPA AGREES, 1 To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the Professional Services Selection Act(50 ILCS 510) (Exhibit C). 2. To furnish the ENGINEER all presently available survey data, plans. specifications, and project information. 3. For Construction Engineering Contracts: (a)To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental PROJECT activities. (b)To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized. 4. To pay the ENGINEER (a) For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LPA, monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER. (b) Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as 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 S40.000)(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 firm's overhead rate applied to their DL and FF is the Fixed Fee. Where FF =( 0 33+ R)DL+%SubDL,where R is the advertised Complexity Factor and%SubDL is 10%profit allowed on the direct labor of the subconsultants. The Fixed Fee cannot exceed 15%of the DL+ OH. Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one Completed 06/27/25 Page 3 of 10 BLR 05530(Rev.07/08/22) year in duration or if the construction engineering contract exceeds$1.000,000 for any project duration 6 The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26 The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US DOT-assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by US DOT. is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as violation of this AGREEMENT. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986(31 U.S.0 3801 et seq ) 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. 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 Completed 06/27/25 Page 4 of 10 BLR 05530(Rev.07/08/22) 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. (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 contractor's policy to maintain a drug free workplace, (3)Any available drug counseling, rehabilitation and employee assistance program: and (4)The penalties that may be imposed upon an employee for drug violations. (c) Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the contract or grant and to post the statement in a prominent place in the workplace. (d) Notifying the contracting or granting agency within ten(10)days after receiving notice under part(b)paragraph(3)of subsection (a)above from an employee or otherwise receiving actual notice of such conviction. (e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program. (f)Assisting employees in selecting a course of action in the event drug counseling, treatment and rehabilitation is required and indicating that a trained referral team is in place. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act, the ENGINEER, LPA and the DEPARTMENT agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B. Time is of the essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the ENGINEER for future projects. The ENGINEER will submit progress reports with each invoice showing work that was completed during the last reporting period and work they expect to accomplish during the following period. 10. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act(820 ILCS 130/0.01 et seq) 11. For Construction Engineering Contracts. (a)That all services are to be furnished as required by construction progress and as determined by the LPA employee In Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the LPA, after the CONTRACTOR has completed the construction contract. (b)That all field notes, test records and reports shall be turned over to and become the property of the LPA and that during the performance of the engineering services herein provided for, the ENGINEER shall be responsible for any loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such loss or damage shall be restored at the ENGINEER's expense. (c)That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the ENGINEER. one member appointed by the LPA. and a third member appointed by the two other members for disposition and that the committee's decision shall be final. Completed06/27/25 Page 5 of 10 BLR 05530(Rev.07/08/22) (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 $152,747.00 Subconsultants TIN/FEIN/SS Number Agreement Amount Testing Services Corporation 35-0937582 $15,000.00 Subconsultant Total $15,000.00 Prime Consultant Total $152,747.00 Total for all work $167,747.00 Completed 06/27/25 Page 6 of 10 BLR 05530(Rev 07/08/22) AGREEMENT SIGNATURES Executed by the LPA Local Public Agency Type Local Public Agency Attest: The City of City of Elgin By(Signature& Date) By(Si n & Date) /Y11/41 „bi/ea.....4A 8/13/25 C 8/13/25 Local Public Agency Local Public Agency Type Title City of Elgin°`,`; ' . City Clerk Richard G. Kozal,City Manager (SEAL). ;9 Executed by the ENGINEER: Prime Consultant(Firm)Name Attest: Fehr Graham B Si nature&Date) By(Signature& Date) 8/5/2025 U 8/5/2025 Title Title Principal Chief Operating Officer APPROVED: Regional Engineer. Department of Transportation(Signature& Date) Completed 06/27/25 Page 7 of 10 BLR 05530(Rev.07/08/22) Local Public Agency Prime Consultant(Firm)Name County Section Number City of Elgin Fehr Graham Kane 25-00211-00-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". Completed06/27/25 Page 8 of 10 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 interested parties to discuss goals, objectives,and issues. 2. Review the requirements of construction and 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. Prepare a project contact list with names,addresses,phone numbers,and email addresses for contractors,subcontractors,and suppliers for the project.Also,submit 24- hour contact numbers for applicable parties. 6. Review the record drawing requirements with the contractor. 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 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 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. Provide liaison functions related to coordination of contractors,utilities(if required), developers,other agencies,residents,and property owners engaged or affected by the project. 6. Check and approve any project and/or material submittals for compliance with standards. 7. Forward recommendations to the City representatives. 8. 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 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. 9. Maintain a set of working drawings as construction is progressing. 10. Provide necessary equipment,instruments,supplies,transportation,and personnel required to perform duties of the project team. 11. Maintain and periodically transmit to the contractor a running punch list to expedite project close out. 1?. Obtain material acceptance certifications as materials are incorporated into the project to expedite project closeout.Withhold payment until material inspection and certifications are provided. Upload to CMMS as required by IDOT. 13. Monitor and document erosion control and ensure conformity with the plans and standards. 14. Follow the IDOT Documentation of Contract Quantities guidelines.Complete 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. 15. 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. Post Construction Tasks: 1. Perform final inspection with the City representative,Contractor,and 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 work and provide a recommendation to City. 2. Complete a contractor performance evaluation and conduct a post construction meeting with interested parties to discuss lessons learned and identify steps to eliminate problems in the future. 3. Verify that documentation is accomplished and that material inspections and certifications have been accounted for and are complete. 4. Provide documentation associated with the final balancing change order and final pay estimate. 3. Complete the job box(if required),the final papers,and conduct audit(s)when required. The job box(if required)will remain property of the City. If no job box is required,provide copies of final papers and other documentation as requested by the City. t,. Provide City with a set of record (as-built)drawings. 7. Close out the project with IDOT within a reasonable time frame after 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 necessary project closeout documentation to IDOT. Local Public Agency Prime Consultant(Firm)Name County Section Number City of Elgin Fehr Graham Kane 25-00211-00-RS EXHIBIT B PROJECT SCHEDULE •Anticipated Final Approval of Construction Engineering Services Agreement by City Council: July 9, 2025 • Bid Advertisement Date: June 9, 2025 • Bid Opening: June 26, 2025 • Target Construction Contract Award: July 9, 2025 •Target Pre-Construction Meeting: July 16, 2025 •Target Construction Start Date: August 4, 2025 • Construction Final Completion: October 30, 2025 • Project Closeout: April 2026 Completed06/27/25 Page 9 of 10 BLR 05530(Rev 07/08/22) Local Public Agency Prime Consultant(Firm) Name County Section Number City of Elgin Lehr Graham Kane L5 00211 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? ® ❑ 12 Do the written QBS policies and procedures cover review and approving for payment, before forwarding ® ❑ 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). ❑ Z Completed 06/27/25 Page 10 of 10 BLR 05530(Rev.07/08/22) EXHIBIT D 6 Illinois Department COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET of Transportation FIXED RAISE Local Public Agency County Section Number City of Elgin Kane& Cook 25-00211-00-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 2025 Various East Side Streets Resurfacing Project Construction Engineering Phase III Services PAYROLL ESCALATION TABLE CONTRACT TERM 11 MONTHS OVERHEAD RATE 128.23% START DATE 7/15/2025 COMPLEXITY FACTOR RAISE DATE 1/1/2026 %OF RAISE 3.00% END DATE 6/14/2026 ESCALATION PER YEAR % of Year First Date Last Date Months Contract 0 7/15/2025 1/1/2026 6 54.55% 1 1/2/2026 6/1/2026 5 46.82% The total escalation = 1.36% BLR 05514(Rev. 02/06/25) Printed 6/27/2025 2:26 PM ESCALATION Page 1 of 6 Local Public Agency County Section Number City of Elgin Kane & Cook 25-00211-00-RS Consultant / Subconsultant Name Job Number Fehr Graham PAYROLL RATES EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE MAXIMUM PAYROLL RATE 90.00 ESCALATION FACTOR 1.36% IDOT CLASSIFICATION PAYROLL RATES CALCULATED RATE ON FILE • Principal $86.00 $87 17 Project Manager _ $59 19 $60 00 Project Engineer $42.98 $43 57 Sr. Land Surveyor/PLS _ $59.69 $60 50 Senior Resident Engineer $50.98 $51.68 Sr. Engineering Technician- Field $39.67 $40 21 Project Administrator $32 11 $32 55 • BLR 05514(Rev. 02/06/25) Printed 6/27/2025 2:26 PM RATES Page 2 of 6 Local Public Agency County Section Number City of Elgin Kane & Cook 25-00211-00-RS Consultant/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 02/06/25) Printed 6/27/2025 2 26 PM SUBS Page 3 of 6 Local Public Agency County Section Number City of Elgin Kane&Cook 25-00211-00-RS Consultant/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 GOVERNOR'S TRAVEL CONTROL BOARD) (Up to state rate maximum) $0.00 Lodging Taxes and Fees Actual Cost $0.00 (per GOVERNOR'S TRAVEL CONTROL BOARD) Air Fare Coach rate,actual cost,requires minimum two weeks' notice,with prior IDOT approval S0.00 Vehicle Mileage (per GOVERNOR'S TRAVEL CONTROL BOARD) Up to state rate maximum $0.00 Vehicle Owned or Leased $32 50/half day(4 hours or less)or S65/full day 130 $65 00 $8,450.00 Vehicle Rental Actual Cost(Up to$55/day) $0.00 Tolls Actual Cost $0.00 Parking Actual Cost S0.00 Overtime Premium portion(Submit supporting documentation) $0.00 Shift Differential Actual Cost(Based on firms policy) $0 00 Overnight Delivery/Postage/Courier Service Actual Cost(Submit supporting documentation) S0.00 Copies of Deliverables/Mylars(In-house) Actual Cost(Submit supporting documentation) $0.00 Copies of Deliverables/Mylars(Outside) Actual Cost(Submit supporting documentation) $0.00 Project Specific Insurance Actual Cost $0.00 Monuments(Permanent) Actual Cost $0.00 Photo Processing Actual Cost $0.00 2-Way Radio(Survey or Phase III Only) Actual Cost $0.00 Telephone Usage(Traffic System Monitoring Only) Actual Cost S0.00 CADD Actual Cost(Max$15/hour) 30 $15.00 $450.00 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) $0.00 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) $0.00 Testing of Soil Samples Actual Cost $0.00 Lab Services Actual Cost(Provide breakdown of each cost) $0 00 Equipment and/or Specialized Equipment Rental Actual Cost(Requires 2-3 quotes with IDOT approval) $0 00 Survey Equipment(GPS) 120 $10.00 $1,200.00 $0.00 $0.00 $0.00 TOTAL DIRECT COSTS: BLSiiiosvi� t4 0206/25) Printgd 6/27/2025 2'26 PM J �I CT C OSTS Page 4 of 6 Local Public Agency County Section Number City of Elgin Kane & Cook 25-00211-00-RS Consultant/ Subconsultant Name Job Number Fehr Graham COST ESTIMATE WORKSHEET EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET OVERHEAD RATE 128.23% 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 1117 46,249 59,306 15.262 120.817 72.02% Construction Staking and Layout 1,200 10 534 685 176 1,395 0.83% Materials Testing and QC 20 761 976 251 15,000 16.988 10.13% Shop Drwng Reviews and Const. Eng 450 57 2,624 3,365 866 6.855 4.09% Project Management and Admin 90 4,438 5,690 1.464 11.592 6.91% Subconsultant DL $0.00 Direct Costs Total =__> $10.100.00 $10,100.00 6.02% TOTALS 12941 54.606 1 70.022 I 18,019 1 15,000 167,747 100.00% 124 628 BLR 05514(Rev. 02/06/25) Printed 6/27/2025 2:26 PM COST EST Page 5 of 6 Local Public Agency County Section Number City of Elgin Kane & Cook 25-00211-00-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 87.17 10.0 0.77% 0.67 5 8.77% 7.65 5 5.56% 4.84 Project Manager 60.00 53.0 4.10% 2.46 2 0.18% 0.11 4 20.007/, 12.00 2 3.51% 2.11 45 50.00% 30.00 Project Engineer 43.57 90.0 6.96% 3.03 50 4.48% 1.95 40 70 18% 30 57 Sr.Land Surveyor/PLS 60.50 2.0 0 15% 0.09 2 20 00% 12.10 Senior Resident Engineer 51.68 133 0 10.28% 5.31 125 11.19% 5.78 8 80 00% 41 34 Sr Engineering Techniciar 40.21 900.0 69.55% 27.97 900 80.57% 32.40 Project Administrator 32.55 106.0 8.19% 2.67 40 3.58% 1.17 16 80 00°7o 26 04 10 17.54% 5.71 40 44.44/o 14.47 00 00 00 0.0 0.0 0.0 00 00 00 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 TOTALS 1294.0 100% 542 20 1117.0 100.00% 541.41 10.0 100% $53.44 20 0 100% 538 04 57.0 100% $46.03 90.0 100% S49.31 Printed 6/27/2025 2:26 PM BLR 05514 (Rev. 02/06/25) Page 6 of 6 AVG 1 r N WING PARK BAND SHELL . PARKING LOT SEE SHEET 10 ESMERELDA CT" SEE SHEET 7 4407- linplille_ _ - ' AIL 4 /0740 sT 20�, _ OJ SUMMIT ST y H1GHO AVE- t &• S. BODE RD SHALES PKWY 13 SEE SHEET 4 0 ANDERSON AVE E CH SEE SHEET 5 ---\ 411661LIU- * '. FIRE STATION NO.5F MAROON DR �\�t` SEE SHEET 9 Ne SEE SHEET • 2 BENT ST SEE SHEET 6 INVERNESS DR SEE SHEET 2 HIGHLANDS GOLF COURSE WEST LOT U.S.GRANT MEMORIAL HIGHWAY/US 20 THOREAU DR SEE SHEET 8 BLUFF CITY SEE SHEET 3 CEMETERY -i SEE SHEET 11 ATTACHMENT D W N E 1 1/20/24 PROJECT LOCATION MAPS FEHR GGRAIIAII IW"OIS SHEET 1 lown K.T.S. ENGINEERING&ENVIRONMENTAL WISCONSIN `G:\C30\25\S-12\ogin Streets\.xhait 1Aeq,OVERALL uiaS DESIGN ra PIO. 1e4-aoa525 l D OT°" "/,9/2 0 2024 FEHR GRAHAM r 1 r " �' _ -_ 4,, ... . ... 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F: SHALES PKWY -4 (I) Z ATTAC H M E NT D 1 1/20/24 FEET 200 0 200 PROJECT LOCATION MAPS 1FEHRGRMIAtlIWNOIS SHEET 4 GRAPHIC SCALE IN FEET Iowa ENGINEERING&ENVIRONMENTAL WISCONSIN `G:\c,3o\25\S-12\Elgin Stmb\E i.a.y.SHALES LUMPS DESIGN nw NO. 184-0wsas l R MTE:tt t9/1s '‘22024 FEHR GRAHAM I 1 w w ANDERSON AVE w ct w t _..„ N W� � E t S ATTAC H M ENT D 100 0 > >/20/24, 100 FEET PROJECT LOCATION MAPS I-I i--: I FEHRGRAHAM 'wNOIS SHEET 5 GRAPHIC SCALE IN FEET sown ENGINEERING&ENVIRONMENTAL WISCONSIN \IG:\C3o\25"\S'9-i2\oy:i Sheets\ExI It 14.9,ANDERSON uiEas DESK,rm P . ,N-00.3525 �f` 2024 FEHR GRAHAM 1 IIII MEP Q C� Sr a Ce g J MD ENT ST IN I * lir W - 0 E PIS S 11/20/24 ATTACHMENT D 100 0 10o FEET PROJECT LOCATION MAPS I•--1 ---I ► RAHAm 1LuNOIS SHEET 6 GRAPHIC SCALE IN FEET IOWA ENGINEERING&ENVIRONMENTAL w1SCONSIN `G:\C30\25\S-12\Elgin Street\Exhbit 1.dw1, BENT ur06____FRU I . 1 54-0 03625 J xoc mrc:11M/24 i 2024 FEHR GRAHAM r N SLADE AVE 1111L'i MEW* w La ( V) O O 0 cos \\\ //// N W E S 100 0 100 FEET • a I---( III I GRAPHIC SCALE IN FEET ATTACHMENT D 11/20/24, PROJECT LOCATION MAPS FEHR GRA .#i.I. ILLJNOIS IOWA SHEET 7 UNCOLN AVE ENGINEERING&ENVIRONMENTAL WISCONSIN `c\C3D\25\S-12\Ogin StreebVadubit td.y,ESUERELw uias DESIGN ORM NO. 1es-003525 I NOT DATE,/,9/24 t;2024 FEHR GRAHAM i 1 SPORTS WAY --.- G7 QD 1),„ i , .. , , , ,,, __ (----b D W� I� E S 11/20/24 ATTACHMENT D 100 0 100 FEET 1 PROJECT LOCATION MAPS 1--I F--+ 4 1 FEHRGRAIIAM IwNOIs SHEET 8 GRAPHIC SCALE IN FEET IOWA ENGINEERING&ENVIRONMENTAL WISCONSIN G:\c=o\25\s-1 z\Oy i S♦MQts\ExM,it l.ap,I♦GHLWiD WEST far w+o6 DESPN FM NO. 184-00 szs 1 �0 ")9/2 2024 FEHR GRAHAM r 1 OLIVE ST W nt . �1 0 FIRE STATION NO. 5 1/44.4 111111"41"14H N W l 0 E sk S 11/20/24 ATTAC H M ENT D 100 0 10o FEET PROJECT LOCATION MAPS I-- I I--I I FEHRGRAIIAM IwNOIS SHEET 9 GRAPHIC SCALE IN FEET IOWA ENGINEERING&ENVIRONMENTAL WISCONSIN `G:\C30\25\S-12\Elgin St Bets\Extwbit 1.dry,FlRES ATION/5 WOE DESIGN im w. ,e.-oonn ROT NOT ,v,v:. b'2024 FEHR GRAHAM Is 0 WING PARK BAND SHELL PARKING LOT N W�IIA 1161101110L'oo- E S 11/20/24 ATTACHMENT D 100 0 100 FEET PROJECT LOCATION MAPS ►-+ �-+ t 1 FEH� GRAHAt4 ""Noll SHEET 10 GRAPHIC SCALE IN FEET 1OWA ENGINEERING&ENVIRONMENTAL WISCONSIN t c:�cao\25\S-u\o*Streets\E I.a�.y,WING PARK PAFXNG for UMW__ FM I . ,a. "r`�" 2024 FEHR GRAHAM �•----- - --- , sin 6"� • u„ - IA a -d°c: ' -- BLUFF CITY BLVD PEARL AVE . w • ,it rFAIRLAWN AVE j BLUFF CITY v ., _ CEMETERY DELL AVE B4/R R o oy� 'fir"lit 1.4.-'lit / I C‘ T. .2 ___ __j .wi W ' O NILL AVE- i SPRING GROVE AVE N W 4 A E P S 11/20/24 ATTAC H M ENT D 300 0 300 FEET ) PROJECT LOCATION MAPS 1--I 1 I FEHR GRAHAM IWNOIS SHEET 11 GRAPHIC SCALE IN FEET IOWA ENGINEERING&ENVIRONMENTAL WISCONSIN C: cao\25 ,z\0gn Streets °. \F ,.o.y, EIWFF cm CILVET u Rr ,oe o[�a ru w 1 es . ,s4 ea "\$-)i° ' 2024 FEHR GRAHAM