HomeMy WebLinkAbout25-137 Resolution No. 25-137
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH HAMPTON, LENZINI & RENWICK, INC. FOR
CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE COUNTRY
KNOLLS SOUTH 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 Hampton, Lenzini, & Renwick, Inc., for
construction engineering services in connection with the Country Knolls south 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
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 25-00212-00-RS NA
Project Number Contact Name Phone Number Email
NA Mike Pubentz, PE (847) 931-5968 pubentz_m@cityofelgin.org
SECTION PROVISIONS
Local Street/Road Name Key Route Length Structure Number
Various
Location Termini Add Location '
Various Remove Location
Project Description
The project consists of HMA pavement removal, combination curb and gutter and sidewalk removal and
replacement. intersection improvements. placement of HMA binder and surface courses. structure
adjustments. landscape restoration, pavement markings. traffic signals and interconnect, traffic signal
modifications for pedestrian acommodations and appurtenant construction.
Engineering Funding ® MFT/TBP ❑ State ® Other Local
Anticipated Construction Funding ❑ Federal ® MFT/TBP ❑ State ® Other Local
AGREEMENT FOR
® Phase III-Construction Engineering
CONSULTANT
Prime Consultant(Firm) Name Contact Name Phone Number Email
Hampton, Lenzini and Renwick, Inc. Ryan Livingston (847) 697-6700 rivingston@hlreng.com
Address City State Zip Code
1707 North Randall Road, Suite 100 Elgin IL 60123
THIS AGREEMENT IS MADE between the above Local Public Agency(LPA)and Consultant(ENGINEER)and covers certain
professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the
State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the"DEPARTMENT,"will be
used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS.
Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER, acting as an
individual, partnership,firm or legal entity,qualifies for professional status and will be governed by professional ethics in its relationship to
the LPA and the DEPARTMENT.The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an
AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations.
WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used,they shall be interpreted to mean:
Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of
Transportation
Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the
construction PROJECT
In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities
Contractor Company or Companies to which the construction contract was awarded
Completed06/17/25 Page 1 of 11 BLR 05530(Rev.07/08/22)
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)
THE ENGINEER AGREES,
1. To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection
with the proposed improvements herein before described.
2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff
hours.If higher-salaried personnel of the firm, including the Principal Engineer,perform services that are to be performed by
lesser-salaried personnel,the wage rate billed for such services shall be commensurate with the payroll rate for the work
performed.
3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or
corrections required as a result of the ENGINEER'S error,omissions or negligent acts without additional compensation.
Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent
correction of any such errors or omissions or the responsibility for clarifying ambiguities.
4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes,and the local laws or
ordinances of the LPA.
5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA.
6. To invoice the LPA,The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports,to the LPA employee
In Responsible Charge, no more than once a month for partial payment on account for the ENGINEER's work to date.Such
invoices shall represent the value,to the LPA of the partially completed work,based on the sum of the actual costs incurred, plus
a percentage(equal to the percentage of the construction engineering completed)of the fixed fee for the fully completed work.
7. The ENGINEER or subconsultant shall not discriminate on the basis of race,color,national origin or sex in the performance of
this AGREEMENT.The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US
Department of Transportation(US DOT)assisted contract. Failure by the Engineer to carry out these requirements is a material
breach of this AGREEMENT,which may result in the termination of this AGREEMENT or such other remedy as the LPA deems
appropriate.
8. That none of the services to be furnished by the ENGINEER shall be sublet,assigned or transferred to any other party or parties
without written consent of the LPA.The consent to sublet,assign or otherwise transfer any portion of the services to be furnished
by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.
9. For Construction Engineering Contracts:
(a)For Quality Assurance services, provide personnel who have completed the appropriate STATE Bureau of Materials
QC/QA trained technical classes.
(b)For all projects where testing is required,the ENGINEER shall obtain samples according to the STATE Bureau of
Materials"Manual of Test Procedures for Materials,"submit STATE Bureau of Materials inspection reports;and
verify compliance with contract specifications.
10. That engineering services shall include all equipment, instruments, supplies,transportation and personnel required to perform the
duties of the ENGINEER in connection with this AGREEMENT(See DIRECT COST tab in BLR 05513 or BLR 05514).
II. THE LPA AGREES,
1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the
Professional Services Selection Act(50 ILCS 510)(Exhibit C).
2. To furnish the ENGINEER all presently available survey data,plans,specifications,and project information.
3. For Construction Engineering Contracts:
(a)To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental
PROJECT activities.
(b)To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized.
4. To pay the ENGINEER:
(a)For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA,monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be
equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER.
(b)Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as
Completed06/17/25 Page 2 of 11 BLR 05530(Rev.07/08/22)
determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
(c) For Non-Federal County Projects-(605 ILCS 5/5-409)
(1) For progressive payments- Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA, monthly payments for the work performed shall be due and payable to the ENGINEER. Such payments to be
equal to the value of the partially completed work in all previous partial payments made to the ENGINEER.
(2) Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and STATE, a sum of money equal to the basic fee as
determined in the AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the
following compensation method as discussed in 5-5.10 of the BLR Manual.
Method of Compensation:
❑ Percent
(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
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
Completed06/17/25 Page 3 of 11 BLR 05530(Rev.07/08/22)
if any from soil survey and subsurface investigation with the understanding that all such materials becomes the property of the
LPA.The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to
the date of the written notice of termination.
4. In the event that the DEPARTMENT stops payment to the LPA,the LPA may suspend work on the project. If this agreement is
suspended by the LPA for more than thirty(30)calendar days,consecutive or in aggregate,over the term of this AGREEMENT,
the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred prior to receipt of notice of
suspension. In addition,upon the resumption of services the LPA shall compensate the ENGINEER,for expenses incurred as a
result of the suspension and resumption of its services,and the ENGINEER's schedule and fees for the remainder of the project
shall be equitably adjusted.
5. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until
the completion of construction of any phase of professional services performed by others based upon the service provided
herein.All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent
professional services are not commenced within 5 years after final payment by the LPA.
6. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA,the DEPARTMENT,
and their officers,employees from all suits,claims,actions or damages liabilities,costs or damages of any nature whatsoever
resulting there from.These indemnities shall not be limited by the listing of any insurance policy.
7. The ENGINEER and LPA certify that their respective firm or agency:
(a)has not employed or retained for commission, percentage,brokerage,contingent fee or other considerations,any
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.
(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.
Completed 06/17/25 Page 4 of 11 BLR 05530(Rev.07/08/22)
(b) Establishing a drug free awareness program to inform employees about:
(1)The dangers of drug abuse in the workplace;
(2)The grantee's or contractor's policy to maintain a drug free workplace;
(3)Any available drug counseling, rehabilitation and employee assistance program: and
(4)The penalties that may be imposed upon an employee for drug violations.
(c) Providing a copy of the statement required by subparagraph (a)to each employee engaged in the performance of the
contract or grant and to post the statement in a prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten (10)days after receiving notice under part(b)paragraph(3) of
subsection (a) above from an employee or otherwise receiving actual notice of such conviction.
(e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation
program.
(f)Assisting employees in selecting a course of action in the event drug counseling.treatment and rehabilitation is
required and indicating that a trained referral team is in place.
Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act,
the ENGINEER, LPA and the DEPARTMENT agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B.Time is of the
essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the
ENGINEER for future projects.The ENGINEER will submit progress reports with each invoice showing work that was completed
during the last reporting period and work they expect to accomplish during the following period.
10. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act(820 ILCS
130/0.01 et seq).
11. For Construction Engineering Contracts:
(a)That all services are to be furnished as required by construction progress and as determined by the LPA employee In
Responsible Charge.The ENGINEER shall complete all services herein within a time considered reasonable to the
LPA, after the CONTRACTOR has completed the construction contract.
(b)That all field notes,test records and reports shall be turned over to and become the property of the LPA and that
during the performance of the engineering services herein provided for,the ENGINEER shall be responsible for any
loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such
loss or damage shall be restored at the ENGINEER's expense.
(c)That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for
disposition and that the committee's decision shall be final.
(d)That in the event that engineering and inspection services to be furnished and performed by the LPA(including
personnel furnished by the ENGINEER) shall,in the opinion of the STATE be incompetent employed on such work
at the expense of the LPA.
(e) Inspection of all materials when inspection is not provided a the sources by the STATE Central Bureau of Materials,
and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials
"Project Procedures Guide"and the policies of the STATE.
AGREEMENT SUMMARY
Prime Consultant(Firm) Name TIN/FEIN/SS Number Agreement Amount
Hampton, Lenzini and Renwick, Inc. 36-2555986 $355,428.00
Subconsultants TIN/FEIN/SS Number Agreement Amount
Rubino Engineering Inc. 80-0450719 $30,744.00
Subconsultant Total $30,744.00
Prime Consultant Total $355,428.00
Total for all work $386,172.00
Completed06/17/25 Page 5 of 11 BLR 05530(Rev.07/08/22)
AGREEMENT SIGNATURES
Executed by the LPA: Local Public Agency Type Local Public Agency
Attest: The City of City of Elgin
B Si•nature&Date By(Si &Date)
•
4 4�.jJ ��� 8/13/25 8/13/25
Local Public A•en A Local Public Agency Type Title
a s—.
City of E; :_ *. ; City Clerk Richard G. Kozel, City Manager
(Si� ,'_
Executed by the ENGINEER.
Prime Consultant(Firm)Name
Attest: Hampton, Lenzini and Renwick, Inc.
By(Signature&Date) By(Signature&-Pate)
6/17/2025 / 6/17/2025
Title Ti le
Vice President Vice President
APPROVED:
Regional Engineer, Department of Transportation(Signature&Date)
Completed 06/17/25 Page 6 of 11 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm) Name County Section Number
City of Elgin Hampton, Lenzini and Renwick, Kane 25-00212-00-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
Hampton, Lenzini and Renwick, Inc. (HLR) is pleased to submit the following scope of service for the 2025
Country Knolls South Resurfacing Project. It is understood that the following streets will be included in the
resurfacing program:
• Eagle Area
o Resurfacing: Eagle Road from McLean to City Limits (-1.330 Feet)
o Resurfacing: Illinois Parkway from McLean to Dead-End (-1,002 Feet)
o Resurfacing: Kaskaskia Avenue from McLean to Dead-End (-945 Feet)
o Resurfacing: Harlan Avenue from LaSalle to Dead-End (-643 Feet)
o Resurfacing: Kane Avenue from Kaskaskia to Eagle (-560 Feet)
o Resurfacing: La Salle Place from Kaskaskia to McLean (-380 Feet)
• Lawrence Area
o Resurfacing: Heine Avenue from Lawrence to City Limits (-792 Feet)
o Resurfacing: Triggs Avenue from Lawrence to City Limits (-783 Feet)
o Resurfacing: Sexauer Avenue from Lawrence to Dead-End (-777 Feet)
o Resurfacing: Hoxie Avenue from Lawrence to City Limits (-1,008 Feet)
• Pauline Area
o Resurfacing: Meyer Street from Kathleen to Meyer Ct (-452 Feet)
o Resurfacing: Meyer Court (-161 Feet)
o Resurfacing: Pauline Drive from Meyer Ct to Alison (-2,042 Feet)
o Resurfacing: Kathleen Drive from Meyer St to Pamela (-1,185 Feet)
o Resurfacing: Maureen Drive from Kathleen to Pauline (-838 Feet)
• Division Area
o Division Street from Center to Hill (-2,788 Feet)
o North Gifford St from Chicago to Park (-1,177 Feet)
• Intersections and Traffic Signals
o Big Timber Road & Madeline Lane
o McLean Boulvard & Bowes Road
• Total Improvement Length = 17,125 feet = 3.24 miles
Below is the proposed Scope of Services for the 2025 Country Knolls South Resurfacing Project.
1. Contractor Document Submittals: HLR will review contractor submittals such as shop drawings and mix
designs and make recommendations to the City on their approval or rejection.
2. Project Start: HLR will coordinate and conduct the pre-construction meeting with the Contractor. HLR will
coordinate the construction start with the Contractor(s), the City, local businesses/residents, and any other
impacted stakeholders, which includes but is not limited to the distribution of bilingual (English and Spanish)
resident notification letters prior to the start of construction to make persons in areas impacted by construction
aware of the upcoming work. The physical distribution of the notification letters will be performed or at a
minimum coordinated by HLR depending on the terms of the contractor documents for the project.
Completed06/17/25 Page 7 of 11 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm) Name County Section Number
City of Elgin Hampton, Lenzini and Renwick, Kane 25-00212-00-RS
3. Project Limits: HLR will identify the project limits and location of improvements prior to Contractor mobilization
for all resurfacing limits, sidewalk replacement, and curb and gutter replacement.
4. Construction Observation: HLR's Resident Engineer will monitor the work being done during construction to
check that the Contractor is complying with the intent of the plans and project specifications. Since the
construction schedule is solely outside of HLR's control. the timeframe represented in this agreement is based
on the best available information. At this time. HLR estimates that from the beginning of construction to
completion will be 18 weeks. For purposes in this agreement, Full Time is considered to be no more than 40
hours per week. For purposes of this Contract, we have accounted for 5 hours of overtime per week for the
Resident Engineer/Technician. Based on the level of on-site construction engineering desired by the Client.
increases to the duration of construction or increases to staffing required to observe contactor operations will
constitute additional work. HLR will notify the Client when it appears the contractor is behind schedule since this
could cause the need for additional work, not anticipated by this agreement.
a. Staffing: Based on anticipated construction activities and the anticipated contractor schedule. HLR will provide
the following personnel:
i. Resident Engineer/Technician — Full Time
1. 40 Hours Per Week at standard rates
2. 5 Hours per Week at 1.5x standard rates
ii. Project Manager— Part Time
1. 12 Hours Per Week at standard rates
iii. Additional Inspector
1. Additional Inspection has been provided for this contract utilizing an Engineer I and an Intern when
construction operations are beyond what can be adequately observed by the Resident Engineer/Technician
a. Engineer I - 20 Hours Per Week at standard rates for 16 weeks
b. Intern—40 Hours Per Week at standard rates for 10 weeks
b. Materials Testing: HLR will coordinate materials testing services with a subconsultant and review all testing
reports.
c. Materials Inspection: HLR will collect all material documentation and review to ensure compliance.
d. Documentation: HLR will complete all necessary documentation on a daily basis, which includes daily
construction summary emails to the City. HLR will complete and submit all necessary MFT documentation
as required by IDOT.
e. Weekly Reports: At the Owner's request, HLR will prepare and distribute weekly reports consisting of the
week's work and any anticipated change in project schedule provided by the Contractor. This will be
distributed via email to the City and posted on Elgin's 311 Construction Command page.
f. Contractor Coordination: HLR will coordinate and conduct construction progress meetings on a weekly basis
throughout the course of construction, or as needed as determined by the City.
g. Contractor/Sub-consultant Submittals: HLR will review all certified payrolls and invoices to confirm
accuracy.
h. Resident Coordination: HLR will update Elgin's 311 Construction Command page daily with project status.
HLR will coordinate with all residents as necessary through the project. Particular attention will be given to
residents with mobility issues.
5. Project Close-out: HLR will ensure the project is closed out in a timely manner and construction is 100%
complete.
a. Punch-list: HLR will prepare the final punch list with City staff, submit to the contractor, and prompt timely
Completed06/17/25 Page 8 of 11 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm) Name County Section Number
City of Elgin Hampton, Lenzini and Renwick, Kane 25-00212-00-RS
completion of remaining items by the Contractor.
b. As-Builts: HLR will prepare any necessary as-built drawings. at the City's request.
c. Final Documentation: HLR will prepare final pay estimates, review contractor final invoicing, and submit
Final Documentation Packet to the City. HLR will prepare and submit all necessary project closeout
documentation to IDOT.
Follow-Up: HLR will follow up with the City to ensure the project has closed out successfully and confirm our
services are fully completed under the current agreement.
Completed 06/17/25 Page 9 of 11 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm)Name County Section Number
City of Elgin Hampton, Lenzini and Renwick, Kane 25-00212-00-RS
EXHIBIT B
PROJECT SCHEDULE
Local Letting - May 22, 2025
Committee of Whole:Construction Contract: June 25, 2025
Committee of Whole:Engineering Contract: July 9, 2025
Construction Start: July 14, 2025
Substantial Completion Date: October 17, 2025
Final Completion Date: October 31, 2025
Engineering Completion Date: May 31, 2026
Completed06/17/25 Page 10 of 11 BLR 05530(Rev.07/08/22)
Local Public Agency Prime Consultant(Firm) Name County Section Number
City of Elgin Hampton, Lenzini and Renwick, Kane 25-00212-00-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,OBS 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). ❑
Completed 06/17/25 Page 11 of 11 BLR 05530(Rev.07/08/22)
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