HomeMy WebLinkAbout25-154 Resolution No. 25-154
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH THOMAS ENGINEERING
GROUP, LLC FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2025
PARKING LOT AND ALLEY MAINTENANCE PROGRAM
• BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager,and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with
Thomas Engineering Group, LLC, for professional services in connection with the 2025 parking
lot and alley maintenance program, a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 27, 2025
Adopted: August 27, 2025
Vote: Yeas: 8 Nays: 0 Abstain: 1
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 27 day of August ,2025, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and THOMAS ENGINEERING GROUP LLC, an Illinois limited liability company
(hereinafter referred to as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the 2025 Parking Lot and Alley Maintenance Program (hereinafter
referred to as the"PROJECT");and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience
to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER
that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of I'uhI is
Services of the CITY, herein after referred to as the"DIRECTOR".
B. The scope of services for the project shall include, but is not limited to, data
collection, survey and base map preparation, as well as geotechnical investigation,
preparation of detailed design and site civil plans and specifications and bid
documents, bid assistance and other construction engineering services.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A
and incorporated into this Agreement by this reference.
D. A Location Map for the PROJECT is attached hereto as Attachment D and
incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• Kick-Off Meeting August 15,2025
• Topographic Survey August 18-22,2025
• Initiate Utility Coordination August 25,2025
• Geotechnical Investigation(Rubino)August 25-29,2025
• 75%Design and Site Civil Plans September 5,2025
• City Review September 8-12,2025
• 100%Bid Documents September 19,2025
• Bid Assistance September 22—October 13
• Bid Opening October 14,2025
• Construction Contract Award October 22,2025
• Construction Engineering November 2025
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right,title and interest, including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER
A. For services provided the ENGINEER shall be paid at the rate of 2.80 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $79,929.10 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR,and approved by way of written amendment to this Agreement
executed by the parties. A detailed Cost Estimate for the PROJECT is attached
hereto as Attachment C and incorporated into this Agreement by this reference.
B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER. The cost of any such outside
services is included within the total not-to-exceed amount of$79,929.10 provided
for in Section 4A above.
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C. Other components of the fee may include reimbursable expenses such as travel
mileage and tollway fees, document filing fees, lab services, traffic control, and
database subscription fees. The cost of any such reimbursable expenses is included
within the total not-to-exceed amount of$79,929.10 provided for in Section 4A
above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Date Estimated % Estimated Value of Work Estimated Invoice
Completion Completed Value
9/1/2025 20% $15,985.82 $15,985.82
10/1/2025 40% $31,971.64 $15,985.82
11/1/2025 70% $55,950.37 $23,978.73
12/1/2025 95% $75,932.65 $19,982.28
1/1/2026 100% $79,929.10 $3,996.45
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2C above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time
upon fifteen(15)days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under section 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on the date
the CITY determines that all of the ENGINEER's work under this Agreement is completed. A
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determination of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY,the ENGINEER shall give written notice of his claim within 15 days after occurrence
of such action. No claim for additional compensation shall be valid unless so made. Any changes
in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing
signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative
to a claim submitted by the ENGINEER, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall be
deemed to constitute a default, and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other
party to comply with the conditions of the Agreement, the other party may terminate this
Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement,
with the sole exception of an action to recover the monies the CITY has agreed to pay to the
ENGINEER pursuant to section 4 hereof, no action shall be commenced by the ENGINEER
against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or
rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all
such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but
not limited to, the Local Government Prompt Payment Act(50 ILCS 501/1, et seq.), as amended,
or the Illinois Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree
that any action by the ENGINEER arising out of this Agreement must be filed within one year of
the date the alleged cause of action arose or the same will be time-barred. The provisions of this
section shall survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY, its officers,employees,agents,boards and commissions from and against any
and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not
limited to workers compensation claims, in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY, its officers, employees, agents, boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any
expiration and/or termination of this Agreement.
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11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
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13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employer or applicant for employment because
of race,color,religion,sex,national origin,age,ancestry,order of protection status,familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the
job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a
written commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening,referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976,as amended, is hereby incorporated by reference, as
if set out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of race, color,
religion,sex,national origin,age,ancestry,order of protection status,familial status,marital status,
physical or mental disability, military status, sexual orientation, or unfavorable discharge from
military service.
Any violation of this paragraph shall be considered a violation of a material provision of this
Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,
of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to
each and every item,condition and other provision hereof to the same extent that the ENGINEER
would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
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17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any section,sub-section, phrase,clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define, limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof,or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance with
the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
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24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment policies that
include,at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights,and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 el seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and shall be
mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY: B. As to ENGINEER:
Mike Pubentz, P.E. Kevin VanDeWoestyne, P.E.
Public Services Director Municipal Department Head
City of Elgin Thomas Engineering Group LLC
150 Dexter Court 726 Shoreline Drive
Elgin, Illinois 60120-5555 Suite 200
Aurora, IL 60504
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing
products and/or services with respect to this Agreement shall be legally authorized to work in the
United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this Agreement. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant
records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such
audit.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. This Agreement may be executed
electronically, and any signed copy of this Agreement transmitted by facsimile machine or email
shall be treated in all manners and respects as an original document. The signature of any party
on a copy of this Agreement transmitted by facsimile machine or email shall be considered for
these purposes an original signature and shall have the same legal effect as an original signature.
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IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
13y L By:
City Manager
Name/Print: Kevin VanDeWoestyne
Title: Principal/Municipal Department Head
Attes .
i a(z4'A
City Clerk
C.\Users katlin.badey\Box\Legal Dept\Agreement\Thomas Engineering Grp-2025 Parking Lot Alley Maint-Clean-8-14-25 docx
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Attachment A-Scope of Services
th€jjpas
engineering group
service at the highest grade
VIA EMAIL: mike.pubentz(aelginil.gov 762 shoreline drive
suite 200
aurora,Illinois 60504
July 23,2025
Mr. Mike Pubentz, P.E.
City of Elgin—Public Services Director
1900 Holmes Rd.
Elgin, IL 60123-1200
RE: Proposal for Phase II Design and Phase III Construction Engineering Services
2025 Parking Lot and Alley Maintenance Program
Mr. Pubentz:
Thomas Engineering Group, LLC (TEG) is pleased to submit the enclosed proposal for the City of
Elgin's 2025 Parking Lot and Alley Maintenance Program. We are enthusiastic about the opportunity to
provide both Phase II design and Phase III construction engineering services for this important program.
Our proposed team brings direct experience in the programming, planning, design, and construction
inspection of municipal parking lots and alleyways. TEG is exceptionally well qualified to support this
project. Our staffs relevant experience and technical capabilities enable us to offer both outstanding
service and exceptional value.
We are genuinely excited about the opportunity to partner with the City of Elgin and contribute to the
community through this important program. We welcome any questions you may have regarding our
proposal and encourage you to contact our client references for additional insight. We're confident that
our capabilities, commitment, and enthusiasm for working with the City will be clearly reflected in this
submittal.
If you have any questions or require additional information, I can be reached directly by phone at (847)
815-9500 or by email at kevinva,thomas-engineering.com.
Sincerely,
thomas engineering group, Ilc
gr—
Kevin VanDeWoestyne, P.E., ENV SP
Municipal Department Head
thomas engineering groutiMIMIIII 111111111=BalplOiest grade
RE. Proposal for Phase II Design and Phase III Construction Engineering Sen ices
2025 Parking Lot and Alley Maintenance Program
Page 2
KEY PERSONNEL
The City of Elgin(City) is seeking a highly qualified and professional engineering firm to provide Phase
II design and Phase III construction engineering services for the 2025 Parking Lot and Alley Maintenance
Program (Project). This Project fits one of our strongest company skillsets and our top personnel are
available for this assignment. Our primary goal for this Project is for our team to exceed the City's
expectations while designing a solution which provides outstanding value and long-term performance.
The proposed project team includes experienced professionals who have recently delivered similar
engineering services on high-profile projects, including the Vernon Hills Athletic Complex Parking
Expansion and the Advocate Aurora Health Highland Parking Lot Rehabilitation and Expansion at
Advocate Medical Group West. This direct experience ensures a seamless and successful execution of the
City's Program.
Project Principal:Kevin VanDeWoestyne,P.E.,ENVSP:
Kevin VanDeWoestyne,P.E.,ENV SP is a Principal with over 20 years of experience involving federally
funded and locally funded municipal roadway, highway, parking lot, and underground utility design and
construction. Mr. VanDeWoestyne serves as the Municipal Department Head at TEG, leading
professional engineering services for all three engineering phases: preliminary engineering, final design
engineering,and construction engineering.
Municipal Operations Supervisor:Doug Masters
Mr. Masters has 25 years of experience in municipal, county, and private-sector roadway projects,
including extensive work managing federally funded infrastructure improvements. His expertise includes
roadway design, construction observation and management, permitting, and stormwater management
design and construction. He routinely oversees all phases of project delivery, including planning, funding
coordination, design, construction oversight, and budget management. Mr. Masters' direct experience
with parking lot and alley improvements makes him an excellent fit for this assignment.
Project Manager:Robert(Rob)Flatter,P.E.
Mr. Flatter has over 33 years of local governmental project management experience, including over
eighteen(18)years as the Public Works Director/City Engineer for the City of West Chicago, Illinois.As
the former Public Works Director/City Engineer, he was directly responsible for all aspects of the City's
Capital Improvement Projects (i.e., planning, budgeting, design, construction, community relations,
Infrastructure Committee liaison, etc.). Mr. Flatter has strong communication skills and understands all
aspects of executing municipal CIP programs.
Chief Surveyor: Chris DeYoung,P.E.,PLS
Mr. DeYoung is a registered Professional Engineer and a Registered Professional Land Surveyor with
over 18 years of land surveying,design, and construction experience. Leading the surveying staff as well
as overseeing all surveying activities for the group,he is responsible for the supervision of surveying staff
and budget,subconsultant management, project schedules,and delivery.
Project Engineer II: Greg Ivanauski
Mr. Ivanauski has over 4 years of experience in Phase II and Phase III engineering. He has assisted with
planning,design, and construction activities for municipal roadway rehabilitation and utility replacement
projects. He also has planning and construction experience with annual maintenance programs including
pavement preservation,pavement marking,and sidewalk and curb replacement programs.
thomas engineering group, Ilc ( i ' 1111111.rat the highest grade
RE: Proposal for Phase II Design and Phase Ill Construction Engineering Services
2025 Parking Lot and Allc7 Maintenance Program
Page 3
PROJECT UNDERSTANDING
Based on recent correspondence from the City of Elgin, the 2025 Parking Lot and Alley Maintenance
Program is anticipated to include pavement rehabilitation and replacement at up to five(5)locations. The
proposed scope of work at each site includes the following:
1. 169 Dexter Avenue Parking Lot —Hot-mix asphalt (HMA) pavement resurfacing and in-kind
pavement marking replacement, including utility frame and lid adjustments, as well as
intermittent subgrade repair and pavement patching,as needed.
2. The Centre of Elgin North/Employee Parking Lot —HMA pavement resurfacing and in-kind
pavement marking replacement, with intermittent replacement of combination concrete curb and
gutter, and possible ADA curb ramp upgrades, subgrade repair, and pavement patching, as
necessary.
3. Alley North of 40 DuPage Court(Spring Street to West Limit)—Full-depth HMA pavement
reconstruction with intermittent subgrade repair and pavement patching.
4. Alley Between 109 and 113 E. Highland Avenue (South of Highland Avenue) — Full-depth
HMA pavement reconstruction with intermittent subgrade repair and pavement patching.
5. Elgin Fire Station No. 3 (2455 Royal Blvd.) — HMA pavement resurfacing and in-kind
pavement marking replacement, with PCC apron and PCC driveway pavement replacement,
utility frame and lid adjustments, and possible ADA curb ramp upgrades, intermittent subgrade
repair,and pavement patching,as necessary.
The budget has been reduced from $500,000 to $400,000 for all improvements including construction
costs and engineering.The Project will be locally funded.
PROJECT APPROACH
TEG's objective for this Project is to develop a comprehensive preliminary design and advance it into
•
constructible plans, specifications, and cost estimates, while optimizing construction details to minimize
field change orders and reduce risks to permit compliance,budget,and schedule.
Before initiating any design activities, TEG will meet with the City to gain a deeper understanding of the
project background,the City's goals, and any site-specific constraints. A thorough review of all available
data and early identification of potential challenges will allow our team to navigate the design process
more efficiently and effectively.
The following Phase II design engineering Scope of Services,comprised of five(5)primary tasks,will be
provided by TEG and subconsultants,where indicated.
1. Data Collection\Survey&Basemapping
2. Geotechnical Investigation(Rubino Engineering,Inc.)
3. Detailed Design and Site Civil Plans and Specifications and Bid Documents
4. Bid Assistance
5. Construction Engineering
thomas engineering group, Ilc --' • �v�; ice at the highest grade
RE: Proposal for Phase II Design and Phase Ill Construction Engineering Serb ices
2025 Parking Lot and Alley Maintenance Program
l'agc 4
TASK 1—DATA COLLECTION/TOPOGRAPHIC SURVEY&BASEMAPPING
The initial step in the design process will be to gather all available background information from the City
and conduct a detailed surface, utility, and underground survey for each proposed parking lot and alley
improvement location. This foundational data will ensure that the design is accurate, efficient, and well-
coordinated with existing infrastructure.
It is anticipated that the City will provide the following materials to support this effort:
• Utility atlases
• Record and as-built drawings(where available)
For resurfacing areas, TEG will utilize GPS survey equipment to collect critical surface features
necessary for design. For alley reconstruction locations, a full survey-grade topographic survey will be
conducted to support final design engineering. TEG's in-house survey team will deploy total station
equipment to collect all relevant surface and subsurface features, verify existing utility atlas information,
and identify any potential utility conflicts.
Within the project limits, and where appropriate, TEG will develop a comprehensive base map that
includes digital terrain modeling for contours and profiles. In addition, survey control points will be
established and provided for use during construction to support layout and quality control.
Concurrently, TEG will initiate utility coordination with all affected private utility agencies. We will
request red-lined markups of existing infrastructure and incorporate verified utility data into the final
engineering plans. TEG recognizes the importance of identifying and planning for potential utility
conflicts early in the process. Our approach emphasizes building strong relationships with utility
providers to ensure trust,transparency,and schedule commitments for any required relocations.
TASK 2.GEOTECHNICAL/ENVIRONMENTAL INVESTIGATION AND CCDD CERTIFICATION
TEG will coordinate pavement cores and geotechnical testing with our proposed geotechnical partner,
Rubino Engineering, Inc. (Rubino). TEG proposes to obtain two(2)pavement cores at all five(5)project
locations to determine the existing pavement thickness and proposed pavement maintenance strategy.
While the anticipated scope of improvements at each parking lot is pavement resurfacing, full-depth
HMA pavement reconstruction at the alley locations is likely. TEG proposes that Rubino perform DCP
(Dynamic Cone Penetrometer)testing to estimate the Illinois Bearing Value(IBV)of the existing soils to
determine subgrade strength for pavement design.
At both alley locations, the scope of work will also include environmental engineering services to
evaluate subgrade soil conditions in accordance with Clean Construction or Demolition Debris (CCDD)
regulations. Soil sampling will be conducted in areas of proposed excavation to determine compliance
with CCDD requirements. The analytical results will be compared against the Maximum Allowable
Concentrations (MACs) for acceptance at CCDD facilities. Based on the findings, Rubino will prepare
and provide the required LPC-662 or LPC-663 Certifications to document material suitability for off-site
disposal under CCDD guidelines.
thomas engineering group, Ilc ... I " ce at the highest grade
RI . Proposal for Phase II Design and Phase III Construction Engineering Semites
21125 Parking Lot and Alit.) Maintenance Program
fare 5
TASK 3—DETAILED DESIGN AND SITE CIVIL PLANS AND SPECIFICATIONS AND BID DOCUMENTS
TEG will prepare all required construction documents, including plans, specifications, and cost estimates,
for the construction of all five (5) project locations under a single bid package. The bid document will be
developed in accordance with the Illinois Department of Transportation (IDOT) processes for Motor Fuel
Tax(MFT)projects,or in another format as preferred by the City.
The bid document will consist of the following components:
1. Engineering Plans
a. Title Sheet
b. General Notes/Index/Standards
c. Summary of Quantities
d. Typical Sections(Includes existing and proposed)
e. Alignment,Ties,and Benchmarks
f. Proposed Pavement and Grading Plan
g. Pavement Marking Plan
h. Construction Details,City Standard Details
i. IDOT Details(where applicable)
2. Specifications
a. BLR 12200 Local Public Agency Formal Contract Proposal
b. BLR 12201 Schedule of Prices
c. BLR 12230 Local Public Agency Proposal Bid Bond
d. BLR 12320 Local Public Agency Formal Contract
e. BLR 12321 Contract Bond
f. BLR 12325 Certified Apprenticeship and Training Program
g. BLR 12326 Affidavit of Illinois Business Office
h. BLR 11300 Check Sheet for Recurring Special Provisions
i. BLR 11310 Special Provisions
j. BDE Special Provisions
TASK 4—BID ASSISTANCE
TEG will prepare complete contract documents suitable for bidding and construction, utilizing the City's
preferred formatting standards. Final digital files will be provided to City staff upon completion. The City
will manage all bid-related tasks in-house, including public advertisement, document distribution, and bid
opening.
During the bidding phase, TEG will remain available to respond to Requests for Information (RFIs) and
will prepare any necessary addenda to the plans or specifications to clarify or revise the bid documents as
needed.
TASK 5—CONSTRUCTION ENGINEERING
TEG proposes to provide comprehensive Phase III construction engineering services for the 2025 Parking
Lot and Alley Maintenance Program. Our team is well-versed in both the local and IDOT Bureau of Local
Roads and Streets(BLRS) policies related to construction oversight, documentation, and project closeout.
We have extensive experience supporting both local and MFT-funded projects in full compliance with
IDOT requirements.
thomas engineering 111.11at the highest grade
RE: Proposal for Phase II Design and Phase III Construction Engineering Services
2025 Parking Lot and Alley Maintenance Program
Page 6
TEG also understands the City's expectations for high-quality work delivered with minimal disruption to
residents,business owners,and commuters.Our team takes pride in proactive,transparent communication
with City staff and the public before and during construction activities. For this project, we will
collaborate with City staff to determine the most effective methods of public outreach regarding
construction impacts and schedules.
Our assigned Resident Engineer ‘‘,1 II prioritize maintaining property access and minimizing
inconvenience throughout the construction period. Regardless of the communication methods used (e.g.,
door hangers, signage, email updates), the Resident Engineer's contact information will be included to
ensure that any questions or concerns from stakeholders are addressed promptly and professionally.
The following Phase III construction engineering Scope of Services will be provided by TEG:
1. Preconstruction Services
2. Submittal Reviews
3. Construction Inspection
4. Post Construction Closeout
Our fee estimate, provided herein, includes construction engineering hours based on having a full-time
Resident Engineer present 9 hours per day for 25 working days(5 weeks)to oversee the construction of
the Project.
ASSUMPTIONS\EXCLUSIONS NOT INCLUDED IN THE SCOPE OF SERVICES
The following scope items are excluded from the Base Scope of Services.
1. Meetings with public officials, or other agencies, beyond those noted herein, are excluded from
the base scope of services.
2. Environmental assessments, beyond those noted herein, are excluded from the base scope of
services.
3. Design of underground utility improvements, beyond routine frame and lid adjustments, are not
anticipated to be a part of these improvements.
4. ComEd new business coordination for new electrical service connection is not anticipated.
5. All permit fees and/or application review fees shall be borne by the City of Elgin.
6. Any retaining wall design, structural tank design, or other designs requiring the services of a
structural engineer,are not anticipated.
7. The project is not located in a floodplain or a flood prone area.
8. Flood improvements and stormwater conveyance improvements are not anticipated.
9. Wetland mitigation and/or preservation and tree identification are not anticipated.
10. Plats of Survey/Plats of Easements are not anticipated.
11. Quality Assurance Material Testing Services in not included in the base scope of services.
12. The Project is anticipated to be locally funded, therefore, administration through the Bureau of
Local Roads and Streets(BLRS)is not anticipated.
thomas engineering groualli at the highest grade
Attachment B -Schedule
SCHEDULE
TEG is prepared to begin design services immediately to align with the City's desired advertisement
timeline. Upon contract award, TEG's Project Manager will work closely with the City's Project
Representative(s)to develop a detailed design and bidding schedule. The target completion date for final
bid documents is September 19,2025.
An approximate design schedule is outlined below:
• Contract Award August 13,2025
• Kick-Off Meeting August 15,2025
• Topographic Survey August 18-22,2025
• Initiate Utility Coordination August 25,2025
• Geotechnical Investigation(Rubino) August 25-29,2025
• 75%Design and Site Civil Plans September 5,2025
• City Review September 8-12,2025
• 100%Bid Documents September 19,2025
• Bid Assistance September 22—October 13
• Bid Opening October 14,2025
• City Council/Construction Contract Award October 22,2025
• Construction Engineering November 2025
thomas engineering group, Ilc� ;l_ ; 'ice at the highest grade
Attachment C-Estimate of Cost
2025 Parking Lot and Alley Maintenance Program
City of Elgin
Cost Estimate of Consultant Services
Staff Classifications and Work Hours
Item Total %of
Task Project/ Labor Fee
No. Construction Chief CAD Survey Resident Workhours Workhours
Principal Design PM PM Surveyor Technician Technician Engineer
Billing Rate $ 240.80 $ 218.40 $ 211 68 $ 207 20 $ 154.62 $ 87.22 $ 108.64
DESIGN ENGINEERING
1 Kick-Off Meeting
a Local Kick-Off Meeting 2 2 0 0 0 0 0 4
b 0 0 0 0 0 _ 0 0 0
c 0 0 0 0 0 0 0 0
Item 1 Subtotal 2 2 0 0 0 0 0 4 1% $ 918.40
2 Data Collection/Survey&Basemapping
a GPS Survey(Parking Lots) 0 0 0 0 0 8 0 8
b Total Station Topographic Surveys(Alleys) 0 0 0 0 16 16 0 32
c ROW and Basemapping 0 0 0 2 8 0 0 10
Item 2 Subtotal 0 0 0 2 24 24 0 50 9% $ 6,218.46
3 Preliminary Utility Coordination
a.Design Stage JULIE Notification 0 0 0 0 0 0 4 4
b 0 0 0 0 0 0 0 0
c. 0 0 0 0 0 0 0 0
Item 3 Subtotal 0 0 0 0 0 0 4 4 1% $ 434.56
4 Geotechnical Investigation
a.Geotechnical Coordination 0 2 0 0 0 0 0 2
b. 0 0 0 0 0 0 0 0
c 0 0 0 0 0 0 0 0
Item 4 Subtotal 0 2 0 0 0 0 0 2 0% $ 436 80
5 Preliminary Design
a 75%Engineering Plans 2 8 0 0 40 0 16 66
b. 0 0 0 0 0 0 0 0
c. 0 0 0 0 0 0 0 0
Item 5 Subtotal 2 8 0 0 40 0 16 66 12% $ 10,151 68
6 Summary of Quantities&Cost Estimate
a. 0 4 0 0 0 0 24 28
b. 0 0 0 0 0 0 0 0
c 0 0 0 0 0 0 0 0
Item 6 Subtotal 0 4 0 0 0 0 24 28 5% $ 3,480.96
7 Specifications&Special Provisions
a 0 8 0 0 0 0 32 40
b 0 0 0 0 0 0 0 0
c 0 0 0 0 0 0 0 0
Item 7 Subtotal 0 8 0 0 0 0 32 40 7% $ 5,223.68
8 Contract Plans,Special Provisions,and Bidding Documents
a 100%PS&E 0 12 0 0 30 0 0 42
b 0 0 0 0 0 0 0 0
c 0 0 0 0 0 0 0 0
Item 8 Subtotal 0 12 0 0 30 0 0 42 8% $ 7,259 28
9 QC/QA
a Review of 100%PS&E 0 0 4 0 0 0 0 4
b 0 0 0 0 0 0 0 0
c. 0 0 0 0 0 0 0 0
Item 9 Subtotal 0 0 4 0 0 0 0 4 1% $ 846.72
10 Bidding Assistance
a. Bidding Assistance 0 4 0 0 0 0 0 4
b 0 0 0 0 0 0 0 _ 0
c. 0 0 0 0 0 0 0 0
Item 10 Subtotal 0 4 0 0 0 0 0 4 1% $ 873.60
2025 Parking Lot and Alley Maintenance Program
City of Elgin
Cost Estimate of Consultant Services
Staff Classifications and Work Hours
Item Task Project/ Total %of Labor Fee
No. Construction Chief CAD Survey Resident Workhours Workhours
Principal Design PM PM Surveyor Technician Technician Engineer
Design Engineering Project Subtotals 4 40 4 2 94 24 76 244 44% $ 35,844.14
%of Workhours 1% 7% 1% 0% 17% 4% 14%
CONSTRUCTION INSPECTION
1 Pre-Construction Services
a 2 0 4 0 0 0 10 16
b 0 0 0 0 0 0 0 0
c
0 0 0 0 0 0 0 0
2 0 4 0 0 0 10 16 3% $ 2,414.72
2 Submittal Review
a 0 0 4 0 0 0 10 14
b 0 0 0 0 0 0 0 0
O 0 0 0 0 0 0 0
O 0 4 0 0 0 10 14 3% $ 1,933.12
3 Construction Observation
a 9 hours per day for 25 Working Days 2 0 25 0 0 0 225 252
b. 0 0 0 0 0 0 0 0
c. 0 0 0 0 0 0 0 0
2 0 25 0 0 0 225 252 46% $ 30,217.60
4 Post-Construction Services
a. 0 0 4 0 0 0 20 24
b. 0 0 0 0 0 0 0 0
c. 0 0 0 0 0 0 0 0
O 0 4 0 0 0 20 24 4% $ 3,019.52
Construction Engineering Project Subtotals 4 0 37 0 0 0 265 306 56% $ 37,584.96
%of Workhours 1% 0% 7% 0% 0% 0% 48%
Project Totals 8 40 41 2 94 24 341 550 100%
%of Workhours 1% 7% 7% 0% 17% 4% 62%
2025 Parking Lot and Alley Maintenance Program
City of Elgin
Cost Estimate of Consultant Services
Staff Classifications and Work Hours
Item Task Project/ Total of Labor Fee
No. Construction Chief CAD Survey Resident Workhours Workhours
Principal Design PM PM Surveyor Technician Technician Engineer
Total Labor Fee $ 73,429 10
Total Direct Costs $ -
Subconsultants(Rubino Engineering,Inc.) $ 6,500.00
TOTAL PROJECT COST $ 79,929.10
2025 Parking Lot and Alley Program
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