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HomeMy WebLinkAbout25-17 Resolution No. 25-17 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI & RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE NATIONAL STREET RECONSTRUCTION PHASE I PRELIMINARY ENGINEERING SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with Hampton, Lenzini, & Renwick, Inc., for professional services in connection with the National Street reconstruction phase I preliminary engineering services, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: January 22, 2025 Adopted: January 22, 2025 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 22 day of January ,2025,by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and Hampton, Lenzini & Renwick, Inc., a Delaware corporation authorized to do business in the State of Illinois(hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the National Street Reconstruction Phase I Preliminary Engineering Services(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 Public 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 preliminary engineering, including environmental clearances, and Project Development Report (BLR 22210), and roadway design that allows for efficient construction, minimizes environmental impacts and makes the most efficient use of available funding. 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 depicting the area in which the work related to this PROJECT is to take place is attached as Exhibit D and incorporated into this Agreement by reference. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided as follows. a. 1/8/2025 — Engineering Services Agreement Presented to Committee of the Whole b. 1/22/2025—Engineering Services Agreement Approval at City Council c. 11/15/2025—Final Project Development Report to IDOT(BLR 22210) d. 12/15/2025—Design Approval e. 3/6/2026—IDOT State Letting f. 4/15/2026—Construction Contract Approval at City Council 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 cost plus fixed fee based on the classification of the personnel employed on this PROJECT, with the total fee not to exceed $106,060.00 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR, and approved by way of written amendment to this Agreement executed by the parties. A detailed cost breakdown for the PROJECT is attached as Attachment C and incorporated into this Agreement by reference. B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus 0%. The cost of any such outside services is included within the total not-to-exceed amount of$106,060.00 provided for in Section 4A above. C. The cost of any reimbursable expenses is included within the total not-to-exceed amount of$106,060.00 provided for in Section 4A above. -2- D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. Date Estimated% Estimated Value of Estimated Completion Work Completed Invoice Value 3/1/2025 5% $5,303.00 $5,303.00 4/1/2025 10% $10,606.00 _ $5,303.00_ 5/1/2025 20% $21,212.00 . $10,606.00 6/1/2025 30% $31,818.00 $10,606.00 7/1/2025 45% $47,727.00 $15,909.00 8/1/2025 60% $63,636.00 $15,909.00 9/1/2025 70% $74,242.00 $10,606.00 10/1/2025 80% $84,848.00 $10,606.00 11/1/2025 90% $95,454.00 . $10,606.00 12/1/2025 100% $106,060.00 $10,606.00 5. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports(2C above)will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the ENGINEER. In the event that this Agreement is 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 -3 - 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. -4- 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. - 5 - 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. -6- 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. - 7 - 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 et seq. A copy of such policy shall be provided to the DIRECTOR prior to the entry into and execution of this agreement. 27. WRITTEN COMMUNICATIONS 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. - 8- 28. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid, addressed as follows: A. As to CITY: B. As to ENGINEER: Mike Pubentz,P.E. Amy McSwane, PE, PTOE Public Services Director Corporate Treasurer City of Elgin Hampton,Lenzini&Renwick,Inc. 150 Dexter Court 1 707 N. Randall Road, Suite 100 Elgin, Illinois 60120-5555 Elgin, IL 60123 29. COMPLIANCE WITH LAWS Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in connection with the performance of this Agreement that the ENGINEER shall comply with all applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, ENGINEER hereby certifies,represents and warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products and/or services with respect to this Agreement shall be legally authorized to work in the United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this Agreement. The CITY shall have the right to audit any records in the possession or control of the ENGINEER to determine ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such audit. 30. COUNTERPARTS AND EXECUTION This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine or email shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine or email shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. SIGNATURE PAGE FOLLOWS - 9 - IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE _ FOR THE ENGINEER: By 07By: 0'8- 1115"A"."1 City Manager i Name/Print: Amy McSwane Title: Corporate Treasurer Au t1-)11(fjled City Clerk Legal Dept\Agreement\HLR-Design Eng Services Agr-National St Recon Ph I Eng-Clean-I-IO-25.docx - 10- ATTACHMENT A Hampton, Lenzini and Renwick, Inc. Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com City of Elgin National Street Reconstruction Phase I Engineering Scope of Work The City of Elgin intends to reconstruct the concrete segment of National Street between the east leg of IL Route 31 and the Metra Railroad tracks and improving pedestrian crossings to current ADA/PROWAG standards. The at-grade crossing of the Union Pacific Railroad tracks is excluded from the project limits. The IL Route 31 intersection is also excluded from the project limits; the concrete segment ends at the radius return on the east leg of the intersection. The purpose of the project is to improve the overall condition of the pavement by replacing the existing concrete. The project will develop the preliminary engineering, including environmental clearances. and Project Development Report, and roadway design.that allows efficient construction. minimizes environmental impacts and makes the most efficient use of available funding. Task 1 —Field Survey HLR will conduct a topographic survey of the project limits including from IL Route 31 to 500 feet east of the Union Pacific Railroad tracks. We will also include cross sections both within and beyond the right-of-way at 50-foot increments and at critical locations. The survey will extend 10 feet beyond the right-of-way in each direction. Pavement. centerline. shoulder. landscape items. as well as utilities which will include complete manhole inspections. will be included in the survey. The wetland boundaries, if needed,will also be surveyed. The survey data will be in IL State Plane Coordinates East Zone NAD 83, and NAVD 88 vertical datum. We will establish accurate horizontal control points and benchmarks for use in construction. Right-of-way/Boundary Determination: HLR will determine the existing right-of-way based on information found in the field and publicly available information including Plat of Highways. GIS, Sidwells, and preliminary plats from the County Recorder online. Plot Survey Data: We will plot field data collected in this task in MicroStation CAD format and prepare base plan sheets for the design of roadway improvements. Task 2—Phase I Design Engineering Services Data Collection and Project Start-up HLR will conduct a visual survey of the site through a site visit. Project photos documenting the existing conditions and possible environmental issues will be taken. HLR will review and analyze the project-related data and records provided by the City of Elgin, including the crash data and utility plans.A design-level JULIE locate will be done to determine the utilities in the area; these utility companies will be contacted for more information. Geotechnical Analysis Soil borings to 5-feet in depth will be completed by our subconsultant. Rubino Engineering. to determine the soil and pavement condition of the pavement. A detailed scope of work by Rubino is attached. Rubino anticipates the need to conduct the borings on the pavement. which will require temporary lane closures and Hampton, Lenzini and Renwick, Inc. p� Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists R www.h l reng i nee ri ng.co m traffic control. HLR's work efforts will include coordination of Rubino's work with the requirements of the project and review of the results of the borings. Prepare Environmental Sruvey Request During early coordination, HLR will submit the Environmental Survey Request (ESR) to obtain the latest natural resource information from various regulatory agencies, both federal and state. This information will be critical for the permitting phase and will be requested through correspondence. A Section 7 consultation for federally listed threatened and endangered species as required by the USFWS will be completed by HLR. this is required for the USAGE permit. Preliminary Design Studies Traffic counts at IL Route 31 and National Street will be completed, including a 13-hour count. HLR will prepare the preliminary design of the geometry, profile and cross sections of the segment. Two (2) ADA ramp improvements will be design at the National Street and Hendee Street intersection. The design will be shown on plan and profile sheet exhibits in the Project Development Report(PDR). HLR will prepare a maintenance- of-traffic plan, including an option for a detour plan for the closure of National Street during construction. An engineer's opinion of probable cost for construction of the recommended improvement will be completed. A preliminary estimate of cost will be prepared for each improvement alternate to be considered in the development of the preferred alternate. Possible proposed detour routes will be coordinated with the appropriate local agencies, including attendance at an IDOT Detour Committee meeting. We will also analyze the crash data to determine any necessary safety improvements at the intersection. Data will be collected from the Elgin Police Department. Drainage Design A drainage analysis of the improvement areas will be performed. The existing drainage conditions will be examined to determine the drainage patterns, the means of drainage, and outlet locations. The analysis will look to identify areas with drainage problems through the use of survey data, field investigations and any provided first hand reports. HLR will evaluate the existing storm sewer system for conveyance adequacies or areas where pipe size increases may be necessary/effective. Evaluation will be based on Bulletin 75 rainfall data, average coefficient of runoff(C value), and Time of Concentrations for each tributary area. Evaluation will be for the trunk manholes and main line storm sewer within the project limits. An analysis of the proposed system will be made using the same procedures as above. It is anticipated that improvements to the proposed system will be limited and isolated to locations with identified problems or where changes may offer significant improvements to the overall system, if applicable. The improvement area will be analyzed for opportunities to provide stormwater mitigation/water quality best management practices (BMPs). These improvements are beneficial and necessary to offset increases in the impervious area. Because the roadway improvements are often located in dense residential areas. the opportunities to provide these BMPs may be limited. A stormwater memorandum will be prepared that summarizes the results of the drainage analysis. existing and proposed storm sewer modeling and the stormwater mitigation /water quality BMPs that are proposed as part of these improvements. Hampton, Lenzini and Renwick, Inc. _ad Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com Project Development Report HLR will prepare a PDR presenting the project's engineering and environmental analyses. design considerations and recommendations. The PDR will be prepared in the current IDOT BLR format and will include an estimate of cost for the recommended improvement. along with exhibits and documentation required to obtain design approval by IDOT. Task 3—Permitting Wetland Screening HLR will conduct a map review of the project. The following maps and documents will be reviewed prior to conducting the field investigation: • U.S. Geological Survey Topographic Maps • National Wetlands Inventory Maps • Kane County ADID Wetland Maps • USDA Soil Survey • Hydric Soils of the United States • Regulatory Flood Map • Kane-DuPage Soil and Water Conservation District Farm Service Agency Aerials It appears from a cursory map review that there are no wetlands mapped in the project area. A wetland screening letter report will be prepared summarizing the findings of the screening. Maps reviewed will be included in the report along with photographs. Preliminary Environmental Site Assessment(PESA) Report This scope includes completing a Preliminary Environmental Site Assessment. The PESA will be prepared using historical and geological information. The specific methods used to conduct the assessment are contained in 1) ASTM Standards E1527-13, 2) A Manual for Conducting Preliminary Environmental Site Assessments for Illinois Department of Transportation Highway Projects (Erdmann et al., 2012), 3) Special Wastes Procedures for Local Highway Improvements (IDOT Local Roads Manual, July 22, 2004). and 4) "IDOT Bureau of Design and Environment Manual (BDE Manual), Section 27-3.03 (b), October 2015). The PESA will include a database search, review of historical records, an on-site evaluation, and review of other project conditions that may give us insight into the existing environmental conditions along the route. Once the review has been completed, a written report will be completed and submitted as documentation to the on-site analysis. This report will accompany various site photographs, maps, and the above referenced documentation, which will be utilized to assist the project evaluation and any applicable recommendations. Preliminary Environmental Site Assessment Update The Preliminary Environmental Site Assessment (PESA) is valid for a period of 6 months, we may need to update the initial PESA completed for this project. This will include ordering the environmental database record. conducting a site visit and completing a written PESA update as an addendum to the original report. Hampton, Lenzini and Renwick, Inc. IAN Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com Task 4—Coordination and Consultation Meetings HLR will prepare for, attend and write meeting minutes for a project kick-off meeting with City staff that will cover project schedule and submittal milestones. We will coordinate project activities with the City on an ongoing basis via phone, email and personal meetings. Following an initial kick-off meeting with City staff, HLR will meet to review the PDR and plan package before submittal to IDOT. HLR also anticipates an FHWA coordination meeting at IDOT. An IDOT Detour Committee meeting with be necessary since the proposed detour will require use of a State route. Additional coordination with the Union Pacific Railroad will be required due to the need for a temporary easement to reconstruct the concrete pavement within their right-of-way. Task 5—Project Administration & Management/QC/QA HLR will complete in-house management of manpower and coordinate the design and plan development. A kick-off meeting will be conducted with City staff and HLR staff to determine milestone schedule. submittal requirements and project scope. The work includes the time for project-related progress reports, invoicing and filing. HLR will conduct independent QA/QC reviews to ensure that the final design and PDR meet the approval of the City of Elgin and the policy guidelines of IDOT. QA/QC will be completed by Amy McSwane for the Phase I document. ATTACHMENT B Hampton, Lenzini and Renwick, Inc. ELR Civil Engineers• Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com Project Schedule Notice To Proceed February 1, 2025 Kickoff Meeting, Field Surveys, ESR February, 2025 Coordinate With Regulatory Agencies April-October, 2025 Submit Project Development Report for Review July, 2025 Submit Final PDR for Approval November, 2025 Construction Letting March, 2026 ATTACHMENT C CITY OF ELGIN ELET R, PHASE I ENGINEERING NATIONAL STREET 2025 DETAILED COST BREAKDOWN Employee Classification Task Description PR E6 E5 E3 E2 El T3 T2 T1 S;R ENV ENV Direct Costs Hours Fee 1. SURVEY AND LAND ACQUISITION SERVICES Project Administration 1 1 $ 220.00 Research 0 $ - 0 $ - Control/Level Circuit 10 10 $ 1,300.00 Topographic/Route Survey 7 7 $ 910.00 Scan Data Processing 8 8 $ 1,040.00 Manhole Inspection 2 8 10 $ 1,270.00 Boundary/Right-of-Way Determination(D.C.for Right-of-entry and 32 8 48 $ 3,700.00 88 $ 18,540.00 flagger fees) Drafting/Plat Preparation 3 3 $ 450.00 Legal Descriptions 0 $ - Review QC/QA 2 2 $ 440.00 0 $ - 0 $ - Appraisal 0 $ - Review-Appraisal .—_-- 0 $ - Negetiatiens _ 0 $ - 2. PHASE I DESIGN ENGINEERING SERVICES Data Collection(GIS,Utility Plans,Construction Plans,Field Visit) 4 4 $ 700.00 Geotechnical Borings 4 $ 4,000.00 4 $ 4,800.00 Prepare ESR and WIEs 2 12 14 $ 2,140.00 Section-4(f) 0 $ - Crash Analysis 2 4 6 $ 1,100.00 Traffic Analysis(Counts at IL 31 and National St) 2 4 $ 300.00 6 $ 1,400.00 _ 0 $ - Prepare Geometric Study 0 $ - Plan and Profile 4 40 44 $ 7,800.00 Typical Sections 1 2 3 $ 550.00 Cross Sections 4 16 20 $ 3,420.00 Right-of-Way Requirements 4 _ 4 $ 700.00 Traffic Management Plan(including Detour Exhibit) 6 12 18 $ 3,300.00 Prepare Stormwater Report Review Existing Drainage Patterns 12 12 $ 2,400.00 Evaluate Existing Outlet 4 4 $ 800.00 Proposed Drainage Conditions&Hydraulic Models 18 18 $ 3,600.00 12/19/2024 1 of 3 CITY OF ELGIN PHASE I ENGINEERING -I R NATIONAL STREET 2025 DETAILED COST BREAKDOWN Employee Classification Task Description PR E6 E5 E3 E2 El T3 T2 Ti S;R ENV ENV Direct Costs Hours Fee Determine Detention/BMPs to Mitigate Added Impervious 6 6 S 1.200.00 Prepare Stormwater Memorandum 4 12 16 S 3.280.00 0 S - Prepare44ydrauk-Report 0 S - Pr 0 $ - Prepare Phase I Design Report(BLR 22211) 0 $ - Cost Estimate 4 12 16 S 2.900.00 Draft Report 2 40 42 S 7.400.00 Final Report based on comments 20 20 S 3.500.00 3. PERMITTING Wetland Screening 3 1 14 18 S 2.600.00 Wetland Report 0 $ - Wetland-Mitigation 0 $ - 0 $Goordination-with-1014R-(-EGGGAT*Seetion-7-Meme,andler-14-1PA 0 $ - 0 $ _ ict-Submittal 0 S - Tree Survey 0 S - 0 $ - -tan-i-SWPPW 0 $ Ietent 0 $ - 0 S - o $ - Prepare-IEP- ruction-Permit 0 $ - Prepare-LE-RA-Water--Tr . 0 $ - Pr __ 0 $ - Obtain Environmental Database-Reped-(EDR) 0 $ - o $ - Prepare-Clean Genstr 0 $ - I 0 S - Prepare a Preliminary Environmental Site Analysis(PESA) 55 5 4 $ 100.00 I 64 $ 9,585.00 Prepare a Preliminary Environmental Site Analysis(PESA)Update 20 2 2 $ 450.00 I 24 $ 4,030.00 12/19/2024 2 of 3 CITY OF ELGIN PHASE I ENGINEERING R NATIONAL STREET 2025 DETAILED COST BREAKDOWN Employee Classification Task Description PR E6 E5 E3 E2 El T3 T2 Ti S;R EN ENV Direct Costs Hours Fee 4. COORDINATION AND CONSULTATION Prepare and Attend Kick-off Meeting I 2 3 5 S 925.00 Prepare and Attend Coordination Meeting I 2 6 8 $ 1,450.00 Prepare Monthly Status Report to Client I 6 6 $ 1,200.00 Prepare Quarterly STP Report I 6 6 S 1,200.00 Prepare property owner letters and exhibits(no Public Meeting or 4 4 $ 700.00 Hearing) — Prepare and attend IDOT Detour Committee Meeting 2 4 6 $ 1.100.00 Prepare and attend status meetings 2 2 4 $ 750.00 Union Pacific Railroad Coordination 8 _ 8 5 1.760.00 Public Meeting 0 S - 0 S - s,Postcards:and--Newspaper 0 S - Advertisements Preepare Et bit& 0 $ - Prepare-Aud4oNtsaalPfesentation 0 $ - 0 $ - Pf 0 $ - 0 $ - Request for Information _ 0 $ - 5. QUALITY ASSURANCE AND PROJECT ADMINISTRATION Quality Assurance and Quality Control 12 12 $ 2.400.00 Project Administration 16 - _ 16 $ 3.200.00 Total 32 15 127 165 87 8 16 13 10 73 7 14 $ 8,550.00 567 $ 106,060.00 12/19/2024 3 of 3 ATTACHMENT D LOCATION MAP we'\ oGrand Victona Casino 0 co N, !Project Area Standish St o E N Na`O��a 't'ati, a\ CIock Tower Plaza Walnut Ave A� 0 PP Y -� O U O Washburn St Route: National Street (IL Route 31 to east of Union Pacific RR) City of Elgin, Kane County e �I S