HomeMy WebLinkAbout25-55 Resolution No. 25-55
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH TRAFFIC
SIGNAL INTERCONNECT AND VIDEO DETECTION IMPROVEMENTS ON KIMBALL
STREET BETWEEN GROVE AVENUE AND DUNDEE AVENUE
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 and Renwick, Inc., for professional services in connection with traffic signal
interconnect and video detection improvements on Kimball Street between Grove Avenue and
Dundee Avenue, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 26, 2025
Adopted: March 26, 2025
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 26 day of March , 2025,
by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as
"CITY")and Hampton Lenzini and Renwick,Inc.. a Delaware corporation(hereinafter referred to
as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with traffic signal interconnect and video detection improvements on
Kimball Street between Grove Avenue and Dundee Avenue (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
Works 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 all design
work necessary for the proper preparation of plans and special provisions for
construction of the project. The project plans shall include the sheets as shown in
TASK 6, Item B of Attachment A — Scope of Work. Bid Documents will be
prepared based on IDOT standard format. Contract specifications and special
provisions will be prepared for Pre-Final and Final Plan submittals. The services
provided shall include all necessary coordination with the City of Elgin and the
Illinois Department of Transportation(MOT).
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement hereto by this reference. The location map is
attached hereto and made a part hereof as Attachment D.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
Notice to Proceed 2025-03-26
Pre-Final PS&E(Elgin Review) 2025-06-27
Pre-Final PS&E(Elgin Comments Received) 2025-07-11
Pre-Final PS&E(IDOT Submittal) 2025-07-25
Final PS&E(IDOT&Elgin Review) 2025-09-29
Project Letting(State) 2026-01-16
Board Approval-Construction 2026-02-18
Start of Construction 2026-04-06
End of Construction 2026-07-03
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 2.0 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 PRODUCT
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(Not To Exceed Method)
A. The City shall pay the ENGINEER for services described in this Agreement in
accordance with Attachment C-Detailed Cost Breakdown,which is attached hereto
and a made a part hereof. For services provided the ENGINEER shall be paid at
the hourly rate of classification of the personnel employed on this PROJECT,with
the total fee not to exceed Fifty-one Thousand Eight Hundred and Forty Dollars
($51.840.00) regardless of the actual costs incurred by the ENGINEER unless
substantial modifications to the scope of the work are authorized in writing by the
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DIRECTOR, and approved by way of written amendment to this Agreement
executed by the parties.
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 Fifty-one
Thousand Eight Hundred and Forty Dollars ($51,840.00) provided for in Section
4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of Fifty-one Thousand Eight Hundred and Forty Dollars
($51.840.00)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.
Estimated Estimated Estimated
Date % Vaal ork f Invoice
Completion Completed Value
5/1/2025 10.0% $5,184.00 $5,184.00
6/1/2025 30.0% $15,552.00 $10,368.00
7/1/2025 50.0% $25,920.00 $10,368.00
8/1/2025 60.0% $31,104.00 $5,184.00
9/1/2025 80.0% $41,472.00 $10,368.00
10/1/2025 85.0% $44,064.00 $2,592.00
11/1/2025 90.0% $46,656.00 $2,592.00
12/1/2025 93.0% $48,211.20 $1,555.20
1/1/2026 96.0% $49,766.40 $1,555.20
2/1/2026 98.0% $50,803.20 $1,036.80
3/1/2026 100.0% $51,840.00 $1,036.80
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
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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
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
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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.
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,pay for and maintain in effect,during the term of this Agreement,
the following types and amounts of insurance:
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain
in effect, during the term of this Agreement, 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.
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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.
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
In all hiring or employment made possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,color,
creed,national origin,marital status,of the presence of any sensory,mental or physical handicap,
unless based upon a bona fide occupational qualification, and this requirement shall apply to,but
not be limited to, the following: employment advertising, layoff or termination, rates of pay or
other forms of compensation and selection for training,including apprenticeship.
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 sex,race,color,
creed, national origin, age except minimum age and retirement provisions, marital status or the
presence of any sensory, mental or physical handicap. Any violation of this provision 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.
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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.
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
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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.
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.
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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.
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. Nicholas Piekarski..PE
Public Works Director Design Engineering Manager
City of Elgin Hampton,Lenzini&Renwick, Inc.
150 Dexter Court 1707 N Randall Road
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. 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. For the purposes of executing this agreement,
any signed copy of this agreement transmitted by fax machine or e-mail 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 fax machine or e-mail shall be considered for these purposes as an
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original signature and shall have the same legal effect as an original signature. Any such faxed or
e-mailed copy of this agreement shall be considered to have the same binding legal effect as an
original document. At the request of either party any fax or e-mail copy of this agreement shall be
re-executed by the parties in an original form. No party to this agreement shall raise the use of fax
machine or e-mail as a defense to this agreement and shall forever waive such defense.
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 C Y: FOR THE ENGINEER:
By By: / " PA
City Manager
Name/Print: Nicholas Piekarski,PE
Title: Design Engineering Manager
A s
441,1113
City Clerk
C:\Users\bailey_k\Box\Legal Dept\Agreement\HLR Agr-Kimball St Traffic Signal Project-Clean-2-28-25.docx
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ATTACHMENT A
SCOPE OF SERVICES
PROJECT UNDERSTANDING
Hampton, Lenzini and Renwick, Inc.(HLR)has prepared this Scope of Work for engineering services based
on our knowledge of the Project from the following items:
I I Phase I Project Report(BLR 19100—Categorical Exclusion Group I)—Approved by!DOT 3-18-23
Bulleted below is a list of basic project understandings and summarized project services and tasks. Detailed
explanations of project tasks are provided by field of service following this list.
Basic Project Understandings
o The project will include the following
• Updated traffic signal controller, cabinets, and interconnect with new fiber optic
cables
• The new traffic signal cabinets will include an uninterruptable power supply at each
intersection.
• New video detection equipment will be installed at the intersections.
• The existing traffic signal posts located in the roadway medians will be replaced
utilizing the existing concrete foundations. All existing attached equipment will be
removed and reattached.
• No new underground conduit is anticipated.
• All new traffic signal cabinets will be replaced on existing concrete foundations.
• No excavation is anticipated.Therefore CCDD is not required.
Project Service and Task Summary
o Survey and Land Acquisition— Not Included
o Preliminary Engineering Services—Not Included
o Design Engineering Services—Not Included
o Structural Engineering Services—Not Included
o Drainage Engineering Services—Not Included
o Traffic Engineering Services
• Calculations
• Traffic Signal Plans
• Bid Documents
• Estimate of Cost
• Bidding Assistance
o Construction Engineering Services—Not Included
o Environmental Services— Not Included
o Geographic Information System (GIS)Services—Not Included
o Water/Wastewater Engineering Services—Not Included
o Permitting—Not Included
o Consultation and Coordination
• Kickoff Meeting
• Status Meetings
• Monthly Status Report to Client
• Quarterly Reports for CMAQ Funding
• Utility Coordination
o Quality Assurance and Project Administration
The project limits are understood to be Kimball Street(From Grove Avenue to Dundee Avenue)
DETAILED SCOPE OF SERVICES
Based on our understanding of the project and the needs of the client the following services are included
in the scope of service:
TASK 1: SURVEY AND LAND ACQUISITION SERVICES— Not Included
TASK 2: PRELIMINARY ENGINEERING — Not Included
TASK 3: DESIGN ENGINEERING — Not Included
TASK 4: STRUCTURAL ENGINEERING — Not Included
TASK 5: DRAINAGE ENGINEERING — Not Included
TASK 6: TRAFFIC ENGINEERING
Based on the understanding of the project, the following items are necessary parts of the design scope of
services:
A. Calculations — HLR will provide backup calculations to ensure that the design meets the
standard of care. Calculations necessary for this project will include:
I. Quantity Calculations and Documentation — HLR will quantify and document the
associated units of each pay item within the plans in accordance with Chapter 64 of
IDOT's Bureau of Design and Environment Manual.
II. Traffic Signal Service Requirements—HLR will calculate the required electrical service
for the traffic signal installation to confirm the existing electrical service is adequate for
the proposed equipment loads.
B. Plans—The plans are working drawings that show the location,configuration, and dimensions
of the proposed construction activities. The plans will be prepared under the supervision of a
Professional Engineer. The plan set will consist of the following drawings and the estimated
number of sheets:
Title Sheet 1 Sheet
General Notes 1 Sheet
Summary of Quantities 1 Sheet
Schedule of Quantities 1 Sheet _
Existing Typical Sections 2 Sheets
Proposed Typical Sections 2 Sheets
Alignment,Ties and Benchmarks 2 Sheets
Traffic Signal Plans 5 Sheets _
Traffic Signal Cable Plans 5 Sheets
Traffic Signal Interconnect Plan 2 Sheets
Traffic Signal Interconnect Schematic and ITS 2 Sheets
Traffic Signal Standard Sheets 8 Sheets
IDOT Standard Sheets 10 Sheets
Increases to the actual number of plan sheets as compared to the estimated sheets above may
constitute additional work. HLR will notify the Client if additional work is anticipated.
C. Bid Documents— Bid Documents will be prepared for the solicitation of contractors to provide
construction services. Bid Documents format will be based on the following criteria:
I. IDOT Format— HLR will prepare a bid document based on IDOT standard format.
HLR will prepare contract specifications and special provisions for Pre-Final and Final Plan
submittals.The latest version of the IDOT"Standard Specifications for Road and Bridge
Construction"and "Supplemental Specifications and Recurring Special Provisions"will be
used as the basis of the construction special provisions. IDOT check sheets will be used as
required by the project.
Where a project work item contains work, material, unique sequence of operations or any
other requirements that are not included in the Standard Specifications, Supplemental
Specifications, Recurring Special Provisions, BIDE Special Provisions or Guide Bridge
Special Provisions, a project specific Special Provision will be written by HLR.
D. Estimate of Probable Cost — HLR will prepare engineering opinions of probable construction
costs for each submittal. Costs will be determined using available guides and bid tabulations
from similar projects. In addition, the pay item reports with awarded prices from IDOT's website
will be used to approximate current unit costs.
E. Lump Sum Cost Breakdowns — HLR will prepare a breakdown of costs that estimates the
associative costs of lump sum items that are not represented in historical data as required by
IDOT to be used in the Estimate of Probable Cost.
F. Estimate of Time — HLR will create an estimate of time using IDOT's BDE 220A Estimate of
Time Required form and production rates published in IDOT's Bureau of Design and
Environment manual to determine the estimated number of days needed for construction.
G. Submittal and Review Intervals — HLR will prepare and submit the associated documents to
the Client for review at the following intervals:
I. Pre-Final (90%) — Plans and concepts are nearly complete and minor modifications
are expected. Deliverables for this submittal will include:
a. Plans
b. Bid Documents
c. Estimate of Probable Cost
d. Lump Sum Breakdowns
e. Estimate of Time.
II. Final (100%)— Plans are fully developed and are ready for distribution to contractors.
Deliverables for this submittal will include:
a. Plans
b. Bid Documents
c. Estimate of Probable Cost
d. Lump Sum Breakdowns
e. Estimate of Time.
H. HLR will distribute electronic versions of deliverables to the Client's Project Manager for
distribution to reviewers. Comments provided will be reviewed and necessary updates will be
made. Disposition to comments will be provided at the next submittal. The disposition to
comments will be provided based on how HLR received them:
I. Client provides a list of comments—HLR will provide a formal disposition to comments
in letter format.
II. Client provides comment on plan and/or bid document sheets - HLR will provide
written disposition to comments next to the comments provided by the Client in a
different color.
I. Increases to the number of submittals and reviews scheduled above may constitute additional
work. Each milestone review listed above in Task 6 Item G includes responding to and
modifying deliverables to 1 set of review comments. HLR will notify the Client if additional work
is anticipated. If additional work is anticipated, HLR will not proceed until additional
compensation is agreed upon in writing.
J. Bidding Assistance-HLR will provide the following services to aid the Client during the bidding
process. It is understood that the project will be let through the State limiting bidding assistance
to the following tasks:
I. Answer Bidding Questions
II. Review tabulation Bids for the City
TASK 7: CONSTRUCTION ENGINEERING— Not Included
TASK 8: ENVIRONMENTAL SERVICES — Not Included
TASK 9: GEOGRAPHIC INFORMATION SYSTEMS (GIS) — Not Included
TASK 10: WATER WASTEWATER ENGINEERING — Not Included
TASK 11: PERMITTING —Not Included
TASK 12: CONSULTATION AND COORDINATION
A. Meetings
I. Kickoff Meeting-HLR will coordinate with IDOT Local Roads staff to schedule a Phase
II Kickoff Meeting with Client and IDOT. HLR will also prepare an agenda for the
meeting along with meeting minutes to document the meeting's talking points.
II. Coordination Meeting - Coordination and design meeting with the Client (assume 2
meetings).
B. Request for Information - HLR will formally request information from the City and IDOT as
needed via email.
C. Quarterly Reports to KKCOM -The use of CMAQ requires quarterly reporting to the KKCOM
planning liaison and IDOT. HLR will complete these reports and coordinate them with the
KKCOM planning liaison and IDOT as necessary. Based on the anticipated schedule, HLR
assumes 5 quarterly reports will need to be completed throughout the project lifespan.
Quarterly reports beyond this due to changes in schedule may constitute additional work. HLR
will notify the Client if additional work is anticipated.
D. Utility Coordination - HLR will coordinate with utilities with determining their facility location,
potential conflict determination, and resolution of those conflicts. The major work items under
this task will include:
I. A J.U.L.I.E. Design Level Locate request will be submitted.
II. Project status letters will be prepared to the individual utility companies along with
location map. In the event that federal funding will be used during construction, the
client will provide HLR with their letterhead for transmittal to utilities.
III. HLR will verify the location of visible utilities identified on the atlas maps provided by
the utilities. The location of underground utilities will be added to our base topography
based on the information provided.
IV. Preliminary letters on Client letterhead will be sent to the utility agencies summarizing
the project scope and requesting atlas maps.HLR will send the preliminary plan sheets
created during Phase I as an attachment to preliminary letters.
V. Pre-final and Final plans will be sent to the utility companies.This submittal will include
the location of known conflicts identified by the utilities.
VI. Utility relocation is not anticipated on this project as it utilizes existing conduit and
foundations for the proposed improvements. Relocation of private utility agency
facilities may constitute additional work relative to utility permit review, additional
coordination, and efforts for design revisions to avoid conflicts.HLR will notify the Client
if additional work is anticipated.
TASK 13: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Quality Assurance — HLR will provide two internal quality assurance reviews prior to the Pre-
Final submittal: one by a Professional Engineer experience with water main and roadway
design work and one by a Professional Engineer experienced with water main and roadway
construction.
B. Project management and administration will last throughout the expected 1-month duration of
the project.
Management and administration are necessary to ensure the successful completion of the
project. The expected activities within this task include:
I. Project schedule/progress monitoring
II. Staffing, monitoring, including allocating staff as needed
III. Budget monitoring
IV. Document management
V. Staff coordination
VI. Invoicing
C. Upon completion, this task also includes project close-out, which includes the delivery of the
electronic files.
I. Submit necessary project files as requested by the Client.
II. Submit Final Invoice and project closure letter.
ATTACHMENT B
PROJECT SCHEDULE
Notice to Proceed 2025-03-26
Pre-Final PS&E(Elgin Review) _ 2025-06-27
Pre-Final PS&E(Elgin Comments Received) 2025-07-11
Pre-Final PS&E(IDOT Submittal) 2025-07-25
Final PS&E(IDOT&Elgin Review) 2025-09-29
Project Letting(State) 2026-01-16
Board Approval-Construction 2026-02-18
Start of Construction _ 2026-04-06
End of Construction 2026-07-03
ATTACHMENT C
DETAILED COST BREAKDOWN
PROFESSIONAL ENGINEERING SERVICES
KIMBALL STREET INTERCONNECT
CITY OF ELGIN
Employe*Classification
ProjectPhase/Task Meet Costs Moors Fare
NI E4 E3 E2 T2
1 SURVEY AND LAND ACQUISITION SERVICES-Not Included
O 3 -
2 PRELIMINARY ENGINEERING SERVICES-Not included
O $ -
3 DESIGN ENGINEERING SERVICES•Not Included
O 3 -
4 STRUCTURAL ENGINEERING SERVICES-Not Included
1 0 $ -
5 DRAINAGE ENGINEERING SERVICES•Not Included
0
. Calculations i. • -.---.... ......0 $ -
Quant.ty Celculenona and ooclanen taticn 2 10 f, 12i s 2:1a'oAli
Tra lc Signal Service Repr!emetks __ ��• 1 1 I
2 ! y .�3~-3 S70_OD
Trek Signal Plan Preparation �..�.`.._ 1 0 $ -
T'ale Sleet _ I 1 ! 1 . 2 $ 315.00
General Notes —.T. —g 1 2 • 1 1� 4 $ 71000
Summary of Ouentltla j.1 ��( 4)_ _1. , __—0.-- 8 1,060.00
Schedule of Quantities _-- _ — _ L 2 1 _ 1 I 3 $ 490.00_
Traffc Signal Details •_ _ ♦_ I 2 i 1 n 3 i 490A0
Traffic Signal Plan 3,,,r�L_l 6 ! 23�i 3,880.00
_Cade Plan.Phase Diagram and EVP S.yen uee 113 I 9 4 _ �15,1 2r620.00
Retsrerced Traffic Signal Sheets-U..Route 31 2 1 S I 1 6 f 885.00
Iiiercannect Plan 3 I 3 2 _ _ $ 8 1,485.00
_ Flier Sp$orvst Diagram -'_ j 2 '- 10_..—.�--. 13 3 2,330.00
Standard Gelds �� �:�1 • ,,,,, 1 4 `y 2 $ 316,00
Tralhc Signal Spedd Provlsio ns.-. _•••�......
—_-- u 2 �...-. ,g_,._. 10_ 11 _1,840.00
Prepare Estimate of Cost - 1 4 • 5 $ 920.00
Prepare Estsnato of lima 2 i 7 $ 1.915.00
Prepare Lump Sum Cost Breakdown ^�....... ' 1 �. 3,�, 4 _5 745_9
Revisions Basod on Pre-Final Review Con/Tell. 2__ _ �3„_„ 4 IS $ 3.100.00
Revisions Based on Final Revew Comments — 2 _ 7� _ • 2 11 $_ 1 945.00
Bidding Assistance ...:Y�..-_._.... _._._ - i 0 $
Answer Bidding Questions •• _-2 _ _6 7 $ 1.315.00
Review taPxletion Bids for the Cny 2 i 3 1� 6 f 065.00
I 0 6
7 CONSTRUCTION ENGINEERING SERVICES•Not Included
O $ -
8 ENVIRONMENTAL SERVICES•Not Included
O 3 -
9 GEOGRAPHIC INFORMATION SYSTEM(GIS SERVICES•Not Included
. 0 3 -
10 WATER/WASTEWATER ENGINEERING SERVICES•Not Included
I • 0 3 -
11 PERMITTING•Not Included
0 -
12 CONSULTATION AND COORDINATION
Prepare and Attond Kick-off Meeting 1 3 ' (— 4 $ 790.00
Prepare and Attend Cddrdi nal,an Meeting 2 I__1 I I ` 6 $ 1,200 00
Request for kRarnatlon ---_�_ -6 8 1��! - -- - - 16 $ 3.280.00
_Prepare QnmAsr CMAQ Reparl_ _ __ _10 _! _ 10 $ 2,200.00_
Utility Coordnaton 1 I____ 0
J.l1.LI.E.Design Stage Locate 1 1 1 $ 145.00
Verily Utlsues on Provided Mae Mao_ _ { 8 lie 24 3'400.00-
_Ca°`Se Prelanoniminary
(Assume�61 s�sndw x 2 hours per agency)lea Subrnitage )' I 18 i =__.. 106 $ 2 320.00
-. Pre-Find,VAn!11611 apertclo!4.?houl.�eojeem1 !i 18J 16 $ 2,320.00
Final(Assume 5 AN agendas agendas x'2 hours per agency) 8 i t 160 2,320.00
13 QUALITY ASSURANCE AND PROJECT ADMINIS!RATION
Ouekty Asaurenra end()witty Calera _- 1_ 8 J _ a $ 1176Q00
rm P,olect Adrnsratro'n 12 _ 1$ I 2,540.00
I..._.I 0 $ -
TOTALS 72 16 107 67 44 as $ $1,640.60
2r24r2025 1 of
LOCATION MAP
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Project Location
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Minaca«tx 14..r EAST ELGIN
La*Road o Stnnt Ills
Route: Kimball Street v
Limits: Grove Avenue to Dundee Avenue
Local Agency: City of Elgin II o' 4 E
Roadway Functional Class: Minor Arterial S
Section: 22-00197-00-TL