HomeMy WebLinkAbout25-78 Resolution No. 25-78
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI &
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
RANDALL ROAD AT BIG TIMBER ROAD INTERSECTION IMPROVEMENTS WATER
MAIN RELOCATION PROJECT PHASE
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 Randall Road
at Big Timber Road intersection improvements water main relocation project phase, a copy of
which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: April 23, 2025
Adopted: April 23, 2025
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 23 day of April ,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 Randall Road at Big Timber Road Intersection Improvements
Water Main Relocation Project Phase(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 all design
work necessary for the proper preparation of plans and special provisions for
construction of the project to be inserted into the intersection improvement plans
for the Randall Rd at Big Timber Road project. The project plans shall include
utility plan and profile sheets and a review and modifications necessary to any of
the sheets for the intersection improvement plans based on the addition of the water
main relocation. 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 Kane County Division of Transportation.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
D. An exhibit depicting the location of the PROJECT is attached hereto as Attachment
D and incorporated into this Agreement by reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
a. Notice to Proceed April 24, 2025
b. Preliminary Design Submittal June 27, 2025
c. Final Plans and Specifications March 2,2026
d. Project Letting June 12,2026
e. Construction Start August 2026
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 $151,490 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 $151,490
provided for in Section 4A above.
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C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of$151,490 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 Estimated Invoice
Completion Work Completed Value
6/1/2025 10% $15,149.00 $15,149.00
7/1/2025 25% $37,872.50 $22,723.50
8/1/2025 50% $75,745.00 $37,872.50
9/1/2025 62.5% $94,681.25 $18,936.25
10/1/2025 70% $106,043.00 $11,361.75
11/1/2025 72.5% $109,830.25 $3,787.25
12/1/2025 75% $113,617.50 $3,787.25
1/1/2026 80% $121,192.00 $7,574.50
2/1/2026 85% $128,766.50 $7,574.50
3/1/2026 90% $136,341.00 $7,574.50
4/1/2026 92.5% $140,128.25 $3,787.25
5/1/2026 95% $143,915.50 $3,787.25
6/1/2026 97.5% $147,702.75 $3,787.25
7/1/2026 100% $151,490.00 $3,787.25
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
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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
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
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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, 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.
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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/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
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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.
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
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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.
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, P.E.
Public Services Director Assistant Corporate Secretary
City of Elgin Hampton,Lenzini&Renwick,Inc.
150 Dexter Court 1707 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
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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.
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 ENG 7,
' 4/3/2025
By By:
City Manager r
Name/Print: Ryan Livingston,PE
Title: Vice President
A es .
City Clerk
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ATTACHMENT A
SCOPE OF SERVICE
RANDALL RD AND BIG TIMBER RD -WATER MAIN RELOCATION DESIGN
CITY OF ELGIN
The City of Elgin (hereinafter the "Client") has requested professional engineering services for Design
Engineering Services for the relocation of Water Main corresponding to the Randall Road and Big Timber
Rd Intersection Improvement project lead by the Kane County Division of Transportation (hereinafter the
"Project"). The following outlines the proposed Project 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:
Project Utility Coordination Meeting Minutes Dated 6-26-2024
Phase I Design Report
Current Phase II Design Efforts by HLR
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
Relocate existing water main in conflict with the proposed roadway and storm sewer
facilities for the Randall and Big Timber Rd Intersection Improvement Project per Kane
County Division of Transportation Construction notes for utility relocations.
City water main relocation plans will be incorporated into the roadway intersection
improvement plans.
Design and construction costs for the City water main will be paid for with local funding.
Water main construction pay items will need to be broken out in the plans and coded to
show that local money will be used.
Project Service and Task Summary
Survey and Land Acquisition— Not Included
Preliminary Engineering Services—Not Included
Design Engineering Services
• Plans
• Conflict Analysis
• Special Provisions
• Proprietary Item Letters
• Estimate of Probable Cost
• Estimate of Time
• Submittals and Reviews
Structural Engineering Services—Not Included
o Drainage Engineering Services—Not Included
o Traffic Engineering Services—Not Included
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
• IEPA Water Main Construction permit
o Consultation and Coordination
• Coordination Meeting
• Request for Information
o Quality Assurance and Project Administration
The length of water main relocation are anticipated to approximately be:
{ Randall Road— 1,475 feet of 16"water main
— 1,725 feet of 12"water main
Big Timber Road—1.100 feet of 12"water main
—3,000 feet of 24" water main
Schedule — Based on our project understanding, the following are project milestones desired by Client.
These dates align with the schedule for the roadway intersection improvement project as discussed in the
6-26-2024 utility coordination meeting between the City of Elgin, KDOT and HLR:
Notice to Proceed 4/24/2025
Kick-off Meeting with the City 4/25/2025
Preliminary Layout and Rough Quantities 5/16/2025
Preliminary Design Submittal (KDOT & Elgin Review) 6/27/2025
Pre-Final PS&E (KDOT & Elgin Review) 8/22/2025
Pre-Final PS&E (KDOT & Elgin Comments Received) 10/10/2025
Pre-Final PS&E (IDOT Submittal) 12/19/2025
Final PS&E (IDOT, KDOT & Elgin Review) 3/2/2026
Project Letting (State) 6/12/2026
Committee of the Whole-Construction 6/24/2026
Council Approval -Construction 7/8/2026
Start of Construction Aug-26
End of Construction Nov-27
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
A. Design of the water main will utilize survey data collected by HLR for the roadway intersection
improvements. At this time HLR does not anticipate a need for additional survey as it pertains
to the design of the water main relocation. Additional survey required to locate existing water
main facilities may constitute additional work. HLR will notify the Client if additional work is
anticipated_
TASK 2: PRELIMINARY ENGINEERING — Not Included
TASK 3: DESIGN ENGINEERING
Based on the understanding of the project. the following items are necessary parts of the design scope of
services:
A. 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. Plans for the water main relocation design will be incorporated into the
drainage and utility plan and profile sheets for the roadway intersection improvement plans.
Updates and conflict analysis is anticipated on the following intersection improvement plan
sheets and the estimated number of sheets:
Summary of Quantities 2 Sheet(s)
Schedule of Quantities 2 Sheet(s)
Existing Conditions and Removals 6 Sheet(s)
Maintenance of Traffic Plan & Details 42 Sheet(s)
Soil Erosion and Sediment Control Plans and Details 10 Sheet(s)
Drainage and Utilities Plan and Profiles 11 Sheet(s)
Street Lighting Plans 4 Sheet(s)
Temporary Staged Traffic Signal Plans 5 Sheet(s)
Temporary and Permanent Traffic Signal Plans 3 Sheet(s)
Special Details 3 Sheet(s)
Cross Sections 140 Sections
Increases to the actual number of plans sheets as compared to the estimated sheets above
may constitute additional work. Changes made to the intersection improvement plans based
on KDOT review and comment may affect the water main design and require additional work.
HLR will notify the Client if additional work is anticipated.
B. Conflict Analysis— HLR will perform a conflict analysis table to include with the plans that will
identify conflict locations, utility types. and anticipated separation.
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, BDE 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. Proprietary Item Letters— Proprietary Item Letters will be required in order to include specific
manufacturers for water main items as required by City Code. Proprietary item letters are
required on IDOT let project that utilize federal funding. HLR will draft the letter and
coordinate with the City and IDOT to be approved by the Bureau of Materials and Physical
Research's Products Evaluation Unit.
F. Estimate of Time— HLR will include the work for water main in the overall project estimate of
time on the BDE 220A form from IDOT.
G. Submittal and Review Intervals — HLR will prepare and submit the associated documents to
the Client for review at the following intervals:
I. Preliminary (50%) — Basic plans with well-defined concept of the proposed
improvement.A high level estimate of probable cost will be provided for the water main
work only to the City of Elgin for budgeting purposes.
II. Pre-Final (90%) — Plans and concepts are nearly complete and minor modifications
are expected. Documents for this submittal will include:
a. Plans
b. Bid Documents
c. Estimate of Probable Cost
d. Estimate of Time.
III. Final (100%) —Plans are fully developed and are ready for distribution to contractors.
Documents for this submittal will include:
a. Plans
b. Bid Documents
c. Estimate of Probable Cost
d. Estimate of Time.
H. HLR will distribute electronic version of plans, bid documents, and estimate of probable costs
to 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.
I. Increases to the number of submittals and reviews scheduled above may constitute additional
work. 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.
TASK 4: STRUCTURAL ENGINEERING —Not Included
TASK 5: DRAINAGE ENGINEERING — Not Included
TASK 6: TRAFFIC ENGINEERING — Not Included
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
A. IEPA Water Main Construction permit
I. HLR will fill out and submit the necessary permit application forms to the IEPA Division
of Public Water Supplies for construction of the associated water main. The permit
application will be submitted at the prefinal level of the plans.
II. The necessary permit application forms include:
a. IEPA Drinking Water Construction Permit Form
b. IEPA Schedule A—Engineer's Cost Estimate
c. IEPA Schedule B—Water Main Construction
TASK 12: CONSULTATION AND COORDINATION
A. Meetings
I. Coordination Meeting — Coordination and design meeting with the Client (assume 2
meetings).
B. Request for Information—Additional information may be needed from the Client throughout the
project duration to continue to progress the design. HLR will coordinate these requests with the
Client's project manager as they arise.
C. Utility Coordination — HLR will coordinate with utilities with determining their facility location.
potential conflict determination. and resolution of those conflicts as part of the intersection
improvement plans. However, additional time may be required to analyze specific conflicts with
the water main design as coordination occurs with all the private utility agencies within the
project limits. The major work items under this task will include:
I. This work does not include A J.U.L.I.E. Design Level Locate.
II. This work does not include project status letters to utility agencies.
III. HLR will review potential utility conflicts determined by the utility owner in regards to
the proposed water main improvements. These locations will be discussed with the
utility if relocation is not possible.
IV. 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.
V. HLR will review up to 2 utility permit request provided by Kane County/the Client which
are within the improvement limits to check that the relocations are consistent with
coordination and the proposed improvements.
VI. HLR will assist the Client in the coordination effort to obtain utility relocation schedules
and relocation cost of utilities for those within dedicated easements.
VII. Efforts to verify the accuracy of utilities located within the project limits will constitute
additional work. The Client will be contacted to approve additional costs.
VIII.Efforts to revise the design of proposed improvements based on conflicts for which the
utility is unwilling or untimely in their efforts will constitute additional work. The Client
will be contacted to approve additional costs for the redesign.
IX. The following is a list of known utilities within the project limits as identified by the
J.U.L.I.E. Design Stage Locate performed as part of the intersection improvement
plans.
a. AT&T
b. Bluebird Network
c. Century Link
d. Comcast
e. ComEd
f. Everstream
g. MIC-Verizon
h. Nicor
i. US Signal
j. Vinakom
k. WOW
I. Zayo
TASK 13: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Project management and administration will last throughout the 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
B. Upon completion. this task also includes project close-out, which includes the delivery of the
electronic files.
ATTACHMENT B
PROJECT SCHEDULE
Notice to Proceed 4/24/2025
Kick-off Meeting with the City 4/25/2025
Preliminary Layout and Rough Quantities 5/16/2025
Preliminary Design Submittal (KDOT& Elgin Review) 6/27/2025
Pre-Final PS&E (KDOT& Elgin Review) 8/22/2025
Pre-Final PS&E (KDOT& Elgin Comments Received) 10/10/2025
Pre-Final PS&E (IDOT Submittal) 12/19/2025
Final PS&E(IDOT, KDOT& Elgin Review) 3/2/2026
Project Letting (State) 6/12/2026
Committee of the Whole-Construction 6/24/2026
Council Approval-Construction 7/8/2026
Start of Construction Aug-26
End of Construction Nov-27
ATTACHMENT C
DETAILED COST BREAKDOWN
PROFESSIONAL DESIGN ENGINEERING SERVICES
RANDALL ROAD AT BIG TIMBER ROAD INTERSECTION IMPROVEMENTS(WATER MAIN RELOCATION)
CITY OF ELGIN
Employee
VISION Classification
PHASE Project Phase/Task E6 Eli T.
Direct Costs Hours Fee
NAME
a a SURVEY 1 SURVEY AND LAND ACQUISITION SERVICES•Not Included
O S -
PRELIM 2 PRELIMINARY ENGINEERING SERVICES-Not Included
0 S -
DESIGN 3 DESIGN ENGINEERING SERVICES
•- •Modifications to intersection improvements plans based on Wale,l,lain Design Inclusion
Prepare Plans i I C S __ -
Summary of Quantities 4 2 F, $ 1,100.00
Schedule of Quantities B 4 12 $ 2.200.00
--_Removal Plan" 1. 8 4 10 S 1,82000
Maintenance of Traffic(MOT)" -- --1 1 0 S -
MOT•General Notes 6 Construction Staging Sequence** 2 1 s 5 55000
MOT-Typical Sections" 4 . 2 6 S 1,100 00
MOT-Pre-Stage Plans" 8 4 2 S 2,200.00
MOT•Stage 1 Plans" 8 4 12 S 2,200.00
MOT-Stage 2 Plans" 8 4 S _2,200.00
MOT•Stage 3 Plans" 8 4 12 S - 2,200.00
MOT-Staged Cross Sections" 24 8 32 $ _5,920.00
Soil Erosion and Sediment Control Plan(SESC)" 12 4 16 S 2,960.00
Drainage and Utility Plan and Profile(Assume 7300 feet of water main 200 10C ?CC S 55,000.00
relocation at approximately 16 hours per 600 feet of water main) _
Traffic Signal Plant" 4 , 2 6. $ _ 1,100.00
W Temporary Traffic Sigrid Pn•• 4- -2 6 $ 1,100.00
Lighting Plans" 4 2 6 $ 1,100.00
Cross Sections** 40 24 64 S 11,68000
Conflict Analysis 24�12 38 S _. 6,600.00
Special Details T-- -- 0 S
Municipal Deals _ _ 4 .^4 6 S 1,440.00
Prepare Bid Documents - 0 S -
—
Special Provisions _32 32 _ S —_8,080.00
Prepare Estimate of Cost 0 _ S -
Prepare Estimate of Time _ 0 S _ -
Revisions Based on Preliminary Review Comments 24 _12 ' 36 S _ 6.600_.00
Revisions Based on Pre-Final Review Comments 16 6 24 S 4,400 0—
Revisions Based on Initial Final Review Comments 8 4 I 12 S 2,20000
Revisions Based on Final Review Comments 4 2 I 6 S 1.10000
O S
STRUCT 4 STRUCTURAL ENGINEERING SERVICES-Not Included
— 0 S -
DRAIN 5 DRAINAGE ENGINEERING SERVICES-Not Included
0 S -
TRAFF 6 TRAFFIC ENGINEERING SERVICES•Not Included
O S -
CONST 7 CONSTRUCTION ENGINEERING SERVICES-Not Included
O S -
ENVMT 8 ENVIRONMENTAL SERVICES-Not Included
O S -
GIS 9 GEOGRAPHIC INFORMATION SYSTEM GIS SERVICES-Not Included
O S -
WAN 10 WATERIWASTEWATER ENGINEERING SERVICES-Not Included
O S
E 8 S 1,520.00
O S
COORD 12 COORDINATION AND CONSULTATION
Pre pa re and Attend Kck-tiff Meeting 0 $
Prepare and Attend Coordination Meeting(Assume 2 a 2 hours each/ 4 4 8 $ 1,640.00
Prepare Monthly Status Report to Client 14 14 S 3,080 00
Utd,ty Coordination 0 $
1111-4—E Q• gnStag►Loraie 0 S -
1.4aa Mafia 0 S -
600.1•A•boA-L-4444440141-Plan6r,ompale 0 S -
Prelimrnary Conflict Analysis Review 0 5 -
(Assume_utility agencies x_hours per agency) 0 S -
Review of and Response to Utility Agency Conflict Analysis 0 S -
(Assume 12 utility agencies x 2 hours per agency) 24 24 S 4 560.00
Initial Review of Permit Request 0 S
(Assume 12 utility agencies x 2 hours per agency) 24 24 S 4 560.00
Final Review of Revised Penrvt Request 0 S _
(Assume 12 utility agencies x 1 hour per agency/ 12 12 5 2,280.00
O S
ADMIN 13 QUALITY ASSURANCE AND PROJECT ADMINISTRATION
Quality Assurance and Quality Control I 0 5
Design Engineering QAOC 16 I 16 5 3,52000
Permitting OAQC 2 I 2 $ 440.00
Project Administration 32 I 32 5 7G4000
I 0 S
TOTALS 65 526 213 809 S 151,490.00
1 of
ATTACHMENT D
LOCATION MAP
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PROJECT LOCATION c..r„tyow
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14 Oland Korn, I
n 9m•W,tl A.p "Ma"G4n
Ve14y Cr... E
West Haltoana
Route: Randall Road (C.H. 34)
Limits: at Big Timber Road (C.H. 21)
Intersection Improvements CountyDivision of Trans ortation 11.---
Kane '
p
19-00369-01-CH