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HomeMy WebLinkAbout26-10 State of Illinois) County of Kane) ss City of Elgin ) CERTIFICATE OF CITY CLERK I, Kimberly A. Dewis, DO HEREBY CERTIFY that I am the duly qualified City Clerk of the City of Elgin, in the Counties of Kane and Cook in the State of Illinois, and that as such City Clerk I am the keeper and custodian of the files and records of said City of Elgin and the seal thereof. I DO FURTHER CERTIFY that the attached is a full, true, and correct copy of: RESOLUTION NO. 26-10 RESOLUTION AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING SERVICES AGREEMENT WITH HAMPTON, LENZINI AND RENWICK, INC. FOR CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE KIMBALL STREET TRAFFIC SIGNAL INTERCONNECT PROJECT passed by the Elgin City Council at its legally convened meeting held on January 14, 2026. In Witness Whereof, I have hereunto set my hand and affixed the corporate seal of the City of Elgin at the said City in the County and State aforesaid this 14th day of January, 2026. Ci Cler •> a( Deputy City Clerk Resolution No. 26-10 RESOLUTION AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING SERVICES AGREEMENT WITH HAMPTON, LENZINI AND RENWICK, INC. FOR CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE KIMBALL STREET TRAFFIC SIGNAL INTERCONNECT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Local Public Agency Engineering Services Agreement on behalf of the City of Elgin with Hampton, Lenzini and Renwick, Inc., for construction engineering services in connection with the Kimball Street traffic signal interconnect project, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: January 14, 2026 Adopted: January 14, 2026 Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk Ilinois Depwlment Local Public Agency Of Transportation Engineering Services Agreement Agreement For Agreement Type Federal CE Original 1 Using Federal Funds?El9 Yes ❑ No LOCAL PUBLIC AGENCY Local Public Agency County Section Number Job Number City of Elgin Kane 22-00197-00-TL [C-91-240-24 Project Number Contact Name Phone Number Email 6ZDW(029) [Mike Pubentz (847) 931-5968 pubentz_m@cityofelgin.org SECTION PROVISIONS Local Street/Road Name Key Route _ Len th Structure Number Kimball Street FAU 1314 0.4 mi. J N/A Location Termini Add Location Grove Avenue to Dundee Avenue Remove Location Project Descri•tion The project is located in the downtown of the City of Elgin. The project scope entails traffic signal interconnects at five intersections between Grove Avenue and Dundee Avenue. The signal controllers along with fiber optic interconnections between the intersections will be updated. A new controller and cabinet, with uninterruptable power supply, will be provided at each intersection. New video detection equipment will also be installed at the intersections. Engineering Funding ® Federal ❑ MFT/TBP ❑ State ® Other Local Anticipated Construction Funding ® Federal ❑ MFT/TBP ❑ State Z Other Local AGREEMENT FOR ® Phase III-Construction Engineering CONSULTANT Prime Consultant(Firm) Name Contact Name Phone Number Email Hampton, Lenzini and Renwick, Inc. Ryan Livingston (847) 697-6700 lrlivingston@hlreng.com Address City State Zip Code 1707 North Randall Road, Suite 100 J Elgin _ IL 160123 THIS AGREEMENT IS MADE between the above Local Public Agency (LPA)and Consultant(ENGINEER)and covers certain professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the"DEPARTMENT,"will be used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS. Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER,acting as an individual, partnership, firm or legal entity,qualifies for professional status and will be governed by professional ethics in its relationship to the LPA and the DEPARTMENT.The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations. WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used, they shall be interpreted to mean: Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of Transportation Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the construction PROJECT In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities Completed 10/22/25 Page 1 of 11 BLR 05530(Rev.07/08/22) Contractor Company or Companies to which the construction contract was awarded AGREEMENT EXHIBITS The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT: ® EXHIBIT A: Scope of Services ® EXHIBIT B: Project Schedule ® EXHIBIT C: Qualification Based Selection (QBS) Checklist ® EXHIBIT D: Cost Estimate of Consultant Services(CECS) Worksheet (BLR 05513 or BLR 05514) O THE ENGINEER AGREES, 1. To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection with the proposed improvements herein before described. 2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff hours. If higher-salaried personnel of the firm, including the Principal Engineer, perform services that are to be performed by lesser-salaried personnel,the wage rate billed for such services shall be commensurate with the payroll rate for the work performed. 3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or corrections required as a result of the ENGINEER'S error, omissions or negligent acts without additional compensation. Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent correction of any such errors or omissions or the responsibility for clarifying ambiguities. 4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes. and the local laws or ordinances of the LPA. 5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA. 6. To invoice the LPA for Preliminary and/or Design Engineering: The ENGINEER shall submit all invoices to the LPA within three months of the completion of the work called for in the AGREEMENT or any subsequent Amendment or Supplement. 7. To submit a completed BLR 05613, Engineering Payment Report,to the DEPARTMENT within three months of the completion of the work called for in this AGREEMENT or any subsequent Amendment or Supplement. The form shall be submitted with the final invoice. 8. The ENGINEER or subconsultant shall not discriminate on the basis of race, color, national origin or sex in the performance of this AGREEMENT.The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US Department of Transportation(US DOT) assisted contract. Failure by the Engineer to carry out these requirements is a material breach of this AGREEMENT, which may result in the termination of this AGREEMENT or such other remedy as the LPA deems appropriate. 9. That none of the services to be furnished by the ENGINEER shall be sublet assigned or transferred to any other party or parties without written consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT. 10. For Construction Engineering Contracts: (a)The ENGINEER shall be prequalified with the STATE in Construction Inspection.All employees of the ENGINEER serving as the onsite resident construction supervisor or providing construction inspection shall have a valid Documentation of Contract Quantities certification. (b) For all projects where testing is required,the ENGINEER shall obtain samples according to the STATE Bureau of Materials. "Manual of Test Procedures for Materials,"submit STATE Bureau of Materials inspection reports; and verify compliance with contract specifications. 11. That the engineering services shall include all equipment, instruments, supplies,transportation and personnel required to perform the duties of the ENGINEER in connection with this AGREEMENT (See DIRECT COST tab in BLR 05513 or BLR 05514). II. THE LPA AGREES, Completed 10/22/25 Page 2 of 11 BLR 05530(Rev 07/08/22) 1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the following: (a) Professional Services Selection Act(50 ILCS 510),The Brooks Act(40 USC 11), and the Procurement, Management, and Administration of Engineering, and Design Related Services(23 CFR part 172). Exhibit C is required to be completed with this AGREEMENT. 2. To furnish the ENGINEER all presently available survey data, plans, specifications, and project information. 3. For Construction Engineering Contracts: (a) To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental PROJECT activities. (b)To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized. 4. To pay the ENGINEER: (a) For progressive payments- Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LPA, monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER. (b) Final Payment- Upon approval of the work by the LPA but not later than 60 days after the work is completed and reports have been made and accepted by LPA and DEPARTMENT, a sum of money equal to the basic fee as determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER shall be due and payable to the ENGINEER. 5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the following compensation method as discussed in 5-5.10 of the BLR Manual. Method of Compensation: ❑ Lump Sum ❑ Specific Rate Z Cost plus Fixed Fee: Fixed Total Compensation = DL + DC +OH + FF Where: DL is the total Direct Labor, DC is the total Direct Cost, OH is the firm's overhead rate applied to their DL and FF is the Fixed Fee. Where FF =(0.33 + R) DL+%SubDL,where R is the advertised Complexity Factor and%SubDL is 10%profit allowed on the direct labor of the subconsultants. The Fixed Fee cannot exceed 15%of the DL+ OH. Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one year in duration or if the construction engineering contract exceeds$1,000,000 for any project duration. 6. The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26.The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US DOT-assisted contracts.The recipient's DBE program,as required by 49 CFR part 26 and as approved by US DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as violation of this AGREEMENT. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.0 3801 et seq.). III. IT IS MUTUALLY AGREED, 1. No work shall be commenced by the ENGINEER prior to issuance by the IDOT of a written Notice to Proceed. 2. To maintain,for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to verify the amount, recipients and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General, and the DEPARTMENT,the Federal Highways Administration (FHWA)or any authorized representative of the federal government, and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement. 3. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA,the DEPARMTENT, and their officers, agents, and employees from all suits, claims, actions or damage liabilities, costs or damages of any nature whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy. The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the ENGINEER as soon as practicable after the discovery.The LPA reserves the right to take immediate action to remedy any error or omission if notification is not successful; if the ENGINEER fails to reply to a notification; or if the conditions created by the error Completed 10/22/25 Page 3 of 11 BLR 05530(Rev 07/08/22) or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and reasonable notice is not practicable. 4. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LPA all drawings, plats, surveys, reports, permits, agreements, soils and foundation analysis, provisions, specifications, partial and completed estimates and data, if any from soil survey and subsurface investigation with the understanding that all such material becomes the property of the LPA. The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to the date of the written notice of termination. 5. In the event that the DEPARMENT stops payment to the LPA, the LPA may suspend work on the project. If this agreement is suspended by the LPA for more than thirty(30)calendar days, consecutive or in aggregate, over the term of this AGREEMENT, the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred as a result of the suspension and resumption of its services, and the ENGINEER's schedule and fees for the remainder of the project shall be equitably adjusted. 6. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until the completion of construction of any phase of professional services performed by others based upon the service provided herein. All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent professional services are not commenced within 5 years after final payment by the LPA. 7. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA, the DEPARTMENT, and their officers, employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever resulting there from.These indemnities shall not be limited by the listing of any insurance policy. 8. The ENGINEER and LPA certify that their respective firm or agency: (a) has not employed or retained for commission, percentage, brokerage, contingent fee or other considerations,any firm or person (other than a bona fide employee working solely for the LPA or the ENGINEER)to solicit or secure this AGREEMENT, (b)has not agreed,as an express or implied condition for obtaining this AGREEMENT,to employ or retain the services of any firm or person in connection with carrying out the AGREEMENT or (c)has not paid, or agreed to pay any firm, organization or person (other than a bona fide employee working solely for the LPA or the ENGINEER)any fee, contribution, donation or consideration of any kind for, or in connection with, procuring or carrying out the AGREEMENT. (d)that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency, (e) has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain or performing a public(Federal, State or local)transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft,forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property, (f) are not presently indicated for or otherwise criminally or civilly charged by a government entity (Federal, State or local)with commission of any of the offenses enumerated in paragraph (e)and (g) has not within a three-year period preceding this AGREEMENT had one or more public transaction(Federal, State or local)terminated for cause or default. Where the ENGINEER or LPA is unable to certify to any of the above statements in this certification, an explanation shall be attached to this AGREEMENT. 9. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no claim for damages shall be made by either party. Termination of the AGREEMENT or adjustment of the fee for the remaining services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within six months after the specified completion date. Examples of unforeseen causes include but are not limited to: acts of God or a public enemy; act of the LPA, DEPARTMENT, or other approving party not resulting from the ENGINEER's unacceptable services; fire; strikes; and floods. If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE, the ENGINEER shall apply in writing to the LPA for an extension of time. If approved, the PROJECT SCHEDULE shall be revised accordingly. 10. This certification is required by the Drug Free Workplace Act(30 ILCS 580). The Drug Free Workplace Act requires that no grantee or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property or service from the DEPARTMENT unless that grantee or contractor will provide a drug free workplace. False certification or violation of the certification may result in sanctions including, but not limited or suspension of contract on grant payments,termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for at least one (1) year but not more than (5) years. For the purpose of this certification, "grantee"or"Contractor" means a corporation, partnership or an entity with twenty-five(25) or more employees at the time of issuing the grant or a department,division or other unit thereof, directly responsible for the specific performance under contract or grant of$5,000 or more from the DEPARTMENT, as defined the Act. Completed 10/22/25 Page 4 of 11 BLR 05530(Rev.07/08/22) The contractor/grantee certifies and agrees that it will provide a drug free workplace by: (a) Publishing a statement: (1) Notifying employees that the unlawful manufacture, distribution,dispensing, possession or use of a controlled substance, including cannabis, is prohibited in the grantee's or contractor's workplace. (2) Specifying actions that will be taken against employees for violations of such prohibition. (3) Notifying the employee that, as a condition of employment on such contract or grant,the employee will. (a)abide by the terms of the statement; and (b) notify the employer of any criminal drug statue conviction for a violation occurring in the workplace no later than (5)days after such conviction. (b) Establishing a drug free awareness program to inform employees about: (1) The dangers of drug abuse in the workplace; (2)The grantee's or contractor's policy to maintain a drug free workplace, (3)Any available drug counseling, rehabilitation and employee assistance program; and (4)The penalties that may be imposed upon an employee for drug violations. (c)Providing a copy of the statement required by subparagraph (a)to each employee engaged in the performance of the contract or grant and to post the statement in a prominent place in the workplace. (d) Notifying the contracting, or granting agency within ten (10) days after receiving notice under part (b)of paragraph (3) of subsection (a)above from an employee or otherwise, receiving actual notice of such conviction. (e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program. (f)Assisting employees in selecting a course of action in the event drug counseling,treatment and rehabilitation is required and indicating that a trained referral team is in place. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act, the ENGINEER, LPA and the Department agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B.Time is of the essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the ENGINEER for future project. The ENGINEER will submit progress reports with each invoice showing work that was completed during the last reporting period and work they expect to accomplish during the following period. 11. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act(820 ILCS 130/0.01 et seq.). 12. For Construction Engineering Contracts: (a)That all services are to be furnished as required by construction progress and as determined by the LPA employee In Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the LPA, after the CONTRACTOR has completed the construction contract. (b)That all field notes, test records and reports shall be turned over to and become the property of the LPA and that during the performance of the engineering services herein provided for,the ENGINEER shall be responsible for any loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such loss or damage shall be restored at the ENGINEER's expense. (c)That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for disposition and that the committee's decision shall be final. (d)That in the event that engineering and inspection services to be furnished and performed by the LPA(including personnel furnished by the ENGINEER) shall, in the opinion of the STATE be incompetent employed on such work at the expense of the LPA. (e) Inspection of all materials when inspection is not provided by the sources by the STATE Central Bureau of Materials, and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials "Project Procedures Guide"and the policies of the STATE. AGREEMENT SUMMARY Prime Consultant(Firm) Name TIN/FEIN/SS Number Agreement Amount Hampton, Lenzini and Renwick, Inc. 36-2555986 $49,891.00 Subconsultants TIN/FEIN/SS Number Agreement Amount Subconsultant Total • Prime Consultant Total $49,891.00 Total for all work $49,891.00 Completedl0/22/25 Page 5 of 11 BLR 05530(Rev.07/08/22) AGREEMENT SIGNATURES Local Public Agency Type Local Public Agency Attest: The City of City of Elgin By(Signature&Date) By (Si natu Date) 1-14-26 (, 1-14-26 Local Public Agency Local Public Agency Type Title City of Elgin City Clerk Richard G. Kozal , City Manager (SEAL) Executed by the ENGINEER: Prime Consultant(Firm) Name Attest: Hampton, Lenzini and Renwick, Inc. By(Signature& Date) By(Signature .'•.to Offy\>)\-- \(\i' w e a i a5 /212-1/4/ Title Tit- COYI)Dra reasorr r V<Ce- r'Lzs,12r�7 Completed 10/22/25 Page 6 of 11 BLR 05530(Rev 07/08/22) Local Public Agency Prime Consultant(Firm) Name County Section Number City of Elgin Hampton, Lenzini and Renwick, Kane 22-00197-00-TL EXHIBIT A SCOPE OF SERVICES To perform or be responsible for the performance of the engineering services for the LPA, in connection with the PROJECT herein before described and enumerated below PHASE III Construction ENGINEERING HLR will provide Construction Engineering services for the project to ensure that items in the contract are being constructed in accordance with the plans and bid documents. Since the construction schedule is solely outside of HLR's control, timeframe represented in this agreement are based on the best available information. Based on the anticipated schedule according to the plan documents we have included Full Time Construction Observation for a period of 4 weeks. For purposes in this agreement Full Time is considered to be no more than 40 hours per week. Based on the level of on-site construction engineering desired by the Client, increases to the daily operations by the Contractor requiring observation or changes to the duration of construction will constitute additional work. HLR will notify the Client when the contractor is behind schedule since this could cause the need for additional work, not anticipated by the agreement. Final project close-out including punch lists, documentation, agreement to final quantities and final acceptance of the improvements is assumed to require no more than 44 hours. If the contractor is still not in agreement after this effort has been made or stakeholder Agencies have not provided approval HLR will provide final documentation as-is to the Client. Additional efforts requested by the Client to come to an agreement with the contractor or continue coordination with stakeholder agencies may constitute additional work. The following is a list of basic project understandings • Daily Observation of Construction Activities for compliance with the intent of the Plans and Specifications • Documentation in accordance with IDOT requirements for Federal Aid Improvements for recommendations for payment of the improvements in the scope of the project documents • Review and routing of contractor submittals to the appropriate agencies for review and approval • Coordination with Project Stakeholders including the Client and stakeholder agencies (School Districts, First Responders), Contractor, residents and businesses within the project limits and Illinois Department of Transportation for items relating to the scope of this project while on-site performing other duties will be provided,i special meetings or additional requests by the Client may constitute additional work • Material testing services are not included • Coordination with Contractor for Construction Layout Services • Notification will be provided to the contractor for public utilities which require relocation as identified in the project documents. Further coordination or coordination with public utilities not identified in the project documents shall constitute additional work • Construction observation and documentation of contractor activities for extra or additional work beyond what is identified in the plans or specifications is not included • Locating of Private or Public Utilities is not included • Evaluation of excavated materials for presence of contaminants is not included • Training or mentoring of Village Staff is not included • It is assumed that the contract plans provide an accurate representation of existing conditions and are accurate representation of the standard of care of Engineering in Illinois • It is assumed that the awarded contractor will have experience with IDOT policies and procedures and our staff will not be required to train, mentor or assist with required contractor submittals. • Additional work shall be submitted for approval prior to commencing such work, but shall be considered outside the scope of this contract and may require additional compensation. Based on the budget provided by the Client. HLR will provide the following personnel: o Resident Engineer/Technician — Part Time • 4 Weeks at 20 Hours/Week o Inspector— Full Time • 4 Weeks at 40 Hours/Week Completed 10/22/25 Page 7 of 11 BLR 05530(Rev 07/08/22) Local Public Agency Prime Consultant(Firm) Name County Section Number City of Elgin Hampton, Lenzini and Renwick, l Kane 22-00197-00-TL ime require The following items are included in the construction engineering scope of services: 1. Pre-Construction Services HLR will provide the following pre-construction services in order to be ready for the start of construction activities: ❑ Kick-off Meeting: HLR will participate in one(1) kick-off meeting with the Client to discuss desired outcomes, potential issues, and schedule. r1 Federally Funded Project Pre-Construction Meeting: For the federally funded projects, HLR will participate in a pre-construction meeting held by IDOT. We will bring up any issues previously discussed with the Client that we feel need to be brought to attention in order to provide a clear understanding of expectation. Public Relations: HLR will be present on-site the hours approved by the Client during construction, as dictated by the contract, and will coordinate with local residents and business as it directly relates to the project. In addition, HLR will provide the following additional public relations measures: • Provide 24-hour contact information to Client and specified Stakeholders • Coordinate Construction notifications provided by the Contractor ❑ Plan and Quantity Review: Our team will perform a site visit to identify any visual inconsistencies in the plans or modifications that may be needed based on bid documents provided or changes to existing conditions. ❑ Project Setup: We will organize all project files and perform submittal, and catalog cut/shop drawing review. Our geotechnical sub-consultant will review and comment on the contractor-submitted Quality Control Plans for Asphalt and Concrete production. 2. Construction Services ❑ Resident Engineer/Technician: HLR will provide "part-time" (See Project Understandings), on-site resident engineering and inspection services to verify that the improvements are constructed, recorded, and quantified in accordance with the IDOT Project Procedures Guide, IDOT Construction Manual, project standards, Client requirements, engineering plans, and construction documents. This will include recommendation for rejection and non-payment of any work that is deficient or lacking proper material inspection documentation, liaison functions, and coordination with all stakeholders. Resident engineering will be provided as detailed in public relations section above. Documentation: Daily records of contractor activities in IDOT format, Inspector Daily Reports, Weekly Reports, and Pay Estimates will be maintained throughout the duration of construction. Prior Authorization forms will be submitted to the Client or stakeholder agencies for any/all work that is encountered that requires budget changes. All documentation will be prepared by staff that is trained in IDOT's Documentation of Contract ;Quantities (Class S-14). In addition, BC-635 Extra Work Daily Report forms will be utilized to track any work that does not have an Agreed Unit Price. Observation, Documentation, review of contractor invoices, authorizations and additional pay estimates related to Extra work will be considered additional work. _1 Progress Meetings/Status Updates: HLR will conduct IDOT required weekly progress meetings on-site during construction activities to discuss project status and look-ahead schedules. Extra time has not been included for these meetings. Additional staff required to observe active construction activities during this meeting will be considered additional work. Updates and minutes will be sent to the approved project stakeholders weekly. If it is (determined that the contractor has deviated from the approved project schedule, they will be directed to resubmit a catch-up schedule to ensure that the project completion date is not compromised. 1 Material Tracking /Yield Checks: HLR will schedule and coordinate with our geotechnical sub-consultant to provide testing concrete and asphalt in accordance with IDOT policies. We will perform yield checks on all materials. HLR will not recommend payment for material that has not been properly inspected and/or does not meet yield check requirements. Requests for material inspection documentation from the contractor required by IDOT will be made during weekly progress meetings and if not provided the contractor will be reminded at subsequent weekly progress meetings. Recommendation of payment for items without proper material inspection documentation will not be made unless otherwise directed by the Client or approved stakeholder agency. If the contractor is not responsive to our requests throughout the contract it will significantly delay the closeout process and will require additional effort on our behalf which will be considered additional work. ❑ Traffic Control and Site Cleanliness Monitoring: HLR will monitor all traffic control and signage for roadway Completed 10/22/25 Page 8 of 11 BLR 05530(Rev.07/08/22) Local Public Agency Prime Consultant(Firm) Name County Section Number City of Elgin Hampton, Lenzini and Renwick, Kane 22-00197-00-TL and si•ewalk closures. ve wll monitor area routes to ensure tra'c control is e'ective y maintained t roug an. around all active work zones without conflict. In addition, we will perform daily checks that include inspection of site cleanliness to ensure that construction dust is kept in check, all debris is removed from driving surfaces, and removed sidewalks and roadways are ramped with temporary aggregate or asphalt depending on the estimated time until they can be replaced. IDOT required nighttime traffic control inspections shall be performed during early mornings when the time required to perform such inspection is anticipated to be within the approved and budgeted hours for our Resident Engineer/Technician or Inspector. Should these inspections require additional time beyond the budgeted hours it will be considered additional work. 3. Post-Construction Services El Final Inspection: HLR will present regular punch lists to the contractor with items requiring correction throughout the work in progress. One(1) additional final punch list will be provided at the end of the improvements. After receiving final confirmation from the contractor that all items have been corrected, we will perform One(1) final inspection with the contractor and Client. Recommendation of final acceptance will occur only after all deficient items have been fixed. Additional punch list items added by the Client after the initial punch list is delivered to the contractor, additional inspections to review status, additional compilation of punch lists shall be considered additional work. As-Built Drawings: HLR will provide hand drawn final as-built drawings that have changes. The as-built plans will not include survey of critical elevations and pipe inverts. u Final Quantities: HLR will provide measured quantities to the contractor on a regular basis throughout the duration of the contract. HLR will provide Final Quantities One (1) time after the completion of all contract work, and provide a written response One (1) time based on any legitimate and documented written disagreements by the Contractor. If the Contractor has still not agreed to final quantities HLR will provide a written 30 day notice per contract requirements. Additional effort to coordinate with the contractor beyond this time will constitute additional work. o Project Closeout: Our team will submit final pay estimates, change orders and various closeout documentation required by IDOT. We have included time during the IDOT closeout process to respond to inquiries, respond to any material inspection deficiencies list, and respond to any IDOT audit deficiencies accordingly. Any resubmittal of documents due to elements outside of our control on behalf of others, such as changes in staffing, misplaced materials, etc. shall be considered additional work. Completed 10/22/25 Page 9 of 11 BLR 05530(Rev.07/08/22) Local Public Agency Prime Consultant(Firm) Name County Section Number _ !City of Elgin Hampton, Lenzini and Renwick, I Kane 22-00197-00-TL EXHIBIT B PROJECT SCHEDULE Letting: 1/16/2026 Award: 2/20/2026 Execution: 3/28/2026 Preconstruction Meeting: 4/28/2026 Construction Start: 5/7/2026 Substantial Completion: 8/14/2026 Construction Completion: 9/18/2026 Contract Completion: 6/29/2027 Completed 10/22/25 Page 10 of 11 BLR 05530(Rev 07/08/22) Local Public Agency_ Prime Consultant(Firm) Name County Section Number City of Elgin Hampton, Lenzini and Renwick, Kane 22-00197-00-TL Exhibit C Qualification Based Selection (QBS)Checklist The LPA must complete Exhibit D. If the value meets or will exceed the threshold in 50 ILCS 510, QBS requirements must be followed. Under the threshold, QBS requirements do not apply. The threshold is adjusted annually. If the value is under the threshold with federal funds being used, federal small purchase guidelines must be followed. (X Form Not Applicable (engineering services less than the threshold) If yes Due date of submittal Method(s)used for advertisement and dates of advertisement Completed 10/22/25 Page 11 of 11 BLR 05530(Rev.07/08/22) EXHIBIT D Illinois Department COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET of Transportation FIXED RAISE Local Public Agency County Section Number City of Elgin Kane 22-00197-00-TL Prime Consultant(Firm) Name Prepared By Date Hampton, Lenzini and Renwick, Inc. Ryan Livingston 9/22/2025 Consultant/Subconsultant Name Job Number Hampton, Lenzini and Renwick, Inc. C-91-240-24 Note: This is name of the consultant the CECS is being completed for. This name appears at the top of each tab. Remarks PAYROLL ESCALATION TABLE CONTRACT TERM 16 MONTHS OVERHEAD RATE 199.06% START DATE 3/30/2026 COMPLEXITY FACTOR 0 RAISE DATE 1/1/2027 %OF RAISE 3.00% END DATE 7/29/2027 ESCALATION PER YEAR Yo of Year First Date Last Date Months Contract 0 3/30/2026 1/1/2027 9 56.25% 1 1/2/2027 8/1/2027 7 45.06% The total escalation = 1.31% BLR 05514 (Rev. 02/06/25) Printed 9/26/2025 12:28 PM ESCAI ATK)N Local Public Agency County Section Number City of Elgin Kane 22-00197-00-TL Consultant / Subconsultant Name Job Number Hampton. Lenzini and Renwick, Inc. C-91-240-24 PAYROLL RATES EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE MAXIMUM PAYROLL RATE 90.00 ESCALATION FACTOR 1.31% IDOT CLASSIFICATION PAYROLL RATES CALCULATED RATE ON FILE PRINCIPAL $83.13 $84.22 ENGINEER 6 $71.50 $72.44 ENGINEER 5 $65.67 $66.53 ENGINEER 4 $59.33 $60.11 ENGINEER 3 $44.42 $45.00 ENGINEER 2 $38.05 $38.55 ENGINEER 1 $35.83 $36.30 STRUCTURAL 2 $79.50 $80.54 STRUCTURAL 1 S64.00 $64.84 TECHNICIAN 3 $53.38 $54.08 TECHNICIAN 2 $39.83 $40.35 TECHNICIAN 1 $31.83 $32.25 INTERN/TEMPORARY $20.00 $20.26 LAND ACQUISITION $52.67 $53.36 SURVEY 2 $57.00 $57.75 SURVEY 1 $31.38 $31.79 ENVIRONMENTAL 3 $58.50 $59.27 ENVIRONMENTAL 2 $41.20 $41.74 ENVIRONMENTAL 1 $27.00 $27.35 ADMINISTRATION 2 $54.17 $54.88 ADMINISTRATION 1 $31.15 $31.56 BLR 05514 (Rev.02/06/25) Printed 9/26/2025 12:28 PM RATES Page 2 of 4 Local Public Agency County Section Number City of Elgin Kane 22-00197-00-TL Consultant ! Subconsultant Name Job Number Hampton, Lenzini and Renwick, Inc. C-91-240-24 COST ESTIMATE WORKSHEET EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET OVERHEAD RATE 199.06% COMPLEXITY FACTOR 0 DIRECT COSTS (not included in OVERHEAD& SERVICES BY %OF GRAND TASK row totals) STAFF HOURS PAYROLL FRINGE BENEFITS FIXED FEE OTHERS TOTAL TOTAL Preconstruction 17 735 1,463 243 2,441 4.89% Construction 280 11,310 22,514 3,732 37,556 75.28% Post Construction 52 2,306 4,590 761 7,657 15.35% Administration 8 674 1,341 222 2,237 4.48% Subconsultant DL $0.00 Direct Costs Total =__> $0.00 $0.00 TOTALS 357J 15,025 I 29,908 I 4,9581 - 49,891 100.00% 44,933 BLR 05514 (Rev. 02/06/ nted 9/26/2025 12:28 PM COST E ocal Public Agency County Section Number ity of Elgin Kane 22-00197-00-TL ;onsultant / Subconsultant Name Job Number ampton, Lenzini and Renwick, Inc. C-91-240-24 AVERAGE HOURLY PROJECT RATES EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET SHEET 1 OF 1 PAYROLL AVG TOTAL PROJ.RATES Preconstruction Construction Post Construction Administration HOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgti :LASSIFICATION RATES Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg :INCIPAL 84.22 _ 8.0 2.24% 1.89 8 100.00% 84.22 1GINEER 6 72.44 0.0 1GINEER 5 _ 66.53 9.0 2.52% 1.68 1 5.88% 3.91 8 15.38% 10.24 ..- 1GINEER 4 60.11 0.0 1GINEER 3 45.00 100.0 28.01% 12.61 8 47.06% 21.18 80 28.57% 12.86 12 23.08% 10.39 1GINEER 2 38.55 240.0 67.23% 25.92 8 47.06% 18.14 200 71.43% 27.54 32 61.54% 23.72 1GINEER 1 36.30 0.0 "RUCTURAL 2 80.54 0.0 RUCTURAL 1 64.84 0.0 :CHNICIAN 3 54.08 0.0 CHNICIAN 2 40.35 0.0 .CHNICIAN 1 32.25 0.0 - TERN/TEMPORARY 20.26 0.0 ND ACQUISITION 53.36 0.0 1RVEY 2 57.75 0.0 1RVEY 1 31.79 0.0 1VIRONMENTAL 3 59.27 0.0 1VIRONMENTAL 2 41.74 0.0 1VIRONMENTAL 1 27.35 0.0 )MINISTRATION 2 54.88 0.0 )MINISTRATION 1 31.56 0.0 0.0 0.0 0.0 0.0 0.0 0.0 TOTALS 357.0 100% S42.09 17.0 100.00% S43.23 280.0 100% S40.39 52.0 100% S44.34 8.0 100% S84.22 0.0 0% S0.0 nted 9/26/2025 12:28 PM BLR 05514 (Rev. 02/06/: