HomeMy WebLinkAbout26-23 Resolution No. 26-23
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH FEHR GRAHAM AND
ASSOCIATES, LLC FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2026
SHALES PARKWAY AND EAST-SIDE STREETS RESURFACING 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 Agreement on behalf of the City of Elgin with Fehr
Graham and Associates, LLC, for professional services in connection with the 2026 Shales
Parkway and East-side resurfacing project, a copy of which is attached hereto and made a part
hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: February 11, 2026
Adopted: February 11, 2026
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 11 th day of February , 2026,by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY")and Fehr Graham and Associates, LLC,an Illinois limited liability company(hereinafter
referred to as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with 2026 Shales Parkway and East-Side Streets Resurfacing Project
(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 this PROJECT shall include providing design
engineering services for the roadway improvements associated with the PROJECT
including milling and resurfacing of existing pavement, roadway patching,
sidewalk removal and replacement,curb and gutter removal and replacement,ADA
improvements,miscellaneous improvements as may be required,the completion of
documentation required by IDOT for an MFT construction section project,
coordination with IDOT, including but not limited to the review and approval of
necessary documentation and PROJECT plans and specifications,and coordination
with the City's Purchasing Department to advertise the PROJECT for bidding.
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 presenting the Proposed Project Locations for the PROJECT is attached
hereto as Attachment D,and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
i. Design Services Notice to Proceed—February 11,2026
ii. Begin Field Data Collection—February 12,2026
iii. Begin Design Engineering—February 12,2026
iv. Submit 75%Progress Set to IDOT/City Staff for Review—April 1,2026
v. Address City/IDOT Comments and Finalize Bid Documents April 15,
2026
vi. Advertise Project for Bidding—April 15,2026
vii. Open Bids—May 7,2026
viii. Award Construction Contract and Begin Construction June 1, 2026
ix. Construction Completion—October 30,2026
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 a monthly status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work products 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. For services provided the ENGINEER shall be paid at the rate of 3.3 times the direct
hourly rate of personnel employed on this PROJECT, with the total fee not to
exceed S256,865 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 included
as Attachment C and is incorporated into this Agreement by this reference.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER,plus 5%. The cost of any such
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outside services is included within the total not-to-exceed amount of $256,865
provided for in Section 4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of$256,865 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 Invoice Estimated Value
Completion Value of Work
Completed _
3/6/2026 30% $77,059.50 $77,059.50
4/3/2026 25% $64,216.25 $141,275.75
5/1/2026 25% $34,216.25 $205,492.00
6/5/2026 15% $38,529.75 $244,021.75
7/3/2026 5% $12,843.25 $256,865.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2C above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time
upon fifteen(15)days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under section 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on the date
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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
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY, its officers, employees, agents,boards and commissions from and against any
and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not
limited to workers compensation claims, in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY, its officers, employees, agents, boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any
expiration and/or termination of this Agreement.
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11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorated,it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than$500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
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The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employer or applicant for employment because
of race,color,religion,sex,national origin,age,ancestry,order of protection status,familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the
job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a
written commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening,referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976,as amended,is hereby incorporated by reference, as
if set out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of race, color,
religion,sex,national origin,age,ancestry,order of protection status,familial status,marital status,
physical or mental disability, military status, sexual orientation, or unfavorable discharge from
military service.
Any violation of this paragraph shall be considered a violation of a material provision of this
Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,
of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to
each and every item,condition and other provision hereof to the same extent that the ENGINEER
would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
17. NO CO-PARTNERSHIP OR AGENCY
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This Agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that,if any section,sub-section,phrase, clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define,limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof,or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance with
the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County,Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
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.
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25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies that
include, at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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:
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Mike Pubentz,P.E. Jason Stoll,P.E.
Public Services Director Principal
City of Elgin Fehr Graham and Associates,LLC
150 Dexter Court 515 Lincoln Highway
Elgin,111inois60120-5555 Rochelle,IL 61086
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement,it is expressly agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages,minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing
products and/or services with respect to this Agreement shall be legally authorized to work in the
United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this Agreement. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant
records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such
audit.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. This Agreement may be executed
electronically, and any signed copy of this Agreement transmitted by facsimile machine or email
shall be treated in all manners and respects as an original document. The signature of any party
on a copy of this Agreement transmitted by facsimile machine or email shall be considered for
these purposes an original signature and shall have the same legal effect as an original signature.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By 16By:
City Manager
Name/Print: Kyle Saunders
Title: President
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*ND AID
I
FEHRGR/ -AM
ENGINEERING&ENVIRONMENTAL
ATTACHMENT A
January 21,2026
Mike Pubentz,P.E.
Public Services Director
City of Elgin
1900 Holmes Road.
Elgin, Illinois 60123-1200
Re: Proposal for Professional Engineering Services
City of Elgin-2026 Shales Parkway and East-Side Streets Resurfacing
Dear Mike,
Fehr Graham is pleased to provide professional engineering services for the City of Elgin's 2026
Shales Parkway and East-Side Streets Resurfacing project,which will address the following locations
in need of repair:
Shales Parkway Maroon Drive Route 20
North Gifford Street I Ann Street Summit Street
Chippewa Neighborhood
Jefferson Street J
Chippewa Drive Hiawatha Drive
Martin Drive Chippewa Drive Hiawatha Drive
Chippewa Drive Congdon Avenue Jefferson Street
Duncan Neighborhood
— - Elgin City Limits north of
Duncan Avenue Dundee Avenue 1-90
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River Bluff Logan Avenue Prospect Boulevard
Prospect Boulevard River Bluff Cooper Avenue
Augusta Avenue Slade Avenue Cooper Avenue
In addition to these City Streets, Fehr Graham is also pleased to provide continued services for
pavement resurfacing within Bluff City Cemetery.Streets in the cemetery planned for this year
include:
Bluff City Cemetery
Pearl Avenue Maple Avenue E Rebecca Avenue
Myrtle Avenue - - Maple Avenue E Rebecca Avenue
Dell Avenue Maple Avenue E Whitcomb Lane
515 Uncoln highway Rochelle,IL 61068 p:815.562.9087 f:815.562.4233 fehrgraharn.con
January 21,2026
Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 2
Whitcomb Lane Maple Avenue E Dell Avenue
Rebecca Avenue Pearl Avenue Myrtle Avenue
Elm Avenue Pearl Avenue End
New Road and Sidewalk Extension ' Lake Avenue and Parallel to Bluff City Blvd.
See location maps,Attachment D, for project locations.
SCOPE OF SERVICES
Fehr Graham will provide the City of Elgin with the following services:
Phase I Engineering Services
Fehr Graham will complete a review and analysis of all existing streets and parking lots included in
the project scope Identified above.The review and analysis will Include:
Topographic surveys of intersections targeted for Americans with Disabilities Act(ADA)
ramp improvements(62 ramps estimated).
Pavement cores at regular intervals along streets(120 pavement cores are expected to be
taken on City streets only i.e.0 cores In Bluff City Cemetery).Fehr Graham to hire a
subconsultant to complete pavement cores.
Field surveys to note/mark areas of sidewalk and curb replacements.Isolated areas of base
failure will be noted for design purposes.
Manhole inspections and a report documenting findings(50 structures estimated).
Coordination meetings with the City of Elgin(2 virtual meetings).
The City will be provided with a summary memo complete with recommendations for the scope of
improvements.The summary memo will document recommendations for pavement design(s)and
manhole inspection results with corresponding recommendations for rehabilitation and/or
replacement. Recommendations for improvements will be supported based on inspections,
including field pavement cores and other field observations.
Phase II Engineering Services(PS&E)
Design Engineering will include the development of a single bid package used for bidding and
construction purposes.The design will be for a Motor Fuel Tax(MFT)construction section project
with all deliverables and coordination with the Illinois Department of Transportation(IDOT) District
1 necessary to obtain approvals for work included in our scope of work.The bid package will consist
of the following:
BLR 09110-Resolution for Improvement Under the Illinois Highway Code.
BLR 12200-Local Public Agency Formal Contract Proposal.
BLR 12201-Schedule of Prices.
BLR 12230- Local Public Agency Proposal Bid Bond.
BLR 12320-Local Public Agency Formal Contract.
BLR 12310-Contractor's Bulletin Request for Advertisement.
BLR 12321-Contract Bond.
January 21,2026
Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 3
BLR 12325-Apprenticeship and Training Program Certification.
BLR 12326-Affidavit of Illinois Business Office.
BLR 11300-Check Sheet for Recurring Special Provisions.
BLR 11310-Project-specific special provisions.
Check Sheet for Supplemental Specifications and Recurring Special Provisions.
Bureau of Design and Environment(BDE)Special Provisions.
BLRS Special Provisions.
Material Specifications.
District 1 Special Provisions.
City of Elgin Special Provisions.
City of Elgin Ordinances or Resolutions.
Wage Rates.
Permits(as needed).
Attachments(as needed).
Engineering plans that meet requirements and standards of IDOT District 1 construction section
requirements and will be based on the topographic surveys collected as part of Phase I efforts.
Engineering plans will Include the following:
Cover Sheet.
General Notes and List of IDOT Highway Standards.
City of Elgin Standard Notes.
Typical Pavement Sections.
Schedules/Summary of Quantities.
Plan Sheets for Roadway Resurfacing/Reconstruction design.
Bluff City Cemetery Improvements plans, Phase IV, as per approved planning
documents.
ADA Ramp Grading and Layout Plans(assumed 62 ramps).
Traffic Staging& Maintenance of Traffic(MOT) Plans for Shales Parkway.
District One Details.
City of Elgin Standard Details.
Other Project Details(as needed).
Other engineering services as part of Phase II efforts will include:
BLR 11510—Contract Estimate of Cost.
BDE 220a—Estimate of Time.
BLR 12310—Notice to Contractor Bulletin.
BLR 12315-Tabulation of bids and recommendation for award to the City of Elgin.
Letter of Recommendation for Award.
Coordination with IDOT District 1 for approval of the scope of work in accordance with MFT
construction section requirements.
January 21,2026
Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 4
CCDD Testing
Fehr Graham will provide the following services in accordance with typical CCDD acceptance
requirements:
Order an Environmental Radius Report from EDR Lightbox and review the property and
surrounding area for Potentially Impacted Properties(PIPS)based on environmental
database listings.
Call in a JULIE request for utility locates prior to sampling.
Perform site reconnaissance to identify any additional PIPs not identified on environmental
database listings.
Samples will be collected with a decontaminated hand auger.
All samples will be field screened with a calibrated Photoionization Detector to identify
potential soil management concerns.
Fehr Graham will submit the soil samples for laboratory analysis to First Environmental
Laboratories Inc, in Naperville, Illinois,on a standard turnaround basis(7 business days).
LPC-663 Certifications
The following portions of the Project Area qualify for LPC-663 Certifications:
Shales Parkway
North Gifford Street
Duncan Avenue
Prospect Blvd
Per background information obtained from readily available regulatory databases,
samples will be analyzed for a combination of the following parameters:
pH.
Resource Conservation and Recovery Act(RCRA)8 Metals.
Polynuclear Aromatic Hydrocarbons(PNAs).
Volatile Organic Compounds(VOCs).
Toxicity Characteristic Leaching Procedure(TCLP),
Once Initial results are received,Fehr Graham will determine if additional analysis
(Toxicity Characteristic Leaching Procedure(TCLP))is required and instruct the
Client on additional turnaround time.
Contingent upon analytical results meeting clean soil thresholds, Fehr Graham will
provide the Client with an executed LPC-663 certification with supporting
documentation for soils that qualify for CCDD acceptance,as defined in 35 III.Adm.
Code 1100.The LPC-663 will be executed by a Fehr Graham professional geologist
or professional engineer.
LPC-662 Certifications
The following portions of the Project Area qualify for LPC-662 Certifications:
Jefferson Avenue
Martin Drive
River Bluff
Per background information obtained from readily available regulatory databases,
samples will be analyzed for pH.
January 21,2026
Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 5
Contingent upon soil pH results meeting clean soil thresholds, Fehr Graham will provide the Client
with a partially executed LPC-662 certification, along with supporting documentation,for soils that
qualify for CCDD acceptance,as defined in 35 III.Adm. Code 1100.The 1PC-662 will be executed by
the City or approved representative.
CCDD Specific FXCLUSIONf
The identified scope of work was determined by a review of readily available information. If
site reconnaissance or the radius report identifies additional PIPs not initially identified,
additional laboratory analysis may be required outside the scope of this proposal in order to
meet the requirements for an LPC-663 Certification and/or CCDD approval.Any additional
scope will require written authorization from the Client.
Soil is assumed to be accessible,and soil samples will be collected using hand tools.
It is assumed that all soil samples will be collected in a single mobilization.
The Client will provide Fehr Graham with any pertinent project information necessary to
complete the proposed scope of work.
In the event that Initial analytical results Identify the need to carry out additional
extractable analysis (TCLP)per CCDD acceptance criteria,Fehr Graham will coordinate this
additional analysis with the laboratory.
An expedited analysis requested by the Client will incur additional fees depending on the
desired timeframe and laboratory availability.
The proposed scope does not include additional soil sampling to delineate/define Impacted
areas.
In the event that laboratory turnaround is delayed or changes occur outside Fehr Graham's
control,Fehr Graham will not be held financially responsible for overall project delays.
OTHER EXCLUSIONS
The following items are Inot included in the scope of services proposed here:
Boundary/Right-of-Way(ROW)for all project locations. ROW will be shown for reference
based on Geographic Information System(GIS).
Pavement cores in Bluff City Cemetery.
Permitting for Improvements at US Highway 20 at intersection of Shales Parkway.
Resurfacing expected to stop outside of IDOT jurisdiction and signing/detours along US 20 is
not anticipated.
IDOT ROW or utility permitting.
Traffic Control/MOT plans and specifications other than what is listed above.
Traffic Studies.
Intersection Design Studies.
Traffic Signal Improvements.
SWPPP and NPDES Permitting.
Structural Engineering.
Stormwater management design.
Environmental Site Review(ESR), Preliminary Environmental Site Assessment(PESA),
Preliminary Site Investigation(PSI), and other environmental studies/services not identified
above.
Archaeologic Surveys.
January 21,2026
Mike Pubenta,City of Elgin Public Services Director
Proposal for professional engineering services
Page 6
National Pollutant Discharge Elimination System(NPDES)permitting and erosion control
Inspections during construction.
Utility improvements and relocations.
Contractor qualifications review post bidding.
Phase III Construction engineering services.
Construction staking.
Based on the information available,we will complete the scope of services outlined in this proposal
on a time-and-materials basis for the not-to-exceed (NTE)fee of$256,865,as per the breakdown
below and as provided in Attachment C.
Field Investigations $25,000
Phase I&II Engineering and Bidding Services $146,865
CCDD Testing $14,350
Bluff City Cemetery Improvements $28,650
Pavement Cores(120 Estimated) $42,000
SCHEDULE
Fehr Graham can initiate this project immediately upon receipt of formal authorization to proceed.
The expectation is that work will be completed and permitted for a May 2026 bid letting pending
formal authorization to proceed in January 2026.
AUTHORIZATION
Thank you for the opportunity to present this proposal to you. I trust that the information we have
provided is in line with your expectations.If you would like us to proceed, please contact me at your
convenience.
Sincerely,
1 n�.Stoll,PE
Principal
JTS:lar
N\Proposals\2025Vason Stoll\Elgin\2026 St reets\Attachment A-Elgin-2026 Shales Parkway and East Side Streets Resurfadngdoa
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•CONTEIGINC/ 102 $ si,2111 $ - $ - $ S S
RE WITH CONINIGERY - 10062 $ 1*500 S - S 2.510 5 2.510 S • $
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4 CONF1IGENCY Si S OK $ • $ $ • $ 6 E1242
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REWITH mamma --- ----- 2472 $ 20.110 S • $ MO $ S20 S 3 101110
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4 CONTINGENCY 6A S - S - $ $ $ - $ -
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FEE WITH CTNTWGOICY 0A S S I • S • S • I -
Total Tal/CArr O..W. 0.0 5 - S • I I $ • 1 -
TOTAL FEE BEFORE cairn IIF$ICY 11111.0 $ LIAM $ - $ 7.IM $ 7A60 $ 42.000 $ 236415
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Al IACHMENI C:
FEHR GRAHAM
ENGtiEERING&ENVIRONMENTAL
•
2026 Personnel Chargeout Rates
Principal $249-312
Senior Project Manager $209-305
Project Manager $175-297
Engineering Environmental Health and Safety
Lead Engineer $249-280 Senior Project EHS Scientist $153-196
Senior Electrical Engineer $249.280 ENS Project Scientist $136-179
Senior Project Engineer $163-215 EHS Scientist $108-150
Project Engineer $130-204 EHS Specialist $97-129
Project Designer $119.193 ENS Technician $97-139
Designer $108-139 Senior Project Hydrogeologist $153-196
Engineer $108-203 Project Hydrogeologist $130-172
Senior Structural Engineer $203-256 Hydrogeologist $108-150
Senior Resident Engineer $169-211
Resident Engineer $130.183 Sr.Grant Writer/Community Development $125-146
Water/Wastewater Op Specialist $141-184 Specialist
Senior Engineering Technician $108 192 Grant Writer/Community Development Specialist $108-129
Engineering Technician $85-149
Project Coordinator $106.138
Project Administrator $106 138
GIS Specialist $108-118 Project Assistant $99
Charges for expert testimony will be at a rate 1.5 times the standard
S u rve yi n it hourly rate.Minimum 4 hours. Overtime hours charged at standard
Land Surveyor $164-217 rates when Fehr Graham controls scheduling.Re::nbursable Direct
Expenses wal be charged at invoice cost+ 15%.
Surveyor $119-172
Survey Technician $84.137
•
PROJECT NAME GOES HERE
M I I MU1IVItPJ 11, FEHR GRAr;.'�1
EN3INEERPl6&ENY I0NNEMAL
•
2026 Equipment Chargeout Schedule
Sampling Equipment Rate
A. General Groundwater Sampling Equipment $31S/day
B. General Soil Sampling Equipment $150/day
C. Submersible Pump(Includes Generator) $104/day
D. Battery Operated Submersible Purge Pump $36/day
E. Disposable Bailer $15/each
F. Mini-Troll Data Logger $106/cay
G. Interface Probe $51/day
H. Environmental Field Vehicle $50/day or$25/half day
Solids Analysis Equipment $50/sample
Ground Penetrating Radar(GPR) $350/day
Biological Sampling Equipment
A. Boat and Trailer $200/day
B. Electrofishing Equipment $200/day
C Macroinvertebrate Equipment $50/day
D. Petite Ponar $50/day
F. Secchidisk $10/day
Water Quality Sampling Equipment
A. Water Quality Equipment(beta,churn,sampler) $30/day
B Velocity Meter with wading rod $30/day
C. Multiparameter sonde 570/day
Safety Equipment
A Confined Space Entry Safety Equipment $36/hour,44rour minimum
B. Photo Ionization Detector(Mini•Rae) $106/day
C. Combustible and Oxygen Meter $100/day
D. First Aid/CPR Mannequin, $50/set
Surveying and CAD Equipment
A. Total Station Equipment $20/hour
B GPS Equipment(Surveyi $20/hour
C. CAD Equipment 5S/hour
D Per Day Use of Fully Equipped Survey Vehicle/Half-Day Usage 568/day or$34/half day
E leica Scanner $30/hour
Miscellaneous
A. Coliwasa Sampler $25/each
B. Field Filters $30/each
C. Monitoring Well Cap $30/each
D. Monitoring Well Locks $20/each
E pH/Conductivity Meter(s) $30/day
F. Quest Noise Survey Meter/Dosimete• $86/day
G Y S I D.U.Meter $46/day
H. ISCO Wastewater Sampler $100/day
ISCO Flow Meter $100/day
1. DOT Training Materials $25/each participant
K. Residual Chlorine Meter $25/day
l Electronic Water Level Indicator $30/day
M. Cable Locator 550/day
N. AT'J $50/day
O. Concrete Beam Mold/Breaker $20/each
P. AERMOD $50/use
Q. GPS Rover Unit(Inspector) $30/day
1.Reimbursable direct expenses will be charged at invoice ccst 4 15%.
2.Vehicle mileage(where applicable)S0 70 per mile
3.Reproduction,postage and handling of plans for bidding and third party use are direct expenses.(Blueprints St/page)
• <
PROJECT NAME GOES HERE
RIVER BLUFF RD DUNCAN AVE
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