HomeMy WebLinkAbout26-27 C .1.1+
Resolution No. 26-27
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI &
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2026
VARIOUS WEST-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
Hampton, Lenzini & Renwick, Inc., for professional services in connection with the 2026 various
west-side streets resurfacing project, a copy of which is attached hereto and made a part hereof by
reference.
David J. Kaptain, Mayor
Presented: February 25, 2026
Adopted:
Vote: Yeas Nays:
Recorded:
Attest:
Kimberly A. Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 25 day of February , 2026, 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 2026 Various West-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 detailing the locations in which the work for the PROJECT will be
completed 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.
Notice to Proceed March 3,2026
Final Bid Documents May 22,2026
Bid Opening June 26,2026
Start of Construction July 2026
End of Construction October 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 he 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 hourly rate of
classification of the personnel employed on this PROJECT, with the total fee not
to exceed $ 200,160.00 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR,and approved by way of written amendment to this Agreement
executed by the parties. A detailed cost breakdown for the PROJECT is included
as Attachment C and incorporated into this Agreement by this reference.
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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 S200,160.00
provided for in Section 4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of$200,160.00 provided for in Section 4A above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Estimated Estimated Value Estimated
Date Completion of Work Invoice
Completed Value
4/1/2026~ 35% $ 70,056.00 $70,056.00
5/1/2026 20% $ 110,088.00 $40,032.00
6/1/2026 20% $ 150,120.00 $40,032.00
7/1/2026 15% $ 180,144.00 $30.024.00
8/1/2026 10% $ 200,160.00 $20,016.00
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
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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.
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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, hoards 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 he 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.
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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
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 agree 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.
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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.
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
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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:
Mike Pubentz,P.E. Randy Newkirk,PE
Public Services Director Corporate Secretary
City of Elgin Hampton,Lenzini&Renwick,Inc.
150 Dexter Court 1707 N. Randall Road, Suite 100
Elgin,Illinois 60120-5555 Elgin,Illinois 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 E INEER:
By L By: 2
City Manager
Name/Print: Randal G. Newkirk
Title: Vice President/ Corporate Secretary
Att t•
ity Clerk
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EXHIBIT A
SCOPE OF SERVICE
2026 VARIOUS WEST-SIDE STREETS RESURFACING
CITY OF ELGIN
The City of Elgin (hereinafter the "Client") has requested professional engineering services for the design
of the 2026 Various West-side Streets Resurfacing (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:
Email Correspondence with Client
Li Site Review
Project Limits-The project limits are understood to be the following:
Approx.
Street From To Length
(ft)
Neighborhood:Century Oaks South
Todd Farm Dr. McLean Blvd. Big Timber Rd. 2,680
Todd Farm Ct. Todd Farm Dr. End of Court 315
Braebum Dr. Todd Farm Rd. Century Oaks Dr. 925
Countryside Dr. Todd Farm Rd. Century Oaks Dr. 1,485
Neighborhood:Lawrence
Lawrence Ave. Hoxie Ave. McLean Blvd. 1,340
Heine Ave. Lawrence Ave. Highland Ave. 580
Triggs Ave. Lawrence Ave. Highland Ave. 508
Sexauer Ave. Lawrence Ave. Highland Ave. 425
Hoxie Ave. Lawrence Ave. Highland Ave. 362
Neighborhood:Lyle
S Lyle Ave. Larkin Ave. Allison Dr. 370
S Lyle Ave. Allison Dr. Mulberry Ln. 2,112
Second St. Larkin Ave. South Terminus 830
Second St. Erie St. North Terminus 300
Maple St. Larkin Ave. Detention Area 1,136
Maple St. Erie St. South Terminus 424
Erie St. S Lyle Ave. Belmont St. I 1,703
Neighborhood: Moseley/Oak
Moseley St. Washburn St. Orange St. 790
Oak St. Moseley St. Jewett St. 764
11Scope of Services
Project Services&Tasks-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.
G Basic Project Understandings
a The anticipated scope of work for the project streets is roadway resurfacing, patching and
base repair as necessary, utility structure adjustments and reconstructions, pavement
markings, and replacement of failing or non-compliant concrete items.
o Roadways will be assessed for existing drainage issues that can be corrected as part of
the resurfacing program. Correctable issues include drainage structures that need to be
adjusted in elevation, storm sewer or drainage structures that need to be replaced based
on condition, and high or low spots in roadway pavement, curb, or sidewalk.
o The recommended scope of work for each street will be determined based on HLR's review
of existing conditions including pavement cores.This recommendation will be presented to
the Client by HLR for approval.
o If the recommended scope of work is roadway reconstruction, this will constitute additional
design work not covered by this scope of service.
o Structural engineering, hydraulic engineering and drainage studies, traffic data collection
and analysis, construction engineering, geographic information systems, and water!
wastewater engineering are not included in the scope of service.
Project Service and Task Summary
o Survey Services
• Control
• Topographic Survey
o Preliminary Engineering Services
• Data Collection
• Geotechnical Investigation and Report
• Preliminary Estimate of Probable Cost
o Design Engineering Services
• Bid Documents based on IDOT and Client requirements including all necessary
exhibits and Special Provisions
• Final Estimate of Probable Cost
• Bidding Assistance
o Environmental Services
• Special Waste
• Environmental Database Review
• Clean Construction Demolition Debris (CCDD)
o Consultation and Coordination
• Kickoff Meeting
• Monthly Status Report to Client
• Utility Coordination
o Quality Assurance and Project Administration
Schedule— See Exhibit B for Project Schedule
Deliverables—The following items will be delivered to the Client as part of this project:
o Existing conditions video of project area
o Condition assessment of existing utility structures
o Geotechnical Report
o Final Bid Documents
o Final Estimate of Probable Cost
o Award Recommendation Letter
2IScope of Services
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 SERVICES
A. Control —Set one benchmark at each intersection where ADA improvements are anticipated.
Benchmarks will be horizontally located with GPS on NAD 1983 Illinois East 1201, US Survey
Foot, state plane coordinates. A digital level loop will be completed through the benchmarks
for each area where the benchmarks are adjacent. Elevations will be based on NAVD 88 datum
holding one of the GPS benchmarks in each area.
B. Topographic Survey — Topo of the area will be completed with a mobile ground-based
scanner/LIDAR and features will be extracted for each intersection. Topo will be extracted to
10 feet past the right-of-way. Typical hard surface items such as curb and gutter, sidewalk,
trees, signs, utility structures, and driveways will be collected and defined in the topographic
survey. This scope does not include performing survey work when snow and/or ice cover the
survey area to such a degree that accurate data cannot be collected.
C. Utility Locate—Visible utilities will be located within the limits of each intersection. Inspection
of utility structures will be limited to determining the condition of the structure. Invert depths and
pipe sizes/materials will not be collected.
TASK 2: PRELIMINARY ENGINEERING
A. Data Collection
I. Document Review — HLR will review the following publicly available and/or Client
provided information:
a. "As-Built" Plans
b. Construction Plans
c. Existing Utility Atlases
d. Publicly available GIS data
IL Field Review—HLR will schedule a field review of the project to determine site-specific
constraints and document existing conditions. The field review will include:
a. Estimating removal and replacement areas for pavement, driveways and
entrances, and concrete items using GPS data collectors
b. Recording a video of all streets using a GoPro camera attached to a vehicle
c. Inspecting utility structure conditions to determine if adjustments or
reconstructions are necessary
d. Measuring existing pavement markings which will need to be replaced
e. Inspecting all roadways after a rain event to determine possible drainage
issues that can be resolved within the scope of the resurfacing program
f. A photographic log will not be prepared of the project
B. Geotechnical Investigation and Report—HLR will contract with Rubino Engineering to provide
geotechnical services for the project. At this time, HLR anticipates the following services
required for this project:
3IScope of Services
I. 27 Pavement Cores (maximum depth of 2 feet)
II. Geotechnical Report
C. Preliminary Estimate of Probable Cost — HLR will prepare a preliminary opinion of probable
construction costs once quantities have been established.This estimate will be provided to the
Client to confirm the project construction budget and scope.
TASK 3: DESIGN ENGINEERING
A. Calculations — HLR will provide backup calculations to ensure that the design meets the
standard of care. Calculations necessary for this project will include:
I. Quantity Calculations and Documentation — HLR will quantify and document the
associated units of each pay item in accordance with Chapter 64 of IDOT's Bureau
of Design and Environment Manual.
II. Pavement Design — HLR will prepare the necessary calculations to determine
appropriate depth of pavement and subgrade necessary based on future traffic
predictions. Pavement design will be based on IDOT methodology.
B. Plans—The plans are working drawings that show the location, configuration, and dimensions
of the proposed construction activities. The plans will be prepared under the supervision of a
Professional Engineer.A separate set of plans will not be prepared for this project; plan sheets
will instead be incorporated into the bid documents as exhibits. Anticipated exhibits include a
summary of quantities, schedules of quantities, typical sections, ADA sidewalk grading plans
for each corner, pavement marking plans, and details.
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. Client Provided Example Bid Documents—Client will provide a digital copy of example
bid documents that HLR can use to modify to this project and meet the Client's format.
HLR will modify the bid document accordingly and provide Special Provisions and
Schedule of Prices based on this project. It is understood that the material provided
including "front end" requirements by the Client are current.
HLR will prepare contract specifications and special provisions for Pre-Final and Final
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. Final 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. Submittal and Review Intervals
I. HLR will prepare and submit the associated documents to the Client for review at the
4IScope of Services
following intervals:
a. Preliminary(60%)—Initial data collection, including field review and pavement
cores, has been completed. Basic plans, concepts, and cost estimates for
each street have been developed. At this time, HLR will meet with the Client
to review the proposed scope for each street.
b. Pre-Final (90%) — Plans and concepts are nearly complete and minor
modifications are expected. Deliverables to the Client and to IDOT for this
submittal will include:
i. Bid Documents including Special Provisions
ii. Estimate of Probable Cost
c. Final (100%) — Plans are fully developed and are ready for distribution to
contractors. Deliverables to the Client for this submittal will include:
i. Bid Documents including Special Provisions
ii. Estimate of Probable Cost
II. HLR will distribute electronic versions of deliverables to the Client's Project Manager
for distribution to reviewers. Comments provided will be reviewed and necessary
updates will be made. Disposition to comments will be provided at the next submittal.
The disposition to comments will be provided based on how HLR received them:
a. Client provides a list of comments — HLR will provide a formal disposition to
comments in letter format.
b. Client provides comment on plan and/or bid document sheets — HLR will
provide written disposition to comments next to the comments provided by the
Client in a different color.
Ill. 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.
F. Bidding Assistance—HLR will provide the following services to aid the Client during the bidding
process:
I. Answer Bidding Questions
II. Prepare Tabulation of Bids
III. Professional Review of Received Bids, Coordination with Client, and Preparation
Award Recommendation Letter
TASK 4: ENVIRONMENTAL SERVICES
Based on the anticipated scope of service, HLR will provide the following environmental services:
A. Special Waste
I. Clean Construction Demolition Debris(CCDD)—Based on a cursory review of publicly
available data, HLR anticipates that this project will require processing under both the
IEPA LPC 662 and LPC 663 applications. If during the formal project and
environmental database review it is determined that the project does not meet the
5IScope of Services
assumed process, HLR will notify the Client in writing and may require additional
compensation.
a. IEPA LPC 662—The initial step will include an environmental database search
for all records pertaining to contamination within project limits.The information
generated in the database search will be utilized to create a map delineating
potentially impacted properties (PIPs). The areas not adjacent to PIPs should
be eligible for processing with a 662 application, if allowable by the nearest
CCDD facility. The spoils generated from these sites will only require pH
testing, which will be provided by HLR with a mobile testing device. HLR will
coordinate with local CCDD facilities for 662 pre-approval.
b. IEPA LPC 663 — In the event that any PIPs are found on or adjacent to the
site, the client would be notified of the options available for material disposal
prior to commencing the 663 process. If any areas are adjacent to PIPs, the
site will require additional testing and analysis, for processing with a 663
application.
The attached cost breakdown estimates that five soil samples will be required
for soil characterization. If additional samples are required for the project, HLR
will request additional compensation. This proposal assumes a driller will not
be needed and soil samples can be collected with a hand auger. These
samples will be used to establish pre-existing conditions and also for potential
CCDD coordination. The soil samples will be submitted to a NELAC approved
laboratory for analysis.We may analyze each soil sample for metals, volatiles,
semivolatiles, polynuclear aromatic hydrocarbons and PCBs. The results of
the analysis would be compared to the limits outlined in the Maximum
Allowable Concentrations(MAC)of Chemical Constituents In Uncontaminated
Soil Used as Fill Material At Regulated Fill Operations (35 III. Adm. Code
1100.Subpart F). A 663 will be prepared if levels meet MAC table limits.
c. Landfill Disposal — If the soils come back with any elevated levels, additional
TCLP or SPLP analysis on those specific constituents may be required to
determine if they are within the MAC table limits. This testing would be used
to create a waste profile if it is necessary to take it to a landfill. HLR will notify
the Client if this additional testing is necessary and will request additional
compensation for this testing.
TASK 5: CONSULTATION AND COORDINATION
A. Meetings
I. Kickoff Meeting — Kickoff Meeting with Client(assume one meeting).
II. Coordination Meeting—Coordination and design meeting with the Client(assume one
meeting).
B. Monthly Status Report to Client— HLR will submit project updates at minimum on a monthly
basis in the Client's preferred format (formal report, email, or phone call).
C. Utility Coordination— HLR will submit a Design Stage Locate request to J.U.L.I.E. and review
the responses of each agency. If any utility conflicts are anticipated, HLR will coordinate with
the agency and the Client to resolve said conflicts.
6IScope of Services
TASK 6: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Quality Assurance— HLR will provide two internal quality assurance reviews of the bid
documents prior to the Pre-Final submittal: one by a Professional Engineer experience with
roadway design work and one by a Professional Engineer experienced with roadway
construction. Additionally, a senior environmental scientist will do a quality assurance review
of the CCDD items.
B. Project management and administration will last throughout the expected 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
7IScope of Services
EXHIBIT B
PROJECT SCHEDULE
2026 VARIOUS WEST-SIDE STREETS RESURFACING
CITY OF ELGIN
Based on our project understanding, the following are project milestones desired by Client:
Committee of the Whole Meeting February 11, 2026
City Council Meeting February 25, 2026
Notice to Proceed March 3,2026
Preliminary Bid Documents April 3,2026
Pre-Final Bid Documents May 1,2026
Final Bid Documents May 22,2026
IDOT Approval/Advertise June 4, 2026
Bid Opening June 26,2026
Construction Contract Approval at City July 8, 2026
Council Meeting
Start of Construction July 20,2026
End of Construction October 2,2026
EXHIBIT C
DETAILED COST BREAKDOWN
PROFESSIONAL.SERVICES
2026 VARIOUS WEST-SIDE STREETS RESURFACING
CITY OF ELGIN
En1Plspae4 YselEeaW11
Project Phase/Task .- Direct Coats Hours Fie
E8 E4 E2 T2 T2 SUR2 SUM BM E81V2
Sal Control 24 24 S 3,240.00
Survey(Scanned) $Site/Route Sannhy 16 18 S 2.180.00
UtiIily Locate 74 24 $ 3240.00
Process Sunray Data $ -
Prsssss Scanned Data to Readable Formal 8 8 $ 1.080.00
Extract son data(Fua .Extraction) 32 24 56 S 9240.00
Creels EOseng Terrain Modal 8 8 $ 1.410.00
5 2 PRELIMINARY ENGINEERING SERVICES
Data Ctltes8odRevlaw 1 -
CoNc1 GIS Data,Recorded Utility Plans,Corwbudion Plans,Etc 4 4 8 S 1.720.00
Fleld Visit and Quantity Ciemaeon 6 178 184 S 213880.00
Geoldtntal Borings and Roped 1 4 S 8.160.00 5 S 9210:00
Prepare Pt.la finery Estanate of Probable Cost 2 8 10 $ 2080.00
$
3 DESWN ENGINEERING SERVICES
CalculatorsS -
Quantity Calculations and Documentation 16 44 60 S 10,020.00
Pavement Dosfpn 2 8 10 $ 20136.00
Prepare Plan Sheets $
Summary of Ouantis, 2 4 6 S 1.020.00
Schedule of Qu nites 2 4 6 S 1,020.00
Typical Sections(I S exist ry.IS proposed) 18 44 6 70 S 11.80.00
ADA Sdewak Graehq Plan(59 tote sidewalk pumas to be kmproveo) 40 260 16 316 S 80.620.00
Penmen Mating Plan 2 8 10 S 1,64000
Special Details S -
!DOT District Specs is Details 2 2 $ 310.00
IDOT Highway Standard Details 2 2 $ 310.00
Prepare Bid Documents $
Prone End Conead and Bidding Documents 16 8 24 $ 4 440.00
Spada!Provisions 24 24 48 $ 6.520 00
Prepare Final Estimate d Probab a Cat 2 4 8 14 $ 2.500 00
Revisions Based on Pr►FYW RMaw Comm errs 8 16 24 1 4060.00
Revisions Based on Final Review Comments 4 8 12 S 2 040 CO
Blddig Assistance S -
Mswer Belding Questions 1 2 3 S 630 00
Prepare Tabulation d Bids I 2 3 $ 630.00
Prepare Award Recommendslkin letter 1 1 2 $ 430 00
S -
4 ENVIRONMENTAL SERVICES
Bps Waste S
Spacial Waste
Environmental Database Report(FAR) S 400.00 0 $ 4lC 00
CleRt Cona$udWn Demotion Debris(CCDO) S -
Repars CCDO Fort 462 8 16 24 $ 4 050.00
Prepare CCOO Sam 663 8 60 68 $ 10 900 00
Laboralory Analysis(Diect Coats) S 6,700.00 0 $ 5 700 00
S CONSULTATION AND COORDINATION
Prepare and Abend Rator M4s6nq 2 2 4 $ 860 00
Prepare and Mani Coorde iion Meeting 2 2 4 S S60 00
proem Morally Shen Report so Client a 8 $ 1600 00
Wily Q011ydtspon 1
J.V.L.LE.Design Slags Locale 8 8 $ '24000
s
6 GUALIIY ASSURANCE AND PROJECT ADMINISTRATION
Quoddy Assurance and Gummy COMM
Design Engiwaring QAQC 24 24 $ 5,520.00
Emlronnsreel Engirerttq QAQC 4 4 $ 800.00
Pro)act Mmrdstraion S
Surrey Project Administration 4 4 $ 760.00
Dosipn Engineering Project Adminiedndon 4 8 12 S 2.520.00
ErwlronnenW Engbtsaitg ProjedAdnidsbason 4 4 S 800.00
TOTALS 46 193 616 40 46 4 72 24 76 1,119 S 200,160.00
WS/2026 Id
EXHIBIT D
LOCATION MAP
2026 VARIOUS WEST—SIDE STREETS RESURFACING
CITY OF ELGIN
Ilat
f -7 _ .• b -wr_*_".+iI'F,' ' entury Oaks South r'.`- �'
,� ,cor,turyIU.4, • Todd Farm Dr(McLean c `"
4 7 r ..•w®st to Big Timber)&Ct ,i
6 '4dO`�� .P' ' � {� : �'_I • Braeburn Dr(Todd Farm
.�'��• `i to Century Oaks) i' Ii
3.;`_i ";i.: ti 4 � lz .' cen; • Countryside Dr(Todd �.,,•. .'a ,.r
Farm to Century Oaks) rs.r'i1:
Q Timber R. Rig-7n"bor Rd Tr
D ��" '' s► r ti ; �;� ,.;.err_ ogoiL,`,rr• •..
i(�,+a fir 7 k e°•r ".' ' r s—_, • L. rr _ L 3- .,• .. r,
Ab. • #
•4114g - ! - ,i :k op,
..1.,,,,p..4t3i, ,, ,,,,,,„,-. ,..„ . „, , /
F
•,Gaj�. .fir t • ..',. f �- I!' ,.• �! I• fr4:
> 'o
•
-nce Neighborhood E.�egle`Rdt: z s 1 ?,'-., 24:_ •r ' a.01 °
Lawrence Ave Hoxie to �q is w 1 �'
McLean) ,�� •W � a 'G. tt "\z'i l
• Heine Ave,Triggs Ave, f� F `)•,' • :::-• r, •_, \ sli3 tl°.-
Sexauer Ave,and Hoxie �,. . L m ° a', a. yy J
Ave(Lawrence to • 1 a 't ' t l^�, •.•:n s
Highland) t .' ' ,.. 0
i 0 ba,"r°nc°-I
•Grant F'arF. �- t,<'a: '1 •1.
4' . .e„ t* r, 1'-, ' . "r ' . ' .t ` k _ 4, - ' X 't Elgin'
4 .407 c *iniortr,L OJniv h'r C'- ,''idnd.A ' 11 ) s C , o i
.
s•' —,.�- w & J�i:•p fry k 'i-s;
tat-
r rlv H,il<, ,Y s•;,-` _ ,F tn/pcje 4. ..A_• .' �yy, .• � r- ••�,
d '�w l'• '; ; , 1 L•'k :a •t s w.Chicsya.St'+ ++�. ',
'f,'. '` -)t•- •"gin t :(' . Moseley/Oak Neighborhood
`X i` +I y Van St •i •i•" A, , - 'it,: x�t� , `# .1, , , •; • Moseley St(Washburn to ik
r '* •
.N ..• �..i •.', shuler..St Orange)
y'gnw: r:' •tLyle Neighborhood • Oak St(Moseley to
i
„' _ 'A • " 1', '• S Lyle Ave(Larkin to i' Jewett)
o ' , Mulberry) w° Av.�► -.,....
I Jewett)
;` • - '• Second St(Larkin to ;, x { l
,.. 1 ... . . ,, South Terminus and Erie _,.. D_. „ s 's� •'4* •
"i,`! "''', fghw - to North Terminus) • '
to 'South 5�it .,2• Maple St(Larkin to p ' a '�
- F, ' i• t` Detention Area and Erie ,_4.- isi 3
— to South Terminus) •. _ •n..•` Pita r
it Erie St(Lyle to Belmont) -