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Home My WebLink About26-70 Resolution No. 26-70 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1 WITH HAMPTON, LENZINI AND RENWICK, INC. FOR SUPPLEMENTAL TRAFFIC ENGINEERING, TRAFFIC SIGNAL MAINTENANCE ADMINISTRATION AND INSPECTION AND ON- CALL ENGINEERING SERVICES 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 Amendment Agreement No. 1 on behalf of the City of Elgin with Hampton, Lenzini and Renwick, Inc. for supplemental traffic engineering,traffic signal maintenance administration and inspection and on-call engineering services, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: April 22, 2026 Adopted: April 22, 2026 Omnibus Vote: Yeas: 8 Nays: 0 Abstain: 1 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT NO. 1 THIS AMENDMENT AGREEMENT NO. l is hereby made and entered into this 22 day of April 2026, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "CITY"), and Hampton Lenzini and Renwick, Inc. (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY and ENGINEER hereto have previously entered into an agreement dated March 11, 2017 (the "Original Agreement"), wherein the CITY engaged ENGINEER to provide certain professional services in connection with Traffic Engineering, Traffic Signal Maintenance Administration and Inspection,and On-Call Engineering Services (hereinafter referred to as the"PROJECT"); and WHEREAS, the parties hereto have determined it to be in their best interest to amend the Original Agreement;and WHEREAS,the CITY has determined that the proposed scope of the PROJECT should be modified to include expanded Supplemental Professional Engineering Services for Traffic Engineering, Traffic Signal Maintenance Administration and Inspection, and On-Call Engineering Services(hereinafter referred to as the"Supplemental Services");and WHEREAS,the parties have determined and agreed that the total fees to be paid to the ENGINEER pursuant to the Original Agreement were in the total annual amount not-to-exceed $150,000.00;and WHEREAS, the parties hereto have determined and agree that the total maximum payment for the Supplemental Services described in this Amendment Agreement No. 1 shall be in an amount not-to-exceed$95,000.00;and WHEREAS,the parties hereto have determined and agree that the total fees to be paid to the ENGINEER pursuant to the Original Agreement and this Amendment Agreement No. 1 now total the not-to-exceed amount of$245,000.00;and WHEREAS, the changes contemplated by this Amendment No. 1 are germane to the Original Agreement as signed;and this Amendment Agreement No. 1 is in the best interest of the CITY and is authorized by law. NOW,THEREFORE,for and in consideration of the mutual undertakings as provided herein,and other good and valuable consideration,the sufficiency of which is hereby mutually acknowledged,the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this Agreement as if fully recited hereby. 2. Paragraph 1 of the Original Agreement is hereby further amended by adding the following subparagraph D thereto,to read as follows: "D. The ENGINEER shall also provide Supplemental Services for the PROJECT provided for in Amendment Agreement No. I, which includes the additional Professional Engineering for Traffic Engineering, Traffic Signal Maintenance Administration and Inspection and On-Call Engineering Services in accordance with Attachment A-1, attached to Amendment Agreement No. 1 and incorporated herein by this reference, and ENGINEER shall furnish such Supplemental Services for the PROJECT as outlined and detailed in Attachment C-1, attached to Amendment Agreement No. 1 and incorporated herein by this reference." 3. That Paragraph 2 of the Original Agreement is hereby further amended by adding the following to the end of subparagraph B: "Engineer shall provide the Supplemental Services provided for in Amendment Agreement No. 1 in accordance with the schedule outlined herein and detailed in Attachment B-1, attached to Amendment Agreement No. 1 and incorporated herein by this reference." 4. Section 4 of the Original Agreement is hereby amended by adding the following subparagraphs D and E to the end there-of: "D. The total not-to-exceed fee for the professional services to be provided under Amendment Agreement No. 1 shall be in an amount not to exceed $95,000.00 in accordance with Attachments A-1 and C-1 unless substantial modifications to the scope of work are authorized in writing by the Director and approved pursuant to a written amendment to this Agreement executed by the parties. Total annual compensation under the Original Agreement and including Amendment Agreement No. 1 for the 2026 term shall not exceed $245,000.00 unless substantial modifications are authorized in writing by the Director and approved pursuant to a written amendment to this Agreement executed by the parties. E. For outside services provided by other firms or subconsultants under Amendment Agreement No. 1, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus ten percent(10%). Such costs for outside services are included within the not-to-exceed total fee of$95,000.00 provided for in subparagraph 4.D." 5. That except as amended in this Amendment Agreement No. 1 the Original Agreement shall remain in full force and effect. 6. That in the event of any conflict between the terms of the Original Agreement, the terms of this Amendment Agreement No. 1 shall control. 7. This Amendment Agreement No. 1 may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Amendment Agreement No. 1 may be executed electronically,and any signed copy of this Amendment Agreement No. 1 transmitted by facsimile machine,email,or other electronic 2 means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Amendment Agreement No. I transmitted by facsimile machine,email,or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. TN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement No. I as of the date and year first written above. CITY •£111/A � Ake/ENGINEER ('IN By: _ ' _ By: J /' City Manager / Name: Nicholas Piekarski, PE, CFM Title: Design Engineering Manager/Asst. Corp. Secretary iAttestdzib/li/ City antrir Legal Dept\Agreement\HLR-Traffic Signal Maintenance-Amend Agr No IClean-4-15-26.docx 3 INNauHampton, Lenzini and Renwick, Inc. It Civil Engineers•Structural Engineers• Land Surveyors•Environmental Specialists www.hlrengineering.com March 23, 2026 Aaron Neal Director of Public Works 1900 Holmes Road Elgin, Illinois 60123 RE: EXHIBIT A-1 Traffic Engineering,Traffic Signal Maintenance Administration and Inspection,and On-Call Engineering Services Dear Mr. Neal, Hampton, Lenzini and Renwick,Inc.(HLR)provides traffic engineering services to the City of Elgin performing routine tasks such as the daily operational monitoring and coordination of the electrical maintenance contractor that maintains the City's 44 traffic signal installations. Additionally, on a work order basis, HLR prepares engineering plans, specifications, and construction oversight for the annual traffic signal capital improvements project as well as traffic analyses such as but not limited to all-way stop and traffic signal warrants, street lighting photometric reviews, and geometric studies. The current agreement between the City and HLR which was executed in March of 2017 has a not to exceed limit of$150,000.00 each year through the end of 2026. Since this original agreement, HLR has been increasing their involvement in City operations from working with the Information Technology department on the expanding the Centralized Traffic Signal System to the Police Department Technical Investigations Division expanding their use of surveillance equipment on City owned traffic signals amongst other items. Based on the scope of work for 2026, the not to exceed limit of$150,000.00 is not sufficient to cover the level of effort required by HLR. Based on the following on-going and proposed task orders,the not to exceed amount for 2026 needs to be increased by an added$95,000.00. Item Description Approved Proposed 1 Traffic Signal Operations Management $ 86,690.00 2 Task Order#1:Shales Boulevard at Maroon Drive Traffic Signal Warrant Analysis $ 4,820.00 3 Task Order#2: IL Route 19 RRFB Design $ 25,100.00 4 Task Order#3:2026 Traffic Signal Capital Improvements Design $ 24,950.00 5 Task Order#4:2025 Traffic Signal Capital Improvements Construction Observation $ 55,472.50 6 Task Order#5: McLean Boulevard CMAQ Traffic Signal Interconnect Phase I $ 35,480.00 7 Task Order#6:Additional On-Call Services $ 12,487.50 Sub Totals $ 141,560.00 $103,440.00 Grand Total $ 245,000 00 Current Contract Amount $ 150.000 00 Additional Required $ 95,000.00 Yours truly, HAMPTON,LENZINI AND RENWICK,INC. 4(..;f/s-,( Nicholas Piekarski, PE, CFM Design Engineering Manager/Assistant Corporate Secretary 707 N.RanoaC Road 380 Sneoaro Drive 380 N Tera Gotta Roac 3085 Stevenson Drive 323 West 3rd Street Scare 100 Elgin.Illinois 60123.7010 Unit C Suite 201 P 0 Box 16C Elgin.Illinois 60123 Tel 847 697 6700 Crystal Lake.Illinois 60012 Sonngfield.Illinois 62703 Mt Carmel Illinois 62863 Tel 847 697 6700 Fax 847 697.6753 Tel 847 697 6700 Tel 217.546 3400 Tel 618 262 8651 Fax 847 697.6753 Fax 847 697 6753 Fax 217.546.8116 Fax 618 263 3327 Hampton,Lenzini and Renwick, Inc. R Civil Engineers•Structural Engineers•Land Surveyors•Environmental Specialists www.hlrengineering.com ATTACHMENT B-2 SCHEDULE OF SERVICES AMENDMENT AGREEMENT NO. 1 CITY OF ELGIN Hampton, Lenzini and Renwick, Inc.(ENGINEER)has prepared the following schedule outlining the proposed scope of services per each task order anticipated.These dates are preliminary pending task order execution. Description Start End Task Order#4:2025 Traffic Signal Capital Improvements Construction Observation 2/26/2026 9/25/2026 Task Order#5:McLean Boulevard CMAO Traffic Signal Interconnect Phase I 4/23/2026 12/18/2026 Task Order#6:Additional On-Call Services 6/1/2026 10/23/2026 1737 N.Randall Roao 380 Shepard Drive 380 N Terra Cotta Read 3085 Stevenson Drive 323 West 3rd Street Suite 100 Elgin.Illinois 60123.7010 Unit G Suite 201 P 0 Box 160 Elgin Illinois 60123 Tel 847 697 6700 Crystal Lake Winos 60012 Springfield.Illinois 62703 Mt Carmel.Illinois 62863 Tel 847.697 6700 Fax 847 697 6753 Tel 847 697 6700 Tel 217 546.3400 Tel 618.262.8651 Fax 847 697 6753 Fax 847.697 6753 Fax 217 546 8116 Fax 618.263.3327 EXHIBIT C-1 DETAILED COST BREAKDOWN PROFESSIONAL SERVICES TASK ORDER 3:2026 TRAFFIC SIGNAL CAPITAL IMPROVEMENTS DESIGN CITY OF ELGIN Employee Classification Project PhaselTaak Hours Fee E6 E4 E3 El T3 SUR1 = 1 SURVEY AND LAND ACQUISITION SERVICES -- Set Control 4 4 $ 540-00 Survey(Scanned) 0 $ - Site/Route Scanning 2 2 3 270.00 Utility Locate 2 2 $ 270.00 Process Survey Data 0 $ Process Scanned Data to Readable Format 2 2 $ 270.00 Extract scan data(Feature Extraction) 5 5 $ 900.00 Pbt Traditional Survey Data . 1 1 $ 180.00 O $ Calculations 0 $ - Quantity Calculations and Documentation 6 6 $ 840.00 Traffic Signal Plan Preparation 0 $ - TRIe Sheet 1 I $ 140.00 General Notes I 1 $ 140.00 Summary of Quantities 3 3 $ 42000 Schedule of Quantities 2 2 $ 280 00 Traffic Signal Details 1 I $ 140.00 Traffic Signal Plan — 38 36 $ 5,040.00 Cable Plan,Phase Diagram,and EVP Sequence 20 20 $ 2,800.00 Interconnect Plan_ 16 18 $ 2,240.00 Fiber Splicing Diagram 10 10 $ 1,400.00 Standard Details 2 2 $ 280.00 Bid Documents 8 8 $ 1,120.00 Prepare Estimate of Probable Cost 3 3 $ 420.00 Revisions Based on Pre-Final Review Comments 6 6 S 840.00 Revisions Based on Final Review Comments 4 4 $ 560.00 Bidding Assistance 0 $ - Answer Bidding Questions 4 4 S 740 00 Prepare Award Recommendation Letter 2 2 $ 370.00 O S - 3 CONSULTATION AND COORDINA ION Prepare and Attend Coordination Meeting 2 2 4 $ 830.00 UtiNly Coontlnatlon 0 $ - J.U.L.I.E.Field Locate cooldnatbn 2 2 $ 370.00 - O S 4 QUALITY ASSURANCE AND PROJECT ADMINISTRATION - Quality Assurance and Quality Control 0 $ Survey QAQC 2 S 380.00 Traffic Engineering OAQC 8 8 $ 1,600.00 Project Administration 0 $ Survey Project Administration 0 5 - Traffic Engineering Project Administration 2 8 8 $ 1,570.00 O S TOTALS 4 8 18 119 6 10 165 S 24,950.00 PAGE 1 OF 3 3242026 EXHIBIT C-1 DETAILED COST BREAKDOWN PROFESSIONAL SERVICES TASK ORDER 4: 2025 TRAFFIC SIGNAL CAPITAL IMPROVEMENTS CONSTRUCTION CITY OF ELGIN Employee Project Phase/Task Classification Hours Fee E3 E2 1 CONSTRUCTION ENGINEERING SERVICES Pre-Construction Services 0 $ - Pre-Construction Meeting 2 2 4 $ 680.00 Plan and Quantity Review 12 12 $ 2,220.00 Project Setup 2 4 6 $ 990.00 Construction Services 0 $ - Construction Observation 9 224 233 $ 36,385.00 Progress Meetings 7 7 14 $ 2,380.00 Public Relations 0 $ - Salesforce 8 8 $ 1,162.50 Post-Construction Services 0 $ - Punchlist and Final Inspection 26 21 47 $ 8,065.00 Final Agreement to Quantities 2 12 14 $ 2,230.00 Project Closeout and Job Box Submittal 4 4 8 $ 1,360.00 0 $ - TOTALS 64 282 346 $ 55,472.50 PAGE 2 OF 3 3/24/2026 EXHIBIT C-1 DETAILED COST BREAKDOWN PROFESSIONAL SERVICES TASK ORDER 5: MCLEAN BOULEVARD/LARKIN AVENUE CMAQ INTERCONNECT PHASE I CITY OF ELGIN Employee Classification Project Phase/Task Direct Costs Hours Fee Et) E3 E3 i E2 T2 ! T1 ENV3 ENV2 . 1 PRELIMINARY ENGINEERING SERVICES Data Collection/Review 0 $ - Field Visit 4 4 8 $ 1,360.00 Prepare Environmental Screening and ESR 6 4 10 $ 1,510.00 Prepare CMAQ Application 16 16 $ 2,960.00 Prepare Geometric Study 0 $ - Plan Drawings 32 8 40 $ 5,920.00 Typical Sections 8 8 $ 1,240.00 Revisions based on Draft Review Comments 4 4 $ 620.00 Revisions based on Final Review Comments 4 4 $ 620.00 Project Reports 0 $ - Categorical Exclusion Group I(BLR 19100) 2 16 18 $ 2,850.00 Exhibits 1 4 5 $ 805.00 Revisions based on Draft Review Comments 1 4 5 $ 805.00 Revisions based on Final Review Comments 1 4 5 $ 805.00 Cost Estimate 1 6 7 $ 1,115.00 0 $ - NVIR•NM NTAL S RVIC ES - • -, Special Waste I 0 $ - Obtain Environmental Database Report(EDR) $ 800.00 0 $ 800.00 Prepare a Preliminary Environmental Site Analysis(PESA) 6 40 I 46 $ 7,400.00 0 $ - 3 CONSULTATION AND COORDINATM__ Prepare and Attend Kick-off Meeting 4 I 4 $ 740.00 Utility Coordination I 0 $ - J.U.L.I.E.Design Stage Locate 2 2 $ 310.00 Verify Utilities on Provided Atlas Maps 0 $ - (Assume 8 utility agencies x 2 hours per agency) 8 8 16 $ 2,200.00 0 $ - 4 • • ITY _ •N• •:• _iu . • ,_ Quality Assurance and Quality Control 0 $ - Preliminary Engineering QAQC 10 I 10 $ 1,850.00 Project Administration I 0 $ - Preliminary Engineering Project Administration 2 6 8 $ 1,570.00 0 S - TOTALS 2 46 102 4 16 6 40 216 $ 35,480.00 PAGE 3 OF 3 3/24202s