HomeMy WebLinkAbout26-89 Resolution No. 26-89
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH MCLEAN AT
ROYAL BOULEVARD SIGNALIZATION MODERNIZATION 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 and Renwick, Inc., for professional services in connection with McLean at
Royal Boulevard signalization modernization project,a copy of which is attached hereto and made
a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 27, 2026
Adopted: May 27, 2026
Omnibus Vote: Yeas: 8 Nays: 0 Abstain: 1
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 27 day of May , 20 26 , 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 Mclean Blvd at Royal Blvd Signalization Modernization 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
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The ENGINEER shall provide comprehensive professional engineering services
for the replacement of the existing traffic signal at the intersection of McLean
Boulevard and Royal Boulevard, including survey and data collection, design
engineering, design engineering, preparation of plans and specifications, cost
estimating, bidding assistance, construction engineering, environmental
coordination, and project administration. Services will encompass field
investigation, utility coordination,development of bid documents, and oversight of
construction activities to ensure compliance with applicable standards and project
requirements. The work will also include quality assurance and project closeout,
with all services performed within the existing right-of-way and in accordance with
City of Elgin and applicable regulatory guidelines.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
Notice to Proceed May 14, 2026
Topographic Survey June 26, 2026
Right-of-Way Determination July 17, 2026
Pre-Final Plans and Bid Documents August 21,2026
Final Plans and Bid Documents September 18, 2026
Bid Posting (City) September 24, 2026
Bid Opening (City) October 15, 2026
Council Approval—Construction October 28, 2026
Start of Construction _ May 3, 2027
End of Construction July 30, 2027
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCT
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right, title and interest, including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of personnel
employed on this PROJECT, with the total fee not to exceed One Hundred and
Twenty-Seven Thousand Six Hundred and Ten Dollars($127.610.00)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.
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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 One Hundred
and Twenty-Seven Thousand Six Hundred and Ten Dollars($127,610.00)provided
for in Section 4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of One Hundred and Twenty-Seven Thousand Six Hundred and Ten
Dollars ($127.610.00) 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 One Hundred and Twenty-Seven
Thousand Six Hundred and Ten Dollars ($127,610.00) and full payments for each
task shall not be made until the task is completed and accepted by the DIRECTOR.
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
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
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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.
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.
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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
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
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The ENGINEER will not discriminate against any employee 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
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
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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.
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:
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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:
Aaron Neal Nicholas Piekarski, PE, CFM
Director of Public Works Assistant Corporate Secretary
City of Elgin Hampton, Lenzini &Renwick, Inc.
150 Dexter Court 1707 N. Randall Rd, Suite 100
Elgin, Illinois 60120-5555 Elgin IL,60123
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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 Iegal 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 FOR THE ENGINEER:
Y
BY
By: g-"(/`-'(, 1 "`- 05/07/2026
City Manager Name/Print: Nicholas Piekarski, PE, CFM
Title: Design Engineering Manager/Asst. Corp. Secretary
Att .
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Legal Dept\Agreement\HLR Agr-Mclean Royal Traffic Signal Modernization-Clean 5-6-26.docz
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ATTACHMENT A
SCOPE OF SERVICES
ATTACHMENT A
SCOPE OF SERVICES
McLEAN BOULEVARD AT ROYAL BOULEVARD
TRAFFIC SIGNAL REPLACEMENT
CITY OF ELGIN, ILLINOIS
The City of Elgin (hereinafter the "Client") has requested professional engineering services for the
replacement of the existing traffic signal at the intersection of McLean Boulevard at Royal Boulevard
(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:
Pre-Scope Meeting held on January 23, 2026
Bulleted below is a list of basic project understandings and summarized project services and tasks. Detailed
explanations of project tasks are provided by field of service following this list.
Basic Project Understandings
o The existing traffic signal will remain in place while the proposed traffic signal is being
constructed.
o No utility relocations are anticipated.
o The City of Elgin will coordinate with ComEd to coordinate the electrical service addition to
the City's billing account.
o All proposed work will be within the existing City right-of-way.
Project Service and Task Summary
c. Survey and Land Acquisition
• Topographic Survey
• Land Survey
o Design Engineering Services
• Calculations
• Plans
• Bid Documents
• Estimate of Probable Cost
• Estimate of Time
• Submittals and Reviews
• Bidding Assistance
c Construction Engineering Services
• Pre-Construction Services
• Construction Services
• Post-Construction Services
o Environmental Services
• Special Waste
• Clean Construction Demolition Debris (CCDD)
o Consultation and Coordination
• Kickoff Meeting
• Coordination Meeting
• Utility Coordination
o Quality Assurance and Project Administration
The project limits are understood to be the following:
llWritten Scope of Services
• McLean Boulevard (450 feet south of Royal Blvd-350 feet north of Royal Blvd, - 800 ft)
• Royal Boulevard (200 feet west of McLean Blvd-200 feet east of McLean Blvd, -400 ft)
Schedule- Based on our project understanding, the following are project milestones desired by Client.
Notice to Proceed May 14, 2026
Topographic Survey June 26,2026 _
Right-of-Way Determination _ July 17,2026
Pre-Final Plans and Bid Documents August 21, 2026
Final Plans and Bid Documents September 18, 2026
Bid Posting (City) September 24, 2026
Bid Opening (City) October 15,2026
Council Approval—Construction October 28,2026
Start of Construction May 3, 2027
End of Construction July 30,2027
DETAILED SCOPE OF SERVICES
Based on our understanding of the project and the needs of the client the following services are included
in the scope of service:
TASK 1: SURVEY AND LAND ACQUISITION SERVICES
A. Topographic Survey (Scanned) - HLR will provide topographic survey to document existing
conditions for the purpose of preparing the design requested by the Client.
I. Control Points - Set - 7 control points / benchmarks. Control will be horizontally
located with GPS on NAD 83 IL East State plane coordinates. A digital level loop will
be completed through the control&benchmarks:elevations will be based on NAVD 88
datum holding one of the GPS control points.
II. Topographic Survey - Topo of the area will be completed with a ground-based
scanner/LIDAR and features will be extracted on a 50 foot cross section interval
perpendicular to the street the cross section is on, at driveways, and all other grade
controlling features. Limits are 450 ft south of Royal Blvd to 350 ft north of Royal Blvd,
10 feet beyond ROW for McLean Blvd. 200 ft west of McLean Blvd to 200 ft east of
McLean Blvd, 10 feet beyond ROW for Royal Blvd.
Typical hard surface items such as curb and gutters, sidewalks,trees, signs, drainage
structures, driveway culverts, driveways and building faces will be collected and
defined in the topographic survey. This scope does not include performing the topo
work during snow on the ground periods of the year. Traffic control, if deemed needed,
is not part of this scope and will be expected to be provided by the LPA.
a. Utilities-Visible utilities will be located within the project limits. Utility location
will consist of ASCE standard 38-02 Level QL-C Data. This utility survey will
collect invert directions and elevations on storm sewer, water main, and
sanitary sewer structures within the project area and one structure away
allowing pipe elevations to be interpolated within the project location. If the one
structure out is located on private property, contact information and access will
be coordinated and provided by the client. The utility locate shots will also be
used as verification points for the ground-based LIDAR scan data. Manhole
lids that are not able to be opened with a manhole pick, and structures/culverts
full of debris or clogged will be reported to the client. It will be the client's
responsibility to coordinate with the utility provider for opening and or cleaning
before data can be collected. Individual homeowner notification is not part of
this scope. JULIE coordination is not part of this scope.
b. Data deliverables — Features extraction linework on 50-foot cross section
intervals perpendicular to the street, and surface file will be delivered in a .dgn
format utilizing IDOT layers and codes. Point cloud data will be delivered in
a .las file.
B. Right-of-Way/Boundary Determination—HLR will determine the existing right-of-way based
on information found in the field and publicly available information including Plat of Highways,
GIS, Sidwells, and preliminary plats from the County Recorder online
I. Recorded Document Acquisition - HLR anticipates that recorded subdivision/parcel
plats available only at the County Recorder office will be needed. Scope of Service
includes the time necessary for travel, research, and ordering of the plats. Based on
our experience we estimate that the needed information will cost$200.00. In the event
that these costs are higher than anticipated, HLR will notify the Client that additional
compensation will be necessary to cover the direct costs.
TASK 2: DESIGN ENGINEERING
A. Field Review — HLR will scheduled a field review of the project to determine site-specific
constraints and document existing conditions. A photographic log will not be prepared of the
project.
B. Data Collection
I. Document Review — HLR will review the following publicly available and/or Client
provided information:
a. "As-Built" Plans
b. Existing Utility Atlases
c. Publicly available GIS data
d. GIS data to be provided by Client
C. 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 within the plans in accordance with Chapter 64 of
IDOT's Bureau of Design and Environment Manual.
II. Traffic Signal Service Requirements—HLR will calculate the required electrical service
for the traffic signal installation to confirm the existing electrical service is adequate for
the proposed equipment loads.
D. 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. The plan set will consist of the following drawings and the estimated
number of sheets:
Title Sheet 1 Sheet
General Notes 1 Sheet
Summary of Quantities 1 Sheet
Schedule of Quantities 1 Sheet
Alignment,Ties and Benchmarks 2 Sheets
Intersection Sidewalk Plan _ 1 Sheet
ADA Sidewalk Grading Plan 2 Sheets
Pavement Marking and Signing Plan 2 Sheets
IDOT Traffic Signal Details 8 Sheets
Traffic Signal Plans 5 Sheets
Traffic Signal Cable Plans 5 Sheets
Traffic Signal Interconnect ITS Schematic 2 Sheets
Traffic Signal Details _ 1 Sheet
Increases to the actual number of plan sheets as compared to the estimated sheets above may
constitute additional work. HLR will notify the Client if additional work is anticipated.
E. 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 that HLR
can use to modify to this project and meet the Clients format. HLR will modify the bid
document accordingly and provide Special Provisions and Schedule of Prices based
on this project. It is understood that that material provided including "front end"
requirements by the client are current.
HLR will prepare contract specifications and special provisions for Pre-Final and Final Plan
submittals. The latest version of the IDOT"Standard Specifications for Road and Bridge
Construction" and"Supplemental Specifications and Recurring Special Provisions"will be
used as the basis of the construction special provisions. IDOT check sheets will be used as
required by the project.
Where a project work item contains work, material, unique sequence of operations or any
other requirements that are not included in the Standard Specifications, Supplemental
Specifications, Recurring Special Provisions, BDE Special Provisions or Guide Bridge
Special Provisions, a project specific Special Provision will be written by HLR.
F 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.
G. Estimate of Time — HLR will create an estimate of time using IDOT's BDE 220A Estimate of
Time Required form and production rates published in IDOT's Bureau of Design and
Environment manual to determine the estimated number of days needed for construction.
H. Submittal and Review Intervals
I. HLR will prepare and submit the associated documents to the Client for review at the
following intervals:
a. Pre-Final (90%) — Plans and concepts are nearly complete and minor
modifications are expected. Deliverables for this submittal will include:
i. Plans
ii. Bid Documents
iii. Estimate of Probable Cost
iv. Lump Sum Breakdowns
v. Estimate of Time.
b. Final (100%) — Plans are fully developed and are ready for distribution to
contractors. Deliverables for this submittal will include:
i. Plans
ii. Bid Documents
iii. Estimate of Probable Cost
iv. Lump Sum Breakdowns
v. Estimate of Time.
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.
III. Increases to the number of submittals and reviews scheduled above may constitute
additional work. Each milestone review listed above in Task 2 Item H.I includes
responding to and modifying deliverables to 1 set of review comments. 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.
B. Bidding Assistance—HLR will provide the following services to aid the Client during the bidding
process.
I. Answer Bidding Questions
II. Prepare Award Recommendation Letter
I. Answer Construction RFI's—HLR will answer questions about the design based on Contractor
RFI's that occur during construction.
TASK 3: CONSTRUCTION ENGINEERING
HLR will provide Construction Engineering services for the project to ensure that items in the contract are
being constructed in accordance with the plans and bid documents. Since the construction schedule is
solely outside of HLR's control, timeframe represented in this agreement are based on the best available
information. At this time, HLR estimates that from the beginning of construction to completion will be 10
weeks. For purposes in this agreement Full Time considered to be no more than 40 hours per week. Based
on the level of on-site construction engineering desired by the Client, increases to the duration of
construction will constitute additional work. HLR will notify the Client when the contractor is behind schedule
since this could cause the need for additional work, not anticipated by the agreement. Final project close-
out including punchlists, documentation, agreement to final quantities and final acceptance of the
improvements is assumed to require no more than 24 hours. If the contractor is still not in agreement after
this effort has been made HLR will close-out the project and provide final documentation to the Client.
Additional efforts requested by the Client to come to an agreement with the contractor may constitute
additional work.
The following is a list of basic project understandings
o Daily Observation of Construction Activities for compliance with the intent of the Plans and
Specifications
o Documentation in accordance with IDOT requirements for Federal Aid Improvements for
recommendations for payment of the improvements in the scope of the project documents
o Review of contractor layout for work identified in the project documents
o Review and routing of contractor submittals to the appropriate agencies
o Coordination with Project Stakeholders including the Client, Contractor, residents and businesses
within the project limits for items relating to the scope of this project
o Regular communication with project stakeholders at the required intervals relating to the scope of
this project
o Coordination with public utilities for relocation as identified in the project documents
o Coordination with Sub-consultant for material testing services is not included
o Locating of Private or Public Utilities is not included
o Evaluation of excavated materials for presence of contaminants is not included
o Training or mentoring of Village Staff is not included
o It is assumed that the awarded contractor will have experience with IDOT policies and procedures
and our staff will not be required to train, mentor or assist with required contractor submittals.
Based on anticipated construction activities and the anticipated contractor schedule, HLR will provide the
following personnel:
I Resident Engineer/Technician—Part Time
O 8 hours per week
n Inspectors—Part Time
O 24 hours per week
The following items are included in the construction engineering scope of services:
A. Pre-Construction Services
HLR will provide the following pre-construction services in order to be ready for the start of
construction activities:
I. Locally Funded Project Pre-Construction Meeting: For the locally funded projects, HLR
will lead a pre-construction meeting with the contractor and Clients Staff to discuss
community needs, utility coordination, safety and Maintenance of Traffic plans, project
goals, potential conflicts/issues,and schedule. We will bring up any issues that we feel
need to be discussed as a group in order to provide a clear understanding of
expectations and schedule.
II. Project Setup: We will organize all project files and perform submittal, and catalog
cut/shop drawing review. Our geotechnical sub-consultant will review and comment on
the contractor-submitted Quality Control Plans for Asphalt and Concrete production.
B. Construction Services
I. Construction Observation
a. Resident Engineer/Technician: HLR will provide part-time, on-site resident
engineering and inspection services to verify that the improvements are
constructed, recorded, and quantified in accordance with the IDOT Project
Procedures Guide, IDOT Construction Manual, project standards, Client
requirements, engineering plans, and construction documents. This will
include rejection and non-payment of any worts that is deficient, liaison
functions, and coordination with all stakeholders. Resident engineering will be
provided as detailed in public relations section above.
b. Documentation: Daily records of contractor activities in the desired Municipal
format, Inspector Daily Reports, Weekly Reports, and Pay Estimates will be
maintained throughout the duration of construction. Prior Authorization forms
will be submitted to the Client for any/all work that is encountered that requires
budget changes. In addition, BC-635 Extra Work Daily Report forms will be
utilized to track any work that does not have an Agreed Unit Price. All
documentation will be prepared by staff that is trained in IDOT's
Documentation of Contract Quantities (Class S-14).
II. Verify Construction Layout: HLR will provide line/grade assistance and confirm layout
for the work. This will also include on-site coordination regarding accessible ramp
layout in accordance with the engineering plans, which will not include the completion
of a Resident Engineer Ramp Accessibility Check Sheet for each ramp installed as
part of this contract. Ramps identified in the plans for improvements which do not have
complete line/grade layout information can be designed in the field during construction
but shall be considered additional work.
Ill. Material Tracking /Yield Checks: We will perform yield checks on all materials. HLR
will not recommend payment for material that has not been properly inspected and/or
does not meet yield check requirements.
IV. Erosion and Sediment Control Inspections: HLR will ensure compliance with IDOT
and IEPA standards throughout all phases of construction, focusing on regular
inspections, documentation, and issue resolution. Initial assessments will confirm
correct installation of erosion controls as per the SWPPP, with routine inspections
conducted weekly and post-rainfall events to monitor for deficiencies. Using IDOT's
standardized checklists, inspectors will identify non-compliance areas, prompt
corrective actions, and record these actions for accuracy and traceability. Final
inspections will ensure all disturbed areas are permanently stabilized, and closeout
documentation will include a comprehensive report of findings and resolutions.
Additional services include training for the contractor's personnel on best practices and
rapid response capabilities following significant storm events.
V Traffic Control and Site Cleanliness Monitoring: HLR will monitor all traffic control and
signage for roadway and sidewalk closures. We will monitor area routes to ensure
traffic control is effectively maintained through and around all active work zones without
conflict. In addition, we will perform daily checks that include inspection of site
cleanliness to ensure that construction dust is kept in check, all debris is removed from
driving surfaces, and removed sidewalks and roadways are ramped with temporary
aggregate or asphalt depending on the estimated time until they can be replaced.
VI. Progress Meetings/Status Updates: HLR will conduct progress meetings to discuss
project status and look-ahead schedules. Updates and minutes will not be sent to the
Village weekly. If it is determined that the contractor has deviated from the approved
project schedule, they will be directed to resubmit a catch-up schedule to ensure that
the project completion date is not compromised.
VII. Public Relations: HLR will be present on-site during construction, as dictated by the
contract, and will coordinate with local residents, businesses and other affected
stakeholders throughout the project. In addition, HLR will provide the following public
relations measures:
a. Weekly/Bi-Weekly/Monthly Stakeholder Meetings
i. HLR will provide Stakeholder Coordination services to establish
clear, effective communication with all project stakeholders. This will
not include a tailored Communication and Engagement Plan
b. Provide 24-hour contact information to Client and specified Stakeholders
c. Weekly construction status to the Village
C. Post-Construction Services
I. Final Inspection: HLR will present regular punch lists to the contractor with items
requiring correction, in addition to one (1) final punch list at the end of the
improvements. After correction, we will perform one (1) final inspection with the
contractor and Client. Recommendation of final acceptance will occur only after all
deficient items have been fixed.
II. Final Quantities: HLR will provide measured quantities with the contractor on a regular
basis and at the conclusion of the project.
Ill. As-Built Drawings: HLR will prepare hand drawn final as-built drawings that have
change.The as-built plans will not include survey of critical elevations and pipe inverts.
IV. Project Closeout: Our team will submit final pay estimates and change orders. In
addition, we will assemble, organize, and turn in all project files, records, quantities,
etc. per Client's requirements.
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 can be processed under an IEPA LPC
662. If during the formal project and environmental database review, the project does
not meet the 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; HLR will provide this using a mobile testing device. HLR will coordinate
with two local CCDD facilities for 662 pre-approvals.
TASK 5: CONSULTATION AND COORDINATION
A. Meetings
I. Kickoff Meeting—Kickoff Meeting with Client and IDOT(assume 1 meeting).
II. Coordination Meeting — Coordination and design meeting with the Client (assume 1
meetings).
B. Utility Coordination — HLR will coordinate with utilities with determining their facility location,
potential conflict determination, and resolution of those conflicts. The major work items under
this task will include:
I. A J.U.L.I.E. Design Level Locate request will be submitted.
II. Project status letters will be prepared to the individual utility companies along with
location map. In the event that federal funding will be used during construction, the
client will provide HLR with their letterhead for transmittal to utilities.
III. HLR will verify the location of visible utilities identified on the atlas maps provided by
the utilities. The location of underground utilities will be added to our base topography
based on the information provided.
IV. HLR will review potential utility conflicts determined by the utility owner in regards to
the proposed improvements. These locations will be discussed with the utility if
relocation is not possible.
V. Pre-final and Final plans will be sent to the utility companies.This submittal will include
the location of known conflicts identified by the utilities.
VI. HLR will review all utility permit request provided by the Client which are within the
improvement limits to check that the relocations are consistent with coordination and
the proposed improvements.
VII. HLR will assist the Client in the coordination effort to obtain utility relocation schedules
and relocation cost of utilities for those within dedicated easements.
VIII.Efforts to verify the accuracy of utilities located within the project limits will constitute
additional work. The Client will be contacted to approve additional costs.
IX. Efforts to revise the design of proposed improvements based on conflicts for which the
utility is unwilling or untimely in their efforts will constitute additional work. The Client
will be contacted to approve additional costs for the redesign.
TASK 6: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Quality Assurance—HLR will provide two internal quality assurance reviews prior to the Pre-
Final submittal: one by a Professional Engineer experience with traffic signal design work and
one by a Professional Engineer experienced with traffic signal construction.
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
C. Upon completion, this task also includes project close-out, which includes the delivery of the
electronic files.
I. Submit necessary project files as requested by the Client.
II. Submit Final Invoice and project closure letter
ATTACHMENT B
PROJECT SCHEDULE
Based on our project understanding, the following are project milestones desired by Client.
Notice to Proceed May 14, 2026
Topographic Survey June 26,2026
Right-of-Way Determination July 17,2026
Pre-Final Plans and Bid Documents August 21,2026
Final Plans and Bid Documents September 18,2026
Bid Posting(City) September 24, 2026
Bid Opening(City) October 15,2026
Council Approval—Construction October 28,2026
Start of Construction May 3,2027
End of Construction July 30,2027
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