HomeMy WebLinkAbout26-104 Resolution No. 26-104
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HR GREEN, INC. FOR
PROFESSIONAL SERVICES IN CONNECTION WITH 2026-2030 BRIDGE AND
CULVERT PROGRAM 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 HR
Green, Inc., for professional services in connection with 2026-2030 Bridge and Culvert Program
Project, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 24, 2026
Adopted: June 24, 2026
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis,City Clerk
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AGREEMENT
THIS AGREEMENT("Agreement")is made and entered into this 24 day of June ,
2026,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred
to as"CITY") and HR GREEN, INC.,an Iowa 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 2026-2030 Bridge and Culvert Program 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 Public Services
Director of the CITY,herein after referred to as the"DIRECTOR".
B. The scope of services includes providing professional engineering services to
perform Program Management related duties for the City's Bridge and Culvert
Program for the PROJECT, including but not limited to bridge and culvert
inspections, report preparation, GIS services, federal and state policy compliance,
master plan updates, and general consultation services.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A
and incorporated into this Agreement by this reference.
D. A table detailing the locations in which the work for the PROJECT will be
completed is attached hereto as Attachment A,exhibit 1,and incorporated into this
agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• Executed Agreement and Notice to Proceed—June 30,2026
• 2026 Inspection Report—December 31,2026
• 2027 Inspection Report—September 30,2027
• Bridge and Culvert Master Plan update—September 30,2027
• 2028 Inspection Report—September 30,2028
• 2029 Inspection Report—September 30,2029
• Bridge and Culvert Master Plan update—September 30,2029
• 2030 Inspection Report—September 30,2028
• Bridge and Culvert Master Plan update—September 30,2030
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 PRODUCTS
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 "l'11 E ENGINEER(Lump Sum Method)
A. The CITY shall reimburse the ENGINEER for services under this Agreement a
lump sum of $500,000.00 Dollars, regardless of actual Costs incurred by the
ENGINEER unless substantial modifications to the project are authorized in
writing by the DIRECTOR, and approved by way of written amendment to this
Agreement executed by the parties. A detailed cost estimate for the PROJECT is
included as Attachment C and incorporated into this agreement by this reference.
B. For outside services provided by other firms or consultants,the CITY shall pay the
invoiced fee to the ENGINEER,plus 0%. The cost of any such outside services is
included within the total lump sum fee amount of $500,000.00 provided for in
Section 4A above.
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C. Mileage and printing costs are included as reimbursable costs. The cost of any such
reimbursable expenses is included within the total lump sum fee amount of
$500,000.00 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.
Date Estimate Percent Estimated Value of Estimated
Complete Work Complete Invoice Value
12/31/2026 20% $110,000.00 $110,000.00
12/31/2027 40% $200,000.00 $90,000.00
12/31/2028 60% $315,000.00 $115,000.00
12/31/2029 80% $375,000.00 $60,000.00
12/31/2030 100% $500,000.00 $125,000.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2C above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time
upon fifteen(15)days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under section 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on the date
the CITY determines that all of the ENGINEER's work under this Agreement is completed. A
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determination of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY,the ENGINEER shall give written notice of his claim within 15 days after occurrence
of such action. No claim for additional compensation shall be valid unless so made. Any changes
in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing
signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative
to a claim submitted by the ENGINEER, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall be
deemed to constitute a default, and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other
party to comply with the conditions of the Agreement, the other party may terminate this
Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement,
with the sole exception of an action to recover the monies the CITY has agreed to pay to the
ENGINEER pursuant to section 4 hereof, no action shall be commenced by the ENGINEER
against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or
rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all
such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but
not limited to, the Local Government Prompt Payment Act(50 ILCS 501/1,et seq.), as amended,
or the Illinois Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree
that any action by the ENGINEER arising out of this Agreement must be filed within one year of
the date the alleged cause of action arose or the same will be time-barred. The provisions of this
section shall survive any expiration,completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY,its officers,employees,agents,boards and commissions from and against any
and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not
limited to workers compensation claims, in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY, its officers, employees, agents,boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive
any expiration and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
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No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed
by the ENGINEER under Article 10 entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than$500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS. METHODS. TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
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The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employer or applicant for employment because
of race,color,religion,sex,national origin,age,ancestry,order of protection status,familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the
job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a
written commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening, referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976, as amended, is hereby incorporated by reference, as
if set out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of race, color,
religion,sex,national origin,age,ancestry,order of protection status,familial status,marital status,
physical or mental disability, military status, sexual orientation, or unfavorable discharge from
military service.
Any violation of this paragraph shall be considered a violation of a material provision of this
Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,
of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to
each and every item,condition and other provision hereof to the same extent that the ENGINEER
would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
17. NO CO-PARTNERS IIIP OR AGENCY
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This Agreement shall not be construed so as to create a partnership,joint venture,employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any section, sub-section,phrase,clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define,limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof,or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance with
the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
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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
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:
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A. As to CITY: B. As to ENGINEER:
Mike Pubentz Ajay Jain
Public Services Director President- Water
City of Elgin HR Green, Inc.
150 Dexter Court 1391 Corporate drive., Suite 203
Elgin, Illinois 60120-5555 McHenry, IL 60050-5528
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing,ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing
products and/or services with respect to this Agreement shall be legally authorized to work in the
United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this Agreement. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant
records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such
audit.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. This Agreement may be executed
electronically, and any signed copy of this Agreement transmitted by facsimile machine or email
shall be treated in all manners and respects as an original document. The signature of any party
on a copy of this Agreement transmitted by facsimile machine or email shall be considered for
these purposes an original signature and shall have the same legal effect as an original signature.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
13\ By:
('ity Manager
Name/Pnnt:Ajay Jain
Title:president-Water
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Attest:
i( ''6(vej 440A,
rty Clerk c
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HRGreen:.
ATTACHMENT A
Scope of Services
For
2026-2030 Bridge and Culvert Program
Mike Pubentz, PE
Public Services Director
City of Elgin
1900 Holmes Road
Elgin, IL 60123
(847) 931-5968
Prepared by:
Ajay Jain, PE, CFM
HR Green, Inc.
3901 Corporate Drive, Suite 203
McHenry, IL 60050
HR Green Project Number 2503224
December 18, 2025
Version 2.3 02052021
TABLE OF CONTENTS
1.0 PROJECT UNDERSTANDING
2.0 SCOPE OF SERVICES
3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS AGREEMENT
4.0 ITEMS NOT INCLUDED IN AGREEMENT/SUPPLEMENTAL SERVICES
5.0 SERVICES BY OTHERS
6.0 CLIENT RESPONSIBILITIES
7.0 PROFESSIONAL SERVIES FEE
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1-f Attachment A- Culvert
Services
2026-2030 Bridge and Culvertrt Program
2503224
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H R G re e n- Page I of 5
1.0 Project Understanding
CITY has requested proposal from ENGINEER to provide professional engineering
services to perform Program Management related duties for the City's Bridge and Culvert
Program. The duration of the contract is for a 5-year period starting January 1, 2026 and
ending December 31, 2030. The Bridge and Culvert Program services will include the
following tasks as listed below and further described in the Scope of Services:
• Bridge and culvert inspections;
• Preparing bridge and culvert inspection report;
• Update City's GIS database of inventories structures;
• Program Manager duties in compliance with requirements of the National Bridge
Inspection Standards (NBIS) as defined by the Illinois Department of
Transportation (IDOT) Structure Information and Procedure Manual. These
requirements apply to all structures listed on the National Bridge Inventory (NBI);
• Updates to Bridge and Culvert Master Plan; and
• Provide limited and as-needed general consultation services
For the 2026 - 2030 Bridge and Culvert Program, bridge and culvert structures are broken
out by major and minor structures. The major structures are defined as those having 7.5
sq.ft. of waterway opening (typically 36" equivalent circular opening and greater). Minor
structures are those with less than 7.5 sq.ft. of waterway opening. There are 57 major
structures, and approximately110 minor structures previously inventoried by the
ENGINEER as part of an inventory project completed in 2021. Of the 57 major structures,
27 are listed on the NBI and are subject to the requirements of the NBIS.
All major structures were included and inspected in the 2022 - 2025 Bridge Program and
condition of these structures is provided in the Bridge Inspection Reports on file at the
City. None of the minor structures have ever been inspected and condition of these minor
structures is unknown. Many of these minor structures may be in poor to failing conditions
due to their age, lack of maintenance and/or rehabilitation and replacement, and may pose
significant safety risks including unplanned road closures, travel delays, and emergency
repairs. City has experienced a similar failure previously along Laurel Street which
required roadway closure and expensive emergency repairs. The City has requested that
as part of the 2026 - 2030 Bridge and Culvert Program, all minor structures be inspected
to develop a baseline condition assessment and be included in the Bridge and Culvert
Master Plan for future maintenance, rehabilitation or replacement.
In Fall 2025, ENGINEER prepared a Bridge and Culvert Master Plan that includes a
roadmap for bridge and culvert rehabilitation and replacement schedule over the next 20-
year period as well as potential to seek federal funding for structures that are eligible. The
master plan also provides an annual layout of funds that can be appropriated along with
leveraging available funding to proactively plan the City's capital layout for Bridge and
Culvert Program. As part of the 2026—2030 Bridge Program, ENGINEER will revise the
Master Plan based on most recent inspections and findings.
A listing of the structures included in the 2026 - 2030 Bridge Program is attached as
Exhibit 1 for reference. Note that the scope of services under this Agreement does not
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Attachment A-Scope of Services Program
Bridge and Culvert Program
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include preparing engineering design and contract plans and specifications or construction
phase services for any repair and construction work identified as part of this Program.
These services will be contracted separately under a separate Agreement.
2.0 Scope of Services
The CITY agrees to employ ENGINEER to perform the following services:
A. Bridge and Culvert Inspections (Major Structures)
In accordance with the inspection schedule provided in Exhibit A, ENGINEER will review
prior inspection reports, visit the site, and complete an inspection of required structures
under the supervision of an IDOT certified Program Manager. Routine, underside of the
bridge inspections using boat and/or snooper, and underwater inspections will be
completed as required by the NBIS. ENGINEER will subcontract snooper services using
a subcontractor under this Agreement. As noted in the schedule, the majority of the
inspections of major structures will occur in even years of 2026, 2028 or 2030 since
most structures are under a 2-year, 4-year, or a 6-year inspection schedule. A limited
number of structures may require a more frequent inspection if deemed necessary by
IDOT or per ENGINEER's recommendations to monitor structures on a more frequent
basis.
B. Bridge and Culvert Inspections (Minor Structures)
For all 110 minor structures, COMPANY will visit the site and complete a baseline
condition assessment of the structures. Due to the size of these structures being under
36" or smaller, a confined space entry will not be performed. If the ENGINEER observes
conditions that warrants a televising of the structure under the road, CITY will be notified
to complete the televising utilizing its own crews or under a separate Agreement with a
televising contractor. Televising services are not included in the scope of this
Agreement. ENGINEER will provide an abbreviated inspection report summarizing our
inspection, recommendations, and documentation.
C. Bridge and Culvert Inspection Reports
Upon completion of the inspections, ENGINEER will provide a Bridge Inspection Report
summarizing our inspection, recommendations, Engineer's Opinion of Probable
Construction Costs (EOPCC) estimate, if required, and documentation for all major
structures which are inspected. For all major structures listed on the NBI and subject to
NBIS, ENGINEER will include the Routine Inspection Report form provided to IDOT.
ENGINEER will also provide an abbreviated inspection report for all minor structures
summarizing our inspection, recommendations, and documentation.
D. GIS Updates
In 2021, ENGINEER performed a structure inventory of visible storm pipe culverts that
are 12- in diameter and larger within the city limits. Bridge structures that are part of
the City's biennial bridge inspection program as well as those that are not currently
part of the City's biennial bridge inspection program were inventoried. The following
exceptions apply to this inventory:
• Pipe culverts under private roads and trails were not inventoried.
• Pipe culverts under driveways were not inventoried.
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Attachment A- yl Cu Program
2026-2030 Bridge and Culvert
Program
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ENGUINEER also created a GIS database of the inventoried structures in consultation
with the City's GIS Department. The GIS database was set to Illinois State Plane
Coordinates— East Zone (NAD83). A unique structure ID was assigned to each
structure in the inventory and was added to the database.
As part of the 2026-2030 Bridge and Culvert Program, ENGINEER will update the GIS
database by linking the inspection report to the inventories structure database. This
will allow the CITY to obtain structure specific information based on most current
inspections from the City's GIS portal.
E. Program Management and Administration
For all structures listed on the NBI and subject to NBIS, ENGINEER will submit the
Routine Inspection Report forms along with the required channel cross section
documentation (per NBI Subscription Service Announcement 20190717) to IDOT on
behalf of the client. ENGINEER shall, to the extent practical, submit the required
documentation to IDOT within 30 days after the inspection.
ENGINEER will provide overall program's project administration which will include
periodic meetings to keep the CITY informed of the project progress and contract
management.
F. Updates to Bridge and Culvert Master Plan
During odd years (2027 and 2029), ENGINEER will utilize the prior years' inspection
findings and update the Bridge and Culvert Master Plan. The plan revisions will
include but not be limited to updating the condition assessment database, revisions to
annual program layout, status of projects completed or under Phase I, II and III stages,
revisions to funding eligibility, and costs.
G. As-Needed General Consultation Services
As-needed limited general consultation services may be needed during the program
cycle. Up to 24 hours of general consultation time of a Senior Structural Engineer's is
included annually. This time can be utilized for emergency site visits, inspections and
technical memos, or phone consultations and research. If the nature of the services
extends beyond the general consultations requiring a much more detailed inspection,
research and analysis, or repair and rehabilitations plans and specifications, these
services can be provided under a separate agreement.
3.0 Deliverables and Schedules Included in this Agreement
For all NBI structures, deliverables will include an inspection report including Routine
Inspection Report (BBS-RIR), Special Inspection Report (BBS SI-1), if required, Channel
Cross Sections, individual Structure Summary Report, recommendations, and EOPCC.
For all non-NBI structures, deliverables will include an inspection report including
individual Structure Summary Report, recommendations, and EOPCC. Structures
inspection report will be delivered by September 30"' of the year inspections are
completed in accordance with the inspection schedule provided in Exhibit A.
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14 3 Attachment A-Scope of Services
2026-2030 Bridge and Culvert Program
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For all minor structures, deliverables include a compiled inspection report including
individual Structure Summary Report, recommendations, and EOPCC. Minor Structures
Inspection Reports will be delivered by September 30th of year inspections are completed
in accordance with the inspection schedule provided in Exhibit A.
An updated Bridge and Culvert Master Plan will be delivered by September 30th in the
year following the inspections.
This schedule was prepared to include reasonable allowances for review and approval
times required by the CLIENT and public authorities having jurisdiction over the project.
This schedule shall be equitably adjusted as the project progresses, allowing for changes
in the scope of the project requested by the CLIENT or for delays or other causes beyond
the control of COMPANY.
4.0 Items not included in Agreement/Supplemental Services
The following items are neither anticipated nor included as part of this AGREEMENT:
• Engineering design and contract plans and specifications
• Construction observation services
• Funding applications
• Comparison of existing conditions to current design criteria
• Review of original design documents
• Railroad insurance or Right of Entry agreements
Supplemental services not included in the AGREEMENT can be provided by COMPANY
under separate agreement, if desired.
5.0 Services by Others
• Machine and operators of Underbridge Inspection Vehicle. (a.k.a. Snooper)
• Traffic Control and Protection for bridge inspection services
6.0 Client Responsibilities
• Provide review of inspection reports and master plan
• Televising services if deemed necessary for minor structures
7.0 Professional Services Fee
7.1 Invoices
Invoices for COMPANY's services shall be submitted on a monthly basis. Invoices shall be
due and payable upon receipt. If any invoice is not paid within 30 days, COMPANY may,
without waiving any claim or right against the CLIENT, and without liability whatsoever to
the CLIENT, suspend or terminate the performance of services. Accounts unpaid 30 days
after the invoice date may be subject to a monthly service charge of 1.5% (or the maximum
legal rate)on the unpaid balance. In the event that any portion of an account remains unpaid
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I Attachment A-Scope of Services
2026-2030 Bridge and Culvert Program
25
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12/18/2025
H R G re e n Page 5 of 5
60 days after the billing, COMPANY may institute collection action and the CLIENT shall
pay all costs of collection, including reasonable attorneys' fees.
7.2 Extra Services
Any service required but not included as part of this AGREEMENT shall be considered extra
services. Extra services will be billed on a Time and Material basis with prior approval of
the CLIENT.
7.3 Exclusion
This fee does not include attendance at any meetings or public hearings other than those
specifically listed in the Scope of Services. These service items are considered extra and
are billed separately on an hourly basis.
7.4 Fee and Payment
The CLIENT AGREES to pay COMPANY on the following basis:
2026 - On lump sum basis in an amount of$110,000
2027 - On lump sum basis in an amount of$90,000
2028 - On Lump sum basis in an amount of$115,000
2029 - On lump sum basis in an amount of$60,000
2030 - Lump sum basis in an amount of$125,000
Total Program Costs for Bridge and Culvert Program Management for 2026 - 2030 in a lump
sum amount of$500,000.00
Version2.3 02052021
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I i R Attachment B - Schedule
HRGreene
Project Schedule
• Executed Agreement and Notice to Proceed—June 30,2026
• 2026 Inspection Report—December 31,2026
• 2027 Inspection Report—September 30,2027
• Bridge and Culvert Master Plan update—September 30, 2027
• 2028 Inspection Report—September 30,2028
• 2029 Inspection Report—September 30,2029
• Bridge and Culvert Master Plan update—September 30,2029
• 2030 Inspection Report—September 30,2028
• Bridge and Culvert Master Plan update—September 30,2030
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Attachment C - Detailed Fee Summary
2026-2030 Bridge and Culvert Program
Task# Task Description 2026 2027 2028 2029 2030 Total
A Bridge and Culvert Inspections(Major Structures) $63,000 $0 $71,519 517,200 $76,067 $227,786
B Bridge and Culvert Inspections(Minor Structures) $13,650 $51,480 $9,866 $0 515,425 590,421
C Bridge and Culvert Reports $19,163 $12,870 520,346 $4,300 522,873 579,552
D GIS Updates $0 $6,440 SO $20,160 $0 $26,600
E Program Management and Administration $4,155 $11,325 $4,155 $11,325 $4,155 $35,115
F Updates to Bridge and Culvert Master Plan $1,385 $3,775 $1,385 $3,775 $1,385 511,705
G As-Needed General Consultation Services $5,400 $5,535 $5,673 $5,815 $5,961 $28,384
Total for 2026-2030 Bridge and Culvert Program $106,753 $91,425 $112,945 $62,575 $125,864 $499,562
Bridge and Culvert Program Lump Sum Costs $500,000