HomeMy WebLinkAbout26-133 Resolution No. 26-133
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL PUBLIC AGENCY ENGINEERING
SERVICES AGREEMENT WITH HAMPTON, LENZINI& RENWICK, INC. FOR
CONSTRUCTION ENGINEERING SERVICES IN CONNECTION WITH THE 2026
VARIOUS WEST-SIDE STREETS RESURFACING PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS,that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute a Local Public Agency Engineering Services Agreement
on behalf of the City of Elgin with Hampton, Lenzini & Renwick, Inc., for construction
engineering services in connection with the 2026 various west-side streets resurfacing project, a
copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 26, 2026
Adopted: August 26, 2026
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
li1'1015 Department Local Public Agency
of Transportation Engineering Services Agreement
Using Federal Funds? El Yes El No Agreement For Agreement Type _
1 Using State Funds(Non-MFT/TBP)? ElYes ❑ No State Funded CE Original
LOCAL PUBLIC AGENCY
Local Public Agenc _ County Section Number Job Number
!City of Elgin Kane 26-00215-00-RS
Project Number Contact Name Phone Number Email
Mike Pubentz 11(847) 931-5968i mike.pubentzatelginil.gov
SECTION PROVISIONS
Local Street/Road Name Key Route Len Structure Number
'Various I I
Location Termini Add Location
(Various _ Remove Location
Project Description
The project consists of HMA pavement removal, combination curb and gutter and sidewalk removal and
replacement, placement of HMA binder and surface courses, structure adjustments, landscape restoration,
pavement markings, and appurtenant construction.
Engineering Funding ® MFT/TBP ❑ State ® Other Local
Anticipated Construction Funding ❑ Federal ® MFT/TBP ❑ State ® Other Local
AGREEMENT FOR
® Phase III-Construction Engineering
CONSULTANT
Prime Consultant(Firm)Name Contact Name Phone Number Emat
Hampton, Lenzini& Renwick, Inc. IAI Lapinskas —1(630)272-8629 alapinskas@hlreng.com
Address City State Zi Code
1707 N Randall Road, Suite 100 Elgin IL 60123
THIS AGREEMENT IS MADE between the above Local Public Agency(LPA)and Consultant(ENGINEER)and covers certain
professional engineering services in connection with the improvement of the above SECTION.Project funding allotted to the LPA by the
State of Illinois under the general supervision of the State Department of Transportation,hereinafter called the"DEPARTMENT,"will be
used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS.
Since the services contemplated under the AGREEMENT are professional in nature,it is understood that the ENGINEER,acting as an
individual,partnership,firm or legal entity,qualifies for professional status and will be governed by professional ethics in its relationship to
the LPA and the DEPARTMENT.The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an
AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations.
WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used,they shall be interpreted to mean:
Regional Engineer Deputy Director,Office of Highways Project Implementation, Regional Engineer,Department of
Transportation
Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the
construction PROJECT.
In Responsible Charge Contractor A full time LPA employee authorized to administer inherently governmental PROJECT activities
Company or Companies to which the construction contract was awards.
Page 1 of 9 BLR 05530(Rev.04/23/26)
AGREEMENT EXHIBITS
The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT
® EXHIBIT 1:Scope of Services
® EXHIBIT 2:Project Schedule
® EXHIBIT 3: Qualification Based Selection(QBS)Checklist
® EXHIBIT 4: Cost Estimate of Consultant(CECS)Services Worksheet(BLR 05513 or BLR 05514)
® EXHIBIT :Direct Costs Summary Sheet
® Location Map
THE ENGINEER AGREES,
1 To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT 1 for the LPA in connection with
the proposed improvements herein before described.
2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff
hours. If higher-salaried personnel of the firm,including the Principal Engineer,perform services that are to be performed by
lesser-salaried personnel,the wage rate billed for such services shall be commensurate with the payroll rate for the work
performed.
3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or
corrections required as a result of the ENGINEER'S error,omissions or negligent acts without additional compensation.
Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent
correction of any such errors or omissions or the responsibility for clarifying ambiguities.
4. That the ENGINEER will comply with applicable Federal laws and regulations,State of Illinois Statutes.and the local laws or
ordinances of the LPA.
5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA.
6. To invoice the LPA,The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports,to the LPA employee
In Responsible Charge, no more than once a month for partial payment on account for the ENGINEER's work to date.Such
invoices shall represent the value,to the LPA of the partially completed work,based on the sum of the actual costs incurred,plus
a percentage(equal to the percentage of the construction engineering completed)of the fixed fee for the fully completed work.
7. The ENGINEER or subconsultant shall not discriminate on the basis of race,color,national origin or sex in the performance of
this AGREEMENT.The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US
Department of Transportation(US DOT)assisted contract. Failure by the Engineer to carry out these requirements is a material
breach of this AGREEMENT,which may result in the termination of this AGREEMENT or such other remedy as the LPA deems
appropriate.
8. That none of the services to be furnished by the ENGINEER shall be sublet,assigned or transferred to any other party or parties
without written consent of the LPA.The consent to sublet,assign or otherwise transfer any portion of the services to be furnished
by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.
9. For Construction Engineering Contracts:
(a)For Quality Assurance services,provide personnel who have completed the appropriate STATE Bureau of Materials
QC/QA trained technical classes.
(b)For all projects where testing is required,the ENGINEER shall obtain samples according to the STATE Bureau of
Materials"Manual of Test Procedures for Materials,"submit STATE Bureau of Materials inspection reports,and
verify compliance with contract specifications.
10. That engineering services shall Include all equipment,instruments, supplies,transportation and personnel required to perform the
duties of the ENGINEER in connection with this AGREEMENT(See DIRECT COST tab in BLR 05513 or BLR 05514).
11. THE LPA AGREES,
1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the
Professional Services Selection Act(50 ILCS 510)(Exhibit 3).
2. To furnish the ENGINEER all presently available survey data,plans, specifications,and project information.
3. For Construction Engineering Contracts:
(a)To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental
PROJECT activities.
(b)To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized.
4. To pay the ENGINEER:
(a) For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA,monthly payments for the work performed shall be due and payable to the ENGINEER,such payments to be
equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER.
(b)Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as
Page 2 of 9 BLR 05530(Rev.04/23/26)
determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
(c) For Non-Federal County Projects-(605 ILCS 5/5-409)
(1)For progressive payments-Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the
LPA,monthly payments for the work performed shall be due and payable to the ENGINEER.Such payments to be
equal to the value of the partially completed work in all previous partial payments made to the ENGINEER.
(2) Final payment-Upon approval of the work by the LPA but not later than 60 days after the work is completed and
reports have been made and accepted by the LPA and STATE,a sum of money equal to the basic fee as
determined in the AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER
5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the
following compensation method as discussed in 5-5.10 of the BLR Manual.
Method of Compensation:
❑ Percent
❑ Lump Sum
'T Specific Rate
® Cost plus Fixed Fee: Fixed
Total Compensation=DL+DC+OH+FF
Where:
DL is the total Direct Labor,
DC is the total Direct Cost,
OH is the firm's overhead rate applied to their DL and
FF is the Fixed Fee.
Where FF=(0.33+ R) DL+%SubDL,where R is the advertised Complexity Factor and%SubDL is 10%profit
allowed on the direct labor of the subconsultants.
The Fixed Fee cannot exceed 15%of the DL+OH.
Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one
year in duration or if the construction engineering contract exceeds$1,000,000 for any project duration.
6. The recipient shall not discriminate on the basis of race,color, national original or sex in the award and performance of any US
DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26.The recipient shall take
all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US
DOT-assisted contracts.The recipients DBE program,as required by 49 CFR part 26 and as approved by US DOT,is
incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms
shall be treated as violation of this AGREEMENT.Upon notification to the recipient of its failure to carry out its approved program,
the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for
enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986(31 U.S.0 3801 et seq.).
III. IT IS MUTUALLY AGREED,
1. To maintain,for a minimum of 3 years after the completion of the contract,adequate books,records and supporting documents to
verify the amount,recipients and uses of all disbursements of funds passing in conjunction with the contract;the contract and all
books,records and supporting documents related to the contract shall be available for review and audit by the Auditor General,
and the DEPARTMENT;the Federal Highways Administration(FHWA)or any authorized representative of the federal
government,and to provide full access to all relevant materials. Failure to maintain the books,records and supporting documents
required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the
DEPARTMENT under the contract for which adequate books,records and supporting documentation are not available to support
their purported disbursement.
2. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA,the DEPARTMENT,
and their officers,agents and employees from all suits,claims,actions or damages liabilities,costs or damages of any nature
whatsoever resulting there from.These indemnities shall not be limited by the listing of any insurance policy.
The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the
ENGINEER as soon as practicable after the discovery.The LPA reserves the right to take immediate action to remedy any error
or omission if notification is not successful;if the ENGINEER fails to reply to a notification;or If the conditions created by the error
or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and
reasonable notice is not practicable.
3. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known
post office address.Upon such termination,the ENGINEER shall cause to be delivered to the LPA all drawings,plats,surveys,
reports, permits,agreements,soils and foundation analysis. provisions,specifications, partial and completed estimates and data
Page 3 of 9 BLR 05530(Rev.04/23/26)
if any from soil survey and subsurface investigation with the understanding that all such materials becomes the property of the
LPA.The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to
the date of the written notice of termination.
4. In the event that the DEPARTMENT stops payment to the LPA,the LPA may suspend work on the project. If this agreement is
suspended by the LPA for more than thirty(30)calendar days,consecutive or in aggregate, over the term of this AGREEMENT,
the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred prior to receipt of notice of
suspension. In addition, upon the resumption of services the LPA shall compensate the ENGINEER,for expenses incurred as a
result of the suspension and resumption of its services,and the ENGINEER's schedule and fees for the remainder of the project
shall be equitably adjusted.
5. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until
the completion of construction of any phase of professional services performed by others based upon the service provided
herein.All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent
professional services are not commenced within 5 years after final payment by the LPA.
6. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA,the DEPARTMENT,
and their officers,employees from all suits,claims,actions or damages liabilities,costs or damages of any nature whatsoever
resulting there from.These indemnities shall not be limited by the listing of any insurance policy.
7. The ENGINEER and LPA certify that their respective firm or agency:
(a)has not employed or retained for commission, percentage, brokerage,contingent fee or other considerations,any
firm or person(other than a bona fide employee working solely for the LPA or the ENGINEER)to solicit or secure
this AGREEMENT,
(b)has not agreed,as an express or implied condition for obtaining this AGREEMENT,to employ or retain the services
of any firm or person in connection with carrying out the AGREEMENT or
(c)has not paid,or agreed to pay any firm, organization or person(other than a bona fide employee working solely for
the LPA or the ENGINEER)any fee,contribution,donation or consideration of any kind for,or in connection with,
procuring or carrying out the AGREEMENT.
(d)that neither the ENGINEER nor the LPA is/are not presently debarred,suspended,proposed for debarment,
declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency,
(e)has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered
against them for commission of fraud or criminal offense in connection with obtaining,attempting to obtain or
performing a public(Federal, State or local)transaction;violation of Federal or State antitrust statutes or commission
of embezzlement,theft,forgery, bribery,falsification or destruction of records, making false statements or receiving
stolen property.
(f) are not presently indicated for or otherwise criminally or civilly charged by a government entity(Federal,State, or
local)with commission of any of the offenses enumerated in paragraph(e)and
(g)has not within a three-year period preceding this AGREEMENT had one or more public transaction(Federal, State,
local)terminated for cause or default.
Where the ENGINEER or LPA is unable to certify to any of the above statements in this clarification,an explanation shall be
attached to this AGREEMENT.
8. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no
claim for damages shall be made by either party.Termination of the AGREEMENT or adjustment of the fee for the remaining
services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within
six months after the specified completion date. Examples of unforeseen causes included but are not limited to:acts of God or a
public enemy; acts of the LPA, DEPARTMENT<or other approving party not resulting from the ENGINEER'S unacceptable
services;fire;strikes;and floods.
If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE,the ENGINEER shall apply in writing to
the LPA for an extension of time.If approved,the PROJECT SCHEDULE shall be revised accordingly.
9. By execution of this AGREEMENT the LPA and ENGINEER certify compliance with the Drug Free Workplace Ace(30 ILCS 580).
The Drug Free Workplace Act requires that no grantee or contractor shall receive a grant or be considered for the purpose of
being awarded a contract for the procurement of any property or service from the DEPARTMENT unless that grantee or
contractor will provide a drug free workplace.False certification or violation of the certification may result in sanctions including,
but not limited to suspension of contract or grant payments,termination of a contract or grant and debarment of the contracting or
grant opportunities with the DEPARTMENT for at least one(1)year but not more than(5)years.
For the purpose of this certification,"grantee"or"Contractor"means a corporation,partnership or an entity with twenty-five(25)
or more employees at the time of issuing the grant or a department,division or other unit thereof,directly responsible for the
specific performance under contract or grant of$5,000 or more from the DEPARTMENT,as defined the Act.
The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture,distribution,dispensing, possession or use of a
controlled substance, including cannabis,is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3)Notifying the employee that,as a condition of employment on such contract or grant,the employee will
(a)abide by the terms of the statement;and
(b)notify the employer of any criminal drug statute conviction for a violation occurring in the workplace
no later than five(5)days after such conviction.
Page 4 of 9 BLR 05530(Rev.04/23/26)
(b)Establishing a drug free awareness program to inform employees about.
(1)The dangers of drug abuse in the workplace;
(2)The grantee's or contractor's policy to maintain a drug free workplace;
(3)Any available drug counseling,rehabilitation and employee assistance program;and
(4)The penalties that may be imposed upon an employee for drug violations.
(c)Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the
contract or grant and to post the statement in a prominent place in the workplace.
(d)Notifying the contracting or granting agency within ten(10) days after receiving notice under part(b) paragraph(3)of
subsection(a)above from an employee or otherwise receiving actual notice of such conviction.
(e)Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation
program.
(f)Assisting employees in selecting a course of action in the event drug counseling,treatment and rehabilitation is
required and indicating that a trained referral team is in place.
Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act,
the ENGINEER and LPA agree to meet the PROJECT SCHEDULE outlined in EXHIBIT 2.Time is of the essence on this project
and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the ENGINEER for future
projects.The ENGINEER will submit progress reports with each invoice showing work that was completed during the last
reporting period and work they expect to accomplish during the following period.
10. Due to the physical location of the project,certain work classifications may be subject to the Prevailing Wage Act(820 ILCS
130/0.01 et seq).
11. For Construction Engineering Contracts:
(a)That all services are to be furnished as required by construction progress and as determined by the LPA employee In
Responsible Charge.The ENGINEER shall complete all services herein within a time considered reasonable to the
LPA,after the CONTRACTOR has completed the construction contract.
(b)That all field notes,test records and reports shall be turned over to and become the property of the LPA and that
during the performance of the engineering services herein provided for,the ENGINEER shall be responsible for any
loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such
loss or damage shall be restored at the ENGINEER's expense.
(c)That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER,one member appointed by the LPA,and a third member appointed by the two other members for
disposition and that the committee's decision shall be final.
(d)That in the event that engineering and inspection services to be furnished and performed by the LPA(including
personnel furnished by the ENGINEER)shall, in the opinion of the STATE be incompetent employed on such work
at the expense of the LPA.
(e)Inspection of all materials when inspection is not provided a the sources by the STATE Central Bureau of Materials,
and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials
"Project Procedures Guide"and the policies of the STATE.
AGREEMENT SUMMARY
Prime Consultant(Firm)Name TIN/FEIN/SS Number Agreement Amount
Hampton, Lenzini &Renwick, Inc. 36-2555986 $249,176.00
Subconsultants TIN/FEIN/SS Number Agreement Amount
Rubino Engineering Inc. 80-0450719 $33,311.00
Subconsultant Total $33,311.00
Prime Consultant Total _ $249,176.00
Total for all work $282,487.00
Page 5 of 9 BLR 05530(Rev.04/23/26)
AGREEMENT SIGNATURES
Executed by the LPA: Local Public Agency Type Local Public Agency
Attest: The City of City of Elgin _
By(Signature&Date) By(Signature&Date)Wilt &////'46
°°°-#4
8/26/26 G 8/26/26
Local Public Age Local Public Agency Type Title
City of Elgin City Clerk Richard G.Kozal,City Manager
(ELF.`
Executed by-the'tNGINEER:
Prime Consultant(Firm)Name
Attest: Hampton, Lenzini& Renwick, Inc. _
By(Signature&Date) B Si natre&Dale)
/77?-,-------
ag 6/15/20266/15/2026
, U,t)
Title Title
Construction Department Manager CCOO
APPROVED:
For information about IDOTs collection and use of confidential information review the department's identity Protection Policy.
Page 6 of 9 BLR 05530(Rev.04/23/26)
Local Public Agency Prime Consultant(Firm)Name County __ Section Number
City of Elgin Hampton, Lenzini & Renwick, Inc. Kane 126-00215-00-RS
EXHIBIT 1
SCOPE OF SERVICES
To perform or be responsible for the performance of the engineering services for the LPA,in connection with the PROJECT herein before
described and enumerated below
See attached Scope of Services.
Page 7 of 9 BLR 05530(Rev.04/23/26)
SCOPE OF SERVICES
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 13
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 160 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
✓ Daily Observation of Construction Activities for compliance with the intent of the Plans and
Specifications
Documentation in accordance with IDOT requirements for Federal Aid Improvements for
recommendations for payment of the improvements in the scope of the project documents
❑ Review of contractor layout for work identified in the project documents
o Review and routing of contractor submittals and RFI's to the appropriate agencies
u Coordination with Project Stakeholders including the Client and related agencies(School Districts,
First Responders, Park Districts, County, Adjacent Communities), 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 Sub-consultant for material testing services
o Coordination with public utilities for relocation as identified in the project documents
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 City Staff is not included
o It is assumed that the contract plans provide an accurate representation of existing conditions and
are an accurate representation of the standard of care of Engineering in Illinois
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:
Project Manager—Part Time
Resident Engineer/Technician—Full Time
One Inspector—Full Time for Construction only(Pre and Post Construction not included)
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 Client's staff to discuss
I I1Vrni.n Scup( lit Scr‘iL •
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. State Funded Project Pre-Construction Meeting: (Does not apply) For State or
Federally funded projects, HLR will attend a pre-construction meeting lead by IDOT.
HLR will actively participate in the meeting to discuss community an client 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.
III. Kick-off Meeting: HLR will conduct a kick-off meeting with the Client to discuss desired
outcomes, potential issues, and schedule.
IV. Stakeholder Meetings: HLR will coordinate a meeting with the following stakeholders
prior to the start of construction:
a. Residents directly adjacent to the project limits.
b. Businesses directly adjacent to the project limits.
V. HLR will be present on-site or at a coordinated location prior to construction and will
coordinate with local residents, businesses, and other affected stakeholders. In
addition, HLR will provide the following public relations measures:
a. Provide 24-hour contact information to Client and specified Stakeholders
b. Construction notifications to be coordinated with the Contractor.
c. Weekly construction status to the City
d. Daily updates to the City's 311 number.
VI. Plan and Quantity Review: Our team will perform a site visit with Client to identify any
inconsistencies in the plans or modifications that may be needed based on bid
documents provided, contractor requests, or changes to existing conditions.
VII. ADA/PROWAG Coordination: HLR will perform a pre-construction site walk-through to
identify curb/gutter and sidewalk removal limits for accessible ramps. They will
consider existing drainage patterns and connections to existing facilities while
evaluating limits of construction.
VIII.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 full-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 work 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.
III. Material Tracking / Yield Checks: HLR will schedule and coordinate with our
geotechnical sub-consultant to provide soil, concrete, and asphalt testing in
accordance with IDOT policies.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. 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.
V Progress Meetings/Status Updates: HLR will conduct progress meetings to discuss
project status and look-ahead schedules. Updates and minutes will be sent to the City
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.
VI. 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. Post-Construction Services
VII. Final Inspection: HLR will present regular punch lists to the contractor with items
requiring correction, in addition to a final punch list at the end of the improvements.
After correction, we will perform the final inspection with the contractor and Client.
Recommendation of final acceptance will occur only after all deficient items have been
fixed.
VIII.Final Quantities: HLR will provide measured quantities with the contractor on a regular
basis and at the conclusion of the project.
IX. As-Built Drawings:HLR will prepare hand drafted final as-built drawings for the storm
sewer improvements on S Lyle Ave only. As-built drawings will not be prepared for
roadway or sidewalk improvements.
X. Permit Closing: HLR will not prepare and submit final permit closing documents per
the requirements of the receiving agency for the permits listed in the Permitting section
of this agreement.
Xl. 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 Clients requirements.
Local Public Agency Prime Consultant(Firm)Name County Section Number
City of Elgin 11Hampton, Lenzini& Renwick, Inc. Kane 26-00215-00-RS
EXHIBIT 2
PROJECT SCHEDULE
Local Letting -July 20, 2026
Committee of Whole:Construction Contract: August 12, 2026
Committee of Whole:Engineering Contract: August 12 2026
Construction Start: August 31, 2026
Substantial Completion Date: November 6, 2026
Final Completion Date: November 25, 2026
Engineering Completion Date: December 31, 2026
Page 8 of 9 BLR 05530(Rev.04/23/26)
Local Public A ency Prime Consultant(Firm)Name County Section Number
City of Elgin Hampton, Lenzini& Renwick, Inc.' Kane 1[26-00215-00-RS
Exhibit 3
Qualification Based Selection(QBS)Checklist
The LPA must complete Exhibit 3. If the value meets or will exceed the small dollar threshold in 50 ILCS 510, QBS requirements must be
followed.Under the threshold,QBS requirements do not apply. The small dollar threshold is adjusted annually and can be found in IDOT
Circular Letters.If the value is under the threshold with federal funds being used,federal small purchase guidelines must be followed.
Form Not Applicable(engineering services less than the threshold)
items 1-13 are required when using federal funds and QBS process is applicable.Items 14-16 are required when using
State funds and the QBS process is applicable.
No Yes
1 Do the written OBS policies and procedures discuss the initial administration(procurement,management and ❑ ❑
administration)concerning engineering and design related consultant services?
Do the written QBS policies and procedures follow the requirements as outlined in Section 5-5 and specifically El
2 Section 5-5.08(e)of the BLRS Manual?
3 Was the scope of services for this project dearly defined? 0 0
4 Was public notice given for this project? 0 0 i
5 Do the written QBS policies and procedures cover conflicts of interest? 0 0
6 Do the written QBS policies and procedures use covered methods of verification for suspension and debarment? 0 0
7 Do the written QBS policies and procedures discuss the methods of evaluation? 0 0
Project Criteria Weighting
8 Do the written QBS policies and procedures discuss the method of selection? 0 0
Selection committee(titles)for this project
Top three consultants ranked for this project in order
1
2
3
9 Was an estimated cost of engineering for this project developed in-house prior to contract negotiation? 0 0
10 Were negotiations for this project performed in accordance with federal requirements. 0 0
11 Were acceptable costs for this project verified? 0 0
12 Do the written QBS policies and procedures cover review and approving for payment,before forwarding the request ❑ ❑
for reimbursement to IDOT for further review and approver?
Do the written OBS policies and procedures cover ongoing and finalizing administration of the project(monitoring,
13 evaluation,dosing-out a contract,records retention,responsibility,remedies to violations or breaches to a contract, 0 0
and resolution of disputes)?
14 QBS according to State requirements used? CO ❑
15 Existing relationship used in lieu of OBS process? 0 ®�
18 LPA is a home rule community(Exempt from QBS). 0 El
Page 9 of 9 BLR 05530(Rev.04/23/26)
26-00215-00-RS
LOCATION MAP
2026 VARIOUS WEST-SIDE STREETS RESURFACING
CITY OF ELGIN
fir' _ �, - .•
_,� , QV . • ter• <44 . _
•c;entury Oaks South w.
'• �.:.._. ,u_ •• • Todd Farm Dr(McLean - �'lt
�.4''1a 9" .rys'( „`� ' to Big Timber) • tome
ej•Rv P4°' • �� "• Todd Farm Ct
s ' •'� '`6`�; `4 # , y+v = Countryside Dr(Todd .
P `-
0 ,• � • r'' :s#a.- •,gam '`'Y,- Farm to Century Oaks) �, ,
w . Gtntt `OAFS-.
•
�1 _r "• 1, -=''� ei{t T,r u. R, ' ' •p:N•?'''ber•R5 g' Jf!
may t ..L. �s -�'* ,
. Lr �``,�I>.Merh 4ve.. s4V1 5. -....'..4.6.T47-,:.: i y * _ ' ' f ,,� — �.
h-•
• i Alliii asir .' , ... 1'4 ..' oh r a. . :
Ir .-- itti$••• . ''?•?.
y�-
�v'� � w
�y "4. t, ,r1 �,.. the - =' :-'.r
i
awrence Neighborhood �,a i �'s,.; • C o g'�"
Lawrence Ave(Hoxie to ".c` is .� ; •.•' •( • ..„ ,: tvi.may,
r, McLean) o �� _ �..r�� ' 'y® lz• ••met
• Heine Ave,Triggs Ave, itio
,�., .y o "o 't tt u
99 1.} .` r:� •
Sexauer Ave,and Hoxie 4 f j'i • if; 'Q, ryo.-�, t .1 ', � •. -
. . Ave(Lawrence to ,;< z te`•D ' Z _ ,.;"` • �F'
Hi.hland t `�'`� <.d y ,` Kimbell,s
_ 1 Law.•` 'Mt A F t. • ' • ♦.es _ r.
���.r�I �'a' N frk
t ~'F "�' -wHr 1,, 4� bl J.:Elgin
• .. ..c �C � , tG=. •' •IL-flhla„d Aye F a�}' �. '
_ , kiln .,7.! .•l ;7 w. r �� g
it `�- , " ' r.. :t.�it.l•lki�' ° _� r S' •
W.Ghica o •
St w4�r • .
;Il ..,;-'• -' Y van P. R. •- . Moseley/Oak Neighborhood 11
`P - . - , • Moseley St(Washburn to
i/ • ,e snutar,st Orange)
°44,, ac Lyle Neighborhood • Oak St(Moseley to
` • S Lyle Ave(Larkin to Jewett)
Mulberry) 'S '- w invt•Avelle'":r'"'"I' (A t
• Second St(Larkin to in4,,,,•K 1:'. .y
A ` South Terminus and Erie n _ , '=`.'
r ,
,: . . �.Y •ks, . _ '�; .��:: an t- r''° tR:'..
v, ti py 2` to North Terminus) _ f L"�t 0 .;
-1.•.m �s.-2— South; 1 Kay2• Maple St(Larkin to av USN'Ism '0
•
+-++�, 3,...4.....). - ; t,41 �i� t L Detention Area and Erie .. ' • '. ' , i
�7' - i- to South Terminus) 4•«+�.+-.u.
►� •4 - °7' '• Erie St(Lyle to Belmont) ••'
-o '
EXHIBIT D
Mots Department COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
of ltansportation
FIXED RAISE
Local Public Agency County Section Number
[City of Elgin [Kane 12B-00215-00AS
Prime Consultant(Firm)Name Prepared By Date
[Hampton,Lenzlni and Renwick,Inc. IAI Lapinskas (614/2026
Consultant/Subconsultant Name Job Number
it
Note: This is name of the consultant the CECS Is being compelled
for. This name appears at Ole lop of each tab.
Remarks
Fe protec,consists or HMA pavement removal,combination cub and gutter and-sidewalk removal and
,replacement,placement of HMA binder and surface courses,structure adjustments,landscape restoration.
't:averne''markings.and araurtenanl construction
PAYROLL ESCALATION TABLE
CONTRACT TERM 6 MONTHS OVERHEAD RATE 199.06%
START DATE 7/6/2026 COMPLEXITY FACTOR 0'
RAISE DATE 1M12027 7.OF RAISE 3.00
END DATE 1 12/7/20201
ESCALATION PER YEAR
Ye of
Year First Date Last Date Months Contract
0 7/8/2026 12/7/2026 5 100.00%
The total escalation= 0 00% BLR 05514(Rev.1/24/26)
Pnnted 7/312026 ESCALATION
Page 1 of 6
Local Public Agency County _ Section Number
City of Elgin Kane 26-00215-00-RS
Consultant/ Subconsultant Name Job Number
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS)WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATE 90.00
ESCALATION FACTOR 0.00%
JOB SPECIFIC Classifications and Average Payrates need to match current payrolls submitted to the Department
DOT AVG
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
Administration-1 $33.14 $33.14
Administration-2 $55.80~ $55.80
Engineer-1 $38.72 $38.72
Engineer-2 $35.75 $35.75
Engineer-3 $45.00 __ _ $45.00
Engineer-4 $61.42 $61.42
Engineer-5 $67.67 $67.67
Engineer-6 $73.50 $73.50
Environmental-1 $29.00 _ $29.00
Environmental-2 $42.08 $42.08
Environmental-3 $60.50 $60.50
Land Acquisition $53.55 $53.55
Principal $87.20 $87.20
Structural-1 $67.00 $67.00
Structural-2 $81.50 $81.50
Survey-1 $33.13 $33.13
Survey-2 $54.77 $54.77
Technician-1 $33.40 $33.40
Technician-2 $42.92 $42.92
Technician-3 $55.13 $55.13
BLR 05514(Rev. 1/24/26)
Printed 7/31/2026 RATES
Page 2 of 6
Local Public Agency _ County Section Number
City of Elgin Kane 26-00215-00-RS
Consultant I Subconsultant Name Job Number
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
Contribution to Prime
NAME Direct Labor Total Consultant
Rubino 9,164.00 916.40
4— -
Total 9,164.00 916.40
NOTE:Only subconsultants who fill out a cost estimate that splits out direct labor may be listed on 1
this sheet.
BLR 05514(Rev.1/24/26)
Printed 7/31/2026 SUBS
Page 3 of 6
Local Public Agency County Section Number
[City of Elgin I Kane 126-00215-00-I S
Consultant!Subconsultant Name Job Number
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project.
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
CONTRACT
ITEM ALLOWABLE QUANTITY RATE TOTAL
Per Diem Up to federal maximum $0.00
(per Federal GSA)
Lodging Actual Cost
(per Federal GSA) (Up to Federal rate maximum)
Lodging Taxes and Fees Actual Cost $0.00
(per Federal GSA)
Air Fare Coach rate,actual cost,requires minimum two weeks' $0.00
notice,with prior IDOT approval
Vehicle Mileage Up to Federal rate maximum $0.00
(per Federal GSA)
Vehicle Owned or Leased(no mileage charge allowed) $45.00/hal day(4 hours or less)or$90/full day $0.00
Vehicle Rental Actual Cost(Up to$55/day) $0.00
Tolls Actual Cost $0.00
Parking Actual Cost $0.00
Overtime Premium portion(Submit supporting documentation) $0.00
Shift Differential Actual Cost(Based on firm's policy) $0.00
Overnight Delivery/Postage/Courier Service Actual Cost(Submit supporting documentation) $0.00
Copies of Deliverables/Mylars(In-house) Actual Cost(Submit supporting documentation) $0.00
Copies of Deliverables/Mylars(Outside) Actual Cost(Submit supporting documentation) $0.00
Project Specific Insurance Actual Cost $0.00
Monuments(Permanent) Actual Cost $0.00
Photo Processing Actual Cost $0.00
2-Way Radio(Survey or Phase Ill Only) Actual Cost $0.00
Telephone Usage(Traffic System Monitoring Only) Actual Cost $0.00
CADD Actual Cost(Max$15/hour) $0.00
Web Site Actual Cost(Submit supporting documentation) $0.00
Advertisements Actual Cost(Submit supporting documentation) $0.00
Public Meeting Facility Rental Actual Cost(Submit supporting documentation) $0.00
Public Meeting Exhibits/Renderings&Equipment Actual Cost(Submit supporting documentation) $0.00
Recording Fees Actual Cost $0.00
Transcriptions(specific to project) Actual Cost $0.00
Courthouse Fees Actual Cost $0.00
Storm Sewer Cleaning and Televising Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Traffic Control and Protection Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Aerial Photography and Mapping Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Utility Exploratory Trenching Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
Testing of Soll Samples Actual Cost $0.00
Lab Services Actual Cost(Provide breakdown of each cost) $0.00
Equipment and/or Specialized Equipment Rental Actual Cost(Requires 2-3 quotes with IDOT approval) $0.00
$0.00
$0.00
$0.00
TOTAL DIRECT COSTS: $0.00
Printed 7/31/2026 BLR 05514(Rev.1/24/26)
Page 4 of 6 DIRECT COSTS
Local Public Agency Count Section Number
ICity of Elgin Kane ] 28-00215-00-RS
Consultant/Subconsultant Name Job Number
J
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
OVERHEAD RATE[ 199.06% COMPLEXITY FACTOR 0
DIRECT COSTS
(not included In OVERHEAD& SERVICES BY %OF GRAND
TASK row totals) MANHOUN$ PAYROLL FRINGE BENEFITS FD(ED FEE OTHERS TOTAL TOTAL
ADMIN 24 1,764 3,511 582 5,857 2.07%
PRECON 80 3.994 7.91 1,318 13.263 4.70%
CONST 1248 54.765 109.016 18.073 181.854 64.38%
POST - 288 14,240 28,3 7 4,699 47,286 16.74%
CMT _ - - 33,311 33.311 11.79%
1 -
Subconsultant DL 916.4(4. 916 0.32%
TOTALS — — - 18401 74,183 I 148,825_ 25,588 33,311_ 282,487_ 100.00%'
BLR 05514(Rev.1/24/26)
Pnnled 7/31/2026 COST EST
Page 5 of 6
Local Public Agency County Section Number
City of Elgin J (Kane 26-00215-OO-RS J
Consultant 1 Subconsultant Name Job Number
l -I l - 1
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES(CECS)WORKSHEET
SHEET 1 OF 1
PAYROLL AVO TOTAL PROJ.RATES AMAIN PRECON COAT POST _ COAT
HOURLY Hours % Wed Hors % Wgtd Hours % Wgtd Hews % Wgtd Hours % Wgtd Hours % Wgtd
CLASSIFICATION RATES Part. /Wg , Pert. Avg Part. Avg Part. Avg Part. Avg Pet Avg
Administration.1 33.14 0.0
Administration-2 55.80 0.0
Engl eer-1 36.72 0.0
En*,oer-2 36.75 5620 33.66% 12.03 620 41.67% 14.90 32 11.11% 3.97
Engineer-3 45.00 736.0 44.68% 20.20 56 70.00% 31.60 620 41.67% 111.75 160 55.56% 26.00
En9neer-4 61.42 326.0 20.00% 12.26 24 30.00% 18.43 208 16.67% 10.24 96 33.33% 20.47
Engineer.6 67.67 0.0 -
Enlineer.6 73.60 24.0 1.46% 1.06 24 100.00% 73.50
Environmental-1 29.00 0.0
Envirorental-2 4E06 0.0 -
sn
Envtronmental.3 60.50 0.0 _ --
Land Acquisition 63.66 0.0 .
Principal 67.20 0.0 _ -
Struct,raFl 67.00 0.0 _
Structural-2 81.50 0.0
Survey-1 33.13 0.0 _
Suwy-2 59.77 0.0
Technician-1 33.40 0.0
Tadwdrr2 42.92 0.0 V
Technician-3 55.13 0.0 ,
0.0
0.0
0.0
o.o AI.. AS ,
0.0
o.o _ ,
0.0 .
.
TOTALS 1640.0 100% 946.59 24.0 100.00% 973.60 60.0 100% 849.93 1248.0 100% 843.88 288.0 100% 849.45 0.0 0% 90.00
Pnnted 7/31/2026 BLR 05514(Rev. 1/24/26)
Page 6 of 6 AVG 1