HomeMy WebLinkAbout26-138 Resolution No. 26-138
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HR GREEN, INC. FOR
PROFESSIONAL SERVICES IN CONNECTION WITH THE HIGHLAND PHASE 3.11 —
NORTH OF CHICAGO STREET COMBINED SEWER SEPARATION 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., professional services in connection with the Highland Phase 3.11 —north of Chicago
Street combined sewer separation 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
AGREEMENT
THIS AGREEMENT ("Agreement") is made and entered into this 26 day of
August , 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 Highland Phase 3.11 — North of Chicago Street Combined Sewer
Separation 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 Water Director
of the CITY,hereinafter referred to as the"DIRECTOR".
B. The scope of services includes providing professional consulting services to
prepare contract plans and specifications and bidding documents and to provide bid
award and assistance services for the PROJECT.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by reference herein.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• Executed Agreement and Notice to Proceed—August 17,2026
• Conceptual Design (30%)—November 6, 2026
• Preliminary (60%)Engineering Plans—January 22, 2027
• Pre-Final (90%)Engineering Plans—March 26,2027
• Final (100%)Contract Plans—May 14,2027
• Bid Award and Assistance—June 18,2027
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto,and incorporated into this Agreement by reference herein. 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 a monthly 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(Lump Sum Method)
A. The CITY shall reimburse the ENGINEER for services under this Agreement a
lump sum of Seven Hundred Seventy-four Thousand Eight Hundred and Seventy-
one Dollars($774,871.00), 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 fee estimate for the PROJECT is attached hereto
as Attachment C and incorporated into this Agreement by reference herein.
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 Seven Hundred Seventy-four
Thousand Eight Hundred and Seventy-one Dollars ($774,871.00), provided for in
Section 4A above.
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 Seven
Hundred Seventy-four Thousand Eight Hundred and Seventy-one Dollars
($774,871.00),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
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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
8/31/2026 5.8% $45,041 $45,041
9/30/2026 22.7% $175,662 $130,621
10/31/2026 33.3% $257,850 $82,188
11/30/2026 46.6% $361,169 $103,318
12/31/2026 56.0% $433,609 72,440
1/31/2027 66.4% $514,456 $80,847
2/28/2027 75.6% $585,610 $71,154
3/31/2027 85.5% $662,658 $77,048
4/30/2027 93.4% $724,046 $61,388
5/31/2027 98.1% $759,964 $35,917 _
6/30/2027 100.00% $774,871 $14,909
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.
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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 seg.),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.
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11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSII RANCE
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.
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13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employer or applicant for employment because
of race,color,religion,sex,national origin,age,ancestry,order of protection status,familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the
job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a
written commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening, referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976,as amended, is hereby incorporated by reference,as
if set out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of race, color,
religion,sex,national origin,age,ancestry,order of protection status,familial status,marital status,
physical or mental disability, military status, sexual orientation, or unfavorable discharge from
military service.
Any violation of this paragraph shall be considered a violation of a material provision of this
Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,
of the Agreement by the CITY.
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
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subcontract had been made.Any proposed subcontractor shall require the CITY's advanced written
approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership.joint venture. employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and 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 frill 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.
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24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies that
include,at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law:
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights,and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
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.
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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:
Nora Bertram Ajay Jain
Water 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.
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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:
By /�Z7 6j By:
City Manager
Name/Print:Aiay Jain
Title: President-Water
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ATTACHMENT A
SCOPE OF SERVICES
ATTACHMENT A
SCOPE OF SERVICES
HIGHLAND PHASE 3.11 — NORTH OF CHICAGO STREET COMBINED SEWER
SEPARATION PROJECT
(DESIGN, CONTRACT PLANS, SPECIFICATIONS AND BIDDING SERVICES)
CITY OF ELGIN, IL
PROJECT BACKGROUND/PROJECT UNDERSTANDING
HR Green, Inc. (ENGINEER) was retained by the City of Elgin, Illinois (CITY) to provide
professional consulting services in connection with the Comprehensive Sewer Master Plan
(Master Plan). As part of the Master Plan, the Highland Phase 3.11 - North of Chicago Street
Combined Sewer Separation Project (PROJECT) within the Highland Combined Sewer Basin
was identified as the design project for 2026 with an anticipated construction in 2027. In addition
to improvements identified in the Master Plan the CITY recently discovered the intersection of
Larkin Ave and Worth Ave is not separated as was previously thought. Investigating this
intersection and proposing improvements to separate the intersection are also included in the
scope of the PROJECT. The improvement limits include construction along Larkin Ave between
Clifton Ave and Melrose Ave and along Melrose Ave, Aldine Ave, Alfred Ave, Edison Ave, Worth
Ave, Commonwealth Ave and Monroe St between Chicago St to Larkin Ave, for a total of
approximately 5,700' (or 1.08 miles). The improvement limits for the PROJECT are as shown in
the attached exhibits.
The CITY has requested that professional consulting services be provided to prepare contract
plans and specifications and bidding documents and to provide bid award and assistance services
for the PROJECT. Below are the proposed scope of services to be completed for the PROJECT.
SCOPE OF SERVICES
The scope and level of effort required is based on the following project scope and limits (see
attached Exhibits):
1) Storm Sewer Separation Improvements = - 5,400 linear feet (See Exhibit A)
2) Water Main Construction Improvements = - 1,900 linear feet (See Exhibit B)
3) Combined/Sanitary Sewer Lining = - 4,100 linear feet (See Exhibit C)
As part of the coordination with the CITY and EEI, the ENGINEER understands that the lead
services within the PROJECT's limits will be replaced prior to the PROJECT going to be in
construction in 2027. Therefore, no lead service replacements have been included in the scope.
Upon issuance of a Notice to Proceed (NTP), the ENGINEER will complete the following tasks
under this scope of services:
Task 1 - Kickoff Meeting
Task 2 -Topographic Survey
Task 3-Geotechnical Services
Task 4 -Sewer Televising Video Review
Task 5- Field Reconnaissance
Scope of Services
Highland Phase 3.11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin, IL
Page 2 of 8
Task 6— Utility Coordination
Task 7—Conceptual Design (30%)
Task 8 — Preliminary Design (60% Contract Plans)
Task 9— Pre-Final (90% Contract Plans)
Task 10— Final (100% Contract Plans)
Task 11 — Public Information Meeting
Task 12 — Progress Meetings - (Conceptual, Preliminary, Pre-Final and Final Design)
Task 13— Permitting
Task 14 — Engineer's Opinion of Probable Construction Costs (EOPCC)
Task 15 —Quality Assurance and Quality Control (QA-QC)
Task 16— Modeling Updates—Overall System/Master Plan Model
Task 17— Bid Award and Assistance
Task 18 — Project Administration
A detailed scope of services for each of the tasks identified above along with deliverables is
provided below.
TASK 1 — KICKOFF MEETING
Scope of Work: The ENGINEER will prepare an agenda for the project and distribute it to CITY
prior to the meeting. ENGINEER will attend a kickoff meeting with the CITY to discuss the project
schedule, major deliverable milestones, and schedule. ENGINEER will also setup an internal
meeting with the Design Team after the initial kickoff meeting with the CITY to coordinate the
project scope, schedule, and expectations discussed with CITY staff.
Deliverable: Minutes of the meeting with the CITY will be prepared and distributed to all
attendees.
TASK 2—TOPOGRAPHIC SURVEY
Scope of Work: Survey and Right-of-Way (ROW) Services
a. ROW Survey: ENGINEER will recover existing ROW evidence for approximately 410
feet along Larkin Ave, 570 feet along Melrose Ave, 570 feet along Aldine Ave, 660 feet
along Alfred Ave, 730 feet along Edison Ave, 990 feet along Worth Ave, 990 feet along
Commonwealth Ave, and 780 feet along Monroe St (see Figure A-1 below for survey
limits). ENGINEER will calculate the existing ROW as shown on recorded subdivision
plats to include on the base map.
b. Roadway Topographic Survey: The roadway topographic survey will include the
area lying within the existing ROW, within the limits described above and shown on
Figure A-1. The topographic survey will include cross-sections at 50-foot intervals and
extend 10 feet beyond the existing ROW. The survey will include visible existing
features and improvements. Existing utilities will be surveyed from visible flags or
markings. Storm sewer, sanitary sewer and water main structures will be surveyed,
including rim elevation, invert pipe size, direction and elevation as observed at
unlocked manholes. Trees lying within the limits described above and having a
diameter of six inches or greater will be located, but the species will not be identified.
Scope of Services
Highland Phase 3.11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin, IL
Page 3 of 8
The survey will reference existing NGS control stations, Illinois State Plane Coordinate
System East Zone NAD83 (2011) and NAVD88 (US Survey Feet).
c. Topographic Survey Base Map: ENGINEER will generate a base map in AutoCAD
Civil 3D release 2026 of the existing features collected within the project limits
according to IDOT standards. The topographic survey base map will include one (1)
foot contours and show tags to existing visible utilities.
Items not included in Agreement/Supplemental Services
• Wire Height Survey
• Tree Inventory
• Plat of Dedication/Easements
• Plat of Survey/Topography
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Figure A-1
TASK 3—GEOTECHNICAL SERVICES
Scope of Work: ENGINEER will subcontract with a qualified geotechnical consultant to provide
geotechnical recommendations for construction as well as Clean Construction Demolition Debris
(CCDD) certification and letter of acceptance from a qualified facility to receive uncontaminated
spoil material generated onsite from trench excavation. Seven (7) geotechnical borings to a depth
of 15' and eight (8) pavement cores within the project area are proposed. ENGINEER assumes
the CCDD certification letter will require LPC-663 testing.
Deliverable: PDF copies of the geotechnical report and CCDD certification and acceptance letter
will be provided.
Scope of Services
Highland Phase 3.11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin, IL
Page 4 of 8
Items Not Included in the Scope: Additional Geotechnical Investigations or soil borings
including pavement cores other than as noted above are not included in the scope. If additional
borings become necessary, ENGINEER can provide these services, upon approval by the CITY,
as supplemental services.
TASK 4—SEWER TELEVISING VIDEO REVIEW
Scope of Work: CITY will complete sewer televising of all combined sewers within the project
area and provide to ENGINEER those tapes and reports for review. A summary of findings will
be prepared and submitted to document areas feasible for and requiring sewer lining via Cured
in Place Pipe (CIPP) versus spot repairs via open cut methods. These recommendations will then
be incorporated in the final design per the CITY's preferred direction of improvement.
Deliverable: A spreadsheet summarizing the video results and deficient segments.
TASK 5— FIELD RECONNAISSANCE
Scope of Work: ENGINEER will perform walkthrough during conceptual design to gain an
understanding of existing site conditions that may impact final design in attempt to avoid future
conflicts. ENGINEER and CITY representatives will then perform a walkthrough of the site prior
to finalizing the 60% design plans to verify the existing site conditions and noticeable site conflicts
such as existing trees, utility poles, etc. Additional reconnaissance will be completed with the
CITY on an as needed basis for constructability review. The ENGINEER will also coordinate with
the CITY's Forestry Department regarding existing parkway trees that are to be removed or
remain in place based on their tree evaluation recommendation of the tree's type and condition
within the project limits.
Deliverable: N/A
TASK 6— UTILITY COORDINATION
Scope of Work: ENGINEER will initiate a JULIE Design Ticket for the PROJECT. The scope will
include utility coordination with the CITY Utility Department, Public Works and Franchise Utilities
Owners to finalize utility locations and possible conflicts in the field as plans are developed to pre-
final and final stage.
Deliverable: ENGINEER will provide correspondence and copies of utility maps received from
the franchise utility companies for CITY records.
TASK 7— CONCEPTUAL DESIGN (30%)
Scope of Work: The proposed sewer separation strategy for the PROJECT generally includes
installation of new storm sewers and leaving the existing combined sewer to serve as separate
sanitary sewer. The PROJECT also includes the replacement of select water mains in Melrose
Ave, Commonwealth Ave, and Monroe St. within the project limits. ENGINEER will prepare
conceptual level design plans for discussion with CITY prior to advancing design to 60%. Concept
plans will verify project limits for sewer separation and provide proposed storm sewer sizes,
alignment and profiles. Concept plans will also identify potential conflicts with CITY and franchise
Scope of Services
Highland Phase 3 11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin. IL
Page 5 of 8
utilities that will need to be coordinated during construction, limits of combined/sanitary sewer
removal. and replacement and/or CIPP lining. Concept plans will be used to finalize the limit and
scope of sewer separation project.
Deliverable: Concept Plans (30%) plans in pdf format will be provided for review by the CITY.
TASK 8, TASK 9 & TASK 10 — PRELIMINARY (60%), PRE-FINAL (90%) AND FINAL (100%)
CONTRACT PLANS
Scope of Work: These services will include preparing pre-final and final contract plans,
specifications and bid documents to CITY Standards to ensure the proper bidding and award of
a construction project. The specific scope for the contract plan services is further provided below:
a. Design Standards: The Engineering and Contract Documents will be developed
according to applicable regulatory agency requirements. These include the
following design guidelines and ordinances:
• City of Elgin standards and details;
• Standard Specifications for Sewer and Water Main Construction in Illinois:
• IDOT Standard Specifications:
• IEPA NPDES Phase II regulations for Stormwater Pollution Prevention Plans
(SWPPP); and
• Kane County Stormwater Ordinance.
• Fox River Water Reclamation District (FRWRD) standard details if applicable.
b. Plans, Specification and Bid Documents: ENGINEER will develop and
assemble the contract plans and special provisions for a local letting based on the
selection of the construction limits identified in TASK 7—CONCEPTUAL DESIGN.
Plans will be prepared in AutoCAD Civil 3D software. Plans will be developed to
predetermined milestones for submittal which will consist of preliminary(60%), pre-
final (90%) and final (100%) engineering plans and bid documents of the project
limits. The bid documents will be prepared using the CITY provided front-end
documents and bidding requirements. Comments received will be addressed aid
a disposition of comments provided to the CITY. The general nature of
improvements within the project limits will include construction of new storm
sewers. water main adjustments as necessary, water main replacements, sanitary
and water service replacements, existing combined sewer spot repairs and/or
CIPP lining, pavement patching and full width resurfacing along impacted
roadways.
A typical set of contract plans will include the following minimum sheets:
• Cover Sheet:
• Index/General Notes/Standards:
• Summary of Quantities:
• Typical Sections:
• Removal Plans;
• Plan and Profile Sheets:
• Schedules & Tags:
• Erosion Control Plan;
Scope of Services
Highland Phase 3.11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin, IL
Page 6 of 8
• Restoration Plans; and
• Standard CITY and IDOT Construction Details.
Typical Final Bid Documents will include:
• Bid forms - Notice to Bidders, Instructions to Bidders, Bonding and
Insurance Requirements
• Contract Terms and Conditions;
• Special Provisions;
• Stormwater Pollution Prevention Plan (SWPPP);
• Approved Permits; and
• Contract Plans.
Deliverable: 60%, 90%, 100% Contract Plans and Specifications and Bid Documents in pdf
format for review by the CITY.
TASK 11 — PUBLIC INFORMATION MEETING
Scope of Work: ENGINEER will work with CITY staff to schedule one (1) public informational
meeting for the project. ENGINEER will attend the public information meeting to solicit feedback
and to answer any questions pertaining to impacts to affected properties, project duration and
other pertinent items. The location for the public informational meeting will be identified and
organized by the CITY.
Deliverable: ENGINEER will prepare exhibits and presentation for the public meeting.
TASK 12— PROGRESS MEETINGS
Scope of Work: Leading up to and at the design milestones (i.e. concept (30% plan submittal),
preliminary (60% plan submittal), pre-final (90% plan submittal), and final (100% plan submittal)),
the ENGINEER will attend up to four (4) progress meetings to coordinate and discuss the CITY's
review comments on the contract plans and specifications. This will allow CITY Staff and
ENGINEER to discuss design elements, project progress, permitting, and costs at each of these
above milestones to ensure that the project is progressing within budget and on schedule.
Deliverable: ENGINEER will prepare minutes of the meetings and distribute to all attendees.
TASK 13— PERMITTING
Scope of Work: ENGINEER will prepare the permit application and necessary supporting
documentation for permits relevant to this project which will include:
• IEPA's Construction Permits for sanitary sewer (if applicable) and water main
replacements;
• IDNR— EcoCAT & State Historic Preservation Agency (SHPO) Consultation
• Kane County Stormwater Permit for over 5,000 square-feet of hydrologic disturbance; and
• An NPDES Phase II ILR10 General permit for construction activity with accompanying
Stormwater Pollution Prevention Plan (SWPPP).
Scope of Services
Highland Phase 3.11 —North of Chicago Street Combined
Sewer Separation Project
City of Elgin, IL
Page 7 of 8
In addition, and as necessary, coordination with Fox River Water Reclamation District (FRWRD)
will be completed.
Scope will include permit coordination with the regulatory agencies listed above.
Deliverable: One (1) copy of each of the permit application(s) will be provided for CITY records.
Items Not Included in the Scope: For the purposes of the scope, ENGINEER assumes that
permits other than those noted above are not required and are therefore not included in the scope.
If additional permits are identified requiring substantial permitting efforts. Direct costs associated
with permit applications are the responsibility of the CITY. ENGINEER can provide these services,
upon approval by the CITY, as supplemental services.
TASK 14— ENGINEER'S OPINION OF PROBABLE CONSTRUCTION COSTS (EOPCC)
Scope of Work: An Engineer's Opinion of Probable Construction Cost(EOPCC)will be prepared
for CITY review with each milestone stage (Conceptual Design, 60%, 90% and 100%). If any
adjustments are needed in the design plans including limits of construction adjustments, these
discussions can occur early in the process.
Deliverable: An Illinois Registered Professional Engineer(PE) signed and sealed EOPCC will be
provided.
TASK 15— QUALITY ASSURANCE AND QUALITY CONTROL (QA-QC)
Scope of Work: A QA-QC review will be completed with each milestone stage (Conceptual
Design. 60%, 90% and 100%). A constructability review will also be completed by ENGINEER's
construction personnel.
Deliverable: Plan and document review by an Illinois Registered Professional Engineer (PE)
along with constructability review by ENGINEER's construction personnel.
TASK 16— MODELING UPDATES —OVERALL SYSTEM MASTER PLAN MODEL
Scope of Work: The scope of work will include the following for modeling updates:
Basin Hydrologic and Hydraulic Analysis: As detailed survey and project design are finalized,
the existing hydrologic and hydraulic model developed as part of the Master Plan will be updated.
Additionally, the model will be utilized to identify and design improvements to separate the
intersection of Larkin Ave and Worth Ave that has not previously been investigated.
Deliverable: Model update summary memo
Items Not Included in the Scope: N/A
TASK 17— BID AWARD AND ASSISTANCE
Scope of Work: The scope of work will include coordinating with the CITY procurement
department for bid advertisement and issuance of bid documents, which typically include
construction plans and specifications, bid forms, instructions to bidders, bonding and insurance
requirements and applicable state or federal compliance. During the bidding period, ENGINEER
will answer questions raised by potential bidders and issue addenda, if necessary. ENGINEER
Scope of Services
Highland Phase 3.11 — North of Chicago Street Combined
Sewer Separation Project
City of Elgin. IL
Page 8 of 8
will ieview bid tabulations completed by the CITY of bids received and opened at the bid opening,
complete reference checks and prepare a recommendation for award to the lowest responsible
bidder_
Deliverable: Recommendation for award letter will be provided.
TASK 18- PROJECT ADMINISTRATION
Scope of Work: This task will include management of the project scope, schedule and budget
including maintaining project documentation binder. A monthly progress report will be provided to
the CITY detailing activities completed in the prior month and activities anticipated to be
completed or undertaken in the following reporting period.
Deliverable: Monthly progress report will be submitted to the CITY.
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ATTACHMENT B
PROJECT SCHEDULE
ATTACHMENT B
PROJECT SCHEDULE
HIGHLAND PHASE 3.11 -NORTH OF CHICAGO STREET
COMBINED SEWER SEPARATION PROJECT
Task Descriptions Original Schedule Date(s)
N/A Notice To Proceed August 17,2026
Task 1 Kickoff Meetings(Internal and City) August 17,2026 August 21,2026
Task 2 Topographic Survey August 17,2026 September 25,2026
Task 3 Geotechnical Subconsultant Services August 17,2026 September 25,2026
Task 4 Sewer Televising Review August 17,2026 September 11,2026
Task 5 Field Reconnaissance March 12,2027
August 17,2026 Two weeks prior to
90%
Task 6 Utility Coordination April 30,2027
August 17,2026 Two weeks prior to
Final
Task 7 Conceptual Design(30%) August 17,2026 November 6,2026
Conceptual Review Meeting November 6,2026 November 20,2026
Task 8 Preliminary(60%)Engineering Plans November 6,2026 January 22,2027
City Review Period(2 weeks) January 22,2027 February 5,2027
Task 9 Pre-Final(90%) Engineering Plans January 22,2027 March 26,2027
City Review Period(2 weeks) March 26,2027 April 9,2027
Task 10 Final(100%)Contract Plans March 26,2027 May 14,2027
City Review Period(1 week) May 14,2027 May 21,2027
Task 11 Public Information Meeting April 5,2027 April 30,2027
Task 12 Progress Meetings[4-(30%,60%,90% November 6,2026 May 21,2027
and 100%)
Task 13 Permitting November 6,2026 May 14,2027
Task 14 Engineer's Opinion of Probable November 6,2026 May 14,2027
Construction Costs(EOPCC)
Task 15 Quality Assurance and Quality Control August 17,2026 May 14,2027
(QA-QC)
Task 16 Modeling Updates-Confirm Design in August 17,2026 May 14,2027
Master Plan Model
Task 17 Bid Award and Assistance May 17,2027 June 18,2027
Task 18 Project Administration August 17,2026 June 18,2027
ATTACHMENT C
FEE ESTIMATE
- 13 -
H. ATTACHMENT C-FEE ESTIMATE •1•
HRGreen HIGHLAND PHASE 3.11-NORTH OF CHICAGO E_ LGIN
STREET COMBINED SEWER SEPARATION PROJECT
Labor Sub- Total
Task Descriptions Hours Direct Costs
Fee Consultant FEE
FINAL ENGINEERING PLANS,CONTRACT DOCUMENTS AND BIDDING SERVICES(SEE ATTACHMENT A)
Task 1 Kickoff Meeting 14 $4,042 $114 $4,156
Task 2 Topographic Survey 417 $71,442 $1,125 $72,567
Task 3 Geotechnical Subconsultant Services 12 $3,028 516,495 $19,523
Task 4 Sewer Televising Review 48 $9,551 $9,551
Task 5 Field Reconnaissance 48 $11,332 $342 $11,674
Task 6 Utility Coordination 80 $16,856 516,856
Task 7 Conceptual Design(30%) 742 $163,070 $163,070
Task 8 Preliminary(60%)Engineering Plans 676 $148,816 $148,816
Task 9 Pre-Final(90%)Engineering Plans 516 $113,972 $113,972
Task 10 Final(100%)Contract Plans 252 $53,993 $53,993
Task 11 Public Information Meeting 32 $6,739 $6,739
Task 12 Progress Meetings(30%,60%,90%and 100%) 20 $5,017 55,017
Task 13 Permitting 88 $17,131 $125 $17,256
Task 14 EOPCC 116 $24,794 $24,794
Task 15 Quality Assurance and Quality Control(QA-QC) 96 $22,772 $22,772
Task 16 Modeling Updates 76 $19,502 $19,502
Task 17 Bid Award and Assistance 100 $22,081 $22,081
Task 18 Project Administration 180 $42,532 542,532
PROJECT TOTALS 3,513 $756,670 $16,495 $1,706 $774,871