HomeMy WebLinkAbout26-141 Resolution No. 26-141
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
NESLER ROAD PEDESTRIAN CROSSING PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with
Hampton, Lenzini and Renwick, Inc., professional services in connection with the Nesler Road
pedestrian crossing project,a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: September 9, 2026
Adopted: September 9, 2026
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 9th day of September ,
20 26 , by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter
referred to as "CITY") and Hampton, Lenzini and Renwick, Inc., a Delaware corporation
(hereinafter referred to as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with The Nesler Road Pedestrian Crossing Project (hereinafter referred to
as the PROJECT); and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience
to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER
that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY,herein after referred to as the"DIRECTOR".
B. The scope of services for the Project shall include, but not be limited to, all
professional engineering services necessary for the evaluation, design, and
preparation of plans, specifications, and bid documents for the installation of
Rectangular Rapid Flashing Beacons (RRFBs) and associated pedestrian
accessibility improvements along Nesler Road. Services shall include traffic
engineering analysis, topographic survey, utility and environmental coordination,
preparation of construction plans, contract documents, engineer's estimate of
probable construction costs,bidding assistance,and recommendation of award.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A
and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. A detailed project schedule for the PROJECT is attached hereto as Attachment B
and incorporated into this Agreement by this reference. Progress will be recorded
on the project schedule and submitted monthly as a component of the Status Report
described in Section 2B below.
B. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCT
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right,title and interest,including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER
A. For services provided the ENGINEER shall be paid at the direct hourly rate of
personnel employed on this PROJECT, with the total fee not to exceed $49,970
regardless of the actual costs incurred by the ENGINEER unless substantial
modifications to the scope of the work are authorized in writing by the DIRECTOR,
and approved by way of written amendment to this Agreement executed by the
parties.
B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER. The cost of any such outside
services is included within the total not-to-exceed amount provided for in Section
4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount 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. Full payments for
each task shall not be made until the task is completed and accepted by the
DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (Section 2B above) will be included with all payment requests.
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B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time
upon fifteen (15)days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under section 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and, unless terminated for cause or pursuant to Section 6, shall be deemed concluded on the date
the CITY determines that all of the ENGINEER's work under this Agreement is completed. A
determination of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
8. NOTICE OF CLAIM
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
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such rights to interest which it claims it may otherwise be entitled pursuant to law,including,but
not limited to,the Local Government Prompt Payment Act(50 ILCS 501/1,et seq.), as amended,
or the Illinois Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree
that any action by the ENGINEER arising out of this Agreement must be filed within one year of
the date the alleged cause of action arose or the same will be time-barred. The provisions of this
section shall survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY, its officers,employees,agents,boards and commissions from and against any
and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not
limited to workers compensation claims, in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY, its officers, employees, agents,boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any
expiration and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
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alternatively,if the insurance states that it is excess or prorated,it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The ENGINEER will not discriminate against any employee or applicant for employment because
of race,color,religion,sex,national origin,age,ancestry,order of protection status,familial status,
marital status, physical or mental disability, military status, sexual orientation, or unfavorable
discharge from military service which would not interfere with the efficient performance of the
job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a
written commitment to comply with those provisions. ENGINEER shall distribute copies of this
commitment to all persons who participate in recruitment, screening, referral and selection of job
applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section
5.02.040 of the Elgin Municipal Code, 1976, as amended, is hereby incorporated by reference, as
if set out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of race, color,
religion,sex,national origin,age,ancestry,order of protection status, familial status,marital status,
physical or mental disability, military status, sexual orientation, or unfavorable discharge from
military service.
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Any violation of this paragraph shall be considered a violation of a material provision of this
Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,
of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to
each and every item,condition and other provision hereof to the same extent that the ENGINEER
would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any section, sub-section,phrase, clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define,limit or describe the scope of intent of
any provision of this Agreement, nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof, or change order as herein provided.
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21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance with
the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies that
include, at a minimum,the following information:
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).
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26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
28. NOTICES
All notices,reports and documents required under this Agreement shall be in writing and shall be
mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to CITY: B. As to ENGINEER:
Christopher J. Beck Nicholas M Piekarski,PE,CFM
Corporation Counsel Hampton,Lenzini and Renwick,Inc
City of Elgin 1707 N Randall Road.Suite 100
150 Dexter Court Elgin,IL 60123
Elgin, Illinois 60120-5555 847 697 6700
npiekarski@hlreng corn
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.
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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,email,or
other electronic means 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, email, or
other electronic means shall be considered for these purposes an original signature and shall have
the same legal effect as an original signature.
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:
Y
City Manager Name/Print: Nicholas M.Piekarski,PE,CFM
Title: Design Engineering Manager/Assistant Corporate Secretary
At .
/ft/ A71/
y Clerk
Legal Dept\Agreement\HLR-Ncsler Rd Ped Crossing lmprovemcnts-Clean-8-17-26.docx
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ATTACHMENT A
SCOPE OF SERVICES
EXHIBIT A.1
SCOPE OF SERVICE
RECTANGULAR RAPID FLASHING BEACON - NESLER ROAD
CITY OF ELGIN
The City of Elgin(hereinafter the"Client") has requested professional engineering services for Rectangular
Rapid Flashing Beacon (RRFB)evaluation and design along Nesler Road (hereinafter the"Project"). The
following outlines the proposed Project scope of services.
PROJECT UNDERSTANDING
Hampton, Lenzini and Renwick, Inc. (HLR)has prepared this Scope of Work for engineering services based
on our knowledge of the Project from the following items:
Nesler Road Pedestrian Crossings—Elgin, IL—Traffic Study,dated 11/8/2019
Pre-Scope Meeting held on 6/11/2026
Bulleted below is a list of basic project understandings and summarized project services and tasks.Detailed
explanations of project tasks are provided by field of service following this list.
.J Basic Project Understandings
o Gansett Parkway
• A traffic signal warrant will be conducted prior to the start of any design work.
• If a traffic signal installation is warranted, this scope of work will need to
be revised.
• An overhead RRFB mounted to a mast arm will be a part of the design.
• Any existing curb ramps that will be used as part of the proposed crossing will be
improved to current ADA/PROWAG guidelines.
• Coordination with the West Point Gardens and Providence Homeowners
Associations will be conducted by the Client.
• Drainage modifications and analysis are not included in the design.
• Property acquisition and right-of-way determination services are not included.
Based on Kane County GIS HLR understands that all surrounding properties are
owned and operated by West Point Gardens and Providence Homeowners
Associations. The City will negotiate access to these properties via a shared land
use agreement.
o South Street
• Efforts at South Street will be limited to coordination of conceptual drawings
previously generated by HLR to determine feasibility and participation from the
following agencies.
• Central Unit School District 301 (Prairie View Grade School)
• Forest Preserve District of Kane County
• Plato Township Road District
• No design, topographic survey, environmental services, or utility coordination will
be completed as part of this scope at this intersection.
❑ Project Service and Task Summary
o Survey and Land Acquisition
• Topographic Survey
o Traffic Engineering Services
• Traffic Data Collection
• Traffic Signal Warrant Analysis
o Design Engineering Services
• Calculations
• Plans
Scoce f ces
• Bid Documents
• Estimate of Probable Cost
• Submittals and Reviews
• Bidding Assistance
o Environmental Services
• Special Waste
• Clean Construction Demolition Debris (CCDD)
o Consultation and Coordination
• Coordination Meetings
• Utility Coordination
o Quality Assurance and Project Administration
The project limits are understood to be Nesler Road, 275-feet southwest of Marigold Rd to 425-feet
northeast of Gansett Parkway for a total distance of 1,925 feet.
Schedule— Based on our project understanding, the following are project milestones desired by Client.
Notice to Proceed August 26,2026
Initiate South Street Coordination August 31,2026
Traffic Data Collection September 15,2026
Traffic Signal Warrant Analysis September 21,2026
Survey Data Collection October 5,2026
Pre-Final Plans and Bid Documents November 16,2026
Final Plans and Bid Documents December 7,2026
Bid Opening(Local) January 28,2027
Board Approval—Construction February 10, 2027
211N - t = en Scope o` Se - ' ceF
DETAILED SCOPE OF SERVICES
Based on our understanding of the project and the needs of the client the following services are included
in the scope of service:
TASK 1: SURVEY AND LAND ACQUISITION SERVICES
A. Topographic Survey—HLR will provide topographic survey to document existing conditions for
the purpose of preparing the design requested by the Client.
I. Control Points — Set — 10 control points / benchmarks. Control will be horizontally
located with GPS on NAD 83 IL East State plane coordinates. Elevations will be based
on NAVD 88 datum.
II. Topographic Survey — Topo of the area will be completed with a ground-based
scanner/LIDAR and features will be extracted on a 50 foot cross section interval
perpendicular to the street the cross section is on, at driveways, and all other grade
controlling features. Limits for Nesler Rd near Gansett Pkwy are from 115 feet
southwesterly from the centerline to 125 northwesterly from the centerline of Nesler
Rd.
Typical hard surface items such as curb and gutters, sidewalks, trees, signs, drainage
structures, driveway culverts, driveways and building faces will be collected and
defined in the topographic survey. This scope does not include performing the topo
work during snow on the ground periods of the year.
III. Utilities—Visible utilities will be located within the project limits. Manhole inspection is
not part of this scope.Individual homeowner notification is not part of this scope.JULIE
field locate coordination is not part of this scope.
IV. Existing right-of-way determination is not part of this scope.
V. Data deliverables — Features extraction linework on 50-foot cross section intervals
perpendicular to the street, and surface file will be delivered in a .dgn format utilizing
IDOT layers and codes. Point cloud data will be delivered in a.las file.
TASK 2: TRAFFIC ENGINEERING
A. Traffic Data Collection—HLR staff will conduct a turning movement traffic count at the locations
and durations noted below using video recordings. The video will be processed by a
subconsultant (StreetLogicPro). The data will include two-vehicle classifications, pedestrians,
and bicyclists both on-street and in crosswalks. The two-vehicle classification provides a
breakdown of Light Vehicles (FHWA Classes 1, 2, 3, and 5 that are the size of an ambulance
or smaller) and Heavy Vehicles (All other FHWA Classes). Formatted data results and video
will be provided to the client upon completion.All traffic counts will be conducted while Central
Unit School District 301 has classes in session.
I. One typical weekday: 13-Hours (6:OOpm-7:OOpm)
a. Nesler Road at Gansett Parkway, Elgin, IL
B. Traffic Signal Warrant Analysis —A report will be prepared evaluating the nine traffic control
signal warrants detailed in Chapter 4C of the Manual on Uniform Traffic Control Devices
(MUTCD, latest edition) based on the current traffic data collected. A memorandum will be
3I`A tter Scone of Ser„ cces
created which includes a recommendation based on the results of the analysis as well as the
other analyses included in the scope. Exhibits included in the report will be the following:
I. Location Map
II. Turning Movement Traffic Counts
III. Traffic Signal Warrant Analysis Sheet
TASK 3: DESIGN ENGINEERING
Based on the understanding of the project, the following items are necessary parts of the design scope of
services:
A. Field Review — HLR will scheduled a field review of the project to determine site-specific
constraints and document existing conditions. A photographic log will/will not be prepared of
the project.
B. Data Collection
I. Design Criteria — The BLR 22000 Design Criteria Checklist will be completed for all
design criteria.
C. Calculations — HLR will provide backup calculations to ensure that the design meets the
standard of care. Calculations necessary for this project will include:
I. Quantity Calculations and Documentation — HLR will quantify and document the
associated units of each pay item within the plans in accordance with Chapter 64 of
IDOT's Bureau of Design and Environment Manual.
D. Plans—The plans are working drawings that show the location, configuration, and dimensions
of the proposed construction activities. The plans will be prepared under the supervision of a
Professional Engineer. The plan set will consist of the following drawings and the estimated
number of sheets:
Title Sheet 1 Sheet(s)
General Notes 2 Sheet(s)
Summary of Quantities 1 Sheet(s)
Alignment,Ties and Benchmarks 1 Sheet(s)
Existing Conditions and Removal Plan 1 Sheet(s)
ADA Sidewalk Grading Plan 2 Sheet(s)
Pavement Marking and Signing Plan 1 Sheet(s)
RRFB Plans and Details 2 Sheet(s)
Special Details 2 Sheet(s)
Standard Details 4 Sheet(s)
Increases to the actual number of plan sheets as compared to the estimated sheets above may
constitute additional work. HLR will notify the Client if additional work is anticipated.
E. Bid Documents—Bid Documents will be prepared for the solicitation of contractors to provide
construction services. Bid Documents format will be based on the following criteria:
I. Client Provided Example Bid Documents —Client will provide a digital copy that HLR
can use to modify to this project and meet the Clients format. HLR will modify the bid
document accordingly and provide Special Provisions and Schedule of Prices based
on this project. It is understood that that material provided including "front end"
requirements by the client are current.
4I ! ter Scoce c ` Se icG
HLR will prepare contract specifications and special provisions for Pre-Final and Final Plan
submittals. The latest version of the IDOT "Standard Specifications for Road and Bridge
Construction"and"Supplemental Specifications and Recurring Special Provisions"will be used
as the basis of the construction special provisions. IDOT check sheets will be used as required
by the project.
Where a project work item contains work, material,unique sequence of operations or any other
requirements that are not included in the Standard Specifications,Supplemental Specifications,
Recurring Special Provisions, BDE Special Provisions or Guide Bridge Special Provisions, a
project specific Special Provision will be written by HLR.
F Estimate of Probable Cost — HLR will prepare engineering opinions of probable construction
costs for each submittal. Costs will be determined using available guides and bid tabulations
from similar projects. In addition,the pay item reports with awarded prices from IDOT's website
will be used to approximate current unit costs.
G. Submittal and Review Intervals
I. HLR will prepare and submit the associated documents to the Client for review at the
following intervals:
a. Pre-Final (90%) — Plans and concepts are nearly complete and minor
modifications are expected. Deliverables for this submittal will include:
i. Plans
ii. Bid Documents
iii. Estimate of Probable Cost
b. Final (100%) — Plans are fully developed and are ready for distribution to
contractors. Deliverables for this submittal will include:
i. Plans
ii. Bid Documents
iii. Estimate of Probable Cost
II. HLR will distribute electronic versions of deliverables to the Client's Project Manager
for distribution to reviewers. Comments provided will be reviewed and necessary
updates will be made. Disposition to comments will be provided at the next submittal.
The disposition to comments will be provided based on how HLR received them:
a. Client provides a list of comments — HLR will provide a formal disposition to
comments in letter format.
b. Client provides comment on plan and/or bid document sheets — HLR will
provide written disposition to comments next to the comments provided by the
Client in a different color.
III. Increases to the number of submittals and reviews scheduled above may constitute
additional work. Each milestone review listed above in Task 3 Item G.I includes
responding to and modifying deliverables to 1 set of review comments. HLR will notify
the Client if additional work is anticipated. If additional work is anticipated, HLR will not
proceed until additional compensation is agreed upon in writing.
H. Bidding Assistance—HLR will provide the following services to aid the Client during the bidding
process.
5IWr • ter Scooe -2= S � v cas
I. Answer Bidding Questions
II. Prepare Award Recommendation Letter
I. Answer Construction RFI's—HLR will answer questions about the design based on Contractor
RFI's that occur during construction.
TASK 4: ENVIRONMENTAL SERVICES
Based on the anticipated scope of service, HLR will provide the following environmental services:
A. Special Waste
I. Clean Construction Demolition Debris(CCDD)—Based on a cursory review of publicly
available data, HLR anticipates that this project can be processed under the IEPA LPC
662 / IEPA LPC 663 /Waste Profile for Landfill Disposal. If during the formal project
and environmental database review, that the project does not meet the assumed
process, HLR will notify the client in writing and may require additional compensation.
a. IEPA LPC 662—The initial step will include an environmental database search
for all records pertaining to contamination within project limits.The information
generated in the database search will be utilized to create a map delineating
potentially impacted properties (PIPs). The areas not adjacent to PIPs should
be eligible for processing with a 662 application, if allowable by the nearest
CCDD facility. The spoils generated from these sites will only require pH
testing, which will be provided by HLR with a mobile testing device. HLR will
coordinate with local CCDD facilities for 662 pre-approval.
TASK 5: CONSULTATION AND COORDINATION
A. South Street Coordination Meetings — HLR staff and the Client will meet with the following
entities to have discussions regarding the proposed RRFB crossing (assume 3 meetings).
I. Central Unit School District 301 (Prairie View Grade School)
II. Forest Preserve District of Kane County
III. Plato Township Road District
B. Utility Coordination — HLR will coordinate with utilities with determining their facility location,
potential conflict determination, and resolution of those conflicts. The major work items under
this task will include:
I. A J.U.L.I.E. Design Level Locate request will be submitted.
II. HLR will verify the location of visible utilities identified on the atlas maps provided by
the utilities. The location of underground utilities will be added to our base topography
based on the information provided.
III. HLR will review potential utility conflicts determined by the utility owner in regards to
the proposed improvements These locations will be discussed with the utility if
relocation is not possible.
TASK 6: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Quality Assurance—HLR will provide two internal quality assurance reviews prior to the Pre-
6IVNri : ten Scoce o` Se v , ce .
Final submittal: one by a Professional Engineer experience with roadway design work.
B. Project management and administration will last throughout the expected duration of the
project.
Management and administration are necessary to ensure the successful completion of the
project. The expected activities within this task include:
I. Project schedule/progress monitoring
II. Staffing, monitoring, including allocating staff as needed
III. Budget monitoring
IV. Document management
V. Staff coordination
VI. Invoicing
C. Upon completion, this task also includes project close-out, which includes the delivery of the
electronic files.
I. Submit necessary project files as requested by the Client.
II. Submit Final Invoice and project closure letter.
7IW' irter Sc oe o ' Seri" cos
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ATTACHMENT B
PROJECT SCHEDULE
EXHIBIT B-1
PROJECT SCHEDULE
RECTANGULAR RAPID FLASHING BEACON - NESLER ROAD
CITY OF ELGIN
Schedule— Based on our project understanding, the following are project milestones desired by Client.
Notice to Proceed August 26,2026
Initiate South Street Coordination August 31,2026
Traffic Data Collection September 15,2026
Traffic Signal Warrant Analysis September 21,2026
Survey Data Collection October 5,2026
Pre-Final Plans and Bid Documents November 16,2026
Final Plans and Bid Documents December 7,2026
Bid Opening(Local) January 28,2027
Board Approval—Constriction February 10,2027
11Wi itten Scope of Services