HomeMy WebLinkAbout26-147 Resolution No. 26-147
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND
RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
SURFACE TRANSPORTATION PROGRAM(STP) FUNDED LARKIN AVENUE AT
AIRLITE STREET PHASE I ENGINEERING
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 Surface
Transportation Program(STP) funded Larkin Avenue at Airlite Street phase I engineering, a copy
of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: September 23, 2026
Adopted: September 23, 2026
Vote: Yeas: 7 Nays: 1
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 23 day of September, 2026, 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 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 the Surface Transportation Program (STP) funded Larkin Avenue at
Airlite Street Phase I Engineering(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 is not limited to all
preliminary engineering work necessary to obtain Design Approval for the Project.
The project shall include survey and boundary determination, environmental
studies, geometric design, a Location Drainage Tech Memo, coordination efforts
with stakeholders and IDOT, and preparation of the BLR 22210 (Project
Development Report). Proposed improvements shall comply with IDOT Bureau of
Local Roads and Streets requirements for Federally funded construction. The
services provided shall include all necessary coordination with IDOT for a Federal
project submittal.
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 project schedule is referenced in Attachment A and provided hereunder.
Notice to Proceed October 2026
IDOT Local Road Kick-off Meeting October 2026
Field Visits, Environmental Studies and Survey Oct.—Nov. 2026
Preliminary Roundabout Design Nov.2026—Feb. 2027
Submit IDS for City Review March 2027
Submit IDS for IDOT Review April 2027
Receive IDS comments from IDOT May 2027
FHWA Coordination Meeting June 2027
Public Meeting August 2027
Submit Draft BLR 22210 for City Review October 15, 2027
Submit Draft BLR 22210 for IDOT review December 2027
Submit Final BLR 22210 for Design Approval January 2028
B. Progress will be recorded with reference to the project schedule and submitted
monthly as a component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of such
work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right,title and interest, including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER
A. For services provided the ENGINEER shall be paid at the hourly rate of
classification of the personnel employed on this PROJECT, with the total fee not
to exceed $449,755.00 regardless of the actual costs incurred by the ENGINEER
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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,plus 0%. The cost of any such
outside services is included within the total not-to-exceed amount of$449,755.00
provided for in Section 4A above.
C. The cost of any such reimbursable expenses is included within the total not-to-
exceed amount of$449,755.00 provided for in Section 4A above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Date Estimated% Estimated Value of Estimated
Completion Work Completed Invoice Value
10/1/2026 3% $13,492.65 $13,492.65
11/1/2026 10% $44,975.50 $58,468.15
12/1/2026 10% $44,975.50 $103,443.65
1/1/2027 10% $44,975.50 $148,419.15
2/1/2027 10% $44,975.50 $193,394.65
3/1/2027 5% $22,487.75 $215,882.40
4/1/2027 5% $22,487.75 $238,370.15
5/1/2027 5% $22,487.75 $260,857.90
6/1/2027 5% $22,487.75 $283,345.65
7/1/2027 5% $22,487.75 $305,833.40
8/1/2027 5% $22,487.75 $328,321.15
9/1/2027 5% $22,487.75 $350,808.90
10/1/2027 5% $22,487.75 $373,296.65
11/1/2027 5% $22,487.75 $395,784.40
12/1/2027 5% $22,487.75 $418,272.15
1/1/2028 5% $22,487.75 $440,759.90
2/1/2028 2% $8,995.10 $449,755.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2C above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
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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 ACRF:EMENT
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 ninnies 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,el 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
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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,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
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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 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.
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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.
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.
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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 WI'FII 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).
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
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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 he
mailed by First Class Mail, postage prepaid,addressed as follows:
A. As to CITY: B. As to ENGINEER:
Mike Pubentz, P.E. Amy McSwane, PE, PTOE
Public Works Director Corporate Treasurer
City of Elgin Hampton,Lenzini& Renwick,Inc.
150 Dexter Court 1707 N. Randall Road, Suite 100
Elgin, Illinois 60120-5555 Elgin, Illinois 60123
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
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electronically, and any signed copy of this Agreement transmitted by facsimile machine or email
shall be treated in all manners and respects as an original document. The signature of any party
on a copy of this Agreement transmitted by facsimile machine or email shall be considered for
these purposes an original signature and shall have the same legal effect as an original signature.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
I IN By:
City Mana rr Name/Pri . Amy McSwane
Title: Corporate Treasurer
, tt �
C Its• Clerk
Legal Dept\Agreement HLR Agr-Phase I Design ling Services-Larkin Airlite Roundabout-Clean-9-9-26 docx
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EXHIBIT A.1
SCOPE OF SERVICE
LARKIN AVENUE AND AIRLITE STREET PHASE I
CITY OF ELGIN
The City of Elgin (hereinafter the -Client-) has requested professional engineering services for Phase I
engineering of the Larkin Avenue at Airlite Street roundabout design (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:
Surface Transportation Program funding application
Site Review
Pre-Scope Meeting
Bulleted below is a list of basic project understandings and summarized project services and tasks. Detailed
explanations of project tasks are provided by field of service following this list.
Basic Project Understandings
The project will utilize federal STP-L funding and will be processed and let by IDOT. The
federal funds are allocated in FFY2029.
Coordination with Kane County DOT will be required due to the proximity of their US
Route 20 at Randall Road interchange improvement.
Coordination with IDOT BDE will be required for Foothill Road (IDOT frontage road) and
Larkin Avenue ramp.
The Intersection Design Study (IDS)will be submitted to IDOT for review by the Bureaus
of Programming—Geometrics Unit and Traffic.
c A Noise Analysis is not required
c Roundabout will be based on the concept drawing created for the STP funding application
Plat of highways are not included in the scope
o Project Service and Task Summary
Survey and Land Acquisition
• Topographic Survey
• Land Survey—existing right-of-way determination
Preliminary Engineering Services
• Data Collection
• Environmental Survey Request
• Intersection Design Study
• Geometric Study
• Project Report
• Cost Estimate
Drainage Engineering Services
• Field Visit
11Written Scope of Services
• Calculations
• Drainage Study
Traffic Engineering Services
• Traffic Data Collection
• Study Capacity Analysis
• Crash and Safety Analysis
• Trip Generation
• Transportation Management Plan
Environmental Services
• Aquatic Resources Screening
• Tree Survey and Memorandum
• Special Waste
• Environmental Database Review
• Preliminary Environmental Site Assessment(PESA)
.. Permitting
• County Stormwater Permit
Consultation and Coordination
• Kickoff Meeting
• Monthly Status Report to Client
• Quarterly STP Reports
• Status Meetings
• IDOT/FHWA/Local Agency Meeting
• Detour Committee Meeting
• KDOT Coordination
• Public Outreach
• Utility Coordination
Quality Assurance and Project Administration
The project limits are understood to be Larkin Avenue from Provena Drive to 1.000 feet west of Airlite Street:
Airlite Street from south of Hawthorne Street to north of Foothill Road.
Schedule— Based on our project understanding. the following are project milestones desired by Client.
Notice to Proceed October 2026
IDOT Local Road Kick-off Meeting October 2026
Field Visits. Environmental Studies and Survey Oct.—Nov. 2026
Preliminary Roundabout Design Nov. 2026— Feb. 2027
Submit IDS for City Review March 2027
Submit IDS for IDOT Review April 2027
Receive IDS comments from IDOT May 2027
FHWA Coordination Meeting June 2027
Public Meeting August 2027
Submit Draft BLR 22210 for City Review October 15, 2027
Submit Draft BLR 22210 for IDOT review December 2027
Submit Final BLR 22210 for Design Approval January 2028
2IWritten Scope of Services
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
I. Control Points — Set — 12 control points / benchmarks. Control will be horizontally
located with GPS on NAD 83 IL East State plane coordinates. A digital level loop will
be completed through the control& benchmarks: elevations will be based on NAVD 88
datum holding one of the GPS control points.
II. Topographic Survey — Topo of the area will be completed with a ground-based
scanner/LIDAR and features will be extracted on a 50 foot cross section interval
perpendicular to the street the cross section is on. at driveways, and all other grade
controlling features. Limits for Foothill Rd, Hawthorne St. and Larkin Ave(west of Airlite
St) are from 50 feet past right-of-way south of Hawthorne St to 50 feet past right-of-
way north of Foothill Rd. Limits for Airlite St are from 50 feet past right-of-way to 50
feet past right-of-way. Limits for Larkin Ave (east of Airlite St) are from 50 feet past
right-of-way to 50 feet past right-of-way. or to the parking lots. whichever is less. Limits
for Provena Dr are from right-of-way to right-of-way in all directions.
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. Heavily vegetative areas will need additional
conventional pickup survey work. This scope does not include performing the topo
work during snow on the ground periods of the year. Traffic control, if deemed needed.
will be completed by Road Safe Traffic Systems.
III. Utilities — Visible utilities will be located within the project limits. Utility location will
consist of ASCE standard 38-02 Level QL-C Data. This utility survey will collect invert
directions and elevations on storm sewer. water main. and sanitary sewer structures
within the project area and one structure away allowing pipe elevations to be
interpolated within the project location. If the one structure out is located on private
property,contact information and access will be coordinated and provided by the client.
The utility locate shots will also be used as verification points for the ground-based
LIDAR scan data. Manhole lids that are not able to be opened with a manhole pick,
and structures/culverts full of debris or clogged will be reported to the client. It will be
the client's responsibility to coordinate with the utility provider for opening and or
cleaning before data can be collected. Individual homeowner notification is not part of
this scope. JULIE coordination is not part of this task; it's included in Task 7.
IV. 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.
3lWritten Scope of Services
B. Land Survey
I. Right-of-Way/Boundary Determination — HLR will determine the existing right-of-way
based on information found in the field and publicly available information including Plat
of Highways. GIS. Sidwells. and preliminary plats from the County Recorder online
(assume no charge for information).
TASK 2: PRELIMINARY ENGINEERING
A. Data Collection
I. Design Criteria — The BLR 22000 Design Criteria Checklist will be completed for all
design criteria.
II. Document Review — HLR will review the following publicly available and/or Client
provided information
a. Flooding Reports
b. "As-Built Plans
c. Existing Utility Atlases
d. Publicly available GIS data
e. GIS data to be provided by Client
f. Technical Reports provided by the Client
g. Site Specific data provided by the Client
III. Field Review — HLR will scheduled a field review of the project to determine site-
specific constraints and document existing conditions.
IV. Photo Log — HLR will take site photos of the conditions and limits observed during a
site visit. A log will be created that gives a brief description of each photo taken and
the general direction the picture is facing.
V. Geotechnical Investigation and Report— HLR will contract with Rubino Engineering to
provide geotechnical services for the project. The Geotechnical Report will be reviewed
and interpreted by HLR staff. At this time, HLR anticipates the following services
required for this project:
a. 6— 10' Soil Borings
b. Geotechnical Report
B. Prepare ESR —HLR will prepare and submit an Environmental Survey Request(ESR)to obtain
the latest natural resource information from various regulatory agencies. both federal and state.
This information will be critical for the permitting phase and will be requested through
correspondence. The ESR exhibits will include an aerial map showing the existing right-of-way
and the ESR limits, National Wetland Inventory maps, Floodplain maps. historic area maps and
a photo log of all structures and/or buildings that may be 50 or more years old.Applicable State
4IWritten Scope of Services
ROW information will be provided for the IDOT owned Foothill Road and Larkin Avenue ramp.
C. Intersection Design Study—An IDS will be prepared and will include intersection geometry and
approach profiles in accordance with IDOT Standards.An IDS will be prepared for the following
intersections each based on the corresponding assumptions listed
I. Larkin Avenue at Airlite Street
a. Design Vehicle = WB-65
b. Design Year= 2050
c. Design Speed = 35mph
D. Geometric Study
I. Design Variance Forms — BLR 22120 will be completed for each design variance
including necessary exhibits. Assume 3 design variances will be needed
II. Plan and Profile Drawings — Preliminary engineering level plan and profile drawings
will be prepared for Larkin Avenue. Airlite Street. Foothill Road and Hawthorne Street
within the project limits.
III. Typical Sections — Existing and proposed typical cross sections will be prepared for
Larkin Avenue. Airlite Street, Foothill Road and Hawthorne Street.
IV. Cross Sections—Cross sections will be cut at 50-foot intervals and will also include all
intersections and driveways within the project limits.
V. Right-of-Way Requirements — Determine any necessary proposed right-of-way or
easements. It is anticipated that land acquisition will be required.
VI. Lighting Assessment—HLR will prepare a lighting assessment of the existing roadway
lighting within the project limits.AG132 photometric analysis software will be used along
with the recommended design values in ANSI/IESNA RP-8 (Recommended Practice:
Lighting Roadway and Parking Facilities)and IDOT Bureau of Design and Environment
Manual Chapter 56 (Highway Lighting). The client will provide HLR with the model
number of the existing roadway luminaires along with any existing plans for the lighting
system. HLR will conduct a field visit to the project site to document any luminaries that
are non-functional as well as any special design considerations.
Due to the State routes involved. a memorandum will be prepared summarizing the
calculated existing roadway photometrics including illuminance and luminance values
for the project limits and critical intersections. These values will be compared to the
recommended design values in the previously mentioned manuals. Based on the
results of the assessment. a recommended layout will be discussed in the
memorandum text that meets or exceeds the recommended design values.
E. Project Reports
I. BLR 22210 —A Project Development Report(PDR)will be prepared and submitted to
5' Written Scope of Services
IDOT which will include the following:
a. Project Narrative
b. General Exhibits
c. Project Geometry
d. Plan and Profiles
e. Cross Sections
f. Maintenance-of-traffic plan
g. Detour Route Planning (if needed)
h. Engineer's opinion of probable costs
i. It is understood that the project will be a State Approved Categorical Exclusion.
F. 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:
I. Client provides a list of comments—HLR will provide a formal disposition to comments
in letter format.
II. 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.
G. HLR will submit one draft and one final version of the project report to IDOT/Elgin for review
and comment.This scope of work include responding to and modifying deliverables to 2 rounds
of review comments for the submittals listed above. Increases to the number of submittals and
reviews scheduled above may constitute additional work. 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.
TASK 3: DRAINAGE ENGINEERING
A. Field Review — HLR will scheduled a field review of the project to determine site-specific
constraints and document existing conditions.
B. Calculations
I. Hydrology - HLR will delineate the tributary area to determine flows. Flows will be
generated for each area based on Bulletin 75 rainfall data. Huff Distribution. average
Curve Numbers based on hydrologic Soils Conditions. and Time of Concentrations for
each tributary area. Flow distributions will be tabulated based on the storm event.
HLR anticipates there to be seven tributary areas that will be evaluated as part of the
project.
II. Storm Sewer Hydraulics— Existing Conditions— HLR will evaluate the existing storm
sewer system for conveyance adequacies or areas where pipe size increases may be
necessary/effective. Evaluation will be based on Bulletin 75 rainfall data. Huff
6IWritten Scope of Services
Distribution, average coefficient of runoff (C value), and Time of Concentrations for
each tributary area. Evaluation will be for all inlets/trunk manholes within the project
limits. Inlet spacing will be reviewed for significant inadequacies based on procedures
outlined in the IDOT Drainage Manual.
III. Storm Sewer Hydraulics — Proposed Conditions — HLR will prepare a model for the
proposed storm sewer system. Evaluation will be based on Bulletin 75 rainfall data,
Huff Distribution, average coefficient of runoff(C value), and Time of Concentrations
for each tributary area. Evaluation will be for all inlets within the project limits. Inlet
spacing will be determined based on procedures outlined in the IDOT Drainage Manual.
B. Prepare Drainage Study — HLR will prepare a Drainage Tech Memo that will investigate the
project area, document the hydrologic and hydraulic analyses, and provide drainage
recommendations related to the project's improvements. This drainage study includes an
analysis of both the existing and proposed drainage systems. The existing drainage system
assessment involves preparing a general location drainage map. investigating the existing
drainage conditions, and identifying drainage problems. The proposed drainage analysis
focuses on establishing design criteria, evaluating outfall locations, assessing stormwater
detention and analyzing right-of-way requirements. A proposed drainage plan is prepared for
the project improvements that maintains the overall drainage patterns while reducing adverse
impacts to adjacent areas or downstream properties. Water quality is enhanced by integrating
stormwater mitigation and best management practices (BMPs) into the design. The drainage
study will evaluate various drainage alternatives, including the preferred design. and outline
considerations for each option.The final drainage study report is compiled from these analyses
and submitted for review by IDOT and the client.
TASK 4: 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 School
District U-46 has classes in session.
I. One typical weekday: 13-Hours (6:OOam-7 OOpm)
a. S. Airlite Street at S. Hawthorne Street
b. Larkin Avenue at Airlite Street
c. N. Airlite Street at Foothill Road
B. Study Capacity Analysis — Prepare request to CMAP for 2050 traffic projections. Using the
traffic data collected, HLR will use Cubic Synchro 12 (latest version) to calculate the vehicle
delays and queues based on the Highway Capacity Manual(HCM, latest version).The scenario
studied will be for the proposed roundabout at the project location. This will be for the AM and
PM peak hour periods determined by the traffic data collection.
7 ' Written Scope of Services
C. Crash and Safety Analysis— Review and tabulate the most recent 5-years of data. Table from
the BLR 22210 Section 3.b form will be used. Prepare a written analysis of the crash history
for inclusion in the BLR 22210. Prepare crash diagram exhibits.
D. Trip Distribution — Prepare assignment of traffic for weekday AM and PM peak hours for the
proposed geometrics.
E. Transportation Management Plan (TMP)—Determine staging concepts during construction or
if a detour will be necessary. If a detour is necessary. a detour route map will be created and
any structures that are crossed will be evaluated for sufficiency for the increased traffic load.
The two State routes within the project, Larkin Avenue and Foothill Road, are considered Non-
Significant Routes per IDOT, so a full TMP is not required. A Traffic Control Plan (TCP) that
focuses on the mobility and protection of traffic within the construction zone will be prepared.
Per Figure 13-1.B of the IDOT BDE Manual. the TCP includes a description of the plan and
any alternatives considered: safety impacts of those alternatives, predicted queues and delays.
and costs associated with the TMP: evaluation and selection of the TCP alternative and plan
sheets for the selected alternative.
TASK 5: ENVIRONMENTAL SERVICES
Based on the anticipated scope of service. HLR will provide the following environmental services
A. Aquatic Resource Screening - HLR will conduct a map review of the project. The following
maps and documents will be reviewed prior to conducting the field investigation:
I. U.S. Geological Survey Topographic Maps
II. National Wetlands Inventory Maps
III. Kane County ADID Wetland Map
IV. USDA Soil Survey
V. Hydric Soils of the United States
VI. Flood Insurance Rate Maps
From review of preliminary mapping there does not appear to be any wetlands or waterways
within the project limits. Therefore, we only propose an environmental screening and do not
see the need for a formal wetland delineation. A brief environmental screening memorandum
will be prepared summarizing our negative wetland findings.
B. Tree Survey and Memorandum —A Certified Arborist will conduct a tree survey of all trees 3
inches and greater within the project limits. All trees will be tied with ribbons and numbered
accordingly to be surveyed by others. We will identify all trees by type. diameter. health and
structure. During the tree survey we will evaluate potential bat habitat. The findings of the tree
survey will be summarized in a tree memorandum.
C. Special Waste
I Preliminary Environmental Site Assessment (PESA) Report - HLR will complete the
PESA for all properties along the Larkin and Airlite project limits. This scope includes
8IWritten Scope of Services
completing a Preliminary Environmental Site Assessment. The PESA will be prepared
using historical and geological information. The specific methods used to conduct the
assessment are contained in 1) ASTM Standards E1527-13, 2) A Manual for
Conducting Preliminary Environmental Site Assessments for Illinois Department of
Transportation Highway Projects (Erdmann et al., 2012), 3) Special Wastes
Procedures for Local Highway Improvements (IDOT Local Roads Manual. July 22,
2004), and 4) "IDOT Bureau of Design and Environment Manual (BDE Manual).
Section 27-3.03 (b), October 2015). The PESA will include a database search, review
of historical records, an on-site evaluation, and review of other project conditions that
may give us insight into the existing environmental conditions along the route.
Within a half mile of the project area, there are four Leaking Underground Storage
Tank (LUST) sites. one Site remediation program sites. 18 Potential Contamination
Sites. and 8 database entries of Federal RCRA sites
Once the review has been completed. a written report will be completed and submitted
as documentation to the on-site analysis. This report will accompany various site
photographs. maps. and the above referenced documentation. which will be utilized to
assist the project evaluation and any applicable recommendations.
II. The Preliminary Environmental Site Assessment (PESA) is valid for a period of 6
months, therefore we anticipate that we will need to update the initial PESA completed
for this project. This will include ordering the environmental database record.
conducting a site visit and completing a written PESA update as an addendum to the
original report.
TASK 6: PERMITTING
A. County Stormwater Permit Coordination
The City of Elgin is a Kane County Certified Community and is authorized to enforce the Kane
County Stormwater Management Ordinance (KCSMO) within their jurisdiction. HLR will start
coordination in preparation for completing the Kane County stormwater application in Phase II.
The stormwater management permit to be submitted will include application. completion of all
applicable subsections, location exhibits. calculations, and the plans. The proposed
development will be designed to maintain or improve existing drainage patterns, ensuring the
improvements do not cause adverse impacts. Runoff conveyance systems will be appropriately
sized to handle the design storm event, and emergency overland flow routes will be provided.
Stormwater Mitigation for water quality and Best Management Practices(BMPs)for soil erosion
and sediment control will be integrated into the design to safeguard water quality and enhance
the functionality and aesthetics of the development and its surrounding areas.
The proposed roadway improvements are not anticipated to trigger runoff storage requirements
under the Kane County Stormwater Management Ordinance (KCSMO), which requires
detention for public roadway projects that exceed one acre of new impervious area and
AASHTO maximum pavement widths. The proposed project consolidates and replaces an
existing intersection and is expected to limit the net increase in impervious area below this
threshold. However, due to the presence of an unmarked state route and anticipated
9' Written Scope of Services
coordination with IDOT, stormwater detention is expected to be required. Accordingly. the
project will be designed such that there is no increase in peak discharge rates as a result of
the improvements. achieved through a combination of detention and stormwater mitigation /
water quality BMP facilities. Where detention is provided, runoff storage and stormwater
mitigation measures will be designed in accordance with applicable County and IDOT
requirements. with supporting analyses demonstrating no increase in peak discharge rates
from the proposed improvements.
TASK 7: CONSULTATION AND COORDINATION
A. Meetings
I. Kickoff Meeting—Kickoff Meetings with Client and IDOT(assume 3 meetings— 1 with
just City, 1 with Kane County and 1 with IDOT).
II. Bi-Monthly Status Meetings — Coordination and design meetings with the Client
(assume 6 meetings).
III. IDOT/FHWA/Local Agency Coordination Meeting — Prepare for, attend and write
meeting minutes (assume 1 meeting).
IV. Detour Committee Meeting — Prepare for, attend and write meeting minutes (assume
1 meeting).
B. Monthly Status Report to Client — Prepare monthly update for City as part of the monthly
invoice.
C. Quarterly STP Reports— Quarterly Reports will be completed on behalf of the City in March,
June. September and December and submitted to the Kane-Kendall Council of Mayors
Planning Liaison via e-TIP.
D. Kane County DOT coordination related to the concurrent design of the Randall Road at US
Route 20 interchange improvement adjacent to this intersection.
E. Public Outreach
I. Public Information Meeting — HLR will prepare a public meeting/public hearing for
residents and businesses to attend. We will prepare invitations to be sent to the public
and advertise in the local newspaper. HLR will prepare exhibits showing the proposed
improvements. utilities relocation, crash diagrams, bicycle and pedestrian
accommodations, right-of-way acquisition. schedule, and what can be expected.Three
staff members will attend the public hearing, including one bilingual staff member. An
English/Spanish-speaking staff member will attend the public meeting to facilitate
communication with Spanish-speaking attendees and provide interpretation of project
information and answer questions as needed.
Other direct costs include postage for postcards. newspaper advertisement and exhibit
printing, which are included in the scope. Comments from the meeting will be compiled
and a summary written and distributed to all participants. Either a newsletter or
10 [ .1ritten Scope of Service :
response letters will be prepared summarizing the comments received at the hearing.
F. Utility Coordination — HLR will coordinate with utilities with determining their facility location.
potential conflict determination. and resolution of those conflicts. The major work items under
this task will include:
I. A J.U.L.I.E. Design Level Locate request will be submitted.
II. Project status letters will be prepared to the individual utility companies along with
location map. In the event that federal funding will be used during construction, the
client will provide HLR with their letterhead for transmittal to utilities.
III. HLR will verify the location of visible utilities identified on the atlas maps provided by
the utilities. The location of underground utilities will be added to our base topography
based on the information provided.
TASK 8: QUALITY ASSURANCE AND PROJECT ADMINISTRATION
A. Quality Assurance — HLR will provide two internal quality assurance reviews of the plan and
profile drawings prior to the draft BLR 22210 submittal: one by a Professional Engineer
experience with roadway design work and one by a Professional Engineer experienced with
roadway construction.
B. Project management and administration will last throughout the expected duration of the
project.
Management and administration are necessary to ensure the successful completion of the
project. The expected activities within this task include:
I. Project schedule/progress monitoring
II. Staffing. monitoring, including allocating staff as needed
III. Budget monitoring
IV. Document management
V. Staff coordination
VI. Invoicing
C. Upon completion, this task also includes project close-out. which includes the delivery of the
electronic files.
I. Submit necessary project files as requested by the Client.
II. Submit Final Invoice and project closure letter.
11I . ritten Scope of Services