02-93 Resolution No. 02-93
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HAMPTON, LENZINI & RENWICK, INC . FOR THE
MOTOR FUEL TAX PROGRAM FOR 2002-2004
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute an agreement on behalf of the City of Elgin with Hampton,
Lenzini & Renwick, Inc . for the Motor Fuel Tax Program for 2002-
2004 , a copy of which is attached hereto and made a part hereof
by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: March 13 , 2002
Adopted: March 13 , 2002
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
Illinois Department of Transportation
Division of Highways/District 1
201 West Center Court/Schaumburg, Illinois 60196-1096
LOCAL ROADS AND STREETS
CITY MFT
Elgin
Section No.: 02-00000-00-GM
03-00000-00-GM
04-00000-00-GM
Kane County
Engineering Agreement
April 18, 2002
Ms. Dolonna Mecum
City Clerk
150 Dexter Court
Elgin, IL 60120
Dear Ms. Mecum:
The agreement for engineering services dated March 21, 2002 between the City
of Elgin and Hampton, Lenzini & Renwick Inc., Consulting Engineers, for
engineering services to be performed in connection with the City's motor fuel
tax maintenance program for the period January 1, 2002 to December 31, 2004
approved by this Department on April 15, 2002. The City's file copy of the
agreement is being returned herewith.
If you have any questions or need additional information, please contact Tom
Slattery, at(847) 705-4409.
Very truly yours,
John P. Kos,P.E.
District Engineer
f
Nancy L. Magnus, P.E.
Bureau Chief of Local Roads and Streets
cc: Darrell McMurray w/encl.
Hampton, Lenzini &Renwick Inc.
John Loete w/encl.
S:\Wp2\jw04-18-02tsj 3.doc
j)ii
AGREEMENT
THIS AGREEMENT, made and entered into this 42/ day of `, 2002, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Hampton Lenzini &Renwick, Inc.(hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services
in connection with MFT Maintenance Engineering Services (hereinafter referred to as the
"PROJECT").
AND
WHEREAS, the ENGINEER represents that he 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 all engineering matters involved in the PROJECT, subject to the following terms
and conditions and stipulations, to-wit:
I. 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 engineer will assist the City with the overall coordination of the City's MFT program for
years 2002-2004.
C. A detailed Scope of Services is attached hereto as Attachment A. The projects which the
ENGINEER is responsible for are noted on BLR 8202 (Attachment B ) with"(contract)"noted
on the actual line items.
II. PROGRESS REPORTS
A. An outline project milestone schedule is provided in Section 2.5 of Attachment A.
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.
III. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including, but not limited too,
reports, 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 products for its records. Such work products are 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.
IV. PAYMENTS TO THE ENGINEER
A. For services provided the ENGINEER shall be reimbursed per IDOT's Schedule of Fees,per
BLR 4310 (See Attachment C ).
B. 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.
V. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.
Progress reports (IIC 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.
VI. 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 Paragraph IV above.
VII. 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 Article V, 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.
VIII. 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.
IX. 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.
X. 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,judgements, costs, attorney 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
negligent 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, agent,
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.
XI. 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.
XII. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide,pay for and
maintain in effect, during the term of this Agreement, a policy of comprehensive
general liability insurance written in occurrence form 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 Certificate 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 X 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 prorate, it shall be endorsed to be
primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance
written in occurrence form 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 written in occurrence form
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 Engineer's 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 claim made. 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.
XIII. 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.
XIV. NONDISCRIMINATION
In all hiring or employment mad possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex, age, race,
color, creed,national origin, marital status, of the presence of any sensory, mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement shall
apply to, but not be limited to, the following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection for training, including apprenticeship.
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 sex,race,
color, creed,national origin, age except minimum age and retirement provisions, marital status or
the presence of any sensory, mental or physical handicap. Any violation of this provision 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.
XV. 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.
XVI. 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
advance written approval.
XVII. 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.
XVIII. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph,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.
XIX. HEADINGS
The headings of the several paragraphs 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.
XX. 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.
XXI. 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.
XXII. 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.
XXIII. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
XXIV. 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.
XXV. 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 must be provided to the Department of Human Rights upon request 775
ILCS 5/2-105.
XXVI. 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.
XXVII. 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:
JOHN LOETE, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
H. DAVID NEWKIRK, P. E.
Hampton Lenzini & Renwick, Inc.
380 Shepard Drive
Elgin, IL 60123
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed
this Agreement in triplicate as though each copy hereof was an original and that there are no
other oral agreements that have not been reduced to writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By t By 41111A \
City Clerk Inten ager
(SEAL)
For the ENGINEER:
Dated this 5 ""day of /`-cl■ p , A.D., 2002
ATTEST:
< 0\,todut.
..�'. - /!L BY . ,1
ecretary r'residen,
(SEAL)
Attachment A
2.0
Scope of Work and Services
2.1 General Purpose
The intent of this section is to identify the services the City anticipates the Engineer will need to perform
in order to accomplish the goals and objectives of the project. The Engineer, in preparation of his/her
Proposal, should not be limited by the anticipated services identified herein, but should describe any
additional services he/she believes beneficial in meeting the project objectives.
2.2 Scope of Services
The operations involved and their budgeted amount are as follows for the 2002 construction year:
1. Pavement Striping-Paint $85,000
2. Pavement Striping-Thermoplastic $75,000
3. Traffic Signal Painting $80,000
4. Intermittent Resurfacing $600,000
5. Unimproved Street Maintenance $150,000
6. Bridge Maintenance $100,000
7. Street Light Re-Lamping $30,000
8. Bituminous Quotations $130,000
The following is a brief description of the corresponding items mentioned above:
1. Provides re-application or modification of paint striping on existing streets and intersections.
2. Provides removal and application of thermoplastic pavement markings on existing streets and
intersections.
3. Cnrdinates the painting of traffic signal poles at various intersections throughout the City.
4. Provides a non-structural mill and overlay and other related minor repairs of e:\i_i:ricsT streets.
5. Provides base preparation and chip seal application to non-hot-mix-asphalt(HMA) streets.
6. Implements recommended maintenance items noted from annual bridge inspection reports.
7. Provides coordination for the annual and life-cycle replacement of bulbs and inventory of City
owned street lights.
8. Produces quotations from various asphalt producers to sell asphalt to the City at stated prices.
2.3 Anticipated Services
The Engineer will provide all services necessary to complete the project in a successful manner. The
following paragraphs are a guide only in identifying important aspects of the project in order for the
Engineer to identify the type and level of services to be provided.
The Engineer will provide, in consultation with the Department of Public Works,bidding document
preparation and construction observation services for the above listed programs. The City expects the
Engineer to provide construction phase services to complete the rehabilitation and repair as identified
above. These services in general will provide construction administration services including scheduling
and on-site quality assurance. The Engineer will inspect areas to be improved and give recommendations
for possible repairs.
•
Attachment A
2.4 Plans,Specification and Bid Documents
The Engineer shall prepare bid documents to ensure Illinois Department of Transportation(IDOT)Local
Roads approval of the awarded contracts. The Engineer will prepare bid tabulations of each bid opening
within twenty-four(24)hours and submit to the City. Any plans prepared for these projects shall be in an
AutoCAD format acceptable to the City. This documentation shall be provided to and loaded onto the
City's computer.
2.5 Schedule
Each year's projects are to be completed during that year's construction season. The objective for 2002 is
to have all contracts produced and bid as soon as possible.
The intent for 2003 and 2004 is for the following contracts to have bid opening dates no later than
February 10 annually: 1)Pavement Striping -Paint, 2)Pavement Striping-Thermoplastic and 3)
Traffic Signal Painting.
All other contracts must have bid opening dates no later than March 15 annually.
Attachment B .
Illinois Department Municipal Estimate of
of Transportation Maintenance Costs
Period from 01/01/2002 to 12/31/2002 Municipality City of Elgin
Estimated Cost of Maintenance Operations
Material, Equipment or Labor
Maintenance Operation Quantity Unit Operation
(No.-Description-Total Quantity) Item and Specification and Unit Cost Cost Cost
Catch Basin Cleaning Equipment 60000.00
Labor 80000.00 140,000.00
Bituminous Patching Equipment 60000.00
Labor 90000.00
Bit. Mix Group 1 1360 tons 25.00 34000.00
Bit. Mix Group 2 200 tons 80.00 16000.00 200,000.00
Bituminous Paving Equipment 10000.00
Labor 20000.00
Bit. Mix Group 1 3200 tons 25.00 80000.00 110,000.00
Snow & Ice Control Equipment 153700.00
Labor 222500.00
Salt(state contract) 7000 tons 31.00 217000.00
Deicing Chemicals(state contr) 10000.00 603,200.00
Storm Sewer Cleaning Equipment 16000.00
Labor 34000.00 50,000.00
Curb & Gutter Equipment 25000.00
Labor 30000.00 55,000.00
Street Sweeping Equipment 180000.00
Labor 220000.00 400,000.00
Traffic Marking Equipment 32500.00
Labor 32500.00
Thermoplastic(contract) 75000.00
Paint(contract) 85000.00 225,000.00
Traffic Signal Equipment 40000.00
Labor 50000.00
Paint(contract) 80000.00
Maint.(IDOT contract IL19) 6800.00 176,800.00
Street Resurfacing Intermittent(contract) 600000.00
Unimproved Streets(contract) 150000.00 750,000.00
Bridge Maintenance By Contract _ 100000.00 100,000.00
Street Light Re-Lamping By Contract 30000.00 30,000.00
Maintenance Engineer By Contract 160000.00 160,000.00
Total Estimated Maintenance Cost $3,000,000.
Submitted 01/17/2002 Approved
By City Manager
Municipal Official Title District Engineer
Submit Four (4) Copies to District Engineer
BLR 8202(Rev.7/01)
ATTACHMENT C
Illinois Department Maintenance Engineering to be
of Transportation Performed by a Consulting Engineer
(to be attached to BLR 8202 or BLR 8205)
The services to be performed by the engineer, pertaining to the various items of work included in the estimated cost of
maintenance operations (BLR 8202 or 8205), shall consist of the following:
PRELIMINARY ENGINEERING shall include:
Investigation of the condition of the streets or highways for determination (in consultation with the local
highway authority) of the maintenance operations to be included in the maintenance program; preparation of
the maintenance resolution, estimate and proposal; attendance at meetings of the governing body as may
reasonably be required; attendance at public letting; preparation of the contract or acceptance of proposal
forms; and the preparation of the maintenance expenditure statement.
ENGINEERING INSPECTION shall include:
Furnishing the engineering field inspection (including preparation of payment estimates and/or checking
material invoices) of those maintenance operations requiring professional on-site inspection, as opposed to
those ordinary operations such as street sweeping, snow removal, tree trimming, crack filling, cleaning
ditches and culverts, etc., which typically require no professional inspection.
For furnishing preliminary engineering, the engineer will be paid a base fee PLUS a negotiated fee percentage. For furnishing
engineering inspection the engineer will be paid a negotiated fee percentage. The negotiated preliminary engineering fee
percentage for each group shown in the"Schedule of Fees" shall be applied to the total estimated costs of that group. The
negotiated fee for engineering inspection for each group shall be applied to the total final cost of that group for the items which
required engineering. (See reverse side for additional instructions). In no case shall this be construed to include supervision
of contractor operations.
SCHEDULE OF FEES
BASE FEE
Programs of$15,000 or Less Over$15,000 � �
Negotiated ($1,000 Maximum $1,000 "�
PLUS o. 3 ,is rr x
Group Preliminary Engineering Engineering Inspection Operation to be
Acceptable Fee % Negotiated Fee % Acceptable Fee % Negotiated Fee% Inspected, Etc.
NA NA NA NA NA
II 2% 2% NA NA NA
III 4% 4% 4% 4%
IV 5% 5% 6% 6%
SIGNATURES
I
BY: �i �� _ � Hampton, Lenzini d Renwick, Inc.
oc- Agency Official o suiting ngineer
Mayor By:
\` au�uunluu�ir,;,r�
Title BEg
3-22-02 ` 3� �LL
3. OS.0� RFC, S5? :1
Date Date = *: /Sic. ":73
FNRI�GER AL:'*
Group TYPICAL OPERATION WITHIN GROUP
I Non-engineering items; materials or services purchased without a proposal; i.e. electrical energy and
expendable small tools.
II Routine day labor maintenance items, i.e. street sweeping, tree trimming or removal, mowing, ice and
snow control, cleaning ditches, brush removal, traffic signal maintenance, lighting maintenance and
purchases by a proposal of materials not directly incorporated into the work. Items requiring minimum
preliminary engineering and no engineering inspection.
III Day labor maintenance items requiring material proposal. Items furnished and spread or delivered to
jobsite by material suppliers. Items requiring preliminary engineering and/or engineering inspection.
IV Contract maintenance items performed by contractors. Items requiring preliminary engineering and/or
engineering inspection.
Notes:
(1) The negotiated fee shall not exceed the acceptable fee percentage for each group and shall be negotiated based on
the level of complexity involved.
(2) PRELIMINARY ENGINEERING: The negotiated fee for each group shall be applied to the total estimated costs of
those items in that group (excluding engineering cost).
(3) ENGINEERING INSFEC i iON: To compute the estimated cost, the negotiated fee for each group shall be applied to
the total estimated cost of those items in that group to be inspected. The actual fee paid shall be based on the final
costs of those items in that group given field inspection by the Engineer.
(4) Payment for maintenance engineering may be arranged:
(a) On the basis of base fees plus percentage fees not to exceed the fees listed, or
* (b) On the basis of the actual cost of services plus a specified percentage for overhead, or
• (c) On the basis of a lump sum fee.
* If method (b)or(c) is employed, the total engineering cost shall not be greater than the amount determined under
method
(5) Ten percent of the total fee is to be withheld until such time as the expenditure statement is submitted and the final
cost of inspected items is known.
(6) Each maintenance operation shown on the"Estimate of Maintenance Costs"shall show the applicable engineering
Group (I to IV)for which the operation applies.
(7) Base fee applies only to preliminary engineering.
a
``,�y OF FCC/ I 1
' ti§ City of Elgin Agenda Item No. L/
ltd!
L pi,. 0
G
February 22 , 2002 tlb
N
TO: Mayor and Members of the City Council SAFE COMMUNITY
FROM: Olufemi Folarin, Interim City Manager
SUBJECT: Agreement with Hampton, Lenzini and Renwick
for Engineering Services Related to the
Motor Fuel Tax Program
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider entering into an
agreement with Hampton, Lenzini, and Renwick(HLR) for engineering
services on the Motor Fuel Tax (MFT) Program.
BACKGROUND
In January of 2002 , the City issued a Request for Proposal (RFP)
for engineering design and maintenance contract management/
inspection for the programs funded by MFT for a three year period
(2002-2004) . The programs included were pavement striping (paint
and thermoplastic) , traffic signal painting, bridge maintenance,
intermittent resurfacing, and unimproved street resurfacing (chip
seal) . Five firms were solicited and responded to the RFP. HLR was
chosen as the most qualified firm. A copy of the proposed
agreement with HLR, the IDOT contract form and the consultant
rating sheet are attached.
The use of a consultant to manage the MFT programs has worked very
well and HLR performed commendably the previous four years . They
have exhibited a strong local knowledge and have shown good
initiative by not only managing the programs, but also improving
the approach on several of them.
No negotiations for fees were conducted due to the fact that fees
are predetermined as a percentage of the project cost by IDOT.
Maintenance engineering services to be performed by HLR are paid
for at a rate predetermined by IDOT, as outlined in the Schedule of
Fees on the attached form BLR 4310 .
C Agreement For Engineering Services Related to Motor Fuel Tax
Program
February 22 , 2002
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
Fees are not negotiable and payments must be approved by IDOT as
part of the annual MFT program closeout . Based on the anticipated
maintenance contract budget, fees should not exceed $160, 000 .
Sufficient funds are included in the proposed 2002 MFT budget in
account number 290-0000-791 . 68-99, project number 339773,
Maintenance Engineering. Fees are confirmed as an item on the
City' s 2002 MFT Estimate of Maintenance Costs.
eGAL IMPACT
None.
ALTERNATIVES
1 . Do the contract management with City staff . There are not
sufficient resources available to do the work in a timely
manner.
2 . Do not perform the maintenance work and use the MFT funding
for alternative, eligible projects .
RECOMMENDATION
It is recommended that the City Council approve the subject
agreement with HLR in an amount not to exceed $160, 000 and
authorize staff to execute the necessary documents .
Respectfully submitted,
c
Olufemi olari
Inters i ager
JML:cm
attachments