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06-116 Resolution No. 06-116 RESOLUTION AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT WITH HAMPTON, LENZINI& RENWICK, INC. FOR THE SOUTH STREET EXTENSION PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute an Engineering Services Agreement with Hampton,Lenzini and Renwick,Inc.on behalf of the City of Elgin for the South Street Extension Project,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: May 24, 2006 Adopted: May 24, 2006 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk t AGREEMENT THIS AGREEMENT is hereby made and entered into this /- ALday of , 2006, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinaftelreferred to as "CITY") and Hampton, Lenzini and Renwick, Inc., a Delaware corporation and Licensed Professional Corporation 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 South Street Extension 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, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and the ENGINEER agree that the CITY hereby retains the ENGINEER to act for and represent the CITY in the engineering matters involved in the PROJECT as set forth herein, subject to the following terms, conditions, and stipulations: 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. Services to be provided by the ENGINEER: 1. South Street Extension: a. Data gathering/visual survey b. Wetland survey c. Soils survey d. Topographic survey/cross sections e. Roadway design/alternatives f. Drainage design/culvert design g. Right-of-way plats, legal descriptions, appraisals, and negotiations 2 2. Optional Services: Weldwood Extension a. Wetland survey b. Soils survey c. Topographic survey/cross sections d. Roadway design/alternatives e. Drainage design/culvert design f. Right-of-way plats, legal descriptions, appraisals, and negotiations C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment A. II. PROGRESS REPORTS A. Project milestone schedule: 1. Plans will be 90% complete December 31, 2006. 2. Permits/right-of-way will be completed by December 31, 2007. 3. PROJECT letting date will be March 31, 2008. B. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below. C. The Engineer will submit to the DIRECTOR 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 to, 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 to the ENGINEER. 3 IV. PAYMENTS TO THE ENGINEER(Not-to-Exceed Method) A. For services provided the ENGINEER shall be reimbursed at the rate of 3.03 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed $287,901.58, regardless of the actual costs incurred by the ENGINEER, unless substantial modifications to the scope of the work are authorized in writing by the CITY. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus five (5) percent. Any such fees are included in the above-referenced amount of$287,901.58. C. The not-to-exceed fee of$287,901.58 includes the following costs: Optional Item South Street Weldwood Road Extension Extension HLR Direct Cost $190,052.00 $48,068.00 Subconsultant Fees Mathewson Right-of-Way Co. 23,000.00 4,600.00 Huff& Huff, Inc. 11,991.58 2,667.00 Professional Service Industries, Inc. 6,289.50 1,233.50 Subtotal $231,333.08 $56,568.50 Grand Total $287,901.58 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. Invoices for services provided will be submitted on a monthly basis, with payment being due within 30 days of the invoice date. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (II.C. 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 4 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, provided, however, that such payment 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 VI or IX, this AGREEMENT shall be deemed concluded on the date the CITY determines that all of the ENGINEER'S work under this AGREEMENT is finally completed and is accepted by the CITY. 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. 5 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, judgments, costs, attorney's 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 paragraph shall survive any termination and/or expiration of this AGREEMENT. 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 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. Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by the ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced 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. 6 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 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 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. 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 made 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, or 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. 7 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 advanced 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, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The parties intend and agree 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 constitute 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 8 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; 9 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. President/C.E.O. Hampton, Lenzini and Renwick, Inc. 380 Shepard Drive Elgin, Illinois 60123-7010 10 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 Mak.._ By City Clerk City ager• (SEAL) For the ENGINEER: 1 Dated this GJ day of , A.D., 2006. ATTEST: ByC/' 4' k-L),\19- � 'Secretary F residen►C.E.O. (SEAL) V 1N3WHDVIIV ILI1Hampton, Lenzini and Renwick, Inc. CITY OF ELGIN SOUTH STREET EXTENSION PROJECT SCOPE Project Issues 4 As outlined in the Request for Qualifications (RFQ), this project will require coordination with the United States Army Corps of Engineers (USACOE), the Illinois sr " Environmental Protection Agency (TEPA), and potentially the Illinois Department of Natural °Fx "'c r s Resources (IDNR). Locally there will be the p, +, need to meet the requirements of the Kane County Stormwater Management Ordinance. While no federal funds are involved in the project and therefore a full Phase I engineering study is not required, in order to ' ` •.°>: ` 4�<': .. satisfy the requirements of the USACOE permit process, an abbreviated Phase I/ alignment study will have to be performed to demonstrate to the regulatory permitting agencies that the proposed design has been developed to minimize environmental impacts and that different alternative alignments have been examined to reach the preferred design alignment. With this level of permitting in mind, along with a review of the project corridor and surroundings, HLR has identified five (5) key areas of concentration that will need to be addressed early on in the initial engineering of the project. Addressing and resolving potential problems related to these areas will be critical to the successful implementation of this project. These areas of focus are: • Potential for Realignment • Drainage, Environmental Concerns, and Permitting • Subsurface Issues • Project Coordination • Right-of-way Acquisition HLR will conduct all of the topographic surveys, design studies, development of plans, specifications and estimate (PS&E), provide bidding assistance, permitting assistance, and right-of-way acquisition services (plats, legals, appraisals, and negotiations) necessary for the South Street Extension Project. The project approach that follows is centered on the five focus areas that have been identified above. �JR Page 1 If' Hampton, Lenzini and Renwick, Inc. POTENTIAL FOR REALIGNMENT Several design options will have to be developed and analyzed for the new section of South Street, and in consideration of the adjacent environmentally sensitive areas, HLR will examine potential realignment options that begin east of the existing triple box culverts. This approach could yield the following long-term benefits for the City: I ' r,4",. 1 1;1�.'I, 71 g r _i L 1-; tax ,ii1 �� •:C t '1 • • f • ..444„I���,•... ' _ 44 t 11,_ .4 i$:1,I _� r �,� ea r{' ; 1 f 7 �/t a •••!. y._ ' ,r 3 ia1 _ . �”' 1e ,1 �w'09,,-' y,i,'--:,,, .. 44. COs*" _ _ - I[4) '4r r 9 • rli� 4 _e„ _ . . _ .. _ ,,, ,,,z,,, . ..,,,,,..„,,,, „ ,.. ,,,,,__ ,. . ,.,,,_.,,,, _ _ _.„..... ,,,, ,..,, ,, ....} , ' : r * w � ` ,rt1,Y4~ �[ I ik �YP" � i.+. ,:\i\- 1 r '-4$+ 1JW 1..r,, $ r7 A a u. •+ ' y ., ' t ', 1l t j' ri' � ty /'4w . . at Tt - - � i ,�yq r s r =rte;-. e ,r ir • Better geometric design to accommodate the likely increase in traffic. The existing alignment consists of several horizontal curves that are adequate for the level of traffic that this portion of South Street currently accommodates. However, the proposed extension will result in a collector level roadway connecting Randall Road to Nesler Road and will result in a significant increase in traffic over existing levels. It would be desirable to develop an alignment that reduces the existing curve near the box culverts and those implied from the existing platted right-of-way for the extension. I JR Page 2 1 umHampton, Lenzini and Renwick, Inc. • Replace the triple box culvert with a more traditional box culvert design that improves water flow and reduce clogging from debris. The existing box culvert is somewhat unusual in that the three chambers are not of the same width. The center chamber is very narrow and w� therefore is very susceptible > Q1,; to clogging. There also does not appear to be a complete set of mum ' wingwalls/headwalls for the crossing, but instead there is a roadway retaining wall that functions as "half' of a ' headwall/wingwall with the - other side of the roadway embankment near the culverts open to potential erosion and scour. .- -. 't,..,...; Replacing the box culvert with one of equal openings, or perhaps two larger openings instead of three, will improve water flow and flood flows, reduce the potential for clogging from debris, and result in construction of headwalls/wingwalls on both sides of the culverts on each side of the roadway to reduce the potential for scour and erosion. • Allow for reduced impacts to wetlands/environmentally sensitive areas. The existing platted alignment implies that the South Street extension would be constructed from its current terminus directly through a relatively large wetland complex. Permitting of this encroachment along with the cost to mitigate for the impact will be costly and time consuming. Realignment of South Street from east of the culvert crossing will permit curving the roadway to avoid a significant portion of this wetland. This approach should result in an easier permitting process (reduced delays), reduced mitigation requirements, and therefore reduced overall project costs. While replacing the box culverts would result in an increase in initial construction costs, the long term benefit of reduced future maintenance costs, reduced permitting time, reduced mitigation costs, and the benefits of an improved alignment supports examining this alternative. MLR Page 3 MLRHampton, Lenzini and Renwick, Inc. DRAINAGE, ENVIRONMENTAL CONCERNS, AND PERMITTING The South Street extension corridor, beginning at x♦12s�::..If- - ;-��/P�g. , y -`= -.1; Otter Creek, traverses through several wetland % T:- �`• -, complexes, is near a high quality habitat area that " includes a fen, and has floodplain, and floodway ,, . ,• -f r�,-•; �.. .,, issues. A critical component of this project will be `"�. - K ,:� - ` `) r..- developing a design that avoids or minimizes ► ,rte` '� ;fix ,:> • ' impacts to these areas and ensuring that permit ,,'' _ ,--e,,,,'`. , •4.4./., 1 .ak 'I coordination and approvals are being monitored and - rzt' _ c managed so that the project can progress through to � f`` -' o►' ,.—i _ 1.,• : s construction. - . .,w 1, 5' -'s'.,'.4,- .. 4 Wetland delineations and identification of high1v quality habitat/environmentally sensitive areas will be - s 4,-,T11" 7. ' }' I conducted by HLR's subconsultant Huff and Huff, - ' Inc. Huff and Huff is widely respected throughout the regulatory industry for its wetland and . - environmental work. This delineation work will be coordinated with the topographic survey so that each delineation point is captured accurately by the survey and incorporated into the design. Huff and Huff and HLR's hydraulic section will work together as a team to formulate, and coordinate permit submittals to the various regulatory agencies. A key component to Huff and Huff's and HLR's success in environmental permitting is up-front coordination with regulatory agencies. If there are significant or critical environmental permitting issues, briefing regulatory agencies prior to a permit submittal can result in a reduced number of comments. , 4 Design of the drainage for the new roadway, identification of detention/retention requirements, and a review of the hydraulic 41 '* , , \< , '` `" .ke f • ' ,, :',4,- --,. '' adequacy of the existing box culverts will \,,,'' , 3. need to be accomplished. HLR will also utilize f \ ' _,'y 1 its structural division for any structural design y ' ``aissues associated with the triple box culverts, i ;, ', ,\SFr} ;tea should they be warranted. r'it,` v_ ;r� ' I It will be imperative that the design of all 1:, tikit,C.:;;4-;.4''A"-;-1,11: t,, 4 ' 3 a� ; � i E drainage facilities within the project limits take L'�l . I: into account "best management practices"• `' �'"Akt % (BMP's) to ensure that impacts are minimized. �,,` ;t'I '°,'-'0, ;its Development of a plan that will provide ri t S44,L'� ri ��� 1t$ a '' 'f!( s, + �- � F �..� ��; :1,.� { ,-� adequate provisions for sediment and - � �`µ:��,','"` N..7,-...-',._, -` �,F'" ` erosion-control measures to satisfy the ffi.R Page 4 HaAR Hampton, Lenzini and Renwick, Inc. requirements of NPDES II, both during and after construction, will need to be considered from the initial stages of engineering. HLR is familiar with, and experienced in, permitting requirements of all of the various governmental agencies having jurisdiction over drainage and wetlands, and this experience will assist in moving this project through the approval process. Agency coordination through the environmental approval and permitting process will include; U.S. Army Corps of Engineers (USACOE), Illinois Department of Natural Resources (IDNR) Office of Water Resources (OWR) (if the drainage area exceeds one square mile), the Illinois Environmental Protection Agency (TEPA) for water quality and NPDES II Permits. It will be HLR's approach to work carefully with these agencies throughout the project. SUBSURFACE ISSUES HLR, along with our subconsultant Professional Service Industries, Inc. (PSI), will perform a detailed review of the soils conditions throughout the route. A cursory review of the soils map for this area indicates a high probability of encountering unsuitable soils such as Houghton Muck. A field review of the area indicates the presence of field � tiles (high water table.) The proposed - <� - .�` \* scope and cost for this work includes , + ' =\ �, * ... 4Y/" f i4 7 AS N �- ''.c� �F M1 '�'i'' several additional borings beyond the r- �A °���= �` ' , � '' �"' typical "one boringper 300 feet" for a ifi"i0-7 , A R rii,p7 roadway project. HLR will work � ' -- k (- closely with PSI to develop a plan for 44. b/ / � soil borings that will attempt to identify ;�� _ y,� f ..r,,, areas of concern. A significant source 4,/,'0.- „;. •$ ` ' r ` ; ? of "extras" during construction on this 4 `° r,,, ; .{ . ;. / project could be the removal of 4 t`' '' • ' �• t unsuitable soils and remedial efforts to "•;Y,,,t,, develop a good dry, structural i f �� >0:: f. F Y� subgrade. As part of our design µp��"! � /. approach, HLR will make every effort to identify the location and extent of these unsuitable soils, develop a cost-effective design for the roadway to remove and/or bridge over these unsuitable soils (geosynthetics) and to develop contract specifications, special provisions and quantity allowanced to minimize the City's exposure to potential "extras" during construction. IELR Page 5 BLLHampton, Lenzini and Renwick, Inc. PROJECT COORDINATION The implementation schedule for most projects involving environmental and permitting reviews is often constrained more by coordination issues than by design and engineering efforts. Coordination will be achieved simultaneously on many different levels. First and foremost will be constant communication and coordination with the City of Elgin to ensure that critical issues are recognized and resolved in a timely manner and that the project moves forward. All coordination with other agencies will be handled either through the City, or directly by HLR (with the approval of the City). HLR's approach is to work with the City rather than rely on the City to accomplish these tasks. HLR recognizes that the purpose of retaining consulting engineering services is to reduce workloads of City staff and not increase them. Public Involvement Should the permitting process through the USACOE require notification of adjacent properties and interested persons, HLR will develop the necessary information for the USACOE's notification process. HLR will also be available to make a brief presentation to the City Council or area property owners should it be necessary. It is anticipated that there will not be any formal public meetings or hearings associated with this project. Agency Coordination As described in the previous section on environmental issues, there will be significant environmental coordination relating to the permitting of any wetland impacts and impacts to high quality habitat areas. Coordination with USACOE, IEPA, IDNR, and the Kane- DuPage Soil and Water Conservation District is anticipated. Developer Coordination The western terminus of this project does not currently exist. There will be a need to coordinate not only the design of connection (profile, alignment, cross-section), but there will also be a need to coordinate schedules, and the potential to develop shared stormwater management facilities. Our scope includes time and resources to accommodate this coordination. RIGHT-OF-WAY ACQUISITION � :`¢ {' 4f4 "A. �' The biggest impediment to 1' implementing this project outside of the environmental permitting process i' _ ,` will be the acquisition of the needed right-of-way. The City's proposal ' �.,� , „ r a identifies that the appraisal and , s v F ',;�, °y'Rkh s.•;; mow► .�Ih�„ MR. Page 6 ILRHampton, Lenzini and Renwick, Inc. negotiation process will be handled primarily by the consultant. HLR has significant experience in developing plats and legal descriptions for the right-of-way acquisition process. To assist HLR in appraisal and negotiation tasks, Mathewson Right-of-Way Company (MROW) will be retained as subconsultant. MROW has extensive experience in conducting right-of-way acquisition services. MROW will retain an independent appraiser, manage and review the appraisal process, contact property owners and conduct the negotiation process. Mark Mathewson's background as a negotiator and attorney will be invaluable in guiding this project through the right-of-way acquisition process. Depending on the alignment chosen for the design, the project could impact as few as two parcels or as many as five (potential for temporary easements on some parcels.) Therefore, HLR's cost proposal contains an allowance for up to five parcels (plats, legals, title letters, appraisals and negotiations.) HLR would like to point out that this estimate has been generated to develop a "not-to-exceed" amount and minimize the need for a contract addendum. If less than 5 parcels are involved, the fee will not be spent. PESA/ Special Waste Coordination: While not specifically mentioned in the City's scope, HLR is proposing to have Huff and Huff conduct a Phase I/ Preliminary Environmental Site Assessment (PESA) to determine whether contaminated soils or other Special Waste may be present. This work will consist of a review of databases, record information, and a field review to identify any potential areas of concern. Based on the results of the PESA, should any areas be identified, additional work, outside of the scope of the PESA, such as soil sampling, would have to be conducted. As an advocate for our clients, HLR recommends that any areas for potential acquisition by the City be screened to avoid the City purchasing property that will require special waste or hazardous waste remediation efforts later on. WELDWOOD DRIVE EXTENSION (ADDITIONAL SERVICES) HLR's scope also includes, as a separate additional services item, the necessary engineering, environmental, and geotechnical studies to determine the best alignment and estimated cost to extend Weldwood Drive to the proposed South Street extension. The necessary engineering services to include the extension of Weldwood Drive in the overall engineering plans, specifications and estimates are also included in this cost. An allowance for one (1) additional parcel of right-of-way (plat, legal description, appraisal, and negotiations) is included. INR Page 7 Utl, Hampton, Lenzini and Renwick, Inc. City of Elgin South Street Extension SCOPE OF WORK MAN-HOUR ESTIMATE Data Gathering and Visual Survey E8 4 hours E6 12 hours Wetland Survey Coordination/Alignment (2 alternates) E8 24 hours E6 56 hours Topographic Survey and Cross Sections o Bench Marks T6 4 hours T3 4 hours o Initial Traverse/Random Points T6 12 hours T3 12 hours o Topographic Survey and Cross Sections T6 52 hours T3 52 hours o Data Transfer and Setup Information E6 8 hours Plot Topography and Cross Sections T4 40 hours Roadway Design o Roadway Design/Geometrics E8 48 hours E6 196 hours o Normal roadway drainage, storm water storage, cross culverts County/City storm water permit information, interagency coordination E7 64 hours E6 152 hours o Water Main/Irrigation System E8 24 hours E6 40 hours o Cross Section Design E6 24 hours o Street Light Design E8 20 hours E6 60 hours o Miscellaneous Design (typical sections, special details, pavement marking, erosion control and landscape) E8 16 hours E6 30 hours o Soils Coordination E8 16 hours Final Plan Drafting o Final Plan and Profile, Cross Section Drafting T5 36 hours T4 150 hours o Street Light Drafting T4 36 hours o Miscellaneous Drafting (typical sections, cover sheet, special details, pavement marking, erosion control, landscaping, summary of quantities, etc.) T4 30 hours . BURHampton, Lenzini and Renwick, Inc. Miscellaneous Final Data o Plan Quantities E8 10 hours E6 40 hours o Estimate of Cost E8 2 hours E6 20 hours o Specifications E8 8 hours E6 40 hours o Office Review E8 16 hours o Printing and Binding T3 10 hours o Permits (Corps of Engineers, IEPA, Soil &Water Conservation District) E8 20 hours E6 20 hours o Typing C2 40 hours o Consultation/Coordination (3 meetings with Elgin staff, phone conversations with subcontractors, City, other affected agencies) E9 24 hours E8 30 hours E6 30 hours o Project Administration E8 30 hours Subtotal — Design 1,562 hours Right-of-Way Plats and Legal Descriptions (5 parcels) o Calculations E6 20 hours o Legal Descriptions E6 20 hours o Land Surveying (2-man crew) T6 20 hours T3 20 hours o Legal Description Typing and Proofreading C2 8 hours o Set Right-of-Way Corners T6 20 hours T3 20 hours o Right-of-Way Research E6 8 hours o Plat of Highways Drafting T4 30 hours o Miscellaneous Drafting T4 8 hours o Office Review PR 4 hours o Printing of Plats T3 2 hours Subtotal — Right-of-Way Plats and Legal Descriptions 180 hours Otter Creek Box Culvert Design (if required) o Otter Creek Drainage (prepare hydraulic report, hydrology, compensatory storage, prepare Army Corps of Engineers permit, attachments, work with Huff& Huff on permit application, attend pre-application meeting) E7 38 hours E6 90 hours Subtotal —Otter Creek Drainage 128 hours `LR, Hampton, Lenzini and Renwick, Inc. Box Culvert Design and Plan o Determine Culvert Length and Configuration E3 2 hours o Lay Out Final Wing and Headwall Configuration E3 8 hours o Design Box Section and Wings E3 8 hours o Detail Proposed Culvert Sheets (2 sheets) E3 16 hours T3 48 hours o Detail Miscellaneous Culvert Details (3 hours/sheet) E3 9 hours o Draft Miscellaneous Culvert Details (railing, borings, culvert details) 6 hours/sheet T3 18 hours o Peer Review of Plans (4 hours/sheet— 3 sheets) E8 12 hours o Calculate Quantities E3 8 hours o Special Provisions and Estimates E8 4 hours o Final Review of Plans and Quantities E8 8 hours o Incorporate Comments into Plans and Plot (2 hours/sheet) T6 6 hours o Typing, Printing, and Copying C2 4 hours T3 4 hours o Project Coordination E8 4 hours E3 2 hours o Project Management PR 2 hours Architectural Railing Design and Layout o Investigate Surface Treatments and Textures E8 4 hours Subtotal — Box Culvert Design 167 hours Grand Total 2,037 hours BuHampton, Lenzini and Renwick, Inc. Optional Item City of Elgin Weldwood Road SCOPE OF WORK MAN-HOUR ESTIMATE Topographic Survey and Cross Sections o Bench Marks T6 2 hours T3 2 hours o Initial Traverse/Random Points T6 2 hours T3 2 hours o Topographic Survey and Cross Sections T6 20 hours T3 20 hours o Data Transfer and Setup Information E6 2 hours Plot Topography and Cross Sections T4 16 hours Roadway Design o Roadway Design/Geometrics E8 16 hours E6 60 hours o Normal roadway drainage, storm water storage, cross culverts County/City storm water permit information, interagency coordination E7 20 hours E6 50 hours o Water Main/Irrigation System E8 8 hours E6 16 hours o Cross Section Design E6 8 hours o Street Light Design E8 6 hours E6 20 hours o Miscellaneous Design (typical sections, special details, pavement marking, erosion control and landscape) E8 6 hours E6 10 hours o Soils Coordination E8 6 hours Final Plan Drafting o Final Plan and Profile, Cross Section Drafting T5 12 hours T4 50 hours o Street Light Drafting T4 12 hours o Miscellaneous Drafting (typical sections, cover sheet, special details, pavement marking, erosion control, landscaping, summary of quantities, etc.) T4 10 hours I . CT Hampton, Lenzini and Renwick, Inc. Miscellaneous Final Data o Plan Quantities E8 4 hours E6 12 hours o Estimate of Cost E8 1 hour E6 6 hours o Specifications E8 2 hours E6 8 hours o Office Review E8 4 hours o Printing and Binding T3 2 hours o Permits (Corps of Engineers, IEPA, Soil &Water Conservation District) E8 4 hours E6 4 hours o Typing C2 10 hours o Consultation/Coordination (meetings with Elgin staff, phone conversations with subcontractors, City, other affected agencies) E9 4 hours E8 4 hours E6 4 hours o Project Administration E8 4 hours Subtotal— Design 449 hours Right-of-Way Plats and Legal Descriptions (1 parcel) o Calculations o Legal Descriptions o Land Surveying (2-man crew) o Legal Description Typing and Proofreading o Set Right-of-Way Corners o Right-of-Way Research o Plat of Highways Drafting o Miscellaneous Drafting o Office Review o Printing of Plats PR, E6, T6, T4, T3, C2 36 hours Subtotal— Right-of-Way Plats and Legal Descriptions 36 hours Box Culvert Design (if required) o Drainage (prepare hydraulic report, hydrology, compensatory storage, prepare Army Corps of Engineers permit, attachments, work with Huff& Huff on permit application, attend pre-application meeting) E7 4 hours E6 20 hours Subtotal— Drainage 24 hours Grand Total 509 hours 0,.OF fC 0 i. t City of Elgin Agenda Item No. , ‘ ci - i" ji niu,, L 1 G '" 41 May 5, 2006 �: o , TO: Mayor and Members of the City Council Pr 1 i r FINANCIALLY STABLE CITYGOVERNMENT F EFFLITYI FRASTSERVICES, FROM: Olufemi Folarin, City Manager Be/ AND OLaLITY1NFRA57RLICTURE John Loete, Public Works Director SUBJECT: Engineering Services Agreement with Hampton, Lenzini & Renwick for the South Street Extension Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an agreement with Hampton, Lenzini & Renwick (HLR) for design engineering services for the South Street Extension Project. ...► RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute the agreement with HLR in the not-to-exceed amount of$287,901.58. BACKGROUND This project will provide for the extension of South Street approximately 2,400 L.F. from its current terminus just west of Randall Road by the Target Store westward to the north-east corner of the Kimball Hill Waterford Subdivision. South Street will ultimately extend from Randall Road to Nesler Road as subdivisions are completed, providing a new east-west collector street for the region. The street will be constructed with an urban two lane cross section including curb and gutter, sidewalk, street lights, storm sewer, water main and landscaped median. In addition, the scope of services includes design of the extension of Weldwood Drive from its current terminus south approximately 600 feet to the new South Street. This extension would provide a north-south connection from South Street to Weld Road. The design engineering will include wetland identification, soil investigation, routing study and roadway design including plans, specifications and bidding assistance. Because of the extensive wetlands within the routing area, it is anticipated that an Army Corps individual permit will be needed to construct the roadway. Right-of-way will also need to be acquired and the acquisition of right-of-way is included in the contract. South Street Extension Project May 5, 2006 Page 2 Requests for proposal for the subject project were solicited from five firms with proposals being submitted on April 7, 2006. The five firms were HLR, Crawford, Murphy & Tilly, Bollinger, Lach & Assoc., Engineering Enterprises and McDonough Associates. A staff selection committee evaluated the five proposals, with HLR being selected the most qualified firm. Upon selection, HLR met with staff to finalize the project scope and negotiate a project fee. The final negotiated fee is $287,901.58. A project location map is attached as Exhibit A. A copy of the results of the selection process is attached as Exhibit B. A copy of the Engineering Services Agreement is attached as Exhibit C. This agreement will provide for design engineering only and an amendment to the contract will be prepared to provide construction engineering when the project is bid. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None /I1JINANCIAL IMPACT ,�. The agreement with HLR will total $287,901.58. Of this total $231,333.08 is design engineering for South Street and $56,568.50 is design engineering for Weldwood Drive. Funding in the amount of $264,000 is budgeted and available in the Riverboat Lease Fund, account number 276-0000-791.93-80, "Public Ways/Street Improvements", project number 339863, "South Street Extension (Engineering)". The balance of the required funding, $23,901.58, is recommended to be transferred from the Riverboat Fund, Neighborhood Street Rehabilitation — Overlays Project, account number 275-0000-791.93-80, "Public Ways/Street Improvements", project number 339859, which has a balance of$134,025. pill If, GAL IMPACT None ALTERNATIVES 1. Approve the engineering services agreement with HLR. 2. Do not approve the agreement with HLR. Respectfully submitted for Council consideration. do Attachment EXHIBIT A Location Map c� -'---1:1. �, ,F, 1 I PI•ymo LL! 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