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09-166 .. Resolution No. 09-166 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH HAMPTON, LENZINI AND RENWICK, INC. FOR TRAFFIC SIGNAL MAINTENANCE AND MANAGEMENT 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 RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, City Manager, and Diane Robertson, 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. for traffic signal maintenance and management,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: July 22, 2009 Adopted: July 22, 2009 Omnibus Vote: Yeas: 5 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 41 ) ay of , 2009, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereina er refer d to as "CITY") and Hampton, Lenzini and Renwick, Inc., an Illinois corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the CITY's Traffic Signal Operations Management (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 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 services to be provided by the ENGINEER are assistance with the monitoring and operation of the City's traffic signal systems and coordination with the City's Electrical Maintenance Contractor. These services include, but are not limited to, the following: (1) Traffic signal operation and database monitoring, via computer from the ENGINEER'S office, on a monthly basis. (2) Electrical Maintenance Contract coordination, as required. (3) On-site checking of signal controllers and equipment, upon request. (4) Handling of public complaints related to traffic signal operations, upon request. (5) Electrical maintenance contract extra work, upon request. (6) Traffic signal and street lighting equipment inventory, upon request. (7) Traffic signal timing optimization and implementation, upon request. (8) Traffic signal energizing, inspections and maintenance transfers, upon request. (9) Review of traffic signal and lighting plans, shop drawings, and traffic impact studies, upon request. (10) Inspection of roadway lighting, upon request. (11) Development of traffic signal specifications and design policies, upon request. (12) Development of recommendations for traffic signal funding, budget, and upgrade programs, upon request. (13) Preparation of traffic engineering studies, upon request. c. A detailed Scope of Services is attached hereto as Attachments A-1 and A-2. 2. PROGRESS REPORTS a. Monitoring of the CBD traffic signal system will be conducted on a monthly basis. Other services included in this agreement will be provided by the ENGINEER on an on-call basis, from the date of authorization of this Agreement until April 30, 2010. G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 1 b. Monitoring of the CBD traffic signal system will be conducted once per month. All other services included in the scope of work will be provided upon request. c. The ENGINEER will submit to the DIRECTOR monthly a status report noting the services and activities conducted during the reporting period. A brief narrative will be provided identifying progress, findings, and outstanding issues. The results of the monthly signal system database monitoring will be submitted to the DIRECTOR via email by the next business day following the monitoring activity. 3. 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 or legal exposure to the ENGINEER. 4. PAYMENTS TO THE ENGINEER (Not-to-Exceed Method) a. For services provided to monitor the CBD traffic signal system on a monthly basis, the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT,with a total fee not to exceed$44,648 regardless of the actual costs incurred by the ENGINEER, unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR and approved pursuant to a written amendment to this Agreement approved by the City Council of the CITY.Services defined in 1.b.to be provided "upon request"will be limited to the budget set forth in Exhibit A-2 under Task II ($10,199) and are included in the above not-to-exceed fee of $44,648. "Upon-request" services that will exceed this budget will be considered a modification to the scope of work and an addition to the contract and will be provided following written authorization by the DIRECTOR and approval of a written amendment to this Agreement approved by the City Council of 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 percent. Such fees for outside services provided by other firms or subconsultants shall be included in the above- referenced not-to-exceed amount. c. Reimbursement for vehicle mileage shall be at the current federally-allowable rate. Such reimbursements shall be included in the above-referenced not-to-exceed amount. 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 and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 5. INVOICES a. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (2.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 G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 2 all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen (15)days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph 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 Paragraph 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. 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 paragraph shall survive any expiration, completion, and/or termination of this Agreement. G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 3 • 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 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 with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30) days' prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article 10 entitled "Indemnification" shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self- insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance; alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. b. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned, and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. c. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence, subject to a $1,000,000 aggregate. d. Professional Liability. The ENGINEER shall carry Engineers' Professional Liability Insurance Covering claims resulting from error, omissions, or negligent acts with a combined single limit of not less than$1,000,000 per occurrence.A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days' prior written notice to the DIRECTOR. 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 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 G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 4 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. 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 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. 19. 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. 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. G:Wgreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 5 21. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of,the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract,the ENGINEER shall have written sexual harassment policies that include, at a minimum, the following information: a. the illegality of sexual harassment; b. the definition of sexual harassment under state law; c. a description of sexual harassment, utilizing examples; d. the vendor's internal complaint process including penalties; e. the legal recourse, investigative, and complaint process available through the Illinois Department of Human Rights and the Illinois Human Rights Commission; f. directions on how to contact the department and commission; g. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. 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. G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 6 27. 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: DAVID L. LAWRY, P.E. General Services Group Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 b. As to ENGINEER: DIANE LUKAS, P.E. President Hampton, Lenzini and Renwick, Inc. 380 Shepard Drive Elgin, Illinois 60123-7010 28. 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 legal residents of 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. IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By 1i^ •/2 �/ 6 y � w City Manager 'Vice President Attest: City Jerk G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management_07-01-09.doc Page 7 Hampton, Lenzini and Renwick, Inc. 1111111ARCi'.it Eng rcc:rs • S.tructur;l Enginrcrs . Land SurrnvuI V'..F, hlrenC,nee inq coni EXHIBIT A-1 CITY OF ELGIN TRAFFIC SIGNAL OPERATION MANAGEMENT & ENGINEERING SCOPE OF SERVICES The following is the scope of services for a traffic signal operation management & engineering contract between HLR and the City of Elgin. A brief discussion of traffic engineering tasks included in this contract is described below. I. Traffic Signal Monitoring and Maintenance Coordination The following services will be provided by HLR traffic engineering staff on a recurring basis for a period of twelve months A. Traffic Signal Operation & Database Monitoring HLR will check the traffic signal controller programmed databases (auto-compare) once a month for unauthorized changes, detection problems and communication problems. This would be accomplished remotely from HLR's office for the Ethernet CBD traffic signal system. The monthly auto-compare of the CBD traffic signal system will ensure the preservation & maintenance of the traffic signal controller databases and identify maintenance problems to involve the City's Electrical Maintenance Contractor and/or equipment vendor and provide documentation of when the problems began and when the problems were corrected. B. Electrical Maintenance Contract Coordination HLR traffic engineering staff will coordinate with the City's Electrical Maintenance Contractor on a daily basis, if necessary, to address traffic signal maintenance issues and resolve through the City's Electrical Maintenance Contract. We will perform an annual field check of all traffic signals and flashing beacons to ensure all contract traffic signal maintenance is being properly performed. We will attend a quarterly traffic signal maintenance meeting with appropriate City of Elgin staff, City Electrical Maintenance Contractor representatives and HLR traffic engineering staff. II. Optional Traffic Engineering Services Available Upon Request The following services will be provided by HLR traffic engineering staff upon request by the City, on a one-time basis or a recurring basis, as desired and directed by City staff. • Traffic Signal Operation & Database Monitoring — On-Site HLR will check the traffic signal controller settings in the controller cabinets for time- based coordinated systems (without physical interconnect or remote communications access) to correct controller clock settings, keeping intersections in the system in synchronization with each other. This on-site monitoring will be conducted as requested by the City. May 31, 2009 EXHIBIT A Page 1 of 3 ILIITRAFFIC SIGNAL OPERATION MANAGEMENT& ENGINEERING SCOPE OF SERVICES • Public Complaints on Traffic Signal Operation HLR will investigate public complaints (motorist, bicyclist and pedestrian/school crossing) related to traffic signal operation and maintenance as directed by City staff. We will resolve complaints through signal timing adjustments or if necessary coordinate with the City's Electrical Maintenance Contractor and/or traffic signal equipment vendor/supplier. We will notify the appropriate City of Elgin contact of corrective measures and follow-up with the complaining party if directed by the City. • Electrical Maintenance Contract Extra Work Per direction by City staff, HLR will develop appropriate traffic signal hardware and/or software modifications to be performed by the City's Electrical Maintenance Contractor. Typical traffic signal modifications might include, but not be limited to: • vehicle detection modification • upgrade of traffic signal controllers • traffic signal equipment software upgrades • traffic signal phasing modification-signal cabinet wiring modification • interconnection of traffic signals to an existing signal system • addition of emergency vehicle preemption equipment HLR will prepare appropriate traffic signal plan revisions and inspect the resulting work. • Traffic Signal and Roadway Lighting Equipment Inventory HLR will inventory traffic signal and lighting equipment, including equipment on the street and reserve equipment in the shop. We will maintain an inventory database for the City. • Traffic Signal Timing Optimization & Implementation Per the direction by City staff, HLR will develop and implement optimized traffic signal timing plans for various time periods, for weekday and weekend traffic, and provide the City with appropriate documentation. HLR will also "time-base coordinate" traffic signals which are not physically interconnected to improve traffic flow, at City request. • Traffic Signal Energizing, Inspections and Maintenance Transfers • HLR will perform field inspection(s) of traffic signal and roadway lighting construction by contractors working outside of the City's Electrical Maintenance Contract and assist in energizing new or modified traffic signals and temporary traffic signals, as directed by the City. • HLR will perform maintenance transfer inspections between project/development contractors and the City's Electrical Maintenance Contractor. • HLR will provide the City, contractors and involved agencies with the necessary inspection and/or maintenance transfer documentation. April 10, 2009 EXHIBIT A Page 2 of 3 Bim` TRAFFIC SIGNAL OPERATION MANAGEMENT& ENGINEERING SCOPE OF SERVICES ■ HLR will attend scheduled ICC railroad/traffic signal interconnect inspections per City request. ■ Review of Traffic Signal & Lighting Plans, Shop/Equipment Drawings, Traffic Impact Studies ■ HLR will review traffic signal and roadway lighting plans, shop drawings-equipment catalog cuts, and development traffic impact studies per request by City staff. ■ HLR will forward review comments to the City and other involved agencies/parties if directed to do so. ■ HLR will attend plan review meetings if requested by the City. ■ HLR will review photo enforcement plans per the City's request. ■ HLR will perform or review lighting design photometric analysis if directed by City staff. ■ Roadway Lighting Inspection In addition to review of roadway lighting plans, photometric analysis, equipment catalog cuts and specification/special provision development mentioned above, HLR will assist in the inspection of newly constructed roadway lighting and existing lighting per the City's request, as well as maintenance transfer inspections. ■ Develop Traffic Signal Specifications, Special Provisions and Design Guidelines & Policies HLR will develop and update the City of Elgin's traffic signal specifications, special provisions and development related traffic signal and roadway lighting design guidelines and policies, per City request. We will provide advice, guidance and recommendations on technology updates, future upgrade requirements, cost savings opportunities and improvement program budgeting. ■ Funding, Budget & Signal Upgrade Program Recommendations HLR will prepare funding/budget recommendations for traffic signal and roadway lighting modernization as well as bicycle and pedestrian related improvements. HLR will pursue Federal funding such as CMAQ, Safe Routes to School and available State funding, completing the appropriate application paperwork, if directed by City staff. ■ Traffic Studies Per the City's request, HLR will perform traffic studies, including but not limited to: ■ traffic counts ■ speed studies ■ accident data analysis ■ traffic signal and all-way stop warrant review. April 10, 2009 EXHIBIT A Page 3 of 3 EXHIBIT A-2 City of Elgin ULIITraffic Signal Operation Management & Engineering Scope of Services, Hours and Fees The Anticipated Scope of Services includes monthly monitoring of the remotely-accessible interconnected traffic signal systems (currently the CBD system), transmittal of a monthly report of the monitoring results to the City of Elgin, and coordination with the City's Electrical Maintenance Contractor on a daily basis, if necessary, to address signal maintenance issues. Several on-call services are included and will be provided upon request. This exhibit supplements the detailed narrative Scope of Services included in Exhibit A-1. Hours by Employee Task Description Classification PR ES E3 Total I. Monthly Monitoring & Maintenance Coordination A. Traffic signal operation and database monitoring, remotely from HLR office - 12 months. Estimated at 2 hours per month. Actual time will be charged. 12 12 $2,930.52 B. Electrical maintenance contract coordination - as required. 1) Electrical maintenance contractor coordination - annually, estimated at 3 hours/week. Actual time and • expense will be charged. 104 52 $20,602.82 2): Annual field check of all traffic signals &flashing beacons- estimated at 1 hour/intersection. Actual time and expense will be charged. 32 24 $7,077.03; 3) Quarterly meeting with City staff and City Electrical Maintenance Contractor- estimated at 3 hours per meeting. Actual time and expense will be charged. 12 $1,823.98` C. Project management &administration - annually. 12 : $1,884.78 Monthly Services Subtotal = 12 160 88 $34,319.12 II. On-Call Services To Be Provided Upon Request A. Investigation of public complaints related to traffic signal operation and maintenance. Estimated at 14 complaints at 2 hours per complaint. Actual time and expenses will be charged. 14 14 $3,418.94. B. Traffic signal energizing (turn-on), inspections and maintenance transfers. Estimated for five intersections at 4 hours per intersection. Actual time and expenses will be charged. 10 5 5 $2,791.70 C. Traffic signal timing optimization and implementation - estimated for 4 intersections at 8 hours per intersection. Actual time and expenses will be charged. 16 16 $3,988.43 On-Call Services Subtotal = 26 19 35 $10,199.07 EXHIBIT A-2 Traffic Signal Operations Management Engineering Agreement III. Direct Costs Vehicle mileage for on-site inspections will be charged at the current Federal rate ($0.505 per mile as of this date). A. Investigation of public complaints. Estimated for six complaints at two 10-mile round trips per complaint. Actual mileage will be charged. $60.60 B. Traffic signal energizing, inspections and maintenance transfers. Estimated for 5 intersections at two 10-mile round trips per intersection. Actual mileage will be charged. $50.50 C. Traffic Signal timing optimization and implementation. Estimated for one 4-intersection system at three 12- mile round trips. $18.18 Direct Costs Subtotal = $129.28 Total TSOM&E Agreement = $44,647.47 31 May 2009 Page 2 of 2 • oG City of Elgin Agenda Item No. 1) C)1?9TED FEO ren T July 2,2009 • TO: Mayor and Members of the City Council $ FROM: Sean R. Stegall, City Manager dod Cor intuntry David L. Lawry, General Servi es Group Direct SUBJECT: Traffic Signal Maintenance Agreement with Hampton, Lenzini and Renwick,Inc. PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the acceptance of an agreement with Hampton, Lenzini and Renwick (HLR), Inc. for traffic signal maintenance and management. RECOMMENDATION It is recommended that the City Council approve the attached agreement with HLR, Inc. to perform traffic signal maintenance and management for City owned street signals at a cost of $44,648 per year for two years. BACKGROUND In the fall of 2008,the City's workforce reduction program eliminated the Traffic Superintendent position. This position was responsible for coordinating traffic signal and street light maintenance, review inventories and other related operational tasks. Since that time,the City has utilized HLR, Inc. on an interim as-needed basis to provide these professional services. The proposed agreement formalizes this interim relationship for a two year period. The proposed scope of services to be provided by HLR, Inc. includes all duties and tasks previously done by the Traffic Superintendent. These include traffic and street light monitoring, maintenance, cost calculations for lighting projects, review of lighting plans for new developments, and preparation of traffic studies (see the attached agreement for complete list). It is important to continue the maintenance and management of the City's traffic and street lighting systems. Proper street and traffic lighting create a safe, efficient and aesthetically pleasing community. While the City has continued to operate at an adequate service level without a formal agreement, it has done so without any regular inspections of the systems. To minimize unexpected problems, it is recommended to enter into a formal relationship in order to reduce the City's exposure to interruptions in its street lighting and traffic signal systems. In 2004, the City utilized HLR, Inc. for the design of a new traffic signal system in the Central Traffic Signal Maintenance Agreement with HLR, Inc. July 2,2009 Page 2 Business District (CBD). This complex project increased HLR, Inc.'s familiarity with Elgin. Additionally, HLR has designed the National Street system, the South McLean Blvd. system, and they have provided the current timing program with the Kimball Street system. The aforementioned systems comprise the four largest and most complex traffic control systems in the City. HLR, Inc. is the most qualified and experienced firm to manage these systems. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None Vig,FINANCIAL IMPACT There are sufficient funds budgeted ($52,840) and available ($49,311) in the General Fund, account number 010-3322-753.45-99, Street Lights - Miscellaneous Services to enter into the first year agreement with HLR, Inc. in the amount of$44,648. EGAL IMPACT Approval of this agreement is considered an exception to the procurement process. A two-thirds council vote is required. ALTERNATIVES 1. The City Council may choose to accept the agreement with HLR, Inc. for traffic and street light maintenance and management. 2. The City Council may choose not to accept the agreement with HLR, Inc. for traffic and street light maintenance and management and direct staff to request formal requests for proposals. Respectfully submitted for Council consideration. DLL/amc Attachment 1 • rb*' AGREEMENT THIS AGREEMENT is made and entered into this day of , 2009, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as"CITY")and Hampton, Lenzini and Renwick, Inc.,an Illinois corporation(hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the CITY'S Traffic Signal Operations Management (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 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 services to be provided by the ENGINEER are assistance with the monitoring and operation of the City's traffic signal systems and coordination with the City's Electrical Maintenance Contractor.These services include, but are not limited to,the following: (1) Traffic signal operation and database monitoring, via computer from the ENGINEER'S office,on a monthly basis. (2) Electrical Maintenance Contract coordination,as required. (3) On-site checking of signal controllers and equipment, upon request. (4) Handling of public complaints related to traffic signal operations, upon request. (5) Electrical maintenance contract extra work,upon request. (6) Traffic signal and street lighting equipment inventory, upon request. (7) Traffic signal timing optimization and implementation, upon request. (8) Traffic signal energizing,inspections and maintenance transfers, upon request. (9) Review of traffic signal and lighting plans, shop drawings, and traffic impact • studies, upon request. (10) Inspection of roadway lighting, upon request. (11) Development of traffic signal specifications and design policies, upon request. (12) Development of recommendations for traffic signal funding, budget,and upgrade programs, upon request. (13) Preparation of traffic engineering studies, upon request. c. A detailed Scope of Services is attached hereto as Attachments A-1 and A-2. 2. PROGRESS REPORTS a. Monitoring of the CBD traffic signal system will be conducted on a monthly basis.Other services included in this agreement will be provided by the ENGINEER on an on-call basis, from the date of authorization of this Agreement until April 30,2010. G:\Agn3ements\EIginifraffic Signal Monitoring\Traffic Signal Management 07-01-09.doc Page 1 b. Monitoring of the CBD traffic signal system will be conducted once per month. All other services included in the scope of work will be provided upon request. c. The ENGINEER will submit to the DIRECTOR monthly a status report noting the services and activities conducted during the reporting period. A brief narrative will be provided identifying progress,findings, and outstanding issues. The results of the monthly signal system database monitoring will be submitted to the DIRECTOR via email by the next business day following the monitoring activity. 3. 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 or legal exposure to the ENGINEER. 4. PAYMENTS TO THE ENGINEER(Not-to-Exceed Method) a. For services provided to monitor the CBD traffic signal system on a monthly basis, the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT,with a total fee not to exceed$44,648 regardless of the actual costs incurred by the ENGINEER,unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR and approved pursuant to a written amendment to this Agreement approved by the City Council of the CITY.Services defined in 1.b.to be provided"upon request"will be limited to the budget set forth in Exhibit A-2 under Task II ($10,199) and are included in the above not-to-exceed fee of$44,648. "Upon-request" services that will exceed this budget will be considered a modification to the scope of work and an addition to the contract and will be provided following written authorization by the DIRECTOR and approval of a written amendment to this Agreement approved by the City Council of 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 percent. Such fees for outside services provided by other firms or subconsultants shall be included in the above- referenced not-to-exceed amount. c. Reimbursement for vehicle mileage shall be at the current federally-allowable rate. Such reimbursements shall be included in the above-referenced not-to-exceed amount. 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 and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 5. INVOICES a. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (2.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 G:1Agreements\ElginlTraffic Signal Monitoring1Traffic Signal Management_07-01-09.doc Page 2 all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period,and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the ENGINEER.In the event that this Agreement is so terminated,the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination,except that reimbursement shall not exceed the task amounts set forth under Paragraph 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 Paragraph 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 ENGI NEER. 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. 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 paragraph shall survive any expiration,completion,and/or termination of this Agreement. G:VAgreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management 07-01-09.doc Page 3 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 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 with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30)days'prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article 10 entitled indemnification"shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self- insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance; alternatively, if the insurance states that it is excess or prorated,it shall be endorsed to be primary with respect to the CITY. b. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned, and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. c. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence, subject to a$1,000,000 aggregate. d. Professional Liability. The ENGINEER shall carry Engineers' Professional Liability Insurance Covering claims resulting from error, omissions, or negligent acts with a combined single limit of not less than$1,000,000 per occurrence.A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days' prior written notice to the DIRECTOR. 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 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 G:1Agreements\EIginlTraffic Signal Monitoring\Traffic Signal Management 07-01-09.doc Page 4 • 41 • 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. 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 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. 19. 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. 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. (Ph' G:\Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management 07-01-09.doc Page 5 • 21. APPLICABLE LAW This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws of,the State of Illinois.Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract,the ENGINEER shall have written sexual harassment policies that include,at a minimum,the following information: a. the illegality of sexual harassment; b. the definition of sexual harassment under state law; c. a description of sexual harassment, utilizing examples; d. the vendor's internal complaint process including penalties; e. the legal recourse, investigative, and complaint process available through the Illinois Department of Human Rights and the Illinois Human Rights Commission; f. directions on how to contact the department and commission; g. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. 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. G:1Agreements\Elgin\Traffic Signal Monitoring\Traffic Signal Management 07-01-09.doc Page 6 27. 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: DAVID L. LAWRY, P.E. General Services Group Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 b. As to ENGINEER: DIANE LUKAS,P.E. President Hampton, Lenzini and Renwick, Inc. 380 Shepard Drive Elgin, Illinois 60123-7010 28. 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 legal residents of 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. IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By By City Manager ice President Attest: City Clerk G:IAgreements\Elgin\Traffic Signal Monitoring1Traffic Signal Management_07-01-09.doc Page 7 • Hampton, Lenzini and Renwick, Inc. Ear Civil Engineers•Structural Engineers•Land Surveyors www.hlrengineering.com EXHIBIT A-1 CITY OF ELGIN TRAFFIC SIGNAL OPERATION MANAGEMENT& ENGINEERING SCOPE OF SERVICES •• The following is the scope of services for a traffic signal operation management& engineering contract between HLR and the City of Elgin. A brief discussion of traffic engineering tasks included in this contract is described below. 1. Traffic Signal Monitoring and Maintenance Coordination The following services will be provided by HLR traffic engineering staff on a recurring basis for a period of twelve months A. Traffic Signal Operation & Database Monitoring HLR will check the traffic signal controller programmed databases (auto-compare)once a month for unauthorized changes, detection problems and communication problems. This would be accomplished remotely from HLR's office for the Ethernet CBD traffic signal system. The monthly auto-compare of the CBD traffic signal system will ensure the preservation & maintenance of the traffic signal controller databases and identify maintenance problems to involve the City's Electrical Maintenance Contractor and/or equipment vendor and provide documentation of when the problems began and when the problems were corrected. B. Electrical Maintenance Contract Coordination HLR traffic engineering staff will coordinate with the City's Electrical Maintenance Contractor on a daily basis, if necessary, to address traffic signal maintenance issues and resolve through the City's Electrical Maintenance Contract. We will perform an annual field check of all traffic signals and flashing beacons to ensure all contract traffic signal maintenance is being properly performed. We will attend a quarterly traffic signal maintenance meeting with appropriate City of Elgin staff, City Electrical Maintenance Contractor representatives and HLR traffic engineering staff. II. Optional Traffic Engineering Services Available Upon Request The following services will be provided by HLR traffic engineering staff upon request by the City, on a one-time basis or a recurring basis, as desired and directed by City staff. in Traffic Signal Operation & Database Monitoring—On-Site HLR will check the traffic signal controller settings in the controller cabinets for time- based coordinated systems (without physical interconnect or remote communications access)to correct controller clock settings, keeping intersections in the system in synchronization with each other. This on-site monitoring will be conducted as requested by the City. May 31, 2009 EXHIBIT A Page 1 of 3 NUR TRAFFIC SIGNAL OPERATION MANAGEMENT&ENGINEERING SCOPE OF SERVICES • Public Complaints on Traffic Signal Operation HLR will investigate public complaints (motorist, bicyclist and pedestrian/school crossing) related to traffic signal operation and maintenance as directed by City staff. We will resolve complaints through signal timing adjustments or if necessary coordinate with the City's Electrical Maintenance Contractor and/or traffic signal equipment vendor/supplier. We will notify the appropriate City of Elgin contact of corrective measures and follow-up with the complaining party if directed by the City. • Electrical Maintenance Contract Extra Work Per direction by City staff, HLR will develop appropriate traffic signal hardware and/or software modifications to be performed by the City's Electrical Maintenance Contractor. Typical traffic signal modifications might include, but not be limited to: • vehicle detection modification • upgrade of traffic signal controllers • traffic signal equipment software upgrades • traffic signal phasing modification-signal cabinet wiring modification • interconnection of traffic signals to an existing signal system • addition of emergency vehicle preemption equipment HLR will prepare appropriate traffic signal plan revisions and inspect the resulting work. ■ Traffic Sianal and Roadway Lighting Equipment Inventory HLR will inventory traffic signal and lighting equipment, including equipment on the street and reserve equipment in the shop.We will maintain an inventory database for the City. • Traffic Signal Timing Optimization & Implementation Per the direction by City staff, HLR will develop and implement optimized traffic signal timing plans for various time periods, for weekday and weekend traffic, and provide the City with appropriate documentation. HLR will also"time-base coordinate"traffic signals which are not physically interconnected to improve traffic flow, at City request. ■ Traffic Signal Energizing, Inspections and Maintenance Transfers • HLR will perform field inspection(s) of traffic signal and roadway lighting construction by contractors working outside of the City's Electrical Maintenance Contract and assist in energizing new or modified traffic signals and temporary traffic signals, as directed by the City. • HLR will perform maintenance transfer inspections between project/development • contractors and the City's Electrical Maintenance Contractor. • HLR will provide the City, contractors and involved agencies with the necessary • inspection and/or maintenance transfer documentation. April 10,2009 EXHIBIT A Page 2 of 3 . • BLit TRAFFIC SIGNAL OPERATION MANAGEMENT& ENGINEERING SCOPE OF SERVICES ■ HLR will attend scheduled ICC railroad/traffic signal interconnect inspections per City request. • Review of Traffic Signal & Lighting Plans, Shop/Equipment Drawings, Traffic Impact Studies • HLR will review traffic signal and roadway lighting plans, shop drawings-equipment catalog cuts, and development traffic impact studies per request by City staff. • HLR will forward review comments to the City and other involved agencies/parties if directed to do so. • HLR will attend plan review meetings if requested by the City. • HLR will review photo enforcement plans per the City's request. • HLR will perform or review lighting design photometric analysis if directed by City staff. • Roadway Lighting Inspection In addition to review of roadway lighting plans, photometric analysis, equipment catalog cuts and specification/special provision development mentioned above, HLR will assist in the inspection of newly constructed roadway lighting and existing lighting per the City's request, as well as maintenance transfer inspections. • Develop Traffic Signal Specifications, Special Provisions and Design Guidelines & Policies HLR will develop and update the City of Elgin's traffic signal specifications, special provisions and development related traffic signal and roadway lighting design guidelines and policies, per City request. We will provide advice, guidance and recommendations on technology updates,future upgrade requirements, cost savings opportunities and improvement program budgeting. • Funding, Budget& Signal Upgrade Program Recommendations HLR will prepare funding/budget recommendations for traffic signal and roadway lighting modernization as well as bicycle and pedestrian related improvements. HLR will pursue Federal funding such as CMAQ, Safe Routes to School and available State funding, completing the appropriate application paperwork, if directed by City staff. • Traffic Studies Per the City's request, HLR will perform traffic studies, including but not limited to: • traffic counts • speed studies • accident data analysis • traffic signal and all-way stop warrant review. April 10,2009 EXHIBIT A Page 3 of 3 EXHIBIT A-2 City of Elgin ILItTraffic Signal Operation Management& Engineering Scope of Services, Hours and Fees The Anticipated Scope of Services includes monthly monitoring of the remotely-accessible interconnected traffic signal systems(currently the CBD system), transmittal of a monthly report of the monitoring results to the City of Elgin, and coordination with the City's Electrical Maintenance Contractor on a daily basis, if necessary, to address signal maintenance issues. Several on-call services are included and will be provided upon request. This exhibit supplements the detailed narrative Scope of Services included in Exhibit A-1. Hours by Employee Task Description Classification PR ES E3 Total 1. Monthly Monitoring &Maintenance Coordination A. Traffic signal operation and database monitoring, remotely from HLR office- 12 months. Estimated at 2 hours per month.Actual time will be charged. 12 12 $2,930.52 B. Electrical maintenance contract coordination- as required. 1) Electrical maintenance contractor coordination- annually, estimated at 3 hours/week.Actual time and expense will be charged. 104 52 $20,602.82 2) Annual field check of all traffic signals&flashing beacons-estimated at 1 hour/intersection.Actual time and expense will be charged. 32 24 $7,077.03 3) Quarterly meeting with City staff and City Electrical Maintenance Contractor-estimated at 3 hours per meeting. Actual time and expense will be charged. 12 $1,823.98 C. Project management&administration-annually. 12 $1,884.78 Monthly Services Subtotal= 12 160 88 $34,319.12 It. On-Call Services To Be Provided Upon Request A. investigation of public complaints related to traffic signal operation and maintenance.Estimated at 14 complaints at 2 hours per complaint.Actual time and expenses will be charged 14 14 $3,418.94 B. Traffic signal energizing(turn-on), inspections and maintenance transfers. Estimated for five intersections at 4 hours per intersection. Actual time and expenses will be charged. 10 5 5 $2,791.704 C. Traffic signal timing optimization and implementation - estimated for 4 intersections at 8 hours per intersection. Actual time and expenses will be charged 16 16 $3,988.43 On-Call Services Subtotal= 26 19 35 $10,199.07 r EXHIBIT A-2 Traffic Signal Operations Management Engineering Agreement III. Direct Costs '41) Vehicle mileage for on-site inspections will be charged at the current Federal rate($0.50per mile as of this date). A. Investigation of public complaints.Estimated for six complaints at two 10-mile round trips per complaint. Actual mileage will be charged. $60.60 B. Traffic signal energizing, inspections and maintenance transfers.Estimated for 5 intersections at two 10-mile round trips per intersection.Actual mileage will be charged. $50.50 C. Traffic Signal timing optimization and implementation. ° Estimated for one 4-intersection system at three 12- mile round trips. $18.18 Direct Costs Subtotal= $129.28 Total TSOM&E Agreement= $44,647.47 4111) A 31 May 2009 Page 2 of 2 OF Et.Ci ``; ti Memorandum City of Elgin in 0[ ()I?IT[D�Eb Date: July 27, 2009 To: Dave Lawry, General Services Group Director From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 09-166, Adopted at the July 22, 2009, Council Meeting Enclosed you will find the agreement listed below. Please retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Agreement with Hampton, Lenzini and Renwick, Inc. for Traffic Signal Maintenance and Management