15-147 Resolution No. 15-147
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH HAMPTON, LENZINI AND RENWICK, INC. FOR
ENGINEERING SERVICES IN CONNECTION WITH THE
McLEAN AND BIG TIMBER ROAD RAILROAD
SIGNAL IMPROVEMENTS PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that
an exception to the requirements of the procurement ordinance is necessary and in the best
interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with
Hampton, Lenzini and Renwick, Inc. for engineering services in connection with the McLean
and Big Timber Road Railroad Signal Improvements Project, the form of which is the Illinois
Department of Transportation Preliminary Engineering Services Agreement for Federal
Participation, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: November 4, 2015
Adopted: November 4, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Local Agency
Consultant
City of Elgin L !Blois
of Tram Hampton, Lenzini and Renwick, Inc
County
p Address
Kane
Kanen A N 380 Shepard Drive
Sectio
L s City
14-00185-00-TL Elgin
Project No. A Preliminary Engineering , State
Job No.003(352) G Services Agreement T IL
For Zip Code
C-91-372-14 E Federal Participation A 60123
Contact Name/Phone/E-mail Address N N Contact Name/Phone/E-mail Address
Gregory Rokos,PE C T Randal G.Newkirk,PE
847.931.5966 Y 847.697.6700
ro os a gncitvofelain.ora rnewkirk r hlrena.com
THIS AGREEMENT is made and entered into this 4th day of November , 2015 between the above
Local Agency(LA)and Consultant(ENGINEER)and covers certain professional engineering services in connection with the PROJECT.
Federal-aid funds allotted to the LA by the state of Illinois under the general supervision of the Illinois Department of Transportation
(STATE)will be used entirely or in part to finance engineering services as described under AGREEMENT PROVISIONS.
Project Description
Name McLean Blvd at Metra Railroad Route Length >0.1 mi Structure No.
Termini at Big Timber Road
Description Traffic Signal improvements at the intersection of McLean Blvd/Metra Railroad/Big Timber Road. Project will use Local Agency
Railway-Highway Grade Crossing Improvements funding.
Agreement Provisions
I. THE ENGINEER AGREES,
1. To perform or be responsible for the performance, in accordance with STATE approved design standards and policies,of
engineering services for the LA for the proposed improvement herein described.
2. To attend any and all meetings and visit the site of the proposed improvement at any reasonable time when requested by
representatives of the LA or STATE.
3. To complete the services herein described within Z(PC) calendar days from the date of the Notice to Proceed from the
LA,excluding from consideration periods of delay caused by circumstances beyond the control of the ENGINEER.
4. The classifications of the employees used in the work should be consistent with the employee classifications and estimated man-
hours shown in EXHIBIT A. If higher-salaried personnel of the firm, including the Principal Engineer, perform services that are
indicated in Exhibit A to be performed by lesser-salaried personnel,the wage rate billed for such services shall be commensurate
with the payroll rate for the work performed.
5. That the ENGINEER is qualified technically and is entirely conversant with the design standards and policies applicable for the
PROJECT; and that the ENGINEER has sufficient properly trained, organized and experienced personnel to perform the services
enumerated herein.
6. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or corrections
resulting from the ENGINEER's errors, omissions or negligent acts without additional compensation. Acceptance of work by the
STATE will not relieve the ENGINEER of the responsibility to make subsequent correction of any such errors or omissions or for
clarification of any ambiguities.
7. That all plans and other documents furnished by the ENGINEER pursuant to this AGREEMENT will be endorsed by the ENGINEER
and will affix the ENGINEER's professional seal when such seal is required by law. Plans for structures to be built as a part of the
improvement will be prepared under the supervision of a registered structural engineer and will affix structural engineer seal when
such seal is required by law. It will be the ENGINEER's responsibility to affix the proper seal as required by the Bureau of Local
Roads and Streets manual published by the STATE.
8. That the ENGINEER will comply with applicable federal statutes,state of Illinois statutes,and local laws or ordinances of the LA.
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9. The undersigned certifies neither the ENGINEER nor I have:
a. employed or retained for commission, percentage, brokerage, contingent fee or other considerations,any firm or person(other
than a bona fide employee working solely for me or the above ENGINEER)to solicit or secure this AGREEMENT,
b. agreed,as an express or implied condition for obtaining this AGREEMENT,to employ or retain the services of any firm or
person in connection with carrying out the AGREEMENT or
c. paid,or agreed to pay any firm,organization or person (other than a bona fide employee working solely for me or the above
ENGINEER)any fee,contribution,donation or consideration of any kind for,or in connection with, procuring or carrying out the
AGREEMENT.
d. are not presently debarred,suspended, proposed for debarment,declared ineligible or voluntarily excluded from covered
transactions by any Federal department or agency,
e. have not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered against
them for commission of fraud or criminal offense in connection with obtaining,attempting to obtain or performing a public
(Federal, State or local)transaction;violation of Federal or State antitrust statutes or commission of embezzlement,theft,
forgery, bribery,falsification or destruction of records, making false statements or receiving stolen property,
f. are not presently indicted for or otherwise criminally or civilly charged by a government entity(Federal,State or local)with
commission of any of the offenses enumerated in paragraph(e)and
g. have not within a three-year period preceding this AGREEMENT had one or more public transactions(Federal,State or local)
terminated for cause or default.
10. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LA.
11. To submit all invoices to the LA within one year of the completion of the work called for in this AGREEMENT or any subsequent
Amendment or Supplement.
12. To submit BLR 05613, Engineering Payment Report,to the STATE upon completion of the project(Exhibit B).
13. Scope of Services to be provided by the ENGINEER: (See_ A4-4.csvw( Sco,¢ r arvtce)
❑ Make such detailed surveys as are necessary for the planning and design of the PROJECT.
❑ Make stream and flood plain hydraulic surveys and gather both existing bridge upstream and downstream high water data and
flood flow histories.
❑ Prepare applications for U.S.Army Corps of Engineers Permit, Illinois Department of Natural Resources Office of Water
Resources Permit and Illinois Environmental Protection Agency Section 404 Water Quality Certification.
❑ Design and/or approve cofferdams and superstructure shop drawings.
❑ Prepare Bridge Condition Report and Preliminary Bridge Design and Hydraulic Report, (including economic analysis of bridge or
culvert types and high water effects on roadway overflows and bridge approaches).
❑ Prepare the necessary environmental and planning documents including the Project Development Report, Environmental Class of
Action Determination or Environmental Assessment, State Clearinghouse, Substate Clearinghouse and all necessary
environmental clearances.
❑ Make such soil surveys or subsurface investigations including borings and soil profiles as may be required to furnish sufficient data
for the design of the proposed improvement. Such investigations to be made in accordance with the current Standard
Specifications for Road and Bridge Construction, Bureau of Local Roads and Streets Administrative Policies, Federal-Aid
Procedures for Local Highway Improvements or any other applicable requirements of the STATE.
❑ Analyze and evaluate the soil surveys and structure borings to determine the roadway structural design and bridge foundation.
❑ Prepare preliminary roadway and drainage structure plans and meet with representatives of the LA and STATE at the site of the
improvement for review of plans prior to the establishment of final vertical and horizontal alignment, location and size of drainage
structures, and compliance with applicable design requirements and policies.
❑ Make or cause to be made such traffic studies and counts and special intersection studies as may be required to furnish sufficient
data for the design of the proposed improvement.
❑ Complete the general and detailed plans,special provisions and estimate of cost. Contract plans shall be prepared in accordance
with the guidelines contained in the Bureau of Local Roads and Streets manual. The special provisions and detailed estimate of
cost shall be furnished in quadruplicate.
❑ Furnish the LA with survey and drafts in quadruplicate all necessary right-of-way dedications,construction easements and borrow
pit and channel change agreements including prints of the corresponding plats and staking as required.
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II. THE LA AGREES,
1. To furnish the ENGINEER all presently available survey data and information
2. To pay the ENGINEER as compensation for all services rendered in accordance with this AGREEMENT,on the basis of the
following compensation formulas:
Cost Plus Fixed Fee ® CPFF= 14.5%[DL+ R(DL)+OH(DL)+ IHDC],or
❑ CPFF= 14.5%[DL+ R(DL)+ 1.4(DL)+IHDC], or
❑ CPFF= 14.5%[(2.3+ R)DL+ IHDC]
Where: DL= Direct Labor
IHDC= In House Direct Costs
OH =Consultant Firm's Actual Overhead Factor
R=Complexity Factor
Specific Rate ❑ (Pay per element)
Lump Sum ❑
3. To pay the ENGINEER using one of the following methods as required by 49 CFR part 26 and 605 ILCS 5/5-409:
❑ With Retainage
a) For the first 50%of completed work,and upon receipt of monthly invoices from the ENGINEER and the approval thereof by
the LA,monthly payments for the work performed shall be due and payable to the ENGINEER,such payments to be equal to
90%of the value of the partially completed work minus all previous partial payments made to the ENGINEER.
b) After 50%of the work is completed, and upon receipt of monthly invoices from the ENGINEER and the approval thereof by
the LA,monthly payments covering work performed shall be due and payable to the ENGINEER,such payments to be equal to
95%of the value of the partially completed work minus all previous partial payments made to the ENGINEER.
c) Final Payment—Upon approval of the work by the LA but not later than 60 days after the work is completed and reports have
been made and accepted by the LA and the STATE, a sum of money equal to the basic fee as determined in this
AGREEMENT less the total of the amounts of partial payments previously paid to the ENGINEER shall be due and payable to
the ENGINEER.
® Without Retainage
a) For progressive payments—Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LA,
monthly payments for the work performed shall be due and payable to the ENGINEER,such payments to be equal to the value
of the partially completed work minus all previous partial payments made to the ENGINEER.
b) Final Payment—Upon approval of the work by the LA but not later than 60 days after the work is completed and reports have
been made and accepted by the LA and STATE, a sum o money equal to the basic fee as determined in this AGREEMENT
less the total of the amounts of partial payments previously paid to the ENGINEER shall be due and payable to the ENGINEER.
4. The recipient shall not discriminate on the basis of race, color, national origin or sex in the award and performance of any DOT-
assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The recipient shall take all
necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT-assisted
contracts. The recipient's DBE program,as required by 49 CFR part 26 and as approved by DOT, is incorporated by reference in
this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as violation of
this agreement. Upon notification to the recipient of its failure to carry out its approved program,the Department may impose
sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or
the Program Fraud Civil Remedies Act of 1986(31 U.S.C. 3801 et seq.).
III. IT IS MUTALLY AGREED,
1. That no work shall be commenced by the ENGINEER prior to issuance by the LA of a written Notice to Proceed.
2. That tracings, plans,specifications,estimates, maps and other documents prepared by the ENGINEER in accordance with this
AGREEMENT shall be delivered to and become the property of the LA and that basic survey notes,sketches,charts and other data
prepared or obtained in accordance with this AGREEMENT shall be made available, upon request, to the LA or to the STATE,
without restriction or limitation as to their use.
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3. That all reports, plans, estimates and special provisions furnished by the ENGINEER shall be in accordance with the current
Standard Specifications for Road and Bridge Construction, Bureau of Local Roads and Streets Administrative Policies, Federal-Aid
Procedures for Local Highway Improvements or any other applicable requirements of the STATE, it being understood that all such
furnished documents shall be approved by the LA and the STATE before final acceptance. During the performance of the
engineering services herein provided for,the ENGINEER shall be responsible for any loss or damage to the documents herein
enumerated while they are in the ENGINEER's possession and any such loss or damage shall be restored at the ENGINEER's
expense.
4. That none of the services to be furnished by the ENGINEER shall be sublet,assigned or transferred to any other party or parties
without written consent of the LA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished by
the ENGINEER shall not be construed to relieve the ENGINEER of any responsibility for the fulfillment of this agreement.
5. To maintain,for a minimum of 3 years after the completion of the contract,adequate books, records and supporting documents to
verify the amounts, recipients and uses of all disbursements of funds passing in conjunction with the contract;the contract and all
books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General and
the STATE; and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents
required by this section shall establish a presumption in favor of the STATE for the recovery of any funds paid by the STATE under
the contract for which adequate books, records and supporting documentation are not available to support their purported
disbursement.
6. The payment by the LA in accordance with numbered paragraph 3 of Section II will be considered payment in full for all services
rendered in accordance with this AGREEMENT whether or not they be actually enumerated in this AGREEMENT.
7. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error,omission and/or
negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LA,the STATE, and their
officers,agents and employees from all suits,claims, actions or damages of any nature whatsoever resulting there from. These
indemnities shall not be limited by the listing of any insurance policy.
8. This AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at the ENGINEER's last known post
office address. Upon such termination, the ENGINEER shall cause to be delivered to the LA all drawings, plats,surveys,reports,
permits,agreements, soils and foundation analysis, provisions, specifications, partial and completed estimates and data, if any from
soil survey and subsurface investigation with the understanding that all such material becomes the property of the LA. The LA will be
responsible for reimbursement of all eligible expenses to date of the written notice of termination.
9. This certification is required by the Drug Free Workplace Act(30ILCS 580). The Drug Free Workplace Act requires that no grantee
or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property
or service from the State unless that grantee or contractor will provide a drug free workplace. False certification or violation of the
certification may result in sanctions including, but not limited to,suspension of contract or grant payments,termination of a contract or
grant and debarment of the contracting or grant opportunities with the State for at least one(1)year but no more than five(5)years.
For the purpose of this certification,"grantee"or"contractor"means a corporation, partnership or other entity with twenty-five(25)or
more employees at the time of issuing the grant,or a department,division or other unit thereof, directly responsible for the specific
performance under a contract or grant of$5,000 or more from the State,as defined in the Act.
The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
a. Publishing a statement:
(1) Notifying employees that the unlawful manufacture,distribution,dispensing,possession or use of a controlled substance,
including cannabis,is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3) Notifying the employee that, as a condition of employment on such contract or grant,the employee will:
(a) abide by the terms of the statement;and
(b) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five(5)
days after such conviction.
b. Establishing a drug free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's or contractor's policy of maintaining a drug free workplace;
(3) Any available drug counseling, rehabilitation and employee assistance program;and
(4) The penalties that may be imposed upon an employee for drug violations.
c. Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the contract or
grant and to post the statement in a prominent place in the workplace.
d. Notifying the contracting or granting agency within ten (10)days after receiving notice under part(B)of paragraph (3)of
subsection (a)above from an employee or otherwise receiving actual notice of such conviction.
e. Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by,
f. Assisting employees in selecting a course of action in the event drug counseling,treatment and rehabilitation is required and
indicating that a trained referral team is in place.
g. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act.
Page 4 of 8 BLR 05610(Rev. 11/21/13)
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10. The ENGINEER or subconsultant shall not discriminate on the basis of race,color, national origin or sex in the performance of this
AGREEMENT. The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of DOT assisted
contracts. Failure by the ENGINEER to carry out these requirements is a material breach of this AGREEMENT,which may result in
the termination of this AGREEMENT or such other remedy as the LA deems appropriate.
Agreement Summary
Prime Consultant: TIN Number Agreement Amount
Hampton, Lenzini and Renwick, Inc. , 3(0-1ss5986 $113,851.00
Sub-Consultants: TIN Number Agreement Amount
Sub-Consultant Total:
Prime Consultant Total:
Total for all Work: 113,851•00
Executed by the LA: City of Elgin
(Municipality/Township/County)
ATTES/: / ��
By �%��/ a i„,„„e t/�� By:
Kimberly Dewis Sean Stegall
OF" ity Clerk Title: City Manager
offs au
! \=1i
Executed by the E , . r�.
ATTEST: NN �..EtJZtr�1 3 (Z>�.�w(Gf
By: QBy:
Title: X,e.C.t3 V`Q u1ce ereArt +M.4— Title: e" ZF,.45,, l LE.p
Page 5 of 8 BLR 05610(Rev. 11/21/13)
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DF-824-039
REV 12/04
PAYROLL ESCALATION TABLE
FIXED RAISES
FIRM NAME HLR Engineering DATE 10/23/15
PRIME/SUPPLEMENT Prime PTB NO. N/A
CONTRACT TERM 21 MONTHS OVERHEAD RATE 155.00%
START DATE 11/4/2015 COMPLEXITY FACTOR 0
RAISE DATE 1/1/2016 %OF RAISE 0.00%
ESCALATION PER YEAR
11/4/2015 - 1/1/2016 1/2/2016 - 1/1/2017 1/2/2017 - 8/1/2017
2 12 7
21 21 21
= 9.52% 57.14% 33.33%
= 1.0000
The total escalation for this project would be: 0.00%
Printed 10/23/2015
DF-824-039
REV 12/04
PAYROLL RATES
FIRM NAME HLR Engineering DATE 10/23/15
PRIME/SUPPLEMENT Prime
PSB NO. N/A
ESCALATION FACTOR 0.00%
CLASSIFICATION CURRENT RATE CALCULATED RATE
Principal $70.00 $70.00
Engineer 6 $53.05 $53.05
Engineer 5 $47.83 $47.83
Engineer 4 $40.70 $40.70
Engineer 3 $37.94 $37.94
Engineer 2 $35.48 $35.48
Engineer 1 $27.81 $27.81
Technician 3 $35.00 $35.00
Technician 2 $27.56 $27.56
Technician 1 $20.57 $20.57
internlTemporary $15.00 $15.00
Land Acquisition $38.67 $38.67
Survey 2 $33.81 $33.81
Survey 1 $23.50 $23.50
Environmental 2 $29.54 $29.54
Environmental 1 $17.13 $17.13
Administration 2 $44.86 $44.86
Administration 1 $23.24 $23.24
Printed 10/23/2015
DF-824-039
REV 12/04
COST PLUS FIXED FEE
COST ESTIMATE OF CONSULTANT SERVICES
FIRM HLR Engineering DATE 10/23/15
PSB N/A OVERHEAD RATE 1.55
PRIME/SUPPLEMENT Prime COMPLEXITY FACTOR 0
DBE OVERHEAD IN-HOUSE Outside SERVICES SERVICES %
DROP ITEM MANHOURS PAYROLL & DIRECT FIXED Direct BY BY TOTAL GRAND
BOX FRINGE BENF COSTS FEE Costs OTHERS OTHERS TOTAL
(A) (B) (C) (D) (E) (F) (G) (H) (B-G)
Data Collection 296 10,142.90 15,721.50 3,752.87 7,821.48 0.00 0.00 37,438.75 32.88%
Phase I-Prel Eng. 44 1,467.10 2,274.01 542.83 4,283.93 3.76%
Phase II-Design Eng. 380 15,333.92 23,767.58 5,673.55 44,775.05 39.33%
Phase III-Const Eng. 180 6,880.40 10,664.62 2,545.75 20,090.77 17.65%
QC/QA/Admin 52 2,487.16 3,855.10 920.25 7,262.51 6.38%
Subconsultant DL 0.00 0.00%
TOTALS 952 36,311.48 56,282.79 0.00 13,435.25 7,821.48 0.00 0.00 113,851.00 100.00%
Printed 10/23/2015
DF-824-039
REV 12/04
AVERAGE HOURLY PROJECT RATES
FIRM HLR Engineering
PSB N/A DATE 10/23/15
PRIME/SUPPLEMENT Prime
SHEET 1 OF 1
PAYROLL AVG TOTAL PROJECT RATES Data Collection Phase I-Prel Eng. Phase II-Design Eng. Phase III-Const Eng. QC/QA/Admin
HOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd
CLASSIFICATION RATES Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg
Principal 70.00 0
Engineer 6 53.05 9 0.95% 0.50 8 2.70% 1.43 1 2.27% 1.21
Engineer 5 47.83 391 41.07% 19.64 64 21.62% 10.34 11 25.00% 11.96 224 58.95% 28.19 40 22.22% 10.63 52 100.00% 47.83
Engineer 4 40.70 0
Engineer 3 37.94 44 4.62% 1.75 16 5.41% 2.05 28 7.37% 2.80 ,
Engineer 2 35.48 140 14.71% 5.22 140 77.78% 27.60
Engineer 1 27.81 166 17.44% 4.85 72 24.32% 6.76 24 54.55% 15.17 70 18.42% 5.12 _,
Technician 3 35.00 0
Technician 2 27.56 111 11.66% 3.21 47 15.88% 4.38 8 18.18% 5.01 56 14.74% 4.06
Technician 1 20.57 0
Intern/Temporary 15.00 0
Land Acquisition 38.67 0
Survey 2 33.81 50 5.25% 1.78 48 16.22% 5.48 2 0.53% 0.18
Survey 1 23.50 16 1.68% 0.39 16 5.41% 1.27
Environmental 2 29.54 24 2.52% 0.74 24 8.11% 2.40
Environmental 1 17.13 0
Administration 2 44.86 1 0.11% 0.05 1 0.34% 0.15
Administration 1 23.24 0
•
TOTALS 952 100% $38.14 296 100.00% $34.27 44 100% _$33.34_ 380 100% $40.35 180 100% $38.22 52 100% $47.83
Printed 10/23/2015
HAMPTON, LENZINI, AND RENWICK, INC. E' R
Civil Engineering • Structural Engineering • Environmental Services • Land Surveying
City of Elgin
McLean Boulevard / Big Timber Road / Metra RR Crossing
Traffic Signal / RR Signal Improvements
Project Description
The proposed project involves safety improvements at the existing McLean Boulevard Metra Railroad
Crossing. The improvements will include the adjoining signalized intersection of McLean Boulevard
with Big Timber Road to the north and the unsignalized intersection with Timber Drive to the south.
Improvements will include upgrades to the traffic signals at McLean Blvd and Big Timber Road,
including the possible addition of traffic signal control to McLean Blvd and Timber Drive. The two
intersections will be operated by one signal controller, which will maintain its integration with the
existing railroad warning devices. Modifications to the traffic signal — railroad interconnect will be
determined via coordination between the City, Metra, the Union Pacific Railroad (UPRR) and the
Illinois Commerce Commission (ICC). The base proposal assumes that an ICC hearing will not be
required.
Proposed Scope of Services
HLR will complete the following tasks to obtain the required IDOT approvals needed for these
federally-funded safety improvements. We will coordinate our work with the City as is timely to
provide opportunities for discussions, reviews and approvals.
Project Initiation and Data Collection
• Prepare minutes of the Elgin / IDOT Phase I engineering kick-off meeting held at the Elgin
Public Works office on May 6.
• Order JULIE locates for utilities within the limits of the project.
• Obtain and review existing / as-built plans available from the City.
• Check existing right-of-way and easements using tax maps, on-line databases and subdivision
plats available from the City's records.
• Conduct a field inspection of the project site to observe existing traffic operations and view
locations of visible utilities and other features that must be accounted for in the proposed
design.
• Coordinate with Metra, the UPRR and ICC to determine their requirements for the extent of
improvements needed for the railroad crossing warning devices and for their preliminary
review of signal sequence-of-operation alternatives.
• Conduct a topographic survey sufficient to prepare traffic signal plans. The survey will include
pavement centerlines and edges, curb lines, pavement markings, traffic signal and railroad
signal equipment, signs, visible utilities, visible right-of-way monumentation and features
outside the r.o.w. that may affect the placement of signal equipment. Import the survey data
and prepare CADD files for plan sheets.
380 Shepard Drive 3085 Stevenson Drive, Suite 201 1335 Lakeside Drive, Unit 4
Elgin, Illinois 60123-7010 Springfield. Illinois 62703 Romeoville. Illinois 60446
Tel. 847.697.6700 Tel. 217.546.3400 Tel. 847.997.1211
Fax 847.697.6753 Fax 217.546.8116
Proposed Scope of Services (continued) Page 2 of 3
• Coordinate with our geotechnical subconsultant, Rubino Engineering, to obtain soil borings
and a geotechnical report. We will review the findings to select proposed traffic signal mast
arm foundation designs.
• Collect soil samples during the soil borings operation and deliver them to Prairie Analytical
Systems for lab analyses. This will provide soil characterization sampling for Illinois EPA
LPC#663 for disposal of excess excavated soils. Due to the railroad and gas stations adjoining
the intersections, it is assumed that contamination will be found.
Phase I (Preliminary) Engineering
• Prepare an analysis of signal phasing to operate the McLean Blvd / Big Timber Road signalized
intersection. A future Timber Drive signal evaluation will be considered.
• Prepare a project location map, existing and proposed typical cross sections and an aerial
photo exhibit as required for the IDOT Phase I submittal package.
• Conduct the Special Waste screening, including the environmental database search and
prepare a memorandum of our findings for the City's review and use.
• Conduct further coordination with Metra, the UPRR and ICC for review of preliminary
engineering.
• Prepare IDOT's BLR 19100 Categorical Exclusion Group I approval form, assemble the Phase I
submittal package and submit to IDOT for District 1 approval.
Phase II (Design) Engineering
• Design and prepare plans for temporary and permanent traffic signals including pavement
markings, pay items, quantities, cost estimates, specifications and special provisions. Prepare
the traffic signal sequence of operation, railroad preemption sequence of operation and
Emergency Vehicle Preemption (EVP) sequence of operation in a chart format.
• Prepare the traffic signal / railroad signal interconnect plan. Prepare required details for any
modifications required by Metra, the UPRR or ICC for the integration of the traffic signals with
the railroad warning devices.
• Prepare the plan cover sheet, general notes, summary of quantities and schedules.
• Conduct further coordination with Metra, the UPRR and ICC for plan reviews.
• Assist City staff with the preparation and updates of the IDOT-Local Agency Agreement and
the Project Program Information forms.
Proposed Scope of Services (continued) Page 3 of 3
Optional Services Available Upon Request
Although not included in the base scope of services, HLR will provide the following optional services
upon the City's request.
• If a traffic signal or right-in-right-out at Timber Drive is desired the following will be needed:
o Obtain peak period turning-movement traffic counts at McLean Blvd / Big Timber Road
and McLean Blvd / Timber Drive, classified by vehicle type, bicycles and pedestrians.
This will include tracing counts of vehicle movements that cross the railroad tracks and
enter or exit Timber Drive. This information may be desired if the ICC or railroad
recommends restricting Timber Drive to right turns only as a safety measure. The data
will demonstrate that most large truck traffic enters Timber Drive from the McLean
Blvd north approach.
o Analyze traffic flow through the intersection based on future traffic projections using
the Highway Capacity Software (HCS)
o Prepare an Intersection Design Study (IDS) and submit to IDOT for approval
• Prepare for and represent the City at an ICC hearing, if required for the modification to the
railroad warning system and/or modifications to the traffic signal plan and sequences of
operation. These hearings are typically held in Chicago.