17-37 Resolution No. 17-37
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT
WITH HAMPTON LENZINI AND RENWICK, INC. FOR TRAFFIC ENGINEERING,
TRAFFIC SIGNAL MAINTENANCE ADMINISTRATION AND INSPECTION
AND ON-CALL ENGINEERING SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute Agreement on behalf of the City of Elgin with Hampton
Lenzini and Renwick, Inc. for traffic engineering, traffic signal maintenance administration and
inspection and on-call engineering services, a copy of which is attached hereto and made a part
hereof by reference.
_s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 11, 2017
Adopted: March 11, 2017
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this_11 day of March ,2017 ,by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")
and Hampton Lenzini and Renwick, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with Traffic Engineering/Traffic Signal Maintenance Administration and
Inspection/On-Call Engineering Services (hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY and the ENGINEER that
the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein,subject to the following
terms and conditions and stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The Scope of Services for this PROJECT will include overseeing the city contractor
providing traffic signal maintenance;providing traffic engineering services as needed
by the CITY, and providing on-call engineering services such as planning, design,
construction observations, and surveying.
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
i. Kickoff meeting to discuss PROJECT priority and Scope in March
2017, and January for every year for the term of the contract
ii. Completion of the task will be in December of each year of the term
of the contract.
B. A detailed project schedule for the Project will be defined on an individual task
orders for the traffic engineering and on-call engineering service portion of the
contract. The task order will be following the format of the sample task order shown
in Attachment B,attached hereto. Progress will be recorded on the project schedule
and submitted monthly as a component of the monthly status report.
C. The ENGINEER will submit to the DIRECTOR monthly a status report for the
traffic signal maintenance portion of the project keyed to the project schedule. A
brief narrative will be provided identifying progress,findings and outstanding issues.
Billing from the traffic signal contractor will be provided with the report.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR; provided, however, that the ENGINEER may retain copies of
such work product for its records. ENGINEER'S execution of this Agreement shall
constitute ENGINEER'S conveyance and assignment of all right,title and interest,including
but not limited to any copyright interest, by the ENGINEER to the CITY of all such work
product prepared by the ENGINEER pursuant to this Agreement. The CITY shall have the
right either on its own or through such other engineers as determined by the CITY to utilize
and/or amend such work product. Any such amendment to such work product shall be at the
sole risk of the CITY. Such work product is not intended or represented to be suitable for
reuse by the CITY on any extension to the PROJECT or on any other project,and such reuse
shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of one times the direct
hourly rate of personnel employed on this PROJECT,with the total fee not to exceed
$150,000 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.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 10%. Such costs for
outside services are included within the not-to-exceed total fee of$150,000 provided
for in subparagraph A above.
C. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. 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 (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
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inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make these records available at reasonable times
during the Agreement period, and for a year after termination of this Agreement.
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 Article 6,the term of this Agreement
shall continue to December 31, 2021. The City, in its discretion, shall have the option to
extend this Agreement for five additional one-year terms. In order to exercise such option,
the City shall provide the Engineer written notice not less than 30 days prior to the expiration
of the then current term advising the Engineer of its intention to exercise such option for a
succeeding one-year term.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days
after occurrence of such action. No claim for additional compensation shall be valid unless
so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party,by reason of any default, fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement. Notwithstanding the foregoing,or anything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
CITY has agreed to pay to the ENGINEER pursuant to Paragraph 4 hereof, no action shall
be commenced by the ENGINEER against the CITY for monetary damages. ENGINEER
hereby further waives any and all claims or rights to interest on money claimed to be due
pursuant to this Agreement, and waives any and all such rights to interest which it claims it
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may otherwise be entitled pursuant to law, including, but not limited to, the Local
Government Prompt Payment Act (50 ILCS 50111, et seq.), as amended, or the Illinois
Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must be filed within one year of the
date the alleged cause of action arose or the same will be time-barred.The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend
and hold harmless the CITY,its officers,employees,agents,boards and commissions from
and against any and all claims, suits, judgments, costs, attorneys fees, damages or other
relief,including but not limited to workers compensation claims, in any way resulting from
or arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers,
employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration and/or termination
of this Agreement.
11. NO PERSONAL LIABILITY
No official,director,officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
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.
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B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a $1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional Liability
Insurance Covering claims resulting from error, omissions or negligent acts with a
combined single limit of not less than $1,000,000 per occurrence. A Certificate of
Insurance shall be submitted to the DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30)days prior written
notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques,sequences or procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
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, of the presence of any sensory, mental or
physical handicap, unless based upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the following: employment advertising,
layoff or termination,rates of pay or other forms of compensation and selection for training,
including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex,race, color,creed,national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
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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.
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
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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. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement,ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance
Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such
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policy shall be provided to the City's Assistant City Manager prior to the entry into and
execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and
to other participants which may affect cost or time of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the ENGINEER be made or confirmed in writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
Gregory Rokos
1900 Holmes Road
Elgin, IL 60123
B. As to ENGINEER:
Amy McSwane
380 Shepard Drive
Elgin, IL 60123
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood
that in connection with the performance of this Agreement that the ENGINEER shall comply with
all applicable Federal, State, City and other requirements of law, including,but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing, ENGINEER hereby certifies, represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products
and/or services with respect to this Agreement shall be 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. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement
effective as of the date and year first written above.
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FOR THE CITY: FOR THE ENGINEER:
By A By:
City Manager Name/Print:
Title: qZj=—:r=,
At st-
City Clerk
F:\Legal Dept\Agreement\EN GIN EERI NG AGREE MEN T-FORM-01-23-12.doc
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ATTACHMENT A
SCOPE OF SERVICES
Traffic Engineering
The following services will be provided at the request of the City, either on a one-time or
recurring basis:
1. Electrical Maintenance Contract Extra Work: HLR will develop appropriate traffic signal
hardware and/or software modifications to be performed by the Electrical Maintenance
Contractor. HLR will prepare appropriate traffic signal plan revisions and inspect the
resulting work. 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 existing signal systems, and addition of
emergency vehicle preemption equipment.
2. Traffic Signal Timing Optimization and Implementation: 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
use time-based coordination for traffic signals which are not physically interconnected to
improve traffic flow.
3. Review of Traffic Signal and Lighting Plans, Shop/Equipment Drawings, and Traffic
Impact Studies: HLR's staff will review documents at the request of the City. Typical
tasks may include, but are not limited to, the following:
a. Review traffic signal and roadway lighting plans, shop drawings, equipment
catalog cuts, and development traffic impact studies and provide review
comments to the City and other involved agencies.
b. Review photo enforcement plans
c. Perform or review lighting design photometrics analysis
4. Roadway Lighting Inspection: In addition to review of roadway lighting plans,
photometric analysis, equipment catalog cuts and specification/special provision
mentioned above, HLR will assist in the inspection of newly constructed roadway
lighting and existing lighting, as well as maintenance transfer inspections.
5. Develop Traffic Signal Specifications, Special Provisions and Design
Guidelines/Policies: HLR will develop and update the City's traffic signal specifications,
special provisions, development related traffic signal/roadway lighting design guidelines,
and policies. HLR will also provide advice, guidance and recommendations on
technology updates, future upgrade requirements, cost savings opportunities and
improvement program budgeting.
6. Funding, Budget, and Signal Upgrade Program Recommendations: HLR will prepare
funding and budget recommendations for traffic signal and roadway lighting
modernization as well as bicycle and pedestrian related improvements. We will prepare
applications for Federal and State funding such as CMAQ, Safe Routes to School, and
Highway Safety Improvement Program.
7. Traffic Studies: At the City's request, HLR will prepare traffic studies, including but not
limited to, traffic counts, speed studies, crash data analysis, pedestrian studies, and traffic
signal/all-way stop warrant analysis.
Traffic Signal Maintenance Administration and Inspection
HLR will provide the following traffic signal maintenance administration/inspection services on
a monthly basis:
1. Traffic Signal Operation and Database Monitoring:
a. Remote Access: HLR will check traffic signal controller programmed databases
(auto-compare) once a week(and as necessary) for unauthorized changes and
detection/communication problems. We will complete this from our Elgin office
remotely via modem, Ethernet, and/or remote access point. The weekly auto-
compare of these traffic signal systems shall ensure the preservation and
maintenance of traffic signal controller databases and identify maintenance
problems that will require the City's Electrical Maintenance Contractor. HLR will
provide documentation of when problems began and when problems were
corrected. Site visits to the affected areas may be necessary to ensure that the
systems are working correctly once the problems have been identified and
corrected.
b. On Site: HLR will check the traffic signal controller settings in the cabinets for
time-based coordinated systems (without physical interconnect or remote
communications access) to correct controller clock settings and keep intersections
in synchronization. We will also drive-test the systems to ensure proper operation.
This on-site monitoring shall be conducted on a monthly basis or as required to
ensure proper performance. We will provide a monthly report to the City
specifying when drive-test inspections were performed and detail the problems
found and any efforts made to repair them.
2. Electrical Maintenance Contract Coordination: We will address maintenance issues and
resolve them through the City's electrical maintenance contract. HLR will perform
quarterly, on-site inspections to ensure that all contract signal maintenance is being
adequately performed such that all signals are inspected throughout the course of the
contract year. HLR will attend traffic signal maintenance meetings, as necessary, with
appropriate City staff and City Electrical Maintenance Contractor representatives. We
will be responsible for the coordination and approval of all invoicing, collection, and
compilation of data and records submitted. HLR will serve as the intermediary and shall
be the first to mitigate disputes between the City and the City's Electrical Maintenance
Contractor in terms of work performed, invoicing, and other areas of performance in the
contract.
3. Public Complaints on Traffic Signal Operation: HLR will investigate public complaints
related to traffic signal operation and maintenance as directed by City staff. We will
resolve issues through signal timing adjustments, coordination with the City's Electrical
Maintenance Contractor, and/or traffic signal equipment vendor/supplier coordination.
We will notify the appropriate City contact of corrective measures and follow-up with the
affected party if desired.
4. Traffic Signal Energizing, Inspections, and Maintenance Transfers: HLR will perform the
following services:
a. Field inspection(s) of traffic signal and roadway lighting construction by the
electrical contractors working outside of the City's Electrical Maintenance
Contract and assist in energizing new, modified, and/or temporary traffic signals.
b. Maintenance transfer inspections between project/development contractor and the
City's Electrical Maintenance Contractor.
c. Provide the City and involved agencies with inspection and/or maintenance
transfer documentation.
d. Attend scheduled ICC railroad/traffic signal interconnect inspections per City
request.
5. Traffic Signal and Roadway Lighting Equipment Inventory: Our team will inventory
traffic signal and lighting equipment, including reserve equipment in the shop and
functional equipment on the street. We will maintain an inventory database for the City in
an Excel format, and provide annual recommendations for replacement/upgrade of
equipment. HLR will also provide information and recommendation on manufacturer/
vendor/supplier representatives to update traffic signal equipment software/firmware to
the latest version for video detection cameras, pan-tilt-zoom (PTZ) cameras, malfunction
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management units (MMU), conflict monitors units (CMU) and uninterruptable power
supplies (UPS), etc.
On-Call Engineering Services
HLR will work as an extension of Elgin's staff throughout the duration of each project. This will
entail a thorough understanding of the City's goals, taking budget and schedule into
consideration, and making an in-depth analysis of the community's needs and environmental
constraints affecting design and construction. To deliver projects safely and to the highest quality
to your residents, HLR's engineers implement the following quality assurance focused approach:
1. Communication: Effective communication and coordination with all stakeholders on a
project is where HLR shines. Whether it's a kick-off meeting with the City or personal
meetings with affected residents, our staff will make distribution of information a priority
at all times. We will supply Elgin staff with regular design status and milestone updates
via e-mail,phone, or project reports (as desired). During construction, our Resident
Engineer will work with our marketing department and the City to produce flyers, e-
blasts,website updates, and/or social media posts to relay project information in a clear,
concise manner without"engineering"terminology, which can be confusing to the
general public. Our Resident Engineer will be available 24/7 to answer questions
regarding the project. He will make individual contact with project stakeholders
including,but not limited to, Elgin Public Works, fire and police departments, School
District U-46, and local residents.
2. Constructability: Our Quality Control and Quality Assurance Program will be a key
component in the successful delivery of the design and construction of these
improvements. This process eliminates errors and omissions, emphasizes collaboration,
limits repeated work, and reduces comments/plan changes. The Project Manager and
Quality Assurance Engineer will review project calculations, drawings, and specifications
at scheduled intervals throughout the design process to ensure that the project does not
contain busts in quantities, errors in calculations, and adheres to applicable standards.
This will include a detailed constructability review by our Quality Assurance Engineer.
Quality assurance checks will also occur during construction through regular
documentation and constructability plan reviews after unknown utility conflict redesigns.
Our Resident Engineer will implement a collaborative approach to construction
scheduling, operations, and standard implementation. He will maintain a positive
relationship with the contractor, allowing for a"headache-free" construction process.
We routinely perform the following tasks to help ensure that the improvements are able
to be designed and constructed in a timely manner and to the highest quality:
a. Pre-design and construction site visits
b. Weekly project budget tracking
c. Milestone submittal QA checks
d. Detailed review of the plans
e. Quantity takeoffs
3. Closing: "Constant Closing"through all stages of a project is critical. During design, this
involves the detailed organization and tracking of plan and permit submittals,
correspondence logs, design calculations, project files, and survey records. It is important
to have a system in place from the start so that the project team can easily collaborate
during design and make quick plan revisions once comments are received.
Our Resident Engineer will organize all applicable documents and set up job boxes
during pre-construction to allow for proper filing throughout the duration of construction.
This will limit the amount of time required at the end of the project to track down
necessary forms/tickets/calculations, saving you on engineering fees.
a. Thorough implementation of City comments
b. Construction layout checks
c. ADA compliance reviews
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d. Material/equipment staging location planning
e. Documentation and calculation check
4. Kick-Off Meeting: HLR will schedule a kick-off meeting with City staff to discuss
project goals,potential issues, schedule,project specifics, and establish communication
procedures. This will include an initial site visit with HLR and City staff to become
familiar with the site and identify potential challenges
5. Data Collection: HLR will review all available materials including City provided GIS
data, atlases, property ownership/subdivision documents, etc. These will be the basis for
the concept design.
6. Survey: HLR will provide a topographic survey of the street including boundary
determination, above and known below-ground utilities, centerline, edge of pavement,
curb and gutter, shoulder, sidewalk, driveways, landscape items, trees, etc., both within
the right-of-way and 10 feet beyond the right-of-way. All manholes, catch basins, inlets,
culverts,will include rim elevations, invert elevations and direction, and pipe sizes.
7. Concept Plan Review: HLR will develop concept plans and alignments that we feel can
be successfully implemented and create an Engineer's Opinion of Probably Construction
Cost to verify the improvements will come in under the City's budget. These concept
plans will be shown, discussed, and vetted at a meeting with the City. If requested, HLR
can hold an open house for the affected residents to discuss the proposed project and
what they can expect during construction.
8. Design Engineering:
a. Finalize Plan and Bid Documents—HLR will utilize the preferred concept plan to
finalize the plans and specifications to produce a full bid document. Plans will
include Cover Sheet, General Notes, Alignment Ties and Benchmarks, Summary
of Quantities, Typical Sections, Roadway and Utility Plan and Profile, Soil
Erosion and Sediment Control/Landscaping Plan, and Standard/Special Details. A
constructability review will be performed to identify any possible challenges and
quantity issues that might result in change orders during the construction process.
Special Provisions (Bid Documents)will be created in accordance with City
standards and will include all required forms.
b. Permits—HLR will obtain the required permits, including US Army Corps of
Engineers, IL Department of Natural Resources, Stormwater or other as needed.
We will include all permits/approvals in the bid documents.
9. Bid Assistance: HLR will assist the City in soliciting construction companies to bid on
the proposed project. All questions that are asked by the potential bidders will be
addressed via addendum. HLR will also attend the bid opening, review and tabulate the
bids, and make a recommendation to the Board for award of the contract.
10. Pre-Construction Services:
a. Public Relations and Coordination: As previously mentioned, 24-hour contact
information for the Resident Engineer will be provided for residents,motorists,
and pedestrians to voice their concerns during construction. All project
communication will be logged and regularly forwarded to the City. HLR will
utilize pre-task meetings, follow-up correspondence,phone calls, and e-blasts as
necessary to keep all parties informed and prevent construction-related issues. We
can also update a designated project website or the Public Works webpage on
www.cityofelgin.org if requested by the City.
b. Pre-Construction Meeting: HLR will conduct a pre-construction meeting prior to
the start of the improvements. Discussion topics will include safety and
maintenance of traffic plans, erosion control procedures,project goals,potential
conflicts/issues, pay estimate/change order procedures, and schedule. Public
Works, emergency services, School District U-46, affected utility companies, and
the selected contractor will be invited to this meeting.
11. Construction Services:
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a. Survey/Layout Verification—HLR's Resident Engineer and surveyors will
provide line/grade assistance and construction layout verification. This will also
include verification of initial geometric controls.
b. Resident Engineering—HLR will provide full-time, on-site resident engineering
and inspection services to verify that the improvements are constructed, recorded,
and quantified in accordance with the IDOT Project Procedures Guide, IDOT
Construction Manual, project standards, Elgin requirements, engineering plans,
and construction documents. This will include the rejection and non-payment of
any work that is deficient or unsatisfactory, erosion and sediment control
inspection, dewatering oversight (as needed), and liaison functions and
coordination with all stakeholders.
c. Documentation—Daily records of contractor activities in the desired City format,
Inspector Daily Reports, Weekly Reports, and Pay Estimates will be maintained
throughout the duration of construction. Prior authorization will be requested
from the City for any/all work encountered that requires budget changes. In
addition, BC-635 Extra Work Daily Report forms will be utilized to track any
work that does not have an Agreed Unit Price. Our Resident Engineer is trained in
IDOT's Documentation of Contract Quantities (Class S-14).
d. Progress Meetings/Schedule Coordination—Our team will conduct progress
meetings to discuss project status and look-ahead schedules. If it is determined
that the contractor has deviated from the approved project schedule, they will be
directed to resubmit a"catch-up" schedule to ensure that the project completion
date is not compromised. This will help eliminate City and resident frustration
caused by an absentee contractor on good-weather working days.
e. Material Testing and Coordination: We will schedule and coordinate with Rubino
Engineering to perform all QA testing of materials. We will not recommend
payment for material that has not been properly inspected
12. Post-Construction Services:
a. Final Inspection—HLR will present a punch list to the contractor with items that
require correction. We will constantly follow-up until all issues have been
remedied. After correction, we will perform the final inspection with the
contractor and City to ensure all stakeholders are satisfied with the completed
work. Recommendation of final acceptance will occur only after all deficient
items have been fixed.
b. Record Drawings—We will prepare final record drawings that have all changes
and additions tagged by clouds and/or similar easy-to-see markings in red ink.
c. Documentation Submittal—Our team will submit final pay estimates and change
orders. In addition, we will assemble, organize, and turn in all project files,
records, material testing, quantities, etc. per IDOT standards and City
requirements.
13. Utility Coordination: HLR will work with the City regarding improvement or impacts to
their maintained infrastructure. HLR will also coordinate with private utilities within the
existing right-of-way including ComEd, Comcast, and AT&T. HLR will request design
locates from all private utilities within the area and include them in the base drawings.
We will work with the utility companies to determine if relocation of their services is
necessary. Our team has worked with these utilities on several past projects and has
excellent working relationships which will make for a stress-free coordination process.
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ATTACHMENT B
PROJECT SCHEDULE
There are three separate portions of the contract. The Traffic Signal Maintenance Administration
and Inspection portion require monthly reports to the DIRECTOR. The project schedule is as
follows:
March 15, 2017 Kick-off Meeting
Last Day of Every Month Report to DIRECTOR to report on the scope of services
For the On-Call Engineering Services, and Traffic Engineering portion of the contract,the
schedule will be handled through the task order. A sample of the task order is the following:
Task Order No. 17-01
City of Elgin, Illinois (CITY)
and Hampton, Lenzini and Renwick, Inc. (ENGINEER)
Pursuant to Agreement dated 20
Task Information
Task Name: {Project Name}
Task Description: {Project Description} .
Services Description: {Services Description}
Scope of Services
ENGINEER will provide the following services to the CITY:
1 . {Detailed listing of task Scope of Services}
Compensation
The CITY shall compensate ENGINEER for Services under this Task Order
on an hourly rate basis plus expenses an estimated fee of ${ } ,
Schedule
Services will begin upon execution of this Task Order, which is
anticipated on Date { } . Services are scheduled for
completion on Date { }
TASK ORDER AUTHORIZATION AND ACCEPTANCE:
ENGINEER: CITY: -_
w
Hampton, Lenzini and Renwick, CITY OF ,ELIGIN -;;
Inc. SAMPLE
SAMPE
Amy McSwane Grp J� Rokos Date
Engineering Manager P�ab9 Services Director