19-31 Resolution No. 19-31
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH BAXTER& WOODMAN, INC.
FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE SUMMIT STREET AND
DUNDEE AVENUE INTERSECTION IMPROVEMENT 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 Richard G. Kozal, 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
Baxter & Woodman, Inc. for professional services in connection with the Summit Street and
Dundee Avenue Intersection Improvement Project, a copy of which is attached hereto and made
a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: March 6, 2019
Adopted: March 6, 2019
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 6th day of March , 2019, by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")
and Baxter&Woodman, Inc., an Illinois corporation (hereinafter referred to as "ENGINEER").
WHEREAS,the CITY first engaged the ENGINEER in 1999 to furnish professional design
engineering services for the preliminary design of the Dundee Avenue and Summit Street
Intersection improvements (hereinafter referred to as the PROJECT) as part of additional design
services agreement for the Waverly/Summit Avenue intersection project; and
WHEREAS,the CITY and the ENGINEER subsequently entered into first,second and third
amendments to such Agreement in 2001, 2003 and 2005; and
WHEREAS,the CITY in 2008 reconsidered the use of a signalized intersection and approved
the fourth agreement amendment with the ENGINEER to develop the design of a roundabout
intersection at the PROJECT site; and
WHEREAS, the CITY in 2011 halted further design and construction of the roundabout
design and indefinitely postponed further consideration of the PROJECT; and
WHEREAS, the CITY now desires to pursue the design completion and construction of a
signalized intersection and has approved funding for such activities in the current fiscal year budget;
and
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain additional
professional services in connection with the PROJECT; and
WHEREAS,the ENGINEER represents that it is in compliance with Illinois Statutes relating
to professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below; and
WHEREAS,this agreement and the provisions herein are germane to the original agreement
as signed, and this agreement is in the best interests of the City of Elgin and authorized by law.
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 City Engineer of the
CITY, herein after referred to as the "CITY ENGINEER".
B. The work included in the project consists of updating previously completed Phase II
design plans, specifications, and bidding documents to reflect current design and
industry standards, and completing necessary environmental coordination and
permitting for the intersection improvements. The work also includes preparing
Right-of-Way plats and appraisals for 9 property owners, for property acquisition to
be completed by the City.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the Status
Report described in C below.
C. The ENGINEER will submit to the CITY ENGINEER monthly a status report keyed
to the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
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 CITY
ENGINEER;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 hourly billing rate of
personnel employed on this PROJECT, with the total fee not to exceed $125,875
regardless of the actual costs incurred by the ENGINEER unless substantial
modifications to the scope of the work are authorized in writing by the CITY
ENGINEER,and approved by way of written amendment to this Agreement executed
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by the parties. If the City chooses to not reconstruct the pavement at the intersection,
scope item 11 (Optional Scope) will not be completed and the total fee will not
exceed $113,435.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER,plus 5%. The cost of any such
outside services is included within the applicable total not-to-exceed amount
provided for in Section 4A above.
C. The cost of any such reimbursable expenses is $5,730 and included within the
applicable total not-to-exceed amount provided for in Section 4A above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the CITY ENGINEER.
Below is the estimated invoicing milestones for the PROJECT.
DATE ESTIMATED% ESTIMATED ESTIMATED
COMPLETE VALUE OF WORK INVOICE VALUE
COMPLETE
4/31/2019 10% $ 12,587.50 $ 12,587.50
5/31/2019 20% $ 25,175.00 $ 12,587.50
6/30/2019 30% $ 37,762.50 $ 12,587.50
7/31/2019 45% $56,643.75 $ 18,881.25
8/31/2019 60% $75,525.00 $ 18,881.25
9/31/2019 75% $94,406.25 $ 18,881.25
10/31/2019 90% $113,287.50 $ 18,881.25
11/31/2019 92% $ 115,805.00 $ 2,517.50
12/31/2019 94% $ 118,132.50 $ 2,517.50
01/31/2020 96% $120,840.00 $ 2,517.50
02/31/2020 98% $123,357.50 $2,517.50
Total 100% $ 125,875.00 $ 125,875.00
See Attachment C for a detailed Cost Breakdown.
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 section 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 section 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 CITY ENGINEER
relative to a claim submitted by the ENGINEER, all work required under this Agreement as
determined by the CITY ENGINEER 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 section 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 may otherwise be entitled pursuant to law, including, but not limited to, the Local
Government Prompt Payment Act(50 ILCS 501/1,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
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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 section 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 section 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 CITY ENGINEER 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 CITY ENGINEER.
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 CITY ENGINEER as evidence of insurance
protection. The policy shall not be modified or terminated without thirty(30) days
prior written notice to the CITY ENGINEER.
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
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.
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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 section, sub-section, 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 sections 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
The ENGINEER may not issue any news releases without prior approval from the CITY
ENGINEER, nor will the ENGINEER make public proposals developed under this Agreement
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without prior written approval from the CITY ENGINEER 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 policy shall be
provided to the CITY ENGINEER prior to the entry into and execution of this agreement.
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27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the CITY ENGINEER and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The CITY ENGINEER 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: B. As to ENGINEER:
Ron Rudd Jason Fluhr, PE
City Engineer Baxter&Woodman, Inc.
City of Elgin 8678 Ridgefield Road
150 Dexter Court Crystal Lake, IL 60014
Elgin, Illinois 60120-5555
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 legally authorized to work in 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.
30. EXECUTION
This agreement may be executed in counterparts,each of which shall be an original and all of which
shall constitute one and the same agreement. For the purposes of executing this agreement, any
signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners
and respects as an original document. The signature of any party on a copy of this agreement
transmitted by fax machine or e-mail shall be considered for these purposes as an original signature
and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this
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agreement shall be considered to have the same binding legal effect as an original document. At the
request of either party any fax or e-mail copy of this agreement shall be re-executed by the parties in
an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense
to this agreement and shall forever waive such defense.
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 A/L By -
City Manager
Name/Print: John V. Ambrose, P.E.
Title: President/CEO
Attest:
ity Clerk
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Consultant:Baxter&Woodman ATTACH MENTA
Route:Summit Street&Dundee Avenue
Local Public Agency:City of Elgin
SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
PHASE II ENGINEERING SERVICES
CITY OF ELGIN
ATTACHMENT A
SCOPE OF SERVICES
LOCATION:
This project is located at the intersection of Summit Street and Dundee Avenue within the City of Elgin.
The improvements extend approximately 500' in each direction of the intersection.
PROJECT UNDERSTANDING:
The intersection has poor geometry and inadequate capacity to handle the current traffic. The project
involves realigning the west leg of Summit Street, removing the Gifford Street access to the intersection,
adding auxiliary lanes to all legs of the intersection, and installing new traffic signals. A pavement analysis
will be completed to determine if the pavement will be reconstructed or widened and resurfaced. If the
project is reconstructed,the optional scope items listed in the scope of services will be required.
The work included in the project consists of updating previously completed Phase II design plans,
specifications, and bidding documents to reflect current design and industry standards, and completing
necessary environmental coordination and permitting for the intersection improvements. The work also
includes preparing Right-of-Way plats and appraisals for 9 property owners,for property acquisition to be
completed by the City.
The project will utilize local funding. No IDOT coordination is anticipated for the project.
SCOPE OF SERVICES:
1. PROJECT INITIATION AND DATA COLLECTION
• Data Collection: Obtain, review and evaluate the following information for use in design:
o Update Design CADD files to current software
o Utility Atlases
o GIS Shape files surrounding the project limits
o Aerial Photography
o Maintenance and flooding records
o Geotechnical Data
o Crash Data (5 years)
o ROW, GIS and property data
• Traffic Counts and Capacity Analysis: Utilize Miovision traffic counting technology to obtain 24-
hour intersection traffic counts at the intersection. Turning movements, volumes, vehicle
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SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
CITY OF ELGIN
classification, and bike and pedestrian counts will be provided at one hour intervals. Based on
traffic data collected, develop projected 2040 traffic volumes. Coordinate with the City for
concurrence on 2040 traffic projections.
Complete an intersection capacity analysis (AM & PM) using Highway Capacity Software (HCS).
• Supplemental Topo Survey: Provide additional topographic survey for areas outside the roadway
that have changed since the original topographic survey was collected. Collect and record all
necessary field data for structural, roadway, drainage, utility, and pavement analysis. Observe
and photograph the project area and immediate surroundings.
2. ENVIRONMENTAL COORDINATION AND PERMITTING
• EcoCAT: Submit an EcoCAT information request through the IDNR website to identify potentially
impacted natural resources. Should potential impacts be identified, consultation may be
required. Providing additional project information and fees as may be required for consultation,
are not included in the scope of this project and would be a separate expense to the City if
required. Unique design measures to mitigate impacts from the EcoCAT will also be considered
additional services.
• Historic Preservation Coordination: Submit necessary documentation to the Illinois Historical
Preservation Agency to obtain a "no significant historical resources" statement for the area of the
Project.
• Special Waste Screening: Conduct Special Waste Screening as outlined in Section 20-12.03(b) of
the IDOT Bureau of Local Roads and Streets Manual. Screening will include Environmental
Regulatory Records Review and a site visit. Based on Environmental Screening results and site
visit determine if further action is required and prepare a summary of the findings.
• Erosion Control Plan Signoff: Approval of the Soil Erosion and Sediment Control (SESC) Plan from
the Kane DuPage Soil and Water Conservation District (SWCD) is anticipated to be required.
Make submittal to SWCD to secure signoff.
• County Storm water Ordinance: Coordinate and obtain a stormwater permit from the City or its
compliance enforcement officer, as a certified community, for compliance with the County
stormwater regulations.
• NPDES, SWPPP, IEPA: Complete SWPPP and NOl and obtain NPDES permit from IEPA.
• Fees: Agency review fees, and processing through the stormwater variance procedures are not
included in this agreement and shall be paid for separately by the City_
3. MEETINGS AND PUBLIC INVOLVEMENT
• Meetings:The following meetings are anticipated for this project:
o City Staff(3 total) (Kickoff, Preliminary, Pre-final)
o Public Meeting(1)
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SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
CITY OF ELGIN
• Public Meetings: Prepare advertisement, exhibits, handouts, traffic simulation using SYNCHRO
software, and attend one Public Meeting. Prepare meeting minutes to document public
comments. Prepare mailings to property owners identified with land acquisition.
4. PRELIMINARY SITE INVESTIGATION (PSI)
• Collect up to four samples of subsurface soil from site, preserve samples, and transport to
environmental laboratory for analytical testing. Laboratory analyses will include:
i. BTEX
ii. PNAs
iii. RCRA Metals
iv. TCCL Metals
v. SPLP Metals
vi. Soils pH
• Identify any areas from which excavated material may be classified as Clean Construction or
Demolition Debris(CCDD)and prepare an IEPA LPC-663 form.
5. PAVEMENT INVESTIGATION AND DESIGN
• Pavement Investigation: Evaluate the existing pavement using the pavement cores and soil
borings previously collected to determine if the existing pavement can be salvaged or if it should
be reconstructed. Complete planning level cost estimates and construction schedules of both
rehabilitation strategies.
6. UPDATE PLANS AND CONTRACT DOCUMENTS
• Estimate of Cost and Time: Update summary of quantities, estimate of time, schedules of
materials and an engineer's estimate of cost.
• Specifications: Update special provisions in accordance with City guidelines to specify items not
covered by the Standard Specifications for Road and Bridge Construction.
• Utility Coordination: Contact J.U.L.I.E. to identify utilities that have facilities along the project
limits. Request utility atlas maps and plot locations and sizes of existing utilities in electronic
drawings. Submit preliminary and final plans to utility companies so conflicts and relocation
efforts can be identified. Provide ongoing reviews of permitting and utility relocation efforts as
requested by the City. Prepare "Status of Utilities to be Adjusted" special provision in accordance
with IDOT District 1 requirements, which provides the contractor with the duration of utility
relocation work, status of utilities to be watched and protected within the project limits, and
pertinent information for the contractor to develop a work schedule to meet the requirements
for the project.
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SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
CITY OF ELGIN
• Contract Plans and Documents: Preliminary (60%), Pre-final (95%) and Final (100%) submittals
are anticipated for this project. Disposition of Comments will be provided for comments
received.The following plan sheets are anticipated for this project(number of sheets):
o Title Sheet (1)
o General Notes/Standards/Index of Sheets (2)
o Summary of Quantities(4)
o Schedule of Quantities(2)
o Existing Typical Sections(1)
o Proposed Typical Sections(1)
o Alignment,Ties, Benchmarks(3)
o Plat-of-Highway(6)
o Maintenance of Traffic Typical Sections(1)
o Maintenance of Traffic Staging and General Notes (1)
o Maintenance of Traffic Plan (6)
o Erosion Control Plan (4)
o Existing Conditions and Removals(4)
o Roadway Plan & Profile(5)
o Drainage and Utilities (5)
o Pavement Marking and Signing Plan (2)
o Traffic Signal Details(8)
o Temporary Traffic Signal Installation Plan(4)
o Temporary Traffic Signal Cable Plan (2)
o Traffic Signal Summary of Quantities(1)
o Temporary Traffic Signals (2)
o Traffic Signal Modernization Plan (1)
o Traffic Signal Cable Plan (1)
o Mast Arm Mounted Street Name Signs and Schedule of Traffic Signal Quantities(1)
o Construction Details(2)
o District 1 Details(10)
o Cross Sections (8)
The following contract documents are anticipated for this project:
o Bid Forms—Notice to Bidders, Schedule of Prices, Bid Bond Requirements
o Special Provisions
o Estimate of Time
o Opinion of Probable Construction Cost
7. RIGHT OF WAY AND BOUNDARY
• Plat of Highways: Perform legal surveys and develop plats, legal descriptions and title
commitments for a maximum of nine (9) adjacent parcels of land to be acquired for R.O.W.,
permanent easements or temporary construction easements. Field monumentation of the row
and easements are not included.
• Appraisals: Employ a real-estate appraiser to prepare a comparable land sales analysis and
appraisals for parcels of land to be acquired for right-of-way, permanent easements, or
temporary construction easements.
• Negotiations:Will be completed by City Legal Department.
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SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
CITY OF ELGIN
8. QA/QC
• Perform in-house peer and milestone reviews by senior staff during project initiation, conceptual
review, preliminary, pre-final, and final submittals. Provide ongoing reviews of permitting and
utility coordination efforts. Conduct milestone reviews of sub-consultants and provide feedback
throughout the progress of work.
9. ASSIST BIDDING
• Provide design assistance and clarification for bid documents. Assist the City with coordination
and scheduling during the bid process.
• Provide documents for bidding and assist the City in solicitation of bids from as many qualified
bidders as possible, attend bid opening to receive and evaluate bids, tabulate bids, and make a
recommendation to the City for an award of contract.
10. MANAGE PROJECT
• Plan, schedule, and control the activities that must be performed to complete the project
including budget, schedule, and scope. Coordinate with City and project team to ensure the goals
of the project are achieved. Prepare and submit monthly invoices, coordinate invoices from sub-
consultants, and provide regular updates to the City.
• Deliverables:The following is a list of anticipated final deliverables to the City for this project:
o Electronic DGN, Geopak, Digital Photos, and GIS files used in project development
including Plan, Profiles, Cross Sections, Survey, and Exhibits.
o Electronic Record of Design files including agency correspondence, Estimates,
Exhibits, and related electronic submittals (pdf or as appropriate). Baxter &
Woodman utilizes an electronic filing system in lieu of hard copies.
11. Optional Scope (Pavement Reconstruction)
• Pavement Design: Prepare temporary and permanent pavement design and submit to City for
review and approval.
• Maintenance of Traffic and Construction Staging: Traffic is anticipated to be maintained along
the route at all times. Develop a preferred maintenance of traffic and staging plan and submit to
the City for comment and approval. Identify the preferred strategy for maintaining traffic and
driveway access. Complete a design of the preferred staging plan including construction staging
notes, typical sections, and layout to maintain local traffic flow through the construction zone.
Confer with City staff, emergency services, and public transportation agencies to consider local
impacts and concerns.
• Estimate of Cost and Time: Update summary of quantities, estimate of time, schedules of
materials and an engineer's estimate of cost to reflect pavement reconstruction.
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SUMMIT AND DUNDEE INTERSECTION IMPROVEMENTS
CITY OF ELGIN
• Contract Plans and Documents: Revise contract plans and documents to reflect pavement
reconstruction.
The following items are not included within the scope of this project, but can be provided as additional
services to the contract:
o Permit Review fees
o ROW Negotiations
o Street Lighting
o Water Main Replacement
o Funding Assistance
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ATTACHMENT B
PROJECT SCHEDULE
TASK DATE
Receive Notice to Proceed March 7,2019
Kick-off Meeting March 11, 2019
Complete Topographic Survey and Data Collection March 21, 2019
Preliminary Design Review Meeting April 30, 2019
Submit Pre-final Plans and Estimate to City May 31, 2019
Pre-final Design Review Meeting June 7, 2019
Public Meeting June 27, 2019
Submit Final ROW Plats and Appraisals to City July 1, 2019
Submit Final Contract Documents to City July 15, 2019
Final Plans, Specifications and Estimate of Cost Meeting July 31, 2019
Final Plans, Specifications and Estimate of Cost to City August 31, 2019
Construction Bid Letting January 23, 2020
ROW Acquisition Complete February 1, 2020
Award Contract(first reading) February 5, 2020
Award Contract(second reading) February 19, 2020
ATTACHMENT C
Plan Number: 180496.40
Plan Name: City of Elgin-Summit/Dundee Intersection Imps
Planned Hrs Planned Labor Compensation Consultant Fee Reimb Total
Level Emp Bill Fee Allowance Compensation
Overall Base Project Total 605.00 $ 81,045.00 $ 81,045.00 $ 26,660.00 $ 5,730.00 $ 113,435.00
01 Project Inititation and Data Collection 69.00 $ 8,320.00 $ 8,320.00 $ - $ 380.00 $ 8,700.00
01.01 Data Collection 11.00 $ 1,440.00 $ 1,440.00 $ - $ - $ 1,440.00
Ursula Botsch 5.00 $ 600.00
Jason Fluhr 3.00 $ 480.00
Jonathan Miller 3.00 $ 360.00
01.02 Traffic Counts and Capacity Analysis 22.00 $ 2,520.00 $ 2,520.00 $ - $ 250.00 $ 2,770.00
Jason Fluhr 2.00 $ 320.00
Jonathan Miller 10.00 $ 1,200.00
Bijan Vafaei 10.00 $ 1,000.00
01.03 Supplemental Togo Survey and Field 36.00 $ 4,360.00 $ 4,360.00 $ - $ 130.00 $ 4,490.00
Evaluation
Ursula Botsch 10.00 $ 1,200.00
Jason Fluhr 6.00 g 960.00
Shawn Hastings 20.00 $ 2,200.00
02 Environmental Coordination and Permitting 18.00 $ 2,360.00 $ 2,360.00 $ - $ 250.00 $ 2,610.00
02.01 EcoCAT,Historic Preservation Society 4.00 $ 480.00 $ 480.00 $ - $ 250.00 $ 730.00
Jonathan Miller 4.00 $ 480.00
02.02 Special Waste Screening 4.00 $ 580.00 $ 580.00 $ - $ - $ 580.00
Donald Palmer 4.00 $ 580.00
02.03 Erosion Control Plan Signoff 5.00 $ 650.00 $ 650.00 $ - $ - $ 650.00
Joel Krause 5.00 $ 650.00
02.04 County Stormwater Ordinance 5.00 $ 650.00 $ 650.00 $ - $ - $ 650.00
Joel Krause 5.00 $ 650.00
03 Meetings and Public Involvement 62.00 $ 7,960.00 $ 7,960.00 $ - $ 575.00 $ 8,535.00
03.01 Public Meeting(1) 40.00 $ 4,920.00 $ 4,920.00 $ - $ 500.00 $ 5,420.00
Ursula Botsch 16.00 $ 1,920.00
Jason Fluhr 8.00 $ 1,280.00
Sarah Magnuson 8.00 $ 760.00
Jonathan Miller 8.00 $ 960.00
03.02 Staff Meetings(3) 22.00 $ 3,040.00 $ 3,040.00 $ - $ 75.00 $ 3,115.00
Jason Fluhr 10.00 $ 1,600.00
Jonathan Miller 12.00 $ 1,440.00
04 Preliminary Site Investigation 30.00 $ 3,530.00 $ 3,530.00 $ 2,860.00 $ - $ 6,390.00
Lucas Foresman 20.00 $ 2,200.00
Donald Palmer 8.00 $ 1,160.00
Barbara Tobin 2.00 $ 170.00
05 Pavement Investigation and Design 8.00 $ 1,120.00 $ 1,120.00 $ - $ - $ 1,120.00
Jason Fluhr 4.00 $ 640.00
Jonathan Miller 4.00 $ 480.00
06 Update Plans and Contract Documents 285.00 $ 37,350.00 $ 37,350.00 $ - $ - $ 37,350.00
06.01 Estimate of Cost 20.00 $ 2,600.00 $ 2,600.00 $ - $ - $ 2,600.00
Jason Fluhr 5.00 $ 800.00
Jonathan Miller 15.00 $ 1,800.00
06.02 Specifications 30.00 $ 3,600.00 $ 3,600.00 $ - $ - $ 3,600.00
Jonathan Miller 30.00 $ 3,600.00
06.03 Utility Coordination 10.00 $ 1,200.00 $ 1,200.00 $ - $ - $ 1,200.00
Jonathan Miller 10.00 $ 1,200.00
PLNO7 Hrs Budget Comp run by CRYSTALNT\\323jjf Order by:Last Name Page 1 of 2
ATTACHMENT C
Plan Number: 180496.40
Plan Name: City of Elgin-Summit/Dundee Intersection Imps
Planned Mrs Planned Labor Compensation Consultant Fee Reimb Total
Level Emp Bill Fee Allowance Compensation
Overall Base Project Total 605.00 $ 81,045.00 $ 81,045.00 $ 26,660.00 $ 5,730.00 $ 113,435.00
06.04 Contract Plans and Documents 225.00 $ 29,950.00 $ 29,950.00 $ - $ - $ 29,950.00
Jason Fluhr 10.00 $ 1,600.00
Robert Lenzini 30.00 $ 5,100.00
Jonathan Miller 75.00 $ 9,000.00
Anita Mitchell 30.00 $ 4,650.00
Kathleen Roberson 80.00 $ 9,600.00
07 Right of Way Acquisition 78.00 $ 12,130.00 $ 12,130.00 $ 23,800.00 $ 4,500.00 $ 40,430.00
07.01 Plat of Highways(9) 73.00 $ 11,330.00 $ 11,330.00 $ - $ 4,500.00 $ 15,830.00
Anthony Bianchin 70.00 $ 10,850.00
Jason Fluhr 3.00 $ 480.00
07.02 Right of Way Appraisals 5.00 $ 800.00 $ 800.00 $ 23,800.00 $ - $ 24,600.00
Jason Fluhr 5.00 $ 800.00
08 QAQC 10.00 $ 1,700.00 $ 1,700.00 $ - $ - $ 1,700.00
Craig Mitchell 5.00 $ 900.00
Thomas Slattery 5.00 $ 800.00
09 Assist Bidding 20.00 $ 2,575.00 $ 2,575.00 $ - $ 25.00 $ 2,600.00
Jason Fluhr 7.00 $ 1,120.00
Jonathan Miller 10.00 $ 1,200.00
Barbara Tobin 3.00 $ 255.00
10 Manage Project 25.00 $ 4,000.00 $ 4,000.00 $ - $ - $ 4,000.00
Jason Fluhr 25.00 $ 4,000.00
Planned Hrs Planned Labor Compensation Consultant Fee Reimb Total
Level Emo Bill Fee) Allowance Compensation
11 Optional Scope(Pavement Reconstruction) 103.00 $ 12,440.00 $ 12,440.00 $ - $ - $ 12,440.00
11.01 Pavement Design 8.00 $ 1,040.00 S 1,040.00 $ - $ - $ 1,040.00
Jason Fluhr 2.00 $ 320.00
Jonathan Miller 6.00 $ 720.00
11.02 Maintenance of Traffic and Construction 60.00 $ 7,200.00 $ 7,200.00 $ - $ - $ 7,200.00
Jonathan Miller 30.00 $ 3,600.00
Kathleen Roberson 30.00 $ 3,600.00
11.03 Estimate of Cost and Time 10.00 $ 1,200.00 $ 1,200.00 $ - $ - $ 1,200.00
Jonathan Miller 10.00 $ 1,200.00
11.04 Contract Plans and Documents 25.00 $ 3,000.00 $ 3,000.00 $ - $ - $ 3,000.00
Jonathan Miller 15.00 $ 1,800.00
Kathleen Roberson 10.00 $ 1,200.00
Planned Hrs Planned Labor Compensation !Consultant Fee Reimb Total
Bill Feel Allowance Compensati
TOTAL BASE PLUS OPTIONAL SCOPE 708.00 $ 93,485.00 $ 93,485.00 $26,660.00 $ 5,730.00 $ 125,875.00
PLNO7 Hrs Budget Comp run by CRYSTALNT\\323jjf Order by:Last Name Page 2 of 2