HomeMy WebLinkAbout24-R-23_Section19-0028-00-PV_ProjectQLBY(269)_jobc-91-123-2Illinois Department of Transportation
2300 South Dirksen Parkway / Springfield, Illinois / 62764
August 23, 2023
Ms. Stephanie Mendoza
City Clerk
2100 Ridge Avenue
Evanston, Illinois 60201
Subject: City:
Evanston
Section:
19-60283-00-PV
Project:
QLBY(269)
Job:
C-91-123-22
Joint Agreement
Dear Ms. Mendoza:
The federal funds were authorized on 3/20/2023 and a joint funding
agreement was executed by the department on 8/21/2023 .
A copy is enclosed.
Sincerely,
Ao� J g4
Gregory S. Lupton, P.E.
Local Project Implementation Engineer
Enclosure
cc: Daniel Biss, Mayor
Jose Rios - Region 1 Attri: Chad Riddle - District 1
Attn: Programming
Attn: Project Control (Sara. Reynolds@illinois.gov)
Attn: Stefanie. Kent@illinois.gov
n
116nois Department
of Transportation
Joint Funding Agreement for
State -Let Construction Work
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Local Public Aoencv Countv Section Number
(City of Evanston lCook II19-00283-00-PV
Fund Type ITEP. SRTS, HSIP Numbers) MPO Name MPO TIP Number
(ITEP 11143106 IICMAP II02-22-0001
Construction
State Job Number Project Number
IC-91-123-22 IIQLBY(269)
® Construction on Stale Letting ® Construction Engineering ❑ Utilities ❑ Railroad Work
This Agreement is made and entered into between the above local public agency, hereinafter referred to as the "LPA" and the State of
Illinois, acting by and through its Department of Transportation, hereinafter referred to as "STATE". The STATE and LPA jointly propose to
improve the designated location as described below. The improvement shall be consulted in accordance with plans prepared by, or on
behalf of the LPA and approved by the STATE using the STATE's policies and procedures approved and/or required by the Federal
Highway Administration, hereinafter referred to as "FHWA".
Stationing
Local Street/Road Name Kev Route Lenoth From To
(Main Street I FAU 1329 110.40 mile 1103.76 1104.16
Location Termini
IMaple Avenue to Hinman Avenue
Current Jurisdiction Existino Structure Number(s) (Add t ogatiori
ILPA I IN/A I�;, 'Remove
.-_....... ., raw-......,.w.... _«.....»u....e:ua'..t.....� .« ..ucm5...
Main Street Improvements, Maple Avenue to Hinman Avenue, pavement construction/resurfacing, sidewalk
streetscape improvements, traffic signals, lighting, and permeable pavers.
LOCAL'RUBLICIAGENCY.APPROP.RIATION = REQUIRED FORiSTATE.L'ET.CONTRACTS;
By execution of this Agreement the LPA attests that sufficient moneys have been appropriated or reserved by resolution or ordinance to
fund the LPA share of project costs. A copy of the authorizing resolution or ordinance is attached as an addendum.
_u _;,y�;;*:� METHOD OF`.FINANCING'= (Stafe=Cet.Co'ntract
Check One
❑ METHOD A - Lump Sum (80% of LPA Obligation )
Lump Sum Payment - Upon award of the contract for this improvement, the LPA will pay the STATE within thirty (30) calendar days of
billing, in lump sum, an amount equal to 80% of the LPA's estimated obligation incurred under this agreement. The LPA will pay to the
STATE the remainder of the LPXs obligation (including any nonparticipating costs) in a lump sum within thirty (30) calendar days of billing
in a lump sum, upon completion of the project based on final costs.
❑ METHOD B - Monthly Payments of due by the of each successive month.
Monthly Payments - Upon award of the contract for this improvement, the LPA will pay to the STATE a specified amount each month for
an estimated period of months, or until 80% of the LPA's estimated obligation under the provisions of the agreement has been paid. The
LPA will pay to the STATE the remainder of the LPA's obligation (including any nonparticipating costs) in a lump sum, upon completion of
the project based upon final costs.
® METHOD C - LPA's Share BALANCE divided by estimated total cost multiplied by actual progress payment.
Progress Payments - Upon receipt of the contractor's first and subsequent progressive bills for this improvement, the LPA will pay to the
STATE within thirty (30) calendar days of receipt, an amount equal to the LPXs share of the construction cost divided by the estimated
total cost multiplied by the actual payment (appropriately adjust for nonparticipating costs) made to the contractor until the entire obligation
incurred under this agreement has been paid.
Printed 01/23/23 Page 1 of 7 BLR 05310C (Rev. 03/31/22)
Failure to remit the payment(s) in a timely manner as required under Methods A, B, or C shall allow the STATE to internally offset, reduce,
or deduct the arrearage from any payment or reimbursement due or about to become due and payable from the STATE to the LPA on this
or any other contract. The STATE at its sole option, upon notice to the LPA, may place the debit into the Illinois Comptroller's Offset
System (15 ILCS 405110.05) or take such other and further action as may be required to recover the debt.
+THE.LPA AGREES:
:r
Es
1. To acquire in its name, or in the name of the STATE if on the STATE +highway system, all right-of-way necessary for this project in
accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970, and established State policies and procedures. Prior to advertising for bids, the LPA shall certify to the STATE that
all requirements of Titles II and III of said Uniform Act have been satisfied. The disposition of encroachments, if any, will be
cooperatively determined by representatives of the LPA, the STATE, and the FHWA if required.
2. To provide for all utility adjustments and to regulate the use of the right-of-way of this improvement by utilities, public and private,
in accordance with the current Utility Accommodation Policy for Local Public Agency Highway and Street Systems.
3. To provide for surveys and the preparation of plans for the proposed improvement and engineering supervision during
construction of the proposed improvement.
4. To retain jurisdiction of the completed improvement unless specified otherwise by addendum (addendum should be accompanied
by a location map). If the improvement location is currently under road district jurisdiction, a jurisdictional addendum is required.
5. To maintain or cause to be maintained the completed improvement (or that portion within its jurisdiction as established by
addendum referred to in item 4 above) in a manner satisfactory to the STATE and the FHWA.
6. To comply with all applicable Executive Orders and Federal Highway Acts pursuant to the Equal Employment Opportunity and
Nondiscrimination Regulations required by the U.S. Department of Transportation.
7. To maintain for a minimum of 3 years after final project close out by the STATE, 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. The LPA agrees to cooperate fully with any audit conducted by the Auditor General, 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 presumption in favor of the STATE for 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.
S. To provide if required, for the improvement of any railroad -highway grade crossing and rail crossing protection within the limits of
the proposed improvement.
9. To comply with Federal requirements or possibly lose (partial or total) Federal participation as determined by the FHWA.
10. To provide or cause to be provided all of the initial funding, equipment, labor, material, and services necessary to complete locally
administered portions of the project.
11. (Railroad Related Work) The LPA is responsible for the payment of the railroad related expenses in accordance with the LPA/
railroad agreement prior to requesting reimbursement from the STATE. Requests for reimbursement should be sent to the
appropriate [DOT District Bureau of Local Roads and Streets Office. Engineer's Payment Estimates shall be in accordance with
the Division of Cost.
12. Certifies to the best of its knowledge and belief that its officials:
a. are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered
transactions by any Federal department or agency;
b. have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a
public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State anti-trust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements receiving stolen property;
c. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, Local)
with commission of any of the offenses enumerated in item (b) of this certification; and
d. have not within a three-year period preceding the agreement had one or more public transactions (Federal, State, Local)
terminated for cause or default.
13. To include the certifications, listed in item 12 above, and all other certifications required by State statutes, in every contract,
including procurement of materials and leases of equipment.
14. That execution of this agreement constitutes the LPA's concurrence in the award of the construction contract to the responsible
low bidder as determined by the STATE.
15. That for agreements exceeding $100,000 in federal funds, execution of this agreement constitutes the LPXs certification that:
a. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or
employee of congress, or any employee of a member of congress in connection with the awarding of any federal
contract, the making of any cooperative agreement, and the extension, continuation, renewal, amendment or
Printed O1/23/23 Page 2 of 7 BUR 05310C (Rev. 03131/22)
modification of any Federal contract, grant, loan or cooperative agreement.
b. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to Influence an officer or employee of any agency, a member of congress, an officer or employee of congress
or an employee of a member of congress in connection with this federal contract, grant, loan, or cooperative agreement,
the undersigned shall complete and submit standard form - LLL, "Disclosure Form to Report Lobbying", in accordance
with its instructions.
c. The LPA shall require that the language of this certification be included in the award documents for all subawards
(including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements), and that all
subrecipients shall certify and disclose accordingly
16. To regulate parking and traffic in accordance with the approved project report.
17. To regulate encroachments on public rights -of -way in accordance with current Illinois Compiled Statutes.
18. To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in
accordance with the current Illinois Compiled Statutes.
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THE STATE.AGREES:,,.,, ,:..:::.:::.::.. ;..,,. :t,t„
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1. To provide such guidance, assistance, and supervision to monitor and perform audits to the extent necessary to assure validity of
the LPA`s certification of compliance with Title II and III Requirements.
2. To receive bids for construction of the proposed improvement when the plans have been approved by the STATE (and FHWA, if
required) and to award a contract for construction of the proposed improvement after receipt of a satisfactory bid.
3. To provide all initial funding and payments to the contractor for construction work let by the STATE. The LPA will be invoiced for
their share of contract costs per the method of payment selected under Method of Financing based on the Division of Costs
shown on Addendum 2.
4. For agreements with federal and/or state funds in construction engineering, utility work and/or railroad work:
a. To reimburse the LPA for federal and/or state share on the basis of periodic billings, provided said billings contain
sufficient cost information and show evidence of payments by the LPA;
b. To provide independent assurance sampling and famish off -site material inspection and testing at sources normally
visited by STATE inspectors for steel, cement, aggregate, structural steel, and other materials customarily tested by the
STATE.
dTIS'MUTUALLYAGREED:,
1. Construction of the project will utilize domestic steel as required by Section
106.01 of the current edition of the Standard
Specifications for Road and Bridge Construction and federal Buy America provisions
2. That this Agreement and the covenants contained herein shall become null and void in the event that the FHWA does not
approve the proposed improvement for Federal -aid participation within one (1) year of the date of execution of this agreement.
3. This agreement shall be binding upon the parties, their successors, and assigns,
4. For contracts awarded by the LPA, the LPA shall not discriminate on the basis of race, color, national origin or sex in the award
and performance of any USDOT - assisted contract or in the administration of its DBE program or the requirements of 49 CFR
part 26. The LPA shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award
and administration of USDOT - assisted contracts. The LPA's DBE program, as required by 49 CFR part 26 and as approved by
USDOT, is incorporated by reference in this agreement. Upon notification to the recipient of its failure to carry out its approved
program, the STATE 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.0 3801 at seq.). In the
absence of a USDOT - approved LPA DBE Program or on state awarded contracts, this agreement shall be administered under
the provisions of the STATES USDOT approved Disadvantaged Business Enterprise Program.
5. In cases where the STATE is reimbursing the LPA, obligation of the STATE shall cease immediately without penalty or further
payment being required if, in any fiscal year, the Illinois General Assembly or applicable federal funding source fails to appropriate
or otherwise make available funds for the work contemplated herein.
6. All projects for the construction of fixed works which are financed in whole or in part with funds provided by this agreement and/or
amendment shall be subject to the Prevailing Wage Act (820 ILCS 130/0.01 at seq.) unless the provisions of the act exempt its
application.
_ _ .__.__... -- — —
1. Reimbursement Requests: For reimbursement requests the LPA will submit supporting documentation with each invoice.
Supporting documentation is defined as verification of payment, certified time sheets or summaries, vendor invoices, vendor
receipts, cost plus fix fee invoice, progress report, personnel and direct cost summaries, and other documentation supporting the
requested reimbursement amount (Form BLR 05621 should be used for consultant invoicing purposes). LPA invoice requests to
the STATE will be submitted with sequential invoice numbers by project.
2. Financial Integrity Review and Evaluation (FIRE) program: LPA's and the STATE must justify, continued federal funding on
inactive projects. 23 CFR 630.106(a)(5) defines an inactive project as a project which no expenditures have been charged
against Federal funds for the past twelve (12) months. To keep projects active, invoicing must occur a minimum of one time
within any given twelve (12) month period. However, to ensure adequate processing time, the first invoice shall be submitted to
Printed 01/23/23 Page 3 of 7 BLR 05310C (Rev. 03/31/22)
the STATE within six (6) months of the federal authorization date. Subsequent invoices will be submitted in intervals not to
exceed six (6) months.
3. Final Invoice: The LPA will submit to the STATE'a complete and detailed final invoice with applicable supporting documentation
of all incurred costs, less previous payments, no later than twelve (12) months from the date of completion of work or from the
date of the.previous invoice, whichever occurs first. If a final invoice is not received within this time frame, the most recent invoice
may be considered the final invoice and the obligation of the funds closed. Form BLR 05613 (Engineering Payment Record) is
required to be submitted with the final invoice for engineering projects.
4. Project Closeout: The LPA shall provide the final report to the appropriate STATE district office within twelve (12) months of the
physical completion date of the project so that the report may be audited and approved for payment. If the deadline cannot be
met, a written explanation must be provided to the district prior to the end of the twelve (12) months documenting the reason and
the new anticipated date of completion. If the extended deadline is not met, this process must be repeated until the project is
closed. Failure to follow this process may result In the immediate close-out of the project and loss of further funding.
5. Project End Date: The period of performance (end date) for state and federal obligation purposes is five (5) years for projects
under $1,000,000 or seven (7) years for projects over $1,000,000 from the execution date of the agreement.
Requests for time extensions and joint agreement amendments must be received and approved prior to expiration of the project
end date. Failure to extend the end date may result in the immediate close-out of the project and loss of further funding.
6. Single Audit Requirements: If the LPA expends $750,000 or more a year in federal financial assistance, they shall have an audit
made in accordance with 2 CFR 200. LPA's expending less than $750,000 a year shall be exempt from compliance. A copy of
the audit report must be submitted to the STATE (IDOT's Office of Internal Audit, Room 201, 2300 South Dirksen Parkway,
Springfield, Illinois, 62764) within 30 days after the completion of the audit, but no later than one year after the end of the LPA's
fiscal year. The CFDA number for all highway planning and construction activities is 20.205. Federal funds utilized for construction
activities on projects let and awarded by the STATE (federal amounts shown as "Participating Construction" on Addendum 2) are
not Included in a LPA's calculation of federal funds expended by the LPA for Single Audit purposes..
7. Federal Registration: LPA's are required to register with the System for Award Management or SAM, which is a web -enabled
government -wide application that collects, validates, stores, and disseminates business Information about the federal
government's trading partners in support of the contract award and the electronic payment processes. To register or renew,
please use the following website: httns!//www.sam onv/SAM/
ADDENDA
Additional information and/or stipulations are hereby attached and identified below as being a part of this agreement.
® 1. Location Map
® 2. Division of Cost
® 3. Resolution'
❑ 4.
*Appropriation and signature authority resolution must be in effect on, or prior to, the execution date of the agreement.
Printed 01/23/23 Page 4 of 7 BLR 05310C (Rev. 03/31/22)
The LPA further agrees as a condition of payment, that it accepts and will comply with the applicable provisions set forth in this agreement
and all Addenda indicated above.
APPROVED
Local Public Agency
Name of Official (Print or Type Name)
(Daniel Biss
Title of Official
(Mayor
Signature Date
0O 3/2I/V
The above signature certifies the agency's TIN number is
366005870 conducting business as a Governmental Entity.
DUNS Number 074390907
UEI XKVUMPN8PBN1
APPROVED
State of Illinois
Department of Transportation
Omer Osman, P.E., Secretary of Transportation Date
0 "t°�(- 454-, . g/t ll2o 23
By:
George A. Tapas, P.E ., Engineer of Local Roads & Streets Date
Stephen M. Travia, . ., Director of Highways PI ief Encineer Date
Aw
Chief Counsel Date
IVI
Vicki Wilson Chief Fiscal Officer Date
1✓/A
_NOTE: A resolution authorizing the local official (or their delegate) to execute this agreement and appropriation of local funds is
required to be attached as an addendum. The resolution must be approved prior to, or concurrently with, the execution of this
agreement. If BLR 09110 or BLR 09120 are used to appropriate local matching funds, attach these forms to the signature
authorization resolution.
® Please check this box to open a fillable Resolution Form within this Addenda.
Printed 01/23/23 Page 5 of 7 BLR 05310C (Rev. 03/31/22)
r
Illinois, Department of Transportation
Memorandum
To: Omer Osman
From: George Tapas, P.E., S.E.
Subject: LPA Agreement Fiscal Approval
Date: May 15,.2023
Attached for your review and signature is a listing and description of local
public agency projects scheduled for the State Letting. The agreements have
been reviewed and found acceptable for fiscal approval.
Page numbers shown with the list of projects correspond to the page number
and line number of the attached project detail spreadsheet.
Should any project need to be excluded from approval on the attached list,
please indicate by check marking the respective "Excluded from Approval" box.
If you have any questions or would like to review individual agreements, please
let me know and we will follow up.
1
0
M
Page
1-1
1-2
1-5
1-6
2-1
2-2
2-4
2-5
4-2
4-3
5-1
5-2
5-3
5-4
6-1
7-1
-2
Job Number
C-91-196-22
C-91-239-22
C-91-134-22
C-91-170-22
C-91-030-22
C-91-028-22
C-91-072-23
C-91-069-23
C-91-094-23
C-92-015-20
C-94-028-21
C-98-003-21
C-91-073-23
C-93-010-23
C-93-001-24
C-95-001-24
C-96-054-21
C-97-073-23
C-97-066-22
C-98-020-24
C-99-528-12
C-91-123-22
C-91-061-23
C-98-032-23
C-99-001-23
C-91-305-09
C-91-003-23
C-91-138-17
Bureau of Local Roads and Streets
Joint Agreement Approval List
Local Agency
Oak Brook
Bloomingdale
Warrenville
Elk Grove Village
Downers Grove
Downers Grove
Sugar Grove
Aurora
Clarendon Hills
Moline
Washington
Belleville
Montgomery
Bureau County
Iroquois County
McLean County Highway Department
Adams County Highway Department
Wayne County
Lawrence County
Washington County
Perry County
Evanston
Glenview
Columbia
Herrin
Elgin
Northlake
Melrose Park
Amount of
Excluded
from
Agreement
Approval �
$1,217,562
$802,350
$581,400
$949,350
$317,622
$411,859
$693.157
$781,523
$423,500
$540,295
1
$7,700,000
$948,000
$1, 072, 370
$2.163,785.26
$1,200,000
$4,050.704.12
$825,000
$3,540,000
$977,690.91
$2,025,000
$3,218,037
$6,734,590
$590,775
$345,900
$1,693,785
$2,885,699
$1,342,000
$2,641,000
Bureau of Local Roads and Streets
Joint Agreement Approval List
Page Job Number Local Agency
7-3 C-92-043-20 Whiteside County
7-4
C-92-052-22
7-5
C-93-007-23
7-6
C-96-091-21
8-1
C-97-003-22
8-2
C-97-106-22
8-3
C-98-010-22
8.4
I C-99-002-20
9-1
C-91-079-20
9-2
10-1 C-97-DO6-22
10-2 , C-98-014-20
Amount of from
Agreement
Approval;
Stephenson County
$600,000
Iroquois County J
$452,564.86
Hancock County
$925,000
Fayette County
$350,000
Fayette County
$450,D00
Washington County
$400,000
McHenry County
Winnebago County
Bement
Macon County
Sauget
Troy
$1,268,000
The above is a listing of joint agreements for improvements scheduled for the
State Letting. The joint funding agreements associated with these projects have
been reviewed by the Department and recommended for execution. Concurrence
is hereby given to execute the joint funding agreements listed above.
By i By
Omer Osman, cretary
Date: (of 1 4 _2-e Date:
By: s / By:
Steph f, M. Travia, Direr or o 3 yrow
Highways
Date: S5NS11a1 a Date:
Vicki Wilson, ZWiscal O
an Kim, Chief It04
IIJL�4-�
II
x I' MAIN STREET FROM MAPLE AVE TO HINMAN AVE
Uld
crvawE�awca �'YBRS[OII'
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'ADpENDA=NUMBER2�'`: �.,..,,i 7.'.:» i....� '•:'i: .�„r �, _:: :,�.; .. :. ...:..:,.;.�:.:...YatiL'..a'-"::.t'.r::�'®'E
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Local Public Aaencv
Countv
Section Number State Job Number Project Number
ICity of Evanston
lCook
II19-00283-00-PV IIC-91-123-22
IIQLBY(269)
I
A
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DIVISION'OF.:COST:`::;.:_:..:.,::•:...`.
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Federal Funds
State Funds Local Public
Agency
Type of Work
Fund Type
Amount %
Fund Type Amount % Fund Type
Amount %
Totals
Participating Construction
ITEP
$1,579.500.00 (1)
Local
$394,875.00 BAL
$1,974,375.001
Construction Engineering
ITEP
$158,010.00 (1)
Local
$266,945.00 BAL
$424,955.001
Participating Construction
ITEP
I $262,490.00 (2) I
Local
$262,490.00 BAL
$524,980.001
Non -Participating Construction
I I
I
Local
$3,810,280.00 100%
$3,810,280.001
Total
$2,000,000.00 Total
Total
$4,734,590.00
If funding is not a percentage of the total place an asterisk M in the space provided for the percentage and explain below:
1) Maximum FHWA (ITEP) participation 80% NTE $1,737,510 (Construction Engineering portion 80% NTE $158,010)
2) Maximum FHWA (ITEP) participation 50% NTE $262,490 (lighting)
Non -Participating Construction includes, but is not limited to, pavement resurfacing.
$6,734,590.00
NOTE: The costs shown in the Division of Cost table are approximate and subject to change. The final LPA share is dependent on the final Federal and State participation. The actual
costs will be used in the Final division of cost for billing and reimbursement.
Printed 01/23/23 Page 6 of 7 BLR 05310C (Rev. 03/31122)
24-R-23
A RESOLUTION
Authorizing the Mayor to Sign a Joint Funding Agreement for
State -Let Construction Work for Federal Participation with the
Illinois Department of Transportation to commit matching funds for the
Main Street Improvements Project
WHEREAS, the City of Evanston seeks to utilize Illinois Transportation
Enhancement Program (ITEP) grant funds to make corridor improvements to Main Street
between Maple Avenue and Hinman Avenue, said improvement to be identified as Illinois
Department of Transportation (IDOT) State Section Number: 19-00283-00-PV and Project
Number: QLBY(269) hereinafter referred to as the "Project"; and
WHEREAS, said corridor improvements consist of ADA sidewalk and curb
ramp improvements, pedestrian cross, traffic signal modernization, streetscape
elements, and pavement improvements; and
WHEREAS, the State of Illinois and the City of Evanston intend to use
ITEP funds committed to fund the Project; and
WHEREAS, the use of these funds requires the City to enter into the Joint
Funding Agreement for State -Let Construction Work; and
WHEREAS, the ITEP fund source requires a match of the local funds by
the City of Evanston; and
WHEREAS, the City Council of the City of Evanston hereby determines it
is in the best interests of the City to enter into the Joint Funding Agreement for State -Let
24-R-23
Construction Work for Federal Participation with the Illinois Department of
Transportation,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: That the foregoing recitals are hereby found as fact and
incorporated herein by reference.
SECTION 2: The City Manager is authorized to allocate Four Million
Seven Hundred Thirty Four Thousand Five Hundred Ninety Dollars ($4,734,590.00) or
as much needed to match the required funding to complete the proposed improvements
and furthermore agree to pass a supplemental resolution if necessary to appropriate
additional funds for completing of the project.
SECTION 3: The Mayor is hereby authorized to sign the Joint Funding
Agreement for State -Let Construction Work with the Illinois Department of Transportation
for funding participation for the Project between the City of Evanston and the Illinois
Department of Transportation, attached hereto as Exhibit A.
SECTION 4: That this Resolution 24-R-23 shall be in full force and effect
from and after its passage and approval in the manner provided by law.
Daniel Biss, Mayor
—2—
24-R-23
Attest:
Stephanie Mendo a, Ci y Clerk
Adopted: n3 a? / 2n 23
Approved as to form:
Ni�gs, C o��urauun
Counsel
2023
—3—
Illinois Department of Transportation
2300 South Dirksen Parkway / Springfield, Illinois / 62764
August 23, 2023
Ms. Stephanie Mendoza
City Clerk
2100.Ridge Avenue
Evanston, Illinois 60201
Subject: City: Evanston
Section: 19-00283-00-PV
Project: QLBY(269)
Job: C-91-123-22
Construction Engineering Agreement
Consultant: Patrick Engineering, Inc.
$424,955 (Federal Amount $158,010)
Dear Ms. Mendoza:
The department approved the subject agreement on March 20, 2023.
A copy is enclosed. The city may authorize the consultant to proceed with the
engineering work.
Please contact Debbie Jarvis (Debbie.Jarvis@illinois.gov) if you have any
questions.
Sincerely,
J Ak
Gregory S. Lupton, P.E.
Local Project Implementation Engineer
Enclosure
cc: Daniel Biss, Mayor
Jose Rios Region 1 Attn: Chad Riddle - District 1
Attn: Project Control
Patrick Engineering, Inc.
®Illinoisnsportation Department
of Tra
Local Public Agency
Engineering Services Agreement
Agreement For
Agreement Type
Using Federal Funds? ® Yes ❑ No
IFederal CE
I
(Original
�-
Local Public Acencv
County
Section Number
Job Number__
(City of Evanston
I
(Cook
I
I19-00283-00-PV
I IC-91-123-22
Project Number Contact Name Phone Number Email
IQLBY(269) IlChNs Venatta II(847) 448-8129 llcvenatta@cityofevanston.org
SECTIONP.ROVISIONS7'==-_:'�..'-:`:.,..,:t�„:f,::�:.;... :.
�;,. �;;..,,,_,.y,.:>...::.`.:,...---:.j•:.�<>.'w;,:-",,,
Local Street/Road Name
Kev Route
Length
Structure Number
(Main Street
IFAU 1329
110.40 Mi.
IIN/A
I
Location Termini
(Maple Avenue to Hinman Avenue
IRemov6 Location
Project Description
Main Street Improvements, Maple Ave to Hinman Ave, pavement construction/resurfacing, sidewalk streetscape
improvements, traffic signals, lighting, and permeable pavers.
Engineering Funding ® Federal ❑ MFT/TBP ❑ State ® Other IClty
Anticipated Construction Funding ® Federal ❑ MFT/TBP ❑ State ® Other (City, County, MWRD
07 7777_, ; .._,.,......... .... ..: _'-�'^AGREEMENT ::.;tS,1':;:'� ....: - . �•:.. . ....-:.
Phase I - Preliminary Engineering ❑Phase II - Design Engineering ® Phase III - Construction Engineering
s
::�o , ., ..,,;-.�. ....::.....: .. ".;:'%>+�'
ui:CONSUL>TANT::�
- .:ice L.•" ,
_
Prime Consultant (Firm) Name
Contact Name
Phone Number
Email
(Patrick Engineering Inc.
Parrod Cebulski
II(630) 795-7468
Iljcebulski@patrickco.com I
Address
City
State Zip Code
14970 Varsity Drive
((Lisle
I IIL 1160532
I
.�..u•w.�.u:W�»p ��•�:ji.):' .. •..-._ -.�, ... n .1:<....�':..e ,:.t.`•�d. t`: �..-_w e.::$."'>_".r u.;:.%-4'.. ._�.,.: i:'a: ::t..::.:.: ., :. .... .e...
n�.krv::rNviA.-
THIS AGREEMENT IS MADE between the above Local Public Agency (LPA) and Consultant (ENGINEER) and covers certain _
professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the
State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the "DEPARTMENT," will be
used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS.
Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER, acting as an
Individual, partnership, firm or legal entity, qualifies for professional status and will be governed by professional ethics in its relationship to
the LPA and the DEPARTMENT. The LPA acknowledges the professional and ethical status of the ENGINEER by entering Into an
AGREEMENT on the basis of its qualifications and experience and determining Its compensation by mutually satisfactory negotiations.
WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used, they shall be Interpreted to mean:
Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of
Transportation
Resident Construction Supervisor Authorized representative of the LPA in Immediate charge of the engineering details of the
construction PROJECT
In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities
Contractor Company or Companies to which the construction contract was awarded
Completed 10/06/22 Pagel of 10 BLR 05530 (Rev. 07/08/22)
The following EXHIBITS are attached hereto and made opart ofhereof this AGREEMENT:
MEXHIBIT A:Scope ofServices
MEXHIBIT B:Project Schedule
EXHIBIT C:Qualification Based Selection (QDBV)Checklist
EXHIBIT D: Cost Estimate of Consultant Services (CECS)VVodohne\(BLR05513nrBLR05514)
0
�
�
�=��~^^p"^°^^
1To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection
with the proposed improvements herein before described.
2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff
hours. If higher -salaried personnel of the firm, including the Principal Engineer, perform services that are 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.
3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or
corrections required oouresult of the ENGINEER'S error, omissions or negligent acts without additional compensation.
Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent
correction of any such errors or omissions or the responsibility for clarifying ambiguities.
4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes, and the local laws or
ordinances ufthe LPA.
5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA.
U. To invoice the LPA for Preliminary and/or Design Engineering: The ENGINEER shall submit all Invoices to the LPA within three
months of the completion of the work called for in the AGREEMENT or any subsequent Amendment or Supplement.
7. To submit a completed BILR 05613, Engineering Payment Report, to the DEPARTMENT within three months of the completion of
the work called for in this AGREEMENT or any subsequent Amendment or Supplement. The form shall be submitted with the
final invoice.
0. 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 US
Department of Transportation (US DOT) assisted contract. Failure by the Engineer to carry out these requirements is a material
breach ofthis AGREEMENT, which may result inthe termination of this AGREEMENT orsuch other remedy anthe LPAdeems
appropriate.
9. That none of the services to be furnished by the ENGINEER shall be sublet assigned or transferred toany other party orparties
without wdtten consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished
by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.
10. For Construction Engineering Contracts:
(a) The ENGINEER shall be prequalified with the STATE in Construction Inspection. All employees of the ENGINEER
serving as the onsite resident construction supervisor or providing construction inspection shall have a valid
Documentation ofContract Quantities ooAifiva\ion.
(b) For all projects where testing is required, the ENGINEER shall obtain samples according to the STATE Bureau of
Materials. "Manual of Test Procedures for Materials," submit STATE Bureau of Materials Inspection reports; and
verify compliance with contract specifications.
11. That the engineering services shall Include all equipment, Instruments, supplies, transportation and personnel required to perform
the duties of the ENGINEER in connection with this AGREEMENT (See DIRECT COST tab in BLR 05513 or BLR 05514).
^F�~'������'�''
^^^'~='"`~'����.���u�sz�����u�/��;'`
1. Tocertify byexecution cf this AGREEMENT that the selection of the ENGINEER was performed In accordance with the following:
(a)Professional Services Selection Act (50|LC0510),The Brooks Act (40USC11)'and the Procurement,
Management, and Administration of Engineering, and Design Related Services (23 CFR part 172). Exhibit C Is
required tohacompleted with this AGREEMENT.
2. To furnish the ENGINEER all presently available survey data, plans, specifications, and project Information.
3. For Construction Engineering Contracts:
(a) To fumish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental
PROJECT activities.
(b)Tosubmit approved forms 8C775and BC776 tothe DEPARTMENT when federal funds are utilized.
4. Topay the ENGINEER:
Cnmp|otoo1ome/u2 Page eof 10 ncRoSS3o(Hexo7/ou&/u)
(a) For progressive payments - Upon receipt of monthly Invoices from the ENGINEER and the approval thereof by the
LPA, 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 LPA but not later than 60 days after the work is completed and
reports have been made and accepted by LPA and DEPARTMENT, a sum of money equal to the basic fee as
determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER
shall be due and payable to the ENGINEER.
5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the
following compensation method as discussed in 5-5.10 of the BLR Manual.
Method of Compensation:
Lump Sum
Specific Rate
® Cost plus Fixed Fee: Fixed
Total Compensation = DL + DC + OH + FF
Where:
DL is the total Direct Labor,
DC is the total Direct Cost,
OH is the firm's overhead rate applied to their DL and
FF is the Fixed Fee.
Where FF = (0.33 + R) DL + %SubDL, where R is the advertised Complexity Factor and %SubDL is 10% profit
allowed on the direct labor of the subconsultants.
The Fixed Fee cannot exceed 15% of the DL + OH.
Field Office overhead Rates: Field rates must be used for construction engineering projects expected to exceed one
year In duration or if the construction engineering contract exceeds $1,000,000 for any project duration.
6. The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US
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 US
DOT -assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by US 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.0 3801 at seq.).
... _
illli ;. s.„IT IS MUTUALLY,AGREED`..�:"�:i:: ti�ii';� � .:: , ,::..:r�s:.. ,:::;
1. No work shall be commenced by the ENGINEER prior to issuance by the ]DOT of a written Notice to Proceed.
2. To maintain, for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to
verify the amount, 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 DEPARTMENT, the Federal Highways Administration (FHWA) or any authorized representative of the federal
government, 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 DEPARTMENT for the recovery of any funds paid by the
DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support
their purported disbursement.
3. 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 LPA, the DEPARMTENT,
and their officers, agents, and employees from all suits, claims, actions or damage liabilities, costs or damages of any nature
whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy.
The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the
ENGINEER as soon as practicable after the discovery. The LPA reserves the right to take Immediate action to remedy any error
or omission if notification is not successful; if the ENGINEER fails to reply to a notification; or if the conditions created by the error
or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and
reasonable notice is not practicable.
4. This AGREEMENT may be terminated by the LPA 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 LPA 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
LPA. The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to
the date of the written notice of termination.
Completed 10/06/22 Page 3 of 10 BLR 05530 (Rev. 07/08/22)
5. In the event that the DEPARMENT stops payment to the LPA, the LPA may suspend work on the project. If this agreement is
suspended by the LPA for more than thirty (30) calendar days, consecutive or in aggregate, over the term of this AGREEMENT,
the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred as a result of the
suspension and resumption of its services, and the ENGINEER's schedule and fees for the remainder of the project shall be
equitably adjusted.
6. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until
the completion of construction of any phase of professional services performed by others based upon the service provided
herein. All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent
professional services are not commenced within 5 years after final payment by the LPA.
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 have harmless the LPA, the DEPARTMENT,
and their officers, employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever
resulting there from. These Indemnities shall not be limited by the listing of any insurance policy.
8. The ENGINEER and LPA certify that their respective firm or agency:
(a) has not 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 the LPA or the ENGINEER) to solicit or secure
this AGREEMENT,
(b) has not 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) has not paid, or agreed to pay any firm, organization or person (other than a bona fide employee working solely for
the LPA or the ENGINEER) any fee, contribution, donation or consideration of any kind for, or in connection with,
procuring or carrying out the AGREEMENT.
(d) that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment,
declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency,
(a) has 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 Indicated 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 (a) and
(g) has not within a three-year period preceding this AGREEMENT had one or more public transaction (Federal, State or
local) terminated for cause or default.
Where the ENGINEER or LPA is unable to certify to any of the above statements in this certification, an explanation shall be
attached to this AGREEMENT.
9. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no
claim for damages shall be made by either party. Termination of the AGREEMENT or adjustment of the fee for the remaining
services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within
six months after the specified completion date. Examples of unforeseen causes include but are not limited to: acts of God or a
public enemy; act of the LPA, DEPARTMENT, or other approving party not resulting from the ENGINEER's unacceptable
services; fire; strikes; and floods.
If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE, the ENGINEER shall apply in writing to
the LPA for an extension of time. If approved, the PROJECT SCHEDULE shall be revised accordingly.
10. This certification is required by the Drug Free Workplace Act (30 ILCS 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 DEPARTMENT 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 or suspension of contract on grant
payments, termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for
at least one (1) year but not more than (5) years.
For the purpose of this certification, "grantee" or "Contractor" means a corporation, partnership or an 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 contract or grant of $5,000 or more from the DEPARTMENT, as defined 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 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 statue conviction for a violation occurring in the workplace
no later than (5) days after such conviction.
(b) Establishing a drug free awareness program to inform employees about:
Completed10106122 Page 4 of 10 BLR 05530 (Rev. 07/08/22)
(1) The dangers of drug abuse in the workplace;
(2) The grantee's or contractor's policy to maintain 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.
(a) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation
program.
(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.
Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act,
the ENGINEER, LPA and the Department agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B. Time is of the
essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor In the LPA selecting the
ENGINEER for future project. The ENGINEER will submit progress reports with each invoice showing work that was completed
during the last reporting period and work they expect to accomplish during the following period.
11. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act (820 ILCS
130/0.01 at seq.).
12. For Construction Engineering Contracts:
(a) That all services are to be furnished as required by construction progress and as determined by the LPA employee In
Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the
LPA, after the CONTRACTOR has completed the construction contract.
(b) That all field notes, test records and reports shall be turned over to and become the property of the LPA and that
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.
(c) That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for
disposition and that the committee's decision shall be final.
(d) That in the event that engineering and inspection services to be furnished and performed by the LPA (including
personnel furnished by the ENGINEER) shall, in the opinion of the STATE be incompetent employed on such work
at the expense of the LPA.
(a) Inspection of all materials when inspection is not provided by the sources by the STATE Central Bureau of Materials,
and submit Inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials
"Project Procedures Guide" and the policies of the STATE.
sue:-.-....,.,�...
AGREEMENT SUMMARY
Prime Consultant (Firm) Name TIN/FEIN/SS Number Agreement Amount
Patrick Engineering Inc. 36-3008281 $424,955.001
Subconsultants TIN/FEIN/SS Number Agreement Amount
Subconsultant Total j
Prime Consultant Total $424,955.001
Total for all works $424,955.001
Completed 10/06/22 Page 5 of 10 BUR 05530 (Rev. 07/08122)
AGREEMENT SIGNATURES
Local Public Agency Type Local Public Agency
Attest: The IClty I ofJCity of Evanston
By (Signature & Date)
VO IT&
Local Public Agencv Local Public
Agency Type
(City of Evanston
I IClty
IClerk
(SEAL)
Executed by
Attest:
Firm) Name
(Patrick Engineering Inc.
By (Sianature & Date)
0;���
Title
Approved ee to form
OACP
CorporatIonC unlO
By (Sianature & Date) By (Si alure & Date)
� C�3 -� -,13 AU A O3�o-71z3
Till Title
(Director of Delivery I Pks t 6.Q rkt Q\d tv-o
Completed 10/06/22 Page 6 of 10 BLR 05530 (Rev. 07108/22)
Local Public Aoencv Prime Consultant (Firm) Name Countv Section Number
(City of Evanston IlPatrick Engineering Inc. IlCook II19-00283-00-PV
,
,Z '. ;'Ri.4-: ).. ".Lyric }('i {:R•"':•: ":a .":x+`_d:;!,;, .,
:-r'p':.SCOPE OF SERVICES`:,";::
To perform or be responsible for the performance of the engineering services for the LPA, In connection with the PROJECT herein before
described and enumerated below
Phase III construction services for the rehabilitation/reconstruction of Main Street from Maple Ave to Hinman
Ave.
Provide full-time resident engineer and necessary construction inspection staff to ensure that
improvements are completed in accordance with the approved contract plans and documents.
• Attend IDOT Pre -construction meeting.
• Communicate with local business owners and residents regarding construction -related items.
• Utilize the Construction and Materials Management System (CMMS) software to
weekly project reports and project information.
• Complete and maintain required reports, activities, plan changes, anticipated cost changes,
extra work, etc. Submittal of weekly reports to IDOT and the Contractor
• Facilitate weekly progress meetings with the contractor and subs, utility companies, IDOT,
etc., and provide minutes. Ensure that contractor provides updated project schedule
for progress meetings.
• Maintain records during construction to document field changes.
• Complete measuring and documentation of quantities meeting ]DOT requirements. Prepare and
submit various reports such as partial and final pay estimates, change orders, material reports,
records, etc.
• Provide and complete QA/QC material testing as required by IDOT
• Complete all final [DOT quantity and material documentation for contract completion and close
out
Completed 10/06/22 Page 7 of 10 BLR 05530 (Rev. 07/08122)
Local Public Aaencv
Prime Consultant (Firm) Name
Countv
Section Number
(City of Evanston
Engineering Inc.
[Cook
1119-00283-00-PV
-IlPatrjck
2; . . .
PROJECT S6EDULE
It is estimated that the Phase III duration will be approximately 110 working days from Notice to Proceed (NTP),
anticipated to occur in April, 2023.
Stage I A - 4/3/23 to 5/5/23 (approximately 25 working days)
Stage 1 B - 5/8/23 to 6/22/23 (approximately 32 working days)
Stage 2A - 6/23/23 to 7118/23 (approximately 16 working days)
Stage 2B - 7/19123 to 9/7/23 (approximately 37 working days)
Completed 10106122 Page 8 of 10 BLR 05530 (Rev. 07/08122)
Local Public Aqencv Prime Consultant (Firm) Name Countv Section Number
ICity of Evanston J[Patrick Engineering Inc. IlCook 1I19-00283-00-PV
`a ,
ctidn(QBS)Checklist'-
sr:' QuafSficatton,Based.$ete
._
The LPA must complete Exhibit D. If the value meets or will exceed the threshold in 50 ILCS 510. QBS requirements must be followed.
Under the threshold, QBS requirements do not apply. The threshold is adjusted annually. If the value Is under the threshold with federal
funds being used, federal small purchase guidelines must be followed.
❑ Form Not Applicable (engineering services less than the threshold)
Items 1-13 are required when using federal funds and QBS process is applicable. Items 14-16 are required when
using State funds and the QBS process Is applicable.
No Yes
1
Do the written QBS policies and procedures discuss the Initial administration (procurement, management
❑
and administration) concerning engineering and design related consultant services?
2
Do the written QBS policies and procedures follow the requirements as outlined in Section 5-5 and
❑
N 1
specifically Section 5-5.06 (e) of the BLRS Manual?
3
Was the scope of services for this project clearly defined?
❑
N 1
I
4
Was public notice given for this project?
❑
N
If yes Due date of submittal I06/12/18 I
Method(s) used for advertisement and dates of advertisement
of Evanston Request for Qualifications (RFQ 18-28) dated April 26, 2016 through
(City
June 12, 2018
5
Do the written QBS policies and procedures cover conflicts of interest?
❑
6
Do the written QBS policies and procedures use covered methods of verification for suspension and
❑
N Idebarment?
7
Do the written QBS policies and procedures discuss the methods of evaluation?
❑
N j
Project Criteria Weighting
(Firm/Subconsultants Experience & Qualifications
30%]
IProject Staff Experience & Qualifications
30%11
IProject Technical Approach
30%1
IMM/EBE Participation
10%1
8
IDo the written QBS policies and procedures discuss the method of selection?
❑
Selection committee (titles) for this orolect
Lara Biggs (Bureau Chief - Capital Planning & Engineering/City Engineer), Edgar Cano
(Bureau Chief - Public Services), Rajeev Dahal (Senior Project Manager - Transportation),
Jessica Hyink (Transportation and Mobility Coordinator), Sat Nagar, P.E. (Senior Project
Manager - Streets & Right of Way), Cindy Plante (Economic Development Coordinator),
Linda Thomas (Purchasing Specialist), Chris Venatta, P.E. (Senior Project Manager -
Streets & Right of Way)
Top three consultants ranked for this project in order 1
1 Patrick Engineering Inc. j
2 Epstein
3 Christopher B. Burke Engineering
9 Was an estimated cost of engineering for this project developed in-house prior to contract negotiation? ❑ N
10 Were negotiations for this project performed in accordance with federal requirements. ❑ N
11 Were acceptable costs for this project verified? ❑ N 1
12 Do the written QBS policies and procedures cover review and approving for payment, before forwarding ❑ N Ithe request for reimbursement to IDOT for further review and approval?
Completed 10/06/22 Page 9 of 10 BLR 05530 (Rev. 07/08/22)
Local Public Aaencv Prime Consultant (Firm) Name Countv Section Number
ICity of Evanston liPatrick Engineering Inc. IlCook II19-00283-00-PV
Do the written CBS policies and procedures cover ongoing and finalizing administration of the project
13 (monitoring, evaluation, closing -out a contract, records retention, responsibility, remedies to violations or
breaches to a contract, and resolution of disputes)?
14 QBS according to State requirements used?
15 Existing relationship used in lieu of QBS process?
116 LPA Is a home rule community (Exempt from QBS).
■ 0/
■ /5
// UE
►3 ■
Completed 10/06/22 Page 10 of 10 BLR 05530 (Rev. 07/08122)
( q�%1 Iifmois Departrnerrt
\�J O} Tld(1Sp01't2t1017
EXHIBIT D
COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
FIXED RAISE
Local Public Agency
County
City of Evanston
Kook
Prime Consultant (Firm) Name
Prepared By
(Patrick Engineering Inc.
Karl Wilson
Consultant / Subconsultant Name
Job Number
Note: This is name or the consultant the CECS is being completed
for. This name appears at the top of each tab.
Remarks
PAYROLL ESCALATION TABLE
CONTRACT TERM( 10 IMONTHS
START DATE 1 411/20231
RAISE DATE 1 1/1/20241
END DATE 1 1/31/20241
ESCALATION PER YEAR
Year First Date Last Date Months
0 4/1/2023 1/1/2024 9
1 1/2/2024 2/1/2024 1
The total escalation = 0.20%
Section Number
1 19-00 283-00-PV
Date
OVERHEAD RATE 137.17%
COMPLEXITY FACTOR 1 0
% OF RAISE
% of
Contract
90.00%
10.20%
Printed 3115/2023 10:33 AM
Page 1 of 13
BLR 05514 (Rev. 02109/23)
ESCALATION
Local Public Agency County Section Number
(City of Evanston (Cook 119-00-283-00-PV I
Consultant / Subconsultant Name Job Number
I I I I
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATEI
86.00 1
ESCALATION FACTORI
0.20%1
IDOT
CLASSIFICATION
PAYROLL RATES
CALCULATED RATE
ON FILE
Project Manager
$77.84
$78.00
Project Engineer 3/4
$67.40
$67.53
Project Engineer 1/2
$49.32
$49.42
Staff Engineer
$46.56
$46.65
Staff Engineer 2
$40.40
$40.48
Staff Engineer 1
$33.37
$33.44
CAD Designer
$34.94
$35.01
Admin Assistant
$31.21
$31.27
Survey Manager
$74.51
$74.66
Project Surveyor
$44.13
$44.22
Staff Surveyor
$39.16
$39.24
BLR 05514 (Rev. 02109/23)
Printed 3/15/2023 10:33 AM RATES
Page 2 of 13
Local Public Agency County Section Number
City of Evanston (Cook I19-00-283-00-PV
Consultant / Subconsultant Name Job Number
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
Total
Contribution to Prime
NAME Direct Labor Total Consultant
0.00 0.00
(NOTE: Only subconsultants who till out a cost estimate that splits out direct labor may be listed on
this sheet.
Local Public Agency County Section Number
(City of Evanston ( ICOOk I 119-00-283-00-PV
Consultant / Subconsultant Name Job Number
I I I
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project Those not listed on the form will not be eligible for reimbursement by the LPA on this project.
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
ITEM
Lodging
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Lodging Taxes and Fees
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Air Fare
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD)
(Vehicle Owned or Leased
(Vehicle Rental
ITolls
IParking
IOvertime
IShift Differential
Overnight Delivery/Postage/Courier Service
Copies of DeliverableslMylars (In-house)
Copies of Deliverables/Mylam (Outside)
Project Specific Insurance
(Monuments (Permanent)
(Photo Processing
I2-Way Radio (Survey or Phase III Only)
(Telephone Usage (Traffic System Monitoring Only)
ICADD
(Web Site
IAdverlisements
I Public Meeting Facility Rental
I Public Meeting Exhibits/Renderings & Equipment
Recording Fees
Transcriptions (specific to project)
ICourthouse Fees
IStorm Sewer Cleaning and Televising
ITraffic Control and Protection
(Aerial Photography and Mapping
IUtility Exploratory Trenching
ITesting of Soil Samples
ILab Services
IEquipment and/or Specialized Equipment Rental
ICopies 11 xl7 @ $0.25
I
Prinj4U0f1113
23 10-13 AM
Pag
GUN IRAG I
ALLOWABLE QUANTITY RATE
TOTAL
Actual Cost
$0.00
(Up to state rate maximum)
Actual Cost
$0.00
Coach rate, actual cost, requires minimum two weeks'
$0.00
notice, with prior IDOT approval
Up to state rate maximum
$0,00
$32.50/half day (4 hours or less) or $65/full day 414 $65.00
$26,910.00 I
Actual Cost (Up to $55/day)
$0.00 I
Actual Cost
$0.00 I
Actual Cost
$0.00
Premium portion (Submit supporting documentation)
$0.00 I
Actual Cost (Based on firm's policy)
$0.00
Actual Cost (Submit supporting documentation)
$0.00
Actual Cost (Submit supporting documentation)
$0.00
Actual Cost (Submit supporting documentation)
$0.00
Actual Cost
$0.00
Actual Cost
$0.00
Actual Cost
$0.00
Actual Cost
$0.00
Actual Cost
$0.00
Actual Cost (Max $1541our)
$0.00
Actual Cost (Submit supporting documentation)
$0.00
Actual Cost (Submit supporting documentation)
Actual Cost (Submit supporting documentation)
Actual Cost (Submit supporting documentation)
Actual Cost
Actual Cost
Actual Cost
Actual Cost (Requires 2-3 quotes with IDOT approval)
Actual Cost (Requires 2-3 quotes with IDOT approval)
Actual Cost (Requires 2-3 quotes with IDOT approval)
Actual Cost (Requires 2-3 quotes with [DOT approval)
Actual Cost
Actual Cost (Provide breakdown of each cost)
Actual Cost (Requires 2-3 quotes with IDOT approval)
Actual Cost
$0.00
$0.00
$0.00
$0.00
$0.00 I
$0.00 I
$0.00 I
$0.00
$0.00
$0.00
$0.00
$0.00 I
$0.00
1052 $0.25 $263.00
$0.00 I
$0.00 I
BLROW ev.02(09123)
RF T OSTS
TOTAL DIRECT COSTS: $27,173.00
Local Public Agency County Section Number
City of Evanston ICook I 19-00-283-00-PV
Consultant / Subconsultant Name Job Number
COST ESTIMATE WORKSHEET
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
OVERHEAD RATEI 137.17%] COMPLEXITY FACTORI 0
DIRECT COSTS
(not included in
OVERHEAD & FRINGE
TASK
rowtotals) STAFF HOURS
PAYROLL
BENEFITS
Construction Management Services
2640
131,596
180,510
Surveyy
52
2,421
3,321
ProieciManagement
40
3,120
4,279
Close-out
200
10,097
13,850
Subconsultant DL
Direct Costs Total =__> $0.00
349,194
Printed 3/15/2023 10:33 AM
Page 5 of 13
SERVICES BY
FIXED FEE OTHERS
43,427
799
1,030
3,332
% OF GRAND
TOTAL
TOTAL
355,533
83.66%
6,541
1.54%
8,429
1.98%
27,279
6.42%
$0.00
$27,173.00 6.39%
424,955
BLR 05514 (Rev. 02/09123)
COST EST
Local Public Agency
County
Section Number
City of Evanston
JCook
I
119-00-283-00-PV
Consultant / Subconsultant
Name
Job Number
AVERAGE HOURLY PROJECT RATES
EXHIBIT D
COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET
1 OF 1
Construction Management
PAYROLL
AVG
TOTAL PROJ. RATES
Services Survey Pro'-ect Manag iment
Close-ou"
HOURLY
Hours
%
Wgtd
Hours % Wgtd Hours % Wgtd Hours % Wgtd
Hours
%
Wgtd Hours %
Wgtd
CLASSIFICATION
RATES
ParL
Avg
Part. Avg Part. Avg Part. Avg
Part-
Avg ParL
Avg
Project Manager
78.00
40.0
1.36%
1.06
40 100.00% 78.00
Project Engineer 314
67.53
1,200.0
40.93%
27.64
1100 41.67% 28.14
100
50.00%
33.77
Project Engineer 112
49.42
0.0
Staff Engineer 3
46.65
440.0
15.01 %
7.00
440 16.67% 7.78
Staff Engineer
40.48
0.0
Staff Engineers
33.44
1,200.0
40.93%
13.68
1100 41.67% 13.93
100
50.00%
16.72
CAD Designer
35.01
0.0
Admin Assistant
31.27
0.0
Survey Manager
74.66
4.0
0.14%
0.10
4 7.69% 5.74
Project Surveyor
44.22
48.0
1.64%
0.72
48 92.31 %' 40.82
Staff Surveyor
39.24
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
0.0
TOTALS
2932.0
100%
$50.22
2640.0 100.00% $49.85 52.0 100% $46.56 40.0 100% $78.00
200.0
109%
$50A9 0.0 0%
$0.00
Printed 3/15/2023 10:33 AM BLR 05514 (Rev. 02/09123)
Page 6 of 13 AVG 1
Local Public Agency County Section Number
(City of Evanston ! Kook , 119-00-283-00-PV
Consultant / Subconsultant Name Job Number
I ! I I
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 2 OF 1
PAYROLL Avc
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 ParL Avg
Project Manager 78.00
Project Engineer 3/4 67.53
Project Engineer 1/2 49.42
Staff Engineer 3 46.65
Staff Engineer 2 40.48
Staff Engineer 1 33.44
CAD Designer 35.01
Admin Assistant 31.27
Survey Manager 74.66
Project Surveyor 44.22
Staff Surveyor 39.24 -
TOTALS 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00
Printed 3/15/2023 10:33 AM BLR 05514 (Rev. 02/09/23)
Page 7 of 13 AVG 2
Local Public Agency County Section Number
(City of Evanston JCook I 119-00-283-00-PV I
Consultant / Subconsultant Name Job Number
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET 3 OF 1
PAYROLL
Avc
HOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd
CLASSIFICATION
RATES ParL Avg Part Avg Part. Avg Part. Avg ParL Avg ParL Avg
Project Manager
78.00
Project Engineer 3/4
67.53
Project Engineer 1/2
49.42
Staff Engineer
46.65
Staff Engineer
40.48
Staff Engineer 1
33.44
CAD Designer
35.01
Admin Assistant
31.27
Survey Manager
74.66
Project Surveyor
44.22
Staff Surveyor
39.24
TOTALS
Printed 3/15/2023 10:33 AM
Page 8 of 13
0.0 0% 1 $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00
8LR 05514 (Rev. 02/09/23)
AVG 3
Local Public Agency
County
Section Number ~
(City of Evanston
I (Cook
119-00-283-00-PV
Consultant / Subconsultant Name
Job Number
I I
I
I
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET
4 OF 1
PAYROLL Avc
HOURLY
Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours %
Wgtd Hours % Wgtd
CLASSIFICATION RATES
ParL Avg ParL Avg ParL Avg Part. Avg ParL
Avg ParL Avg
Project Manager 78.00
Protect Engineer 3/4 67.53
Project Engineer 1/2 49.42
Staff Engineer 3 46.65
Staff Engineer 2 40.48
Staff Engineer 1 33.44
CAD Designer 35.01
Admin Assistant 31.27
Survey Manager 74.66
Protect Surveyor 44.22
Staff Surveyor 39.24
TOTALS 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00
Printed 3/15/2023 10:33 AM BLR 05514 (Rev. 02/09/23)
Page 9 of 13 AVG 4
1i
Local Public Agency
County
Section Number
City of Evanston
kook
119-00-283-00-PV
,ill
Consultant / Subconsultant Name
I
I
Job Number
I
I
AVERAGE HOURLY PROJECT RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
SHEET
5 OF 1
PAYROLL Avc
HOURLY
Hours %
Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours %
Wgtd Hours %
Wgtd
CLASSIFICATION RATES
ParL
Avg ParL Avg ParL Avg ParL Avg Part
Avg Part
Avg
Project Manager 78.00
Project Engineer 3/4 67.53
Project Engineer 12 49.42
Staff Engineer 46.65
Staff Engineer 2 40.48
Staff Engineer 1 33.44
CAD Designer 35.01
Admin Assistant 31.27
Survey Manager 74.66
Project Surveyor 44.22
Staff Surveyor 39.24
TOTALS 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00
BLR 05514 (Rev. 02/09/23)
Printed 3/15/2023 10:33 AM AVG 5
i Page 10 of 13
'4
lMnois Department
of Transportation
Regional Engineer
(Jose Rios
Department of Transportation
Address
1201 West Center Court
City
(Schaumburg
State Zip Code
IIIL 1160196
Agency Construction Inspector
j Print Form 11 Reset Form
Contract Number
District Letting Date
I61 H93
Ili I I04/28123
Municipality
(Evanston
Route
County
IFAU 1329
IlCook
Project Number
Job Number
IQL13Y(269)
IIC-91-123-22
Section Number
I19-00283-00-PV
I consider the following individual to be qualified as a local public agency construction inspector. In addition, I certify that adequate
instruction has been given this individual concerning the requirements of the contract, specifications and construction manual which
pertain to the work which he/she will inspect. This individual has been instructed on the proper procedures for any necessary tests.
Furthermore, if a consultant, this Individual has a valid Documentation of Contract Quantities certification.
Approved
Signature and Title of Resident Construction Supervisor (Date
OE>- 11 03/28/2023
Applicants Name
(Karl Wilson
The following describes the educational background, experience and other qualifications of the named applicant to serve as an inspector
on this project.
For Consultants Employees: Documentation of Contract Quantities certificate number is 18-14059
BS in Civil Engineering from University of Toledo 1989
32 years of construction management experience
Professional Engineer IL PE 062.053883
If the Resident from BC-775 is a consultant, the local public agency employee in responsible charge must also approve this Individual.
Approved
Signature and Title of In Responsible Charge from BC-775 Date
OE>
- 03/28/2023
Printed 03/28/23 Page of BC 776 (Rev. 11/16/20)
®Illinois
Department
ansportation Agency Local Public A enc Resident ConstrL
of Tr
Print Form Reset Form Npervisor/ In Responsible Charg
Regional Engineer _ Contract Number District Letting Date
(Jose Rios I611-193 �11 II01/20/23 I
Municipality
Department of Transportation (Evanston
Address Route County
1201 West Center Court IFAU 1329 I (Cook
City State Zip Code Project Number Job Number
(Schaumburg --]IIL 1160196 1 I QLBY(269) IC-91-123-22
Section Number
I19-00283-00-PV
❑ I recommend the following individual as a local public agency employee qualified to be resident construction supervisor and to be in
responsible charge of this construction project.
❑✓ I certify that I am in responsible charge as defined by the department of this construction project. Since the local public agency does
not have a local public agency employee qualified to be the resident construction supervisor, I am recommending a consulting
engineer to serve as resident construction supervisor.
Signature (for the local public agency) Lo3/28/2023
Date
LO�
Title
[Senior Project Manager
Applicants Name
(Karl Wilson
The following describes my educational background, experience and other qualifications to be resident construction supervisor of this
construction project for the Local Public Agency.
For Consultants: I certify that my firm is pre -qualified in Construction Inspection. Documentation of Contract Quantities certificate number
118-14059
BS in Civil Engineering from University of Toledo 1989 - 32 years of construction management experience
Professional Engineer IL PE 062.053883
Signature of Applicants Date
1� /n ��„ 03212023
Job Title of Applicant
(Construction Lead
Based on the above information and my knowledge of the applicant's experience and training, it is my opinion that the applicant is qualified
to serve as the resident construction supervisor on this construction project.
Regional Engineer4gnature Date Approved
cc: Engins6r of Local Roads and Streets, Central Bureau of Local Roads and Streets
Engineef of Construction, Central Bureau of Construction
Resident Construction Supervisor
Local Public Agency
Printed 01/30/23 Page of BC 775 (Rev. 11/09/20)