Press Alt + R to read the document text or Alt + P to download or print.

No preview available

The URL can be used to link to this page

Home My WebLink AboutPacket - 06/01/2020 - City CouncilAGENDA REGULAR CITY COUNCIL MEETING Monday, June 1, 2020, 7:00 p.m. In light of the current COVID-19 public health emergency, this meeting will be held remotely only. The public can observe by connecting online at: https://citvofmchenrV.zoom.us/o/98557493990 The public can also call in to the following number: +1 312 626 6799, Meeting ID = 985 5749 3990 1. Call to Order. 2. Roll Call. 3. Proclamation: Recognizing 35 years of contributions and accomplishments of Ryan Schwalenberg 4. Public Comments: If you wish to submit any public comment, please email: dmorefield(a�,cityofmchenry. org in advance of the meeting. The City will attempt to read such public comments during the public commentary portion of the meeting. Any comments received during the meeting will be provided in writing to the Council members after the meeting. 5. Consent Agenda: Motion to Approve the Following Consent Agenda Items: A. Approve the issuance of a contract purchase order for the 4th year option for bulk road salt to Compass Minerals America, Inc., Overland Park, Kansas in an amount not to exceed $97,110000 (1,500 tons @ $64.74 per ton); B. Approve the purchase of two Flgyt NP-3102 pumps from Xylem Water Solutions USA to replace the two current Flygt pumps in the East Dartmoor Avenue Lift Station in the amount of $13,829.60; C. Approve the attached proposals from Water Well Solutions of Oconomowoc, Wisconsin in the amounts of $4,980.00 and $12,645.00. D. May 18, 2020, City Council Meeting Minutes; E. Issuance of Checks in the amount of $136,328.12. 6. Individual Action Item Agenda. A. Motion to approve the continuation of the local disaster emergency for the City of McHenry pursuant to Section 6-1-14, Declaration of Local Emergency, of the Municipal Code to June 1, 2020 B. Motion to 1) approve a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Bull Valley Road and Dartmoor Drive STP projects; 2) approve an Ordinance amending the FY20/21 Motor Fuel Tax Budget in the amount of $96,195.00; and, 3) award a Preliminary T/re City of tYlcHenry is dedicated to providing //s citizens, businesses, and visitors with the highest qu«liry of progr«nrs and services in « customer -oriented, efficient, and frsc«Ity responsible manner. Engineering Services Agreement (Phases 1 & 2) to Hampton, Lenzini, & Renwick, Inc. in the amounts of $44,275.00 (Bull Valley Road) and $51,920.00 (Dartmoor Drive). C. Motion to 1) approve a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Green Street STP project; 2) approve an Ordinance amending the FY20/21 Motor Fuel Tax Budget in the amount of $66,965.00; and 3) award a Preliminary Engineering Services Agreement (Phases 1 & 2) to HR Green, Inc. in the amount of $66,965.00. D. Motion to a) pass a resolution approving Executive Session minutes as presented; b) authorize the release of Executive Session meeting minutes as presented; and c) the destruction of any Executive Session recordings that have existed for more than 18 months and for which the minutes of that meeting have been approved. 7. Discussion Items. 8. Mayor's Report. 9. City Council Comments. 10. Executive Session if Needed. 11. Adjourn. The complete City Cozmcil packet is available for review online via the City website at www.cit�ofmcheroy.orQ. For fin•ther information, please contact the Office of the City Administrator at 815-363-2108. NOTICE: In compliance with the Americans with Disabilitiesthis and all other City Cozrncil meetings are located in facilities that are physically accessible to those tivho have disabilities. If additional accommodations are needed, please call the Office of the City Administrator at 815-363-2108 at least 72 hours prior to any meeting so that accommodations can be made. Prodamation WHEREAS, on September 3, 1985, Ryan Schwalenberg was hired by the City of McHenry as a Public Works Employee. First responsibilities included pumpkin patrol, street weed removal, and snowplowing; and WHEREAS, joined the Building Department, now named Community Development Department, in 1989, as the City's first full time building inspector; and WHEREAS, managed Community Development Department from 2010 through 2012; and WHEREAS, he donated a week doing inspections in 2014 for Washington, Illinois, following the 2013 tornado disaster; and WHEREAS, he held a position on the Fiesta Days Board of Directors for 10 years; and WHEREAS, He passed the testing, showed proficiency and obtained nine certifications in building inspection and plan reviews and also holds a certificate in Building Code Enforcement thru Harper College; and WHEREAS, he worked with the McHeny Township Fire Protection District, Fire Prevention Bureau and Investigations, during building projects, emergency call outs and teaching building Codes; and WHEREAS, he attended Federal Emergency Management Center Training in Emmetsburg Maryland for Floodplain management, restoring flood damaged structures and the Community Rating System. He passed the testing, showed proficiency and obtained nine certifications in building inspection and plan reviews; and FURTHERMORE, over the past 35 years, Ryan has become an invaluable resource for co- workers and residents with his vast knowledge of the City of McHenry. Ryan can look back with pride on his service, loyalty, and dedication to the citizens of McHenry. NOW THEREFORE, I, Wayne Jett, Jr., Mayor of the City of McHenry, go on record as recognizing the 35 years of contributions and accomplishments of Ryan Schwalenbe�'g and express the city's appreciation and gratitude on behalf of the citizens of our community for a job well done. SIGNED this 1 Aay of June 2020. Department of Public Works Troy Strange, P.E., Director of Public Works 1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186 Fax: (815) 363-2214 www.cityofmchenry.org CONSENT AGENDA SUPPLEMENT DATE: June 1, 2020 TO: Mayor and City Council FROM: Troy Strange, P.E., Director of Public Works RE: Bulk Rock Salt Purchase ATT: Bid Tabulation AGENDA ITEM SUMMARY: Staff requests City Council to consider the 4th year option of the bulk rock salt contract with Compass Minerals America, Inc., Overland Park, Kansas obtained through a joint bid process coordinated by the McHenry County Purchasing Department. BACKGROUND: The Public Works Department utilizes road salt for the purpose of maintaining safe operating conditions for vehicles traveling on City roadways. In order to secure materials at competitive pricing staff have partnered with other local agencies to jointly bid the purchase of materials and secure volume pricing. In early 2017, the City joined three other municipalities and the McHenry County Division of Transportation to solicit bids for road salt. The McHenry County Purchasing Department facilitated the bid specifications and solicitation. A request for 1,500 tons of road salt was submitted to McHenry County from the City. The bid specifications contains an optional third and fourth year contract extension. ANALYSIS: On May 9, 2017 the following bids were received: • Cargill Deicing Technology -North Olmsted, Ohio: 1st year- $75.83; 2nd year - no bid; 3rd year - no bid; 4ch year - no bid • Compass Minerals America, Inc.- Overland Park, Kansas: 1st year- $55.74; 2nd year - $57.74; 3rd year - $60.74; 41h year - $64.74 • Detroit Salt Company— Detroit, Michigan: 1st year- $59.31; 2nd year - $61.09; 3rd year - $64.14; 41h year - $67.35 • Morton Salt — Chicago, Illinois: 1st year- $65.07; 2nd year - $65.07; 3rd year - $65.07; 41h year - $65.07 The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. Funding for the purchase of salt for snow and ice control is budgeted in the Motor Fuel Tax (MFT) Fund in the amount of $225,000.00. RECOMMENDATION: Therefore, if Council concurs, it is recommended that a motion be made to approve the issuance of a contract purchase order for the 4th year option for bulk road salt to Compass Minerals America, Inc., Overland Park, Kansas in an amount not to exceed $97,110.00 (1,500 tons @ $64.74 per ton). SUMMARY SHEET Date: 5/9/2017 County of McHenry Purchasing Bid/RFP: 1748 BULK ROCK SALT DETROIT SALT DETROIT MI MORTON SALT CHICAGO IL Vendor City/State CARGILL NORTH OLMSTED OH COMPASS OVERLAND PARK KS ORIGINAL SIGNATURE YES YES YES YES Mandatory Pages? YES YES YES YES Bid Bond? YES YES YES YES BULK ROCK SALT (UNTREATED) FOUR (4) YEAR LUMP SUM BID 12/01/17-6/30/21 Per Ton Year Total Per Ton Year Total Per Ton Year Total Per Ton Year Total Village of Lake in the Hills, 4,000 Ton 67.72 270*880600 63.79 f 0 0 City of McHenry, 6,000 Ton 68.71 412,260.00 65.07 Et9'p, 0.00 Village of Oakwood Hills, 800 Ton 67.30 53,840.00 63.79 b1eflip 40 00 Village of Greenwood, 400 Ton 68.51 27,404.00 66.17 U 6";6 QQ ALTERNATE BID I: BASE TWO (2)YEAR BID 12/01117-6/30119 Village of Lake in the Hills, 2,000 Ton 56.51 Cif �02 DO 63.79 127,580.00 City of McHenry, 3,000 Ton 57.33 19b 0•;0 65:07 195,210.00 Village of Oakwoo� Hills, 400 Ton 56,16 7r, , G4;00 63.79 25,516,00 Village of Greenwood, 200 Ton 57.17 11434DQ 66.17 13,234.00 ALTERNATE BID I: OPTIONALTWO (2) YEARS 12/01/19-6/30/21 Village of Lake in the Hills, 2,000 Ton 60,51 sr Q ©PO(} 63.79 127,580,00 City of McHenry, 3,000 Ton 61.33 190T ,Q 65.07 195,210.00 Village of Oakwood Hills, 400 Ton 60,16 WHOM 63.79 25,516,00 Village of Greenwood, 200 Ton 61.17 2�34200 66,17 13,234.00 UNOFFICIAL RESULTS SUMMARY SHEET County of McHenry Purchasing Date:5/9/2017 Bid/RFP: 17-18 BULK ROCK SALT ALTERNATE Blb II: BASETWO (2) YEAR BID 12/Dl/17-6/30/19 Village of Lake in the Hills, 2,OD0 Ton 56,51 i� 0 63479 127,580.00 City of McHenry, 3,000 Ton 57.33 19'�©i00 65.07 195,210,00 Village of Oakwood Hills, 400 Ton 56,16 22 6 0 63.79 25,516.o0 Village of Greenwood, 200 Ton 57.17 T-1& Q 66,17 13,234.00 ALTERNATE BID II: OPTION YEAR THREE (3)12/01/19—6/30/20 Village of Lake in the Hills, 1,0D0 Ton 59,51 59,St10 63.79 63,790,00 City of McHenry, 1,500 Ton 60.33 9 495_0 65.07 97,605.00 Village of Oakwood Hills, 200 Ton 59,61 �00 63.79 12,758.00 Village of Greenwood, 100 Ton 60.17 `D17s00 66.17 6,617.00 ALTERNATE BID II: OPTION YEAR FOUR (4) 12/01/20-6/30/21 Village of Lake In the Hills, 1,000 Ton 63.51 fi3 51bQ0 63.79 63,790.00 City of McHenry, 1,500 Ton 64.33 96;49,5?00 65.07 97,605.00 Village of Oakwood Hills, 200 Ton 63,16 2;832:00 63,79 1217S8,00 Village of Greenwood, 100 Ton 64.17 6447lDO 66.17 6,617.00 ALTERNATE BID III: BASE BID 12/01/17-6/30/18 Village of Lake in the Hills, 1,000 Ton 74.61 74,610.00 54.94 4;9,& 63,79 63,790,00 City of McHenry, 1,500 Ton 75.83 113,745.00 55,74 83}6�O4CO r58.6358,630.00 88,965.00 65.07 97,605.00 Village of Oakwood Hills, 200 Ton 77.94 15,588.00 54.60 (10 920100 11,654,00 63,79 12,758.DD Village of Greenwood, 100 Ton 78.66 7,866.00 55.58 55__8;00 . 51931,00 66A7 60617.00 ALTERNATE BID III: OPTION YEAR TWO (2)- 12/01/18 — 6/30/19 Village of Lake in the Hills, 1,000 Ton S6.94 _ 94O,Q0 60.39 60,390.00 63.79 63,790.00 UNOPPICLAL RESULTS SUMMARY SHEET Date: 5/9/2017 County of McHenry Purchasing Bid/RFP: 17-18 BULK ROCK SALT Clty of McHenry, 1,500 ton 57.74 8 1661u0Q0 61.09 . 91,635.00 65.07 97,605.00 Village of Oakwood Hills, 200 Ton 56.60 i 2Qi0Q 60.02 12,004.00 .63.79 12,758.00 Village of Greenwood, 100 Ton 57.58 0,0 61.09 61109,00 66.17 61617,00 ALTERNATE BID III: OPTION YEAR THREE (3)-12/01/19-6/30/20 Village of Lake in the Hills, 1,00D Ton 59.94 99, -; :4Qi00 63.41 63,410,00 63.79 63,790.00 City of McHenry, 1,500Ton 60.74 rah 20r00 64.14 96,210,00 65.07 97,605,00 Village of Oakwood Hills, 200 Ton 59.60 920f00 63.02 121604.00 63.79 12,758.00 Village of Greenwood, 100Ton 60.58 :;58 0 64.14 61414,00 66.17 61617.o0 ALTERNATE BID III: OPTION YEAR FOUR (4)-12/01/20- 6/30/21 Village of Lake in the Hills, 1,000 Ton 63.94 63,940600 66.58 661580.00 63.79 3 S,Q OQ City of McHenry,1,500 Ton 64.74 67.35 101,025.00 65.07 971605.00 Village of Oakwood Hills, 200 Ton 63.60 Fit 720?00 66.17 13,234.00 63.79 121758,00 Village of Greenwood,100 Ton 64.58 "6 98 00 67.35 61735.00 66.17 61617.00 UNOFFICIAL RESULTS SUMMARY SHEET Date: 5/9/2017 County of McHenry Purchasing Bid/RFP: 17-18 BULK ROCK SALT CARGILL COMPASS bETROTT SALT MORTON SALT ENHANCED (TREATED) BULK ROCK SALT FOUR (4) YEAR LUMP SUM BID 12/01/17— 6130/21 Per Ton Yearly Total Per Ton Yearly Total Per Ton Yearly Total Per Ton Year Total McHenry County DOT, 31,500 Ton 82,74 2'fi06j310A0 Algonquin, 12,000 Ton 81001 972720OQ ALTERNATE BID I: BASE TWO (2) YEAR BID 12/01/17-6/30/19 McHenry County DOT, 13,500 Ton 72,90 98`4;15000 Algonquin, 6,000 Ton 71,38 428 280 00 ALTERNATE BID I: OPTIONAL TWO (2) YEARS 12/01/19-6/30/21 McHenry County DOT,18,000 Ton E74 1�366 200 00, Algonquin, 6,000 Ton 9'd6280i00 ALTERNATE BID II: BASE TWO (2) YEAR BID 12/01/17 — 6/30119 McHenry County DOT, 13,500 Ton 72,90 98915a Og Algonquin, 6,000 Ton 71,38 4282$0(jg ALTERNATE BID II: OPTION YEAR THREE (3)12/01/19-6/30/20 McHenry County DOT, 9,OOD Ton 75,90 7 366006; 0 Algonquin, 3,000 Ton 74,38 r 4462801Q0 ALTERNATE BID 11: OPTION YEAR FOUR (4)12/01/20— 6/3D/21 McHenry County DOT, 9,000 Ton 79,90 2:Y9,TOO OQ Algonquin, 3,000 Ton 78,38 2Y5 4_0)00 ALTERNATE BID III: BASE BID 12/01/17-6/30/18 McHenry County DOT, 41500 Ton 72,61 326,745,00 69.72 3.1:y 40,00 8435 379,575,00 UNOFFICL4L RESULTS County of McHenry Purchasing Date:5/9/2017 Bid/RFP: 17-18 BULK ROCK SALT Algonquin,3,000Ton 72.b1 217,830.00 68.46 2Q5350l00 83.98 251,940.00 ALTERNATE BID III: OPTION YEAR TWO (2)-12/01/18-6130/19 McHenry County DOT, 9,000 Ton 71.92 96.88 781,920.00 3,000 T 70A6 2MA 86.50 259,500.00Algonquin, ALTERNATE BID III: OPTION YEAR THREE (3)- 12/01/19— 6/30/20 McHenry County DOT, 9,000 Ton 74.92 Y/428Q"i00 91.22 820,980.00 Algonquin, 3,000 Ton 73,46 2p 8000 90.82 272,460,00 ALTERNATE BID III: OPTION YEAR FOUR (4)-12/01/20— 6/30/21 McHenry County DOT, 9,000 Ton 78.92 iAQJ OR 95.79 862,110,00 Algonquin, 3,000 Ton 77.46 3WHO 95.37 286,110,00 Sent to _potential bidders. Submittals received from 4. UNOFFICIAL R.ESUiTS Department of Public Works Troy Strange, P.E., Director of Public Works 1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186 Fax: (815) 363-2214 www.cityofmchenry.org CONSENT AGENDA SUPPLEMENT DATE: June 1, 2020 T0: Mayor and City Council FROM: Troy Strange, Director of Public Works RE: Pump replacement at East Dartmoor Avenue Lift Station ATT: Xylem Water Solutions USA Quote, 2 each Pump Replacement AGENDA ITEM SUMMARY: Staff requests City Council to consider accepting a quote from Xylem Water Solutions USA to replace the two raw sewage pumps at the East Dartmoor Avenue Lift Station with two new Flygt model 1\113-3102 pumps. BACKGROUND: The raw sewage pumps in the East Dartmoor Lift Station were installed in 1984. Since that time the City Of McHenry has performed all required preventive maintenance and made repairs when necessary. Recently during a repair/preventive maintenance project, it was discovered that the cables which supply electricity and control to the pumps had swelled up. This occurs when the cables are submerged for a long period of time and moisture finds its way inside the cables. This can happen from the repetition of raising and lowering the pumps. Condensation can also build up inside the cable because of the temperature change inside the lift station. If left unattended this will eventually cause a short in the wiring and the pumps will fail. Additionally, after 36 years of service the pump efficiency is beginning to drop off due to the age of the pumps. The lift station currently has two Flgyt pumps in service and one in back-up at the wastewater maintenance shop. The Wastewater Division has been transitioning all wastewater pumping equipment to pumps manufactured by Flygt Products to standardize the pump inventory and reduce operational, maintenance and repair costs. The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. Because both pumps are in similar conditions and experiencing the same issue there is a risl<that if both pumps were lost the lift station would fill up and potentially flood basements with raw sewage. Therefore both pumps are being replaced for continuity and similarity of condition. ANALYSIS: Staff solicited and recieved a quote in the amount of $13,829.60 from Xylem Water Solutions USA/Flygt Products of Mokena Illinois to replace the two current Flygt pumps with two new Flygt pumps. The quote includes parts and labor. Staff have reviewed the quote and have found the pricing to be acceptable. The FY 20/21 Wastewater Division Operational Budget has a GL account for lift station equipment. This GL account is used for lift station equipment, pump replacement and repairs. The funds for this purchase are already budgeted into this account. RECOMMENDATION: Therefore, if Council concurs, it is recommended that a motion be made to approve the purchase of two Flgyt NP-3102 pumps from Xylem Water Solutions USA to replace the two current Flygt pumps in the East Dartmoor Avenue Lift Station in the amount of $13,829.60. The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. January 11, 2020 City of McHenry 333 S GREEN ST MCHENRY IL 60050-5494 Quote # 2020-CHI-0027 Re: City of McHenry East Dartmoor L.S. Upgrade Xylem Wafer Solutions USA, Inc. Flygt Products 9661 194th Street Mokena, IL 60448 Tel (708) 342-0484 Fax (708) 342-0491 Xylem Water Solutions USA, Inc. Flygt Products Group is pleased to provide a quote for the following Flygt equipment. Block 1 Qty Part Number Description Unit Price Extended Price 2 3102.060-0009 Flygt Model NP-3102,060 4" volute $ 6,089460 $ 12,179420 Submersible pump equipped with a 460 Volt / 3 phase / 60 Hz 5 HP 1750 RPM motor, 464 impeller, 1 x 50 Ft, length of SUBCAB 4G4+2xl,5 submersible cable, FLS leakage detector, volute is prepared for Flush Valve 1 14-69 00 09A START UP,FLYGT,NO TAX 1-TP $ 1,070.40 $ 1,070.40 MODELS: 3000, 7000, 8 000 Total Project Price $ 13,249.60 Freight Charge it 580.00 Total Project Price It 13,829.60 Terms &Conditions This order is subject to the Standard Terms and Conditions of Sale —Xylem Americas effective on the date the order is accepted which terms are available at http://www,xyleminc.com/en-us/Pages/terms. conditions -of -sale, asp and incorporated herein by reference and made a part of the agreement between the parties. Purchase Orders: Please make purchase orders out to: Xylem Water Solutions USA, Inc. Freight Terms: 3 DAP - Delivered At Place 08 - Jobsite (per IncoTerms 2010) See Freight Payment (Delivery Terms) below. Taxes: State, local and other applicable taxes are not included in this quotation. Back Charges. Buyer shall not make purchases nor shall Buyer incur any labor that would result in a back charge to Seller without prior written consent of an authorized employee of Seller. Shortages. Xylem will not be responsible for apparent shipment shortages or damages incurred in shipment that are not reported within two weeks from delivery to the jobsite. Damages should be noted on the receiving slip and the truck driver Page 1 of 2 FLYGT a xylem brand advised of the damages. Please contact our office as soon as possible to report damages or shortages so that replacement items can be shipped and the appropriate claims made. Taxes: State, local and other applicable taxes are not included in this quotation. Terms of delivery: PP/Add Order Position Terms of payment: Net 30 Standard Terms of payment: Net 60 Days Validity: This Quote will expire in ninety (90) days unless extended in writing by Xylem Water Solutions USA, Inc.. Customer Acceptance: A signed facsimile copy of this quote is acceptable as a binding contract. Signature: Name: (PLEASE PRINK Email: Date: Company/Utility: Address: Phone PO#:-------------------------------- Fax: Schedule: Please consult your local Flygt Branch Office to get fabrication and delivery lead times. Thank you for the opportunity to provide this quotation. Please contact me if there are any further questions. Sincerely, Denny Weber District Sales Engineer Cell: 224-500-8409 denny.weber@xyleminc.com FLYCirT a xylem brand Page 2 of 2 Department of Public Works Troy Strange, P.E., Director of Public Works 1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186 Fax: (815) 363-2214 www.cityofmchenry.org CONSENT AGENDA SUPPLEMENT DATE: June 1, 2020 TO: Mayor and City Council FROM: Troy Strange, Director of Public Works RE: Well #10 Repairs ATT: Water Well Solutions Proposal for Well #10 Repairs AGENDA ITEM SUMMARY: Staff requests City Council to consider accepting two proposals from Water Well Solutions of Oconomowoc, Wisconsin for emergency pulling of pumping equipment from Well #10 for inspection due to failure as well as a proposal for the replacement of a check valve. BACKGROUND: On Thursday May 7, 2020, Water Division staff received an alarm from the SCADA system indicating a pump failure on Well #10 located directly west of Water Treatment Plant #4. Well #10 is one of two wells which provide raw water to Water Treatment Plant #4 located on Pine Drive. Staff reset the well, restarted, and noticed a considerate amount of air pushing out of the well. This was an indication that the check valve in the well might have failed or there is a hole in the column pipe. The following day, Water Well Solutions of Oconomowoc, Wisconsin sent a representative to diagnose the problem and determined that the well needed to be pulled out of service for inspection. Water Well Solutions' then dispatched a crew on May 12 to remove the pump and motor from the well to determine the extent of the required repairs. Upon removal of the pump and motor, it was determined that the check valve had failed. Upon inspection, it was discovered that one piece of column pipe and couplings needed to be replaced and that the pump assembly was corroded beyond repair. ANALYSIS: Public Worl<s was invoiced the initial cost of the emergency pulling of pumping equipment in the amount of $4,980.00 shortly after the services were provided. Upon inspection of the pumping equipment staff solicited and received a proposal for new equipment to be reinstalled by Water Well Solutions, Oconomowoc, Wisconsin in the amount of $12,645.00. The attached quotes have been reviewed by staff and have been found to be acceptable. RECOMMENDATION: Therefore, if Council concurs, it is recommended that a motion be made to approve the attached proposals from Water Well Solutions of Oconomowoc, Wisconsin in the amounts of $4,980.00 and $12,645.00. Water We115v1UL1ans WATER WELL SOLUTIONS Illinois Division, LLC 825 E. North St. Elburn, IL 60119 888-769-9009 fax 920-474-4771 PROPOSAL TO Date 5/11/2020 Job Name Company: City of McHenry Well No. 10 - Emergency Service Address: 1415 Industrial Dr. Request to Pull Pump Assembly City: McHenry, IL 60050 for Inspection Attention: Scott Schweda Phone: E-mail: Fax: Qty Description Unit Price TOTAL 1 Mobilization of Large Pump Service Rig $200,00 $200,00 8 Hrs Labor with a 2 man pump crew and equipment to Pick Well #10 $360,00 $2,880,00 out of pitless to check to see if column pipe is holding water 1 Additional Labor if necessary to pull pumping equipment for inspection $1,900,00 $1,900,00 NOTE ON MATERIAL PRICES: The material prices noted above are based on current market prices. The price for steel, and other materials are volatile. Therefore, we must reserve the right to adjust the above material prices based on market pricing the date your order is signed and returned to us. In order to hold the current pricing, it will be necessary to immediately order the materials. Further, Water Well Solutions will bill for the materials so ordered at the same time. Your signature below constitutes agreement to be billed for those materials ordered and is your further agreement to pay, within within 30 days of invoice date, for those materials ordered. Total Amount Proposed $41980.00 CLIENT WATER WELL SOLUTIONS ILLINOIS DIVISION LLC The above prices, specifications and conditions are All material is guaranteed to be as specified. All work to be completed in a satisfactory and are hereby accepted. Water Well workmanlike manner according to standard practices. Any alteration or deviation Solutions Is authorized to do the work as specified. from above specifications involving extra costs, will be executed only upon written Payment will be made within thirty (30) days of invoice orders and will become an extra charge over and above this proposal. All agreements date, or as outline above. are contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado and other insurance. BY: DATE: BY: DATE: Water We115uluLlu"= WATER WELL SOLUTIONS Illinois Division, LLC 825 E. North St. Elburn, IL 60119 888-769-9009 fax 920-474-4771 PROPOSAL TO Date 5/20/2020 Job Name Company: City of McHenry Well No. 10 - Emergency Service Address: 1415 Industrial Dr. Request to Pull Pump Assembly City: McHenry, IL 60050 for Inspection Attention: Scott Schweda Phone: E-mail: Fax: Qty Description Unit Price TOTAL Well No. 10 Well Repairs Estimate 1 Bowl Inspection $600,00 $600,00 1 New 2 - Stage bowl assembly rated for 400gpm @ 293' TDH $4,310,00 $4,310,00 Cast Iron with S.S. Impellers and Bolting - 1 week to ship 1 New Baker Pitless Gasket $85,00 $85.00 1 Labor to remove 6" couplings & buck on New Couplings $1,500,00 $1,500,00 6 New API Coated Couplings $125,00 $750,00 1 Misc. Tape, banding, well disinfection & Dual 1000psi 1/4" airlines $500,00 $500,00 1 New 6" Check Valve $1,300400 $1,300,00 10 Hrs Labor with a 2 man pump crew and equipment to reinstall Well #10 $360,00 $3,600000 and conduct startup and performance testing NOTE ON MATERIAL PRICES: The material prices noted above are based on current market prices. The price for steel, and other materials are volatile. Therefore, we must reserve the right to adjust the above material prices based on market pricing the date your order is signed and returned to us. In order to hold the current pricing, it will be necessary to immediately order the materials. Further, Water Well Solutions will bill for the materials so ordered at the same time. Your signature below constitutes agreement to be billed for those materials ordered and is your further agreement to pay, within within 30 days of invoice date, for those materials ordered. Total Amount Proposed $12,645.00 CLIENT WATER WELL SOLUTIONS ILLINOIS DIVISION LLC The above prices, specifications and conditions are All material is guaranteed to be as specified. All work to be completed in a satisfactory and are hereby accepted. Water Well workmanlike manner according to standard practices. Any alteration or deviation Solutions Is authorized to do the work as specified. from above specifications involving extra costs, will be executed only upon written Payment will be made within thirty (30) days of invoice orders and will become an extra charge over and above this proposal. All agreements date, or as outline above. are contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado and other insurance. BY: DATE: BY: DATE: City of McHenry Council Meeting Minutes 5.18.20 1►�ill►l��x+� REGULAR CITY COUNCIL MEETING Monday, May 18, 2020, 7:00 p.m. In light of the current COVID-19 public health emergency, this meeting will be held remotely only. The public can observe by connecting online at: https://cityofmchenry.zoom.us/i/97449141622 The public can also call in to the following number: +1 312 626 6799, Meeting ID = 974 4914 1622 Call to Order: The City Council of the City of McHenry, Illinois, met in regular session on Monday, March 16, 2020, at 7:00 p.m. The meeting was held remotely, per above statement. Roll Call: Mayor Jett called the roll call. Members present: Alderman Santi, Alderman Glab, Alderman Schaefer, Alderman Harding, Alderman Mihevc, Alderman Devine, Alderwoman Miller, and Mayor Jett. Others present: Attorney McArdle, Administrator Morefield, Interim Director of Public Works Strange, Director of Community Development Polerecky, Finance Director Lynch, Director of Parks and Recreation Hobson, Director of Economic Development Martin, City Planner Sherrif, Chief of Police Birk, and City Clerk Ramel. Public Comments: (No public comments) Consent Agenda: Motion to Approve the Following Consent Agenda Items: A. May 4, 2020, City Council Meeting Minutes; B. Issuance of Checks in the amount of $1,398,757.77; C. Issuance of As Needed Checks in the amount of $144,677.64. A motion was made by Alderman Santi and seconded by Alderman Schaefer to approve Consent Agenda Items as presented: Roll Call: Vote: 7-ayes: Alderman Santi, Alderman Glab, Alderman Schaefer, Alderman Harding, Alderman Glab, Alderman Mihevc, Alderman Devine, Alderwoman Miller. 0-nays, 0-abstained. Motion carried. (No public comments). Individual Action Item Agenda: A. Motion to authorize the City Administrator to; (1) enter into alease/loan agreement with First Midwest Bank for a term of 5 years in an amount not to exceed $1,150,185.00 for the purchase of vehicles and equipment, (2) waive the required competitive bidding called for within the City's Purchasing Policies allowing the City to purchase locally, (3) purchase 20 vehicles and 1 backhoe, (4) purchase emergency vehicle equipment for eight vehicles for an amount not to exceed $64,983.09 and (5) purchase one Police Polaris Ranger for an amount not to exceed $14,528.55. 1 City of McHenry Council Meeting Minutes 5920020 Chief Birk explained this item, he confirmed to Alderman Glab that the vehicles are being replaced and not added to the fleet. Chief Birk stated that we are changing models because the life expectancy of 7 years has passed, the radios will be transferred into the new vehicles. Normally two life cycles are the limit of the equipment, a five year replacement matrix was part of this decision in necessity as to what needed to be replaced this year. Due to COVID-19, the Chief explained that they want to see how the finances for the city are affected regarding this crisis. Alderman Schaefer confirmed that he asked about MSRP and learned that we are not paying retail price. Chief Birk also explained that these vehicles will be purchased under a five year government can which then the vehicles are owned by the city, he also explained that every three years they were trying to rotate them out but are now trying to do every five years. All cars that are being replaced now have 150 thousand miles on them. Alderman Santi wanted to know if at the end of five years is there a buy-out clause, Chief Birk confirmed that there is not and there is no different than a five year loan regarding maintenance etc. Some discussion went on regarding this topic, also noted that this is the first year everything went together as a car budget. No public comments during this time. A motion was made by Alderman Santi and seconded by Alderwoman Harding to approve Individual Agenda item as presented. Roll Call: Vote: 7-ayes: Alderman Santi, Alderman Glab, Alderman Schaefer, Alderman Harding, Alderman Glab, Alderman Mihevc, Alderman Devine, Alderwoman Miller, 0-nays, 0-abstained. Motion carried. Discussion Items: A. Establishment of a Local Municipal Motor Fuel Tax Administrator Morefield presented this discussion item, stated that there was some research done on this, it was brought back to council to discuss and develop and ordinance for adoption, if accepted. Director of Public Works Strange, explained this would be used for resurfacing can go up to a three cent per gallon tax. This will allow a separate and dedicated road program as explained by Administrator Morefield, the support of local street program that is not part of the general fund account, will support other capital needs for the city. Alderwoman Miller wants to make sure there is specific amount of language to make sure that it's supporting the city. If passed it would go into effect within a few months, ultimately will be up to The Council. Many on the board were in favor of this fund, as long as it is only used for road repairs. B. Federal Infrastructure Stimulus Bill Projects Director of Public Works Strange explained this discussion topic, this is in regards to future grants that may become available. Waste Water demolishing, retention pond, utility relocation, are some of the areas that are looking at. Many grants are first come first serve, Greg Gruen, Project Engineer, explained, and these grants are ones he may apply for. Mayor Jett has the final say if we want to apply for a grant. The City Councils input is discussed before they take the time to move forward before the applications for grants are submitted. Administrator Morefield stated this is just a discussion regarding this, and decisions would be made together as a council to achieve these grants etc. 2 City of McHenry Council Meeting Minutes 5.20.20 C. Presentation — Summary of Annual 10S4 Activities and Community Outreach Director of Public Works Strange explained the MS4 permit discharge storm sewer through the IPA. What would be done to maintain the program. Russ Ruzicka Wastewater Treatment Superintendent explained this. Alderman Schaefer asked if pool owners were educated on drainage of pools regarding the chlorine. Public work employees are trained on illicit drainage and helps them identify if there is incorrect drainage. D. Central Wastewater Treatment Plant Director of Public Works Strange, explained this discussion item. A discussion regarding the struggle to develop this property, mainly because much of it is mapped in a flood plain, and it is needed to have preapproval regarding regulation agencies. There is a search for engineering programs to help regarding this. This discussion is to conclude if council is wanting to approve this idea and is willing to move forward. Prepping this sight for redevelopment is what The Council would discuss, this will help the future to move forward to get approvals per Director of Community Development Polerecky. Director of Economic Development Martin stated the flood way and flood plain are both of concern. Alderman Schaefer questioned if there is another plan for the property if it cannot be developed. Administrator Morefield stated that demolition would be the next plan to get the property ready. Many council members were in favor of moving forward with this. The time frame regarding this would be the next 30 days for a proposal stated. There was quite a bit of discussion regarding this topic. Mayor's Report: Talked about the executive order signed regarding the downtown areas for restaurants with outside seating. Thank you to council regarding the help with this, thankful for public works and parts to get it done quickly. It was also noted that each restaurant and bar were presented all the rules and enforced that that be abided by. Mayor Jett also explained that he was thankful for all the support. City Council Comments: Alderman Santi stated that he would like owners that customers need to stay in their locations, we need to make sure that the executive orders are followed as close as possible, and stressed standards. Mayor Jett agreed and supported Alderman Santi. Attorney McArdle supported the idea porta toilets for the restaurants to eliminate the need for all customers to go inside and use one restroom. Executive Session if Needed: Not at this time Adjourn: A motion was made Alderman Devin and seconded by Alderwoman Miller to adjourn the meeting at 82.26 PM. Roll Call: Vote:7-ayes: Alderman Santi, Alderman Glab, Alderman Schaefer, Alderman Harding, Alderman Mihevc, Alderman Devine, Alderwoman Miller. 0-nay-, 0-abstained. Motion carried. 3 City of McHenry Council Meeting Minutes 5.20.20 X Mayor Wayne Jett City Clerk Trisha Ramel 0 McHenry, IL Vendor Name Payable Number Post Date Vendor: BAKER & SON CO, PETER BAKER & SON CO, PETER 28968 06/01/2020 BAKER & SON CO, PETER 28978 06/01/2020 Vendor: BARTER &WOODMAN BAXTER & WOODMAN 0213347 06/01/2020 Vendor: DEBOLT, JUSTIN DEBOLT,JUSTIN INV0009985 06/01/2020 Vendor: FISHER, THERESA FISHER, THERESA 265201 04/30/2020 Vendor: ILLINOIS DEPT OF INSURANCE ILLINOIS DEPT OF INSURANCE G71499 06/01/2020 Vendor: KIEFER, MARY JEAN KIEFER, MARY JEAN 265333 06/01/2020 Vendor: LEZON, CAROL LEZON, CAROL 265295 06/01/2020 Vendor: MARZANO, JENNIFER MARZANO, JENNIFER 265345 06/Ol/2020 Vendor: MCANDREWS PC, THE LAW OFFICE OF PATRICK MCANDREWS PC, THE LAW INV0009987 06/Ol/2020 Vendor: MCHENRY COUNTY COUNCIL OF GOVERNMENTS MCHENRY COUNTY COUNCIL 2282 06/01/2020 Vendor: MCHENRY COUNTY RECORDER OF DEEDS MCHENRY COUNTY RECORDER 2020520-15 06/01/2020 Vendor: MENDYK, KATHLEEN MENDYK, KATHLEEN 265296 06/01/2020 Vendor: MENDYK, LAURA MENDYK, LAURA 265297 06/01/2020 Vendor: NORTHWESTERN MEDICINE OCC HEALTH NORTHWESTERN MEDICINE 406897 04/30/2020 Vendor: OTTOSEN DINOLFO HASENBALG & CASTALDO, LTD OTTOSEN DINOLFO 125714 04/30/2020 Vendor: US BANK EQUIPMENT FINANCE US BANK EQUIPMENT FINANCE 414707067 06/01/2020 Expense Approval Register List of Bills Council Meeting &1-2020 Description (Item) Account Number Amount HMA SFC 100-33-6110 6,580.76 HMA SFC 100-33-6110 151.34 Vendor BAKER & SON CO, PETER Total: 6,732.10 CURRAN RDS-CURVE 270-00-8600 666.86 Vendor BAXTER & WOODMAN Total: 666.86 MED EXAM FEE FOR PENSION 760-00-5110 70.00 Vendor DEBOLT, JUSTIN Total: 70.00 COVID 100-41-3637 70.00 Vendor FISHER, THERESA Total: 70.00 ANN COMP FEE 760-00-5110 5,436.48 Vendor ILLINOIS DEPT OF INSURANCE Total: 5,436.48 CXL 100-41-3635 83.00 Vendor KIEFER, MARY JEAN Total: 83.00 REF 100-41-3636 174.00 Vendor LEZON, CAROL Total: 174.00 DANCE RKT REF 100-41-3636 30.00 Vendor MARZANO, JENNIFER Total: 30.00 MAY LEGALTRAFFIC 100-01-5230 1,500.00 Vendor MCANDREWS PC, THE LAW OFFICE OF PATRICK Total: 1,500.00 MCCG ANNUAL DUES FY 21 100-01-5410 7,797.00 Vendor MCHENRY COUNTY COUNCIL OF GOVERNMENTS Total: 7,797.00 3RD QUARTER BILLING 620-00-5110 275.00 Vendor MCHENRY COUNTY RECORDER OF DEEDS Total: 275.00 REF 100-41-3636 92.00 Vendor MENDYK, KATHLEEN Total: 92.00 REF 100-41-3636 87.00 Vendor MENDYK, LAURA Total: 87.00 J R ADAMS SCRN 610-00-6940 Vendor NORTHWESTERN MEDICINE OCC HEALTH Total: 100-01-5230 Vendor OTTOSEN DINOLFO HASENBALG & CASTALDO, LTD Total: PW RICOH COPIER 620-00-6210 Vendor US BANK EQUIPMENT FINANCE Total: 130.00 336.21 5/27/2020 2:59:07 PM Expense Approval Register Vendor Name Payable Number Post Date Vendor: ZUKOWSKI ROGERS FLOOD & MCARDLE ZUKOWSKI ROGERS FLOOD & 142977 04/30/2020 ZUKOWSKI ROGERS FLOOD & 142978 04/30/2020 ZUKOWSKI ROGERS FLOOD & 142980 04/30/2020 ZUKOWSKI ROGERS FLOOD & 142982 04/30/2020 ZUKOWSKI ROGERS FLOOD & 142983 04/30/2020 Packet: APPKT01826 - AP CKS 6-1-2020 Description (Item) Account Number Amount CORP 100-01-5230 SUVADA, VERA ANN / 3709 100-01-5230 KICKY ROCKETS 100-01-5230 COVID-19 LAWSUIT 100-01-5230 DENVER FARMS 100-01-5230 Vendor ZUKOWSKI ROGERS FLOOD & MCARDLE Total Grand Total 5,688.75 647.50 1,160.00 3,450.00 1,522.00 12,468.25 36,375.40 S/27/2020 2:59:07 PM Expense Approval Register Packet: APPKT01826 - AP CKS 6-1-2020 Fund Summary no 100-GENERAL FUND 270- MOTOR FUELTAX FUND 610- RISK MANAGEMENT FUND 620- INFORMATION TECHNOLOGY FUND 760 - POLICE PENSION FUND Grand Total Expense Amount 29,460.85 666486 130.00 611,21 51506,48 36137SA0 McHenry, IL Expense Approval Register #2 List of Bills Council Meeting - &1-2020 Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: ADAMS STEEL SERVICE & SUPPLY, INC ADAMS STEEL SERVICE & 362558 06/01/2020 Sport Court Supplies 100-45-6110 104.00 ADAMS STEEL SERVICE & MAY2020-9 06/01/2020 tank rental 510-32-5370 100.00 Vendor ADAMS STEEL SERVICE & SUPPLY, INC Total: 204.00 Vendor: ALEXANDER LUMBER CO ALEXANDER LUMBER CO 8731320 06/01/2020 Lumber for concrete forms 100-33-6110 328.57 ALEXANDER LUMBER CO 8737765 06/01/2020 Lumber concrete forms Invoice 100-33-6110 188.38 Vendor ALEXANDER LUMBER CO Total: 516.95 Vendor: AUTO TECH CENTERS INC AUTO TECH CENTERS INC 303178 06/01/2020 321 100-22-5370 625.52 AUTO TECH CENTERS INC 303268 06/01/2020 street trailer tires 100-33-5370 262.88 Vendor AUTO TECH CENTERS INC Total: 888A0 Vendor: BAXTER &WOODMAN BAXTER &WOODMAN 0212401 04/30/2020 NPDES permit renewal 510-32-5110 364.26 Vendor BAXTER & WOODMAN Total: 364.26 Vendor: BERKHEIMER CO INC, G W BERKHEIMER CO INC, G W 656479 06/01/2020 Furnace filters 100-33-6115 111.00 Vendor BERKHEIMER CO INC, G W Total: 111.00 Vendor: BUSS FORD SALES BUSS FORD SALES 5037693 06/01/2020 343 100-22-5370 293.46 BUSS FORD SALES 5037703 06/01/2020 turn signal bulb 312 100-22-5370 339.66 BUSS FORD SALES 5037705 06/01/2020 bearings 321 100-22-5370 435.44 BUSS FORD SALES 5037711 06/01/2020 headlamp 321 100-22-5370 577.14 BUSS FORD SALES 5037712 06/01/2020 tank ans hose 312 100-22-5370 151.28 BUSS FORD SALES 5037717 06/01/2020 alternator 322 100-22-5370 356.83 Vendor BUSS FORD SALES Total: 21153.81 Vendor: CABAY & COMPANY INC CABAY & COMPANY INC 62730 06/01/2020 paper towls pw 100-33-6115 140.84 Vendor CABAY & COMPANY INC Total: 140.84 Vendor: CDS OFFICE TECHNOLOGIES CDS OFFICE TECHNOLOGIES 6201021001 06/01/2020 Panasonic ToughPad FZ-G1 620-00-8300 51658,00 Vendor CDS OFFICE TECHNOLOGIES Total: 51658.00 Vendor: CINTAS CORPORATION LOC 355 CINTAS CORPORATION LOC 355 5017078361 06/01/2020 First Aid Cabinet 100-45-5110 66.48 Vendor CINTAS CORPORATION LOC 355 Total: 66AB Vendor: COMCAST CABLE COMCAST CABLE 6202021009 06/01/2020 CH Cable TV 620-00-5110 31.69 COMCAST CABLE 6202021014 06/01/2020 PW Cable TV & Internet 620-00-5110 139.81 COMCAST CABLE INV0009986 06/01/2020 WW Cable TV & Internet 620-00-5110 134.87 Vendor COMCAST CABLE Total: 306.37 Vendor: CRITICAL TECHNOLOGY SOLUTIONS CRITICAL TECHNOLOGY P9106-V 06/01/2020 Axis P9106-V IP Surveillance 620-00-5110 529.17 Vendor CRITICAL TECHNOLOGY SOLUTIONS Total: 529.17 Vendor: FOXCROFT MEADOWS INC FOXCROFT MEADOWS INC 56742 06/01/2020 Landscape Supplies 100-45-6110 136.20 Vendor FOXCROFT MEADOWS INC Total: 136.20 Vendor: HEARTLAND BUSINESS SYSTEMS, LLC HEARTLAND BUSINESS 369387-H 04/30/2020 Microsoft Monthly Licensing 620-00-5110 41064,37 Vendor HEARTLAND BUSINESS SYSTEMS, LLCTotal: 41064.37 5/27/2020 3:05:35 PM Expense Approval Register Packet: APPKT01827 - 64 ELEC PO Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: IN -PIPE TECHNOLOGY COMPANY INC IN -PIPE TECHNOLOGY 1726 06/01/2020 Monthly service fee 510-32-5110 7,750.00 Vendor IN -PIPE TECHNOLOGY COMPANY INC Total: 7,750.00 Vendor: JENSEN SALES CO INC, LEE JENSEN SALES CO INC, LEE 5235-00 06/01/2020 Tow chains 510-35-6110 344.00 Vendor JENSEN SALES CO INC, LEE Total: 344.00 Vendor: KIMBALL MIDWEST KIMBALL MIDWEST 7919474 06/01/2020 stock 100-33-5370 325.80 KIMBALL MIDWEST 7936735 06/01/2020 shop supplies 100-33-6115 299.59 KIMBALL MIDWEST 7952517 06/01/2020 stock 100-33-6110 259.37 Vendor KIMBALL MIDWEST Total: 884.76 Vendor: KOMLINE-SANDERSON KOMLINE-SANDERSON 42046624 06/01/2020 2 meter GBT Wash Water 510-32-5375 816.83 Vendor KOMLINE-SANDERSON Total: 816.83 Vendor: LAI LTD LAI LTD 20-17412 06/01/2020 Kaeser Blower Parts 510-32-5375 776.58 Vendor LAI LTD Total: 776.58 Vendor: LOU'S GLOVES, INC LOU'S GLOVES, INC 035480 06/01/2020 Gloves 510-32-6110 366.00 Vendor LOU'S GLOVES, INC Total: 366.00 Vendor: MCCANN INDUSTRIES INC MCCANN INDUSTRIES INC P11496 06/01/2020 Curb Joint, Dowel, Kumalong 510-35-6110 472.26 MCCANN INDUSTRIES INC P11631 06/01/2020 Concrete stakes 100-33-6110 150.42 Vendor MCCANN INDUSTRIES INCTotal: 622.68 Vendor: MCHENRY MARLINS AQUATIC CLUB MCHENRY MARLINS AQUATIC 315 06/01/2020 MMAC Yard Sign Fee 100-47-5110 55.00 Vendor MCHENRY MARLINS AQUATIC CLUB Total: 55.00 Vendor: MEADE INC MEADE INC 692399 06/01/2020 Traffic Signal Locate #692399 100-33-5110 246.65 Vendor MEADE INC Total: 246.65 Vendor: METRO DOOR AND DOCK INC METRO DOOR AND DOCK INC E13962 06/01/2020 Garage Door Repair - 1415 100-33-5115 1,721.22 Vendor METRO DOOR AND DOCK INC Total: 1/721422 Vendor: METROPOLITAN INDUSTRIES METROPOLITAN INDUSTRIES INV016695 06/01/2020 Boone Lagoon Seal Kit 510-32-5380 2/814454 Vendor METROPOLITAN INDUSTRIES Total: 2,814.54 Vendor: MID AMERICAN WATER OF WAUCONDA INC MID AMERICAN WATER OF 228662W 06/01/2020 Park Improvements: Vet's Park 400-00-8800 1/900000 Vendor MID AMERICAN WATER OF WAUCONDA INC Total: 1/900600 Vendor: MIDWEST HOSE AND FITTINGS INC MIDWEST HOSE AND FITTINGS 201637 06/01/2020 817 510-35-5370 79.49 Vendor MIDWEST HOSE AND FITTINGS INC Total: 79.49 Vendor: MINUTEMAN PRESS OF MCH MINUTEMAN PRESS OF MCH 94149 06/01/2020 APPROVED STICKERS 100-03-6210 89.91 Vendor MINUTEMAN PRESS OF MCH Total: 89.91 Vendor: MOTOROLA MOTOROLA 4926620200331 06/01/2020 STARCOM21 MONTHLY 100-22-5320 2,419.00 Vendor MOTOROLA Total: 2,419.00 Vendor: NORTHEASTERN IL REGIONAL CRIME LAB NORTHEASTERN IL REGIONAL 86 06/01/2020 CRIME LAB YEARLY INVOICE 100-22-5110 40,519.00 Vendor NORTHEASTERN IL REGIONAL CRIME LAB Total: 40,519.00 Vendor: PETROCHOICE LLC PETROCHOICE LLC 11302829 06/01/2020 ATF streets 100-33-6250 3,030.25 PETROCHOICE LLC 11302832 06/01/2020 ATF utility 510-35-6250 3,005.75 PETROCHOICE LLC 11302835 06/01/2020 antifreeze sewer 510-32-6250 702.11 5/27/2020 3:05:35 PM Expense Approval Register Vendor Name Payable Number Post Date PETROCHOICE LLC 11306093 06/01/2020 PETROCHOICE LLC 11306108 06/01/2020 PETROCHOICE LLC 11306109 06/01/2020 PETROCHOICE LLC 11306111 06/01/2020 PETROCHOICE LLC 11306112 06/01/2020 PETROCHOICE LLC 11306312 06/01/2020 PETROCHOICE LLC 11313963 06/01/2020 PETROCHOICE LLC 11313964 06/01/2020 PETROCHOICE LLC 11313966 06/01/2020 Vendor: TREDROC TIRE/ANTIOCH 002 TREDROC TIRE/ANTIOCH 002 7020034947 Vendor: VEOLIA WATER TECHNOLOGIES, INC VEOLIA WATER 20000289RIO5700 Vendor: WOODWARD PRINTING SERVICES WOODWARD PRINTING 4897061 WOODWARD PRINTING 4897061 Description (Item) Fuel - U" - 11306093 Fuel W W - 11306108 Fuel - WTR - 11306109 Fuel - STS - 11306111 FUEL-11306112 oil police Fuel - W W -11313963 Petro - WTR - 11313964 Fuel-STS-11313966 Packet: APPKTO1827 - 64 ELEC PO Account Number Amount 510-35-6250 510-32-6250 510-31-6250 100 33-6250 100-22-6250 100-22-6250 510 32-6250 510-31-6250 100-33-6250 Vendor PETROCHOICE LLC Total: 06/01/2020 tire repair 417 100-33-5370 Vendor TREDROC TIRE/ANTIOCH 002 Total 04/30/2020 Filter Media Panels 510-32-5375 Vendor VEOLIA WATER TECHNOLOGIES, INC Total: 06/01/2020 Brochure -Summer 2020 100-41-5310 06/01/2020 Brochure - Summer 2020 100-41-5330 Vendor WOODWARD PRINTING SERVICES Total: Grand Total: 263.89 486.39 172.42 752.16 1,590.42 1,373.10 208.24 140.65 654.54 12,379.92 69.85 69.85 3,753.24 3,753.24 268.20 6,936.00 7,204.20 99,952.72 5/27/2020 3:05:35 PM Expense Approval Register Packet: APPKT01827 - 6-1 ELEC PO Fund Summary Fund 100-GENERAL FUND 400 - RECREATION CENTER FUND 510- WATER/SEWER FUND 620 - INFORMATION TECHNOLOGY FUND Grand Total: Expense Amount 64,878J6 1/900400 22,616,65 10,557*91 99,95232 Monte Johnson Deputy City Clerk City of McHenry 333 S Green St McHenry, Illinois 60050 Phone: (815) 363-2108 mjohnson@cityofmchenry.org REGULARAULNDA DATE: June 1, 2020 TO: City Council FROM: Monte Johnson, Deputy City Clerk RE: Declaration of Local Emergency ATT: 1. The Third Continuation of Local State of Emergency 2. The Fourth Continuation of Proclamation of Local Disaster Emergency The following two pages are more local emergency documents. The Mayor will execute his Third Continuation of Local State of Emergency, and the Council needs to take action on the following: Motion to approve the continuation of the local disaster emergency for the City of McHenry pursuant to Section 6-1-14, Declaration of Local Emergency, of the Municipal Code to June 1, 20208 Questions regarding this item should be directed towards Attorney McArdle. The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. State of Illinois County of McHenry City of McHenry THIRD CONTINUATION OF DECLARATION OF LOCAL STATE OF EMERGENCY IN THE CITY OF MCHENRY, ILLINOIS On March 16, 2020, Apri16, 2020, and Ma 4, 2020, I, Wayne S. Jett, the Mayor of the City of McHenry declared a Local State of Emergency in the City of McHenry in response to the Coronavirus disease 2019 (COVID49) with the most recent declaration in effect until June 1, 2020. Pursuant to the authority vested in the office of Mayor by the Illinois Municipal Code in Section 5/11-1-6, the Illinois Emergency Management Agency Act in Section 3305/11, and the Municipal Code of the City of McHenry in Section 6-1-15, I, Wayne S. Jett, the Mayor of City of McHenry do hereby declare that a Local State of Emergency still exists as of this date, June 1, 2020, and shall continue until July 20, 2020. I find that an emergency, as defined in Section 6-1-15 of the Municipal Code of the City of McHenry, still exists in that there is a pandemic of the Coronavirus disease 2019 (COVID49). The following facts substantiate such a finding: • Coronavirus disease 2019 (COVID-19) is a potentially severe acute respiratory infection caused by severe acute respiratory syndrome coronavirus 2 (SARS-CoV- 2). The virus was first identified as the cause of an outbreak of pneumonia of unknown cause in Wuhan City, Hubei Province, China, in December 2019; and • On March 9, 2020, Governor J.B. Pritzker declared all counties in the State of Illinois as a disaster area; and • On March I I, 2020, the World Health Organization characterized the COVID-19 outbreak as a pandemic; and • On March I I, 2020, McHenry County Board Chair Jack D. Franks proclaimed that a disaster emergency exists for the County of McHenry; and • Following these actions, Mayor Wayne S. Jett issued a Proclamation of Local Disaster Emergency for the City of McHenry on March 11, 2020; and • Governor Pritzker has issued 32 Executive Orders relating to COVID49, including Executive Order 202040 (COVID-19 Executive Order No. 8), Executive Order 202048 (COVID49 Executive Order No. 16), and Executive Order No. 2020-32 (COVID49 Executive Order No. 30) issuing a stay at home order for state residents, restricting the operations of non -essential businesses, and mandating that all public and private gatherings in the State of Illinois of ten people or more are prohibited, effective through May 30, 2020; and • On May 5, 2020, Governor Pritzker issued the Restore Illinois Plan, a public health approach to safely reopen Illinois, which included dividing Illinois into health regions and implementing a 5-phase plan: Phase 1-Rapid Spread, Phase 2- Flattening, Phase 341ecovery, Phase 44Revitanzation, and Phase 5411inois Restored; and • The Northeast Health Region, of which the City of McHenry is a pad, just entered Phase 3-Recovery. The nature %J the emergency is to control the current outbreak of the COPOnavlrUs disease 2019 (COVID-19). During the existence of the Local State of Emergency, the Mayor shall execute such authority as provided under the Illinois Municipal Code, the Illinois Emergency Management Agency Act, and Section 6-1-15 of the Municipal Code of the City of McHenry. This Declaration of Local State of Emergency shall be filed with the City Cleric as soon as practicable. I, Wayne S. Jett, whose name is signed to this instrument, being first duly sworn, signed and executed the instrument as the Declaration of Local State of Emergency, and that I signed willingly, and that I executed it as my free and voluntary act for the purposes therein expressed. Date: June 1, 2020 By: Mayor Wayne S. Jett Cc: City Clerk Monte Johnson NOTARY ACKNOWLEDGMENT On June 1, 2020, personally appeared the above -named Wayne S. Jett and acknowledged the foregoing to be his free act and deed, before me. (Seal) My Commission Expires: Z:IhIIlildcHwuyCitygnCOVlD-191Cait Declaratra� o/State ofGmergency 3rciclocr Notary Public Print FOURTH CONTINUATION OF EFFECTIVE DATES OF THE MARCH 11, 2020 PROCLAMATION BY THE MAYOR OF LOCAL DISASTER EMERGENCY IN THE CITY OF McHENRY, ILLINOIS On March 11, 2020, the Mayor %J the City of McHemy issued a Proclamation of Local Disaster Emergency in response to the well -publicized Coronavirus disease 2019 (COVID-19) for a limited timeframe of seven (7) days. On March 16, 2020, April 6, 2020, and May 4, 2020, the Mayor of the City of McHenry and the City Council continued the Proclamation with the most recent Proclamation in effect until June 1, 2020. In accordance with the Illinois Emergency Management Act, 20 ILCS 3305/1, et seq., and the Municipal Code, City of McHenry, Illinois, Section 6-1-14, Declaration of Local Emergency, we, Wayne S. Jett, Mayor of the City of McHenry, and the City Council do hereby proclaim that a local disaster emergency still exists in the City of McHenry due to ongoing Coronavirus disease 2019 (COVID-19) concerns in the City of McHenry and McHenry County. The purpose is to activate the response and recovery aspects of any and all applicable local or inter 6urisdictional disaster emergency plans, to authorize the furnishing of aid and assistance thereunder, and to bring this to as quick of a conclusion as possible. The City of McHenry's emergency operations plans are hereby activated for the best interest of the residents of the City of McHenry. This Proclamation is effective on June 1, 2020 and shall continue to July 20, 2020. Voting Aye: Voting Nay: Absent: Abstain: (SEAL) ATTEST: City Clerk Monte Johnson Passed: APPROVED: Mayor Wayne S. Jett Approved: Z_ IAM1cHemyCit}�ofICOVID-l9lCoraravirus dlh Cont Proclnmalion o%Disaster Cily CounciLclocr Department of Public Works Troy Strange, P.E., Director of Public Works 1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186 Fax: (815) 363-2214 www.cityofmchenry.org REGULAR AGENDA SUPPLEMENT DATE: June 1, 2020 TO: Mayor and City Council FROM: Troy Strange, P.E., Director of Public Works RE: Bull Valley Road &Dartmoor Drive, Surface Transportation Program (STP) ATT: Phase 19,2 Engineering Contracts 1. Resolution authorizing the use of MFT funds for a portion of local match funding of improvements (BLR 09110) i. Bull Valley Road ii. Dartmoor Drive 2. Ordinance amending the FY20/21 Motor Fuel Tax budget in the amount of $96,195 3. Preliminary Engineering Services Agreement for the use of Motor Fuel Tax (MFT) Funds (BLR 05510) i. Bull Valley Road ii. Dartmoor Drive AGENDA ITEM SUMMARY: Staff requests City Council to consider the award of a Preliminary Engineering Services Agreement (Phase 1&2) and a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Bull Valley Road & Dartmoor Drive STP projects. Staff further requests City Council consider a budget amendment for the utilization of MFT funds. BACKGROUND: In March of 2020 Public Works Staff submitted three project candidates to the Surface Transportation Program call for projects through the McHenry County Council of Mayors. The project locations included: Green Street (Municipal Drive to Elm Street), Bull Valley Road (Curran Road to Crystal Lake Road), and Dartmoor Drive (Boone Creek Bridge to Crystal Lake Road). In May of 2020 the Council of Mayors released selection results and all three projects were selected for funding or selected for contingency listing in the active program and slotted into the federal fiscal years 2023 & 2024. In order for these projects to meet their scheduled lettings in the The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. identified fiscal year, their engineering work must begin this year, upon notice of selection, staff began the process of consultant selection for preliminary engineering services for each of these projects, selected firms to provide services, and negotiated a scope and fee. ANALYSIS: City Staff has selected Hampton, Lenzini, &Renwick, Inc. to provide Phase 1&2 Engineering Services for these projects. Staff has negotiated a scope and fee for each project with the selected firm using the IDOT's standard form. The scopes of work include project startup, Phase 1 Project Development Report, Phase 2 Plan Production, surveying, permitting and all other work necessary to deliver final plans for the IDOT state letting. The fees are $44,275.00 for Bull Valley Road and $51,920.00 for Dartmoor Drive. Staff have reviewed the scopes and fees and have found them to be acceptable. The full scope and fee will be utilized for Bull Valley Road as the project is currently programmed in Federal Fiscal Year 2024. Dartmoor Drive was selected as a contingency project and only the Phase 1 scope will be completed to secure Phase 1 approval, the Phase 2 scope will not be completed until the project is placed in the active program by the Council of Mayors. RECOMMENDATION: Therefore, if Council concurs, it is recommended that a motion be made to include the following actions: 1) approve a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Bull Valley Road and Dartmoor Drive STP projects, 2) approve a budget amendment Ordinance in the amount of $96,195 for the use of MFT Funds for the Bull Valley Road and Dartmoor Drive STP projects, and, 3) award Preliminary Engineering Services Agreements (Phases 1 & 2) to Hampton, Lenzini, & Renwick, Inc. in the amounts of $44,275.00 (Bull Valley Road) and $51,920.00 (Dartmoor Drive). The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. Illinois Department of Transportation Is this project a bondable capital improvement? ® Yes ❑ No Resolution for Improvement Under the Illinois Highway Code Resolution Type Resolution Number Section Number Original BE IT RESOLVED, by the COUt1Cll of the CI Governing Body Type of McHenry Illinois that the following described streets)/road(s)/structure be improved under the Illinois Highway Code. Work shall be done by Contract Contract or Day Labor For Roadwav/Street Improvements: Name of Street(s)/Road(s) Length (miles) Route From To Dartmoor Drive 0.61 FAU 4040 Curran Road Crystal Lake Road For Structures: Name of Street(s)/Road(s) Existing Route Location Feature Crossed Structure No. BE IT FURTHER RESOLVED, 1. That the proposed improve iT Phase 1 &Phase 2 Engineering necessary for the Bull Valley Road STP project which includes roadway resurfacing, patching as necessary, ADA improvements and tree planting 2. That there is hereby appropriated the sum of Fifty -One Thousand N►ne Hundred Twenty and 00/100---------------- -------------------------------------------------------------------------------- Dollars ( $51,920.00) for the improvement of said section from the Local Public Agency's allotment of Motor Fuel Tax funds. BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office of the Department of Transportation. I, Trisha Ramel City Clerk in and for said City Name of Clerk Local Public Agency Type Local Public Agency Type of McHenry in the State aforesaid, and keeper of the records and files thereof, as provided by Name of Local Public Agency statute, do hereby certify the foregoing to be a true, perfect and complete original of a resolution adopted by Council of McHenry at a meeting held on June 01, 2020 Governing Body Type Name of Local Public Agency Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of Day Month, Year (SEAL) Regional Engineer Approved Date Date Printed 05/26/20 Page 1 of 1 BLR 09110 (Rev. 05/08/20) Instructions for BLR 09110 - Page 1 of 2 NOTE: Form instructions should not be included when the form is submitted. This form shall be used when a Local Public Agency (LPA) wants to construct an improvement using Motor Fuel Tax(MFT) funds. Refer to Chapter 9 of the Bureau of Local Roads and Streets Manual (BLRS Manual) for more detailed information. For signature requirements refer to Chapter 2, Section 3.05(b) of the BLRS Manual. When filling out this form electronically, once a field is initially completed, fields requiring the same information will be auto -populated. Is this project a bondable capital improvement? Check Yes if the project was a bondable capital improvement, check no if it is not. An example of a bondable capital project may include, but is not limited to: project development, design, land acquisition, demolition when done in preparation for additional bondable construction, construction engineering, reconstruction of a roadway, designed overlay extension or new construction of roads, bridges, ramps, overpasses and underpasses, bridge replacement and/or major bridge rehabilitation. Permanent ADA sidewalk/ramp improvements and seeding/sodding are eligible expenditures if part of a larger capital bondable project. A bondable capital improvement project does not mean the LPA was required to sell bonds to fund the project, however the project did meet the criteria to be bondable. Resolution Number Enter the resolution number as assigned by the LPA, if applicable. Resolution Type From the drop down box choose the type of resolution: - Original would be used when passing a resolution for the first time for this project. - Supplemental would be used when passing a resolution increasing appropriation above previously passed resolutions. - Amended would be used when a previously passed resolution is being amended. Section Number Insert the section number of the improvement the resolution covers. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council for a City or Town; President and Board of Trustees for a Village or Town. LPA Type From the drop down box choose the LPA body type. Types to choose from are: County, City, Town or Village. Name of LPA Insert the name of the LPA. Contract or Day Labor From the drop down choose either Contract or Day Labor, Roadway/Street Improvements: Name Street/Road Insert the name of the Street/Road to be improved. For additional locations use the Add button. Length Insert the length of this segment of roadway being improved in miles. Route Insert the Route Number of the road/street to be improved if applicable. From Insert the beginning point of the improvement as it relates to the Street/Road listed to the left. To Insert the ending point of the improvement as it relates to the Street/Road listed to the left. Structures: Name Street/Road Insert the name of the Street/Road on which the structure is located. For additional locations use the Add button. Existing Structure No. Insert the existing structure number this resolution covers, if no current structure insert n/a. Route Insert the Route number on which the structure is located. Location Insert the location of the structure. Feature Crossed Insert the feature the structure crosses. 1 Insert a description of the major items of work of the proposed improvement. 2 Insert the dollar value of the resolution for the proposed improvement to be paid for with MFT funds in words followed by in the same amount in numerical format in the (). Printed 05/26/20 BLR 09110 (Rev. 05/08/20) Instructions for BLR 09110 - Page 2 of 2 Name of Clerk Insert the name of the LPA clerk. LPA Type Insert the type of clerk based on the LPA type. Types to choose from are: County, City, Town or Village. Name of LPA Insert the name of the LPA. Governing Body Type Insert the type of administrative body. choose Board for County; Council for a City or Town; President and Board of Trustees for a Village or Town Name of LPA Insert the name of the LPA. Date Insert the date of the meeting. Day Insert the day Clerk is signing the document. Month, Year Insert the month and year of the Clerk's signature.Seal The Clerk shall seal the document here. Clerk Signature Clerk shall sign here. Approved The Department of Transportation shall sign and date here once approved. A minimum of three (3) certified signed originals must be submitted to the Regional Engineer's District office. Following IDOT's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Municipal, Consultant or County) District Printed 05/26/20 BLR 09110 (Rev. 05/08/20) ORDINANCE N0. 20-21 AN ORDINANCE AMENDING THE FY2020/2021 BUDGET FOR THE FISCAL YEAR ENDING APRIL 30, 2021 WHEREAS, by of McHenry, McHenry County, Illinois, is a home rule municipality as contemplated under Article VII, Section 6, of the Constitution of the State of Illinois, and the passage of this Ordinance constitutes an exercise of the City's home rule powers and functions as granted in the Constitution of the State of Illinois; and WHEREAS, the City of McHenry acting by and through its Mayor and City Council has previously approved the FY20/21 Annual Budget for the Fiscal Year Ending April 30, 2021 by a motion at the Regular City Council Meeting held on April 20, 2020; and WHEREAS, it is necessary and appropriate to delete, add to, or otherwise change certain line items in said Budget Ordinance as provided in Exhibit A to this Ordinance; NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of McHenry, McHenry County, Illinois, as follows: SECTION l: That the amendments to the Budget Ordinance for the Fiscal Year Ending April 30, 2020 are hereby approved in the form and content as provided by Exhibit "A" which is attached hereto and made part hereof. SECTION 2: If any section, paragraph, subdivision, clause, sentence or provision of this Ordinance shall be adjudged by any Court of competent jurisdiction to be invalid, such judgment shall not affect, impair, invalidate or nullify the remainder thereof, which remainder shall remain and continue in full force and effect. SECTION 3: All ordinances, or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict. SECTION A. This ordinance shall be published in pamphlet form by and under the authority of the corporate authorities of the City of McHenry, Illinois. SECTION 5: This ordinance shall be in full force and effect fi•om and after its passage, approval and publication, as provided by law. Passed this Pt day of June, 2020. Ayes Nays Absent Abstain Alderman Devine Alderman Glab Alderman Harding Alderman Mihevc Alderwoman Miller Alderman Santi Alderman Schaefer Wayne Jett, Mayor Trisha Ramel, City Clerk EXHIBIT A The following budget items are amended by this Ordinance: FY20/21 Motor Fuul Tax - $965195 Municipality L Name City of McHenry O Illinois Department C Hampton, Lenzini and Renwick, In C of Transportation o Township A S Address Nunda L 380 Shepard Drive Preliminary Engineering U County A Services Agreement L City McHenry E Motor Fuel Tax Funds A Elain Section C N State Y IL THIS AGREEMENT is made and entered into this day of between the above Local Agency (LA) and Consultant (ENGINEER) and covers certain professional engineering services in connection with the improvement of the above SECTION. Motor Fuel Tax Funds, allotted to the LA 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. Section Description Name Bull Vallev Road Route FAU 3860 Length 0.51 Mi. 2690.00 FT (Structure No. 056-3109 ) Termini Curran Road to Crustal Lake Road Description: Roadway resurfacing, patching as necessary, ADA improvements and tree planting reement Provisions The Engineer Agrees, 1. To perform or be responsible for the performance of the following engineering services for the LA, in connection with the proposed improvements herein before described, and checked below: a. ® Make such detailed surveys as are necessary for the preparation of detailed roadway plans bI ❑ Make stream and flood plain hydraulic surveys and gather high water data, and flood histories for the preparation of detailed bridge plans. c. ® Make or cause to be made such soil surveys or subsurface investigations including borings and soil profiles and analyses thereof as may be required to furnish sufficient data for the design of the proposed improvement. Such investigations are to be made in accordance with the current requirements of the DEPARTMENT. d. ❑ Make or cause to be made such traffic studies and counts and special intersection studies as may be required to furnish sufficient data for the design of the proposed improvement. e. ❑ Prepare Army Corps of Engineers Permit, Department of Natural Resources -Office of Water Resources Permit, Bridge waterway sketch, and/or Channel Change sketch, Utility plan and locations, and Railroad Crossing work agreements. f. ❑ Prepare Preliminary Bridge design and Hydraulic Report, (including economic analysis of bridge or culvert types) and high water effects on roadway overflows and bridge approaches. g. ® Make complete general and detailed plans, special provisions, proposals and estimates of cost and furnish the LA with five (5) copies of the plans, special provisions, proposals and estimates. Additional copies of any or all documents, if required, shall be furnished to the LA by the ENGINEER at his actual cost for reproduction. h. ❑ Furnish the LA with survey and drafts in quadruplicate of all necessary right-of-way dedications, construction easement and borrow pit and channel change agreements including prints of the corresponding plats and staking as required. Note: Four copies to be submitted to the Regional Engineer Printed 5/21/2020 Page 1 of 4 BLR 05510 (Rev. 11/06) i. ❑ Assist the LA in the tabulation and interpretation of the contractors' proposals j. ❑ Prepare the necessary environmental documents in accordance with the procedures adopted by the DEPARTMENT's Bureau of Local Roads & Streets. k. ® Prepare the Project Development Report when required by the DEPARTMENT. (2) That all reports, plans, plats and special provisions to be furnished by the ENGINEER pursuant to the AGREEMENT, will be in accordance with current standard specifications and policies of the DEPARTMENT. It is being understood that all such reports, plats, plans and drafts shall, before being finally accepted, be subject to approval by the LA and the DEPARTMENT. (3) To attend conferences at any reasonable time when requested to do so by representatives of the LA or the Department. (4) In the event plans or surveys are found to be in error during construction of the SECTION and revisions of the plans or survey corrections are necessary, the ENGINEER agrees that he will perform such work without expense to the LA, even though final payment has been received by him. He shall give immediate attention to these changes so there will be a minimum delay to the Contractor. (5) That basic survey notes and sketches, charts, computations and other data prepared or obtained by the Engineer pursuant to this AGREEMENT will be made available, upon request, to the LA or the DEPARTMENT without cost and without restriction or limitations as to their use. (6) That all plans and other documents furnished by the ENGINEER pursuant to this AGREEMENT will be endorsed by him and will show his professional seal where such is required by law. The LA Agrees, 1. To pay the ENGINEER as compensation for all services performed as stipulated in paragraphs 1a, 1g, 1i, 2, 3, 5 and 6 in accordance with one of the following methods indicated by a check mark: SEE ATTACHED SCOPE AND COST a. ❑ A sum of money equal to percent of the awarded contract cost of the proposed improvement as approved by the DEPARTMENT. b. ❑ A sum of money equal to the percent of the awarded contract cost for the proposed improvement as approved by the DEPARTMENT based on the following schedule: Schedule for Percentages Based on Awarded Contract Cost Awarded Cost Under $50,000 Percentage Fees (see note) Note: Not necessarily a percentage. Could use per diem, cost-plus or lump sum. 2. To pay for services stipulated in paragraphs 1 b, 1 c, 1 d, le, 1f, 1 h, 1j & 1 k of the ENGINEER AGREES at actual cost of performing such work plus percent to cover profit, overhead and readiness to serve - "actual cost" being defined as material cost plus payrolls, insurance, social security and retirement deductions. Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at his actual cost. Subject to the approval of the LA, the ENGINEER may sublet all or part of the services provided under the paragraph 1 b, 1 c, 1 d, 1 e, 1f, 1 h, 1j & 1 k. If the ENGINEER sublets all or part of this work, the LA will pay the cost to the ENGINEER plus a five (5) percent service charge. "Cost to Engineer" to be verified by furnishing the LA and the DEPARTMENT copies of invoices from the party doing the work. The classifications of the employees used in the work should be consistent with the employee classifications for the services performed. If the personnel of the firm, including the Principal Engineer, perform routine services that should normally be performed by lesser -salaried personnel, the wage rate billed for such services shall be commensurate with the work performed. Printed 5/21/2020 Page 2 of 4 BLR 05510 (Rev. 11/06) 3. That payments due the ENGINEER for services rendered in accordance with this AGREEMENT will be made as soon as practicable after the services have been performed in accordance with the following schedule: a. Upon completion of detailed plans, special provisions, proposals and estimate of cost - being the work required by paragraphs 1 a through 1 g under THE ENGINEER AGREES - to the satisfaction of the LA and their approval by the DEPARTMENT, 90 percent of the total fee due under this AGREEMENT based on the approved estimate of cost. b. Upon award of the contract for the improvement by the LA and its approval by the DEPARTMENT, 100 percent of the total fee due under the AGREEMENT based on the awarded contract cost, less any amounts paid under "a" above. By Mutual agreement, partial payments, not to exceed 90 percent of the amount earned, may be made from time to time as the work progresses. 4. That, should the improvement be abandoned at any time after the ENGINEER has performed any part of the services provided for in paragraphs 1 a, through 1 h and prior to the completion of such services, the LA shall reimburse the ENGINEER for his actual costs plus percent incurred up to the time he is.notified in writing of such abandonment "actual cost" being defined as in paragraph 2 of THE LA AGREES. 5. That, should the LA require changes in any of the detailed plans, specifications or estimates except for those required pursuant to paragraph 4 of THE ENGINEER AGREEs, after they have been approved by the DEPARTMENT, the LA will pay the ENGINEER for such changes on the basis of actual cost plus percent to cover profit, overhead and readiness to serve -"actual cost" being defined as in paragraph 2 of THE LA AGREES. It is understood that "changes" as used in this paragraph shall in no way relieve the ENGINEER of his responsibility to prepare a complete and adequate set of plans and specifications. It is Mutually Agreed, 1. That any difference between the ENGINEER and the LA concerning their 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 LA and a third member appointed by the two other members for disposition and that the committee's decision shall be final. 2. This AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at his last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LA all surveys, permits, agreements, preliminary bridge design & hydraulic report, drawings, specifications, partial and completed estimates and data, if any from traffic studies and soil survey and subsurface investigations with the understanding that all such material becomes the property of the LA. The ENGINEER shall be paid for any services completed and any services partially completed in accordance with Section 4 of THE LA AGREES. 3. That if the contract for construction has not been awarded one year after the acceptance of the plans by the LA and their approval by the DEPARTMENT, the LA will pay the ENGINEER the balance of the engineering fee due to make 100 percent of the total fees due under this AGREEMENT, based on the estimate of cost as prepared by the ENGINEER and approved by the LA and the DEPARTMENT. 4. That the ENGINEER warrants that he/she has not employed or retained any company or person, other than a bona fide employee working solely for the ENGINEER, to solicit or secure this contract, and that he/she has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the ENGINEER, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this contract. For Breach or violation of this warranty the LA shall have the right to annul this contract without liability. Printed 5/21/2020 Page 3 of 4 BLR 05510 (Rev. 11/06) IN WITNESS WHEREOF, the parties have caused the AGREEMENT to be executed in quadruplicate counterparts, each of which shall be considered as an original by their duly authorized officers. Executed by the LA: ATTEST: (Seal) Executed by the ENGINEER: ATTEST: Munici State of Illinois, acting by and through its Title Title Title Approved Date Department of Transportation Regional Printed 5/21/2020 Page 4 of 4 BLR 05510 (Rev. 11/06) Hampton, Lenzini and Renwick, Inc. Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hirengineering.com EXHIBIT A City of McHenry Bull Valley Road — Curran Road to Crystal Lake Avenue Road Resurfacing Improvements Project Description The proposed project involves the resurfacing of Bull Valley Road between Curran Road to Crystal Lake Avenue, with actual construction limits of Boone Creek to Crystal Lake Avenue, in the City of McHenry. The project construction limits are entirely within City of McHenry ROW. Due to the limited scope of work and no proposed impact to State of Illinois ROW, an Environmental Survey Request will not be required. We anticipate the proposed project scope to be processed as a State -approved Categorical Exclusion. Local special waste screening will be required to be performed. A capacity analysis of the impacted intersections will be performed to ensure proper level of service. Resurfacing roadway plans will be prepared along with addressing any ADA concerns within the existing ROW. Proposed Scope of Services HLR will complete the following tasks to obtain the required IDOT approvals needed for these federally - funded roadway improvements. We will coordinate our work with the City as is timely to provide opportunities for discussions, reviews and approvals. Phase I (Preliminary) Engineering • Assist City staff/McHenry County Council of Mayors with the preparation and updates of the IDOT-Local Agency Agreement and the Project Program Information forms. • Coordinate approval of the omission of Structure 056-3109 with the IDOT Bridge office. • Conduct intersection capacity analysis at Bull Valley Road and Curran Road and Crystal Lake Avenue. • Prepare IDOT's BLR 19100 Categorical Exclusion Group I approval form, assemble the Phase I submittal package and submit to IDOT for District 1 approval. Data Collection • Conduct control, topographic survey for ADA corners, and roadway alignment and prepare base sheets using aerial photography and topographic survey. • Order JULIE locates for utilities within the limits of the project. • Obtain and review existing / as -built plans available from the City. • Review existing pavement limits of patching and ADA improvements. • Conduct 13-Hour traffic counts at the intersections of Bull Valley Road and Curran Road and Crystal Lake Avenue to be used in the intersection capacity analysis. 380 Shepard Drive 6825 Hobson Valley Drive, Suite 302 3085 Stevenson Drive, Suite 201 323 W. Third Street, P.O. Box 160 Elgin, Illinois 60123-7010 Woodridge, Illinois 60517 Springfield, Illinois 62703 Mt. Carmel, Illinois 62863 Te1.847.697.6700 Te1.847.G97.6700 Te1.217.546.3400 Te1.618.262.8651 Fax 847.697.6753 Fax 847.697,6753 Fax 217.546.8116 Fax 618.263.3327 Hampton, Lenzini and Renwick, Inc. Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com Prepare Pre -final and Final Plans /Special Provisions, Estimate of Probable Cost • Prepare plans for resurFacing Bull Valley Road based on the project termini including pay items, quantities, cost estimates, specifications, and special provisions. • Prepare ADA detail sheets for non -compliant pedestrian infrastructure within the existing ROW. • Prepare the plan cover sheet, general notes, summary of quantities and schedules. Special Waste • Conduct a Special Waste screening and submit results to IDOT. • Prepare IDOT form 662/663 for Clean Construction and Demolition Debris (CCDD). Laboratory testing for one sample is included due to the proximity of the gas station at Crystal Lake Avenue. Project Administration, QC/QA, Consultation and Coordination • Attend a new kick-off meeting with McHenry / IDOT Phase I engineering to be held at IDOT District 1 (or remotely as necessary) and prepare minutes. • Prepare for and attend on project review meeting • Project Administration and quality control reviews will be completed as required during the project duration. 380 Shepard Drive 6825 Hobson Valley Drive, Sui[e 302 3085 Stevenson Drive, Suite 201 323 W. Third Street, P.O. Box 160 Elgin, Illinois 60123-7010 Woodridge, Illinois 60517 Springfield, Illinois 62703 Mt. Carmel, Illinois 62863 Te1.847.697.6700 Te1.847.G97.6700 Te1.217.54G.3400 Te1.618.262.II651 Fax 847.697.6753 Fax 847.697,6753 Fax 217.546.8116 Fax 618,263,3327 EXHIBIT A City of McHenry Detailed Cost Breakdown - Design Engineering Bull Valley Road 2020 Hourly Rates Employee Classification Task Description E6 E5 E2 T2 Ti S2 ENV Direct 2 Cost Hours Fee 1. Phase I Documentation Work with McHenry County Council of Mayors Liaison to gel PPI 2 2 $ 370,00 Coordinate with IDOT Bridge Office for omission of Structure 056-6007 I 3 I 3 $ 495,00 Prepare capacity analysis for Curran Dr. and Crystal Lake Ave. 2 2 $ 230,00 Prepare CE I for project (BLR 19100 Form) 1 16 4 21 $ 31285,00 2. Data Collection Provide control, topographic survey for corner, and roadway alignment 8 24 32 $ 3,880.00 Review existing roadway plans provided by client 2 2 $ 230.00 Prepare base sheets using both aerial photography and obtained topographic survey 12 12 $ 1,320.00 Review existing pavement, limits of patching, ADA Checks 12 12 $ 11980,00 Conduct traffic counts at Curran Dr. and Crystal Lake Avenue 2 $ 460,00 2 $ 690,00 3. Prepare Pre -final and Final Plans Cover Sheet 1 2 I 3 $ 335.00 General Notes 3 2 I 5 $ 565.00 Summary of Quantities 1 2 3 $ 335,00 Alignment, Ties, and Benchmarks I 2 8 10 $ 1,110.00 Typical Sections and Pavement Design 4 2 6 $ 680.00 Resurfacing Plan (2 sheets @ 50 scale) 8 8 16 $ 1,800.00 Pavement Marking Plan (2 sheets @ 50 scale) 2 8 6 I 16 $ 1,910.00 Soil Erosion and Sediment Control / Landscaping Plan (2 sheets @ 50 scale) I 6 6 I 12 I $ 1,350.00 Standard and Special Details 2 2 4 $ 450,00 ADA Ramp Design Details (2 existing ramps) 2 4 2 8 I $ 1,010.00 ADA Driveway Entrance (4 sidewalk ramps) 2 10 4 16 $ 1,920.00 Prepare Disposition to Comments based on Pre -Final, Final and Updated Final Plans 16 16 $ 1,840.00 4. Special Provisions, Estimate of Probable Cost Quantity Take -offs 12 I 12 $ 11380,00 Prepare Bid Document I 24 24 $ 21760,00 Prepare Specifications 12 12 $ 1,380.00 Prepare Estimate of Cost 8 8 I $ 920,00 Prepare Lump Sum Breakdowns 2 2 $ 230.00 Prepare Estimate of Time 2 2 $ 230,00 6. Special Waste Special Waste Screening - Direct Cost is Environmental Database Report I 12 3 2 $ 100.00 I 17 $ 21090,00 Prepare Clean Construction and Demolition Debris (CCDD) - Direct Costis Environmental 40 2 $ 1,000,00 42 $ 51880,00 Database Report and $900laboratory cost, if needed 7. Project Administration, QCIQA, Consultation and Coordination Attend IDOT Kick-off Meeting and prepare meeting minutes 2 2 4 $ 700.00 Prepare and attend Project Review Meetings (1) 2 2 4 $ 700.00 Project Administration I 6 6 $ 1,110.00 Quality Assurance Review 6 I 6 $ 1,110.00 Sub -Total 19 41 187 59 8 24 4 $ 12560.00 342 $ 44,275.00 TOTAL DESIGN PROJECT COSTS $ 44,275.00 tofl (t Illinois Department of Transportation Is this project a bondable capital improvement? ® Yes ❑ No Resolution for Improvement Under the Illinois Highway Code Resolution lype Resolution Number Section Number Original BE IT RESOLVED, by the CoUnCll of the C Governing Body Type of McHenry Illinois that the following described streets)/road(s)/structure be improved under Name of Local Public Agency the Illinois Highway Code. Work shall be done by Contract Contract or Day Labor For Roadway/Street Improvements: Name of Street(s)/Road(s) Length (miles) Route From To Bull Valley Road 0.51 IFAU 3860 Curran Road JCrystal Lake Road For Structures: Name of Street(s)/Road (s) Existing Route Location Feature Crossed Structure No. BE IT FURTHER RESOLVED, 1. That the proposed improvement shall consist of Phase 1 & Phase 2 Engineering necessary for the Bull Valley Road STP project which includes roadway resurfacing, patching as necessary, ADA improvements and tree planting 2. That there is hereby appropriated the sum of Forty -Four Thousand Two Hundred Seventy Five and 00/1 Dollars $44,275. 00 )for the improvement of said section from the Local Public Agency's allotment of Motor Fuel Tax funds. BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office of the Department of Transportation. I, Trisha Ramel City Clerk in and for said City Name of Clerk Local Public Agency Type Local Public Agency Type of McHenry in the State aforesaid, and keeper of the records and files thereof, as provided by statute, do hereby certify the foregoing to be a true, perfect and complete original of a resolution adopted by COUMC of McHenry at a meeting held on June 01, 2020 Governing Body Type Name of Local Public Agency Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of Day (SEAL) Month, Year Date Approved Regional Engineer De artment of Trans ortation Date Printed 05/26/20 Page 1 of 1 BLR 09110 (Rev. 05/08/20) Instructions for BLR 09110 - Page 1 of 2 NOTE: Form instructions should not be included when the form is submitted. This form shall be used when a Local Public Agency (LPA) wants to construct an improvement using Motor Fuel TaX(MFT) funds. Refer to Chapter 9 of the Bureau of Local Roads and Streets Manual (BLRS Manual) for more detailed information. For signature requirements refer to Chapter 2, Section 3.05(b) of the BLRS Manual. When filling out this form electronically, once a field is initially completed, fields requiring the same information will be auto -populated. Is this project a bondable capital improvement? Check Yes if the project was a bondable capital improvement, check no if it is not. An example of a bondable capital project may include, but is not limited to: project development, design, land acquisition, demolition when done in preparation for additional bondable construction, construction engineering, reconstruction of a roadway, designed overlay extension or new construction of roads, bridges, ramps, overpasses and underpasses, bridge replacement and/or major bridge rehabilitation. Permanent ADA sidewalk/ramp improvements and seeding/sodding are eligible expenditures if part of a larger capital bondable project. A bondable capital improvement project does not mean the LPA was required to sell bonds to fund the project, however the project did meet the criteria to be bondable. Resolution Number Enter the resolution number as assigned by the LPA, if applicable. Resolution Type From the drop down box choose the type of resolution: - Original would be used when passing a resolution for the first time for this project. - Supplemental would be used when passing a resolution increasing appropriation above previously passed resolutions. - Amended would be used when a previously passed resolution is being amended. Section Number Insert the section number of the improvement the resolution covers. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council for a City or Town; President and Board of Trustees for a Village or Town. LPA Type From the drop down box choose the LPA body type. Types to choose from are: County, City, Town or Village. Name of LPA Insert the name of the LPA. Contract or Day Labor From the drop down choose either Contract or Day Labor, Roadway/Street Improvements: Name Street/Road Insert the name of the Street/Road to be improved. For additional locations use the Add button. Length Insert the length of this segment of roadway being improved in miles. Route Insert the Route Number of the road/street to be improved if applicable. From Insert the beginning point of the improvement as it relates to the Street/Road listed to the left. To Insert the ending point of the improvement as it relates to the Street/Road listed to the left. Structures: Name Street/Road Insert the name of the Street/Road on which the structure is located. For additional locations use the Add button. Existing Structure No. Insert the existing structure number this resolution covers, if no current structure insert n/a. Route Insert the Route number on which the structure is located. Location Insert the location of the structure. Feature Crossed Insert the feature the structure crosses. 1 Insert a description of the major items of work of the proposed improvement. 2 Insert the dollar value of the resolution for the proposed improvement to be paid for with MFT funds in words followed by in the same amount in numerical format in the (). Printed 05/26/20 BLR 09110 (Rev. 05/08/20) Instructions for BLR 09110 - Page 2 of 2 Name of Clerk Insert the name of the LPA clerk. LPA Type Insert the type of clerk based on the LPA type. Types to choose from are: County, City, Town or Village. Name of LPA Insert the name of the LPA. Governing Body Type Insert the type of administrative body. choose Board for County; Council for a City or Town; President and Board of Trustees for a Village or Town Name of LPA Insert the name of the LPA. Date Insert the date of the meeting. Day Insert the day Clerk is signing the document. Month, Year Insert the month and year of the Clerk's signature.Seal The Clerk shall seal the document here. Clerk Signature Clerk shall sign here. Approved The Department of Transportation shall sign and date here once approved. A minimum of three (3) certified signed originals must be submitted to the Regional Engineer's District office. Following IDOT's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Municipal, Consultant or County) District Printed 05/26/20 BLR 09110 (Rev. 05/08/20) Municipality L Name City of McHenry p Illinois Department C Hampton, Lenzini and Renwick, In C of Transportation o Township A N Address McHenry L S 380 Shepard Drive Preliminary Engineering U Count A Services Agreement L City y G For T McHenry E Motor Fuel Tax Funds A Eloin Section C T State Y IL THIS AGREEMENT is made and entered into this day of between the above Local Agency (LA) and Consultant (ENGINEER) and covers certain professional engineering services in connection with the I mprovement of the above SECTION. Motor Fuel Tax Funds, allotted to the LA 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. Section Description Name Dartmoor Route FAU 4040 Length 0.61 Mi. 3220.00 FT (Structure No Termini Curran Road to Crustal Lake Road Description: Roadway resurfacing, patching as necessary, ADA improvements and tree planting reement Provisions 056-6007 ) The Engineer Agrees, 1. To perform or be responsible for the performance of the following engineering services for the LA, in connection with the proposed improvements herein before described, and checked below: a. ®Make such detailed surveys as are necessary for the preparation of detailed roadway plans bI ❑ Make stream and flood plain hydraulic surveys and gather high water data, and flood histories for the preparation of detailed bridge plans. c. ® Make or cause to be made such soil surveys or subsurface investigations including borings and soil profiles and analyses thereof as may be required to furnish sufficient data for the design of the proposed improvement. Such investigations are to be made in accordance with the current requirements of the DEPARTMENT. d. ❑Make or cause to be made such traffic studies and counts and special intersection studies as maybe required to furnish sufficient data for the design of the proposed improvement. e. ❑ Prepare Army Corps of Engineers Permit, Department of Natural Resources -Office of Water Resources Permit, Bridge waterway sketch, and/or Channel Change sketch, Utility plan and locations, and Railroad Crossing work agreements. f. ❑Prepare Preliminary Bridge design and Hydraulic Report, (including economic analysis of bridge or culvert types) and high water effects on roadway overflows and bridge approaches. g. ® Make complete general and detailed plans, special provisions, proposals and estimates of cost and furnish the LA with five (5) copies of the plans, special provisions, proposals and estimates. Additional copies of any or all documents, if required, shall be furnished to the LA by the ENGINEER at his actual cost for reproduction. h. ❑Furnish the LA with survey and drafts in quadruplicate of all necessary right-of-way dedications, construction easement and borrow pit and channel change agreements including prints of the corresponding plats and staking as required. Note: Four copies to be submitted to the Regional Engineer Printed 5/21/2020 Page 1 of 4 BLR 05510 (Rev. 11/06) i. ❑ Assist the LA in the tabulation and interpretation of the contractors' proposals Prepare the necessary environmental documents in accordance with the procedures adopted by the DEPARTMENT's Bureau of Local Roads & Streets. k. ® Prepare the Project Development Report when required by the DEPARTMENT. (2) That all reports, plans, plats and special provisions to be furnished by the ENGINEER pursuant to the AGREEMENT, will be in accordance with current standard specifications and policies of the DEPARTMENT. It is being understood that all such reports, plats, plans and drafts shall, before being finally accepted, be subject to approval by the LA and the DEPARTMENT. (3) To attend conferences at any reasonable time when requested to do so by representatives of the LA or the Department. (4) In the event plans or surveys are found to be in error during construction of the SECTION and revisions of the plans or survey corrections are necessary, the ENGINEER agrees that he will perform such work without expense to the LA, even though final payment has been received by him. He shall give immediate attention to these changes so there will be a minimum delay to the Contractor. (5) That basic survey notes and sketches, charts, computations and other data prepared or obtained by the Engineer pursuant to this AGREEMENT will be made available, upon request, to the LA or the DEPARTMENT without cost and without restriction or limitations as to their use. (6) That all plans and other documents furnished by the ENGINEER pursuant to this AGREEMENT will be endorsed by him and will show his professional seal where such is required by law. The LA Agrees, 1. To pay the ENGINEER as compensation for all services performed as stipulated in paragraphs 1 a, 1 g, 1 i, 2, 3, 5 and 6 in accordance with one of the following methods indicated by a check mark: SEE ATTACHED SCOPE AND COST a. ❑ A sum of money equal to percent of the awarded contract cost of the proposed improvement as approved by the DEPARTMENT. b. ❑ A sum of money equal to the percent of the awarded contract cost for the proposed improvement as approved by the DEPARTMENT based on the following schedule: Schedule for Percentages Based on Awarded Contract Cost Awarded Cost Under $50,000 Percentage Fees (see note) Note: Not necessarily a percentage. Could use per diem, cost-plus or lump sum. 2. To pay for services stipulated in paragraphs 1b, 1c, 1d, le, 1f, 1h, 1j & 1k of the ENGINEER AGREES at actual cost of performing such work plus percent to cover profit, overhead and readiness to serve - "actual cost" being defined as material cost plus payrolls, insurance, social security and retirement deductions. Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at his actual cost. Subject to the approval of the LA, the ENGINEER may sublet all or part of the services provided under the paragraph 1 b, 1 c, 1 d, 1 e, If, 1 h, 1j & 1 k. If the ENGINEER sublets all or part of this work, the LA will pay the cost to the ENGINEER plus a five (5) percent service charge. "Cost to Engineer" to be verified by furnishing the LA and the DEPARTMENT copies of invoices from the party doing the work. The classifications of the employees used in the work should be consistent with the employee classifications for the services performed. If the personnel of the firm, including the Principal Engineer, perform routine services that should normally be performed by lesser -salaried personnel, the wage rate billed for such services shall be commensurate with the work performed. Printed 5/21/2020 Page 2 of 4 BLR 05510 (Rev. 11/06) 3. That payments due the ENGINEER for services rendered in accordance with this AGREEMENT will be made as soon as practicable after the services have been performed in accordance with the following schedule: a. Upon completion of detailed plans, special provisions, proposals and estimate of cost - being the work required by paragraphs 1a through 1g under THE ENGINEER AGREES - to the satisfaction of the LA and their approval by the DEPARTMENT, 90 percent of the total fee due under this AGREEMENT based on the approved estimate of cost. b. Upon award of the contract for the improvement by the LA and its approval by I 100 percent of the total fee due under the AGREEMENT based on the awarded contract cost, less any amounts paid under "a" above. By Mutual agreement, partial payments, not to exceed 90 percent of the amount earned, may be made from time to time as the work progresses. 4. That, should the improvement be abandoned at any time after the ENGINEER has performed any part of the services provided for in paragraphs 1 a, through 1 h and prior to the completion of such services, the LA shall reimburse the ENGINEER for his actual costs plus percent incurred up to the time he is notified in writing of such abandonment "actual cost" being defined as in paragraph 2 of THE LA AGREES. 5. That, should the LA require changes in any of the detailed plans, specifications or estimates except for those required pursuant to paragraph 4 of THE ENGINEER AGREEs, after they have been approved by the DEPARTMENT, the LA will pay the ENGINEER for such changes on the basis of actual cost plus percent to cover profit, overhead and readiness to serve "actual cost" being defined as in paragraph 2 of THE LA AGREES. It is understood that "changes" as used in this paragraph shall in no way relieve the ENGINEER of his responsibility to prepare a complete and adequate set of plans and specifications. It is Mutually Agreed, 1. That any difference between the ENGINEER and the LA concerning their 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 LA and a third member appointed by the two other members for disposition and that the committee's decision shall be final. 2. This AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at his last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LA all surveys, permits, agreements, preliminary bridge design & hydraulic report, drawings, specifications, partial and completed estimates and data, if any from traffic studies and soil survey and subsurface investigations with the understanding that all such material becomes the property of the LA. The ENGINEER shall be paid for any services completed and any services partially completed in accordance with Section 4 of THE LA AGREES. 3. That if the contract for construction has not been awarded one year after the acceptance of the plans by the LA and their approval by the DEPARTMENT, the LA will pay the ENGINEER the balance of the engineering fee due to make 100 percent of the total fees due under this AGREEMENT, based on the estimate of cost as prepared by the ENGINEER and approved by the LA and the DEPARTMENT. 4. That the ENGINEER warrants that he/she has not employed or retained any company or person, other than a bona fide employee working solely for the ENGINEER, to solicit or secure this contract, and that he/she has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the ENGINEER, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this contract. For Breach or violation of this warranty the LA shall have the right to annul this contract without liability. Printed 5/21/2020 Page 3 of 4 BLR 05510 (Rev. 11/06) IN WITNESS WHEREOF, the parties have caused the AGREEMENT to be executed in quadruplicate counterparts, each of which shall be considered as an original by their duly authorized officers. Executed by the LA: ATTEST: (Seal) Executed by the ENGINEER: ATTEST: Title Approved Date Department of Transportation Regional Engineer Munici (Municipality/Towns State of Illinois, acting by and through its Title Title Printed 5/21/2020 Page 4 of 4 BLR 05510 (Rev. 11/06) Hampton, Lenzini and Renwick, Inc. Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com EXHIBIT A City of McHenry Dartmoor Drive — Curran Road to Crystal Lake Avenue Road Resurfacing Improvements Project Description The proposed project involves the resurfacing of Dartmoor Drive between Curran Road to Crystal Lake Avenue, with actual construction limits of Boone Creek to Crystal Lake Avenue, in the City of McHenry. The project construction limits are entirely within City of McHenry ROW. Due to the limited scope of work and no proposed impact to State of Illinois ROW, an Environmental Survey Request will not be required. We anticipate the proposed project scope to be processed as a State -approved Categorical Exclusion. Local special waste screening will be required to be performed. A capacity analysis of the impacted intersections will be performed to ensure proper level of service. Resurfacing roadway plans will be prepared along with addressing any ADA concerns within the existing ROW. Proposed Scope of Services HLR will complete the following tasks to obtain the required IDOT approvals needed for these federally - funded roadway improvements. We will coordinate our work with the City as is timely to provide opportunities for discussions, reviews and approvals. Phase I (Preliminary) Engineering • Assist City staff/McHenry County Council of Mayors with the preparation and updates of the IDOT-Local Agency Agreement and the Project Program Information forms. • Coordinate approval of the omission of Structure 05&3109 with the IDOT Bridge office. • Conduct intersection capacity analysis at Dartmoor Drive and Curran Road and Crystal Lake Avenue. • Prepare IDOT's BLR 19100 Categorical Exclusion Group I approval form, assemble the Phase I submittal package and submit to IDOT for District 1 approval. Data Collection • Conduct control, topographic survey for ADA corners, and roadway alignment and prepare base sheets using aerial photography and topographic survey. • Order JULIE locates for utilities within the limits of the project. • Obtain and review existing / as -built plans available from the City. • Review existing pavement limits of patching and ADA improvements. • Conduct 13-Hour traffic counts at the intersections of Dartmoor Drive and Curran Road and Crystal Lake Avenue to be used in the intersection capacity analysis. 380 Shepard Drive 6825 Hobson Valley Drive, Suite 302 3085 Stevenson Drive, Suite 201 323 W. Third Street, P.O. Box 160 Elgin, Illinois 60123-7010 Woodridge, Illinois 60517 Springfield, Illinois 62703 Mt. Carmel, Illinois 62863 Te1.847.697.6700 Te1.847.G97.6700 Te1.217.54G.3400 Te1.618.262.8651 Fax 847.697.6753 Fax 847.697.6753 Fax 217.546.8116 Fax 618.263.3327 t rA �R Hampton, Lenzini and Renwick, Inc. Civil Engineers • Structural Engineers • Land Surveyors • Environmental Specialists www.hlrengineering.com Prepare Pre -final and Final Plans /Special Provisions, Estimate of Probable Cost • Prepare plans for resurfacing Dartmoor Drive based on the project termini including pay items, quantities, cost estimates, specifications, and special provisions. • Prepare ADA detail sheets for non -compliant pedestrian infrastructure within the existing ROW. • Prepare the plan cover sheet, general notes, summary of quantities and schedules. Special Waste • Conduct a Special Waste screening and submit results to IDOT. • Prepare IDOT form 662/663 for Clean Construction and Demolition Debris (CCDD). Project Administration, QC/QA, Consultation and Coordination • Attend a new kick-off meeting with McHenry / IDOT Phase I engineering to be held at IDOT District 1 (or remotely as necessary) and prepare minutes. • Prepare for and attend on project review meeting • Project Administration and quality control reviews will be completed as required during the project duration. 380 Shepard Drive 6825 Hobson Valley Drive, Suite 302 3085 Stevenson Drive, Suite 201 323 W. Third Street, P.O. Box 160 Elgin, Illinois 60123-7010 Wooclridye, Illinois 60517 Springfield, Illinois 62703 Mt. Carmel, Illinois 62863 Te1.847.697.6700 Te1.847.G97.6700 Te1.217.546.3400 Te1.618,262.8651 Fax 847.697.6753 Fax 847,697,6753 Fax 217,546,8116 Fax 618.263.3327 EXHIBIT A City of McHenry Detailed Cost Breakdown - Design Engineering Dartmoor Drive Resurfacing 2020 Hourly Rates Employee Classification Task Description E6 E5 E2 T2 T1 S2 ENV Direct 2 Cost Hours Fee 1. Phase I Documentation Work with McHenry County Council of Mayors Liaison to get PPI 2 2 $ 370.00 Coordinate with IDOT Bridge Office for omission of Structure 056-6007 3 3 $ 495,00 Prepare capacity analysis for Curran Dr. and Crystal Lake Ave. 2 2 $ 230.00 Prepare CE I for project (BLR 19100 Form) 1 16 4 21 $ 31285,00 2, Data Collection Provide control, topographic survey for corners, and roadway alignment 16 48 64 $ 71760,00 Review existing roadway plans provided by client 2 2 $ 230.00 Prepare base sheets using both aerial photography and obtained topographic survey 16 16 $ 1,760.00 Review existing pavement, limits of patching, ADA Checks 12 12 $ 1,980.00 Conduct traffic counts at Curran Dr and Crystal Lake Avenue 2 $ 460,00 2 $ 690.00 3, Prepare Pre -final and Final Plans Cover Sheet 1 2 3 $ 335,00 General Notes 3 2 5 $ 565,00 Summary of Quantities 1 2 3 $ 335,00 Alignment, Ties, and Benchmarks 2 8 10 $ 13110,00 Typical Sections and Pavement Design 4 2 6 $ 680,00 Resurfacing Plan (2 sheets @ 50 scale) 8 8 16 $ 11800,00 Pavement Marking Plan (2 sheets @ 50 scale) 12 8 20 $ 21260,00 Soil Erosion and Sediment Control / Landscaping Plan (2 sheets @ 50 scale) 6 6 12 $ 11350,00 Standard and Special Details 2 2 4 $ 450,00 ADA Ramp Design Details (22 existing ramps) 53 19 72 $ 8,185.00 Drainage Structure Improvement Table 8 8 $ 920,00 Prepare Disposition to Comments based on Pre -Final, Final and Updated Final Plans 16 16 $ 1,840.00 4. Special Provisions, Estimate of Probable Cost Quantity Take -offs 12 12 $ 1,380.00 Prepare Bid Document 24 24 $ 2,760.00 Prepare Specifications 12 12 $ 11380,00 Prepare Estimate of Cost 8 8 $ 920.00 Prepare Lump Sum Breakdowns 2 2 I $ 230,00 Prepare Estimate of Time 2 2 $ 230,00 6. Special Waste Special Waste Screening - Direct Cost is Environmental Database Report 12 3 2 $ 100.00 17 $ 2,090.0D Prepare Clean Construction and Demolition Debris (CCDD) - Direct Cost is Environmental 20 2 $ 100,00 22 $ 23680,00 Database Report 7. Project Administration, QC/QA, Consultation and Coordination _ Attend IDOT Kick-off Meeting and prepare meeting minutes 2 �2 4 $ 700,00 Prepare and attend Project Review Meetings (1) 2 2 _ 4 $ 700,00 Project Administration 6 6 $ 11110,00 Quality Assurance Review 6 6 I $ 11110,00 Sub -Total 19 35 218 78 16 48 4 $ 660.00 418 $ 51,920.00 TOTAL DESIGN PROJECT COSTS $ 51,920.00 1of1 Department of Public Works Troy Strange, P.E., Director of Public Works 1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186 Fax: (815) 363-2214 www.cityofmchenry.org REGULAR AGENDA SUPPLEMENT DATE: June 1, 2020 TO: Mayor and City Council FROM: Troy Strange, P.E., Director of Public Worl<s RE: Green Street, Surface Transportation Program (STP) ATT: Phase 1&2 Engineering Contracts 1. Resolution authorizing the use of MFT funds for a portion of local match funding of improvements (BLR 09110) 2. Ordinance amending the FY20/21 MFT Budget in the amount of $66,965 3. Preliminary Engineering Services Agreement for the use of Motor Fuel Tax (MFT) Funds (BLR 05510) AGENDA ITEM SUMMARY: Staff requests City Council to consider the award of a Preliminary Engineering Services Agreement (Phase 1&2) and a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Green Street STP project. Staff further requests City Council consider a budget amendment for the utilization of MFT funds. BACKGROUND: In March of 2020 Public Works Staff submitted three project candidates to the Surface Transportation Program call for projects through the McHenry County Council of Mayors. The project locations included: Green Street (Municipal Drive to Elm Street), Bull Valley Road (Curran Road to Crystal Lake Road), and Dartmoor Drive (Boone Creek Bridge to Crystal Lake Road). In May of 2020 the Council of Mayors released selection results and all three projects were selected for funding or selected for contingency listing in the active program and slotted into the federal fiscal years 2023 & 2024. In order for these projects to meet their scheduled lettings in the fiscal year their engineering work must begin this year. Upon notice of selection staff began the process of consultant selection for preliminary engineering services for each of these projects, selected firms to provide services, and negotiated a scope and fee. ANALYSIS: City Staff has selected HR Green, Inc. to provide Phase 1&2 Engineering Services for the Green Street STP Project. Staff has negotiated a scope and fee for the project with the selected firm The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in a customer -oriented, efficient and fiscally responsible manner. using the IDOT standard form. The scope of work includes project startup, Phase 1 Project Development Report, Phase 2 Plan Production, surveying, permitting and all other work necessary to deliver final plans for the IDOT state letting. The fee of $66,965.00 has been reviewed by staff and has been found to be acceptable. RECOMMENDATION: Therefore, if Council concurs, it is recommended that the following motion be made: 1) approve a Resolution authorizing the use of Motor Fuel Tax (MFT) Funds for the Green Street STP Projects 2) approve an Ordinance amending the FY20/21 Motor Fuel Tax Budget in the amount of $66,965; and 3) award the attached Preliminary Engineering Services Agreement (Phase 1&2) to HR Green, Inc. in the amount of $66,965. The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in acustomer-oriented, efficient and fiscally responsible manner. Illinois Department of Transportation Is this project a bondable capital improvement? ® Yes ❑ No Resolution for Improvement Under the Illinois Highway Code Resolution Type Resolution Number Section Number Original 20-00087-00-RS BE IT RESOLVED, by the CounCll of the C Governing Body Type cy of McHenry Illinois that the following described streets)/road(s)/structure be improved under the Illinois Highway Code. Work shall be done by Contract Contract or Day Labor For Roadway/Street Improvements: Name of Street(s)/Road(s) Length Route From To (miles) Green Street 1.55 IFAU 087 Municipal Drive JIL Route 120 For Structures: Name of Street(s)/Road(s) Existing Route Location Feature Crossed Structure No. BE IT FURTHER RESOLVED, 1. That the DroDosed improvement shall consist of Phase I and Phase II engineering services for the Green Street STP Resurfacing project that includes hot -mix asphalt resurfacing, sidewalk and ADA ramp removal and replacement, curb and gutter removal and replacement, pavement marking and signage, and all necessary items required to complete the improvements. 2. That there is hereby appropriated the sum of Sixty Six Thousand Nine Hundred and Sixty Five and 00/100---------------- Dollars $66,965.00) for the improvement of said section from the Local Public Agency's allotment of Motor Fuel Tax funds. BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office of the Department of Transportation. I, Trisha Ramel Clty Clerk in and for said City Name of Clerk Local Public Agency Type Local Public Agency Type of McHenry in the State aforesaid, and keeper of the records and files thereof, as provided by statute, do hereby certify the foregoing to be a true, perfect and complete original of a resolution adopted by Council of McHenry at a meeting held on June 01, 2020 Governing Body Type Name of Local Public Agency Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 1 day of June, 2020 Day Month, Year (SEAL) Clerk Signature Approved Date Regional Engineer De artment of Trans ortation Date Printed 05/19/20 Page 1 of 1 BLR 09110 (Rev. 05/08/20) ORDINANCE NO. 20-22 AN ORDINANCE AMENDING THE FY2020/2021 BUDGET FOR THE FISCAL YEAR ENDING APRIL 30, 2021 WHEREAS, the City of McHenry, McHenry County, Illinois, is a home rule municipality as contemplated under Article VII, Section 6, of the Constitution of the State of Illinois, and the passage of this Ordinance constitutes an exercise of the City's home rule powers and functions as granted in the Constitution of the State of Illinois; and WHEREAS, the City of McHenry acting by and through its Mayor and City Council has previously approved the FY20/21 Annual Budget for the Fiscal Year Ending April 30, 2021 by a motion at the Regular City Council Meeting held on April 20, 2020; and WHEREAS, it is necessary and appropriate to delete, add to, or otherwise change certain line items in said Budget Ordinance as provided in Exhibit A to this Ordinance; NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of McHenry, McHenry County, Illinois, as follows: SECTION 1: That the amendments to the Budget Ordinance for the Fiscal Year Ending April 30, 2020 are hereby approved in the form and content as provided by Exhibit "A" which is attached hereto and made part hereof. SECTION 2: If any section, paragraph, subdivision, clause, sentence or provision of this Ordinance shall be adjudged by any Court of competent jurisdiction to be invalid, such judgment shall not affect, impair, invalidate or nullify the remainder thereof, which remainder shall remain and continue in full force and effect. SECTION 3: All ordinances, or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: This ordinance shall be published in pamphlet form by and under the authority of the corporate authorities of the City of McHenry, Illinois. SECTION 5: This ordinance shall be in full force and effect from and after its passage, approval and publication, as provided by law. Passed this Is' day of June, 2020. Ayes Nays Absent Abstain Alderman Devine Alderman Glab Alderman Harding Alderman Mihevc Alderwoman Miller Alderman Santi Alderman Schaefer Wayne Jett, Mayor Trisha Ramel, City Clerk I D►: i taili 1I1 The following budget items are amended by this Ordinance: FY20/21 Motor Fuel Tax - $66,965 Municipality L Name City of McHenry p Illinois Department C HR Green, Inc. C of Transportation o Township A S Address L 420 N. Front Street Preliminary Engineering U County A Services Agreement L city y G For T McHenry E Motor Fuel Tax Funds A McHenry N N Section C T State 20-00087-00-RS Y IL THIS AGREEMENT is made and entered into this day of between the above Local Agency (LA) and Consultant (ENGINEER) and covers certain professional engineering services in connection with the improvement of the above SECTION. Motor Fuel Tax Funds, allotted to the LA 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, hF1i'�ta Route Section Description Green Street Resurfaci FAU 087 Length 1.55 Mi. 8200.00 FT (Structure No. N/A Termini Municipal Drive to IL Route 120 Description: The project involves resurfacing Green Street with work that includes HMA surface removal, HMA resurfacing, sidewalk and ADA ramp replacement curb and gutter replacement pavement marking and signage, and trees. Agreement Provisions The Engineer Agrees, 1. To perform or be responsible for the performance of the following engineering services for the LA, in connection with the proposed improvements herein before described, and checked below: a. ®Make such detailed surveys as are necessary for the preparation of detailed roadway plans bI ❑ Make stream and flood plain hydraulic surveys and gather high water data, and flood histories for the preparation of detailed bridge plans. c. ® Make or cause to be made such soil surveys or subsurface investigations including borings and soil profiles and analyses thereof as may be required to furnish sufficient data for the design of the proposed improvement. Such investigations are to be made in accordance with the current requirements of the DEPARTMENT. d. ❑Make or cause to be made such traffic studies and counts and special intersection studies as may be required to furnish sufficient data for the design of the proposed improvement. e. ❑ Prepare Army Corps of Engineers Permit, Department of Natural Resources -Office of Water Resources Permit, Bridge waterway sketch, and/or Channel Change sketch, Utility plan and locations, and Railroad Crossing work agreements. f. ❑Prepare Preliminary Bridge design and Hydraulic Report, (including economic analysis of bridge or culvert types) and high water effects on roadway overflows and bridge approaches. g. ® Make complete general and detailed plans, special provisions, proposals and estimates of cost and furnish the LA with five (5) copies of the plans, special provisions, proposals and estimates. Additional copies of any or all documents, if required, shall be furnished to the LA by the ENGINEER at his actual cost for reproduction. h. ❑Furnish the LA with survey and drafts in quadruplicate of all necessary right-of-way dedications, construction easement and borrow pit and channel change agreements including prints of the corresponding plats and staking as required. Note: Four copies to be submitted to the Regional Engineer Printed 5/19/2020 Page 1 of 4 BLR 05510 (Rev. 11/06) i. ❑ Assist the LA in the tabulation and interpretation of the contractors' proposals j. ❑ Prepare the necessary environmental documents in accordance with the procedures adopted by the DEPARTMENT's Bureau of Local Roads & Streets. k. ® Prepare the Project Development Report when required by the DEPARTMENT. (2) That all reports, plans, plats and special provisions to be furnished by the ENGINEER pursuant to the AGREEMENT, will be in accordance with current standard specifications and policies of the DEPARTMENT. It is being understood that all such reports, plats, plans and drafts shall, before being finally accepted, be subject to approval by the LA and the DEPARTMENT. (3) To attend conferences at any reasonable time when requested to do so by representatives of the LA or the Department. (4) In the event plans or surveys are found to be in error during construction of the SECTION and revisions of the plans or survey corrections are necessary, the ENGINEER agrees that he will perform such work without expense to the LA, even though final payment has been received by him. He shall give immediate attention to these changes so there will be a minimum delay to the Contractor. (5) That basic survey notes and sketches, charts, computations and other data prepared or obtained by the Engineer pursuant to this AGREEMENT will be made available, upon request, to the LA or the DEPARTMENT without cost and without restriction or limitations as to their use. (6) That all plans and other documents furnished by the ENGINEER pursuant to this AGREEMENT will be endorsed by him and will show his professional seal where such is required by law. The LA Agrees, 1. To pay the ENGINEER as compensation for all services performed as stipulated in paragraphs 1a, 1g, 1i, 2, 3, 5 and 6 the lump sum amount of $66,965.00. See Exhibit A. a. ❑ A sum of money equal to percent of the awarded contract cost of the proposed improvement as approved by the DEPARTMENT. b. ❑ A sum of money equal to the percent of the awarded contract cost for the proposed improvement as approved by the DEPARTMENT based on the following schedule: Schedule for Percentages Based on Awarded Contract Cost Awarded Cost Under $50,000 Percentage Fees Note: Not necessarily a percentage. Could use per diem, cost-plus or lump sum. (see note) 2. To pay for services stipulated in paragraphs 1 b, 1 c, 1 d, le, 1f, 1 h, 1j & 1 k of the ENGINEER AGREES at actual cost of performing such work plus 167 percent to cover profit, overhead and readiness to serve - "actual cost" being defined as material cost plus payrolls, insurance, social security and retirement deductions. Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at his actual cost. Subject to the approval of the LA, the ENGINEER may sublet all or part of the services provided under the paragraph 1 b, 1 c, 1 d, 1 e, if, 1 h, 1j & 1 k. If the ENGINEER sublets all or part of this work, the LA will pay the cost to the ENGINEER plus a five (5) percent service charge. "Cost to Engineer" to be verified by furnishing the LA and the DEPARTMENT copies of invoices from the party doing the work. The classifications of the employees used in the work should be consistent with the employee classifications for the services performed. If the personnel of the firm, including the Principal Engineer, perform routine services that should normally be performed by lesser -salaried personnel, the wage rate billed for such services shall be commensurate with the work performed. Printed 5/19/2020 Page 2 of 4 BLR 05510 (Rev. 11/06) 3. That payments due the ENGINEER for services rendered in accordance with this AGREEMENT will be made as soon as practicable after the services have been performed in accordance with the following schedule: a. Upon completion of detailed plans, special provisions, proposals and estimate of cost - being the work required by paragraphs 1 a through 1 g under THE ENGINEER AGREES - to the satisfaction of the LA and their approval by the DEPARTMENT, 90 percent of the total fee due under this AGREEMENT based on the approved estimate of cost. b. Upon award of the contract for the improvement by the LA and its approval by the DEPARTMENT, 100 percent of the total fee due under the AGREEMENT based on the awarded contract cost, less any amounts paid under "a" above. By Mutual agreement, partial payments, not to exceed 90 percent of the amount earned, may be made from time to time as the work progresses. 4. That, should the improvement be abandoned at any time after the ENGINEER has performed any part of the services provided for in paragraphs la, through 1 h and prior to the completion of such services, the LA shall reimburse the ENGINEER for his actual costs plus 167 percent incurred up to the time he is notified in writing of such abandonment "actual cost" being defined as in paragraph 2 of THE LA AGREES, 5. That, should the LA require changes in any of the detailed plans, specifications or estimates except for those required pursuant to paragraph 4 of THE ENGINEER AGREEs, after they have been approved by the DEPARTMENT, the LA will pay the ENGINEER for such changes on the basis of actual cost plus 1C,7 percent to cover profit, overhead and readiness to serve "actual cost" being defined as in paragraph 2 of THE LA AGREES. It is understood that "changes" as used in this paragraph shall in no way relieve the ENGINEER of his responsibility to prepare a complete and adequate set of plans and specifications. It is Mutually Agreed, 1. That any difference between the ENGINEER and the LA concerning their 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 LA and a third member appointed by the two other members for disposition and that the committee's decision shall be final. 2. This AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at his last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LA all surveys, permits, agreements, preliminary bridge design & hydraulic report, drawings, specifications, partial and completed estimates and data, if any from traffic studies and soil survey and subsurface investigations with the understanding that all such material becomes the property of the LA. The ENGINEER shall be paid for any services completed and any services partially completed in accordance with Section 4 of THE LA AGREES. 3. That if the contract for construction has not been awarded one year after the acceptance of the plans by the LA and their approval by the DEPARTMENT, the LA will pay the ENGINEER the balance of the engineering fee due to make 100 percent of the total fees due under this AGREEMENT, based on the estimate of cost as prepared by the ENGINEER and approved by the LA and the DEPARTMENT. 4. That the ENGINEER warrants that he/she has not employed or retained any company or person, other than a bona fide employee working solely for the ENGINEER, to solicit or secure this contract, and that he/she has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the ENGINEER, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this contract. For Breach or violation of this warranty the LA shall have the right to annul this contract without liability. Printed 5/19/2020 Page 3 of 4 BLR 05510 (Rev. 11/06) IN WITNESS WHEREOF, the parties have caused the AGREEMENT to be executed in quadruplicate counterparts, each of which shall be considered as an original by their duly authorized officers. Executed by the LA: ATTEST: (Seal) Executed by the ENGINEER: ATTEST: Title Approved Date Department of Transportation Clerk City of McHenry of the (Municipality/Township/County) State of Illinois, acting by and through its By Title Title Printed 5/19/2020 Page 4 of 4 BLR 05510 (Rev. 11/06) EXHIBIT A SCOPE OF SERVICES CITY OF MCHENRY GREEN STREET RESURFACING PHASE I & II ENGINEERING Project Understanding The City of McHenry (CITY) proposes to improve Green Street by resurfacing it from north of Municipal Drive to IL Route 120. The total length of improvements is approximately 8,200 feet or 1.55 miles. The general scope of the improvements are hot -mix asphalt surface removal and resurfacing, sidewalk and ADA ramp removal and replacement, spot curb and gutter removal and replacement, pavement marking, bike lane signage, tree plantings, and various other miscellaneous items to complete the project. Sco a of Work Project Report (Phase I) HR Green, Inc. (COMPANY) will prepare a Phase I Study and Design Report for the proposed improvements of the resurfacing of Green Street. The Phase I Study and Report will be prepared to Federal Standards. It has been anticipated that this project will be processed as a Categorical Exclusion Group I (BLR 19100). A. Early Coordination 1. Coordinate and schedule akick-off meeting with CITY, IDOT Local Roads, and McHenry County Planning Liaison. 2. Submit an Environmental Survey Request per IDOT's requirements, as of May 2020. 3. Complete and submit Project Program Information (PPI) form. B. Data Collection and Review 1. Prepare aerial mosaics of the project limits to be used for exhibits and meetings. The latest County aerials will be utilized. 2. Coordinate with utility companies to obtain maps of utilities within the project limits and place this information on CADD base maps. 3. Request existing roadway and utility plans from the CITY (where available). C. Survey Services 1. Topographic Survey -This task includes topographic survey of sidewalk ramp locations at all intersections within the project limits on Green Street (16 intersections total). Survey extents shall generally extend 25 feet beyond end of radius returns at each intersection corner. Pavement elevations cross sections will be surveyed at 100' intervals along the entire project limit. Survey will include visible surface features and structures within the survey extents. Survey of underground utilities is not included. No right of way/boundary Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 2 survey will be conducted. 2. Horizontal and Vertical Control - Horizontal coordinates will be based on Illinois State Plane Coordinates 1983 Datum (1997 Adjustment) and vertical elevations will be established from NGS control monuments. Four (4) benchmarks will be located on the site and referenced on the survey. 3. Right of Way Survey — COMPANY will recover existing right of way evidence for Green Street at sidewalk intersection locations. COMPANY will calculate the existing right of way as shown on the provided right of way documents and/or adjacent recorded plat of subdivisions to include on the base map. 4. Topographic Survey Drawing - Final drafting product to be created using MicroStation V8i showing existing features and I'contours. D. Preliminary Design Studies 1. Prepare the resurfacing plan sheets for Green Street. (1" = 50' base maps). 2. Prepare ADA compliant sidewalk and crosswalk details for all 16 intersections along Green Street. E. Environmental Studies 1. Prepare and submit an Environmental Survey Request (ESR) to IDOT. This submittal will be for cultural and special waste screening. 2. A photo log of structures along the project corridor that appear to be greater than fifty (50) years old will be completed. The photos will be submitted to IDOT for their in-house cultural review. 3. Air Quality - It has been assumed that since no additional lanes will be proposed, IDOT will not require analysis. 4. Noise - It has been assumed that since there are no new roadway alignments that a Noise analysis will not be required. 5. Natural Resources - No tree survey will be performed. 6. Special Waste — Initial screening for special waste will be completed in order to obtain design approval form IDOT. It is anticipated that the project can be risk managed and in - district sign -off will be obtained. F. Phase I Report 1. Prepare draft Phase I Report (BLR 19100) and report exhibits. 2. Preliminary Opinions of Probable Costs will be developed. 3. Provide IDOT two (2) draft reports for review and comment by City staff. 4. Address IDOT's preliminary report and prepare final Phase I Report. 5. Provide three (3) final Phase I Reports. G. Meetings 1. This project will require the following meetings during Phase I: a. Phase (Kick-off at IDOT (1 meeting) b. Meeting Specifications: • COMPANY will have two (2) representatives at all meetings; . A maximum of four (4) hours per meeting have been allotted, including travel time; and, Meeting minutes will be provided. Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 3 H. Pavement Cores and Soils Investigation COMPANY will retain the services of a geotechnical sub -consultant to perform the geotechnical investigation for the project. The tasks to be performed as part of the project will include pavement cores (at 500-ft intervals, up to 2' depth) in accordance with IDOT geotechnical standards. IDOT will require the necessary analysis and certifications for Clean Construction Demolition Debris (CCDD) as part of the project and the sub -consultant will develop the required reports and IEPA certification forms (LPC 662/663) to be included as part of the Phase I Project Report, Funding Assistance COMPANY will assist CLIENT with preparation and submission of necessary documents to IDOT related to the use of MFT funds for Phase I and Phase II Engineering Services. In addition, COMPANY will provide assistance on the preparation of the Local Agency Agreement, Joint Funding Agreements, and if necessary, the Construction Engineering Agreement for the STP funds utilized for Construction. Contract Plans (Phase II) COMPANY will prepare Phase II contracts plans, special provisions, and other related Phase II documents as noted in this scope of work for the improvement of Green Street as described in this document and as noted in the final Phase I documents. A. Design Guidelines 1. The Phase II engineering and contract documents will be developed according to IDOT and applicable local requirements. These include the following design guidelines and ordinances: a. Bureau of Local Roads (BLR) Manual; b. Bureau of Design and Environment (BDE) Manual; c. Traffic Signal Design Guidelines for IDOT, District 1; B. Pavement Typical Sections Pavement sections, following IDOT requirements, will be developed for the proposed resurfacing. C. Suggested Maintenance of Traffic The scope of work was prepared assuming that all roadways will remain open during construction and can be completed using IDOT Highway Standards. Detailed maintenance of traffic plans will not be developed for the project. D. Drainage No specialized drainage plans will be developed for this project. E. Landscaping The project will include the planting of street trees along various locations within the project limits. It has been anticipated the type and location of the tree plantings will be coordinated with the CLIENT and City Arborist. The plan sheets will be developed to include location information (station and offsets) of the proposed trees and will be included with the restoration and erosion control sheets. No detailed landscaping plan sheets will be included as part of the project. Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 4 F. Traffic Signals The existing traffic signals at the intersection of Green Street at IL Route 120 will not be impacted as part of the improvements. The existing detector loops will need to replaced as part of the resurfacing improvements and the necessary District special provisions and details will be included as part of the plans. G. Permits The following permits will be required for the project: 1. It is anticipated that this project will require a Stormwater Pollution Prevention Plan (SWPPP). Preparation of the plan will include selection of appropriate source controls and flow controls for the site conditions, maintenance and inspection procedures, and an erosion control plan sheet providing locations for each of the major controls and details for the construction of the controls. 2. City of McHenry Stormwater Management Permit. H. Meetings & Coordination Multiple coordination meetings will be required during Phase II of the project. Anticipated meetings will be with the CITY and IDOT. COMPANY will coordinate the meeting times and locations with the attendees, provide required exhibits, and include preparation of meeting minutes. The coordination and meetings are estimated below: 1. At IDOT—Bureau of Local Roads; a. Kick-off meeting with Local Roads (1); 2. At CITY; a. Field Review with Plans (1); b. Plan Review Meeting (1). 3. Meeting Requirements: c. COMPANY will have two (2) representatives at all meetings; a. COMPANY will prepare the meeting minutes; b. A maximum of six (6) hours per meeting have been allotted, including meeting preparation, travel time, and the preparation of the meeting minutes. 4. Coordination c. COMPANY's coordination effort will include: d. Project related discussions with IDOT, the CITY, and the utility companies. Quantity Calculations The Summary of Quantities sheet will be developed using current IDOT pay items and code numbers. The quantities will be calculated and checked for accuracy. From these quantities, COMPANY will develop Opinions of Probable Construction Cost for the project. J. Construction Cost Estimates Opinions of probable construction costs will be developed and refined throughout the process so that the CLIENT is aware of project costs. These costs will be determined using IDOT pay items and the latest contractor unit prices available for the area. K. Project Administration/Coordination For the duration of this project, this task will involve the management oversight of the project which will include the on -going review of the project execution, work product, document control Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 5 scope, schedule and budget, contract file management and preparation of monthly progress reports. L. Quality Control /Quality Assurance Design peer reviews will be completed throughout the duration of the project and prior to milestone submittals to ascertain completeness of the plans and related pay items. The plans and special provisions will also be reviewed by COMPANY Construction staff related to general constructability. M. Project Schedule Based on an anticipated Notice to Proceed date of June 2020, it is estimated that the contract documents will be prepared to meet a January 2022 letting. N. Submittals 1. During the development of the contract plans and specifications, interim submittals will be made to the CITY and IDOT. Two submittals will occur: pre -final (90%), and final (100%). Comments received will be addressed and a disposition of comments will be prepared by COMPANY. 2. Pre -final submittal (90%) a. The pre -final submittal (90%) will include the following: (1) Contract Plans (a) Cover Sheet; (b) Index/General Notes/Standards; (c) Summary of Quantities; (d) Roadway Typical Sections; (e) Alignment, Ties, and Benchmarks; (f) Roadway Removal Plans (50 scale); (g) Proposed Resurfacing Plans (50 scale); (h) Landscaping and Erosion Control Plans (50 scale); (i) Pavement Marking and Restoration Plans (50 scale); Q) ADA Details (1 inch = 10 feet); (k) Miscellaneous Details; and (1) IDOT Standards (2) Special Provisions (3) Estimate of Time; and (4) Opinion of Probable Construction Cost. b. The following will be submitted to IDOT for review and comment: (1) Three (3) 11" x 17" paper copies of the contract plans; (2) Three (3) copies of the special provisions; (3) Three (3) copies of the opinion of probable construction cost; (4) One (1) copy of the estimate of time. c.The following will be submitted to Utilities for review (1) Electronic copies of the contract plans. d. The following will be submitted to the CITY for review and comment: (1) Two (2) 11" x 17" paper copies of the contract plans; (2) Two (2) copies of the special provisions; (3) One (1) copy of the opinion of probable construction cost; (4) One (1) copy of the estimate of time. Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 6 e. Submittals to the CITY and IDOT will occur concurrently. The current schedule anticipates a one month turnaround time for review comments from CITY and IDOT. 3. Final submittal a. The plans will be revised per comments on the pre -final plans (90%) received from IDOT and the CITY. b. The final submittal (100%) will include the following: (1) Contract Plans (a) Cover Sheet; (b) Index/General Notes/Standards; (c) Summary of Quantities; (d) Roadway Typical Sections; (e) Alignment, Ties, and Benchmarks; (f) Roadway Removal Plans (50 scale); (g) Proposed Resurfacing Plans (50 scale); (h) Landscaping and Erosion Control Plans (50 scale); (i) Pavement Marking and Restoration Plans (50 scale); (j) ADA Details (1 inch = 20 feet); (k) Miscellaneous Details; and (1) IDOT Standards (2) Special Provisions (3) Estimate of Time; and (4) Opinion of Probable Construction Cost. c.The submittal to CLIENT will include: (1) Two (2) 11$1 x 17" paper copies of the contract plans; (2) Two (2) paper copies of the special provisions; (3) One (1) copy of the opinion of probable construction cost; (4) One (1) copy of the estimate of time; d. The submittal to Utilities will include: (1) Electronic copies of the contract plans; e. The submittal to IDOT will include: (1) Three (3) 11" x 17" copies of the contract plans; (2) Three (3) copies of the special provisions; (3) Three (3) copies of the opinion of probable construction cost; (4) Three (3) copies of the estimate of time. f. Submittals to the CITY and IDOT will occur concurrently. Phase I & II Engineering Services Green Street Resurfacing City of McHenry Page 7 Professional Services Fees TASK HOURS COSTS Phase I Engineering Survey, Data Gathering & Utility Coordination 72 $8,548 Phase I Report 66 $7,766 Pavement Cores & CCDD Analysis Direct Cost $7,000 IDOT Meetings & Coordination 10 $1,700 Sub -Total 148 $25,014 Phase 11 Engineering Contract Plans and Special Provisions 256 $303564 Quantity Calculations and EOPC 40 $4,760 Quality Control / Quality Assurance 12 $23556 [DOT & City Coordination 12 $2,070 Meetings 12 $1,986 Sub -Total 332 $41,936 Project Total 480 $667965 Office of the City Clerk McHenry Municipal Center McHentr INDIVIDUAL ACTION ITEM DATE: June 1, 2020 TO: Mayor and City Council FROM: Monte Johnson, Deputy City Clerk RE: Semi -Annual Review of Executive Session Meeting Minutes ATT: Resolution, list of minutes and recordings 333 Green Street McHenry, Illinois 60050 Phone: (815) 363-2108 Fax: (815) 363-2119 cityofmchenry.org AGENDA ITEM SUMMARY: Pursuant to the Illinois Open Meetings Act, a semi-annual review of minutes and recordings of all closed executive sessions that have not yet been released for public review must be conducted semi-annually. BACKGROUND: The determination of which minutes, if any that may be released is based on the advice of legal counsel. The Act also permits the destruction of executive session recordings that exists more than 18 months after the date the meeting was recorded. Executive Session minutes presented for approval and release: 12/16/19 5 ILCS 120/2(c)(21) Review of Executive Session Minutes; 5 ILCS 120/2(c)(3) Appointment for vacant seat on Council ANALYSIS: Upon approval of the attached Resolution in Open Session, all Executive Session minutes prior to June 1, 2020, will be released. The attached list of recordings should also be destroyed. Recommendation: If Council concurs, then it is recommended a motion is made in Open Session to pass the attached Resolution approving a) Executive Session meeting minutes as presented; b) authorizing the release of Executive Session meeting minutes as presented No; and c) destruction of any executive session recordings that exist more than 18 months and the minutes for that meeting have been approved. The Cir3� of d/cHenry is dedicated to providing its citizens, businesses, and visitors with the hig/rest quality of programs and services in acustomer-oriented, efficient, and fiscally responsible manner. RESOLUTION 20-8 WHEREAS, the Illinois Open Meetings Act specifies that Executive Session minutes be reviewed at least once every six months; WHEREAS, upon advice from Counsel, the McHenry City Council recommends approval of the following Executive Session Minutes; 12/16/18 5/ILCS 120/2(c)(21) Semi -Annual Review of Executive Session Minutes, and 5 ILCS 120/2(c)(3) Appointment for vacant seat on Council WHEREAS, upon advice from Counsel, the McHenry City Council recommends release of all of the above referenced Executive Session Minutes, as the need for confidentiality no longer exists. NOW THEREFORE, BE IT RESOLVED as specified in the Illinois Open Meetings Act that authorization is hereby granted to approve the substance of and release of the above referenced executive session minutes and destruction of all Executive Session recordings that exists more than 18 months prior to the date of this Resolution. BE IT FURTHER RESOLVED that a copy of this Resolution shall be made a permanent part of the City Council minutes. Passed this 1 sr day of June, 2020. Alderman Devine Alderman Glab Alderman Harding Alderman Mihevc Alderwoman Miller Alderman Santi Alderman Schaefer Wayne Jett, Mayor Armes Nays Absent Abstain Monte Johnson, Deputy City Clerk Executive Session Minutes to be Approved and Released 12-16-19 Executive Session Recordings to be Destroyed 06-18-18 P-10-18 08-20-18 08-23-18 09-04-18 09-10-18 09-24-18 10-01-18 10-15-18 11-12-18 12-03-18