Committee Members: Josh Frawley Anthony LeFlore Brenda Wagner Pat Peck Bill Poletti

AGENDA OPERATIONS COMMITTEE

Wednesday, May 11,2022, 7:00 p.m. Council Chambers

Fairview Heights City Hall 10025 Bunkum Road

or Conference Bridge Below for Public Participation

Phone Number: 1-786-535-3211 Access Code: 808-004-661 Please mute your phone during the meeting

Please join my meeting from your computer, tablet or smartphone. https://www.gotomeet.me/COFH

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Roll Call

Public Participation

Approval of Minutes - April 19, 2022

Law Enforcement Alderman Josh Frawley

1. Statement of the Department 2. Proposal for a New Piece of Exercise Equipment

Public Works Alderman Bill Poletti

1. Land Use and Development Truck Purchase - 2 2. Public Works Truck Purchase - Building Maintenance 3. Construction Engineering Proposal - Market Place CMAQ - Oates

Associates 4. MFT Material Bid - Hot Mix Asphalt s. MFT Material Bid - Bituminous Material Cold Patch 6. MFT Material Bid - CA-6 Aggregate 7. MFT Material Bid - Portland Cement Concrete 8. Director's Report/Project Updates

1

THE CITY OF FAIRVIEW HEIGHTS

OPERATIONS COMMITTEE MINUTES Tuesday, April 19, 2022, 6:30 p.m. Fairview Heights Recreation Room Video Conference/Tele Conference

Fairview Heights, IL

Committee Members in attendance - Aldermen Josh Frawley- in person, Anthony LeFlore - video/conference, Brenda Wagner - in person, Pat Peck - in person, Bill Poletti - in person, Mayor Mark Kupsky, Ex-officio- in person

Committee Members absent - None

Other Aldermen and Elected Officials in attendance - City Clerk Karen Kaufhold - in person, Aldermen Frank Menn - in person, Barb Brumfield - in person, Denise Williams - in person

Staff in attendance - City Attorney Andrew Hoerner - in person, Finance Director Gina Rader - in person, Human Resource Manager Becky Thompson - video/teleconference, IT Manager Chris Elliott - in person, Land Use and Development Director Dallas Alley - in person, Parks and Recreation Director Angie Beaston - video/teleconference, Public Works Director John Harty- in person,

Recorder - Jill Huffman

Public Participation

:s~~,>~f{;~ None

A _-,R!\Yf::.'·

Motion,;S~d second to Aldenil~~~'F:rawley - yes,

Law Enforc' ant Committli Josh Frawley, G~~irman '~,~~

11

STATE OF THE ,~~~~T:M~~T

1J11,ere made by Aldermen Peck/Wagner. Roll call vote: <Wagner- yes, Peck- yes, Poletti -yes. Motion carried.

Alderman Frawley ask~~ if there were any questions regarding the Police Department - Monthly Report for March, 2022. No questions from the report.

Page 1

Public Works Committee Alderman Bill Poletti, Chairman

MARK AND CARI DRIVE - SUPPLEMENTAL SERVICE AGREEMENT, GONZALES CO.

The Director of Public Works presented a Supplemental Agreement from Gonzales Companies for engineering services for Mark and Cari Drive. The project was delayed for approximately three years, therefore, plans and specifications need to be completed before the project is out for bid. The Director believes the price of $9, 145 to complete the necessary items is fair and equitable. This project is being funded by Home Rule Funds. The M~yPr.added that the project was delayed due to COVID and now the City needs to move apead with this neighborhood street. · ·

<<:,':·:~ ,, ''.~~'~\:''>

For clarification, Alderman Wagner asked why these service$.are notibi~ to which the Director replied that professional services are selected on qualifjQf1tiohs. The Di~~dor explained that every few years the City sends Requests for Qualific~~ions fo area engineef!9~~rms requesting submission of qualifications based on experience, ~t~ff, compteted projects, ete~.~.Gonzales was selected for this project by the qualification evaluatiQ~·\'eam. llbe Mayor added tbf!.1City rotates the utilization of engineering firms located in the area> ~~ · ·· · ·. ·

Motion and second to forward to ~ity Council witA'i~~~g.~mmendation of approval the Supplemental Service Agreement with Gq ~l~s Companiest6J\t;~date plans, specifications and bidding documents for the Mark and Cari .. · ~Pcr<;>ject by Alderrne9~p~ck/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlorei.- ye~l·;·!JY~gner - yeS}/Peck - yes, Poletti - yes. Motion carried. · · ·~. ; .·1~·;;:,;~.~~.s.• ..

2021 IDOT TRAFFIC SIGNHMASTER AGR!E~ENT • AMENDED . .

The Director relayedt~4lJhis it:'•;:;:; .. s been thr~~~h 9ommittee twice. The State has changed the agreement's forms, Htiwever, nformation is ~ssentially unchanged.

:?~~::~~;·,(' }F

Motion and ~~.~~~~ .• tp. forwa1d'~tQ .. Cit/ '11~ithh recommendation of approval the amended shared s.~~n~tlzedlnf •· c~ion Mi'~~r Agreement with the Illinois Department of Transportation by Al en Wagner . Roll· vq~e showed Aldermen Frawley - yes, LeFlore - yes, Wag .es, Peck-yes letti- >Motion carried.

The Director of No questions from

c Works{i~resented his written report to the elected officials for their review. ··· .off

Alderman Peck would·ttke to formally congratulate Keith Whaley on his retirement from the City.

Adjournment 6:40 p.m.

Submitted By:

Recorder

Page2

FAIRVIEW HEIGHTS P 10LICE !0027 BUNKUM ROAO •FAIRVIEW HEIGHTS. IL• 82208 • PHONE: (818) 489-2!00 •FAX: (818) 48S-2IOS

ONLINE AT: www.fairviewpd.org • www.facebaak.com/fairviewpd

MEMORANDUM

DATE: 9 May 2022

TO: ELECTED OFFICIALS

FROM: Chief C. Locke

SUBJECT: POLICE DEPARTMENT - MONTHLY REPORT FOR APRIL 2022

AGENDA ITEMS: The Department is interested in adding equipment to the city fitness room located in city hall. The item requested is a Hammer Leg Extension. The purchase of said equipment will be paid for utilizing federal escrow funds and will not impact the general fund. Staff requests approval for the Mayor to enter into an agreement with Advanced Exercise, 861 South Park Drive, #100, Litdeton, Colorado 80120 for the purchase of one (1) Hammer Select Leg Extension for the amount of$4,925.71.

CRIME: The provided snapshot on activity is based upon computer-aided dispatch data. As such, the statistics provided are not official. They are only intended to provide a general sense of crime in the community.

• There have been 8,895 Computer aided dispatch transactions this year to date, compared with 8,371

last year.

• There have been no homicides so far this year.

• Below is a comparison of crimes year to date (YID), compared to the same period in 2021:

o 153 thefts compared to 123 in 2021

o 12 car burglaries compared to 20 in 2021

o 19 burglaries compared to 5 in 2021

o 9 stolen vehicles compared to 8 in 2021

o 2 robbery, compared to 0 in 2021

o 22 aggravated assault/batteries (non-domestic), compared to 23 in 2021

o 35 domestic batteries compared to 46 in 2021

• Self-Initiated Field Activity (Year to Date)

o 25 DUI arrests

o 120 fugitive arrests

o 16 cannabis arrests

UPDATES/SIGNIFICANT ISSUES AND EVENTS:

o 22 weapons arrests

o 15 drug paraphernalia arrest

o 27 controlled substances arrests

• At our recent awards night, we recognized 6 citizens for providing beneficial assistance to the PD and our

citizens. We also recognized numerous officers for outstanding DUI enforcement and honored several officers

with ACE (Aggressive Criminal Enforcement) awards. Officer Blane Cline was recognized as the 2021

Patrolman of the Year.

• The annual SILEC/SIPCA Awards banquet was held last month where Francine Nicholson, NAACP and Capt.

Beyersdorfer were nominated for awards by Chief Locke. Francine received the Outstanding Citizen Award

and Capt. Beyersdorfer received the Life Saving Award.

• Our second RAD class of the year kicked off on April 26th with 14 women participating.

• Promotional testing just wrapped up and new lists were established.

Respectfully submitted,

0;\W~ CHRISTOPHER S. LOCKE, Police Chief

advanced exercise advancedexercise.com I 861 SouthPark Drive #100, Littleton, CO 80120 1800.520.1112

CONSULTANT

Lisa Miceli lmiceli@advancedexercise.com Phone: Fax:

BILL TO Fairview Police Department 10027 Bunkum Road Fairview Heights, IL 62208

A STRENGTH EQUIPMENT

Model

HS-LE

Brand

Hammer Strength

Description

Hammer Select Leg Extension

SHIP TO Fairview Police Department 10027 Bunkum Road Fairview Heights, 62208

Date: May 05, 2022 Quote Expires: 15 day(s)

Proposal # 063153-R1

Specifications Unit Price Qty Total Ext

• 2" x 4" and 2" x 3" 11 gauge steel tubing

• Start Position is adjusted in five 10-degree increments

• Lift & Lock Seat Back System • Rear Weight Stack Shroud • Add On Incremental Weight System • Adjustments are accessible from seated position

• Machine Weight: 570lb. • Weight Stack: 2951b. • Dimensions: 47"L x 41"W x 64"H •Made in USA

Subtotal:

Freight, Delivery and Install:

Total:

advanced

4,147.14 $4,147.14

$4,147.14

778.57 Taxes As Applicable

$4,925.71

Page 11 of2

Proposal # 063153-R1

advanced exercise Terms & Conditions

Terms: All new customers are required to pay 50% down and balance due prior to install. Residential customers, personal trainers, and orders for resale, require 100% payment before the order can be placed. All other terms and credit lines are subject to credit approval. Invoice will be due and payable, based on the original requested installation date, unless Advanced Exercise is notified in writing 60 days prior to the requested installation date with a change of the installation date. We accept checks, money orders, ACH and credit cards (under $2000). A late payment fee will be assessed at a rate of 1.5% (18% annual) per month on any unpaid balance remaining 30 days after the due date. Special Orders: A 100% prepayment is required for all customized products including but not limited to custom colors, sports flooring and products with logos such as plates, dumbbells and platforms.

Return Policy: Any returns require approval in writing by Advanced Exercise Project Management. A minimum 25% restocking fee, plus freight, will be incurred for all non-custom products returned. Customized products are nonreturnable. All products with color choices are defined as custom products.

Bolt Down Requirements: Life Fitness recommends that all strength training equipment be secured to the floor in order to prevent tipping, rocking or displacement which might occur in the event of unanticipated use of the equipment. Life Fitness requires that certain strength training equipment (specifically the Synrgy 360 90, T, XS, XM, HD Elite Half Rack/Short Base, Athletic Series Rigs, Athletic Series Racks with Wing option, Cybex PWR Play, Synrgy Outdoor BlueSky and other products to be used for body weight strap training) be secured to the floor. In the case of Synrgy 360S, T, XS, XM and the Elite HD Half Rack Short Base, the customer acknowledges:

• Customer has determined the proper placement of the equipment to be secured. Customer Initial __ _ • Customer has identified and informed Advanced Exercise of the location of any utility, service lines, including but not limited to post tension cables. It is the customer's responsibility to identify the locations of any cables or lines prior to installation. Customer Initial • Customer has confirmed that the subfloor consists of no less than 4. 75 inches of concrete. (Synrgy Outdoor BlueSky requires a minimum 4.5 inches of concrete Customer Initial • Customer has obtained any and all consents to the drilling of holes in the flooring and subflooring. Customer Initial __ _

If your order includes any of the equipment requiring bolting to the floor, initials are required above and an additional signed waiver will be required to place the order. Additional products may require bolting to the floor, wall or ceiling. Bolting is not included on these products unless otherwise noted on the quotation. Customer is responsible for bolting these products to meet the manufacturer's requirements. This includes TRX, Core Energy, Boxing mounts and other products that require bolting to the facility structure.

Wall & Ceiling Attached Items: The installation of any items such as TRX Multi Mounts., X Mounts, Wall Mat Racks, etc. that require bolting to walls or ceilings are not included in the proposal unless otherwise noted.

Flooring Installation: Refer to the product specifications to ensure that the sub floor meets the material installation requirements. Freight offloading, inside delivery, adhesive, moisture tests, moisture reducers, base boards, sub floor prep, sub floor cleaning, transition strips and existing floor removal and disposal are not included unless otherwise noted on the quotation.

Storage: We reserve the right to assess storage fees not to exceed 1.5% per month, or fraction thereof and request payment in full on the related customer's invoice, when a customer's original requested delivery date is delayed by circumstances beyond our control.

Taxes: We collect sales or use taxes only in jurisdictions where we are licensed to do so. Customer agrees to accept sole liability and responsibility to pay for any and all uncollected sales or use tax liabilities, related penalties and interest that arise as a result of the purchase of products and/or services from our company.

Security: Until all products are paid in full, customer hereby grants to, and Advanced Exercise shall retain, a security interest in and lien on all products sold to the customer.

I accept the terms and conditions of this quote.

Signature:

Name:

Date: Customer Requested Install Date:

Page 12 of2

advanced

WWW.MORROWBROTHERSFORDINC.COM 1242 Main Street· GREENFIELD IL 62044

(217) 368-3037 •Fax (217) 368-3517 ·Toll free 1-877-368-3038

April 14, 2022

Frank Vollmer City of Fairview Heights Office: (618) 397-5200 Cell: (618) 578-0616 Email: voll mer@cofh.org

We have figured the following for your consideration.

1-NEW 2021 FORD F150 Extended Cab 4x2 6' 6" Bed To include the following optional equipment: White Exterior, 40/20/40 Front Seating 5.0L Engine, 10-Speed Automatic Cruise Control, SYNC Bluetooth AM/FM/ Stereo, Air Conditioning Power Windows/Locks/Mirrors Back-Up Camera, Tow Package Whelen 4 Corner LED Warning Daytime Running Lights New M License/Title All other standard equipment Illinois Government Price $29,985.00*

Option: 8' Bed Add $520.00

Units are in stock* at the time of this quote and is available, first come first serve. Additional options can be added as required. Any and all trade in vehicles are welcome regardless of miles

or condition. Let me know if you have any questions.

{i;J"(Jj_ tf~~ Richie Morrow Wellenkamp Customer Acceptance: _________ Date: __ _

Government Sales Manager Morrow Brothers Ford, Inc.

Please submit this form along with your purchase order and a copy of your Illinois Tax Exempt Letter.

WWW.MORROWBROTHERSFORDINC.COM

1242 Main Street • GREENFIELD IL 62044

(217) 368-3037 • Fax (217) 368-3517 • Tol l free 1-877-368-3038

April 14, 2022

Frank Vollmer City of Fairview Heights Office: (618) 397-5200 Cell: (618) 578-0616 Email: vollmer@cofh.org

We have figured the following for your consideration.

1-NEW 2021 FORD F150 Extended Cab 4x2 6' 6" Bed To include the following optional equipment: White Exterior, 40/20/40 Front Seating 5.0L Engine, 10-Speed Automatic Cruise Control, SYNC Bluetooth AM/FM/ Stereo, Air Conditioning Power Windows/Locks/Mirrors Back-Up Camera, Tow Package Whelen 4 Corner LED Warning Daytime Running Lights New M License/Title All other standard equipment Illinois Government Price $29,985.00*

Option: 8' Bed Add $520.00

Units are in stock* at the time of this quote and is available, first come first serve. Additional options can be added as required. Any and all trade in vehicles are welcome regardless of miles or condition. Let me know if you have any questions.

{i;J"[Jj_ tf~~ Richie Morrow Wellenkamp Customer Acceptance: _________ Date: __ _

Government Sales Manager Morrow Brothers Ford, Inc.

Please submit this form along with your purchase order and a copy of your Illinois Tax Exempt Letter.

0 ATES

April 21, 2022

Mr. John Harty Public Works Director City of Fairview Heights 10025 Bunkum Road Fairview Heights, IL 62208

Re: Market Place Roundabout Construction Engineering Services OA Project No. 222061

Dear Mr. Harty:

3· L ·::-· ! : : ~. :-·t· 1:: ;,1.~; ~1~ll~ '!·:. i:.. :~22;.: (l ·:;t.C t:i·ie .f . 1' l ~J ·:.;~: D :

;1!•.·):33_B::B: Cl ?- ... 1 0 .. 1S 'S :. :J ~ . ~~.i :,;jJ.'"7 /

We propose to render construction engineering services in connection with Market Place Roundabout Construction and the intersection of Market Place and Commerce Lane in the Lincoln Trail Shopping Center (hereinafter called the "Project").

Our Basic Services will consist of construction administration/ documentation in accordance with IDOT policies and procedures through the completion of the documentation audit, verification of control for contractor staking and testing for an anticipated 90 calendar day construction period, all as set forth in the attached Estimate of Person Hours. Engineering services will be billed on the basis of our cost plus fixed fee as set forth in the Agreement and are estimated at $77,209.

This agreement only includes construction observation and documentation services up to final IDOT audit. Any additional time needed to get material certification approved by IDOT after the final audit will be billed as a separate work order, due to the uncertainty of the scope and schedule.

Enclosed are four copies of the Preliminary Engineering Services Agreement for Motor Fuel Tax Funds for the Project that can be forwarded on to IDOT for processing. If the enclosed Agreement satisfactorily sets forth your understanding of our proposal, please sign all four copies in the spaces provided and forward to IDOT for processing.

Sincerely,

Brian s. Heil, PE Project Manager

Enclosure

\) 1.) J \).J.c,c_

Bruce Schopp, PE SE President

wv'rN .oar:esassoc1ates.com

~ llfinois Department ~ of Transportation

Local Public Agency Engineering Services Agreement

Using Federal Funds? D Yes 0 No ~'M_F_T_C_E ____ ~ Agreement For

!original

Agreement Type

LOCAL PUBLIC AGENCY

rL'"""oca~l _P..-ub=l'""ic...;..A"""g'"""e'"'"nc"""'y'--------------.. rC_o..._un--.ty...__ ____ ___, '""S""'"e"'"'ct'""io.._n"'""'N=u'-"-m-"-be=r-----. Job Number

j~c_ity_of_F_a_irv_i_ew_H_e_ig_h_ts _______ __,l/st. Clair 1116-00042-01-PV jjc-98-335-16

~P~ro~·e=c~t~N~um~be~r---~rC_o_nt~a~ct~N ..... a_m~e----------.PhoneNumber rE_m_a_il _____________ _,

~0_1 E_P_(_16_4) __ ___.IJohn Harty jj(618} 489-2020 j ~jha_rt_y_@_c_ofh_._or_g ______ ~

SECTION PROVISIONS r=L=oc"""a"'"l "'"S""-tre;::..;e;:;..::t/'"'"R'""o.;::;.ad.:;;...:;..;N;.;::a.:.:.m:.=:e _________ _....,r-K=ey,__Ro~u=te..__ ___ ___, Len th Structure Number

._IM_a_rk_e_t_P_la_c_e __________ __,l/FAU 9326 I 0.145 miles /NIA ~------::===========. Location Termini

intersection of Market Place and Commerce Lane '"----------------------------------------' Proiect Descriotion

f\d.d Loeatiqr1 Remove·· Location

The project will consist of constructing a roundabout at the intersection of Commerce Lane and Market Place. Elements of the roundabout will consist of concrete curb & gutter, concrete sidewalks, full depth HMA pavement, pavement markings, signage, and storm sewer adjustment.

Engineering Funding 0 MFTfTBP 0 State D Other I :==:==============================~

Anticipated Construction Funding~ Federal 0 MFTffBP D State 0 Other j ...._----------~------'

AGREEMENT FOR 0 Phase Ill - Construction Engineering

CONSULTANT

,....C_..o._ns~u""lt._an""t~Fi~rm~N.-..a __ m~e---------, ..... c~o""nt=ac""t-'-N=a""'-m=e---~ Phone Number ,_E"-'m~a.._il ___________ __,

._o_a_te_s_A_s_so_c_ia_t_e_s_, _ln_c_. ____ __, j,_s_ri_an_H_e_il ___ __,) J<618) 345-2200 j\brian.heil@oatesassociates.com r-A=d .... dr __ e __ ss _____________________ _, ,..C.-ity..__ __________ __, State Zip Code

~l1_oo_L_an_t_e_rc_ou_rt_._s_u_it_e_1 ______ ~ __ ___.ll~c_o_11i_ns_v_il_le _______ _,l~l~s2_2_3_4 __ ~

THIS AGREEMENT IS MADE between the above Local Public Agency {LPA) and Consultant (ENGINEER) and covers certain professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the "DEPARTMENT," will be used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS.

Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER, acting as an individual, partnership, firm or legal entity, qualifies for professional status and will be governed by professional ethics in its relationship to the LPA and the DEPARTMENT. The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations.

WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used, they shall be interpreted to mean:

Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of Transportation

Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the construction PROJECT

In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities Contractor Company or Companies to which the construction contract was awarded

Completed04/21 /22 Page 1 of 10 BLR 05530 (Rev. 08/05/21)

AGREEMENT EXHIBITS

The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT:

~ EXHIBIT A: Scope of Services

IZJ EXHIBIT 8: Project Schedule

jgJ EXHIBIT C: Direct Costs Check Sheet

~ EXHIBIT D: Qualification Based Selection (QBS) Checklist

t8J EXHIBIT E: Cost Estimate of Consultant Services Worksheets (BLR 05513 or BLR 05514)

[8J Payroll Escalation Table

D~~~~~~~~~~~~~~~~~~~~ D ~~~~~~~~~~~~~~~~~~~~ I. THE ENGINEER AGREES,

1. To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection with the proposed improvements herein before described.

2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff hours. If higher-salaried personnel of the firm, including the Principal Engineer, perform services that are to be performed by lesser-salaried personnel, the wage rate billea for such services shall be commensurate with the payroll rate for the work performed.

3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or corrections required as a result of the ENGINEER'S error, omissions or negligent acts without additional compensation. Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent correction of any such errors or omissions or the responsibility for clarifying ambiguities.

4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes, and the local laws or ordinances of the LPA.

5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA.

6. To invoice the LPA, The ENGINEER shall submit all invoices, based on the ENGINEER's progress reports, to the LPA employee In Responsible Charge, no more than once a month for partial payment on account for the ENGINEER's work to date. Such invoices shall represent the value, to the LPA of the partially completed work, based on the sum of the actual costs incurred, plus a percentage {equal to the percentage of the construction engineering completed) of the fixed fee for the fully completed work.

7. The ENGINEER or subconsultant shall not discriminate on the basis of race, color, national origin or sex in the performance of this AGREEMENT. The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US Department of Transportation (US DOT) assisted contract. Failure by the Engineer to carry out these requirements is a material breach of this AGREEMENT, which may result in the termination of this AGREEMENT or such other remedy as the LPA deems appropriate.

8. That none of the services to be furnished by the ENGINEER shall be sublet, assigned or transferred to any other party or parties without written consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT.

9. For Construction Engineering Contracts: (a) For Quality Assurance services, provide personnel who have completed the appropriate STATE Bureau of Materials

QC/QA trained technical classes. (b) For all projects where testing is required, the ENGINEER shall obtain samples according to the STATE Bureau of

Materials "Manual ofTest Procedures for Materials," submit STATE Bureau of Materials inspection reports; and verify compliance with contract specifications.

10. That engineering services shall include all equipment, instruments, supplies, transportation and personnel required to perform the duties of the ENGINEER in connection with this AGREEMENT (See Exhibit C).

II. THE LPA AGREES, 1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the

Professional Services Selection Act (50 ILCS 510) (Exhibit D). 2. To furnish the ENGINEER all presently available survey data, plans, specifications, and project information.

3. For Construction Engineering Contracts:

(a) To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental PROJECT activities.

(b) To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized.

4. To pay the ENGINEER:

Completed 04/21 /22

{a) For progressive payments - Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LPA, monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER.

(b) Final payment - Upon approval of the work by the LPA but not later than 60 days after the work is completed and reports have been made and accepted by the LPA and DEPARTMENT a sum of money equal to the basic fee as

Page 2of10 SLR 05530 (Rev. 08/05/21)

determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER shall be due and payable to the ENGINEER.

{c) For Non-Federal County Projects - (605 ILCS 5/5-409)

(1) For progressive payments - Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LPA, monthly payments for the work performed shall be due and payable to the ENGINEER. Such payments to be equal to the value of the partially completed work in all previous partial payments made to the ENGINEER.

(2) Final payment - Upon approval of the work by the LPA but not later than 60 days after the work is completed and reports have been made and accepted by the LPA and STATE, a sum of money equal to the basic fee as determined In the AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER shall be due and payable to the ENGINEER.

5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the following compensation method as discussed in 5-5.10 of the SLR Manual. Method of Compensation:

0 Percent

0 Lump Sum

0 Specific Rate

t8J Cost plus Fixed Fee: !Fixed

Total Compensation = Dl + DC + OH + FF Where: Dl is the total Direct Labor, DC is the total Direct Cost, OH is the firm's overhead rate applied to their DL and FF is the Fixed Fee.

Where FF= ( 0.33 + R) DL + %SubDL, where R is the advertised Complexity Factor and %SubDL is 10% profit allowed on the direct labor of the subconsultants.

The Fixed Fee cannot exceed 15% of the DL +OH.

Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one year in duration or if the construction engineering contract exceeds $1,000,000 for any project duration.

6. The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US DOT-assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by US DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as violation of this AGREEMENT. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C 3801 et seq.).

Ill. IT IS MUTUALLY AGREED,

1. To maintain, for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to verify the amount, recipients and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General, and the DEPARTMENT; the Federal Highways Administration (FHWA) or any authorized representative of the federal government, and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement.

2. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA, the DEPARTMENT, and their officers, agents and employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy. The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the ENGINEER as soon as practicable after the discovery. The LPA reserves the right to take immediate action to remedy any error or omission if notification is not successful; if the ENGINEER fails to reply to a notification; or if the conditions created by the error or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and reasonable notice is not practicable.

3. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LPA all drawings, plats, surveys, reports, permits, agreements, soils and foundation analysis, provisions, specifications, partial and completed estimates and data

Completed 04/21 /22 Page 3of10 BLR 05530 (Rev. 08/05/21)

if any from soil survey and subsurface investigation with the understanding that all such materials becomes the property of the LPA. The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to the date of the written notice of termination.

4. In the event that the DEPARTMENT stops payment 1o the LPA. the LPA may suspend work on the project. If this agreement is suspended by the LPA for more than thirty (30) calendar days, consecutive or in aggregate, over the term of this AGREEMENT, the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred prior to receipt of notice of suspension. In addition, upon the resumption of services the LPA shall compensate the ENGINEER, for expenses incurred as a result of the suspension and resumption of its services, and the ENGINEER'S schedule and fees for the remainder of the project shall be equitably adjusted.

5. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until the completion of construction of any phase of professional services performed by others based upon the service provided herein. All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent professional services are not commenced within 5 years after final payment by the LPA.

6. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER'S work and shall indemnify and have harmless the LPA, the DEPARTMENT, and their officers, employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever resulting there from. These indemnities shall not be limited by the !isling of any insurance policy.

7. The ENGINEER and LPA certify that their respective firm or agency: (a) has not employed or retained for commission, percentage, brokerage, contingent fee or other considerations, any

firm or person (other than a bona fide employee working solely for the LPA or the ENGINEER) to solicit or secure this AGREEMENT,

(b) has not agreed, as an express or implied condition for obtaining this AGREEMENT, to employ or retain the services of any firm or person in connection with carrying out the AGREEMENT or

(c) has not paid, or agreed to pay any firm, organization or person (other than a bona fide employee working solely for the LPA or the ENGINEER} any fee, contribution, donation or consideration of any kind for, or in connection with. procuring or carrying out the AGREEMENT.

(d) that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency,

{e) has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or local) transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property.

(f) are not presently indicated for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (e) and

(g) has not within a three-year period preceding this AGREEMENT had one or more public transaction (Federal, Slate, local) terminated for cause or default.

Where the ENGINEER or LPA is unable to certify to any of the above statements in this clarification, an explanation shall be attached to this AGREEMENT.

8. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no claim for damages shall be made by either party. Termination of the AGREEMENT or adjustment of the fee for the remaining services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within six months after the specified completion date. Examples of unforeseen causes included but are not limited to: acts of God or a public enemy; acts of the LPA, DEPARTMENT< or other approving party not resulting from the ENGINEER's unacceptable services; fire; strikes; and floods.

If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE, the ENGINEER shall apply in writing to the LPA for an extension of time. If approved, the PROJECT SCHEDULE shall be revised accordingly.

9. This certification is required by the Drug Free Workplace Act (30 ILCS 580). The Drug Free Workplace Act requires that no grantee or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property or service from the DEPARTMENT unless that grantee or contractor will provide a drug free workplace. False certification or violation of the certification may result in sanctions including, but not limited to suspension of contract or grant payments, termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for at least one (1) year but not more than (5) years.

For the purpose of this certification, "grantee" or "Contractor" means a corporation, partnership or an entity with twenty-five (25) or more employees at the time of issuing the grant or a department, division or other unit thereof. directly responsible for the specific performance under contract or grant of $5,000 or more from the DEPARTMENT, as defined the Act. The contractor/grantee certifies and agrees that it will provide a drug free workplace by:

(a) Publishing a statement: (1) Notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a

controlled substance, including cannabis, is prohibited in the grantee's or contractor's workplace. (2) Specifying the actions that will be taken against employees for violations of such prohibition. (3) Notifying the employee that, as a condition of employment on such contract or grant, the employee will:

(a) abide by the terms of the statement; and (b} notify the employer of any criminal drug statute conviction for a violation occurring in the workplace

no later than five (5) days after such conviction. Completed04/21/22 Page 4of10 BLR 05530 (Rev. 08/05/21)

(b) Establishing a drug free awareness program to inform employees about (1) The dangers of drug abuse in the workplace; (2) The grantee's or contractor's policy to maintain a drug free workplace; (3) Any available drug counseling, rehabilitation and employee assistance program; and (4) The penalties that may be imposed upon an employee for drug violations.

(c) Providing a copy of the statement required by subparagraph (a) to each employee engaged in the performance of the contract or grant and to post the statement in a prominent place in the workplace.

(d) Notifying the contracting or granting agency within ten {10) days after receiving notice under part (b) paragraph (3) of subsection (a) above from an employee or otherwise receiving actual notice of such conviction.

{e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program.

(f) Assisting employees in selecting a course of action in the event drug counseling, treatment and rehabilitation is required and indicating that a trained referral team is in place.

Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act, the ENGINEER, LPA and the DEPARTMENT agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B. Time is of the essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the ENGINEER for future projects. The ENGINEER will submit progress reports with each invoice showing work that was completed during the last reporting period and work they expect to accomplish during the following period.

10. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act (820 ILCS 13010.01 et seq).

11. For Construction Engineering Contracts: (a) That all services are to be furnished as required by construction progress and as determined by the LPA employee In

Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the LPA, after the CONTRACTOR has completed the construction contract.

(b) That all field notes, test records and reports shall be turned over to and become the property of the LPA and that during the performance of the engineering services herein provided for, the ENGINEER shall be responsible for any loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such loss or damage shall be restored at the ENGINEER's expense.

(c) That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for disposition and that the committee's decision shall be final.

(d) That in the event that engineering and inspection services to be furnished and performed by the LPA {including personnel furnished by the ENGINEER) shall, in the opinion of the STATE be incompetent employed on such work at the expense of the LPA.

(e) Inspection of all materials when inspection is not provided a the sources by the STATE Central Bureau of Materials, and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials "Project Procedures Guide" and the policies of the ST ATE.

AGREEMENT SUMMARY Prime Consultant TIN/FEIN/SS Number Agreement Amount

Oates Associates, Inc. 37-1256935 $70,209.00

Subconsultants I TIN/FEIN/SS Number Agreement Amount

·!SCI Engineering 143-1132569 $7,000.00 Subconsultant Total $7,000.00

Prime Consultant Total $70,209.00 Total for all work $77,209.00

A~d Subcorysultant .1

Completed 04121122 Page 5of10 BLR 05530 (Rev. 08/05121)

AGREEMENT SIGNATURES Executed by the LPA: Local Public Agency Type Name of Local Public Agency

The /city I of.._/F_a_irv_ie_w_H_e_ig_h_ts_,_l_L _____ . ___________ __, Attest:

~r--s-ig_n_a-tu-re_&_o_a-te_l ______________ _,, [

1

s,,natoco & oateJ

Name of Local Public A encv Local Public Agency Type ~T-'it'-'le ____________________ _,

Fairview Heights, IL /city ==1c1erk

(SEAL)

Executed by the ENGINEER:

Consultant Firm Name

Attest: Oates Associates , Inc.

By (Signature & Date)

Title

CEO !President

APPROVED:

Completed 04121122 Page 6 of 10 BLR 05530 (Rev. 08105/21)

rl=o""ca'""'"l-'-P""'u.::.;blc..::ic'-'-A_;;;g...::e.:...:n-=--cy'----------------------. County Section Number ~jF_a_irv_i_ew_H_e_ig_h_ts_,_IL ________________ __.ll,.-s~t.-C~la-ir----...,,,16-00042-01-PV

EXHIBIT A SCOPE OF SERVICES

To perform or be responsible for the performance of the engineering services for the LPA, in connection with the PROJECT herein before described and enumerated below

See the attached Cost Estimate of Consultant Services form for a detailed scope breakdown.

Completed 04/21122 Page 7of10 BLR 05530 (Rev. 08/05121)

r-L_oc_a_I P_u_b_lic_A_..g~en __ c~Y-------------------, County Section Number l ..... F_a_irv_i_ew_H_e_ig_h_ts_,_IL ________________ __,lf ,.-s-t.~C~la-ir ____ _,lf 16-00042-01-PV

EXHIBITS PROJECT SCHEDULE

ANTICIPATED AUTHORIZATION: May 15, 2022 CONSTRUCTION START: April 25, 2022 CONSTRUCTION COMPLETION: July 25, 2022

Completed 04/21 /22 Page 8of10 SLR 05530 (Rev. 08/05/21)

rl;..;;.o""'ca;:..;;l'""P-'u;:;.;;b;.;.:li.=.c..:..A""'gc:::e.:...:nc=--y.__ ____________________ __, ..--C'""o""'u-'-nty'-'---------., Section Number

._/c_it_y_o_f _Fa_i_rv_ie_w_H_e_ig_h_ts ______________ -1!/st. Clair j/16-00042-01-PV ExhibitC

Direct Costs Check Sheet

List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project.

Item Allowable Quantit y Contract Rate Total

D Lodging Actual cost (per GOVERNOR'S TRAVEL CONTROL BOARD) (Up to state rate maximum)

D Lodging Taxes and Fees Actual Cost (per GOVERNOR'S TRAVEL CONTROL BOARD)

D Air Fare Coach rate, actual cost, requires minimum two weeks' notice, with prior IDOT approval

D Vehicle Mileage Up to state rate maximum {per GOVERNOR'S TRAVEL CONTROL BOARD)

D Vehicle Owned or Leased $32.50/half day (4 hours or less) or $65/full day

D Vehicle Rental Actual cost (Up to $55/day)

D Tolls Actual cost

D Parking Actual cost

D Overtime Premium portion (Submit supporting documentation)

D Shift Differential Actual cost (Based on firm's policy)

D Overnight Delivery/Postage/Courier Service Actual cost (Submit supporting documentation)

D Copies of Deliverables/Mylars (In-house) Actual cost (Submit supporting documentation)

D Copies of Deliverables/Mylars (Outside) Actual cost {Submit supporting documentation)

D Project Specific Insurance Actual Cost

D Monuments (Permanent) Actual Cost

D Photo Processing Actual Cost

D 2-Way Radio (Survey or Phase Ill Only) Actual Cost

D Telephone Usage {Traffic System Monitoring Only) Actual Cost

D CADD Actual cost {Max $15/hour)

D Web Site Actual cost (Submit supporting documentation)

D Advertisements Actual cost (Submit supporting documentation)

D Public Meeting Facility Rental Actual cost {Submit supporting documentation}

D Public Meeting Exhibits/Renderings & Equipment Actual cost {Submit supporting documentation)

D Recording Fees Actual Cost

D Transcriptions (specific to project) Actual Cost

D Courthouse Fees Actual Cost

D Storm Sewer Cleaning and Televising Actual cost (Requires 2-3 quotes with !DOT approval)

D Traffic Control and Protection Actual cost (Requires 2-3 quotes with IDOT approval)

D Aerial Photography and Mapping Actual cost (Requires 2-3 quotes with !DOT approval)

D Utility Exploratory Trenching Actual cost {Requires 2-3 quotes with !DOT approval)

[8l Testing of Soil Samples Actual Cost 20 $350.00 $7,000.00

D Lab Services Actual Cost {Provide breakdown of each cost)

D Equipment and/or Specialized Equipment Rental Actual Cost {Requires 2-3 quotes with IDOT approval)

D D D D D

Total Direct Costs $7,000.00

Completed04/21/22 Page 9of10 BLR 05530 (Rev. 08/05/21}

r-L .... o_ca .... l_P_u ... b""li..._c"'""A""g'""e'""'"nc"'"y'------------------------..--'C'-'o'""u.._n...,,!i'. ______ ..., Section Number

.... lc_it_y_o_f _F_a1_·rv_ie_w_H_e_ig_h_ts ______________ ____;j_!s_t._c_ia_i_r ---~''16-00042-01-PV ExhibitD

Qualification Based Selection (QBS} Checklist

The LPA must complete Exhibit D. If the value meets or will exceed the threshold in 50 ILCS 510, OBS requirements must be followed. Under the threshold, QBS requirements do not apply. The threshold is adjusted annually. If the value is under the threshold with federal funds being used, federal small purchase guidelines must be followed.

0 Form Not Applicable (engineering services less than the threshold)

Items 1-13 are required when using federal funds and QBS process is applicable. Items 14-16 are required when using State funds and the QBS process is applicable.

No Yes

1 Do the written QBS policies and procedures discuss the initial administration (procurement, management D D and administration) concerning engineering and design related consultant services?

2 Do the written QBS policies and procedures follow the requirements as outlined in Section 5-5 and D D specifically Section 5-5.06 (e) of the BLRS Manual?

3 Was the scope of services for this project clearly defined? D D 4 Was public notice given for this project? D 0 5 Do the written QBS policies and procedures cover conflicts of interest? D D 6

Do the written QBS policies and procedures use covered methods of verification for suspension and D D debarment?

7 Do the written QBS policies and procedures discuss the methods of evaluation? D D Project Criteria I Weighting

I

-I I I Add I

8 Do the written QBS policies and procedures discuss the method of selection? D D Selection committee (titles) for this oroiect

I Top three consultants ranked for this project in order

1

2

3

9 Was an estimated cost qf engineering for this project developed in-house prior to contract negotiation? D D 10 Were negotiations for this project performed in accordance with federal requirements. D D 11 Were acceptable costs for this project verified? D D 12

Do the written QBS policies and procedures cover review and approving for payment, before forwarding D D the request for reimbursement to IDOT for further review and approval?

Do the written QBS policies and procedures cover ongoing and finalizing administration of the project 13 (monitoring, evaluation, closing-out a contract, records retention. responsibility, remedies to violations or D D

breaches to a contract, and resolution of disputes)?

14 OBS according to State requirements used? D [81 15 Existing relationship used in lieu of QBS process? D [81 16 LPA is a home rule community (Exempt from QBS). D D

Completed 04/21 /22 Page 10of10 BLR 05530 (Rev. 08/05/21)

PROJECT:

LOCATION:

CLIENT:

FIRM:

JOB NO.:

CONTRACT:

Market Place Roundabout

Uncoln Trail Shopping Canter City of FalfVlew Heights Oates A5Jioclates, Inc. 222061

Original

TASK

14.0 CONSTRUCTION PHASE SERVICES

14.1 oreconstruction subtotal:

IEPA - Notice of Intent form

BC-77 51776 Resident Construction SupefVisionllnsoectlon

BC-981 Agreement to Accuracv of Plan Quantities

OPER-725 Traffic Control Authorization

oreconstruction meeting

14.2 shop drawin<1 review subtotal:

arecast storm sewer structures

modular block retaining wall

seqmentat block retaini11<1 wall

temoorarv soil retention svstem

precast 3-slded concrete structure

trench drain

detectable warning panels

pavement imorintin<1

decon:itive sion nn.<>t

tree frame and grate

PCC sidewalk soecial

lighting

handrail

14.3 coordination and site visits subtotal:

construction questions and coordinate with RE

construcUon slte visits

14.4 observation testing and documentation subtotal:

daily diary enbies

orint dlarv

dallv nuanUUes - measure calculate and document

Print daily quantities

BC-2331 !CORS PC Back-UP Schedule

create ouantltv book

BC-239 Weeklv Reoort of Resident

BC-2259 SWPPP Erosion Control Inspection Reaort

BC-726 Traffic Control Inspection Report

C!: = u: u: 0 0 g: ~

71

2

2

7

1

2 4

54

36

18

8

u: = - 0 = -u: u: a: :r :i :i 0 0 0..

~ ~ u u g: If ~ ~

437

8

2

2

2

2

429

45

6

68 12

12

4

12 12

12

ESTIMATE OF PERSON HOURS

.J < I-e SCOPE OF WORK

508 90 Calendar Days

10 project duration = 3 months ( 12 weeks}

required onlv if disturbed area > 1 .0 ac.

2 2 hr/nmlect

2 2 hr/proiect

2 2 hr/oroiect

4 2 oersons @ 2 hr/ea

7

1 0.5 hr/structure (1 structure)

NIA NIA

NIA NIA

NIA 2

4 NIA NIA NIA NIA NIA

54

36 3 hr/wk

18 6hrfmo

437 see !DOT Project Procedures Gulde

45 0.5 hr/da

6 0.5 hr/wk

68 5 hr/wk plus 1 da to check at end of orolect

12 1 hr/wk

12 1 hr/wk

4 4 hr/protect

12 1 hr/wk

12 1 hr/wk

12 1 hr/wk

Printed 4121/2022, 9:45 AM Page 1 of6

PROJECT:

LOCATION:

CLIENT:

FIRM:

JOB NO.:

CONTRACT:

14.6

Maricet Place Roundabout Lincoln Trail Shopping Center

Ctty of Fairview Heights

Oates Associates, Inc. 222061

Original

TASK

BC-2367 lndeoendenl Truck Weioht Check

authorizations

""'v estimates

BC-163 Reoort of Emplovee Interviews

moues! for assionment

oeneral construction observation

end of project ciooeout oiling illSPe<ltlon

soiltesti1111

aooreoate testlno

HMA testirn

PCC testinQ

pavement CO!ino

construction staking

15.0 ADMINISTRATION I MANAGEMENT

15.1

scooe of work reviews

schedulino

budget control manoower olanninQ

orolect team meetlnQS (Including start-uo meetino\

contract administrallon

billings

~ = = ...: ....: ..: 0 0 0 g: g: g:

2

2

2 2

subtotal:

19

subtotal: 19

5

5

2

2

5

....: - 0 = -..: 0:: :i :i :r ll. 0 ~

u 0 0 g: ~ ~ ~

20

48 12

4

120

40

2

2

2

2

ESTIMATE OF PERSON HOURS

.... ~ e SCOPE OF WORK

20 1.5 hr/wk X #of tonnaoe oav items

48 4 hr/each week

12 2 hr/semi-monthiv estimate

N/A 4 2 hr each / 2 per orolect

120 2 hr/da

40 assume 2 months at 1 hrs oer dav

NIA 2 coordinate SCI testing

2 coordinate SCI testina

2 coordinate SCI testirni

2 coordinate SCI testino

2 for field thickness verification

Performed by Contractor

21 Assume 3 months construction, 2 months closeout

21

5

5

4 2

5

Printed 4/2112022, 9:45 AM Page 2 of 6

PROJECT:

LOCATION:

CLIENT:

FIRM:

JOB NO.:

CONTRACT:

Market Place Roundabout

Lincoln Trail Shopping Center

City of Fairview Heights

Oates Associates, Inc.

222061 Orlglnal

TASK

14.0 CONSTRUCTION PHASE SERVICES

15.0 ADMINISTRATION I MANAGEMENT

= -u.: u.: ~ 0 ~ 0: ...: z 0. 0. 0

~ ri lli g: (/)

71

19

TOTAL: 90

u.: = = - 0 = u: u: u: 0: :C II. 0 0 0 (,)

If f g: $ ~

= :C (,)

~ 437

2

439

SUMMARY OF PERSON HOURS

...J

~ E 508

21

529 OK

Printed 4/21/2022, 9:45 AM Page 3 of 6

PROJECT:

LOCATION:

CLIENT:

FIRM:

JOB NO.:

CONTRACT:

Market Place Roundabout Lincoln Trail Shopping Center

City of Fairview Heights

Oates Associates, Inc.

222061

Original

TASK

CONSTRUCTION PtiASE SERVICES

ADMINISTRATION I MANAGEMENT

MILESTONE

ANTIC/PA TEO AUTHORIZATION:

CONSTRUCTION START:

CONSTRUCTION COMPLETION:

"' ~ N

i N

lil 0 ..... >. c .. .:; :I!

3.4 0.1

"' N N "' ~ ... ...

:::i N N N N N N 0

~ 0 0 0 Q 0 N N N N N N ... ! > ..,

,Q 8 c ] ~ 0 ~ !'! .? z

INITIALOA SUBMITTAL

ADrll 21, 2022

... ~ .., .. .., ... .., ...

N g N "' N N "' "' C> .. Cl "' 0 0 .. 0 N N N N 0 N N N N ... } >. N m

8 > c :: "' ~ ] 3 ~ :I! ~

ANTICIPATED APPROVAL

Mav15, 2022

Anrll 25, 2022

Julv 25, 2022

.. ... ~ ... .... ... N N N "' "' 0 "' Q 0 0 "' N N N N N N u >. c JO i } & ~ !'! :f.

PROJECT SCHEDULE

... "' 0 N c ~

~ ~ ... ... N 0 0 "' ~ N N 0

"' "' Q. ] ~ x ,~

Prlnted 4/21/2022, 9:45 AM Page4of6

EXHIBITE

COST ESTIMATE OF CONSULTANT SERVICES WORKSHEET

FIXED RAISE

Local Public Agency Coun~ Section Number !City of Fairview Heights I [StF~ta!f:.~(i;'i:il'.l!T',;;:;;{:;';i[:·;\,:(:'.h'.W;;:i1l;:tf::;f~li\{l'.\iF1;:!:1···:1;·;;;:;.1 v~u-~~1#£!~'/;:t~ii·)~;:;;'.;'''il

Consultant (Firm) Name Prepared B~ Date la#~fl~W3'L;:;\'._:.;;,;. f, ·ww::·.:'·\~··w··1;~·'%~·-'::s~··!<,(r~;;;;i;'ll -4,-;·,~,9-··l2fl-. :~.~-:l-:'/.~-;;:::·-;'~;---,:.;'..-_:·?'~1LI Oates Associates, Inc.

PAYROLL ESCALATION TABLE

CONTRACT TERM 4 MONTHS OVERHEAD RATE 159.33% COMPLEXITY FACTOR

Printed 4/21/2022 9:45 AM

START DATE 511512022 RAISE DATE 7/1/2022

END DATEI 9/14/2022)

ESCALATION PER YEAR

Year 0 1

First Date 5/15/2022

71212022

Last Date 7/1/2022 9/1/2022

The total escalation =

Page 5 of 6

Months 2 2

1.00%

%of Contract

50.00% 51.00%

% OF RAISEi---2-.0-0-%--i

BLR 05514 (Rev. 04/30/21) Payroll Escalation

Local Public Agency County Section Number \City of Fairview Heights I [si: c1a1i---- I I 16-00042-01-PV I

COST ESTIMATE WORKSHEET Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise

OVERHEAD RATE[ 159.33%j COMPLEXITY FACTOR[ OI

OVERHEAD&

TASK STAFF HOURS PAYROLL FRINGE BENEFITS

FIELD SURVEYS - -INTERSECTION DESIGN STUDY - -PROJECT DEVELOPMENT REPORT - -UTILITY & RAILROAD COORDINATION - -HYDRAULIC REPORT -BRIDGE CONDITION REPORT - -GEOTECHNICAL REPORT -TYPE SIZE & LOCATION PLANS -STRUCTURE PLANS - -DRAINAGE - -PRELIMINARY PLANS - ROAD -FINAL PLANS - ROAD - -RIGHT OF WAY - -CONSTRUCTION PHASE SERVICES 508 22,749 36,247

AOMINlSTRA TION I MANAGEMENT 21 1,268 2,020

QNQC - -- -- -- -- -- -- -- -

- -- -- -- -- -- -

Subeonsullant DL

TOTALS 529 24,017 38,267

62,284

Printed 4/21/2022 9:45 AM Page 6 of 6

SERVICES BY DIRECT COSTS FIXED FEE OTHERS

----------

---

7,000 7,507

418

------

----

----0

7,000 7,925 -

%0FGRANO TOTAL TOTAL

0.00%

0.00%

0.00%

- 0.00%

- 0.00%

- 0.00%

0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

73,503 95.20%

3,706 4.80%

- 0.00%

- 0.00%

0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

- 0.00%

---

-77,209 100.00%

BLR 05514 (Rev. 04/30/21) Payroll Escalation

Memo To:

From:

CC:

Date:

Re:

Elected Officials

John Harty-Director of Public Works

Directors

May9, 2022

Director's Report

Land Use and Development Truck Purchase - 2 (Agenda Item 1) As presented during the Finance Committee meeting associated with the 2022-2023 Budget review, the Land Use and Development Department is in need of two new trucks for the building inspectors. The vehicles currently being used will be repurposed to code enforcement replacing two Crown Victorias which have outgrown their usefulness.

The trucks proposed for purchase are associated with the State bid system and are being sold by Morrow Brothers Ford in Greenfield, Illinois. Each truck has a purchase price of $29,985.00. Options and equipment are listed on the attached quote sheet.

Public Works Truck Purchase - Building Maintenance (Agenda Item 2)

As presented during the Finance Committee meeting associated with the 2022-2023 Budget review, Public Works - Building Maintenance is in need of a new truck. The truck currently being used is in disrepair and will not be repurposed to another Department, but will likely be auctioned at a later date.

The truck proposed for purchase is associated with the State bid system and is being sold by Morrow Brothers Ford in Greenfield, Illinois. The Building Maintenance truck has a purchase price of $30,505.00 and is a few dollars more than the LUO trucks as it has an eight-foot bed. Options and equipment are listed on the attached quote sheet.

Construction Engineering Proposal - Market Place CMAQ Oates Associates (Agenda Item 3) With the recent departure of the City Engineer, Chris Volkman, there is now a need for replacement inspection and engineering associated with the Market Place roundabout. The design firm, Oates Associates, has provided the City with a proposal for construction Engineering Services that will be funded by Motor Fuel Tax.

The fee, which I feel is fair and equitable, to oversee the contract from legislative approval to project closeout is $77,209.00. The work associated with the proposal is lengthy and tedious and is literally a full-time job for an individual until closeout which should occur in the fall. I will bridge the gap until I am relieved by the consultant.

MFT Material Bid - Hot Mix Asphalt (Agenda Item 4) Bids associated with the HMA are to be opened on May 11 at 2:00 PM. Results along with a recommendation will be presented at the meeting.

MFT Material Bid - Bituminous Material Cold Patch (Agenda Item 5) Bids associated with the Bituminous Material Cold Patch are to be opened on May 11 at 2:00 PM. Results along with a recommendation will be presented at the meeting.

MFT Material Bid - CA-6 Aggregate (Agenda Item 6) Bids associated with the CA-6 Aggregate are to be opened on May 11 at 2:00 PM. Results along with a recommendation will be presented at the meeting.

MFT Material Bid - Portland Cement Concrete -(Agenda Item 7) Bids associated with the Portland Cement Concrete are to be opened on May 11 at 2:00 PM. Results along with a recommendation will be presented at the meeting.

Director's Report/Project Updates (Agenda Item 8)

• The Market Place and Commerce Drive roundabout did resume construction on Monday, May 2 when the Market Place/Commerce Lane intersection was closed. Access must be provided to Joann Fabrics and Party City as they receive deliveries at the rear of their buildings. The contract time to completion is 90 calendar days.

• As mentioned earlier, Chris Volkman has accepted a position with IDOT District 8 after over twelve years with the City.

• The Department is currently trying to fill our summer help positions to maintain our grass cutting responsibilities. We hope to be fully staffed in the next couple of weeks.

• Public Works will be saying goodbye to another employee later on this month as Don Ulch is retiring after just over thirty-two years working for the City.

MOTIONS

Agenda Item 1

Move to send to City Council, with the recommendation of approval, the purchase of two Ford F-150 trucks from Morrow Brothers Ford, each for a price of $29,985.00

Agenda Item 2

Move to send to City Council, with the recommendation of approval, the purchase of a Ford F-150 truck from Morrow Brothers Ford, for a price of $30,505.00

Agenda Item 3

Move to send to City Council, with the recommendation of approval, the Construction Engineering Services Agreement for the Market Place CMAQ with Oates Associates for the sum of $77,209.00.

Agenda Item 4

Move to send to City Council, with the recommendation of approval, the bid for HMA material of with

-~--------

Agenda Item 5

Move to send to City Council, with the recommendation of approval, the bid for Bituminous Cold Patch material of with ------

Agenda Item 6

Move to send to City Council, with the recommendation of approval, the bid for CA-6 Aggregate of with ________ _

Agenda Item 7

Move to send to City Council, with the recommendation of approval, the bid for Portland Cement Concrete of with -------