Committee of the Whole

CITY COUNCIL COMMITTEE OF THE WHOLE MEETING AGENDA MAY 27, 2026|6:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meeting – May 13, 2026 Public Comment Items on Both Agendas A. Lead Service Line Replacement 2025 Program, Contract B—Change Order No. 1 for Bid 25-007 (No Cost) Objective: Improve the water distribution system by replacing lead water service lines. B. Lead Service Line Replacement 2025 Program, Contract C—Change Order No. 1 for Bid 25-008 (No Cost) Objective: Improve the water distribution system by replacing lead water service lines. Initiatives and Other Items C. Building Improvement Program Agreement with Senior Services Associations, Inc., 101 S. Grove Avenue ($31,700) Objective: Combine city economic development incentives with federal grant funding to improve buildings in the Downtown. D. CDBG Annual Action Plan for 2026 Program Year (No Cost) Objective: Review CDBG review panel recommendations for 2026 program year funding. E. Motorola Solutions APX8500 Mobile In-Vehicle Radios for Fire Department—State of Il- linois Joint Purchasing Program ($619,323) Objective: Replace existing mobile in-vehicle radios that have reached the end of their service life with new radios and included licensing and technical support. Committee of the Whole Agenda – May 27, 2026 Page 2 F. AI-Assisted Automated Roadway Condition Monitoring Services—Agreement with CityRover, Inc. ($37,292 Over Three-Year Term) Objective: Implement AI-assisted roadway detection technology to improve pothole iden- tification, roadway condition awareness and operational response efficiencies within the Public Works Department. G. National Street Bridge Rehabilitation Project Construction Engineering Services Agree- ment with HR Green, Inc.—Amendment Agreement No. 1 ($268,661) Objective: Provide professional engineering services necessary to support construction administration and observation for the National Street Bridge Rehabilitation Project. Announcements from Council Announcements from Staff Adjournment PLEASE NOTE: The City of Elgin is subject to the requirements of the Americans with Disabilities Act of 1990. Individ- uals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact the Human Resources Department at (847) 931-6076 or TT/TDD (847) 931- 5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. AGENDA ITEM: A MEETING DATE: May 27, 2026 ITEM: Lead Service Line Replacement 2025 Program, Contract B—Change Order No. 1 for Bid 25-007 (No Cost) OBJECTIVE: Improve the water distribution system by replacing lead water service lines. RECOMMENDATION: Award Change Order No. 1 for the 2025 Lead Service Line Replacement Program, Contract B, Bid 25-007 to IHC Construction Companies, LLC, of Elgin, to extend the substantial completion date. The city council awarded the 2025 Lead Service Line Replacement Project, Contract B to IHC Con- struction Companies, LLC, on May 14, 2025. The project included replacement of existing lead- based water service lines with new copper lines, from the water main to the meter inside of homes. The original Contract B project included replacing approximately 321 lead service lines by Decem- ber 31, 2025. Following the completion of the required lead service line replacements, a balance of over $500,000 remains in the contract value. To spend the full IEPA loan value for the contract, this initiative proposes adding approximately 68 additional lead service line replacements and extending the substantial completion date to June 30, 2026, with a final completion date of De- cember 31, 2026. A final balancing change order will be submitted once final construction costs are known. Staff recommends awarding Change Order No. 1 for the 2025 Lead Service Line Replacement, Contract B to IHC Construction Companies, LLC, of Elgin as a no cost change order to extend the contract time. BACKGROUND The city conveys drinking water from its two water treatment plants through a network of pipes to the final point of use in homes, businesses and other facilities. While there are various pipe materials used for the conveyance of water, this initiative focuses solely on the lead-based water service pipes that typically exist in the older portions of the city. Lead pipes were historically used to convey water from the city-owned and operated water mains into homes, businesses and other facilities. This industry-accepted construction practice contin- ued until approximately 1970 when copper replaced lead as the industry choice. National regulations governing water treatment require that drinking water be treated so that it develops a scale, or in other words, a coating that occurs from the process of the drinking water flowing through a water service line pipe. Because drinking water is treated so that it does not create corrosion within the water service line pipe, lead pipe materials are shielded by the scale created by the water chemistry flowing through a pipe. However, some recent studies have evi- dence suggesting that once a lead water service line has been disturbed in any way, the exposed lead pipe has the potential to release small amounts of lead into the drinking water before scale on the pipe’s interior develops again to encapsulate the material. Past practice has been that the city replaces the service line from the water main to the shutoff valve, with the property owner being responsible for the service line from the shutoff valve to the meter. The Illinois Environmental Protection Agency (IEPA) has revised its regulations which now prohibit partial lead service line replacements (LSLR). With this change, the city is now re- quired to replace the entire service line from the water main to water meter at no cost to the property owner. City staff continue to work with its consultant, Engineering Enterprises, Inc. (EEI), to develop and implement the city-wide LSLR program. In May 2025, the city awarded Bid 25-007, 2025 Lead Service Line Replacement Project – Contract B to IHC Construction Companies, LLC. The project included replacement of existing lead-based 2 water service lines with copper lines, from the water main to the meter inside of homes. The original Contract B project included replacing approximately 321 lead service lines by December 31, 2025. Following the completion of the required lead service line replacements, a balance of over $500,000 remains in the contract value. To spend the full IEPA loan value for the contract, this initiative proposes adding approximately 68 additional lead service line replacements and extending the substantial completion date to June 30, 2026, with a final completion date of De- cember 31, 2026, a final balancing change order will be submitted once final construction costs are known. OPERATIONAL ANALYSIS Both 2025 LSLR, Contract B and 2025 LSLR, Contract C were funded primarily by an IEPA State Revolving Fund (SRF) loan. To maximize the work done using the loan funding, additional lead service line replacements are being added to each contract. The contractors have completed the contractually required replacements within the specified time frame. The extension of the sub- stantial completion dates will allow for additional replacements within the contractual frame- work. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS None. BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose to reject this change order and direct staff on the desired next steps. NEXT STEPS Execute Change Order No. 1. 3 Originators: Nora Bertram, Water Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Change Order No. 1 4 27 May May 27, 2026 AGENDA ITEM: B MEETING DATE: May 27, 2026 ITEM: Lead Service Line Replacement 2025 Program, Contract C—Change Order No. 1 for Bid 25-008 (No Cost) OBJECTIVE: Improve the water distribution system by replacing lead water service lines. RECOMMENDATION: Award Change Order No. 1 for the 2025 Lead Service Line Replacement Program, Contract C, Bid 25-008 to IHC Construction Companies, LLC, of Elgin, to extend the substantial completion date. The city council awarded the 2025 Lead Service Line Replacement Project – Contract C to IHC Construction Companies, LLC, on May 14, 2025. The project included replacement of existing lead- based water service lines with new copper lines, from the water main to the meter inside of homes. The original Contract C project included replacing approximately 221 lead service lines by Decem- ber 31, 2025. Following the completion of the required lead service line replacements, a balance of over $300,000 remains of the contract value. To spend the full contract value, this initiative proposes adding approximately 34 additional lead service line replacements and extending the substantial completion date to June 30, 2026, with a final completion date of December 31, 2026. A final balancing change order will be submitted once final construction costs are known. Staff recommends awarding Change Order No. 1 for the 2025 Lead Service Line Replacement, Contract C to IHC Construction Companies, LLC, of Elgin as a no cost change order to extend the contract time. BACKGROUND The city conveys drinking water from its two water treatment plants through a network of pipes to the final point of use in homes, businesses and other facilities. While there are various pipe materials used for the conveyance of water, this initiative focuses solely on the lead-based water service pipes that typically exist in the older portions of the city. Lead pipes were historically used to convey water from the city-owned and operated water mains into homes, businesses and other facilities. This industry-accepted construction practice contin- ued until approximately 1970 when copper replaced lead as the industry choice. National regulations governing water treatment require that drinking water be treated so that it develops a scale, or in other words, a coating that occurs from the process of the drinking water flowing through a water service line pipe. Because drinking water is treated so that it does not create corrosion within the water service line pipe, lead pipe materials are shielded by the scale created by the water chemistry flowing through a pipe. However, some recent studies have evi- dence suggesting that once a lead water service line has been disturbed in any way, the exposed lead pipe has the potential to release small amounts of lead into the drinking water before scale on the pipe’s interior develops again to encapsulate the material. Past practice has been that the city replaces the service line from the water main to the shutoff valve, with the property owner being responsible for the service line from the shutoff valve to the meter. The Illinois Environmental Protection Agency (IEPA) has revised its regulations which now prohibit partial lead service line replacements (LSLR). With this change, the city is now re- quired to replace the entire service line from the water main to water meter at no cost to the property owner. City staff continue to work with its consultant, Engineering Enterprises, Inc. (EEI), to develop and implement the city-wide LSLR program. In May 2025, the city awarded Bid 25-008, 2025 Lead Service Line Replacement Project – Contract C to IHC Construction Companies, LLC. The project included replacement of existing lead-based 2 water service lines with copper lines, from the water main to the meter inside of homes. The original Contract C project included replacing approximately 221 lead service lines by December 31, 2025. Following the completion of the required lead service line replacements, a balance of over $300,000 remains of the contract value. To spend the full contract value, this initiative pro- poses adding approximately 34 additional lead service line replacements and extending the sub- stantial completion date to June 31, 2026, with a final completion date of December 31, 2026. A final balancing change order will be submitted once final construction costs are known. OPERATIONAL ANALYSIS Both 2025 LSLR, Contract B and 2025 LSLR, Contract C were funded primarily by an IEPA State Revolving Fund (SRF) loan. To maximize the work done using the loan funding, additional lead service line replacements are being added to each contract. The contractors have completed the contractually required replacements within the specified time frame. The extension of the sub- stantial completion dates will allow for additional replacements within the contractual frame- work. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS None. BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose to reject this change order and direct staff on the desired next step NEXT STEPS Execute Change Order No. 1. 3 Originators: Nora Bertram, Water Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Change Order No. 1 4  City of Elgin Change Order ELGIN, ILLINOIS PROJECT # Bid No. 25-008 CHANGE ORDER No. 1 CONTRACT: Year 4 Lead Service Line Replacement – Contract C (Bid No. 25-008) SCOPE: The Year 4 Lead Service Line Replacement Program – Contract C project objective is to replace approximately 221 lead service lines by December 31, 2025. The total original contract amount is $2,442,560.00. This change order would allow for additional lead service line replacements to be performed by extending the substantial completion date to June 1, 2026. REASONS FOR CHANGE: After the Contractor completed 221 LSLR, a balance of $326,625 remained on the contract value. Similar to prior LSLR contracts, the City intends to increase the project scope by 34 LSLR in order to spend the full contract value for this contract. An increase in project scope requires a revised substantial completion date. A final balancing change order will be completed once final construction costs are known. The circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed; the proposed change is germane to the original contract as signed; and the change order is in the best interests of the City of Elgin and is authorized by law. SUMMARY OF CHANGES IN CONTRACT TIME: ORIGINAL CONTRACT SUBSTANTIAL COMPLETION DATE: December 31, 2025 ORIGINAL CONTRACT COMPLETION DATE: June 1, 2026 TOTAL REVISED CONTRACT SUBSTANTIAL COMPLETION DATE: June 1, 2026 TOTAL REVISED CONTRACT COMPLETION DATE: December 1, 2026 OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. CHANGE ORDER No. 1 Agreed to this day of , 2026. Recommended by: Water Department By: ______Nora Bertram__________________________ Title: ___ Water Director ____________________ Date: __________________________________________ Signature: ______________________________________ Engineering Enterprises, Inc. Party of the Second Part (Engineer) By: ____Julie A. Morrison, P.E.____________________ Title: __Vice President / Principal__________________ Date: _________________________________________ Signature: _____________________________________ Accepted by: IHC Construction Companies, LLC Party of the Second Part (Contractor) By: ___________________________________________ Title: _________________________________________ Date: _________________________________________ Signature: _____________________________________ Approved by: CITY OF ELGIN Party of the First Part (Owner) By: Richard G. Kozal Title: City Manager_____________________________ Date: ________________________________________ Signature: ____________________________________ Attest: ________________________________________________ City Clerk AGENDA ITEM: C MEETING DATE: May 27, 2026 ITEM: Building Improvement Program Agreement with Senior Services Associates, Inc., 101 S. Grove Avenue ($31,700) OBJECTIVE: Combine city economic development incentives with federal grant funding to improve buildings in the Downtown. RECOMMENDATION: Approve a building improvement program agreement with Senior Services Associates, Inc. to re- pair and replace windows on the second floor and replace the entrance doors of 101 S. Grove Avenue. The proposed building improvement program agreement with Senior Services Associates, Inc., provides gap financing for the repairs to the narrow wood windows and for the in-kind replace- ments to the wider steel windows all on the second floor of their building at 101 S. Grove Avenue. The agreement also covers window replacements on the back and side of the building and new, historically-appropriate doors at the corner of Grove and Fulton Street and at the east end of the building on Fulton. The total project cost is estimated at $150,000. Senior Services intends to cover approximately 80 percent or $118,300 with federal Community Development Block Grant (CDBG) funding. This amount of CDBG funding is the maximum amount allowed. This agreement provides the remain- ing approximately twenty percent or $31,700 from the Central Area TIF. Project costs are “best estimates” at this time because the federal government requires that the work be formally bid after the funding is awarded. Project costs include a ten-percent contingency. The extraordinary attention to the treatment of the windows and doors is necessary because the project includes federal funding, not because of local historic preservation provisions. The CDBG program requires that projects not have an “adverse effect” on historic property and that they otherwise comport with the U.S. Secretary of the Interior’s standards for rehabilitation. BACKGROUND The one- and two-story building at 101 S. Grove Avenue was constructed in 1930 as the Salvation Army Citadel. It is an excellent example of Art Deco architecture. Notable features include a prominent northwest corner entrance with an elaborate sunburst design and a ziggurat-style panel along with large multi-pane windows. The building is recognized as a significant contrib- uting structure within the Elgin Downtown Commercial District, which was added to the National Register of Historic Places in 2014. 101 S. Grove as it appears today. Photo courtesy of Google Street View. The building served as the Salvation Army Citadel until 1972. The Greater Elgin Senior Center, Inc. occupied the building in 1973 and purchased it in November 1979 using CDBG funds. A covenant recorded at the time of purchase stipulates that, should Senior Services no longer wish to own the building, it shall be conveyed to the city for one dollar. Senior Services began in Elgin as an adult day center to meet the needs of community seniors and disabled persons by offering adult day care. It expanded into a multi-purpose senior center in 1976 and added transportation, recreation, health, education and information and assistance to their services. Senior Services was designated as one of the first Case Coordination Units (CCU) by the Illinois Department on Aging for the purpose of integrating frail elders into the social ser- vice system. Senior Services added the Nursing Home Ombudsman program in 1989 in Kane, Kendall, and McHenry counites, and they were designated the Elder Abuse Investigation agency for the three counties the next year. Other programs added include the Neighbor-to-Neighbor Volunteer Pro- gram in Elgin, the McHenry County Volunteer Center, and the Friendly Visiting Program, which 2 won a Distinguished Program award from the State of Illinois. They implemented the federally funded Family Caregiver Program in 2002, which provides assistance and respite to those caring for a loved one. Senior Services amended their by-laws in 2012 to allow services to persons age 18 to 59 in response to being asked to administer the Veterans Intervention Program (VIP). This program provides needed services to veterans of all ages. Services to this age group were ex- panded in 2014 to include Adult Protective Services and Nursing Home and Community Ombuds- man. Senior Services has two senior centers in Elgin. The first at 101 S. Grove also serves as the corpo- rate office. The second site is in the Elgin Township building on McLean Boulevard. Approximately 80 percent of the persons using the Elgin facilities are Elgin residents. Other multi-purpose cen- ters are located in Aurora, Yorkville, McHenry and Crystal Lake. The 101 S. Grove Avenue property and the surroundings to the north, south, and east are zoned CC1 Center City District. The former Crocker Theater property to the west across Grove Avenue, owned by the city, is zoned PCC Planned Center City District. The zoning ordinance does not re- quire off-street parking for any land use within the CC1 zoning district. Free public parking is available within the Fulton Street parking deck immediately to the east of Senior Services and the city parking lot on the former Crocker Theater property. The 2018 Elgin Comprehensive Plan includes the specific objectives to continue using the existing Central Area TIF District to proactively assist with improvements to existing buildings, bringing them to current code standards. The back of the property has an approximately ten-foot-wide gangway, accessed off Fulton Street. Senior Services uses this area to store their garbage dumpsters. OPERATIONAL ANALYSIS The Senior Services project primarily consists of replacing exterior doors on the first floor and replacing or repairing all of the windows on the second floor. The scope of work includes five parts, broken down as such: First, the nine steel casement windows on the north-facing (Fulton Street) elevation and four steel casement windows on the south-facing (side) elevation are in very poor condition. New custom-fabricated aluminum casement windows will be installed that match the configuration, profile and dimensions of the originals. 3  One of the nine steel casement windows on the second floor that will be replaced. This window is on the south elevation. Second, the six wood double-hung windows on the west-facing (South Grove Avenue) elevation and four wood double-hung windows on the north-facing (Fulton Street) elevation are in good condition. These windows will receive minor repairs and new storm windows to improve energy efficiency. Third, six wood double-hung windows of varying sizes and configurations on the south-facing (side) and east-facing (alley) elevations are in disrepair. The project will provide new one-over- one aluminum-clad wood double hung windows matching the originals in size but not multi-lite configuration. Next, two sets of exterior doors located at the corner of South Grove Avenue and Fulton Street and the one set of exterior doors located at the northeast corner of the building (facing Fulton Street) are rusted and in poor condition. The project will provide three sets of custom steel doors that match the existing doors in configuration and dimensions, including windows matching the original dimensions. 4 Finally, the furnace on the second floor is not currently vented to code. The project will provide new venting through the rear (alley) exterior wall, including proper exterior cap(s). The salient provisions of the draft building improvement program agreement provide that: • The city will waive all development-related fees and provide fast-track building permit review. • Senior Services will apply for building permits within 90 days of the execution of the build- ing improvement program agreement. • Senior Services will commence construction within 120 days of the issuance of building permits by the city. The city has the right to terminate the building improvement program agreement if construction does not start within 120 days of the issuance of the building permit or within 270 days of the execution of the building improvement program agree- ment, whichever comes first. • Senior Services will substantially complete construction within 6 months from the com- mencement of work. • The city will provide up to $31,700 in development assistance upon approval of all re- quired inspections and the provision of lien waivers by all contractors. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The total project cost is estimated at $150,000. Senior Services intends to cover approximately 80 percent or $118,300 with federal Community Development Block Grant (CDBG) funding. This amount of CDBG funding is the maximum amount allowed. Senior Services was awarded $97,607 of CDBG funds in 2025 and is requesting another $20,693 of CDBG funds from the 2026 allocation. The proposed building improvement program agreement would provide the remaining approxi- mately twenty percent. or $31,700 from the Central Area TIF. Project costs are “best estimates” at this time because the federal government requires that the work be formally bid after the funding is awarded. Estimated project costs include a ten percent contingency. If the total project cost is less than $150,000, the maximum amount of CDBG funds (80 percent) will be applied to the project cost and the difference will be covered with funds from the Central Area TIF. For example, if the project costs are only $140,000, then $112,000 of CDBG funds (80 percent) would be used and only $28,000 of TIF funds would be used. Unused CDBG and TIF funds would be returned to the respective accounts for use elsewhere. 5 As Senior Services is a not-for-profit, this property has not generated property taxes since their purchase in 1979, and it will not generate property taxes upon completion of the project. The 2023-2026 Central Area TIF Fund Financial Plan does not include a line item for this initiative. The plan will have to be adjusted accordingly. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT #(S) BUDGETED AVAILABLE Central Area TIF 262-0000-791.78-99 262057 $0 $31,700 LEGAL IMPACT None. ALTERNATIVES The city council may choose to not enter into a building improvement program agreement with Senior Services Associates, Inc., or it may choose to enter into a building improvement program agreement with different terms. NEXT STEPS Execute a building improvement program agreement with Senior Services Associates, Inc. Senior Services would next apply for building permits for the project. ______________________________________________________________________________ Originators: Marc Mylott, Community Development Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ______________________________________________________________________________ ATTACHMENTS A. Draft Building Improvement Program Agreement (Including Scope of Work) 6  CITY OF ELGIN BUILDING IMPROVEMENT PROGRAM AGREEMENT (101 S. Grove Avenue) THIS AGREEMENT is made and entered into this _____ day of _______________, 2026, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as “City”) and SENIOR SERVICES ASSOCIATES INC, an Illinois limited liability company (hereinafter referred to as the “Owner”). The City and Owner may be referred to collectively herein as the “parties” and individually as a “party.” WHEREAS, the City Council of the City of Elgin (hereinafter referred to as the “City Council”) has adopted Ordinance Nos. S6-99, S1-02, S2-02, S3-02, and S4-02 proposing, approving, and creating the Elgin Central Area Tax Increment Financing Redevelopment Plan and Project (hereinafter referred to as the “ECA TIF District”) pursuant to the Tax Increment Allocation Redevelopment Act at 65 ILCS 5/11-74.4-1, et seq.; and WHEREAS, the ECA TIF District was established on April 10, 2002, and will continue for thirty-five (35) years thereafter pursuant to the enactment of Public Act 104-0322, effective August 15, 2025; and WHEREAS, the Owner is the owner of the property identified by Kane County PIN 06- 13-309-001, more commonly known as 101 S. Grove Avenue, Elgin, Illinois (hereinafter referred to as the “Subject Property”); and WHEREAS, the Subject Property is located within the area commonly referred to as Downtown Elgin; and WHEREAS, the Subject Property is located within the ECA TIF District; and WHEREAS, the Subject Property is within the Downtown Elgin Commercial District, and the Downtown Elgin Commercial District is listed in the federal National Register of Historic Places and is an integral part of downtown Elgin; WHEREAS, the Owner intends to improve the building located upon the Subject Property by repairing certain windows and replacing certain windows and doors; and WHEREAS, the Owner has applied to the City to receive Community Development Block Grant (hereinafter referred to as “CDBG”) funding for the repair of certain window and the replacement of certain windows and doors; and WHEREAS, the City receives funding for its CDBG program from the U.S. Department of Housing and Urban Development (hereinafter referred to as “HUD”) and HUD requires that all projects receiving CDBG funding adhere to the U.S. Secretary of the Interior’s standards for rehabilitation; and WHEREAS, adherence to the above-described standards for rehabilitation incurred additional costs above and beyond simply replacing all windows and doors in the most cost- effective manner; and WHEREAS, the Owner is only eligible to receive a CDBG grant that would cover 80 percent of the costs to repair certain windows and to replace certain windows and doors; and WHEREAS, the Owner is requesting that the City fund the remaining 20 percent of said costs with funds collected by the administration of the ECA TIF District; and WHEREAS, the proposed improvement of the Subject Property would not occur in the absence of the development assistance from the City as herein provided; and WHEREAS, the City Council has determined and hereby finds that repaired certain windows and replaced certain windows and doors as herein described will further the goals and objectives of the Elgin Central Area TIF Increment Financing Redevelopment Plan and Project and assist the City in its objective to create a more economically viable and sustainable downtown business district, all of which are hereby declared by the City to be a valid public purpose of the City; and WHEREAS, repaired windows and new windows and doors will enhance the value of the Subject Property and increase the City’s tax revenues; and WHEREAS, in order to incent and facilitate continued investment in the Subject Property as herein described which will further the goal and objectives of the Elgin Central Area Tax Increment Finance and Redevelopment Plan and Project, the City has agreed to provide certain development assistance as hereinafter described; and WHEREAS, the City of Elgin is a home rule unit and may exercise any power and perform any function pertaining to its governmental affairs; and WHEREAS, this Building Improvement Program Agreement, resulting in furthering and achieving the goals and objectives of the Elgin Central Area Tax Increment Finance and Redevelopment Plan and Project, and resulting in the benefits the City has hereinabove stated, are matters within the government affairs of the City; and WHEREAS, the continued investment in the Subject Property will strengthen the downtown in the City; and WHEREAS, the continued reinvestment in the Subject Property will serve to further the development of adjacent areas; and WHEREAS, the Owner is a long-standing member of Downtown Elgin and meets high standards of credit worthiness and financial strengths; and WHEREAS, this Agreement is made in the best interests of the City. -2-  NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto hereby agree as follows: Section 1. The above recitals are incorporated into and made a part of this Agreement. Section 2. The Owner shall provide for the further investment in the Subject Property by repairing certain windows and replacing certain windows and doors in the manner depicted in the 12-page “Scope of Work for Senior Services Associates” dated December 4, 2025, which is attached hereto as Attachment A and made a part hereof (such repaired certain window and replaced certain windows and doors on the Subject Property are hereinafter referred to as the “Subject Building Improvements” or alternatively as the “Work”). Section 3. The total, maximum approved project costs for the Subject Building Improvements shall be thirty-one thousand, seven hundred dollars and no cents ($31,700.00) as set forth in Attachment A (such total approved project costs for the Subject Building Improvements are hereinafter referred to as “Eligible Costs”). The City shall pay the Owner a sum not to exceed thirty-one thousand, seven hundred dollars and no cents ($31,700.00) toward the Eligible Costs for the Subject Building Improvements approved pursuant to the provisions of this Agreement unless, upon receipt and review of those items stipulated within Section 7 of this Agreement, it is found that the total cost of the Subject Building Improvements were less than the Eligible Costs estimated within Attachment A, then the maximum amount that the City shall pay to the Owner shall be reduced to the lesser, actual cost of the Subject Building Improvements. The City also agrees to waive any costs for permits, plan reviews, and inspections that are associated with the construction and installation of the Subject Building Improvements. Section 4. Eligible Costs shall include labor, material and equipment costs, and such other costs as may be reasonably necessary for the execution and completion of the Subject Building Improvements hereby provided for as established by the construction specifications and construction estimate as set forth in Attachment A. Section 5. No work shall be undertaken or shall be considered to constitute the basis for an Eligible Cost until the Owner submits the plans for the Subject Building Improvements to the City and receives all necessary permits from the City for the Subject Building Improvements. The Owner shall submit the requisite permit application and associated plans necessary to receive a permit within ninety (90) days of this Agreement. The Owner shall cause the Subject Building Improvements to commence within one hundred and twenty (120) days of the issuance of all necessary permits by the City. For the purpose of this Section 5 of the Agreement, “commence” shall mean that windows have been delivered to the Subject Property. All the Work related to the Subject Building Improvements shall be performed in compliance with all requirements of law, including, any applicable codes and ordinances. The Subject Building Improvements shall be completed within one hundred and eighty (180) days from the date work commences. For the purpose of this Section 5 of this Agreement, “completed” shall mean that the Subject Building Improvements have received all approvals and passed all inspections required by law. The City Development Administrator may grant an extension of any of the above deadlines for up to six (6) months in the City Development Administrator’s sole discretion, provided that any such extension -3- shall also be in writing. Any agreement by the City to further extend the above deadlines beyond said six (6) months shall be at the sole discretion of the City Council of the City. Section 6. The City shall be permitted access to the Subject Property to periodically review the progress of the Work. Such review shall not be in lieu of any other inspections that may otherwise be required by law or by the City. Any and all portions of the Work which do not, in the sole discretion of the City, conform to the Subject Building Improvements or other applicable terms of this Agreement, shall be made to conform to the Subject Building Improvements and other applicable terms of this Agreement upon written notice of the existence of such non- conforming portions. Section 7. Upon completion of the Work, and upon final inspection and such other final inspections and approvals as may be required by law, Owner shall submit to City: (1) an executed, notarized itemized contractor statement reflecting the total cost of the Work and each portion thereof, including, but not limited to, the cost of labor (whether provided by any contractor or subcontractor), materials and equipment; (2) copies of all bids, contracts and invoices submitted, executed or incurred pursuant to the Work; (3) reasonable proof of payment of all costs incurred pursuant to the Work; and (4) a release of lien from any contractor that received payment for the Work. Section 8. City shall pay to the Owner the Eligible Costs provided for at Section 3 herein within thirty (30) days of Owner’s completion of the Work and compliance with the provisions of Section 7 herein. In no event shall the amount paid to the Owner exceed the lesser of the amount specified in Section 3 of this Agreement or in the contractor statement required by Section 7 of this Agreement. Section 9. In the event Owner fails to complete the Work in accordance with the terms of this Agreement, or otherwise breaches the terms of this Agreement, City may terminate this Agreement upon written notice of breach and termination to the Owner, and any and all financial or other obligations on the part of City shall cease and become null and void. Additionally, Owner shall refund to City all money paid to Owner by City pursuant to this agreement upon thirty (30) days written demand. This provision shall not constitute a restriction on City to pursue any and all other rights to which it may be entitled by law. Section 10. Upon completion of the Work, and for a period of five (5) years thereafter, Owner shall properly maintain the Work in its finished form, without alteration or change thereto, and shall not enter into any agreement, or take any other steps to alter, change or remove such Work, or to create or undertake any other Work which may constitute a deviation from the Subject Building Improvements, without prior written approval from the City’s Director of Community Development in his or her sole discretion. It is not intended that acts by a third party that may affect the Subject Building Improvements constitute a breach of the provisions of this Section by the Owner. Section 11. Nothing herein is intended to limit, restrict or prohibit the Owner from undertaking any other work in or about the Subject Property that is unrelated to the Subject Building Improvements provided for in this Agreement. -4-  Section 12. This Agreement shall be binding upon City and its successors, and upon Owner, Owners’ successors and assigns for a period of five (5) years from and after the date of completion and approval of the Work. Owner shall provide subsequent owner(s) of the Subject Property with a copy of this Agreement. This Agreement shall run with the Subject Property. The City may record a memorandum of this Agreement against title to the Subject Property. Notwithstanding the aforementioned five (5)-year period, the provisions of Sections 9, 14, and 21 herein shall survive the expiration, completion, and/or termination of this Agreement. Section 13. INTENTIONALLY OMITTED. Section 14. To the fullest extent permitted by law, Owner agrees to and shall indemnify, defend and hold harmless, the City, its officials, officers, employees, agents, attorneys, boards and commissions from and against any and all claims, suits, judgments, costs, attorneys’ fees, damages or other relief, including, but not limited to, workers’ compensation claims, in any way resulting from or arising out of the Work to be performed and/or negligent acts or omissions of the Owner in connection herewith, including negligence or omissions of contractors, subcontractors, employees or agents of the Owner, arising out of the performance of this Agreement and/or the Work. In the event of any action against the City, its officers, employees, agents, attorneys, boards and commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City’s choosing. The provisions of this Section shall survive any expiration, completion and/or termination of this Agreement. Section 15. This Agreement shall not be construed to create a partnership, joint venture or employment relationship between the parties hereto. Section 16. This Agreement shall be subject to and governed by the laws of the State of Illinois. The parties hereto hereby agree that venue for any and all actions that may be brought by each and either of them to enforce the provisions of this Agreement shall be in the Circuit Court of Kane County, Illinois. Section 17. The terms of this Agreement shall be severable. In the event that any of the terms or provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this Agreement shall remain in full force and effect. Section 18. All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by first-class mail, postage prepaid, addressed as follow: As to the City: City of Elgin 150 Dexter Court Elgin, IL 60120-5555 Attn: Community Development Director With a copy of any such notices to: City of Elgin 150 Dexter Court -5-  Elgin, IL 60120-5555 Attn: Corporation Counsel As to the Owner: Micki Miller, Executive Director Senior Services Associates Inc 101 S Grove Avenue Elgin, IL 60120-6477 Section 19. INTENTIONALLY OMITTED. Section 20. In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. Section 21. Notwithstanding anything to the contrary in this Agreement, with the sole exception of an action to recover the monies the City has agreed to pay to the Owner pursuant to Section 3 hereof, no action shall be commenced by the Owner against the City for monetary damages. Owner hereby further waives any and all claims to interest on money claimed to be due pursuant to this Agreement and waives any and all such rights to interest which it claims it may otherwise be entitled to pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties hereto further agree that any action by the Owner arising out of this Agreement must be filed within one (1) year of the date the alleged cause of action arose or the same will be time-barred. Section 22. No official, officer, agent, employee or attorney of the City shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval, attempted execution or enforcement of this Agreement. Section 23. This Agreement and its attachments constitutes the entire agreement of the parties hereto and the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. Section 24. This Agreement is and shall be deemed and construed to be a joint and collective work product of the City and the Owner, and as such, this Agreement shall not be construed against the other party, as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the terms and provisions contained herein. Section 25. This Agreement and the obligations herein may not be assigned by the Owner without the express written consent of the City, which consent may be withheld at the sole -6- discretion of the City. Section 26. INTENTIONALLY OMITTED. Section 27. Notwithstanding any other provisions of this Agreement, it is agreed and understood that the Owner shall comply with all federal, state, city, and other requirements of law that are applicable to the Owner in connection with the performance of this Agreement. Section 28. Time is of the essence of this Agreement. Section 29. This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. SIGNATURE PAGE FOLLOWS -7-  IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first appearing above. CITY OF ELGIN: ATTEST: By: Richard G. Kozal Kim Dewis, City Clerk City Manager OWNER: By: Name: Micki Miller Executive Director Senior Services Associates Inc -8-  Attachment A 12-page Scope of Work for Senior Service Associates dated December 4, 2025 -9-  54" 3/4" width 1 1/2"- 1 3/4" width 72" EXISTING CONCRETE SILL MAY NEED TO MAKE THIS SAME HEIGHT AS CENTRAL BOTTOM RAIL (1 1/2"-2" FOR STABILITY) AGENDA ITEM: D MEETING DATE: May 27, 2026 ITEM: CDBG Annual Action Plan for 2026 Program Year (No Cost) OBJECTIVE: Review CDBG review panel recommendations for 2026 program year funding. RECOMMENDATION: Release for public comment the activities and funding amounts recommended by the CDBG re- view panel for the 2026 program year. The city uses Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD) to improve neighborhood parks and nonprofit facilities, repave city streets, redevelop quality affordable housing and provide services to address home- lessness. The city expects to have $1,034,533 in CDBG funds available for program year 2026. The CDBG review panel met on April 29, 2026, and is recommending funding for the Owner-Occupied Hous- ing Rehabilitation Program, the Affordable Housing Fund, Senior Services and program admin- istration. The CDBG allocation for affordable housing is directed to the Kane-Elgin HOME Commission where the funds are layered with other federal dollars to help finance affordable housing projects like ArtSpace, Fox River Crossing, Gifford’s Crossing, Hanover Landing and the Larkin Center. School District U-46 has asked the HOME Commission to seek qualified developers to convert the historic, two-story building at 4 S. Gifford Street back into apartments. U-46 is offering the build- ing at no cost, and the property will return to the tax rolls after completion. The project will most likely require the entire CDBG affordable housing allocation as well as other financial assistance. The HOME Commission can only allocate Elgin CDBG dollars to projects in Elgin. 1  Project Amount Amount Consolidated Plan Category Applicant/Project Cost Requested Recommended Owner-Occupied Rehab Program $300,000 $300,000 $300,000 Affordable Housing Affordable Housing Fund $2,000,000 $600,000 $558,240 Facility Development Senior Services $150,000 $20,693 $20,693 Homeless & Supportive Services Fellowship Transitional Housing $249,993 $27,000 $0 2026 CDBG Program Admin $151,300 $151,300 $151,300 Program Administration Continuum of Care Admin $4,300 $4,300 $4,300 Totals $2,855,593 $1,103,293 $1,034,533 BACKGROUND The Community Development Block Grant (CDBG) program was created in 1974 with the passage of the federal Housing and Community Development Act. The major goals of the program are to develop viable urban communities by: • Providing decent, safe and sanitary housing • Fostering suitable living environments • Expanding economic opportunities for lower-income residents The U.S. Department of Housing and Urban Development (HUD) determines the amount of each entitlement jurisdiction’s annual grant using a formula that incorporates several objective measures of community need. The formula considers each jurisdiction’s population, poverty rate, age of housing stock, rate of overcrowded housing, and population growth lag in relationship to other metropolitan areas. There are over 1,200 entitlement grantees throughout the country. CDBG funds are to be used primarily to benefit low- and moderate-income individuals and house- holds, which are those making less than 80 percent of the area median income. The city has par- ticipated in the CDBG program since 1975 and has been awarded approximately $43.8 million under the program since then. To receive CDBG funds, HUD requires local jurisdictions to prepare a Consolidated Plan every five years to identify affordable housing and community development needs. As partners of the Kane- Elgin HOME Consortium, both the city and county satisfy this federal requirement by joining to- gether to prepare a single, unified plan. The most recent Kane-Elgin Consolidated Plan identified four housing and community development priorities: • Affordable housing • Neighborhood improvements • Facility development • Homelessness and Supportive Services These priorities form the basis for the selection of activities and projects to be included in the city’s annual action plan. The plan serves as the city’s application to HUD as well as its plan for how CDBG funds will be utilized during the program year, which runs from June 1 to May 31. 2 OPERATIONAL ANALYSIS For program year 2026, the city’s CDBG allocation from HUD is $778,429. Additionally, the city expects to have carry-over funds and program income from previous years totaling $256,104. Altogether, the city expects to have $1,034,533 in funding available to support activities aimed at addressing the priorities of the consolidated plan during program year 2026. Historically, CDBG funds have been allocated for affordable housing activities and neighborhood improvement projects that have been undertaken either directly by the city or in collaboration with the county, while facility development and homeless/supportive service activities are typi- cally undertaken by local non-profits. On March 24, 2026, the city invited area non-profit 501(c)(3) organizations to submit applications for funding to support capital improvements for social service facilities, for activities aimed at helping the homeless population, and/or for providing supportive services to Elgin residents in need. Regardless of the type of request, applicants were advised that all projects had to benefit Elgin residents. The city convened an application workshop on April 7, 2026, during which CDBG program requirements were discussed and the application process was explained. Two not-for- profit organizations attended the workshop. Following the workshop, city staff were available to assist applicants regarding eligibility criteria and other technical questions prior to the April 20, 2026, submission deadline. The city received one application from an area non-profit (Fellowship Housing) for a transitional housing project aimed at serving households at-risk of becoming homeless. After review of the application and consultation with HUD, staff determined the pro- ject did not meet federal eligibility requirements because the agency does not expect to provide a “quantifiable increase” in services. In fact, the agency projected a 19 percent reduction in Elgin clientele. The CDBG review panel, consisting of two members of city council (Councilmembers Martinez and Ortiz) and community development department director Marc Mylott, met in April to con- sider funding recommendations for the city’s 2026 CDBG program. The group reviewed activities involving affordable housing, facility development, and planning and administration. Community Development Department staff provided background and analysis to assist the review panel. All activities were reviewed for their eligibility under HUD regulations and their responsiveness to the following criteria: • Project Completeness/Readiness to Proceed • Effectiveness at Addressing a Consolidated Plan Objective and Overall Community Impact • Leveraging Other Resources • Financial Capacity and Project Sustainability • Project Sponsor Qualifications/Experience The CDBG review panel recommends funding for a total of seven activities, which are grouped in the tables below by “Consolidated Plan Category.” 3 Affordable Housing Two activities addressing the city’s affordable housing needs are recommended for program year 2026. First, funding is recommended for the Owner-Occupied Housing Rehab Program, which will continue to provide housing rehabilitation assistance to income-eligible homeowners throughout the community. These funds can help low- and moderate-income homeowners address code vi- olations and other building and life/safety issues. Code compliance officers from the neighbor- hood services department routinely recommends homeowners reach out to the Elgin-based con- tractor that provides these services, Community Contacts Inc. The amount of funding recom- mended this year was carefully calculated considering the capacity of Community Contacts and that the program still has CDBG-CV funds left to allocate. Next, funding is recommended for the Affordable Housing Fund, which provides gap financing for the rehabilitation or construction of quality units of affordable housing like ArtSpace, Fox River Crossing, Gifford’s Crossing, Hanover Landing and the Larkin Center. Project proposals are solicited annually through an RFP process overseen by the Kane-Elgin HOME Commission. A mix of federal funding is made available through the Affordable Housing Fund, including the annual allocation of HOME funds that is awarded to the Kane-Elgin Consortium. School District U-46 has asked the HOME Commission to seek qualified developers to convert the historic, two-story building at 4 S. Gifford Street back into apartments. This vacant building was acquired by U-46 and converted into administrative offices in 1958. U-46 is offering the building at no cost, and the property would be returned to the tax rolls. The project will most likely require the entire CDBG affordable housing allocation as well as other financial assistance. The building was built in 1925 and contained four luxury apartments. It was designed by promi- nent local architect Ralph Abell, son of notable Elgin architect William W. Abell, and is considered an excellent example of Georgian-style architecture. The building is identified as a contributing structure within the Elgin Historic District established in 1981 and successfully placed on the Na- tional Register of Historic Places in 1983. The apartments were reconfigured into six units follow- ing World War II. Elgin CDBG funds allocated to the Affordable Housing Fund can only be used to finance affordable housing projects within the city. The final funding level for the Affordable Housing Fund may increase or decrease depending on the actual amount of program income received. That figure, along with some carry-over funds, is expected to be $256,104. This program income comes from the sale of two affordable single-family homes that used CDBG dollars in their financial stack. Consolidated Amount Amount Applicant/Project Project Cost Plan Category Requested Recommended Owner-Occupied Housing Rehab Program $300,000 $300,000 $300,000 Affordable Affordable Housing Fund $2,000,000 $600,000 $558,240 Housing Totals $2,300,000 $900,000 $858,240 4 Facility Development Facility development activities include those that are traditionally considered “brick and mortar” projects. These activities can include the acquisition, construction, reconstruction, rehabilitation or installation of public facilities and improvements carried out by grantees or non-profits. Under this category, Senior Services is requesting an additional $20,693 for its expanded rehabilitation project originally awarded $97,607 in CDBG funding in 2025. The project involves replacing exist- ing deteriorated windows and doors with custom fabricated units that are appropriate for the historic structure located at 101 S. Grove Avenue. Consolidated Amount Amount Applicant/Project Project Cost Plan Category Requested Recommended Facility Senior Services Window/Door Project $150,000 $20,693 $20,693 Development Totals $150,000 $20,693 $20,693 Program Planning and Administration An integral part of the CDBG program is to provide funds necessary for the proper administration and management of the program. For 2026, funding is recommended to cover administrative expenses as well as for the Kane County Continuum of Care Program, which brings additional state and federal funding to Elgin agencies that serve the homeless. Consolidated Amount Amount Applicant/Project Project Cost Plan Category Requested Recommended Planning & Pro- CDBG Program Management $151,300 $151,300 $151,300 gram Admin- Kane County (Continuum of Care Program) $4,300 $4,300 $4,300 istration Totals $155,600 $155,600 $155,600 INTERESTED PERSONS CONTACTED More than thirty area non-profits were sent a direct mailing about the availability of CDBG funds on March 24, 2026. Two area non-profits attended an application workshop on April 7, 2026, during which CDBG program requirements were discussed and the application process was ex- plained. Following the workshop, city staff were available to assist applicants regarding eligibility criteria and other technical questions prior to the April 20, 2026, submission deadline. Residents will have an opportunity to provide input during a public comment period regarding the draft annual action plan. Notice is expected to be published on June 7, 2026. The public com- ment period will begin on June 8, 2026, and it will end on July 7, 2026. FINANCIAL ANALYSIS For the 2026 program year, the city will have $1,034,533 in CDBG funds from the U.S. Department of Housing and Urban Development. The city's contribution to the projects recommended for program year 2026 is limited to new CDBG funds awarded to the city by the federal government, carry-over CDBG funds and program income generated by previously funded activities. All fund- ing will be accounted for in the city’s Community Development Block Grant Program fund. 5 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT #(S) BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. ALTERNATIVES The city council may modify or reject the CDBG review panel’s recommendations regarding the proposed activities, in so long as any such changes maintain compliance with federal guidelines for the use of CDBG funds. NEXT STEPS 1. Transmit any public comments received to the city council prior to its meeting scheduled for July 8, 2026. 2. Consideration on July 8, 2026, of a resolution approving an annual action plan, including activities to be undertaken and funded during program year 2026, and authorizing the execution of applications, agreements, and other documents necessary to implement the CDBG Program for program year 2026. Originators: Scott Berger, Senior Planner Marc Mylott, Community Development Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ______________________________________________________________________________ ATTACHMENT A. Proposed Program Year 2026 Budget Summary 6  ATTACHMENT A CITY OF ELGIN COMMUNITY DEVELOPMENT PROGRAM Proposed Program Year 2026 Budget Summary AVAILABLE FUNDING Funding Source Type Amount 2026 Federal Allocation $778,429 Carryover Funds/Program Income (Estimated figure. See note below.) $256,104 Grand Total $1,034,533 BUDGET RECOMMENDATIONS Projects are grouped by Consolidated Plan category. Note: Funding for the Affordable Housing Fund may increase or decrease depending on the actual amount of program income received. Total Project Amount Consolidated Plan Category Applicant/Project Staff Rec. Cost Requested Owner Occupied Rehab Program $300,000 $300,000 $300,000 Affordable Housing Affordable Housing Fund $2,000,000 $600,000 $558,240 Facility Development Senior Services Windows/Doors $150,000 $20,693 $20,693 Homeless & Supportive Serivces Fellowship Transitional Housing $249,993 $27,000 $0 2026 CDBG Program Admin $151,300 $151,300 $151,300 Planning and Adminstration Continuum of Care Program Admin $4,300 $4,300 $4,300 Grand Totals $2,855,593 $1,103,293 $1,034,533 AGENDA ITEM: E MEETING DATE: May 27, 2026 ITEM: Motorola Solutions APX8500 Mobile In-Vehicle Radios for Fire Department—State of Illinois Joint Purchasing Program ($619,323) OBJECTIVE: Replace existing mobile in-vehicle radios that have reached the end of their service life with new radios and included licensing and technical support. RECOMMENDATION: Award the contract to Motorola Solutions, Inc., for the purchase of 61 APX8500 mobile in-vehicle radios, licensing and support. The fire department in 2013 replaced the city-wide radio system including the mobile radios which are in all police and fire vehicles. These radios are now at the end of their serviceable life, meaning they will not be supported by Motorola and require replacement. This process began last year with phase one being replacement of all mobile radios in police department vehicles. Phase two will be to replace all mobile radios in the fire department vehicles. The purchase of APX8500 mo- bile radios from Motorola Solutions, Inc., will provide a new level of radio technology coupled with maintenance and support ensuring public safety operations are not disrupted and remain seam- less. BACKGROUND The city in 20212 contracted with Motorola Solutions, Inc., to replace the city-wide radios com- munications system with the statewide STARCOMM21 radio system. This new system allowed for state-wide interoperability between federal, state, county and local public safety agencies. In early 2013 the new equipment was placed into service inclusive of portable handheld radios and mobile in-vehicle radios. These radios are used daily by public safety personnel, and the city has maintained a support contract which obligates Motorola Solutions to repair equipment when necessary. OPERATIONAL ANALYSIS The mobile in-vehicle radios are now thirteen years old and are at the end of their support life. Repairs are only available on a “best effort” basis and may be returned unrepaired if parts are 1 unavailable. The department is seeking to purchase 61 mobile in-vehicle radios from Motorola Solutions to ensure that public safety operations are not disrupted and remain seamless. This is the second phase of this project, the first phase, which occurred in 2025, replaced all the police department mobile radios. The purchase of 61 mobile in-vehicle radios from Motorola Solutions will allow the fire depart- ment to maintain an effective communication system allowing reliable communications within the city and with external public safety agencies. INTERESTED PERSONS CONTACTED The Emergency Telephone System Board on October 16, 2025 voted and unanimously approved the purchase of 61 in-vehicle radios, licenses, and support services from Motorola Solutions. FINANCIAL ANALYSIS The purchase of 61 in-vehicle radios, licenses and support services from Motorola Solution will be made utilizing funds from the Emergency Telephone System Board (ETSB). Once the new ra- dios have been installed, the fire department will sell the old mobile radios to smaller depart- ments in the surrounding area. The fire department successfully completed a similar process with its portable radios several years ago. The fire department anticipates generating approximately $90,000 from the sale of the old mobile radios. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE E-911 220-0000-791.91-47 220121 $619,323 $619,323 LEGAL IMPACT The process for acquiring the mobile in-vehicle radios, licenses, and support services is made by utilizing the State of Illinois joint purchasing contract CMT2028589. The city’s procurement ordi- nance expressly authorizes “purchases made pursuant to any joint purchasing program spon- sored by the state or other governmental agency or association.” ALTERNATIVES 1. The city council may reject the Illinois Joint Purchasing pricing and direct staff to seek bids without the benefit of the joint purchasing agreement. 2. The city council may choose not to approve the purchase requiring utilization of the ex- isting radios without maintenance or support. 2 NEXT STEPS Purchase, configure, program, and install mobile in-car radios. Originators: Mike Rothecker, Assistant Fire Chief Robert Cagann, Fire Chief Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Purchase Agreement and Quote from Motorola Solutions Inc. 3  PURCHASE AGREEMENT THIS AGREEMENT is hereby made and entered into this _____ day of ______________ 2026, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as “City”) and Motorola Solutions, Inc., a Delaware corporation authorized to do business in the State of Illinois (hereinafter referred to as “Seller”). NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the Parties hereto hereby agree as follows: 1. PURCHASE. City shall purchase and Seller shall sell the goods and/or services to the City as described in the six (6) page quote, dated July 9, 2025, Quote No. 3197905, attached hereto and made a part hereof as Attachment A, and as provided by the State of Illinois Contract #CMT2023269 incorporated herein by reference (the “State Contract”). 2. TERMS. This Agreement shall be subject to the terms and conditions contained herein and as provided by Attachment A, which is attached hereto and made a part hereof and the State Contract. In the event of any conflict between any of the terms and provisions in this Agreement and either Attachment A or the State Contract, or any portion thereof, the terms and provisions of this Agreement shall supersede and control. In the event of any conflict between Attachment A and the State Contract, Attachment A shall supersede and control. 3. LAW/VENUE. This Agreement is subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this Agreement shall be the Circuit Court of Kane County, Illinois. Seller hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this Agreement or the subject matter hereof; and Seller agrees that service by first class U.S. mail to Motorola Solutions, Inc., c/o registered agent C T Corporation System, 208 South LaSalle Street, Suite 814, Chicago, IL 60604 shall constitute effective service. The Parties hereto waive any rights to a jury. 4. NO MODIFICATION. There shall be no modification of this Agreement, except in a writing instrument executed by both Parties with the same formalities as the original Agreement. 5. MERGER. This Agreement embodies the whole Agreement of the Parties. There are no promises, terms, conditions or obligations other than those contained herein, and this Agreement shall supersede all previous communications, representations or Agreements, either verbal, written or implied between the Parties hereto. 6. INTEREST. Seller hereby waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest to which it may otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 1  7. SEVERABILITY. The terms of this Agreement shall be severable. In the event any of the terms or the provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this Agreement shall remain in full force and effect. 8. COMPLIANCE WITH LAW. Notwithstanding any other provision of this Agreement, it is expressly agreed and understood that in connection with the performance of this Agreement, Seller shall comply with all applicable federal, state, city and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety, nondiscrimination and legal status of employees. 9. COUNTERPARTS AND EXECUTION. This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same Agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. 10. PAYMENT. City shall pay the total sum of Six Hundred Nineteen Thousand Three Hundred Twenty-Two Dollars and Fifty Cents ($619,322.50) within thirty (30) days of delivery or City's receipt of invoice, whichever is later. The aforementioned total sum is inclusive of all freight and shipping costs. The City of Elgin is a tax-exempt governmental entity. 11. DELIVERY. Seller shall deliver the goods and/or services as described in paragraph 1 above within thirty (30) days of the effective date of this Agreement first set forth above. 12. LIMITATION OF DAMAGES. In no event shall City be liable for any monetary damages in excess of the purchase price contemplated by this Agreement. In no event shall City be liable for any consequential, special or punitive damages, or any damages resulting from loss of profit. 13. TRANSFER OF TITLE/RISK. Transfer of title, and risk of loss shall pass to the City upon delivery of the goods. 14. INDEMNIFICATION. The indemnification provisions of the State Contract shall control. 15. WARRANTY. All applicable warranties, including but not limited to any and all applicable manufacturer’s warranties, warranties of merchantability, and warranties of fitness for a particular purpose, are included as part of this Agreement, and shall apply to all goods, accessories, components, and services to the benefit of the City. 16. RELATIONSHIP BETWEEN THE PARTIES. This Agreement shall not be construed so as to create a joint venture, partnership, employment or other agency relationship between the Parties hereto. 17. WAIVER. Neither party hereto shall be responsible for any consequential, indirect, punitive or incidental damages for any reason whatsoever. Any delay or failure to enforce any rights by either party arising out of or pursuant to this Agreement shall not constitute, and shall not be construed as, a waiver of any such rights. 2  18. LIMITATION OF ACTIONS. The Parties hereto agree that any action by the Seller arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time-barred. 19. TIME IS OF THE ESSENCE. Time is of the essence of this Agreement. 20. NONDISCRIMINATION. The Seller will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation, or unfavorable discharge from military service which would not interfere with the efficient performance of the job in question. The Seller will take affirmative action to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require any subcontractor to submit to the City a written commitment to comply with those provisions. The Seller will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants, prospective job applicants, and subcontractors. The persons signing this Agreement certifies that s/he has been authorized by the Seller to commit the Seller contractually and has been authorized to execute this Agreement on its behalf. IN WITNESS WHEREOF, the Parties have hereto set their hands the day and year first above written. MOTOROLA SOLUTIONS, INC. CITY OF ELGIN ______________________________________ ______________________________________ Print Name Richard G. Kozal, City Manager ______________________________________ Attest: Signature ______________________________________ ______________________________________ Title City Clerk Legal Dept\Agreement\Motorola Solutions Purchase Agr-Mobile Radios-3-26-26.docx 3  ATTACHMENT A MOTOROLA SOLUTIONS QUOTE-3197905 DATED JULY 9, 2025, SIX (6) PAGES (TO BE INSERTED) 4  QUOTE-3197905 Billing Address: Quote Date:07/09/2025 ELGIN FIRE DEPT, CITY OF Expiration Date:03/16/2026 550 SUMMIT ST Quote Created By: ELGIN, IL 60120 Stuart Blowers Stuart.Blowers@ US motorolasolutions.com End Customer: ELGIN FIRE DEPT, CITY OF Jason Meier Meier_J@cityofelgin.org Contract: 24302 - STARCOM21, IL CMT2023269 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 8500 1 M37TSS9PW1CN APX8500 ALL BAND MP 4 $6,558.00 $4,787.34 $19,149.36 MOBILE 1a GA09008AA ADD: GROUP SERVICES 4 $177.00 $129.21 $516.84 1b QA01648AA ADD: HW KEY SUPPLEMENTAL 4 $6.42 $4.69 $18.76 DATA 1c GA09007AA ADD: OUT OF THE BOX WIFI 4 $0.00 $0.00 $0.00 PROVISIONING 1d HA00694AA ADD: 7Y ESSENTIAL SERVICE 4 $604.80 $604.80 $2,419.20 HTM 1e GA00580AA ADD: TDMA OPERATION 4 $530.00 $386.90 $1,547.60 1f GA01515AA ADD: J600 ADAPTER CABLE 4 $112.00 $81.76 $327.04 1g GA00631AA ADD: DVRS MSU ACTIVATION 4 $294.00 $214.62 $858.48 1h G51AT SOFTWARE LICENSE 4 $1,766.00 $1,289.18 $5,156.72 ENH:SMARTZONE 1i G142AD ADD: NO SPEAKER APX 8 $0.00 $0.00 $0.00 1j GA00092AU ADD: APXM DUAL E5 CH 4 $671.00 $489.83 $1,959.32 1k GA01606AA ADD: NO BLUETOOTH/ 4 $0.00 $0.00 $0.00 WIFI/GPS ANTENNA NEEDED 1l GA09001AA ADD: WI-FI CAPABILITY 4 $353.00 $257.69 $1,030.76 1m G843AH ADD: AES ENCRYPTION AND 4 $560.00 $408.80 $1,635.20 ADP Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 1  QUOTE-3197905 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 1n G89AC ADD: NO RF ANTENNA 4 $0.00 $0.00 $0.00 NEEDED 1o G444AH ADD: APX CONTROL HEAD 4 $0.00 $0.00 $0.00 SOFTWARE 1p G67EH ADD: REMOTE MOUNT E5 MP 4 $350.00 $255.50 $1,022.00 1q G806BL SOFTWARE LICENSE ENH: 4 $607.00 $443.11 $1,772.44 ASTRO DIGITAL CAI OP APX 1r GA01670AA ADD: APX E5 CONTROL HEAD 4 $767.00 $559.91 $2,239.64 1s W22BA ADD: STD PALM 8 $85.00 $62.05 $496.40 MICROPHONE APX 1t QA09113AB ADD: BASELINE RELEASE SW 4 $0.00 $0.00 $0.00 1u W969BG SOFTWARE LICENSE ENH: 4 $388.00 $283.24 $1,132.96 MULTIKEY OPERATION 1v G361AH SOFTWARE LICENSE ENH: P25 4 $353.00 $257.69 $1,030.76 TRUNKING SOFTWARE APX 1w G610AC ADD: REMOTE MOUNT CABLE 8 $30.00 $21.90 $175.20 30 FT APX 1x QA03399AA ADD: ENHANCED DATA APX 4 $177.00 $129.21 $516.84 APX™ 8500 2 M37TXS9PW1CN APX8500 ALL BAND HP 10 $7,728.00 $5,641.44 $56,414.40 MOBILE 2a GA09008AA ADD: GROUP SERVICES 10 $177.00 $129.21 $1,292.10 2b QA01648AA ADD: HW KEY SUPPLEMENTAL 10 $6.42 $4.69 $46.90 DATA 2c GA09007AA ADD: OUT OF THE BOX WIFI 10 $0.00 $0.00 $0.00 PROVISIONING 2d HA00694AA ADD: 7Y ESSENTIAL SERVICE 10 $604.80 $604.80 $6,048.00 HTM 2e GA00580AA ADD: TDMA OPERATION 10 $530.00 $386.90 $3,869.00 2f G51AT SOFTWARE LICENSE 10 $1,766.00 $1,289.18 $12,891.80 ENH:SMARTZONE 2g G142AD ADD: NO SPEAKER APX 20 $0.00 $0.00 $0.00 2h GA00092AU ADD: APXM DUAL E5 CH 10 $671.00 $489.83 $4,898.30 2i GA01606AA ADD: NO BLUETOOTH/ 10 $0.00 $0.00 $0.00 WIFI/GPS ANTENNA NEEDED 2j GA09001AA ADD: WI-FI CAPABILITY 10 $353.00 $257.69 $2,576.90 2k G843AH ADD: AES ENCRYPTION AND 10 $560.00 $408.80 $4,088.00 ADP Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 2  QUOTE-3197905 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 2l G610AC ADD: REMOTE MOUNT CABLE 20 $30.00 $21.90 $438.00 30 FT APX 2m G89AC ADD: NO RF ANTENNA 10 $0.00 $0.00 $0.00 NEEDED 2n G444AH ADD: APX CONTROL HEAD 10 $0.00 $0.00 $0.00 SOFTWARE 2o QA03399AA ADD: ENHANCED DATA APX 10 $177.00 $129.21 $1,292.10 2p GA01517AA DEL: NO J600 ADAPTER CABLE 10 $0.00 $0.00 $0.00 NEEDED 2q G806BL SOFTWARE LICENSE ENH: 10 $607.00 $443.11 $4,431.10 ASTRO DIGITAL CAI OP APX 2r GA01670AA ADD: APX E5 CONTROL HEAD 10 $767.00 $559.91 $5,599.10 2s W22BA ADD: STD PALM 20 $85.00 $62.05 $1,241.00 MICROPHONE APX 2t QA09113AB ADD: BASELINE RELEASE SW 10 $0.00 $0.00 $0.00 2u W969BG SOFTWARE LICENSE ENH: 10 $388.00 $283.24 $2,832.40 MULTIKEY OPERATION 2v G361AH SOFTWARE LICENSE ENH: P25 10 $353.00 $257.69 $2,576.90 TRUNKING SOFTWARE APX APX™ 8500 3 M37TSS9PW1CN APX8500 ALL BAND MP 18 $6,558.00 $4,787.34 $86,172.12 MOBILE 3a GA09008AA ADD: GROUP SERVICES 18 $177.00 $129.21 $2,325.78 3b QA01648AA ADD: HW KEY SUPPLEMENTAL 18 $6.42 $4.69 $84.42 DATA 3c GA09007AA ADD: OUT OF THE BOX WIFI 18 $0.00 $0.00 $0.00 PROVISIONING 3d HA00694AA ADD: 7Y ESSENTIAL SERVICE 18 $604.80 $604.80 $10,886.40 HTM 3e GA00580AA ADD: TDMA OPERATION 18 $530.00 $386.90 $6,964.20 3f G66BN ADD: DASH MOUNT E5 18 $148.00 $108.04 $1,944.72 3g G51AT SOFTWARE LICENSE 18 $1,766.00 $1,289.18 $23,205.24 ENH:SMARTZONE 3h G142AD ADD: NO SPEAKER APX 18 $0.00 $0.00 $0.00 3i GA01606AA ADD: NO BLUETOOTH/ 18 $0.00 $0.00 $0.00 WIFI/GPS ANTENNA NEEDED 3j GA09001AA ADD: WI-FI CAPABILITY 18 $353.00 $257.69 $4,638.42 3k G843AH ADD: AES ENCRYPTION AND 18 $560.00 $408.80 $7,358.40 ADP Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 3  QUOTE-3197905 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 3l G89AC ADD: NO RF ANTENNA 18 $0.00 $0.00 $0.00 NEEDED 3m G444AH ADD: APX CONTROL HEAD 18 $0.00 $0.00 $0.00 SOFTWARE 3n GA01517AA DEL: NO J600 ADAPTER CABLE 18 $0.00 $0.00 $0.00 NEEDED 3o G806BL SOFTWARE LICENSE ENH: 18 $607.00 $443.11 $7,975.98 ASTRO DIGITAL CAI OP APX 3p GA01670AA ADD: APX E5 CONTROL HEAD 18 $767.00 $559.91 $10,078.38 3q W22BA ADD: STD PALM 18 $85.00 $62.05 $1,116.90 MICROPHONE APX 3r QA09113AB ADD: BASELINE RELEASE SW 18 $0.00 $0.00 $0.00 3s W969BG SOFTWARE LICENSE ENH: 18 $388.00 $283.24 $5,098.32 MULTIKEY OPERATION 3t G361AH SOFTWARE LICENSE ENH: P25 18 $353.00 $257.69 $4,638.42 TRUNKING SOFTWARE APX 3u QA03399AA ADD: ENHANCED DATA APX 18 $177.00 $129.21 $2,325.78 APX™ 8500 4 M37TSS9PW1CN APX8500 ALL BAND MP 19 $6,558.00 $4,787.34 $90,959.46 MOBILE 4a GA09008AA ADD: GROUP SERVICES 19 $177.00 $129.21 $2,454.99 4b QA01648AA ADD: HW KEY SUPPLEMENTAL 19 $6.42 $4.69 $89.11 DATA 4c GA09007AA ADD: OUT OF THE BOX WIFI 19 $0.00 $0.00 $0.00 PROVISIONING 4d HA00694AA ADD: 7Y ESSENTIAL SERVICE 19 $604.80 $604.80 $11,491.20 HTM 4e GA00580AA ADD: TDMA OPERATION 19 $530.00 $386.90 $7,351.10 4f G51AT SOFTWARE LICENSE 19 $1,766.00 $1,289.18 $24,494.42 ENH:SMARTZONE 4g G142AD ADD: NO SPEAKER APX 19 $0.00 $0.00 $0.00 4h GA01606AA ADD: NO BLUETOOTH/ 19 $0.00 $0.00 $0.00 WIFI/GPS ANTENNA NEEDED 4i GA09001AA ADD: WI-FI CAPABILITY 19 $353.00 $257.69 $4,896.11 4j G843AH ADD: AES ENCRYPTION AND 19 $560.00 $408.80 $7,767.20 ADP 4k G89AC ADD: NO RF ANTENNA 19 $0.00 $0.00 $0.00 NEEDED Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 4  QUOTE-3197905 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 4l G444AH ADD: APX CONTROL HEAD 19 $0.00 $0.00 $0.00 SOFTWARE 4m G67EH ADD: REMOTE MOUNT E5 MP 19 $350.00 $255.50 $4,854.50 4n GA01517AA DEL: NO J600 ADAPTER CABLE 19 $0.00 $0.00 $0.00 NEEDED 4o G806BL SOFTWARE LICENSE ENH: 19 $607.00 $443.11 $8,419.09 ASTRO DIGITAL CAI OP APX 4p GA01670AA ADD: APX E5 CONTROL HEAD 19 $767.00 $559.91 $10,638.29 4q W22BA ADD: STD PALM 19 $85.00 $62.05 $1,178.95 MICROPHONE APX 4r QA09113AB ADD: BASELINE RELEASE SW 19 $0.00 $0.00 $0.00 4s W969BG SOFTWARE LICENSE ENH: 19 $388.00 $283.24 $5,381.56 MULTIKEY OPERATION 4t G361AH SOFTWARE LICENSE ENH: P25 19 $353.00 $257.69 $4,896.11 TRUNKING SOFTWARE APX 4u QA03399AA ADD: ENHANCED DATA APX 19 $177.00 $129.21 $2,454.99 APX™ 8500 5 M37TSS9PW1CN APX8500 ALL BAND MP 10 $6,558.00 $4,787.34 $47,873.40 MOBILE 5a GA09008AA ADD: GROUP SERVICES 10 $177.00 $129.21 $1,292.10 5b QA01648AA ADD: HW KEY SUPPLEMENTAL 10 $6.42 $4.69 $46.90 DATA 5c GA09007AA ADD: OUT OF THE BOX WIFI 10 $0.00 $0.00 $0.00 PROVISIONING 5d HA00694AA ADD: 7Y ESSENTIAL SERVICE 10 $604.80 $604.80 $6,048.00 HTM 5e GA00580AA ADD: TDMA OPERATION 10 $530.00 $386.90 $3,869.00 5f G51AT SOFTWARE LICENSE 10 $1,766.00 $1,289.18 $12,891.80 ENH:SMARTZONE 5g G142AD ADD: NO SPEAKER APX 10 $0.00 $0.00 $0.00 5h GA01606AA ADD: NO BLUETOOTH/ 10 $0.00 $0.00 $0.00 WIFI/GPS ANTENNA NEEDED 5i GA09001AA ADD: WI-FI CAPABILITY 10 $353.00 $257.69 $2,576.90 5j G843AH ADD: AES ENCRYPTION AND 10 $560.00 $408.80 $4,088.00 ADP 5k G89AC ADD: NO RF ANTENNA 10 $0.00 $0.00 $0.00 NEEDED 5l G444AH ADD: APX CONTROL HEAD 10 $0.00 $0.00 $0.00 SOFTWARE Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 5  QUOTE-3197905 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 5m G67EH ADD: REMOTE MOUNT E5 MP 10 $350.00 $255.50 $2,555.00 5n GA01517AA DEL: NO J600 ADAPTER CABLE 10 $0.00 $0.00 $0.00 NEEDED 5o G806BL SOFTWARE LICENSE ENH: 10 $607.00 $443.11 $4,431.10 ASTRO DIGITAL CAI OP APX 5p GA01670AA ADD: APX E5 CONTROL HEAD 10 $767.00 $559.91 $5,599.10 5q W22BA ADD: STD PALM 10 $85.00 $62.05 $620.50 MICROPHONE APX 5r QA09113AB ADD: BASELINE RELEASE SW 10 $0.00 $0.00 $0.00 5s W969BG SOFTWARE LICENSE ENH: 10 $388.00 $283.24 $2,832.40 MULTIKEY OPERATION 5t G361AH SOFTWARE LICENSE ENH: P25 10 $353.00 $257.69 $2,576.90 TRUNKING SOFTWARE APX 5u QA03399AA ADD: ENHANCED DATA APX 10 $177.00 $129.21 $1,292.10 APX™ Control Head/ Mounting Kits/DEK BOX/ Multiplexers 6 H1933A 8500 E5 RM TO DM 1 $188.00 $137.24 $137.24 APX™ Radio Management RADIO MANAGEMENT 7 T7914A SOFTWARE LICENSE RADIO 1 $0.00 $0.00 $0.00 MANAGEMENT ONLINE 7a UA00049AA ADD: RADIO MANAGEMENT 57 $118.00 $86.14 $4,909.98 LICENSES ONLINE Grand Total $619,322.50(USD) Notes: ● Unless otherwise noted, this quote excludes sales tax or other applicable taxes (such as Goods and Services Tax, sales tax, Value Added Tax and other taxes of a similar nature). Any tax the customer is subject to will be added to invoices. Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800 Page 6 AGENDA ITEM: F MEETING DATE: May 27, 2026 ITEM: AI Assisted Automated Roadway Condition Monitoring Services—Agreement with CityRover, Inc. ($37,292 Over Three-Year Term) OBJECTIVE: Implement AI-assisted roadway detection technology to improve pothole identification, roadway condition awareness and operational response efficiencies within the Public Works Department. RECOMMENDATION: Approve a three-year agreement with CityRover, Inc., for automated roadway detection and monitoring services. The proposed CityRover platform will allow the public works department to use AI-assisted road- way monitoring technology to automatically identify potholes and roadway deficiencies in real time while city crews conduct normal daily operations. By installing smart camera systems on existing city street sweepers, the city will continuously collect roadway condition data during the seven-to-ten full citywide street sweeping cycles completed annually. This approach eliminates the need for dedicated pothole patrol vehicles and significantly reduces windshield time associ- ated with manual roadway inspections. The technology will improve operational efficiency by providing staff with automated detection alerts, GPS-based location tracking and real-time road- way condition reporting, allowing maintenance crews to respond more quickly, prioritize repairs more effectively and proactively identify roadway deficiencies before resident complaints are re- ceived During 2025, the city evaluated multiple vendors and roadway monitoring platforms before de- termining that CityRover provided the best operational and technical solution for Elgin’s needs. A pilot deployment conducted between September and November 2025 more clearly demonstrated those efficiencies, and staff is recommending approval of this purchase agreement and software management program in a continued effort in utilizing technology to improve service delivery. BACKGROUND The public works department continually evaluates technologies intended to improve opera- tional efficiency, roadway maintenance response and asset management capabilities. During 2025, the city reviewed proposals and demonstrations from multiple vendors offering AI-assisted roadway monitoring and condition assessment technologies. Following evaluation of available systems, staff determined that CityRover’s platform repre- sented the best overall operational fit for the city’s needs at the most reasonable introductory price as the city enters this space. Between September and November 2025, the city conducted a field trial utilizing three auto- mated detection enabled camera systems installed within city street sweepers. Public works crews actively utilized the software during normal operations to evaluate system performance and determine whether the platform improved operational efficiencies associated with roadway condition monitoring and pothole identification. The pilot program demonstrated the system’s ability to identify potholes and roadway deficien- cies while simultaneously providing real-time location data to operational crews. Staff deter- mined that the system provided measurable operational value and could improve the city’s abil- ity to proactively identify roadway deficiencies and efficiently dispatch maintenance crews. OPERATIONAL ANALYSIS The public works department currently relies on manual roadway patrol operations, resident ser- vice requests and field observations to identify potholes and roadway deficiencies throughout the city. These processes require significant windshield time and can delay identification of road- way issues between scheduled inspections or reported complaints. The CityRover plat- form supplements these existing prac- tices by utilizing au- tomated detection technology mounted within existing fleet vehicles. A significant operational advantage of the platform is the city’s ability to use existing street sweeping routes as the primary data collection mechanism. Elgin’s street sweeping program completes approximately seven-to-ten full citywide sweeping cycles annually, allowing the city to continuously collect roadway condition information throughout the year without requiring additional dedicated patrol vehicles or staffing resources. The software will reduce windshield time associated with traditional pothole patrol operations while improving dispatch efficiency by providing crews with more accurate and real-time road- way condition information. The system will also supplement resident-generated service requests by proactively identifying roadway deficiencies before complaints are received. 2 Initially, the city intends to focus use of the platform on automated pothole detection and maintenance response coordination. Future applications of the software may include supple- mental support for pavement condition indexing, roadway condition reporting and broader asset management initiatives. The platform is not intended to replace the city’s formal pavement con- dition rating systems, but rather to provide additional operational data and field intelligence to support maintenance prioritization and infrastructure planning efforts. The public works department staff coordinated with the information technology services (ITS) department and the engineering division throughout the evaluation and pilot implementation process. Staff believe the annualized cost of approximately $12,500 represents an appropriate operational investment considering the efficiencies and operational improvements demon- strated during the pilot deployment. Heatmap Detection Display Individual Location Marker Detection Display 3 Detection Images Main View INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The proposed agreement with CityRover, Inc. includes a three-year subscription for three smart camera systems, and associated roadway detection software services at a total cost of $37,292. The annualized cost of the agreement is approximately $12,500 per year. Staff believe the oper- ational efficiencies realized during the pilot program justify the proposed investment and provide long-term operational value to the Public Works Department. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT #(S) BUDGETED AVAILABLE General 010-3301-751.30-99 N/A $40,000 $40,000 LEGAL IMPACT The proposed purchase requires an exception to the procurement ordinance, requiring approval by two-thirds of the city council. 4 ALTERNATIVES The city council may elect not to approve the agreement and direct staff to continue utilizing existing manual roadway patrol and condition monitoring practices without AI-assisted opera- tional support technologies. NEXT STEPS Execute the agreement with CityRover, Inc., and coordinate implementation of the roadway de- tection platform within Public Works operations. Originators: Aaron Neal, Public Works Director Katie Thrun, Public Works Superintendent Aaron Cosentino, Information Technology Systems Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Purchase Agreement Between CityRover, Inc., and the City of Elgin 5 AGENDA ITEM: G MEETING DATE: May, 27 2026 ITEM: National Street Bridge Rehabilitation Project Construction Engineering Services Agreement with HR Green, Inc.—Amendment Agreement No. 1 ($268,661) OBJECTIVE: Provide professional engineering services necessary to support construction administration and observation for the National Street Bridge Rehabilitation Project. RECOMMENDATION: Approve Amendment Agreement No. 1 to the professional services agreement with HR Green, Inc. to provide construction engineering services associated with the National Street Bridge Re- habilitation Project. The amendment to the professional services agreement with HR Green, Inc. adds construction administration and observation services necessary to support the National Street Bridge Rehabil- itation Project. The amendment increases the contract amount by $268,661, bringing the total engineering agreement cost to $448,635. These services will provide on-site inspection, contract administration, and coordination during construction to ensure the project is delivered in accord- ance with approved plans and specifications. Included on this evening’s city council agenda is the recommended construction contract award to Martam Construction, Inc. in the amount of $2,688,731 for the National Street Bridge Rehabil- itation Project. This amendment agreement will allow HR Green, Inc., to provide the necessary construction oversight and administration services associated with the recommended construc- tion contract award. BACKGROUND The city council on January 14, 2026, approved a professional services agreement with HR Green, Inc., in the amount of $179,974 to provide design engineering services for the National Street Bridge Rehabilitation Project. The original agreement contemplated the preparation of plans, specifications, and bidding documents, as well as bid assistance, but did not include construction engineering services. As the project transitions from design into construction, professional engineering services are required to support project delivery in the field. The National Street Bridge, constructed in 1949, has experienced ongoing deterioration identi- fied through routine inspections. While the bridge remains safe for public use, staff recom- mended a preventive rehabilitation to extend its service life by an estimated 10 to 15 years and defer the need for full replacement. The city completed the only other major rehabilitation of the bridge structure in 1990, with sub- sequent minor repair work in 1998 (cleaning and painting of bridge railings), 2013 (bridge railing repairs; abutment and center beam concrete repairs and approach slab repairs) and 2017 (partial depth deck slab repairs, replacement of approach slab asphalt surfaces). OPERATIONAL ANALYSIS The proposed amendment provides construction engineering services, including construction ad- ministration and on-site observation throughout the duration of the project. These services are necessary to ensure that construction activities and materials conform to the approved contract documents and applicable standards. The scope of services includes start-up coordination, full-time construction observation, docu- mentation of daily activities, quantity tracking, preparation of pay estimates and change orders, and coordination with the contractor and city staff. The consultant will also attend weekly pro- gress meetings, provide design support during construction, review shop drawings and requests for information, and prepare record drawings and final project documentation. Construction observation is anticipated to occur over approximately twenty weeks, with an on- site construction engineer providing daily oversight during active construction. These services are standard for projects of this scale and complexity and are critical to maintaining quality control, ensuring contract compliance, and managing project risks during construction. This amendment aligns with the original intent of the agreement and reflects the natural pro- gression of the project from design into construction. Utilizing HR Green for these services pro- vides continuity, as the firm developed the design plans and is familiar with the project scope and technical requirements. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The proposed Amendment Agreement No. 1 with HR Green, Inc. is not to exceed $268,661. This will bring the total agreement amount, including the original design services, to $448,635. 2 BUDGET IMPACT AMOUNT AMOUNT FUNDS ACCOUNT PROJECT # BUDGETED AVAILABLE Capital Improvement 385-0000-795.30-03 385012 $268,661 $265,661 LEGAL IMPACT Approving this amendment requires an exception to the procurement ordinance, requiring ap- proval by two-thirds of the city council. ALTERNATIVES The city council may choose not to approve the amendment and direct staff to procure construc- tion engineering services through a separate consultant. However, this would introduce ineffi- ciencies, require additional coordination, and reduce continuity between design and construc- tion phases. With current staffing levels, city staff do not have the capacity to provide full-time construction observation services in-house. NEXT STEPS 1. Execute Amendment Agreement No. 1 with HR Green, Inc. 2. Coordinate preconstruction activities and issue notice to proceed for construction engi- neering services 3. Begin construction observation in conjunction with contractor mobilization ______________________________________________________________________________ Originators: Aaron Neal, Public Works Director Mike Pubentz, Public Services Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Amendment Agreement No. 1 with HR Green, Inc., for Construction Engineering Services 3  AMENDMENT AGREEMENT No. 1 THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this day of , 2026, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the “CITY”), and HR Green, Inc. an Iowa corporation (hereinafter referred to as “ENGINEER”). WHEREAS, the CITY and ENGINEER hereto have previously entered into an agreement dated January 28, 2026, wherein the CITY engaged the ENGINEER to furnish certain professional services (“hereinafter referred to as “Original Agreement”) in connection with the National Street Bridge Rehabilitation Project (hereinafter referred to as “the “PROJECT”); and WHEREAS, the CITY has determined that the proposed scope of the PROJECT should be modified to add additional supplemental services for construction administration and observation services for the PROJECT; and WHEREAS, the parties hereto have each determined it to be in their interest to further amend the Original Agreement pursuant to this Amendment Agreement No. 1; and WHEREAS, the contract price for the Original Agreement was in the amount of One Hundred Seventy-Nine Thousand Nine Hundred and Seventy-Four Dollars ($179,974.00); and the cost for additional services to be provided pursuant to this Amendment Agreement No. 1 is in the amount of Two Hundred Sixty-Eight Thousand Six Hundred and Sixty Dollars and Sixty-Five Cents ($268,660.65); and WHEREAS, the changes contemplated by this Amendment Agreement No. 1 are germane to the Original Agreement as signed; and this Amendment Agreement No. 1 is in the best interest of the CITY and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual undertakings as provided herein, and other good and valuable consideration, the sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this agreement as if fully recited hereby. 2. Section 1 of the Original Agreement is hereby further amended by adding the following additional subparagraph Dthereto to read as follows: “D. ENGINEER shall perform the additional engineering services relating to the PROJECT as outlined and described in Attachment A-1, dated April 28, 2026 and entitled “Construction Administration and Observation – National Street Bridge Rehabilitation Project”; attached hereto and made a part hereof (hereinafter referred to as the “Supplemental Services”). The ENGINEER shall perform such Supplemental Services according to the schedule as set forth in Attachment A-1.”  3. Section 4 of the Original Agreement is hereby further amended by adding the following additional subparagraph E to the end thereof: “E. For the Supplemental Services to be provided pursuant to Amendment Agreement No. 1, the CITY shall reimburse the ENGINEER for such services in the total amount not-to-exceed the sum of Two Hundred Sixty-Eight Thousand Six Hundred and Sixty Dollars and Sixty-Five Cents ($268,660.65), regardless of the actual time or actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY and approved by way of written amendment to this Agreement.” 4. The changes provided to the Original Agreement as provided in this Amendment Agreement No. 1 are germane to the Original Contract as signed and this Amendment Agreement No. 1 is in the best interests of the City of Elgin and is authorized by law. 5. That except as amended in this Amendment Agreement No. 1 the Original Agreement shall remain in full force and effect. 6. In the event of any conflict between the terms of the Original Agreement and the provisions in this Amendment Agreement No. 1, the provisions of this Amendment Agreement No. 1 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement as of the date and year first written above. CITY OF ELGIN CONSULTANT By: By: City Manager Attest: Attest: City Clerk Its Secretary Legal Dept\Agreement\National St. Bridge Rehab-Amendment Agr No1-Clean-5-7-26.docx  Attachment A-1 PROFESSIONAL SERVICES AGREEMENT For Construction Administration and Observation - National Street Bridge Rehabilitation Project Mr. Aaron Neal Public Works Director City of Elgin 1900 Holmes Road Elgin, IL 60123-1200 (847) 931-6099 Mr. Kevin Berry, P.E. HR Green, Inc. 1391 Corporate Drive, Suite 203 McHenry, IL 60050 Project Number 2503224.01C April 28, 2026 Version 2.3 02052021  TABLE OF CONTENTS 1.0 PROJECT UNDERSTANDING 2.0 SCOPE OF SERVICES 3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS AGREEMENT 4.0 ITEMS NOT INCLUDED IN AGREEMENT/SUPPLEMENTAL SERVICES 5.0 SERVICES BY OTHERS 6.0 CLIENT RESPONSIBILITIES 7.0 PROFESSIONAL SERVICES FEE Version2.3 02052021  Professional Services Agreement National Street Bridge Rehabilitation Project – CE&I 2503224.01C April 28, 2026 Page 1 of 4 1.0 Project Understanding 1.1 General Understanding The project is located along National Street within the City of Elgin (CITY). HR Green Inc. (ENGINEER) understands the work will include bridge preservation/rehabilitation work on Structure Number 045-6304, National Street over the Fox River. ENGINEER understands the CITY is using local funds for the cost of the bridge preservation/rehabilitation improvements. ENGINEER understands the bridge is 76 years old and the last major rehabilitation work was completed 35 years ago. ENGINEER understands the CITY is advertising for bids with a letting date of May 14, 2026 to provide rehabilitation improvements to the bridge. The project includes bridge deck latex overlay, bridge deck grooving, concrete superstructure repairs, bridge structure repairs, bridge bearing replacement, repairing and painting of bridge railing, and miscellaneous items of work in accordance with the contract plans and specifications. ENGINEER will provide a qualified Construction Engineer to observe and verify that items being constructed, and materials being utilized are in general conformance with the approved plans and specifications, the IDOT Standard Specifications for Road and Bridge Construction, and the Manual on Uniform Traffic Control Devices for Streets and Highways; latest edition. 1.2 Design Criteria/Assumptions The repair design plans were prepared by ENGINEER and generally conform to IDOT Standards for the various items as shown in the latest versions of the IDOT Bridge Manual, and the IDOT Structural Services Manual. IDOT Standard Specifications will govern the performance of the work. 2.0 Scope of Services The CITY agrees to employ COMPANY to perform the following services: 2.1 CONSTRUCTION ADMINISTRATION AND OBSERVATION A. Project Start Up ENGINEER will complete a preconstruction video of the proposed construction area to document the existing conditions prior to the start of construction. ENGINEER will also utilize this time to prepare its filing system to contract documentation standards and incorporate project specific information into construction management software for project tracking and management. The project startup also allows ENGINEER construction personnel time to review the plans and specification prior to the start of the project, attend preconstruction meeting with the CITY and contractor. ENGINEER will coordinate with the CITY to ensure notification requirements and coordination with other governmental entities, Version2.3 02052021  Professional Services Agreement National Street Bridge Rehabilitation Project – CE&I 2503224.01C April 28, 2026 Page 2 of 4 stakeholders, and CITY’s 311 contact center. ENGINEER will mark, measure and document contract removal payment items prior to the contractor starting work. A total of 35 hours have been allotted to complete the project start up task. B. Construction Observation ENGINEER will provide full-time Construction Observation Services on a time and material, not-to-exceed contract amount basis. ENGINEER will be on-site to observe and verify that items being constructed and materials being utilized are in general conformance with the approved plans and specifications. ENGINEER will complete Inspector’s Daily Reports (IDRs) and a daily diary, measure and document contract quantities, complete payment estimates, change orders, and weekly reports. Weekly reports will be submitted to the CITY and contractor. ENGINEER will verify that all materials incorporated into this project are materials that are in general conformance with the approved plans and specifications. ENGINEER shall keep the CITY informed as to the progress of construction. ENGINEER will provide erosion and sedimentation control observation services on a weekly basis and after a rainfall of ½″ or more or 6″ or more of snow. ENGINEER will document each observation and will direct the contractor to repair and/or replace deficient erosion and sediment control measures. ENGINEER anticipates that a Construction Engineer will be on site observing construction and completing necessary documentation for an average of 9 hours per day or 45 hours per week for 20 weeks with adjustment made for holidays. A total of 870 hours are allotted for a Construction Engineer. ENGINEER anticipates that a project surveyor for a total of 12 hours. A total of 882 hours are allotted for Construction Observation. C. Progress Meetings ENGINEER will attend the weekly construction progress meetings with the CITY and contractor. ENGINEER anticipates that there will be 16 progress meetings on site. An average of 2 hours per meeting have been allotted for the Area Construction Manager to attend the construction progress meetings, to complete construction meeting agendas, construction meeting minutes and administrative support to review and finalize construction progress meeting agendas and meeting minutes. Construction Engineer will also attend these meetings which the hours for the Construction Engineer are included in the construction observation task. A total of 32 hours have been allotted for the Progress Meeting task of this project. D. Design Assistance / Shop Drawing Review ENGINEER anticipates that the design Project Manager and Engineer of Record will provide design support and shop drawing review and respond to any Request Version2.3 02052021  Professional Services Agreement National Street Bridge Rehabilitation Project – CE&I 2503224.01C April 28, 2026 Page 3 of 4 for Information (RFI) as a result of unknown revisions required due to differing site conditions. The purpose of this support is to ensure that the field changes meet the intent of the overall design. A total of 40 hours have been allotted for the Design Assistance/Shop Drawing Review task of this project. E. Record Drawing Services ENGINEER will provide record drawings of the National Street Bridge Rehabilitation Project. The scope will include obtaining the As-Built of all the improvements constructed as well as documenting field revisions. The record drawings will be prepared utilizing the construction drawings and will be submitted to the CITY in electronic pdf format. A total of 8 hours have been allotted for the Record Drawing Services task of this project. F. Project Administration / Coordination This task will involve the oversight of the project by the ENGINEER’s Principal and Area Construction Manager and will include the on-going review of the project execution, documentation, schedule and budget, contract file management, and general correspondence between ENGINEER, the CITY, the contractor, and subcontractors. A total of 18 hours have been allotted for the Project Administration / Coordination task of this project. G. Project Close Out ENGINEER will complete the project closeout and final documentation for this project. This task includes the preparation of final job records in accordance with contract requirements. All quantity measurements and calculations will be checked and cross referenced, evidence of material inspection will be finalized, and field books and records will be indexed and boxed for final submittal. A total of 28 hours have been allotted for the Project Close Out task of this project. 3.0 Deliverables and Schedules Included in this Agreement The schedule for construction observation will be in accordance with the contractor’s work schedule. CITY anticipates the construction duration to begin on July 6, 2026 with a contractual end date of November 20, 2026. Final Project records will be organized, boxed, and indexed for submission to the CITY. 4.0 Items not included in Agreement/Supplemental Services The following items are not included as part of this AGREEMENT: A. Railroad Right of Access Agreements Version2.3 02052021  Professional Services Agreement National Street Bridge Rehabilitation Project – CE&I 2503224.01C April 28, 2026 Page 4 of 4 B. Survey C. Environmental permitting D. No coordination with IDOT is required Supplemental services not included in the AGREEMENT can be provided by ENGINEER under separate agreement, if desired. 5.0 Services by Others ENGINEER will utilize Rubino Engineering for QA Material Testing. 6.0 Client Responsibilities CITY shall provide the following items: 1. Review of plans, specifications and information submitted by the Engineer. 2. Coordination with the residents, businesses, and other stakeholders. 3. Review and approval of pay estimates and change orders. 7.0 Professional Services Fee 7.1 Invoices Invoices for ENGINEER’s services shall be submitted on a monthly basis. 7.2 Extra Services Any service required but not included as part of this AGREEMENT shall be considered extra services. Extra services will be billed on a Time and Material basis with prior approval of the CITY. 7.3 Exclusion This fee does not include attendance at any meetings or public hearings other than those specifically listed in the Scope of Services. These service items are considered extra and are billed separately on an hourly basis. 7.4 Fee and Payment The CITY AGREES to pay ENGINEER on the following basis: Time and Materials Not to Exceed $268,660.65, as detailed in Exhibit A. Version2.3 02052021  MAN-HOUR AND FEE ESTIMATE NATIONAL STREET - BRIDGE REHABILITATION PROJECT - CONSTRUCTION OBSERVATION SERVICES Task Descriptions Jain Melhuish Berry Schwarz Liszka Boline Yormark Hours Labor Fee Sub-Consultant Direct Costs Total FEE Assoc./Dir. Design PM Const PM Resident Engineer Admin. CONSTRUCTION ENGINEERING SERVICES A. Project Start Up 1 4 30 35 $ 8,570.80 $ 8,570.80 B. Construction Observation 870 12 882 $ 211,431.22 $ 8,100.00 $ 219,531.22 D. Progress Meetings at City 32 32 $ 8,432.00 $ 1,440.00 $ 9,872.00 E. Design Assistance/Shop Drawing Review 4 36 40 $ 8,866.00 $ 8,866.00 F. Record Drawing Services 4 4 8 $ 1,582.67 $ 1,582.67 G. Project Administration/Coordination 2 4 4 8 18 $ 3,397.02 $ 3,397.02 H. Project Close-out 1 1 2 24 28 $ 6,770.94 $ 70.00 $ 6,840.94 I. QA Material Testing 0 $ - $10,000.00 $ - $ 10,000.00 Sub-Total 4 9 40 42 924 0 0 16 0 0 8 1043 $ 249,050.65 $ 10,000.00 $ 9,610.00 $ 268,660.65 Rates $ 300.00 $ 263.50 $ 263.50 $ 217.00 $ 182.22 $ 240.56 $ 139.50 $ 93.77 $ 178.67 $ 99.93 $ 113.90 $ 86.13 Fee $ 1,200.00 $ 2,371.50 $ 10,540.00 $ 9,114.00 $ - $ 222,277.44 $ - $ - $ 2,858.69 $ - $ - $ 689.02 $ 10,000.00 $ 9,610.00 $ 268,660.65 GRAND TOTAL $ 268,660.65 Construction Engineering Assumptions: 1. Contract Letting: May 14, 2026 2. Construction Duration: (Start: July 6, 2026 / Completion: November 20, 2026 ) 3. Start up and layout (2 days) 3. Punchlist and project close out (3 days) 4. Total Days On-Site for 1 RE Estimated = 100 DAYS on-site EXHIBIT A 5. Total Days On-Site for Construction Tech = 0 Days on-site 5. Construction Weekly Mtgs are included within the full day for RE 6. Construction Project Manager estimated at 2hrs per weekly progress meeting (16meetings x 2 hrs = 32 hrs) 7. QA Material Testing estimated at $10,000  EXHIBIT A - DIRECT COSTS ELGIN - NATIONAL STREET BRIDGE REHABILITATION PROJECT ELGIN, IL CONSTRUCTION ENGINEERING SERVICES DATE: 04/28/26 DIRECT COSTS $90/day vehicle fee $ 90.000 HRG to IDOT CLIENT Job Site Constr. Trips 0 0 90 Mtgs Trips 16 Const. Subtotal: $8,100.00 Meetings = $1,440.00 MISC QA Material Testing (Rubino Engineering) $10,000 Postage Allowance = $150 $70.00 Subtotal: $10,070.00 TOTAL: $19,610.00