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A Resolution Approving the Renewal of the Master Agreement with Edwin Hancock Engineering Co. for Professional Engineering Services in 2026 and Authorizing its Execution
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Introduction
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Edwin Hancock Engineering Co. (along with three other firms) has been working with the Village since 2021 under a Master Agreement for providing professional engineering services using a task order system. The Master Agreement has a three-year initial term with the option for two one-year extensions. The initial three-year term of the Master Agreement expired at the end of 2024 and the first one-year extension was approved on December 3, 2024 to extend the agreement to the end of 2025. This item is to approve the second and final one-year renewal of the existing Master Agreement with Edwin Hancock Engineering Co. Hancock has done an excellent job designing and managing a variety of projects in the last four years.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• On December 2, 2024, the Board approved the first one-year renewal of the Master Agreement with Edwin Hancock Engineering Co for Professional Engineering Services (RES 24-387).
• On September 20, 2021, the Village Board approved a Three-Year Master Agreement with Edwin Hancock Engineering Co. for Professional Engineering Services with an option to renew the agreement for up to two additional one-year periods (RES 21-220).
Background
In 2021, the Engineering Division requested qualifications for various professional engineering services from eight consultants deemed most qualified based on a previous request for qualifications (RFQ) solicitation. The Engineering Division selected the four most qualified firms from this RFQ for entering into Master Agreements with a three-year fixed term and an option for two one-year extensions. The initial three-year term of the Master Agreement expired at the end of 2024, and the first one-year extension was approved on December 3, 2024, to extend the agreement to the end of 2025. This item is to approve the final one-year renewal of the existing Master Agreement with Edwin Hancock Engineering Co.
Professional engineering services for 2026 will function the same as for the initial three-year term, as a task order system to these four firms for the majority of typical projects, which will eliminate the need for requesting qualifications and proposals for each engineering project, saving staff time and resources in procuring these services.
A revised fee schedule is included as an exhibit to this item for any work done outside of the task order system.
Timing Considerations
Adopt the Resolution, which will allow for the ability to negotiate task orders for professional services in early 2026.
Budget Impact
There is no fiscal impact on the Master Agreement. Task orders for professional services for various projects will be issued by the Engineering Division to the consultant deemed most qualified for the particular project. Individual task orders will be presented to the Village Board for approval or approved internally by staff, depending on the dollar amount per the Village’s Purchasing Policy.
Funds for the various engineering projects are included in the proposed FY26 Budget.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery. The use of the task order system saves staff time for the procurement of professional services.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• This Renewal of the Master Agreement will allow for the procurement of needed services.
Disadvantages:
• There are no disadvantages to this recommendation.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action will impact the desired implementation schedule.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this alternative.
Disadvantages:
• Procurement for professional engineering services will take longer and require additional staff time.
Anticipated Future Actions
Future task orders will be presented to the Village Board for approval for professional engineering services for individual projects.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Renewal
3. 2026 Renewal Hourly Rates
4. Executed Master Agreement