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HomeMy WebLinkAbout92-0909 Baxter & Woodman Inc.- Otter Creek RESOLUTION AUTHORIZING EXECUTION OF AN ENGINEERING AGREEMENT WITH BAXTER & WOODMAN, INC. FOR THE PREPARATION OF A PRELIMINARY DESIGN REPORT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Baxter & Woodman, Inc. for the preparation of a Preliminary Design Report for the Otter Creek Pumping Station/Force Main, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: September 9, 1992 Adopted: September 9, 1992 Vote: Yeas 7 Nays 0 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT HIS AGREEMENT, made and entered into this //Jt day of 0_11,%,, , 1992 , by and between the CITY OF ELGIN, an Illinois munici%'a1 corporation (hereinafter referred to as "CITY" ) , and Baxter & Woodman, Inc. , an Illinois Business Corporation ( hereinafter refer- red to as "ENGINEER" ) . WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the preparation of a Preliminary Design Report for the Otter Creek Pumping Station/Force Main ( hereinafter referred to as the "PROJECT" ) . AND WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to professional registration of individ- uals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER to act for and represent it in all engineering matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to wit: I . SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR" . B. The Professional Services for the PROJECT shall include: 1 . Preparation of a Sanitary Sewer Study of the service area of the Otter Creek Pumping Station. 2 . Preparation of a two phase Preliminary Design Report for the Otter Creek Pumping Station and Force Main. C . The Proposal Letter to the DIRECTOR dated June 15, 1992 is attached hereto as Attachment A to describe the Scope of Services. The CITY decided to authorize preparation of the Sanitary Sewer Study and Prelimi- nary Design Report for the Otter Creek Pumping Station, but not to authorize preparation of the Final Design Documents for Phases I and II of the Tyler Creek Interceptor Sewer . Therefore, the provisions of this Agreement supersede the Proposal Letter . - 1 - II . PROGRESS REPORT A. A Project Milestone Schedule is provided as follows, based on the assumption that the CITY will issue the Notice to Proceed to the ENGINEER or or before September 11, 1992 . 1 . ENGINEER completes Sanitary Sewer Study Report and delivers to CITY. October 16, 1992 2 . CITY approves Sanitary Sewer Study Report. October 23, 1992 3 . ENGINEER completes Otter Creek Pumping Station Design Concept Report and delivers to CITY. December 4, 1992 4 . CITY approves Design Concept Report . December 11, 1992 5 . ENGINEER completes Otter Creek Pumping Station Preliminary Design Report and delivers to CITY. February 19, 1993 6 . CITY approves Preliminary Design Report . March 5, 1993 B. A Project Schedule is included as Attachment B, attached hereto. Progress will be recorded on the Project Schedule and submitted monthly as a component of the Status Report described in C. below. C. The Engineer will submit to the DIRECTOR monthly a Status Report keyed to the Project Schedule . A brief narrative will be provided identifying progress, findings, and outstanding issues. III . WORK PROJECTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIREC- TOR provided, however, that the ENGINEER may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project , and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER. - 2 - i IV. PAYMENTS TO THE ENGINEER A. For services under this Agreement, the CITY shall pay the ENGINEER a lump sum of Sixty Thousand Dollars ( $60, 000 ) , regardless of actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the DIRECTOR. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic pay- ments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. Sanitary Sewer Study Report $12,500 Otter Creek Pumping Station - Design Concept Report 18, 000 Otter Creek Pumping Station - Preliminary Design Report 29, 500 Total $60,000 V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress Status Report (IIC above) will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGI- NEER for work done under this Agreement. The ENGI- NEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement . IV. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen ( 15 ) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph IV above . - 3 - VII . NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for addi- tional compensation shall be valid unless so made. Any changes in the ENGINEER' s fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without inter- ruption. IX. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal reme- dies as may be suitable to the violation of breach; and, in addition, if either party, by reason of any default, fails within fifteen ( 15 ) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. X. INDEMNIFICATION The ENGINEER shall indemnify and save harmless the CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including Workmen' s Compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligent actions or omissions of employees or agents of the ENGI- NEER arising out of the performance of professional services. XI . NO PERSONAL LIABILITY No official, director, officer, agent, or employee of either party shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement . XII . INSURANCE A. Comprehensive Liability. The ENGINEER shall pro- vide, pay for and maintain in effect , during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1, 000, 000 aggregate for bodily injury and $1, 000, 000 aggregate for property damage. - 4 - The ENGINEER shall deliver to the DIRECTOR a Certifi- cate of Insurance naming the CITY as additional insured. The policy shall not be modified or termi- nated without thirty (30 ) days prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Con- tractual obligation assumed by the ENGINEER under Article IX intitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned, and hired motor vehicles with limits of no less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a $1, 000, 000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer' s Professional Liability Insurance covering claims resulting from alleged errors, omissions, or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30 ) days prior written notice to the DIRECTOR. XIII . CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES, AND SAFETY The ENGINEER shall not have control over, or charge of, or be responsible for construction means, methods, tech- niques, sequences or procedures, or for safety precau- tions and programs in connection with the construction, unless specifically identified in the Scope of Services. XIV. NONDISCRIMINATION 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, martial status, or the presence of any sensory, mental or physi- cal handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, . the following: employment advertis- ing, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. - 5 - No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race , color , creed, national origin, age except minimum age and retirement provisions, martial status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termina- tion or suspension, in whole or in part, of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. XVI . DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions, and other provi- sions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation, or subcontract has been made. XVII . NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed, in any respect, to create or establish the relationship of co-partners between the CITY and the ENGINEER, or as constituting the ENGINEER as the general representative or general agent of the CITY for any purpose whatsoever . XVIII . SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. - 6 - XIX. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the inter- pretation or construction thereof. XX. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the par- ties. 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 amend- ment hereof, or change order as herein provided. XXI . APPLICABLE LAW This Agreement shall be deemed to have been made, and shall be construed, in accordance with the laws of the State of Illinois. XXII . NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXIII . COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY' s employ or any work associated with the PROJECT. XXIV. NOTICES 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 follows: A. As to CITY: JAMES L. RRISTIANSEN Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 - 7 - B. As to ENGINEER: DARREL R. GAVLE Baxter & Woodman, Inc. 8678 Ridgefield Road Crystal Lake, Illinois 60012-2707 XXV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code . XVI . WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agree- ments that have not been reduced to writing in this statement . For the CITY: ATTEST: THE CITY OF ELGIN, ILLINOIS By Cit 1/# _ By Ilk Q Y ty Manager (SEAL) For the ENGINEER Dated this 5/4'44—day of .j 1 , A.D. , 1992 . ATTEST: BAXTER & WOODMAN, INC. �� BY �. � ° � !�/ . 17 By ;JK,6,6/i dt, Secretary r%Chairman/CEO (SEAL) - 8 - 0650C EVn -� Agenda Item No. pOq !D F l01 August 4, 1992 MEMORANDUM TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Otter Creek Force Main/Lift Station (BRIS II)SS-04 PURPOSE: This memorandum will provide the Mayor and Council with information to consider entering into an agreement for engineering services for the subject project. BACKGROUND: The initial extension of the Bowes Road Interceptor Sewer from east of McLean to Randall Road was recently completed. This sewer system will serve generally the area west of McLean (map attached) . The next extension of this sewer system is the Otter Creek Lift Station and Force Main. The lift station would be constructed west of Randall Road adjacent to Otter Creek at about Hopps Road. The force main would be designed and constructed so as to connect the lift station with the Bowes Road Interceptor in order to serve the area to the north (Target, et al. ) and subdivision development west of Randall . . We sent requests for proposals to three engineering firms; Baxter & Woodman, Greeley & Hansen and Strand Associates, for an engineering study for the Otter Creek Pump Station and Force Main and provide the City with an engineering design report with probable costs for a wastewater pumping system to meet the current needs and expandable to meet the requirements of the future. The study, design report and probable costs will be completed by February, 1993. Upon acceptance of the design concept by the City, the City will negotiate an amendment to the agreement for the preparation in 1993 of the final plans and specifications for the construction of the wastewater pumping system. Although construction moneys have been programed for this project for fiscal year 1993 construction might not start until 1994 . Each consultant's proposal was evaluated with regard to the consultant' s stated qualifications, scope of work, staffing or loading, schedule, familiarity with the site or the work, past record, and technical approach. With due consideration to this evaluation of the proposals, a tentative selection was made by ranking the proposals considering the consultant's understanding Mayor and Members of the City Council August 4, 1992 Page 2 of and familiarity with the work, staff qualifications, schedule, loading, office location and other relevant factors. Although all three firms were deemed qualified to perform the work, the firm of Baxter and Woodman was selected as having submitted the most complete and extensive scope of work. After the selection was made, the proposed fees were examined to determine if they were reasonable and comparable to the scope of work. A negotiation of the fee was concluded with Baxter and Woodman which includes a preliminary design of the facility. FINANCIAL IMPACT: The fee to complete the study, design concept and preliminary design reports is $60,000 which will come from the Sewer Development (440-997-9901) portion of the Budget, where $90,000 have been budgeted for this engineering design report. RECOMMENDATION: It is recommended that the City Council authorize the City Manager and City Clerk to execute the Agreement for engineering services with Baxter & Woodman, Inc. in the amount of $60,000. A copy of the Agreement is attached for your consideration. r Larry-L. Rice, ity Manager do Attachment , : - i ''' ''.-*1 ■ , _ , 0-- ' II .18 ; B M 901 -,, Oo )/ I • �/ d' ,. ,,,,,. , \._:/.7 ;,,,) 7.,_ ,,,,,.. .,,;\ , _.f3j / ; ice. • , �, �, , ( _ �I Q t 1 • A! .• ''. • f: 416_10 9 1 ('' ' 1 /A I I - .1. — i . ; .k''.'If :. E'../ . pgt 1. ' ( 1 / ° I • ( \`\ �, ,1 / IX- ` : • �: -- L\ • • 850 )' 4. ° •f - i : • •, �:� \. , _,, i • \- 1.4q. : -: 11- r, 1-6 s us./ ,,, . ,., A' ., . \\ ;,- - (- Ailial. • - • • 1 icl ;i/K19._ , • , • ZU•• .1 eso \' \ I ° it \ \ T – !– ,• • \ �" II r�l t. J ;♦ ` O ?N )II '� / \ „ nun' Ohlege •1110 z//- cD.:„„,.., • / — — — gbo \� �Q 4..s....,tL"t3o' I u•rse, .\' . ‘. •. -• • i-. ks t .. ,,- . \ i / 1 • • •� P� , .1..1\ . , `' 0 I Gfwcl Pit ! - i •/ /� (/. • • � 20' ' I, -- % 28 , • 8/0 BOWES B1 .�__.— -_ '= •_ _R_OAO ._ - _Vim. I• �7:. <Tt'07 ��.. 3 .709 -�,. I I, s00/� -� . 0 V` • \ / o 1 iE'Or�.5e ,dR ,et�sEO�� � ,GOkC�' �?A/N ,7) ... z 1 z/p?r 57:47-/ew • - ----;,_(, .• f 179 o- ( � __ i �HOPPS , _- -�_�-- RO' �_ . • 1""111 i• • ' - ..7 '3 .- ,--if ,9057 -• ---� — • ir- 0is \.207 i( G N • I I 1: t, 82 ( \ *fr. 33 1` ' ( ",,20-1) o .,o. ,( \,,•",, • i I I Youngsd le' 1` 203 l •11 ; ) o` ' \\ W I • • • r,1) ■ i ` lip • ++ 1/71 �1 -_ —-aiv; _ �r ki � I i I `'' r .��-�r MCtOONALO ROAD �'• — ..i_.�! - - �// 'T '._`_—— ,. . . ;' •- 779 - 1805 \ ——— — f �I - / OTTER CREEK LIFT STATION AND FORCE MAIN Consultant Selection Results A. Evaluators : 1 . James L. Kristiansen 2 . Melford Dahl 3 . Steven Pertzborn B. Ratings : 1 . Baxter and Woodman. 2 . Greely and Hansen. 3 . Strand. The Above rating were based upon the evaluations of the following: . Completeness of scope of service. . Schedule. . Personnel qualifications . . Experience with similar projects . . Manhour histogramme. Note: All firms appeared qualified to perform the work; Strand was rated lower based upon a reduced scope compared to Baxter and Woodman, and Greely and Hansen. C. Fee Proposals Phase City Strand Baxter- Greely- Description Estimate Woodman Hansen 1 . Sanitary Sewer $15,000 $21, 152 $12,824 $15,282 Study 2 . Pump Station $20,000 $13,429 $18,048 $37,721 Design Concepts 3 . Design Report $30,000 $11,895 $29,356 $35,497 TOTAL $65,000 $46,476 $60,228 $88,500 Note: Greely and Hansen did not provide a fee schedule based upon work phases, but rather by individual work tasks. Work tasks were combined into work phases in order to provide the fee comparison shown above. JLK:pn MDM0016/TEXT071/MISCENGM.DM Baxg Wdman June 15, 1992 ariv:ronrnental en in , Mr. James L. Kristiansen, P.E. Public Works Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 Dear Jim: The future site of the Otter Creek Pumping Station is shown in the photograph on the cover of this Proposal. However,before the pumping station is built,careful planning must be completed. Some key items that must be determined are: • How much pumping capacity is needed? • How large and deep should the wet well be? • What type of pumps should be used? • What type of emergency power source should be used? • What type of electrical controls and SCADA system is best? • How should the pumping station and piping layout be arranged? • What type of architectural style should be given to the building? • What force main system should be used to transport the flow from the pumping station to the Bowes Road Interceptor Sewer? We believe the capacity of the pumping station is the most important issue because it impacts all other items described above. f - We have briefly reviewed the "Interceptor Sewer Master Plan Amendment and Northwest Interceptor Route Study"prepared in 1990. Table I-1 in that report lists the amounts of flow expected from various subbasins in the service area. The far westerly portion of the service area was divided into three subareas, Route 47 North, Route 47 8678 RIDGEFIELD ROAD/CRYSTAL LAKE, IL 60012/815/459-1260 • Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Two Central, and Route 47 South. The total area encompassed by three subareas is almost 16,500 acres. The ultimate population in these subareas is 84,800 people, and, the average daily dry weather flow after ultimate development of the area will be about 8.5 million gallons per day (mgd). This is a reasonable flow rate based on an estimated sewage amount of 100 gallons per day per person. However, the allowance for infiltration/inflow (I/I) during wet weather periods is 9.3 mgd or an additional 110 gallons per person per day. We believe that this is an excessive I/I allowance for an area that will be developed in the future. In our experience, the amounts of I/I contributed in new developments is substantially less than the historical averages from existing developments. This is due to the fact that new sanitary sewers are built with better materials. Furthermore,current building codes and practices prohibit direct connection of sump pumps,footing drains, and roof downspouts. Consequently, I/I amounts from new developments is generally very low. One of the most important tasks for planning for the Otter Creek Pumping Station is a critical review of the predicted flow rates that will become tributary to the station as development in the service area continues. In fact, the cornerstone of our plan for the Otter Creek Pumping Station(Part 1)and the Tyler Creek Interceptor Sewer design(Part 2)is a Sanitary Sewer Study to reevaluate the predicted peak flow rates from the entire western service area and to determine the sewer sizes, depths, and slopes necessary to convey the wastewater from the future residents to the Otter Creek Pumping Station and Tyler Creek Interceptor Sewer. Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Three r Sanitary Sewer Study This study will include the following steps: 1. Review projected total population to be included in the service area and subareas with the City Planning Department. 2. Reassess I/I allowances for the various subbasins in light of the existing developments and proposed future land uses. We will consult with the City's Engineering and Public Works Staff to assure concurrence of allowances used. 3. Review topographical information from the subareas and the trunk sewer layout proposed by the 1990 Report. We plan to start at the far westerly portions of the service area and determine the sewer sizes, slopes, and depths of the lateral sewers necessary to convey sewage from the individual resi- dences to the trunk sewer. Once the start of the trunk sewer is reached,we will use our own specially developed computer program to simulate conveyance of the flow downstream to the Tyler Creek Interceptor Sewer and Otter Creek Pumping Station. The purpose of this step is to determine the sizes, depths, and slopes of the sanitary sewers needed to collect and convey wastewater from the entire area. { 4. Reevaluate the need for and capacity of the Northwest Interceptor Relief Pumping Station. As you are aware, in the previous study, approximately 36 mgd was to be diverted from the Tyler Creek Interceptor Sewer to the Otter Creek Pumping Station. This diversion obviously has a substantial impact on the ultimate size and capacity of the Otter Creek Pumping Station. Elimination or reduction of the diversion will reduce the size and cost of the pumping station and force main. Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Four I We plan to discuss the preliminary results with you after completion of each step. At the completion of the study, we will prepare a letter report for your final review and approval. The Sanitary Sewer Study will provide numerous benefits for the City. The amount of flow to be conveyed from the various subbasins in the service area, plus the depths, sizes,and invert elevations of the various interceptor sewers will be determined. This information will be very helpful in the future as additional interceptor sewer extensions are constructed. The single largest benefit is that the City will be assured that the sewer sizes, depths,and invert elevations of the interceptor sewer network will be optimized, which could reduce the overall cost of the sewer network significantly. This may seem like redundant effort because the previous report is less than two years old. However, determination of the sewer capacities, sizes, depths and invert elevations is vital for the proper planning of the Otter Creek Pumping Station and Tyler Creek Interceptor Sewer. Furthermore, the careful planning of a project of this size can • reduce the overall total cost of the project. For example,if reassessment of the flow rates and analysis of the sewer network indicate a reduction of the size of this portion of the - Tyler Creek Interceptor Sewer from 48-inch to 42-inch, the City may save $100,000 in construction costs alone. This savings is about eight times the cost of the study. The Sanitary Sewer Study is the cornerstone in our approach to this project. We have performed numerous sanitary sewer master plans and sanitary sewer studies of this type. As you are aware,we prepared a storm water master plan for the City of Highland -j Park. During the study, we evaluated alternative programs that had been presented by previous consultants and provided recommendations that reduced the overall cost and improved the effectiveness of the storm water collection system improvements. We Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Five would use this same innovative approach to plan the Otter Creek Pumping Station and Tyler Creek Interceptor Sewer. Since the Study is critical to the success of the overall project, I will be performing most of the analysis and evaluations. After completion of the Sanitary Sewer Study, review and approval by the City Staff, the two parts of the project can be separated. Each part is discussed below. Part 1 - Otter Creek Pumping Station Some of the key design features of the pumping station were listed above. Our plans to determine the preferable choice for each of these items are presented below. • Capacity-The City's Planning Director,Roger Dahlstrom,has estimated the tributary population to the pumping station in the year 2000 and 2010 to be 10,123 and 17,491, respectively. The pumping station must be designed to meet the estimated 2010 needs and be expandable to meet the future require- ments of the service area. Thus, the most critical part of planning is developing a pumping station which can be easily expanded to meet increasing needs in the future. This can be accomplished by providing modular, semi-independent pumping facilities constructed as the future flows to the pumping station increase. This can also be accomplished by constructing a pumping station large enough for the ultimate requirements but equipped only for the immediate needs. We would compare the advantages,disadvantages, and costs of these two alternatives to select the most cost-effective choice. r Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Six • Wet well- The size and configuration of the wet well will be fully evaluated. If one large wet well is selected, the wet well may be partitioned into two or more compartments which will be used when the flow rates and needs require. This will reduce operational problems caused by excessive wet well capacity. The wet well depth will be determined by the Sanitary Sewer Study described above. One of the key features of the Study is to determine the sewer invert elevations and sizes necessary to convey the wastewater from the service area to the pumping station. The need for sewage screens or comminutors will also be considered because they will effect wet well depth and configuration. • Pumps-Numerous types of pumps are available. However,given the size and required capacity of this pumping station, we believe that two main types should be considered: Centrifugal pumps versus submersible pumps. In either case, pumps should be such that their discharge rate can match the variable incoming flow rate. This can be accomplished either through electrical controls, such as variable frequency motors, or through hydraulic controls, such as through the pre-rotation basins for Hidrostal pumps. We would review the feasibility and costs of both types of pumping facilities. We do not believe that constant discharge rate pumps are the right choice for a pumping station of this size. • Emergency power source-The pumping station should be equipped with an emergency power source to provide reliability even during extended power failures. We would compare the costs and feasibility of engine driven emer- gency power generators versus dual power supplies from separate Common- wealth Edison substations. Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Seven • SCADA-A Supervisory Control and Data Acquisition(SCADA)system will provide automatic operation and control of the pumps and engine generator from a remote location. The SCADA system will also provide information on pumping flow rates and station status to the Public Works/Engineering Departments. We will work with the City's Staff to identify the needs and requirements for the SCADA system and present alternatives which would meet the current needs and be expandable for future requirements. This could include expansion of the system to serve other facilities such as your planned water treatment facility at a central SCADA center. • Piping layouts and building arrangement - The ultimate piping layout, building arrangement,and site size will be determined by the items described rk above (capacity, wet well, pump type, and emergency power source). The building and piping layout will be clearly presented in our design report to provide sufficient information regarding the proposed immediate and future building needs. • Architectural style-The site of the pumping station is located across the road from an existing residential development. The station should be aesthically pleasing and some special architectural styling may be desired. On past projects,we have used architectural sketches of proposed buildings to respond to comments and questions from neighbors. • Force main system-One of the significant difficulties with the design of this pumping station is the wide flow range that will occur from initial operation to ultimate development. The force main system must be designed to convey the flows without allowing deposition of solids, production of hydrogen r Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Eight 4111) sulfide, water hammer and surges, or excessive head loss. We have discussed two obvious alternatives during previous meetings. Those are: (1) multiple force mains in the same trench, or(2) a large force main with small, internal carrier pipes for intermediate needs. Several parallel force mains,used singly or in combination,could convey flows ranging from 1.5 to 64 mgd without excessive head losses and with self- cleaning velocities. These pipes could be constructed simultaneously in the same trench to minimize construction and installation costs. The force mains would be utilized as needed to meet the output requirements from the pumping station. This alternative has an additional advantage in that in the event of a force main break,the other force mains could be utilized to provide temporary service as repairs are made. Another force main alternative is to install a single, " large diameter force main, capable of conveying the ultimate flow from the service area. Smaller diameter pipes would be installed inside the main pipe to meet intermediate needs. The internal pipe would be removed and replaced with a larger diameter pipe as needs increase. Our scope of services . . . Our specific scope of services for Part 1 of this project is listed below. The Otter Creek Pumping Station design report will be divided into two phases. Phase 1 will consist of the identification of the design concepts which appear feasible and practical for the pumping system. Phase 2 will consist of a preliminary design report for the selected pumping station alternative. The phases are described in detail below. 41) Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Nine PART 1 - Phase 1 - Design Concepts Goals: Identify and evaluate feasible alternatives for the design of the pumping station and force main. Steps to accomplish this include . . . 1. Using information from the City's Planning Department and the results of the Sanitary Sewer Study to calculate the projected flow rates from the service area for the year 2010 and the ultimate population. 2. Meeting with public works personnel,engineering department personnel, and senior designers to brainstorm feasible pumping station concepts. This input will provide us with valuable insight regarding the preferred options to form an initial list of concepts. 3. Evaluating alternative design concepts. This will allow us to determine the eljk advantages, disadvantages, and preliminary cost estimates for each alter- native. 4. Ranking the alternatives by desirability. Based on the information accu- mulated through the evaluation,we will evaluate the alternatives based on advantages, disadvantages, and costs. 5. Discussing the preliminary ranking with City staff. This input will allow us to modify the ranking based on your comments. 6. Identifying the preferred design concept. 7. Preparing a written report for presentation to the City. The report will provide you with the necessary information to make an informed decision in accepting the preferred design concept. r Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Ten 41) Part 1 - Phase 2 - Preliminary Design Report Goal: Identify the key design criteria for the pumping system and prepare more accurate and comprehensive cost estimates for the pumping station and force main. Steps to accomplish this include . . . 1. Obtain up-to-date aerial photographs and topographical maps of the tributary area. In particular,we will focus on the proposed site of the Otter Creek Pumping Station and the routes of trunk sewers serving the pumping station. Additionally, at this stage, we will obtain photographs of the probable force main route. We will also visit the site to verify the photographs and topographical maps. This information will provide us with a good understanding of the site and surrounding area. 2. Determine influent sewer size, route, and depth using the results of the Sanitary Sewer Study. This is a key task because the depth of the pumping station is an important factor in determining design requirements and cost. 3. Prepare preliminary building layouts for the expected immediate and future requirements. Included in this information will be the preliminary pump selection and locations,piping routes and sizes,wet well configura- tion and size, and structure depth. 4. Present the preliminary layout drawings to the City staff for review and acceptance. 5. Prepare more detailed layouts and building section drawings for review and acceptance by the City staff. In addition,at this point,we will discuss with City staff the architectural style required for the pumping station. Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Eleven 6. Verify the City's acceptance of this information after review. 7. Prepare cost estimates for the design and construction of the pumping station and force main. 8. Prepare a final report presenting the design sketches and cost estimates. Part 2 - Tyler Creek Interceptor Sewer This portion of the project consists of the preparation of detailed design drawings, specifications,and contract documents for the construction of the interceptor sewer from Randall Road to the boundary line of the Village of Gilberts'Facility Planning Area. The sewer will be constructed in two phases. Phase 1 will extend northwesterly from Randall Road to Big Timber Road. Phase 2 will extend northwesterly from Big Timber Road to the Village of Gilberts South FPA boundary line. Although the sewer will be constructed in phases,the engineering design services for both phases will be identical. For the purposes of this Proposal, we have considered both construction phases as a single design project. The detailed scope of services for this part of the project consists of the following: 1. Utilize information from the Santiary Sewer Study which identify flows, sewer sizes, invert elevations, and depths. 2. Perform detailed field surveys of the preliminary routes. 3. Meet with the City Staff to finalize the routes and discuss right-of-ways and easement needs. 4. Prepare construction drawings, specifications, and contract documents for review and approval by the City. r Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Twelve 5. Prepare Illinois EPA permit applications for the construction and operation of the sanitary sewers. 6. Prepare estimates of probable construction costs based upon the construction documents. Other Concerns Some photographs of the route of the interceptor sewer are attached. We have reviewed the route and feel that the key concerns are related to the proximity of Tyler Creek. Those concerns include encroachment on wetlands and the possible existence of poor soils. The National Wetland Inventory Maps indicate wetlands adjacent to Tyler Creek from Randall Road to the Gilberts Facility Planning Area. Encroachment in wetlands is regulated by the U.S.Army Corps of Engineers. The location and quality of the wetlands will be carefully reviewed and identified during the selection of the final routes to avoid or reduce wetland encroachment. The Kane County soil maps indicate that some poor soils may exist along Tyler Creek. These soils may not have sufficient bearing capacity to support a large diameter sanitary sewer. Some soil borings may be necessary in order to determine the extent and depth of these unsuitable soils. Wherever these unsuitable soils are located, the design documents will show the proper construction methods to support the pipe. I Mr. James L. Kristiansen June 15, 1992 City of Elgin Page Thirteen r What's next? We trust that the above discussion adequately demonstrates our understanding of the project, the City's needs and your concerns. Our approach will be practical and efficient. The proposed Sanitary Sewer Study will provide lasting benefits to the City and could reduce the project cost by significant savings. I will be the Project Manager for your project. As you know, I have worked on similar sanitary sewer investigations, pumping station designs, and major sanitary interceptor sewer construction projects. My resume and the resumes of other project team members are included in this Proposal. Also included is our detailed scope of service, schedule, and technical qualifications to complete the work. Our proposal is divided into the following sections: Detailed Scope of Services Project Schedule General Qualifications Specialized Qualifications and References Professional Resumes I will call you next week to answer your questions or provide any additional information that you need. We are truly enthusiastic to work with you to meet the demands of your growing community and the challenges presented in this project. Very truly yours, BAXTER & WOODMAN, INC. ENVIRONMENTAL ENGINEERS Darrel R. Gavle, P.E. DRG:bt 920230 Encl.