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HomeMy WebLinkAbout05-166 Resolution No. 05-166 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 3 TO THE AGREEMENT WITH STANLEY CONSULTANTS, INC (NPDES PHASE II STORM WATER PERMIT PROJECT) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Ed Schock, Mayor, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute Amendment No. 3 to the Agreement with Stanley Consultants, Inc. on behalf of the City of Elgin for engineering services in connection with the NPDES Phase II Storm Water Permit Project,a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: May 25, 2005 Adopted: May 25, 2005 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk THIRD AMENDMENT AGREEMENT THIS THIRD AMENDMENT AGREEMENT is made and entered into this ,21'7X( day of /y« y , 2005, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and STANLEY CONSULTANTS, INC. , an Illinois corporation (hereinafter referred to as "ENGINEER") . WHEREAS, the parties hereto have previously entered into an agreement dated January 23, 2002, for the ENGINEER to furnish certain professional services in connection with the NPDES Phase II Storm Water Permit (hereinafter referred to as "Original Agreement") ; and WHEREAS, the parties hereto have previously amended the Original Agreement pursuant to a First Amendment Agreement dated June 4, 2003 (hereafter referred to as the "First Amendment") ; and WHEREAS, the parties hereto have previously amended the Original Agreement pursuant to a Second Amendment Agreement dated July 14, 2004 (hereafter referred to as the "Second Amendment") ; and WHEREAS, the parties hereto have each determined it to be in their best interests to amend the Original Agreement to provide for additional services by the ENGINEER, specifically, the preparation of a maintenance program, a public education and involvement program, an illicit discharge program, the finalized revised ordinance, conducting computer mapping training support and field investigation of remaining structures. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows : 1 . Paragraph I of the Original Agreement entitled "SCOPE OF SERVICES" is further amended by amending Paragraph C to provide as follows : "C. A detailed scope of services for services provided during the 2002 calendar year is attached hereto as Attachment A. A detailed scope of services for services provided during the 2003 calendar year is attached hereto as Attachment A-1 . A detailed scope of services for services provided during the 2004 calendar year is attached herto as Attachment A-2 . A detailed scope of services for services provided during the 2005 calendar year is attached herto as Attachment A-3 . " 2 . Paragraph IIA of the Original Agreement is hereby amended to provide as follows : "A. An outline project milestone schedule for services to be provided in 2002 pursuant to the Original Agreement is attached hereto as Attachment B. An outline project milestone schedule for services to be provided in 2003 is attached hereto as Attachment B-l . An outline project milestone schedule for services to be provided in 2004 is attached hereto as Attachment B-2 . An outline project milestone schedule for services to be provided in 2005 is attached hereto as Attachment B-3 . " 3 . Paragraph IV of the Original Agreement is hereby amended by adding a subparagraph A-3 to provide as follows : "A-3 . For the services provided by the ENGINEER for 2005 the CITY shall reimburse the ENGINEER for such services with a total fee not to exceed $112, 000 regardless of the actual time expended or actual costs incurred by the ENGINEER unless substantial modifications to the scope of work to be performed in 2005 are authorized in writing by the CITY. A summary of the fee calculation for services to be performed in 2005 is attached hereto as Attachment D-3A. " 4 . The services to be provided by the ENGINEER pursuant to this Third Amendment Agreement shall be commenced upon execution of this Third Amendment Agreement and shall be completed by the ENGINEER as soon as is reasonably practicable but in no event later than the dates set forth in Attachment B-3 . 5 . In the event of any conflict between the terms of this Third Amendment Agreement and the terms of the Original Agreement, First Amendment and Second Amendment, the terms of this Third Amendment Agreement shall control . 6. That except as amended by this Third Amendment Agreement the terms of the Original Agreement, First Amendment and 2 Second Amendment between the ENGINEER and the CITY shall remain in full force and effect . 7 . The changes to the Original Agreement, as amended, provided by this Third Amendment Agreement are germane to the original contract as signed and the changes provided for herein are in the best interests of the City and authorized by law. IN WITNESS WHEREOF, the parties hereto have entered into and executed this Third Amendment Agreement on the date and year first written above. CITY OF ELGIN STANLEY CONSULTANTS, INC. By By 6ft Ed Schock S„_ Mayor President Attest: Attest : • City Clerk • reta5 H:\Myfiles\MyFiles\SEWER\NPDES\Agreement\Stanley Consultants-NPDES Stormwater Permit-Amend Agr4.doc 3 YEAR 4 SCOPE ATTACHMENT A-3 1. NPDES Phase II Stormwater Management Plan Implementation Support During 2005 Stanley Consultants will provide continued follow-up support to help the City implement their NPDES Phase II plan. Stanley Consultants will meet with City staff to go over the requirements of each part of the plan, will provide guidance on how to implement, and will work with City staff on making revisions. Support will be provided for the implementation of the following: • Review/modify current NPDES Phase 2 Program. • Manage Storm Water Committee for NPDES Ph.2 implementation. • lEPA Annual report preparation support. • Construction/post construction development seminar for developers/contractors/engineers. • Illicit Discharge Program implementation support. • Pollution Prevention/Good Housekeeping Manual initiation. • Continued program compilation/filing support. A. Review/Modify Current NPDES Phase 2 Program Based on the last annual report,there have been some deviations noted from the current program. Stanley Consultants will review the current program and discuss with the City the effectiveness of the implementation of programs and schedule of implementation. Based on this review and discussions, we will make recommendations to either modify programs or provide recommendations for improving implementation. In addition we will propose schedule modifications. B. Manage Storm Water Committee for NPDES Ph. 2 Implementation A storm water committee will be set up with key Elgin staff and Stanley Consultants to streamline the implementation of the Best Management Practices(BMPs) as submitted on the Notice of Intent to IEPA. Various Elgin staff will be responsible for certain tasks for program implementation. Meetings will be held every other month and chaired by Stanley Consultants. The intent is to make these best management practices part of the standard operating procedures. C. Annual Report to IEPA Support The draft report will be prepared by the Stanley Consultants and submitted to the City/Storm Water Committee for review, edit and update. Changes or updates to the program will be made as required by the permitting authorities, and included in the annual report. D. Construction/Post Construction Development Seminar for Developers/Contractors/Engineers Stanley Consultants will update the current presentation for construction practices and present to Developers, Engineers, and Contractors in spring of 2005. E. Illicit Discharge Program Implementation Support Stanley Consultants has developed a draft program document based on current practices and proposed improvements per the NOI submitted to IEPA on March 2003. To finalize this document and further the implementation of this program Stanley Consultants will work with the Committee to: Provide priority screening area recommendations based on field inspections. Develop procedure, schedule and inspection requirements for specific areas more likely to be suspect for illicit discharges. Evaluate the effectiveness of existing program including data recording. Define and clarify roles and responsibilities of various entities for detection/elimination and make recommendations for additional staffing/equipment, service requirements. Develop data collection requirements from other departments and FRWRD for tracking program implementation and identification of problem areas. Provide training materials to City staff for program implementation. Program requirements may be refined based on information collected from"Municipal Illicit Discharge and Elimination System Program Development" seminar on March 16, 2005 F. Pollution Prevention/Good Housekeeping Manual Initiation The NOI requires the development of Written Practices for Good Housekeeping for the Public Works programs. Stanley Consultants will work with the Committee to start the data collection for the development of a manual of practices. G. Program Compilation/Filing Support Files, preliminary records and schedule have been prepared as part of NPDES Phase II program development. Stanley Consultants will continue to support the city in compiling and filing by providing periodic reminders in writing indicating which documents need to be obtained when , from where, and the appropriate location to file the records. 2. Storm Water System Mapping/Database Updates A. Continued Storm Water System Field Inspection/Verification The inspection and field verification of the storm sewer system structures will be continued in 2005. It is assumed that there are a total of 10,000 structures to be inspected at an approximate cost of$30.00 per structure. Approximately 50% of these structures have been inspected or attempted to be inspected to date. Stanley will continue to provide listing of structures that could not be inspected or verified due to such things as some of structures were filled in with debris, some of the lids could not be opened, some structures were paved over, or they could not be accessed or found. Location maps of these structures will also be provided. The City will clean out,unbury, open, access etc. these structures and perform the inspection in accordance with established procedures. This information will be provided back to Stanley Consultants for mapping edits and database updates. Some areas can not be inspected through regular means due to high traffic volume. These areas require rental of traffic control devices to complete. Portions of these areas are included with the 2005 inspection. Completion of high traffic volume areas will be in the follow on years. There are no records of a portion of the existing older system and therefore those areas can not be mapped through current mapping process. These areas will need to be surveyed utilizing GPS and/or conventional survey methods. These areas are proposed to be completed in the follow-on years. The 2005 inspection program will consist of inspecting approximately 1500 structures. The scope will be as follows: a. Continue to inspect separate storm sewer structure systems as previously done for various drainage basins. b. Inspect storm sewers in some high traffic areas utilizing traffic control devices. c. Continue to inspect storm sewer system in the some of the combined sewer areas. This area is more complicated than other areas and therefore takes longer and is more expensive. d. Define the specific areas that have no associated mapping and determine the survey requirements for those areas to be performed in future years. B. Mapping/Database Updates As inspections of the system are completed, DC&A will update the mapping and database to include any changes. In the past three years the mapping and database have been revised approximately 10% due to field verification. This will be continued. In addition the structure condition code will be included in the database. The 2005 GIS mapping and database program will consist of the following: a. Edit mapping, populate database and update city files for the current year field inspections. b. Map populate database and update city files for new subdivisions provided in 2005. • • ATTACHMENT D-3A PROJECT DESCRIPTION: COMPREHENSIVE STORMWATER MANAGEMENT PROGRAM 2005 BUDGET • CLIENT: CITY OF ELGIN LOCATION: ELGIN,ILLINOIS DATE: 7-Mar-0S TASK ESTIMATED HOURS V PLS/Civ Proj.Prin Proj.Mgr Eng Civ Eng CADD/Tech Admin Tech Total Total SC-13 SC-16 SC-12 SC-9 SC-8 SC-4 . SC-2 MH Cost 1.Stormwater Management Plan Implementation Support a,Review/Modify NPDES Phase 2 Program 8 12 20 $2,224.84 b,Manage Storm Water Committee for NPDES Ph2 Implementation. 36 12 48 $6,434.72 c.IEPA Annual report Preparation Support 8 32 40 $3,928.20 d,Construction/Post Construction Seminar for develo. s/Contractors/En!ineers 8 4 16 28 $2 996.91 e.Illicit Discharge Program Implementation Support 16 40 56 $5,812.37 f.Good Housekeeping Manual 8 20 28 $2,906.19 g.Continued Program Compilation Support 4 16 20 $1,964.10 • 2.Storm Water System Field InspectionNerification a. Field Ins.: tionNerification 1000 Structures 12 28 100 32 430 602 $29 977.94 b. Field Survey Unmapped Areas(approx.300 Structures) 8 32 120, 160 320 $19,445.63 c. Field Inspection Combined Sewer Area(approx.200 structures) 6 24 64 80 174 $11,960.98 4. Coordination/Meetings 2 12 14 $2,036.11 5.Pro tMana•ement/Admin 2 36 8 46 $6 059.48 Total Hours 4 162 28 272 220 40 670 1396 %Total Man-Hours 0% 12% 2% 19% 16% 3% 48% 100% Labor Rate $115.94 $150.35 $107.85 $85.17 $78.98 $51.86 $37.75 $95,747 EXPENSES: Traffic Control 5 @$700/day . $3,500 Mileage(6,000 miles*$0.405/mi) $2,299 Mall/Fed Ex/Delivery $110 Reproduction $94 Miscellaneous $250 Subtotal $8,253 D.Carroll Engineering(See Assumptions Below) $10,000 TOTAL ESTIMATED FEE $112,000 Assumptions:1)Fee is for mapping/database updates for field inspections,and mapping/database development for unmapped areas,new developments mapping. • Also includes updates on the City GIS system. ATTACHMENT B-3 City Of Elgin NPDES Phase II Year 2005 Implementation Program ID Task Name - Start Finish Ma June J Au! S:. = bar October November December Jane: Februa March A,rtl 1 Project lnlfh6an Mon/02108 Tire 8111/006 421®5/115/21 811 :11; 1 7/1 7/11721 8/1 116/21 9/1 r/11, 11011 0/1 0/2 11/1 1/1 1/2 12/1 2/1 22 1/1 1/11 1/21 2/1 r 11 /2 3/1 113/21 4/1 -11 2 Recebe Notice to Proceed _.....--Mon 5/2/05 Mon 52/05 3 Storm Water Committee Kickoff Tue 5/10/05 Tue 5/10/05 4 Field btspectlonNerificalloo Mon W18/05 Fri 8/19/03 --FieldI spec 5/16/0-------------- t:.•.•::_ !....-. t, 5 Field Inspections Mon 5/16/05 Fri 6!19!05 kk _.. -_..... .•... , 8 Mapping/Database Updates Mon 8/1/05 Fri 11/18%03 7 Mapping Updated Base Map areas Mon 8/1/05 Fri 8/26/05 8 Map Updates Per Field inspections---._... -.-.Mon 8&28/05�..__._Fr1 10114105 1•_.-..-.•..:�::.• 9 Database Updates Mon 10/17/05 Fri 11/18/ 10 Stormwafar Management Plan Mon 812I06 Fri 3131/08 Impiamerdatiog Support 11 Storm Water Subcommittee Tire 5110/05 r Mon 3/13/06 :_ •• ..._.- _ __ 12 IEPA Annual Report Preparation Mon 523/05 Fri 6/3/05 13 Construction/Poet Construction Mon 52/05 f-----Fri 5/27/05 MOM Presentation Update&Present 14 Ma Discharge Pmgrem Support Tue 5110/05 Fri 127/06 15 Potation PreventioNt3ood Housekeeping /-_._____.._.-_ Mon&1/05 Fd3/31/Oti e.:::.:...:..:.•:.-.•:••.•.:.•._:•--•.•.•:.•.-. Support 18 On DoingProgram Compliation Support Tue 5/10/051 Fri 3/31/08 Task Summary WORONOV Rolled Up Progress RIIIIIMMINIIMOIN Protect Summary Protect npdee2-2 Progress Rolled Up Task Split Group B Summary Thu 4/14/06 Milestone ♦ Rolled Up Mlestone O External Tasks Deadline V Pagel , o � Elgin Agenda Item No. �� City of ;r . TED FF6. E L , 4 April 22, 2005 ' 1i: N "1' .. TO Mayor and Members of the City Council L ) K�t . •;f_ FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES. AND QUALITY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John M. Loete, Public Works D rector SUBJECT: Amendment No. 3 to an Agreement with Stanley Consultants for the NPDES Phase II Storm Water Permit Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Amendment No. 3 to an agreement with Stanley Consultants for related engineering services for the subject project. RECOMMENDATION It is recommended that the City Council approve Amendment No. 3 in the amount of$112,000 with Stanley Consultants and authorize staff to execute the necessary documents. BACKGROUND At its meeting on January 23, 2002, the City Council authorized an agreement with Stanley Consultants ($181,861) for the initial phases of the federally mandated permit program for storm sewer systems. The original contract scope covered multiple years and included provisions to amend the agreement for the cost and scope of work through 2005. On May 14, 2003, the City Council authorized Amendment Number One ($100,000) for the second year's services (2003), and on July 14, 2004, the City Council authorized Amendment Number Two ($111,500) for the third year's services (2004). Amendment No. 3 ($112,000) will add the engineering hours and costs for the services to be provided in 2005. A copy is attached as Exhibit A. As required by the law, the City submitted a Notice of intent (NOI) to operate a storm sewer system to the Illinois Environmental Protection Agency on March 6, 2003. The NOI includes a Stormwater Management Plan that requires continued efforts by the City. The continued efforts in 2005 will include ordinance revisions/updates, public outreach and education, development of an illicit discharge detection program, storm sewer system inspections, mapping, and data base updates. eimk Amend.#3 w/Stanley for the NPDES Phase II Storm Water Permit April 22,2005 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None OK, FINANCIAL IMPACT The total budget for this project, $506,000, is in the Riverboat Fund, account number 275-0000- 791.30-99, Miscellaneous Professional Services, project number 339633, IEPA Storm Sewer Permit ($282,000 budgeted and none available) and in account number 275-0000-791.30-03, Architectural and Engineering Services, project number 409593, IEPA Storm Sewer Permits, Phase II ($224,000 budgeted and $112,000 available). Amendment No. 3 totals $112,000. The original agreement with Stanley totaled $181,861 and Amendment No. 1 and No. 2 are $100,000, $111,500 respectively. The total not-to-exceed contract with Stanley Consultants, Inc. will now be $505,361. EGAL IMPACT None r ALTERNATIVES 1. Approve Amendment No. 3 to the agreement with Stanley. 2. Do not approve the amendment. Respectfully submitted for Council consideration. (do) Attachment tew THIRD AMENDMENT AGREEMENT THIS THIRD AMENDMENT AGREEMENT is made and entered into this day of , 2005, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and STANLEY CONSULTANTS, INC. , an Illinois corporation (hereinafter referred to as "ENGINEER") . WHEREAS, the parties hereto have previously entered into an agreement dated January 23, 2002, for the ENGINEER to furnish certain professional services in connection with the NPDES Phase II Storm Water Permit (hereinafter referred to as "Original Agreement") ; and. WHEREAS, the parties hereto have previously amended the Original Agreement pursuant to a First Amendment Agreement dated June 4, 2003 (hereafter referred to as the "First Amendment") ; and WHEREAS, the parties hereto have previously amended the Original Agreement pursuant to a Second Amendment Agreement dated July 14, 2004 (hereafter referred to as the "Second Amendment") ; and re. WHEREAS, the parties hereto have each determined it to be in their best interests to amend the Original Agreement to provide for additional services by the ENGINEER, specifically, the preparation of a maintenance program, a public education and involvement program, an illicit discharge program, the finalized revised ordinance, conducting computer mapping training support and field investigation of remaining structures. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows: 1 . Paragraph I of the Original Agreement entitled "SCOPE OF SERVICES" is further amended by amending Paragraph C to provide as follows: "C. A detailed scope of services for services provided during the 2002 calendar year is attached hereto as Attachment A. A detailed scope of services for services provided during the 2003 calendar year is attached hereto as Attachment A-1. A detailed scope of services for services provided during the 2004 calendar year is attached herto as Attachment A-2 . A • detailed scope. of services for services provided during the 2005 calendar year is attached herto as Attachment A-3. " 2. Paragraph IIA of the Original Agreement is hereby amended to provide as follows: "A. An outline project milestone schedule for services to be provided in 2002 pursuant to the Original Agreement is attached hereto as Attachment B. An outline project milestone schedule for services to be provided in 2003 is attached hereto as Attachment B-1 . An outline project milestone schedule for services to be provided in 2004 is attached hereto as Attachment B-2 . An outline project milestone schedule for services to be provided in 2005 is attached hereto as Attachment B-3. " 3. Paragraph IV of the Original Agreement is hereby amended by adding a subparagraph A-3 to provide as follows: "A-3. For the services provided by the ENGINEER for 2005 the CITY shall reimburse the ENGINEER for such services with a total fee not to exceed $112, 000 regardless of the actual time expended or actual costs incurred by the ENGINEER unless substantial modifications to the scope of work to be performed in 2005 are authorized in writing by the CITY. A summary of the fee calculation for services to be performed in 2005 is attached hereto as Attachment D-3A." 4 . The services to be provided by the ENGINEER pursuant to this Third Amendment Agreement shall be commenced upon execution of this Third Amendment Agreement and shall be completed by the ENGINEER as soon as is reasonably practicable but in no event later than the dates set forth in Attachment B-3 . 5. In the event of any conflict between the terms of this Third Amendment Agreement and the terms of the Original Agreement, First Amendment and Second Amendment, the terms of this Third Amendment Agreement shall control. 6. That except as amended by this Third Amendment Agreement the terms of the Original Agreement, First Amendment and 2 Second Amendment between the ENGINEER and the CITY shall remain in full force and effect. 7. The changes to the Original Agreement, as amended, provided by this Third Amendment Agreement are germane to the original contract as signed and. the changes provided for herein are in the best interests of the City and authorized by law. IN WITNESS WHEREOF, the parties hereto have entered into and executed this Third Amendment Agreement on the date and year first written above. CITY OF ELGIN STANLEY CONSULTANTS, INC. By By Ed Schock Mayor President Attest: Attest: rft. By City Clerk Secretary H:\Myfiles\MyFiles\SEWER\NPDES\Agreement\Stanley Consultants-NPDES Stormwater Permit-Amend Agr4.doc r 3 • YEAR 4 SCOPE ATTACHMENT A-3 1. NPDES Phase II Stormwater Management Plan Implementation Support During 2005 Stanley Consultants will provide continued follow-up support to help the City implement their NPDES Phase II plan. Stanley Consultants will meet with City staff to go over the requirements of each part of the plan,will provide guidance on how to implement, and will work with City staff on making revisions. Support will be provided for the implementation of the following: • Review/modify current NPDES Phase 2 Program. • Manage Storm Water Committee for NPDES Ph.2 implementation. • IEPA Annual report preparation support. • Construction/post construction development seminar for developers/contractors/engineers. • Illicit Discharge Program implementation support. • Pollution Prevention/Good Housekeeping Manual initiation. • Continued program compilation/filing support. A. Review/Modify Current NPDES Phase 2 Program Based on the last annual report,there have been some deviations noted from the current program. Stanley Consultants will review the current program and discuss with the City the effectiveness of the implementation of programs and schedule of implementation. Based on this review and discussions,we will make recommendations to either modify programs or provide recommendations for improving implementation. In addition we will propose schedule modifications. B. Manage Storm Water Committee for NPDES Ph. 2 Implementation A storm water committee will be set up with key Elgin staff and Stanley Consultants to streamline the implementation of the Best Management Practices(BMPs)as submitted on the Notice of Intent to IEPA. Various Elgin staff will be responsible for certain tasks for program implementation. Meetings will be held every other month and chaired by Stanley Consultants. The intent is to make these best management practices part of the standard operating procedures. r C. Annual Report to IEPA Support The draft report will be prepared by the Stanley Consultants and submitted to the City/Storm Water Committee for review, edit and update. Changes or updates to the program will be made as required by the permitting authorities, and included in the annual report. D. Construction/Post Construction Development Seminar for Developers/Contractors/Engineers Stanley Consultants will update the current presentation for construction practices and present to Developers,Engineers, and Contractors in spring of 2005. E. Illicit Discharge Program Implementation Support Stanley Consultants has developed a draft program document based on current practices and proposed improvements per the NOI submitted to IEPA on March 2003. To finalize this document and further the implementation of this program Stanley Consultants will work with the Committee to: Provide priority screening area recommendations based on field inspections. Develop procedure, schedule and inspection requirements for specific areas more likely to be suspect for illicit discharges. Evaluate the effectiveness of existing program including data recording. - Define and clarify roles and responsibilities of various entities for detection/elimination and make recommendations for additional staffing/equipment, service requirements. Develop data collection requirements from other departments and FRWRD for tracking program implementation and identification of problem areas. Provide training materials to City staff for program implementation. Program requirements may be refined based on information collected from"Municipal Illicit Discharge and Elimination System Program Development" seminar on March 16, 2005 F. Pollution Prevention/Good Housekeeping Manual Initiation The NOI requires the development of Written Practices for Good Housekeeping for the Public Works programs. Stanley Consultants will work with the Committee to start the data collection for the development of a manual of practices. G. Program Compilation/Filing Support Files,preliminary records and schedule have been prepared as part of NPDES Phase II program development. Stanley Consultants will continue to support the city in compiling and filing by providing periodic reminders in writing indicating which documents need to be obtained when, from where, and the appropriate location to file the records. enw 2. Storm Water System Mapping/Database Updates A. Continued Storm Water System Field Inspection/Verification The inspection and field verification of the storm sewer system structures will be continued in 2005. It is assumed that there are a total of 10,000 structures to be inspected at an approximate cost of$30.00 per structure. Approximately 50%of these structures have been inspected or attempted to be inspected to date. Stanley will continue to provide listing of structures that could not be inspected or verified due to such things as some of structures were filled in with debris, some of the lids could not be opened, some structures were paved over,or they could not be accessed or found. Location maps of these structures will also be provided. The City will clean out,unbury, open, access etc. these structures and perform the inspection in accordance with established procedures. This information will be provided back to Stanley Consultants for mapping edits and database updates. Some areas can not be inspected through regular means due to high traffic volume. These areas require rental of traffic control devices to complete.Portions of these areas are included with the 2005 inspection. Completion of high traffic volume areas will be in the follow on years. There are no records of a portion of the existing older system and therefore those areas can not be mapped through current mapping process. These areas will need to be surveyed utilizing GPS and/or conventional survey methods. These areas are proposed to be completed in the follow-on years. The 2005 inspection program will consist of inspecting approximately 1500 structures. The scope will be as follows: a. Continue to inspect separate storm sewer structure systems as previously done for various drainage basins. b. Inspect storm sewers in some high traffic areas utilizing traffic control devices. c. Continue to inspect storm sewer system in the some of the combined sewer areas. This area is more complicated than other areas and therefore takes longer and is more expensive. d. Define the specific areas that have no associated mapping and determine the survey requirements for those areas to be performed in future years. B. Mapping/Database Updates As inspections of the system are completed,DC&A will update the mapping and database to include any changes. In the past three years the mapping and database have been revised rik approximately 10%due to field verification. This will be continued. In addition the structure condition code will be included in the database. The 2005 GIS mapping and database program will consist of the following: a. Edit mapping,populate database and update city files for the current year field inspections. b. Map populate database and update city files for new subdivisions provided in 2005. • ATTACHMET)B-3 City0f Elgin NPDES Phase!1 Yaw 2005 knpfamentallon Program ID Task Name Start Finish fit- 1 Project lettleden Mon 512165 5/10/05 2 to Proceed Mon 5/2/05 Mon 5/2/05 • 2 Storm Water Committee Kickoff The 00/051 Tue 5/10/05 4 i (lOMIPMIMMIIIIMMMM•rllNlp 5 Field bupections Mon 5/18/05 Fd 8/19/05 FRi'grfriri7r17731_,; „ 8 Mapping/Database Upiates Mon 8/1M5 Frl 11/18/05 11,88=MMIMMINIEMNI", 7 'F==3 8 Map Updates Per field Inspections Mon 8/29/05 Fri 10/14/05 9 Database Updates Mon 10/17/05 F1'111/18/05 taiettlitt@ • 10 4 • bnplamentatiart Support 11 -- ft-le 6I1W°5 -14517511-3-1111 12 IEPA Minuet Report Reparation Mon 5/23M5 Pd 8/3/05 13 Construction/Post Construction Mon 5/2/05 Frl 51"27105 077:71 Presentation Update&Present 14 Mdt Discharge Program Support • TUO 5/10/051 R11/27/08 15 Polution Prettidon/Dood Housekeeping Mon 8/1/05 Fd 3/31/08 Supped 16 ----6nejniFingrTun-CcinSlisiinliSuTlint----rui5 5556611 1"11391756 • Task icirg7TEirltE,F. Summary 1111.11111111111.11P Rolled Up Progress IMMMIMMIMMIll Project Summary 41.1111101110111. Prtliect:npdes2-2 Data Thu 4/14/05 FilMfees OMMINIMMM1010 Rolled Up Teak Spilt GAWP By Summary 1.1.111111018141 Milestone • Rolled Up Weirton, External Tasks ; Deadline 437 Page t 11111.111111MM3 ATTACHME( -3A PROJECT DESCRIPTION: COMPREHENSIVE STORMWATER MANAGEMENT PROGRAM 2006 BUDGET CLIENT: CITY OF ELGIN LOCATION: ELGIN,ILLINOIS DATE: 7-Mar-05 1 _ TASK ESTIMATED HOURS , PLS/Civ Pro).Prin Pro] Mgr Eng Civ Eng CADD/Tech Admin , Tech _ Total Total , SC-13 SC-16 SC-12 SC-9 SC-8 SC-4 SC-2 H •a 1.Stormwater Management Plan Implementation Support , a.Review/Modify NPDES Phase 2 Program _ 8_ _ 12 20 $2,224.84 b.Manage Storm Water Committee for NPDES Ph2 Implementation. 36, i 12, 48 $8,434.72 c.IEPA Annual report Preparation Support 8 32 40 $3,928.20 1 d.Construction/Post Construction Seminar for developers/Contractors/Engineers L. 8 4, 16 28 $2,996.91 e.Illicit Discharge Program Implementation S 16 40� _ 56 $5,812.37 1.Good Housekeeping Manual 8 20 28 $2,906.19 g.Continued Program Compilation Support ` 4, 16 20_ $1,964.10■ 2.Storm Water System Field InspectionNarificatlon a. Field InspectionNeritication (1000 Structures) 12 28, 100) 32, 430 602 $29,977.94 b. Field Survey Unmapped Areas(approx.300 Structures) 8 32 120 160, 320 $19,445.63 c. Field Inspection Combined Sewer Area(approx.200 structures) _ 6 24 64 80 174` $11,960.98 4. Coordination/Meetings 2 12 14 $2,036.11_ 5.Project Management/Admin 2 36 8 46_ $8,059.48 Total Hours 4 162 28 272 220 40 670' 1396 %Total Man-Hours 0% 12%, 2% 19%, 16% 3%, 48%, 100% Labor Rate $115.94_ $150.35_ $107.85 $85.17 , $78.98 $51,86, $37.75 586,747 EXPENSES: -4 ` $3,500■ Traffic Control 5 6$700/day /Mileage(6,000 miles'$0,405Imi) $2,299 Mail/Fed Ex/Delivery $110 Reproduction T $94 4 Miscellaneous Subtotal $6,253 D.Carroll Engineering(See Assumptions Below, _ $10,000 TOTAL ESTIMATED FEE r $112,000 Assumptions:1)Fee is for mapping/database updates for field inspections,and mapping/database development for unmapped areas,new developments mapping. Also includes updates on the City GIS system.