HomeMy WebLinkAbout20-115 Resolution No. 20-115
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH BAXTER& WOODMAN, INC.
FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE NPDES PHASE II
STORM WATER PERMIT COMPLIANCE PROJECT 2020-2025
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Richard G. Kozal, City Manager, and Kimberly A. Dewis, 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 professional services in connection with the NPDES Phase II Storm Water
Permit Compliance Project 2020-2025, a copy of which is attached hereto and made a part hereof
by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 26, 2020
Adopted: August 26, 2020
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 26th day of August 2020,by
and between the CITY OF ELGIN,an Illinois municipal corporation (herein after referred to as
"CITY") and Baxter & Woodman, Inc., Consulting Engineers (hereinafter referred to as
"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the NPDES Phase II Storm Water Permit Compliance Project 2020-
2025 (hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals 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 for and in consideration of the mutual
promises and covenants contained herein,the sufficiency of which is hereby acknowledged to
act for and represent it in the engineering matters involved in the PROJECT as described
herein,subject to the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Water
Director of the CITY, herein after referred to as the "DIRECTOR".
B. An outline scope of services is provided herein under.
Permit Application
Project Management and Administration
Public Education and Outreach
Public Involvement and Participation
Illicit Discharge Detection and Elimination
Post-Construction Stormwater Management
Municipal Pollution Prevention/Good Housekeeping
Monitoring, Record Keeping, and Reporting
Development of the Geographic Information System
C. A detailed Scope of Services for the year 2020-2021 is attached hereto as
Attachment A. A revised Scope of Services shall be issued for the PROJECT for
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the subsequent Agreement years prior to the commencement of each such
Agreement year.
2. PROGRESS REPORTS
A. A detailed project schedule for the PROJECT for the Agreement year 2020-2021
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 B below.The CITY will issue to the ENGINEER a detailed PROJECT
schedule for the PROJECT for the subsequent Agreement years prior to the
commencement of each such Agreement year.
B. 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.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including,but not limited
to, reports,plans,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 DIRECTOR;provided,however,that the ENGINEER may retain
copies of such work product for its records. ENGINEER'S execution of this Agreement
shall constitute ENGINEER'S conveyance and assignment of all right,title and interest,
including but not limited to any copyright interest,by the ENGINEER to the CITY of all
such work product prepared by the ENGINEER pursuant to this Agreement. The CITY
shall have the right either on its own or through such other engineers as determined by
the CITY to utilize and/or amend such work product. Any such amendment to such
work product shall be at the sole risk of the CITY.Such work product is 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.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided, the ENGINEER shall be paid based on the ENGINEER's
hourly rates of compensation for work time performed plus expenses.A listing
of the ENGINEER'S 2020 Hourly Fees and Expense Items is attached hereto as
Attachment C.The ENGINEERS'fee for the PROJECT shall not exceed$442,100
regardless of the actual costs incurred by the ENGINEER unless substantial
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modifications to the scope of the work are authorized in writing by the
DIRECTOR. The Engineer may adjust the employee wages, overhead, and
expenses in Attachment C on or about January 1 of each subsequent year and
will send the new schedule to the City.
B. The not-to-exceed fee amount for each year is provided herein under.
L 2020/2021 - $90,110
ii. 2021/2022 - $88,000
iii. 2022/2023 - $88,000
iv. 2023/2024 - $88,000
V. 2024/2025 - $88,000
The ENGINEER will proceed with the professional services for 2020 to 2021 as
described in Attachments A and B, but will not proceed with the professional
services for subsequent years without written authorization from the CITY.
C. For outside services provided by other firms or subconsultants,the CITY shall
pay the ENGINEER the invoiced fee to the ENGINEER,plus 10%.Any such fees
are included in the above-referenced amount of$442,110.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the annual or total contract
amount, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.Progress
reports (213 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 ENGINEER for work done under
this Agreement.The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
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6. 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 4
above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 6, shall be deemed
concluded on the date the CITY determines that all of the ENGINEER's work under this
Agreement is completed.A determination of completion shall not constitute a waiver of
any rights or claims which the CITY may have or thereafter acquire with respect to any
term or provision of the Agreement.
8. 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 additional 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 interruption.
9. 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 remedies as may be suitable to the violation or
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. Notwithstanding the
foregoing,or anything else 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 ENGINEER pursuant
to Paragraph 4 hereof, no action shall be commenced by the ENGINEER against the
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CITY for monetary damages. ENGINEER hereby further 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 which it claims it may otherwise be entitled pursuant
to law, including, but not limited to, the Local Government Prompt Payment Act (50
ILCS 501/1,etseq.),as amended,or the Illinois Interest Act(815 ILCS 205/1,etseq.),as
amended.The parties hereto further agree that any action by the ENGINEER 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. The provisions of this paragraph shall survive
any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend
and hold harmless the CITY, its officers, employees, agents, 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 negligent actions or omissions of the ENGINEER in
connection herewith,including negligence or omissions of employees or agents of the
ENGINEER arising out of the performance of this Agreement.In the event of any action
against the CITY,its officers,employees,agents,boards or 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 paragraph shall survive any
expiration and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official,director,officer,agent or employee 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 or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, pay for and maintain in effect, during the term of this
Agreement, the following insurance:
A. Comprehensive Liability.The ENGINEER shall provide,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.
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The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed
by the ENGINEER under Article 10 entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other
insurance'or self-insurance programs afforded to the CITY. There shall be no
endorsement or modification of this insurance to make it excess over other
available insurance, alternatively, if the insurance states that it is excess or
prorated, it shall be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits
of not 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 Engineers Professional
Liability Insurance Covering claims resulting from error,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.
13. CONSTRUCTION MEANS,METHODS,TECHNIQUES.SEQUENCES,PROCEDURES AND
SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety
precautions and programs in connection with the construction, unless specifically
identified in the Scope of Services.
14. 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,
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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.
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,marital 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, termination or suspension, in
whole or in part,of the Agreement by the CITY.
15. 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.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms,
conditions and other provisions 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 had been made. Any
proposed subcontractor shall require the CITY's advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. 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.
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19. 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 interpretation
or construction thereof.
20. 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 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, or change order as herein
provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any
disputes or the enforcement of any rights pursuant to this Agreement shall be in the
Circuit Court of Kane County, Illinois.
22. 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.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
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24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a
result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute
regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment
policies that include, at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance
abuse prevention program which meets or exceeds the program requirements in the
Substance Abuse Prevention Public Works Project Act at 820 ILCS 265/1 etseq.A copy
of such policy shall be provided to the City's Assistant City Manager prior to the entry
into and execution of this agreement.
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27. 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.
28. 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:
Eric Weiss
Water Director
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Dan Bounds
Project Manager
Baxter&Woodman, Inc.
8678 Ridgefield Road
Crystal Lake, Illinois 60012
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and
understood that in connection with the performance of this Agreement that the
ENGINEER 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 and legal status of employees. Without
limiting the foregoing,ENGINEER hereby certifies,represents and warrants to the CITY
that all ENGINEER'S employees and/or agents who will be providing products and/or
services with respect to this Agreement shall be legal residents of the United States.
ENGINEER shall also at its expense secure all permits and licenses,pay all charges and
fees and give all notices necessary and incident to the due and lawful prosecution of the
work,and/or the products and/or services to be provided for in this Agreement. The
CITY shall have the right to audit any records in the possession or control of the
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ENGINEER to determine ENGINEER'S compliance with the provisions of this section.In
the event the CITY proceeds with such an audit the ENGINEER shall make available to
the CITY the ENGINEER'S relevant records at no cost to the CITY. ENGINEER shall pay
any and all costs associated with any such audit.
30. 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. For the purposes of executing
this agreement,any signed copy of this agreement transmitted by fax machine or e-mail
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 fax machine or e-mail shall be
considered for these purposes as an original signature and shall have the same legal
effect as an original signature.Any such faxed or e-mailed copy of this agreement shall
be considered to have the same binding legal effect as an original document. At the
request of either party any fax or e-mail copy of this agreement shall be re-executed by
the parties in an original form. No party to this agreement shall raise the use of fax
machine or e-mail as a defense to this agreement and shall forever waive such defense.
31. APPROPRIATIONS
The fiscal-year of the CITY is a 12 month period ending December 31. The obligations
of the CITY under any contract for any fiscal year are subject to and contingent upon
the appropriation of funds sufficient to discharge the obligations which accrue in that
fiscal year and authorization to spend such funds for the purposes of the contract. If,
for any fiscal year of the term of this Agreement,sufficient funds for the discharge of the
CITY'S obligations under the Agreement are not appropriated and authorized,then the
Agreement shall terminate as of the last day of the preceding fiscal year,or when such
appropriated and authorized funds are exhausted,whichever is later,without liability
to the CITY for damages,penalties or other charges on account of such termination.
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IN WITNESS WHEREOF,the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
CITY OF ELGIN: BAXTER&WOODMAN, INC.:
By: y
City Manager Louis D. Haussmann, P.E.,Vice President/COO
2Attes
l0- �
City Clerk Barbara Tobin, Deputy Secretary
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•
NPDES Phase II Storm Water Permit Compliance Project
ATTACHMENT A
SCOPE OF SERVICES
August 2020 through July 2021
1. Project Management and Administration
a. Coordination with CITY—Confer with the CITY,from time to time,to clarify and
define the general scope, extent, and character of the PROJECT. This includes
attending up to three (3) PROJECT meetings with the CITY in addition to the
other meetings identified in this Scope of Services.The ENGINEER shall interface
with various CITY departments, as may be necessary to complete the tasks
included in this Scope of Services.
b. Project Administration — Plan, schedule, and control activities that must be
performed to complete the PROJECT. These activities include, but are not
limited to, budgeting,scheduling, scoping, and managing.
C. Coordination with Other Entities—Coordinate with outside agencies and other
CITY departments and consultants, including, but not limited to, Kane County,
Kane-DuPage Soil and Water Conservation District, the CITY's Public Works
Department,Water Department,Neighborhood Liaison Office,and the CITY's GIS
and CSO consultants. Work with these entities to take advantage of existing
programs, avoid duplication of effort, and ensure compatibility of documents
and data.
d. Monthly Status Report- Provide a monthly status report keyed to the PROJECT
schedule to accompany the associated invoice. The monthly status report shall
describe the tasks completed for the period, pending tasks with anticipated
completion dates,and items the'ENGINEER is waiting for the CITY to provide.
2. Stormwater Management Program Implementation
2.1 Public Education and Outreach Program
a. Newsletter Articles — Prepare two (2) articles suitable for publication in the
Elgin Neighbor Newsletter.Article topics will be coordinated with City staff and
will be produced in English and Spanish.
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b. Outreach Activities—Attend up to three(3)CITY events,such as an Open House,
Earth Day,or the Farmer's Market,to distribute flyers and speak with the public
about stormwater pollution prevention. MS4 program information will be
presented to the public.
C. Classroom Education and Outreach Program — Coordinate up to two (2)
classroom presentations by the Kane-DuPage Soil and Water Conservation
District to educate students within the CITY. Provide one (1) educational
presentation to a high school or community college class within the CITY. The
presentations shall educate students about the impacts of stormwater runoff
and the practices that can be used to minimize stormwater pollution.
d. In-Stream Education and Outreach Program—Coordinate with the Friends of the
Fox River to educate and train elementary and middle school aged children
about water quality.
2.2 Public Involvement/Participation Program
a. Stakeholder Meeting—Host one (1)stakeholder group meeting at the CITY with
entities such as the Fox River Ecosystem Partnership, Tyler Creek Watershed
Coalition, Friends of the Fox River, Elgin Climate Change Organization, and
Kane-DuPage Soil and Water Conservation District to coordinate events and
programs and avoid duplication of effort.
b. Public Participation Events — Coordinate up to three (3) events with various
stakeholder groups designed to involve the public in reducing the discharge of
pollutants from the CITY's separate storm sewer system. Potential public
participation events include stream cleanups,storm drain marking,tree planting,
and water quality monitoring.
2.3 Illicit Discharge Detection and Elimination Program
a. Outfall Inspections — Perform field investigations for up to 240 known outfalls
within the CITY to detect potential non-stormwater discharges,including illegal
dumping, into the separate storm sewer system. High priority outfalls will be
inspected. Identify any outfalls not already included on the CITY's storm sewer
system atlas and ensure that these outfalls are added to the atlas. Coordinate
with the CITY on any illicit discharge monitoring, tracking, and removal
activities that may need to be conducted as a result of the outfall inspections.
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b. Stormwater Business Inspections-Identify potential commercial and industrial
businesses in the CITY.Conduct up to eight(8)new or follow-up site inspections
at these facilities to identify potential sources of stormwater pollution,
determine compliance with the NPDES Industrial Stormwater Program, if
applicable,and recommend appropriate follow-up actions. If possible,conduct
site inspections with CITY staff to provide training on the use of inspection
procedures and field forms. Inspections may also be coordinated with
representatives from the Fox River Water Reclamation District
C. GIS Mapping Updates - Update the stormwater system GIS with new or
corrected information. Updates will include new subdivisions, capital project
improvements and modifications to existing infrastructure based on field
observations.
2.4 Post-Construction Program Review
a. Review Post-Construction program implementation elements of the CITY for
compliance with MS4 permit requirements, including elements performed by
Kane County or in coordination with the County. Provide a summary memo of
findings and recommendations with respect to permit requirements.
2.5 Municipal Pollution Prevention/Good Housekeeping Program
a. Employee Training Presentation-Provide four(4) educational presentations to
remind, inform and encourage CITY personnel to prevent and reduce
stormwater pollution from municipal operations and to document activities that
prevent pollution.
b. Municipal Facility Inspections - Inspect up to twelve (12) CITY facilities
according to the Annual Inspection Procedures included within the Stormwater
Pollution Prevention Plan for CITY Facilities. Site inspections can be performed
with CITY staff to provide training on the use of inspection procedures and
forms.
2.6. Implementation, Monitoring, Record Keeping and Reporting
a. Annual Facility Inspection Report(AFIR)-Prepare and submit an Annual Facility
Inspection Report to the TEPA by the deadline dictated by the TEPA. CITY to
provide annual report information outside of this scope of services.
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b. Water Quality Monitoring-Collect samples from bodies of water such as the Fox
River and Tyler Creek at four(4)strategic locations to evaluate the effectiveness
of the CITY's NPDES Municipal Stormwater Program. Samples will supplement
data available from other sources and will be collected on four (4) occasions
throughout the year,during wet weather. This task includes the cost of water
quality testing at a private laboratory.
C. Annual Program Review-Review the CITY's efforts to reduce the discharge of
pollutants from its separate storm sewer system, protect water quality, and
satisfy the applicable requirements of the NPDES Permit.Identify improvements
that need to be made in subsequent years of the PROJECT in order to maintain
compliance with the NPDES Municipal Stormwater Program, including any
changes that may be necessary if the IEPA determines that the CITY will be
regulated as a Phase I community. Provide the CITY with a summary of the
recommended improvements.
d. File Maintenance-The ENGINEER shall review the existing file system for the
PROJECT in the office of the CITY and applicable related web page(s) by
coordination with the CITY's webmaster.
e. Audit Preparation - Assist the City with preparing for a regulatory program
audit (if performed). Assistance will include file and website material review,
reporting review, facility evaluation and audit preparation recommendations,
and assistance during the audit. Assistance with preparing an audit response
letter will also be provided.
f. [EPA Notice of Intent (NOI) - Assist the City with developing a draft NOI for
submittal to IEPA for the new 2021 MS4 permit.One meeting with City staff will
be facilitated for review and input on the draft NO1.A final NO1 will be produced
for IEPA submittal in 2021.
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NPDES Phase II Storm Water Permit Compliance Project 2020-2025
ATTACHMENT B
SCHEDULE FOR 2020-2021
(August 2020 -July 2021)
DISTINCT TASKS COMPLETED IN / BY
1. Water Quality Monitoring#1 March 2021
2. Outreach Activity- Earth Day April 2021
3. Outreach Activity- Public Works Open House
May 2021
4. Annual Facility Inspection Report
5. Water Quality Monitoring#2 June 2021
6. Outreach Activity- Farmer's Market July 2021
7. Newsletter Articles August 2021
8. Water Quality Monitoring#3 September 2020
9. Outfall Inspections
10. Municipal Facility Inspections November 2020
11. Post Construction Program Review
12.Stormwater Business Inspections
13.Water Quality Monitoring#4 November 2020
14. Employee Training Presentations
15. File Maintenance
December 2020
16.Annual Program Review
ONGOING TASKS
1. Project Administration As needed
2. Monthly Status Reports Monthly
3. Coordination Meetings with CITY 3 per year
4. Classroom Education Presentations by KDSWCD TBD
5. In-Stream Education and Outreach by FOFR TBD
6. Public Participation Events by Various Stakeholder Groups / HOA TBD
7. Coordination with Other Entities As needed
8. Audit Preparation As needed
9. Revise Storm Sewer (GIS) Data When needed
- 17 -
BAXTE �OODMAN
\\Consulting Engineers
CITY OF ELGIN,ILLINOIS
NPDES PHASE 11 STORM WATER PERMIT COMPLIANCE PROJECT
2020-2025
ATTACHMENT C
Hours Task
2020 ODC (Total
1.Project Management and Administration
a.Coordination with City
Project manager 16 $ 160 $ 2,560 $ 100 $ 2,660
b.Project Administration $ -
Project Manager 30 $ 160 $ 4,800 $ 50 $ 4,850
c.Coordination with Other Entities $ -
Project Manager 8 $ 160 $ 1,280 $ 1,280
d.Monthly Status Report $
Project Manager 12 $ 160 $ 1,920 $ 1,920
$
f.N/A $
2.1 Public Education and Outreach $
a.Newsletter Articles $
Project Manager 12 $ 160 $ 1,920 $ 1,920
Marketing Assistant 12 $ 115 $ 1,380 $ 1,380
b.Outreach Activities $ -
Project Engineer 30 $ 110 $ 3,300 $ 150 $ 3,450
c.Classroom Education and Outreach $ -
KDSWCD $ 2,500 $ 2,500
d.In-Stream Education and Outreach $ -
FOFR $10,000 $10,000
2.2 Public Involvement and Participation $ -
a.Stakeholder Meeting $ -
Project Manager 10 $ 160 $ 1,600 $ 50 $ 1,650
Project Engineer 0 $ 110 $ - $ -
b.Public Participation Events $ -
Project Manager 8 $ 160 $ 1,280 $ 1,280
Project Engineer 24 $ 110 $ 2,640 $ 100 $ 2,740
2.3 Illicit Discharge Detection and Elimination $
a.Outfall Inspections $
Project Manager 8 $ 160 $ 1,280 $ 300 $ 1,580
Project Engineer 80 $ 100 $ 8,000 $ 8,000
b.Stormwater Hotspot Facility Inspections $ -
Project Manager 8 $ 160 $ 1,280 $ 250 $ 1,530
Project Engineer 40 $ 135 $ 5,400 $ 5,400
c.GIS Mapping Updates $ -
Prgect Manager 4 $ 160 $ 640 $ 50 $ 690
Project Engineer 401 $ 1101 1 $ 4,400 $ 4,400
CITY OF ELGIN,ILLINOIS
NPDES PHASE II STORM WATER PERMIT COMPLIANCE PROJECT
2020-2025
ATTACHMENT C
2.4 Post-Construction Stormwater Management Program $
a.Post Construction Program Review $
Project Manager 16 1$ 160 1 $ 2,560 $ 50 $ 2,610
2.5 Municipal Pollution Prevention $ -
a.Employee Training Presentation $ -
Project Manager 16 $ 160 $ 2,560 $ 100 $ 2,660
b.Municipal Facility Inspections $
Project Engineer 32 $ 160 $ 5,120 $ 200 $ 5,320
2.6 Implementation,Monitoring,Record Keeping and Reporting $
a.Annual Facility Inspection Report $
Project Manager 10 $ 160 $ 1,600 $ 1,600
Project Engineer 20 $ 110 $ 2,200 $ 2,200
b.Water Quality Monitoring $ -
ProjectManager 8 $ 160 $ 1,280 $ 3,400 $ 4,680
Project Engineer 64 $ 110 $ 7,040 $ 7,040
c.Annual Program Review $
Project Manager 8 $ 160 $ 1,280 $ 50 $ 1,330
Project Engineer 0 $ 110 $ $
d.File Maintenance $ -
Project Manager 6 $ 160 $ 960 $ 50 $ 1,010
Project Engineer 0 $ 110 $ - $ -
e.Audit Preparation $ -
Project Manager 12 $ 160 $ 1,920 $ 100 $ 2,020
Project Engineer $ 110 $ - $
f.Notice of Intent $ -
Project Manager 12 $ 160 $ 1,920 $ 50 $ 1,970
Project Engineer 4 $ 110 $ 440 $ 440
$
Total Hours
Total
550 $ 72,560 $17,550 1$90,110