HomeMy WebLinkAbout21-167 Resolution No. 21-167
RESOLUTION
AUTHORIZING EXECUTION OF A CHANGE ORDER NO. 1 WITH RAMBOLL
AMERICAS INTEGRATED SOLUTIONS, INC. F/K/A O'BRIEN& GERE, INC. OF NORTH
AMERICA FOR PROFESSIONAL SERVICES IN CONNECTION WITH ENVIRONMENTAL
INVESTIGATIONS RELATING TO A FORMER LEAKING UNDERGROUND STORAGE
TANK AT 1010 WING STREET, ELGIN, ILLINOIS
WHEREAS, the City of Elgin has heretofore entered into an agreement with Ramboll
Americas Integrated Solutions, Inc. f/k/a O'Brien& Gere, Inc. of North America for professional
services in connection with environmental investigations relating to a former leaking underground
storage tank at 1010 Wing Street, Elgin, Illinois; and
WHEREAS, it is necessary and desirable to modify the terms of the agreement as is
described in Change Order No. 1 attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ELGIN, ILLINOIS,that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council
hereby finds that an exception to the requirements of the procurement ordinance is necessary and in
the best interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS,that Richard G.Kozal,City Manager,be and is hereby authorized and directed to execute
Change Order No. 1, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: November 17, 2021
Adopted: November 17, 2021
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Of
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ere. City of Elgin
Change Order
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ELGIN,ILLINOIS
PROJECT: Wing Park Former Leaking Underground Storage Tank Investigation
CHANGE ORDER No. 1
CONTRACT: Agreement Dated August 11, 2021, with Ramboll Americas Integrated Solutions, Inc.
f/k/a O'Brien&Gere, Inc. of North America("Ramboll").
SCOPE: Add to the existing scope of services additional services for the city to pursue reimbursement
of related expenses through the Illinois Leaking Underground Storage Tank(LUST) Fund. These addi-
tional services are detailed in Ramboll's proposal for Change Order No. 1 dated October 7, 2021, at-
tached hereto as Exhibit A. The schedule for the project would also be extended for these additional
services as provided in Exhibit A.
REASONS FOR CHANGE: The city has elected to add to the existing scope of services the additional
services related to pursing reimbursement of eligible expenses from the Illinois LUST Fund. The
changes provided by this change order are germane to the original contract as signed and this change
order is in the best interest of the City of Elgin and authorized by law.
SUMMARY OF CHANGES IN CONTRACT AMOUNT:
ORIGINAL CONTRACT AMOUNT: $30,635.00
CHANGE ORDER No. 1 $4,960.00
ADD
TOTAL REVISED CONTRACT AMOUNT: $35,595.00
The original amount of the contract with Ramboll is $30,635.00. Change Order No. 1 will increase the
original contract amount by a total of$4,960.00, that sum representing 16.19 percent (16.19%) of the
original contract amount. The new contract amount, inclusive of all change orders is$35,595.00.
OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. The schedule
for the project is also extended for these additional services as provided in Exhibit A.
CHANGE ORDER No. 1
Agreed to this 17 day of November, 2021.
Accepted by:
RAMBOLL AMERICAS INTEGRATED SOLUTIONS, INC. F/K/A O'BRIEN & GERE, INC.
OF NORTH AMERICA /
By: ,10�'�1 r► M . Na f-de�zz,
Title: --5-41 10r //fav/a yi''r y i4J/he'er
Date: /.off- 9 ZOZ/
Signature: IN 744-f (1f
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Approved by:
CITY OF ELGIN
By: Richard G. Kozal
Title: City Manager
Date: Nove , 2021 '
Signature: t G�
EXHIBIT A
RAMB LL ENVIRONMENT
& HEALTH
Mr. William A. Cogley
Corporation Counsel/Chief Development Officer
City of Elgin
150 Dexter Court
Elgin, IL 60120
Request for Change Order No. 1
UST Site Investigation - Wing Park
LUST Incident No. 982831
1010 Wing Street, Elgin, Illinois
October 7,2021
Dear Mr. Cogley:
Ramboll Americas Engineering Solutions, Inc. (Ramboll) is pleased to submit this
request for Change Order No. 1 related to the underground storage tank (UST) site Ramboll
investigation at the above-referenced site. The original contract for this UST site 333 W.Wacker Drive
700
was based on Ramboll's proposal dated February 8, 2021 and was authorized by Suite ago,
Chic I
ago,IL 60606
the City on August 11, 2021 with a contract amount of$30,650.00. The proposal USA
was based on the assumption that the City would not pursue reimbursement of the
related expenses through the Illinois Leaking Underground Storage Tank (LUST) T 630 881 7226
F 414-837-3608
Fund. After further discussions with the City, it was indicated that the City was www.,t,mboil,com
interested in pursuing such funding for the Wing Park site.
As a proactive measure, Ramboll completed the first step of the reimbursement
process through the Office of the State Fire Marshal (OSFM) and has confirmed CRM ctR No.f. 9 4
9
9 Project 1940101451
that the subject UST is eligible for reimbursement. The OSFM has designated a
$10,000 deductible for the site.
SCOPE OF SERVICES
To pursue LUST Fund reimbursement for the Wing Park UST, Ramboll will provide
the following additional services that were not included in the original proposal.
These services include:
Item 1 -OSFM Eligibility and Deductible Submittal - Ramboll will make an on-
line submittal to OSFM to obtain written determination of the UST's eligibility to be
covered by the LUST fund and determine the specific deductible amount that the
City would cover. This step consists of a completing an on-line submittal detailing
the relevant information related to the UST and the release incident. Ramboll will
create required site maps and layout of the UST site from file information. Note
this step was completed by Ramboll on September 20, 2021 and OSFM responded
with its letter confirming eligibility dated October 4, 2021.
Item 2- Illinois EPA Site Investigation Plan and Budget Submittal - Ramboll
will prepare a plan to describe the proposed work that generally consists of a Stage
2 Site Investigation. The work plan will be prepared using the Illinois EPA Site
Investigation Plan form with applicable attachments. Further, to pursue
reimbursement, a budget package will be prepared to itemize the anticipated
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expenses to conduct the work. Note all expenses will be expressed in terms of the required Illinois EPA unit
costs or published allowable costs for the time period in which they will be incurred. The Budget package is
anticipated to be comprised of eight forms including: General Information, Budget Summary, Drilling and
Monitoring Well Costs, Analytical Costs, Remediation and Disposal Costs, Consulting Personnel Costs,
Consultant's Material Costs, and Certification of Owner/Operator and Professional Engineer .Ramboll does
not represent that all expenses it has proposed or will incur during the project will be within the Illinois EPA's
allowable ranges or that such costs will align exactly with the original proposal. We will endeavor to pursue
cost recovery under the LUST Fund on a diligent and reasonable basis.
Item 3 — Illinois EPA Reimbursement Package -Upon completion of the site investigation work outlined
in Ramboll's original proposal, we will submit a reimbursement package to Illinois EPA to seek payment from
the LUST Fund. The LUST Fund works on the basis of reimbursement of eligible costs, so the costs must be
incurred and documented before they can be submitted for payment. Similar to Item 2, the reimbursement
package will be submitted on the Illinois EPA's forms and be supported by relevant back up information such
as vendor invoices and cancelled checks. Ramboll anticipates submitting one reimbursement application after
the completion of the site investigation phase.
If further phases of investigation or remediation are required at the site, the City will continue to be eligible
to obtain reimbursement for those costs and the $10,000 deductible will apply to the sum of all eligible costs
for the UST site (i.e., current investigation work plus any future remediation actions). However, consistent
with the LUST Fund process, each phase of future work will require a new budget submittal followed by a
separate reimbursement package. These efforts are not included herein, but will be incorporated in future
scopes of work as they develop.
The City should be aware that the process of applying for LUST Fund eligibility and the subsequent
budget/reimbursement processes are themselves ineligible expenses. Ramboll will set up separate tasks
under the project number so that invoices submitted to the City will segregate costs that are eligible for
reimbursement from those that are not.
COMPENSATION
Ramboll proposes to complete the LUST Fund reimbursement services as described herein on a time and
materials basis with a not-to-exceed fee of$4,960.00, which includes Ramboll's professional labor costs
and direct expenses required to complete this scope of work. This fee is based on an estimated level of effort
of 30 labor hours (20 Professional Engineer/Senior Project Manager hours, 5 CAD/GIS hours and 5
administrative support hours). The budget includes $100 for miscellaneous direct costs such as printing,
shipping and related expenses.
The cost of the contract is being increased pursuant to this Change Order #1 as follows:
Original Contract Amount: $30,635.00
Change Order #1 $ 4,960.00
Total Revised Contract Amount: $35,595.00
SCHEDULE
Ramboll will perform these services in a timely manner to keep the project moving. The reimbursement and
budgeting steps must be completed and approved prior to the implementation of the investigation work or
they will not be considered as eligible costs for reimbursement. Further, the Illinois EPA has an allowable
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timeframe of 120 days to review budget submittals, which will affect the overall project timing. Payments
from the LUST Fund are subject to available funding at the State level and Ramboll does not have any
influence over the payment timeline once documentation is submitted and approved.
TERMS AND CONDITIONS
Terms and conditions for the work will be in accordance with the original contract between the City of Elgin
and Ramboll pertaining to this site dated August 11, 2021.
We appreciate the opportunity to provide this proposal and look forward to the opportunity of working with you
on this project. Please feel free to contact the undersigned at 630-881-7226 or iohn.nardozzi@ramboll.com if
you have any questions regarding this proposal.
Sincerely,
M `1/1 A---
M. Nardozzi, PE
or Mel
anaging Engineer
+1 773 796 4601
M+1 630 881 7226
iohn.nardozziLtramboll.com
Authorized on behalf of the City of Elgin:
Name
Title
Date
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