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HomeMy WebLinkAbout23-128 Resolution No. 23-128 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH ENGINEERING ENTERPRISES, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE LEAD SERVICE LINE REPLACEMENT PLAN 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, 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 Engineering Enterprises, Inc., for professional services in connection with the lead service line replacement plan, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 14, 2023 Adopted: June 14, 2023 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk 5/8/23 AGREEMENT THIS AGREEMENT is made and entered into this 14th day of June , 20 23 , by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY")and ENGINEERING ENTERPRISES,INC.,an Illinois Corporation(hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the LEAD SERVICE LINE REPLACEMENT PLAN (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. The ENGINEER shall furnish professional engineering services for the PROJECT including but not limited to Lead Service Line planning services. C. A detailed Scope of Services to be provided by the ENGINEER is attached hereto as Attachment A and incorporated into this Agreement by this reference. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. B. A detailed project schedule for the Project is included as Attachment B, attached hereto and incorporated into this Agreement by this reference. 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. - 1 - 5/8/23 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 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 A. The CITY shall reimburse the ENGINEER for services under this Agreement a lump sum of Fifty-Two Thousand Sixty-One Dollars($52,061),regardless of actual Costs incurred by the ENGINEER unless substantial modifications to the project are authorized in writing by the DIRECTOR and approved by way of written amendment to this Agreement executed by the parties. Attachment C provides a summary of the level of effort and associated cost for the scope of services for the project. 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 payments 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. C. All costs and expenses incurred by the ENGINEER in connection with the services under this Agreement are included within the total lump sum amounts provided for in Section 4A above. D. The CITY shall make periodic payments to the ENGINEER based upon actual progress after receipt and approval of invoice. Said periodic payments 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. -2 - 5/8/23 Payment Schedule Estimated Percent Estimated Value of Estimated Invoice Invoice Date Complete Work Value 5/31/2023 8.33% $ 4,338.42 $ 4,338.42 6/30/2023 8.33% $ 8,676.83 $ 4,338.42 7/31/2023 8.33% $ 13,015.25 $ 4,338.42 8/31/2023 8.33% $ 17,353.67 $ 4,338.42 9/30/2023 8.33% $ 21,692.08 $ 4,338.42 10/31/2023 8.33% $ 26,030.50 $ 4,338.42 11/30/2023 8.33% $ 30,368.92 $ 4,338.42 12/31/2023 8.33% $ 34,707.33 $ 4,338.42 1/31/2024 8.33% $ 39,045.75 $ 4,338.42 2/29/2024 8.33% $ 43,384.17 $ 4,338.42 3/31/2024 8.33% $ 47,722.58 $ 4,338.42 4/30/2024 8.33% $ 52,061.00 $ 4,338.42 TOTAL: $ 52,061.00 5. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports(2C 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. 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 Section 4 above. - 3 - 5/8/23 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 Section 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 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 50111, et seq.), as amended, or the Illinois Interest Act(815 ILCS 205/1,et seq.),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 -4- 5/B/23 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 ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement,the following types and amounts of 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. 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. - 5 - 5/8/23 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/AFFIRMATIVE ACTION The ENGINEER will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation,or unfavorable discharge from military service which would not interfere with the efficient performance of the job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require any subcontractor to submit to the City a written commitment to comply with those provisions. ENGINEER shall distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and perspective subcontractors. ENGINEER agrees that the provisions of Section 5.02040 of the Elgin Municipal Code is hereby incorporated by reference,as if set out verbatim. 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 race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation, or unfavorable discharge from military service. 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. -6- 5/6/23 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. 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 - 7- 5/8/23 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. 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 et seq. 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. - 8- 5/8/23 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: Nora Bertram,P.E. Water Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: Jeffrey W. Freeman,P.E.,CFM,LEED AP Chief Executive Officer Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 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 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. -9- 5/6/23 30. COUNTERPARTS AND 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. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine or email 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 facsimile 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. IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By By: Q _ City Manager Name m :Tehjex W.Freeman,P.E.,CFM,LEED AP Title: Chief Executive Officer Atte t- City Clerk - 10 - 5/8/2023 Page 1 of 4 Attachment A Scope of Services Lead Service Line Replacement(LSLR) PLAN City of Elgin, IL Introduction The City of Elgin Water Works System currently includes an estimated 12,000+ residential lead service lines (LSLs)that connect the City's water distribution system to residential properties. To address the health concerns associated with LSLs,the City developed a 5-Year LSL Replacement Plan with the goal of replacing several hundred LSLs per year. In Year 1 (2022), the City replaced 510 LSLs using a combination of State Revolving Funds (SRF), American Rescue Plan Act (ARPA), and Local Funds. In late 2022, levels of lead in Elgin's drinking water were found to be above the federal action level of 15 parts per billion. The City is now required to replace 7% of its LSLs annually. To meet this requirement the City plans to replace 840 LSLs using SRF and ARPA funds in Year 2 (2023 upcoming) of the program. Recently, the IEPA proposed changes to its funding eligibility procedures for SRF loans (Proposed — 35 III. Adm. Code 663: Procedures for Issuing Loans from the PWSLP to Provide Funding for LSLR). Because of this recent development and the requirement to replace 840 LSLs annually the City desires to reassess its plans for Years 3,4 and 5 of the 5-Year LSL Replacement Plan to ensure the plan optimizes its funding opportunities. In addition, the City faces a regulatory deadline to submit an Initial Lead Service Line Replacement (LSLR) Plan to IEPA before April 15, 2024. Requirements of the LSLR Plan are documented in the Lead Service Line Replacement and Notification Act (LSLRNA). The Act prescribes how many LSLs must be replaced each year beginning in 2027 as summarized in the following table. 10 YEARS 20 YEARS 30 YEARS 40 YEARS 50 YEARS z o 100,000 • ' GREATER 2% ANNUALLY W J 2 10,000 99,999 3% ANNUALLY o I U o ),DU) ),� 5% ANNUALLY U- I I I Z4,999 6%ANNUALLY Uj i i 7% ANNUALLY 5/8/2023 Page 2 of 4 NOTE: Some of the required LSLR Plan development activities are included in the current scope of services for the ongoing Water System Master Plan being performed by Engineering Enterprises, Inc. (EEI). Scope of Services Engineering Enterprises, Inc. (EEI) has developed this proposal for the City's consideration in reassessing its 5-Year LSL Replacement Plan (Phase 1) and developing a long-term LSLR Plan as required by the LSLRNA (Phase 2). As noted, some LSLR Plan development activities are included within the ongoing Water System Master Plan. A complete listing of the scope of services required to complete the LSLR Plan is included within this scope of services with work items already under contract noted as [Included in Water Master Plan]. LSLR Plan - Phase 1 (2022-2026) Task 1 —Assist the City in evaluating its current short-term LSLR Plan and develop new project areas for 2024—2026. 1.1 Review the City's current LSL Inventory and acquire the City's LSL Inventory GIS files. 1.2 Review US Census data including Median Household Income (MHI). 1.3 Review current Street Resurfacing Program. 1.4 Develop composite maps showing existing LSLs, MHI Census Tract data, and Road Resurfacing. 1.5 Estimate number of households with LSLs within Census Tracts. 1.6 Create table of MHI and estimated number of households with LSLs for each census tract being evaluated. 1.7 Develop a preliminary funding schedule to maximize principal forgiveness loans and other favorable conditions. 1.8 Meet with City of Elgin Staff to present MHI maps (above) and develop a preliminary LSLR Plan for 2024—2026. 1.9 Document updated LSLR Plan 2022—2026 5/8/2023 Page 3 of 4 NOTE: For planning purposes it is assumed that 840 LSLs will be replaced during each of the four years 2023 —2026, leaving a total of approximately 9,300 LSLs to replace as part of the LSLR Plan - Phase 2. LSLR Plan - Phase 2 (2027— 2046) The initial LSL Replacement Plan must be sent to the IEPA before April 15, 2024. Two updates are required before the Final LSL Replacement Plan, which is due before April 15, 2027. Engineering Enterprises, Inc. (EEI) will provide the following professional consulting and engineering services to assist the City in developing an Initial Lead Service Line Replacement (LSLR) Plan. Task 1 - Create an Initial LSLR Plan to replace each LSL or galvanized service line connected to downstream lead piping. 1.1 Develop plan for posting the LSLR Plan and other related materials on the City's website. 1.2 Summarize the City's Material Inventory (to be provided by the City), including [Included in Water Master Plan]: • total number of service lines; • total number of suspected lead service lines; • total number of known lead service lines; • total number of lead service lines that have been replaced each year beginning in 2020 1.3 Develop a proposed lead service line replacement schedule that includes 1-year, 5-year, 10-year, 15-year, and 20-year goals. [Included in Water Master Plan] 1.4 Conduct an analysis of costs and financing options for replacing the lead service lines connected to the community water supply's distribution system, which shall include, but shall not be limited to: • A detailed accounting of costs associated with replacing lead service lines and galvanized lines that are or were connected downstream to lead piping; • Measures to address affordability and prevent service shut offs for customers or ratepayers; and • Consideration of different scenarios for structuring payments between the utility and its customers over time. 1.5 Develop a plan for prioritizing high-risk facilities, such as preschools, day care centers, day care homes, group day care homes, parks, playgrounds, hospitals, and clinics, as well as high-risk areas identified by the community water supply. [Included in Water Master Plan] 1.6 Create a map of the areas where lead service lines are expected to be found and the sequence with which those areas will be inventoried, and lead service lines replaced. [Included in Water Master Plan] 5/8/2023 Page 4 of 4 1.7 Identify measures for how the community water supply will inform the public of the plan and provide opportunity for public comment. 1.8 Identify measures to encourage diversity in hiring in the workforce required to implement the plan. [Included in Water Master Plan] Task 2 — Meetings and Workshops 2.1 Kick-Off Meeting — EEI will lead a Project Kick-Off Meeting to establish expectations and overall objectives /timelines for the project. 2.2 Workshop #1 — EEI will present preliminary findings and ideas for all the items in Task 1. EEI will also lead a discussion to develop consensus with the Water Department on the preferences for each item under Task 1. Attendees will include the Water Department and Public Works Department. [Included in Water Master Plan] 2.3 Workshop#2 - EEI will present the Water Department's preferences developed during Workshop#1 to a broader audience and lead a discussion to develop consensus /support with the attendees. Attendees will include representatives from the City Manager's Office, Water, Finance, and Public Works Departments. Task 3 - Report Preparation and Presentations—Initial LSLR Plan 3.1 Prepare Draft Initial LSLR Plan for City review. 3.2 Presentation to the City Council 3.3 Finalize Initial LSLR Plan by incorporating comments from staff and the City Council and the Final Material Inventory. Submit Initial LSLR Plan by April 15, 2024, to Illinois EPA on behalf of the City. PROJECTATTACHMENT B: ESTIMATED SCHEDULE CLIENT City of Elgin EG2304 PROJECTDATE PREPARED Lead Service Line Replacement Plan- Phase 1 2022-2025 and Phase 2 2026-2046 5/8/23 JTGH TASK TASK DESCRIPTION 2023 2024 1 Review LSL Inventory 2 Review US Census Data 3 Review Current Street Resurfacing Program 4 Develop Composite Maps GIS 5 Estimate Number of Households 6 Create Tables of MHI and Households 7 Develop Preliminary Funding Schedule 711 8 Meet with City 9 Document LSLR Plan 2022 -2025 1.1 Develop Ian for posting LSLR Plan on City website 1.2 Summarize the Cit 's Material Inventory 1.3 Develop replacement schedule 1.4 Conduct cost analysis 1.5 D velop prioritization plan 1.6 Create map of LSLs showing replacement sequencing 1.7 Identify Ian to inform the public 1.8 Identify plan to encourage diversity in the workforce 2.1 Kick-Off Meeting 2.2 Workshop#1 - Public Works 2.3 Workshop#2 -CMO, Finance, et al. 3.1 Preliminary LSLR Plan - Draft for Review 3.2 Preliminary LSLR Plan- Presentation to Cit Council 3.3 Finalize and Submit Preliminary LSLR Plan - Final ATTACHMENT C:ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED PROJECTPROFESSIONAL ENGINEERING SERVICES CLIENT C' of EI in EG2304 PROJEC ITLE DATE PREPARED: Lead Service Line Replacement Plan I /23 TGH TASK • - - - - � NO. TASK DESCRIPTION PERSON JWF I JAM I TGH KMM KA MJT DRA HOURS COST 1 Review L L Inventory 2 1 4 2 4 13 $ 2 577 2 Review US Census Data 2 2 2 6 $ 1,090 3 Review Current Street Resurfacing Program 2 4 4 10 $ 2,008 4 Develo Com osite Maps(GIS) 4 4 8 16 $ 2,776 5 Estimate Number of Households 2 4 6 $ 1,058 6 Create Tables of MHI and Households 4 2 2 8 $ 1,552 r9 7 Develo Prelimina FundingSchedule 4 4 8 4 20 $ 4,440 8 Meet with Ci 1 1 2 1 5 $ 1 110 Document LSLR Plan 2022-2025 2 2 8 2 8 2 24 4 476 ubtotal: 11 1 8 1 38 17 32 1 21 108 21087 1.1 Develop Ian for posting LSLR Plan on City website 2 4 2 8 $ 1,420 1.2 Summarize the Ci 's Material Inventory - 1.3 Develop replacement schedule - $ 1.4 Conduct cost analysis 4 4 8 4 20 $ 3,860 1.5 Develop prioritization plan $ 1.6 Create map of LSLs showing replacement sequencing $ 1.7 Identify Ian to inform the public 2 4 2 4 12 $ 2 392 1.8 Identify plan to encourage diversity in the workforce - - Subtotal: 6 1 10 1 10 1 121 2 1 7 6-72 2.1 1 Kick-Off Meetin 4 2 4 10 $ 1,9141 2.2 Worksh #1-Public Works - $ 2.3 1 Workshop#2-Community Develo ment Finance et al. 2 4 8 4 8 26 5 272 ubtotal: 2 4 12 6 12 311 7186 3.1 Prelimina LSLR Plan-Draft for Review 2 2 12 4 24 8 52 $ �2,524 3.2 Prelimina LSLR Plan-Presentation to CityCouncil 2 8 4 4 18 $ 3.3 Finalize and Submit PreliminaryLSLR Plan-Final 4 8 4 16 Subtotal: 1 41 2 1 24 1 4 1 36 1 12 1 4 H 86 15 666 EEI STAFF DIRECT JWF Jeffrey W.Freeman,PE,CFM,LEED AP Printing/Scanninc $ 200 JAM Julie A.Morrison,PE Mileage= $ 250 TGH Timothy G.Holdeman,MS I DIRECT EXPEN: 450 KMM Kristen M.Meehan,PE KA Kamelia Afshinnia,PhD,El LABORSUMMARY MJT Matthew J.Taylor I TOTAL LABOR E 51 611 DRA Deborah R.Anderson TOTAL • i.