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Home My WebLink About24-153 Resolution No. 24-153 RESOLUTION AUTHORIZING EXECUTION OF A CHANGE ORDER NO. 3 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. 3 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. 3, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 12, 2024 Adopted: June 12, 2024 Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk `0 OF Et.c„1/ t ° City of Elgin Change Order ELGIN, ILLINOIS PROJECT: Wing Park Former Leaking Underground Storage Tank Investigation CHANGE ORDER NO.3 CONTRACT: Agreement Dated August 11, 2021, with Ramboll Americas Integrated Solutions, Inc. f/k/a O'Brien& Gere, Inc. of North America("Ramboll"). SCOPE: Provide for additional environmental remediation services for the city owned Wing Park pursuant to the consultant's proposal dated May 8, 2024, attached hereto as Exhibit A. REASONS FOR CHANGE: The concentrations of contaminants have not been fully delineated, and additional soil borings, groundwater monitoring wells, and soil and water samples are appropriate. • The additional work to be authorized pursuant to this change order has been resubmitted for pricing in the same manner for which the original agreement was priced and procured. • The circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed. • The change is germane to the original contract as signed. • The change order is in the best interests of the City of Elgin and authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: ORIGINAL CONTRACT AMOUNT: $30,635.00 PREVIOUS CHANGE ORDERS: CHANGE ORDER NO. 1 $4,960.00 CHANGE ORDER NO. 2 $41,353.00 TOTAL OF PREVIOUS CHANGE ORDERS: $46,313.00 CHANGE ORDER NO. 3 ADD $51,600.00 $51,600.00 TOTAL REVISED CONTRACT AMOUNT: $128,548.00 The original amount of the contract with Ramboll is $30,635.00. Change Order No. 1 increased the original contract amount by a total of$4,960.00. Change Order No. 2 increased the original contract amount by a total of$41,353.00. Change Order No. 3 will increase the original contract amount by a total of$51,600.00, that sum representing 168.4% of the original contract amount. The new contract amount inclusive of all change orders is $128,548.00. OTHER CONTRACT PROVISIONS: Consultant will initiate project activities upon receipt of written authorization to proceed. Consultant will commence the additional work authorized pursuant to this Change Order No. 3 after budget approval by the Illinois EPA, which may take approximately sixty (60) days. Consultant will conduct the additional work authorized pursuant to this Change Order No. 3 within eight (8) weeks after said budget approval, weather permitting • and assuming no site access or scheduling restrictions. All other contract provisions remain the same. CHANGE ORDER NO.3 Agreed to this 12th day of June, 2024. Accepted by: RAMBOLL AMERICAS INTEGRATED SOLUTIONS, INC. F/K/A O'BRIEN & GERE, INC. OF NORTH AMERICA By: Jo h ri M. Nard1 i-i Title: Pro jtef' .01 c t-r- Date: Jane_ 9 , 2024 Signature• - �4 7/�,�v , Approved by: CITY OF ELGIN By: Richard G. Kozal Title: City Manager Date: lu 4 Signature: 7 EXHIBIT A RAMS Lt. ENVIRONMENT & HEALTH Mr. Christopher Beck Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120 Request for Change Order No. 3 Further UST Site Delineation — Wing Park LUST Incident No. 982831 1010 Wing Street, Elgin, Illinois Dear Mr. Beck: May 8, 2024 Ramboll Americas Engineering Solutions, Inc. (Ramboll) is pleased to submit this request for Change Order #3 to perform further soil and groundwater delineation Ramboll at the leaking underground storage tank (LUST) site at Wing Park. This 333 W. Wacker Drive supplemental investigation is proposed in response to the request of Illinois suite 1050 Chicago,IL 60606 Environmental Protection Agency (Illinois EPA) in their correspondence dated April USA 8, 2024. The purpose of this investigation is to advance this open LUST incident to closure and assist the City in obtaining a No Further Remediation letter related to T 312 288 3800 F 414-837-3608 this former UST. www.r m4oll,corn A. BACKGROUND AND PROJECT UNDERSTANDING Ramboll was retained by the City of Elgin to perform site investigation services for CRM Ref. 182167 a LUST incident located at Wing Park, 1010 Wing Street, Elgin, Illinois. The purpose of the investigation was to respond to a request by the Illinois EPA to investigate a former LUST that had not previously attained closure. The work was initially authorized by the City on August 11, 2021. Ramboll's scope of work was subsequently modified to include services to pursue reimbursement of the work through the Illinois LUST fund via Change Order No. 1 authorized on November 17, 2021. Under Change Order #2 of the project, Ramboll conducted further investigation of the site, considered by Illinois EPA as a Stage 2 Site Investigation. The results of this work were presented in a Site Investigation Completion Report dated December 14, 2023. Illinois EPA reviewed said report and directed that additional soil borings and groundwater monitoring wells be advanced at the site to further delineate the soil and groundwater contamination associated with the former UST. Illinois EPA's review letter dated April 4, 2024 requested four such borings and monitoring wells and indicated the corresponding location. The Illinois EPA review letter further states that the site investigation must include collection and analysis of a soil gas sample. In follow up discussions with Illinois EPA, it was pointed out that soil-gas sampling was previously completed in May, 2022 and the results did not merit repeating this investigative work. Illinois EPA concurred. For the purposes of this proposal, no further soil-gas sampling is included in the proposed scope of work. 1/6 Elgin Wing Park-CO43-Further Delineation Invest 240508.docx Confidential RAMB LL' SCOPE OF SERVICES Ramboll developed the scope of work for this Site Investigation to further delineate the on-site soil and groundwater impacts attributable to the subject UST release. The proposed plan, as identified in this proposal, incorporates the changes and modification requested by Illinois EPA in their review letter. Ramboll proposes to continue the investigation of the Wing Park LUST incident by conducting additional soil and groundwater sampling as follows: Utility Location Ramboll will coordinate through its drilling subcontractor to arrange for a private utility location at the above-referenced site prior to invasive site activities. JULIE will also be contacted to arrange for utility location in adjacent public property and rights of way. Health and Safety Plan The existing site-specific health and safety plan (HASP) will be updated as needed and adhered to in the field during all field-related activities. All Ramboll project personnel and subcontractor personnel assigned to the project will have completed, at a minimum, required OSHA training in accordance with 29 CFR Part 1910.120. Delineation Soil Borings/Monitoring Wells 1. Advance four delineation soil borings (to be denoted as WMW-11 through WMW-14) to the east, southeast, southwest, and west of the former UST location as generally indicated by the input provided by Illinois EPA. The former UST was located along the south wall of the existing Storage Building. Soil samples will be obtained at each 5-foot interval of the 30-foot boring depth (i.e., up to 6 soil samples per boring) to obtain horizontal and vertical delineation. Accordingly, approximately 24 soil samples will be collected and analyzed. 2. All soil samples will be analyzed for BTEX compounds using USEPA Method 5035/8260. 3. The four soil borings noted above will be converted into four new monitoring wells. The monitoring wells are expected to be a maximum of 30 feet deep and constructed so that the 10 foot long well screen will intercept the water table elevation. The new wells will be developed in accordance with Illinois EPA protocols. 4. One groundwater sample will be collected from each monitoring well and analyzed for BTEX compounds using USEPA Method 8260. 5. In addition, Ramboll will endeavor to collect a groundwater sample from existing monitoring well WMW-6. This well was installed in June 2023 but produced insufficient water to obtain a valid sample at the time of installation. Given its position to the southwest of the former UST, if it is feasible to obtain a sample, the data may prove to be useful in assessing groundwater near the western property line. A GeoProbe` rig (a hydraulically operated push-probe) will be utilized as the means for drilling soil borings. At each boring location, soil samples will be collected at five-foot intervals and field screened with a photoionization detector (PID) with an appropriate lamp. The soils will be logged in accordance with the Unified Code of Soil Classification (UCSC) methods and boring logs will be generated. Soil samples will be selected for laboratory analysis based on highest PID results and/or visual observation of petroleum impact made during the sampling screening process. If no observations of impact are present, a sample will be collected from the center point of the 5-foot sampling interval. 2/6 Elgin Wing Park-00S3-Further Delineation Invest 240508.docx Confidential RAMB L : Similar to the wells installed during Stage 2, the monitoring wells will be installed as permanent 2-inch diameter PVC wells, finished at grade with flush mounted well boxes. The wells will be surveyed, and an interface probe will be used to determine the depth to groundwater so that a groundwater contour map can be developed. Further, groundwater elevations will be taken at two to three of the existing monitoring wells so that a more accurate determination can be made of the groundwater gradient and direction of groundwater flow. Laboratory Analytical Program The following table summarized the proposed analytical program for delineation of the LUST. Est. Description Media No. of Depth No. of Analytical Borings/Wells (ft bgs) Samples Parameters/Methods 1 Soil Borings Soil 4 30 24 BTEX Method 5035/8260D 2 Monitoring Groundwater 4 30 4 BTEX Method 8260D Wells Resample 3 Existing Well Groundwater 1 N/A 1 BTEX Method 8260DC (WMW-6) BTEX = Benzene,Toluene, Ethylbenzene, Xylenes All samples collected during the investigation will be submitted to an accredited laboratory for analysis of the above-listed parameters. Preparation of Report Upon completion of site investigation activities and receipt of the laboratory analytical results, Ramboll will document the field activities and analytical results. Assuming that the additional investigation achieves adequate delineation of the impacts, an update to the Site Investigation Completion Report will be prepared. In the event, full delineation is not achieved, or potential off-site groundwater impacts are identified, a Stage 3 Site Investigation Plan will need to be prepared to present a plan for subsequesnt investigation work. The report will contain the following: • Narrative description of field activities and procedures employed • Documentation of field activities • Site base map showing pertinent site features and location of samples • Soil boring/probe logs and monitoring well construction diagrams • Tabulation of laboratory results and screening relative to TACO remediation objectives • Modeled extent of BTEX contamination to the nearest property boundary and/or water body, if applicable. • Data evaluation and presentation of findings • Laboratory analytical reports 3/6 Elgin Wing Park-00.3-Further Delineation Invest 240508.docx Confidential RAM 6 Lt. Disposal of Investigation Derived Waste Ramboll will conduct additional sampling of investigation derived waste (IDW) that is expected to consist of soil cuttings and purge water from the installation and development of monitoring wells. The IDW will be collected into 55-gallon drums and analyzed for petroleum UST disposal parameters. The drums will be staged on-site pending analysis and disposal arrangements. There are currently 13 such drums on-site. The existing drums and approximately eight new drums will be disposed of from the site as part of this scope of service. Coordination of LUST Fund Activities Ramboll will continue to coordinate with Illinois EPA during the project. The first step of the project will be to prepare and submit a budget plan to seek approval of the associated reimbursable costs to complete the proposed scope of work. After review and approval of the budget plan, the work will be initiated. Following completion of the work, Payment Application #2 will be submitted to seek payment from the Illinois LUST Fund for the work completed on behalf of the City of Elgin. Note the services related to budget preparation and seeking reimbursement are not considered eligible costs under the LUST Fund program. B. COMPENSATION AND TERMS Ramboll proposes to complete the scope of work as described herein on a time and materials basis with a not-to-exceed fee of$ 51,600.00, which includes Ramboll's professional labor costs, travel and direct expenses and subcontract costs (driller, lab, and drum disposal) required to complete this scope of work using the project assumptions described herein. Please see the attached Summary of Estimated Costs (Attachment 1) for a breakdown of the proposed fee. Terms and conditions for the work will be in accordance with the Agreement between the City of Elgin and Ramboll dated August 11, 2021 pertaining to the subject site. The cost of the contract is increased pursuant to this Change Order No. 3 as follows: Original Contract Amount: $ 30,635.00 Previous Change Orders $ 46,313.00 Current Contract Amount: $ 76,948.00 Change Order No. 3 $ 51,600.00 Revised Contract Amount: $128,548.00 The services will be performed on a time and materials basis in accordance with Ramboll's current Preferred Labor Rate Schedule for 2024, attached. SCHEDULE Ramboll is prepared to initiate project activities upon written authorization from the client to proceed. Budget approval by Illinois EPA may take approximately 60 days after which field work will be arranged. The proposed field work can be completed in approximately three days assuming there is no site access or scheduling restrictions. Ramboll anticipates that the report will be submitted to the City for review within 4 weeks of receipt of the laboratory analytical data. The schedule and costs assume standard 5 to 7-day 4/6 Elgin Wing Park-COA3-Further Delineation Invest 240508.docx Confidential RAMB LL . laboratory turnaround time. If the proposed schedule does not meet your needs, we will work to adjust the schedule according to your needs. ASSUMPTIONS The following general cost assumptions have been considered in developing the scope of and project fee: 1. Ramboll understands that the City of Elgin will seek to obtain reimbursement of eligible costs from the Illinois LUST fund. It is understood and agreed that tasks associated with budget preparation or submittal of reimbursement applications are typically not reimbursed by the LUST Fund. Ramboll does not represent that its costs will be fully recognized for reimbursement by the LUST fund. At the present time, Illinois EPA has not published its allowable reimbursement rates for work conducted after June 30, 2024. Ramboll has applied reasonable estimates for escalation of drilling and laboratory services in anticipation of increases in the allowable rates. 2. All field work will be performed under safety Level D personal protective equipment (PPE) procedures. If upgrades to Level C or B are required, additional costs will accrue. 3. Work will occur during normal workday hours (Monday through Friday, 7:00 am to 5:00 pm). If work is required at night or on weekends, cost surcharges may be applicable to labor rates and subcontracted costs anticipated in the budget. 4. Field work will be performed under reasonable weather conditions and without major weather delays or interruptions. 5. Field work anticipates the use of standard GeoProbe s equipment for soil borings and monitoring well installation. Extra costs may accrue for specialty drilling equipment, if necessary, based on site conditions (i.e., low ceiling clearance, etc.). 6. The client will provide the legal right of entry and compile available information that may be pertinent to conducting the scope of work as described herein. 7. The project budget assumes clear access to the locations where soil, and groundwater sampling is to occur. The project budget does not include cost for removing or relocating debris, extensive concrete coring, demolition of any structure or impediment, tree removal, utility relocation or modification, or any other related activity associated with gaining access to investigation areas. 8. Costs associated with repair of replacement of damaged utilities that are unmarked by the private utility locator and/or JULIE, or not otherwise brought to the attention of Ramboll by the client prior to performing field work are not included. 9. Costs to address multiple reviews by additional third parties that require submittal of additional report drafts or labor are not included in the budget. 5/6 Elgin Wing Park-Co43-Further Delineation Invest 240508.docx Confidential RAMB I.C. 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 john.nardozziaramboll.com if you have any questions regarding this proposal. Sincerely, s/1 M. Nardozzi, PE ' •ct Officer +1 630 881 7226 John.nardozzo ramboll.corn Attachments: Attachment 1 - Summary of Estimated Cost Preferred Fee Schedule 6/6 Elgin Wing Park-CO#3•Further Delineation Invest 240508.docx Confidential .4 .rh-_ r a-_4 CLIENT:City of Elgin 2/4/2021 PROJECT DESCRIPTION:Wkq Park-00113•Soil&GW Delineation PROJECT/PROPOSAL: 1940101451 RAMBOLL PROJECT MANAGER:J.Nardoai Task Noakes: Task 1 Tag 2 Td 3 Tag 4 Task Description: l Report DNPwaId IDW LUST �ad TOTAL PERSO5NIl r' ' Project Maeaim 2 Haas 6 12 2 12 32 unman $252 Costs 1512 3024 504 3024 $4,064 Senior Engine's _.Hours__ 4 ___ ____ 8 4 __0 _16 a TNmann $185— Costs 740 1480 740 0 ____� ,960 SdNnt t 2 Horns 0 12 0 0 12 Garry.etl.-aye,Mar.. 5132 Costs 0 1584 0 0 $1,584 Geologist1 Horns 38 30 6 12 86 a.ra.Isen $125 Costs 4750 3750 750 1500 510,750 lesions harawbnal 1 _ Hoses 2 12 0 0 14 5.5t05 5113 Costs 226 1356 0 0 $1582 Administratlw Assistant 3 Hours 4 4 0 0 8 tan..., $95 Costs 380 380 0 0 $760 Hours 60 78 12 24 174 SUBTOTAL LABOR Costs $8,040 $11,574 $1,994 $4524 $26,137 AdmmistreiM 6.0% Fee S482 $694 $120 5271 $1568 SUBTOTAL LABOR Wr1 4 ADMINISTRATIVE • $8,522 • $12,268 - $2,114 $4,215 - $27 700 CLIENT:City of Elgin PROJECT/PROPOSAL:1940101451 Task Number: Task I Task 2 Task 3 Task 4 Planning/Fiekl IUST Fund Task Description: Report Disposal of IOW Investigation Coord. TOTAL Ex PE`.s Es GW Sampling Supplies/Equip 5 Wells $450 $0 $0 SO 5450 Field Equipment $0 SO GPS Unit 2 250 5500 50 $500 PIO Meier 2 150 5300 50 5300 Survey Equip 2 8S $170 SO $170 PPE Supplies 575 50 SO SO 575 VMida/MBoage 3 125 5375 $0 SO SO $375 SUaTOTA1 F]7ENS88 - lodging SO S0 SO SO 50 Mesh So SO 50 SO 50 Travel(Ms,Train.Bus,Cab) SO SO SO 50 SO Safety Audit 50 SO 50 SO SO Rental Vebki's 19 19 $4 $4 $Q 5.0%Fee $0 SO $0 $0 50 Sob Total SO $0 _.�._. SO _10 __i0 Per Diem:Mails a Expenses(GSA Owm a'00611)111 No Fee $96 $0 SO $0 $96 Per Diann Meals A Expenses(GSA Day Rau ga eater No Fes 50 SO SO $0 SO Sob Ted 596 SO SO $0 $96 Mec.Pro).Materials/Suppkes(shipping) 5140 $30 50 560 5230 10.0%Fee $14 $3 $0 $6 523 Sub Total 5154 533 $0 S66 Y_S253 SUBTOTAL REBILIABLES mr lyboealon'ArniMkvl Services h a.a.a Samples sip. Sal Samples•BTEX W/Encore Sampler 24 85 52.040 SO SO SO $2,040 Sod Sample Waste Disposal Parameters 1 225 5225 SO SO SO 5225 OW Samples BTEX 5 70 5350 50 50 $0 5350 Soil Gas Samples-BTEX-TO15 0 195 $0 $0 $0 SO $0 Analytical Subtotal 30 575 $2,615 50 S0 $0 $2,615 IlililittESSIttiiff Earth Solutions.St.Charles 1 Day Onsite Services $0005 SO 50 $0 58.005 Earth Solutions,St.Charles Print*Utenty Locate $725 SO $0 $0 $725 Purge water disposal•5S Gal Drums 9 375 53,375 $0 50 SO 53,375 Soil Cuttkug5/IDW•55 Gal.Mums 12 375 54,500 50 50 SO $4,500 Mobllinbon for Disposal 1 490 5490 50 50 $0 $490 SUBCONSUITANT SERVICES SO $0 $0 $0 50 50 $0 50 $0 50 Subtotal 519.710 50 50 SO 519.710 ad •,eor,..I.. 1005i Fee 51,971 50 50 50 $1,971 SUBTOTAL SUB.SLRVICOS $21,681 50 $0 SO S21,441 TOTAL ESTIMATED COSTS $32,323 $12,301 $2,114 $4,861 $51,600 ENVIRONMENT RAMS L`! & HEALTH Ramboll Americas Engineering Solutions, Inc. - Midwest CITY OF ELGIN FEE SCHEDULE Effective JANUARY 1, 2024 - DECEMBER 31, 2024 Personnel Category )FA Level Hourly Billing Rate Officer/ Director/ Principal L09 $252 Project/Technical/Division Manager 2 L08 $224 Project/Technical/Division Manager 1 L07 $185 Engineer 3/ Scientist 3 L06 $165 Engineer 2/ Scientist 2 L05 $132 Engineer 1 / Scientist 1 L04 $113 Business Professional 2 L05 $132 Business Professional 1 L04 $113 Senior Field Technician L03 $94 Technician/Intern L02 $72 Administrative L03 $95 Project Expenses Travel, lodging, meals, fuel, rental vehicle Cost + 5% Field equipment, supplies, company vehides, mileage, per diem Per unit rates In-house expenses (e.g., computers, software and support, photocopies, office supplies, 6% of invoiced labor long-distance telephone, postage, project closeout, file storage) Rebillables Vendor expenses (e.g., materials, external drawing and document reproduction, Cost + 10% express delivery, miscellaneous field supplies) Subcontracted Services Drilling, laboratory, and other subcontractors and subconsultants Cost + 10% Note: A labor multiplier of 1.5 times the normal rate will be used for all staff providing sworn testimony. CONFIDENTIAL_ 1/1 Confidential