HomeMy WebLinkAbout24-265 Resolution No. 24-265
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH ENGINEERING
ENTERPRISES, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
RISK AND RESILIENCE ASSESSMENT(RRA)/EMERGENCY RESPONSE PLAN (ERP)
5-YEAR REVIEW AND REVISIONS
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 risk and resilience
assessment (RRA)/emergency response plan (ERP) 5-year review and revisions, a copy of which
is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: December 4, 2024
Adopted: December 4, 2024
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
11/5/24
AGREEMENT
THIS AGREEMENT is made and entered into this 4th day of December, 20 24 , 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 RISK AND RESILIENCE ASSESSMENT (RRA) /
EMERGENCY RESPONSE PLAN (ERP) 5-YEAR REVIEW AND REVISIONS (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 design engineering 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. 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 Status Report and submitted monthly as a component of the Status
Report described in 2.B below.
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.
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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 Sixty-Four Thousand One Hundred and Four($64,104), 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,
attached hereto and incorporated into this Agreement by this reference, provides a
summary of the level of effort and associated cost for the scope of services for the
project. Attachment D, attached hereto and incorporated into this Agreement by
this reference,provides a standard schedule of charges.
13. 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.
C. 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.
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Payment Schedule
ESTIMATED
INVOICE DATE ESTIMATED % VALUE OF WORK ESTIMATED
COMPLETE COMPLETE INVOICE VALUE
12/31/2024 15.00% $9,615.60 $9,615.60
1/31/2025 23.50% $15,064.44 $5,448.84
2/28/2025 32.00% $20,513.28 $5,448.84
3/31/2025 40.50% $25,962.12 $5,448.84
4/30/2025 49.00% $31,410.96 $5,448.84
5/31/2025 57.50% $36,859.80 $5,448.84
6/30/2025 66.00% $42,308.64 $5,448.84
7/31/2025 74.50% $47,757.48 $5,448.84
8/31/2025 83.00% $53,206.32 $5,448.84
9/30/2025 91.50% $58,655.16 $5,448.84
10/31/2025 100.00% $64,104.00 $5,448.84
TOTAL S64,104.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2B 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.
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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 501/1, 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
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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.
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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
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, 1976,as amended, 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.
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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
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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.
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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:
Nora Bertram,P.E.
Water Director
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Jeffrey W.Freeman,PE,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.
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30. COUNTERPART 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( `4 By: �A
City Manager Name nv W.Freeman.PE.CFM.LEED.AP
Title: Chief Executive Officer
\tt
City Clerk
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ATTACHMENT A
Risk and Resilience Assessment (RRA) / Emergency Response Plan (ERP)
5-Year Review and Revisions
City of Elgin, Illinois — Water Department
Scope of Work
Section 2013 of America's Water Infrastructure Act (AWIA), which amended Section 1433 of the Safe
Drinking Water Act (SDWA), requires community (drinking) water systems (CWS) serving more than
3,300 people to prepare or revise Risk and Resilience Assessments (RRAs) and Emergency Response
Plans (ERPs). CWSs must certify to the U.S. Environmental Protection Agency (EPA) that this work has
been completed. In addition. CWSs must review, revise where applicable, and re-certify their RRA and
ERP to EPA every five years from the original deadlines specified in the law and summarized below.
Five-year Review, Revision and Certification Requirements
(from: https://www.epa.gov/waterresilience/awia-section-2013)
Each community water system serving more than 3,300 persons must review its RRA at least once every
five years to determine if it should be revised. Upon completion of such a review, the system must submit
to the EPA a certification that it has reviewed its RRA and revised it, if applicable.
Further, each community water system serving more than 3,300 persons must review and, if necessary,
revise its ERP at least once every five years after the system completes the required review of its RRA.
The ERP must incorporate any revisions to the RRA. Upon completion of such a review, but not later
than six months after certifying the review of its RRA, the system must submit to the EPA a certification
that it has reviewed its ERP and revised it, if applicable.
Engineering Enterprises, Inc. (EEI) assisted the City of Elgin Water Department (Elgin Water) in
completing its Initial RRA and ERP. Elgin Water certified their completion in 2020. As required by AWIA,
Elgin Water must review, revise where applicable, and re-certify the RRA before March 31, 2025, and the
ERP before September 30, 2025. At the request of Elgin Water, EEI has prepared the following Scope of
Services. Estimate of Level of Effort and Associated Costs (Attachment A), Estimated Schedule
(Attachment B), and Standard Schedule of Charges (Attachment C) for completing the 2025 updates to
the RRA and ERP.
ATTACHMENT A— RRA / ERP 5-Year Review and Revisions
SCOPE OF WORK
The proposed scope of work is divided into two phases. Phase 1 includes reviewing and revising the
2020 RRA and the 2020 Cybersecurity Assessment. Phase 2 includes reviewing and revising the 2020
ERP along with a Tabletop Exercise using the existing ERP.
Phase 1 — Review and Revise Risk and Resilience Assessment
In Phase 1, assets identified during the initial RRA will be reviewed and re-evaluated along with
the baseline threats. Risk scoring associated with the high-priority Threat-Asset pairs will be
assessed and/or reviewed along with the plan to manage risk and create a more resilient utility.
It is important for all key utility managers and supervisors to be a part of the RRA Review Team
as it provides the foundation for the ERP.
1) Phase 1 Project Administration —
This task includes overall project planning, coordination with the City, and project management.
As part of this task, EEI will convey a monthly status report to Elgin Water that will be
transmitted along with the monthly invoice.
This task also includes a Phase 1 Kick-Off Meeting and EEI assisting Elgin Water in identifying
the RRA Review Team. The team will likely include the following:
• Elgin Water Program Champion (or Co-Champions)
• Elgin Water Steering Committee
• Other Review Team Members. as appropriate
• EEI Project Manager and Project Team
2) Establish Scope of RRA Revisions/Updates
EEI will prepare an agenda. disseminate relevant information, lead the RRA Review Team. and
assign homework for and document the outcomes of three (3) RRA Workshops.
a Workshop #1: Threat-Asset Pair/ Risk and Resilience Scoring / Risk and Resilience
Management Workshop (RRA Review Team)
i. Review Section 2 of Existing RRA
1. Assess Necessity to Revise
• Asset Characterization (will be completed as prior homework)
• Threat Characterization (will be completed as prior homework)
• Preliminary Qualitative Scoring of Threat-Asset Pairs
• Bottom-Cutting to Identify Final Threat Scenarios
2. Identify Revisions Necessary and Complete
ATTACHMENT A— RRA / ERP 5-Year Review and Revisions
ii. Review Section 3 of Existing RRA and Complete New Assessment as Necessary
1. Assess Necessity to Revise
• Consequence Analysis Tasks
• Vulnerability Analysis
• Threat Likelihood Analysis
• Risk and Resilience Analysis
• Bottom-Cutting
2. Identify Revisions Necessary and Complete
iii. Review Section 4 of Existing RRA
1. Assess Necessity to Revise
• Risk and Resilience Management
• Mitigation Options/Prioritization
2. Identify Revisions Necessary
3. Discuss New Scenarios and Mitigation Options as Necessary
b. Workshop#2: Review of 2020 Cybersecurity Assessment Tool Results
i. Review Appendix C -AWWA Cybersecurity Guidance and Assessment Tool
Results of the Existing RRA
1. Assess Desire/Necessity to Revise
• Review Implementation Level Questionnaire
• Review Priorities Established in 2020
• Review Recommended Controls
2. Walk Through Questions of the 2024 Cybersecurity Assessment Tool
c. Workshop #3: Finalize RRA and 2025 Cybersecurity Assessment
i. The results of Workshops#1 and #2 will be reviewed and finalized.
3) Revise/Update RRA
EEI will develop a plan to revise the RRA including a list of recommended modifications to the
2020 RRA based on the workshop outcomes. Lists, tables, exhibits, and narrative included in
the 2020 RRA will all be considered for revision. The plan will be shared with the Program
Champion and Steering Committee for comments. Once approved, EEI will revise the 2020
RRA according to the plan, submit the revised RRA to Elgin Water for review, and upon
approval, finalize the 2025 RRA.
a. Develop Plan to Revise (Add, Delete, Modify) RRA Based on Workshop Outcomes
b. Revise RRA
c. Submit Draft for Review
d. Incorporate Staff Comments into Final Revision
ATTACHMENT A- RRA / ERP 5-Year Review and Revisions
Phase 2 — Review and Revise Emergency Response Plan
During Phase 2. the ERP Review Team will review Utility Information. Resilience Strategies.
Emergency Plan and Procedures, Mitigation Actions. and Detection Strategies. The review will
be conducted during two workshops. In addition, a tabletop exercise using the existing ERP will
be conducted. The tabletop exercise will allow the ERP Review Team and others an opportunity
to use the ERP. The "Hot Wash- step of the Tabletop Exercise will be key in identifying
meaningful modifications to the 2020 ERP.
4) Phase 2 Project Administration —
This task includes overall project planning. coordination with the City, and project management.
As part of this task. EEI will convey a monthly status report to Elgin Water that will be
transmitted along with the monthly invoice.
This task also includes a Phase 2 Kick-Off Meeting and EEI assisting Elgin Water in identifying
the ERP Review Team. The team will likely include the following:
• Client Program Champion (or Co-Champions)
• Client Steering Committee
• Stakeholders (Fire, Police, Public Works. Water. etc.)
• EEI Project Manager and Project Team
5) Tabletop Exercise, Workshop #1: Using EPA Tool for Drinking Water and Wastewater Utilities
(https://ttx.epa.gov ) (Program Champion, Steering Committee, and Stakeholders)
EEI will organize, lead, and document a Tabletop Exercise using the existing ERP. which will be
sent for review prior to the Exercise. The purpose of the tabletop exercise is to test the existing
ERP for effectiveness in guiding the response to a simulated incident. The primary steps in the
Tabletop Exercise are:
Step 1 — Identify Objectives
Step 2 — Select Participants
Step 3 — Set Date and Time
Step 4— Develop Scenario
Step 5 — Develop Materials
Step 6 — Conduct Exercise
Step 7 — Conduct Hot Wash (Assessment of Exercise)
Step 8 — Prepare After Action Report and Improvement Plan
6) Review of Existing ERP
EEI will prepare an agenda, disseminate relevant information. lead the ERP Review Team. and
document the outcomes of one (1) ERP Review Workshop.
ATTACHMENT A— RRA / ERP 5-Year Review and Revisions
a. Workshop #2: Review of 2020 ERP and Prepare for 2025 ERP (Program Champion
and Steering Committee)
i. Review ERP for Completeness and Accuracy
1. Utility Information
2. Resilience Strategies
3. Emergency Plans and Procedures
4. Mitigation Actions
5. Detection Strategies
ii. Identify Revisions Necessary
iii. Identify Items Needed for any New Threat Scenario
7) Revise/Update ERP
EEI will develop a plan to revise the ERP including a list of recommended modifications to the
2020 ERP based on the workshop and tabletop exercise outcomes. Lists, tables, exhibits, and
narrative included in the 2020 ERP will all be considered for revision. The plan will be shared
with the Program Champion and Steering Committee for comments. Once approved, EEI will
revise the 2020 ERP according to the plan. submit the revised ERP to Elgin Water for review.
and upon approval, finalize the 2025 ERP.
a. Develop Plan to Revise (Add. Delete. Modify) ERP Based on Workshop Outcomes
b. Revise ERP
c. Submit Draft for Review
d. Incorporate Staff Comments into Final Revision
8) Additional Workshop (if needed and authorized)
EEI will prepare an agenda. disseminate relevant information, lead the Elgin Water Review
Team. and document the outcomes of one (1)Additional Workshop, as authorized by the City.
Potential Additional Workshop topics include:
a. Specific Needs Associated with the Review and Revision of the Existing RRA
b. Cybersecurity
c. Specific Needs Associated with the Review and Revision of the Existing ERP
d. Tabletop Exercise — Lessons Learned
ATTACHMENT B - ESTIMATED SCHEDULE
CLIENT PROJECT NUMBER
Ci of El s in EG2406
PROJECT TITLE DATE PREPARED BY
RRA/ERP 5-Year Review and Revisions 11/26/24 TGH
TASK I�� 1 ..
NO. TASK DESCRIPTION 2024 2025
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
PHASE 1: Review and Revise Risk and Resilience Assessment
1 Phase 1 Administration/Kick-Off Meetin• --------_-==
2a Establish Sco•e of RRA Revisions/U'dates-Worksho.#1 -------_--
2b Review of 2020 C bersecurit Assessment Tool Results-Worksho•#2 ----------_=
2c C bersecuri Assessment-Worksho•#3 ---------==_
3 Revise/Update RRA ---------
PHASE 2: Review and Revise Emergency Response Plan
4 Phase 2 Administration/Kick-Off Meetin• ---_-----__-
5a Tableto. Exercise and Hotwash-Worksho.#1 ----_-------
5b Review of the 2020 ERP and Pre care for 2025 ERP-Worksho.#2 ------------
6 Revise/U'date ERP ------------
7 Complete ERP _----------_
4,
52 Wheeler Road, Sugar Grove. IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com
ATTACHMENT C-ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST
PROFESSIONAL ENGINEERING SERVICES
CLIENT PROJECT NUMBER
C' of E!in EG2406
PROJECT TITLE DATE PREPARED BY
RRA/ERP 5-Year Review and Revisions 11/26/24 TGH
TASK ROLE PIC SR.PM SR.PE II SR.PE I ADMIN
I NO. TASK DESCRIPTION PERSON JWF TGH NPW KA DRA I HOURS COST
RATE $246 $234 $200 $186 $72
PHASE 1:Review and Revise Risk and Resilience Assessment
1 Phase 1 Project Administration 1 2 4 4 2 13 $ 2,402
2a Establish Scope of RRA Revisions/Updates-Workshop#1 4 20 20 44 $ 8,656
2b Review of 2020 Cybersecurity Assessment Tool Results-Workshop#2 4 12 12 28 $ 5,568
2c Cybersecurity Assessment-Workshop#3 4 8 8 20 $ 4,024
3 Revise/Update RRA 2 20 20 42 $ 8,188
Subtotal Phase 1 1 16 64 64 2 147 $ 28,838
PHASE 2:Review and Revise Emergency Response Plan
4 Phase 2 Project Administration 2 4 4 2 12 $ 2,156
5 Tabletop Exercise and Hotwash-Workshop#1 4 20 20 44 $ 8,656
6 Review of the 2020 ERP and Workshop#2 4 8 8 20 $ 4,024
7 Revise/Update ERP 4 16 16 36 $ 7,112
Subtotal Phase 2 - 14 48 48 2 I 112 $ 21,948
8 lAdditonal Workshop(if authorized) - 4 12 1 12 I 28 $ 5,568
PROJECT TOTAL: 1 34 124 124 4 287 56,354
g,EI STAFF DIRECT EXPENSES
JWF Jeff Freeman,PE,CFM,LEED AP Printing/Scanning= $ 50
TGH Timothy G.Holdeman Mileage= $ 200
NPW Natasha P Woodlock,PE Cybersecurity Subcontract (Concentric)= $ 7.500
KA Kamelia Afshinnia.PhD.PE DIRECT EXPENSES- $ 7,750
MJT Matthew J.Taylor
DRA Deborah R Anderson LABOR SUMMARY
TOTAL LABOR EXPENSES $ 56 354
TOTAL COSTS $ 64,104
44011
52 Wheeler Road,Sugar Grove.IL 60554 Tel:630.466.6700 Fax:630.466.6701 www eeiweb.com
Engineering Enterprises, Inc.
441
STANDARD SCHEDULE OF CHARGES—JANUARY 1, 2024 50
Attachemnt D
EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE
Senior Principal E-4 $246.00
Principal E-3 $241.00
Senior Project Manager E-2 $234.00
Project Manager E-1 $210.00
Senior Project Engineer/Surveyor II P-6 $200.00
Senior Project Engineer/Surveyor I P-5 $186.00
Project Engineer/Surveyor P-4 $168.00
Senior Engineer/Surveyor P-3 $155.00
Engineer/Surveyor P-2 $140.00
Associate Engineer/Surveyor P-1 $127.00
Senior Project Technician II T-6 $175.00
Senior Project Technician I T-5 $164.00
Project Technician T-4 $153.00
Senior Technician T-3 $140.00
Technician T-2 $127.00
Associate Technician T-1 $111.00
GIS Technician II G-2 $125.00
GIS Technician I G-1 $114.00
Engineering/Land Surveying Intern I-1 $ 82.00
Executive Administrative Assistant A-4 $ 77.00
Administrative Assistant A-3 $ 72.00
VEHICLES. REPROGRAPHICS, DIRECT COSTS, DRONE AND EXPERT TESTIMONY
Vehicle for Construction Observation $ 20.00
In-House Scanning and Reproduction $0.25/Sq. Ft. (Black & White)
$1.00/Sq. Ft. (Color)
Reimbursable Expenses (Direct Costs) Cost
Services by Others (Direct Costs) Cost + 10%
Unmanned Aircraft System / Unmanned Aerial Vehicle / Drone $ 225.00
Expert Testimony $ 275.00
52 Wheeler Road • Sugar Grove, IL 60554 • Tel: 630.466.6700 • Fax: 630.466.6701 • www.eeiweb.com