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Home My WebLink About25-145 Resolution No. 25-145 RESOLUTION AUTHORIZING EXECUTION OF A CHANGE ORDER NO. 4 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. 4 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. 4, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: August 13, 2025 Adopted: August 13, 2025 Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk or e4G., City of Elgin Change Order ELGIN, ILLINOIS PROJECT: Wing Park Former Leaking Underground Storage Tank Investigation CHANGE ORDER NO. 4 CONTRACT: Agreement dated August 11, 2021, with Ramboll Americas Integrated Solutions, Inc. t%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 June 27, 2025, attached hereto as Exhibit A. REASONS FOR CHANGE: The Illinois EPA has requested that a Corrective Action Plant (CAP) be prepared and submitted for site closure to obtain a No Further Remediation (NFR) letter. • 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 interest 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 CHANGE ORDER NO. 3 $51,600.00 TOTAL OF PREVIOUS CHANGE ORDERS: $97,913.00 CHANGE ORDER NO. 4 ADD $17,444.00 $17,444.00 TOTAL REVISED CONTRACT AMOUNT: $145,992.00 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 increased the original contract amount by a total of$51,600.00. Change Order No. 4 will increase the original contract amount by a total of$17,444.00, that sum representing 56.9% of the original contract amount. The new contract amount inclusive of all changes orders is $145,992.00. 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. 4 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. 4 within six (6) weeks after said budget approval. All other contract provisions remain the same. CHANGE ORDER No. 4 Agreed to this 13th day of August, 2025. Accepted by: RAMBOLL AMERICAS INTEGRATED SOLUTIONS, INC. F/K/A O'BRIEN & GERE, INC. OF NORTH AMERICA By: Ron Horan Title: Senior Project Scientist Date: August 13, 2025 Signature: r Approved by: CITY OF ELGIN By: Richard G. Kozal Title: City Manager Date: August 13 Signature: Legal Dept\Agreement\Change Order 4-Wing Park LUST-Ramboll-8-7-25.doc ATTACHMENT A RAMB LL ENVIRONMENT & HEALTH Mr. Christopher Beck Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120 Request for Change Order No. 4 Corrective Action Plan and Budget Reimbursement Forms Wing Park LUST Incident No. 982831 1010 Wing Street, Elgin, Illinois June 27, 2025 Dear Mr. Beck: Ramboll Americas Engineering Solutions, Inc. (Ramboll) is pleased to submit this request for Change Order No. 4 to complete a Corrective Action Plan (CAP) and associated budgeting forms under the Illinois Environmental Protection Agency (IEPA) Leaking Underground Storage Tank (LUST) program at the above- referenced site. The scope of services offered herein will include reporting Ramboll activities to advance this open LUST incident to closure and assist the City of 333 West Wacker Drive Suite 1050 Elgin (City) in obtaining a No Further Remediation (NFR) letter related to this Chicago,IL 60606 former UST. USA A. BACKGROUND T +1 312 288 3800 F +1 312 288 3801 Ramboll was retained by the City to perform site investigation services for a LUST https://ramboll.com incident located at Wing Park, 1010 Wing Street, Elgin, Illinois. The purpose of the investigation was to respond to a request by the IEPA 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 and approved by the City through Change Order No. 1 through 3. Ramboll has conducted several investigations of the site and submitted several reports to the IEPA. The investigations began as Stage 2 Site Investigation in accordance with 35 Illinois Administrative Code (IAC) Part 734.320 and several supplemental investigations were conducted as a result of IEPA's comments of the initial Stage 2 investigation. The results of the investigations were presented in a Site Investigation Completion Report (SICR) dated December 14, 2023 and revised SICR dated March 3, 2025. IEPA responded on June 18, 2025 indicating the revised SICR was approved. In email correspondence with the IEPA on June 25, 2025, the IEPA indicated a CAP should be developed to continue towards site closure. B. SCOPE OF SERVICES Task 1100 - LUST FUND COORDINATION Consistent with the LUST Fund process, each phase of work requires a new budget submittal followed by a separate reimbursement package. Ramboll will prepare and submit a budget plan to seek approval of 1/3 Wing Park CAP Proposal TLH.docx Confidential RAMB LL the associated reimbursable costs to complete the proposed scope of work, detailed below. This budget plan will be submitted in conjunction with the CAP. Upon approval of the CAP, Ramboll will submit a reimbursement package to the IEPA to seek payment from the LUST Fund. The LUST Fund works on the basis of reimbursement of eligible costs, so the costs must be incurred and documented before they can be submitted for payment. Similar to previous reimbursement efforts completed for this project, the reimbursement package will be submitted on the IEPA's forms and be supported by relevant back up information such as vendor invoices and cancelled checks. Ramboll anticipates submitting one reimbursement application after the completion of the CAP. Task 1200 — CORRECTIVE ACTION PLAN Ramboll will prepare a CAP for submittal to the IEPA LUST program. The CAP will be prepared in adherence with 35 IAC Part 734.335. It is anticipated that the report will be prepared as a report with figures, tables, and appendices provided as required under the IEPA LUST program. In addition, the IEPA LUST technical summary form will be prepared and will be signed by the City and a licensed Professional Geologist (PG) or Professional Engineer (PE) from Ramboll. C. COMPENSATION AND TERMS Ramboll proposes to complete the scope of work as described herein on a time and materials basis with an estimated not-to-exceed fee of $17,444.00, which includes Ramboll's professional labor costs required to complete this scope of work. A detailed cost breakdown is provided as Attachment 1. The estimated fee is broken down as follows: Terms and conditions for the work will be in accordance with the Agreement between the City and Ramboll dated August 11, 2021 pertaining to the subject site. The cost of the contract is increased pursuant to this Change Order No. 4 as follows: Original Contract Amount: $ 30,635.00 Previous Chance Orders $ 97,913.00 Current Contract Amount: $ 128,548.00 Change Order No. 4 $ 17,444.00 Revised Contract Amount: $145,992.00 The services will be performed on a time and materials basis in accordance with Ramboll's current Preferred Labor Rate Schedule for 2025, attached. Please note, a percentage of this amount has and will be reimbursed by the State of Illinois LUST fund. Schedule Ramboll is prepared to initiate project activities upon written authorization from the client to proceed. Budget approval by IEPA may take approximately 60 days; however, work related to the CAP will proceed prior to budget approval. Ramboll anticipates that the draft CAP will be submitted to the City for review within six weeks of written authorization and finalized within 1 week of receiving City's 2/3 wmg Park CAP Proposal TIH.docx Confidential RAMB LL comments. 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 services and project fee: 1. Costs to address multiple reviews by additional third parties that require submittal of additional report drafts or labor are not included in the budget. 2. This proposal does not include responding to future comments or review letters from Illinois EPA. Such efforts will be performed under a separate scope of work. 3. The costs include two hard copies to be submitted to IEPA via Federal Express and an electronic PDF copy of the CAP for the City's records and to additionally submit the CAP to IEPA via email should the City wish to do so. 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 if you have any questions regarding this proposal. Sincerely, Ron Horan, PG, CHMM Senior Project Scientist M +1 847 890 5422 ron.horan(irarnboll.com Attachments: Attachment 1 - Summary of Estimated Costs Attachment 2 - 2025 Preferred Fee Schedule ACCEPTANCE AND AUTHORIZATION TO PROCEED CITY OF ELGIN Signature: Name: Title: Date: 3/3 Wing Park CAP Proposal TLH.docx Confidential • ATTACHMENT 1-SUMMARY OF ESTIMATED COSTS CLIENT:City of EIgIn 6/26/202 PROJECT DESORPTION:Wing Park-Change Order 1I4 PROJECT/PROPOSAL:1940101,51 RAMIOLL PROJECT MANAGER:R.Horan Task Number: Task 1 Task 2 Task Description WST Fund Corrective Attlee Werinelleo Plea Report TOT PERSONNFI Rn5 Senior Engineer lbws 4 12 16 t•arT., $204 Costs e16 2448 $3,264 Scientist 3 _.___ _`Hou ___rs __ . R NO!an $182 Costs 4604 7280 $11,284 Business Professional 2 rlOuts 0 6 6 s swu $138 Costs 0 828 $828 Business Professional 2 Hours 0 4 4 Go•urnut.-rep•,sap. $138 Costs 0 552 $552 Administrative Assistant 3 Hours 0 4 4 r namann 5101 Coifs 0 404 5404 Hours 26 66 92 SUBTOTAL LABOR Costs $4.820 511,512 516.332 Administrative 6.0% Fee $289 $691 $980 SUBTOTAL LABOR WITH ADMINISmATIVE $5,100 $12,203 SINI $17.8 CLIENT:City of Elgin PROJECT/PROPOSAL:1940101451 Task Number: Task 1 Task 2 Task Description: LUST Fund Corrective Action Coordination Plan Report TOT EXPENSES GW Sampling Supplies/Equip $0 50 $0 Field Equipment GPS Unit 0 0 50 $0 SO PID Meter 0 0 50 SO SO Survey Equip 0 0 SO 50 $0 PPE Supplies $0 SO 50 Vehicles/Mileage0 0 50 50 50 v RE BILLABL F S Lodging $0 $0 $0 Meals $0 SO $0 Travel(Air,Train,Bus,Cab) So SO So Safety Audit $0 $o $0 Rental Vehicles 12 $Q 5.0%Fee SO SO $0 Sub Total....__....SQ _......._......____SO 30_ Per Diem Meals&Expenses(GSA Overnlgh GSA eatr. No Fee SO $0 $0 Per Diem Meals&Fspenses(GSA Day Rate Gamin_ No Fee 50 $0 50 .. Sub Total $0 $0 50 Misc.Prof.Materials/Supplies(shipping) 530 $30 $120 10.0%Fee $3 $3 $12 Sub Total $33 $33 $132 MI `.il Lras/r8..t.-II_ tif♦a SUBCONTRACT SERVICES Con r.• ,a Number of sanpO, Sanpe Sod Samples BTE%W/Encore Sampler 0 0 $0 SO SO Soil Sample Waste°noosal Parameters 0 0 $0 50 $0 GW Samples-BTE% 0 0 $0 50 SO Sod Gas Samples BTE% TO15 0 0 SO SO SO Analytical Subtotal 0 0 50 $0 SO Earth Solutions,St`Charles SO SO SO Earth Solutions,St.Charles Pnvate Utility Locate SO SO SO Purge waterdisposal-55 Gal Drums 0 0 50 50 SO Soil CutUngs/IDW-SS Gal.Drums 0 0 $0 $0 SO Mobilization for Disposal 0 0 $0 SO 50 jUBCONSULTANTSERWaj S0 $0 $0 $0 $0 $0 Subtotal SO $0 $0 Administrative Fee 10.0%Fee $0 $0 SO r3 4a Leas'. Carr v.•.. RAMB LL ENVIRONMENT & HEALTH CONFIDENTIAL Ramboll Americas Engineering Solutions, Inc. - Midwest Central PREFERRED FEE SCHEDULE Effective May 1, 2025 Personnel Category .FA Level Hourly Billing Rate Officer/ Director/ Principal L09 $264 Project/Technical/ Division Manager 2 L08 $235 Project/Technical/ Division Manager 1 L07 $204 Engineer 3/ Scientist 3 L06 $182 Engineer 2/ Scientist 2 L05 fie +L *,,$145,, Engineer 1 / Scientist 1 L04 $124 Business Professional 2 Lr ■If !M fe jP4138 Business Professional 1 L04 $119 Senior Technician •M` L03 �}k wic $101 Technician/ Intern L02 $79 Administrative Assistant .7rprlmi-41--fa! $101 tijls Project Expenses Travel, lodging, meals, fuel, rental vehicle me' Cost + 5% Field equipment, supplies, company vehicles, mileage, per diem Per unit rates In-house expenses .,� r! .p (e.g., computers, software and support, photocopies, bffice supplies, 6%of invoiced labor long-distance telephone, postage, project closeout, file storage) Rebillables Vendor expenses oar `ar 'y (e.g., materials, external drawing and document reproduction, Cost + 10% express delivery, miscellaneous field supplies) . . r" Subcontracted Services Drilling, laboratory, and other subcontractors and subconsuitants Cost + 10% Note: A labor multiplier of 1.5 times the normal rate will be used for all staff providing sworn testimony. Preferred Fee Schedule 2024-2025 RAES MWc RevO.docx