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Home My WebLink About26-13 Resolution No. 26-13 RESOLUTION AUTHORIZING EXECUTION OF A CHANGE ORDER NO. 1 WITH RAMBOLL AMERICAS ENGINEERING SOLUTIONS, INC. FOR SUPPLEMENTAL SITE INVESTIGATION SERVICES (96-122 South Grove Avenue) WHEREAS, the City of Elgin has heretofore entered into an agreement with Rambo!! Americas Engineering Solutions, Inc. for site remediation program services for the property 96- 122 South Grove Avenue; and WHEREAS, it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 1 attached hereto. WHEREAS,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 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Richard G. Kozal,City Manager,be and is hereby authorized and directed to execute Change Order No. 1, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: January 28, 2026 Adopted: January 28, 2026 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk (.:,cy OF Ftc> .glY.k City of Elgin Change Order ELGIN,ILLINOIS PROJECT: Site Remediation Services for 96-122 South Grove Avenue CHANGE ORDER No. 1 CONTRACT: Agreement Dated April 24, 2024, with Ramboll Americas Engineering Solutions, Inc. SCOPE: Provide for additional environmental remediation services for the city owned property at 96-122 South Grove Avenue pursuant to the consultant's proposal dated September 11, 2025, attached hereto as Exhibit A. REASONS FOR CHANGE: The Illinois EPA has requested a new Phase I Environmental Site Assessment (ESA) to demonstrate that there are no new Recognized Environmental Conditions (REC)that could act as source areas and affect the soil and groundwater media. 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;and 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: $46,247.00 CHANGE ORDER NO. 1 ADD $12.831.00 TOTAL REVISED CONTRACT AMOUNT: $59,078.00 The original amount of the contract with Ramboll is$46,247.00.Change Order No. 1 will increase the original contract amount by a total of$12,831.00,that sum representing 27.7%of the original contract amount.The new contract amount inclusive of all change orders is $59,078.00. OTHER CONTRACT PROVISIONS: Ramboll will initiate project activities upon receipt of written authorization to proceed. Ramboll will initiate the additional work authorized pursuant to this Change Order No. 1 within 10-15 days after receipt of authorization to proceed, weather permitting,and perform the additional work as set forth in Exhibit A.All other contract provisions remain the same. CHANGE ORDER No. 1 Agreed to this 28 day of January , 2026. Recommended by: Accepted by: RAMBOLL AMERICAS ENGINEERING SOLUTIONS, INC. Party of the Second Part(Contractor) By: Angela E DeDolph Title: Principal Date: January 16, 2026 /� Signature: " y "` Z C, 04 Approved by: CITY OF ELGIN Party of the First Part(Owner) By: Richard G. Kozal Title: City Manager Date: Jan 28, 2026 Signature: 6.. .„1 Legal Dept\Agreement\Ramboll-Change Order No. 1-Crocker Theater-96-122 S Grove-I2-11-25 docx t EXHIBIT A RAMB LL ENVIRONMENT & HEALTH Mr. Chris Beck Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120 Proposal for Site Remediation Program Services Crocker Theater, Elgin, Illinois LPC #0894385624 September 11, 2025 Dear Mr. Beck: Ramboll Americas Engineering Solutions, Inc. (Ramboll) is pleased to submit this proposal to perform environmental services under the Illinois Site Remediation Program (SRP) at the above-referenced site. The purpose of these services is to advance the site toward attainment of a No Further Remediation (NFR) letter. The scope of services offered herein includes the tasks identified by the Illinois Ramboll Environmental Protection Agency (Illinois EPA) during a virtual meeting on August 333 West Wacker Drive Suite 1050 20, 2025. The proposed services will be conducted in general accordance with the Chicago,IL 60606 procedures and requirements of the Illinois SRP regulations found at 35 Illinois USA Administrative Code (IAC) Part 740 - Site Remediation Program. T+1 312 288 3800 A. BACKGROUND AND PROJECT UNDERSTANDING https://ramboll.com The Crocker Theater site is located at 96-122 South Grove Avenue in Elgin. The CRM# 157302 site was enrolled in the SRP in 2002. Several subsurface soil investigations have been completed since 2002. The subsurface investigations have identified that sporadic and random polynuclear aromatic hydrocarbons (PNA) at concentrations above the Illinois EPA's Tiered Approach to Corrective Action (TACO) Part 742, Residential Tier 1 soil remediation objectives, are present. By 2014, the site advanced within the SRP to a point where soil remediation was performed by consolidating the PNA-impacted soil in areas of the former Crocker Theater building basement and under the parking lot of the adjacent lot. A letter was submitted to the IEPA on February 11, 2015 that presented modifications to the proposed remedial strategy and considered various updates based on regulatory changes that have occurred since the Remedial Action Plan (RAP) was originally approved by the Illinois EPA, including a vapor intrusion risk evaluation. On March 11, 2015, the Illinois EPA approved the revised remedial approach, which included resampling of monitoring well MW-1 and an expanded groundwater investigation to further assess current groundwater conditions for evaluation of indoor inhalation risk. In 2024, Ramboll conducted a groundwater investigation and prepared a Remediation Action Completion Report (RACR) documenting the investigation. There were no groundwater or indoor inhalation impacts identified at the site. The RACR presented a Tier 3 background concentration study using relevant Illinois Department of Transportation (IDOT) data published in 2017. The study presented that the sporadic (now consolidated) PNAs found at the site, through Exposure Point Concentration and Upper 1/4 Crocker Theater SRP 2025 Site Invest Proposal Final.docx Confidential RAMB LL Confidence Level averaging concentrations, fall within or below the 2017 IDOT background dataset. The conclusion included that since there is not source for PNAs remaining at the site, PNA concentrations are likely from unknown urban fill during initial site development of the Crocker Theater. On December 9, 2024, in a letter, Illinois EPA provided comments requesting more current soil analytical data be collected, suggesting the soil data used in the RACR is too old to represent current conditions at the site. Additionally, the Illinois EPA stated that a comprehensive study was not completed due to lack of analysis from the full SRP Target Compound List (TCL), despite previously Illinois EPA-approved reports providing the basis for a shortened list based on Recognized environmental Conditions (RECs) identified during an initial Phase I Environmental Site Assessment (ESA), which is allowable under the SRP regulations. The City of Elgin along with Ramboll, met with Illinois EPA in an online meeting on August 20, 2025. In the meeting, Illinois EPA discussed their policies on old analytical data and lack of comprehensive analytical data, and suggested the following tasks: • Complete a new Phase I ESA to demonstrate that there are no new RECs that could act as source areas and effect the soil and groundwater media. • Develop and submit a work plan for the above task to get Illinois EPA approval prior to the work. After the meeting, Ramboll and the City of Elgin discussed that the Illinois EPA will not likely grant a NFR letter without additional soil sampling. The City of Elgin requested a scope of work and cost estimate to complete the tasks IEPA requested, through the preparation of the work plan. This estimate assumes no comments from the Illinois EPA and does not include responding to Illinois EPA's comments on the work plan and revising and resubmitting the work plan, if necessary. SCOPE OF SERVICES Task 1 - Preparation of Phase I ESA Ramboll will prepare a Phase I ESA in accordance with the ASTM International E1527-21, Standard Practice for Environmental Site Assessments: Phase I Environmental Site Assessment Process. The Phase I ESA will include a document review; review of federal, state, tribal, and local government records; review of readily available historical sources; and a site reconnaissance. Task 2 Prepare a Work Plan for IEPA's Review and Approval Ramboll will prepare a work plan as outlined below. The anticipated proposed sampling plan involves advancing borings to collect soil samples at the following locations: • Up to 4 sample intervals collected from two boring locations within the PNA-impacted consolidated soil area placed in the Crocker Theater building footprint, also known as Soil Remediation (SRA) #1. • Up to two sample intervals collected from one boring location in the PNA-impacted consolidated soil area placed under the parking lot at SRA #2, adjacent to the former Crocker Theater. • Up to four sample intervals collected from two boring locations in the parking lot adjacent to the former Crocker Theater at SRA #3. • Three additional borings locations will be selected at previously sampled locations outside of the SRAs and one sample interval will be collected at each location. 2/4 Crocker Theater SRP 2025 Site Invest Proposal Ftnal.docx Confidential RAMB LL The constituents to be sampled for each soil sample will be determined as part of the work plan development. Ramboll will determine whether the full TCL list will be required for one or more sampling locations, in an effort to receive a comprehensive NFR letter. The soil samples will be sent to an accredited laboratory for analysis under proper chain-of-custody. Groundwater will not be resampled unless new data suggest new chemicals of concern or an increase of known chemical concentrations. No installation or sampling of soil vapor probes are included in this scope of work as past soil and groundwater investigation shows that VOCs are not found on the site in concentrations that create a vapor intrusion issue. B. 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$12,831 which includes Ramboll's professional labor costs, travel and direct expenses required to complete this scope of work. A detailed cost breakdown is provided as Attachment 1. The estimated fee is broken down as follows: Task Crocker Theater Remedial Action Plan Estimated Labor Estimated Cost Effort(hours) Task 1 Phase I ESA 21 $4,330 Task 2 Work Plan Preparation 45 $8,502 Total Estimated Not to Exceed Cost 66 $12,831 Schedule Ramboll is prepared to initiate project activities upon written authorization from the client to proceed. Ramboll anticipates that the site visit can be scheduled within 10 to 15 business days of authorization assuming there are no site access restrictions. Ramboll anticipated the Phase I ESA and work plan can be prepared within 3-5 weeks following signed authorization. Terms and Conditions Terms and conditions for the work will be in accordance with the Agreement between the City and Ramboll dated April 24, 2024. If services beyond the base scope of work are required and authorized by the City, the work will be performed in accordance with Ramboll's Preferred Labor Rate Schedule (Attachment 2). 3/4 Crocker Theater SRP 2025 Site Invest Proposal Final.docx Confidential RAMS LL 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, Tracy L. Hofmann, PE Ron Horan, PG, CHMM Managing Engineer Senior Project Scientist M+1 630 251 4444 M +1 847 890 5422 tracy.hofmann@ramboll.com ron.horanOramboll.com Attachments: Attachment 1 - Summary of Estimated Costs Attachment 2 - Preferred Fee Schedule ACCEPTANCE AND AUTHORIZATION TO PROCEED: THE CITY OF ELGIN By: Name: Title: Date: 4/4 Crocker Theater SRP 2025 Site Invest Proposal Final.docx Confidential ATTACHMENT 1-SUMMARY OF ESTIMATED COSTS CUENT:City of Elgin PROJECT DESCRIPTION:Crocker Theater PROJECT/PROPOSAL:157302 RAMBOLL PROJECT MANAGER:Tracy Hofmann Task Number: - Task 1 Task 1 Task Deuript.on Phase I ESA Supplemental Site Investigation Work Plan TOTAL PE-RSON N I I Urr(e, • Elgin.. _ Has. 2 8 10 I...o.ma.r $204 Coats 408 1631 52.040 Business Professional 2 Hours 0 2 2 Goruyn.U.Page.Magi. $138 Costs 0 276 $276 Scientist 3 Noun 16 30 46 R.MoraNM ts.vts $1112 ....Costs 2912 S460 $gG_ Business Professional 2 Nom 1 3 _ _ • S kw _ $1311 Coss 138 414 $$$2 Admktlstretlw Assktant 3 NourS 2 2 4 ,Pamarn _._$101 costs 202__. 202 S404 Hours 21 /5 66 SUBTOTAL LAP - Coats 53,660 57.914 511.6// L. 5220 $479 $699 SUBTOTAL LABOR WITH ADMINISTRATIVE 53,M0 1.1111111MMI CUENT:City of Elgin PROJECT/PROPOSAL 157302 Task Number Task 1 Task 2 Task Description Phase I ESA Supplemental S.Ie Inveatsgat'on Work Plan TOTAL EXPENSES Sampling Supplies SO $0 SO field ERuipmenl(PID,Sampkng,GPS,PUMP) 50 SO SO PPE Supplies 50 SO SO EDR/EPG 5350 SO 5350 Arrow Gold Survey $0 $0 50 Vehicles/Mileage %Revnrta 5100 50 $100 SUBTOTAL EXPENSES S450 $0 REBILLABI IS Per Diem.Meals$Elspenses(GSA Oyernidt 9,613ste- No fee 50 50 SO Prr Diem-Mrah&Expenses(GSA Day Rate 9AEAet. No Ire $0 50 SO Sub Total 50 SO SO Mn< Prop Materials/Supplies(shipping) 50 535 S35 10.0'lee 50 54 $4 Sub Total 50 $39 $39 SUBTOTAL RRIABIEo N s, ,. SUBCONTRACT SERVICES RR.Pr. .abovarory Mole kal$rMra r.,.a..of s.ma.. a.,.w. Sod Samples-VOCa•f old Preservat.o.lot 14 75 50 SO $0 sd Samples (PHA) 14 100 $0 50 S0 soil Sample RCM Metals 14 65 $0 $0 $0 Sod SVOCs 4 13$ $0 $0 S0 Sod TAL Metals 4 145 $0 $0 S0 pH 14 __ 12 $0 $0 SO Analytical Subtotal 64 520 50 $0 SO Earth Solutions,St Charles 10ay On-site Set vie es 50 $0 SO Earth Solutions.St.Charles Private Utility Locate $0 $0 SO Purge water disposal 1-55 Gal.Dram S0 50 SO Sal Drum 0.,posal 3-55 gallon S0 SO SO Subtotal SO $0 SO Admnntratrve He 1005.fee 50 50 SO SUBTOTAL SUB.SERVICES ®i -,', ' TOTAL ESTIMATED COSTS -� s �* wunws RAMB LL ENVIRONMENT & HEALTH CONFIDENTIAL Ramboll Americas Engineering Solutions, Inc. - Midwest Central PREFERRED FEE SCHEDULE Effective May 1, 2025 Personnel Category 3FA 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 r; rr.$145 Engineer 1/ Scientist 1 L04 $124 Business Professional 2 Lc" �1� r� .„6" .ror$138 Business Professional 1 L04 $119 Senior Technician V . L03 rrey ' $101 Technician/ Intern L02 $79 Administrative Assistant r�'�r�0 wr -P $101 id" Project Expenses Travel, lodging, meals, fuel, rental vehicle_ .r`` Cost + 5% Field equipment, supplies, company vehicles, mileage, per diem Per unit rates In-house expenses (e.g., computers, software and support, photocopies,_dffice supplies, 6% of invoiced labor long-distance telephone, postage, project closet, 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. 1/1 Preferred Fee Schedule 2024-2025 RAES MWc RevO.docx