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94-206 Resolution No. 94-206 RESOLUTION APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH ENVIRONMENTAL SCIENCE AND ENGINEERING, INC. FOR ASSESSMENT AND REMEDIATION DESIGN FOR 229 NORTH GROVE AVENUE WHEREAS, the City of Elgin has heretofore entered into a contract with Environmental Science and Engineering, Inc. for assessment and remediation design for 299 North 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. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, 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/ George VanDeVoorde - George VanDeVoorde, Mayor Presented: July 27, 1994 Adopted: July 27 , 1994 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • r111 A El . Agenda Item No. June 8, 1994 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Change Order No. 1 for Additional Environmental Assessment Activities and Remediation Design at 229 North Grove Avenue PURPOSE The purpose of this memorandum is to forward to the Mayor and City Council Change Order No. 1 for the completion of addi- tional environmental assessments at 229 North Grove Avenue. BACKGROUND In September of 1992, the City Council authorized work at 229 North Grove Avenue by Warzyn, Inc. On October 29, 1992, Warzyn performed a subsurface excavation to determine the sources of No. 6 leaking oil which had pooled on the surface of the 3.,= underground storage tank (UST) was exposed which appeared to be approximately six to eight feet in diameter and 12 to 15 feet in length. A second identical tank was located adjacent to the first tank. Environmental Science and Engineering (ESE) conducted two phases of soil borings at the site to assess the environmental condition of the subsurface soils. The soils exhibit rela- tively high concentrations of Benzene, Toulene, Ethyl Benzene and Xylene (BTEX) at several locations. The results of the borings were submitted to the City on August 3, 1993. Two 3,000 gallon UST's were excavated and removed from the site on March 16, 1994 . Prior to removal, ESE's subcontrac- tor, Mankoff Equipment, removed 2,400 gallons of liquid from the tanks for disposal as special waste. The Office of the State Fire Marshal (OSFM) representative who witnessed the tank removal classified the site as "significant" . The following day, ESE's subcontractor excavated contaminated soil from -the tank cavity. A total of 11 truck loads of soil (approximately 165 cubic yards) was removed and disposed of under Illinois Waste Generator No. 0894385212 . Field Photoionization Detector (RID) readings taken after the remov- al of contaminated soil indicated that contamination remained Mayor and Members of the City Council July 6, 1994 Page 2 in the floors and walls of the excavation. The tank excava- tion was subsequently filled by lining the hole with visqueen and then backfilling with seven truck loads of 3-inch stone followed by two loads of Grade 8 gravel fill material . Because of the remaining contamination beyond the 4-foot allowance around the tank perimeter, ESE recommends that options other than soil excavation and disposal be evaluated for the remediation of remaining contaminated subsurface material. The next logical step toward evaluating the site is to assess the condition of groundwater to determine if it has been impacted by the tank release. Accordingly, ESE has developed a scope of work to install five monitoring wells on the site. Following the condition and analysis of field data, ESE will develop a Corrective Action Plan with a likely remediation scheme of an in situ (in ground) treatment system. The proposed work is described in the attached request for a change order to the contract between the City and ESE for this site. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT The original authorized contract amount of the project was $42,800 . This amount included the initial soil investigation (six borings) , corrective action plan, UST removal, transpor- tation and dispcsal of contaminated soil and groundwater, analytical services, 45 day report and LUST fund reimbursement documentation. To date we have expended a total of $39,429 which reflects completion of a two phase soil boring program (eleven borings) , upgraded analytical services which include lab tests for additional contaminants, UST removal, transpor- tation and disposal of contaminated soils and groundwater, and reports including a Phase I Assessment and letter reports regarding the soil boring investigation. At this point, approximately $3,000 remains budgeted. By reason of Change Order No. 1, the contract will be increased in the amount of $16,300. The revised contract total will be $59, 100 . Expenses related to this project will be charged to the 1992 G.O. Bond Fund (392-0000-795-92-32, Project 179504) . LEGAL IMPACT None. Mayor and Members of the City Council July 6, 1994 Page 3 RECOMMENDATION It is recommended that the staff be directed to execute Change Order No. 1 for the additional assessment activities. Respectfully submitted, Richard B. Helwig City Manager RHM:daw Attachment ELGIN, ILLINOIS ADDITION ASSESSMENT ACTIVITIES AND REMEDIATION DESIGN FOR 229 NORTH GROVE AVENUE CHANGE ORDER NO. 1 SCOPE: This Change Order No. 1 cover additional site assessment activities and remediation design servic- es for the 229 North Grove Avenue site under a contract awarded on April 14, 1993. The contractor for this project is Environmental Science and Engineering of Chicago, Illinois. REASONS FOR CHANGE: This Change Order is required for the costs associated with the items requested by staff to complete the following work: 1.1 Project Management and On-Site Supervision ESE will provide project management and on-site supervision services for the groundwater investigation phase of the project. ESE has developed this scope of services to assess the extent of contamination of groundwater at the site. ESE proposes to furnish labor, materials, equipment, and other items required to complete the services described below. 1 . 1 . 1 ESE will retain a driller to drill environmental soil borings and install monitoring wells at the site. The approximate location of borings and mnnitnrinR wells are indicated on the attached Figure No. 1 . The proposed locations have been chosen to delineate the magnitude of contamination at the site and attempt to distinguish between the source of contamination from the heating oil UST's and other potential off-site contamination that may be impacting the 229 North Grove parcel . Actual location of soil boring/monitoring wells will be based on field observations and conditions encountered. 1 . 1.2 ESE will contact J.U.L. I .E. (Joint Utility Locat- ing Information for Excavators) to locate known underground utilities on the site. The City of Elgin Engineering Department will also be contact- ed to provide information regarding locations of City-owned utilities . 1. 1. 3 ESE will provide technical oversight during the drilling of the soil borings and installation of monitoring wells. Technical oversight will con- sist of collecting samples, monitoring drilling returns with a Photoionization detector (PID) , classifying soils, and providing oversight to the driller. The. PID meter will be used to provide on-site field screening for volatile organic vapors. 1.2 Soil Borings 1.2 . 1 ESE will direct driller to drill a total of five (5) soil borings to a depth of approximately 15 feet below ground surface (bgs) . Minor adjust- ments to the proposed drilling locations may be necessary to avoid overhead and below ground utilities and structures. 1 .2 .2 The soil borings will be performed using a truck- mounted rotary drill rig equipped with hollow stem augers . Soil samples will be collected from the borings using a stainless steel split barrel sampler at 2 .5 foot intervals to the final depth of the boring. 1 .2 . 3 ESE will collect headspace samples for on-site field screening of volatile organic compounds in the soils using a Photoionization Detector (PID) . The headspace procedure will consist of ' placing a small volume of the sample in a freezer grade ziplock plastic bag. The headspace sample will then remain undisturbed for approximately 30 minutes to allow the compound vapors to come to equilibrium with the air in the bag. The sample will be screened by inserting the tip of the PID r^ro»Rn the bag and recording the highest PID response. 1 .2 .4 One soil sample from each soil boring will be submitted for laboratory analysis . The soil sample submitted to the laboratory will be the one exhibiting the highest PID headspace response. The soil samples will be shipped via overnight courier to ESE 's laboratory in Peoria, Illinois for analysis. Proper chain of custody protocols will be observed. 1.2.5 ESE will direct driller to decontaminate the auger and sampling equipment between each boring to assist in preventing cross contamination of bor- ings . ESE will also direct driller to decontami- nate the split barrel sampler prior to collection of each sample. ESE will decontaminate its own sampling equipment prior to collection of each sample. The decontamination procedure used for sampling equipment will consist of Alconox wash, tap water rinse and final distilled water rinse. -2- 1.3 Monitoring Wells 1.3.1 Monitoring Well Installation and Development ESE will direct driller to install a total of five (5) monitoring wells within the above-referenced borings . The purpose of the monitoring wells is to assess the extent of impacted groundwater. Monitoring wells will be constructed with 2 inch outside diameter stainless steel well screens, sand filter packs surrounding the well screen, bentonite seals above the screened interval, and PVC riser pipe, grouted to the surface and flush mounted with cement in accordance with IEPA recom- mended protocols and regulations pertaining to monitoring wells . After allowing the grout seals to set for 24 hours, each well will be developed by purging a minimum of give well volumes from the wells . The wells will then be allowed to set for 48 hours prior to sampling to allow a minimum amount of time for groundwater to reach equilibrium within the wells . 1.3.2 Groundwater Sampling ESE will collect one groundwater sample from each mnnitnrinR well to assess groundwater conditions . Prior to the collection of the groundwater sam- ples, the wells will be purged to remove a minimum of three well volumes of water to ensure that the samples collected are representative of the actual conditions . The groundwater samples will be col- lected immediately after the wells have recharged with a sufficient volume of water to allow for the collection of the samples . The samples will be collected using a decontaminated stainless steel bailer equipped with a bottom emptying device. Samples selected for Polynuclear Aromatic Hydro- carbons Analysis (PNA) will be collected into two 1-liter amber bottles and placed into an iced sample cooler for preservation. Samples collected for Volatile Organic Compounds (VOC) analysis will be collected into two 4-ml vials and likewise placed into an iced sample cooler for preserva- tion. The groundwater samples will be shipped via overnight courier to ESE's laboratory in Peoria, Illinois under proper chain-of-custody procedures . -3- 1.3.3 Slug Tests Three slug tests will be completed to assess the hydraulic conductivity of the formation material adjacent to the wells ' screened interval . The hydraulic conductivity is a constant related to the ease with which fluid passes through a porous medium. The test will be performed by measuring the static water level in the well, then placing a weighted slug of a known volume into the water. Following the water level 's return to near static conditions, the slug will be removed. The ground- water level will then be measured at specific time intervals for up to one hour following removal of the slug to determine the rate of recovery. The data will then be analyzed using the Bouwer and Rice Method (Herman Bouwer, "Bouwer and Rice Slug Test - An Update", Groundwater, May-June, 1989) . 1.3.4 Elevation Survey Upon completion of the monitoring wells at the site, the well locations will be identified on the site plan by gathering field measurements refer- enced at right angles to the existing site struc- tures . An elevation survey will be performed at the top of the monitoring well casings and the ground surface at the monitoring well borehole. The survey will be conducted using a surveying inarriimonr Anr) graduated survey rod. The eleva- tions will be referenced to an assumed datum at the site. The elevation to the top of each moni- toring well casing will be surveyed to within 0. 01 feet while the elevation of the ground surface will be surveyed to within 0. 1 feet. 1.4 Laboratory Analysis 1.4. 1 Soil Sample Analysis Soil samples will be analyzed for volatile organic compounds (VOC's) and polynuclear aromatics (PNA's) . VOC soil analysis will be performed in accordance with USEPA Method 8240 . PNA samples will be analyzed in accordance with USEPA Method 8310. 1.4.2 Groundwater Sample Analysis One groundwater sample from each monitoring well will be submitted for laboratory analysis . Groundwater samples will be analyzed for VOC ' s and PNA's in accordance with USEPA Methods 8240 and 8310, respectively. -4- 1.4.3 Sample Turnaround All analytical services proposed herein are based on standard turnaround time (eight working days ) . 1.5 Subsurface Investigation Report/Corrective Action Plan Upon completion of the additional subsurface investiga- tion, ESE will incorporate the results into a final report along with the results of previous site investiga- tions performed under the original agreement for servic- es. The reptrt will include a discussion of the work performed, field observations, extent and degree of impacted groundwater present, analytical results, conclu- sions, and recommendations . The report will include specific information generated during the investigation presented in the form of tables, charts, and maps where appropriate. Data to be presented in the report will include soil sampling data, soil boring logs, monitoring well construction logs, field PID readings, site map showing soil boring locations, and photographic documentation. The report will be developed in the form of a Corrective Action Plan (CAP) for submit- tal to the Illinois Environmental Protection Agency. Based on the results of the data collected from this investigation and ESE 's previous investigative work, the CAP will discuss the feasible technologies for remediation of the site. ESE will submit three copies of the investigation report to the City of Elgin. 2.0 Schedule It is estimated that the subsurface investigation servic- es can be initiated within two weeks of notification to proceed. The field drilling and sampling can be per- formed within a three week timeframe. It is anticipated that laboratory analysis will be completed within two weeks of the sampling, and a report will be delivered to the City of Elgin within two weeks of completion of receipt of the laboratory report. Total duration of the work is eleven weeks . 3.0 Basis for Proposal The proposed scope of work, schedule and cost estimate are based on the following assumptions : • All field efforts will be completed in accordance with current Federal, State, and Local requirements. • ESE cannot assure that any or all costs associated with this proposal are reimbursable by the IEPA LUST Fund. -5- * Excavation quotations are based on normal soil conditions . In the event any underground structures, poles, cables, conduit, catch basins, manholes, rock, sludge, water, running sand, sewers, drain tiles, etc. are encountered, removed or destroyed during the normal performance of a contract, ESE shall not be held responsible for such dam- age. Restoration of this damage will be made by ESE at the City of Elgin's expense if ESE is so directed. Any addi- tional cost incurred by the appearance of abnormal soil conditions or subsurface installation of the sort mentioned above, including rock or slag formations, shall be paid by the City of Elgin in addition to the price quoted. * Proposal costs do not include any asphalt, concrete, sod or shrubbery replacement. * ESE shall not be liable for damage to building foundations, trees, shrubs, walls, or utility lines in tank areas, unless caused by misuse of equipment or negligent acts by ESE. * The City of Elgin will be responsible for reporting the results of the investigation efforts to the Illinois Emer- gency Management Agency, Office of State Fire Marshal, and the Illinois Environmental Protection Agency, as necessary. * Except as otherwise noted, a Level D Health and Safety Program will be adhered to by all ESE personnel and subcon- tractors . If Level C or other conditions are determined necessa -; tv CZ:: p=.snnel, additional charges will apply to the sampling efforts . * The City of Elgin acknowledges that ESE has not had any role in generating, treating, storing or disposal of haz- ardous or toxic substances, pollutants and contaminants or other waste materials which may be present at the site. Arrangements made by ESE for transport and disposal of waste materials shall be made solely for the City's bene- fit. ESE cannot accept ownership, title or liability for the City's waste or liability for the disposal of any waste materials . * Characterization and disposal of investigation derived wastes including soil cuttings and purge water is not included in the base scope of work. Such services will be provided at additional cost or may be arranged for directly by the City. 4.0 Compensation ESE will perform the scope of services as described in Section 1.0 in accordance with the terms and conditions specified in the Professional Services Agreement between the City of Elgin and ESE dated April 19, 1993. Compensation will be on a time -6- and expense basis in accordance with attached ESE Fee Schedule for Professional Services E-6 . The total estimated cost for the proposed services shall not exceed $19,300. 00. A breakdown of the total cost estimate by task is as follows : I . Field Investigation Services A. Health and Safety Plan Preparation $ 200. 00 B. Soil Borings (subcontracted) $ 4 , 855 . 00 * Drill five soil borings * Install five monitoring wells C. Field Services $ 3,400 . 00 • Soil Boring Overnight • Soil Sampling • Groundwater Well Installation, Development and Sampling • Demobilization D. Slug Tests $ 1,315 . 00 2 . Laboratory Services $ 4,800 . 00 • Analyze five soil samples for VOC 's using USEPA Method 8240 and five PNA's using USEPA Method 9310 . • Analyze five groundwater samples for VOC 's using USEPA Method 8240 and f!vp PNA 's using USEPA Method 8310 . 3. Data Interpretation and Report $ 4, 730 . 00 Preparation and Corrective Action Plan Plan Development and review coordination with City and regulatory agency. TOTAL ESTIMATED COST: $19,300.00 5.0 Change Order Authorization The present contract is for $42,800 of which $3,000 is not spent. The revised contract total will be $59, 100. The original contract amount included the initial soil inves- tigation (six borings) , corrective action plan, UST removal, transportation and disposal of contaminated soil and groundwa- ter, analytical services, 45 day report and LUST fund reim- bursement documentation. To date ESE has expended a total of $39,429 which reflects completion of a two phase soil boring program (eleven borings) , upgraded analytical services (test- ing for additional contaminants) , UST removal, transporatation and disposal of contaminated soils and groundwater, and re- ports including a Phase I Assessment and letter reports re- garding the soil boring investigation. At this point, approx- -7- ENVIRONMENTAL SCIENCE AND ENGINEERING, INC. PROFESSIONAL FEE SCHEDULE SCHEDULE E-6 Emplovee Category Rate Per Hour Project Professional $ 80. 00 Drilling/Survey Manager ; 70 . 00 Senior Staff Professional $ 70 . 00 Staff Professional $ 60. 00 Chief Technician* $ 60. 00 Senior Technician* $ 55 . 00 Administrative & Technical Support $ 55 . 00 Technical Editor $ 45 .00 Computer Programmer-Analyst* $ 45. 00 Graphic Artist-Cartographer-Drafter* $ 40.00 Technician-Driller-Surveyor* $ 40. 00 Word Processor* $ 35. 00 Principal Professional $130. 00 Chief Professional $120.00 Senior Professional $115. 00 Senior Project Professional $ 95. 00 *Certain employees within these categories are nonexempt under the FLSA. Such employees will be charged at 1 .5 times the established rate for time expended in excess of 40 hours in any one week. The above rates include all direct, indirect cost and profit Oxcept for reimbursables. Reimbursable expenses shall mean the actual expense of transportation and subsistence of em- ployees, subconsultant and subcontractor fees, . toll telephone calls, reproduction of reports and other project-related materials, expendable supplies used directly on the project, computer charges, equipment and laboratory analysis fees and similar project-related items . A fifteen percent ( 158) pro- cessing fee will be applied to all reimbursable expenses. Effective through February .28, 1995 -9- imately $3,000 remains budgeted. By reason of Change Order No. 1, the contract will be increased in the amount of $16,300. The revised contract total will be $59, 100. Agreed to this day of , 1994. City of Elgin By: Date: -,hLe �4y Accepted: Environmental Science and Engineering, Inc. Party of the Second Part (Contractor) Y: Date: City of Elgin Party of t Firet Aart (Owner) By: Title: Date: -g-