97-136 Resolution No. 97-136
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
D. CARROLL ENGINEERING & ASSOCIATES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Malm, Interim City Manager, and
Dolonna Mecum, City Clerk, be and are hereby authorized and
directed to execute an agreement on behalf of the City of
Elgin with D. Carroll Engineering & Associates for combined
sewer overflow monitoring, a copy of which is attached hereto
and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: May 28, 1997
Adopted: May 28, 1997
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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AGREEMENT
THIS AGREEMENT, made and entered into this 3 0,aday of
1997 , by and between the CITY OF ELGIN, an
Illinoi municipal corporation (hereinafter referred to as
"CITY" ) and D . Carroll Engineering & Associates (hereinafter
referred to as "ENGINEER" ) .
WHEREAS, the CITY desires to engage the ENGINEER to furnish
certain professional services in connection with
1997 Combined Sewer Overflow N-PDES Permit Compliance Project
(hereinafter referred to as the
"PROJECT" ) .
AND
WHEREAS, the ENGINEER represents that he 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
to act for and represent it in all engineering matters involved
in the PROJECT, subject to the following terms and conditions
and stipulations , to-wit:
I . SCOPE OF SERVICES
A. All work hereunder shall be performed under the
direction of the Director of Public Works of the
CITY, herein after referred to as the "DIRECTOR" .
B . The work included under this contract
includes the following :
a. Study 5 sewer flooding problem areas ,
b. Perform NPDES permit compliance work,
c . Prepare Infrastructure Management System
Implementation Plan.
C . A detailed Scope of Services is attached hereto
as Attachment A.
D. A list of subconsultants is attached as Attachment C .
II. PROGRESS REPORTS
A. An outline project milestone schedule is provided
herein under:
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B. A detailed project schedule for the Project is
included as Attachment B, • attached hereto .
Progress will be recorded on the project schedule
and submitted monthly as a component of the Status
Report described in C. below.
C. 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 .
III . WORK PRODUCTS
All work products prepared by the ENGINEER pursuant
hereto including, but not limited to, reports, 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 products for its records .
Such work products are not intended or represented to
be suitable for reuse by the CITY on any extension to
the PROJECT or on any other project, and such reuse
shall be at the sole risk of the CITY without liability
or legal exposure to the ENGINEER.
IV. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be reimbursed
at the rate of 2 .3 times the direct hourly rate of
personnel employed on this PROJECT, with the total fee
not to exceed 114 . 145 . 00
regardless of the actual costs incurred by the
ENGINEER unless substantial modifications to the scope
of the work are authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or
subconsultants, the CITY shall pay the ENGINEER the
invoiced fee to the ENGINEER, plus 7%
C. ( list other components of the fee such as
reimbursables . )
Printing - $500 .00
Mileage - $600 .00
Field Equipment Rental - $ 1000. 00
D. The CITY shall make periodic payments to the ENGINEER
based upon actual progress within 30 days 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
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shall not be made until the task is completed and
accepted by the DIRECTOR.
Payment Schedule
Item Description Estimated Fee(Not to Exceed)
System Analysis-Flooding Area
Preston&Cooper Av.'s-$12,500
Bellevue&Congdon Av.'s-$12,500
South Commonwealth Av. -$15,500
Commonwealth&Murray St.'s-$12,500
Country Knoll&Brookside-$12,000
Total This Item $65,000.00
Permit Compliance $39,685.00
Infrastructure Management System Implementation Plan- $6,845.00
Additional Long Range Planning $515.00
Expenses:
Mileage $600.00
Printing $500.00
Field Equipment Rental $1,000.00
Total Fee $114,145.00
V. INVOICES
A. The ENGINEER shall submit invoices in a format
approved by the CITY. Progress reports ( IIC 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.
VI. 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
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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 Paragraph IV above.
VII . TERM
This Agreement shall become effective as of the date
the ENGINEER is given a written Notice to Proceed and,
unless terminated for cause or pursuant to Article VI
foregoing, shall expire on the date the DIRECTOR
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 breach hereof by the ENGINEER.
VIII . 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.
IX. 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.
X. INDEMNIFICATION
The ENGINEER shall indemnify and save harmless the
CITY, its officers and employees from and against any
and all loss, liability and damages of whatever nature,
including Workmen' s Compensation claims , in any way
resulting from or arising out of negligent actions or
omissions of the ENGINEER in connection herewith,
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including negligent actions or omissions of employees
or agents of the ENGINEER arising out of the
performance of professional services .
XI . 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.
XII . 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
Certificate 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 IX entitled "Indemnification" shall
be provided.
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.
D. Professional Liability. The ENGINEER shall carry
Engineer' s 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.
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XIII . 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 identifiedin the
Scope of Services .
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting
from this Agreement, there shall be no discrimination
against any employee or applicant for employment
because of sex, age, race, color, creed, national
origin, marital status, of the presence of any sensory,
mental or physical handicap, unless based upon a bona
fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following:
employment advertising, layoff or termination, rates of
pay or other forms of compensation and selection for
training, including apprenticeship.
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 sex, race, color,
creed, national origin, age except minimum age and
retirement provisions, marital status or the presence
of any sensory, mental or physical handicap. 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.
XV. 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.
XVI . 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
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if it had done the work itself and no assignment,
delegation or subcontract had been made.
XVII. NO CO-PARTNERSHIP OR AGENCY '
It is understood and agreed that nothing herein
contained is intended or shall be construed to, in any
respect, create or establish the relationship of co-
partners between the CITY and the ENGINEER, or as
constituting the ENGINEER as the general representative
or general agent of the CITY for any purpose whatsoever.
XVIII . 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.
XIX. 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 .
XX. 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.
XXI . 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 .
XXII . NEWS RELEASES
The ENGINEER may not issue any news releases without
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prior approval from the DIRECTOR, nor will the ENGINEER
make public proposals developed under this Agreement
without prior written approval from the DIRECTOR prior
to said documentation becoming matters of public record.
XXIII . COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other
consultants in the CITY' s employ or any work associated
with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295
The ENGINEER certifies hereby that it is not barred
from bidding on this contract as a result of violations
of either Section 33E-3 or Section 33E-4 of the
Illinois Criminal Code.
XXV. 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 (copy
attached) .
A copy of the policies must be provided to the
Department of Human Rights upon request . P.A. 87-1257 .
XXVI . 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
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made or confirmed in writing. The DIRECTOR may also
require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
XXVII. 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:
DAVID L. LAWRY, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Dana Carroll , P . E .
D. Carroll Engineering & Associates
1550 Pearl St .
Belvidere, IL 61008
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IN WITNESS WHEREOF, the undersigned have placed their hands
and seals upon and executed this Agreement in triplicate as
though each copy hereof was an original and that there are no
other oral agreements that have not been reduced to writing in
this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
ByPleith4.4,4? (1:7
CityClerk City Manager
( SEAL)
For the ENGINEER: /
Dated this, day of // , A.D. ,
1997 .
ATTEST:
BY ��.
Owner
Attachment A
City of Elgin
1997 Combined Sewer Overflow, NPDES, Permit Compliance Project
Scope of Services
System Analysis - Flooding Areas
1. Meet with City staff to review project goals, obtain available data and finalize the
schedule for completion. Data should include; record drawings, existing system mapping
(Autocad or dxf format) & system inventory of affected area, mainline video inspection
logs of the immediate problem area and downstream, manhole inspections and inventory
of water users for each study area. The following study areas have been identified at this
time:
Preston& Cooper Av.'s
Bellevue& Congdon Av.'s
South Commonwealth Av.
Commonwealth& Murray St.'s
Country Knoll & Brookside
2. Review available data and make recommendations to the City for additional data
collection. Additional data may include dye water flooding, manhole inspections or
mainline video inspections.
3. Perform flowmetering in each study area to'identify dry weather and wet weather flow
components. This scope assumes a total of six metering locations with at least one in each
study area. Meters will be installed for up to 45 day periods.
4. If requested by the City assist in data collection. Assistance may include performing
field investigations, meetings with staff, obtaining bids for video inspections, etc. Our
scope assumes three days for a two man crew in each study area to assist City staff with
data collection and an allowance for contracting sewer video inspection. The allowance is
2000 feet at $2.00/ft. or $4000.00.
5/5/97 1
5. Perform an evaluation of the sewer system in each study area to identify the cause of
flooding and potential solutions. This evaluation will include a capacity analysis to
confirm the systems ability to transport flows being experienced. The capacity analysis for
the South Commonwealth Area will be by SWMM hydraulic model, other areas will be
analyized by Rational Method. Prepare a preliminary findings report including solution
descriptions and cost data.
6. Present the preliminary findings to the City for review and comment.
7. Based on the City's comments prepare a final study report which includes
recommendations for solving the identified flooding problems.
8. If requested by make one presentation to the City Council of the report findings and
recommendations.
Permit Compliance
1. Review current City CSO Characterization Report and Operational Plan, and system
hydraulic model. We understand this is a SWMM model, a copy will be provided by the
City in electronic format, including calibration data.
2. Meet with City to review requirements and perform an update to the model to reflect
anticipated system separation projects to be performed in 1997. Issue a summary report
that evaluates the impacts of these separations on system overflows, including frequency
and volume. This proposal assumes 3 days will be required to update the model for one
project.
3. Perform a review of the City's pubic notification procedures and issue an opinion of
whether these procedures will meet IEPA standards. Also, perform a comparison survey
of other communities procedures relative to the City's. Recommend improvements if any.
4. Perform a review of the City's pollution prevention plan and procedures and issue an
opinion of whether these procedures will meet TEPA standards. Also, perform a
comparison survey of applicable regulations and other communities procedures relative to
the City's. Recommend improvements if any.
5. Perform a review of the City's sewer use ordinances and issue an opinion of whether
they will meet IEPA standards. Also, perform a comparison survey of other communities
ordinances relative to the City's. Recommend improvements if any. Consider special
stormwater management methods for new development in the CSO area, and special non-
domestic waste controls.
5/5/97 2
6. Monitor one CSO event to characterize CSO impacts and evaluate the efficiency of
CSO controls. This task will be performed during a normal wet season and will include
30% CSO basins, or 30% of suspected CSO volume as required by the City. However,
field monitoring is assumed as 5 locations for 45 days each. Prepare a summary report of
the monitoring findings.
Infrastructure Mangement System
1. Meet with City staff to set criteria for software and hardware needs, and obtain
specifications of existing systems. Also, establish preliminary plan for utilization of
existing Hansen software.
This scope assumes that City staff including a system administrator has had basic Hansen
software training as part of the City's previous contract with Rust.
2. In cooperation with City staff and Hansen prepare an Implementation Plan for the City's
Infrastructure Management System (IMS). This plan will identify infrastructure systems
to be included (sewer, water, streets), hardware and software needs, database
development requirements, and implementation schedule and budget. The Implementation
Plan will be the blueprint for IMS development, purchase of program resources, training
and startup.
3. Assist staff with presentation of the Implementation Plan to the City Council.
Additional Long Range Planning
1. Conduct one meeting with City staff to discuss long range separation plans and
potential benefits. This discussion will include consideration of funding sources such as
theState Revolving Loan Fund. Provide a summary memorandum of the meeting
comments and identification of action items.
5/5/97 3
Payment Schedule
Item Description Estimated Fee (Not to Exceed)
System Analysis - Flooding Area
Preston& Cooper Av.'s - $12,500
Bellevue& Congdon Av.'s - $12,500
South Commonwealth Av. - $15,500
Commonwealth& Murray St.'s - $12,500
Country Knoll & Brookside - $12,000
Total This Item $65,000.00
Permit Compliance $39,685.00
Infrastructure Management System Implementation Plan- $6,845.00
Additional Long Range Planning $515.00
Expenses:
Mileage $600.00
Printing $500.00
Field Equipment Rental $1,000.00
Total Fee $114,145.00
5/5/97 4
' - ATTACHMENT B
ID Task Name Apr 17 May'97 _ Jun'97 Jul 17 Aug'97 Sep'97 Oct'97 Nov'97 Dec 17 Jan'98 Feb'98 Mar'98 Apr'98
1 Notice of Award
2 Addl.Sys.Anal.-Data Collection •
3 Addl.Sys.Anal.-Data Review
4 Addl.Sys.Anal.-Field Investigation
5 Addl.Sys.Anal.-Flow Monitoring
6 Addl.Sys.Anal.-Data Analysis
7 Addl.Sys.Anal.-Prelim. Report
8 Addl.Sys.Anal.-Final Report
9 .
10 Permit.Compl.-Update SWMM
11 Permit.Compl.-Public Notification
12 Permit.Compl.-Pollution Prevention
13 Permit.Compl.-Sewer Ordinance ,
14 Permit.Compl.-Monitoring
15
16 IMS-Implementation Plan
Project:City of Elgin 1997 CSO Task Progress INI111111111=11111111 Milestone •
Permit Compliance Project
Date:5/5/97
Page 1
1
Attachment C
City of Elgin
1997 Combined Sewer Overflow, NPDES, Permit Compliance Project
Carroll Engineering & Associates proposes to use the following subconsultants on this
project. Since multiple subconsultants are capable of performing project work, we may
substitute other firms in the event that we can obtain more timely performance or lower
costs. Any substitutions will be approved by the Director prior to award of subcontracts.
Subconsultants:
Flow Monitoring - ADS Environmental Services, or Elan
Video Taping & Analysis - Visu-Sewer, or Infrasturture Management Concepts.
5/5/97 5
� f
O` ( OF c4
City of Elgin Agenda Item No.
May 2, 1997
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Engineering Services Agreement for
Combined Sewer Overflow Monitoring
PURPOSE
The purpose of the memorandum is to provide the Mayor and
members of the City Council with information to consider
approval of an agreement with D. Carroll Engineering &
Associates for three services: 1) to assist the City with
ongoing efforts to meet its Combined Sewer Overflow (CSO)
National Pollution Discharge Elimination System (NPDES)
permit requirements; 2) continue development of the
(teK Infrastructure Management System ( IMS) ; and, 3) evaluate the
flooding problems in several areas that experience sewer
backups during heavy rains .
BACKGROUND
NPDES PERMIT
The City of Elgin has a NPDES Permit from the State of
Illinois Environmental Protection Agency ( IEPA) for the
operation of the combined sanitary and storm water sewer
system, which includes 13 overflow points . A location map
indicating the vicinity of the Combined Sewer System (CSS)
and the 13 discharge points is attached as a part of Appendix
A.
The NPDES program is mandated by the federal government and
is the same program that permits and monitors wastewater
treatment plant discharges such as those from the Fox River
Water Reclamation District (FRWRD) . The Permit incorporates
nine Special Conditions that reflect the USEPA Combined Sewer
Overflow (CSO) Control Policy adopted in April, 1994 . These
Special Conditions require that the City of Elgin demonstrate
it is actively managing the combined sewer system,
controlling or reducing overflows, using best management
practices, and addressing a number of system control criteria
identified by IEPA, such as regular reporting of overflow
activity.
Engineering Services Agreement CSO/CSS Sewer Projects
May 2, 1997
Page 2
eft.
Ongoing documentation and upgrading of the CSS management
practices is critical . As the system operates today, an
estimated 15 million gallons of combined storm water and
wastewater will be discharged into the Fox River, as a result
of a single storm event, in a typical annual rain. The
alternative to addressing the CSO's with the indicated
management practices on an ongoing basis is to eliminate the
CSO's by separating the sewer system or by treating the
discharges .
To date, the City has addressed some of the permit
requirements . The System Characterization Report completed
in July, 1996 found the City complies with three of the nine
system control criteria (specifically #2 Maximum use of the
system for storage; #4 Maximization of flow to the treatment
plant; and #5 Prohibit CSO discharges during dry weather) .
The System Operations Plan, prepared and submitted to the
IEPA under the previous contract, states the City will
continue to meet these and the remaining criteria. The NPDES
permit requires the City implement the Operations Plan,
perform ongoing monitoring of the elements of the plan and
report to IEPA confirming compliance with the permit. The
Operations Plan states the City will actively manage the
system by performing ongoing cleaning, investigation,
eft. maintenance and repair functions . The intent of these
functions is to transport the maximum amount of sewage flow
possible, prior to overflow, to the treatment plant (FRWRD)
and to minimize the amount of unwanted storm water or
groundwater that enters the system.
The engineering services requested related to the NPDES
Permit includes :
▪ Update the System Characterization Report to reflect
new sewer separation projects performed as part of
other redevelopment projects,
• Review and update the City' s sewer Use Ordinance to
ensure the City has all necessary authority to manage
the system and minimize unwanted flows,
• Assist with implementation of a Pollution Prevention
and Public Notification Plan that will ensure the
City meets EPA criteria for these issues,
• Continue development of the City' s Infrastructure
Management System ( IMS) for evaluating and tracking
sewer system operation and maintenance.
Engineering Services Agreement CSO/CSS Sewer Projects
May 2, 1997
Page 3
INFRASTRUCTURE MANAGEMENT SYSTEM (IMS)
The Infrastructure Management System ( IMS) is for evaluating
and tracking sewer system operation and maintenance. A
comprehensive plan for the continued development of the IMS
will evaluate various methods for completing the database and
delivering a complete operational system to the City.
Due to the size of the City's combined sewer system, the
complete implementation of the IMS requires more than one
year of work and budget allocation. The plan will establish
methods of preliminary utilization of the existing software,
identify infrastructure systems to be included, hardware and
software needs database development requirements, and
implementation schedule and budget. Upon approval of the
Implementation Plan, staff will prepare a request for
proposal for additional engineering services for completion
of the IMS. The IMS will provide for increased efficiencies
for the management the CSS monitoring, operation and
maintenance.
SEWER BACKUPS
In addition to the above permit-related activities, the
proposal includes investigation of sanitary and storm sewer
systems in the areas experiencing sewer backups . These areas
(Appendix A) are: Preston and Cooper Avenue, Bellevue and
Congdon Avenues, South Commonwealth Avenue, Commonwealth and
Murray Streets, and Country Knoll and Brookside Drive.
Specific solutions for prevention of future backups in these
areas will be presented for City Council approval .
The engineering agreement includes the following tasks :
▪ Evaluate the condition of the sewer in the vicinity
of each problem area including, manhole inspection,
video inspection of sewer lines, dye water testing,
observation of private property conditions,
• Perform a capacity analysis of the sewer in each
problem area to determine if it meets minimum design
standards, or if capacity improvements are warranted,
• Based on the above evaluation and analysis, develop
alternative solutions, including cost estimates,
present alternatives to the City for review, and
prepare a final report with recommendations
reflecting the City' s comments .
Engineering Services Agreement CSO/CSS Sewer Projects
May 2, 1997
tow Page 4
ENGINEER SELECTION
Proposals were received on February 28, 1997 from four firms :
- Crawford, Murphy and Tilly (CMT)
- Baxter & Woodman (B&W)
- D. Carroll Engineering and Associates
- Rust Environment & Infrastructure
A staff selection committee evaluation of the four proposals
was conducted, which resulted in Carroll Engineering being
the top rated firm. A copy of the memorandum sent to the
staff selection committee, the results of the selection
process, as well as a comparison of the consultant ' s proposed
scope of work and this proposed agreement, is shown as part
of Appendix B.
Upon selection, D. Carroll Engineering met with staff to
finalize the project scope and negotiate their fee. The
scope for the sewer backup study was modified to include an
additional area of study (Country Knoll/Brookside) and
intensive flow monitoring of the sewer systems . This
agreement will provide for continuing active management of
t the CSS/CSO system as required by the NPDES Permit, a plan
for the continuation of the development of the Infrastructure
Management System, and provide effective approaches to
resolving sewer backup problems . The final negotiated fee is
$114 , 145 .
A copy of the proposed agreement with D. Carroll Engineers is
shown as Appendix C.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
•
Fox River Water Reclamation District.
(-(14t-17 INANCIAL IMPACT
The project is included as part of the Sewer portion of the
1997 General Obligation Bond sale scheduled for May 14, 1997 .
The amount of $290, 000 (Account No. 397-4200-795.93-41,
Project No. 339545) has been earmarked for this project.
LEGAL IMPACT
W' T/he agreement should be reviewed by the Legal Department
prior to inclusion on the regular agenda.
ALTERNATIVES
emk None.
Engineering Services Agreement CSO/CSS Sewer Projects
May 2, 1997
Page 5
RECOMMENDATION
It is recommended that the City Council approve the subject
agreement with D. Carroll Engineering in the not-to-exceed
amount of $.112,845-.00 and authorize staff to execute the
necessary documents .
'v.`/ /V(- (VS- Respe:tfully submitt;d,
, L�C/_r - / / ,e... ..
Day' . . Lawry, P.E.
%irec •r of Public Works
4
440f (.4111„, --
Rob- t O. Malm
Interim City Manager
TD/do
Attachments
APPENDIX A
SEWER BACKUP PROBLEM AREAS
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6
APPENDIX B
PROPOSAL EVALUATION RESULTS
r
Proposal Evaluation and Final Selection - 1997 Combined Sewer Overflow
NPDES Permit Compliance Project
Please evaluate each proposal with regard to the following:
1. The level of knowledge and experience of the staff the engineer assigns and commits to
the project.
Points: 0- 10
2. The education and experience background of the project manager assigned to the project.
Points: 0 - 10
3. The record of specialized experience of the firm and project team as demonstrated by
performance on similar projects.
Points: 0 - 15
4. The degree the engineer's proposed scope of services addresses the project's objective.
``' Points: 0 - 20
5. Pertinent and innovative new ideas which the engineer presents in the pre-proposal
meeting and/or in the written proposal.
Points: 0 - 10
6. The level of adequate effort as reflected by man-hours and classification of personnel
allocated to the project tasks.
Points: 0 - 10
7. Familiarity of the engineer with local conditions affecting the project.
Points: 0 - 20
8. Ability and effectiveness of the project manager in making public presentations.
Points: 0 - 10
SUMMARY OF COSTS
1997 Combined Sewer Overflow
NPDES Permit Compliance Project
COST
CONSULTANT FIRM
Low Range High Range
CMT $67,780 $89,510
w/o Options with Options
B&W $44,890 $323,878
D. CARROLL $74,095
RUST $206,020
1
AVERAGE SCORE CALCULATION
CMT B&W D. CARROLL RUST
Rating Assigned Rating Assigned Rating Assigned Rating Assigned
SELECTION TEAM Total Score Total Score Total Score Total Score
Dave Lawry 88 0 93 3 95 5 91 1
Joe Evers 81 0 88 3 94 5 85 1
Al Graff 79 0 81 3 82 5 80 1
Fred Gould 56 0 ' 83 5 80 3 70 1
Ted Denning 93 0 103 5 . 95 3 95 3
AVERAGE SCORES S 0 4.75 5.25' 1 .75,
Notes: Assign Scores based on the following formula:
(5 - Highest, 3 - Second, 1 - Third, 0 - Fourth)
QUALIFICATIONS RATING SHEET
1997 Combined Sewer Overflow
NPDES Permit Compliance Project
CONSULTANTS
CMT B&W D. CARROLL RUST
EVALUATION FACTORS WEIGHT\ DL JE AG FG TD DL JE AG FG TD DL JE AG FG TD DL JE AG FG TD
Knowledge and ExperiencE 0-10 8 7 7 7 10 9 8 7 8 10 9 9 8 8 10 9 7 7 8 9
Project Manager 0-10 8 10 8 6 10 10 8 8 8 10 10 10 8 8 10 8 7 7 8 9
Specialized Experience 0-15 12 12 12 12 14 12 15 12 12 14 13 13 12 13 13 12 11 12 12 15
Scope of Services 0-20 17 16 15 10 19 18 17 15 15 20 17 16 15 12 20 18 17 15 11 18
Innovation 0-10 9 7 7 5 9 9 7 7 7 10 9 8 7 6 5 8 8 7 5 5
Level of Effort 0-10 8 6 8 4 5 9 9 8 7 10 10 10 8 6 9 9 9 8 5 10
Familiarity with Conditions 0-20 17 15 13 5 17 17 15 15 18 19 19 18 15 18 18 19 19 15 14 20
Public Presentations 0-10 9 8 9 7 9 9 9 9 8 10 8 10 9 9 10 8 7 9 7 9
TOTALS 0-105 88 81 79 56 93 93 88 81 83 103 95 94 82 80 95 91 85 80 70 95
APPENDIX C
AGREEMENT
D. CARROLL ENGINEERING & ASSOCIATES
1550 Pearl St., Belvidere, IL 61008 (815) 547-3406
r
May 5, 1997
Mr. Ted Denning
Department of Public Works
City of Elgin
40 Ann Street
Elgin, IL 60120
Re: 1997 Combined Sewer Overflow NPDES Permit Compliance Project
Dear Ted,
_ Attached are three copies of the agreement for the above referenced project. As discussed the scope of
services includes study of five sewer flooding areas, permit compliance work, and an IMS
Implementation Plan.
The work to study the flooding areas includes costs for Carroll Engineering to perform field investigation
work to supplement the City's existing data, and the inclusion flow metering that our original proposal
assumed the City would perform. This agreement also deletes the IMS Hansen System training tasks in
the original proposal, since they are unnecessary until the system implementation begins.
Also, a detailed manhour& fee breakdown (histogram) is included for your use.
We look forward to working with the City on this project. If you have any questions, please contact us at
your convenience.ISerely,
I e
Dana C. • , P.E.
r erFggan]
4.6.'_
MAY 0 1997
CITY OF ELGIN
ENGINEERING DEPT.