99-255 Resolution No. 99-255
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CARROLL ENGINEERING & ASSOCIATES, P. C. FOR THE 1999-2000
COMBINED SEWER OVERFLOW MONITORING PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, 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
Carroll Engineering & Associates, P. C. for the 1999-2000
combined sewer overflow monitoring project, a copy of which is
attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: October 13 , 1999
Adopted: October 13 , 1999
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
AGREEMENT
THIS AGREEMENT, made and entered into this /,$ day of ,' , 1999, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Carroll Engineering & Associates, P.C., an Illinois corporation (hereinafter
referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with 1999 & 2000 Combined Sewer Overflow NPDES 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 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 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 Scope of Services is summarized as follows:
1999 a. Permit Status Report
b. Sewer System Map & Database Additions
c. Manhole Inspections
d. Training& Support
e. Smoke Testing
2000 a. Sewer System Map & Database Additions
b. Manholes Inspections
c. Training & Support
d. Smoke Testing
C. A detailed Scope of Services is attached hereto as Attachment A.
Page 2
II. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein under.
1999 Work Notice to Proceed Sept. 1, 1999, est.
Work complete by February 2000, weather permitting.
2000 Work Work to Begin April 1, 2000
Work Complete by October 30, 2000
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 an 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 2.5 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed
$149,626.00 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 percent.
Page 3
C. The above stated total fee includes the following reimbursible expenses:
Mileage $4,000
Printing $400
Smoke Candles $3,300
D. The CITY shall make periodic payments to the ENGINEER based upon actual progress
within 30 days of 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.
PAYMENT SCHEDULE
1999 a. Permit Status Report Bill Under 1997 Contract
b. Sewer System Map & Database Additions $4,400.00
c. Manhole Inspections $43,070.00
d. Training & Support $4,620.00
e. Smoke Testing $19,300.00
f. Expenses $3,500.00
Total $74,890.00
2000 a. Sewer System Map & Database Additions $4,660.00
b. Manholes Inspections $33,974.00
c. Training & Support $1,224.00
d. Smoke Testing $30,678.00
e. Expenses $4,200.00
Total $74,736.00
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.
Page 4
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 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.
Page 5
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, 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 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 Certification of Insurance which shall include Contractual obligation assumed by the
ENGINEER under Article X 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.
T .
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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 identified in 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, or 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 if it had done the work itself and no assignment,
delegation or subcontract had been made.
Page 7
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XVII. 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.
XVIII. SEVERABILITY
The parties intend and agree 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. Venue for the resolution of any disputes or the
enforcement of any reights pursuant to this agreement shall be in the Circuit Court of Kane
County, Illinois.
•
Page 8
XXII. 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 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 on any
work associated with the PROJECT.
XXIV. 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 5/33 et seq. or any similar state or federal statute regarding bid
rigging.
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 again retaliation as provided by Section 6-101 of the Human Rights Act;
A copy of the policies must be provided to the Department of Human Rights upon request.
775 ILCS 5/2-105.
Page 9
XXVI. COMPLIANCE WITH ILLINOIS PREVAILING WAGE ACT
The Engineer certifies that they will comply with the Illinois Prevailing Wage Act found at
820 ILCS 130/1 et seq.
XXVII. PROTECTION AND RESTORATION OF PROPERTY
The Engineer shall take all necessary precautions for the protection of public and private
property. The Engineer is responsible for the damage or destruction of property resulting
from neglect, misconduct or omission in his manner or method of execution or non-execution
or the work, or caused by defective work or the use of unsatisfactory materials or equipment,
and such responsibility shall not be released until the work has been completed and accepted
and the requirements of the specifications complied with.
Except that the City acknowledges that smoke testing work may result in smoke entering
buildings or sewer backups could be caused by temporary blockages of the system for smoke
testing purposes. Therefore, the City will defend and hold harmless the Engineer from such
claims whether from public or private property.
Whenever public or private property is damaged or destroyed, the Digiiieer shall, at his
expense, restore such property to a condition equal to that which existed prior to such damage
or injury by repairing, rebuilding or replacing it as may be directed, or he shall otherwise make
good such damage or destruction in an acceptable manner. If he fails to do so the City will
withhold any payments towards completed work until arrangements are made to correct any
damage as described above.
XXVIII. 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.
Page 10
XXIX. 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:
JOHN LOETE, P.E.
Director of Public Work
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Dana Carroll, P.E., President
Carroll Engineering & Associates, P.C.
1550 Pearl St.
Belvidere, IL 61008
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
By: 964By
City Clerk Ci Manager
(SEAL)
Page 11
For the ENGINEER:
Dated this ) day of •,A 2. , A.D., 1999
ATTEST:
Carroll Engineering & Associates, P.C.
BY:
F,
/1-4•V
Se nary reside sp- spy-
Attachment A
Scope of Services
The following scope of services is the basis for this proposal:
1999 Work
I Permit Status Report and Renewal
a Perform a review of the existing permit documents and work with City staff to prepare a
status report for existing permit obligations.
b. In the event that documentation of City activities or compliance is deficient assist the City
in preparing necessary documentation and submit such documentation to the TEPA to
achieve permit compliance.
c. Prepare a permit status document that may include a report, presentation boards or
posters that will provide the City with a concise statement of it's permit obligations and
step by step procedures to maintain permit compliance. This document may include
monthly and annual schedules for inspections and report tiling requirements, including
report formatting suggestions. We assume that the preparation of this document will
include meetings with City staff to receive input and review comments, and a meeting with
1EPA enforcement officials to obtain the most current agency input to this issue.
2 Sewer System Map Additions
a. Continue sewer system map development by adding sanitary sewer manholes and mains
added to the City's system between November 1993 and November 1999. This scope
assumes a total of 200 manholes have been added. The data required in the map is as
follows:
Roads
Street Names
Manholes & Manhole Numbers
Sewer Mains
Sewer Basin Limits
Pipe Sizes
This information will be added based on the as built drawings on record at the City.
Mapping work shall be in Microstation format.
b. Participate in 2 quality control reviews of the map product with the City. Make any
corrections or additions noted by the City within the above described data profile.
1
c. Deliver the final map product the City in Intergraph Microstation format and load the map
on the City's computer. Verify system function with new information.
3. IMS Data Base Additions
a. Complete Hansen IVIS data base development for all manholes and sewer mains included
in Item #2. The data required for each item is as follows:
Manhole Number
Sewer Main Upstream & Downstream Manhole Numbers
Street Name where item is located
Street Address nearest each manhole
From-To Cross Street Names for mains
Pipe Size on mains
Pipe and manhole materials of construction
Construction date
Sewer depth
b. Participate in 2 quality control reviews of the database product with the City. Make any
corrections or additions noted by the City within the above described data profile.
c. Deliver the final database product the Hansen Information Technologies format and load
the database on the City's computer. Verify system function with new information.
4. Map and Database Linkage
a. Complete Sewer System Map and Database electronic link development for all manholes
and sewer mains included in Item #2, such that the database inventory file can be viewed
while in the mapping program.
5. Manhole Inspections
a. Perform inspections on 1600 manholes. Inspections will be non-entry inspections to
evaluate the condition of the casting, corbel, cone, barrel, steps, and identify defects
contributing infiltration or inflow.
b. Add condition data collected in Item 5.a. above to the Hansen database for the
manholes included in [tem 5.a., and make corrections to system map as necessary to
reflect data.
c. This scope assumes that these inspections will be performed as follows:
- Complete previous "Not Found" manholes is various basins.
- Basins 2,2A,3,4,5,6,7,9,10, & 1/2 16 in the CSO area.
- Basins 12,13, & 14.
•
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6. Additional IMS System Training & Support
a Attend meetings and provide assistance to City staff in the use and on going support of the
Hansen Infrastructure Management system developed under the CSO program. This
scope assumes 4 - 1/2 day assignments to provide this service. Work location may be at
the City or at CE&A offices as required.
b. Provide one time technical assistance to reconfigure the Hansen/Oracle server to allow
access from the Engineering and Sewer Operations Depts and relocate the server to the
IS Dept.
7. Smoke Testing
a. Perform smoke testing of designated sewer lines by introducing smoke via candles into the
sewer system. Inspect the system during smoke introduction for evidence of direct or
indirect storm sewer connections, building roof drains, or other defects that emit smoke.
The procedure will be generally in accordance with the procedures described in the
Water Environment Federation Manual of Practice #FD-6. Consultant shall distribute
notices to each building in the test area at least 24 hours prior to testing. Notices shall
include testing dates and information contact telephone numbers.
b. Prepare a report of smoke testing results. This report shall provide a detailed listing of
defects by type and location with sufficient data for the City to locate the defect and
perform repair work.
c This scope assumes 500 sewer sections tested in year 1999. The work would be
performed in Basins 1, II & 17.
2000 Work
1. Sewer System Map Additions
a. Continue sewer system map development by adding sanitary sewer manholes and mains
added to the City's system between November 1999 and November 2000. This scope
assumes a total of 200 manholes have been added. The data required in the map is as
follows:
Roads
Street Names
Manholes & Manhole Numbers
Sewer Mains
Sewer Basin Limits
Pipe Sizes
3
•
A •
This information will be added based on the as built drawings on record at the City.
Mapping work shall be in Microstation format.
b. Participate in 2 quality control reviews of the map product with the City. Make any
corrections or additions noted by the City within the above described data profile.
c. Deliver the final map product the City in Intergraph Microstation format and load the map
on the City's computer. Verify system function with new information.
2. IMS Data Base Additions
a. Complete Hansen IVIS data base development for all manholes and sewer mains included
in Item #1. The data required for each item is as follows:
Manhole Number
Sewer Main Upstream & Downstream Manhole Numbers
Street Name where item is located
Street Address nearest each manhole
From-To Cross Street Names for mains
Pipe Size on mains
Pipe and manhole materials of construction •
Construction date
Sewer depth
b Participate in 2 quality control reviews of the database product with the City. Make any
corrections or additions noted by the City within the above described data profile.
c. Deliver the final database product the Hansen Information Technologies format and load
the database on the City's computer. Verify system function with new information.
3. Map and Database Linkage
a. Complete Sewer System Map and Database electronic link development for all manholes
and sewer mains included in Item #1, such that the database inventory file can be viewed
while in the mapping program.
4. Manhole Inspections
a. Perform inspections on 1300 manholes. Inspections will be non-entry inspections to
evaluate the condition of the casting, corbel, cone, barrel, steps, and identify defects
contributing infiltration or inflow.
b. Add condition data collected in Item 4.a. above to the Hansen database for the
manholes included in Item 4.a., and make corrections to system map as necessary to
reflect data.
4
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c. This scope assumes that this work would be performed in Basins 18, 19, 23, 34mod, 36,
42, 43,& 44.
5. Additional iMS System Training & Support
Attend meetings and provide assistance to City state in the use and on going support of the
Hansen Infrastructure Management system developed under the CSO program. This scope
assumes 4 - 1/2 day assignments to provide this service. Work location may be at the City or at
CE&A offices as required.
6. Smoke Testing
a Perform smoke testing of designated sewer lines by introducing smoke via candles into the
sewer system. Inspect the system during smoke introduction for evidence of direct or
indirect storm sewer connections, building roof drains, or other defects that emit smoke.
The procedure will be generally in accordance with the procedures described in the
Water Environment Federation Manual of Practice #FD-6. Consultant shall distribute
notices to each building in the test area at least 24 hours prior to testing. Notices shall
include testing dates and information contact telephone numbers.
b. Prepare a report of smoke testing results. This report shall provide a detailed listing of
defects by type and location with sufficient data for the City to locate the defect and
perform repair work.
c This scope assume 710 sewer sections tested in year 2000 in Basins 12, 13, & 14.
5
, 1 December
September I J October ,1 November _ 1 , -- ---- -- -- . •
r I '
ID Task Name Duration 08/221 08 ,_..29 1 09%05 1_09;12-1 09/19.1 09,26 10/03J 10/10 I 10/17110,24 1 10/31 1 11,07 1 111141 11/21 1,_11/28 1 1205j 12/12 I 12/191 12726i No •
1 1999 Work Od
. 09/01 •
2 Permit Status Report 40d
3 Sewer Map& Database Add. 50d
I ... .
. .
--- ---
4 Manhole Inspections 80d
.. . .
5 Training& Support 80d
[-.7 .-.• --;,'-•*,:-,';.' ', ! •,--
6 Smoke Testing 40d
7
8 2000 Work Od
9 Sewer Map& Database Add. 50d
- , -
10 Manhole Inspections40d
,
11 Training&Support 140d
7
12 Smoke Testing 40d
Project. 1999/2000 CSO Project Task :7. :.. . . '. - Progress IIMINIIIMINIIIIIIME Milestone
Attachment B
Date 08/22/99
Page 1
•
January [ February , I March f April I May •
ID Task Name _ 01/02 f 01109 01/16101/23 � 01/301 02/06 102;13 1_02;20 1_92/27 103,05103%12 103/19 L03/26 1 04/02 1 04,09 I 04/16 04,23J04,30 J 05:07 1 05,14 05,21 1►'
1 1999 Work
2 Permit Status Report
3 Sewer Map& Database Add.
4 Manhole Inspections
5 Training& Support
6 Smoke Testing
7
8 2000 Work . 04/03
9 Sewer Map& Database Add.
10 ,Manhole InspectionsW
11 1 Training& Support
12 ; Smoke Testing
Project. 1999/2000 CSO Project Task Progress Milestone
Attachment B g
Date.08/22/99
Page 2
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— _ June 1. - July 1- I -- August I September October %
ID Task Name 05/28 06/04 06/11106,18106-2^5I07/02107109107'1d107/23107_30108/06108;13108.'20 08/27109/03 [09/10 09117109r24 r
1001 i 10,08 10/15 t
1 1999 Work
f
2 Permit Status Report
3 Sewer Map& Database Add.
4 Manhole Inspections
5 Training& Support
6 Smoke Testing
8 2000 Work
9 Sewer Map&Database Add.
10 Manhole Inspections . .
11 Training&Support •
...., : .. r •, I
12 ,Smoke Testing • .. ,
Project: 1999/2000 CSO Project TaskProgress Milestone •
Attachment B � ^.___
Date.08/22/99
Page 3
AF ESC , C
L� mss
!
3 — City of Elgin Agenda Item No.
► N, ,
September 10 , 1999
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Engineering Services Agreement for 1999-2000
Combined Sewer Overflow Monitoring Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider the approval of an
agreement with Carroll Engineering and Associates for a two-year
Combined Sewer Overflow Monitoring Project .
BACKGROUND
The City of Elgin has a National Pollution Discharge Elimination
System (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 .
The NPDES program is mandated by federal and state law.
To meet the rigorous demands of the permit, staff solicited
proposals from four firms : Crawford, Murphy and Tilly (CMT) , Baxter
and Woodman (B&W) , Carroll Engineering and Associates, P. C. and
Earth Tech Inc. (Formerly Rust Environment & Infrastructure) .
Carroll Engineering & Associates was the only firm to submit a
proposal. The other firms chose not to submit for various reasons.
Hence, Carroll Engineering & Associates was selected by the staff
selection committee . The attached agreement (attachment A) will
provide for continuing active management of the CSS/CSO system as
required by the NPDES permit, the continuation of the
Infrastructure Management System and provide effective approaches
to resolving sewer backup problems.
Upon selection, Carroll Engineering and Associates met with staff
to finalize the project scope and negotiate their fee . The
consultant ' s fee was significantly less than the City' s budget .
Staff requested that the consultant increase the amount of work
such that the full budget be utilized. Because of the significant
amount of work that was added, the consultant would need the two-
year period to perform. Also, as with other yearly projects, a
two-year agreement, versus a one-year agreement, saves considerable
amounts of staff time as well as provides for a more consistent
ft project. By funding this work in this fiscal year, an amount for
t monitoring will not be necessary in the budget for fiscal year
2000 .
•
Combined Sewer Overflow
September 10, 1999
Page 2
This agreement will continue to update the City' s computerized
sewer map and the data base. The data base, when complete, will
list all structures within the City' s sanitary system (each manhole
and each sewer line segment between manholes) . With new development
and construction of interceptor sewers, the City needs to add these
• sewers to the map and data base . This agreement will add any new
subdivisions developed in the City during 1999 and 2000 . The scope
was modified to increase the number of manhole inspections from
1000 over one year to 3000 over two years and to increase the smoke
testing from 500 line segments to 1, 200 line segments . Upon the
completion of this project, the City will have completed all smoke
testing within the combined sewer area and inspected fifty percent
of the City' s sanitary manholes .
The bulk of the agreement focuses on inspections and smoke testing.
Each manhole needs to be inspected to develop the information that
is added to the data base . A sample of the information includes
each manhole ' s materials of construction, condition, depth, year of
construction, number of pipes connected, etc . The smoke testing
helps to identify catch basins and house connections (downspouts
and/or sump pumps) that could be disconnected from the combined
eft. sewer system and reconnected to an existing storm sewer system. The
agreement also includes training which will help the City staff
begin to use the computer programs that update the data base and
the map. Finally, the agreement includes provisions for the
consultant to submit the required documentation to the Illinois
Environmental Protection Agency. The staff will use the
consultant ' s submittal as a model for future submittals .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
F.R.W.R.D.
r t NANCIAL IMPACT
/ The final negotiated fee for Carroll Engineering is $149, 626 .
Sufficient funding is available for payment in the following
accounts :
Account Number 399-4200-795 . 92-41, project number 339545, $80, 000
Account Number 430-4202-772 . 30-99, project number 339545, $75, 000
OLEGAL IMPACT
None.
ALTERNATIVES
None .
Combined Sewer Overflow
September 10, 1999
Page 3
RECOMMENDATION
It is recommended that the City Council approve the subject
agreement with Carroll Engineering and Associates in the not-to-
exceed amount of $149, 626 and authorize staff to execute the
necessary documents .
.ectfully submi d,
a '
/ce Parker
City Manager
JE:do
Attachments