02-204 Resolution No. 02-204
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
WOODARD & CURRAN, INC. FOR A WATER DEPARTMENT
CONTROL MAINTENANCE SYSTEM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, 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
Woodard & Curran, Inc . for a Water Department Control Maintenance
System, a copy of which is attached hereto and made a part hereof
by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: June 12, 2002
Adopted: June 12 , 2002
Omnibus Vote : Yeas : 5 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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• `�0 OF f�Ci L
ti5 Agenda Item No.
City of Elgin
I It li il. E
L "" °
May 17, 2002
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TO: Mayor and Members of the City Council ° ' lkf8;;
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES.
FROM: Olufemi Folarin, Interim City Manager AND QUALITY INFRASTRUCTURE
SUBJECT: Agreement With ICCS for Water Department
Control System Maintenance
PURPOSE
The purpose of this memorandum is to seek authorization from the
Mayor and members of the City Council to enter into an agreement
with ICCS, a unit of Woodard & Curran, for the Water Department
Control System Maintenance due to the termination of our agreement
with Deadline Inc .
BACKGROUND
On August 9, 2001 , the Water Department requested proposals for
service from eight different engineering firms and control system
integrators . On August 24, 2001, three proposals were received.
The selection committee ranked ICCS, a unit of Woodard & Curran,
the highest, best qualified firm. Deadline, Inc . was ranked second
and US Filters third. Their fees were $51, 834 . 10, $23 , 400 . 00, and
$54 , 720 . 00 respectively. Due to the big gap in price between ICCS
and Deadline, and since Deadline was ranked second, City staff
recommended award to Deadline Inc . On October 24 , 2001, the City
Council awarded a contract for the Water Department Control System
Maintenance to Deadline Inc .
Deadline Inc. was notified on March, 26, 2002, that they failed to
provide the services required pursuant to its Agreement . Via
certified letter dated May 6, 2002, the City terminated the
agreement with Deadline Inc.
City staff contacted ICCS and reviewed with them the scope of
services for the rest of this year, as well as the years 2003 and
2004 . They offered their commitment to complete the work per their
proposal submitted on August 24, 2001 . ICCS successfully completed
similar services for the Water Department in the year 2000 .
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The service fee for rest of year 2002 starting from June to
E December is $17, 150 . The service fee for year 2003 is $39, 576 and
the service fee for 2004 is $41, 574 . The award of services in year
2003 and 2004 will be subject to the City Council approval,
availability of funds and work performance of Woodard & Curran.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
)0/1/A_FINANCIAL IMPACT
The cost of the Engineering Services for the remainder of year 2002
is $17, 150 . This agreement is funded from Account No. 401-4002-
771 .40-08, Water Operating Fund, Repairs & Maintenance, where
sufficient monies are available ($268, 771) . Funding for future
years will need to be included in the 2003 and 2004 Budgets .
L GAL IMPACT
n agreement will need to be approved by the Legal Department .
ALTERNATIVES
1 . Award the remaining work for the Control System Maintenance
for 2002 to ICCS , a unit of Woodard & Curran, with an option
to renew the contract for up to two additional one-year
periods .
2 . Not to award the contract for the Control System Maintenance
to ICCS, a unit of Woodard & Curran.
3 . Award the contract to ICCS for the remainder of the year and
re-bid.
Water Department Control System Maintenance
May 17, 2002
Page 3
RECOMMENDATION
It is recommended that the City Council authorize the execution of
an Agreement with ICCS, a Unit of Woodard & Curran, of Savoy,
Illinois for the Water Department Control System Maintenance in the
amount of $17, 150 for the balance of 2002 , with an option to renew
the contract for up to two additional one-year periods .
Respectfully submitted,
Olufemi F. grin
Interim Cit ana,er
LED/PLB/KME
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WOODARD &CURRAN
Engineering . Science ' Operations
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Engineering Services Agreement
For
Water Department Control System Maintenance
May 17,2002
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Table of Contents
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Section 1: Contract Document
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Section 2: Request for Proposal, (August 9, 2001)
Section 3: Engineering Services Proposal, (August 24, 2001)
Section 4: Engineering Services Price Proposal, (August 24,2001)
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City of Elgin,Illinois May 17,2002
Engineering Services Agreement
AGREEMENT
THIS AGREEMENT is made and entered into this day of
, 2002 , by and between the City of Elgin, an Illinois
unicipal corporation (hereinafter referred to as "CITY" ) and
Woodard & Curran, Inc . an Illinois Corporation (hereinafter
referred to as "ENGINEER" ) .
WHEREAS, the CITY desires to engage the Engineer to furnish
certain professional services in connection with the Control System
Is Maintenance (hereinafter referred to as the "PROJECT" ) ; and
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WHEREAS, the ENGINEER represents that it is in compliance with
all Illinois statutes relating to professional registration and has
the necessary expertise and experience to furnish such services
upon the terms and conditions set forth herein below.
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NOW, THEREFORE, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which are hereby
0 acknowledged, 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
0 PROJECT, subject to the following terms, conditions and
stipulations, to-wit :
,w I . SCOPE OF SERVICES
The ENGINEER shall provide the following services :
Task 1: Meet with the City Staff and Obtain Records
The initial site visit shall be utilized as a discovery
exercise and orientation to obtain all the necessary
documentation, drawings and software necessary for remote
support . This visit shall also aid in the familiarization
of any site-specific information needed to assist with
the service level agreement and to gain a basic
understanding of the plant layout and methods of
operations that are unique to the City of Elgin.
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Task 2 : Site Visits
The ENGINEER shall make Six trips of three days each in
2002 Starting June through December for a total of 144
hours of scheduled service
In addition, the ENGINEER shall make available Emergency
Services on a Time and Expense basis above the base
contract amount for interruption of the operation
including but not limited to crashes of the hard drive or
program corruption or whenever the CITY in its sole
discretion determines it needs emergency Support, the
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ENGINEER shall respond to such emergency within four
hours from the time of request by telephone . The
Emergency Support provided by the ENGINEER shall include
40 man-hours for discretionary Emergency Services . In
case of all floating man-hours are used, emergency
support will be based on time and expenses .
Services for the 2002 contract period does not include 40
floating hours to be used as necessary to complete any
bit tasks estimated to take longer than given schedule or for
un scheduled emergencies . Additional time will be
invoiced above the base amount if deemed necessary.
Provisions have been made for 2003 and 2004 to include
40hours of "Float Time" to be used as needed by the City
for Emergency Situations .
Each site visit will be preceded by a prioritized task
• list along with estimated hours to complete the
prescribed tasks . Each trip will be followed up by a
Trip/Exception report that summarizes work completed, and
any follow-up tasks required to complete objectives and
OP will be produced by the ENGINEER. The exact format shall
be developed to meet the criteria of both the City and
the ENGINEER.
Task 3 : System Hardware
1 . Instrument Calibration: The ENGINEER shall perform
routine spot checks on existing instrumentation signals
that are inputs to the Programmable Logic Controllers
40 (PLC' s) control system as required by the City.
2 . Supervisory Control And Data Acquisition (SCADA) Panel
Inspection: The ENGINEER shall perform regular panel
* inspections of all PLC' s and I/O panels for deterioration
and status on a bi-monthly frequency. Panels that do not
satisfy the City' s requirements shall be photographed and
indicated in the monthly exception report .
3 . Spare Parts Inventory: The ENGINEER shall perform a
comprehensive inventory of spare parts for (SCADA)
equipment, and this inventory shall be checked every
three months. Any abnormalities shall be reported in the
monthly exception report . The City of Elgin will supply
an initial spare parts list indicating the equipment
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manufacturer and part number.
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Task 4 : PLC and NIlr1I Software
vis 1 . Custom PLC Programming Tools : The ENGINEER shall provide
custom programming tools and aids to assist with
troubleshooting and process improvements as needed.
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2 . System Tuning/Performance : The ENGINEER shall P erform
minor software tuning and modification as necessary to
maintain proper system performance and operation.
3 . Alarm Review: The ENGINEER shall provide review of the
alarm log as deemed necessary by the CITY in its sole
discretion to maintain system optimization.
4 . MMI Modifications : The ENGINEER shall provide the
necessary resources to modify or add to the existing
Intellution Fix 32 VIEW and SCADA nodes as necessary.
5 . Misc . Maintenance Review: The ENGINEER shall meet with
the City' s maintenance staff to resolve issues that may
relate to control performance or operation as necessary.
6 . The City will provide the ENGINEER Access to all existing
PLC/SCADA software and application files for use in
executing this agreement .
Task 5 : Disaster Recovery Files and Documentation
1 . On-Site PLC/MMI File back up and storage: As the ENGINEER
makes PLC or MMI revisions, new back ups shall be created
and maintained on site at the Water Department . This
update shall include software files and shared copies as
necessary.
2 . Off-Site PLC/MMI File Storage : The ENGINEER shall keep
"' updated copies of the application files on CDROM and a
hard copy in the Savoy, Illinois office. In addition,
ENGINEER shall keep current copies of the files on
Engineer' s Server that is backed up weekly by Engineer' s
MIS department
3 . Operations and Maintenance Manual Updates : As revisions
are completed, the ENGINEER shall keep current the
existing operations and maintenance manuals . The City
will provide hard copies of all the applicable operations
and maintenance manuals for Engineer' s records .
4. Software Upgrades : The ENGINEER shall manage and
implement upgrades to the City owned software that is
provided by the OEM or the City as it relates to the Water
Treatment Plant.
5 . The City, or any representative of the CITY will notify
the ENGINEER when feasible, prior to making any
modifications of the existing control system.
Task 6 : Training
1 . Maintenance : The ENGINEER shall provide training
sessions, as needed, but at least 24 hours of training
for the City' s maintenance staff to review signal tracing
,Ar and troubleshooting. (ADDITIONS : The resources
necessary for completing these sessions will be billed
against the existing contract balance . Prior to
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providing any training, the ENGINEER will develop the
necessary training outline that defines the specific
topic that required additional training. This outline
will be developed with input from the CITY as to the
specific needs that are required. )
2 . Operations : The ENGINEER shall provide a routine reviews
of screen files and keep the active screen files and
delete any unused files of the file management system on
a quarterly basis .
Task 7 : Emergency Assistance
1 . Dial up Assistance : The ENGINEER shall maintain a copy of
PC ANYWHERE at the Engineer' s location to facilitate
immediate availability to assist with trouble shooting
and emergency assistance .
2 . On Site Response : In the unlikely event that the problem
cannot be resolved via dial-up communication, the
ENGINEER is prepared to assist on site. If the situation
is an emergency the response shall be on site within four
hours .
II . WORK PRODUCT
PIP All work product prepared by the ENGINEER pursuant hereto
including, but not limited to reports, designs, calculations,
work drawings, studies, photographs, models and
NO recommendations shall become the property of the CITY and
shall be delivered to the CITY upon its request, provided,
however, that the ENGINEER may retain copies of such work
products for its records . Such work product is 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.
III . PAYMENTS TO THE ENGINEER
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1 . The CITY shall pay the ENGINEER for its services under this
Agreement an amount not to exceed $17, 150 (Seventeen Thousand
and One Hundred, Fifty Dollars regardless of the actual costs
incurred by the ENGINEER unless the CITY authorizes
modifications to the scope of the work in writing.
2 . The CITY shall make periodic payments to the ENGINEER based
upon actual progress within 30 days after receipt and approval
01110 of invoice. Said periodic payments for each task shall not be
made until the task is completed and accepted by the CITY.
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3 . Schedule of the Project :
The Services as required by the City of Elgin provided in this
agreement shall include six trips of three, eight-hour days
each in 2002 , and shall commence during the month of June,
2002 and continue through December, 2002 for a total of 144
hours of scheduled service .
OP
The Engineer will require a minimum of 2 weeks advance notice
for the regularly scheduled service, to adequately prepare for
each specific assigned tasks .
Services for the 2002 contract period does not include 40
floating hours to be used as necessary to complete any tasks
" estimated to take longer than given schedule or for un
sis scheduled emergencies. Additional time will be invoiced above
the base amount if deemed necessary. Provisions have been
00 made for 2003 and 2004 to include 40hours of "Float Time" to
be used as needed by the City for Emergency Situations .
OP 4 . Part A and Part B of the Engineer' s proposal dated August 24,
2001, and Request For Proposals issued by the City dated
August 9, 2001, are part of this Agreement . (Attached to
+iw Contract Documents)
5 . The CITY shall have the option to renew the contract for up to
om two (2) additional one-year periods, based upon satisfactory
performance of the ENGINEER and after proper funding approval
is made by the City Council of the City of Elgin.Y y gin. The Rate fee
for the first additional year should not exceed 5% of the
original hourly rates (not to exceed $39, 576) , and the fee for
the second year should not exceed 5% of prior year (not to
exceed $41, 574) .
6 . The ENGINEER shall submit to the CITY monthly, a certified
invoice . CITY will review the invoice to insure that all
charges are proper and supported by the Engineer' s Project
fr Progress Report stapled thereto before authorizing payment to
the ENGINEER.
• IV. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the
CITY. Progress reports shall be included with all payment
requests .
B. The ENGINEER shall maintain records showing actual time devoted
and costs incurred. The ENGINEER shall permit an 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 such records available at reasonable
times during the Agreement period, and for three years after
termination of this Agreement .
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rV. 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 total amounts set forth under paragraph III or
IV above, whichever is less .
VI . TERM
This Agreement shall become effective as of the date the
ENGINEER is given a written Notice to Proceed and, unless
terminated pursuant to Article V, shall be deemed concluded on
the date the CITY determines that all of the ENGINEER' s work
under this Agreement is completed. A determination of
00 completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafter acquire with
respect to any term or provision of the Agreement .
VII . NOTICE OF CLAIM
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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 its claim within fifteen
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(15) days after occurrence of such action. No claim for
additional compensation shall be valid unless such notice is
so provided. Any changes in the ENGINEER' s fee shall be valid
only to the extent that such changes are in writing and signed
by the CITY and the ENGINEER. Regardless of the decision of
the CITY relative to a claim submitted by the ENGINEER, all
work required under this Agreement as determined by the CITY
shall proceed without interruption.
00 VIII . BREACH OF CONTRACT
All of the terms and provisions of this agreement are
w material . If either party violates or breaches any term of
this Agreement, such violation or breach shall be deemed to
constitute a default, and the non-breaching party shall have
• the right to seek such administrative, contractual or legal
remedies as may be suitable to the violation or breach. If
either party, by reason of any default, fails within fifteen
(15) days after written notice thereof by non-breaching party
to comply with the conditions of the Agreement, the
non-breaching party may terminate this Agreement .
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I: IX. INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and
shall indemnify, defend and hold harmless the CITY, its
officers, employees, agents, boards and commissions from and
against any and all claims, suits, judgments, costs,
attorney' s fees, damages or other relief, including but not
limited to workers' compensation claims, in any way resulting
from or arising out of negligent actions or omissions of the
ENGINEER in connection herewith, including negligence or
omissions of employees or agents of the ENGINEER arising out
of the performance of this Agreement . In the event of any
PP action against the CITY covered by the foregoing duty to
indemnify, defend and hold harmless such action shall be
defended by legal counsel of the City' s choosing.
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X. NO PERSONAL LIABILITY
•r 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 .
XI . INSURANCE
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A. Commercial Liability. The ENGINEER shall provide, pay for and
maintain in effect, during the term of this Agreement, a
policy of commercial general liability insurance, written in
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occurrence form, 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 CITY a Certificate of
Insurance naming the CITY as additional insured. Such policy
shall not be modified or terminated without thirty (30) days
prior written notice to the CITY.
• Such Certificate of Insurance, which shall include coverage
_A; for Contractual obligations assumed by the ENGINEER under
Article IX, entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect
to any other insurance or self-insurance programs afforded to
IS the CITY. There shall be no endorsement or modifications of
this insurance to make it excess over other available
insurance, alternatively, if the insurance states that it is
excess or prorata, it shall be endorsed to be primary with
respect to the CITY.
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B. Comprehensive Automobile Liability. ENGINEER shall maintain
Comprehensive Automobile Liability Insurance written in
occurrence form 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. ENGINEER' S requirements for
insurance coverage, written in occurrence form for 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.
Pt 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/$3 , 000, 000
L. aggregate . A Certificate of Insurance shall be submitted to
the CITY as evidence of insurance protection. The policy
ws shall not be modified or terminated without thirty (30) days
prior written notice to the DIRECTOR.
gm XII . NONDISCRIMINATION
In all hiring or employment made possible or resulting from
Aw 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 this Agreement by the CITY.
XIII . ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be
binding upon the successors and the assigns of the parties
es
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hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
XIV. DELEGATION AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject
to all the terms, conditions and other provisions of this
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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
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have been obligated if it had done the work itself and no
assignment, delegation or subcontract had been made . Any
proposed subcontractor shall require the CITY' s advanced
written approval .
XV. 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
OP establish the relationship of co-partners, joint venture or
employment between the CITY and the ENGINEER, or as
constituting the ENGINEER as a general representative or
general agent of the CITY for any purpose whatsoever.
XVI . SEVERABILITY
The terms of this agreement shall be severable. The parties
intend and agree that, if any paragraph, sub-paragraph,
phrase, clause or other provision of this Agreement, or any
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portion thereof, shall be held to be void or otherwise
unenforceable for any reason, all other portions of this
Agreement shall remain in full force and effect .
ON
XVII . 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 .
XVIII . MODIFICATION OR AMENDMENT
•
This Agreement and its attachments constitute the sole and
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
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be binding upon the other party unless expressed in writing
herein or in a duly executed amendment hereof, or change order
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as herein provided.
P XIX. 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 enforcement of any rights and the
resolution of any and all disputes shall be in the Circuit
Court of Kane County, Illinois .
XX. NEWS RELEASES
ito The ENGINEER may not issue any news releases without prior
written approval from the CITY, nor may the ENGINEER make
to public any reports or documents developed under this Agreement
without prior written approval from the CITY prior to said
documentation becoming matters of public record.
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am XXI . COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the
CITY' s employ or any work associated with the PROJECT.
XXII . 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.
XXIII . SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have a
written sexual harassment policy that includes, at a minimum,
the following information:
A. The illegality of sexual harassment;
B. The definition of sexual harassment under state law;
s 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 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 Human Rights Act .
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A Copy of such policy must be provided to the Department of Human
Rights upon request . P.A. 87-1257 .
XXIV. PREVAILING WAGE/PAYMENT OF TAXES .
The ENGINEER shall comply with the requirements of the
Prevailing Wage Act (820 ILCS 130/0 . 01 et seq. ) The ENGINEER
certifies it is not delinquent in the payment of any tax
administered by the Illinois Department of Revenue unless
there is a pending proceeding contesting the tax.
trit XXV. WRITTEN COMMUNICATIONS
All recommendations and other communications by ENGINEER to
the CITY and other participants, which may affect cost or time
of completion, shall be made or confirmed in writing. The
CITY may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
XXVI 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:
Larry E. Deibert, Director of the Water Department
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER
Christopher M. Wolverton
Project Manager
Woodard & Curran, Inc .
1808 Woodfield Drive
Savoy, Illinois 61874
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IN WITNESS WHEREOF, the undersigned have placed their hands and
seal 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 CITY:
ATTEST: CITY OF ELGIN
By By
City Clerk Clty pager
For the ENGINEER:
By ,52..,._ k`.
(T- ohn W. Cowger II
ice President
Dated this Seventeenth day of May , A. D. 2002
WITNESSED:
By By
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(Print name) (Print Name) /�Z
Chris M. Wolverton
Project Manager
Woodard & Curran
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CITY OF ELGIN
REQUEST FOR PROPOSAL
ENGINEERING SERVICES
FOR
WATER DEPARTMENT CONTROL SYSTEM MAINTENANCE
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ISSUED: August 9 , 2001
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CITY OF ELGIN '
REQUEST FOR PROPOSAL
ENGINEERING SERVICES
FOR
WATER DEPARTMENT CONTROL SYSTEM MAINTENANCE
General
Proposals are requested from System Integrators and
Engineers to furnish certain professional services in
connection with the Water Department Control System at
Riverside and Airlite Plants and associated remote sites .
The Plant Control System provides Supervisory Control And
Data Acquisition (SCADA) functions and/or capabilities for
the Riverside Water Treatment Plant (WTP) , Airlite WTP, and
ten remote telemetry sites .
The SCADA servers, operator interfaces PC' s, and Office PC' s
are networked using DEC Hub 90 series network hardware . The
various in-plant PC' s and PLC' s communicate over 10Mbps
thin-wire, twisted pair and fiber optic Ethernet network
using standard Window NT and FIX DMACS drivers and TCP/IP
protocol .
Communication between the Riverside WTP and the Airlite WTP
is through licensed Microwave Data System 950D digital
radios and CISCO 2500 series routers . A backup
communication path exists using a standard analog telephone
line and US Robotics 56K external modems using X2
technology.
Asynchronous serial communication to the remote telemetry
sites is through unlicenced Microwave Data Systems spread
spectrum radios, operating at 9600 bps in the frequency
range of 902-928 MHZ, and the standard FIX DMACS MODBUS
driver.
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The Riverside host SCADA servers are designed to operate in
a redundant, (hot stand-by) , manner. Each server polls all
Plo in-plant PLC' s (PLC1 , 2A, 3A and 3B) , using fiber optic
connection to the plant Ethernet network and a Ethernet LAN,
polls the Riverside WTP remote telemetry sites ,
(PLC6 , 7 , 9 , 10, and 11) , using an unlicenced spread spectrum
radio link and the Modicon MCOM master communication
function block. Polled data from PLC8 is available for both
SCADA servers via the plant Ethernet LAN.
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Airlite host SCADA server is designed to operate as stand-
alone unit . The server polls the in-plant PLC, (PLC4) ,
using and unshielded twisted pair, (UTP) , connection to the
plant Ethernet LAN, and a standard FIX DMACS MODBUS Ethernet
driver.
The FIX DMACS View Nodes distributed throughout both
Riverside and Airlite plants interfaces to the three SCADA
servers database to display system-wide process data and
provide control capabilities to in-plant and remote
telemetry sites .
The Process Control System includes both redundant, (hot
stand-by) , and stand-alone PLC' s . All system programmable
controllers are Modicon QUANTUM series PLC' s . A11 PLC I/O
hardware is also from the Modicon QUANTUM series family.
The scope of the work shall include the following tasks:
Task 1: System Hardware Checks:
1 . Check instrument input signals :
routine spot checks shall be made of instrument
input signals to the PLC' s control system as
required by the City.
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2 . SCADA Panel Inspection:
A routine physical inspection of all PLC' s and I/O
panel for deterioration and status .
3 . Spare Parts Check:
Check spare parts list for availability and/or
inventory every three months .
Task 2: PLC and Operator Interface Software Checks:
I'
1 . Custom PLC programming tools :
Develop troubleshooting aids for the system as
needed.
2 . System adjustments :
Perform minor software tuning/modifications as
necessary to maintain proper system performance and
operation.
3 . Alarm review:
Routine review print out of alarm logs and system
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adjustment as required such as separation of event
alarm from general alarms .
4 . System Performance Review:
Check the system Scan time and review Operator log
for operational problems and correct the problems .
5 . Operator Interface Adjustment :
Intellution Fix 32 operator interface screen and
database modification.
6 . Maintenance Review:
Meet with the City staff to resolve issues that may
relate to control system performance or operations .
Task 3: System Backups and Documentation:
1 . On-Site PLC program.
The Engineer shall make PLC program revisions and
backups and will be maintained on the City' s
computers, and PLC program hard copy documentation
will be kept current .
2 . OFF-Site PLC program.
The Engineer shall keep update PLC program on disk
or on Compact Disk (CD) and a hard copy at the
Engineer' s office .
3 . Off-Site Operator Interface Files .
The Engineer shall Store current operator interface
configuration files in disk and hard copy.
4 . Operations and Maintenance manual updates .
The Engineer shall provide an Operations and
Maintenance manual and shall be kept current to
reflect changes in the system.
5 . Installation of Intellution Fix and PLC upgrades .
Task 4: Training:
1 . Maintenance / Operation:
Review signal tracing and troubleshooting with the
City staff .
Routine review / refresher of the file management
procedures .
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Section II - City' s Responsibilities
The City of Elgin Water Department will supply a Project
Coordinator and provide all available documentation and
related drawings to the Engineer.
Section III - Proposal Submittal
to
Part A: Narrative
1 . Please provide a detailed description of the Engineer' s
approach and time frames to perform the work described
herein.
6
2 . The Engineer shall submit with their proposal a list of
! current references for other similar projects , with
contact people and phone numbers .
3 . The experience and educational qualifications of the
Engineer' s key staff members assigned to this contract
shall be included with the proposal . The overall
�r capabilities of the Firm and its current and past
clients should be presented for review by the City staff
and shall include, at a minimum one staff who has no
less than five years programming experience .
" 4 . The selected Engineering firm shall not commence work
under this contract until it has obtained all insurance
required under this paragraph, and has filed with the
City a certificate of insurance . The Engineer shall
furnish Workman' s Compensation Insurance (STATUTORY) ;
tiv Property Damage and Public Liability Insurance in the
amounts of $1 , 000, 000 respectively; and Comprehensive
Automobile and General Bodily Injury Liability with
limits of $1, 000, 000 respectively. The CITY OF ELGIN
to shall be named as ADDITIONAL INSURED on the above
policies . The Engineer shall carry Engineer' s
professional liability insurance with a combined single
limit of not less than $1 , 000 , 000 per occurrence/
$3 , 000, 000 aggregate .
Part B: Fee
This part of the proposal shall be sealed and separate from
Part A. It will include the Engineer' s detailed cost
estimate to furnish the services detailed in its proposal .
to
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Part B will not be used in the evaluation of proposals
leading to the selection of the candidate, and will not be
opened until evaluations have been completed. The fee
proposal will be used as the basis for negotiations leading
to final contractual scope of services and contract fee.
Should the evaluation process not result in a clear choice
as to the top rated Consultant, the fee proposal may be used
to assist the selection committee in determining final
recommendation.
If the City is unsuccessful in reaching a contract agreement
with the top rated firm, negotiations will cease and the
second rated firm will be invited to negotiate with the
City.
Section IV - Proposal Schedule
• Issue Request For Proposal (RFP) 8/09/01
•
• Proposal received 8/24/01
• Selection of Firms 8/29/01
• Authorize Agreement 9/12/01
• Execution of Agreement 9/26/01
• Notice to Proceed 9/27/01
• Schedule of Services :
The schedule of work shall include :
Three trips of four days each in 2001 Starting October
through December for a total of 72 hours of scheduled
service.
Twelve trips in 2002 from January 2002 through December 31,
2002 . Seven trips of four days each for a total of 224
hours, and five trips of three days each for a total of 120
hours of scheduled service.
In addition, the proposal shall include 40 floating hours to
be used as necessary to complete any tasks estimated to take
longer than the given schedule or in case of emergency. The
response time for emergency tasks shall be immediately via
PC Anywhere. On site response shall be no more than 4
hours .
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The City shall have the option to renew the contract for up
to two (2) additional one year periods, based upon
satisfactory performance by the selected vendor. Any prices
increases for option years 2 and 3 must be noted in the fee
proposal .
Section V - Inquiries
Any requests for additional information may be directed to
Peter L. Bityou, Water Operations Engineer at (847) 931-
6159 .
irn
Section VI - Procurement of Professional Services
General
The following process is that which will be followed in
the review and selection of a Consultant on this
project .
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1 . Proposal Evaluation and Final Selection
Upon receipt of each consultant ' s two-part proposal,
"Part A" shall be evaluated with regard to the
consultant ' s stated qualifications, scope of work,
staffing or work load, schedule, familiarity with the
site or the work, past record, and technical approach.
With due consideration to this evaluation of the
proposals, a tentative selection shall be made by
ranking the proposals considering the consultant 's
understanding of and familiarity with work, staff
qualifications, schedule, work load, office location and
other relevant factors . The sealed "Part B" of the
selected consultant shall be then opened for inspection.
If the estimate in Part B of the proposal is shown by an
audit or other independent analysis to be improper or
subsequent negotiations are unsuccessful in bringing
the fee proposal into an acceptable range, negotiation
will commence with number two ranked consultant .
2 . Negotiation Guidelines
The successful Consultant shall be advised as to the fee
negotiation meeting. The negotiation and discussion will
cover the consultant ' s costs - direct costs, indirect costs,
and profit or net fee - as may be considered by the City of
7
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Elgin to be reasonable. City of Elgin and Consultant will
also agree upon the project schedule and any final
adjustments in the project requirements at this time.
3 . Standard Agreement
When the fee has been agreed upon, the Director will prepare
a Council Action requesting permission to enter into an
Agreement for professional services . He will also inform
the remaining short-listed consultants that the award has
been made to another firm.
k
The Contractual agreement between the City and the
successful consultant shall be in a form substantially as
set forth in the draft of agreement attached hereto .
4 . Compensation and Payment
The Consultant shall submit to the City of Elgin monthly, a
certified invoice. City of Elgin will review the invoice to
insure that all charges are proper and supported by the
Consultant ' s Project Progress Report stapled thereto before
authorizing payment to the Engineer.
Section VII - Submittal
An original non-price proposal must be delivered, along with
2 additional copies in a sealed package, plainly marked
"Proposal for Engineering Services for Water Department
Control System Maintenance, (Part A) " and an original price
proposal along with 2 additional copies in a sealed package,
plainly marked "Price Proposal for Engineering Services for
Water Department Control System Maintenance, (Part B) " and
addressed to Gail Cohen, Purchasing Director, City of Elgin,
150 Dexter Court, Elgin, Illinois , 60120 by 11 : 00 AM,
Friday, August 24, 2001 .
Section VIII - Withdrawal or resection of Proposals
The City of Elgin expressly reserve the right to withdraw
the Request of Proposals or to reject any or all proposals
in whole or in part .
Nw
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August 24 2001
Gail Cohen
Purchasing Director
City of Elgin
150 Dexter Court
Elgin, IL 60120
Dear Ms. Cohen:
Thank you for the opportunity to submit a proposal for the Water Department Control
System Maintenance Agreement. We have included for your review a comprehensive
proposal that addresses our proposed scope of services, technical experience, and client
references.
ICCS is confident that our expert team can support your SCADA system, assist with
process improvements, and other opportunities as they are warranted.
If you have any questions or comments regarding this proposal, please contact us by
calling 217-352-1115. We look forward to working with you on this project.
Sincerely,
Christopher M. Wolverton
Project Manager
Enc.
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
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PROPOSAL
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a unit of Woodard&Curran
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Table of Contents
Section 1: Description of Firm
{ Section 2: Project Approach and Schedule
Section 3: Scope of Work
Section 4: Company Experience and Qualifications
Section 5: Project Team
Section 6: Sample Insurance Certificate
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Section 1 — Description of Firm
Woodard & Curran is an environmental consulting firm integrating services in
engineering, science, and operations. Our firm consists of more than 400 environmental
engineers, scientists, certified operators, regulatory specialists, and support personnel
r concentrating in municipal water and wastewater; industrial waste; hazardous waste;
solid waste; operation and maintenance (O&M); information management services, and
environmental studies and permitting.
Founded in 1979,the firm is based in Portland, Maine and serves clients throughout the
United States. Woodard& Curran is currently owned by 18 shareholders,each of whom
is actively involved with running the business and shares a commitment to finding
innovative and client-oriented solutions to environmental challenges. Office locations
include: Savoy, Illinois; Portland and Bangor, Maine; Fall River and Dedham,
Massachusetts; Concord,New Hampshire; Cheshire, Connecticut; and Pompano Beach,
Florida.
Woodard& Curran utilizes a lean management structure --minimizing overhead and
ensuring that senior management maintain extensive involvement in projects. The firm
operates without divisions or subsidiaries and is organized into five integrated business
centers, as illustrated below. Each business center works in coordination with the others,
making the right people available for your projects. Information about what these
business centers offer is summarized below.
Woodard &Curran Corporate
,„ 4,,A•4,4 I.'
CEO/BCM
�.restd�nE� �" Finance
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Marketing
�4'Nx `.�' •• ` F F ev Human Resources
$usiticss C Cater sf MIS
Municipal q Industrial Training&
GIS ICCS "technology Development
Services c, Services Operations
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Total Quality
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• ICCS provides integrated controls and computer systems to link technology with
process controls at treatment and manufacturing facilities, streamlining costs,
improving efficiency, and providing better information.
• The Municipal Engineering Business Center serves cities, towns and state
governments on wastewater, water, water resources, solid waste, and civil
engineering projects. These services typically integrate services from several business
centers,
ii
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
L
often incorporating specialists in GIS, plant operations, and instrumentation and
controls.
• The Training and Operations Business Center focuses on contract operations and
other O&M assignments, such as quick, hard-hitting operational and training
assignments, troubleshooting and startup services, comprehensive plant evaluations,
process control improvements, management assistance, and full contract operations.
• The Industrial Business Center serves industrial and hazardous waste clients
throughout the country in industrial process engineering, hazardous waste science and
engineering, and permitting and regulatory management.
p
Woodard& Curran's greatest asset is its staff of
Support Staff professionals with high levels of education,
commitment, and experience. Over 50 percent of
O&M 23/0 o our technical staff has advanced academic
Specialists Engineers degrees. More than one-third of these individuals
are registered professional engineers, and 25
percent are certified water or wastewater
Sctent sts operators. Several of our staff and managers are
both registered professional engineers and
certified operators. Over 50% of our technical staff has more than 15 years of
experience.
While each business center possesses in-depth capabilities in the traditional aspects of its
discipline, our "all one team" company philosophy represents a proven strength that is
particularly important in today's increasingly complex environmental projects. We offer
the advantage of being an integrated firm,utilizing the expertise of a variety of
professionals, providing extensive in-house support to our projects.
The flexibility and responsiveness of multiple capabilities, linked
through a collaborative approach, have proven to be the
j distinguishing factor when issues and options span a number of
environmental disciplines,regulations, and local issues. This
98 7999 structure allows Woodard& Curran to provide the right people
,9si ,9 0 29'6 P g P P
os when you need them. This ability is the cornerstone to the growth
Woodard&Curran we have experienced over the past several years.
Annual growth percentages
The following information focuses on the type of services available through ICCS.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
A
Controls, Instrumentation, and Information Systems
In December 1996, ICCS,which engineers and implements controls, instrumentation, and
information systems into water,wastewater, and industrial manufacturing facilities
became a unit of Woodard& Curran. Operating from offices in Massachusetts and
Illinois, ICCS services allow clients to streamline costs, improve efficiency, and provide
better information, all adding up to a significant management tool for enhanced
operations.
ICCS engineers, programmers, and system technicians assist in determining the
PP
appropriate use of technology at a customer's facility. They also provide implementation
tro assistance and training with minimal, if any, operational downtime. Typical ICCS
services include SCADA systems, control and information technology planning,
OP
engineering design and specification,hardware selection and configuration, control panel
design and fabrication,programming, system simulation and testing, installation
supervision and start-up, and documentation and training.
ato In addition to the capabilities ICCS offers at water and wastewater and industrial
facilities, its services integrate well with Woodard & Curran's growth over the past
PP
several years into GIS and information management systems. Now with the addition of
ICCS, Woodard & Curran is one of the leading controls and information
management/technical services firms in the marketplace.
ICCS combines the engineering functions of a multidisciplinary consulting engineering
firm with the implementation expertise of control systems integrators. ICCS services
r include:
Technology Planning
• Determine client's business or strategic goals.
• • Answer the question, "How can technology help me achieve my business goals?"
• Determine where the plant is right now by documenting the existing processes
through process flow diagrams (PFDs) or P&IDs and through written
descriptions.
• Define type of hardware and software products that should be the building blocks
of the plant control and information infrastructure.
• Interview plant personnel for input on what improvements should be made.
• Identify and prioritize projects based on client's objectives and capabilities.
• Determine cost for preliminary engineering and a budgetary cost for the controls,
instrumentation, and information system hardware, software, and installation.
• Develop a schedule for the work based on client needs and fiscal constraints.
•
• City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Preliminary Engineering Basis of Design Report (BODR)
• Prepare for internal and external review and approval;the BODR becomes the
guide for all subsequent design activities. The BODR contains the following
design criteria:
• Preliminary P&IDs
• Hardware and software selection
• Preliminary I/O list and alarm list
• System Block Diagram
• Instrumentation list and requirements
• Process control description, requirements, and criteria
• Construction cost estimate
• Drawing list and specifications section list
• Preliminary Operator Interface screens list
• Preliminary reporting requirements
+ Design Engineering
• Prepare final P&IDs, I/O and alarm lists
• Prepare drawings:
• Legend and schedule
• Final block diagram
• Panel face and interior layouts
• Power distribution and control wiring
• I/O wiring details
• Electrical floor plans and details
• Bill of materials
• Prepare final specifications
Bid Phase Services
• Respond to questions
• Prepare addendum
01' • Pre-qualify vendor
Construction Services
PP
• Inspect construction& calibrate instruments
• Prepare field orders and change orders
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• Implementation:
• PLC programming
• Operator interface screen development
• In-house testing and debug of hardware & software
a
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
L
Construction Services cont.
p. • Installation:
• Start up system
• Run pilot test
• Convert data to new system
• Customize reports
• Completion:
• Document procedures
• Train operators
• Fine tune system
Long-Term Support
P
• System updates/enhancements
• Additional training &documentation
• Service contract
IP
P►
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•
PI City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Section 2 — Project Approach
PP
Purpose
The purpose of this project is to provide a comprehensive service level agreement for the
City of Elgin,which will allow for the continued support and development of the existing
Supervisory Control and Data Acquisition system (SCADA)that is currently in use at the
Riverside Water Treatment Plant(WTP), Airlite WTP, and ten remote telemetry sites.
Approach
tro
ICCS, a unit of Woodard& Curran, engineers and implements SCADA systems
specifically for water and wastewater facilities. It is our philosophy that this focus enables
us to achieve and maintain expert status in this technical field and provide quality services
to our clients that is second to none.
Our approach will be to utilize our expert staff to monitor your SCADA system and
schedule regular site visits to implement a preventative maintenance program for the Elgin
facilities. This plan will include routine checks to verify calibration of the existing control
loops,regular physical inspections of SCADA control panels, and a periodic inventory of
locally stocked spare parts inventory. ICCS will also assist the Elgin Water Department in
developing troubleshooting aids, and help with making programming changes and control
tuning to maintain proper system performance and operation.
In efforts to maintain an effective disaster recovery plan, ICCS will assist with the
management of software back-ups on non degradating CDROM media both on site at the
customer location and off site in our Savoy, IL office. Hard copies will also be maintained
pit at the Elgin location for reference purposes. As changes to the system occur, ICCS will
make modifications to the existing owners maintenance and operations manuals in both
electronic and hardcopy formats.
Schedule
The service level agreement shall include the following services:
Three (four day)trips in 2001 starting from October thru December for a total of 72 hours
of scheduled service. ICCS shall make twelve trips in 2002 from January thru December
31, 2002: Seven(four day) trips for a total of 224 hours, and five (three day)trips for a total
of 120 hours of scheduled service.
An additional 40 man-hours of service support will be designated as floating man-hours in
case of severe interruption to the City's operation, such as crashes of the hard drive or any
program corruption that requires emergency support. ICCS shall respond to such
emergencies within four hours from the time of request by telephone. The emergency
• City of Elgin,Illinois Proposal
Engineering Services August 24,2001
OP
support shall utilize the forty floating man-hours. In the case that all floating man-hours
have been used, the emergency support shall be charged on a time and expense basis.
ICCS is recommending that an itemized task list be developed for each visit. This
Po document will facilitate an effective means of completing both the routine tasks to be
accomplished, and assist in the planning for any special task that needs to be implemented.
The approximate frequency of each visit will be once per month. The schedule will be
developed in conjunction with the City of Elgin and ICCS to maximize the effectiveness of
this service level agreement.
Documentation
After each site visit, a detailed work summary report will be forwarded to the City of Elgin
•
to identify the tasks completed and any abnormalities in the system that need further
attention to prevent any adverse affect on system performance and operations.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Section 3 — Scope of Work
Detailed Scope
System Hardware
• Instrument Calibration: ICCS will perform routine spot checks on existing
instrumentation signals that are input to the Programmable Logic Controllers
(PLC's) control system as required by the City.
• SCADA Panel Inspection: ICCS will perform regular panel inspections of all
PLC's and I/O panels for deterioration and status on a bi-monthly frequency.
Panels that do not satisfy the City's requirements will be photographed and
indicated in the monthly exception report.
• Parts Inventory: A comprehensive inventory of the existing SCADA spare parts
will be completed every three months. Any abnormalities will be reported in the
monthly exception report. ICCS is requesting that the City of Elgin supply an
PP initial spare parts list indicating the equipment manufacturer and part number.
PLC and MMI Software
• Custom PLC Programming Tools: ICCS will provide custom programming
tools and aids to assist with troubleshooting and process improvements as needed.
• System Tuning/Performance: ICCS will perform minor software tuning and
modification as necessary to maintain proper system performance and operation.
• Alarm Review: ICCS will provide review of the alarm log as deemed necessary
to maintain system optimization as required.
PP • MMI Modifications: ICCS will provide the necessary resources to modify or
add to the existing Intellution Fix 32 VIEW and SCADA nodes as necessary.
• Misc. Maintenance Review: ICCS will meet with the City's maintenance staff
to resolve issues that may relate to control performance or operation as necessary.
• Access to PLC/SCADA software and files: The City will provide ICCS access
to all existing PLC/SCADA software and application files for use in executing
this agreement.
PP
Disaster Recovery Files and Documentation
• On-Site PLC/MMI File back up and storage: As ICCS makes PLC or MMI
revisions, new back ups will be created and maintained on site at the Water
Department. This update will include software files and hard copies as necessary.
• Off-Site PLC/MMI File Storage: ICCS will keep updated copies of the
application files on CDROM and a hard copy in the Savoy, Illinois office. In
addition, ICCS will keep current copies of the files on our Company server that is
backed up weekly by our MIS department located in Portland, ME.
• Operations and Maintenance Manual Updates: As revisions are completed,
w• ICCS will keep current the existing operations and maintenance manuals. ICCS
will require both electronic and hard copies of all the applicable operations and
maintenance manuals for our records.
!PI City of Elgin,Illinois Proposal
Engineering Services August 24,2001
• Software Upgrades: ICCS will manage and implement upgrades to the City
owned software that is provided by the OEM or the City as it relates to the Water
Treatment Plant.
• System Modification Notice: The City, or any representative of the City will
IA notify ICCS when feasible, prior to making any modifications of the existing
control system.
PP Training
• Maintenance: ICCS will provide training sessions as needed,with at least 24
hours of training for the City's maintenance staff to review signal tracing and
troubleshooting. The resources necessary for completing these sessions will be
billed against the existing contract balance. Prior to providing any training, ICCS
will develop the necessary training outline to define the specific topic, which
requires additional training. This outline will be developed with input from the
City as to the specific needs that are required.
• Operations: ICCS shall provide routine reviews of screen files, keeping the
active screen files and deleting the unused files of the file management system on
a quarterly basis.
Emergency Assistance
• Dial up Assistance: ICCS will maintain a copy of PC ANYWHERE at our
location to facilitate immediate availability to assist with trouble shooting and
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• emergency assistance.
• On Site Response: In the unlikely event that a problem cannot be resolved via
,P„ dial-up communication, ICCS is prepared to assist on site. If the situation is an
emergency,the response will be scheduled within four hours.
Execution of the Service Level Agreement
• Site Visits: ICCS and the City of Elgin shall mutually agree upon regularly
scheduled site visits to perform the work described above. ICCS recommends
lw that the initial site visit be utilized to perform typical maintenance services. ICCS
has been supporting the City of Elgin for the past year; therefore, our project team
members are very familiar with site-specifics and have a thorough understanding
IP of the plant layout and methods of operations that are unique to the City of Elgin.
Rather than spending 72 man-hours to "get up to speed", ICCS can provide 72
hours of engineering support services to the City.
• Emergency Support: 40 man-hours of service support will be designated as
floating man-hours in the case of severe interruption to the City's operation, such as
crashes of the hard drive or program corruption that requires emergency support.
ICCS shall respond to such emergencies within four hours from the time of request
by telephone. The emergency support shall utilize the forty floating man-hours. In
P" the case that all floating man-hours have been used, emergency support shall be
billed on a time and expense basis.
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
• Documentation and Software: ICCS will require a complete set of system
documentation, diagrams, manuals and system application software for this
system.
tr • Additional Services: ICCS will be responsive in meeting the City's needs as
they are outlined in this proposal. In the event that additional services are
required that are not part of this Scope of Work, ICCS will be pleased to offer
additional services on a time and expense basis.
Customer Expectations
• • Work Area: ICCS expects the client to provide our engineers a safe working
too environment suitable for performing the prescribed tasks.
• Software License: It is requested that the City of Elgin provide the necessary
software licenses to ICCS to ensure that all work and development can be
completed at our location without infringement of the manufacture's copyright
agreements.
• Documentation: ICCS is requesting complete documentation, including
electronic copies of all manuals, drawings and other documentation necessary to
satisfactorily implement this Service Level Agreement.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Section 4- Company Experience and Qualifications
ICCS, a unit of Woodard& Curran is uniquely qualified to perform your project. Our
approach and team experience assures that the service we provide, and the systems we
design and implement meet your objectives. We take responsibility for system
performance because we are involved from project conception through project
completion.
ote
The pages to follow detail just a few of our other water projects and references for your
review.
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P City of Elgin,Illinois Proposal
Engineering Services August 24,2001
RP
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City of Naperville Water Supply System: Technology Plan,
r SCADA Design/Implementation, &Web Based Application
The City of Naperville, Illinois began minimized spare parts and training. A
working with ICCS, a unit of Woodard master PLC at the main control center
& Curran, in 1991 when reliable daily would monitor and collect data from
operation of their fast-growing water each of the sites.
supply system required expansion of the
existing water supply control system. Second, the plan recommended that a
The city was receiving Lake Michigan personal computer capable of displaying
water through the DuPage Water the data in a graphical format be
Commission(DWC). The DWC fed connected to the master PLC. This
Lake Michigan water into the Naperville would eliminate the present graphic
system through a total of 15 remote sites control panel, which was difficult and
consisting of 8 flow control and pressure costly to modify, and would provide
adjusting stations, and a system of additional capabilities such as manual
reservoirs and elevated tanks. control,historical trending, and
reporting.
The SCADA system utilized a tone
telemetry system to send data back and Finally, the technology plan suggested
forth between the central control room that communications should be
• and the individual sites. Transmission of transmitted over leased digital telephone
data took place over leased analog lines via modems. Digital phone lines
telephone lines. Problems with the were far more reliable and if they did
system included low reliability and high fail, received priority service response.
maintenance costs due to the age of the These projects, as outlined in the
instrumentation at each site, the technology plan, were approved by the
difficulty involved in troubleshooting the City of Naperville and implemented by
system, and the cumbersome and costly ICCS in phases from 1994-1998.
nature of expanding the system. As a
ro result, ICCS developed a technology The most recent system enhancements to
plan for the new control system. ICCS the City of Naperville include the
studied the state of the existing SCADA addition of Web Based Applications.
system, identified necessary ICCS completed implementation of the
improvements, and researched the web server applications in the Spring
available options. 2001, allowing staff members to view
A" the current plant conditions with a
The ICCS plan outlined a number of standard web browser through the
enhancements available to the city. Intranet or Internet. Key/crucial real-
" First, it recommended that PLC control time plant information is now accessible
be implemented at each of the 15 sites, by staff and managers in a timelier
which would offer the advantages of manner.
'"' local control, independent
x communications with the central control
room, and a standard configuration that
P City of Elgin,Illinois Proposal
k Engineering Services August 24,2001
4.
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Village of Oswego Water System SCADA Design &
Implementation:
During the 1990's the Village of the remote well house, tower, and
Oswego, Illinois began experiencing booster pump station sites. The SCADA
exponential growth. The Village's system (computer and operator interface
infrastructure, particularly the water graphics software) was based at the
works system, was operating at office of the Director of Public Works in
maximum capacity and the village was the Village Hall. An off-the-shelf
forced to limit water usage in the compatible Pentium based computer
summer of 1996 in order to meet normal running MS Windows NT 4.0 housed
system demands. During that time it the SCADA system, and communicated
became clear to Oswego's Director of over a spread spectrum radio telemetry
Public Works that their current facilities system to PLCs located at the remote
were no longer sufficient to meet the well house and tower sites. Personnel
village's increasing water demands and a could also monitor and control the
more efficient means of operation was system using a SCADA computer at the
needed. Public Works garage, or remotely
through a lap top computer.
After evaluating the increasing demand
on the water system, village officials Implementation of the remote
decided that additional infrastructure monitoring and controls, which was
was needed to support the growing completed in the summer of 1999,
community. In order to efficiently enabled the Village to reduce its
r handle the proposed additions and operating costs. Less time was spent
improvements to the water system,the driving to each remote site location to
Village of Oswego and their existing make system changes and gather daily
consulting engineer, Engineering data. Chart recorders were eliminated,
Enterprises, contracted ICCS in 1996 to which meant no more paper charts to
design and implement a Supervisory store. Furthermore, automated reporting
r Control and Data Acquisition (SCADA) reduced man-hours required to gather
system. information and generate reports, and
reduced the number of errors in the
r The process of creating a SCADA reports. With the SCADA system
network for the Village of Oswego collecting and trending the data, workers
began with a Basis of Design Report knew when demand increased and
(BODR)that examined the existing decreased throughout the day, enabling
system and established the goals for the them to make sure the tanks were full
new system. Upon review of the BODR, enough to meet the town's needs and fill
Fil the village decided to standardize on the tanks during off-peak demand times
„ programmable controllers and HMI in order to save energy.
operator interface software. Control and
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monitoring was distributed through six
PLC processors and local operator
interface panels were used for control of
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Engineering Services August 24,2001
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Village of Montgomery: Water SCADA
The Village of Montgomery, IL needed plant data concentrator via Metricom
to replace their existing control system spread spectrum radios, while operators
rfor the water treatment plant and seven monitored and controlled the system
remote sites. The existing system, which utilizing Intellution FIX/HMI software.
used proprietary hardware and software, Remote I/O and VFD powered high
was becoming obsolete and therefore service pump drives communicated with
increasingly more expensive to maintain. the system via Device Net.
Replacement parts were more difficult to
find and few technical support As a result of changes made to the
professionals were able to provide the system during phase one, village
assistance needed when system employees were able to monitor and
complications occurred. control the two remote sites from one
central point. The VFD powered and
Therefore, the Village of Montgomery Supervisory Control and Data
contracted with ICCS, a unit of Woodard Acquisition(SCADA) controlled high
& Curran in 1996 to upgrade their service pumps, allowed operators to vary
facilities. As the sole source for the pump speeds thereby reducing operating
project, ICCS began with a Basis of costs, energy costs, and maintenance
Design Report (BODR), which costs due to main breaks. Additionally,
examined the existing system and made implementation of the control drives
recommendations for the new system. through Device Net significantly
Further,the BODR set forth budgetary reduced the amount of wiring required.
costs for the project and a schedule for
implementation. Phase two of the project, completed in
January 2001, included monitoring and
The first phase of the project, which was control of the water treatment plant, and
completed in June 1999, involved the the other five remote sites. The
design and implementation of the data implementation of this phase allowed
concentrator PLC, and two remote sites. village operators to monitor and control
Remote site Allen-Bradley PLCs the entire system (all seven remote sites)
communicated with the water treatment from one central point.
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L Engineering Services August 24,2001
Village of Hampshire: BODR & SCADA Design & Implementation
During the 1990's,the Village of Upon approval by the village, ICCS
Hampshire, a northwest Chicago suburb, began the design and implementation for
was experiencing rapid growth within the new Supervisory Control and Data
their community. Operating their water Acquisition(SCADA) system. The
system with manual controls and at project was completed in December of
maximum capacity,new elevated tanks 2000. Allen Bradley SLC 500 PLCs and
and booster stations were needed to Intellution FIX software were used,
continue meeting the water needs of the allowing village operators to monitor
growing community. However, with and remotely control the system from
manual monitoring and control in place, one central point, and eliminating the
adding additional infrastructure meant need to travel from site to site to check
even more time would be spent driving tank levels and make system changes.
to each remote site to gather daily data Implementation of off-the-shelf
or make system changes. The village hardware and software will allow the
recognized they needed a more efficient village to easily make upgrades to their
means with which to manage water system in the future, find replacement
system operations. parts, and find technical support.
Utilizing a non-traditional approach, Further, the remote sites report to the
ICCS teamed with the village's existing data concentrator via spread spectrum
consulting engineer, Engineering radio. Spread spectrum radio is a type of
Enterprises, in 1996 to develop a Basis radio technology,which allows for
of Design Report(BODR). The BODR wireless communication between sites
examined the village's existing system without the licensing fees. As an
and made recommendations for the new alternative to monthly per line phone
system. The BODR further established fees,the radio technology is reliable,
budgetary costs and an implementation wireless, and the cost can be capitalized
schedule for the project. so there is no monthly expense.
•
P City of Elgin,Illinois Proposal
Engineering Services August 24,2001
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Town of Cortland: Water/Wastewater Design/Build SCADA
In December 2000, the Town of procure the system. The consultant
Cortland, IL recognized the need for a issued a formal Request for Proposal to a
Supervisory Control and Data pre-approved list of firms in December
Acquisition (SCADA) system for the 2000, and proposals were due in January
town's water and wastewater facilities. 2001. Proposals were reviewed and
IIIP With an expected community growth of evaluated shortly thereafter, and two
2000 residents to approximately 5000 firms were asked to present to the Mayor
residents over the next ten years, Town and Town Trustees at their meeting. The
rleaders knew the construction of several trustees then used a qualifications-based
single-family and multi-family selection process, and ICCS a unit of
residences, and multiple retail Woodard & Curran was contracted to
rdevelopments would be needed to design, construct, and implement the
support the rapidly changing SCADA system.
community. Consequently, the existing
water and wastewater system The project is currently in the design
infrastructure would need to be phase. The system components include,
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expanded to accommodate the growth. Programmable Logic Controllers
(PLC's) at each of the remote sites that
With an existing water and wastewater report to a data concentrator PLC at well
t
system comprised of one elevated tank, #2 via UHF licensed radio. Intellution
three wells, and four sanitary lift iFIX HMI/SCADA software will allow
stations, Town leaders further the operators to monitor and control the
recognized that additional infrastructure systems, display alarm conditions,
would make it increasingly difficult for collect system data, and display trends of
the Public Works department to operate the data. A laptop computer will allow
and maintain the systems. As a result, an operator to monitor and control the
they decided a SCADA system would system from home if an after-hour alarm
help the Public Works department condition occurs.
Pui operate the water and wastewater
systems more effectively. The proposed This system is scheduled for start-up and
SCADA system would allow for commissioning in mid-July 2001. The
r monitoring and remote control of the seven-month project duration is made
L water system, and monitoring of the possible by utilizing the design-build
wastewater lift stations from one approach. When completed,the
• centralized location. SCADA system will provide the Town
ik of Cortland Public Works Department
To expedite the design and construction with an effective means for monitoring
of the SCADA system,the Towns' and controlling their system from one
L. consulting engineer recommended that a centralized point, without breaking the
design-build approach be utilized to bank.
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City of Elgin, Illinois Proposal
Engineering Services August 24,2001
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References/Client Contacts:
Mike Rysner Jerry Weaver
Water Supply Supervisor Director of Public Works
City of Naperville Village of Oswego
400 South Eagle St. 113 Main St.
P.O. Box 3020 Oswego, IL 60543
Naperville, IL 60566-7020 #630-544-3306
630-422-6681
Michael Pubentz, Director of Public Works John Bidinger
Village of Montgomery Superintendent of Public Works
Ow 1300 South Broadway Village of Hampshire
Montgomery, IL 60538 #847-683-2181
#630-896-9241
PIP
David Yelton
Director of Operations & Maintenance
1" Town of Cortland
#815-756-6469
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
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Section 5 — Project Team
This section of the proposal presents the P rofessionals that ICCS, a unit of Woodard &
Curran will assign to this project. The team was selected to provide the City of Elgin a
Team that possesses the comprehensive skills needed to implement your planned
maintenance program.
We have provided detailed resumes for the following key project team members: Roger
Fatheree, Chris Wolverton, Tom Robarge, and Mike Taylor.
Roger Fatheree will function as the Senior Technical Advisor for this contract. Roger
has over 25 years of experience in the field of instrumentation and controls. Roger will
support our staff with his expertise in the instrumentation calibration and maintenance
portion of the service agreement. In addition, Roger will be able to lead our team in
resolving issues and improvements to the process and operations piece of the contract.
Christopher Wolverton will serve as the Project Manager. His skill set brings over 10
years of engineering problem solving and project management to this project. Chris has
extensive experience with PLC programming, and Intellution FIX HMI/SCADA
software. His key responsibilities will be to provide on-site support, and to insure
successful execution of the project scope, schedule, budget and overall project
performance.
Tom Robarge will serve as the Field Engineer. Tom has over 8 years experience
working with machine automation and controls. His primary focus will be to provide
programming expertise with the Modicon Quantum PLC's, Intellution FIX HMI/SCADA
software, and to provide on-site support.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
Roger Fatheree
Senior Technical Advisor
Professional Profile
Mr. Fatheree was co-founder of ICCS, Inc. in 1987 and served in several capacities as
Vice President/Secretary, Director, Accountant, Design Engineer, Project Engineer, and
Project Manager over the 10 years prior to ICCS becoming a unit of Woodard & Curran.
For the past three years, Mr. Fatheree has served as Senior Project Manager and Senior
Technical Advisor for the ICCS/Woodard & Curran Savoy Office. Prior to ICCS, Mr.
Fatheree worked for five years with an instrumentation and controls manufacturer, 2
years with a systems integrator, and 10 years with a water/wastewater consultant. Mr.
Fatheree is experienced in all areas of instrumentation, control systems design and project
management, having served as a design engineer, project engineer, and project manager
for a variety of major electrical, instrumentation and control projects.
Education
A.S., Electronics Technology, ITT Educational Services
Related Experience
Mr. Fatheree has served as Senior Project Manager/Senior Technical Advisor for multiple
projects for each of the following clients/end users:
• Delta Air Lines, Atlanta, GA- Authored the Basis of Design Report (BODR) that
consisted of an assessment of existing instrumentation and control systems conditions
and capabilities; and made recommendations for the design and implementation of a
new SCADA system. System consisted of seven Allen-Bradley PLCs and one Allen-
Bradley RS View SCADA operator interface node connected by an Ethernet network
including two Esteem Ethernet radio nodes.
• City of Rushville, Rushville, IL- Authored the Technology Plan that consisted of an
assessment of existing instrumentation and control systems conditions and
capabilities; and made recommendations for the design and implementation of a new
SCADA system. System consisted of nine Allen-Bradley PLCs and one Intellution
FIX SCADA operator interface node connected by a Teledesign spread spectrum
radio communications system.
• Bloomington-Normal Water Reclamation District, Bloomington, IL-Project Manager
and Senior Design Engineer for the design of the new SCADA system for the City's
new Southeast wastewater treatment plant. System consisted of seven Allen-Bradley
PLCs and five Intellution FIX SCADA operator interface nodes connected by an
Ethernet fiber optic network.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
L
• City of Naperville,Naperville, IL- Project Manager for the design and
•• implementation of the new expansion to the existing SCADA system for the City's
Springbrook wastewater treatment plant. System expansion consisted of adding three
Allen-Bradley PLCs and seven new Intellution FIX SCADA operator interface nodes
0 to the existing SCADA system via an Ethernet fiber optic network. The existing
SCADA system nodes were all converted to Ethernet to make a complete Ethernet
system.
• Sanitary District of Decatur, Decatur, IL- Authored the Basis of Design Report
(BODR)that consisted of an assessment of existing instrumentation and control
systems conditions and capabilities; and recommendations for the design and
implementation of a new SCADA system. Project Manager for the design and
implementation of the new SCADA system for a wastewater treatment plant. System
consisted of eleven Allen-Bradley PLCs and two Intellution FIX SCADA operator
interface nodes connected by a fault tolerant, fiber optic data highway.
• Danville Sanitary District, Danville, IL-Project manager for the design and
implementation of the new SCADA system for the District's wastewater treatment
plant. SCADA system consisted of seven Allen-Bradley PLCs and three Intellution
FIX SCADA operator interface nodes connected by a fiber optic data highway.
• Village of Montgomery, IL - Authored the Basis of Design Report (BODR) that
consisted of an assessment of existing instrumentation and control systems conditions
and capabilities; and recommendations for the design and implementation of a new
SCADA system. Project Manager for the design and implementation of the new
SCADA system for the Village's water system consisting of eight wells, two elevated
Tanks, one ground storage tank, and a water treatment plant. System consisted of
seven Allen-Bradley PLCs and one Intellution FIX SCADA operator interface node
connected by a Metricom spread spectrum radio communications system.
• Village of Oswego, IL - Authored the Basis of Design Report(BODR)that consisted
of an assessment of existing instrumentation and control systems conditions and
capabilities, and recommendations for the design and implementation of a new
SCADA system. Project Manager for the design and implementation of the new
SCADA system for the Village's water system consisting of four wells, four elevated
Tanks, and two booster pump stations. System consisted of seven Allen-Bradley
PLCs and two Intellution FIX SCADA operator interface nodes connected by a
Metricom spread spectrum radio communications system.
• Village of Hampshire, IL - Authored the Basis of Design Report(BODR)that
consisted of an assessment of existing instrumentation and control systems conditions
and capabilities, and recommendations for the design and implementation of a new
SCADA system.
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
r
• Downers Grove Sanitary District, Downers Grove, IL - Authored the Basis of Design
Report(BODR) that consisted of an assessment of existing instrumentation and
control systems conditions and capabilities, and recommendations for the design and
implementation of a new SCADA system.
• City of Naperville,Naperville, IL- Project manager for the design and
implementation of the new SCADA system for the City's water distribution system.
r System consisted of an Allen-Bradley PLC located at each of fifteen remote water
sites reporting back to a master PLC via leased digital telephone lines. The master
PLC communicates with an Intellution FIX SCADA operator interface node.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
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Thomas Robarge
• Systems Engineer III
Professional Profile
Mr. Robarge joined the ICCS team in August 2000. He spent eleven years in the Navy as
a Nuclear trained electrician serving on board submarines. After the Navy he worked as
an emergency maintenance electrician for two years before being promoted to Controls
Supervisor at Bridgestone/Firestone Inc. He is experienced in PLC's, DC and AC motor
drives, and various controls applications. He is currently serving as a Systems Engineer
at the Savoy, Illinois office.
Education
B.S., Human Resource Management,New School of Social Research,N.Y.
410' Related Experience
• Currently working on a project for the University of New England, which will allow
0. them to pump sea water to a holding tank during periods of high tide. This will be
accomplished using two SLC 5/03's, two PV-600's for interface, and DeviceNet to
control the Square D Altivar58 drives.
• Designed operator interface screens using Intellution Dynamics for Downers Grove
Waste Water Treatment Plant. Programmed nine Micrologix 1500 PLCs to monitor
and control the outside lift stations. Configured alarm notification using Win911.
44
• Programmed chemical feeders at the Airlite Water Treatment Plant for the City of
Elgin. They are using Quantun PLCs for their automation process. The automation
of the chemical feeders also required changes to the FIX32 graphical interface.
• Designed operator interface screens using Intellution FIX 32, and setup the OPS 32
software package for data collection and report generation at the Clinton Lagoon in
Clinton, Illinois. Programmed a GE Fanuc 90-30 PLC to control wetwell levels,
automatic operation of the aerators, alarming features and several other control
functions for the Clinton project.
• Field Engineer on the systems upgrade on a sidewall extrusion line. Upgrade
replaced DC Reliance drives with AC inverter, and placed the system on a PLC with
FIX Dynamics for MMI. Developed and implemented the verification system used to
determine the amount of product produced.
• Devised a procedure to tune a tread extrusion line. The tuning included setting up
various belt speeds using dancer reactor modules and GE DV-300 drives. This tuning
procedure reduced machine downtime and saved the company thousands of dollars.
OP
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
•
• Project Engineer for a new interlock system on the Carbon Black distribution system.
The system used an Allen-Bradley SLC 5/04 with a Panelview 550 for MMI. The
system was used to monitor the accesses on the system and prevent running should
the access not be shut.
PP
oko • Programmed numerous Danfoss VLT 5000 drives for use on several systems.
Systems included a slab conveyor system using a master reference to control five
different drives. Another system used a Leader-Follower configuration to match
speeds on two different belts on a tread extrusion line.
• Ten years of distinguished performance as a proven leader, accomplished Instructor
and electrical systems expert in the Navy Nuclear Power Program. Qualified Nuclear
Operations Supervisor, Prototype Staff Instructor, and Electrical Work Center
Supervisor.
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City of Elgin,Illinois Proposal
Engineering Services August 24,2001
6*
00
ro Water Department Control System Maintenance
Project Team Organization
pp
City of Elgin, IL
Peter L. Bityou,Water Operations Engineer
r
Project Management Team
Roger Fatheree, Senior Technical Advisor
Christopher Wolverton, Project Manager
System Engineering
Tom Robarge, Systems Engineer
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WOODARD&CURRAN CORPORATE OFFICES:Maine,Massachusetts,
New Hampshire,Connecticut,Illinois,Florida
Engineering . Science . Operations Operational offices throughout the U.S.
May 14, 2002
Mr. Peter Bityou
P Water Operations Engineer
City of Elgin
150 Dexter Court
FP Elgin, IL 60120-555
Dear Mr. Bityou:
ig
isa The revised pricing for FY 2002, FY 2003 and FY 2004 for the Engineering Services to
the City of Elgin, dated August 24, 2001 is as follows:
2002 Contract (6 x 3-days) $ 17,150.00
2003 Contract (12 x 3-days, 40 hrs Emergency Support) $ 39,576.00
2004 Contract (12 x 3-days, 40 hrs Emergency Support) $ 41,574.00
These prices are base on a contracted Time and Expense not to Exceed, for the duration
of time that the contract is in force. These calculated values include all pertinent
IP
expenses for travel time (at 50% of published rates), lodging, mileage and meals. The
contract values for 2003 and 2004 reflect an annual 5% increase for salary adjustments
and inflation respectively.
Thank you for the opportunity to serve the city of Elgin. We look forward to working
with your team on this project.
Si e ,
PP Chris M. Wolverton
Project Manager
1808 Woodfield Drive i Savoy, Illinois 61874 • 217-352-1115 • 217-352-4836 (Fax) i www.woodardcurran.com
WOODARD&CURRAN CORPORATE OFFICES:Maine,Massachusetts,
New Hampshire,Connecticut,Illinois,Florida
Engineering Science Operations Operational offices throughout the U.S.
L
s May 10, 2002
Mr. Peter Bityou
Water Operations Engineer
City of Elgin Water
150 Dexter Court
Elgin, IL 60120-5555
Po
Dear Mr. Bityou:
a
Woodard& Curran has reviewed our proposal for Engineering Services to the City of
Elgin, dated August 24, 2001. We will continue to honor the proposal as set forth with
the following amendment. The 2002 contract value should be amended to read:
2002 Contract (6 x 3-days) $17,150
PP
If you have any questions or comments regarding this proposal, please contact us via e-
mail Y Yq g g P p , P
at jcowger@woodardcurran.com or by calling 217-352-1115, extension 14.
p
Thank you for this opportunity to serve the City of Elgin. We look forward to working
with you on this project.
a
Sincerely,
John owger
• President
IP
1808 Woodfield Drive • Savoy, Illinois 61874 • 217-352-1115 1 217-352-4836(Fax) i www.woodardcurran.com
ita
Part B—Price Proposal piece
•
August 24, 2001
Gail Cohen
Purchasing Director
City of Elgin
150 Dexter Court
Elgin, IL 60120
Dear Ms. Cohen:
ICCS has included for your review, our proposed fee for the Engineering Services
Agreement and our standard terms and conditions as applicable to this agreement.
If you have any questions or comments regarding this proposal, please contact me via
e-mail (cwolverton @woodardcurran.com) or by calling 217-352-1115.
On behalf of ICCS, I would like to thank you for this opportunity to serve the City of
Elgin. We look forward to working with you on this project.
Sin rely,
/1)(- IAD
PP
hristopher M. Wolverton
Project/Operations Manager
I
Enc.
r
! City of Elgin,Illinois Proposal
Engineering Services August 24,2001
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FEE PROPOSAL FOR THE WATER DEPARTMENT CONTROL
SYSTEM MAINTENANCE
1. Basic Fee Structure: ICCS is proposing that the planned maintenance portion of
the contract be completed on the terms of a fixed price basis. This fixed price will
• include the services as outlined in PART A of the Service Level Agreement
Proposal. This will include four hundred and fifty-six straight time man-hours for
both onsite, off-site, emergency work and 105 hours travel time required to
o maintain compliance with the agreement.
2001 Contract value (3 x 3-days) $ 8,550.00
•
2002 Contract value (5 x 3-days) $39,884.00
(7 x 4-days)
Float Time (40 hours) $ 3,400.00
ICCS proposes to perform this work for the sum of$51,834.00.
2. Emergency Services: ICCS will provide 40 man-hours of emergency service as
requested in the original RFP.
3. Standard Rates: In the event that more than 456 hours are requested by the City
of Elgin,the hours will be billed at the following rates:
a. Project Management $115/hr
b. Project Engineer $85/hr
11„ c. System Engineer $85/hr
d. Field Service $85/hr
e. CAD/drafting $65/hr
f. Travel Time $50/hr
4. Contract Renewal Option: The City shall have the option to renew the contract
► for up to two (2) additional one-year periods. Proposed price increase for year 2
shall be 5%. The proposed increase for year 3 shall be 5%.
City of Elgin,Illinois Proposal
Engineering Services August 24,2001
PP
uok ICCS
• a woma.e a com
115
ICCS,A UNIT OF WOODARD&CURRAN
STANDARD TERMS&CONDITIONS
le
iteu The following Standard Terms and Conditions, together with the 3.4.1 data prepared by or services of others,
attached Proposal constitute the terms of the Agreement between including without limitation borings, probings
p ICCS, a unit of Woodard& Curran Inc. ("Engineer"), and the City and subsurface explorations, hydrographic
of Elgin, IL("Client")with respect to the performance of any basic surveys, laboratory tests and inspections of
ho or additional services. samples,materials and equipment.
• 1. Scope of Services 3.4.2 appropriate professional interpretations of all
y.
of the foregoing;
ii
Engineer, as representative of the Client, shall perform the
engineering services described in the attached proposal. 3.4.3 environmental assessment and impact
Plo statements;
i
i. 2. Engineers Responsibility
3.4.4 property, boundary, easement, right-of-way,
2.1 Perform all work in accordance with the attached Scope topographic and utility surveys;
of Services.
to 2.2 All work will be performed by professionals in a manner 3.4.5 property descriptions;
that is consistent with other professionals performing
IA similar work in the geographic area at the time services 3.4.6 zoning,deed and other land use restriction;and
are rendered.
iiio
2.3 Engineer will have necessary insurance. 3.4.7 other special data or consultations,all of which
2.4 Engineer will have all required licenses and permits Engineer shall be entitled to use and rely upon
r necessary to perform the work. with respect to the accuracy and completeness
thereof, in performing services under this
ii 2.5 Assign a project manager to act as Engineer's
representative with respect to services to be rendered
Agreement.
under this Agreement. 3.5 Examine all studies, reports, sketches, drawings,
•
3. Client Responsibilities specifications, proposals and other documents presented by
Engineer; and render in writing decisions pertaining thereto
Client shall do the following in a timely manner so as not to within a reasonable time so as not to delay the services of
11.
delay the services of Engineer: Engineer. All approvals will be provided by The City of
Elgin.
3.1 Designate in writing a person to act as Client's 3.6 Secure and maintain all necessary approvals and permits from
representative with respect to the services to be all governmental authorities having jurisdiction over the
-: rendered under this Agreement. Such person shall Project and such approvals and consents from others as may
have complete authority to transmit instructions, be necessary for completion of the Project.
receive information, interpret and define Client's
1. policies and decisions with respect to Engineer's 3.7 Provide such accounting, independent cost estimating and
services for the Project.
it insurance counseling services as may be required for the
3.2 Provide all criteria and full information as to Client's Project, and such legal services as Client may require or
1!i requirements for the Project, including design Engineer may reasonably request with regard to legal issues
objectives and constraints, space, capacity and pertaining to the Project.
iii
performance requirements, flexibility and
expandability, and any budgetary limitations; and 3.8 Give prompt written notice to Engineer whenever Client
PI furnish copies of all design and construction standards observes or otherwise becomes aware of any development that
which Client will require to be included in the affects the scope of timing on Engineer's services.
Drawings and Specifications.
3.9 Furnish, or direct Engineer to provide, necessary additional
• 3.3 Assist Engineer by placing at Engineer's disposal all engineering services not described in the attached
t proposaUletter agreement.
i available information pertinent to the Project including
previous reports and any other data relative to design
or construction of the Project. 3.10 Bear all costs incident to compliance with the requirements of
r this Section.
3.4 Furnish to Engineer, as needed for performance of 3.11 Client will arrange for the Engineer, its agents and
Engineer's services,the following: representatives to have safe access to the Site and buildings
thereon, and other locations as required, at reasonable times
throughout the performance of the Services.
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5.3.5 expense of overtime work requiring higher than
• 3.12 Where the Services include subsurface explorations, the regular rates; as only approved by the designate
Client acknowledges that the use of exploration equipment of the city;
may alter or damage the terrain, vegetation, structures,
improvements, or property at the Site and Client accepts that 5.3.6 expense of any additional insurance coverage or
pp risk. Provided the Engineer uses reasonable care, the limits, including professional liability insurance,
Engineer shall not be liable for such alteration or damage or requested by the Client in excess of that
for damage to,or interference with any subterranean structure, normally carried by Engineer and Engineer's
pipe,tank, cable, or other element or condition whose nature consultants;
OP and location are not called to the Engineer's attention in
writing before exploration commences. 5.3.7 automobile expenses for personal or company
vehicles at$0.345 per mile,plus toll charges,for
4. Engagement of Laboratories and Others travel in conduct of the work, or rental of
• vehicles plus gasoline and toll charges for
If so requested or agreed by the Client, the Engineer will traveling to conduct the work;
recommend the Client's engaging the services of laboratories,
testing services, subconsultants, or third- parties to perform 5.3.8 purchase or rental of specialized equipment;
IP suitable aspects of the Services. Invoices for such third-
parties will be reviewed by the Engineer, and the Engineer 5.4 Should it be necessary to engage the services of
will make recommendations to the Client regarding payment. specialized consultants or companies,this will be done
Payment to these third-parties will be made directly by the with the Client's approval and will be billed directly to
PIN
Client. The Engineer will recommend the use of such third- the Client.
two parties with reasonable care but does not guarantee their
services and will not be liable for their errors or omissions. 5.5 If the Project is suspended or abandoned in whole or
VP part, Engineer shall be compensated for all services
5. Billing and Payment performed prior to receipt of written notice from the
Client of such suspension or abandonment, together
5.1 The Client shall pay Engineer in accordance with the with reimbursable expenses then due and Project
O1 rates and charges set forth in this Agreement or closeout costs. If the Project is resumed after being
otherwise agreed upon. Engineer will submit monthly suspended for more than three(3)months, Engineer's
invoices for services rendered and expenses incurred compensation shall be equitably adjusted between the
during the previous period. Client and Engineer.
0.
itA 5.2 Payment will be due (30) days after receipt of 5.6 No deductions shall be made from Engineer's
Engineer's invoice. Payments due Engineer and compensation on account or sums withheld from
unpaid under the terms of this Agreement shall bear payments to contractors, nor shall payment to
interest from thirty(45)days after the date payment is Engineer be contingent upon financing arrangements
due at the rate of one and one half(1.5) percent per or receipt of payment from any third party.
month (18 percent per annum). In the event that
Engineer is compelled to take action to collect past 5.7 If the Client fails to make payment when due Engineer
OP
due payments, the Client will reimburse Engineer for for services and reimbursable expenses,Engineer may,
- all cost and expenses of collection, including without upon seven days' written notice to Client suspend
limitation all court costs and reasonable attorney's performance of services under this Agreement. Unless
WI fees. payment in full is received by Engineer within seven
days of the date of the notice,the suspension shall take
3, 5.3 Reimbursable Expenses include actual expenditures effect without further notice. In the event of a
made by Engineer for: suspension of services,Engineer shall have no liability
OP to Client for delay or damage caused Client or others
5.3.1 transportation and living expenses incurred in because of such suspension of services.
connection with travel on behalf of the Client;
OP 5.3.2 fees paid for securing approval of authorities 6. Ownership and Use of Documents
having jurisdiction over the Project;
a 6.1 All documents including Drawings and Specifications
5.3.3 overnight or priority postage and costs for prepared or furnished by Engineer (and Engineer's
PP special handling of documents; independent professional associates, subcontractors
and consultants) pursuant to this Agreement are
5.3.4 renderings and models requested by the Client; instruments of service in respect of the Project and
Engineer shall retain an ownership and property
PP interest therein whether or not the Project is
completed. Owner may take and retain copies for
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iii
" ICCS
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information and reference in connection with the use professional, and to provide the Client with a greater degree
. and occupancy of the Project by Owner and others; of confidence that the completed work of the Contractor(s)
however, such documents are not intended or will conform generally to the Contract Documents and has
represented to be suitable for reuse by Owner or others been implemented and preserved by Contractor(s). Engineer
on extensions of the Project or on any other project. shall not, during such visits or as a result of any observations
• Any reuse without written verification or adaptation by of construction, supervise, direct or have control over
Engineer for the specific purpose intended will be at Contractor's(s') work nor shall Engineer have authority over
Owner's sole risk and without liability or legal or responsibility for the means, methods, techniques,
exposure to Engineer or to Engineer's independent sequences or procedures of construction selected by the
!PI professional associates,subcontractors and consultants Contractor(s) or safety precautions and programs incident to
from all claims, damages, losses and expenses the work of Contractor(s)or for any failure of Contractor(s)to
including attorney's fees arising out of or resulting comply with laws, rules, regulations, ordinances, codes or
therefrom. Any such verification or adaptation will orders applicable to Contractor(s) furnishing and performing
entitle Engineer to further compensation rates to be its(their)work. Engineer does not guarantee the performance
agreed upon by Owner and Engineer. of the construction contract by the Contractor(s),and does not
assume responsibility for Contractor's(s') failure to furnish
6.2 Submission or distribution to meet official regulatory and perform its(their) work in accordance with the Contract
1P requirements or for other purposes in connection with Documents.
the Project is not to be construed as publication in
derogation of Engineer's rights under this section. If Engineer's contract with the Client so requires, Engineer
shall review (or take other appropriate action in respect of)
PP
7. Subsurface Risks Shop Drawings,samples and other data which Contractor(s)is
(are) required to submit, but only for conformance with the
Client recognizes that special risks occur whenever design concept of the Project and compliance with the
• engineering or related disciplines are applied to identify information given in the Contract Documents. Such review or
subsurface conditions. Even a comprehensive sampling and other actions shall not extend to means, methods,techniques,
testing program,implemented with appropriate equipment and sequences or procedures of manufacture(including the design
experience by personnel under the direction of a trained of manufactured products) or construction, or to safety
1 professional who functions in accordance with a professional precautions and programs incident thereto. Engineer's review
'' standard of practice may fail to detect certain hidden or other actions, as described above, shall not constitute
iiii, conditions. For similar reasons, actual environmental, approval of an assembly or product of which an item is a
geological, and geotechnical conditions that the Engineer component, nor shall it relieve the Contractor(s) of (a) its
PP properly inferred to exist between sampling points may differ (their) obligations regarding review and approval of any such
significantly from those that actually exists. The Client submittals; and (b) its (their) exclusive responsibility for the
acknowledges these risks and agrees to the terms of means, methods, sequences, techniques and procedures of
Engineer's Supplementary Contract Terms-Hazardous Waste construction,including safety of construction.
Provisions.
10. Delays
8. Indemnification Hold Harmless
Engineer agrees to indemnify and hold client, its directors, Except as specifically set forth in this Agreement, neither
shareholders, employees, and assigns harmless for all claims, party shall hold the other responsible or liable for damages or
damages, causes of actions, and fines to the extent such delays in performance caused by acts of God, interruptions in
PP claims, damages, causes of action and fines are based on or the availability of labor, or other events beyond the control of
arise out of Engineer's negligent acts or omissions. the other party,or that could not have been reasonably foreseen
or prevented. For this purpose, such acts or events shall
Client agrees to indemnify and hold Engineer, its directors, include unusually severe weather affecting performance of
O shareholders, employees, and assigns harmless for all claims, services, floods, epidemics, war, riots, strikes, lockouts, or
damages,causes of actions,and fines against Engineer related other industrial disturbances, protest demonstrations,
to the performance of the services in this agreement, unless unanticipated Project site conditions, and inability, with
such claims are based on or arise out of Engineer's negligent reasonable diligence, to supply personnel, equipment, or
• acts or omissions. material to the Project. Should such acts or events occur,both
parties shall use their best efforts to overcome the difficulties
9. Construction Contract Responsibilities arising and to resume as soon as reasonably possible the normal
pursuit of the Services under the Proposal for the specific
P. When Engineer's services include the performance of any Project. Delays within the scope of this Provision which
services during the construction phase of the Project, it is cumulatively exceed thirty (30) days in any six (6) month
understood that the purpose of any such services (including P eriod shall, at the option of either party, this Agreement
any visits to the site) will be to enable Engineer to better subject to termination or to renegotiation.
perform the duties and responsibilities assigned to and
undertaken by it as an experienced and qualified design
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ICCacv..a�
11. Miscellaneous
11.1 This Agreement shall be governed and construed in
accordance with the laws of the State of Illinois.
11.2 Section headings in this Agreement are included
herein for convenience of reference only,and shall not
constitute a part of the Agreement or for any other
PP purpose.
11.3 The Client and Engineer respectively, bind
themselves, their partners, successors, assigns and
legal representatives to the other party to this
Agreement and to the partners,successors,assigns and
legal representatives of such party with respect to all
covenants of this Agreement. Neither the Client nor
Engineer shall assign, sublet or transfer any interest in
i this Agreement without the written consent of the
other.
11.4 This Agreement represents the entire and integrated
Agreement between the Client and Engineer and
supersedes all prior negotiations, representations or
agreements, either written or oral, and may be
amended only by written instruments signed by both
Client and Engineer.
• 11.5 Any estimates or opinions of Project or construction
costs are provided by Engineer on the basis of
Engineer's experience and qualifications as an
engineer and represents its best judgment as an
experienced and qualified engineer familiar with the
construction industry. Since Engineer has no control
over the cost of labor,materials,equipment or services
furnished by others or over competitive bidding or
market conditions, it cannot guarantee that proposals,
iitot bids or actual Project costs or construction costs will
not vary from any estimates or opinions of costs
prepared by Engineer. Similarly, since Engineer has
no control over building operation and/or maintenance
costs, Engineer cannot and does not guarantee that the
actual building system operating or maintenance costs
will not vary from any estimates given by Engineer.
No fixed limit of construction costs is established as a
part of this Agreement.
11.6 Samples. Engineer will dispose of all soil,rock,water,
and other samples thirty(30)days after submission of
Engineer's initial report. Client may request, in
writing,that any such samples be retained beyond such
date,and in such case Engineer will ship such samples
to the location designated by Client, at Client's
expense. Engineer may,upon written request,arrange
for storage of samples at Engineer's offices at mutually
agreed storage charges. Engineer will not give Client
prior notice of intention to dispose of samples.