02-24 Resolution No. 02-24
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
STANLEY CONSULTANTS, INC. FOR THE
NPDES PHASE II STORM WATER PERMIT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum,
City Clerk, be and are hereby authorized and directed to execute
an agreement on behalf of the City of Elgin with Stanley
Consultants, Inc . for the NPDES Phase II Storm Water Permit, a
copy of which is attached hereto and made a part hereof by
reference .
s/ Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: January 23 , 2002
Adopted: January 23 , 2002
Omnibus Vote : Yeas : 5 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
a
THIS AGREEMENT, made and entered into this" 'day of ' bli;i;,'` , 2002,by and
en the CITY OF ELGIN, an Illinois municipal co oratf'on hereinafter referred to as
between p rp
"CITY") and Stanley Consultants, Inc,(hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services
in connection with NPDES Phase II Storm Water Permit (hereinafter referred to as the
"PROJECT").
AND
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the
CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in all engineering matters involved in the PROJECT, subject to the following terms
and conditions and stipulations, to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. This work under this project includes:
During the 2002 calendar year:
1. Storm sewer system maintenance recommendation.
2. Preparation of the NPDES Phase II permit.
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3. Preparation of storm sewer database.
4. Development of storm sewer map.
5. Field Inspection.
6. Development of budget.
During the 2003-2005 calendar years, subject to contract amendment by City:
1. Prepare maintenance program.
2. Provide public education and involvement.
3. Develop illicit discharge program.
4. Finalize revised ordinances.
5. Computer mapping training support.
6. Field investigation of remaining structures.
C. A detailed Scope of Services is attached hereto as Attachment A.
II.PROGRESS REPORTS
A. An outline project milestone schedule is INCLUDED IN Attachment B.
B. The Engineer will submit to the Director monthly a Status report keyed to the Project
Schedule. A brief narrative will be provided identifying progress, findings and outstanding
issues.
III. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including,but not
limited too, reports, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR provided, however, that the ENGINEER may retain copies of such
work products for its records. Such work products are not intended or represented to be suitable
for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse
shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER.
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IV.PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided in 2002 the ENGINEER shall be reimbursed at the rate of 3.05 times
the direct hourly rate of personnel employed on this PROJECT as set forth in Attachment D-1,
with the total fee not to exceed $181,861 regardless of the actual time expended or actual costs
incurred by the ENGINEER unless substantial modifications to the scope of the work are
authorized in writing by the DIRECTOR. A summary of these fee calculations is attached hereto
as Attachment D-1.
B. The CITY shall make periodic payments to the ENGINEER based upon actual progress
within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER
shall not exceed the amounts shown in Attachment D-1, and full payments for each task shall not
be made until the task is completed and accepted by the DIRECTOR.
C. Services to be performed in 2003-2005 and compensation to the Engineer therefor will
require a written amendment to this agreement approved by the City Council of the City. In the
event of such an amendment to the agreement and a funding appropriation therefor approved by
the City Council of the City it is agreed that the City shall reimburse the Engineer for such
services with a total fee not to exceed $319,916 regardless of the actual time expended or actual
costs incurred by the Engineer unless substantial modifications to the scope of work to be
performed in 2003-2005 are authorized in writing by the City. A summary of the fee calculation
for services to be performed in 2003-2005 is attached hereto as Attachment D-2A, D-2B, and D-
2-C. .
V.INVOICF„S
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports
(IIB above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and costs incurred.
The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all
data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall
make these records available at reasonable times during the Agreement period, and for a year
after termination of this Agreement.
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VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time
upon fifteen(15) days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under Paragraph IV above.
VII. TERM
This Agreement shall become effective as of the date the ENGINEER is given a Notice to
Proceed and, unless terminated for cause or 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 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.
VIII. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY,the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so made.
Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are
included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the
DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this
Agreement as determined by the DIRECTOR shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall be
deemed to constitute a default, and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
either party,by reason of any default, fails within fifteen (15) days after notice thereof by the
other party to comply with the conditions of the Agreement, the other party may terminate this
Agreement.
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X. INDEMNIFICATION
To the fullest extend 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,judgements, costs, attorney fees, damages or other relief,
including but not limited workers' compensation claims, in any way resulting from or arising out
of negligent actions or omissions of the ENGINEER in connection herewith, including negligent
or omissions of employees or agents of the ENGINEER arising out of the performance of this
Agreement. In the event of any action against the CITY, its officers, employees, agent,boards
or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such
action shall be defended by legal counsel of the CITY's choosing.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide,pay for and
maintain in effect, during the term of this Agreement, a policy of comprehensive
general liability insurance written in 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 DIRECTOR a Certification of Insurance naming
the CITY AS ADDITIONAL INSURED. The policy shall not be modified or
terminated without thirty(30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by the
ENGINEER under Article X entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or self-
insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance, alternatively, if
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the insurance states that it is excess or prorate, it shall be endorsed to be primary with respect to
the CITY.
B. Comprehensive Automobile Liability. 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. The requirements for insurance written in occurrence
form coverage for the general liability and auto exposures may be met with a combined
single limit of$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability
Insurance Covering claims resulting from error, omissions or negligent acts with a
combined single limit of not less than $1,000,000 per claim made. A Certificate of
Insurance shall be submitted to the DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30) days prior written
notice to the DIRECTOR.
XIII. CONSTRUCTION MEANS, METHODS,TECHNIQUES, SEQUENCES,
PROCEDURES ANIZSAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex, age, race,
color, creed, national origin, marital status, of the presence of any sensory, mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement shall
apply to, but not be limited to, the following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection for training, including apprenticeship.
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No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of sex, race,
color, creed, national origin, age except minimum age and retirement provisions, marital status or
the presence of any sensory, mental or physical handicap. Any violation of this provision shall
be considered a violation of a material provision of this Agreement and shall be grounds for
cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
XVI. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and
other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with
respect to each and every item, condition and other provision hereof to the same extent that the
ENGINEER would have been obligated if it had done the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's
advance written approval.
XVII. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
XVIIL SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph,phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
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XIX. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in any
manner the terms and provisions hereof or the interpretation or construction thereof.
XX. MODIFICATION OR M .NDM .NT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof, or change order as herein provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement
of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois.
XXII. NEWS_RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
XXIII. COOPERATION WITH OTHER CONSUL TANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
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XXIV. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
XXV. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment policies
that include, at a minimum, the following information:
A. The illegality of sexual harassment;
B. The definition of sexual harassment under state law;
C. A description of sexual harassment, utilizing examples;
D. The vendor's internal complaint process including penalties;
E. The legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. Directions on how to contact the department and commission;
G. Protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies must be provided to the Department of Human Rights upon request 775
ILCS 5/2-105.
XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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XXVII. NOTICES
All notices,reports and documents required under this Agreement shall be in writing and shall be
mailed by First Class Mail, postage prepaid, addressed as follows:
A.
As to CITY:
JOHN LOETE, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B.
As to ENGINEER:
MELISSA KENNEDY, P.E.
Project Manager
Stanley Consultants, Inc.
8501 W. Higgins Road, Suite 730
Chicago, IL 60631
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IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed
this Agreement in triplicate as though each copy hereof was an original and that there are no
other oral agreements that have not been reduced to writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By id1,6 3..,.,`4. By J o Q.1/4.
City Clerk City Manager
(SEAL)
For the ENGINEER:
Dated this 1O day of µy , A.D., 2001
ATTEST: A
By r&A.SUJ- 1)441-Dit)
-c -tary Vice President
(SEAL)
1/9/02
ATTACHMENT A
INTRODUCTION
Stanley Consultants(SCI)and D. Carroll Engineering&Associates (DC&A)will provide
services for the City of Elgin to obtain and maintain a NPDES Phase II Storm Water permit. This
will consist of preparing a comprehensive storm water management program and a storm sewer
system map in accordance with the City's requirements. At the beginning of the project, SCI and
DC&A will meet with City Staff to review the scope and further refine the project requirements.
This project will be broken down into four phases;
1. Phase II storm water management program(SMP).
2. Arc/Info storm sewer map development.
3. CASSWORKS database additions,mapping linkage,training, and support
4. Program Implementation Support
The ultimate goal of this project is to develop a cost efficient storm water discharge control
program and update of the Storm Water Management Ordinance to satisfy the National Pollutant
Discharge Elimination System(NPDES)Phase II control measures for non-point source
pollution. The program must contain the following provisions:
• Educate the public on storm water pollution and impact on watersheds.
• Incorporate public involvement in storm water management planning and issues.
• Prohibit, actively attempt to detect, and eliminate illicit discharges into storm water system.
• Regulate runoff from construction sites of one acre or more.
• Develop and implement a plan to address storm water runoff from new development and
redevelopment projects.
• Develop storm water pollution prevention best management practices (BMPs) for
municipal operations
SCI and DC&A will prepare a file for the above documentation that will be used to maintain all
information related the Phase II Permit. It will include recommendations and instructions,
ordinance revisions,public involvement information,permit copy,mapping backup and
instructions.
SCOPE OF SERVICES
1. Prepare Phase II Storm Water Management Program(SMP)
SCI has worked with communities that have adopted comprehensive storm water plans. Larger
cities have previously been regulated by NPDES and have had their programs in effect for a
number of years. Some municipalities have adopted plans more stringent than EPA regulations.
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DuPage and Lake Counties in Illinois; Rice Creek Watershed District (Metropolitan
Minneapolis); Maricopa County Arizona (Metropolitan Phoenix); and the South Florida Water
Management District; are a few of the locations where we have worked with storm water
management programs in compliance with EPA NPDES Phase II guidelines.
In 2002, SCI will prepare the SMP for the City of Elgin to include measures to meet the six
minimum controls, sets goals and budget,includes revisions to the ordinance and meets Phase II
NPDES permitting authority requirements. The plan will include the following:
• Evaluation of existing maintenance programs and recommendations for improvement.
• Public education and involvement recommendations.
• Illicit discharges detection and regulations
• Measurable goals
• Budget Plan
• Ordinance Revisions
• Permit Application
A. Evaluation of Existing Maintenance Programs
The maintenance of private and public storm water management facilities is a very important
consideration for the City of Elgin. City funds and personnel resources are limited and require
that existing systems demand a minimum degree of attention. SCI will help City staff make
decisions regarding who maintains public storm water systems, potential methods of financing
public system maintenance, and determination of critical maintenance needs verses more
aesthetic concerns.
The erosive power of storm water leading to sedimentation and the floatage that it carries are two
of the common impacts on water quality. Best management practices for both flow mitigation and
improving water quality will be recommended. SCI will incorporate water quality regulatory and
administrative recommendations including policy, ordinance revisions, and maintenance policies.
As part of the plan, SCI will investigate consideration of future storm water structures inspection,
flow measurement and sampling. Time has been included in this proposal to initiate spot
inspection/verification of the system. In 2002, approximately 10%x 10,000 of the structures will
be verified/inspected. Storm water sampling will not be performed under this study,but can be
provided as an additional service.
In addition,to meet the proposed regulations, a municipal storm water pollution prevention plan
will be developed for City-owned sites. SCI will review existing current practices relating to the
maintenance of the storm sewer system and the regulations on non-point source pollution. SCI
will research, identify, and recommend the best management practices and programs that are
required to satisfy the permitting authority. The storm water pollution prevention plan will
identify potential contamination sources and outline structural and non-structural best
management practices for preventing storm water contamination.
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Common examples include:
• Covered salt storage
• Providing overfill protection on fueling systems
• Cleaning City parking lots
These recommendations will be included in the SMP.
B. Public Education/Involvement
SCI will develop a public education program to inform the City of Elgin public on storm water
pollution sources and the impact storm water has on watersheds. The program would involve the
development of bilingual educational literature and outreach programs. The elements for a public
educational program are established by the Phase II regulations and have been adopted by Kane
County. These will be identified and shared with City staff.
The storm water management planning process should include a public involvement component.
The final SMP should go through a public hearing. SCI recommends that a series of
stakeholder/public meetings be held to solicit public comment/involvement during formation of
the SMP. This will allow ownership of the plan by the community. SCI has the experience to
support City staff in this effort and has included three public meetings in its proposal. Two public
meetings in 2002 are recommended during basic development of the plan. Another is
recommended for the final plan.
C. Illicit Discharges
Prohibition of illicit discharges to the storm sewer system shall be incorporated into the revised
policy/ordinances developed by SCI. SCI will provide recommendations for a program to detect
and enforce illicit discharges. Recommendations will be provided for industrial, business, and
residential sources.
Regulation pertaining to runoff from construction sites of one acre or more will also be
incorporated into the revised policy/ordinances and included in the plan. The City will be
responsible for developing an enforcement program.
Regulations/policy for storm water runoff from new development and redevelopment projects
will be developed by SCI. This policy will consider appropriate best management practices, cost
of implementation, and potential benefits. Best management practices such as vegetative filter
strips,detention basins, and energy dissipation systems will be considered and incorporated.
D. Develop Measurable Goals
As part of the SMP, SCI will develop goals that are acceptable to the general permitting authority
for the recommendations that address the six minimum control measures required for meeting
NPDES Phase II Rule. These goals will also be developed in conjunction with the budget plan
and coordinated with City staff. The goals will be included in the SMP.
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E. Develop Budget Plan
The key to the development of the City of Elgin budget plan for this project will be the
preparation of accurate cost estimates. SCI's cost estimators will prepare these estimates based on
published costs data bases, such as Means or Richardson; as well as our broad experience with
water resource projects in the Chicago area. Preliminary estimates will be prepared for the range
of protection level increments required. Once final costs are developed, the budget will be then
established and priority system developed that will provide the City with a structured plan for
implementation consistent with budgetary constraints.
If necessary, SCI can discuss options such as implementation of a storm water utility,
supplementary property tax levies, user fees, utility surcharges, grant sources, and other measures
to develop the revenue source required to meet the City of Elgin's needs.
F. Revise Ordinances
SCI will review the existing City of Elgin ordinances relating to storm water management and
recommend appropriate revisions. Sample storm water management ordinances will be collected
and analyzed for their use in updating the City's ordinance. The revisions will be based on
recommended best management practices and recommendations based on review of other sample
ordinances. The proposed revisions will address illicit storm sewer discharges, construction site
erosion control implementation, and permanent storm water controls for land development. As
part of the ordinance revisions, violation and application forms will be developed as well as
instructions for City staff to utilize for erosion and illicit discharges. Recommendations for
revision to the current ordinance will be included as part of the SMP.
A storm water management ordinance that is clearly written reasonable in scope, and uniformly
enforced,can provide the mechanism to accommodate future development, at the appropriate cost.
to the developer and ultimately to the client who benefits from the program.
G. Prepare Notice of Intent
SCI will research and coordinate with City staff to determine the best way to implement the
Notice of Intent for the Phase II NPDES permit required by EPA. Agencies that will be
contacted, include Kane County,NTPC, State of Illinois DNR OWR,and adjacent communities.
Upon determining the appropriate permitting authority, SCI will prepare the Notice of Intent
which will include all necessary documentation for meeting the measurable goals addressing the
six minimum controls.
In order to comply with future requirements of the permit, SCI will establish specific procedures
for the city to follow that have been thoroughly coordinated with and accepted by IEPA.
2. Storm Sewer Mapping& Database Development
Introduction
DC&A will prepare the system wide sewer map which will provide a graphical presentation of
the system's operational scheme. Because this map will be in digital format, the City will be able
to prepare follow-up presentations in different scales highlighted with information from other
sources.
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In order for this map to be effective and ultimately evolve into a dynamic management tool, each
system element must be a unique element in the map. This requires that each structure and each
pipe be created with future functionality in mind.This will facilitate the database development
portion that will link a database to the map.
A. Conversion of Atlas to Digital Format
The first step in this task will be conversion of the existing paper atlas to digital format. Then as
built drawings will be reviewed to confirm and update the atlas. We anticipate that some
discrepancies will be identified. Our scope assumes limited amount of time to perform field
verification. This verification work will consist of non entry structure inspections. Because a
significant portion of the downtown area has combined sewers, and DC&A has previously
inspected them,we know their configuration very well and the City has the option of pulling the
combined sewer map directly into the storm sewer map or referencing that data to be viewed in
the combined/sanitary sewer map. All catch basins/inlets in the combined area will show on the
storm sewer map.
Database development will be performed on a basin by basin basis after mapping has been
confirmed. Any data the City has in electronic format may be inserted by electronic batch
process. Other information will be hand entered by data entry specialists. Once a map feature
and database record have been created a dynamic link will be established. The ARCINFO
product has superior capabilities in this area.
This proposal assumes 10,000 storm sewer manholes, catch basins/inlets and miscellaneous
features to map and inventory in the database, excluding all combined sewer manholes.
Specifically the work will consist of the following:
• System map development
• IMS database additions
• Map&database linkage
• Training and support
B. System Map Development
• A storm sewer system map will be prepared.The base map for this task will be a digital
street map provided by the City in ARC INFO format. Sewer system element locations
will be based on record information provided by the City. The data required in the map is
as follows:
Roads &street names
System structures(manholes, inlets, catch basins, outfalls,regional detention pond
outlets,major ditches)
Identification number tag on each structure
Sewer mains
Pipe sizes
Pipe flow direction
Sewer basin limits
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Map information will be based on as built drawings on record at the City. Mapping work
shall be in ARC INFO v8 format. This proposal assumes that street names or other base
map requirements are provided by the City in digital format.
• SCI and DC&A will participate in two(2) quality control reviews of the map product
with the City. Corrections or additions noted by the City within the above described data
profile will be made.
• The final map product will be delivered to the City in the above stated format and the
map will be loaded on the City's computer. Verification of system function with in final
system configuration will be performed.
3. CASSWORKS Database Additions
A. Database Development
DC&A will provide CASSWORKS data base development for all manholes, catch basins, and
sewer mains included in the storm sewer mapping and database development. The data required
for each item is as follows:
Manhole Number
Sewer Main Upstream&Downstream Manhole Numbers
Street Name where item is located
Street Address nearest each manhole
From-To Cross Street Names for mains
Pipe Size on mains
Pipe and manhole materials of construction
Construction date
Sewer depth
This work assumes that the City will maintain a technical support agreement with its
CASSWORKS software distributor for the duration of this project.
SCI and DC&A will participate in two (2) quality control reviews of the database product with
the City. Corrections or additions noted by the City within the above described data profile will
be made.
The final database product in the CASSWORKS format will be delivered and the database loaded
on the City's computer. The system function will be verified with new information.
B. Map and Database Linkage
DC&A will complete the sewer system map and database dynamic link development for all
manholes and sewer mains included above, such that the database inventory file can be viewed
while in the mapping program.
C. Training and Support
DC&A will provide assistance to City staff for ongoing support of the CASSWORKS system
through meetings and training.
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4. Program Implementation Support
A. Stormwater Management Plan Implementation Support
By the end of 2002, the SMP will be essentially complete. During 2003, Stanley Consultants
will provide additional follow-up support to help the City implement the plan. Stanley
Consultants will meet with City staff to go over the requirements of each part of the plan,will
provide guidance on how to implement, and will work with City staff on making revisions.
Support will be provided for the implementation of the following:
• Storm sewer system maintenance requirements (22 hours)
• Municipal pollution prevention plan (22 hours)
• Illicit discharge detection procedures (16 hou
• Illicit discharge elimination requirements (16 hours)
• Construction site runoff control implementation(10 hours)
• New development runoff control implementation(10 hours)
Stanley Consultants will make revisions to the SMP as required due to changes based on how
implementation is working. The files will be updated and instructions provided to the City staff
on how to continue the updates and maintenances of the files.
Follow-up coordination with required agencies such as Kane County and Illinois EPA will be
performed after the Notice of Intent is filed. Changes will be made as required by the permitting
authorities.
B. Public Education/Involvement Continuation
Stanley Consultants recommends that a third public meeting be held at the completion of the
SMP to obtain final input from the local community. Their comments and concerns will be
taken into account and the plan revised as necessary.
Stanely Consultants will review the effectiveness of the the public involvement and outreach
programs. Stanley Consultants will provide recommendations for changes/additions/deletions
to the public outreach program.
C. Continued System Field Inspection/Verification
The inspection and field verification of the storm sewer system structures will be continued from
2003 through 2005. It is assumed that there are a total of 10,000 structures to be inspected at a
cost of$30.00 per structure. Only 20 % of the structures will be inspected in 2003 so that the
required funds are available and can be used to complete the storm water management plan
system support. The other 70% of the structures inspection will be completed in 2004 and 2005.
The breakdown is as follows:
Stormwater Structure Inventory
Management Plan &Mapping
2003 $35,415 $61,982
2004 $ 0.00 $111,260
2005 $ 0.00 $111,260
These costs will be verified as the project progresses and adjusted as necessary for changes in
number of structures and cost of living etc.
D. Mapping/Database Updates
As inspections of the system are completed, DC&A will update the mapping and database to
include any changes. It is anticipated that the mapping and database will require approximately
10%revision due to field verification.
In addition, DC&A will provide additional support for training the City staff on maintenance of
the mapping and database.
•
City of Elgin Storm Water Management Program/Mapping
2002
Task Name Start Date Duration End Date
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Receive Notice to Proceed 1/1/02 Od 1/1/02 ■ 1 1
Kickoff Meeting 1/4/02 1.00d 1/4/02 0 i '
Base Map Coordination 1/2/02 21.00d 1/30/02
Record Drawing Review 1/2/02 43.00d 3/4/02 r
Initial Map Conversion 2/1/02 83.00d 5/30/02 �:::: s::::� ::>::::r::;:;:;:pis: i:;:;:;:,:::.::.;:::::�:�:::::;;:;::.:..•1.
Evaluate Current Maintenance Practic 1/2/02 21.00d 1/30/02
Field InspectionNerification 1/15/02 96.00d 5/30/02 1
Map Updates 4/1/02 64.00d 6/28/02 l•': isi:::: :::eizzz:::v::::zii::::::::u:::: :::: :::::::::i:::::sl:izi:;:a ',
Maintenance Recommendations 2/1/02 40.00d 3/29/02 1:::::i:l:i<. i:i: i':: :iii::ia:i::::::=11 • I
Illicit Discharges 2/15/02 41.0Od 4/15/02 E i;:::„; ;i:` °•>�°°' ^"'a7:,......,:,0
Develop Mesaureable Goals 3/15/02 26.00d 4/19/02 1 1:::::::::::::::::::::::;:::::::::::::::::::;q1
Develop Budget Plan 4/20/02 39.00d 6/14/02
Database Code Development 4/1/02 23.00d 5/1/02 I
Database Data Entry 4/1/02 108.00d 8/30/02
Map/Database Linkage 6/1/02 65.00d 9/3/02 0::sz::: a:
Prepare Notice of Intent 6/15/02 54,00d 8/30/02 f_:: :::::::: ii;: ::::::z:::: i ::: i
Revise Ordinances 7/1/02 107.00d 12/2/02
Map/Database OA/OC 7/1/02 64.00d 9/30/02
::::::::::':::niiiiiikiin,,,n,:n: ::::isiiii::::::i::::ii':'tk:::;:nio ::::1
Map/Database System to City 10/1/02 22.00d10/30/02 '"""`"" 4""' '
Training/Support 10/1/02 22.00d 10/30/02 : '', 0""'""'`'`" '
Public Education/Involvement 5/1/02 150.00d 12/3/02
....:................. ...:...,.r::::::1
Program Compiling/Filing 10/1/02 62.00d 12/30/02
Printed: 1/10/02
Page 1
ATTACHMENT B
ATTACHMENT D-1
PROJECT DESCRIPTION: COMPREHENSIVE STORMWATER MANAGEMENT PROGRAM 2002 BUDGET
CLIENT: CITY OF ELGIN
LOCATION: ELGIN,ILLINOIS
DATE: 5-Nov-01
TASK ESTIMATED HOURS
Proj.Prin Proj.Mgr Civ Eng Civ Eng CADD/Tech Admin Tech Total Total
SC-16 SC-15 SC-12 SC-9 SC-8 SC-7 SC-4 MH Cost
1.Evaluate Existing Maintenance Programs
a. Review Current Practices 4 8 12 $1,223.68
b. Field InspectionNerification (10%Structures) 16 240 240 496 $30,477.44
c. System Maintenance Recommendations 2 20 22 $2,112.48
d. Municipal Pollution Prevention Plan 2 20 22 $2,112.48
2. Public Education/Involvement
a. Education Program/Materials Recommendations 6 32 24 62 $5,365.64
b. Public Meetings (2) 10 10 12 32 $3,329.66
3. Illicit Discharges
a. Illicit Discharge Prohibiition Recommendations 2 16 18 $1,737.32
b. Recommend Construction Site Runoff Control 2 16 18 $1,737.32
c. Recommend New/Development Runoff Control 2 16 18 $1,737.32
4.Develop Measurable Goals 4 20 16 40 $3,539.88
5.Develop Budget Plan 4 16 40 60 $4,950.80
6.Notice of Intent Filing 4 24 4 32 $3,022.00
7.Revise Ordinances(Draft) 6 20 16 42 $3,776.56
8.Program Compilation/Filing 4 24 16 44 $3,267.12
9. Coordination/Meetings 4 16 16 4 40 $4,219.40
10. Project Management/Admin 6 32 12 50 $5,334.10
Total Hours 20 116 224 344 36 28 240 768
%Total Man-Hours 3% 15% 29% 45% 5% 4% 31% 100%
Labor Rate $131.91 $118.34 $93.79 $74.42 $68.93 $62.98 $44.68 $77,943
EXPENSES:
Mileage(1900 miles*$0.38/mi) $722
Mail/Fed Ex/Delivery $150
Reproduction $220
Miscellaneous $326
Subtotal $1,418
D.Carroll Engineering(See Attached) $102,500
TOTAL ESTIMATED FEE $181,861
Note: Structure inspection/verification is based on total structure estimate of 10,000. 10%would be 1000.
ATTACHMENT D-2B
PROJECT DESCRIPTION: COMPREHENSIVE STORMWATER MANAGEMENT PROGRAM 2004 BUDGET
CLIENT: CITY OF ELGIN
LOCATION: ELGIN,ILLINOIS
DATE: 7-Jan-02
TASK ESTIMATED HOURS
Proj.Prin Proj. Mgr Civ Eng Civ Eng GADD/Tech Admin Tech Total Total
SC-16 SC-15 SC-12 SC-9 SC-8 SC-7 SC-4 MH Cost
1. Maintenance Programs Implementation Support
b. Field InspectionNerification (35%Structures) 8 800 800 1608 $103,924.86
2. Coordination/Meetings 2 2 4 $540.54
3.Project Management/Admin 2 2 2 6 $676.58
Total Hours 4 12 0 800 0 2 800 818
%Total Man-Hours 0% 1% 0% 98% 0% 0% 98% 100%
Labor Rate $142.46 $127.81 $101.29 $80.37 $74.44 $68.02 $48.25 $105,142
EXPENSES:
Mileage(6,050 miles*$0.38/mi) $2,299
Mail/Fed Ex/Delivery $65
Reproduction $70
Miscellaneous $100
Subtotal $2,534
D.Carroll Engineering(See Assumptions Below) $3,584
TOTAL ESTIMATED FEE $111,260
Notes: Structure inspection/verification will be phased over the three years. Effort Assumes total of 10,000 structures at approx$30.00 per structure
Assumptions: 1)This fee is based on mapping updates will be necessary for only 10%of the storm sewer system. If more updates are necessary,additional fee can
be negotiated.
2)Does not include mapping of new developments. This service can be provided for about$2,500 annually,depending
on the number and size of new developments.
ATTACHMENT D-2C
PROJECT DESCRIPTION: COMPREHENSIVE STORMWATER MANAGEMENT PROGRAM 2005 BUDGET
CLIENT: CITY OF ELGIN
LOCATION: ELGIN,ILLINOIS
DATE: 7-Jan-02
TASK ESTIMATED HOURS
Proj.Prin Proj.Mgr Civ Eng Civ Eng CADD/Tech Admin Tech Total Total
SC-16 SC-15 SC-12 SC-9 SC-8 SC-7 SC-4 MH Cost
1.Maintenance Programs Implementation Support
b. Field InspectionNerification (35%Structures) 8 800 800 1608 $103,924.86
2. Coordination/Meetings 2 2 4 $540.54
3.Project Management/Admin 2 2 2 6 $676.58
Total Hours 4 12 0 800 0 2 800 818
%Total Man-Hours 0% 1% 0% 98% 0% 0% 98% 100%
Labor Rate $142.46 $127.81 $101.29 $80.37 $74.44 $68.02 $48.25 $105,142
EXPENSES:
Mileage(6,050 miles*$0.38/mi) $2,299
Mail/Fed Ex/Delivery $60
Reproduction $75
Miscellaneous $100
Subtotal $2,534
D.Carroll Engineering(See Assumptions Below) $3,584
TOTAL ESTIMATED FEE $111,260
Note: Structure inspection/verification will be phased over the three years. Effort Assumes total of 10,000 structures at approx$30.00 per structure
Assumptions: 1)This fee is based on mapping updates will be necessary for only 10%of the storm sewer system. If more updates are necessary,additional fee can
be negotiated.
2)Does not include mapping of new developments. This service can be provided for about$2,500 annually,depending
on the number and size of new developments.
¢ ' # City of Elgin Agenda Item No.
4'ITEDFF6 .. E .. * �•.. •
January 4 , 2002 G "
I Sr.
N
kNik
TO: Mayor and Members of the City Council
RIVER AS A RESOURCE
FROM: Joyce A. Parker, City Manager
SUBJECT: Engineering Services Agreement - NPDES Phase II Storm
Water Permit
PURPOSE
The purpose of this memorandum is to provide the Mayor and the
members of the City Council with information to consider approval
of an engineering services agreement with Stanley Consultants, Inc .
to apply for and manage a permit from the Illinois Environmental
Protection Agency for storm water.
BACKGROUND
The United States Environmental Protection Agency has enacted laws
under the Clean Waters Act which mandated all operators of storm
water facilities to apply for permits through their State EPA. The
largest municipalities are considered "Phase 1" and smaller
municipalities, like the City of Elgin are considered "Phase 2 " .
The permit each municipality will obtain includes what that
municipality has in the way of storm water facilities, how they
will maintain them and how the public will be kept informed. The
goal is to reduce pollutants by public awareness, good housekeeping
procedures and improvements to existing and proposed facilities
with the intent of protecting and improving the health of the
public and waterways .
The City must submit a "Notice of Intent" (NOI) to the Illinois
Environmental Protection Agency as an application for permit and
this NOI will include a minimum of six control measures . These
measures are :
1 . Public outreach and education
2 . Public involvement/participation
3 . Illicit discharge detection and elimination
4 . Construction site runoff control
tow 5 . Post-construction storm water management
6 . Pollution prevention/good housekeeping for municipal
operations .
Storm Water Permits
January 4 , 2002
Page 2
Staff issued a "Request for Proposal" to five engineering firms to
provide the services necessary to document how the City will
accomplish the six measures . Four firms responded to the request
and they are, Stanley Consultants, Montgomery Watson Harza, Postl-
Yore and URS Corporation. A staff selection committee reviewed
the proposals and selected Stanley Consultants as the top rated
firm. A copy of the results of the selection process is attached
as Exhibit A.
Upon selection, Stanley Consultants met with staff to finalize the
project scope and negotiate their fee . The final negotiated fee
includes an initial fee of $181, 861 to set up the programs (for the
six measures) and submit the NOI , and subsequent fees of $319, 916
for finalizing the programs . The initial fee will cover work to
be completed in 2002 and the subsequent fees will cover work to be
completed in 2003 , 2004 and 2005, presuming funding for the project
continues to be budgeted in those years . A copy of the proposed
agreement is attached as Exhibit B.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
few None .
07/6'
FINANCIAL IMPACT
The agreement with Stanley Consultants will total $181, 861 which
will be funded from the Architectural and Engineering expense line
item, account number 010-3311-752 . 30-03 of which $70 , 000 will be
carried over from the 2001 budget . The Riverboat Fund will fund
the 2002 expense of $111, 861 (account number 275-0000-791 . 30-03) .
For subsequent years (2003 , 2004 and 2005) the Architectural and
Engineering account in the Riverboat Fund would be utilized should
the current level of funding be included in those future budgets .
LEGAL IMPACT
WP1/(None .
ALTERNATIVES
Because the permit is required by law, there are no alternatives .
r
Storm Water Permit
January 4, 2002
Page 3
RECOMMENDATION
It is recommended that the City Council authorize the City Manager
to execute an agreement with Stanley Consultants, Inc . for the
NPDES Phase II Storm Water Permit project .
Respectfully submitted,
r--
Joyce\A. Parker
City Manager
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