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02-283 Resolution No. 02-283 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH BLACK & VEATCH CORPORATION FOR UPDATING THE 1992 WATER MASTER PLAN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5 . 02 . 020B (9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city; and BE IT FURTHER RESOLVED 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 Black & Veatch Corporation for updating the 1992 Water Master Plan, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: August 14 , 2002 Adopted: August 14 , 2002 Omnibus Vote : Yeas : 7 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT, made and entered into this 6T,4S-day of /4- uG v t'T- , 2002, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as"CITY") and Black &Veatch Corporation, a Delaware Corporation (hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with a Master Plan Update for the CITY's water system, to include a Safe Drinking Water Act regulatory compliance review of the entire system and evaluation of the Airlite WTP process facilities (hereinafter referred to as the `PROJECT"). AND WHEREAS, the ENGINEER represents that it 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. ENGINEER shall perform the Services described in Attachment A, Scope of Services, which is attached hereto and incorporated by reference as part of this Agreement.No Supplemental Services shall be performed by the ENGINEER nor shall the CITY be responsible for the payment of any such Supplemental Services unless and until such Supplemental Services are authorized in advance in writing by the CITY. B. The CITY shall furnish, as required by the work and not at the cost of the ENGINEER, data and services described in Attachment B, CITY's Responsibility, which is attached hereto and incorporated by reference as part of this Agreement. ENGINEER shall have no liability for defects in the Services attributable to ENGINEER's reliance upon or use of information, data, design criteria, drawings, specifications, or other information furnished by CITY or third parties retained by CITY. City of Elgin Agreement 1 August 5,2002 C. The scheduling and performance of the work shall conform to the Project Milestones listed below: Submit Draft Master Plan Update 90 Calendar Days after Notice to Report for Review Proceed Submit Final Master Plan Update 15 Calendar Days Following Receipt Report of CITY's Final Review Comments II. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including,but not limited to reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY when ENGINEER has been compensated for services rendered 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 and shall have the unrestricted right to their use. 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. Notwithstanding the above, ENGINEER shall retain its rights in its standard drawing details, designs, specifications, databases, computer software and any other proprietary property. Rights to intellectual property developed,utilized, or modified in the performance of the services shall remain the property of the ENGINEER. III. PAYMENTS TO THE ENGINEER A. The CITY shall pay the ENGINEER for the Water Master Plan Update (Task 1 through Task 14 in Attachment A) a lump sum of Ninety Thousand Dollars ($90,000). B. The CITY shall pay the ENGINEER for Regulatory Compliance Support (Task 15 and Task 16 in Attachment A) on the basis of 2.9 times the direct salary cost of personnel employed for the work, plus direct expenses at cost. The maximum amount to be invoiced for Regulatory Compliance Support shall not exceed Twenty-Six Thousand Five Hundred Dollars ($26,500) unless a written amendment hereof is authorized by the City Council. The CITY will not be obligated to compensate the ENGINEER for costs incurred in providing Services in excess of the billing limit specified for the Regulatory Compliance Support, nor shall the ENGINEER be obligated to continue performance under the Agreement or otherwise incur costs in City of Elgin Agreement 2 August 5,2002 . • excess of that amount, unless and until the CITY notifies the ENGINEER in writing that the billing limit has been increased, and has specified in such notice the revised billing limit for the services in question. When and to the extent that the billing limit has been increased, any costs incurred by ENGINEER in excess of the billing limit prior to their increase shall be allowable to the same extent as if such costs had been incurred after the increase in the billing limit was approved. Direct salary ranges of the ENGINEER's personnel that may be engaged in work under the Regulatory Compliance Support are listed in Attachment C of this agreement for reference. C. The CITY shall make periodic payments to the ENGINEER based upon actual progress of work within 30 days after receipt and approval of invoice. IV. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. In the event the CITY questions some element of an invoice, that fact shall be made known in writing to the ENGINEER immediately and CITY shall pay to ENGINEER the undisputed portion of the invoice according to the provisions hereof. If CITY fails to pay any invoiced amounts when due, interest will accrue on each unpaid amount at the rate of one and one-half percent (1.5 %)per month, or the maximum amount allowed by law if less, from the date due until paid according to the provisions on this Agreement. Interest shall not be charged on any disputed invoice item which is finally resolved in CITY's favor. ENGINEER will transmit a revised invoice as necessary. The CITY may amend a payment request submitted by the ENGINEER, and authorize those components of the payment request approved by the CITY. B. The ENGINEER shall maintain records showing actual time devoted and direct cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data 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. V. 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 amount set forth under paragraph III above, whichever is less. City of Elgin Agreement 3 August 5,2002 • VI. TERM This Agreement shall become effective as of the date the ENGINEER is given a written Notice to Proceed and, unless terminated for cause or pursuant to Article 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. VII. 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 occurrences of such action. No claim for additional compensation shall be made 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 the Agreement as determined by the DIRECTOR shall proceed without interruption. VIII. 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 other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. 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 fees, damages or other relief, including but not limited to workers compensation claims, resulting from death or bodily injury to any person or damage or destruction to third-party property in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligent actions or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, 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. City of Elgin Agreement 4 August 5,2002 I 1 X. 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. XI. INSURANCE A. Commercial General 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 occurrence form, with limits of$1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the DIRECTOR a Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. The Certificate of Insurance shall include contractual obligation assumed by the ENGINEER under Article IX entitled "Indemnification". 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 modifications to 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. B. Commerical Automobile Liability. Commercial Automobile Liability Insurance, written in occurrence form, covering all owned, non-owned and hired motor vehicles with minimum limits of$500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for general liability and auto exposures may be met with 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$1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. City of Elgin Agreement 5 August 5,2002 f XII. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age,race, color, creed, national origin,marital status, or the presence of any sensory,mental or physical handicap,unless based upon a bona fide occupational qualification, and this requirement shall apply to,but not be limited to, the following employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on 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. XIII. 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. XIV. DELEGATION 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 advanced written approval. XV. 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. City of Elgin Agreement 6 August 5,2002 XVI. 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 otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XVII. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a mater 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 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. 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 resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. XX. 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. 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. City of Elgin Agreement 7 August 5,2002 XXII. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. XXIII. 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 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 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. XXIV. PREVAILING WAGE/PAMENT OF TAXES The ENGINEER shall comply with the requirements of the Prevailing Wage Act (820 ILCS 130/0.01 et seq.) XXV. WRITTEN COMMUNICATIONS All recommendations and other communications by ENGINEER to the DIRECTOR and 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. 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: City of Elgin Agreement 8 August 5,2002 A. As to CITY: LARRY E. DEIBERT Director of Water Department City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: DAVID B. HUNT Black &Veatch Corporation 101 N. Wacker Drive, Suite 1100 Chicago, Illinois 60606 XXVIII. WARRANTY ENGINEER warrants that it shall perform the Services in accordance with the standards of care and diligence normally practiced by recognized consulting firms in performing services of a similar nature. 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 the CITY: THE CITY OF ELGIN • A-7 TES7? By Ilk For the ENGIN ' : Dated this S day of Ar , AD., 2002 ATTEST: BLACK& . • TCH C I RPORATION 1J By =Now fir/ By _ .s -� David B. Hunt Sr. Vice President City of Elgin Agreement 9 August 5,2002 k . . ATTACHMENT A SCOPE OF SERVICES CITY: City of Elgin, Illinois ENGINEER: Black & Veatch Corporation PROJECT: Water Master Plan Update Under the terms and conditions of this Agreement, the ENGINEER will provide services to update the Comprehensive Water Master Plan for the Riverside Water Treatment Plant (WTP) and Airlite WTP. This update will include a review of the requirements and probable impacts of current and future Safe Drinking Water Act (SDWA) regulations, including the Interim and Long-Term Enhanced Surface Water Treatment Rule, and Stage I and Stage 2 of the Disinfection By-Products Rule for both treatment facilities. In conjunction with the regulatory compliance review, the master plan update will include evaluation of selected Airlite WTP facilities to identify improvements needed to extend the long-term serviceability of this treatment facility. The Airlite facilities involved shall include the aeration basin, odor control system, softening basins, re-carbonation basin, finished water reservoirs, and associated yard piping and valves. Most of the remaining Airlite facilities have previously or are currently being upgraded and are not part of these evaluations. The following tasks will be completed under this Agreement: WATER MASTER PLAN UPDATE Task 1 —Collect and Review Available Information Prepare a detailed data request document listing the information required from the CITY to conduct the SDWA assessment. This will include data on disinfection by-product concentrations (total trihalomethanes and haloacetic acids) within the distribution system, filter performance data, and available data on total organic carbon concentrations for the raw water supply and across the treatment process. Analyze one year of monthly plant operations summary reports and other available data for each plant, including treated water quality, chemical feed rates, and plant production rates. City of Elgin Attachment A 1 August 5,2002 Task 2—Initial Meeting/General Site Review Following preliminary review of available data received under Task 1, conduct an initial meeting to discuss the information provided by the CITY, establish assignments for each area of the assessment process, and discuss any specific staff concerns related to regulatory compliance issues. F ollowing the meeting, tour the treatment facilities and discuss system performance with the operations staff. Identify current operating practices and past operating problems which may conflict with current or future regulatory requirements. Identify any changes in operating practices, which may have been implemented since the previous SDWA regulatory assessment prepared in 1991. Task 3—Summarize Current and Future Regulatory Requirements Summarize current and anticipated future water treatment regulatory requirements as they apply to the water treatment facilities. These will include the following: • Interim Enhanced Surface Water Treatment Rule(IESWTR) • Long-Term 1 Enhanced Surface Water Treatment Rule(LTIESWTR) • Long-Term 2 Enhanced Surface Water Treatment Rule(LT2ESWTR) • Filter Backwash Recycling Rule • Stage 1 Disinfection By-Products Rule • Stage 2 Disinfection By-Products Rule • Arsenic Rule • Ground Water Rule • Radionuclides/Radon In cases where regulations are not yet proposed or promulgated,projections will be based upon ENGINEER's knowledge of regulatory development through contact with EPA officials, ongoing research of available information, and professional judgement. Task 4—Review Current Disinfection Practices Review current disinfection practices and assess compliance with the requirements of the Stage 1 Disinfection By-Products Rule and the Impending Stage 2 Disinfection By- Products Rule. Based on review of existing monitoring data, assess the ability to comply with the impending enhanced coagulation/enhanced softening requirements of the Stage 1 Disinfection By-Products Rule. Identify changes in disinfection practices which may be required to comply with potential future microbial inactivation requirements. City of Elgin Attachment A 2 August 5,2002 Task 5—Review Filtration Performance Review the performance of the existing filters, with emphasis on ability to consistently achieve a finished water turbidity of 0.1 to 0.2 NTU to ensure compliance with the revised turbidity requirement of 0.3 NTU under the IESWTR, and ability to rapidly achieve low operating turbidity levels when placed back online after backwashing. Review current performance data collection and recording practices to assess ability to comply with the individual filter monitoring and performance requirements of the IESWTR. Task 6—Review Filter Backwash Handling Practices Review current or proposed filter backwash handling and disposal practices to assess compliance with the requirements of the Filter Backwash Recycling Rule. Task 7—Evaluate Compliance Alternatives Identify operational modifications or facility improvements required to ensure compliance with both current and impending regulatory requirements. Develop a preliminary timeline and budget-level opinions of probable construction cost for the facility improvements, if deemed to be necessary. Task 8—Inspect Airlite WTP Process Facilities Conduct field visits to review and inspect the aeration basin equipment, odor control system, softening basins, re-carbonation basin, finished water reservoirs, and associated yard piping and valves identified for evaluation. Meet with CITY staff to review understanding o f t he objectives and p erformance o f facilities i dentified for a valuation, and exchange ideas and information. CITY staff will provide the necessary access and assistance to facilitate these inspections. Task 9—Evaluate Airlite WTP Process Facilities An evaluation of the identified existing facilities at the Airlite Water Treatment Plant will be conducted to assess the plant's ability to meet current and future treatment and regulatory requirements and reliably deliver water to the community. The evaluations will include visual assessment of the structural, electrical, and mechanical integrity of the identified facilities to determine if the existing systems require modification or replacement to meet the above requirements. Evaluation of the yard piping and valves will include the leaking master drain line from the chemical/filter building, the utility pipe chase between the chemical/filter building City of Elgin Attachment A 3 August 5,2002 A 1 ' • and Valve Vault B, and Valve Vault B. Evaluation of piping associated with the finished water reservoirs shall include recommendations relative to the incorporation of the future transfer main between Riverside Water Treatment Plant and the Airlite facilities. The evaluation shall also include associated piping configurations and valving to allow plant shutdowns and startups while maintaining chlorine residual monitoring of flows to the reservoir and high service pumps. Task 10—Assist in Evaluation of Airlite Filters 5 and 6 Existing filters No. 5 and 6 experience water loss during periods when they are out of service. Assist the CITY in investigating and possibly testing these filters to determine where the leakage is occurring. If removal of filter media or special testing or monitoring equipment is required for this investigation, it shall be the CITY's responsibility to provide these services. Task 11 —Review Airlite Plant Hydraulic Capacity The historic and current hydraulic capacity of the Airlite facilities is reported to be less than the rated capacity of 8 mgd. The hydraulic capacity of the plant will be reviewed to determine the hydraulic restrictions and recommend improvements necessary to increase the hydraulic capacity to 8 mgd. CITY'S staff shall assist in operating plant at different flow rates to obtain actual field hydraulic measurements for the facilities. Task 12—Prepare Draft Report Prepare a draft report presenting the findings and recommendations of the regulatory and facility evaluations. Submit five copies of the draft report to the CITY for review. Task 13—Conduct Review Meeting Meet with the CITY to discuss the draft report and receive the CITY's review comments. Task 14—Finalize Report Incorporate the CITY's review comments, finalize the report, and submit five copies to the CITY. REGULATORY COMPLIANCE SUPPORT Task 15—Annual Regulatory Reviews At the request of the CITY, the proposed future regulations will be reviewed each year for three years following completion of this study. Changes to the proposed regulations City of Elgin Attachment A 4 August 5,2002 • will be identified and their impacts on the water system will be determined. A report of regulatory changes and the resultant impacts will be prepared and submitted to the CITY. Task 16—Other Regulatory Compliance Support At the request of the CITY, the ENGINEER will provide assistance to the CITY with any potential filter turbidity problems associated with algae growth in the Fox River during the summer of 2002. The assistance will be performed at CITY's request and may include review of pertinent data, recommendations of potential solutions, consultations with outside special consultants approved by CITY, and consultation during implementation of the recommendations. This work will not be performed without the prior written authorization of the CITY. SUPPLEMENTAL SERVICES Any work requested by the CITY or recommended by the ENGINEER that is not listed herein will be classified as supplemental services. Supplemental services shall include, but will not be limited to: • Additional meetings with local, State, or Federal agencies or officials. • Appearances at public meetings or before special boards. • Any special consultants or independent professional associates requested or authorized by the CITY. • Review/evaluation of treatment issues not specifically identified above. • Analytical testing services requested by the ENGINEER or the CITY. • Development and/or performance of bench-scale and/or pilot-scale studies. • Additions to the report t o update or revise the original recommendations, after acceptance by the CITY. • Assistance with preliminary selection of IDSE monitoring site. City of Elgin Attachment A 5 August 5,2002 ATTACHMENT B CITY'S RESPONSIBILITES The CITY will furnish, as required by the work and not at the cost of the ENGINEER, the following: 1. All drawings, reports, records, and other data that are available in the files of the CITY and which may be useful in the work including regulatory reports for both the Airlite and Riverside WTP. 2. The services of one employee who has the right of entry to, and has knowledge of, the existing water facilities. 3. Attendance of appropriate City staff at the project initiation meeting to discuss pending regulations and issues related to the integrity of the structural, electrical, and process facilities at the Airlite WTP. 4. Removal of filter media, special testing, or supply of monitoring equipment required for evaluation of the Airlite Filters No. 5 and No. 6. City of Elgin Attachment B 1 August 5,2002 • ATTACHMENT C ENGINEER'S DIRECT SALARY RATES The following ranges of direct salary rates for the ENGINEER's personnel that may be engaged in work under the Regulatory Compliance Support remain valid until April 1, 2003. Personnel Salary Range ($/hr) Principal $60 - $96 Project Manager $35 - $67 Project Engineer $24 - $42 Senior Engineer $40 - $67 Staff Engineer $24 - $42 Technician $16 - $34 Estimator $18 - $40 Clerical $10 - $24 City of Elgin Attachment C 1 August 2,2002 y a; "o Agenda Item No. 1-4 _ -A- 1 City of Elgin L .rS , i. July 5, 2002 G h 1 ' lA N $4 : 1 TO: Mayor and Members of the City Council �%� FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES, AND QUALITY INFRASTRUCTURE FROM: Olufemi Folarin, Interim City Manager SUBJECT: Award of Engineering Agreement For Water Master Plan Update PURPOSE The purpose of this memorandum is to seek authorization from the Mayor and members of the City Council to enter into a contract agreement with the engineering firm of Black & Veatch for updating the 1992 Water Master Plan. BACKGROUND rw This proposed update will include a comprehensive review of the Riverside Water Treatment Plant (WTP) and Airlite WTP to assess current and future compliance with the Safe Drinking Water Act (SDWA) , including a detailed evaluation of selected Airlite WTP facilities. The importance of the Airlite WTP within the water distribution system will increase as a result of the anticipated rapid growth of the west booster district . More recently the Airlite plant' s importance has been underscored as the vulnerability of public water systems has been scrutinized. One significant advantage that Elgin has over most other communities is the ability to treat and distribute water from two separate water treatment plants. This advantage has come to light during our ongoing emergency power supply study in which the Airlite WTP plays a vital role in supplying treated water to the community if the Riverside WTP is out of service. The majority of the Airlite water plant was constructed in 1962 . The 40 year old treatment basins and underground piping and valves may require repair, replacement and/or upgrade. Evaluation of the Airlite facilities is necessary in order to determine the plants capabilities to reliably meet the existing and future water demands of the City during normal, peak and emergency conditions and to develop cost estimates for capital repairs/improvements . r r Award of Engineering Agreement July 5, 2002 Page 2 The evaluations will cover major structural, electrical and mechanical aspects of the aeration basin, odor control system, softening basins, re-carbonation basin, finished water reservoirs and associated yard piping and valves. A comprehensive review of the Water Master Plan, including compliance review of the EPA Safe Drinking Water Act proposed regulations and the selected Airlite WTP facilities is essential to accurately assess long-term viability of the water system and to meet future regulations and anticipated water demand and emergency requirements . The staff offers for the Council' s consideration the following justification that recommends against soliciting proposals from other engineering firms for updating the 1992 Water Master Plan, and to award a contract to Black & Veatch for this work. In 1991 the City Council awarded a contract to Black & Veatch for the development of the City' s Water Master Plan. The scope of services included a detailed evaluation of the City' s water supply, treatment (including EPA' s Safe Drinking Water Act assessment) and distribution facilities, outlining improvements necessary to meet the City' s future water requirements, and provide implementation and project cost schedules for planning purposes . Several employees who developed the master plan remain as Black & Veatch employees and will have primary responsibility in updating the original plan. Water Department staff recognizes Black & Veatch to be the best qualified engineering firm to perform this work based on their extensive knowledge of plant design and treatment capabilities and their expertise in water quality issues as demonstrated in their past representation before IEPA. The cost for these services is based on Black & Veatch' s assessment of the level of effort involved and priced at the same hourly rate as previous contracts awarded in 2002 . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None.0{ ptFINANCIAL IMPACT The cost of the Water Master Plan update submitted by Black and Veatch will total $90, 000 . The Water Department' s 2002 Budget, runder Project number 409021, account number 401-4002-771 . 30-03, has $90, 000 budgeted for this project . Award of Engineering Agreement July 5, 2002 Page 3 EGAL IMPACT his agreement would require an Exception to the Procurement Ordinance pursuant to the Elgin Municipal Code Section 5 . 02 . 020B (9) . A two-thirds vote of the City Council (5 votes) is required with a finding by the City Council that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the City. ALTERNATIVES 1 . Do not award this engineering contract . RECOMMENDATION It is recommended that the City Council authorize the execution of the Agreement for Engineering Services with Black & Veatch for an amount not to exceed $90, 000 . Respectfully submitted, • Olufemi Fo ri Interim ' y Manager LED:mg r