04-123 Resolution No. 04-123
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
BLACK&VEATCH CORPORATION FOR THE
2004 WATER DEPARTMENT COMPREHENSIVE MASTER PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
David M.Dorgan,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
the 2004 Water Department Comprehensive Master Plan, a copy of which is attached hereto and
made a part hereof by reference.
s/Ed S chock
Ed Schock, Mayor
Presented: May 26, 2004
Adopted: May 26, 2004
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
r
AGREEMENT
THIS AGREEMENT is made and entered into this day of , 2004,by and between the
City of Elgin, an Illinois municipal corporation (hereinafter refe red 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 the Water Department 2004 Comprehensive Master Plan(hereinafter referred to as
the "PROJECT").
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.
NOW,THEREFORE, it is hereby agreed by and between the CITY and 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 as described in this agreement, subject to the
following terms, 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 by way of
amendment to this agreement.
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 attributed 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.
C. The scheduling and performance of the work shall conform to the Project Milestones
listed below:
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1. Submit Draft Comprehensive Master Plan report within 160 days after receipt of
CITY's Notice to Proceed and CITY's submission of Data Request materials.
2. Submit Executive Summary and Final Comprehensive Master Plan within 30 days
after receipt of CITY's review comments on the Draft Comprehensive Master Plan.
II. WORK PRODUCT
All work product prepared by the ENGINEER pursuant hereto including, but not limited to
reports, designs, calculations, work drawings, studies, photographs, models and
recommendations shall become the property of the CITY when ENGINEER has been
compensated for services rendered 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 and shall have the unrestricted right to their use. 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.
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 CONSULTANT
A. The CITY shall reimburse the ENGINEER for its services under this agreement a lump sum
of Two Hundred Eighty-One Thousand Six Hundred Dollars ($281,600), regardless of the
actual time expended or actual costs incurred by the ENGINEER unless substantial
modifications to the PROJECT are authorized in writing by the CITY by way of amendment
to this agreement.
B. The CITY shall make periodic payments to the ENGINEER based upon actual progress
reported within 30 days after receipt and approval of invoice.
IV. INVOICES
The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports
shall be included with all payment requests.
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
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prior to termination, except that reimbursement shall not exceed the total amount set forth
under Section III Subparagraph A above.
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 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 its claim within fifteen(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.
VIII. BREACH OF CONTRACT
All of the terms and provisions of this agreement are 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.
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 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
covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall
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survive the completion of all of the work under this agreement and any expiration and/or
termination of this agreement.
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
1. 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
with limits of$1,000,000 aggregate for bodily injury and$1,000,000 aggregate for property
damage.
The CONSULTANT 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 shall include coverage for Contractual obligations 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
of this insurance to make it excess over other available insurance; alternatively, if the
insurance states that it is excess or prorate, it shall be endorsed to be primary with respect to
the CITY.
2. Commercial Automobile Liability. ENGINEER shall maintain Commercial Automobile
Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of
$500,000 per occurrence for damage to property.
3. Combined Single Limit Policy. ENGINEER's requirements for insurance coverage 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.
4. 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 CITY as evidence of insurance protection. The policy shall not be modified or
terminated without thirty(30) days prior written notice to the CITY.
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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 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 hereto; provided, however, that no assigrunent 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
It is understood and agreed that nothing herein contained is intended or shall be construed to,
in any respect, create or establish the relationship of co-partnership, 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 portion
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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.
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 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 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
The ENGINEER may not issue any news releases without prior written approval from the
CITY,nor may the ENGINEER make 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.
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.
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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;
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.
A Copy of such policy must be provided to the Department of Human Rights upon request.
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.
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
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B. As to ENGINEER:
David B. Hunt
Black& Veatch Corporation
101 N. Wacker Drive, Suite 1 100
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 CITY:
ATTEST: CITY OF ELGIN
• AMP
By PAUL. --
City Clerk City Manager
For the ENGINEER:
Dated this / 7 day of , A.D. 2004
WITNESSED: BLACK : EATCH CORPORATION
B y JO i / B
��� Y 1 r y
(Print name) David B. Hunt
Sr. Vice President
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ATTACHMENT A
TO
AGREEMENT FOR ENGINEERING SERVICES
City: City of Elgin, Illinois
Engineer: Black & Veatch Corporation
Project: 2004 Comprehensive Water Master Plan
SCOPE OF SERVICES
The scope of services for this project is as described below. Work under Basic Services
will start on execution of this Agreement and issuance of a notice to proceed. Work
under Supplemental Services will proceed only after City has requested the service and
authorized Engineer in writing to proceed. The study years for this project will include
2015, 2025, and 2035.
The Scope of Services is as follows:
BASIC SERVICES
A. PROJECT MANAGEMENT
1. Administration. Perform general administration duties associated with the
project, including progress monitoring, scheduling, general correspondence,
office administration, and invoicing. This activity also includes maintaining
contact and communication with the City's staff to execute work in
accordance with the work plan, budget, and schedule.
2. Progress Meetings. Conduct an initial project meeting and up to four
progress meetings throughout the project with the City. The initial meeting
will define the lines of communication and discuss the establishment of the
Study Area, study design period, scope, schedule, and procedures to be used.
Other interested parties, as determined by the City, may participate in the
progress meetings for coordination.
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B. WATER TRANSMISSION AND DISTRIBUTION UPDATE
1. Review Existing Information.
a. Data Request. Prepare and submit a data request listing the data
required from the City. The data requested will include, but is not
limited to:
• GIS data
• Population and land use data
• Metered water sales records
• Water production and storage records
• Water distribution facilities data
• Water quality data
• Water supply data
• Previous planning studies and engineering reports
Review the data provided by the City and request clarification or
supplemental data as necessary.
b. Obtain Maps. Obtain, from the City, available hard copy maps of the
water distribution system including pertinent 6-inch and all 8-inch and
larger water lines constructed since the 1992 Master Plan including any
currently planned construction.
c. Update Facilities Inventory. Update the water distribution system
facilities inventory with facilities added since the 1992 Master Plan.
2. Verify Scope of Study Area and Design Period.
a. Study Area. Verify the scope of the Study Area by coordinating with
City to determine the areas that will potentially be served by the City's
distribution system through year 2035.
b. Design Period. Verify the appropriateness of the design period
established by City for the project (through year 2035) and intermediate
design years for CIP phasing purposes (years 2015 and 2025).
3. Review Population and Land Use Data.
a. Review Recent and Planned Development. Review information from
the City's planning department and the City's Comprehensive Plan
regarding current and future development of the new water service areas.
Conduct one meeting with City's Planning Department to confirm
planned development.
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b. Review Population Projections. Obtain and organize population,
employment, and large user projections provided by the City for the
Study Area. Data received should consist of spatial distribution(by
census tract/block, TAZ, planning zone, or other) of population as well
as total population figures for the design years, if available.
c. Land Use and Demographics. Compile available land use and
demographic information into a computer database. In consultation with
City staff, determine the population trends and service area populations
for the three study years (2015, 2025, and 2035).
d. Evaluate Existing Population and Employment Data. Review
historical population, employment, and large user data including year
2000 census data.
4. Review Water Use Data.
a. Evaluate Existing Water Use Data. Review 1994 through 2003 water
production, storage, and pumping records to determine the historical
average day, maximum day, and maximum hour water uses in the City's
system. Group water use by classification (residential, non-residential,
including the two wholesale customers (Villages of Sleepy Hollow and
Bartlett), high users (top 50), and un-accounted for based on meter data.
Water use classifications will be used to determine each classification's
respective percentage of total water use. Review annual metered water
use data by account for years 2002 and 2003.
b. Establish Basic Assumptions and Design Criteria.
Based on a review of the historical water use data, establish the
assumptions and design criteria used to project future water demands.
Design criteria includes, but is not limited to:
• Maximum day and maximum hour peaking factors
• Per capita water usage
• Percentage of residential versus non-residential water use
• Facility sizing criteria
• Control elevations
• System inputs
• Design pressures
• System constraints
• Tentative improvements for the water transmission and distribution
system
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5. Estimate Future Water Use. On the basis of the review of population and
water usage data provided by the City for the Study Area, estimate the
average day, maximum day, and maximum hour use for each of the study
design years with special emphasis on the far west growth areas. Due to
rapid growth in the West Booster area, water use characteristics may differ
from those observed in the Low and High service levels. Develop water use
peaking factors for each service level and user classification, if necessary.
6. Review Previous Recommendations. Review recommended
improvements presented in the 1992 Master Plan. The review will include
an evaluation of the recommended system storage requirements.
7. Identify Preliminary Distribution System Facility Improvements.
a. Evaluate Plan of Improvements. Identify and confirm an initial plan
of improvements to serve all existing service levels and projected
booster districts. Existing distribution mains shall be identified from the
Water Department GIS and from the maps provided by the City.
b. Perform Preliminary Analyses. Utilizing the previous distribution
system model, provide preliminary evaluations and recommendations
relative to specific growth and services issues requested by City staff
prior to development of the new computer model. The findings and
recommendations under this task will be confirmed or verified during
the system-wide hydraulic analysis utilizing the new distribution system
model. Up to 40 hours have been budgeted for this effort.
8. Develop Computer Model
a. Software. Discuss with the City staff the major modeling software
programs available including their advantages and disadvantages. With
concurrence of the City, Engineer will purchase and use the modeling
software program selected. It is anticipated that H2ONET software will
be utilized for this study. Up to $15,000 has been budgeted for the
purchase of the software. The City will be responsible for additional
licensing, upgrades, and annual maintenance costs once the software
package is delivered to the City.
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b. Develop Model Network and Facilities. Utilize the City's GIS to
develop the model distribution system network. The skeletonized model
network shall consist of all 8-inch and larger mains with some 6-inch
and smaller mains to complete loops in the network. Information on the
reservoirs and each pumping station will be added to the model manually
based on data provided by the City. Junction elevations will be assigned
using GIS contour data provided by the City. Pipe interior roughness
coefficients (Hazen-Williams C-values) will be assigned to the pipes in
the model based on pipe age and pipe material, if available.
c. Present Model Network to City Staff. Present skeletonized plot of the
computer model network to City staff for review and verification of the
completeness of the system to be analyzed.
d. Allocate Base Year(2003) Water Demands. Allocate base year water
demands to the computer model by geo-coding year 2003 metered sales
account data to street centerline files. The top 50 water users will be
allocated manually to the closest node in the model network.
e. Perform Calibration Analysis. The model will be adjusted to
accurately simulate system performance under maximum hour demand
conditions as indicated by available operating logs and SCADA reports.
Following calibration of the computerized model, identify suspect results
from the comparison of model results with SCADA records. If deemed
beneficial, develop a field testing plan to measure flow rates, C-Values,
pumping performance, etc. that would be beneficial in refinement of the
distribution system hydraulic model. Execution of the field testing
program would be conducted as an additional Supplemental Service.
9. Conduct Hydraulic Analyses.
a. Perform Computer Modeling. Conduct computerized hydraulic
analyses of the distribution system using the H2ONET model to
determine performance under maximum day and maximum hour
conditions for the selected design years. Analyses will be performed to
determine the required storage, pumping facilities, and main sizing.
Provide documentation of the final
computer analyses of the distribution system. In addition to the model
calibration, the hydraulic model analyses will include the following
scenarios:
• Base Year 2003 Maximum Day
• Base Year 2003 Maximum Hour
• Intermediate Year 2015 Maximum Day
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• Intermediate Year 2015 Maximum Hour
• Intermediate Year 2025 Maximum Day
• Intermediate Year 2025 Maximum Hour
• Design Year 2035 Maximum Day
• Design Year 2035 Maximum Hour
b. Storage Evaluation. Perform a system storage analysis to ensure
adequate storage for equalization, peak hour demands, and fire flows for
the selected design years.
c. Service Levels. Review the configurations of the transmission and
distribution systems and boundaries of each service level. Make
recommendations for any modifications.
d. Distribution System Components. Evaluate and determine the
adequacy of existing pumping, storage, and distribution system
components. Make recommendations for any modifications or
corrective measures.
e. Identify System Improvements. Based on the results of the hydraulic
analyses, determine the pumping, storage, and distribution system
improvements required to meet projected water demands.
10. Develop Improvement Program.
a. Establish a Recommended Improvement Program. Establish a phased
improvement program with a priority schedule for planning and
budgeting purposes. Prepare a comprehensive master plan exhibit
showing the general locations and capacities of all recommended water
system improvements, including suggested alignments of major mains.
Prepare opinions of probable construction costs for all major system
improvements in order to provide the City with costs for its Capital
Improvement Program budget.
b. Prepare Improvement Program Exhibit. Prepare a Comprehensive
Improvement Program Exhibit showing all recommended improvements
within all service levels and booster districts.
11. Prepare Draft Water Distribution Report. Prepare draft report sections
discussing the results of the water distribution system modeling, evaluations,
and recommended improvements. Submit five copies for City review. The
draft report will consist of a narrative along with appropriate tables and
exhibits. Following resolution of City review comments, the draft
distribution evaluation report sections will be incorporated into the draft
Comprehensive Water Master Plan report document.
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•
12. In-House Model Workshop. Upon completion of this study, the Engineer
will conduct a two-day workshop at the City's offices to instruct Water
Department staff on the use of the modeling software for the evaluation of
future proposed improvements or expansions. Other City staff will be
included in the workshop effort as deemed applicable by the City.
C. WATER SUPPLY EVALUATIONS
Based on the water demand projections, the requirements for expansion of water
supply for the study periods will be identified. Any additional supply capacity
will include an evaluation of the best source for supply expansion including the
Fox River, deep aquifer, shallow aquifer, off-channel storage, aquifer storage and
recovery, combinations of these sources, and other potential supply scenarios.
The evaluations will include consideration of the capacity of the various
components of the existing supply and treatment facilities to determine the
adequacy of each component with respect to the projected growth of future water
requirements. More specifically, the evaluations will include the following:
1. Review Reports. Obtain and review reports from state agencies relative to
historical flow records, including low flows, in the Fox River at Elgin;
potential shallow aquifer water supplies in the area; and deep aquifer water
supplies. Obtain the latest information from the Illinois State Water Survey
(ISWS), Illinois Department of Natural Resources (DNR), Illinois
Department of Transportation Division of Water Resources (DWR), and
Illinois State Geological survey (ISGS). The focus will be on the 5-Year
Kane County Water Resources Study in which the City is participating as
well as Fox River current and projected flows. In addition to a review of the
available reports from state agencies, an independent review of the
recommendations made in the past water master planning reports will be
conducted
2. Review Water Rights Considerations. Evaluate the City's current water
rights in the Fox River Basin relative to potential future conflicts with
competing interests. In the past, DNR has indicated that they will balance
the needs of the many users of Fox River water during low flow periods.
They will be contacted again to understand their current policies regarding
low flow periods, obtain any models of the Fox River, and identify potential
operational impacts for the City.
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3. Evaluate Fox River Supply.
a. Estimate Low Flows. ISWS and IDNR have modeled Fox River flows
in the past. These models have been used to determine the impacts of
increased pumping from the City's intake. The latest version of the
models will be reviewed and run if appropriate to determine impacts of
any proposed changes in operations at the City's intake. A range of
scenarios will be tested to determine the most effective use of the Fox
River for the City.
b. Investigate Regulation of Upstream Dams. Stratton Dam is operated
by the DWR. Conversations with them a few years ago indicated that
change in the operation of the dam was not under consideration at that
time. DWR personnel will be contacted again to determine the current
status. Options for dam operation will then be identified.
c. Investigate Potential for Off-Channel Storage. Past analyses, current
land use, and proposed land use maps will be reviewed to identify
potential locations for storage off of the main channel of the Fox River.
Analyses will be conducted to determine the amount of water that could
be diverted from the Fox River and stored at potential reservoir sites.
The yield of these sites will be determined.
4. Evaluate Shallow Aquifer Supply. Previous studies have identified areas
that may be suitable for development of viable well fields tapping shallow
sand and gravel deposits. The 5-Year Study is to evaluate the yield of these
shallow aquifers as well. This information will be used to determine the
potential yield of shallow sand and gravel deposits near the City.
5. Evaluate Deep Aquifer Supply. Current and projected use of water from
the deep aquifer and findings from the 5-Year Study will be reviewed and
used to evaluate the potential for expanded use of this source. The first
interim report on the 5-Year Study, if available, will summarize the geology
of the area and will be used for this study. ISWS and ISGS staff will be
contacted for any information available relative to deep aquifer supply and
proposed modeling. However, groundwater modeling will not be part of
these evaluations.
6. Evaluate Other Supply Options. Conjunctive uses of the available
groundwater and surface water sources will be evaluated. These will include
use of horizontal collector wells or vertical wells to induce bank filtration as
well as a conceptual evaluation of the potential for aquifer storage and
recovery in the vicinity of Elgin. Feasibility of using surface water sources
other than the Fox River will also be considered.
Elgin,Illinois
2004 Comprehensive Water Master Plan
05/18/04
A-8
7. Develop Water Supply Alternatives. Once evaluation of the potential
sources of supply is completed, potential combinations of sources that will
meet the City's future needs will be identified. A listing of conceptual
alternatives will be developed and reviewed with the City. This list will
then be shortened to include the three most likely alternatives for further
refinement of the conceptual plans.
8. Develop Opinion of Probable Costs. Develop opinions of probable
construction costs for the alternatives that are refined in Task 7 and identify
the most cost-effective alternative.
9. Prepare Draft Water Supply Report. Prepare draft report sections
discussing the results of the water supply evaluations and the recommended
supply improvements. Submit five copies for City review. The report will
consist of a narrative along with appropriate tables and exhibits. Following
resolution of City review comments, the draft supply evaluation report
section will be incorporated into the draft Comprehensive Master Plan report
document.
D. WATER TREATMENT EVALUATIONS
1. Evaluate Facilities Capacity Requirements. Based on projected water
demands within each system service level and the results of the water supply
evaluations, evaluate the existing water treatment, pumping and storage
facilities ability to meet future requirements. Recommendations regarding
new facilities or expansion of existing facilities to meet the water
requirements of each service level will be developed. The economics and
operational issues relative to utilizing dump and re-pump facilities to off set
maximum day water production temporarily or permanently will be
considered where new facilities are required. Comparisons will be made of
the economics and operational issues associated with expanding system
storage vs. development of additional pumping capacity and piping.
2. Review Recommended Treatment Improvements. Review previous
study recommendations regarding improvements and/or expansion of the
Airlite water treatment plant facilities. Based on projected water demands
AND the results of the supply evaluations, confirm if the previous
recommendations remain appropriate for meeting future demands.
3. Define Future Treatment Expansion Options. Evaluate the capacity and
treatability requirements associated with any shallow aquifer well fields
and/or other viable surface supplies. Evaluation will focus on the quality
Elgin,Illinois
2004 Comprehensive Water Master Plan
05/18/04
A-9
and quantity of the source with an economic comparison with the utilization
of deep aquifer wells or Fox River supply. Based on the results of the
evaluations identify alternative treatment technologies that may be necessary
to utilize any new water supplies.
4. Conduct Site Selection Study. Review expansion possibilities of the
existing and/or new water treatment plant sites with City staff and conduct a
field surface reconnaissance trip to review the existing or new sites to
determine if there are additional considerations not apparent from the
available records. Review available topographic, property, and utility maps
relative to any potential plant sites. Up to 20 hours have been budgeted for
this task.
5. Develop Opinion of Probable Cost. Develop opinions of probable
construction costs for recommended water treatment improvements.
6. Prepare Draft Water Treatment Report. Prepare draft report sections
discussing the results of the water treatment evaluations and the
recommended treatment improvements. Submit five copies for City review.
The report will consist of a narrative along with appropriate tables and
exhibits. Following resolution of City review comments, the draft treatment
evaluation report section will be incorporated into the draft Comprehensive
Master Plan Report document.
E. REPORT OF FINDINGS
1. Prepare Preliminary Draft Master Plan Report. Prepare a draft report of
the findings and recommendations of the comprehensive study based on the
systematic execution of the preceding tasks. The report will consist of a
narrative discussion of the results of the investigations, including exhibits,
tables, graphs, and charts. Five copies of the preliminary draft report shall
be submitted to the City for review and comment.
2. Conduct Review Meeting. Conduct a meeting with City staff to present the
comprehensive study findings for review and comment.
3. Prepare Final Master Plan Report. Based on review comments from City
staff, a final report, including an executive summary, shall be prepared. This
report will summarize findings and provide projected costs for future
improvements necessary to meet water demands through year 2035. Thirty
copies of the final report and the executive summary will be submitted to the
City.
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2004 Comprehensive Water Master Plan
05/18/04
A-10
4. Present Report. Officially present the Master Plan report to Elgin's City
Council.
SUPPLEMENTAL SERVICES
Supplemental Services are not included in the Basic Services. Supplemental Services
shall include but are not limited to the following:
1. Additional meetings with local, State, or Federal agencies to discuss the project
beyond those included in the Basic Services.
2. Additional appearances at public hearings or before special boards not included in
the Basic Services.
3. Supplemental engineering work required to meet the requirements of regulatory or
funding agencies that become effective subsequent to the date of this Agreement.
4. Special consultants or independent professional associates requested or authorized
by the City.
5. Provision, through a subcontract, for any special reports or studies on materials
and equipment requested by the City.
6. Development of the following items related to the recommended site and
treatment facilities for use in presentation to others: layouts of proposed facilities,
conceptual building and structure floor plans and architectural elevations, and
preliminary site plans.
7. Changes in the general scope, extent of character of the project including, but not
limited to, changes in size, complexity, the City's schedule; and revising
previously accepted studies or reports when such revisions are required by
changes in laws, rules, regulations, ordinances, codes or orders enacted
subsequent to the preparation of such studies, reports or documents or are due to
any other causes beyond the Engineer's control.
8. Geotechnical services relative to any proposed supply, treatment, or distribution
facilities.
9. Perform water quality (age) analyses to determine system-wide water ages and
source trace analyses.
10. Perform operational optimization analyses to help optimize the use of system
storage and reduce pumping.
Elgin,Illinois
2004 Comprehensive Water Master Plan
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A-11
11. Review and evaluation of electric rates, energy costs, and operational procedures
for distribution system pumping and the electric rate structures (demand and
energy costs) applicable to each pumping facility.
12. Perform system vulnerability analyses to evaluate the level of service (percent of
average day demand) that the utility could supply under various emergency
conditions such as power supply outages or breaks in major transmission mains.
13. Prepare a field testing program and/or conducting field testing to determine
headloss for key transmission mains. The field testing program would include
flow measurement and pressure observation testing for determining "C" values.
14. Review of the potential future implementation of an extensive water conservation
program and its impact on the current water system.
End of Attachment A
Elgin,Illinois
2004 Comprehensive Water Master Plan
05/18/04
A-12
ti
•
ATTACHMENT B
TO
AGREEMENT FOR ENGINEERING SERVICES
City: City of Elgin, Illinois
Engineer: Black & Veatch Corporation
Project: 2004 Comprehensive Water Master Plan
CITY'S RESPONSIBILITIES
The City will furnish, as required by the work and not at the expense of the Engineer, the
following items:
1. All maps, drawings, reports, records, audits, annual reports, and other data that are
available in the City's files which may be useful in the work.
2. Access to public and private property when required in performance of the
Engineer's services.
3. Releases to the news media concerning any aspects of the work.
End of Attachment B
B-1
Elgin,Illinois
2004 Comprehensive Water Master Plan
05/18/04
r
G' % /z§ City of Elgin Agenda Item No.
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May 7, 2004 G
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TO: Mayor and Members of the City Council
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES,
fir/42. AND ClUALITYINFRASTRUCTURE
FROM: David M. Dorgan, City Manager
Larry E. Deibert, Water Director
SUBJECT: Engineering Services for Comprehensive Water Master Plan - 2004
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of City Council with
information to award the agreement for engineering services for the 2004 Comprehensive Water
Master Plan to the engineering firm Black &Veatch Corporation.
RECOMMENDATION
It is recommended that the City Council approve the award of an engineering agreement with
Black & Veatch for the Comprehensive Water Master Plan in the amount of$281,600.
BACKGROUND
The 2004 Master Plan will provide the City with a comprehensive plan for the design of
expansions and improvements to the existing water supply and distribution facilities. This
evaluation will identify and establish the capacities of improvements needed to meet Elgin's
water demands and service area through the year 2035.
The Water Department requested proposals from ten (10) different engineering firms. City staff
conducted pre-proposal meetings with nine (9) engineering firms interested in submitting a
proposal. The mandatory pre-proposal meetings were held individually with the firms between
February 9, 2004, and February 13, 2004. On February 27, 2004 seven (7) proposals were
received. The selection team consisted of five staff members who individually evaluated all
seven proposals and unanimously ranked Black & Veatch the highest, best qualified firm.
Attached is a qualification ratings sheet.
Black & Veatch (B&V) has a good understanding of the City of Elgin water system, and an
excellent team in all aspects of the project (Water Distribution, Water Supply, Hydrological,
Planning, and Quality Control). B&V key team members have been involved in assisting the
City in addressing development issues in the west zone and have a current computer model
Engineering Agreement for Water Master Plan
May 7, 2004
Page 2
available. B&V has vast experience in preparing planning studies for communities with
populations ranging from 2,000 to 2,000,000.
Upon selection of B&V, fees from each of the firms were opened and reviewed. B&V's fee of
$299,700 compares favorably to the fee submitted by the 2°' ranked firm, Alvord, Burdick &
Howson (AB&H), $255,118. There are several scope items in the B&V proposal not addressed
by AB&H which the selection committee felt were necessary to be included. These items
include preliminary review of far west needs for pending developments, greater review of future
water supply options, and preparation of a draft water distribution report.
The final scope of services was negotiated with B&V in which the hours of work for several
items were revised or eliminated. These items include reduction in software costs, eliminating
continuing support services, elimination of a population and water demand draft technical report,
and reduction of hours for computer model field testing. The reduction was for a total of
$18,100, bringing the final engineering fee to $281,600.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
, FINANCIAL IMPACT
The total not-to-exceed cost for this contract with Black & Veatch is $281,600. The budget for
this project equals $330,000 and is made up of the Water portion of the 2004 General Obligation
Bond sale, account number 384-4000-795.92-41 ($250,000) and the 2001 General Obligation
Bond Fund, account number, 381-4000-795.92-41 ($80,000), Water Master Plan Update, project
number 409596 . There are sufficient funds available to enter into this contract.
EGAL IMPACT
None
ALTERNATIVES
1. Award the contract as recommended to Black & Veatch.
2. Do not award the contract and reject all proposals.
Respectfully submitted for Council consideration.
PLB/LED:mg
Attachment
".1) / -") .
QUALIFICATIONS RATINGS
Engineering Services for Water Department Comprehensive Master Plan
February 27, 2004
Firm's Name Evaluators
#1 #2 #3 #4 #5 Total Scores
Baxter&Woodman 20 10 15 15 25 85
Alvord, Burdick&Howson 30 25 25 10 15 105
Christopher B. Burke 5 5 5 5 0 20
Robinson Engineering 15 0 0 5 5 25
Black&Veatch 30 30 30 30 30 150
Stanley Consultants 25 15 10 20 10 80
Metcalf& Eddy 10 20 20 _ 25 20 95
Notes: Assign Scores based on the following formula:
30- First, 25- Second, 20-Third, 15- Fourth, 10- Fifth, 5- Sixth, 0- Seventh