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04-144 Resolution No. 04-144 RESOLUTION AUTHORIZING EXECUTION OF AN AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH TERRACON INC. FOR SITE INVESTIGATION AT 464 McBRIDE STREET AND 20 JEFFERSON AVENUE 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 Amendment to Professional Services Agreement on behalf of the City of Elgin with Terracon Inc. for environmental site investigation at 464 McBride Street and 20 Jefferson Avenue, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: June 9, 2004 Adopted: June 9, 2004 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT HIS AMENDME T AGREEMENT made and entered into this day of 2004 by and between the CITY OF ELGIN, ILLINOIS, municipal corporation (hereinafter referred to as the "City" ) , and Terracon Inc, a Kansas corporation, authorized to do business in the State of Illinois (hereinafter referred to as the "Consultant" ) . WITNESSETH WHEREAS, the City and the Consultant have previously entered into a Professional Services Agreement dated October 8, 2003 , wherein Consultant provided to the City certain consulting services regarding the site investigation at 464 McBride Street and 20 Jefferson Avenue Sites; and WHEREAS, the City has determined it to be necessary and desirable to obtain the further assistance of the Consultant to provide continued consulting services regarding the environmental consulting services for the sites at 464 McBride Street and 20 Jefferson Avenue . NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows :. 1 . The Professional Services Agreement between the City and the Consultant dated October 8, 2004 is hereby amended as follows : A. Paragraph 1 entitled "Scope of Work" is amended by adding an additional paragraph thereto to read as follows : "Consultant shall also perform and direct the necessary qualified personnel to perform the professional services as set forth in the Scope of Services documents entitled Terracon Proposal for Supplemental Environmental and Engineering Services at the Elgin Salvage sites located at 464 McBride Street and 20 Jefferson Street, consisting of nine (9) pages, attached hereto and made a part hereof and made a part hereof as Exhibit 1-A. B. Paragraph 2 entitled "Schedule and Term" is amended by adding an additional paragraph thereto to read as follows : "Consultant ' s responsibility to provide the services in Exhibit 1-A shall commence as of May 27, 2004 , and shall continue until the date the City determines that all of the Consultant' s work regarding the services in Exhibits 1-A has been completed. Consultant shall perform the services described in Exhibit 1-A in as expeditious a manner as reasonably practicable . " C. Paragraph 3 entitled "Fees" is amended by adding subparagraph D thereto to read as follows : "D. Payments for services provided by the Consultant set forth in Exhibit 1-A hereof shall be reimbursed at the hourly rate of its professional and technical personnel as set forth in Exhibit 2-A attached hereto and made a part hereof by this reference with the total fees and expenses due to be paid to the Consultant for the services described in Exhibit 1-A not to exceed $79, 550 regardless of actual time expended or actual costs incurred by the Consultant unless material modifications to the Consultant' s Scope of Services are authorized in writing by the City and approved by the City Council . Consultant' s cost estimates for the various aspects of the services to be performed in Exhibit 1-A are set forth in Exhibits 1-A. The costs of all subcontractors are included in such not-to-exceed figure of $79, 550 . " 2 . That except as expressly amended herein the terms of the Professional Services Agreement between the City and the Consultant dated October 8 , 2003 shall remain in effect and shall apply to the additional services to be performed by the Consultant as described in this Amendment Agreement and as set forth in Exhibit 1-A hereto . IN WITNESS WHEREOF, the parties hereto have entered into and executed this amendment agreement on the date and year first written above . CITY OF ELGIN Terracon Inc . B � B David M. Do gan City Manager 6,//% V Attest : City Clerk March 26,2004 1 reff a n 135 Ambassador Drive Naperville,IL 80540 830.717-4283 F 830.357-9489 City of Elgin _ 150 Dexter Court Elgin, Illinois y Attention: Mr. Ray Moller Director of Economic Development and Business Services Telephone#: (847)9316749 Fax#: (847)9315610 RE: Proposal for Supplemental Environmental and Engineering Services Elgin Salvage Redevelopment Sites 464 McBride Street and 20 Jefferson Avenue Elgin, Illinois Terracon Proposal No. P040225 Dear Mr. Moller: Terracon Consultants, Inc. (Terracon) is pleased to submit the enclosed scope of work to the City of Elgin to provide supplemental environmental consulting and engineering services related to the redevelopment of the Elgin Salvage Yard sites. Based on our meeting regarding these sites on January 21, 2004 and subsequent �- telephone conversations, Terracon has developed the enclosed scope of work to continue the process of,preparing the Salvage Yard sites for redevelopment. The next series of tasks recommended for these sites include a supplemental site investigation, asbestos survey, and preparation of asbestos abatement and building demolition plan. As an attachment to this letter, please find enclosed the following items that address the above referenced tasks: ! J • Exhibit A—Scope of Work for Supplemental Environmental Services • Exhibit B—Project Schedule • Exhibit C-Cost Proposal Terracon is submitting these items with the understanding that the terms and conditions for the work will be based on an amendment to the existing contract between the City of Elgin and Terracon dated October 8,2003. :J. Mr.Raymond H. Moller City of Elgin Terracon Proposal No. P040225 03/26/04 To maintain the most recently issued project schedule for the Elgin Salvage Yard redevelopment we are seeking the City's authorization to proceed with this work at the City's April 8, 2004 council meeting. We look forward to any comments or questions you may have regarding the proposed scope of work. Please feel free to contact us at(630)717-4263. Sincerely, Terracon Consultants,Inc. John M. Nardozzi, P.E. William B.Thayer, P.E. r Senior Project Manager Associate Principal cc: Philip Williams—Terracon Gerald Jacobs-Terracon J Exhibit A Scope of Work Supplemental Environmental and Engineering Services Elgin Salvage Redevelopment Sites 464 McBride Street and 20 Jefferson Avenue City of Elgin Terracon Proposal No. P040225 • A. PROJECT INFORMATION The Elgin Salvage Redevelopment Sites consist of two properties located at 464 McBride Street (Main Yana)and 20 Jefferson Avenue(Jefferson Yard)in Elgin, Illinois. The subject sites consist of _ various buildings located in Lots 6 through 12 and the lot located at the Northeast comer of McBride Street and Jefferson Avenue. Under a contract with the City of Elgin dated October 8, 2003, Terracon has completed the first phase of environmental assessment activities at the two properties. Work completed to date includes 1) review of existing documents, 2) preparation of a Phase I Environmental Site Assessment, and 3) conducting the initial subsurface site investigation. Based on the results of these tasks, Terracon has identified to the City the need to conduct additional environmental and engineering services that will advance the site toward the City's ultimate goal of redevelopment for residential use. To facilitate the City's goal, it is the City's plan to obtain a No Further Remediation (NFR) letter for the sites through the Illinois EPA's Site Remediation Program(SRP). The three tasks proposed herein include: Task 700 Supplemental Site Investigation Task 800 Pre-Demolition Asbestos Survey Task 900 Asbestos Abatement and Building Demolition Specifications 1 Each of the recommended tasks is described below. B. SCOPE OF SERVICES Task 700—Supplemental Site Investigation JTerracon has completed the initial site investigation work at the 464 McBride Street and 20 Jefferson Street as authorized by the City of Elgin in October 2003. The initial site investigation 1 included soil and groundwater assessment activities aimed at identifying key areas of concern at the site. All analytical results have been obtained and Terracon has evaluated the data to assess those areas of the sites where contamination is or may be present. J 1 1 Exhibit A—Scope of Work Elgin Salvage Redevelopment Sites Elgin; IL Terracon Proposal No.P040225 1 Terracon has recommended to the City additional investigation activities to define the nature and extent of several key areas of concern. The supplemental site investigation will aid in defining 1 those areas of the site that will require remediation and provide data to further refine the proposed J remedial plans and associated costs. Elements of the supplemental site investigation are described below. Work Plan lUpon receipt of the City's authorization, a work plan will be developed°to perform the supplemental Investigation of the Salvage Yard sites. The work plan will be developed in accordance with Illinois SRP requirements and will identify sampling procedures, laboratory analytical methods,and quality Jcontrol methods for the work. In addition,the existing site-specific Health and Safety Plan (HASP) will be amended to encompass the additional field investigation activities. The HASP will be used by Terracon field personnel to guide drilling and sampling activities. The HASP will provide a list of emergency telephone numbers and directions to the nearest medical facility in the event of an accident. In developing the supplemental work plan, Terracon will build upon the information obtained during the initial site investigation data to determine the appropriate locations of proposed soil and 1 groundwater sampling locations. The focus of the work will be to delineate contamination source J areas as identified during the initial site investigation. The work plan for the supplemental site investigation will be designed to pursue a comprehensive site investigation to satisfy the J requirements of the Illinois SRP. J Soil and Groundwater Suaalemental Assessment In conducting the supplemental investigation, Terracon will utilize generally accepted 9 9 Y p J environmental sampling procedures to assess and delineate current site conditions by means of advancement of soil borings and installation of groundwater monitoring wells. For the soil investigation, GeoProbe sampling will be conducted as a means of maximizing the production rate l of field sampling activity. J, Based on the data from the initial site investigation, Terracon proposes to advance four borings at the Jefferson Avenue site and 38 borings at the McBride Street site(42 total). Details of the boring depths are provided in Table 1, attached. The analytical schedule is similar-to the initial site investigation, but will be tailored to the specific contamination source areas identified during the original investigation program. This will help to reduce the overall analytical costs. The primary analytical parameters will include volatile organic compounds (VOCs), semi-volatile organic compounds (SVOCs), priority pollutant metals (13), and PCBs. In addition, sampling for J dioxinstfurans will be performed using the RapidScreen analytical procedure. Also, three samples J collected form the sites will be analyzed for the entire target analyte list as required by the SRP to J 2 J Exhibit A—Scope of Work 1 Elgin Salvage Redevelopment Sites Elgin,IL Terracon Proposal No.P040225 complete a comprehensive site investigation. Table 4, attached, provides a list of all proposed analytical work for the supplemental investigation. 1 Three additional monitoring wells will be installed on.the McBride parcel to verify and/or delineate J one contamination source area. The area of concern is located in the northwest portion of the McBride Site where free product was encountered. Groundwater conditions in this area necessitate further investigation for delineation and evaluation of potential remedial technologies. J One round of samples is included in the proposed scope of services. JStandard site characterization methods and field procedures will include: • Notification of JULIE, the utility locating service, to identify utilities at the site prior to initiating drilling activities. Terracon will also consult with other knowledgeable parties, who may have Information regarding private on-site utilities,if available. • Soil screening protocols will include use of a photoionization detector (PID) combined with olfactory and visual screening to select subsurface soil samples. • Soil cuttings generated during GeoProbe sampling will be returned to the boreholes to minimize waste disposal costs. For monitoring well installation, soils and purge water will be containerized and disposed of on a unit cost basis. • Analytical methods will be in accordance with SW-846 methods; all analytical work will be J performed by an accredited laboratory. J • Terracon expects to utilize Level D personal protective equipment when conducting field investigation work. Task 800—Pre-Demolition Asbestos Survey In order to remove the existing buildings from the two properties, an asbestos survey is needed to determine the presence or absence of asbestos-containing building materials (ACBM). If ACM is identified during the survey, an abatement specification specific to the plan for building demolition will be prepared. 1. ACM Site Work Terracon will mobilize a State of Illinois licensed asbestos Building Inspector to conduct an 1 asbestos survey as required by US Environmental Protection Agency (USEPA) regulation 40 CFR J Part 61, National Emissions Standards for Hazardous Air Pollutants(NESHAP). Terracon will conduct a pre-survey meeting with personnel familiar with the facility to discuss site history with respect to ACM. The pre-survey meeting will also include review of any available ACM l sampling reports or abatement documents, if available. J J 3 Exhibit A—Scope of Work 1reffecon Elgin Salvage Redevelopment Sites Elgin,IL Terracon Proposal No. P040225 } Terracon will conduct a visual assessment of the facility to Identify materials suspected of containing asbestos (suspect ACM) such as thermal system insulation, surfacing materials, and Jmiscellaneous materials(e.g.,floor tiles). Suspect materials will be physically assessed for friability and evidence of damage or degradation. Samples of suspect ACM will be collected for laboratory analysis. Bulk sample collection will be conducted in general accordance with the protocols outlined in USEPA 40 CFR 763.86 (AHERA). Some isolated damage to building materials will occur during sampling; however, Terracon will attempt to limit such damage to the extent necessary for sample collection. The sco pe of the survey will be confined to rooms and areas accessible on the day the survey work is conducted. Sampling cannot be conducted in rooms or areas that are not made available for inspection, and will not be conducted.if the materials are inaccessible due to physical barriers, confined spaces or if they cannot be safely reached with available ladderstman lifts, etc.Terracon will sample the roofing system only with written permission from the owner. Terracon will sample the roofing only if reasonable access can be obtained (e.g., on-site building ladder, etc.). Terracon personnel will patch the sample penetrations. Terracon-makes no warranty to the performance of 1 the roof patch. J t 2. Laboratory Analysis JAn accredited laboratory will analyze bulk material samples by visual estimation usin g po larized light microscopy (PLM). When friable PLM samples are greater than zero (>0) but less than 10% asbestos, USEPA regulations require that the sample be re-analyzed using the more quantitative point counting technique, or that the material be considered ACM and subject to NESHAP regulations. J If PLM analysis reveals the presence of asbestos, Terracon will contact the client to discuss the merits of point count analysis. Client approval will be obtained before authorizing re-analysis if additional cost will be incurred. J J J J 4 Exhibit A—Soope of Work Elgin Salvage Redevelopment Sites Elgin,IL Terracon Proposal No. P040225 The following table identifies the estimated sample quantities for the ACM survey. Material Description Homogeneous Areas Number of Samples Flooring Materials (Tile, 3 9 Linoleum, etc.) Flooring Mastics 3 9 Ceiling Materials(Tile) 3 9 Ceiling Mastics 0 0 Drywall or Plaster Systems 1 7 Mechanical Systems (Boiler, 3 9 Tanks, Piping, Gaskets,etc.) Exterior Caulk & Glazings 3 9 (Windows/boors) Misc. Materials/Areas 6 18 Roofing Materials 8 24 Estimated Totals 30 94 If additional samples are necessary, the samples will be invoiced at $15.00/per analyzed layer. Point count analysis, if conducted, will be invoiced at the rate of$75 per sample. 3. Asbestos Survey Report Terracon will prepare a written report describing the sample methodology and the results of the survey. The report will describe the number, type and location of building material samples collected, the analytical results, the estimated quantity and the condition of the materials identified as ACM. Unless otherwise instructed, two (2) bound copies of the final report will be submitted to the address indicated herein. J 't l 5 1 Exhibit A—Scope of Work ��e�On Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No.P040225 Task 900-Asbestos Abatement and Bullding Demolition Specifications JUpon completion of the ACM building survey and the supplemental site investigation, Tefracon will prepare a set of specifications to facilitate bidding by the City to obtain competitive cost proposals for the abatement and demolition of the on-site building structures. The scope of the demolition 1 plans will include the following buildings and structures: J 464 McBride Site Metal Stofa • ge Shed(wood frame) • Office Building/Garage(concrete block) • Material Storage Warehouse(brick with wood trusses) • Hydraulic Baler(steel/concrete) • Car Crusher(steel with brick building) • Metals Lean-To(metal) • Truck Scale(concrete) 20 Jefferson Site ] L-Shaped Storage Building(wood frame) The specification will address the following: • Abatement of asbestos containing materials as necessary to permit the demolition of the on site buildings. The abatement portion of the specifications will be prepared under the direction of a licensed asbestos designer. J • Building demolition plans will be prepared to describe the extent of the building demolition work required by the City to facilitate redevelopment. Terracon will utilize existing building survey information and visual site observation data to tabulate the approximate size (i.e., square 1 footage) of each on-site structure and indicate the number of levels and key building features. 1 This information will be presented to facilitate bidding of the work by demolition contractors. It should be noted, based on information collected to-date, that minimal docu entation r I fl;►,_ o plans of the existing buildings are available to provide information on the extent of subsurface structures and foundations. Terracon will review available information and documents to estimate the location, depths, and extent of subsurface features and foundations. Terracon will not, however, conduct subsurface investigations or intrusive testing to identify such features. l l 6 Exhibit A—Scope of Work Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 • Terracon will collect utility information from public utility sources,the current site owner, and the City of Elgin to identify utilities that service or may otherwise be present on-site. Terracon will consolidate the available utility Information-on the demolition plans and describe the extent of the Contractors work to deactivate,remove or otherwise address the utilities. C. SCHEDULE The current project schedule is attached as Exhibit 6(Figure 1). In order to comply with the proposed schedule, the following items are required to be provided by the client at the time of notification to proceed: • Right of entry to conduct the assessment, including unrestricted access to building interiors and yard areas. • Notification of any restrictions ,or special requirements (such as confidentiality) i regarding accessing the site. J • A signed contract amendment evidencing acceptance of this scope of services and the enclosed cost estimate. D. COMPENSATION Terracon's proposed project budget to complete the scope of work described herein is presented on the following tables in Exhibit C: • Table 2—Project Cost,summary • Table 3—Cost Estimate and Level of Effort • Table 4—Laboratory Analytical Costs and Unit Rates • Table 5—Environmental Services Fee Schedule The services will be performed on a time and materials basis. The City will be invoiced on'a monthly basis for services performed. The total not-to-exceed fee for the proposed work is 1 $79,550.00. J d 7 Exhibit-C•Cost Proposal .� Table 1 Summary of Planned Supplemental Site Investigation Activities Elgin Salvage Redevelopment Site •� City of Elgin as cope m u on c rs 464 McBride 20 Jefferson Elgin,IL Elgin,IL 700 A. Supplemental Site Investigation Work Develop site specific suplemental sampling plan,revise Plan health and safety plan;update base map of site. B Soil and Groundwater Assessment Soil Borings-Geoprobe Rig 26 borings to 12 ft.bgs 4 borings to 12 ft.bgs Driller:Envirodynamics 2 borings to 16 ft.bgs 7 borings to 8 ft.bgs 3 borings to 4 ft.bgs Total 38 Borings 4 Borings Analytical Testing VOCs(Method 8260) 24 1 Lab: First Environmental SVOCs(Method 8270) 45 2 Priority Pollutant Metals(600017000s) 65 8 PCBs(8081) 29 4 BTEX(Method 8260) 6 0 PNAs(Method 8310) 25 6 Barium(Method 6010) 16 0 Other TCL Metals(10) 4 2 Dioxins/Furans(RapidScreen) $ 1 Lab: Triangle Laboratories,Inc. Total Soil Samples 219 24 Monitoring Wells 3-2-inch dia.wells x 12 ft.;PVC construction;flush mtd. Driller:Envirodynamics Analytical Testing Lab: First Environmental VOCs(Method 8260) 5 3 SVOCs(Method 8270) 5 Priority Pollutant Metals(600017000s) 8 3 Pesticides/PCBs(8080/8081) 4 Barium(6010) 5 Dioxins/Furans(Method 8290) 1 Lab: Triangle Laboratories,Inc. Total Water Samples 28 6 Well Elevation Survey Yes Yes Drum Disposal 5 Drums 1 Drums Disposal of IDW:RS Used Oil (Soil and Groundwater disposal as SDecial Waste) C. SIR Report Amend SIR report with the Amend SIR report with the Supplemental Site Supplemental Site Investioation data Investigation data r Terracon,Inc. 1 Proposal No.P040225 Y�' 312812004 Table 2 Project Cost Summary Elgin Salvage Redevelopment Site City of Elgin JI Task Description Total Estimated No. Effort Fee (Hours) 700 Supplemental Site Investigation 190 $65,426 800 Asbestos Survey 58 $6,315 900 Abatement and Demolition Specifications 78 $7,809 Total Estimated Labor Effort 326 Total Estimated Project Fee $79,550 71 JS Terracon,Inc. 1 Proposal No.P040225 J. City of Elgin Agenda Item No. �- May 7,2004 TO: Mayor and Members of the City Council OLIVE iDt7WTTCV4lN FROM: David M. Dorgan,City Manager Raymond H. Moller, Director of Economic Development SUBJECT: Amendment to Environmental Testing Services Contract with Terracon Inc. at 464 McBride Street and 20 Jefferson Avenue. PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to amend an existing contract for environmental testing services with Terracon Inc. at 464 McBride Street and 20 Jefferson Avenue. RECOMMENDATION It is recommended that the City Council authorize an amendment to the current contract with Terracon Inc. for environmental testing services at 464 McBride Street and 20 Jefferson Avenue for an amount not to exceed$79,550. BACKGROUND The Riverfront/Center City Master Plan calls for the redevelopment of the area north of Ann Street and west of North Grove Avenue s an upscale residential land use. This area consists of three parcels of property: the former City-of Elgin Public Works yard; Elgin Salvage: and the former Seigle's McBride Street warehouse site. All three sites are owned by the City of Elgin. The land area totals approximately 20 acres. In 2002, the City accepted a grant for $4.85 Million from the State of Illinois Department of Commerce and Economic Opportunity for the purchase, remediation and redevelopment of the Elgin Salvage site. In preparation for conducting the initial environmental testing at the Elgin Salvage sites, the City issued a Request for Qualifications for Environmental Consulting Services on June 20, 2003. RFQ's were sent to eight environmental consulting firms. Qualification statements were received from six firms an July 14, 2003. A staff committee found Terracon Inc. to be the most qualified consultant to begin the evaluation of the salvage yard site. Amendment to Environmental Testing Services Contract w/Teracon May 7, 2004 Page 2 The initial contract with Terracon was for$96,132. The scope of services included: 1. Review of Existing Documents; 2. Phase I Site Assessment; 3. Site Investigation; 4. Remediation Objectives Report and Remediation Action Plan; 5. NFR Letter/Regulatory Coordination, and 6. Project Management and Meetings. To date $65,214.29 has been spent on the scope of work authorized under the initial contract. Work completed includes Review of Existing Documents,Phase I Site Assessment and the initial subsurface Site Investigation. Based upon the results of these tasks, Terracon has identified the need to conduct additional environmental and engineering services that will advance the site toward the City's goal of redevelopment for residential use. The additional tasks proposed under the amended contract are as follows: 1. Supplemental Site Investigation $65,426 2. Pre-Demolition Asbestos Survey 4,315 3. Asbestos Abatement&Building Demolition Specifications 7,809 $79,550 Terracon has recommended to the City additional investigation activities in order to further define the nature and extent of several key areas of concern at the salvage yard site. The supplemental site investigation will aid in defining the areas of the site that will require remediation and provide data to further the proposed remedial plan and the associated costs. Based on the data from the initial site investigation, Terracon proposes to undertake 4 borings on the Jefferson Avenue site and 38 borings on the McBride Street site. Three additional monitoring wells will be installed on the McBride Street parcel to verify and/or delineate one contamination source area. In order to remove the existing buildings from the two parcels, an asbestos survey is needed to determine the presence or absence of Asbestos-Containing-Building-Materials (ACBM). If ACBM is identified, an abatement specification will be prepared. Upon the completion of the ACBM survey and supplemental site investigation, Terracon will prepare a set of specifications to facilitate bidding by the City for the abatement and demolition of the on-site building structures. COMMUNITY GROUPSANTERESTED PERSONS CONTACTED None Amendment to Environmental Testing Services Contract w/Teracon May 7, 2004 Page 3 FINANCIAL IMPACT The cost of the contract amendment with Terracon Inc. will total $79,550. Overall this project has a budget of $4.85 million. Funding sources include a grant totaling $4.85 Million that is intended to be used to purchase, remediate and redevelop this site. To date, $1,961,883.99 has been expended on this project. There are sufficient funds available (approximately $2.8 million) in the Riverboat Fund, account number 275-000-791.92-35, project number 039565 (Elgin Salvage Redevelopment) for the additional environmental testing services at 464 McBride Street and 20 Jefferson Avenue. +GAL IMPACT An amendment to the existing Professional Services Agreement will be required. ALTERNATIVES 1. Authorize the contract amendment for additional environmental testing services at 464 McBride Street and 20 Jefferson Avenue to Terracon Inc. in the amount of$79,550. 2. The Council may choose not to authorize the contract amendment to Terracon Inc. Respectfully submitted for Council consideration. RHM Attachments 3/26/2004 Table 5 TERRACON ENVIRONMENTAL SERVICES FEE SCHEDULE City of Elgin 2004 PERSONNEL Labor Category Billino Rate A. Professional Staff 1. Staff Professional $75.00 2. Senior Professional $85.00 3. Project Professional $100.00 4. Senior Project Manager/Professional $130.00 5. Principal $135.00 6. Expert Witness $200.00 a B. Technician Staff ' 1. Technician $45.00 2. Remedial Specialist $65.00 ' C. Support Staff 1. Clerical $35.00 2. CADD Tech 1 $45.00 3. CADD Tech II $60.00 ' Note: Hourly rates will be increased by a multiple of 1.3 for Saturday, Sunday and holiday work or off shift work when required by client or for emergency response with less than 36 hour notice. EXPENSES AND SUPPLIES Vehicle Charge(local area,within 25 miles of office) $50.00/day Vehicle Charge(local area,within 25 miles of office,less than $30.00/1/2 day 4 hours) Vehicle Charge(outside local area) $0.45/mile Per Diem,Lodging and Food Minimum of $85.00/day Miscellaneous charges,including analytical laboratory tests, Cost+15% shipping charges,rental equipment,outside labor,public transportation,materials,or other contracted services Terracon, Inc. Proposal No. P040225 1 �• Agenda Item No. City of Elgin g May 7, 2004 TO: Mayor and Members of the City Council ALIVE DOWNTOWN FROM: David M. Dorgan, City Manager Raymond H. Moller, Director of Economic Development SUBJECT: Amendment to Environmental Testing Services Contract with Terracon Inc. at 464 McBride Street and 20 Jefferson Avenue. PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to amend an existing contract for environmental testing services with Terracon Inc. at 464 McBride Street and 20 Jefferson Avenue. RECOMMENDATION It is recommended that the City Council authorize an amendment to the current contract with Terracon Inc. for environmental testing services at 464 McBride Street and 20 Jefferson Avenue for an amount not to exceed $79,550. BACKGROUND The Riverfront/Center City Master Plan calls for the redevelopment of the area north of Ann Street and west of North Grove Avenue s an upscale residential land use. This area consists of three parcels of property: the former City of Elgin Public Works yard; Elgin Salvage: and the former Seigle's McBride Street warehouse site. All three sites are owned by the City of Elgin. The land area totals approximately 20 acres. In 2002, the City accepted a grant for $4.85 Million from the State of Illinois Department of Commerce and Economic Opportunity for the purchase, remediation and redevelopment of the Elgin Salvage site. In preparation for conducting the initial environmental testing at the Elgin Salvage sites, the City issued a Request for Qualifications for Environmental Consulting Services on June 20, 2003. RFQ's were sent to eight environmental consulting firms. Qualification statements were received from six firms an July 14, 2003. A staff committee found Terracon Inc. to be the most qualified consultant to begin the evaluation of the salvage yard site. Amendment to Environmental Testing Services Contract w/Teracon May 7, 2004 Page 2 The initial contract with Terracon was for$96,132. The scope of services included: 1. Review of Existing Documents; 2. Phase I Site Assessment; 3. Site Investigation; 4. Remediation Objectives Report and Remediation Action Plan; 5. NFR Letter/Regulatory Coordination, and 6. Project Management and Meetings. To date $65,214.29 has been spent on the scope of work authorized under the initial contract. Work completed includes Review of Existing Documents, Phase I Site Assessment and the initial subsurface Site Investigation. Based upon the results of these tasks, Terracon has identified the need to conduct additional environmental and engineering services that will advance the site toward the City's goal of redevelopment for residential use. The additional tasks proposed under the amended contract are as follows: 1. Supplemental Site Investigation $65,426 2. Pre-Demolition Asbestos Survey 4,315 3. Asbestos Abatement & Building Demolition Specifications 7,809 $79,550 Terracon has recommended to the City additional investigation activities in order to further define the nature and extent of several key areas of concern at the salvage yard site. The supplemental site investigation will aid in defining the areas of the site that will require remediation and provide data to further the proposed remedial plan and the associated costs. Based on the data from the initial site investigation, Terracon proposes to undertake 4 borings on the Jefferson Avenue site and 38 borings on the McBride Street site. Three additional monitoring wells will be installed on the McBride Street parcel to verify and/or delineate one contamination source area. In order to remove the existing buildings from the two parcels, an asbestos survey is needed to determine the presence or absence of Asbestos-Containing-Building-Materials (ACBM). If ACBM is identified, an abatement specification will be prepared. Upon the completion of the ACBM survey and supplemental site investigation, Terracon will prepare a set of specifications to facilitate bidding by the City for the abatement and demolition of the on-site building structures. COMMUNITY GROUPSANTERESTED PERSONS CONTACTED None Amendment to Environmental Testing Services Contract w/Teracon May 7, 2004 Page 3 FINANCIAL IMPACT The cost of the contract amendment with Terracon Inc. will total $79,550. Overall this project has a budget of $4.85 million. Funding sources include a grant totaling $4.85 Million that is intended to be used to purchase, remediate and redevelop this site. To date, $1,961,883.99 has been expended on this project. There are sufficient funds available (approximately $2.8 million) in the Riverboat Fund, account number 275-000-791.92-35, project number 039565 (Elgin Salvage Redevelopment) for the additional environmental testing services at 464 McBride Street and 20 Jefferson Avenue. GALIMPACT WVV'An amendment to the existing Professional Services Agreement will be required. ALTERNATIVES 1. Authorize the contract amendment for additional environmental testing services at 464 McBride Street and 20 Jefferson Avenue to Terracon Inc. in the amount of$79,550. 2. The Council may choose not to authorize the contract amendment to Terracon Inc. Respectfully submitted for Council consideration. RHM Attachments March 26,2004 Irerracon 135 Ambassador Drive Naperville,IL 60540 _ 630.717-4263 F 630.357-9489 City of Elgin 150 Dexter Court Elgin, Illinois Attention: Mr. Ray Moller Director of Economic Development and Business Services Telephone#: (847) 9316749 Fax#: (847) 9315610 RE: Proposal for Supplemental Environmental and Engineering Services Elgin Salvage Redevelopment Sites 464 McBride Street and 20 Jefferson Avenue Elgin, Illinois Terracon Proposal No. P040225 Dear Mr. Moller: 4 i ' Terracon Consultants, Inc. (Terracon) is pleased to submit the enclosed scope of work to the City of Elgin to provide supplemental environmental consulting and engineering services related to the redevelopment of the Elgin Salvage Yard sites. ' Based on our meeting regarding these sites on January 21 2004 and subsequent 9 9 9 rY eq ' telephone conversations, Terracon has developed the enclosed scope of work to continue the process of preparing the Salvage Yard sites for redevelopment. The next series of tasks recommended for these sites include a supplemental site investigation, asbestos survey, and preparation of asbestos abatement and building demolition plan. As an attachment to this letter, please find enclosed the following items that address the above referenced tasks: • Exhibit A—Scope of Work for Supplemental Environmental Services I Exhibit B—Project Schedule • Exhibit C -Cost Proposal ITerracon is submitting these items with the understanding that the terms and conditions for the work will be based on an amendment to the existing contract between the City of Elgin and Terracon dated October 8,2003. J. I Mr. Raymond H. Moller City of Elgin Terracon Proposal No. P040225 03/26/04 To maintain the most recently issued project schedule for the Elgin Salvage Yard redevelopment we are seeking the City's authorization to proceed with this work at the City's April 8, 2004 council meeting. We look forward to any comments or questions you may have regarding the proposed scope of work. Please feel free to contact us at(630) 717-4263. Sincerely, Terracon Consultants, Inc. f John M. Nardozzi, P.E. William B. Thayer, P.E. Senior Project Manager Associate Principal cc: Philip Williams—Terracon Gerald Jacobs-Terracon Exhibit A Scope of Work Supplemental Environmental and Engineering Services Elgin Salvage Redevelopment Sites 464 McBride Street and 20 Jefferson Avenue City of Elgin Terracon Proposal No. P040225 A. PROJECT INFORMATION The Elgin Salvage Redevelopment Sites consist of two properties located at 464 McBride Street (Main Yard)and 20 Jefferson Avenue(Jefferson Yard) in Elgin, Illinois. The subject sites consist of various buildings located in Lots 6 through 12 and the lot located at the Northeast comer of McBride Street and Jefferson Avenue. Under a contract with the City of Elgin dated October 8, 2003, Terracon has completed the first phase of environmental assessment activities at the two properties. Work completed to date includes 1) review of existing documents, 2) preparation of a Phase I Environmental Site Assessment, and 3) conducting the initial subsurface site investigation. Based on the results of these tasks, Terracon has identified to the City the need to conduct additional environmental and engineering services that will advance the site toward the City's ultimate goal of redevelopment for residential use. To facilitate the City's goal, it is the City's plan to obtain a No Further Remediation (NFR) letter for the sites through the Illinois EPA's Site Remediation Program (SRP). The three tasks proposed herein include: Task 700 Supplemental Site Investigation Task 800 Pre-Demolition Asbestos Survey Task 900 Asbestos Abatement and Building Demolition Specifications Each of the recommended tasks is described below. B. SCOPE OF SERVICES Task 700—Supplemental Site Investigation Terracon has completed the initial site investigation work at the 464 McBride Street and 20 Jefferson Street as authorized by the City of Elgin in October 2003. The initial site investigation included soil and groundwater assessment activities aimed at identifying key areas of concern at the site. All analytical results have been obtained and Terracon has evaluated the data to assess those areas of the sites where contamination is or may be present. 1 Exhibit A—Scope of Work 1 rerracon Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 Terracon has recommended to the City additional investigation activities to define the nature and extent of several key areas of concern. The supplemental site investigation will aid in defining those areas of the site that will require remediation and provide data to further refine the proposed remedial plans and associated costs. Elements of the supplemental site investigation are described below. Work Plan Upon receipt of the City's authorization, a work plan will be developed to perform the supplemental investigation of the Salvage Yard sites. The work plan will be developed in accordance with Illinois SRP requirements and will identify sampling procedures, laboratory analytical methods,and quality control methods for the work. In addition, the existing site-specific Health and Safety Plan (HASP) will be amended to encompass the additional field investigation activities. The HASP will be used by Terracon field personnel to guide drilling and sampling activities. The HASP will provide a list of emergency telephone numbers and directions to the nearest medical facility in the event of an accident. In developing the supplemental work plan, Terracon will build upon the information obtained during the initial site investigation data to determine the appropriate locations of proposed soil and groundwater sampling locations. The focus of the work will be to delineate contamination source areas as identified during the initial site investigation. The work plan for the supplemental site investigation will be designed to pursue a comprehensive site investigation to satisfy the requirements of the Illinois SRP. Soil and Groundwater Supplemental Assessment In conducting the supplemental investigation, Terracon will utilize generally accepted environmental sampling procedures to assess and delineate current site conditions by means of advancement of soil borings and installation of groundwater monitoring wells. For the soil investigation, GeoProbe sampling will be conducted as a means of maximizing the production rate of field sampling activity. Based on the data from the initial site investigation, Terracon proposes to advance four borings at the Jefferson Avenue site and 38 borings at the McBride Street site(42 total). Details of the boring depths are provided in Table 1, attached. The analytical schedule is similar-to the,initial site investigation, but will be tailored to the specific contamination source areas identified during the original investigation program. This will help to reduce the overall analytical costs. The primary analytical parameters will include volatile organic compounds (VOCs), semi-volatile organic compounds (SVOCs), priority pollutant metals (13), and PCBs. In addition, sampling for dioxinstfurans will be performed using the RapidScreen analytical procedure. Also, three samples collected form the sites will be analyzed for the entire target analyte list as required by the SRP to 2 Exhibit A—Scope of Work 1 refs= Elgin Salvage Redevelopment Sites Elgin,IL Terracon Proposal No. P040225 complete a comprehensive site investigation. Table 4, attached, provides a list of all proposed analytical work for the supplemental investigation. Three additional monitoring wells will be installed on the McBride parcel to verify and/or delineate one contamination source area. The area of concern is located in the northwest portion of the McBride Site where free product was encountered. Groundwater conditions in this area necessitate further investigation for delineation and evaluation of potential remedial technologies. One round of samples is included in the proposed scope of services. Standard site characterization methods and field procedures will include: • Notification of JULIE, the utility locating service, to identify utilities at the site prior to initiating drilling activities. Terracon will also consult with other knowledgeable parties, who may have information regarding private on-site utilities, if available. • Soil screening protocols will include use of a photoionization detector (PID) combined with olfactory and visual screening to select subsurface soil samples. • Soil cuttings generated during GeoProbe sampling will be returned to the boreholes to minimize waste disposal costs. For monitoring well installation, soils and purge water will be containerized and disposed of on a unit cost basis. • Analytical methods will be in accordance with SW-846 methods; all analytical work will be performed by an accredited laboratory. • Terracon expects to utilize Level D personal protective equipment when conducting field investigation work. Task 800—Pre-Demolition Asbestos Survey In order to remove the existing buildings from the two properties, an asbestos survey is needed to determine the presence or absence of asbestos-containing building materials (ACBM). If ACM is identified during the survey, an abatement specification specific to the plan for building demolition will be prepared. 1. ACM Site Work Terracon will mobilize a State of Illinois licensed asbestos Building Inspector to conduct an asbestos survey as required by US Environmental Protection Agency (USEPA) regulation 40 CFR Part 61, National Emissions Standards for Hazardous Air Pollutants (NESHAP). Terracon will conduct a pre-survey meeting with personnel familiar with the facility to discuss site history with respect to ACM. The pre-survey meeting will also include review of any available ACM sampling reports or abatement documents, if available. 3 Exhibit A—Scope of Work 1 rerram Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 Terracon will conduct a visual assessment of the facility to identify materials suspected of containing asbestos (suspect ACM) such as thermal system insulation, surfacing materials, and miscellaneous materials(e.g.,floor tiles). Suspect materials will be physically assessed for friability and evidence of damage or degradation. Samples of suspect ACM will be collected for laboratory analysis. Bulk sample collection will be conducted in general accordance with the protocols outlined in USEPA 40 CFR 763.86 (AHERA). Some isolated damage to building materials will occur during sampling; however, Terracon will attempt to limit such damage to the extent necessary for sample collection. The scope of the survey will be confined to rooms and areas accessible on the day the survey work is conducted. Sampling cannot be conducted in rooms or areas that are not made available for inspection, and will not be conducted if the materials are inaccessible due to physical barriers, confined spaces or if they cannot be safely reached with available ladders/man lifts, etc. Terracon will sample the roofing system only with written permission from the owner. Terracon will sample the roofing only if reasonable access can be obtained (e.g., on-site building ladder, etc.). Terracon personnel will patch the sample penetrations. Terracon makes no warranty to the performance of the roof patch. 2. Laboratory Analysis An accredited laboratory will analyze bulk material samples by visual estimation using polarized light microscopy (PLM). When friable PLM samples are greater than zero (>0) but less than 10% asbestos, USEPA regulations require that the sample be re-analyzed using the more quantitative point counting technique, or that the material be considered ACM and subject to NESHAP regulations. If PLM analysis reveals the presence of asbestos, Terracon will contact the client to discuss the merits of point count analysis. Client approval will be obtained before authorizing re-analysis if additional cost will be incurred. 4 Exhibit A—Scope of Worts 1�erracOn Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 The following table identifies the estimated sample quantities for the ACM survey. Material Description Homogeneous Areas Number of Samples Flooring Materials (Tile, Linoleum, etc.) 3 9 Flooring Mastics 3 9 Ceiling Materials (Tile) 3 9 Ceiling Mastics 0 0 Drywall or Plaster Systems 1 7 Mechanical Systems (Boiler, 3 Tanks, Piping, Gaskets, etc.) 9 Exterior Caulk & Glazings (Windows/boors) 3 9 Misc. Materials/Areas 6 18 Roofing Materials g 24 Estimated Totals 30 94 If additional samples are necessary, the samples will be invoiced at $15.00/per analyzed layer. Point count analysis, if conducted, will be invoiced at the rate of$75 per sample. 3. Asbestos Survey Report Terracon will prepare a written report describing the sample methodology and the results of the survey. The report will describe the number, type and location of building material samples collected, the analytical results, the estimated quantity and the condition of the materials identified as ACM. Unless otherwise instructed, two (2) bound copies of the final report will be submitted to the address indicated herein. C 5 • Exhibit A—Scope of Work ���GOn Elgin Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 Task 900-Asbestos Abatement and Building Demolition Specifications Upon completion of the ACM building survey and the supplemental site investigation, Terracon will prepare a set of specifications to facilitate bidding by the City to obtain competitive cost proposals for the abatement and demolition of the on-site building structures. The scope of the demolition plans will include the following buildings and structures: 464 McBride Site Shed Metal Storage wood• g ( frame) • Office Building/Garage(concrete block) • Material Storage Warehouse(brick with wood trusses) • Hydraulic Baler(steel/concrete) I • Car Crusher(steel with brick building) • Metals Lean-To(metal) • Truck Scale(concrete) 20 Jefferson Site • L-Shaped Storage Building (wood frame) The specification will address the following: • Abatement of asbestos containing materials as necessary to permit the demolition of the on site buildings. The abatement portion of the specifications will be prepared under the direction of a licensed asbestos designer. • Building demolition plans will be prepared to describe the extent of the building demolition work required by the City to facilitate redevelopment. Terracon will utilize existing building survey information and visual site observation data to tabulate the approximate size (i.e., square footage) of each on-site structure and indicate the number of levels and key building features. This information will be presented to facilitate bidding of the work by demolition contractors. It should be noted, based on information collected to-date, that minimal docurpentation or plans of the existing buildings are available to provide information on the extent of subsurface structures and foundations. Terracon will review available information and documents to estimate the location, depths, and extent of subsurface features and foundations. Terracon will not, however, conduct subsurface investigations or intrusive testing to identify such features. 6 Exhibit A—Scope of Work Hem= Salvage Redevelopment Sites Elgin, IL Terracon Proposal No. P040225 • Terracon will collect utility information from public utility sources,the current site owner, and the J City of Elgin to identify utilities that service or may otherwise be present on-site. Terracon will J consolidate the available utility information on the demolition plans and describe the extent of the Contractors work to deactivate, remove or otherwise address the utilities. C. SCHEDULE ] The current project schedule is attached as Exhibit B (Figure 1). J In order to comply with the proposed schedule, the following items are required to be provided by the client at the time of notification to proceed: • Right of entry to conduct the assessment, including unrestricted access to building interiors and yard areas. • Notification of any restrictions or special requirements (such as confidentiality) regarding accessing the site. • A signed contract amendment evidencing acceptance of this scope of services and the enclosed cost estimate. D. COMPENSATION Terracon's proposed project budget to complete the scope of work described herein is presented on the following tables in Exhibit C: • Table 2—Project Cost summary • Table 3—Cost Estimate and Level of Effort • Table 4—Laboratory Analytical Costs and Unit Rates • Table 5—Environmental Services Fee Schedule I The services will be performed on a time and materials basis. The City will be invoiced on a I monthly basis for services performed. The total not-to-exceed fee for the proposed work is $79,550.00. I 7 Exhibit C-Cost Proposal J Table 1 Summary of Planned Supplemental Site Investigation Activities Elgin Salvage Redevelopment Site City of Elgin Task cope Item site I She 2 Subcontractors 464 McBride 20 Jefferson Elgin,IL Elgin,IL 700 A. Supplemental Site Investigation Work Develop site specific suplemental sampling plan,revise Plan health and safety plan;update base map of site. B Soil and Groundwater Assessment Soil Borings-Geoprobe Rig 26 borings to 12 ft.bgs 4 borings to 12 ft.bgs Driller:Envirodynamics 2 borings to 16 ft.bgs 7 borings to 8 ft.bgs 3 borings to 4 ft.bgs Total 38 Borings 4 Borings Analytical Testing VOCs(Method 8260) 24 1 Lab: First Environmental SVOCs(Method 8270) 45 2 Priority Pollutant Metals(600017000s) 65 8 PCBs(8081) 29 4 BTEX(Method 8260) 6 0 PNAs(Method 8310) 25 6 Barium(Method 6010) 16 0 Other TCL Metals(10) 4 2 Dioxins/Furans(RapidScreen) 1 1 Lab: Triangle Laboratories,Inc. Total Soil Samples 219 24 Monitoring Wells 3-2-inch dia.wells x 12 ft.;PVC construction;flush mtd. Driller:Envirodynamics Analytical Testing Lab: First Environmental VOCs(Method 8260) 5 3 SVOCs(Method 8270) 5 Priority Pollutant Metals(600017000s) 8 3 Pesticides/PCBs(8080/8081) 4 Barium(6010) 5 Dioxins/Furans(Method 8290) 1 Lab: Triangle Laboratories,Inc. Total Water Samples 28 6 Well Elevation Survey Yes Yes Drum Disposal 5 Drums 1 Drums Disposal of IDW:RS Used Oil (Soil and Groundwater disposal as Special Waste) C. SIR Report Amend SIR report with the Amend SIR report with the Supplemental Site Supplemental Site Investioation data Investioation data 1 I Terracon,Inc. 1 Proposal No.P040225 3/26/2004 11, Table 2 I Project Cost Summary Elgin Salvage Redevelopment Site City of Elgin I Task Description Total Estimated No. Effort Fee (Hours) 700 Supplemental Site Investigation 190 $65,426 800 Asbestos Survey 58 $6,315 900 Abatement and Demolition Specifications 78 $7,809 Total Estimated Labor Effort 326 Total Estimated Project Fee $79,550 .1 1 I I Terracon,Inc. 1 Proposal No.P040225