05-42 Resolution No. 05-42
RESOLUTION
AUTHORIZING EXECUTION OF A SECOND AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH TERRACON INC. FOR
ENVIRONMENTAL CONSULTING SERVICES FOR THE
FESTIVAL PARK AND SOUTH GROVE AVENUE RESIDENTIAL PROJECT SITES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin, Acting City Manager, and Dolonna Mecum, City Clerk, be and are hereby
authorized and directed to execute a Second Amendment to Professional Services Agreement on
behalf of the City of Elgin with Terracon Inc. for environmental consulting services for the Festival
Park and South Grove Avenue Residential Proj ect Sites,a copy of which is attached hereto and made
a part hereof by reference.
s/Ed Schock
Ed Schock,Mayor
Presented: February 23, 2005
Adopted: February 23, 2005
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS SECOND AMENDMENT AGREEMENT made and entered into this 2 [Zd
day of jF8I2 U A 0- V , 2005, by and between the CITY OF ELGIN,
ILLINOIS, a munici 1 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 August 29, 2003,
wherein Consultant provided to the City certain consulting services
regarding the provision of environmental consulting services at the
Festival Park Project and the South Grove Avenue Residential
Project Site; and
WHEREAS, the City and Consultant have previously entered into
an amendment to such professional services agreement, with such
Amendment Agreement being dated October 22, 2003 ; 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 provision of
environmental consulting services for the Festival Park project and
the South Grove Avenue Residential Sites .
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
August 29,2003, as amended by the Amendment Agreement dated October 22,2003,
is hereby further amended as follows:
A. Paragraph 1 entitled "Scope of Work" is further 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"Proposal for Environmental Consulting and Remediation
Oversight Services Crocker Theater Redevelopment Site,Terracon Proposal
No. P050022" and "Festival Park and Townhome Redevelopment Sites
Request for Contract Amendment No. 2, Terracon Project No. 44037070,
consisting of twelve (12) pages, attached hereto and made a part hereof as
Exhibit 1-B".
B. Paragraph 2 entitled "Schedule and Term" is further amended by adding an
additional paragraph thereto to read as follows:
"The Consultant's responsibility to provide the services in Exhibit 1-B shall
commence as of February 24,2005 and shall continue through the completion
of the scope of services.
C. Paragraph 3 entitled"Fees"is amended by adding subparagraph E thereto to
read as follows:
"E. Payments for services provided by the Consultant set forth in Exhibit 1-B
hereof shall be reimbursed at the hourly rate of its professional and technical
personnel as set forth on Exhibit 2 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-B not to exceed $36,600
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-B are set forth in Exhibit 1-B."
2. That except as expressly amended herein the terms of the Professional Services
Agreement as amended by the Amendment Agreement dated August 29, 2003,
between the City and the Consultant and the original agreement dated October 22,
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 1-13 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. e�
By B
Olufe
rn �/l��q -7Z�a r
Interim City Manager pr- nc IP4/
Attest:
City Clerk
{
1rerracon
Consulting Engineers&Scientists
Terracon Consultants, Inc.
January 12, 2005 135 Ambassador Drive
Naperville,Illinois 60540
Mr. Raymond H. Moller Phone 630.717.4263
Fax 630.357.9489
Director of Economic Development www.terracon.com
City of Elgin
150 Dexter Court
Elgin, IL 60120
RE: Proposal for Environmental Consulting and Remediation Oversight Services
Crocker Theater Redevelopment Site
Terracon Proposal No. P050022
Dear Ray:
Terracon Consultants, Inc. is pleased to submit this proposal to perform continued
environmental consulting and remediation oversight services related to the Crocker Theater
Site on behalf of the City of Elgin. In response to your request, we are offering to provide
these services to advance the Crocker Theater site through remediation and to seek a No
Further Remediation (NFR) letter for the site to allow it to be redeveloped for residential
purposes in accordance with the City's plan.
A. PROJECT INFORMATION
Under our existing contract for services with the City, Terracon completed the Remediation
Objectives Report and Remedial Action Plan (ROR/RAP) for the Crocker Theater Site in
July 2004. (Terracon Project No. 44037070). Under these plans, soil remediation work is
necessary to achieve the City's objectives of attaining a residential clean up standard for the
site. The 'ROR/RAP was submitted to the (EPA's Site Remediation Program and was
approved for implementation.
This proposal provides for continuing consulting services to oversee the soil remediation
work and prepare the required documentation to complete the remediation process and
obtain issuance of a final NFR letter. Terracon understands that the two existing structures
currently on-site will be demolished under a separate contract by others.
For the Crocker Theater site, Terracon is offering to provide a more complete package of
services to include preparation of bidding documents for soil remediation, evaluate the bids
received, and perform oversight of the remediation program.
Delivering success for Clients and Employees Since 1965
More Than 60 Offices Nationwide
Mr. Raymond H. Moller
City of Elgin
Crocker Theater Remediation Oversight
Terracon Proposal No. P050022
Page 2
B. SCOPE OF SERVICES
Terracon will provide the services as outlined below on behalf of the City of Elgin:
1. Remediation Planning and Coordination
• Provide informed interpretation of the Remedial Action Plan (RAP) and required
remediation sequencing with other portions of the work to achieve the stated site
clean up goals.
• Coordinate with City personnel, site developer, and selected remediation
contractor(s).
• Attend two project planning and coordination meetings.
Estimated Work Quantity: The Consultant's project manager and field oversight personnel
should anticipate participating in two coordination meetings
2. Preparation of Bid Specifications and Bidding Services
• Prepare a set of bidding specifications for soil remediation.
• Coordinate with City staff to bid the project and secure the services of a remediation
contractor.
• Attend one pre-bid meeting and perform review and evaluation of bids received.
3. Field Oversight
• Provide experienced field oversight personnel to provide technical direction of soil
remediation in accordance with RAP. Minimum qualifications include five years
relevant field oversight experience for environmental remediation projects, degreed
geologist/engineer, and OSHA 40-hour hazardous waste training.
• Conduct visual and field testing of impacted soils to direct location and extent of
impacted soil removal. Field oversight personnel will utilize calibrated
photoionization detector and field test kits to establish field criteria to remove
impacted soils to satisfy the site-specific remediation objectives.
• Document the removal of impacted soils performed by remediation contractor —
document soil removal actions, obtain and review soil manifests, tabulate soil
quantities and document removal locations.
• Confirm and document the services provided by the contractor, review and process
payment requests, and provide recommendation for payment to the City.
Mr. Raymond H. Moller
City of Elgin
Crocker Theater Remediation Oversight
Terracon Proposal No. P050022
Page 3
Estimated Work Quantity: 6.5 days on-site field oversight service
Terracon will provide field oversight services on the basis of an eight-hour day on-site.
Costs per day include field oversight time, project management, field equipment (PID), and
travel/vehicle expenses.
4. Confirmation Soil Sampling
• Perform field screening and intermediate soil sampling activities to minimize the
quantity of impacted soil removed from the site. Conduct confirmation soil sampling
in accordance with Illinois IEPA Site Remediation Program protocols to confirm
attainment of remediation objectives as described in the ROR/RAP. Perform
analysis of sample results to determine compliance with ROR/RAP criteria.
• Conduct additional soil assessment sampling under the footprint of the Theater
Building and Coin Shop building, once demolished, as directed by the (EPA's review
comments.
Estimated Sample Quantities:
Soil Assessment Samples: 15 samples (PNAs, lead)
Confirmation Samples: 6 samples (PNAs, lead)
All analytical work based on standard laboratory turnaround time (5 to 7 days).
5. Quality Control Sampling of Imported Fill Material
• Conduct environmental assessment activities to verify the source location(s) used by
the remediation contractor and site developer to obtain imported fill material.
• Conduct sampling of the source materials to determine compliance of imported fill
with TACO Tier 1 residential SROs. Analytical testing of source materials shall
include VOCs, PNAs, TPH, priority pollutant metals, and pesticides/PCBs. A
sampling frequency as specified in the RAP shall be adhered to.
Estimated Sample Quantity: 4 samples
` Mr. Raymond H. Moller
City of Elgin
Crocker Theater Remediation Oversight
Terracon Proposal No. P050022
Page 4
6. Regulatory Services and Reporting
• Coordinate with IEPA SRP project manger during the course of the remediation effort
to review any field conditions that may arise.
• Prepare Remedial Action Completion Report (RACR) for the site in accordance with
outline for Illinois SRP. The RACR report will be certified by a professional engineer
licensed in Illinois and present documentation of the soil removal work,
construction/installation of engineered barriers, and implementation of institutional
controls, as applicable. The report will present the results and evaluation of
confirmation soil sampling and other sampling activities conducted by Terracon.
• Prepare as-built drawings reflecting the completed soil removal work as presented in
the ROR/RAP.
• Coordinate efforts to secure a No Further Remediation letter for the site at the
earliest possible date.
The scope of services does not include geotechnical investigation or construction materials
testing services. Terracon would be pleased to provide a scope of work for these services
to facilitate the construction of the new condominium development, if desired by the City.
Schedule
Terracon will execute the project in accordance with the project schedule as currently
planned. Terracon's understanding is that the current schedule calls for approval of an
award to a remediation contractor in late March 2005. Initiation of work will commence
shortly thereafter. The completion of the work will occur in spring 2005.
Terracon has estimated its labor costs based on this proposed schedule. If delays to the
project occur that are not within Terracon's control, that cause work to continue beyond
August 1, 2005, then Terracon reserves the right to seek escalation of its labor costs.
Staffing
Mr. John M. Nardozzi, P.E., will serve as the Senior Project Manager for the project. Mr.
Nardozzi previously managed and directed the Site Investigation, Remediation Objectives
Report, Remedial Action Plan and environmental remediation specifications for the subject
site, as well as the related Festival Park and Townhome Sites. Mr. Nardozzi also serves as
the Senior Project Manager for other sites investigated for the City of Elgin. In addition, he
has extensive experience working with the Illinois Site Remediation Program, underground
storage tank program and application of Illinois TACO regulations and is a registered
professional engineer in the State of Illinois.
Mr. Raymond H. Moller
City of Elgin
Crocker Theater Remediation Oversight
Terracon Proposal No. P050022
Page 5
Mr. Eric R. Powley and Mr. Phil Williams will be assigned to the project as the Field Oversight
Leaders. Mr. Powley contributed to the completion of the site investigation work at both of the
subject sites and participated in the preparation of the reports. Mr. Powley and Mr. Williams
both have extensive experience working on UST and site remediation projects for the City of
Elgin.
Additional project staffing will be comprised of members of Terracon's Naperville, Illinois office.
Information regarding Terracon's extensive qualifications to perform site investigation activities
under the Illinois Brownfields program has been provided under a separate cover.
C. COMPENSATION
Terracon will perform the work outlined in this proposal on a time and materials basis. The
total budget established for the anticipated work is $22,800.00. A breakdown of the
estimated level of effort and cost by task is provided in Table 1. This cost estimate includes
Terracon's direct labor, subcontractor fees (laboratory subcontracts) and other expenses
that are directly attributable to the performance of the work such as travel, field equipment,
and report preparation. Table 2 provides a fee schedule of Terracon's environmental
services.
D. AUTHORIZATION
Terracon understands that the work will be performed in accordance with the terms and conditions
of the existing Professional Services Agreement between the City of Elgin and Terracon dated
August 29, 2003, as amended. Terracon will initiate work upon receipt of written authorization to
proceed.
We appreciate the opportunity to submit this proposal and look forward to working with you on this
project. If you have any questions, please feel free to contact either of the undersigned at (630)
717-4263.
Sincerely,
TERRACON CONSULTANTS, INC.
John er
M. NardozzI' P. William B. Thayer, E.
Senior Project Manager
Principal
Attachments: Cost Tables 1 through 2
Table 1
City of Elgin
Crocker Theater Redevelopment Site
Remediation Oversight and Site Closure Services
Task Description Total
Qty. Unit Cost Unit Subtotal Estimated
Cost
1 Remediation Planning and Coordination
Mobilization Project set up and coordination,HASP
1 $500.00/mobilization $500.
Meetings 2 Project Meetings,2 people/mtg.
Total Task Cost 2 $640.00/meeting $1 280
$1,780
2 Bid Specification for Env.Remediation
Plans&Specs 30
Bid Coordination $85/hour $2,550;
Pre-Bid Mtg 12 $130/hour $1,560
Bid review and Evaluation
6 $35/hour $210,
10 $25/set $250
3 Field Oversight of Soil Remediation $4,570
Field oversight for soil excavation work at CTS-8,Building basement
area and landscape areas.
Mobilization/Set Up
CTS 1 $1,050.00 CosUday $1,050
CTS-8 area 370 CY 1 $1,050.00 Cost/day $1,050
Building Basement 1700 CY 2 $1,050.00 CosUday $2,100
Landscape Areas NA 0.5 $1,050.00 CosUday $525
Total Task Cost
$4,725
4 Confirmation Soil Sampling(Under Existing Bldgs&Post Rem.)
Theater/Coin Shop Soil Samples(PNA+lead+TCLP lead)) 7 $138.00 Per sample $966
Soil Samples(PNA+lead+TCLP lead) 3
Bldg.Basement PNAS $138.00 Per sample $414
Imported Fill VOCs,PNAS,Pesticides/PCBs,TPH,PP 3 $125.00 Per sample $375
Metals
4 $675.00 Per sample $2,700
Sampling Labor Est.2 add'I trips for sampling-1/2 day each 2 $1,050.00 CosUday $2,100
Total Task Cost
$6,555
5 Regulatory Services and Coordination
Coordianlion with SRP Project Mgr. 12 $130/hour
Data Evaluation TACO compliance evaluation of confirmation $1,560
samples. 16 $85/hour $1,360
Remedial Action Completion Report w/PE Certification-Townhome Ph 2 1 $2,250 report $2,250
Total Task Cost
$5,170
GRAND TOTAL-Crocker Theater Site
$22,8001
44037070-Project Budget-Elgin FP Rem Oversight(version 1)As 1 ,
Terracon,InC._
� F
Exhibit B
TERRACON ENVIRONMENTAL SERVICES FEE SCHEDULE
City of Elgin
2005
PERSONNEL
Labor Category Billing Rate
A. Professional Staff
1. Staff Professional $75.00
2. Senior Staff Professional $85.00
3. Project Professional $100.00
4. Senior Project Manager/Professional $130.00
5. Principal $140.00
6. Expert Witness $200.00
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 4 $30.00 /1/2 day
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
Proposal No. P040579
Terracon
Irerracon
Consulting Engineers&Scientists
December 23, 2004 135 Ambassador Drive
Naperville, Illinois 60540
Phone 630.717.4263
Mr. Raymond H. Moller Fax 630.357.9489
Director of Economic Development www.terracon.com
City of Elgin
150 Dexter Court
Elgin, IL 60120
RE: Festival Park and Townhome Redevelopment Sites
Request for Contract Amendment No. 2
Terracon Project No. 44037070
Dear Ray:
In follow up to our meeting on December 10, 2004, this letter will document Terracon's
request for an amendment to the contract for environmental services performed by
Terracon in connection with the Festival Park and Townhome Redevelopment Sites.
This request incorporates the previously submitted change order requests issued by
Terracon in July 2003 and July 2004.
Extra Work Items Encountered
During the execution of this project several situations occurred that resulted in
unanticipated work. These items are summarized below:
• Terracon prepared a soil remediation specification for incorporation into the City's
bidding documents for the Festival Park site and provided coordination with the City's
Landscape Architect (Hitchcock Design Group) and Construction Manager(MIC).
• UST at Festival Park: While performing the soil remediation work, the Contractor
encountered an unknown UST. Terracon addressed the UST by contacting the
OSFM, collecting additional soil samples, arranged for removal permits, provided
oversight, and prepared an IEPA 45-Day Report (Terracon, March 2004). The IEPA
issued a No Further Remediation letter for this UST.
• Hydraulic Lifts at Festival Park —Three hydraulic lift reservoirs were encountered
during site grading activities in the north half of the park. Terracon provided field
oversight and direction for their removal and disposal.
• River Bank Excavation Area — Terracon provided additional field oversight and
confirmation sampling related to the park improvements in the River Bank area.
Delivering Success for Clients and Employees Since 1965
More Than 60 Offices Nationwide
Mr. Raymond H. Moller
City of Elgin
Terracon Project No. 44037070
December 23, 2004
• Townhome Hydraulic Lifts — At the Townhome Site, the Contractor encountered
vaults and underground reservoirs related to historic hydraulic lifts. Terracon
provided additional field oversight, modified the sampling plan for the confirmation
samples, obtained additional confirmation soil samples, and addressed the lifts in the
Remedial Action Completion Report (RACR) (Terracon, May 2004) submitted to the
IEPA Site Remediation Program. This report was approved by IEPA and a NFR
letter was issued for the Phase I construction area.
• Well Abandonment—Terracon performed abandonment of four monitoring wells that
were installed on the Townhome site during the investigation phase.
• The Site Developer (Par) requested that the Townhome site be divided into two
parcels for the purposes of the NFR. This resulted in the need to issue two separate
RACRs for the site, both of which have been completed to date.
Work Remaining to Complete
Terracon anticipates the need to perform the following work at the Festival Park and
Townhome sites:
1. A final report for the Festival Park site will be compiled to document the site clean up
activity. It is not anticipated that this report will be submitted to IEPA.
2. Terracon will provide follow up with IEPA to obtain the second NFR letter for the
Townhome site.
Table 1, attached, provides a breakdown of the estimated level of effort to conduct the
additional services outlined herein. The additional project budget requested is
$13,800.00.
Current Budget Status
Terracon's current authorized budget consists of the following approved authorizations:
Original Contract 8/29/2003 $27,840.00
Amendment No. 1 10/22/2003 $62,049.00
Total Authorized to Date $89,889.00
Amendment No. 2 To Be Approved $13,800.00
Total Authorized Including Amendment No. 2 $103,689.00
Mr. Raymond H. Moller
City of Elgin
Terracon Project No. 44037070
December 23, 2004
Billing Status
To date, Terracon has invoiced $102,351.42 against Elgin's Purchase Order No.
153226. With the approval of Amendment No. 2, the project will have a balance of
$1,337.58. Table 2, attached provides a summary of the authorization and invoices.
Also attached for your review and approval is our invoice No. 1189097 in the amount of
$3,224.53. This amount is included in the billed to date amount indicated above.
Please advise if you have any questions regarding this request. Terracon has
appreciated the opportunity to work with the City on this important project and we look
forward to providing the additional services necessary to see these sites to completion.
Sincerely,
Terracon
John M. Nardozzi, P.E.
Senior Project Manager
Table 1
City of Elgin
Festival Park and Townhome Redevelopment Sites
Additional Remediation Oversight and Site Closure Services
nil
'IWO
j
1 Remediation Planning and Coordination
Mobilization Project set up and coordination,HASP 0 $500.00/mobilization $7$1.920
Meetings 2 Project Meetings,2 people/mtg. 3 $640.00/meeting $1,92
Total Task Cost
2 Field Oversight of Soil Remediation
8 hours/day on-site during soil removal. Includes Terracon
personnel,equipment,PPE, and vehicle
Festival Park Boat Ramp and River Bank Areas 4 $1,000.00 Cost/day $4.000
Townhome Site Phase 2 Area(North Portion) 3 $1,000.00 Cost/day $3,000
Total Task Cost 0 $1,000.00 Cost/day S0
$7,000
3 Confirmation Soil Sampling
Festival Park Soil Samples(PNA+lead)
0 $138.00 Per sample $0
Townhome Soil Samples(PNAs+Lead) 6 $138.00 Per sample $828
Total Task Cost Soil Samples(TCLP Lead) 0 $95.00 Per sample $0
$828
4 Regulatory Services and Coordination
Coordiantion with SRP Project Mgr. 11 $130/hour
Data Evaluation TACO compliance evaluation of confirmation $1'
samples. 14 $85/hour $1,190
Remedial Action Completion Report w/PE Certification-Townhome Ph 2 1 $1,497 report $1,497
Total Task Cost
$4,052
GRAND TOTAL-Festival Park 8 Tow-nhomes Sites
$13,800
44037070-Project Budget-Elgin FP Rem Oversight.xls 1
Terracon,Inc.
Table'2 12/23/2004
Project Cost Summary
City of Elgin
Festival Park Redevelopment Sites
Authorization Summary
Original Contract ROR/RAP for 3 Sites 44037034 2/18/2003 8/29/2003 $27,840.00
Amendment No. 1 Revised ROR/RAP 44037034 9/12/2003 10/22/2003 $9,929.00
Remediation Oversight 44037070 9/5/2003 10/22/2003 $52,120.00
Amendment No.2 All Additional Work 44037070 12/16/2004 To Be App'd $13,800.00
Total-PTD Authorizations $103,689.001
Invoice Summary
Inv.#1 4485110 44037034 6/16/2003 $0.00 Paid
Inv.#2 4485152 44037034 7/18/2003 $11,217.00 Paid
Inv.#3 4485245 44037034 9/4/2003 $13,496.17 Paid
Inv.#4 4485311 44037034 10/6/2003 $1,571.28 Paid
Inv.#5 4485487 44037034 12/23/2003 $3,065.00 Paid
Inv.#6 1188691 44037034 8/9/2004 $1,331.75 Not Paid
Inv.#7 4485180 44037014 7/30/2003 $1,131.04 Paid
Inv.#8 4485312 44037014 10/6/2003 $2,354.04 Paid
Inv.#9 4485443 44037070 12/8/2003 $17,006.24 Paid
Inv.#10 4485484 44037070 12/23/2003 $12,185.08 Paid
Inv.#11 1188161 44037070 2/17/2004 $4,071.97 Paid
Inv.#12 1188269 44037070 3/22/2004 $6,428.11 Paid
Inv.#13 1188351 44037070 4/23/2004 $6,011.14 Paid
Inv.#14 1188442 44037070 5/17/2004 $3,716.25 Paid
Inv.#15 1188600 44037070 7/12/2004 $3,034.76 Paid
Inv.#16 1188783 44037070 9/7/2004 $3,388.55 Paid
Inv.#17 1188860 44037070 10/1/2004 $5,623.41 Not Paid
Inv.#18 1188966 44037070 11/3/2004 $3,495.10 Paid
Inv.#19 1189097 44037070 12/20/2004 $3,224.53 Not Paid
Total-PTD Invoices
$102,351.42
Budget Remaining $1,337.58
=~� Agenda Item No,
City of Elgin g
s
, }`AA
t `
February 4, 2005
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, Acting City Manager ALIVE DOWNTOWN
Raymond H. Moller, Director of Econ is Development
SUBJECT: Second Amendment to the Professional Services Agreement
With Terracon, Inc. for Environmental Services at Festival Park
And River Park Place Development
PURPOSE
The purpose of this memorandum is to provide information to the Mayor and members of the
City Council regarding a proposed second amendment to a Professional Services Agreement
with Terracon, Inc. for environmental services at Festival Park and the River Park Place
townhome and condominium sites.
RECOMMENDATION
It is recommended that the City Council authorize a second amendment to the agreement with
Terracon, Inc. dated August 29, 2003, in the amount of$36,600.
BACKGROUND
On August 29, 2003, the City of Elgin and Terracon, Inc. entered into a Professional Services
Agreement that authorized Terracon to prepare and submit to the IEPA a Site Remediation
Objective Report and a Remediation Action Plan for the PAR Development townhome site. The
original contract amount was $27,840.
Following the submittal and review of the initial document by the IEPA, the IEPA suggested the
use of new PNA study data to allow for a reduced level of soil remediation. An Amended
Remediation Objectives Report and Remediation Action Plan was required in order to
incorporate these changes into the project, The amended reports required sophisticated, technical
analysis to determine remediation objectives based on 95% upper confidence of the mean soil
concentration for the PNA compounds. The cost of the additional service quoted by Terracon,
Inc. was $9,929.00
In addition to the above, it was necessary to provide for environmental remediation services
during the excavation and remediation effort to ensure that the remediation plan was being
Terracon Services Agreement
February 4, 2005
Page 2
followed properly and to provide to the IEPA the necessary documentation to ensure that the
remediation objective proposed for the site had been met.
Terracon performed the following tasks in relation to the oversight services provided at the
Townhome and Festival Park remediation projects:
1. Remediation planning and coordinating $ 2,450
2. Field oversight of soil remediation $24,480
3. Topsoil assessment $ 1,255
4. Confirmation soil sampling at both sites -$ 35690
5. Fill quality control sampling $13,205
6. Regulatory reporting, & coordination $ 7.040
$52,120
With this addition of costs related to the supplementary data requirements to IEPA ($9,929) and
the costs associated with remediation oversight services' ($52,120), the first amendment to the
original agreement totaled $62,049. In addition, an expenditure for $2,293 was authorized
administratively to cover costs associated with soil removal on the northwest section of the Phase
11 townhome site. The overall contract total to date is $92,182.
Additional Work Items Encountered at Festival Park& Townhome
Site
During the execution of this project, several situations occurred that resulted in unanticipated
work. These items are summarized below:
• Terracon prepared a soil remediation specification for incorporation into the City's
bidding documents for the Festival Park site and provided coordination with the City's
Landscape Architect(Hitchcock Design Group) and Construction Manager(MIC).
• Underground Storage Tank (UST) at Festival Park: While performing the soil
remediation work, the Contractor encountered an unknown UST. Terracon addressed the
UST by contracting the OSFM, collecting additional soil samples, arranged for removal
permits, provided oversight, and prepared an IEPA 45-Day Report (Terracon, March
2004). The IEPA issued a No Further Remediation letter for this UST.
• Hydraulic Lifts at Festival Park— Three hydraulic lift reservoirs were encountered during
site grading activities in the north half of the park. Terracon provided field oversight and
direction for their removal and disposal.
• River Bank Excavation Area — Terracon provided additional field oversight and
confirmation sampling related to the park improvements in Festival Park.
Terracon Services Agreement
February 4, 2005
Page 3
• Townhome Hydraulic Lifts—At the Townhome Site, the Contractor encountered vaults
and underground reservoirs related to historic hydraulic lifts. Terracon provided
additional field oversight, modified the sampling plan for the confirmation samples,
obtained additional confirmation soil samples, and addressed the lifts in the Remedial
Action Completion Report (RACR) (Terracon, May 2004) submitted to the IEPA Site
Remediation Program. This report was approved by the IEPA and a NFR letter was
issued for the Phase I construction area.
• Well Abandonment — Terracon performed abandonment of four monitoring wells that
were installed on the townhome site during the investigation phase.
• The Site Developer(Par)requested that the townhome site be divided into two parcels for
the purposed of the NFR. This resulted in the need to issue two separate RACRs for the
site, both of which have been completed to date. The NFR for the site currently under
construction has been issued by the IFPA. A draft of the NFR for the Phase 11
Townhome Site has also been issued and should be formalized in the near future.
Work Remaining to Complete
Terracon anticipates the need to perform the following additional work at the Festival Park and
townhome sites:
1. A final report for the Festival Park site will be compiled to document the site clean up
activity. This report will be submitted to the Kane County Forest Preserve.
2. Terracon will provide follow up with IEPA to obtain the second NFR letter for the
townhome site.
Table 1, attached, provides a breakdown of the estimated level of effort to conduct the additional
services for the townhome and Festival Park sites outlined herein. The additional project budget
requested is $13,800.00.
Work Remainin to Complete-Condominium Site/Crocker Theater
Under the existing contract for services with the City, Terracon completed the Remediation
Objectives Report and Remedial Action Plan (ROR/RAP) for the Crocker Theater site in July
2004. Under these plans, soil remediation work is necessary to achieve the City's objectives of
attaining a residential clean up standard for the site. The ROR/RAP was submitted to the IEPA's
Site Remediation Program and was approved for implementation.
Terracon Services Agreement
February 4, 2005
Page 4
This proposal provides for continuing consulting services to oversee the soil remediation work
and prepare the required documentation to complete the remediation process and obtain issuance
of a final NFR letter. Considering the level of pre-sales for the condominium units, it is
anticipated that construction will begin in the near future.
For the Crocker Theater site, Terracon is proposing a package of services to include preparation
of bidding documents for soil remediation, evaluate the bids received, and perform oversight of
the remediation program.
Scope of Services
Terracon will provide the services as outlined below on behalf of the City of Elgin:
1. Remediation Planning and Coordination
• Provide informed interpretation of the Remedial Action Plan (RAP) and required
remediation sequencing with other portions of the work to achieve the stated site
clean up goals.
• Coordinate with City personnel, site developer and selected remediation
contractor (s).
• Attend two project planning and coordination meetings.
2. Preparation of Bid Specifications and Bidding Services
• Prepare a set of bidding specifications for soil remediation.
• Coordinate with City staff to bid the project and secure the services of a
remediation contractor.
• Attend one pre-bid meeting and perform review and evaluation of bids received.
3. Field Oversight
• Provide experienced field oversight personnel to provide technical direction of
soil remediation in accordance with RAP.
• Conduct visual and field testing of impacted soils to direct location and extent of
impacted soil removal.
• Document the removal if impacted soils performed by remediation contractor —
document soil removal actions, obtain and review soil manifests, tabulate soil
quantities and document removal locations.
• Confirm and document the services provided by the contractor, review and
process payment requests, and provide recommendation for payment to the City.
Terracon Services Agreement
February 4,2005
Page 5
4. Confirmation Soil Sampling
• Perform soil screening and intermediate soil sampling activities to minimize the
quantity of impacted soil removed from the site. Conduct confirmation soil
sampling in accordance with Illinois IEPA site Remediation Program protocols to
confirm attainment of remediation objectives as described in the ROR/RAP.
Perform analysis 'of sample results to determine compliance with ROR/RAP
criteria.
• Conduct additional soil assessment sampling under the footprint of the Theater
Building and Coin Shop building, once demolished, as directed by the IEPA's
review comments.
Estimated Sample Quantities:
Soil Assessment Samples: 15 samples (PNAs, lead)
Confirmation Samples: 6 samples (PNAs, lead)
5. Quality Control Sampling of Imported Fill Material
• Conduct environmental assessment of activities to verify the source location(s)
used by the remediation contractor and site developer to obtain imported fill
material.
• Conduct sampling of the source materials to determine compliance of imported
fill with TACO Tier 1 residential SROs. Analytical testing of source materials
shall include VOCs, PNAs, TPH, priority pollutant metals, and pesticides/PCBs.
A sampling frequency as specified in the RAP shall be adhered to.
Table 2, attached, provides a breakdown of the estimated level of effort for the
Condominiums/Crocker Theater site. The additional project budget requested for this element of
the contract amendment is $22,800.00.
The total amendment amount requested in order for Terracon to complete the environmental
services for the Townhome/Festival Park Sites and the Condominium/Crocker Theater site is
$36,600.00.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
Terracon Services Agreement
ro' February 4, 2005
Page 6
FINANCIAL IMPACT
The total cost associated with the contract amendment with Terracon, Inc. would equal $36,600.
The total budget for Festival Park (project number 039520)is $5.454 million and includes
$2,953,662 from the Riverboat Fund (275-0000-791.92-32), $278,553 from project number
039519 (Par Development), a $1 million State of Illinois Department of Commerce &
Community Affairs (DCCA) grant, $570,000 from the South Grove TIF Fund, $250,000 from
Ameren Energy and $402,367 from a Department of Housing & &Urban Development (HUD)
Grant. With the approval of the second amendment, the total contract amount with Terracon,
Inc. is $128,782. Available funds remaining for Festival Park are $678,979.
LEGAL IMPACT
A second amendment to the initial contract with Terracon, Inc. will be required.
ALTERNATIVES
1. The Council may choose to authorize the second amendment to the agreement with
Terracon, Inc. for$36,600.00.
2. The Council may h
Y coose not to authorize the second amendment with Terracon, Inc.
Respectfully submitted for Council consideration.
RHM:cf
Attachment
Table 1
City of Elgin
Festival Park and Townhome Redevelopment Sites
Additional Remedlation Oversight and Site Closure Services
Task Description City. Total
Unit Cost Unit Subtotal Estimated
Cost
1 Remedlation Planning and Coordination
Mobilization Project set up and coordination.HASP 0 $500.00/mobilization $0
Meetings 2 Project Meetings,2 people/mtg. 3 $640.00/meeting $1.9Y0
Total Task Cost
$1,920
2 Field Oversight of Soil Remedlation
8 hours/day on-site during soil removal. Includes Terracon
personnel,equipment.PPE, and vehicle
Festival Park Boat Ramp and River Bank Areas 4 $1,000.00 CosUday $4,000
Townhome Site Phase 2 Area(North Portion) 3 $1,000.00 Cost/day $3,000
Total Task Cost 0 $1,000.00 CosUday $p
$7,000
3 Confirmation Soil Sampling
Festival Park Soil Samples(PNA+lead) 0 $138.00 Per sample $0
Townhome Soil Samples(PNAs+Lead) 6 $138.00 Per sample $828
Soil Samples(TCLP Lead) 0 $95.00 Per sample $0
Total Task Cost
$ees
4 Regulatory Services and Coordination
Coordiartion with SRP Project Mgr. 11 $130/hour $1,365
Data Evaluation TACO compliance evaluation of confirmation 14 $85/hour $1,190
samples.
Remedial Action Completion Report w/PE Certification-Townhome Ph 2 1 $1,497 report $1,497
Total Task Cost
$4,052
GRAND TOTAL-Festival Park 6 Townhomes Sites
rill
44037070•Project Budget-Elgin FP Rem Oversight.xls 1
Terracon,Inc.
Table
City of Elgin
Crocker Theater Redevelopment Site
Remediation Oversight and Site Closure Services
Total
Task Description Qty. Unit Cost Unit Subtotal Estimated
Cost
1 Remediation Planning and Coordination
Mobilization Project set up and coordination.HASP 1 $500.00/mobilization $500
Meetings 2 Project Meetings,2 people/mtg. 2 $640.00/meeting $1,280
Total Task Cost $1,780
2 Bid Specification for Env.Remediation
Plans&Specs 30 $85/hour $2.550
Bid Coordination 12 $130/hour $1,560
Pre-Bid Mtg 6 $35/hour $210
Bid review and Evaluation 10 $25/set $250
$4,570
3 Field Oversight of Soil Remediation
Field oversight for soil excavation work at CTB-8,Building basement
area and landscape areas.
Mobilization/SetUp 1 $1,050.00 Cost/day $1,050'
CTS-8 area 370 CY 1 $1,050.00 Cost/day $1,050
Building Basement 1700 CY 2 $1,050.00 Cost/day $2,100
Landscape Areas NA 0.5 $1,050.00 Cost/day $525
Total Task Cost $4,725
4 Confirmation Soil Sampling(Under Existing Bldgs&Post Rem.)
Theater/Coin Shop Soil Samples(PNA+lead+TCLP lead) 7 $138.00 Per sample $966
CTB-8 Soil Samples(PNA+lead+TCLP lead) 3 $138.00 Per sample $414
Bldg.Basement PNAs 3 $125.00 Per sample $375
Imported Fill VOCs,PNAs,Pesticides/PCBs,TPH,PP 4 $675.00 Per sample $2,700'
Metals
Sampling Labor Est.2 add'I trips for sampling-1/2 day each 2 $1,050.00 Cost/day $2,100
Total Task Cost $6,555
5 Regulatory Services and Coordination
Coordiantion with SRP Project Mgr. 12 $130/hour $1,560
Data Evaluation TACO compliance evaluation of confirmation 16 $85/hour $1,360
samples.
Remedial Action Completion Report w/PE Certification-Townhome Ph 2 1- $2,250 report $2,250.
Total Task Cost $5,170
GRAND TOTAL-Crocker Theater Site $22,800
44037070-Project Budget-Elgin FP Rem Oversight(version 1).xls 1 Terracon,Inc.