09-98 Resolution No. 09-98
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
ALL SERVICE CONTRACTING CORPORATION
FOR EMERGENCY REPAIRS TO FILTER NO. 8 AT THE
RIVERSIDE WATER TREATMENT PLANT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED that Olufemi Folarin, City Manager, be and is hereby
authorized and directed to execute an agreement on behalf of the City of Elgin with All Service
Contracting Corporation for emergency repairs to Filter No. 8 at the Riverside Water Treatment
Plant, a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 8, 2009
Adopted: April 8, 2009
Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
Alii-U2-2UU9 THU U1 : 18 YM ELGIN WATER DEFT/KVRSI) FAX NU, 1 841 931 U 1 b' Y, Ui'
s
CITY' )I+' KI,GIN, II,I,INOIS, AGREEMENT FOR
Einerge11ey llt'itair, at Riverside Filler Underr;lrain Replacement and Media Installation
•
'11r1 s At;;reconcni is !MAC tlfleJ eat,r.�el info this F-49
nf�! , 2009 by and between the City of lslgin ("(lie CITY"), a
fin rneilxrl commotion inganized and existing under the laws of the State of Illinois, and All .Service Contracting Cotpot;ttion,
incorporated in the state of Illinois and having a principal place of business at 2024 ti. Damon Avenue, Decatur, II. 62656 ("the
CONTRACTOR").
Al�`i'((;[;1; 1; tli;il;lll'I;t(1, 1111,> C•QNTP.AC'1"' as used herein shall mean this Agreement, the Request for Quotation including
all for. tiiwnts rcferenced therein and the C'orlttacror•'s quote thereto Incorporated by reference herein and made a part hereof. The
CONTRAC:'1 OR agtees to provide the goods and/or services all in accordance with the CONTRACTOR'S Quotation. In the event
there is a souffle!between this Arocomeut and the Quotation documents,the Quotation documents shall supersede this Agreement.
;Lif1'I('I.1+, Ili, '(Y)11': O1'.WOf:1S. `i'h.. C ON'i'RAC"I'OR shall provide the ,r,�onds or Scrvic•es described in the Request for
Quotation, a copy of which is attrc1t,'J hereto and made a part hereof as Attachment "A",at the prices and terms contained therein,
Alll,Tj u: illl. 7'11tt1��O1 1'h:1.0' .1:0f_4NCE,, 'The CONTRACTOR shall provide the goods or services upon receipt of purchase
oleier:.and the CITY shall pay to CONTRACTOR TOR the total sum of$148,427 and Complete the work within K weeks of notice to
proceed. Time LeR,ple+►EVr e.Jk.pq„d6,,1- own ev ,lso-
;Stt'y'�('l,I IV. 'I:1!,R;<1r A11.1oJ"i The follne',nxg shale constitute events of default tinder HIS CONTRACT: a) any material
ntintepre:ietitation mule by the C ON'TRA('TOR to the CF IN, h) any failure by the CONTRACTOR to perform any of its obligations
under l II IS CCON'l'1tAC'I'including, hot turf huuited in, the followinY: (i) thilure to commerce performance of l'IIiS CONTRACT at
the time sipecil'ied in 'I'l1IS C ON"I'RAC"J'clue to a reason or circumstance within the CONTRACTOR's reasonable control,(ii) failure
in perform TI115 CONTRACT with sufficient personnel and equipment or with sufficient miterial to ensure the completion of
t' within the specified time due to a reason or circumstance within the CONTRAC,i'OR's reasonable control, (iii) failure
to per lotin'1111S('t)N'i'RACI ire rI manner reasonably satishretiiry to the CI'T'Y, (iv) failure to promptly re-perform within reasonable
tiitft: tltt'servk'cs that were rejected by the CiTY as erroneous or unsatisfactory, (v) failure to comply with a material term of`I11IS
CONTRACT, inchuling, but not limited to the Vint-native Action requirement,, and (vi) any other acts specifically and expressly
,stated in 'Tlll,S ('r.)N'1'i..A(T at con;,tilntirrg a basis liar termination for cause, The (TIN may terminate '1'111S CONTRACT for
ci'ayeotieiree upurI fimrtecii(lit)clays pi kit written police•.
n1t;i t('I I' V IIr111%(1 " Ittostt any stuns glue i , tii4 CONTRACTOR For services, the CI`1'V may keep for its own the whole or
arty Nal of the amount ti.r t•xpeo er•, tosses and damages as directed by the Purchasing Director, incurred by the CITY Its a
consequence of procuring o tviees as a iesult of any failure, omission or mistake of the CONTRACTOR in providing;the goods and
seivtyro.eiprovided in 1 ('ON't'RACF.
4411')C3.y;_Y1. (ipSl RN1Nt: i AW ,ANIy„O,12i)iNANI.'I y. This CONTRACT is mode subject to all the lays of the State of
Illinois and tlae ordinances of tlrc:('I'l'Y and if any such clauso herein does not conform to such laws or ordinances,or in the event any
of time term, or provisions hercist ate dccint'd to be void or otherwise unenforceable for any reason, such clause shall be void (the
rei oiniler of the contract shall nor I4,: alfe led) and the laws or ordinances shall be operative in lieu thereof, Venue for the resolution
of any disputer;or the enforcement ot`any right~arising out of or in connection with this CONTRACT shall be in the Circuit Court of
Kane County, Illinois.
(,%1;y1,1:;_y_111, _tlRi3.MitttIVI': A(:'I'I(?N, 'l'lae' CONTRACTOR will not discriminate against any employee or applicant for
employment lincouse of race, color, religion, sex, ancestry, national origin, place of birth, ago or physical handicap which would not
interfere with the efficient performance of the job in question. The CONTRACTOR will lake affirmative action to comply with the
plovi,sons of ElOn Municipal t,'o t'Secliorn 3.12.100 and will require any subcontractor to submit to the CITY a written commitment
to comply with those pruvisioas. 'I he C'ONTRAC'TOR will distribute copies of this couunitatacnt to all persons who participate in
n'tir'mnh'usent, scu'ce'ninn, re'ftirat and selection of job applicants and prospective subcontractors. The CONTRACTOR agrees that the
provisions of('hairier 3.12 of the Elgin Municipal Code, 19'76, is hereby incorporated by reference,as if set out verbatim.
Al:`liO l'; Vii!. ASS1(;ftiAlI1I;ITS,', 'law CONTRACTOR.TOIL shall not assign, sell or Honda any interest in -MIS CONTRACT
without prior wrtlii'Ja coosi:nt of the t'JTY.
lail1,F N'I'- 'Tisrr4 shall be no ntordjftcation oaths CON1 RACT, except in writing, and executed with the sante
fotu'ralitiei of the nriuittal.
HYK—UC—'dUUU IHU U1 : 19 FM ELGIN WATER UFN'1'/RVRSU FAX NO, 1 847 931 6152 P. 03
Atf!'ll"iA Si. 1 (YIIt'i?!�, Any tn.ttice given under this CONTRACT shall he in writing and shall be deemed to have been given
when hand delivered or deposited in the 1I S. mail,=tilled or registered,return receipt requested,addressed, if to CONTRACTOR,at
the tttltlret,s act forth above to tlts. aitc i0iut}oldie project manager or undersigned representative, and if to the City, to the attention of
the City Manner, iSO Des tot Coot I, Elgin,IL 60120 or to troop other address and/or authorized repiesentntives as either party shall
,1,,eip,naie,in writing to the other in tho manner I:resin provided,
,tit 1'tt'h( !wT, r4pieA1t's,ti ft; .,Hors,. 'To the fullest extent permitted by law, Contractor agrees to and shall indeirutify,defend and
hold lrariniees the City, its afir e.e empinyerrr,, boards and commissions from and against any and all claims,suits,judgments,costs,
.nt„rn.y's ice:,,dattt.tf,el or any sett t att other relief or liability arising out of or resutting from or through or alleged to arise out of any
ilia or negligent acts ur nnris tons of('oniractor or C'ontractor's officers, employees, agents or subcontractors in the petformauce of
this CONTRACT,includmg hut not limited to,all goods delivered or services or work performed hereunder,in the event of any action
whist the City, its office's, employers. agetas,boards or commissions coveted by the foregoing duty to indemnify,defend and hold
Initttle,s,seek action shall be cl,f:ei,ler]by 4'1,al counsel of the City's choosing.
AtMI.:f,N^\if. ii flltf,(C'11. . 'f hie CONTRACTOR.OR. may not use, in any form or medium,the name of the City of Elgin for public
advertising unless prior written permission is haunted by the CI'T'Y.
hart t'tC'tll.XIIiI, Att'('IlC►1l;l'!.A'I.t(%N. 'flits CONTRACT is in the best interests of the CiTY and is authorized by law. fl, for any
Ilse n1 year during th,:term o1'the CON'I RAC''1',sufficient funds for the discharge of the CITY'S obli4iations under the contract are not
appropriated and antluorivcri, then the CONl'RACT shall terrtiin:tte as of the last day of the preceding fiscal year, or when such
ttpprtipriated and aulhori;.ed thuds are exhausted, whichever is later, without liability to the CITY for damages, penalties or oilier
clot ges iur iceintot ofsueb tt'rrninalteen,
At2'f_iCl.ay HIV. ld'lt.1t: _t`;1�1', '1 his CONTRACT slt,tll not be construed so as to create a joint venture,partnership, employment
or elk(ncncy relationship be the parties hereto,except as may be specifically provided for herein.
tire event of any conflict between the terms provided in any attachments hereto and the body oft his
CONTRACT,the term;and provisions of this CONTRACT shall control.
rtlt'i�iCJ t.; 7C'V)<, !"N'1'll:i;ittiv;:It;\II'Ni 'Phis CONTRACT is delincd as including all other relevant Contract documents,such as
the Request for Quotation and the specifications;and embodies the whole agreement of the parties. 'There shall he no promises,hernts,
conditions;or obligation•,other than those contained therein;and this CONTRACT shall supersede all previous
COilllrrunicatirune,rt..pr:senraliotas,or;1 2,reements,either verbal or written, between the parties,
AIZ't'Tt'I�1; ?�'Jlli,t ()i4'rr?i4,,,i. C: ',,!NTi`1_I,1,AV1'ti; Not withstanding any other provision of this CONTRACT it is expressly agreed
and rant rslnod that in c.onn+;etian will the performance of this CONTRACT that the CONTRACTOR shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding
prevailing,wal;ee;, minimunm wove, wt,tkplace safety and legal stilts of employees. Without limiting the foregoing, CONTRACTOR
Iteiehy certifies, represents writ wasriarrts to Ih,: CITY that all CONTRACTOR'S employees and/or agents who will be providing
produeis rind/or se,viees with ire,peet to this CONTRACT shall he legal residents of the United States. CONTRACTOR shall also in
its expense scone all per suits urid licenses, pay all charges add lees aril give all notices necessary and incident to the doe and lawlitl
prosecution of the work, and/or ilo'luorhrct';and/or services to be provided for in this CONTRACT. The Cl't'Y shall have the right to
'audit any records lit Use po e c:asinn ce.control of-the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions•
of this sectictu, Iii the evert the Cl l'Y prnccols with such an audit the CONTRACTOR Shall make available to the CITY the
CONTRACTOR'S reievain remits at Ito cost to the CI"I'Y."
rate person s:ltuiin,y'1(HS C'ONT'RA("1 certif-les that s/he has been authorized by the CON'!RACI OR to commit the CONTRACTOR
cot ta'lint and has te,;n authorized to w eeuuIe'I i115 CONTRACT on its behalf.
IN WLT'N1r,S; W11i RliC)h the p:rrtites have hereto set their hands the day and year first above written.
CONTRACTOR OR CITY OF ELGIN
rt 5Q.c CC e.ot■lt raC�M■s• % Core
pl;erne arul'1'itle ► ' ∎vwv.rcn.M
��'•t C)lufemi To �'
c Q.S• Ciiy Manager
FI;TN N(fl7713 0.t.,
•
Riverside Filter Underdrain Replacement and Media Installation
The City of Elgin is h4 aeby requesting a written quotation for removal and replacement of the
clay tile underdrain system in Filter #8 at its Riverside Water Treatment Plant, 375 West River
Road, Elgin, IL. The project will also include the purchase and installation of six layers of new
sand and gravel according to the following specifications, and installation of the top layer of new
granular activated carbc n [GAC] which is already on site.
This is a request for a written quotation, and not a sealed bid, as the City of Elgin desires to
complete the work as qi wkly as possible.
All work shall be accomplished in strict accordance with the following conditions and
specifications.
The contact person at ti e City of Elgin Water Department is Paul T. Miller, Chief Plant Operator.
He can be reached at 847/931-6161 or 847/931-6150, and by Fax at 847/931-6152, and by e-mail
at millerp@cityofelgi i.org. Please submit your quote to Paul Miller at your earliest
convenience.
As everyone is aware, tl iere are some broken and damaged clay tile underdrains in Filter#8. The
City of Elgin desires to replace the entire clay tile underdrain system with a similar new system,
consisting of new clay t les purchased from Roberts Filter Manufacturing Company of Darby,PA,
phone number 215-583-3131. The contact person is Gary Hunkele, and he can be reached at 724-
643-1513.
The filter box for Filter #8 is 22 feet by 33 feet. The first task is to completely remove the
existing clay tile undt rdrains, and place them in contractor-supplied dumpsters or roll-off
containers for disposal in a landfill. The second task is to install the new clay tile underdrain
blocks according to recc mmended specifications.
The Contractor shall ply chase and install one layer of coarse gravel, two layers of medium gravel,
one layer of fine grave:, one layer of coarse sand, and one layer of fine sand; according to the
following specifications
A. SPECIFICAT IONS FOR SAND AND GRAVEL PLACEMENT. Filter media
materials shal be in strict compliance with AWWA Standard B100-96, in additions to
the modificati)ns listed. The materials shall be obtained from sources regularly used in
producing and furnishing these materials for water treatment plants. The materials shall
be certified to be free from any extraneous material not suitable for the intended use.
Testing and an i affidavit of compliance with the above standard for each material layer
shall be provided by the supplier of the material.
Filter gravel shall have a minimum specific gravity of 2.60. The acid solubility shall be
a maximum o1 17.5%for 3/8"and larger sizes, and a maximum of 5% for smaller sizes.
Page 1
Filter sand shill have a maximum of 4% loss on ignition as per ASTM C25. The fine
sand shall hay e a maximum uniformity coefficient of 1.70, and the effective size shall
be 0.45 to 0.5:i mm.
The total gra%el depth shall be 10 inches, and of the following gradations. Each filter
area is a total )f 726 square feet.
Layer above Depth of Layer Retained Passing
Filter Un erdrains in Inches Sieve Size Sieve Size
tut 2 1/2" 1"
2nd 2 3/8" 1/2"
3rd 3 3/16" [No.4] 3/8"
41h 3 No. 8 3/16" [No.4]
The filter sanc.shall be furnished in two sizes, according to the following gradations.
Layer at ove Depth of Layer Percent
Filter Ulu erdrains in Inches Sieve Size Passing
St]i 3 No. 8 [2.38mm] 90- 100
No. 12 [1.68mm] 40—60
No. 16 [1.19mm] 0— 10
6th 12 No. 16 [1.19mm] 98 minimum
No. 50 [0.30mm] 2 maximum
After placeme at of the new sand and gravel, the City of Elgin shall then backwash and
disinfect the filter media and test for the presence/absence of bacteria, as required by
Illinois Envinnmental Protection Agency Regulations, Section 653.302. THESE
PROCEDURES WILL TAKE A MINIMUM OF THREE CONSECUTIVE
DAYS.
B. GAC REPLA L'EMENT. The Contractor shall then place the new carbon [which is on
site] evenly tc give a settled depth of approximately eighteen (18) inches. The top of
the media shall be at an approximate elevation 756.37, or a level of about 44 inches
below the lip .)f the wash water troughs, or about 2 to 4 inches below the surface wash
sweeps. After a minimum of twelve hours of soaking the carbon following placement,
the filter shall be back washed for 30 minutes or until back wash water is clear and free
of carbon at 4 0% bed expansion. The filter media shall then be allowed to settle for a
minimum of b velve hours.
The carbon surface elevation will then be measured from the tops of the backwash
troughs and th El carbon bed depth calculated.
C. ELGIN WATl3R DEPARTMENT RESPONSIBILITIES: The Elgin Water Department
Page 2
shall provide carrying water and back wash water as required and a person to control
filter operatic)]is.
D. CONTRACTOR RESPONSIBILITIES: The Contractor shall supply all labor,
equipment, eductors, technical assistance, measuring and screening devices, dump
trucks or roll.off boxes for existing underdrain tile removal, and all other equipment
necessary to :omplete the installation of the new underdrain tiles, gravel, sand, and
carbon.
The Contracts n* shall contact the City and discuss the project requirements before the
new underdra n tiles arrive on site. Should extra equipment be required,it shall be at no
expense to the.City.
The Contracts r will take necessary steps to provide adequate protection to the tiled floor
within the work area and be completely responsible for job site clean up, including
washing/waxi ng the tile floors if required. The area around the filters, including the
railings and 'walls, shall be cleaned by the Contractor and returned to the original
condition.
The method the Contractor intends to use to remove and replace the underdrain tiles
will be reviewed with and approved by the Water Department.
A schedule o f work to remove and replace the granular activated carbon, sand, and
gravel shall b;submitted to the Owner and shall meet with the Owner's approval before
any work will begin.
Insurance A certificate of insurance shall be provided, indemnifying and naming the
City of Elgin as additional insured. The insurance coverages shall not be less than the
amounts stipulated below:
Workm an's Compensation Statutory
Public Liability $1,000,000
Propert y Damage $1,000,000
Prevailing W ge The Prevailing Wage rates shall apply to this work, as it is considered
new construe ion. Copies of the rates are available from the City of Elgin Purchasing
Dept.
Page 3
FILTER MEDIA REPLACEMENT
PRICE SHEET
Item#1 Quote:
I Complete remov it of the existing underdrain tile system from one 726 square-foot filter,
and furnish and i tstall a new Roberts Clay Tile underdrain tile.s3!stem,as specified.
Price for services under Item#1: $ Lump Sum
Item#2 Quote:
2 Purchase and ins allation of six layers of sand and gravel, as specified; and installation of
the carbon that is already on site, as specified.
Price for services under Item#2: $ Lump Sum
Company Name
Page 4
The following price,;are based upon the State of Illinois Prevailing Wage for Kane
County.The following prices quoted do not have the cost of a payment or performance
bond. Should in the event the owner requires a bond or additional insurance A.S.C.C.will
bill out at 12 1/2%above actual cost.
Item# 1 Ouote:
1. Complete rei noval of the existing under-drain tile from one 726 square-foot filter;
and furnish g nd install a new F.B.Leopold under-drain system.
Price for services un der Item# 1: $121,340.00 Lump Sum
Item#2 Quote
2. Purchase anc i installation of six layers of gravel and one layer of sand as specified;
and installation of the carbon that is already on site,as specified.
Price for services ur der Item #2: $27.087.00 Lump Sum
Company Name: A LL SERVICE CONTRACTING CORP.
Tentative Si hedule:
# 1. Submittals t owner after receipt of purchase order one-two weeks.
#2. Under-drain delivery after approval of submittals 4 weeks or less.
#3.Removal of existing under-drain five-six 10 hour days.
#4.Prep existin floor, set reinforcement, layout,and block assembly 2 days.
#5.Pour bed gn>ut and lay new under-drain,one day of 14hours.
#6.Pour grout j pints and install cant strips,one day of 12 hours.
#7.Cure time fir r grout 72 hours.
# 8.Gravel&S&nd installation 3 days.
#9.Disinfecting and bacteria testing: Owner controlled.
# 10. GAC installation approximately six hours.
When considerir g your options as quoted,keep in mind that the technology we are
offering is 21 ce itury,and the technology you currently have was first introduced
back in the early 1930's by the F.B.Leopold Company. I seriously think that you
should consider•he employment of the most advance under-drain technology on the
market today.
Should you have any questions concerning anything or would like to take a trip to
Leopold's(P.D.i))-'don't hesitate to call 888-233-3018
ALL SERVICE CONTRACTING CORP.
By: Date: 3-13-09
Brian K.Bu rcham V.P.
5
March 12, 2009
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, City Manager
Kyla Jacobsen, Water System Superintendent
SUBJECT: First and Second Addendums to the Intergovernmental Agreement with Fox River
Water Reclamation District for the Lime Waste Disposal Main Project.
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider executing the First and Second Addendums to the previously signed
agreement with the Fox River Water Reclamation District (FRWRD) for the joint venture to
construct the additional Lime Waste Disposal Main for the Water Department.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute the First and
Second Addendums to the Intergovernmental Agreement with FRWRD.
BACKGROUND
The City of Elgin had budgeted to design and construct a redundant line to pump the Lime Waste
from the Riverside Water Treatment Plant (WTP) to South McLean Boulevard Lime Disposal
Facility. There are six individual cells at the lagoon site, all of which are in a continual rotation
of filling, drying and emptying.
During the early stages of engineering for the City's new Lime Waste Disposal Main, the Water
Department staff was approached by FRWRD staff indicating that the district was interested in
constructing a similar disposal main to transfer residuals from their north plant to their main
plant, rather than trucking the material as is done now. An agreement with FRWRD was
authorized by the City Council at the June 13, 2007 meeting.
The First and Second Amendments to the IGA are necessary to reflect amendments to the
engineering agreement that were previously approved and to account for Metra and Union
Pacific easements. A copy of the First and Second Addendums are attached to this
memorandum.
Addendums to the Agreement with FRWRD for the Lime Waste Disposal Main Project
March 12, 2009
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The proposed amendment to the intergovernmental agreement with FRWRD provides the
opportunity for the City of Elgin and FRWRD to share costs where applicable.
The Lime Waste Disposal Project -number 409691- totals $6.46 million and is being funded by
impact fees (Water Development Fund) and the water portion of two General Obligation Bond
funds. Currently $1,542,699 has been received from FRWRD towards shared expenses. Phase II
is currently under construction.
LEGAL IMPACT
None
ALTERNATIVES
1. The City Council may choose to authorize execution of the First and Second Addendums
to the Intergovernmental Agreement.
2. The City Council may choose not to authorize execution of the First and Second
Addendums to the Intergovernmental Agreement.
Respectfully submitted for Council consideration.
PLB/KBJ
Attachment
4,4 O F E4
` ,z Memorandum
City of Elgin
�
`.
4"IrLI)@fib .
Date: April 14, 2009
To: Kyla Jacobsen, Water System Superintendent
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution Nos. 09-98, Adopted at the April 8, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please distribute to the appropriate parties
and if needed, retain a copy for your records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Agreement with All Service Contracting Corporation for Emergency Repairs to Filter No.
8 at the Riverside Water Treatment Plant