11-149 Resolution No. 11-149
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH BURNS & McDONNELL ENGINEERING COMPANY
FOR 2011 ARC-FLASH STUDY AND RELATED SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Sean R. Stegall,City Manager,and Kimberly A. Dewis,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin with Burns & McDonnell
Engineering Company for 2011 Arc-Flash Study and Related Services, a copy of which is attached
hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 24, 2011
Adopted: August 24, 2011
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
. .,
fi
AGREEMENT
THIS AGREEMENT is made and entered into this 24th day of August , 2011, by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
Burns & McDonnell Engineering Company, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in
connection with 2011 Arc-Flash Study and Related Services, (hereinafter referred to as the
PROJECT); and
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the'CITY and the ENGINEER that the
CITY does hereby retain the ENGINEER for and in consid6ution of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein, subject to the following
terms and conditions and stipulations, to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Building
Maintenance Superintendent of the CITY herein after referred to as the
"DIRECTOR".
B. The Engineer will provide arc-flash assessmeht of the Public Works and City Hall
buildings that will include field inspection of building electrical systems, electrical
model generation, electrical analysis, pre-final and final report preparation,
preparation of electrical hazard warning labOs, and single line drawings. The
Engineer will also provide services required tç complete up to 75 building surveys
consisting of field inspection,preparation of a rioritization report and preparation of
a device count report that can be used to quantify the electrical equipment at each of
the buildings and develop a priority list for further electrical system studies,including
an estimated cost to perform an electrical s 'stem study for each building. The
engineer will also provide general electrical system awareness training.
C. Engineer will also complete an electrical hazarI classification evaluation of selected
sites among the 75 buildings surveyed in Part I ,above. These sites will be restricted
to Basic Sites as defined in Attachment A. Th deliverables for each site will include
the electrical system model with fault curreht, relay coordination, and arc-flash
hazard analyses in hardcopy and electronic forinat,one relay coordination chart,and
an arc-flash hazard label.
D. A detailed Scope of Services is attached hereo as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
a. Preliminary Building Survey completion by September 15th, 2011
b. Pre-final and Final Reports: March 1, 20l2
•
B. Progress will be recorded on the project schedule and submitted monthly as a
component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to the
project schedule. A brief narrative will be provided identifying progress,findings and
outstanding issues.
3. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR provided, however, that the ENGINEER may retain copies of
such work products for its records. Such work products are not intended or represented to be
suitable for reuse by the CITY on any extension to the PROJECT or on any other project,and
such reuse shall be at the sole risk of the CITY withOut liability or legal exposure to the
ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services identified in Paragraph B of the Sc9pe Services the ENGINEER shall be
paid on a lump sum basis a total fee not to excPed $38,900, regardless of the actual
costs incurred by the ENGINEER unless substantial modifications to the scope of the
work are authorized in writing by the DIRECTOR.
B. For services identified in Paragraph C of the Scope Services the ENGINEER shall be
paid on a lump sum basis a total fee of$300 per building evaluated not to exceed
$7,500 (25 buildings), regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing by
the DIRECTOR.
C. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and apprOval of invoice. Full payment for the
project shall not be made until the project, is completed and accepted by the
DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports will be included with all payment requests.
B. The ENGINEER shall maintain records shOwing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make thesp records available at reasonable times
during the Agreement period, and for a year after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated, the ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to tertnination,except that reimbursement
shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and,unless terminated for cause or pursuant to Article 5,shall be deemed concluded
on the date the CITY determines that all of the ENGINEER's work under this Agreement is
completed. A determination of completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafter acquire with respect to any term or provision
of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY,the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional cdmpensation shall be valid unless so
made. Any changes in the ENGINEER's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the,DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement, the other
party may terminate this Agreement. Notwithstanding the foregoing or anything else to the
contrary in this agreement,with the sole exception of tie monies the CITY has agreed to pay
to the ENGINEER pursuant to Section 4 hereof, nd action shall be commenced by the
ENGINEER or any other related entity against the CITY for monetary damages.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and
hold harmless the CITY, its officers,employees, agents, boards and commissions from and
against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief,
including but not limited to workers compensation laims, in any way resulting from or
arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers,
employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration,completion and/or
termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provisionof this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in
effect,during the term of this Agreement,a policy of comprehensive general liability
insurance with limits of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming
the CITY as additional insured. The policy shall not be modified or terminated
without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY: There shall be no endorsement or
modification of this insurance to make it excess over other available insurance;
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be ret with a combined single limit of
$1,000,000 per occurrence subject to a $1,000;000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional Liability
Insurance Covering claims resulting from error, omissions or negligent acts with a
combined single limit of not less than $1,000'000 per occurrence. A Certificate of
Insurance shall be submitted to the DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated''without thirty(30)days prior written
notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques, sequences dr procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,
color,creed,national origin,marital status,of the presence of any sensory,mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race,color, creed,national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with
respect to each and every item,condition and other prdvision hereof to the same extent that
the ENGINEER would have been obligated if it had dojne the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the
CITY's advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph, stub-paragraph,phrase, clause or other
provision of this Agreement, or any portion thereof, hall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in
any manner the terms and provisions hereof or the interpretation or construction thereof
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the
DIRECTOR, nor will the ENGINEER make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result
of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid
rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies
that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint,process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and
to other participants which may affect cost or time of completion,shall be made or confirmed
in writing. The DIRECTOR may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
27. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
RICH HOKE
Building Maintenance Superintendent
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
RANDALL L. PATCHETT, P.E.
Associate
Bums & McDonnell Engineering Company, Inc.
1431 Opus Place
Downers Grove, Illinois 61515
28. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
ENGINEER shall comply with all applicable Federal, State, City and other requirements of
law, including, but not limited to, any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, ENGINEER hereby certifies, represents and warrants to the CITY that all
ENGINEER'S employees and/or agents who will be providing products and/or services with
respect to this AGREEMENT shall be legal residents of the United States. ENGINEER shall
also at its expense secure all permits and licenses, pay all charges and fees and give all
notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this AGREEMENT. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY
proceeds with such an audit the ENGINEER shall make available to the CITY the
ENGINEER'S relevant records at no cost to the CITY.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
ByelAn• e<t,
By
C. Manager
fIcy6c:a-71e
Attest: • es :
rWtt&utii -•-•b(--c-4;6
City Clerk
kS 510-2-/
Attachment A
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
2011 Arc-Flash Study and Related Services
1. SCOPE OF SERVICES
Task 1: Arc-Flash Assessment of Public Works and City Hall Buildings
Burns & McDonnell Engineering Company will perfume the following:
A. Field Inspection of the Building Electrical Systems: Burns & McDonnell
will furnish the services of an experienced electrical engineer to inspect and
document the electrical system of each building. This work will include the
opening of electrical enclosures to gather the information on electrical
components, conduits, and cables required to perform the electrical system studies
identified later in this proposal. Electronic images of the equipment studied will
be made. Burns & McDonnell personnel will be equipped with NFPA 70E Level
2 PPE, which is expected to be appropriate for the installations encountered in
these facilities. This Scope of Services is based on the City of Elgin providing
timely escort and access to areas where electrical equipment is located to which
the public does not have access. Other considerations include:
In existing facilities, it may not be possible to accurately determine the
length and direction of conduits that are encased in concrete or concealed
in walls or ceilings. In these cases, lengths will be estimated based upon
our experience and typical construction methods. Due to utility seals, it
may not be possible to confirm the size of service conductors. In cases
where conductor sizes are not available, code-minimum conductor sizes
will be used. The final report will contain a listing of all places where data
obtained by any means other than direct observation was used.
Because many of the electrical circuits may be concealed in finished walls,
floors, and ceilings, it may not be possible to identify all branch circuits,
especially lighting and receptacle circuits. Where panel schedules are
available, the information will be used to help identify and verify circuits,
with particular attention given to tracing the power source for motor loads
in excess of one horsepower.
The utility fault current contribution and clearing time are key data in the
preparation of an electrical system model. Burns & McDonnell will
contact the electric utility and obtain this information.
As part of this task Burns & McDonnell will also identify any upgrades to
, .
switchgear, reducing hazard levels, improving fuse coordination and other
suggested improvements that are readily identifiable from the visual
inspection.
B. Electrical Model Generation: The data gathered in the field will be
entered into a software-based electrical system model. This model will be
prepared using the Power Tools suite from SKM. The model will include all
power distribution equipment operating at 50 volts and above. The equipment
included in the model will be service entrance equipment, switchgear,
switchboards, panelboards, motor starters, disconnect switches, and other
equipment where it reasonable to expect that energized electrical work might be
performed. Outlet boxes, switches, receptacles, and motor connection boxes are
not included in this study. Other electrical systems, such as telephone, security,
and data communication and networking, for which the primary purpose is not the
distribution of electrical power, are also excluded from this study. The electrical
model will be reviewed by the field inspector to ensure accurate incorporation of
the field data.
C. Electrical Analysis: The completed electrical model will be analyzed to
produce three reports. These reports are fault Current(short circuit), protective
device (relay) coordination, and Arc Flash Hazard. Where these reports indicate
deficient conditions such as mis-coordination, fault currents exceeding equipment
ratings, and arc-flash energy levels beyond NFPA 70E PPE Level 2, options such
as changing settings on adjustable circuit breakers or use of fast-acting fuses will
be explored.
D. Pre-final Report: The pre-final report will contain all elements of the final
report, including the methodology, results, and recommendations resulting from
the fault current, protective device coordination, and arc-flash hazard studies.
Tables summarizing the results from each of the three studies with existing
settings and equipment will be included as appendices, along with time-current
graphs for major equipment. Also included will be typical electrical hazard label
images for review and comment by Elgin personnel. Pre-final single-line
diagrams including equipment data, cable lengths, and locations for including arc-
flash hazard information will also be delivered with the pre-final report.
The pre-tinal report will provide the City of Elgin an opportunity to review and
comment on the results of the study and the formats in which the electrical hazard
labels and single-line drawings are presented. If the City decides to promptly
implement any of the recommendations, those changes will be made to the
electrical model and included in the final report.
E. Electrical Hazard Warning Labels: Upon receipt of the comments on the
pre-final report and implementation of selected recommendations into the
electrical model, the three studies will be run again. The electrical hazard warning
information will be printed in color on waterproof adhesive labels, Avery stock
number 5524. The electrical inspector will return to City Hall and the Public
Works Building and apply the labels to the appropriate equipment.
F. Single-Line Drawings: The electrical hazard information from the final
run of the arc-flash study will be added to the single line drawings. Comments on
the single line drawing format will also be incorporated at this time. The single
line drawings will be delivered with the final report.
G. Final Report: The final report will contain the methodology, results, and
recommendations resulting from the fault current, protective device coordination,
and arc-flash hazard studies. Tables summarizing the results from each of the
three studies using the settings and equipment reflecting recommendations
implemented in response to the pre-final report will be included as appendices,
along with time-current graphs for major equipment. A complete set of the
electrical hazard warning labels, printed on standard paper for record purposes,
will be included.
H. Deliverables: The deliverable package given the City of Elgin at the
conclusion of Task 1 will include:
• Two bound copies of the final report
• One copy of single-line diagrams 22 x 34 (ANSI D) size.
• Two sets of single-line diagrams 11 x 17 (tabloid) size.
• Two CD-R, each containing:
o The final report in PDF format.
o The single line diagrams in PDF format and AutoCAD format
o The electrical hazard warning label sheet images, in both PDF and
spreadsheet format.
o Electronic images of the equipment at each site.
o The Power Tools input data files used to produce the reports and
labels.
Task 2: Building Survey
The second part of the scope of work is the building survey. Up to 75 buildings including City
Hall and the Public Works building that are studied in Task 1 are included in this Task. The
objective of this study is to quantify the electrical equipment at each of the buildings and develop
a priority list for further electrical system studies, including an estimated cost to perform an
electrical system study for each building on the list, similar in scope to that performed for City
Hall and the Public Works Building. We anticipate the following tasks will be required:
A. Field Inspection of the Building Electrical Systems: Burns & McDonnell
will furnish the services of an experienced electrical engineer to document the
electrical system of each building. This work will include the locating,
identifying, and photographing the electrical enclosures and other equipment
to establish the extent of work required to study the system. The voltage,
amperage, phasing, and utility meter number of the service to each location
will also be gathered. In more complex facilities, the feeders from the main
distribution equipment will be reviewed to ensure that all panelboards and
major electrical and mechanical loads are documented. During this
documentation, any deficient conditions which are noted will be reported to
the City.
Because the majority of the facilities are located in clusters such as the
downtown area, Wing Park, and the Riverside Water Treatment Plant, we will
work with the City to identify inspection schedules to minimize time spent
traveling between sites. We anticipate that we will require the escort of City
personnel to gain access to the electrical equipment in many of these facilities
and may also need the escort of other City personnel in a few locations, such
as the Police Station. We will work with the City to schedule inspections to
make the effective use of the time required from your personnel.
B. Priority Review: Depending on their function, some facilities are more
tolerant of outages than others. Continuity of service for police and fire
facilities are obviously important, as are water and wastewater plants and
pumping and lift stations. The City also has a large number of facilities
devoted to recreational use and enhancement of the quality of life, which
might be more tolerant of outages to perform electrical work.
Burns & McDonnell will meet with Building Maintenance personnel and other
City employees as may be appropriate to review the field information gathered
for each of the buildings on the list to establish a level of priority in
performing an electrical study for that facility, and the amount of detail
required for that facility. While at one end of the scale the public safety
agency buildings should certainly receive a full electrical system study, a
picnic shelter may only need verification that the equipment is applied within
its ratings, and any electrical work needed would be performed with the
electrical equipment de-energized.
C. Device Count Report: The device count report will consist of a narrative
outlining the results of the inspections and priority review, and
recommendations on the next steps to be taken by the City. It will also
include a tabulation of the equipment found at each building, service data, and
the ranking from the priority review, and estimated study cost. Three copies
of this report will be furnished in hard copy. Two CD-R will also be
furnished, containing the device count report in PDF format and copies of the
electronic pictures taken at each site, with the pictures for each site in a
separate subdirectory.
D. Electrical Hazard Reports for Basic Sites: Burns & McDonnell will
complete an evaluation of the electrical system at selected sites among the 75
buildings surveyed in this portion of the scope of work. Only Basic Sites will
be analyzed under this part of the project. Basis Sites are defined as those
consisting of a single utility service not exceeding 240 volts and 200 amperes,
with a single distribution panel that serves as the service disconnect, and no
load circuits that supply subpanels or other equipment that would require a
separate arc-flash hazard label The deliverables for each selected site will
include the electrical system model with fault current, relay coordination, and
arc-flash hazard analyses in hardcopy and electronic format, one relay
coordination chart, and an arc-flash hazard label.
Task 3: Safety Program and Training
The third part of the scope of work is the safety program and training. We will actively work
with the City's safety personnel to identify how and when to make electrical safety training a part
of the City's safety program.
For best results, we recommend developing three types of electrical safety training. The first type
is for personnel who may perform electrical work. This training is detailed and covers the scope
of NFPA 70E, including implementing and following procedures for energized electrical work.
The second type of training is for personnel whose job functions will not include electrical work.
This training focuses on understanding what electrical hazards are and how to avoid placing
themselves at risk. The third type of training is for those who will work with electrical
contractors. It includes verifying the contractor's safety program and providing the contractor
with the information it will need for the facilities where their personnel will be working.
The City's request for qualifications includes providing training for maintenance personnel. We
have allocated four hours for meetings with maintenance and safety managers to discuss
inclusion of the electrical safety training into the City's safety training programs and policies.
After those meetings we will provide a customized two-hour electrical safety training program in
a classroom-type setting for personnel that may work on electrical systems that will include
specific procedures and documents developed during the meetings with the maintenance and
safety managers. The City is welcome and encouraged to make a video recording of the training
for future use and reference.
10, AYOR& MEMBERS OF CITY COUNCIL E LG I N
THE CITY IN THE SUBURBS
AGENDA ITEM: L
MEETING DATE: August 10, 2011
ITEM:
RFP 11-029, Contract with Burns & McDonnell for an Arc Flas Study
($46,400)
OBJECTIVE:
Begin the process of an arc flash study to meet the requirem znts of the National Fire Protection
Association and the Occupational Safety and Health Administ ation.
RECOMMENDATION:
Approve a contract with Burns & McDonnell for services related to an arc flash study in the
amount of$46,400.
elok BACKGROUND
The National Fire Protection Association (NFPA), which also publishes the National Electric
Code, has established a safety standard for working on or :round electrical equipment. The
standard is recognized by the Occupational Safety and Heal h Administration (OSHA) and has
several requirements including an "arc flash analysis" of all electrical distribution equipment.
An arc flash is an electrical explosion caused by a short c rcuit. The arc flash often causes
equipment to explode and has the potential to cause sever: injuries or even death. Most arc
flashes occur when workers are manipulating equipment for testing or repair and accidentally
create a fault. The arc flash analysis examines the potential I-vel of hazard at various points in
the city's electrical system and provides proper labeling, inclu•ing the proper level of protective
equipment, needed to work on or around the electrical equip ent.
OPERATIONAL ANALYSIS
Every day, the city's staff technicians and hired contractors ork on or around electrical equip-
ment to ensure the proper operation and service of that eq ipment. NFPA and OSHA regula-
tions require that an arc flash analysis be completed at all cit facilities to reduce the hazards to
workers. The proposed consulting contract for the arc flash a alysis will provide a complete re-
view of the public works and city hall facilities and also surv_y all other city buildings to deter-
mine the full magnitude of the project. This will be the first phase in the process to complete
rik the project. When the arc flash analysis has been complete•, a timetable and budget will be
established for the additional work identified in the analy'is. An additional $100,000 is ex-
pected to spent over the next two years completing studies of the city's remaining buildings.
Staff will be amending the contract with Burns & McDonnell to include these additional phases
pending approval of the 2012 budget.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The city utilizes a qualification-based selection process for procurement of professional servic-
es. This process requires city departments to solicit not less than three professional firms to
submit proposals. Department staff prepare a "Request for Proposal" (RFP) and distribute the
RFP to qualified firms. If the services requested involve a city building, these services are also
publically advertised as was the case with the subject study. The RFP provides the contractor
with general information about the project including location, description of the work and a
general scope of services expected to be provided.
All responses to the RFP are received and evaluated by a team of city staff. Occasionally, out-
side evaluators may be utilized from neighborhood groups or other municipalities who have
had similar project experience. The evaluation provides an objective and quantifiable assess-
ment of each firm's proposal. The staff evaluation scores, among other criteria, items such as
the scope of work submitted; experience of the firm; experience of the project manager; and,
familiarity with the project. Scores by the staff team are then averaged to determine the most
qualified firm.
Proposals submitted in response to the RFP are drafted in two parts. Part A is the actual pro-
posal and part B is the firm's estimated cost for their work identified in the proposal. Part B is
not opened or known until a selection of the most qualified firm has been completed by staff.
Part B is then opened and the fees submitted by all firms are used as a means of negotiating
with the selected firm to ensure the city is receiving a fair and reasonable price for the work.
A team of four staff members reviewed all seven arc flash analysis proposals and selected Burns
& McDonnell as the most qualified firm to complete this project. The seven fee proposals in-
cluded pricing for all three work phases and ranged in amounts from $22,753 to $120,700. Staff
recommends awarding the arc flash study contract to Burns & McDonnell in the amount of
$38,900. An additional $7,500 was added to the proposed contract for supplementary services
bringing the total contract value to $46,400. As compared to the second ranked firm, CMT,
Burns McDonnell's fee was $74,300 less. CMT's fee is much higher because it included scope
items not required for the proposed study.
The costs of the remaining firms were not considered in the fee negotiation because their pro-
posals ranked much lower than the two, top-ranked firms. Those proposals were deemed less
complete when reviewing their proposed scopes of work.
2
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT
#(S) BUDGETED AVAILABLE
Riverboat 275-0000-791.93-36 177134 $50,000 $50,000
LEGAL IMPACT
A request for proposals was prepared, posted on the city's web site and advertised in the April
15, 2011 Courier News. Nine proposals were received.
ALTERNATIVES
The city council may choose to not approve the contract with Burns & McDonnell for an arc
flash study. This alternative could potentially make the city vulnerable to OSHA citations and
greater liability for injuries.
NEXT STEPS
F 1. Execute the contract.
2. Complete the project.
Originators: Rich Hoke, Building Maintenance Superintendent
David L. Lawry, Public Services Director
Final Review: Colleen Lavery, Chief Financial Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A: Arc Flash Study Agreement
B: Arc Flash Tabulation of Price Proposals
3
AGREEMENT
THIS AGREEMENT is made and entered into this day of ,2011,by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
Burns & McDonnell Engineering Company,Inc. (hereinafter referred to as"ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in
connection with 2011 Arc-Flash Study and Related Services, (hereinafter referred to as the
PROJECT); and
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the
CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein,subject to the following
terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Building
Maintenance Superintendent of the CITY, herein after referred to as the
"DIRECTOR".
B. The Engineer will provide arc-flash assessment of the Public Works and City Hall
buildings that will include field inspection of building electrical systems, electrical
model generation, electrical analysis, pre-final and final report preparation,
preparation of electrical hazard warning labels, and single line drawings. The
Engineer will also provide services required to complete up to 75 building surveys
consisting of field inspection,preparation of a prioritization report and preparation of
a device count report that can be used to quantify the electrical equipment at each of
the buildings and develop a priority list for further electrical system studies,
including an estimated cost to perform an electrical system study for each building.
The engineer will also provide general electrical system awareness training.
C. Engineer will also complete an electrical hazard classification evaluation at each of
the 75 buildings inspected to all for development of hazard warning labels for the
equipment in each building.
D. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
a. Preliminary Building Survey completion by September 15`h, 2011
b. Pre-final and Final Reports: March 1, 2012
B. Progress will be recorded on the project schedule and submitted monthly as a
component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to the
project schedule. A brief narrative will be provided identifying progress, findings
and outstanding issues.
3. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, designs, calculations, work drawings, st dies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR provided, however, that the ENGINEER may retain copies of
such work products for its records. Such work products :re not intended or represented to be
suitable for reuse by the CITY on any extension to the PROJECT or on any other project,
and such reuse shall be at the sole risk of the CITY with out liability or legal exposure to the
ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services identified in Paragraph B of the Sco m a Services the ENGINEER shall be
paid on a lump sum basis a total fee not to excer d$38,900,regardless of the actual
costs incurred by the ENGINEER unless substan ial modifications to the scope of the
work are authorized in writing by the DIRECT 0 R.
B. For services identified in Paragraph C of the Sco me Services the ENGINEER shall be
paid on a lump sum basis a total fee of$300 p:r building evaluated not to exceed
$7,500 (25 buildings), regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope oft e work are authorized in writing by
the DIRECTOR.
C. The CITY shall make periodic payments to t e ENGINEER based upon actual
progress within 30 days after receipt and appro al of invoice. Full payment for the
project shall not be made until the project h completed and accepted by the
DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a fo at approved by the CITY. Progress
reports will be included with all payment reque.ts.
B. The ENGINEER shall maintain records sho ing actual time devoted and cost
incurred. The ENGINEER shall permit the auth•rized representative of the CITY to
inspect and audit all data and records of the E GINEER for work done under this
Agreement. The ENGINEER shall make these r-cords available at reasonable times
during the Agreement period, and for a year aft-r termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY ay terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated,the ENGINEER shall be said for services actually performed
and reimbursable expenses actually incurred prior to to ination,except that reimbursement
shall not exceed the task amounts set forth under Para l4raph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and,unless terminated for cause or pursuant to Article 5,shall be deemed concluded
on the date the CITY determines that all of the ENGINEER's work under this Agreement is
completed. A determination of completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafter acquire with respect to any term or provision
of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days
after occurrence of such action. No claim for additional compensation shall be valid unless
so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party,by reason of any default,fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement. Notwithstanding the foregoing or anything else to the
contrary in this agreement,with the sole exception of the monies the CITY has agreed to pay
to the ENGINEER pursuant to Section 4 hereof, no action shall be commenced by the
ENGINEER or any other related entity against the CITY for monetary damages.
10. INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend
and hold harmless the CITY, its officers,employees,agents,boards and commissions from
and against any and all claims, suits,judgments, costs, attorneys fees, damages or other
relief, including but not limited to workers compensation claims,in any way resulting from
or arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers,
employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration,completion and/or
termination of this Agreement.
11. NO PERSONAL LIABILITY
No official,director,officer,agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
A)
12. INSURANCE
A. Comprehensive Liability. The ENGINEER sh 11 provide,pay for and maintain in
effect,during the term of this Agreement,a policy)of comprehensive general liability
insurance with limits of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR Certification of Insurance naming
the CITY as additional insured. The policy shall not be modified or terminated
without thirty (30) days prior written notice to t e DIRECTOR.
The Certificate of Insurance which shall include ontractual obligation assumed by
the ENGINEER under Article 10 entitled"Inde nification" shall be provided.
This insurance shall apply as primary insurance ith respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it exce•s over other available insurance;
alternatively, if the insurance states that it is exc-ss or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Como rehensive Automobile Liability
Insurance covering all owned,non-owned and hire d motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirem:nts for insurance coverage for the
general liability and auto exposures may be me with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting fro error,omissions or negligent acts
with a combined single limit of not less tha $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be moo ified or terminated without thirty
(30)days prior written notice to the DIRECTO' .
13. CONSTRUCTION MEANS METHODS TECHNI i UES SE I UENCES
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques,sequences or p i ocedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be
no discrimination against any employee or applicant fo employment because of sex, age,
race,color, creed, national origin, marital status, of the I resence of any sensory, mental or
physical handicap, unless based upon a bona fide oc, upational qualification, and this
requirement shall apply to, but not be limited to, the fo lowing: employment advertising,
layoff or termination,rates of pay or other forms of comp-nsation and selection for training,
including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any 1.1)
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race,color,creed,national origin,age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions
and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY
with respect to each and every item,condition and other provision hereof to the same extent
that the ENGINEER would have been obligated if it had done the work itself and no
assignment, delegation or subcontract had been made. Any proposed subcontractor shall
require the CITY's advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph,sub-paragraph,phrase,clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe
the scope of intent of any provision of this Agreement,nor shall they be construed to affect
in any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations
or warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
•
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the
DIRECTOR, nor will the ENGINEER make publi6 proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result
of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid
rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies
that include, at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state 'law;
C. a description of sexual harassment, utilizing exlmples;
D. the vendor's internal complaint process includin penalties;
E. the legal recourse, investigative and complaint pocess available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and
to other participants which may affect cost or time Of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the ENGINEER be made or confirmed in writing.
•
27. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to CITY:
RICH HOKE
Building Maintenance Superintendent
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
RANDALL L. PATCHETT,P.E.
Associate
Burns& McDonnell Engineering Company, Inc.
1431 Opus Place
Downers Grove, Illinois 61515
28. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
ENGINEER shall comply with all applicable Federal, State,City and other requirements of
law, including,but not limited to,any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, ENGINEER hereby certifies, represents and warrants to the CITY that all
ENGINEER'S employees and/or agents who will be providing products and/or services with
respect to this AGREEMENT shall be legal residents of the United States. ENGINEER shall
also at its expense secure all permits and licenses, pay all charges and fees and give all
notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this AGREEMENT. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY
proceeds with such an audit the ENGINEER shall make available to the CITY the
ENGINEER'S relevant records at no cost to the CITY.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By By
City Manager
Attest: Attest:
City Clerk
Attachment A
DESIGN ADMINISTRATON &
PLANNING ENGINEERING ACTIVITIES
2011 Arc-Flash Study and Related Services
1. SCOPE OF SERVICES
Task 1: Arc-Flash Assessment of Public Works and City IL ll Buildings
Burns & McDonnell Engineering Company will perfume the fo llowing:
A. Field Inspection of the Building Electric:l Systems: Burns & McDonnell
will furnish the services of an experienced elect ical engineer to inspect and
document the electrical system of each building This work will include the
opening of electrical enclosures to gather the in ormation on electrical
components, conduits, and cables required to p:rform the electrical system studies
identified later in this proposal. Electronic imaLes of the equipment studied will
be made. Burns& McDonnell personnel will b• equipped with NFPA 70E Level
2 PPE, which is expected to be appropriate for t e installations encountered in
these facilities. This Scope of Services is based on the City of Elgin providing
timely escort and access to areas where electric.1 equipment is located to which
the public does not have access. Other conside ations include:
In existing facilities, it may not be possi Ile to accurately determine the
length and direction of conduits that are encased in concrete or concealed
in walls or ceilings. In these cases, leng hs will be estimated based upon
our experience and typical construction ethods. Due to utility seals, it
may not be possible to confirm the size of service conductors. In cases
where conductor sizes are not available, code-minimum conductor sizes
will be used. The final report will conta n a listing of all places where
data obtained by any means other than d'rect observation was used.
Because many of the electrical circuits ay be concealed in finished
walls, floors, and ceilings, it may not be possible to identify all branch
circuits, especially lighting and receptac e circuits. Where panel
schedules are available, the information ill be used to help identify and
verify circuits, with particular attention ;riven to tracing the power source
for motor loads in excess of one horsepower.
The utility fault current contribution an. clearing time are key data in the
preparation of an electrical system modal. Burns& McDonnell will
contact the electric utility and obtain thi, information.
As part of this task Burns & McDonnell will also identify any upgrades to
switchgear, reducing hazard levels, imp oving fuse coordination and other
suggested improvements that are readily identifiable from the visual
inspection.
B. Electrical Model Generation: The data gathered in the field will be
entered into a software-based electrical system model. This model will be
prepared using the Power Tools suite from SKM. The model will include all
power distribution equipment operating at 50 volts and above. The equipment
included in the model will be service entrance equipment, switchgear,
switchboards, panelboards, motor starters, disconnect switches, and other
equipment where it reasonable to expect that energized electrical work might be
performed. Outlet boxes, switches, receptacles, and motor connection boxes are
not included in this study. Other electrical systems, such as telephone, security,
and data communication and networking, for which the primary purpose is not the
distribution of electrical power, are also excluded from this study. The electrical
model will be reviewed by the field inspector to ensure accurate incorporation of
the field data.
C. Electrical Analysis: The completed electrical model will be analyzed to
produce three reports. These reports are fault current(short circuit),protective
device (relay) coordination, and Arc Flash Hazard. Where these reports indicate
deficient conditions such as mis-coordination, fault currents exceeding equipment
ratings, and arc-flash energy levels beyond NFPA 70E PPE Level 2, options such
as changing settings on adjustable circuit breakers or use of fast-acting fuses will
be explored.
D. Pre-final Report: The pre-final report will contain all elements of the final
report, including the methodology, results, and recommendations resulting from
the fault current,protective device coordination, and arc-flash hazard studies.
Tables summarizing the results from each of the three studies with existing
settings and equipment will be included as appendices, along with time-current
graphs for major equipment. Also included will be typical electrical hazard label
images for review and comment by Elgin personnel. Pre-final single-line
diagrams including equipment data, cable lengths, and locations for including arc-
flash hazard information will also be delivered with the pre-final report.
The pre-final report will provide the City of Elgin an opportunity to review and
comment on the results of the study and the formats in which the electrical hazard
labels and single-line drawings are presented. If the City decides to promptly
implement any of the recommendations,those changes will be made to the
electrical model and included in the final report.
E. Electrical Hazard Warning Labels: Upon receipt of the comments on the
pre-final report and implementation of selected recommendations into the
electrical model,the three studies will be run again. The electrical hazard
warning information will be printed in color on waterproof adhesive labels, Avery
stock number 5524. The electrical inspector will return to City Hall and the
Public Works Building and apply the labels to t e appropriate equipment.
F. Single-Line Drawings: The electrical ha and information from the final
run of the arc-flash study will be added to the si gle line drawings. Comments on
the single line drawing format will also be inco orated at this time. The single
line drawings will be delivered with the final re ort.
G. Final Report: The final report will cont.in the methodology, results, and
recommendations resulting from the fault curre t, protective device coordination,
and arc-flash hazard studies. Tables summarizi i g the results from each of the
three studies using the settings and equipment r:flecting recommendations
implemented in response to the pre-final report ill be included as appendices,
along with time-current graphs for major equip ent. A complete set of the
electrical hazard warning labels, printed on stan•and paper for record purposes,
will be included.
H. Deliverables: The deliverable package g yen the City of Elgin at the
conclusion of Task 1 will include:
• Two bound copies of the final report
• One copy of single-line diagrams 22 x 3, (ANSI D) size.
• Two sets of single-line diagrams 11 x 1 (tabloid) size.
• Two CD-R, each containing:
o The final report in PDF format.
o The single line diagrams in PDF format and AutoCAD format
o The electrical hazard warning la el sheet images, in both PDF and
spreadsheet format.
o Electronic images of the equipm nt at each site.
o The Power Tools input data files used to produce the reports and
labels.
Task 2: Building Survey
The second part of the scope of work is the building survey. p to 75 buildings including City
Hall and the Public Works building that are studied in Task 1 re included in this Task. The
objective of this study is to quantify the electrical equipment a each of the buildings and develop
a priority list for further electrical system studies, including an estimated cost to perform an
electrical system study for each building on the list, similar in cope to that performed for City
Hall and the Public Works Building. We anticipate the follow ng tasks will be required:
A. Field Inspection of the Building Electri al Systems: Burns & McDonnell
will furnish the services of an experienced lectrical engineer to document the
electrical system of each building. This wo k will include the locating,
identifying, and photographing the electrical enclosures and other equipment
to establish the extent of work required to s udy the system. The voltage,
amperage,phasing, and utility meter numb r of the service to each location
will also be gathered. In more complex facilities, the feeders from the main
distribution equipment will be reviewed to ensure that all panelboards and
major electrical and mechanical loads are documented. During this
documentation, any deficient conditions which are noted will be reported to
the City.
Because the majority of the facilities are located in clusters such as the
downtown area, Wing Park, and the Riverside Water Treatment Plant, we will
work with the City to identify inspection schedules to minimize time spent
traveling between sites. We anticipate that we will require the escort of City
personnel to gain access to the electrical equipment in many of these facilities
and may also need the escort of other City personnel in a few locations, such
as the Police Station. We will work with the City to schedule inspections to
make the effective use of the time required from your personnel.
B. Priority Review: Depending on their function, some facilities are more
tolerant of outages than others. Continuity of service for police and fire
facilities are obviously important, as are water and wastewater plants and
pumping and lift stations. The City also has a large number of facilities
devoted to recreational use and enhancement of the quality of life, which
might be more tolerant of outages to perform electrical work.
Burns & McDonnell will meet with Building Maintenance personnel and
other City employees as may be appropriate to review the field information
gathered for each of the buildings on the list to establish a level of priority in
performing an electrical study for that facility, and the amount of detail
required for that facility. While at one end of the scale the public safety
agency buildings should certainly receive a full electrical system study, a
picnic shelter may only need verification that the equipment is applied within
its ratings, and any electrical work needed would be performed with the
electrical equipment de-energized.
C. Device Count Report: The device count report will consist of a narrative
outlining the results of the inspections and priority review, and
recommendations on the next steps to be taken by the City. It will also
include a tabulation of the equipment found at each building, service data, and
the ranking from the priority review, and estimated study cost. Three copies
of this report will be furnished in hard copy. Two CD-R will also be
furnished, containing the device count report in PDF format and copies of the
electronic pictures taken at each site, with the pictures for each site in a
separate subdirectory.
D. Electrical Hazard Classifications of Buildings: Burns & McDonnell will
complete an evaluation of the electrical systems at each of the 75 buildings
inspected development of electrical safety classification labels for the
elimk equipment in each building. As part of this work Burns & McDonnell will
provide the City with a summary of the elec rical classifications for buildings
included in the survey. This information wi 1 be used to make electrical
hazard warning labels for the equipment ide tified in the buildings.
Task 3: Safety Program and Training
The third part of the scope of work is the safety program and triining. We will actively work
with the City's safety personnel to identify how and when to ake electrical safety training a
part of the City's safety program.
For best results,we recommend developing three types of eleci ical safety training. The first
type is for personnel who may perform electrical work. This t .ining is detailed and covers the
scope of NFPA 70E, including implementing and following procedures for energized electrical
work. The second type of training is for personnel whose job nctions will not include
electrical work. This training focuses on understanding what el ectrical hazards are and how to
avoid placing themselves at risk. The third type of training is or those who will work with
electrical contractors. It includes verifying the contractor's sa -ty program and providing the
contractor with the information it will need for the facilities w ere their personnel will be
working.
The City's request for qualifications includes providing trainin t for maintenance personnel. We
have allocated four hours for meetings with maintenance and s.fety managers to discuss
inclusion of the electrical safety training into the City's safety raining programs and policies.
E. After those meetings we will provide a customized two-hour el-ctricalsafety training program in
a classroom-type setting for personnel that may work on electrical systems that will include
specific procedures and documents developed during the meeti gs with the maintenance and
safety managers. The City is welcome and encouraged to maks a video recording of the training
for future use and reference.
t
Arc Flash Study and Related Services
TABULATION OF PRICE PROPOSALS
Littlefuse/Steiner Electric Grainger Industrial Performance Power
CITY OF ELGIN Lewllyn Technology Company Supply/Schneider Electric Bums&McDonnell Hallam ICS Clark Dietz Engineers Services Crawford,Murphy,&Tilly
Highway 54&CR 1375W 3755 Swenson Avenue N1051 Tower View Drive 1431 Opus Place 38 Eastwood Drive 510 N.17th Avenue 3223 Gateshead Drive 550 N.Commons Drive
Invitation No: 11-029 Linton,IN 47441 St.Charles,IL 60174 GreenviNe,WI 54942 Suite 400 Suite 100 Suite A Naperville,IL 60564 Suite 116
Date of Opening:5/5/11 Downers Grove,IL 60515 So.Burlington,VT 05403 Wausau,WI 54401 Aurora,IL 60504
Department: Building Maintenance
Description Amount Amount Amount Amount Amount Amount Amount Amount
Scope 1
Arc-Flash Assessment of Public Works&City Had S 10,287.00 S 10,240.00 S 14.300.00 S 26,540.00 S 37,600.00 $ 22,500.00 S 48,804.00 $ 80.200.00
Scope 2
Building Survey of ail other City Buildings S - S 10,613.00 S 13,200.00 S 9.400.00 S 20,800.00 $ 49,000.00 S 22,743.00 S 35,100.00
Scope 3
Program Development&Training to meet NFPA 70E S 2,850.00 5 1,900.00 S 11,000.00 $ 2,900.00 S 4,900.00 S 5,000.00 S 15,954.00 S 5,400.00
Grand Total $ 13,137.00 $ 22,753.00 $ 38,500.00 $ 38,840.00 $ 63,300.00 S 76,500.00 $ 87,501.00 S 120,700.00
•
IL
ELGIN
THE CITY IN THE SUBURBS
DATE: September 2, 2011
TO: Rich Hoke, Building Maintenance Superintendent
FROM: Jennifer Quinton, Deputy City Clerk
SUBJECT: Resolution No. 11-149, Adopted at the August 24, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. 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.
• Bums & McDonnell Engineering Company for 2011 Aic-Flash Study and Related
Services