===== PDF PAGE 4 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEEI AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 21-R-0074 - Contract Amendment #1- COMMITTEE AGENDA DATE: September 9, 2021RJN Group, Inc. for Professional Engineering Design COUNCIL AGENDA DATE: September 20, 2021 Services Related to the Sanitary Lift Station #5 Replacement Project STAFF REVIEW: Mehul Patel, P.E. , CFM, Director of Public Works ..... APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_ _ _______ _ ITEM SUMMARY: The City's Sanitary Lift Station #5, located at 344 S. Neltnor Boulevard, collects sanitary sewage from an area bounded by Wilson Avenue (west), Washington Street (north), Prince Crossing Road (east) and Blair Street (south), and pumps said sewage to the gravity sanitary sewer system on Main Street. In addition to gravity sewer flows, City-owned Sanitary Lift Stations #7 and #12, and the private lift station at the Main Park Apartments, all pump sanitary sewage to Sanitary Lift Station #5 making this a critical facility. Sanitary Lift Station #5 and its associated forcemain were originally constructed circa 1968.The sanitary forcemain for Lift Station #5 is 53-year-old cast-iron pipe that has far exceeded its useful life. The condition of the cast-iron forcemain is weak, and the combination of age and the chemical properties of raw sewage have resulted in holes and cracks forming in the pipe. Multiple breaks have occurred in this forcemain pipe, specifically in the area of the METRA Station. The most recent breaks were in January 2014, May 2018, August 2019, and October 2019, culminating with the City replacing 400' of the 1,200' total feet of forcemain due to its deteriorating condition. A condition assessment conducted after the breaks in 2015 indicated a replacement or rehabilitation of the existing forcemain is required. City staff investigated both avenues with assistance from RJN Group, Inc. (RJN) of Wheaton, Illinois. To rehabilitate the forcemain, City staff sought pricing from several contractors to install a liner in the existing forcemain (engineer's cost estimate was approximately $750,000). Unfortunately, the City received no bids/price quotes. In March 2018, under the City's Administrator's spending authority, RJN was hired to perform preliminary engineering design/evaluation services related to the replacement of Sanitary Lift Station #5. Services included, but were not limited to, preparation of site boundary and topographical survey, evaluation and determination of required lift station pump size and cycle time(s), evaluation and determination of electrical improvements and required back-up generator size, evaluation and determination of required SCADA improvements, evaluation and determination of required easements and/or property acquisition, development of alternative lift station designs, and development of a preliminary engineer's estimate of construction costs. In October 2018 (Resolution 18-R-0083) Council approved a Contract with RJN Group, Inc. of Wheaton, Illinois, for an amount not to exceed $96,630.00, for professional engineering design and bidding assistance services related to the Sanitary Lift Station #5 Replacement Project. ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO In March 2019, with most of the design work completed, the City started the process of finalizing the routing of the forcemain, including necessary easement acquisition. The proposed route involved utilizing part of the Union Pacific Railroad Right-of-Way. On March 8, 2019, Union Pacific personnel responded to the City's routing request by asking West Chicago to purchase easements from the Railroad to install the new forcemain pipe. This put the project on hold while City staff asked the Railroad to waive the easement costs and various alternatives were presented to the Railroad. After months of review by the railroad, Union Pacific staff responded in June 2021 with a new set of requirements for the installation of the forcemain and removed the easement acquisition cost. The new requirements included changing the forcemain material and installing the line in casing pipe. This would substantially increase the cost of the project as well as future maintenance costs. After receiving the railroad's comments, staff directed RJN to review possible routing alternatives. These alternatives were presented to Public Works staff in June 2021. An alternative route (Option A) was found and selected which would not utilize railroad right-of-way. This route was rejected during the preliminary design phase due to possible restoration costs and other utility conflicts. However, with the new requirements, this route is now the most cost effective option. Due to the new forcemain route, additional surveying and design will be needed to complete the engineering. RJN has submitted Amendment #1 of its 2019 Contract to complete the redesigned forcemain route for an amount not to exceed $18,000. After this is completed, the design of the station will be complete and the project can go out to bid in December 2021. It is staff's recommendation that Amendment #1 be approved with RJN Group, Inc. for professional engineering design services related to the 2019 Sanitary Lift Station #5 Replacement Project for an amount not to exceed $18,000. The above referenced engineering design services will be paid for using Sewer CIP Funds (05-34-43- 4806), in which $150,000 has been budgeted, and remains available, in FY2021 for Lift Station #5 Engineering and Inspection. The project is currently scheduled to let in January 2022 with final construction to start in the spring of 2022. ACTIONS PROPOSED: Approve Resolution No. 21-R-0074 authorizing the Mayor to execute a Contract Amendment #1 with RJN Group, Inc. of Wheaton, Illinois, in an amount not to exceed $18,000 for a revised contract amount of $114,630.00, for professional engineering design and bidding assistance services related to the Sanitary Lift Station #5 Replacement Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] RESOLUTION NO. 21-R-0074 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AMENDMENT WITH RJN GROUP, INC. FOR PROFESSIONAL ENGINEERING DESIGN AND BID ASSISTANCE SERVICES RELATED TO THE SANITARY LIFT STATION #5 REPLACEMENT PROJECT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract Amendment for Professional Engineering Design and Bid Assistance Services related to the Sanitary Lift Station #5 Replacement Project, between the City of West Chicago and RJN Group, Inc., for an amount not to exceed $18,000, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of September 2021. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] Exhibit A CllY OF WEST CHICAGO, ILLINOIS AMENDMENT NO. 1 FOR LIFT STATION 5 FINAL DESIGN WITH RJN GROUP. INC. In accordance with the AGREEMENT for Sanitary Lift Station #5 Replacement Project Phase II dated October 22, 2018, between the City of West Chicago, Illinois (hereinafter called OWNER) and RJN GROUP, INC. (hereinafter called ENGINEER), OWNER hereby authorizes ENGINEER to proceed with the following services: Section I - Project Description Under the AGREEMENT, the OWNER retained RJN Group to provide final design services for replacement of the lift station. The design plans were substantially completed and then provided to the Union Pacific Railroad (UPRR) for comment. It has since been determined that the forcemain route will not be approved by the UPRR and will need to be revised. Section 11 - Scope The ENGINEER shall provide engineering services related to the new forcemain route per Exhibit A utilizing the procedures identified in the original Scope of the AGREEMENT. Section Ill - Time of Service ENGINEER will proceed with providing the services set forth herein immediately upon execution of this Authorization. Section IV - Compensation OWNER shall compensate ENGINEER for providing these additional services a total sum not-to- exceed $18,000 on a time and materials basis per the rate schedule in the AGREEMENT. All prices will remain firm for the initial term of the Agreement period. Any de- escalation/escalation in prices will be made on an annual basis thereafter at the sole discretion of the OWNER. Requests for price adjustments must be made by the ENGINEER in writing at least 60 days in advance. The baseline for determining price adjustments will be based upon the closing date of the solicitation. All requests for price increase or decrease are subject to review and DCN: OP-CON-02-20-R2 Page 1 of 4 R1605-CAC ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] AMENDMENT (Cont.) approval by the ENGINEER. The maximum increase will have a ceiling of 10% annually and a net ! decrease of 10% annually. Changes in prices shall be based on the U.S. Bureau of Labor Statistics, Employment Cost Index, average increase o~ decrease for the most recent calendar year (see http:Uwww.bls.gov/ECI; update with the appropriate ECI Index, CIU1010000100000A and Management, Professional, and Related). DCN: OP-CON-02-20-RS Page 2 of 4 R1605-CSC ===== PDF PAGE 9 ===== [Extraction: OCR (rendered-page OCR)] AMENDMENT (Cont.) In consideration of the mutual covenants and Agreements herein contained, the OWNER and ENGINEER stipulate and agree that the Agreement for Sanitary Lift Station #5 Replacement Project Phase II dated October 22, 2018, is hereby amended as described in Exhibit A, attached hereto and made part of this agreement. All other provisions of the original Agreement remain in full force and effect. IN WITNESS THEREOF, the parties hereto have caused this AGREEMENT to be executed this, day of 20 AUTHORIZED BY: City of West Chicago, Illinois By: Name: Michael L. Guttman Title: __ City Administrator Date: ACCEPTED BY: RJN Group, Inc, on PL cchool Qt ttog Name: Mckee W. Yue Title: SEplor Vee bores, ae: swe 8/3/2) END OF AMENDMENT DCN: OP-CON-02-20-R5 Page 3 of 4 R1605-CSC ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] AMENDMENT (Cont.) EXHIBIT A-ADDITIONAL SCOPE OF SERVICES The following scope of services will be provided in addition to the scope of services in the AGREEEMENT: • Complete topographic survey of new forcemain route • Obtain JULIE locates for the new forcemain route and incorporate into the Contract Plans • Revise the Contract Plans to incorporate the new forcemain route • Revise the lift station calculations based on the new forcemain route to determine if any modifications need to be made to the pumps and/or electrical components. • Revise the lift station and electrical plans as needed. • Update the opinion of probable construction cost to incorporate the changes. DCN: OP-CON-02-20-RS Page 4 of 4 R1605-CSC ===== PDF PAGE 11 ===== [Extraction: OCR (rendered-page OCR)] MH 1174 O. Existing Forcemain Current Design === Proposed Forcemain Option A === Option B ===