1988-06-06 - Resolution 1988-35 - APPROVING A LETTER AGREEMENT FOR ENGINEERING SERVICES PROVIDING FOR TECHNICAL ASSISTANCE IN PERFORMING AND EVALUATING BUILDING PLUMBING INSPECTIONSRESOLUTION NO,88-35
A RESOLUTION APPROVING A LETTER AGREEMENT FOR ENGINEERING SERVICES
PROVIDING FOR TECHNICAL ASSISTANCE IN PERFORMING AND EVALUATING BUILDING
PLUII1BING INSPECTIONS
WHEREAS, the Village of Buffalo Grove is commi tted to taking the
measures necessary to cost effectively insure the protection of the
environment, and;
I/HEREAS, an agreement for consulting engineering services is
necessary in order to assist in the accomplishment of Sewer System
Evaluations in accordance with the recormended procedures of the
l,letropolitan Sanitary District of creater Chicago;
NO}.l, THEREF0RE, BE IT RES0LVED, b.y the Village President and
Board of Trustees of the Village of Buffalo Grove, Cook and Lake Count.ies,
I I l inois as folIows:
I. The expense rates and limits for services identified in
the proposal dated May 19, 1988 re: "Building Inspection"
submitted by Donohue and Associates, Inc., are hereby
accepted.
2. The Village President is hereby authorized and directed to
execute the acceptance portion of the proposal . A copy of
said letter proposal is attached hereto and made a part
hereof.
AYES:
NAYES:
ABSENT:
PASSED:
6 Marientha . Glover. Reid. Shi elds -shJ f rin . Mafhi es
0 - None
0 - None
June 6
APPR(]VED:
1988
ATTEST:
a9e res en
(** fn. :8,""8;,1
VilIald Clerk
Donohue
David P. Tulp, P.EVice President
,M
J. Thonas Rowlett, P. E.
Senior civil Engineer
DPT/JTR:rurv
enc3 As noted
T069 /P/AA3
Donohue & Associates, lnc
250 East Devon, Suite 150
PO. Box 9
Itasca, lllinois 60143
The expense rates and l-inits denoted
in this proposaf are herebq accepted
for the Vil of Buffafo Grove
Bq:
Verna L. C lagton
viflage P-resident
Date: June 6, 1988
Uay 19, 1.988
Village of Buffalo crove
50 Paupp BoulevardBuffalo Grove, IL 60090
ya
Attn: Mr. Gregory P. BoysenDirector of Public Works
Re: Building Inspection
Dear Mr. Boysen:
Donohue & Associates, Inc. is pleased to submit this proposat toassist the vil-Iage in performing building inspections. Donohue
has conducted many studies sinilar to this and has had great
success in identifying sources of clearwater into sewer systems.
We beLieve you will find our approach to be effective and cost-efficient; supplying the information necessary to reduce theoverall problen of clearwater in the sanitary sewer system.
Should you have any questions concerning this proposal, please donot hesitate to contact us.
Very truly yours,
DONOHUE & ASSOCIATES, INC.
\\s'
Engineers & Architecls
312-773-8210 lelelax 312-773-4034
vv
REI,ATED EXPERIENCE
Donohue has been involved with numerous building inspectionprograms in the past ten years related to the identification and
removal of clearwater sources fron the sanitary sewer system. onthese projects, over 1L5,OOO individual building units wereinspected and evaluated with respect to clearwater connections tothe sanitary sewer system. we have seLected three representativeproject which are described below.
Mt. Pro S DEC t. fllinois - Buildinc Inspect ion
As part of the Village,s clean water reduction efforts, abuil.ding inspection progran was initiated to determine thedischarge point of building foundation drainage systens. A totalof approxinately 5,000 buildings were inspected by Donohue. Theinspections included a ninimun of two initial inspection attenptsduring the hours of Lo:OO a.n. to 8:oO p.m. and scheduled
appointments nade by residents, not hone during earlier attenpts.
Donohue developed public relations naterials for this project.careful detaiL to public relations enabted the program to beconpleted with nininun disruption to and objections fron theresidents. Approxinately 99 percent of all buildings rrereinspected. Dye tests at selected buildings were also conductedto verify the foundation drainage discharge point.
A total of 514 cleanrater sunp punps lrere found discharging tothe sanitary sewer, and an additional 730 gravity foundationdrains were found to be connected.
Mr. clen R. Andler
Deputy Director of Public works
100 S. Emerson StreetMt. Prospect, IL 60056
312/392-6000
M lwaukee etroDolitan sewerao e District Mil wauk ee Wi scons int
Field work comrnenced i
1980 on a SSES for tMetropolitan Sewerage
The approximate scopebuildings, 48,500 nasanitary sewer, floo
cl eaning/televis ing 2,
of 1978 and was concluded in rnid-connunities served by the Milwaukee
ct , including the City of l,lilrraukee.
SSES consisted of inspecting 85,OOO, smoke testing 10,7OO,OOO feet of
2,500,000 feet of storm sewer, and0 feet of sewer.
n Julyhe 27
Di striof the
nhol es
ding
000,00
The . rnanagernent and engineering for conducting the SSES wasprovided by a consortj,um of six consulting engineering firms,assisted by additional subconsultants ind - subcontiactors.
t
2
Donohue had a lead role in manageuent of the project by staffingthe positions of group manager and project managrer, as weII aiapproxinately 20 key technicat and support technician positions.
Donohue was in charge of the building inspection phase.
Donohue's project duties included development and conductingtraining programs, scheduling of field cr-ws, data control andprocessing for cataloging, storing and retrieving data, and eval-uation of data.
IiIr. Patrick Marchese, P.E.Progran Director
735 N. Water Street
I!{ilwaukee, WI 53202
4L4/278-3958
Green Bav, Wisconsin - Buildinq Inspection
Donohue assisted the City of creen Bay in their building inspec-tion progran of approxirnately 21,ooo units. on this project,-theactual inspections rrere scheduled and conducted Ly Ltre city.Donohue was j.nvolved with the data processing, evaluation andreporting aspects of the project.
On this project, one solution which was inplenented, consisted ofa nini-storn sewer netrrork uhich collected sunp pump discharges.Four, six and.eight inch tightweight (generalty plasLic; pipe wasinstatled behind the curb to pici up-sump punp- dischaiqi ii.,"=.Each homeowner was required to bury their sunp pump dischargeline and connect to the rnini-storn sewers. ihLse- nini-stornsewers were then routed to the nearest available full-size stornsewer for ultinate disposal . This process was very instrunentalin reducing the overall clearwater Lontribution, wirile providingthe added and significant benefit of very few reconnections tothe sanitary systen. We have found, througl our experience, thatmerely disconnecting a foundation drain or sunp punp from thesanitary sener systen does not necessarily indicate- th;t it willrernain out of the sanitary systen. A-positive disconnectionpoint nust be provided in oraei to naintain the effectiveness ofany repairs. Our experience in designing repairs to this partic-ular clearwater problen has given us a unique insight into ttreoverall problero.
Mr. Frank Dadam, p. E.
100 N. Jefferson Streetcreen Bay, WI 5430L
414/ 497 -3721
PROJECT APPROACH
A. Proiect Start-up lteetinq
Under this task, the project manager and principal-in-chargewill rneet with Village personnel to discuss the overallprogran. This discussion will include a review of existing
and required maps, records, address listings, normal residentmailings or utility bill rnailings, and other related informa-tion. Donohue personnel will be introduced and the method oforganj.zation, data collection, inspection items, dataanalysis and reporting will be discussed.
At the start-up neeting, Donohue will bring a prelininaryproject development plan. This plan will identify a scheduleof rrork tasks and responsibil ities required to neet theproject milestones and objectives. This plan rri1l berevierred and nodified as a result of discussion rrith Vitlagepersonnel at the start-up neeting.
3'froIt is estinated that the total program r.ril1 includeffte+buildings .
B. Traininq
..tv
n)
Under this task, Donohue !ri1l develop a training program toinstruct Village staff inspectors on the correci proceduresof conducting the building inspections. Both classroorn andin-field job training will be conducted. The classroon ses-sions will include a slide-augmented presentation and hand-outs. Additionally, a training nanual rri1l be provided toeach inspection crew rrhich provides detailed instructionsrelated to how the inspections are to be conducted and formsconpleted.
During the field inspection start-up, the trainer will accom-pany each crew in the fieId, as needed, to ensure that theinspectors are knowledgeable in the subject matter. Thistraining activity rrould be provided only if the villagepersonnel. would be perforning the inspections.
We have attached a few selected pages of training manualsused for other projects in the Related Experience Seation.
3
c Relat
Under this task, Donohue wiLl develo
program to keep residents inforrned ofobjectives. The prograrn will include:
p a public relationsthe program and its
l-Developroent and printing of a clearwater informationalhandout. Our costs are based on providing the handoutfor nailing with a village utility bill or other norroalrnailing. we have assumed that the mailing cost andenvelope inserting will be conpleted by village staff.If this is not desirable by the Vi11age, a separatenailing undertaken entirely by Donohue can be providedat extra cost.
Development of a specific building inspection leaflet tobe utilized by the field crews when contacting resi-
dents .
Developrnent of a nelrspaper article and two project
updates which will be sent to local newspapers, radiostations, and horneowners associations. A list of appro-priate lrroups will be obtained fron the Viltage anddiscussed at the start-up meeting,
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3
Conduct infornational neetings with
homeowners associations to explaindetail. These presentations wiIIpresentation and handouts.
local groups orthe progran ininclude a slide
fn Related Experience Section, ue have included sampLepublic relation inforrnation utilized on past projects.
D. Inspection Prooran
Presented below, we have detailed the
sequence of events which would be invotvedcollection progran.
various tasks andin the actual data
1 Obtain a listing of building addresses to be included inthe inspection progran. A conputer tape or hard copywill be needed. we have based our costs on re-enteringthe building addresses on our conputer. A cost savings
can be realized if a computer tape or disc-tisting canbe provided by the ViIIage.
Obtain a Village map which identifies the location of
each building by address. Each building address will beassigned a basin identification number which will be
used to subdivide the Village into smalLer sized units.
2
4
we suggest that the subbasinsbasis of this, however, otheroption can be util ized.
used in the SSES be the
methods at the Village's
3 Pre-address the building inspection forms. The forBswill be sorted into groups based on the basin identifi-cation nunbers. Typical inspection itens include:
Basin identification number.
Address of the building.
T)T)e of building, ietc.e., single-fanily, two-fanily,
Foundation type.
Type of sunp punp and discharge point.
Nunber and discharge points of dorrnspouts.
Type of illegal conditions that exist or aresuspected to exist, including foundation drains,yard drains, driveway drains, etc.
Existence of backwater prevention devices.
Flooding history.
Building age.
a
b
c
d
e
f
g
4
h
i
j
A third attenpt would then be cthese homes. This atternpt should bday of the week bethreen 5:Oo p.n.Saturday between 9:00 a.n. and B:o
Schedule technician inspections. I{e would recommendeach inspection crew be provided rrith approxinately 70pre-addressed forns daiIy. A first caII to each resi-dence should be attenpted between the hours of noon to5:00 p.n. A second call on the sane day should beattenpted betrreen the hours of 5:OO to B:OO p.n. Wewould anticipate 60 to 25 percent of the initial70 hones would be conpleted after this first day ofinspection. At the end of this day, the conpteted formswould be processed. The inconplete forms would be heldfor reinspection.
being the preferred time. AII foto Donohue for processing at this t
onducted for each ofe done on a differentto 8:O0 p.n. or on a0 p.n. , with Saturday
rms would be provided
irne .
5
Donohue lri1l then identify those units not completedsend a letter to the individual home requesting that
homeowner schedule an inspection appointrnent withVi11age. A specific day or day(s) will be identified soas to keep the appointnents concentrated in a relativelysmall geographic area. We would reconmend the appoint-
ments be logged by a Village receptionist or secretaryon a forn provided by Donohue.
and
the
the
E
5. For the pilot progran, only nfirstrr and rrsecondr inspec-tion attempts rril1 be conducted. Any rithirdri or addi-tional attempts rrill be postponed until the 19BBprogram. In order to achieve the 2OO home pilotsanpling desired by the Vi11age, Donohue wiII attemptinspection at 3OO homes in the Village. Our e4)eriencein other conmunities indicates that, of these 300 homes,
we will likely be able to inspect 180 Eo 225 on thefirst or second attenpt. Inspection cost shall be basedonly upon the actual nunber of inspections conpleted.
Data Review and Analysis
Under this task, Donohue will review and analyze the datacollected. The specific tasks would include:
1. Review each forn as conpleted by crews for conpl.etenessand accuracy. Forns not conplete or suspect of problenswill be returned for reinspection.
Ke)rpunch building inspection forns for input into aconputer data base systen for conpilation, sorting,analysis and data presentation. At conpletion of theproject, all data can be supplied on tape or disketteform for transfer to the Villagers conputer system. Asample building inspection conputer output frorn aprevious project is attached.
Prepare a final report which documents the buildinginspection prograrn and presents the recornrnendations foicorrective action including Vitlage and/ or homeownerpaid solutions, for alternative corrective actions. Thereport will be conpteted within GO days of the end ofthe field data collection and in a format acceptable tothe llSDGC.
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3
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RESPONSIBILITTES OF THE VTLI,AGE
This proposal is based on the village providing the following at
no cost to Donohue:
L Provide one (1) person within the village
completed rrork and to coordinate scheduling ac
computer interfacing and personnel needs.
Building address listing or computer tape
showing building and/ or address locations.
tori accept
vities,
and naps
3. Envelope stuffing and nailing of public relations rnater-ials.
PRoJEcr cosr (+v
l\)'As requested, a Pilot Study t/t)"of 2oo buildings will be undertakenin 1987. The renaining
'ff,{€o'
buildings will be inspected inL988. Presented below is d listing of the costs related to thethree (3) alternatives of data collection. The PiLot Study will
be conpleted under Alternative trAtr. The rernaining work for L988is at the Village's option with an approach that most fits their
needs .
Alternat ive Donohue perforning field and office tasks.
2
Alternat ive
rrArr _
rrBrr _
AlternativerrCrl
Pilot Study - (200+ Building):
Project start-up and Public Relations,Articles, FIi,ers: Per Diem Not-to-Exceed Fee
6 Public l{eetings: Per Dien Not-to-Exceed Fee
Training Progran: Per Dien Not-to-Exceed Fee .
Alternative rrArr . .
Alternative rrBrr
Donohue perforrning office support and
supplying one of the needed two-person techni-cian's tean with the village supplying the
second technician per crew.
Donohue performingr office support and trainingfor Village crews and Donohue furnishing oneperson for coordination of field crews
progress .
$27.0o/unit
$3,850
$2,400
$L, 02o
i24.2s/'ull.iL
S17. solunit
$s.3slunitAlternative rrCrr
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It should be noted that the tine of year in which this project isbeing undertaken wilt affect the total project duiation andsuccess rate. The optinun tirne to conduct these inspecti.ons isduring the sunner rnonths, when the 1ongest daylight periodsexist. We have found honeowners are nore reluctant to atlowinspectors into their hornes if it is dark outside. Additionatty,it is not possible to accurately perform the exterior inspectioirsto identify downspouts and yard drains if it is dark oulside orsnow cover exists. We have also found that winter inspectionsand the wet conditions which nay exist nake entry nore difficultdue to the possible soiling of interior floors by inspectors.
PROJECT SCHEDULE
SUCCESS RATE
CaII
lst & 2nd
1st, 2nd & 3rd (if Saturday)
1st, 2nd & 3rd (if weekday)
4th Saturday
Scheduled Appointurent
The success rate of number of buildings inspected wiII dependupon the number of attenpts nade, tining of inspections (connit-nent to Saturday inspections) and public relations. we havegenerally found that 9O+8 of the homes can be inspected by a uellorganized progran. Ilpical inspection ratel by cltf arepresented below:
Typical
Success
Rate I
70*
90*
858
95*
KEY PERSONNEL
Donohue has assenbled a highly qualified project tean from ourstaff of more than 80o with both managerial and technical exper-tise as welI as specialized building inspection experience.Below, we briefly summarize the project nenbers responsibilitiesand gualifications. An organizational chart and detliled resurDesare included in the following pages.
Ton Rowlett, P.E., will serve as client liaison, as part ofDonohue,s senior nanagement, ur. Rowlett will ensure the success-fuI conpletion of this project. Ur. Rowlett has been involvedwith numerous SSES and building inspection programs and is inti-nately farniliar with the l,fSD ICAP option and its irnplications.
Tom woIf, P.E., will serve as the project nanager. His profes-sional background spans nore than 14 years ind inclules thenanagenent, planning, evaluation, and design of selrer systems.Mr. WoIf was involved with the l,lilwaukee Uetropolitan SewerageDistrict building inspection program of B5; ooo buildingi,discussed earlier in this proposal . He is also faniliar with the
MSD progran by virtue of his invol.venent in the preparation ofthe ICAP reports for various cornrnunities. Mr. wolf will beresponsible for the day-to-day nanagement of the project toensure that the.project neets tine, budget, and guality require-nents, to coordinate the activities of the projeCt tealn nembers,and to naintain contact lrith the ViIIage. Ite wiII also beresponsible for the data evaluation and ieporting phases of theproj ect.
letty Gruning will be the lead supervisor handling the day-to-dayinterface/scheduling of the project. She will be-responsible forpreparing and organizing the inspection sheets for ttre crews,perform the quality control on completed forms. Ms. Gruning wasin cl] arge of these same activitiLs, as well as performing asignificant nunber of inspections on the Ut. prospict buildinginspection program described earl ier.
Roxanne. Sitzberger will be the person responsible for the dataprocessi.ng activities. tts. Sitzberger hai been in charge ofDonohue,s SSES data nanagenent/conputer system for the past eigtrtyears. .She lras responsible for the data processing of each ofthe_projects described earlier in the related experieice section.Additionally, on the Ut. prospect project .ir" assisted thevillage in transferring the alta t; ttreir own cornputer andtrained their personnel in the proper conputer operatin| proced-ures .
ao69/P/AA4
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