2007-270
r
RESOLUTION NO. 2007- 27.
A RESOLUTION APPROVING AN ENGINEERING SERVICES AGREEMENT
RELATED TO A COMPREHENSIVE WATER SYSTEM STUDY UPDATE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and,
WHEREAS, the Village desires to proceed with the completion of a Comprehensive
Water System Study Update;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, LAKE AND COOK COUNTIES,
ILLINOIS as follows:
Section 1: The attached agreement entitled "Engineering Services Agreement" related
to a Comprehensive Water System Study Update is hereby approved.
Section 2: The Village President and Village Clerk are hereby authorized and directed
to execute the agreement. A copy of said agreement is attached hereto and made a part
hereof.
AYES
NAYES:
4 - Braiman, Berman, Trilling, President Hartstein
0 - None
ABSENT: 3 - Glover, Kahn, Trilling
PASSED:
September
10
2007
APPROVED:
September
10
, 2007
Approved:
oe
Village President
ATTEST:
Villa Clerk
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VILLAGE OF BUFFALO GROVE, ILLINOIS
2007 COMPREHENSIVE WATER SYSTEM UPDATE
ENGINEERING SER VICES AGREEMENT
THIS AGREEMENT is made this day of , 2007, by and
between the Village of Buffalo Grove, Illinois, hereinafter referred to as the VILLAGE, and
Baxter & Woodman, Inc., Consulting Engineers, hereinafter referred to as the ENGINEERS,
for engineering services required by the VILLAGE for the Comprehensive Water Study
Update, hereinafter referred to as the PROJECT.
WITNESSETH that in consideration of the covenants herein, these parties agree as
follows:
SECTION 1. The PROJECT consists of reviewing the existing water system and
updating the existing water system model, as more completely described in Exhibit A,
attached hereto. After written authorization by the VILLAGE, the ENGINEERS shall
provide professional services for the PROJECT. These services will include serving as the.
VILLAGE's representative in all phases of the PROJECT, providing consultation and
advice, and furnishing customary engineering services, as enumerated in Exhibit B, attached
hereto.
SECTION2. The VILLAGE shall compensate the ENGINEERS for the professional
services enumerated in Exhibit B hereof as follows:
2.1 The ENGINEERS' fee for the study described in Exhibit B, Sections 1 through
11 shall be reimbursement for all actual direct employee compensation, overhead and
expenses which will not exceed $25,910, plus a fixed fee of $3,750, for a total not -to- exceed
fee of $29,660 for readiness to serve and profit, ENGINEERS' Project No. 070907.30.
2.2 The ENGINEERS' fee for the study described in Exhibit B, Section 12 shall be
reimbursement for all actual direct employee compensation, overhead, and expenses which
will not exceed $1,548, plus a fixed fee of $367, for a total not -to- exceed fee of $1,915 for
readiness to serve and profit, ENGINEERS' Project No. 070907.31.
2.3 The ENGINEERS' fee for the study described in Exhibit B, Section 13 shall be
reimbursement for all actual direct employee compensation, overhead, and expenses which
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will not exceed $1,736, plus a fixed fee of $412, for a total not -to- exceed fee of $2,148 for
readiness to serve and profit, ENGINEERS' Project No. 070907.32.
2.4 The ENGINEERS' fee for the study described in Exhibit B, Section 14 through
16 shall be reimbursement for all actual direct employee compensation, overhead, and
expenses which will not exceed $2,952, plus a fixed fee of $698, for a total not -to- exceed fee
of $3,650 for readiness to serve and profit, ENGINEERS' Project No. 070907.33.
SECTION 3. The parties hereto further mutually agree:
3.1 The VILLAGE shall obtain from others and furnish to the ENGINEERS
complete legal descriptions and plats of property surveys for the PROJECT which shall
include, but not be limited to, location and staking of all necessary property lines and
corners, public rights -of -way and secured easements, and zoning and deed restrictions.
3.2 The ENGINEERS may submit requests for periodic progress payments for
services rendered. Payments shall be due and owing by the VILLAGE upon receipt of the
ENGINEERS' invoice for services. Payments to the ENGINEERS after 60 consecutive
calendar days from the date of the ENGINEERS' invoice for services shall include an
additional late payment charge computed at an annual rate of twelve percent (12 %) from
date of the ENGINEERS' invoice in accordance with the terms and provisions of the Local
Government Prompt Payment Act, Illinois Compiled Statutes, Ch. 50, Sec. 505, et. seq.; and
the ENGINEERS may, after giving seven (7) days written notice to the VILLAGE, suspend
services under this Agreement until the ENGINEERS have been paid in full all amounts due
for services, expenses, and late payment charges as provided in such Act.
3.3 This Agreement may be terminated, in whole or in part, by either party if the
other party substantially fails to fulfill its obligations under this Agreement through no fault
of the terminating party; or the VILLAGE may terminate this Agreement, in whole or in
part, for its convenience. However, no such termination may be effected unless the
terminating party gives the other party (1) not less than ten (10) calendar days written notice
by certified mail of intent to terminate, and (2) an opportunity for a meeting with the
terminating party before termination. If this Agreement is terminated by either party, the
ENGINEERS shall be paid for services performed to the effective date of termination,
including reimbursable expenses. In the event of contract termination, the VILLAGE shall
receive reproducible copies of Drawings, Specifications and other documents completed by
the ENGINEERS.
3.4 The ENGINEERS agree to hold harmless and indemnify the VILLAGE and
each of its officers, agents and employees from any and all liability claims, losses, or
damages arising out of or alleged to arise from negligence in the performance of the services
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under this Agreement, but not including liability that may be due to the sole negligence of
the VILLAGE or other consultants, contractors or subcontractors working for the VILLAGE,
or their officers, agents and employees.
The VILLAGE agrees to hold harmless and indemnify the ENGINEERS, and each of
their officers, agents and/or employees from any and all liability claims, losses, or damages
arising out of or alleged to arise from negligence in the performance of the services under
this Agreement that may be due to the sole negligence of the VILLAGE or other consultants,
contractors, or subcontractors working for the VILLAGE, or their officers, agents and/or
employees.
The VILLAGE shall indemnify and hold harmless ENGINEER and its officers,
directors, partners, employees, and agents and ENGINEER's Consultants from and against
all claims, costs, losses, and damages caused by, arising out of or relating to the presence,
discharge, release, or escape of Asbestos, PCBs, Petroleum, Hazardous Waste, or
Radioactive Material at, on, under or from the Project site.
The VILLAGE acknowledges that the ENGINEER is a Business Corporation and not
a Professional Service Corporation, and further acknowledges that the corporate entity, as
the party to this contract, expressly avoids contracting for individual responsibility of its
officers, directors, or employees.
The VILLAGE and ENGINEERS agree that any claim made by either party arising
out of any act of the other party, or any officer, director, or employee of the other parry in the
execution or performance of the Agreement, shall be made solely against the other party and
not individually or jointly against such officer, director, or employees.
3.5 For the duration of the PROJECT, the ENGINEERS shall procure and maintain
insurance for protection from claims under worker's compensation acts, claims for damages
because of bodily injury including personal injury, sickness or disease or death of any and all
employees or of any person other than such employees, and from claims or damages because
of injury to or destruction of property including loss of use resulting therefrom, alleged to
arise from the ENGINEERS' negligence in the performance of services under this
Agreement. The VILLAGE shall be named as an additional insured on the ENGINEERS'
general liability insurance policy. The limits of liability for the insurance required by this
Subsection are as follows:
(1) Worker's Compensation: Statutory Limits
(2) General Liability
Per Claim: $1,000,000
Aggregate: $2,000,000
(3) Automobile Liability
Combined Single Limit: $1,000,000
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(4) Excess Umbrella Liability
Per Claim and Aggregate:
(5) Professional Liability
Per Claim and Aggregate:
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$4,000,000
$2,000,00053,000,000
3.6 Notwithstanding any other provision of this Agreement, and to the fullest extent
permitted by law, the total liability, in the aggregate, of the ENGINEERS and their officers,
directors, employees, agents, and any of them, to the VILLAGE and anyone claiming by,
through or under the VILLAGE, for any and all claims, losses, costs or damages whatsoever
arising out of, resulting from or in any way related to the PROJECT or the Agreement from
any cause or causes, including but not limited to the negligence, professional errors or
omissions, strict liability or breach of contract or warranty express or implied of
ENGINEERS or their officers, directors, employees, agents or any of them, hereafter
referred to as the "VILLAGE's Claims ", shall not exceed the total insurance proceeds
available to pay on behalf of or to the ENGINEERS by their insurers in settlement or
satisfaction of VILLAGE's Claims under the terms and conditions of ENGINEERS'
insurance policies applicable thereto, including all covered payments made by those insurers
for fees, costs, and expenses of investigation, claims adjustment, defense and appeal.
3.7 The ENGINEERS are responsible for the quality, technical accuracy, timely
completion, and coordination of all Designs, Drawings, Specifications, Reports, and other
professional services furnished or required under this Agreement, and shall endeavor to
perform such services with the same skill and judgement which can be reasonably expected
from similarly situated professionals.
3.8 The VILLAGE may, at any time, by written order, make changes within the
general scope of this Agreement in the services to be performed by the ENGINEERS. If
such changes cause an increase or decrease in the ENGINEERS' fee or time required for
performance of any services under this Agreement, whether or not changed by any order, an
equitable adjustment shall be made and this agreement shall be modified in writing
accordingly. No service for which an additional compensation will be charged by the
ENGINEERS shall be furnished without the written authorization of the VILLAGE.
3.9 All Reports, Drawings, Specifications, other documents, and magnetic media
prepared or furnished by the ENGINEERS pursuant to this Agreement are instruments of
service in respect to the PROJECT, and the ENGINEERS shall retain the right of reuse of
said documents and magnetic media by and at the discretion of the ENGINEERS whether or
not the PROJECT is completed. Reproducible copies of the ENGINEERS' documents and
magnetic media for information and reference in connection with the use and occupancy of
the PROJECT by the VILLAGE and others shall be delivered to and become the property of
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the VILLAGE upon request; however, the ENGINEERS' documents and magnetic media are
not intended or represented to be suitable for reuse by the VILLAGE or others on additions
or extensions of the PROJECT, or on any other project. Any such reuse without verification
or adaptation by the ENGINEERS for the specific purpose intended will be at the
VILLAGE's sole risk and without liability or legal exposure to the ENGINEERS, and the
VILLAGE shall indemnify and hold harmless the ENGINEERS from all claims, damages,
losses and expenses including attorneys' fees arising out of or resulting therefrom. Any
furnishing of additional copies and verification or adaptation of the ENGINEERS'
documents and magnetic media will entitle the ENGINEERS to claim and receive additional
compensation from the VILLAGE. Magnetic media are furnished without guarantee of
compatibility with the VILLAGE's software or hardware, and the ENGINEER's sole
responsibility for such media is to furnish replacements of defective disks within 30 days
after initial delivery.
3.10 Any provision or part thereof of this Agreement held to be void or
unenforceable under any law shall be deemed stricken, and all remaining provisions shall
continue to be valid and binding upon the parties. The parties agree that this Agreement
shall be reformed to replace such stricken provision or part thereof with a valid and
enforceable provision which comes as close as possible to expressing the intention of the
stricken provision.
3.11 This Agreement contains and embodies the entire and integrated agreement
between parties hereto and supersedes all prior negotiations, representations, or agreements,
either written or oral.
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IN WITNESS WHEREOF, the parties hereto have caused the execution of this
Agreement by their duly authorized officers as of the day and year first above written.
BAXTER & WOODMAN, INC. VILLAGE OF BUFFALO GROVE,
ILLINOIS
By c-Ale
President /CEO
Date of Signature
(SEAL)
ATTEST:
Secretary
Attachment
CAG:py 07/17/07, Rev. 08/16/07
By ' /A
President
Date of Signature
ATTEST:
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VILLAGE OF BUFFALO GROVE, ILLINOIS
2007 COMPREHENSIVE WATER SYSTEM UPDATE
EXHIBIT A
PROJECT DESCRIPTION
The project consists of the following:
' Review and analysis of existing water system including water system
capacity and site evaluations.
• Completion of C- factor testing and updating of existing WaterCAD water
model. Evaluation of existing system using water model. Determine
future water system demands and evaluation of infrastructure
improvements required to support future water system.
' Prepare study report with exhibits and opinions of probable cost
summarizing existing system analysis and future system
recommendations.
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2007 COMPREHENSIVE WATER SYSTEM UPDATE
EXHIBIT B
SCOPE OF SERVICES
STAGE I — PROJECT INITIATION
1. CONDUCT PROJECT KICK -OFF MEETING - A PROJECT kick -off meeting
with VILLAGE staff and the PROJECT team will be held for the 2007
Comprehensive Water System Update Project. The purposes of the meeting are to
establish clear lines of communication and establish the VILLAGE's detailed
needs, objectives and goals for the development and utilization of the water model
and existing and future water system improvements plan. A list of needed
information, PROJECT schedule and future meeting dates will also be discussed.
2. MANAGE PROJECT - Plan, schedule, and control the activities that must be
performed to complete the 2007 Comprehensive Water System Update Project.
These activities include but are not limited to budget, schedule and scope. Submit
a weekly status report via email that describes the tasks completed that week and
outlines the goals for the following week.
STAGE II — DISTRIBUTION SYSTEM REVIEW
3. REVIEW OF INFORMATION /COLLECTION OF DATA (AS AVAILABLE)
• Your ideas, suggestions and input.
• Digital copy of existing WaterCAD Model, including any recent changes
and improvements to the water distribution system.
• Engineering reports previously completed on the water system.
• Water consumption records, including flow history from receiving
stations, pumping stations and water billing data.
• List of known problem areas (low pressure, high pressure, poor water
quality, low fire flow, etc.).
4. EVALUATE THE CAPACITY AND EQUIPMENT AT ALL EXISTING
FACILITIES
• Conduct site visits at each pump station with VILLAGE staff.
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' Review descriptions of existing receiving stations, pumping stations,
storage facilities and standard operating procedures for the water system.
STAGE III - WATER MODEL DEVELOPMENT
5. DETERMINE EXISTING WATER DEMANDS - Evaluate the existing water
demand using water consumption records. Work with VILLAGE personnel to
"fine tune" water usage in various areas of the VILLAGE. Review existing
model to ensure it is calibrated with existing demand information.
6. UPDATE WATER SYSTEM COMPUTER MODEL
• Perform C- Factor Tests — Perform "distribution stress tests" by flowing
hydrants in specific areas to determine the existing pipe roughness ( "C"
Coefficient) and assist in the model calibration. The hydrant tests involve
measuring flows from selected hydrants throughout the water system. A
minimum of five C- Factor tests will be conducted with the assistance of
VILLAGE personnel.
' Update Existing Water Model — Use the C- factor test results and
feedback from VILLAGE staff regarding any system changes to update
and recalibrate the existing WaterCAD model. Calibrate the model by
using the C- Factor tests and adjust the model until the field and model
data match within certain limits. Typically, the accuracy will be 1 psi
during average static conditions and 5 psi ( + / -) during stress testing.
In the event that attempts to calibrate the model reveal unexpected and
unknown field conditions, it may be necessary to make a field
investigation into why the model will not calibrate, i.e., locate closed
valves in the system, and conduct additional flow tests. This additional
work will be performed on a "Cost -Plus" basis in addition to the original
Engineering Fee.
7. CONDUCT DISTRIBUTION SYSTEM ANALYSIS SCENARIOS - The
following is a list of recommended scenarios that will provide the information
most critical to the current needs. Maximum day demand conditions will be
simulated for all scenarios. Exhibits will be prepared to clarify the scenario
analysis.
' Define Optimum Pressure Setpoints — The VILLAGE's WaterCAD
model will be used to analyze and determine the optimum pumping station
pressure setpoints to maximize efficiency for the VILLAGE's water
operations. We will meet with VILLAGE staff to review system
operations and any difficulties maintaining adequate system pressure. The
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model will be used to evaluate pressures at the pumping stations under
average and maximum day demands and identify the optimal pressure for
system operations. One important aspect of the pressure evaluation is the
consideration of the pressures required for RPZ valves on services
throughout the VILLAGE.
■ Effect of NWC Supply Loss — Utilizing the basic model and engineering
experience, determine the effect on the Village of Buffalo Grove
distribution system in the event that the Northwest Water Commission
(NWC) Lake Michigan feed is lost for an extended period of time.
' Areas of excessive head loss or high velocities — Utilizing the basic
model, determine pipes with excessive head loss or high velocities which
may require replacement of pipes or paralleling with larger diameter pipes.
• Areas with pressures below 40 psi or exceeding 100 psi during peak
demands — Utilizing the basic model, determine if areas of low or
excessively high pressure exist and determine possible solutions.
■ Available fire suppression flow rates — Utilizing the fire flow analysis
portion of the program, determine fire suppression flow rates. In
accordance with IEPA regulations, the fire suppression rates will be based
' on a system wide datum of 20 psi. Regardless of the location throughout
the distribution system, the development of the fire suppression flow rate
will be halted should system pressure decrease to 20 psi.
■ Operation of the system during tank maintenance — Determine the
effect on the distribution system by removing an existing tank for
maintenance. Test and recommend alternatives for operation.
8. FUTURE SYSTEM ANALYSIS
■ Determine Future Water Demands — We will project population
demands and determine 2020 water use demands using VILLAGE -
recognized development trends.
■ Determine Future Storage and Pumping Needs — We will evaluate the
water demands and project future recommended storage and pumping
capacities. If required, storage tank geometry, size and location will be
evaluated including means to minimize pumping and maximize efficient
electricity use.
■ Conduct Preliminary Assessment Meeting — We will meet with
VILLAGE staff to review our preliminary assessment of the water system
and the results of the WaterCAD modeling efforts. We will incorporate
your thoughts and input as we continue to analyze the necessary system
improvements for future water use.
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STAGE IV — STUDY REPORT
9. PROVIDE RECOMMENDATIONS FOR DISTRIBUTION SYSTEM
IMPROVEMENTS — The results of the existing system analysis, evaluation of
alternatives, opinions of probable costs estimates, recommendations, and
prioritized list of selected alternatives will be prepared as part of the PROJECT.
10. SUBMIT DRAFT REPORT — Five (5) copies of a draft report summarizing the
results of the analysis, evaluation of alternatives, opinions of probable costs
estimates, recommendations, and prioritized list of selected alternatives for both
the existing system and future requirements will be prepared and submitted to
VILLAGE staff for review. The analysis will include evaluation of the existing
water supply, water storage and transmission mains, and the infrastructure needed
to support future demands. We will meet with the VILLAGE solicit comments
from VILLAGE staff regarding the draft report and incorporate their comments
and suggestions into the final report. The draft report will include color -coded
maps showing the results of the simulations, reports indicating fire flows and
pressures at the junction nodes, and recommendations for future water mains,
wells, pumping stations and storage tanks to serve the developing areas. Opinions
of probable capital Construction costs estimates will be included for the
recommended improvements.
11. SUBMIT FINAL REPORT — Ten (10) copies of the final report will be prepared
and submitted to the VILLAGE. The final report will be presented to VILLAGE
staff and VILLAGE council.
OPTIONAL
STAGE V — CONTROL SYSTEM MODIFICATIONS
12. EVALUATE CONTROL SYSTEM AND PRESSURE SET POINT
MODIFICATIONS — The VILLAGE currently uses pressure set points at the
pumping stations for pump control. An alternative to this is to use pressure set
points in the distribution system for pump control. We will use the upgraded
water model to evaluate pressure scenarios and determine the optimum locations
for pressure controls in the distribution system. We will prepare a summary of our
findings and a recommendation for future control consideration.
STAGE VI — PUMP PERFORMANCE EVALUATION
13. PUMP PERFORMANCE EVALUATION — Evaluate the performance of each
pump relative to the design curves to determine efficiency and if upgrades are
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needed. Review of pump performance may result in maximization of pump
efficiency and energy savings.
STAGE VII — ANALYZE WATER MAIN BREAKS
14. ANALYZE MAIN HISTORY - We understand the VILLAGE experiences about
50 main breaks a year. The model is used in conjunction with water main break
locations to identify critical mains in the system and each main is ranked for
future replacements. This can be a useful tool when planning for infrastructure
improvements in the VILLAGE. Analyze the water main break history for the
previous 5 years, in conjunction with selected information from the basic model,
to prioritize water main replacement. Compile existing VILLAGE data including
main break and service leak records and assign a location for each break to a pipe
segment in the water model.
15. CONDUCT WATER MODEL SCENARIO - Use the water model to identify
areas of high flow or increased friction head loss during maximum day
conditions. Utilize the results of the model and the patterns or treads that may
occur based on the break records. Assign a flow and friction to each pipe segment.
16. DEVELOP WATER MAIN REPLACEMENT RANK - Develop a water main
replacement rank for each pipe segment based on break frequency (number of
breaks), flow rate and friction headloss on a water system atlas map. The results
of the main replacement map graphically depict the location of each pipe segment
and its associated water main replacement rank. The replacement rank map is a
useful tool.
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