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R-43-24 Approving Professional Services Agreement Between HR Green, Inc. and the Village of Lemont, Illinois for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist1 418 Main Street Lemont, IL 60439 TO: Village Board Meeting FROM: Ted Friedley, Public Works THROUGH: SUBJECT: A Resolution Approving Professional Services Agreement Between HR Green, Inc. and the Village of Lemont, Illinois for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist DATE: June 10, 2024 SUMMARY/BACKGROUND Staff have been working with HR Green, Inc. to develop and implement a plan for the recently passed legislation by the State of Illinois Environmental Protection Agency regarding replacement of lead service lines. The Village is required to complete Village -wide replacement of lead service lines to meet the Lead Service Line Replacement and Notification Act. The Village is estimating that, in the worst -case scenario, approximately 500 properties will require water service line replacement. Based on the lead service line replacement project plan, 35 lead service lines are planned to be replaced annually. This agreement focuses on Phase 1 of the project plan, which includes design engineering services for 35 lead service line replacements. It should be noted that the quantity of lead service line replacements required for future phases will be based on the confirmed quantity of lead service lines, as determined by the updated lead service line inventory. As outlined in the Agreement, the following deliverables and schedule are included in this agreement. • Notice to Proceed-NTP- April 2024 • Kick-off meeting with client- April 2024 • LSL'R plan checklist completion- April 2024 • Survey and field investigations- June 2024 • Submit 60% design documents to Client- August 2024 • Review meeting for 60% design- August 2024 • Submit 100% final documents to Client- October 2024 • Submit to IEPA for loan approval- October 2024 • Obtain loan commitment- November 2024 • Advertise for bids- November 2024 • Bid opening- December 2024 • Submit bids received information to IEPA for approval- December 2025 • Notice to proceed to contractor after receipt of IEPA approval -February 2025 The proposed agreement authorizes HR Green, Inc. and the Village of Lemont to move forward with this project. The total not to exceed fees for the project are $64,817.00. ANALYSIS This project was not included in the FY25 Budget. It was slated in the Capital Improvement Plan to begin in FY26. Consistency with Village Policy Other Subheadings, as applicable. Please Specify in Analysis Field. STAFF RECOMMENDATION Pass Resolution Approving Professional Services Agreement Between HR Green, Inc. and the Village of Lemont, Illinois for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist BOARD ACTION REQUESTED Pass Resolution Approving Professional Services Agreement Between HR Green, Inc. and the Village of Lemont, Illinois for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist ATTACHMENTS A Resolution Approving Professional Services Agreement Between HR Green, Inc and the Village of Lemont, Illiois for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist.pdf VILLAGE OF LEMONT RESOLUTION NUMBER R-24 A RESOLUTION APPROVING PROFESSIONAL SERIVCES AGREEMENT BETWEEN HR GREEN, INC. AND THE VILLAGE OF LEMONT, ILLINOIS FOR PHASE 1 DESIGN SERVICES FOR LEAD SERVICE LINE REPLACEMENT AND LEAD SERVICE LINES REPLACEMENT CHECKLIST JOHN EGOFSKE, Village President CHARLENE M. SMOLLEN, Clerk JANELLE KITTRIDGE DA VE MAHER KEN MCCLAFFERTY KE VIN SHA UGHNESSY RICK SNIEGOWSKI RON STAPLETON Trustees Published in pamphlet form by authority of the Village President and Board of Trustees of the Village of Lemont on 6-!P2024 RESOLUTION NO. R- -24 A RESOLUTION APPROVING PROFESSIONAL SERVVCES AGREEMENT BETWEEN HR GREEN, INC. AND THE VILLAGE OF LEMONT, ILLINOIS FOR PHASE 1 DESIGN SERVICES FOR LEAD SERVICE LINE REPLACEMENT AND LEAD SERVICE LINES REPLACEMENT CHECKLIST WHEREAS the Village of Lemont, Counties of Cook, Will, and DuPage, Illinois, ("the Village") is a municipality in the State of Illinois with full powers to enact Ordinances and adopt Resolutions for the benefits of the residents of the Village; and WHEREAS, the Village and HR Green, Inc. wish to enter a professional services agreement for Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist as further outlined in the professional services agreement attached hereto as Exhibit A ("Agreement"); and WHEREAS, the Mayor and Board of Trustees find that it is in the best interests of the Village to authorize the Agreement attached hereto as Exhibit A. NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Lemont, Counties of Cook, Will and DuPage, Illinois, as follows: SECTION 1: That the above recitals and legislative findings are found to be true and correct and are hereby incorporated herein and made a part hereof as if frilly set forth in their entirety. SECTION 2: The Mayor and Board of Trustees of the Village of Lemont hereby approve the Agreement with HR Green, Inc. in substantially the same form as attached hereto as Exhibit A, subject to attorney review. SECTION 3: The Mayor and Clerk are hereby authorized, respectively, to execute the Agreement with HR Green, Inc. SECTION 4: This Resolution, and its parts, are declared to be severable and any section, subsection, sentence, clause, provision, or portion of this Resolution that is declared invalid such decision shall not affect the validity of any other portion of this Resolution, which shall remain in frill force and effect. SECTION 5: All Resolutions and Ordinances in conflict herewith are hereby repealed to the extent of such conflict. PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF LEMONT WUNTIES OF COOK, WILL, AND DUPAGE, ILLINOIS, ON THIS 10 DAY OF , 3 Lt 6' 2024. Janelle Kittridge Dave Maher Ken McClafferty Kevin Shaughnessy Rick Sniegowski Ron Stapleton ATTEST: PRESIDENT AND VILLAGE BOARD MEMBERS: AYES: NAYES �J ABSENT: ABSTAIN: JOHN EGOFSKE President Exhibit A Phase 1 Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist Agreement HRGreen. PROFESSIONAL SERVICES AGREEMENT For Lead Services Line Replacement Phase 1: Design Services for Lead Service Line Replacement and Lead Service Lines Replacement Checklist George Schafer, Village Administrator Village of Lemont 418 Main Street Lemont, Illinois, 60439 (630) 257-1550 Mr. Ravi Jayaraman, Senior Project Manager HR Green, Inc. 1391 Corporation Drive, Suite 203 McHenry, Illinois, 60050 HR Green Project Number: 2402475 March 26, 2024 Version 2.3 02052021 1.0 PR{}JECTUNOERSTANDING 2.0 SCOPE {JFSERVICES 3.0 DELIVERABLES AND SCHEDULES INCLUDED |NTHIS AGREEMENT 4.8 ITEMS NOT INCLUDED |NAGREEMENT/SUPPLEMENTAL SERVICES 5.8 SERVICES BYOTHERS 0.0 CLIENT RESPONSIBILITIES 7.8 PROFESSIONAL SERVICES FEE 8.0 TERMS AND CONDITIONS vamion2.3 02052021 Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 March 26, 2024 H RGreen ® Page 1 of 7 THIS AGREEMENT is between VILLAGE OF LEMONT (hereafter "CLIENT") and HR GREEN, INC. (hereafter "COMPANY"). 1.0 Project Understanding 1.1 General Understanding The CLIENT is required to complete Village -wide replacement of lead service lines to meet the Lead Service Line Replacement and Notification Act (Public Act 102-0613). Based on the CLIENT's current lead service line inventory, the CLIENT is estimating that, in the worst -case scenario, approximately 500 properties will require water service line replacement. To date, the Village has received 760 survey responses from residents and 84 have been identified as lead. However, the inventory is not yet complete and there are still hundreds of properties with unknown water service line materials which will require confirmation. . The COMPANY had previously assisted the CLIENT with the development of a Project Plan for lead service line replacement, which included a preliminary phasing plan (Phase 0 through 15). Based on the current lead service line inventory, approximately 35 lead service lines are planned to be replaced annually. This AGREEMENT focuses on Phase 1 of the Project Plan, which includes design engineering services for 35 lead service line replacements. It should be noted that the quantity of lead service line replacements required for future phases will be based on the confirmed quantity of lead service lines, as determined by the updated lead service line inventory. Partial lead service line replacements are prohibited by State law; therefore, if the property owner refuses for the CLIENT to replace the entire service line, the property owner must complete and sign the Illinois Department of Public Health's (IDPH) Waiver of Complete Lead Service Line Replacement. 1.2 Design Criteria/Assumptions • The lead service line replacement shall be designed to follow the most current version of AWWA C810-17: Replacement and Flushing of Lead Service Lines. 2.0 Scope of Services The CLIENT agrees to employ COMPANY to perform the following services: Meetings QA/AC Project Management and Coordination 1. Conduct a virtual kick-off meeting with CLIENT, by Zoom, to review the project scope, schedule, fee, and to discuss key elements. 2. Collect maps, shapefiles, drawings, specifications, reports, and other pertinent information from CLIENT. 3. Provide project management throughout the project duration; project duration is estimated to be approximately 4 months. 4. Provide Quality Control and Quality Assurance services. 5. Review and progress meetings with CLIENT (Limited to 1 review meeting for 60% documents and 1 additional design progress/review meeting at the CLIENT's discretion. A total of two 1-hour Zoom design review meetings are included in the proposal.) Version2.3 02052021 Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 H RGreen . MarchPage 2 of 7 Desiqn Services 1. COMPANY will work with CLIENT to select the 35 properties for Phase 1 of lead service line replacement. 2. Prior to COMPANY initiating field investigation services, CLIENT to obtain written confirmation from each property owner that they agree for CLIENT to replace the entire service line. a. Property owners sign right -of -entry form to allow CLIENT representative to enter home for inspection (confirm material and water meter location) & for entry by contractor during construction. b. If the property owner refuses, the property owner will be asked to sign the IDPH Waiver of Complete Lead Service Line Replacement. Partial replacements (public side only) will be completed for property owners who sign the waiver. 3. Property Survey and Inventory 1. Resident Coordination: CLIENT to contact each individual property owner to schedule a time for the inspection. COMPANY to schedule multiple inspections within the same block to minimize the number of trips required. The CLIENT will provide an initial list of contact information for each address. COMPANY will call in a JULIE design locate with the CLIENT so locates are visible during the time of initial inspection. COMPANY will plan to proceed block by block. CLIENT to mark blocks at a time. 2. Summary Sheet Each Home: COMPANY to create a summary sheet (sample attached) for each home that would include the following: a. Summary of Work b. Existing Conditions c. List of approximate quantities necessary to complete the work d. Applicable photographs e. Aerial map showing the house, address, street name, approximate b-box location, approximate service line location, and watermain location. Show on the aerial map the limits of patches, curb and gutter replacements, and sidewalk replacements. 3. COMPANY to create a summary spreadsheet for all homes that would include the following: a. Street Number b. Street Name C. Property Owner's Name d. Property Owner's Phone Number e. Property Occupant Name (if different than Property Owner) f. Property Occupant Phone Number (if different than Property Owner) g. Service Line Entrance h. Public Service Length i. Private Service Length j. Where does Service Enter the House (N, E, S, W, Center, etc.) k. Where does the Service Enter the House (Front, Side or Rear) I. Picture of Service Penetration Inside the House M. Picture of Meter Location (with location description on the picture) n. Picture of curb stop box to House (with description on the picture) o. Picture towards house from curb stop box or street. p. Additional Pictures of Significance (extensive landscaping, finished basement, difficult access concerns, etc. with descriptions) Version2.3 02052021 ® Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 26, 2024 H RGreen . Mar Page 3 of 7 4. Loan Application and permitting: Prepare and submit IEPA loan application documents. Coordinate with regulatory agencies as needed to obtain necessary permits. 5. Bid specifications per Illinois Environmental Protection Agency (IEPA) Standards: Create a summary of quantities sheet and location map for bidding. Prepare project specific special provisions per IEPA requirements. Detailed plan sheets are not considered necessary and are not included in the scope of services. Provide a pre - final submittal (60) to the CLIENT for review. 6. Meet with CLIENT to review comments on 60% submittal and prepare 100% contract documents. Prepare opinion of probable construction 7. Develop a project schedule for advertisement, bidding and construction completion. 8. Submit 3 hard copy sets of the final bid set drawings and contract documents and a complete electronic set. Lead Service Lines Replacement (LSLR) Plan Checklist The COMPANY will assist the CLIENT with data collection and completing the LSLR Plan checklist for submission to the Illinois EPA. This checklist is due to the IEPA by April 1511, 2024. Bid Phase Services 1. Provide construction documents to prospective bidders. 2. Maintain a record of parties to whom bidding documents have been issued. 3. Correspond with prospective bidders, suppliers, and other interested parties with questions and comments during the bid period. Issue addenda as appropriate to interpret, clarify, or expand bidding documents. 4. Attend bid opening and assist CLIENT with opening of bids. 5. Prepare bid tabulation sheets and distribute to CLIENT and plan holders. 6. Assist CLIENT with evaluation of bids. Prepare a recommendation for award of contract. 7. Prepare construction contract documents and submit to contractor for completion. 8. Review and submit the executed contract documents to CLIENT for approval. 3.0 Deliverables and Schedules Included in this Agreement The Project shall be initiated upon authorization by CLIENT, the estimated project schedule is as follows: 1. Notice to Proceed — NTP......................................................... April 2024 2. Kick-off meeting with CLIENT ................................................... April 2024 3. LSLR Plan Checklist completion ................................................... April 2024 4. Survey and Field Investigations................................................ June 2024 5. Submit 60% design documents to CLIENT ........................... August 2024 6. Review meeting for 60% design...... . ...................................... August 2024 7. Submit 100% final documents to CLIENT ................................. Oct. 2024 8. Submit to IEPA for Loan Approval ............................................ Oct. 2024 9. Obtain Loan Commitment....................................................... Nov. 2024 10. Advertise for Bids.................................................................. Nov. 2024 11. Bid Opening......................................................................... Dec. 2024 12. Submit Bids Received Information to IEPA for Approval....... Dec. 2024 Version2.3 02052021 Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 March 26, 2024 H RGreen . Page 4 of 7 13. NTP to Contractor after receipt of IEPA approval... February 2025 This schedule was prepared to include reasonable allowances for review and approval times required by the CLIENT and public authorities having jurisdiction over the project. This schedule shall be equitably adjusted as the project progresses, allowing for changes in the scope of the project requested by the CLIENT or for delays or other causes beyond the control of COMPANY. 4.0 Items not included in Agreement/Supplemental Services The following items are not included as part of this AGREEMENT: • Property boundary research, including subdivision maps, right-of-way widths, property lines, and property ownership information other than readily available property line information from the County. • Site survey to identify property lines • Replacement of water main, fittings, hydrants, or other water utility infrastructure. • Sidewalk replacement design to meet PROWAG standards. • Sanitary sewer line, sump pump/storm drainage lines, gas, electrical or any other service line replacement. • Easements, easement appraisals, negotiation of easements with property owners, and payment of easements. • Topographic Survey • Hydraulic water modeling and capacity evaluation of the water distribution system • Construction administration services • Construction observation services • Construction staking • Any evaluation or modification to the CLIENT sanitary, watermain, and storm sewer systems. • Any significant roadway replacement and/or modifications other than patching, curb/gutter, and sidewalk replacement associated with the service line replacement. • Preparation or administration of maps, plats, deeds, or easement documents not specifically referenced in the scope of services. • Environmental, archeological, historical, or cultural resources investigations, assessments, tests, studies, and reports. • Meetings with local, State, or Federal agencies to discuss the project. • Appearances at public meetings and public hearings. • Plat of Easement • Plat of Dedication/Highways • Plat of Survey Supplemental services not included in the AGREEMENT can be provided by COMPANY under separate agreement, if desired. 5.0 Services by Others None Version2.3 02052021 Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 March 26, 2024 HRGreen. Page 5 of 7 6.0 Client Responsibilities • Provide access to work sites for COMPANY to perform services. • Pay all permit fees and other required fees associated with the project. • Provide relevant materials, such as maps, drawings, specifications, shop drawings, utility data, shapefiles, O&M manuals, operating data and reports, maintenance data and reports, water quality and reports. • Provide personnel knowledgeable about operations and maintenance of facilities to be available for discussions and to answer questions. • Review all project deliverable documents submitted by COMPANY and provide all comments back to COMPANY within one week, or otherwise as required by the project scope of services and schedule. • Provide GIS data needed for project. • Ask the homeowner to remove items from around the water service line penetration into the house for obtaining clean pictures for use in the Summary Sheet. 7.0 Professional Services Fee 7.1 Fees The fee for services will be based on COMPANY standard hourly rates current at the time the AGREEMENT is signed. These standard hourly rates are subject to change upon 30 days' written notice. Non -salary expenses directly attributable to the project such as: (1) living and traveling expenses of employees when away from the home office on business connected with the project; (2) identifiable communication expenses; (3) identifiable reproduction costs applicable to the work; and (4) outside services will be charged in accordance with the rates current at the time the service is done. 7.2 Invoices Invoices for COMPANY's services will be submitted, on a monthly basis. Invoices will be due and payable upon receipt in accordance with the Illinois Prompt Payment Act 50ILCS 505. If any invoice is not paid within these timelines, COMPANY may, without waiving any claim or right against the CLIENT, and without liability whatsoever to the CLIENT, suspend or terminate the performance of services. 7.3 Extra Services Any service required but not included as part of this AGREEMENT shall be considered extra services. Extra services will be billed on a Time and Material basis with prior approval of the CLIENT. 7.4 Exclusion This fee does not include attendance at any meetings or public hearings other than those specifically listed in the Scope of Services. These service items are considered extra and are billed separately on an hourly basis. 7.5 Payment The CLIENT AGREES to pay COMPANY on the following basis: Version2.3 02052021 Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 March 26, 2024 H RGreen . Page 6 of 7 Time and material (T&M) basis with a Not to Exceed fee of $64,817.00. The breakdown of fee is as follows: Task Fee (T&M basis) Project Management, Meetings, Data Collection from CLIENT $ 3,580.00 Field Investigation $12,579.00 LSLR Plan Checklist $ 3,484.00 Design Phase Services $40,659.00 Bid Phase Services $ 4,515.00 Total $64,817.00 Version2.3 02052021 ® Professional Services Agreement Phase 1: Design Services for Lead Service Line Replacement 2402475 HRGreen . Mar Page 7 of 7 8.0 Terms and Conditions This Agreement is an addendum to and is considered part of the Master Agreement between CLIENT and COMPANY. All terms and conditions contained in that Agreement apply to this Agreement. This AGREEMENT is approved and accepted by the CLIENT and COMPANY upon both parties signing and dating the AGREEMENT. Services will not begin until COMPANY receives a signed agreement. COMPANY's services shall be limited to those expressly set forth in this AGREEMENT and COMPANY shall have no other obligations or responsibilities for the Project except as agreed to in writing. The effective date of the AGREEMENT shall be the last date entered below. Sincerely, HR GREEN, INC. Ravi Jayaraman, PE Approved by: Printed/Typed Name: Title: Principal VILLAGE OF LEMONT Accepted by: Printed/Typed Name:: I Title: 1 / : ( kc/i A Ravi Jayaraman, PE Date: 03-29-24 Date: (o -1 �0 2-- Version2.3 02052021