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TO: Mayor Richard C. Irvin
FROM: John Hoffmann, P.E., Engineering Coordinator
DATE: March 11, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to execute a 2-year contract with Fehr Graham & Associates, LLC in the amount of $341,560.00 for monthly CSO Monitoring, DMR Reporting and new flow meters.
PURPOSE:
To continue the City's professional services agreement with Fehr Graham to provide Combined Sewer Overflow (CSO) structure monitoring and Discharge Monitoring Reports (DMR) as required by permit.
BACKGROUND:
As part of the Clean Water Act, the Environmental Protection Agency created the National Pollutant Discharge Elimination System which resulted in the creation of several permits for the City of Aurora. To comply with one of these permits, the City was required to create a Long-Term Control Plan (LTCP) that would be implemented over several years to reduce discharges from the combined sewer system into the Fox River and Indian Creek. The City is also required to submit Monthly Discharge Monitoring Reports (DMRs) to the IEPA and USEPA for each Combined Sewer Overflow structure within the City.
Flow meters have been strategically placed at each of the City's 16 CSOs to capture the data that is submitted on the DMR's. Twice a month, flow meter data including discharge volumes and durations is downloaded from each flow meter to develop the reports. This work is currently performed by a consultant who also cleans the meters, replaces batteries and performs other maintenance activities. Due to their knowledge of the CSO system's layout, operations and history, Fehr Graham is uniquely qualified to provide this professional service.
The existing flow meters have reached the end of their useful life. New flow meters will be installed at each overflow structure. During the replacement of these meters, the consultant will also inventory the existing condition of the structures, obtain updated photography and take measurements of key features. The newly installed flow meters have communications via cell service, providing significant cost savings from previous years, as monthly trips to retrieve the data will no longer be needed. The Cipher meter software and ICell cell phone service fees are included in this contract for 2024. The City will be billed separately for 2025 Cipher and ICell services with an anticipated cost of $7,000. We are also providing solar power or shore power to a majority of the flow meters to minimize battery maintenance and improve power reliability. As a result, maintenance will be reduced and our on-going consultant costs will also be reduced.
As a part of the DMRs, event rainfall totals and durations are required. This also makes Fehr-Graham uniquely qualified to perform these services for the City, as Fehr-Graham has their own independent rainfall monitoring equipment located in downtown Aurora; that proximity to our overflows most accurately reflects the rainfall experienced at our overflows and saves additional expenses of having to own our own rainfall metering equipment near the CSOs. Their proximity to the CSOs also allows them to provide service much faster than other firms in the event that urgent maintenance is needed or failures occur during a rainfall event. .
DISCUSSION:
The engineering services of $178,000 and equipment costs of $163,560 can be found in Exhibit A, bringing the total contract amount to $341,560. This project will be completed by the end of December 2025. The 2024 costs of $263,560 is budgeted in 2024 within account 281-1856-512-73-09 (B031) which has a 2024 budget amount of $3,550,000. The remaining $78,000 will come out of the same account in 2025.
IMPACT STATEMENT:
Minimal traffic disruptions are expected during data retrieval. Impacts to traffic and local residents will be kept to a minimum. The Electrical Division will be assisting with the installation of the solar power and shore power to the new flow meters.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute a 2-year contract with Fehr Graham & Associates, LLC of Freeport, IL in the amount of $341,560.00 for monthly CSO Monitoring, DMR Reporting and new flow meters.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Discharge Monitoring Reports of the City's 16 Combined Sewer Overflows are required to be reported monthly as part of the Long-Term Control Plan created by the City to satisfy the permit it holds with the IEPA; and
WHEREAS, the purchase of new meters is required to replace the aging equipment; and
WHEREAS, the new meters will not require field visits to download the data, thereby reducing future contract costs; and
WHEREAS, the attached Exhibit "A" is the agreement with Fehr Graham & Associates, LLC for $341,560.00 which includes $178,000.00 for engineering services and $163,560.00 for equipment; and
WHEREAS, per Sec 2-335 (c) the City may award this project;
WHEREAS, $263,560.00 of the engineering services is budgeted in 2024 within account 510-4063-511-73-13 with the remaining $78,000.00 to be budgeted from the same account in 2025; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is hereby authorized to execute a contract with Fehr Graham & Associates, LLC of Freeport, IL in the amount of $341,560.00 for monthly CSO Monitoring, DMR Reporting and new flow meters.