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Home My WebLink AboutContract - Environmental Consultants - IEPA Stage 2 Investigation Service Center Fuel Island Replacement Project 1.27.25 -4.30.25 $20,850 To: Luke Stowe, City Manager From: Edgar Cano, Public Works Agency Director Lara Biggs, City Engineer Stefanie Levine, Senior Project Manager Subject: Single-Source Award with Eagle Environmental Consultants, LLC for IEPA Stage 2 Investigation associated with the Service Center Fuel Island Replacement Project Date: January 3, 2025 Recommended Action: Staff recommends approval of a $20,850.00 single-source contract with Eagle Environmental Consultants, LLC (3809 Illinois Avenue, Suite 300, St. Charles, Illinois 60174) to provide IEPA required Stage 2 Investigation services for the Service Center Fuel Island Replacement Project. Funding Source: Funding is provided from the Capital Improvement Fund 2024 General Obligation Bond (Account 415.40.4124.62145-623007). The project budget was set at $1,700,000 and there is a remaining balance of $82,188. It is expected that the cost of these services will be partially reimbursed by the IEPA. Summary: On February 12, 2024, the City Council approved award of the Service Center North Fuel Island Replacement Project to Stenstrom Petroleum Services Group. As a subcontractor to Stenstrom, Eagle Environmental Consultants, LLC (Ea gle) provided environmental engineering services for the project including soil testing/analysis. On March 27, 2024, staff executed a $8,500 single-source contract with Eagle to perform IEPA reimbursement processing for storage tank and contaminated soil removal through the Leaking Underground Storage Tank Fund . On October 28, 2024, the City Council approved a single-source award with Eagle to perform IEPA required Stage 1 Investigation services to evaluate potential lead/gasoline and diesel contamination based on the facility’s age and historic use of the underground storage tank system. Analysis: Following completion of the Stage 1 Investigation, it has been determined that additional testing (Stage 2) to more accurately define soil contamination at four of the Stage 1 Memorandum Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 boring locations is required. If the contamination is sufficiently defined through this additional effort, Eagle will prepare and submit a Site Investigation Completion Report to the IEPA. The IEPA will then have 120 days to approve the Si te Investigation Completion Report. If approved by the IEPA, Eagle will then prepa re and submit a Corrective Action Completion Report to the IEPA and request a No Further Remediation letter to complete the process. The scope of work for the Stage 2 Investigation includes soil testing, chemical analysis, report preparation, and related consulting. Eagle’s total anticipated cost for these services is $20,850.00 which is partially reimbursable by the IEPA. Depending on the findings, Eagle has indicated that additional environmental services beyond the Stage 2 Investigation may be required to prepare the Site Investigation Completion Report. Should additional environmental work be required, staff will work with Eagle to assess those services and costs for approval. Eagle has provided the project’s environmental services to date, making them uniquely familiar with this project. Staff therefore recommends approval of a single-source award to Eagle Environmental Consultants LLC in the amount of $20,850.00. Legislative History: On February 12, 2024, the City Council approved an award of the Se rvice Center North Fuel Island Replacement to Stenstrom Petroleum Services Group. On March 27, 2024, staff executed a $8,500 single-source contract with Eagle Environmental Consultants LLC to perform reimbursement processing for storage tank and contaminated soil removal through the Leaking Underground Storage Tank Fund. On October 28, 2024, the City Council approved a single-source award with Eagle to perform Stage 1 Investigation services. Approved by: ________________________________________ Luke Stowe, City Manager Attachments: Vendor proposal Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 01 / 15 / 2025 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Luke Stowe 01 / 15 / 2025 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 SOLE/ SINGLE SOURCE JUSTIFICATION (Requester completes Section A and B) SECTION A – SOLE/SINGLE SOURCE PURCHASE: Complete if sole/single source purchase is $2,500 or over, AND competition is not available. Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere. PO No. (if applicable): Amount: | Date: Supplies/Services Required (be specific): Proposed Vendor Name and No: _______________________________________ Requested by: (Name and Signature) _________________________________________ Prepared by: (Name and Signature) I certify that justification/ information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request . Dept. Name/ Ext: Check One: The requested supply/service is a sole/single source procurement due to: AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor. COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor. REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and is available from only original equipment manufacturer or designated servic e dealer. OTHER Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to support the justification: SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above justification/information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request. ___________________________________________________ ______________________________ (Name and Signature of Requester) (Date) _________________________________________________ ______________________________ (Name and Signature of Department Director) (Date) SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER: Based on the information provided in Section A and attached supporting documents, I concur / do not concur (see below) with purchase to be a Sole Source. Do not concur for the following reason(s): (Name and Signature of Purchasing Manager or Authorized Designee) (Date) X Levine, Stefanie Digitally signed by Levine, Stefanie DN: E=SLevine@cityofevanston.org, CN="Levine, Stefanie", OU=Public Works Administration, OU=Public Works, OU=COE Users, DC=local, DC=cityofevanston, DC=org Date: 2025.01.03 15:25:26-06'00' Levine, Stefanie Digitally signed by Levine, Stefanie DN: E=SLevine@cityofevanston.org, CN="Levine, Stefanie", OU=Public Works Administration, OU=Public Works, OU=COE Users, DC=local, DC=cityofevanston, DC=org Date: 2025.01.03 15:26:19-06'00'1/3/25 Levine, Stefanie Digitally signed by Levine, Stefanie DN: E=SLevine@cityofevanston.org, CN="Levine, Stefanie", OU=Public Works Administration, OU=Public Works, OU=COE Users, DC=local, DC=cityofevanston, DC=org Date: 2025.01.03 15:25:36-06'00' 1/3/25 Stage 2 Environmental Investigation for Service Center Fuel Island Public Works/8043 See attached memorandum. Eagle Environmental Consultants, LLC $20,850.00 01 / 15 / 2025 Doc ID: 3c30da123e4306369ffb386a83cec60f57e94fd6 Contract with Eagle Environmental Consultants for IEPA Stage...... SC_-_enviro..._2_memo.doc and 2 others 3c30da123e4306369ffb386a83cec60f57e94fd6 MM / DD / YYYY Signed 01 / 15 / 2025 15:37:21 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 01 / 15 / 2025 15:59:15 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 01 / 15 / 2025 16:02:35 UTC-6 A new document has been created based off of an existing document with ID 3c30da123e4306369ffb386a83cec60f57e94fd6 IP: 66.158.65.76 01 / 15 / 2025 16:02:35 UTC-6 Edited by Lolita Thomas (lthomas@cityofevanston.org) IP: 66.158.65.76 01 / 15 / 2025 16:02:35 UTC-6 Signature request resent by Lolita Thomas (lthomas@cityofevanston.org) IP: 66.158.65.76 01 / 15 / 2025 16:05:11 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.226.57 01 / 15 / 2025 17:42:17 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 76.136.85.191 01 / 15 / 2025 20:35:55 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 76.136.85.191 The document has been completed.01 / 15 / 2025 20:35:55 UTC-6 Contract with Eagle Environmental Consultants for IEPA Stage...... SC_-_enviro..._2_memo.doc and 2 others 3c30da123e4306369ffb386a83cec60f57e94fd6 MM / DD / YYYY Signed