R2009-96 AUTHORIZING SECOND AMENDMENT TO AGREEMENT WITH HANSON PROFESSIONAL SERVICES, INC.

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Apri120, 2009—Council approved Resolution R2009-52 authorizing Amendment 1 to the Hanson Professional Services agreement. The work added by Amendment 1 includes the rehabilitation of the mechanical systems that raise and lower the sluice gates on the north side of the dam, replacing the seals for the Bascule Gates and Sluice Gates, and the removal of non-functioning heating units , along the Bascule Gates. Amendment 1 was for a fee not to exceed $26,700 for a total fee of $110,100. Summary of the Major Construction History of Lake Decatur Dam Appendix A provides a brief summary of past improvements to the Lake Decatur Dam. Current Project Status The 2009 Dam Repair Project is currently out for bid. The bid opening is scheduled for June 19, 2009 and will be brought before the City Council on July 6. The estimate for the construction project is $1,410,000. A budget amendment may be sought at the time of construction contract approval depending upon the actual bids received. Current Design Services Agreement The Lake Decatur Dam is a Class 1 structure, as classified by the Illinois Department ofNatural Resources. This classification indicates that failure of the dam would have a high probability of causing loss of life and/or substantial economic loss. As a condition of the Operating Permit, the City is required to undertake annual inspections. The annual inspections typically identify maintenance issues that need to be addressed in future capital projects. On January 20, 2009, the City Council authorized a design services agreement with Hanson Professional Services (of Springfield, IL) to develop detailed design drawings and prepare construction documents for a rehabilitation project to address the recommendations contained in the annual inspection reports for the past five years. The original scope of work for this agreement identified four general groups of improvements that were needed: 1. Repairs to the training wall between gated outlet works and spillway 2. Repairs to north and south sections of the spillway 3. Repairs to south abutment and training walls 4. Repairs to the gated outlet structure. On Apri120, 2009, the City Council authorized Amendment 1 to the design services agreement to add work addressing concerns identified in a detailed inspection of the dam. The work added by Amendment 1 includes the rehabilitation of the mechanical systems that raise and lower the sluice gates on the north side of the dam, replacing the seals for the bascule gates and sluice gates, and the removal ofnon-functioning heating units. Staff recommends authorizing Amendment 2, which provides the following assistance during the bidding process and the construction phase: 1. Respond to requests for information by contractors as they review the bid documents. 2. Review the contractor's bids and determine the qualifications of the low bids. 3. Provide a written recommendation to the City of Decatur of the apparent lowest, responsible bidder. 4. Attend the pre-construction meeting to discuss the project with the contractor. 5. Assist the City in providing construction observation which will include visiting the site approximately three (3)times per week, for a duration of 22 weeks. Page � 2