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Home My WebLink About19-72 Resolution No. 19-72 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1 WITH BAXTER & WOODMAN, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE DUNDEE AVENUE AND SUMMIT STREET INTERSECTION IMPROVEMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Amendment Agreement No. 1 on behalf of the City of Elgin with Baxter & Woodman, Inc. for professional services in connection with the Dundee Avenue and Summit Street Intersection Improvement Project, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: May 8, 2019 Adopted: May 8, 2019 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT NO. 1 THIS AMENDMENT AGREEMENT NO. 1 is hereby made and entered into this 8th day of May , 2019, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City"), and Baxter& Woodman, Inc., an Illinois corporation (hereinafter referred to as "Engineer"). WHEREAS,the City and Engineer hereto have previously entered into an agreement dated March 6, 2019 (hereinafter referred to as "Original Agreement"), wherein the City engaged the Engineer to furnish certain professional services in connection with the Dundee Avenue and Summit Street Intersection improvements (hereinafter referred to as the "Project"); and WHEREAS, the City has determined that the proposed scope of the Project should be further modified to include the additional Supplemental Professional Engineering Services described herein (hereinafter referred to as "Supplemental Services"); and WHEREAS, the Original Agreement provides for a maximum payment of$125,875.00; and WHEREAS,the parties hereto have determined and agree that the total maximum payment for the Supplemental Services described in this Amendment Agreement No. 1 shall be in the amount of$30,410; and WHEREAS,the changes contemplated by this Amendment Agreement No. 1 are germane to the Original Agreement as signed; and this Amendment Agreement No. 1 is in the best interests of City and is authorized by law. NOW,THEREFORE, for and in consideration of the mutual undertakings provided herein, and other good and valuable consideration,the receipt and sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made part of this Agreement as if fully recited herein. 2. Section 1 of the Original Agreement is hereby further amended by adding a new additional subparagraph D thereto to read as follows: "D. The ENGINEER shall provide the additional engineering services to include design of water main replacement within the limits of the intersection improvements, as outlined and described in Attachment A-1, attached hereto and made a part hereof (hereinafter referred to as the "Additional Supplemental Services"). The ENGINEER shall perform such Additional Supplemental Services as outlined and detailed in Attachment C-1." 3. That Section 2 of the Original Agreement is hereby further amended by adding the following to the end of Subparagraph B: "B. Engineer shall provide the Supplemental Services provided for in Amendment Agreement No. 1 in accordance with the schedule outlined herein and detailed in Attachment B-1." 4. That Section 4 of the Original Agreement is hereby amended by adding the following paragraph E and Payment Schedule to read as follows: "E. For services described in Attachments A-1,Engineer shall be paid at an hourly rate for the classifications of personnel who perform work on this Project; provided, however,that Engineer shall be paid a total maximum fee of$ 30,410.00 for the services to be provided pursuant to this Amendment Agreement No. 1, regardless of the actual time or actual costs incurred by the Engineer unless substantial modifications and scope of work are authorized in writing by the City and approved pursuant to a further written amendment to this Agreement. The total fees to be paid to the Engineer pursuant to the Original Agreement and this Amendment Agreement No. 1 total $156,285.00. The detailed basis of the additional fee associated with Amendment Agreement No. 1 is included in Attachment C- 1 and is based on hourly rates of personnel utilized." Payment Schedule for Supplemental Services ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE DATE %COMPLETE OF WORK COMPLETE VALUE 5/31/2019 20% $ 6,082.00 $ 6,082.00 6/30/2019 40% $ 12,164.00 $ 6,082.00 7/31/2019 60% $18,246.00 $ 6,082.00 8/31/2019 80% $24,328.00 $ 6,082.00 9/31/2019 100% $30,410.00 $ 6,082.00 Total 100% $ 30,410.00 5. That except as amended in this Amendment Agreement No. 1 the Original Agreement shall remain in full force and effect. 6. That in the event of any conflict between the terms of the Original Agreement and the provisions in this Amendment Agreement No. 1, the provisions of this Amendment Agreement No. 1 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement No. 1 as of the date and year first written above. CITY OF IN CONSULTANT By: By: City Manager Its Vice President Attest Attest: illtAL City Cler Its Deputy Secretary ATTACHMENT A-1 WATER MAIN REPLACEMENT PROJECT DESCRIPTION The Project includes replacement of approximately 3,000 lineal feet of water mains along Summit Street and Dundee Road. The Project limits along Summit Street extend from approximately 400- feet east of Dundee Road to 250 feet west of Dundee Road. The Project also includes replacement of water mains along Dundee Road, extending from 150-feet south of Seneca Street to Enterprise Street. The Project will include interconnections with existing water mains, new fire hydrants, water services, and valves. The water main replacement improvements will be incorporated into the plans and specifications for roadway improvements. WATER MAIN REPLACEMENT SCOPE OF SERVICES 12. WATER MAIN REPLACEMENT • Contract Plans and Documents: Utilize topographic survey drawings prepared for roadway plan design. Prepare plan drawings showing the general scope, extent and character of water main replacement work. Provide detailed CAD drawings of water mains and appurtenance locations and construction requirements. Create utility general notes, details, schedule of quantities, and designer instructions to contractors. Incorporate water main replacement drawings into the Preliminary (60%), Pre-final (95%) and Final (100%) roadway plans. • Site Visits: Conduct site visits by designer of water mains to clarify utility locations, select routes and locations for new pipe, and investigate pipe installation methods. • Specifications: Prepare water main replacement special provisions in accordance with City guidelines to specify items not covered by the Standard Specifications for Road and Bridge Construction. • Estimate of Cost and Time: Prepare an opinion of probable construction cost for the water main improvements to be incorporated into the roadway improvement opinion of probable cost. • Permit Applications -IEPA/DPWS: Submit the design documents to the IEPA Department of Public Water Supply for a permit to construct, own, and operate the Project. • Manage Project: Plan, schedule, and control the activities that must be performed to complete the utility replacement project including budget, schedule,and scope. Coordinate with City and project team to ensure the goals of the project are achieved. ATTACHMENT B-1 PROJECT SCHEDULE TASK DATE Receive Notice to Proceed April 17, 2019 Preliminary Design Review Meeting April 30, 2019 Submit Pre-final Plans and Estimate to City May 31, 2019 Pre-final Design Review Meeting June 7, 2019 Public Meeting June 27, 2019 Submit Final Contract Documents to City July 15, 2019 Final Plans, Specifications and Estimate of Cost Meeting July 31, 2019 Final Plans, Specifications and Estimate of Cost to City August 31, 2019 Construction Bid Letting January 23, 2020 Award Contract (first reading) February 5, 2020 Award Contract(second reading) February 19, 2020 Attachment C-1 Plan Number: 180496.40 Plan Name: City of Elgin-Summit/Dundee Intersection Imps Planned Hrs Planned Labor Compensation Reimb Total Level Emo Bill Fee Allowance Compensation 12 Water Main Replacement 236.00 $ 30,310.00 $ 30,310.00 $ 100.00 $ 30,410.00 12.01 Contract Plans and Documents 176.00 $ 22,080.00 $ 22,080.00 $ - $ 22,080.00 Mark Kolczaski 24.00 $ 3,840.00 Kaitlin Kublank 80.00 $ 9,600.00 Ursula Botsch 72.00 $ 8,640.00 12.02 Site Visit 4.00 $ 640.00 $ 640.00 $ 100.00 $ 740.00 Mark Kolczaski 4.00 $ 640.00 12.03 Specifications 24.00 $ 2,900.00 $ 2,900.00 $ - $ 2,900.00 Mark Kolczaski 4.00 $ 640.00 Kaitlin Kublank 16.00 $ 1,920.00 Barbara Tobin 4.00 $ 340.00 12.04 Estimate of Cost and Time 6.00 $ 960.00 $ 960.00 $ - I $ 960.00 Mark Kolczaski 6.00 $ 960.00 12.05 Permit Applications-IEPA 14.00 $ 1,810.00 $ 1,810.00 $ - $ 1,810.00 Steve Verseman 4.00 $ 680.00 Kaitlin Kublank 8.00 $ 960.00 Barbara Tobin 2.00 $ 170.00 12.06 Manage Project 12.00 $ 1,920.00 $ 1,920.00 $ - I $ 1,920.00 Jason Fluhr 4.00 $ 640.00 Mark Kolczaski 8.00 $ 1,280.00 BAXTERcS OODMAN �`fnn .itinn my r.rr