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Home My WebLink About20-155Resolution No. 20-155 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 2 WITH BAXTER & WOODMAN, INC. FOR SUPPLEMENTAL PROFESSIONAL ENGINEERING 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 5.02.024B(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. 2 on behalf of the City of Elgin with Baxter & Woodman, Inc. for supplemental professional engineering 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:: December 2, 2020 Adopted: : December 2, 2020 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT NO. 2 THIS AMENDMENT AGREEMENT NO.2 is hereby made and entered into this 2nd day of December_, 2020, 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"), and Amendment 1 dated May 8, 2019, 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 Amendment 1 provides for a maximum payment of $30,410, for a total of $156,285; and WHEREAS, the parties hereto have determined and agree that the total maximum payment for the Supplemental Services described in this Amendment Agreement No. 2 shall be in the amount of $18,590, for a total of $174,875; and WHEREAS, the changes contemplated by this Amendment Agreement No. 2 are germane to the Original Agreement as signed; and this Amendment Agreement No. 2 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 E thereto to read as follows: "E. The ENGINEER shall provide the additional engineering services to include investigating utility burial, alternative intersection design analysis, additional staff meetings, coordinating improvements with adjacent Dundee Avenue improvements, and revising Summit Ave to accommodate future bike path, within the limits of the intersection improvements, as outlined and described in Attachment A-2, attached hereto and made a part hereof (hereinafter referred to as the "Additional Supplemental Services"). 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 Additional Supplemental Services provided for in Amendment Agreement No. 2 in accordance with the schedule outlined herein and detailed in Attachment B-2." 4. That Section 4 of the Original Agreement is hereby amended by adding the following paragraph E and Payment Schedule to read as follows: " B. For services described in Attachments A-2, 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 $18,590.00 for the services to be provided pursuant to this Amendment Agreement No. 2, 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, Amendment 1, and this Amendment Agreement No. 2 total $174,875.00. The detailed basis of the additional fee associated with Amendment Agreement No. 2 is included in Attachment C-2 and is based on hourly rates of personnel utilized." Payments for such Additional Supplemental Services shall be made according to the following schedule: Pa ment Schedule for Additional Supplemental Services DATE ESTIMATED COMPLETE ESTIMATED VALUE OF WORK COMPLETE ESTIMATED INVOICE VALUE 1/31/2021 20% $ 4,950.00 $ 3,718.00 2/28/2021 40% $9,900.00 $ 3,718.00 3/31/2021 60% $14,850.00 $ 3,718.00 5/30/2021 80% $19,800.00 $ 3,718.00 5/31/2021 100% $24,750.00 $ 3,718.00 Total 100% $ 18,590.00 That except as amended in this Amendment Agreement No. 2 the Original Agreement and Amendment 1 shall remain in full force and effect. 6. That in the event of any conflict between the terns of the Original Agreement and Amendment 1 and the provisions in this Amendment Agreement No. 2, the provisions of this Amendment Agreement No. 2 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement No. 2 as of the date and year first written above. CITY OF ELGIN CONSULTANT By: By: City Manager Vice President X City Cle Attest: Its Deputy Secretary ATTACHMENT A-2 ADDITIONAL WORK SCOPE OF SERVICES • Utility Coordination: Assist the City with engaging the utility companies within the project limits to investigate costs and impacts of relocating overhead utilities to underground, including field meeting, ROW analysis, and coordination with the City. • Alternative Analysis: Complete an alternative analysis, including horizontal design and traffic capacity analysis, for the east leg of the intersection to analyze the impacts of dual left turn lanes with split traffic signal phasing vs. a single left turn lane utilizing dual signal phasing at the intersection. Investigate design standards for mountable vs barrier median for the different analyses considering the new traffic patterns at the intersection. • Additional Staff Meetings: Attend up to five additional staff meetings due to revised scope and schedule. • Future Bike Path Planning: Revise traffic signal locations and revise three plats of survey to allow for future bike path along the north side of Summit Avenue. • Adjacent Project Coordination: Coordinate with the City's engineering consultant for improvements along Dundee Avenue, north of the project limits. Revise lane widths and taper rates as necessary to ensure improvements match adjacent project. ATTACHMENT B-2 PROJECT SCHEDULE TASK DATE Amendment 2 Approved December 2, 2020 Pre -final Plan Preparation (incl. preliminary Utility Coordination, January 15, 2021 Alternative Analysis, Future Bike Path Planning, and Adjacent Project Coordination) Submit Pre -final Plans and Estimate to City January 15, 2021 Pre -final Design Review Meeting January 31, 2021 Public Meeting February 15, 2021 Final Plan Preparation (incl. Final Utility Coordination, February 28, 2021 Alternative Analysis, Future Bike Path Planning, and Adjacent Project Coordination) Submit Final Contract Documents to City February 28, 2021 ROW Acquisition Complete March 31, 2021 Construction Bid Letting April 15, 2021 Award Contract (first reading) May 5, 2021 Award Contract (second reading) May 19, 2021 ATTACHMENT C-2 PROJECT HOURS AND FEE Level Emp Planned Hrs Planned Labor Compensation Fee Bill Reimb Allowance Total Compensation Overall Project Total 129.00 $ 18,430.00 $ 18,430.00 $ 160.00 $ 18,590.00 1 Utility Coordination 21.00 $ 2,730.00 $ 2,730.00 $ 40.00 $ 2,770.00 Luke Foresman 15.00 $ 1,650.00 Jason Fluhr 6.00 $ 1,080.00 2 Alternative Analysis 37.00 $ 4,910.00 $ 4,910.00 $ 4,910.00 Jason Fluhr 12.00 $ 2,160.00 Luke Foresman 25.00 $ 2,750.00 3 Additional Staff Meetings 36.00 $ 5,620.00 $ 5,620.00 $ 120.00 $ 5,740.00 Lucas Foresman Mark K Jason Fluhr 10.00 $ 1,100.00 8.00 $ 1,280.00 18.00 $ 3,240.00 4 Future Bike Path Planning 22.00 $ 3,390.00 $ 3,390.00 $ 3,390.00 Jason Fluhr 6.00 $ 1,080.00 Anthony Bianchin 6.00 $ 930.00 Robert Lenzini 4.00 $ 720.00 Luke Foresman 6.00 $ 660.00 5 Adjacent Project Coordination 13.00 $ 1,780.00 $ 1,780.00 $ 1,780.00 Jason Fluhr 5.00 $ 900.00 Lucas Foresman 8.00 $ 880.00