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00-42 Resolution No. 00-42 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 2 TO AN AGREEMENT WITH BAXTER & WOODMAN, INC. FOR THE OTTER CREEK LIFT STATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY . OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute Amendment No. 2 to a Agreement on behalf of the City of Elgin with Baxter & Woodman, Inc . for design services for the Otter Creek Lift Station/Force Main Project, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: February 23 , 2000 Adopted: February 23 , 2000 Omnibus Vote : Yeas 6 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER-UPSTREAM ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 2 THIS AGREEMENT AMENDMENT NO. 2 entered into this_ day of 2000,by and between the CITY OF ELGIN, an Illinois Municipal Corporation(hereinafter referred to as "CITY"), and Baxter & Woodman, Inc., an Illinois Business Corporation (hereinafter referred to as "ENGINEER"), shall modify that Agreement dated 14 September 1995, as amended by Amendment No. 1 dated 31 August 1998, whereby the ENGINEER was engaged by CITY to perform certain professional services in connection with the preparation of plans, specifications, estimates of cost, bidding and preconstruction award services, and construction related engineering services for the Otter Creek Pumping Station, Force Main, Influent Sewer and Bowes Road Interceptor Sewer-Upstream (hereinafter referred to as "PROJECT"). WHEREAS, the services did not include additional design services to re-design the pumping station site access road to locate the road within the Commonwealth Edison right- of-way at Hopps Road, AND WHEREAS, the CITY desires the ENGINEER to provide final design services for said access road revisions, AND WHEREAS, the services did not include bid assistance services to re-package the Final Design Documents for the pumping station and re-bid the project, AND WHEREAS, the CITY desires the ENGINEER to provide bid assistance services for said re-packaging and re-bidding of the pumping station project, - 1 - BAXTER WOODMAN Consulting Enginrrra AND WHEREAS, the services did not include evaluation of an alternative route for the force main from the pumping station to the existing Bowes Road Interceptor Sewer, AND WHEREAS,the CITY desires the ENGINEER to provide alternative route evaluation services for the force main, AND WHEREAS, the CITY desires to include the payments to the ENGINEER under the Agreement in connection with the design of the access road revisions, the re-packaging and re-bidding of the pumping station project, and the evaluation of the alternative route for the force main. In response to these additional services, certain revisions must be made to the Agreement. In compliance, therefore, the terms and conditions of the Agreement are modified as specifically set out below. All other parts of the Agreement remain unchanged. SECTION I of the AGREEMENT, as amended by AMENDMENT NO. 1,is hereby amended to replace Paragraphs A, B, C, D, E and F with the following Paragraphs A, B, C, D, E, and F: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, hereinafter referred to as the "DIRECTOR". B. The professional services to be provided by the ENGINEER under this Agreement have been divided into two phases as follows: 1. Paragraphs C.1 through C.9 are funded under the lump sum fee identified in Paragraph IV.A. 2. Paragraph D is funded under the not to exceed fee identified in Paragraph IV.E. C. In general, the initial professional services to be performed under this Agreement will consist of the following. B A X T E R _• WOODMAN (wistdlin Eno w e) 1. Preparation of the Final Design Documents of the Otter Creek Pumping Station. The pumping station shall be as described in the Otter Creek Pumping Station - Preliminary Design Report, prepared by the ENGINEER for the CITY and dated October 1993, ENGINEER's Project No. 930630. 2. Preparation of revisions to the Final Design Documents of the Otter Creek Pumping Station to accommodate an increase in the 100-year flood elevation, ENGINEER's Project No. 930630. 3. Preparation of revisions to the Final Design Documents of the Otter Creek Pumping Station to provide the architectural treatment required by the Kane County Forest Preserve District, ENGINEER's Project No. 930630. 4. Preparation of the Final Design Documents of the Otter Creek Force Main. The force main shall extend from the Otter Creek Pumping Station to the Bowes Road Interceptor Sewer terminus manhole located at Randall Road approximately 1,250 feet south of Bowes Road, ENGINEER's Project No. 930849. 5. Preparation of the Final Design Documents of the Otter Creek Pumping Station Influent Sewer. The influent sewer extends approximately 1,400 feet from the Pumping Station site to the confluence of Otter Creek and Fitchie Creek, ENGINEER's Project No. 950510. 6. Preparation of the preliminary line and grade of the Bowes Road Interceptor Sewer - Upstream. The interceptor sewer extends from the Otter Creek Pumping Station Influent Sewer approximately 17,500 feet along Otter Creek and Randall Road to Sandy Creek located about 2,500 feet north of U.S. Route 20, ENGINEER's Project No. 930850. 7. Performance of bidding and preconstruction award services for the Otter Creek Pumping Station,Force Main and Influent Sewer, consisting of the following: - 3 - 6 A X T E R• WOODMAN Cons/thing/-4,44,,rims a. Bid Document Printing b. Bid Document Distribution c. Pre-Bid Meetings d. Bid Evaluations e. Recommendation for Award 8. Preparation of revisions to the Final Design Documents of the Otter Creek Pumping Station to locate the access road within the Commonwealth Edison right-of-way at Hopps Road, ENGINEER'S Project No. 980917. 9. Performance of bid assistance services to re-package and re- bid the Otter Creek Pumping Station, ENGINEER's Project No. 990155. 10. Performance of evaluation services to identify the costs, advantages and disadvantages of an alternative route for the force main from the pumping station to the existing Bowes Road Interceptor Sewer. The route will extend from the pumping station southerly along the entrance road to Hopps Road, easterly along Hopps Road to Randall Road, and northerly along Randall Road to the existing Bowes Road Interceptor Sewer, ENGINEER's Project No. 991027. D. All field construction phase services, including General Construction Administration and Resident Project Representative, for the Otter Creek Pumping Station, Force Main, Influent Sewer, and selected start-up and operational services will be performed after an amendment is authorized to this Agreement. E. A detailed Scope of Services for the design, bidding and preconstruction award services described in Paragraphs C.1, C.4, C.5, C.7, C.8, C.9 and C.10 above is attached hereto as Attachment A. F. A detailed Scope of Services for the additional design services described in Paragraphs C.2 and C.3 above is attached hereto as Attachment A-1. - 4 - B A X T E 10; 4 WOODMAN ConsultingLnginrrrs SECTION IV of the AGREEMENT, as amended by AMENDMENT NO. 1, is hereby amended to replace Paragraphs A,B, C,D, E, F and G with the following Paragraphs A, B, C, D, E, F, G, H, I, J and K: IV. PAYMENTS TO THE ENGINEER A. The CITY shall reimburse the ENGINEER for professional services described in Paragraphs I.C.1 through I.C.10, a lump sum of two hundred and thirty-five thousand eight hundred and thirty dollars ($235,830), regardless of actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within thirty(30) days after receipt and approval of invoice. The total value of said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and the final payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. Final Design Documents Otter Creek Pumping Station $100,000 Force Main 20,000 Influent Sewer 25,000 Bowes Road Interceptor—Upstream 15,000 Subtotal $160,000 Additional Final Design Services Re-design Pumping Station Site $ 10,392 Re-design Pumping Station Building 26,100 Re-design Pumping Station Access Road 12.678 Subtotal $ 49,170 Assistance During Bidding Otter Creek Pumping Station $ 6,500 Re-package and Re-bid 8,660 Force Main 3,000 Influent Sewer 2,500 Subtotal $ 20,660 Evaluation of Alternative Force Main Route 6,000 Total $235,830 B A X T E R - 5 - �. WOODMAN Consulting En�inrrrs C. The ENGINEER shall make necessary arrangements and employ qualified subconsultants for all geotechnical services, subject to approval of the DIRECTOR, for the following work: 1. Geotechnical and soils investigations. 2. Wetlands delineation. 3. Plats of property and easement acquisition. 4. MFT project implementation. The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, an amount not to exceed Forty-Five Thousand Dollars($45,000)without a modification to this agreement by a change order or amendment. D. The total payments by the CITY under this agreement under paragraphs IV.A and IV.0 shall not exceed Two Hundred Eighty Thousand Eight Hundred and Thirty Dollars ($280,830) unless this agreement is modified by a change order or amendment. E. For those services identified under the Scope of Services as Field Construction Phase Services (Section I.D), the fee shall be negotiated between the ENGINEER and the CITY, and this Agreement modified by a change order or amendment, at such time prior to the commencement of the work after a funding appropriation for the project construction has been enacted by the CITY. F. A detailed fee breakdown for the design,bidding and preconstruction award services described in Paragraphs I.C.1, I.C.4, I.C.5, I.C.6 and I.C.7 is attached hereto as Attachment C. G. A detailed fee breakdown for the additional design services described in Paragraphs I.C.2 and I.C.3 is attached hereto as Attachment C-1. H. A detailed fee breakdown for the additional services described in Paragraphs I.C.8, I.C.9 and I.C.10 is attached hereto as Attachment C-2. B A X T E R WOODMAN Cansulliv f_rip neliv All other provisions of the AGREEMENT shall remain in full force and effect. IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN, ILLINOIS By 64-14-1,42 B City Clerk / City Manager (SEAL) For the ENGINEER: fe‘ iP9y Dated this:2E -day of • ea t. .- , A.D., 29@0. ATTEST: BAXTER& WOODMAN, INC. ,2 / � By j(Gt� 17h 1 1--- By GZr� 7 - c y, ,, y Secretary President/CEO (SEAL) H:\PROJ\ELGNC\990156\AMENDMENT NO.2.doc RWB:mk 12/22/99 B A X T E R WOODMAN Coesulii i g higin rn CITY OF ELGIN OTTER CREEK PUMPING STATION,INFLUENT SEWER,FORCE MAIN BOWES ROAD INTERCEPTOR SEWER-UPSTREAM ENGINEERING SERVICES AGREEMENT AMENDMENT NO.2 ATTACHMENT C-2 RE-DESIGN PUMPING STATION ACCESS ROAD HOURS PER EMPLOYEE CLASSIFICATION PRINC. PROJECT PROJECT ELECT. TRAFFIC SURVEY TECH CADD SECR. TOTAL MAN. ENGG. ENGG ENGG COST MEETINGS AND PROJECT MANAGEMENT 14.25 10.5 $ 2,307.00 TOPOGRAPHICAL SURVEY 12.5 6 $ 942.00 CIVIL ENGINEERING 21.25 23.75 22.25 $ 4,995.50 ELECTRICAL ENGINEERING 2.5 $ 230.00 CADD GENERAL 64 $ 3,900.00 SECRETARIAL AND PRINTING 4 $ 170.50 SUBTOTAL $ 12,545 MILEAGE AND SUPPLIES $ 132.80 TOTAL AMOUNT $12,677.80 RE-PACKAGE AND RE-BID THE CONSTRUCTION CONTRACT HOURS PER EMPLOYEE CLASSIFICATION PRINC. PROJECT PROJECT ELECT. CONSTR. SURVEY TECH CADD SECR. TOTAL MAN. ENGG. ENGG ENGG COST MEETINGS AND PROJECT MANAGEMENT 8 4.25 $ 1,157.00 ASSISTANCE DURING BIDDING 33.75 0.25 0.5 2 $ 3,062.50 CIVIL ENGINEERING 17.75 $ 1,491.00 ELECTRICAL ENGINEERING 5 $ 390.00 CADD GENERAL 13.5 $ 873.00 SECRETARIAL AND PRINTING 29.25 $ 1,255.00 ADDENDUM PREPARATION 4.5 $ 378.00 SUBTOTAL $ 8,606.50 MILEAGE AND SUPPLIES $ 53.55 TOTAL AMOUNT $ 8,660.05 EVALUATE ALTERNATIVE FORCE MAIN ROUTE HOURS PER EMPLOYEE CLASSIFICATION PRINC. PROJECT PROJECT ELECT. CONSTR. SURVEY TECH CADD SECR. TOTAL MAN. ENGG. ENGG ENGG COST MEETINGS AND PROJECT MANAGEMENT 4 4 $ 772.00 TOPOGRAPHICAL SURVEY 4 8 8 $ 1,400.00 CIVIL ENGINEERING 16 8 4 $ 2,256.00 ELECTRICAL ENGINEERING 4 $ 360.00 GADD GENERAL 16 $ 1,056.00 SECRETARIAL AND PRINTING 4 $ 176.00 SUBTOTAL $ 6,020.00 MILEAGE AND SUPPLIES $ 70.00 TOTAL AMOUNT $ 6,090.00 105 88 62 90 88 63 68 66 44 •`,��OF-r(ci � Agenda Item No. At,,1 — City of Elgin (0+14.4/LEW January 28 , 2000 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Amendment No. 2 to an Agreement with Baxter & Woodman for the Otter Creek Lift Station/Force Main Design Engineering PURPOSE The purpose of this memorandum is to provide the Mayor and Members of the City Council with information to consider Amendment No. 2 to an Agreement with Baxter & Woodman (B&W) for additional design services for the Otter Creek Lift Station/Force Main Project . BACKGROUND "'' The original agreement with B&W ($207, 000) for the preparation of final plans, specifications, cost estimates and bidding assistance for the subject project was authorized by City Council August 23 , 1995 . Amendment No. 1 added additional design services ($36, 492) to accommodate changes in the flood plain elevations and the exterior appearance of the building. Amendment No. 2 in the amount of $27, 338 is for additional design services to relocate the pumping station access road within Commonwealth Edison right-of-way at Hopps Rd. , additional bidding assistance provided to re-bid the project, and additional design services to evaluate an alternative route for the force main. The original access road design called for the City to obtain an easement from a private property owner for access to Hopps Rd. When it became apparent that the property owner was not willing to grant an easement to the City, the location of the access road had to be changed. Commonwealth Edison has agreed to grant access to Hopps Rd. across their right-of-way. Although a formal agreement with them has not yet been adopted, the Legal Department and Engineering Division are very close to having it finalized and ready for approval . This change in turn necessitated a redesign of the access road. In addition, an alternative route for the force main from the pumping station to the existing Bowes Road Interceptor Sewer needs to be evaluated. The City has been unable to obtain easements from t . .I Amndmnt No. 2 (B&W) /Otter Creek Lift Station February 4, 2000 Page 2 potential developers have not proposed an alternate routing. This evaluation will attempt to place the force main within public property wherever possible . This amendment also includes additional services provided by B&W to rebid the project . However, because the contract was not awarded following the second bidding, the project will have to be bid a third time . The actual costs associated with this rebid will be included in the future amendment for construction services . A copy of Amendment No. 2 is attached as Exhibit A. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . FINANCIAL IMPACT Funds for engineering and construction are budgeted in account no. 395-4200-795 . 92-32 ($362 , 000) and account no. 396-4200-795 . 92-32 ($2 , 950, 000) project no. 339505 . The original agreement with B&W is in the amount of $207, 000 . Amendment No. 1 is in the amount of $36, 492 . Amendment No. 2 will add $27, 338 to the agreement with B&W rft. for a total not-to-exceed amount of $270, 830 . IOW EGAL IMPACT Agreement is being reviewed by the Legal Department. ALTERNATIVES None . RECOMMENDATION It is recommended that City Council approve Amendment No. 2 with Baxter & Woodman in the amount of $27, 338, leaving a total not-to- exceed fee with B&W of $270, 830, and authorize staff to execute the amendment . •ectfully sub ' ted, 41( a . - Jd ce Parker City Manager SP:do Attachment