===== PDF PAGE 8 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASl1RUClURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4t~ e Resolution No. 22-R-0025 - Contract Amendment #2 - RJN Group, Inc. for Professional Engineering Design COMMITTEE AGENDA DATE: May 5, 2022 COUNCIL AGENDA DATE: May 16, 2022Services Related to the Sanitary Lift Station #5 Replacement Project STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE t\,l ~_A ~' APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_________ _ ITEM SUMMARY: The City's Sanitary Lift Station #5 and associated forcemain (located at 344 S. Neltnor Boulevard) were originally constructed circa 1968. Lift Station #5 collects sanitary sewage from an area bounded by Wilson Avenue (west), Washington Street (north), Prince Crossing Road (east), and Blair Street (south), and pumps said sewage to the gravity sanitary sewer system on Main Street. After multiple failures of the station, a condition assessment conducted in 2015 indicated a replacement or rehabilitation of the existing forcemain was required. City staff investigated with assistance from RJN Group, Inc. of Wheaton, Illinois. In March 2018, under the City Administrator's spending authority, RJN was hired to perform preliminary engineering design/evaluation services related to the replacement of Sanitary Lift Station #5. Services included preparation of the site boundary, topographical survey, evaluation of lift station pump size, electrical improvements, evaluation of required easements and/or property acquisition, and development of a preliminary engineer's estimate of construction costs. In October 2018, City Council approved Resolution 18-R-0083 entering into a contract with RJN Group, Inc. (RJN) of Wheaton, Illinois, for an amount not to exceed $96,630.00, for professional engineering design and bidding assistance services related to the Sanitary Lift Station #5 Replacement Project. In March 2019, with most of the design work completed, the City started the process of finalizing the routing of the forcemain, including necessary easement acquisition. The initial proposed route involved utilizing part of the Union Pacific Railroad Right-of-Way. Union Pacific personnel responded to the City's routing request by asking West Chicago to purchase easements from the Railroad to install the new forcemain pipe. After receiving the railroad's comments, staff directed RJN to review possible routing alternatives. An alternative route was found and selected which would not utilize railroad right-of-way. RJN submitted Amendment #1 of their contract to complete the redesigned forcemain route for an amount not to exceed $18,000.00. In September 2021, City Council approved Resolution 21-R-0074 authorizing contract Amendment #1 with RJN. The redesign of the forcemain caused the elevations of the forcemain to substantially change, which necessitated a change in the station pump design and the electrical supply to the site. These changes caused RJN to incur additional design engineering costs in the amount of $19,830.00 which was negotiated down to $6,600.00. Staff believes some of eXtra incurred cost is warranted; therefore, it recommends approval of Amendment #2 in the not to exceed amount of $6,600.00. The above referenced engineering design services will be paid for using Sewer CIP Funds (05-34-43- ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO 4806), in which $163,000.00 has been budgeted for engineering and remains available, in FY2022. This will complete the contract for Lift Station #5 design. Bids were opened 4/26/22 and will be presented to committee as a separate agenda item. ACTIONS PROPOSED: Approve Resolution No. 22-R-0025 authorizing the Mayor to execute a Contract Amendment #2 with RJN Group, Inc. of Wheaton, Illinois, in an amount not to exceed $6,600.00 for a revised contract amount of $121,230.00, for professional engineering design services related to the Sanitary Lift Station #5 Replacement Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] RESOLUTION NO. 22-R-0025 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AMENDMENT #2 WITH RJN GROUP, INC. FOR PROFESSIONAL ENGINEERING DESIGN SERVICES RELATED TO THE SANITARY LIFT STATION #5 REPLACEMENT PROJECT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract Amendment#2 with RJN Group, Inc. in an amount not to exceed $6,600 for a revised contract amount of $121,230.00 for professional engineering design services related to the Sanitary Lift Station #5 Replacement Project, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of May 2022. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Deputy City Clerk Valeria Perez ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] CllY OF WEST CHICAGO, ILLINOIS AMENDMENT NO. 2 FOR LIFT STATION 5 FINAL DESIGN WITH RJN GROUP. INC. In accordance with the AGREEMENT for Sanitary Lift Station #5 Replacement Project Phase II dated October 22, 2018, between the City of West Chicago, Illinois (hereinafter called OWNER) and RJN GROUP, INC. (hereinafter called ENGINEER), OWNER hereby authorizes ENGINEER to proceed with the following services: Section I - Project Description Under the AGREEMENT, the OWNER retained RJN Group to provide final design services for replacement of the lift station. Under Amendment No. 1, the force main route was modified to avoid using Union Pacific Railroad property. After the force main route was revised, it was determined that additional modifications were required to the lift station design due to the increased head loss with the new discharge. Section 11 - Scope The ENGINEER shall provide engineering services to modify the lift station design per Exhibit A utilizing the procedures identified in the original Scope of the AGREEMENT. Section Ill - Time of Service ENGINEER will proceed with providing the services set forth herein immediately upon execution of this Authorization. Section IV - Compensation OWNER shall compensate ENGINEER for providing these additional services a total sum not-to- exceed $6,600 on a time and materials basis per the rate schedule in the AGREEMENT. All prices will remain firm for the initial term of the Agreement period. Any de- escalation/escalation in prices will be made on an annual basis thereafter at the sole discretion of the OWNER. Requests for price adjustments must be made by the ENGINEER in writing at least 60 days in advance. The baseline for determining price adjustments will be based upon the closing date of the solicitation. All requests for price increase or decrease are subject to review and DCN: OP-CON-02-20-R2 Page 1 of 3 R1605-CAC ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] AMENDMENT (Cont.) approval by the ENGINEER. The maximum increase will have a ceiling of 10% annually and a net decrease of 10% annually. Changes in prices shall be based on the U.S. Bureau of Labor Statistics, Employment Cost Index, average increase or decrease for the most recent calendar year (see http:Uwww.bls.gov/ECI; update with the appropriate ECI Index, CIU1010000100000A and Management, Professional, and Related). DCN: OP-CON-02-20-RS Page 2 of 3 R1605-CSC ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] AMENDMENT (Cont.) In consideration of the mutual covenants and Agreements herein contained, the OWNER and ENGINEER stipulate and agree that the Agreement for Sanitary Lift Station #5 Replacement Project Phase II dated October 22, 2018, is hereby amended as described in Exhibits A, attached hereto and made part of this agreement. All other provisions of the original Agreement remain in full force and effect. IN WITNESS THEREOF, the parties hereto have caused this AGREEMENT to be executed this __ ___day of 20__ . AUTHORIZED BY: City of West Chicago, Illinois Date:_______________ _ ACCEPTED BY: RJN Group, Inc. END OF AMENDMENT DCN: OP-CON-02-20-RS Page 3 of 3 R1605-CSC ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] EXHIBIT A CITY OF WEST CIDCAGO PROFESSIONAL ENGINEERING FINAL DESIGN FOR LIFT STATION #5 AND FORCE MAIN REPLACEMENT WITH RJN GROUP. INC. ADDITIONAL SCOPE OF SERVICES The additional scope of services provided is summarized as follows: • Additional design engineering services (Task 2001 & 3001) ~ Due to the new forcemain route and change in elevation of the force main discharge, additional services required for the engineering phase which include: • Additional field investigations for the proposed re-alignment of the force main • Additional pump calculations to meet new design head requirements • Additional coordination with pump manufacturer to compare various pump options and select a suitable pump • Consult with City on preferred pump option • Additional field investigations for designing the new grinder compit station, the originally proposed location for which was impacted by the re-aligned force main ~ Additional services required for the electrical design: • Additional electrical design, including but not limited to larger generator, larger prefabricated control building, control panels and alarms, to accommodate the new larger submersible pumps • Additional coordination with electrical consultants to obtain information on various generators, their costs and lead time, as requested by the Client • Additional coordination with City on power supply for the grinder pump, alarms and location of control panel. • Prepare Contract Plans, Specifications, & Opinion of Construction Cost (Tasks 4001) ~ Additional services required for the Contract Plans, Specifications, and Estimation of Cost which include: • Redesign/revisions to the engineering plans, specifications, and cost estimates. o Assessing lift station design changes given new information o Altering plan sheets based on the required design changes Page 1 of2 ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] •r o Updating specifications with design changes o Updating Cost Estimate • Permits and Railroad coordination (Task 5001) );;i. Additional services required for the IEP A permit which includes: • Revision of the IEP A permit based on the new design calculations. • Project Management and Meetings (Task 7001) )i;i. Additional services required for Project Management and Meetings included: • Multiple internal meetings to discuss design options for lift station and grinder pump compit station. • Additional coordination related to the sequencing of the construction work due to supply chain delays and longer lead time for the proposed generator Page 2 of2