===== PDF PAGE 49 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: Resolution No. 2024-R-0067 - Amendment No. 1 - Trotter and AGENDA ITEM NUMBER: 4 r bAssociates, Inc. - Phase II and Phase Ill Engineering Services for Booster Station #8 Rehabilitation Project in an Amount Not to COMMITTEE AGENDA DATE: September 5, 2024 COUNCIL AGENDA DATE: September 16, 2024Exceed $118,420.00 for a Revised Contract Amount of $187,320.00. STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE._____ _____ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE. _________ _ ITEM SUMMARY: Booster Station #8, located at 1255 Helena Drive, is one of the City's two booster stations, with associated ground storage tanks, used to increase available water in the distribution system during peak demand periods. On April 5, 2021, the City Council approved Resolution No. 21-R-0022 authorizing the Mayor to execute a contract agreement with Trotter and Associates, Inc. (TAI) of St. Charles, Illinois, for Phase I design engineering services related to the Booster Station #8 Rehabilitation Project in an amount not to exceed $68,900. Trotter's original scope for design engineering included: • Replacement of three existing 75 HP pumps and associated piping and valves. • Replacement of existing well control panels. • Replacement of generator controls. • Addition of variable frequency drives on the three new 75 HP pumps. • Replacement of pump starters in the existing motor control cabinet (MCC). • SCADA improvements to incorporate changes and upgrade Programmable Logic Controller (PLC). • Electrical system improvements/upgrades as determined necessary. During Phase I design, the onsite generator was identified as needing replacement requiring additional modifications to the building and electrical system. Additional out-of-scope work was required to meet revised operations of the City's Water System. The additional work performed by TAI during Phase I - Design amounts to $18,900.00. This project was placed on hold due to budget restrictions and material shortages for the specialty equipment needed for rehabilitation (including pumps and the generator). Materials have become available for the project and staff budgeted to move the Project to 2024. TAI has the relevant experience, familiarity and knowledge of the Project. As such, staff requested TAI to provide Phase II bid assistance and Phase Ill-Construction Engineering for the Project. TAI submitted a proposal of $118,420.00. This proposal also includes the design overrun during Phase I. The Project is tentatively scheduled for bidding in late 2024 with the goal of going to bid in 2024 and construction in 2025. In the FY2024, Water Distribution Fund 06-34-47-4806 has $113,000.00 budgeted for engineering services for this Project. The overage of $5,420.00 can be supplemented by the same Fund. Staff recommends approving Trotter's Amendment No. 1 in the amount of $118,420.00. ACTIONS PROPOSED: Approve Resolution No. 24-R-0067 authorizing the Mayor to execute Amendment No. 1 with Trotter and Associates, Inc. of St. Charles, Illinois, for Phase II and Phase Ill professional engineering services related to the Booster Station #8 Rehabilitation Project in an amount not to exceed $118,420.00 for a Revised Contract Amount of $187,320.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 50 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0067 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE CONTRACT AMENDMENT NO. 1 - TROTTER AND ASSOCIATES, INC. - PHASE II AND PHASE III ENGINEERING SERVICES FOR BOOSTER STATION #8 REHABILITATION PROJECT IN THE AMOUNT NOT TO EXCEED $118,420.00 FOR A REVISED CONTRACT AMOUNT OF $187,320.00 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 Amendment No. 1 with Trotter and Associates, Inc. of St. Charles, Illinois for Phase II and Phase III professional engineering services related to the Booster Station #8 Rehabilitation Project in an amount not to exceed $118,420.00 for a Revised Contract Amount of $187,320.00 in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of September 2024. AYES: NAYES: ABSTAIN: ABSENT: Ruben Pineda, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 51 ===== [Extraction: embedded PDF text] c:f:6 CLIENT Initial TAI Initial j~~~f7~R ENGINEERS AND SURVEYORS EXHIBIT D CONTRACT ADDENDUM Project Name: City of West Chicago - Booster Station #8 Rehabilitation Project Project No. CWC-005 Addendum No. 1 This is an addendum attached to, made part of and incorporated by reference into the Agreement between CLIENT and ENGINEER for modification of scope and compensation for the PROJECT. All other terms and conditions of the original Agreement between CLIENT and ENGINEER are unchanged by this Contract Addendum and shall remain in full force and effect and shall govern the obligations of both CLIENT and ENGINEER, including obligations created by this Contract Addendum. EXHIBIT A - SCOPE OF WORK is modified to add the following services to the list of services included in the Trotter and ASSOCIATES proposal dated April 1, 2021: "Task 4: Additional Design Services • Removal of existing engine generator from inside the building and installation of a new engine generator in an outdoor enclosure on concrete pad, and associated site conduit and wiring. • New automatic transfer switch for booster pumps. • New medium voltage manual transfer switch for the well pump. Task 5: Bid Assistance • Oversee and manage the advertisement for bids. • Attend pre-bid meeting. • Respond to questions from prospective bidders. • Prepare and issue addenda. • Attend the bid opening. • Review and tabulate bids and provide a recommendation for award to the City. Task 6: Construction Administration • Consult with the City and act as the City's representative during execution of construction. • Participate in the Pre-Construction Conference prior to commencement of work. • As appropriate, establish baselines and benchmarks for locating the work, which in Engineer's judgment are necessary to enable Contractor to proceed. 700 Geneva Parkway North, Suite B 40W201 Wasco Rd., Suite D 38 W. Grand Ave., Suite 300 Lake Geneva, WI 53147 St. Charles, IL 60175 Fox Lake, IL 60020 0: 262.729.4350 0: 630.587.0470 0: 224.225.1300 ===== PDF PAGE 52 ===== [Extraction: embedded PDF text] City of West Chicago Booster Station #8 Rehabilitation Project Exhibit D - Contract Addendum Page 2 • Make visits to the Site at intervals appropriate to the various stages of construction, as Engineer deems necessary, to observe as an experienced and qualified design professional the progress and quality of the work. • Issue necessary clarification and interpretations of the Contract Documents as appropriate to the orderly completion of the Contactor's work. • Review Contractor's applications for payment, including necessary lien waivers and certified payrolls, and prepare recommendations for payment. • Review and approve or take other appropriate action in respect to Shop Drawings and Samples and other data which Contractor is required to submit, but only for conformance with the information give in the Contract Documents and compatibility with the design concept of the completed Project as a functioning whole as indicated in the Contract Documents. • Evaluate and determine the acceptability of substitute or "or-equal" materials and equipment proposed by the Contractor. • Recommend and prepare Change Orders and Work Change Directives as required. • Receive and review maintenance and operating instructions, schedules, warranties, and guaranties. • Receive bonds, certificates, or other evidence of insurance not previously submitted and required by the Contract Documents, certificates of inspection, test and approvals, Shop Drawings, Samples and other data. Engineer shall transmit these documents to the City. • Prepare and furnish the City Record Drawings showing appropriate record information based on Project annotated record documents received from the Contractor. Task 7: Construction Oversight • Provide part-time on-site observation services (resident project representative) during construction of the improvements to observe the progress and quality of the work. This Agreement includes up to 288 hours of part-time on-site observation (18 weeks at 16 hours per week). • After notice is received that the Contractor considers the entire Work ready for its intended use, in company with the City and Contractor, conduct an inspection to determine if the Work is Substantially Complete. • After notice is received that the Contractor considers the entire Work complete, in company with the City and Contractor, conduct an inspection to determine if the Work has reached Final Completion." 700 Geneva Parkway North, Suite B 40W201 Wasco Rd., Suite D 38 W. Grand Ave., Suite 300 Lake Geneva, WI 53147 St. Charles, IL 60175 Fox Lake, IL 60020 0: 262.729.4350 0: 630.587.0470 0: 224.225.1300 ===== PDF PAGE 53 ===== [Extraction: embedded PDF text] City of West Chicago Booster Station #8 Rehabilitation Project Exhibit D - Contract Addendum Page 3 Exhibit C - Schedule of Hourly Rates and Cost Budget is modified to add the following compensation for assistance during bidding, construction administration, and construction oversight to the Trotter and Associates proposal dated April 1, 2021: Total Design Engineering (Original Contract Amount) $68,900.00 Changes Prior to This Change $0.00 Amount of this Change: Additional Design Services $18,960.00 Bid Assistance $5,000.00 Construction Administration $43,000.00 Construction Oversight $51,460.00 Revised Contract Amount: $ 187,320.00 For purposes of expediency, ENGINEER and CLIENT agree that an executed electronic version of this Contract Addendum shall suffice. The original of this Contract Addendum shall be returned to ENGINEER after execution. CLIENT: ENGINEER: CITY OF WEST CHICAGO, IL TROTTER AND ASSOCIATES, INC. SIGNED: SIGNED: VICE PRESIDENT TITLE TITLE 700 Geneva Parkway North, Suite B 40W201 Wasco Rd., Suite D 38 W. Grand Ave., Suite 300 Lake Geneva, WI 53147 St. Charles, IL 60175 Fox Lake, IL 60020 0: 262.729.4350 0: 630.587.0470 0: 224.225.1300