R-1896 - 08/11/2020 - AGREEMENTS - Resolutions Supporting Documents 0 REVIEW OF CONTRACTS
AwardingLA` Type ofContract:
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Three (3) Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials l p \
Original provided to Official Files Date/Initials I
Village of oak Brook i Approved by Board of Trustees- Date/lnitfals:
July 29, 2020
Mr. Doug Patchin
Public Works Director
OWLTECH Village of Oak Brook
3003 Jorie Boulevard
Oak Brook, IL 60523
Civiltech Engineering, Inc.
www.civiltechinc.conl Re: York Road and Harger Road
Intersection Improvements
Section No. 17-00049-00-PV
Two Pierce Place,Suite 1400 Contract#61G16
Itasca,IL 60143
Phone:630.773.3900 Phase I and II Engineering Contract—Amendment to the Agreement
Fax:630.773.3975
30 N LaSalle Street,Suite 2624
Chicago,IL 60602 Dear Mr. Patchin:
Phone:312.726.5910
Fax:312.726.5911 We thank you for the opportunity to submit our proposal to amend the
agreement for Engineering Services related to the York Road and Harger Road
Transportation j Intersection Improvements in the Village of Oak Brook. The maximum labor fee
Civil was reached on the contract a while ago, but our focus remained on keeping it on
track for a letting early in 2020. In retrospect, we ended up completing some
Construction tasks that were outside of the scope of original proposal to secure the necessary
funding and approvals for the project. The tasks are summarized below along
Environmental
with the estimated cost associated with them:
Water Resources
➢ Intersection lighting design—$17,644.14. Per original scope the lighting
Structural design was limited to providing lighting at the underpass. Through design
Appraisal process it was decided to provide combination lighting at the intersection
due to safety concerns (see attached email). This cost is associated with
engineering, providing additional plan sheets and special provisions, and
cost estimates for additional lighting.
➢ Temporary signal design—$12,067.78. A temporary signal was not
anticipated in the original scope. Through design process, construction
staging was better defined, resulting in the need to keep the bike path
operational during the construction. Therefore, a temporary signal was
proposed to provide safe crossing of the Harger Road leg of the intersection.
This cost is associated with engineering, providing additional plan sheets
and special provisions, cost estimates, and additional coordination for
including temporary signal in the construction plans.
Civiltech Engineering,Inc.
OWLTECH www.civiltechinc.com
➢ Additional structural design—$16,790.07. Phase II scope for structural work was established before the
geometry was finalized in Phase I,since scope for both Phase I and Phase II were outlines at the same time.
Through the more detailed design process,it turned out that the retaining wall ended up being 90 feet
longer,underpass 60 feet longer,and one of the wingwalls almost 20 feet longer than originally estimated.
This resulted in need to complete additional design and create and include additional plan sheets. This cost
is associated with engineering,providing additional plan sheets and special provisions,and cost estimates
for providing additional structural sheets.
Submittal of Additional Funding Applications—$9,791.93—Item 1 in the Phase I scope of services included
"Preparation and submittal of an STP/TCM application for federal funding of the potential pedestrian
underpass through the DuPage Mayors and Managers Conference in the Summer of 2017." There were
actually three funding application efforts completed. The first(covered in the project scope)was an
STP/TCM application in August of 2017,which secured$2,000,000 in federal grants.The second was ITEP
application in November of 2017 which was unsuccessful. The third was a CMACl/TAP application in March
of 2019 which won$2,300,000. The funding application effort therefore helped secure a total of over
$4,300,000 in grants for the project.
➢ LWCF/Section 6(f)Coordination—$9,590.86—At the July 10,2018 FHWA/IDOT/Local Agency coordination
meeting,IDOT asked if York Woods Forest Preserve had received any special funding for its establishment.
It was determined that LWCF funds were used. This required considerable coordination and follow-up with
IDNR and NPS,including the preparation of an extensive October 11,2019 application to the National Park
Service(NPS Form 10-904,Proposal Description and Environmental Screening Form). This package was
similar in size and scope to a typical Project Development Report that agencies prepare for FHWA/IDOT
approval of highway projects. Approval was received on February 10,2020.
➢ MSET geotechnical report revisions —$1,150.00. Through IDOT review of geotechnical report,they
requested to update the report to include global stability analysis at several locations,some of which are
graded without the proposed wall. This work was outside the scope of the geotechnical subconsultant,but
was completed nonetheless. This cost is associated with labor required to update geotechnical report
by Civiltech's geotechnical subconsultant.
These changes required additional labor to complete the design on time for the desired letting date and therefore keep
the Federal Funding for the project,and the fee computation is summarized below and in the attached spreadsheet.
Civiltech Engineering,Inc.
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Fee Calculation:
Please reference the attached Cost Estimate of Consultant Services for detailed information on our fee calculations.
Original Contract Amount: $626,379.30
Fee Amendment Request: $67,034.78
New Contract Amount: $693,414.08
We appreciate the opportunity to submit this amendment request,and commit to apply our knowledge,familiarity,and
expertise to help the Village make the construction of York Road and Harger Road a complete success.
Very truly yours
Civiltech Eng! V
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��ine�eri�ng,Inc.
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Jonathan R.Vana,P.E.
President I Director of Design Services
York Road and Harger Road Intersection Improvement Fee Amendment July 29,2020:
Approved by: ^
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