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R-1896 - 08/11/2020 - AGREEMENTS - Resolutions Supporting Documents 0 REVIEW OF CONTRACTS AwardingLA` Type ofContract: � f Depe Prog m/Account Number: Awa ded e: c udgeted Amount: Ur; Under $20 000 D D $500,001 - $1,000,000 1 $20,000 - $500,000 (� Over $1,00o,000 sU� - Name: Date: Name: Date: 5 2oZo Name: Date: -r -=tom Name: Date:S/ eoz v 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. wmv.c i vi I to ch i nc.co ni 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 �- ��ine�eri�ng,Inc. (v 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: ^ Title: JL a Date: —�� .�.W..� �:��' wnsw 4ea+ o.+o. o..w� �v�