1996-30RESOLUTION NO. 96-3 0
A RESOLUTION APPROVING SUPPLEMENT NO. 1 TO THE AGREEMENT FOR CONSULTANT
SERVICES RELATED TO THE BUSCH ROAD AND WEILAND ROAD INTERSECTION
IMPROVEMENT
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and,
WHEREAS, the Village of Buffalo Grove previously approved an agreement for final design
engineering services related to the Busch Road and Weiland Road Intersection Improvement through
Resolution No. 95 -55 which was approved on August 7, 1995; and,
WHEREAS, the scope of the project and the scope of the involved design engineering services
was revised in order to meet the requirements of all involved agencies;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS,
as follows:
Section 1: The attached agreement entitled "Supplement No. 1 to the Agreement for Consultant's
Services - Busch Road /Weiland Road Intersection Improvements" is hereby approved.
Section 2: The Village Manager is hereby authorized and directed to execute said agreement. A
copy of said agreement is attached hereto and made a part hereof.
AYES: 6 - Marienthal, Reid, Rubin, Braiman, Hendricks, Glover
NAYES: 0 — None
ABSENT: 0 — None
PASSED: April 15 51996
APPROVED: April 15 , 1996
Approved:
ATTEST:
Tyl . &v
Village Clerk
g: \busch \0408res.wpd
.-
•
TO THE
0
AGREEMENT FOR CONSULTANT'S SERVICES
BUSCH ROAD/WEILAND ROAD INTERSECTION IMPROVEMENTS
WHEREAS, the VILLAGE OF BUFFALO GROVE, the "VILLAGE", has entered into an
AGREEMENT with DAMES & MOORE/MCE, the "CONSULTANT", dated July 21, 1995, to
perform Phase II engineering services, including preparation of final contract plans and specifications
for the Busch Road/Weiland Road Intersection Improvements, the "PROJECT"; and,
WHEREAS, completion of the project required the CONSULTANT to perform extensive of
inter - agency coordination between the VILLAGE, the County of Lake, the Illinois Department of
Transportation (IDOT), and the Wisconsin Central Railroad; and,
WHEREAS, the CONSULTANT was required by said agencies to make substantial changes
to project limits and design criteria in order to achieve compliance and compromise in differing
agency standards; and,
WHEREAS, making these changes required the CONSULTANT to perform significant out -
of-scope and extra work; and,
WHEREAS, the CONSULTANT successfully completed and delivered to IDOT approved
plans and specifications for the July 7, 1995 letting, in accordance with the VILLAGE's and IDOT's
requirements; and,
WHEREAS, the extent of extra work effort required to complete the plans and specifications
constitutes a significant change in the scope and complexity of the work contained in the
AGREEMENT; and,
WHEREAS, the circumstances which necessitate this SUPPLEMENT NO. 1 were unforeseen
and were not the contemplation of the AGREEMENT;
o.A=aUwnAb-bP*, xpd Page 1 of 3
NOW, THEREFORE, BE IT RESOLVED THAT the parties hereto do mutually agree as
follows:
A. Scope of Extra Work
The extra work performed include the following items which are detailed on Exhibit
B.
Items Description
1
Summary of Quantities
2
Maintenance of Traffic
3
Plan and Profile
4
Landscaping, Signing and Pavement Markings
5
Cross Sections
6
Traffic Signals
7
Lighting Plans
8
Multiple Revisions of Plans
9
Administration
10
Total of All Other Tasks
B. Prime Compensation
The CONSULTANT shall receive the amount of $50,000 as payment for completing
the work identified under this SUPPLEMENT NO. 1.
o��Lwo
Page 2 of 3
11
•
IN WITNESS WHEREOF, the parties have, executed this SUPPLEMENT NO. 1 as of
the day of &Z I L , 1996.
Executed by the Village of Buffalo Grove:
ATTEST:
Title \) I VLA CW- C,►.�i�k
ATTEST:
By
Title:
"SON l &;D ttAvsr�TD{'
VILLAGE OF BUFFALO GROVE
By
Title VflAGC- O)AAAGCGYL
DAMES & MOORE/MCE
By
Title: General Manager
Page 3 of 3
EXHIBIT A
COST OF EXTRA WORK
BUSCH ROAD/WEILAND ROAD INTERSECTION IMPROVEMBNT
LABOR OVER- NET
HOURS
COST HEAD FEE TOTAL
TASK •
SUMMARY OF QUANTIMS
96
231
MAINTENANCE OF TRAFFIC
166
PLAN AND PROFILE
131
LANDSCAPING AND PAVEMENT MARKING PLANS
CROSS SECTIONS
114
210
TRAFFIC SIGNAL PLANS
71
LIGHTING PLANS
190
MULTIPLE REVISIONS OF PLANS
139
ADMINISTRATION
169
TOTAL OF ALL OTHER TASKS
TOTAL
1517
S26,836 $47,100 $3,891 S77,827
MAXIMUM AUTHORIZED BY VILLAGE OF BUFFALO GROVE
$50,000
* REFER TO EXHIBIT B FOR DETAILED DESCRIPTIONS
EXHIBIT A
C,
DOCUMENTATION OF MANHOUR EXPENDITURES
1 SUNEVIARY OF QUANTITIES
Each time a change was made in the plans, the quantities had to be calculated, and the Summary of Quantities
sheets had to be revised and re- plotted to account for the changes in quantities, added or deleted pay items, and
changes in participating /non - participating items. In addition, the cost estimate and cost sharing breakdown had
to be revised to match the new Summary of Quantities. As a result, this budget was exceeded by 96 hours, or
$5,809.00.
2. MAINTENANCE OF TRAFFIC
This item was budgeted based on the assumption of two stages, four sheets per stage, and a total of nine sheets
including notes. Due to e\-tended and modified project limits and added complexity such as staging of the railroad
crossing extension and gate installation, the final plans included 22 sheets for maintenance of traffic. The
resulting overrun amounted to 231 manhoius, or $12,398.00. Even after final plans had been submitted on May
24th, further work was requested by IDOT to provide alternate plans "just in case" the railroad does not complete
its work within the timeframe required by the proposed staging plan.
I . :11: i
oMSCUUM00-0
3. PLAN AND PROFILE
During the latest stages of plan development, numerous changes were made in project limits, pavement types,
lane configuration, taper lengths and placement, guardrail design, medians, tree removals and other design
elements as the County and Village negotiated f Lure jurisdiction. As an example, on May 8th we were directed
by Lake County to change the median on Weiland Road from corrugated to barrier type. As a result of this one
seemingly simple comment, a total of twenty-six drawings had to be revised The total effect of these changes
amounts to an overrun of 166 manhours, or $9,910.00.
4. LANDSCAPING STGNTNG AND PAVEMENT MARKINGS
Extensive changes had to be made to these plans after they were completed and submitted in accordance with
State standards and practices, when we were then told to design to Lake County standards. In addition, certain
.elements of the landscaping requested by the Village were unacceptable to the State and had to be revised at the
last minute. The total overrun as a result of these changes and modifications was 131 manhours, or $6,751.00.
5. CROSS SECTIONS
The cross sections had to be changed several times as a result of unexpected changes in the design criteria. For
example, when the project limits were extended on March 13th, when pavement types on Weiland Road changed
from bituminous to PCC on March 28th, and then the median type was changed from corrugated to barrier on
May 8th, the cross sections had to be re -done each time. In addition, there were revisions necessary due to
changing from ditch sections to curb and gutter in certain areas. The total overrun for this item was 114
manhours, at a cost of $6,504.00.
o:UaaU —.WO
•
6. TRAFFIC SIGNALS
The traffic signal plans were completed under budget and were delivered to IDOT for review on April 20th. On
April 21 st, we were directed by Lake County to revise the plans to be in accordance with Lake County standards
and policies. These changes included addition/deletion/relocation of posts, poles, mast arms and pedestrian
pushbuttons, a totally different detector loop configuration, addition of a fiber optic interconnect system, and
changes to signing and pavement markings. This additional work required 210 manhours, at a cost of
$11,615.00, causing an overrun of $11,369.00. In addition, further work will be required to extend the
interconnect system to Deerfield Parkway. This work was requested on June 2nd and will require an estimated
35 manhours, or $1,827.00.
7. LIGHTING PLANS
We estimated this item based upon the understanding that we were updating the previous set of plans which had
been submitted to IDOT, which included simply relocating existing poles and luminaires. Ultimately, MOT did
not concur with their previous review and required us to re -run the photometric calculations after the Village
directed us to replace the existing luminaires, which necessitated redesigning the pole locations. In addition, we
were required to add lighting under the ComEd power lines, to add temporary lighting, and to change the duct
type, all in conflict with earlier directives. Furthermore, after adding combination lighting at the intersection in
order to meet IDOT illumination criteria, and getting it approved, Lake County objected and asked that the
combination lights be modified or eliminated The modifications agreed to by the State and the County will
ultimately require further work to be done after letting to modify the circuitry. The total resulting overrun to date
is 71 manhours, costing $3,361.00.
a:*bpf—.*pd
8 MULTIPLE REVISIONS OF PLANS
The original manhour estimate was based upon the expectation of a moderate number of requested changes to
the plans upon review. Examples of expected changes are corrections of typographical errors and updating
certain standards /specifucations/details to a newly revised policy. Above and beyond the item specific causes for
project budget overruns listed above, Dames & Moore/MCE received numerous directives via phone calls, notes,
faxes and other means, requesting changes, which we responded to and in many cases re- responded to. In many
instances, the person making the request for changes was reversing or revising their own prior request. The total
effort expended for these changes, revisions & responses after the April 26th submittal, expected to be minimal,
has amounted to 290 manhours, or 190 manhours over budget. The approximate dollar value of this overrun is
$11,043.00.
9. ADMINISTRATION
This budget has been exceeded due to the extraordinary demands of the project with regards to coordination
between the Village, State, and Lake County, as well as the Wisconsin Central Railroad, the Illinois Commerce
Commission, METRA and the Lake County SMC. The number of parties involved, the compressed time frame,
and the constantly changing limits and design criteria combined to make usually high demands on management
time. We have spent a great deal of time assisting the Village and the County in reaching an agreement by
calculating proposed cost sharing schemes, repeatedly breaking out different items and categories at their request,
re- calculating and re- submitting at times on an ahnost daily basis. In addition, we reviewed agreements on behalf
of the Village, advised them on how to best protect their interests and gain maximum Federal and State funding,
made dozens of phone calls and even drafted correspondence on behalf of the Village, Lake County and the
Wisconsin Central Railroad in order to keep the whole process moving forward as quickly as was necessary to
make the desired letting date. The extra effort required amounted to 125 manhours, at a cost of $12,005.00.
O:—•*Vd
10. TOTAL OF OTHER TASKS
This item represents the aggregated effect of extra work on other tasks not listed above, for work tasks such as
Drainage & Utilities Plans, Pavement Elevation Plans, Details, Typical Sections, etc. In each case, extra effort
was required to complete the task due to changing requirements, short timeframes and other unexpected
difficulties.
o:•vvO