R2020-119 Resolution Authorizing City of Decatur Supplement #1 to the Professional Engineering Services Agreement Between the City of Decatur and AECOM for Design Services for the Improvement of Brush College Road over Faries Parkwa

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9/8/2020 Coversheet Public Works DATE: 9/3/2020 MEMO: 2020-122 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Matthew C.Newell,P.E.,Public Works Director SUBJECT: Resolution Authorizing City of Decatur Supplement#1 to the Professional Engineering Services Agreement Between the City of Decatur and AECOM for Design Services for the Improvement of Brush College Road over Faries Parkway and the Norfolk Southern Railroad Tracks,City Project 2009-33.Section 09-00933-01-BR. SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached Resolution authorizing the Mayor to sign and the City Clerk to attest. The City Resolution authorizing Supplement 41 to the professional engineering services agreement between the City of Decatur and AECOM Technical Services,Inc.,(AECOM)is for the entire project scope and design,as discussed on August 31 for the Brush College Road/Faries Parkway railroad grade separation project. The supplemental fee is$576,078 for a total design fee of$3,925,745,with$3,350,000 being reimbursed by the Freight Program ($2,400,000)and the Grade Crossing Protection Fund($950,000). As discussed at the August 31 study session,funding for the remainder($575,745)is expected to come from additional allocations from the State's Freight Program and the State/Federal Grade Crossing Protection Fund.Although the State has indicated a willingness to provide this funding,it has not yet been finalized,nor has the exact amount been determined.Finalizing this decision will likely take several months,and staff does not wish to put the design engineering on-hold in the meantime,as it will disrupt plans for a Spring project letting.It may be necessary to pay for portions off the design engineering that are not funded by the State/Federal governments from local Motor Fuel Tax Funds,(Section 09- 00933-01-BR),but this will be reconciled and authorized at a later date. BACKGROUND: On June 5,2018,the City received the announcement of the award of a$25 million grant through the Illinois Competitive Freight Program for the Brush College/Faries Parkway Grade Separation Project. On November 20,2017,the Illinois Commerce Commission informed the City that$12 million in Grade Crossing Protection Funds had been programmed for the construction of the Brush College Grade Separation. On January 21,2020,the Commission approved the release of$2,950,000 of the$12 million to fund engineering design services and utility relocation costs for the project. On October 1,2018,the City Council approved a professional engineering services agreement between the City of Decatur and AECOM Technical Services,Inc.,(AECOM)to perform design services for the Brush College Road/Faries Parkway railroad grade separation project for a fee of$3,349,667. This fee is being fully reimbursed by the awarded Freight Funds and Illinois Grade Crossing Protection Funds. The Project has progressed to the 60%design phase and is working toward a 95%design being completed in late September or early October. The 60%plans allowed a more accurate project estimate to be prepared which pegged the estimated project construction costs to be$42.48 million. This is a 67%increase over the estimate based on the initial project estimate based on the original 2013 preliminary estimate which was$25.35 million. The result is a$17.1 million funding gap which was discussed with the Council in a study session held on August 31St,2020. Amendment#1 to the Design Agreement The current contract value for AECOM's design agreement with the City is$3,349,667. Supplement#1 for$576,078 represents a 17%increase in the fee. Reasons for the requested fee increase include the following: 1.An additional 540'of roadway was added to the south end of the project. 2.Additional retaining wall designs are required with more stringent requirements. 3.The decision was also made to design the retaining walls to use increased seismic requirements for the retaining walls at the structure. hftps://decatur.novusagenda.com/agendapublietCoverSheet.aspx?ItemID=2976&MeetingID=260 1/2