Service Solicited - 2023 - Baer Design Group, LLC - Task Order 19-03 Change Order #3 - State & Eagle Intersection • "� "� CHANGE ORDER No.3
ai Date of Request 11/28/2023
Date of Contract 12/2019
Task Order 19-03: State & Eagle Intersection
Notice: This contract was approved with an approved scope of work and a negotiated fixed Price Total of $24,075.0C
The Eagle City Council did not approve contingencies to this contact, all changes in program, materials, timeline and cost
must be approved by the Eagle City Council. Staff does not have authority to approve changes. All Change order requests
must be submitted in writing including this form for approval by the City of Eagle. Eagle City Council meets the 2nd and
4th Tuesdays of each month, change orders must be received no later than the Wednesday prior to the meeting.
The contract documents are modified as follows upon execution of this change order:
1) Request to extend the project timeline through September 30, 2026 to allow the consulatnat to complete
the construction adminstation work with ACHD for the two phased construction planned by ACHD.
2) Expand the scope of work to include additonal work in design refinement,Approvals and Construciton
Documents, Bid&award, and Construciton Administration due to ACHD expandingthe project into mulitple
phases that were not contiemplated in the original contract approval.
Contract prices are hereby amended as follows:
Item Description QTY Units Unit Price Extension
Task 2 Design Refinement for additonal phase $ 8,500.00
Approvals&Construciton Documents for
Task 3 additional Phase $ 8,000.00
Task 4 Bid &award for additonal Phase $ 1,680.00
Task 5 Construction Administration for additonal
phase $ 2,500.00
Co#_3_ Total Net Change $ 20,680.00
Changes to Final Completion Date: YES NO
CHANGES TO CONTRACT PRICE: CHANGES IN CONTRACT TIMES:
Original Contract Timeline: Completion by
Original Contract Price: 9/30/2020
$24,075.00
Start of Construction: N/A
Increase from previously
approved change orders no._2_to_2 Final Completion: 9/30/2020
$1,600.00
Contract price Prior to this Change Order: Increase from previously approved
$25,675.00 change orders no._2_
Final Completion: 9/30/2023
Ready for final Payment : 9/15/2023
Increase from this change:
$ 20,680.00
Increase from this Change Order:
Final Completion: 9/30/2026
Contract Price including this Change Order: Ready for final Payment : 9/15/2026
$46,355.00
Contract Times with all approvals:
Final Completion: 9/30/2026
Ready for final payment : 9/15/2026
Contractor Requesting Change: Staff eview:
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City Approval:
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1I123(2
INTER City of Eagle
Long Range Planning & Projects
OFFICE
To: Mayor Pierce and City Council Members
From: Nichoel Baird Spencer,MCRP,AICP,
Director of Long-Range Planning&Projects
Subject: State and Eagle Intersection(T&P CP-1): Change Order No.3: Baer Design
Group
Date: November 15,2023
Attachment(s): Change Order No. 3
Staff Request:
Staff is requesting the Eagle City Council's review and approval of Change Order No. 3 in the amount of
$20,680.00 with Baer Design Group for the State and Eagle Intersection Project(T&P CP-1).
Overview:
The City having an approved vendor list for landscape and design entered into Task Order 19-03 with
Baer Desing Group for the State and Eagle Intersection Project(T&P CP-1)with ACHD in 2019. As part
of the development of the project the City was required to provide ACHD all the design and construction
documents associated with the City enhancements including street trees,Silva cells,pavers,paver
crosswalks,streetlights,and materials modifications/enhancements. In 2019,the project was scheduled
by ACHD to be a single construction phase. The Task Order with Baer Desing Group reflected the single
phase of construction with a total contract cost was$24,075.00.
In 2021,the City began the development of a City Fiber Utility and requested additional work and
electrical design for the installation of conduit and fiber infrastructure within the State and Eagle Project.
The Council on 4/27/21 approved Change Order No.2 in the amount of$1,600.00 increasing the project
cost to$25,675.00.
In late 2022,ACHD announced their plans to construct the State and Eagle Project in two phases. This
resulted in the need for multiple plan sets reflecting the different phasing boundaries,and multiple sets of
construction documents,and will require two separate construction administration processes,one in 2024-
2025&another in 2025-2026. To address this change in scope by ACHD,City staff is requesting
Council approval of Change Order No. 3,in the amount of$20,6080.00,bringing the contract amount to
$46,355.00. Additionally,staff is requesting the contract year be extended to September of 2026,to allow
for the construction administration of both phases of the project.
The changes approved to date and the changes being requested are detailed on the table below:
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K:\Planning Dept\Transportation\State&Eagle Intersection\Baer Design Task order 19-03\Task order 19-03 Change Order No 3-Baer
Design.doc
Contract Change Order Change Order
Task Order 19-03: Amount No.2 No.3
(approved (Current Request)
State & Eagle Notes: 4/27/21)
Task 1:Conceptual Design $ 4,830.00
Task 2:Design Refinement Change Order No.3:Result of 2 Phases of plans& $ 7,560.00 $ 8,500.00
construction
Task 3:Approvals &Construction Change Order No.2:Added Electrical design work $ 6,855.00 $ 1,600.00 $ 8,000.00
Documents for low volatge street lights&fiber
Change Order No.3:Result of 2 Phases of plans&
construction
Bid&Award Phase Change Order No.3:Result of 2 Phases of plans& $ 1,680.00 $ 1,680.00
construction
Construction Administration Change Order No.3:Result of 2 Phases of plans& $3,150.00 $2,500.00
construction
Change Order Total: $ 1,600.00 $ 20,680.00
Total: $ 24,075.00 $ 25,675.00 $ 46,355.00
The City's Capital Plan and fund has set aside$1,01,039.00 of City funds for the design and development
of the project,the Eagle Urban Renewal Agency has set aside an additional$1.01M for construction.
There are sufficient funds to fund this change order in the capital fund today. As Phase 1 of the project
goes to bid in early December the sufficiency of funding for construction will be further understood. If
needed,any need for additional funding needs for the project will be brought to the Council as part of the
FY 2025-2029 capital planning and FY 2025 budget request processes.
Staff will be prepared to provide a complete overview of this request at the November 28,2023,Council
Meeting.If you have questions on this item,please feel free to contact me directly at
nbairdAcityofeagle.org or at 208-489-8772.
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Design.doc