Service Solicited - 2025 - Baer Design Group - Task Order 21-01 Linder Road Widening Project Change Order No. 1Task Order 21-01:
CHANGE ORDER No.1
Date of Request 5/21/25
Date of Contract 12/14/21
Linder Road Widening Project
Notice: This contract was approved with an approved scope of work and a negotiated fixed Price Total of $24,075.00. 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) Expand the scope of work to include: Increased drafting of Bid/Construction drawings as nesseciated by
ACHD's staff reviews
2) Add Phase D: Construction Administration to contract with the design team to continue to complete
construction reviews, inspections, and field reports for the project as ACHD begins construction in Fall of
2025.
3) Request to extend the project timeline through October 31, 2026 to allow the consulatnat to complete the
construction adminstation work with ACHD as detailed int he orginal task order.
Contract prices are hereby amended as follows:
Item Description
Phase C
Phase D
Bid/Construction Documents increase
Construction Administration
gLY Units Unit Price Extension
not to exceed $11,283
not to exceed $27,300
11, 283.00
27,300.00
Co#_1_ Total Net Change
Changes to Final Completion Date:
YES
NO
$ 38,583.00
CHANGES TO CONTRACT PRICE: CHANGES IN CONTRACT TIMES:
Original Contract Price:
$27,750.00
Original Contract Timeline:
Completion by
10/31/2026
Start of Construction: TBD by ACHD
Increase from previously
approved change orders no. _1 to _1_ Final Completion: 10/31/2026
S 38.583.00
Contract price Prior to this Change Order:
$27,750.00
Increase
S
from this change:
38.583.00
Contract Price including this Change Order:
$66,333.00
(Increase) (Decrease) from previously approved
change orders no. to
Final Completion:
Ready for final Payment :
Increase from this Change Order:
Final Completion:
Ready for final Payment :
10/31/2026
Contract Times with all approvals:
Final Completion:
Ready for final payment :
10/31/2026
Contractor Requestin Change:
By: Mith.
Date: 07/02/2025
City Approval:
By:
Date:
Staff Review:
By:
Date:
Council Approval: SJ i ,itg5
TASK ORDER 21-01
City of Eagle Landscape Design Services
City Task Order No: 21-01
Project Name: Linder Road Widening Project
This Task Order, entered into between the City of Eagle (hereinafter "City") and Baer
Design Group LLC (hereinafter "Consultant") is subject to the provisions of the Master Consulting
Services Agreement between the parties on March 10, 2015.
I. BACKGROUND
City desires landscape design and construction management services to be provided by
Consultant related to a project known as the Linder Road Widening Project.
Consultant will work closely with City and City Council designing the Linder Road Widening
Project.
II. SCOPE OF SERVICES
This Task Order presents the scope of services, schedule, and compensation for full
architecture services including landscape plans and construction administration services during
construction for the Linder Road Widening Project. The services provided will be performed into
four (4) separate Phases with completion dates as follows:
A. Concept Design Phase:
Estimated Completion Date June 15, 2022
• Prepare site analysis
• Staff and coordinate design team and associated meetings
• Coordinate roadway/roundabout/sidewalk/pathway design with ACHD
• Develop one conceptual landscape design with City staff with final review by the
Design Review Board and City Council
After the acceptance of the Concept Design, consultant shall proceed with the Design
Refinement Phase.
B. Design Refinement Phase:
Estimated Completion Date August 15, 2022
• Refine Concept Design based on team design meeting
• Develop final concept designs based on City comments
• Develop planting & irrigation plans
Task Order No. 21-01 Page -1
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• Identify irrigation and electrical conduit locations for inclusion into ACHD's
construction drawings
• Provide 24"x 36" Enlargement plans (electronic)
• Prepare site sections
• Prepare site details
• Prepare plan view renderings
• Provide a cost estimate and timeline for construction
• Incorporate City Staff, Design Review Board, and City Council comments into final
design package
After the acceptance of the Design Refinement Phase, the consultant shall proceed with the
Approval and Construction Document Phase:
C. Approval and Bid/Construction Document Phase:
Estimated Completion Date September 15, 2022
• Design refinement based on City comments and budget approvals
• Finalize Irrigation plans (including sleeving across ROW and within sidewalk
pavement, irrigation demands, and source)
• Finalize Planting & Lighting plans (including electrical source, conduit, and sleeving)
• Finalize Grading plans for irrigation area
• Identify topsoil needs, augmentation, and necessary coring standards within Silva
Cell and planting areas
• Provide Enlargement plans
• Prepare site sections
• Prepare site details
• Finalize material selection boards
• Provide technical specifications
• Attend and present at City meeting related to design approvals
• Prepare maintenance manual and cost estimate
• Coordinate Bid Items with ACHD
The City will work jointly with ACHD, as well as independently, depending on the
improvements, on a competitive bid and award selection process for all construction.
III. COMPENSATION
The compensation to be paid to Consultant under this Task Order shall be a fixed price not to
exceed $27,750.00 and shall be paid following the Invoicing and Payment provisions of the
Master Consulting Services Agreement. A breakdown of the cost for work described herein is as
follows:
Conceptual Design $7,900.00 (20%)
Design Refinement Phase $6,000.00 (15%)
Task Order No. 21-01
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Page -2
Approvals and Construction Document Phase
Fixed Price Total:
$13,850.00 (35%)
$27,750.00
IV. EFFECTIVE DATE
This this Task Order Number 21-01 is effective as of this 14th day of December, 2021.
IN WITNESS WHEREOF, duly authorized representatives of the City and of the
Consultant have executed this Task Order Number 21-01 evidencing its issuance by City and
acceptance by Consultant.
CITY OF EAGLE BAER DESIGN GROUP LLC
Jason Pierce, Mayor Greg Baer
Attest:
Tracy Osborn, City Clerk
Task Order No. 21-01 Page -3
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INTER
OFFICE
City of Eagle
Long Range Planning & Projects
To: Mayor Pike and City Council Members
From: Nichoel Baird Spencer, MCRP, AICP,
Director of Long -Range Planning & Projects
Subject: Change Order No. 1— Linder Road
Date: May 19, 2025
Attachment(s): Change order No.1
Task Order 21-01
Staff Request:
Staff is requesting the Eagle City Council's review and approval of the Change Order No.1 for Task
Order 21-01 with Baer Design for the Linder Road Widening Project.
Overview:
The original Task order was approved by the City Council on December 14, 2021, in the amount of
$27,750 for the following:
A. Concept Design Phase:
Estimated Completion Date June 15, 2022
• Prepare site analysis
• Staff and coordinate design team and associated meetings
• Coordinate roadway/roundabout/sidewalk/pathway design with ACHD
• Develop one conceptual landscape design with City staff with final review by the Design
Review Board and City Council
After the acceptance of the Concept Design, consultant shall proceed with the Design Refinement Phase.
B. Design Refinement Phase:
Estimated Completion Date August 15, 2022
• Refine Concept Design based on team design meeting
• Develop final concept designs based on City comments
• Develop planting & irrigation plans
• Identify irrigation and electrical conduit locations for inclusion into ACHD's construction
drawings
• Provide 24"x 36" Enlargement plans (electronic)
• Prepare site sections
• Prepare site details
• Prepare plan view renderings
• Provide a cost estimate and timeline for construction
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• Incorporate City Staff, Design Review Board, and City Council comments into final
design package
After the acceptance of the Design Refinement Phase, the consultant shall proceed with the Approval and
Construction Document Phase:
C. Approval and Bid/Construction Document Phase:
Estimated Completion Date September 15, 2022
• Design refinement based on City comments and budget approvals
• Finalize Irrigation plans (including sleeving across ROW and within sidewalk pavement,
irrigation demands, and source)
• Finalize Planting & Lighting plans (including electrical source, conduit, and sleeving)
• Finalize Grading plans for irrigation area
• Identify topsoil needs, augmentation, and necessary coring standards within Silva Cell
and planting areas
• Provide Enlargement plans
• Prepare site sections
• Prepare site details
• Finalize material selection boards
• Provide technical specifications
• Attend and present at City meeting related to design approvals
• Prepare maintenance manual and cost estimate
• Coordinate Bid Items with ACHD
Conceptual Design
Design Refinement Phase
Approvals and Construction Document Phase
Fixed Price Total:
$7,900.00 (28.5%)
$6,000.00 (21.6%)
S 13.850.00 (49.9%)
$27,750.00
On October 24, 2023, staff presented to the City Council, after review and approval from the Eagle
Design Review Board, the Conceptual Design as required in Phase A. The Council at that time approved
moving onto Phase B: Design Refinements, providing staff and the consulting team the direction to
reduce the cost of the project to $2M or less by thinning plant materials and increasing tree planting
spacing.
Since the Council's review in 2023, ACHD has moved the project from FY 24 to FY 26 and has had 4
different project managers, slowing the timeline for plan development and increasing the number of
reviews and comments from ACHD. At this point the City has provided ACHD 3 plan sets for review
and comment.
Staff Request:
Staff is requesting the Council approval of Task Order No.1 to increase the:
Phase C: Approvals and Bid/Construction Documents by $11,283 to a total of $25,133.00, this will
allow Baer Design to finish the fmal land scape and irrigation plans for inclusion in the ACHD Bid and
Construction Documents.
And to add:
Phase D: Construction Administration in the amount of $27,300.00, this will allow Baer Design to
continue to review, inspection, and Field reports for the project as ACHD begins construction in FaIl of
2025.
Total Change: $38,583.00
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Cost increases will come from the Capital Fund under TP CP-12: Linder Road (SH-44 to FF).
Additional funding requests to cover construction will be determined and requested, if needed as part of
the FY 26 to FY 30 Capital Project Request.
Staff will be prepared to provide a complete overview of this request at the May 21, 2025, Council
Meeting. If you have questions on this item, please feel free to contact me directly at
nbaird(+ citvofeaele.ora or at 208-489-8772.
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