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A Resolution Approving an Amendment to the Task Order for Professional Engineering Services with Baxter & Woodman, Inc., for Design and Construction Engineering for the North and South Pump Stations Pump Repair Project 23-12 to Change the not to Exceed Amount from $69,400 to $80,000
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Introduction
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In 2022, the Village contracted with Baxter & Woodman to do the engineering design and construction management for the North and South Pump Stations Pump repair Project, 23-12. Baxter & Woodman has had to perform additional construction management beyond the originally anticipated duration of the project due to multiple construction issues and changes in the scope. The additional work for overseeing this project amounts to $10,600 and adjusts the task order from $69,400 to $80,000.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• On December 9, 2025, the Board approved the Renewal of the Master Agreement with Baxter & Woodman, Inc. for Professional Engineering Services in 2026 (RES 25-356).
• On December 2, 2024, the Board approved the first one-year renewal of the Master Agreement with Baxter& Woodman, Inc. for Professional Engineering Services (RES 24-389).
• On June 20, 2023, the Village Board approved a Contract with Morrison Construction Company, Inc. for Project 23-12, North and South Pumping Station Upgrades, in an Amount not to Exceed $396,500 (RES 23-206).
• On October 17, 2022, the Village Board approved a Task Order for Professional Engineering Services with Baxter & Woodman, Inc. for Design and Construction Engineering for the North and South Pump Stations Pump Repair Project 23-12, in an Amount Not to Exceed $69,400 (RES 22-246).
• On September 20, 2021, the Village Board approved a Three-Year Master Agreement with Baxter& Woodman, Inc. for Professional Engineering Services with an option to renew the agreement for up to two additional one-year periods (RES 21-223).
Background
In 2022 the Village entered into a Task Order with Baxter & Woodman to provide the design and construction engineering for the North and South Pump Stations Pump Repair Project. The project included rebuilding four existing older pumps at the north and south pumping stations. The existing pumps are approximately 20 years old and rebuilding these high wear items is more economical than replacing the units. The project also included replacing three worn out leaky check valves, four rubber isolation couplings, and one flow switch at these stations. Replacing these high wear items will improve pumping efficiencies which will save on energy costs and ensure reliability.
During construction of the project there have been various delays primarily due to supplier and subcontractor issues for replacing seals, bearings, and electrical work on pumps being rehabilitated. There were also minor changes in scope due to changing the types of flow switch and products for check valves. These various issues extended the construction contract by over 500 days resulting in an increased cost of $10,600 to manage the project. This amendment adjusts the Task Order amount from $69,400 to $80,000. Work on the project is substantially complete.
Timing Considerations
There are no specific timing considerations associated with this item. The consultant has already had to incur the additional expenses associated with overseeing the construction of this project which is substantially complete.
Financial Impact
There are available funds for this additional work in the FY2026 Budget in the Water & Sewer Fund, Public Works - Water, Water Supply, Capital Improvements, account no. 5040-43730-776-570707.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• This action allows for payment of services already provided.
Disadvantages:
• This action will result in an increased cost to manage the project.
Alternatives
Alternative 1:
The Board can delay action to gain additional information
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• There are no disadvantages to this action.
Alternative 2:
The Board can vote down the item
Advantages:
• This action can result in cost savings.
Disadvantages:
• The consultant would not be paid for hours spent administering the Village’s project, which was delayed for factors outside of their control.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Erin Duffy, Deputy Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Amendment
3. Attachment B - Amendment Request
4. Executed Task Order - North and South Pump Station Engineering
5. Executed Master Agreement