Submitted By
Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving the Renewal of the Master Agreement with Baxter & Woodman, Inc. for Professional Engineering Services in 2025 and Authorizing its Execution
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Overview
Overview
Baxter & Woodman (along with three other firms) has been working with the Village since 2021 under a Master Agreement for providing professional engineering services using a task order system. The Master Agreement has a three-year initial term with the option for two one-year extensions. The initial three-year term of the Master Agreement expires at the end of 2024 and this item is for a one-year extension of the existing Master Agreement with Baxter & Woodman. Baxter & Woodman has done a good job on several pump station projects and projects related to the water distribution system.
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Recommendation
Recommendation
Adopt the Resolution.
Background
In 2021, the Engineering Division requested qualifications for various professional engineering services from eight consultants deemed most qualified based on a previous request for qualifications (RFQ) solicitation. The Engineering Division selected the four most qualified firms from this RFQ for entering into Master Agreements with a three-year fixed term and an option for two one-year extensions. The initial three-year term of the Master Agreement expires at the end of 2024 and this item is for a one-year renewal of the existing Master Agreement with Baxter & Woodman, Inc.
Professional engineering services for 2025 will function the same as for the initial three-year term, as a task order system to these four firms for the majority of typical projects which will eliminate the need for requesting qualifications and proposals for each engineering project, saving staff time and resources in procuring these services.
A revised fee schedule is included as an exhibit to this item for any work done outside of the task order system.
Fiscal Impact
There is no fiscal impact on the Master Agreement. Task orders for professional services for various projects will be issued by the Engineering Division to the consultant deemed most qualified for the particular project. Individual task orders will be presented to the Village Board for approval or approved internally by staff depending on the dollar amount per the Village’s Purchasing Policy.
Funds for the various engineering projects are included in the proposed FY25 Budget.
DEI Impact
N/A.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
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.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Future task orders will be presented to the Village Board for approval for professional engineering services for individual projects.
Intergovernmental Cooperation Opportunities
N/A.