HomeMy WebLinkAboutSAFEbuilt Inc. -5th Amendment Commercial Plan Review Ryan Field Project Extension Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Sarah Flax, Director of Community Development
CC: Andrew San Roman, Building & Development Services Manager;
Linnea Latimer, Management Analyst
Subject: Approval of a Contract Extension for a Professional Services
Agreement with SAFEbuilt, Inc., for a Commercial Plan Review of
Northwestern University’s Ryan Field Stadium Project and a Budget
Increase Not to Exceed $50,000 and Extension to June 30, 2024, for
Supplemental Plan Review and Inspection Services
Date: March 11, 2024
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute an extension
to the Professional Services Agreement with SAFEbuilt that extends the contract time period
for commercial plan review services for Northwestern University’s Ryan Field Stadium in the
amount of $140,000 until the first Temporary Certificate of Occupancy. Staff also
recommends extending the period for supplemental plan review and inspection services to
June 30, 2024, and an increased budget not exceeding $50,000 for those services.
Funding Source:
Funding is the Building & Inspection Services Division’s Plumbing, Electrical, and Plan
Review Services account #100.21.2126.62464, which has a budget of $190,000.
Council Action:
For Action
Summary:
The City’s Professional Services Agreement Extension with SAFEbuilt for plan review
services from April 1, 2023, to March 31, 2024, included a Project Plan Review Services Fee
Schedule for the Northwestern University Stadium Project in the amount of $140,000. Due to
its size and complexity, this plan review is being done by SAFEbuilt with oversight of city
staff. Full plans for the construction of the stadium have not been submitted for review;
however, an application for the foundation permit has been submitted and is under review by
SAFEbuilt and City staff. The application for the stadium permit is expected to be submitted in
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the near future. The cost of the stadium review will be recouped from the project’s plan
review and permit fees, which are estimated to be approximately $11.6 million based on the
estimated construction valuation, of which $357,000 is for plan review.
In addition, a time extension of three months to June 30, 2024, and a funding increase not to
exceed $50,000 for supplemental plan review and inspection services is recommended to
provide timely plan review and inspection services on an as-needed basis. With Andrew San
Roman’s promotion to Building & Development Services Manager, residential plan reviews
will need to be handled by SAFEbuilt until the Plan Reviewer position is filled. In addition,
scheduled time off for Building Inspectors in April will require additional use of SAFEbuilt for
those services. Responses to RFP 24-10 for Inspection and Plan Review Services are due
on April 9, 2024, and a recommendation to contract with one or more third-party plan review
and inspection services providers will be brought to APW and the City Council for approval in
May 2024.
Legislative History:
City Council approved the Professional Services Agreement, and Fourth Amendment to that
agreement with SAFEbuilt for plan review and inspection services, including review of the
Ryan Field plan plans on March 27, 2023; this agreement was procured through a joint
purchase agreement with the Villages of Glenview, Kenilworth, Wilmette, and Winnetka.
Attachments:
SAFEbuilt 4th amendment for Plan Review&Inspection Services
Evanston IL - Fifth Amend to SAFEbuilt Agreement 3.6.24
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FOURTH AMENDMENT to PROFESSIONAL SERVICES AGREEMENT
THIS FOURTH AMENDMENT OF THE PROFESSIONAL SERVICES AGREEMENT
(this “Amendment”) is made as of the _______ day of February, 2023, by and between THE
CITY OF EVANSTON, an Illinois municipal corporation (hereinafter referred to as “City”) and
SAFEBUILT ILLINOIS, LLC (hereinafter referred to as “Vendor”). The City and Vendor shall
be referred to collectively as the “Parties”.
WITNESSETH
WHEREAS, the City and Vendor entered into a Professional Services Agreement dated January
16, 2019 (the “Agreement”) (the terms and conditions of which are incorporated herein as Exhibit
“A”) to provide support plan review and building inspection services to the City whenever the
need for such additional support services arises (the “Services”); and
WHEREAS, the City and Vendor implemented First Amendment on January 21, 2021 to amend
the term of the Agreement and provide for an extension of the service agreement to March 31,
2022 and implement a fee increase provided for in Exhibit A, Section III of Agreement;
WHEREAS, the City and Vendor implemented Second Amendment on March 23, 2022 to amend
the term of the Agreement and provide for an extension of the service agreement to March 31,
2023 and implement a fee increase provided for in Exhibit A, Section III of Agreement;
WHEREAS, the City and Vendor implemented Third Amendment on July 22, 2022 to add Right
of Way Permitting Services Technician and associated fee to Section IV. Description of Services
and Exhibit A. Section III. Fees of Agreement;
WHEREAS, the City and Vendor seek to amend the Agreement to provide for an extension of the
Agreement term to March 31, 2024; and to add As-Requested Planning and Zoning Services, As-
Requested Fire Plan Review Services and Project Plan Review Services for the Northwestern
University Stadium Project along with associated fees to Section IV. Description of Services and
Exhibit A. Section III. Fees of Agreement;
NOW THEREFORE, in consideration of the mutual observance of the covenants, conditions and
promises set forth below and the parties agree as follows:
I. AGREEMENT IN FULL FORCE AND EFFECT: DEFINITIONS
The Parties acknowledge and agree that this Amendment shall supercede, control and be
deemed to modify the terms of the Agreement. In the event of any conflict between the terms and
conditions of this Amendment and the terms of the Agreement, the parties unconditionally agree
that the terms and conditions of this Amendment shall supercede, prevail and dictate. Any term or
condition of the Agreement not addressed within this Amendment remain in full force and effect.
The above-referenced recitals and incorporated herein.
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May11 ______
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II. TERM
Section II of the Agreement allows for three (3) one (1) year renewals upon written
agreement of both parties. Parties desire to exercise the third renewal option and
extend completion date for a period of one (1) year:
II. COMPLETION DATE: March 31, 2024
III. DESCRIPTION OF SERVICES
Vendor will perform Project Plan Review Services for the Northwestern University
Stadium Project located at 1501 Central Avenue, Evanston, IL 60208.
Vendor will perform Planning and Zoning Services on an as-requested basis:
As-Requested Planning & Zoning Consultation Services
Review of Building Permits for Zoning Code compliance
Review of zoning applications and site plans
Preparation of staff reports and recommendations to planning commission and elected
officials
Training programs for Planning Commission and Appeals Board
Preparation of zoning code amendments
Updates to the zoning code and other land development regulations
Preparation of new master plan
Preparation of special studies (subarea plans, corridor studies, etc.)
Vendor will perform Fire Plan Review Services on an as-requested basis:
As-Requested Fire Plan Review Services
Fire suppression, sprinkler, alarm system, fire access and hazmat storage plan review
Accept and perform plan review electronically, as well as in traditional paper format
Review plans for compliance adopted fire codes, local amendments and ordinances
Coordinate review with applicable departments and local fire districts/authorities
Address substantial issues by comment and corrections in writing
Return a set of finalized plans and all supporting documentation
Review all revisions and be available for consultation after review is completed
IV. EXHIBIT A. SECTION III. FEES
Section III. Fees allows for a fee increase based on the Consumer Price Index as
described below:
Beginning January 01, 2020 and annually thereafter, the hourly rates listed shall be
increased based upon the annual increase in the Department of Labor, Bureau of Labor
Statistics or successor thereof, Consumer Price Index (United States City Average, All
Items (CPI-U), Not Seasonally adjusted, All Urban Consumers, referred to herein as the
“CPI”) for the Municipality or, if not reported for the Municipality the CPI for cities of a
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similar size within the applicable region from the previous calendar year, such increase,
however, not to exceed 4% per annum. The increase will become effective upon
publication of the applicable CPI data. If the index decreases, the rates listed shall remain
unchanged.
Service Fee Schedule shall be replaced with and read in its entirety as follows:
Service Fee Schedule:
Inspection Services
• Building, Mechanical, Electrical, Plumbing
$83.12 per hour – one (1) hour minimum
Plan Review Services
• Commercial, Multi-Family, Single-Family
• Mechanical, Electrical, Plumbing
$84.17 per hour – one (1) hour minimum
Expedited Plan Review Fee $125.24 per hour – one (1) hour minimum
Structural Engineering Plan Review Fee $125.24 per hour – one (1) hour minimum
Fire Plan Review Services $110.00 per hour – one (1) hour minimum
After Hours/Emergency Inspection Services $113.86 per hour – two (2) hour minimum
Non-Permitted Activity (by request only) $85.38 per hour – one (1) hour minimum
Investigative Services (by request only) $85.38 per hour – one (1) hour minimum
Right of Way Permitting Services Technician $78.00 per hour – one (1) hour minimum
Planning & Zoning Services Fee Table:
Principal Planner $180.00 per hour – one (1) hour minimum
Planning Manager $165.00 per hour – one (1) hour minimum
Senior Planner $150.00 per hour – one (1) hour minimum
Associate Planner $125.00 per hour – one (1) hour minimum
Assistant Planner $ 90.00 per hour – one (1) hour minimum
Planning Technician $ 75.00 per hour – one (1) hour minimum
Assignment of appropriate staff level will be determined by SAFEbuilt and City COE Planning
Manager prior to services being rendered.
Project Plan Review Services Fee Schedule for the Northwestern University
Stadium Project located at 1501 Central Avenue, Evanston, IL 60208.
Plan Review Fee shall be:
Commercial Plan Review Services
• Initial plan review
• Up-to two (2) re-reviews
Includes up to three (3) reviews for each
trade (Building, Mechanical, Electrical,
Plumbing) for a total of twelve (12) reviews.
$140,000.00
Additional Plan Review – Commercial
• After two (2) re-reviews
• Revisions to previously reviewed
plans
$105.00 per hour – one (1) hour minimum per day
Expedited Plan Review Services 1.5x ‘Remote Plan Review Services’ fee schedule
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Licensed Engineering Plan Review $135.00 per hour – two (2) hour minimum per day
Review of changes to approved plans $105.00 per hour – one (1) hour minimum per day
Each Party will pay one-way shipping costs Municipality pays to ship plans to Consultant
Consultant pays to ship plans to Municipality
V. COUNTERPARTS
This Amendment may be executed in several counterparts, each of which shall be deemed an
original, and all of which shall constitute but one and the same instrument. For purposes of this
Amendment, facsimile and scanned signatures shall be considered the same as original
signatures and shall be treated as valid and binding upon the parties hereto, provided, however
the parties shall exchange original signature pages as reasonably promptly following execution
hereof.
IN WITNESS WHEREOF, the Parties have caused this Amendment to be executed the
day and year first above written.
CITY OF EVANSTON SAFEbuilt Illinois, LLC
an Illinois municipal corporation a Illinois corporation
By: By:
Print Name: _______________ Print Name: ______________
Its: City Manager Its: _________________
Date: Date: ________________
Gary Amato
CAO
February 14, 2023
Page 18 of 18
Luke Stowe
Approved as to form:
Nicholas E. Cummings
Corporation Counsel
05 / 11 / 2023
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FIFTH AMENDMENT to PROFESSIONAL SERVICES AGREEMENT
THIS FIFTH AMENDMENT OF THE PROFESSIONAL SERVICES AGREEMENT (this
“Amendment”)is made as of the _______day of March,2024,by and between THE CITY OF
EVANSTON,an Illinois municipal corporation (hereinafter referred to as “City”)and
SAFEBUILT ILLINOIS,LLC (hereinafter referred to as “Vendor”).The City and Vendor shall
be referred to collectively as the “Parties”.
WITNESSETH
WHEREAS,the City and Vendor entered into a Professional Services Agreement dated January
16,2019 (the “Agreement”)(the terms and conditions of which are incorporated herein as
Exhibit “A”)to provide support plan review and building inspection services to the City
whenever the need for such additional support services arises (the “Services”);and
WHEREAS,the City and Vendor implemented First Amendment on January 21,2021 to amend
the term of the Agreement and provide for an extension of the service agreement to March 31,
2022 and implement a fee increase provided for in Exhibit A,Section III of Agreement;
WHEREAS,the City and Vendor implemented Second Amendment on March 23,2022 to
amend the term of the Agreement and provide for an extension of the service agreement to
March 31,2023 and implement a fee increase provided for in Exhibit A,Section III of
Agreement;
WHEREAS,the City and Vendor implemented Third Amendment on July 22,2022 to add
Right of Way Permitting Services Technician and associated fee to Section IV.Description of
Services and Exhibit A.Section III.Fees of Agreement;
WHEREAS,the City and Vendor implemented Fourth Amendment on May 11,2023 to amend
the Agreement to provide for an extension of the Agreement term to March 31,2024;and to add
As-Requested Planning and Zoning Services,As-Requested Fire Plan Review Services and
Project Plan Review Services for the Northwestern University Stadium Project along with
associated fees to Section IV.Description of Services and Exhibit A.Section III.Fees of
Agreement;
WHEREAS,the City and Vendor seek to amend the Agreement to provide for an extension of
the Agreement term for support plan review and building inspection services to the City
whenever the need for such additional support services arises (the “Services”);and As-Requested
Fire Plan Review Services to June 30,2024;and to extend the contract period for Commercial
Plan Review Services for Northwestern University’s Ryan Field Stadium until the first temporary
certificate of occupancy,anticipated to be in Summer of 2026.
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NOW THEREFORE,in consideration of the mutual observance of the covenants,conditions
and promises set forth below and the parties agree as follows:
I.AGREEMENT IN FULL FORCE AND EFFECT:DEFINITIONS
The Parties acknowledge and agree that this Amendment shall supercede,control and be
deemed to modify the terms of the Agreement.In the event of any conflict between the terms and
conditions of this Amendment and the terms of the Agreement,the parties unconditionally agree
that the terms and conditions of this Amendment shall supercede,prevail and dictate.Any term
or condition of the Agreement not addressed within this Amendment remain in full force and
effect.The above-referenced recitals and incorporated herein.
II.TERM FOR SUPPORT PLAN REVIEW AND BUILDING INSPECTION
SERVICES,AND AS-REQUESTED FIRE PLAN REVIEW SERVICES
II.COMPLETION DATE:June 30,2024
III.DESCRIPTION OF SERVICES
Vendor will perform support plan review and building inspection services whenever the
need for such additional support services arises.
Vendor will perform Fire Plan Review Services on an as-requested basis:
As-Requested Fire Plan Review Services
✔Fire suppression,sprinkler,alarm system,fire access and hazmat storage plan review
✔Accept and perform plan review electronically,as well as in traditional paper format
✔Review plans for compliance adopted fire codes,local amendments and ordinances
✔Coordinate review with applicable departments and local fire districts/authorities
✔Address substantial issues by comment and corrections in writing
✔Return a set of finalized plans and all supporting documentation
✔Review all revisions and be available for consultation after review is completed
IV.TERM FOR PROJECT PLAN REVIEW SERVICES FOR NU STADIUM
PROJECT
IV.COMPLETION DATE:To first temporary certificate of occupancy,anticipated in
Summer of 2026.
V.DESCRIPTION OF SERVICES
Vendor will perform Project Plan Review Services for the Northwestern University
Stadium Project located at 1501 Central Avenue,Evanston,IL 60208.
VI.EXHIBIT A.SECTION III.FEES
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Section III.Fees allows for a fee increase based on the Consumer Price Index as
described below:
Beginning January 01,2020 and annually thereafter,the hourly rates listed shall be
increased based upon the annual increase in the Department of Labor,Bureau of Labor
Statistics or successor thereof,Consumer Price Index (United States City Average,All
Items (CPI-U),Not Seasonally adjusted,All Urban Consumers,referred to herein as the
“CPI”)for the Municipality or,if not reported for the Municipality the CPI for cities of a
similar size within the applicable region from the previous calendar year,such increase,
however,not to exceed 4%per annum.The increase will become effective upon
publication of the applicable CPI data.If the index decreases,the rates listed shall
remain unchanged.
Service Fee Schedule shall be replaced with and read in its entirety as follows:
Service Fee Schedule:
Inspection Services
●Building,Mechanical,Electrical,Plumbing
$85.86 per hour -one (1)hour minimum
Plan Review Services
●Commercial,Multi-Family,Single-Family
●Mechanical,Electrical,Plumbing
$86.94 per hour -one (1)hour minimum
Fire Plan Review Services $110.00 per hour -one (1)hour minimum
Expedited Plan Review $129.37 per hour -one (1)hour minimum
Structural Engineering $129.37 per hour -one (1)hour minimum
After Hour Inspections $117.62 per hour -one (1)hour minimum
Non-permitted activity $88.20 per hour -one (1)hour minimum
Investigative Services $88.20 per hour -one (1)hour minimum
Right of Way Permitting $80.57 per hour -one (1)hour minimum
Project Plan Review Services Fee Schedule for the Northwestern University
Stadium Project located at 1501 Central Avenue,Evanston,IL 60208.
Plan Review Fee shall be:
Commercial Plan Review Services
●Initial plan review
●Up-to two (2)re-reviews
Includes up to three (3)reviews for each
trade (Building,Mechanical,Electrical,
Plumbing)for a total of twelve (12)reviews
$140,000.00
Additional Plan Review –Commercial
●After two (2)re-reviews
●Revisions to previously reviewed
plans
$105.00 per hour –one (1)hour minimum per day
Expedited Plan Review Services 1.5x ‘Remote Plan Review Services’fee schedule
Licensed Engineering Plan Review $135.00 per hour –two (2)hour minimum per day
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Review of changes to approved plans $105.00 per hour – one (1) hour minimum per day
Each Party will pay one-way shipping costs
Municipality pays to ship plans to Consultant
Consultant pays to ship plans to Municipality
V.COUNTERPARTS
This Amendment may be executed in several counterparts, each of which shall be deemed an
original, and all of which shall constitute but one and the same instrument. For purposes of this
Amendment, facsimile and scanned signatures shall be considered the same as original
signatures and shall be treated as valid and binding upon the parties hereto, provided, however
the parties shall exchange original signature pages as reasonably promptly following execution
hereof.
IN WITNESS WHEREOF, the Parties have caused this Amendment to be executed the
day and year first above written.
CITY OF EVANSTON SAFEbuilt Illinois, LLC
an Illinois municipal corporation a Illinois corporation
By:By:
Print Name: _______________Print Name: ______________
Its: City Manager Its: _________________
Date:Date: ________________
Matthew K. Causley
Chief Operating Officer
03/07/2024
Page 22 of 22
Luke Stowe
Approved as to form:
Brian George
Acting Corporation Counsel
03 / 27 / 2024
Doc ID: 7ab7eec6a55b95a888db8013e662daa90bd98d8a
5th Amendment with SAFEbuilt, Inc., for a Commercial Plan...
Approval_of_a_Con...lt__Inc.__for.pdf
7ab7eec6a55b95a888db8013e662daa90bd98d8a
MM / DD / YYYY
Signed
03 / 27 / 2024
08:53:57 UTC-5
Sent for signature to Brian George
(bgeorge@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
03 / 27 / 2024
10:15:27 UTC-5
Viewed by Brian George (bgeorge@cityofevanston.org)
IP: 24.13.109.77
03 / 27 / 2024
10:16:42 UTC-5
Signed by Brian George (bgeorge@cityofevanston.org)
IP: 24.13.109.77
03 / 27 / 2024
13:29:52 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
03 / 27 / 2024
13:30:11 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
The document has been completed.03 / 27 / 2024
13:30:11 UTC-5