280 East Broad Street Suite 200 Rochester, New York 14604 Main: 877 627 3772
March 20, 2026 Josh Artuso, Director of Community Development Town of Webster 1000 Ridge Road Webster, NY 14580 RE:
CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES
Dear Mr. Artuso, Per your request, I have prepared this amendment to our original contract made as of November 5, 2024, between the Town of Webster and Colliers Engineering & Design, Architecture, Landscape Architecture, Surveying, CT P.C. Due to the effort expended for out-of-scope services provided to date (further described below) and level of effort estimated to complete the remaining project tasks, we anticipate needing an additional not-to-exceed fee of $25,000. Services provided under this contract amendment will be billed on a time and materials basis. As a result, if the level of effort is less than anticipated, our fee will be reduced accordingly. Below is a summary of out-of-scope services, which have resulted in the overage of originally allocated budget for tasks completed to date. Although these efforts were beyond our original scope, we recognize the value they have brought to the process to facilitate increased public input opportunities, review, and coordination with Town Staff and the Comprehensive Plan Committee. •
Additional meetings and communication with Town staff due to expanded public outreach efforts at the request of the Town. This includes responding to direct public communication and information requests.
•
Additional preparation and review of meeting plans and materials to support a public-facing format, as well as additional meeting time to allow for public comment.
•
Additional Survey Review / Development / Promotion – Development of an expanded survey tool in two formats (originally scoped as one survey instrument) and additional supporting material review and coordination due to extended public outreach goals directed by the Town.
A breakdown of hours spent on the services listed above, along with associated rates and total overages, are provided in Table 1 on the following page. Additionally, a summary of remaining tasks with updated effort hour and fee estimates are provided in Table 2, also on the following page.
TOWN OF WEBSTER | CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES March 20, 2026
Table 1. Estimated Additional Effort by Task / Job Title Job Title
Extra Outreach Coordination (Tasks 2, 3, & 6)
2025 Rate
Hours
Public Engagement at Committee Meetings (Tasks 5 & 7)
Subtotal
Hours
Additional Survey Review / Development / Promotion (Task 3)
Subtotal
Hours
Subtotal
TOTALS
Junior Planner
$125
0
$0.00
0
$0.00
10.00
$1,250.00
$1,250.00
Senior Planner
$130
0
$0.00
1.50
$195.00
7.50
$975.00
$1,170.00
Assistant Project Manager
$155
12.25
$1,898.75
12.75
$1,976.25
22.50
$3,487.50
$7,362.50
$195
16.25
$3,168.75
6.50
$1,267.50
4.00
$780.00
$5,216.25
Task Totals
28.50
$5,067.50
19.25
$3,438.75
26.50
$6,492.50
Project Manager
TOTAL OVERAGE
$14,998.75
Table 2. Remaining Tasks with Anticipated Effort Hours & Fee Estimate
Job Title
2026 Rate
Draft Plan & Committee Meetings #6 & #7 (Task 7)
Open House & Committee Public Hearing (Task 6c)
Plan Edits & Final Plan Preparation (Task 11)
Referrals, SEQR, & Adoption Procedure (Tasks 8, 9, 10, & 12)
Hours
Hours
Hours
Subtotal
Hours
Subtotal
Subtotal
Subtotal
TOTALS
Specialist / Intern
$120
0
$0.00
0
$0.00
4
$480.00
0
$0.00
$480.00
Planner
$145
22
$3,190.00
8
$1,160.00
16
$2,320.00
4
$580.00
$7,250.00
Assistant Project Manager
$165
28
$4,620.00
10
$1,650.00
10
$1,650.00
10
$1,650.00
$9,570.00
Project Manager
$200
10
$2,000.00
6
$1,200.00
4
$800.00
4
$800.00
$4,800.00
Principal
$270
0
$0.00
0
$0.00
0
$0.00
2
$540.00
$540.00
Prospect Hill Consulting
$150
40
$6,000.00
16
$2,400.00
16
$2,400.00
30
$4,500.00
$15,300.00
Task Totals
100
$15,810.00
40
$6,410.00
50
$7,650.00
50
$8,070.00 Contingency
$5,000.00
Total Estimated Cost
$42,940.00
Remaining Budget (as of March 1, 2026)
$18,013.44
TOTAL ADDITIONAL FEE ESTIMATE
$24,926.56
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TOWN OF WEBSTER | CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES March 20, 2026
I will continue to serve as the project manager for this effort with support from Katie Darcy, AICP as Assistant Project Manager. Included in this contract amendment is the following: Section I – 2026 Staff Hourly Rates Section II – Client Contract Authorization Section III – Original Contract Agreement We greatly appreciate the Town Board's consideration of this contract amendment. Should you have any questions or wish to discuss this proposal further, please do not hesitate to contact me directly. If you find this proposal to be acceptable, please sign the Client Contract Authorization in Section II and return to our office. Thank you,
Molly B. Gaudioso, AICP Planning Project Manager & Geographic Discipline Leader
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TOWN OF WEBSTER | CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES March 20, 2026
2026 Staff Hourly Rates Services provided under this contract amendment will be billed on a time and materials basis at the following rates for a not-to-exceed fee of $25,000.
JOB TITLE • • • • •
HOURLY RATE
Principal ...................................................................................................................................................................................$270 Project Manager ...................................................................................................................................................................$200 Assistant Project Manager/Senior Planner ................................................................................................................$165 Planner .....................................................................................................................................................................................$145 Specialist / Intern (e.g. Landscape Designer, GIS Technician) ............................................................................$120
There will be no markup on expenses. Expenses may include, but are not limited to, travel (using current federal mileage rate for auto travel), meals while onsite, and any copying and mailing services. All project related expenses will be documented with receipts.
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TOWN OF WEBSTER | CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES March 20, 2026
Client Contract Authorization I hereby declare that I am duly authorized to sign binding contractual documents. I also declare that I have read, understand, and accept this contract amendment.
Signature
Date
Printed Name
Title
If you find this proposal acceptable, please sign where indicated above in Section II, and return one signed copy to CED.
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TOWN OF WEBSTER | CONTRACT AMENDMENT FOR COMPREHENSIVE PLAN UPDATE SERVICES March 20, 2026
Original Contract Agreement See attachment.
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