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A Resolution Approving An Amendment To A Professional Services Agreement With T.Y. Lin International Great Lakes, Inc For The Completion Of An Electric Shuttle Feasibility Assessment To Change The Amount Not To Exceed From $58,114 To $65,732 And Authorizing Its Execution.
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Introduction
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This amendment to the agreement with T.Y. Lin increases the contract amount by $7,618 to cover extending the timeline beyond the original scope.
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Recommended Action
Staff recommend adopting the resolution.
Prior Board Action
The Board has taken the following prior action:
• On March 11, 2025 the Village Board approved Resolution 25-159, approving a Professional Services Agreement with T.Y. Lin International Great Lakes, Inc, for the completion of an electric shuttle feasibility assessment.
Background
The Village Board Goals for 2024-2025 include goal 5.1.f.i. “Evaluate the return of various shared mobility programs.” This Board Goal relates to the CROP plan action VT04: “Conduct a feasibility analysis of reintroducing the Oak Park shuttle with an all-electric fleet.”
On December 3, 2024 the Village issued a Request for Proposals to conduct an Electric Shuttle Feasibility Assessment. Only one proposal was received and, after staff’s review, was accepted.
The Village and the Vendor kicked off the feasibility assessment on March 21, 2025. The scope of work for the feasibility assessment included significant stakeholder engagement. Five stakeholder interview sessions were held to seek input from transit agencies, institutional partners, the business community, accessibility experts, and infrastructure experts. Using the input from these stakeholder engagements, the Vendor created several sample routes and models, which were tested using two focus groups. The focus groups targeted individuals who represented those working in the Village, renters, parents, students, and older adults.
The original agreement and scope had an ambitious timeline of three months. Because of the realities of scheduling stakeholder engagement, the timeline has extended beyond these three months. To finish the feasibility study, the Vendor is requesting increasing the contract amount by $7,618 to cover additional staff time as well as other requests that have arisen as a result of stakeholder input.
Timing Considerations
Staff aims to have the feasibility study complete by the end of Quarter 2 so that any next steps may be considered for discussion in the fiscal year 2026 budget.
Budget Impact
The amendment will approve and additional expenditure of $7,618 from account # 2310.41020.101.570853.000. There are sufficient unobligated funds in this account.
Staffing Impact
Staff from Sustainability, Public Works, and Development Services will continue to work with the Vendor and review deliverables. No additional staff time beyond the original agreement will be necessary as a result of this budget amendment.
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:
• The contract amendment will allow for the completion of the electric shuttle feasibility study.
Disadvantages:
• Approving the resolution increases the cost associated with this project.
Alternatives
Alternative 1:
The Board can reject the resolution.
Advantages:
• There will be no additional cost associated with this project.
Disadvantages:
• The consultant team will not have the resources to complete the study and deliver a final report that incorporates all of the stakeholder engagement.
Anticipated Future Actions
Staff anticipate bringing a presentation of the final Electric Shuttle Feasibility Assessment to the Village Board of Trustees in early Quarter 2.
Prepared By: Lindsey Nieratka, Chief Sustainability Officer
Reviewed By: Ahmad Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Budget Justification
2. Resolution
3. Amendment