Submitted By
Bill McKenna, Village Enginer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Change Order for the Construction of the South Boulevard Streetscape Project, Section 13-00256-00-PV, in an Amount Not to Exceed $143,500
End
Overview
Overview
In compliance with IDOT regulations, this change order is to pay for additional costs for expanding the sidewalk area to allow for additional outdoor dining, adjustments to layout and quantities of underground water and sewer work to account for unanticipated items, and costs for utility relocations on Harlem Avenue to coordinate with the Lincoln Development have increased the construction costs by approximately $103,633 to date. The sidewalk expansion work was previously approved by the Board and the utility relocation work is scheduled to start this month and is the Village’s cost responsibility per the RDA with Lincoln Properties. The project is still ongoing and additional change orders will be needed for increased costs associated with project cost increases due to delays for coordination with the Lincoln Development.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2018 budget includes $715,000 in the Capital Improvement Fund, Public Works-Engineering, Streetscape Improvements, for the South Boulevard Streetscape project, account no. 3095-43780-101-5709595 which provides $143,537 for this current change order.
Background
In 2015 the Village of Oak Park entered into a Local Agency Agreement with the State of Illinois for the South Boulevard Streetscape project. Construction on the project started in 2016 which focused on completing the underground water and sewer improvements, temporary traffic signals, streetscaping on the north side of the street along the viaduct, and streetscaping in front of the existing businesses from the alley to Marion Street. Construction on the project was then suspended to allow for the construction of the Lincoln Development which is current ongoing. Construction of the rest of the streetscape project will resume when the Lincoln development completes their façade work which was originally projected to be this fall but currently is estimated to occur in this winter which will likely push the streetscaping work until the spring of 2019.
In 2016 the Village Board approved additional work to expand the sidewalks and move the curbs in front of the existing businesses on South Boulevard from the alley to Marion Street to allow for additional outdoor dining space. The additional work to expand the sidewalk areas was approximately $50,000.
In 2016 miscellaneous change orders for additional fencing to direct pedestrians safely through the construction site, temporary pavement patching to restore the street during the project suspension, and for unanticipated modifications to the underground utility layout due to conflicts with existing utilities amounted to approximately $23,000.
The contractor is also proceeding with extra work to relocate aerial electrical services along Harlem Avenue to coordinate with the Lincoln property development for an estimated $30,000. The Village is responsible for utility relocation costs according to the Redevelopment Agreement with Lincoln. The aerial utilities provide the electrical service for the Village’s lighting at the viaduct, IDOT’s traffic signals, and Union Pacific’s signals. The contractor already had temporary power poles installed under the original contractor and has IDOT approval and maintenance responsibility for work on Harlem and to work on IDOT’s traffic signal equipment per the construction contract.
Funds for these change orders has been included in the FY2018 budget as well as additional funds for future change orders to pay for any increased labor or material costs for work done in 2018 and 2019.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
On April 18, 2016 the Village Board approved a motion to proceed with the redesign of the South Boulevard sidewalk to allow for additional outdoor dining space with the South Boulevard Streetscape project.
On December 7, 2015 the Village Board approved a Revised Local Public Agency Agreement for Federal Participation with the State of Illinois for the construction of the South Boulevard Streetscaping project as well as a Resolution Authorizing funding for this project to reflect the actual bid costs and an increase in Federal Funding the Village received for the project.
On September 8, 2015 the Village Board approved a Construction Engineering Services Agreement for Federal Participation with Terra Engineering, Ltd. for construction engineering of the South Boulevard Streetscaping project in an amount not to exceed $201,051.
On September 8, 2015 the Village Board authorized execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois for the construction of the South Boulevard Streetscaping project.
On September 8, 2015 the Village Board authorized local funding for the federally funded South Boulevard Streetscape Project.
On February 2, 2015, the Village Board approved a contract with Terra Engineering for phase II design of the South Blvd project.
The Board awarded a contract for professional engineering services for the phase 1 preliminary design of the South Blvd Streetscape project to Terra Engineering on September 16, 2013 and awarded an amendment to the agreement for an additional $6.334 on May 19, 2014 due to scope increases as a result of IDOT requirements.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
A future additional change order is anticipated to be presented to the Village Board for approval in 2019 which reflects the increases in cost from 2016 to 2019 when the work will be completed.
Intergovernmental Cooperation Opportunities
This project involves the State and Federal Highway Administration working with the Village to fund and construct this project.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department in Maintenance and Service Programs.