Submitted By
Bill McKenna, Village Engineer
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Streetscape and Utility Projects in an Amount Not to Exceed $998,577, Authorizing its Execution and Waiving the Village’s Request for Proposals Process for the Agreement
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Overview
Overview
The Engineering Division of the Public Works Department requested a proposal from Terra Engineering for the phase two design of the Oak Park Avenue Streetscape and utility projects based on the proposed conceptual design of the project, as directed by the Village Board at its October 23, 2023 meeting. The design of the project includes bluestone sidewalks (high), brick and asphalt streets (medium), and decorative concrete crosswalks (low) as well as specialty areas for an estimated streetscape cost of $13M. Terra Engineering, and their subconsultant Design Workshop, have been working on this project for the past several years, are the most familiar with the project and proposed scope, and are best qualified to complete this project and at a competitive cost.
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Recommendation
Recommendation
Adopt the Resolution.
Background
Staff requested a proposal from Terra Engineering, along with their subconsultants, to perform the engineering design for the proposed Oak Park Avenue Streetscape and utility projects based on the scope of the project, as directed by the Village Board at its October 23, 2023 meeting. The proposed scope of work for the streetscape project generally reflects the scope as recommended by the Oak Park Avenue Steering Committee for the high level of finishes with some modifications to account for concerns expressed by the Village Board regarding durability and cost at the meeting. In order to address both durability and cost concerns, the crosswalks are being changed from a paver material (high) to colored and scored concrete (low). Similarly, to address durability and costs concerns, the roadway material has been changed from brick (high) for the entire length to a traditional asphalt road south of South Boulevard, with brick pavers being used in the intersections and from South Boulevard to Lake Street (medium). The materials for the rest of the streetscape project remain the same as presented at the October 23, 2023 meeting, for bluestone sidewalks, permeable brick paver parking lanes (pending grant approval), and the various specialty areas. These changes address durability concerns and represent an overall savings of approximately $1.6M for the future construction costs and reduce the estimated cost of the streetscape project from $14.5M to about $13M. A table summarizing these cost savings is below. An exhibit illustrating the proposed materials is also attached to this agenda item.
Terra Engineering and their subconsultants, including Design Workshop, submitted a proposal to complete the engineering design for this streetscape project and for the associated utility projects. Staff did not issue a request for qualifications/proposals for this work since Terra and Design Workshop have been doing the conceptual design of this project for the past several years, are most familiar with the project, materials, and scope, and are best qualified to complete this work and at a competitive cost due to this familiarity. The cost for completing the design is $998,577 which also includes early public outreach and coordination with the business district and community about this project.
Design work is planned to be completed by the fall of 2024 to allowing for bidding of the multiple projects in the fall which will allow for the most competitive pricing and starting work in the late winter/early spring of 2025 which is typically the least impactful time for businesses.
Fiscal Impact
The total cost for the proposed design work was originally estimated at $750,000, which was lower than the final negotiated amount of $998,577. There are available funds in the FY 23 Budget in the Capital Improvement Fund, Public Works - Engineering, Capital Improvements, Project Engineering account # 3095-43780-101-570706. Savings in FY 23 from deferred projects can fund the additional $248,577 needed for this project. The proposed FY 24 Budget includes the remaining $750,000 needed for this project in the same Capital Improvement Fund, Public Works - Engineering, Capital Improvements, Project Engineering account # 3095-43780-101-570706.
DEI Impact
The project includes numerous items consistent with the Climate Ready Oak Park plan for permeable parking lanes, rain gardens, pedestrian safety enhancements, bike parking, electric vehicle charging stations, LED lighting, and native plantings.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
At the Village Board meeting on October 23, 2023, the Village Board had a presentation and discussion of the Oak Park Avenue Streetscape Project and the Oak Park Avenue Streetscape Steering Committee’s recommended conceptual design and alternatives.
At the Village Board meeting on September 5, 2023, the Village Board approved a Second Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to change the not to exceed amount from $1,010,958 to $1,214,548.
At the Village Board meeting on March 6, 2023, the Village Board approved a Resolution Creating a Steering Committee for the Oak Park Avenue Streetscape Project and a Motion to Approve the Appointment of Members to the Steering Committee.
At the Village Board meeting on November 21, 2022, the Village Board approved an Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to change the not to exceed amount from $775,037 to $1,010,958.
At the Village Board meeting on September 16, 2019, the Village Board approved a Professional Services Agreement with Terra Engineering, Ltd. for the design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects, in an amount not to exceed $775,037.
At the September 9, 2019, special meeting, the Village Board had a presentation and discussion on the design and construction of the Oak Park Avenue Resurfacing, Utility, and Streetscaping Projects.
Citizen Advisory Commission Action
The Village hosted a public open house and solicited public feedback on the Engage Oak Park site which was incorporated into the concepts being presented. The Steering Committee also included representatives from the Disability Access Commission and Aging in Community Commission and the project was presented at a Disability Access Commission for additional input with Aging in Community commissioners attending that meeting as well.
Anticipated Future Actions/Commitments
Staff will present future construction contracts and engineering service agreements for the construction and construction management of the projects.
Intergovernmental Cooperation Opportunities
None at this time.