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A Resolution Approving Supplement One to the Local Public Agency Engineering Services Agreement with Stantec Consulting Services, Inc., for the Phase I Preliminary Engineering Design of the Home Avenue Bridge to Change the Not-to-Exceed Amount from $1,817,234 to $2,422,299 and Authorizing its Execution
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Introduction
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In order to continue to advance the phase 1 preliminary design of the future Home Avenue Bridge, the consultant is requesting a supplement to the existing engineering agreement in an amount of $605,065. This work includes geotechnical, structural, preliminary electrical design, landscape architecture, and the development of type, span, and location drawings for IDOT review. This work would typically be completed in the phase 2 design for standard projects, but due to the complex nature of the bridge design and coordination with IDOT’s I-290 reconstruction project, it is needed in this earlier design phase. This Supplement adjusts the approved agreement from $1,817,234 to $2,422,299 and will be funded using the existing grants, which cover 80% of the costs for this design work.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• At the Village Board meeting on June 30, 2024, the Village Board approved a Joint Funding Agreement for Federally Funded Preliminary Engineering with the State of Illinois for the Preliminary Engineering Design of the Home Avenue Bridge Replacement Project (RES 24-184).
• At the Village Board meeting on June 30, 2024, the Village Board approved a Resolution Authorizing Local Funding for the Federally Funded Phase I Preliminary Engineering Design of the Home Avenue Bridge Replacement Project, Section Number 24-00269-00-BR (RES 24-215).
• At the Village Board meeting on May 7, 2024, the Village Board approved a Local Public Agency Engineering Services Agreement with Stantec Consulting Services, Inc., for the Phase I Preliminary Engineering Design of the Home Avenue Bridge, in an amount not to exceed $1,812,191 (RES 24-183).
• At the Village Board meeting on July 1, 2016, the Village Board approved a Letter of Intent with the Illinois Department of Transportation for the Eisenhower Expressway (I-290) Reconstruction Project (RES 16-285).
Background
The Village has been working with Stantec on the Phase I preliminary design of the future Home Avenue Bridge, which will eventually need to be replaced due to its age and to be compatible with the future I-290 reconstruction project. Per the Village’s Letter of Intent (LOI) with IDOT for the I-290 reconstruction project, the Village will own the future Home Avenue Bridge following its replacement. This is a federally funded design, with federal funds being used to cover 80% of the costs for design.
During the bridge’s preliminary design, additional work was identified that will need to be done in this preliminary design phase, which would typically get done in the future Phase 2 design phase. This work would ultimately need to occur in order to design a new bridge; this Supplement just allows for it to happen in the Phase 1 stage instead of the Phase 2 design stage. The costs for this supplemental Phase 1 work will reduce the scope and fee for the future Phase 2 design contract, since this work would typically happen during Phase 2. This work will also need to occur regardless of which bridge design concept is selected by the Village Board (A, B, or C).
The work included in Supplement 1 is additional geotechnical work for soil borings and analysis due to additional retaining wall design work needed; the development a type, span, and location (TSL) drawings for review by IDOT; an independent structural review of the bridge and retaining walls; preliminary electrical design for lighting for incorporation into the TSL; preliminary landscape architectural design of the entryways to develop structural designs for the retaining walls; and additional work for coordination for this project with IDOT due to the I-290 reconstruction project. This additional work amounts to $605,065 and adjusts the agreement from $1,817,234 to $2,422,299. Since IDOT will need to review and approve this Supplement, costs above the original contract amount will not be incurred until 2027. The proposed 2027 budget will include funds for this additional work.
Timing Considerations
Adoption of the Supplement at this time will allow for Stantec to continue to advance the preliminary, phase I, design of a future Home Avenue.
Financial Impact
Costs for this Supplement will be included in the FY27 Budget in the Capital Improvement Fund, Public Works-Engineering, Project Engineering account no. 3095.43780.101.570706. Federal funds will be used to pay for 80% of the costs for this work. The Village will pay for the costs up front and be reimbursed by the State for the work. The Village’s local share for this Supplement is $121,013.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There will still be several opportunities for community engagement as part of this Phase I design, including the preliminary design of the bridge’s entryways, ramps, and intersection treatments. Staff will work with the consultant team to develop a community engagement strategy that focuses on getting input from marginalized and minoritized portions of the community.
Community Input
There will still be several opportunities for community engagement as part of this Phase I design process, which includes the preliminary design of the bridge’s entryways, ramps, and intersection treatments. There will be additional public meetings, engagement with stakeholder groups, and engagement with the appropriate commissions such as the Transportation, Aging in Community, and Plan Commission regarding these features.
Staff Recommendation
Adopt the Resolution, which will allow for the preliminary design of the future Home Avenue Bridge to continue to advance on its desired schedule.
Advantages:
• This Supplement will allow for the procurement of needed services.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action will impact the desired implementation schedule.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this action.
Disadvantages:
• The needed design work required in order to obtain IDOT approval of the phase 1 design for the Home Avenue Bridge would not occur.
Anticipated Future Actions
A future Phase II Engineering Design Agreement with Stantec will be presented to the Village Board for approval following completion of the Phase I Preliminary Design work.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Home Ave Supplement 1
3. Approved Eng Agreement - Home Ave Bridge Ph1