Submitted By
Bill McKenna, Village Engineer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Renewal Agreement with Edwin Hancock Engineering, Co. for for Design and Construction Engineering Services for the 2017 Alley Improvements in an Amount not to Exceed $293,000.00 and Authorizing its Execution
End
Overview
Overview
In 2014 the Village entered into a professional services agreement with Edwin Hancock Engineering Co. to design and manage the 2015 alley improvement projects following a request for proposal process. The agreement from 2014 included terms for renewing the agreement on an annual basis for up to 3 years. In 2015 their contract was renewed for a second year to design and manage the 2016 alley improvement project. Edwin Hancock Engineering has done an excellent job in designing and managing the alley projects the last two years and the Engineering Division requested a proposal from Edwin Hancock Engineering Co. to design and manage the 2017 alley improvements and recommends renewing the original agreement for this work.
Body
Staff Recommendation
Approve the resolution.
Fiscal Impact
The costs for this Project are included in the recommended FY2017 budget in the Capital Improvement Fund, Public Works Department, Engineering, for Alley Improvements account no. 3095-43780-101-570964 which provides $2,700,000 for engineering and construction of alleys.
It is expected that there will be about $293,200 of available funds at the end of construction, which will cover the design and engineering costs for the 2017 program. The intent going forward, in order to capitalize on the better construction prices when bid earlier, is to pay for the design and construction engineering services for the upcoming year with budget from the previous year. This allows the design to be completed in the fall and winter, bidding earlier in the spring which gives the opportunity for lower prices.
Background
In 2014 the Village entered into a professional services agreement with Edwin Hancock Engineering Co. to design and manage the 2015 alley improvement projects following a request for proposal process. The agreement from 2014 included terms for renewing the agreement on an annual basis for up to 3 years. Edwin Hancock Engineering has done an excellent job in designing and managing the alley projects for both the 2015 and 2016 programs. The Engineering Division requested a proposal from Edwin Hancock Engineering Co. to design and manage the 2017 alley improvements and recommends renewing the original agreement for this work.
The recommended FY2017 budget for alley improvements provides $2,700,000 of Capital Improvement Funds and an additional $375,000 of CDBG funds for alley improvements which will fund the installation of approximately 26 alley segments based on 2016 pricing. A map of the proposed location for the 2017 alley projects is attached.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
On November 3, 2014 the Village Board approved a Resolution authorizing the execution of a professional services agreement with Edwin Hancock Engineering Co. for design and construction engineering of the 2015 alley improvements.
On September 8, 2015 the Village Board approved a Resolution authorizing the execution of a professional services agreement with Edwin Hancock Engineering Co. for design and construction engineering of the 2016 alley improvements.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
None at this time.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority for the Department of Public Works for Infrastructure/Capital Programs.