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A Resolution Approving a Professional Services Agreement with H. W. Lochner, Inc. for Professional Engineering Services for the Design of the Sidewalk Vault Abandonment Project at 116-136 North Oak Park Avenue in an Amount Not to Exceed $82,680, Authorizing its Execution, and Waiving the Request for Proposal Process
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Introduction
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The Engineering Division requested a proposal from H. W. Lochner for the detailed structural design of a project to abandon the sidewalk vault at 116-136 N. Oak Park Avenue. This work is needed since the basement space for this building (vault) is under the public sidewalk and the vault needs to be filled in order to replace the public sidewalk as part of the streetscape project since the sidewalk is the roof of the basement. The Village did not request proposals from multiple firms for this work as H. W. Lochner previously completed the structural inspection and conceptual designs of vault abandonment at this location and are best qualified to complete the design.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
The basement of the building at 116-36 N. Oak Park Avenue extends beyond their building line and under the public sidewalk and encroaches into the public right-of-way (ROW). These extensions of basements beyond the building line and under sidewalk areas are typically referred to as vaults. The roof of this vault is the public sidewalk on the east side of Oak Park Avenue, essentially from the Hunter Court alleyway to Lake Street. Many portions of the roof/sidewalk are extremely deteriorated and are temporarily supported from below, and need to be replaced due to their condition. The sidewalk is planned for replacement as part of the Oak Park Avenue streetscape project, which requires replacing the vault roof at the correct elevations.
For several years, the Engineering Division has attempted to collaborate with the owner of the property at 116-36 N. Oak Park Avenue to have the roof of their basement replaced to address accessibility issues on the sidewalk, the deteriorated condition, and to lower the roof to the correct height to coordinate with the streetscape project. As part of the streetscape design the Village’s consultants, including Terra Engineering and their subconsultant H.W. Lochner, performed several inspections of the sidewalk vault and developed conceptual level design options and costs for either replacing the roof of the vault at the correct elevation or abandoning the vault which would entail building a wall in the basement and filling the basement space under the sidewalk so that it no longer encroaches into the ROW. These options and costs were communicated to the owner in hopes of negotiating an agreement to complete this work. Unfortunately, the owner has been unwilling to cooperate on any projects to date, despite the Village Code requiring the owner to do this type of work for their encroachment into the ROW.
The Engineering Division requested a proposal from H.W. Lochner to prepare detailed plans for bidding out a project to abandon the vault by filling it in. This project was cheaper than the other option for building a new roof, and the owner indicated they are fine with abandoning the space. The Village did not issue a request for proposal (RFP) to solicit proposals from multiple firms since Lochner has done multiple inspections of the vault, developed conceptual designs, and is the best-qualified firm to complete the work.
The proposal to complete the structural design to abandon the vault is in an amount not to exceed $82,680. This work does not include the design work needed to relocate existing mechanical systems (plumbing, HVAC, and electrical) from the vault area prior to filling. This design work will be contracted separately. The Village is still in discussions with the owner and will hopefully recoup costs associated with the design and construction related to abandoning the sidewalk vault.
Timing Considerations
Adoption of the Resolution at this time will allow for the completion of the design work in a schedule that will allow for abandoning the vault in conjunction with the streetscape project.
Budget Impact
The FY25 Budget includes $200,000 for this work in the Capital Improvement Fund, Public Works-Engineering, Streetscaping account no. 3095-43780-101-570959.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
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 design contract will allow for the project to occur in the desired timeframe.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can delay to gain additional information.
Advantages:
• The Board can be presented with the requested information.
Disadvantages:
• Delays will impact the project schedule.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in short-term cost savings.
Disadvantages:
• Unsafe conditions would persist, and the sidewalk would remain, and the streetscape project would be built around the existing deteriorated sidewalk/vault.
Anticipated Future Actions
A separate agreement for the design of relocating mechanical systems in the vault will be presented for approval as well as future construction contracts.
Prepared By: Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Agreement
3. Proposal