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A Presentation and Discussion on the Oak Park Avenue Streetscape Project
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Introduction
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In February, the Village Board rejected the one bid of $22,777,278 for the project, which was over the budgeted amount of $18,000,000, and deferred the project to 2026 construction. Since that time, Village staff and Terra Engineering have been working to revise the design so that the proposed project is in alignment with the previously approved budgeted amount. The consultant and staff will present the updated scope, cost, and schedule for the project in order to meet this goal.
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Recommended Action
This is a presentation and discussion. There is no formal action associated with this item. Input received from the Village Board for any modifications to materials or scope will be incorporated into the final design of the project for bidding.
Prior Board Action
The Board has taken the following prior actions:
• At the Village Board meeting on February 18, 2025, the Village Board authorized the Rejection of all Bids for Project 25-20, Oak Park Avenue Streetscape Improvements (RES 25-138)
• At the Village Board meeting on December 3, 2024, the Village Board approved a Task Order for Professional Engineering Services with TranSystems Corporation for Construction Engineering for the Oak Park Avenue Streetscape Project, in an Amount not to exceed $1,522,388. (RES. 24-385)
• At the Village Board meeting on December 3, 2024, the Village Board approved an Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Streetscape and Utility Projects to Change the not to Exceed Amount from $998,577 to $1,121,790. (RES 24-377)
• At the Village Board meeting on August 27, 2024, the Village Board approved an Independent Contractor Agreement with J. Graham, LLC., for the Viaduct Art Installation, in an amount not to exceed $235,000. (RES 24-268)
• At the Village Board meeting on July 30, 2024, the Village Board approved an Independent Contractor Agreement with Ray King Studio, Ltd. for the Flame Beacon Art Installation, in an amount not to exceed $154,250. (RES 24-267)
• At the Village Board meeting on June 11, 2024, the Village Board approved a Motion to Concur with the Recommendation of the Oak Park Area Arts Council to Enter an Independent Contractor Agreement with Ray King Studio, Ltd. for a Flame Beacon Art Installation at the Southeast Corner of South Boulevard and Oak Park Avenue. (MOT 24-180)
• At the Village Board meeting on June 11, 2024, the Village Board approved a Motion to Concur with the Recommendation of the Oak Park Area Arts Council to Enter an Independent Contractor Agreement with Graham Carraway for a Viaduct Art Installation Under the Viaduct Between North Boulevard and South Boulevard. (MOT 24-181)
• At the Village Board meeting on December 4, 2023, the Village Board approved 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. (RES 23-322)
• 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. (ID 23-467)
• 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. (RES 23-273)
• 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. (RES 23-57)
Background
At the February 18, 2025, Board meeting, the Village Board rejected the one bid received for the Oak Park Avenue Streetscape Project from R. W. Dunteman Co. in an amount of $22,777,278 and concurred with Village staff’s recommendation to defer construction of the project to 2026. The one bid received was over the budgeted amount of $18,000,000 for the construction of the project.
Since that time, Village staff have been working with Terra Engineering to revise the design of the project to address issues heard from contractors during the bidding process and to identify any opportunity to reduce project scope while still achieving the project’s intended outcome. In general, the original scope and palette (bluestone sidewalks, decorative black concrete curbing, and clay brick paver roadway pavements) of the project, as recommended by the steering committee, approved by the Village Board, and communicated to the business community, has remained unchanged. Staff and Terra have focused on scope reductions which would not impact the overall design aesthetic and impact of the project including the removal of inlaid granite pavers within the bluestone sidewalks in the Hunter Court alleyway, removal of decorative wall projection lighting within the Hunter Court alley, removal of inlaid LED strip lighting under granite seat walls, removal of decorative candelabra lighting near Hunter Court, changing from decorative to traditional concrete for crosswalk borders, etc.
Terra has also worked to revise the design to provide better clarity for many of the electrical items, which contractors expressed concerns with during the bidding process, in order to hopefully reduce costs associated with these items. As part of a cost savings strategy, the Village would procure some materials directly in order to reduce costs. These items generally are for street furnishings, for garbage cans, planters, benches, and bike racks. Additionally, the Village would procure some of the decorative specialty items directly for installation by the contractor. These include items such as the decorative lettering installed on the viaduct over the roadway. Overall, with these cost reduction strategies and changes in scope, Terra’s current engineer’s estimate for construction of the project is $18.6 million plus approximately $250,000 for purchasing materials, which is closer to the originally budgeted amount. Staff will continue to work with Terra to find additional savings opportunities prior to bidding.
The Board could elect to further reduce the project’s scope and cost by reexamining the use of decorative paving materials for bricks or bluestone. However, these materials and the overall look and feel of the completed project would be impacted by changes. The overall look of the project has been communicated extensively with the Hemingway Business District, and substantial changes to material usage will require additional design effort, communication with the stakeholders, and likely delay bidding of the project, which is a key component to the cost reduction strategy. The increased costs for using clay brick pavers in the roadway as compared to an asphalt roadway amount to approximately $1.2M. Should the Village Board desire to revise the sidewalk materials from the approved Bluestone pavers, staff would recommend using the material options developed with the steering committee for lower cost alternatives which are a blue/grey concrete paver sidewalk which would result in a savings of approximate $1M or using a light grey decorative concrete which would result in a savings of approximately $1.8M as compared to the bluestone pavers.
The intent is to bid the project in the fall of 2025 for construction to start in early 2026. By bidding on the project as early as possible in 2025, contractors will be less likely to be already committed to work in 2026 and be more eager to bid on the project. Contractors will also have more time to purchase materials and construct the project, which were all concerns expressed by contractors this past winter. Construction of the project would start in early 2026 and be substantially completed by Thanksgiving of 2026.
Updated costs for design, construction, construction management, and associated sidewalk vault work will be incorporated in the proposed 2026 Budget.
Timing Considerations
Input from the Village Board at this time for any material or scope changes is needed in order for the project to stay on schedule for bidding in late summer/early fall.
Budget Impact
Updated costs for design, construction, construction management, and associated sidewalk vault work will be incorporated in the proposed 2026 Budget.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
The Oak Park Avenue Streetscape project increases accessibility with new and better sidewalk infrastructure, ramps, and crosswalks, making the area more accessible for people with disabilities or mobility challenges. Improved lighting, crosswalks, and signage will make the area feel safer, especially for marginalized groups such as women, seniors, and children. Upgrading public spaces will create more welcoming environments for all community members and provide a space for social interaction and community events, which can promote inclusivity and a sense of belonging for people of different backgrounds. Streetscape projects can also foster economic opportunities for attracting businesses and jobs.
Community Input
The conceptual design of the streetscape project was developed using feedback obtained at public open houses, the Engage Oak Park website, from stakeholders in the project limits, and by the Oak Park Avenue Streetscape Steering Committee, which included members of the Disability Access Commission and Aging in Community Commission. The project was also presented at a Disability Access Commission for additional input, with Aging in Community commissioners attending that meeting as well.
During the design of the project in 2024, the project team presented the project and solicited community input at the Day in Our Village event and hosted an open house on June 25, 2024, at the main library for the project. The project has been presented at numerous Hemingway Business District meetings and events, as well as meetings with individual businesses and stakeholders within the project’s limits.
Updates on the project will be provided to people who subscribe for updates on the project’s website at RenewtheAvenue.com.
Staff Recommendation
This is a presentation and discussion. There is no formal action required by the Village Board. Village staff recommend concurring with the reduced scope for the project without modifying the brick or bluestone materials due to already completed design work and extensive coordination with the business district and community for this project.
Advantages:
• Keeping the originally approved materials for the roadway and sidewalks will allow for the quickest design and bidding, be in alignment with the steering committee and previous Board’s recommendations, maintain continuity with adjacent commercial areas, and be consistent with past communications and coordination with the businesses and district.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can revise materials being used for the roadway and/or sidewalk areas to further reduce the construction cost for the project.
Advantages:
• This action can result in cost savings.
Disadvantages:
• This action is in misalignment with the steering committee recommendations and with previous communications and coordination with the business district.
Alternative 2:
The Board can delay to gain additional information.
Advantages:
• The Board can be presented with the requested information.
Disadvantages:
• Potential delays with bidding of the project, which may result in higher construction costs.
Anticipated Future Actions
Staff will return to the Board with future agenda items to support the Oak Park Avenue Streetscape project for 2026. This would include a budget recommendation, a future construction contract, possible contract amendments, ordinances, various easements with private properties for sidewalk easements and allowing for work on private property, and agreements related to work being done on vaulted spaces under sidewalks.
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. Presentation