Submitted By
Bill McKenna, Village Engineer
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving 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 and Authorizing its Execution
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Overview
Overview
The Village has been working with Terra Engineering for the conceptual design of the proposed streetscape project on Oak Park Avenue in the Hemingway Business District. As discussed at the March 6, 2023, Village Board meeting, there are additional costs associated with the revised public engagement strategy and the use of a steering committee to develop recommendations for the project’s scope as well as additional costs associated with expanding the project’s scope to include the alley adjacent to the Avenue Garage, grant support, and additional meetings beyond what was originally anticipated.
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Recommendation
Recommendation
Adopt the Resolution.
Background
In 2019, the Village approved an agreement with Terra Engineering for the phase I and II designs for the 2021 street resurfacing and water and sewer main improvement projects on Oak Park Avenue and for the conceptual design of the proposed streetscaping project on Oak Park Avenue in the Hemingway Business District. Terra completed all of the work associated with the 2021 projects and has been working on the streetscape design since last fall. The original scope and intent for public engagement included a stakeholder meeting with the businesses in the Hemingway District, to present design options and gather input, a public open house meeting to gather input from the greater community, and soliciting input using the project’s website and Village social media channels. In March of 2023, the Village Board approved the creation of a steering committee to help guide the design process and ultimately make a recommendation to the Village Board for the project’s scope. As discussed at the March 6, 2023, Village Board meeting, the creation of a steering committee was not anticipated with Terra’s original scope and fee and would likely require increasing the contract amount with Terra Engineering.
There has been additional work associated with developing and revising presentations and rendering materials for the steering committee meetings, along with the time preparing for and attending these meetings. There are also additional fees associated with: traffic data collection and engineering for evaluating the impacts of proposed bump-outs in the project; expanding the project’s scope to include improving the alley adjacent to the Avenue Garage; preparing materials and attending upcoming Aging in Place and the Disability Access Commission meetings to present the project and gather input; and costs associated with providing support for an Illinois Environmental Protection Agency (EPA) grant application for permeable pavements and rain gardens for the project.
The additional work amounts to $203,590 and adjusts the not-to-exceed contract amount from $1,010,958 to $1,214,548. There are available funds in the FY 23 Budget to fund this additional work.
The Steering Committee for the Oak Park Avenue Streetscape Project, along with staff and the consultants, will present the recommended streetscape project’s scope and cost estimates to the Village Board for review at an upcoming Village Board meeting, likely in late October. Following the direction received from the Village Board at that meeting, staff will present the final proposed streetscape project’s scope and budget estimate to the Village Board for approval, along with agreements for the final engineering design of the project, likely in November.
Construction is planned for 2025, pending Village Board approval of future design and construction contracts.
Fiscal Impact
There are available funds in the FY23 Budget proposed FY23 Budget in the Capital Improvement Fund, Public Works - Engineering, Capital Improvements, Project Engineering account no. 3095-43780-101-570706 from savings in deferred projects to fund the additional $203,590 needed for this amendment.
DEI Impact
Scope revisions support traffic data collection and engineering for evaluating impacts of: proposed bump-outs in the project to support pedestrian access and safety; expanding the project’s scope to include improving the alley adjacent to the Avenue Garage; preparing materials and attending upcoming Aging in Place and the Disability Access Commission meetings to present the project and gather input; and costs associated with providing support for an Illinois EPA grant application for permeable pavements and rain gardens for the project.
Alternatives
The Village Board can delay action to gain additional information.
Previous Board Action
At its March 6, 2023 meeting, the Village Board approved RES 23-57, a Resolution Creating a Steering Committee for the Oak Park Avenue Streetscape Project and Appointing its Members.
At its November 21, 2022 meeting, the Village Board approved RES 22-277, a Resolution approving 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 its September 16, 2019 meeting, the Village Board approved RES 19-236, a Resolution approving 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 its 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
Terra Engineering and Design Workshop have been leading the Steering Committee for the Oak Park Avenue Streetscape Project meetings. The steering committee includes a representative from the Aging in Place and Disability Access Commissions. The preliminary concept plans for the project will be presented to these two commissions for their information and any input later this fall.
Anticipated Future Actions/Commitments
The Steering Committee for the Oak Park Avenue Streetscape Project, along with staff and the consultants, will present the recommended streetscape project’s scope and cost estimates to the Village Board for review at an upcoming Village Board meeting, likely in late October. Following the direction received from the Village Board at that meeting, staff will present the final proposed streetscape project’s scope and budget estimate to the Village Board for approval along with agreements for the final engineering design of the project, likely in November.
Intergovernmental Cooperation Opportunities
None at this time.