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A Resolution Approving a Second 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 $1,121,790 to $1,469,477 and Authorizing its Execution
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Introduction
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The Village has been working with Terra Engineering for the phase II design of the Oak Park Avenue Streetscape and Utility Project. The project construction was deferred from 2025 to 2026 since only one bid was received which was over the budgeted amount. As discussed at the February 18, 2025 Board meeting, Terra has been working to redesign the project in order to reduce the cost of the construction project. This additional work amounts to $347,687 and adjusts the contract from $1,121,790 to $1,469,477.
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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 February 18, 2025, the Village Board Authorizing 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
As discussed at the February 18, 2025 Village Board meeting, staff has 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. Terra Engineering has requested a supplement to their agreement for their additional costs associated with design changes, additional environmental and geotechnical services, value engineering work, work for rebidding the project, and costs for their subconsultants’ work including the design for filling an existing sidewalk vault and to replace the roof of other sidewalk vaults.
Village staff and Terra Engineering have negotiated the costs for this additional work, and Terra has reduced their overhead and absorbed many hours of this work. The agreed upon costs for this work are $347,687 which adjusts the contract from $1,121,790 to $1,469,477. There are available funds for this work in the FY25 Budget.
Timing Considerations
Adoption of the Amendment at this time will allow for Terra Engineering to complete the redesign of the Oak Park Avenue Streetscape project on the desired timeline for bidding late summer/early fall.
Budget Impact
There are available funds for this amendment in the FY25 Budget in the Capital Improvement Fund, Public Works - Engineering, Capital Improvements, Project Engineering account no. 3095-43780-101-570706.
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 Oak Park Avenue Streetscape Project will advance to bidding and the consultant will be paid for their completed services
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
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. Resolution
2. Amendment
3. Proposal Oak Park Avenue Supplemental Services
4. Original Agreement