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A Resolution Approving a Contract with Suburban Concrete, Inc. for Project 25-3, Sidewalk Improvements, in an Amount Not to Exceed $525,000 and Authorizing its Execution
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Introduction
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Competitive bids were opened on July 11th for Project 25-3, Sidewalk Improvements. Seven contractors picked up proposal documents and three bids were received. The low responsible bid was submitted by Suburban Concrete, Inc. in an amount of $419,496. The low bid is under the budgeted amount and staff recommends awarding the contract at the available budget amount of $525,000 in order to utilize CDBG Funds that must be expended and replace needed sidewalks. The work includes sidewalk replacement generally along north-south streets in the northwest part of the Village.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
This project includes the replacement of approximately 24,000 square feet of sidewalks (about 900 sidewalk squares), as well as additional quantities for curbs, driveway apron replacement, and other items associated with this concrete work. Sidewalk replacement will take place at numerous locations throughout the Village but is predominately for sidewalk replacements along the north-south streets in the northwest portion of the Village this year. A map showing general locations for sidewalk replacement is attached. Construction is scheduled to be completed by mid-October.
Sidewalk locations have been prioritized based on a sidewalk survey conducted by the Engineering Division staff. Staff surveys approximately one-sixth of the Village each year with work focused on north-south streets in the northwest portion of the Village this year. Sidewalks which have elevation differences of ½” or more between adjacent slabs are scheduled for replacement in order remove barriers for persons with disabilities or elderly in order to improve accessibility. A typical sidewalk square (26.5 sq. ft.) costs about $385 to replace. The Village covers 100% of the cost for replacement for the majority of sidewalks identified in our surveys. Homeowners can do additional sidewalk work in the public right of way under this program for squares that do not meet the threshold for replacement by the Village. The cost share for homeowners to replace additional sidewalks is 50% of the cost, roughly $192 per sidewalk square, to replace sidewalks along their frontage or 33% of the cost, roughly $129 per sidewalk square, for sidewalks along the longer frontage for corner properties.
The project also includes angle cutting sidewalk squares to eliminate lips between squares at locations where replacement is not recommended.
The low bid of $419,496 is below the budgeted amount for the project. The project is utilizing CDBG funds which must be expended this year in order to comply with Federal requirements. Since the contractor’s prices are favorable for the Village and since the funds must be spent, staff recommend awarding the construction contract at the available budget amount of $525,000.
Timing Considerations
Adoption of the Resolution at this time will allow for the contractor to complete construction in the desired timeframe to minimize disruption to nearby schools and complete the project by mid-October.
Budget Impact
The FY25 Budget has $400,000 budgeted in the Community Development Block Grant (CDBG) Fund, Development Customer Services - Neighborhood Services, VOP Public Works Infrastructure - Sidewalks account no. 2083-46201-101-583656 and $125,000 available in Capital Improvement (CIP) Fund, Public Works - Engineering, for Sidewalk Improvements account no. 3095-43780-101-570953 for this project.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
Prioritizing sidewalk replacement based on elevation differences to improve accessibility for persons with disabilities and older adults demonstrates a commitment to inclusivity. By removing barriers and ensuring equal access to public spaces, the project promotes equity within the community.
However, the cost-sharing program for homeowners to replace additional sidewalks in the public right of way may inadvertently create disparities based on socioeconomic status. While the Village covers 100% of the cost for most sidewalk replacements, homeowners are responsible for a portion of the cost for additional work. This could potentially disadvantage lower-income homeowners who may not be able to afford the cost share.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow for construction of this project to move forward on its desired schedule.
Advantages:
• This contract will allow for the procurement of needed services.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action will impact the desired implementation schedule.
Alternative 2:
The Board can delay action to gain additional information.
Advantages:
• This action may result in cost savings.
Disadvantages:
• Needed sidewalk replacement and required expenditures of CDBG funds would not occur.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
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. Contract and Bond
3. Proposal
4. Bid Summary
5. Project Location Map