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A Resolution Approving an Amendment to the Task Order for Professional Engineering Services with Baxter & Woodman, Inc., for Photometric Design Services for Future Street Lighting Improvements to Change the Not to Exceed Amount from $49,960 to $59,960 and Authorizing its Execution
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Introduction
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In 2024, the Village contracted with Baxter & Woodman to provide photometric design services for future street lighting replacements with new LED lights throughout the Village. Due to unforeseen issues in the lighting system that require additional design, an amendment to the task order to increase the amount from $49,960 to $59,960 is needed in order to complete the work.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved funding for engineering design services as part of the Fiscal Year 2025 Capital Improvement Budget on November 11, 2024 (MOT 24-264)
• The Village entered into a Master Agreement for Professional Engineering Services with Baxter & Woodman, Inc. on September 21, 2021. (RES 21-223)
Background
In 2024, the Village entered into a Task Order with Baxter & Woodman to provide the photometric lighting design for the future project to replace the existing mercury vapor street lights throughout the Village with new LED lights. The future project is intended to replace the lights in the Village over the next four years from 2025 to 2028.
The intent of the design project was to select the LED light fixtures to provide the appropriate lighting levels for the variety of conditions in the Village. Proposed lighting levels vary based on the amount of traffic on a roadway and the amount of pedestrian conflicts at crossings. Improving the street lighting is a recommendation in the Vision Zero Plan. The LED street-level light fixtures being evaluated are all dark sky compliant and use warmer color lights, which are generally consistent with the recommendations in the Village of Oak Park Nighttime Lighting Environmental Report.
This item relates to two of the 2024-25 Board Goals:
1. Sustainability & Resiliency Priority 1: Implement the Climate Action Plan - LED fixtures will have increased energy efficiency.
2. Community Health & Safety Priority 5: Provide for Safe Mobility - The replacement of street lights with properly designed lighting will improve safety for vehicles and pedestrians.
The increase in contract price is required to complete additional items that were not part of the original scope. The additional items were unforeseen in the original scope but were identified during the project as necessary for the consultant to provide thorough recommendations in their final report. The additional work will cost up to $10,000. In general, the additional work relates to evaluating photometrics at intersections where additional light poles may need to be added based on the proposed lighting levels. The original scope of work focused on evaluating photometrics assuming retrofitting existing light poles with new light bulbs and not adding additional poles.
Timing Considerations
Adoption of the Amendment at this time will allow for the completion of the photometry study, a prerequisite of the street light replacement project design which is planned to begin construction in 2025.
Budget Impact
There are available funds for this work in the FY2025 Budget in the Capital Improvement Fund, Public Works - Engineering, External Support account no. 3095.43780.101.530667 to fund the additional $10,000 needed to complete this work.
Staffing Impact
This proposed item will allow the completion of an existing project and will not impact staff responsibilities.
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:
• Staff will receive the information necessary to design the street light replacement project.
Disadvantages:
• Increased cost to complete the project.
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 could impact the desired implementation schedule.
Alternative 2:
The Board can vote down the item.
Advantages:
• Cost Savings
Disadvantages:
• The Village will not receive the information necessary to make informed decisions on the design of the street light replacements.
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. Amendment to the Task Order
3. Revised Attachment B to the Amendment to the Task Order
4. Attachment D to the Amendment to the Task Order
5. Executed Task Order Photometric Design