Submitted By
Bill McKenna, Village Engineer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Professional Services Agreement with Thomas Engineering Group LLC for the Design of the Lake Street Streetscape, Resurfacing, and Utility Improvement Projects to include Design Modifications to existing Sidewalk Vaults for an additional $80,648 and Authorizing its Execution
End
Overview
Overview
The scope of the current engineering design contract for the Lake Street Improvement project included identifying locations of underground sidewalk vaults. The consultant has completed this portion of the work which identified 13 buildings which have basements extending under the sidewalk areas. In order to construct improvements at these locations the vaults will need to be inspected and most likely have their structure modified to allow for new sidewalks to be constructed over top of these spaces. The Village requested a proposal from Thomas Engineering Group, who is currently designing the Lake Street project, for the additional work needed to inspect and design modifications to the vaulted spaces to allow for sidewalk improvements on Lake Street. The cost to provide this additional engineering is $80,648 and adjusts the contract amount to $1,278,208.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2018 Budget does not include funds for this work as it was planned to be performed in 2017. The FY2017 Budget included $109,630 of funds in the FY 2017 Capital Improvement Fund, Public Works - Engineering, Project Engineering for the Lake Street Streetscape Project, account no. 3095-43780-101-570706 to pay for this work from savings in the Phase 2 Landscape Design which were not spent.
Pending Board consensus, staff will prepare the necessary budget amendment to transfer $80,648 of funds from Fund Balance to the FY2018 Capital Improvement Fund, Public Works - Engineering, Project Engineering for the Lake Street Streetscape Project, account no. 3095-43780-101-570706 for this project with the next budget amendment.
Background
The original scope of services for the Lake Street Improvements design engineering contract with Thomas Engineering Group (TEG) included identifying locations of underground basement spaces that extend into the sidewalk areas. These spaces area referred to as vaulted sidewalks since the sidewalk serves as the roof, or ceiling, to these basements. TEG completed the initial scope of work which involved mailing questionnaires to all of the businesses and building owners along Lake Street and Marion Street, meeting with individual properties to do an initial inspection of the basements where the owner suspected a vault may exist, and using ground penetrating radar (GPR) to perform a detailed scan of all the sidewalk areas. A detailed report showing the locations of the suspected sidewalk vaults was prepared which identified approximately 13 locations with vaulted sidewalks along with information on underground utility vaults.
Sidewalk vaults create challenges for replacing sidewalks since the sidewalk serves as the roof of the basement for many of these locations. This creates a safety concern when doing construction as workers may fall through these spaces when breaking sidewalk and also for any people or equipment that are in these basements.
In order to remove and replace the sidewalk in areas with vaults a detailed inspection of the existing vaults needs to be performed to determine how to structurally design a new roof system which can also act as the sidewalk. The inspection and design work for the vaults will need to occur if any sidewalk work is proposed for locations with vaults.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
At the October 16, 2017 regular meeting the Village Board approved a Professional Services Agreement with The Lakota Group, Inc., for Phase 2 Professional Landscape Architecture and Planning Services for the Lake Street Streetscape Project in an Amount not to exceed $131,370.
At the January 17, 2017 regular meeting the Village Board Approved an Amendment to the Professional Services Agreement with The Lakota Group, Inc., for Phase 1 Professional Landscape Architecture and Planning Services for the Lake Street Streetscape Project for an additional $24,780
At the January 17, 2017 regular meeting the Village Board Approved an Amendment to the Professional Services Agreement with Thomas Engineering Group, LLC., for Professional Engineering Services for the design of the Lake Street Streetscape, Resurfacing, and Utility Improvement Projects for an additional $117,560.
On October 4, 2016, the Village Board authorized an agreement with The Lakota Group, Inc., for Phase 1 Professional Landscape Architecture and Planning Services for the Lake Street Streetscape Project in an amount not to exceed $99,000.
On August 1, 2016, the Village Board authorized an agreement with Thomas Engineering Group, LLC., for Professional Engineering Services for the design of the Lake Street Streetscape, Resurfacing, and Utility Improvement Projects in an amount not to exceed $1,080,000.
At the July 18, 2016 regular meeting the Village Board approved a Resolution Authorizing the Submission of a 2016 Federal Surface Transportation Program Grant Application for the Lake Street Streetscape and Resurfacing Project.
At the June 6, 2016 regular meeting the Village Board approved a Resolution Authorizing the Submission of a 2016 Illinois Transportation Enhancement Program (ITEP) Grant Application for the Lake Street Streetscape Project.
At the June 6, 2016 regular meeting the Village Board approved a Resolution Requesting the Illinois Department of Transportation Repurpose Federal Funds Earmarked for the I-290 Cap the Ike Projects, IL456 and IL478, to the proposed Lake Street Resurfacing and Streetscape Project according to the Consolidate Appropriations Act, 2016.
On February 8, 2016 the Village Board was given a presentation related to Construction, Parking and Mobility Services along the Lake Street Corridor from Harlem to Austin and directed staff to Request Proposals for the Preliminary and Design Engineering of the Lake Street Streetscape and Resurfacing Project.
On November 2, 2015 the Village Board was given a presentation on the Lake Street Streetscape Enhancement project which included a recommended project scope and material selections based on Board comments.
On May 11, 2015 the Village Board was given a presentation on the Lake Street Streetscape Enhancement project.
On August 20, 2014 the Disability Access Commission met at their regular open public meeting to review the proposed streetscape project and provided comments.
On January 7, 2013 Lakota Group and staff presented the recommendations of the Streetscape Committee for the Lake Street Streetscape project to the Village Board which included four options for scope and materials. The results of the surveys and walking tours were also presented.
On June 4, 2012 the Village Board the Village Board directed staff to form the Downtown District Streetscape Committee who would help in the development of various streetscape scenarios for Board consideration.
On March 15, 2012 the Village Board authorized an agreement with Lakota Group for design services related to the Lake Street Corridor from Harlem Ave to Euclid Ave.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated a future agenda item will be presented at an upcoming Board meeting for a change order to the agreement for additional work beyond the original scope for additional public involvement, vault inspections, and other revisions.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority for the Department of Public Works for Infrastructure/Capital Programs.