Submitted By
Bill McKenna, Village Enginer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Change Order for the Construction of the South Boulevard Streetscape Project, Section 13-00256-00-PV
End
Overview
Overview
In compliance with IDOT regulations, this change order is to pay for additional costs associated with installing pavements during winter weather conditions to allow for the completion of the streetscape project on South Boulevard (Harlem to Marion) prior to year end. The work includes using tents, heaters, and insulating blankets to keep the materials from freezing. Depending on the weather, construction is anticipated to be substantially completed in mid-December and the roadway reopened.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
There are savings from the 2018 Microsurfacing and Crackfilling Project which can be used to fund this change order. Staff will present the final cost of the change order as part of the next quarterly budget amendment. While the cost of the cost of completing the streets in inclement weather could be as high as $40,000, subject to weather the total cost could be as low as $20,000. Fund are identified from the Capital Improvement Fund, Public Works-Engineering, Microsurfacing account no. 3095-43780-101-570974 to the Capital Improvement Fund, Public Works-Engineering, Streetscape Improvements, for the South Boulevard Streetscape project, account no. 3095-43780-101-570959 for this change order.
Background
Work on the Village’s South Boulevard Streetscape Project resumed this fall in coordination with construction of the Lincoln Development building. The Village’s contractor was able to stage construction of the South Boulevard work from the curb to the building by breaking the work into the west half of the site then the east half of the site. The Lincoln Development contractor’s work on the building has experienced some delays and as a result, the Village has been unable complete work on South Boulevard in October as was scheduled. As a result, work will begin the week of November 12 and continue into Decemeber. In order to complete all brick paver installation and re-open the road prior to the anticipated February opening of the Lincoln Development, the contractor will be required to tent and heat the areas to prevent the materials from freezing. The additional cost for tenting and heating the areas is estimated at $33,000 plus additional costs for fuel depending on the temperatures. The Developer will reimburse the Village for one-half of the actual cost of this change order.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information. This is not recommended due to the need to complete work on South Boulevard.
Previous Board Action
On March 19, 2018 the Village Board approved a change order for the construction of the South Boulevard Streetscape Project, Section 13-00256-00-PV, in an amount not to exceed $143,500.
On March 19, 2018 the Village Board approved a Construction Engineering Services Agreement Supplement no.1 with Terra Engineering, Ltd., for Construction Engineering of the South Boulevard Streetscape Project, for an Additional $69,106.44.
On April 18, 2016 the Village Board approved a motion to proceed with the redesign of the South Boulevard sidewalk to allow for additional outdoor dining space with the South Boulevard Streetscape project.
On December 7, 2015 the Village Board approved a Revised Local Public Agency Agreement for Federal Participation with the State of Illinois for the construction of the South Boulevard Streetscaping project as well as a Resolution Authorizing funding for this project to reflect the actual bid costs and an increase in Federal Funding the Village received for the project.
On September 8, 2015 the Village Board approved a Construction Engineering Services Agreement for Federal Participation with Terra Engineering, Ltd. for construction engineering of the South Boulevard Streetscaping project in an amount not to exceed $201,051.
On September 8, 2015 the Village Board authorized execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois for the construction of the South Boulevard Streetscaping project.
On September 8, 2015 the Village Board authorized local funding for the federally funded South Boulevard Streetscape Project.
On February 2, 2015, the Village Board approved a contract with Terra Engineering for phase II design of the South Blvd project.
The Board awarded a contract for professional engineering services for the phase 1 preliminary design of the South Blvd Streetscape project to Terra Engineering on September 16, 2013 and awarded an amendment to the agreement for an additional $6.334 on May 19, 2014 due to scope increases as a result of IDOT requirements.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
This project involves the State and Federal Highway Administration working with the Village to fund and construct this project.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department in Maintenance and Service Programs.