Submitted By
Bill McKenna, Village Engineer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects, in an Amount Not To Exceed $775,037 and Authorizing its Execution as Reviewed at the September 9, 2019 Special Meeting
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Overview
Overview
The Engineering Division requested proposals for phase I and II designs for the street resurfacing and water and sewer main improvement projects on Oak Park Avenue and for the conceptual design of the proposed streetscaping project on Oak Park Avenue in the Hemingway Business District. Construction of the street resurfacing and water and sewer projects are planned for 2021 with the streetscape construction planned for 2022. The proposal from Terra Engineering, Ltd. best fit the needs of the Village for this project. For more information about this item and Village Board discussion, please review the agenda materials for the September 9, 2019 special meeting.
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.Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2019 Budget includes $150,000 of funds in the Capital Improvement Fund, Public Works - Engineering, Project Engineering, for the 2019 costs for the design of the Oak Park Avenue projects. The remaining $625,037 in funds will be included in the recommended FY2020 budget for the design work being performed in 2020.
Background
The Village has been planning for the street resurfacing, water and sewer main improvements, and streetscaping of Oak Park Avenue for several years. The Village received $3,000,000 in federal STP funds for the street resurfacing in 2017. The proposed construction project includes resurfacing Oak Park Avenue from Roosevelt Road to North Avenue except for the portion from Pleasant to Ontario; water and sewer main replacement at multiple locations to replace deteriorated infrastructure that is at the end of its life and is failing; lining the existing sewer from Roosevelt Road to Garfield; and streetscaping in the Hemingway Business District from Pleasant to Ontario. Work on the resurfacing and water and sewer mains is planned for 2021 with the streetscaping planned for 2022. An exhibit showing the proposed locations and scope of the project is included in the attachments.
The design work under this contract includes full project design of the street resurfacing project and the water and sewer main project so that the water and sewer project can be bid in the fall of 2020 and the resurfacing project bid by the state in January of 2021. The street resurfacing project’s design will need to follow IDOT processes since the resurfacing project will utilize the $3M in federal funds. The water and sewer project will be locally funded using Water & Sewer funds.
The design of the streetscape project under this contract only includes doing the preliminary design and developing cost estimates so that the design concepts, materials, and cost for the streetscape project can be presented to the Village Board for input and approval in the summer of 2020. Following Village Board direction on the proposed streetscape project’s scope and cost, staff would negotiate a follow-up contract with Terra Engineering for the final civil engineering design for the streetscape plans. Final plans would be design in 2020 and 2021 for bidding in the fall of 2021 with construction of the streetscape in 2022.
The design team includes Design Workshop as the Landscape Architecture and Planning consultant firm. They will be responsible for developing the conceptual design of the proposed streetscape project. The conceptual design would be developed by gathering input from a proposed steering committee comprised of stakeholders of business and property owners in the streetscape area, staff, other taxing bodies impacted by the streetscape project, and others as directed by the Village Board. Input would also be gathered from the individual businesses in the corridor, the community at large via online websites, public open houses, and through other methods of gathering input at community events and surveys.
The project team also includes a5 Consultants to assist with coordinating and gathering this stakeholder and public input in order to inform the businesses and residents regarding the project and to hopefully develop a consensus regarding the need, scope, potential materials, and potential cost options for the streetscape project that will be presented to the Village Board for input.
The Village received 11 proposals for this project and interviewed three firms with the proposals that best matched the needs of the projects and had the most qualified team. Staff selected Terra Engineering and their team for the project based on their history on the civil engineering component of the streetscape project from 2011 and their experience with water and sewer projects in the Village.
The approximate design costs for the three Oak Park Avenue projects are: Street Resurfacing Ph1-2 Design = $259,844; Water and Sewer Main Improvements Design = $152,494; and Preliminary Streetscape Design = $362,699.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
At the Village Board meeting on November, 21, 2016, the Village Board Authorizing the Submission of a Federal Surface Transportation Program Grant Application for the Oak Park Avenue Streetscape and Resurfacing Project.
The Village Board discussed this item at the September 9, 2019 Special meeting.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
The Village Board may direct staff to create a steering committee or outreach to stakeholders for the streetscape project
Intergovernmental Cooperation Opportunities
None at this time.