HomeMy WebLinkAbout 8.1 Motion to accept proposal from Christopher B. Burke Engineering, LTD. for Rand/Central/Mount Prospect Road Intersection Improvements Phase II Engineering and ROW Acquisition Services in an amount not to exceed $921,824.62.5/15/2020 BoardDocs® Pro
Agenda Item Details
Meeting May 05, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
%Ca teg o ry 9. VILLAGE MANAGER'S REPORT
Subject 9.1 Motion to accept proposal from Christopher B. Burke Engineering., LTD. for
Rand/Central/Mount Prospect Road Intersection Improvements Phase II Engineering and
ROW Acquisition Services in an amount not to exceed $921,824.62.
Access Public
Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount 9211824.62
Budgeted Yes
•get Source Congestion MitigationZl''111 E ml,�) Grant, Invest in Cook GrantGeneral Funi.
Recommended Action Accept the proposal from Christopher B. Burke Engineering,, Ltd. of Rosemont, Illinois to
provide Phase II Engineering and ROW Acquisition Services (Contracts A and B) for the
Rand/Central/Mount Prospect Road Intersection Improvements for a not to exceed amount
of $921,824.62. Staff also recommends that the Village Board pass a resolution authorizing
the mayor to sign a local public agency agreement with IDOT to fund a portion of the work
(Contract B) with a federal Congestion Mitigation/Air Quality grant.
Public Content
A key component of the Mount Prospect Strategic Plan is to partner with appropriate government agencies to resolve
troublesome intersection issues. One such area that has received attention in recent years is the three closely spaced
intersections involving Rand Road (US 12), Central Road and Mount Prospect Road. This intersection was also a key
focus of the 2017 Rand Road Corridor Plan. The traffic -signalized intersections form a triangle that experiences
operational issues on a daily basis. Blocked intersections and poor vehicle progression are common complaints from
motorists. Timing adjustments have been made over the years with minor improvement. The Village of Mount
Prospect is committed to developing a project that will provide significant enhancements to the transportation system
that will benefit motorists, pedestrians, bicyclists, nearby businesses, and our residents.
In 2017 the Village awarded a contract using local funds to Christopher B. Burke Engineering,, Ltd. (CBBEL) of
Rosemont, IL to complete a phase I engineering study of the intersection. Components of the study included a right-
of-way survey, topographic survey,, data collection, alternatives analysis report, drainage analysis, environmental
survey, and lighting review. An initial public meeting was held in August 2017 to solicit input on issues and
suggestions for improvement. A presentation was then made to the Village Board in April 2018 on a range of possible
alternatives including focused attention on the preferred alternative. In May 2019, a second public meeting was held
to present the preferred alternative in greater detail. A map depicting the preferred alternative is attached.
CBBEL has since been working on the project development report (PDR), a document that summarizes the collected
data, details a preliminary construction plan, and provides a path forward to the next phases: phase II engineering
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(final design) and land acquisition. The Illinois Department of Transportation (IDOT) has recently notified CBBEL that
all the agency's review comments on the PDR have been satisfactorily resolved; the document should receive IDOT
approval at an official meeting in May. A copy of the final PDR is enclosed.
Throughout the process, CBBEL and staff held numerous meetings with IDOT, Cook Countythe City of Des Plaines,
and local businesses/property owners such as Walmart and Mount Prospect Plaza in an effort to refine the plan and
meet the interests of the various stakeholders. In addition, the Village constructed an interim project in 2018 that
improved traffic flow out of the Mount Prospect Plaza and south along Mount Prospect Road through the Central Road
intersection. These recent improvements will be made part of the long-term project for the intersection. The long-
term project will also include dual left -turn lanes on Rand Road at Central Road, the addition of right -turn lanes at
various legs of all three intersections, construction of a traffic signal system at the Mount Prospect Plaza driveway and
Central Road, driveway modifications at the Walmart and Mount Prospect Plaza entrances to improve traffic flow and
separate truck traffic, and a bike path along Rand Road which would connect to an existing/planned path in Des
Planes.
The phase I engineering study followed federal guidelines to make the project eligible for federal funding in future
phases. In 2019, the Village applied for and was awarded in excess of $5.3 million in federal Congestion Mitigation &
Air Quality Program (CMAQ) funds to be used in all remaining phases: phase II engineering (final design), land
acquisition,, construction, and phase III Engineering (inspection). The Village was also awarded $460,,500 Invest in
Cook grant to be used toward phase II engineering (final design) and land acquisition.
The Village is now in a poson to begin the next phases of the project: phase II Engineering (final design) and land
acquisition. Temporary construction easements and additional public right-of-way have been identified along
approximately 20 properties within the project limits. A map depicting potentially impacted properties is attached. The
property or access rights acquisitions are necessary to accommodate road widening at certain locations and facilitate
construction of a mixed-use path along Rand Road. Land acquisition will be kept to a minimum and will not require
purchase of entire properties. Staff will work with all property owners to minimize the impact to their businesses.
At this time,, staff seeks to enter into a contract with an engineering consulting firm to provide phase II Engineering
(final design) and land acquisition services using CMAQ (federal grant),, Invest in Cook (Cook County grant), and local
funds. Phase II engineering (final design) and land acquisition are expected to be completed at the end of 2021. The
project will be able to move to construction in early 2022 under the current schedule and is anticipated to take a year
and a half to complete construction.
As required by the federal ly-mandated Qualification Based Selection (QBS) process., the village solicited a Statement
of Qualifications from engineering consulting firms to provide phase II engineering and land acquisition services for
the Rand -Central- Mount Prospect Intersection Improvements. A copy of this Request for Statement of Qualifications is
attached. Public notice was posted on the DemandStar bidding website and in the Daily Herald. Firms were asked to
submit as part of their proposal the following information:
1. Resumes of key personnel
2. Related experience on similar type projects
3. Summary of the firm"s approach to the project
Ir. Prequacation status with IDOT
The Village received three (3) submissions. The three (3) consulting firms" Statement of Qualifications were reviewed
on the basis of their understanding of our goals and their methodology to complete the study. The top two firms were
also interviewed by Village staff. They were then rated (with a maximum score of 100 points) according to these
specific categories: project understanding & technical approach, similar project experience, project team capabilities,
IDOT prequalification status, and overall completeness of submittal. The rankings are as follows:
�Clhristopher Burke Engineering, LTD.
r.Jviltech Engineering, Inc.
Consultants., LTD.
CBBEL has put together a very strong project team with extensive experience working on complex intersection
projects. Their technical proposal is thorough and anticipates the myriad tasks to complete the work move the projecli
to construction. They also have an effective relationship with IDOT and the necessary skills to engage affected
property owners. CBBEL provided high quality work during the phase I engineering study and has the knowledge and
tools to easily transition to the next phases of the project.
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Please note that the QBS process does not permit simultaneous consideration of cost proposals. For reference,
attached is a portion of the IDOT Bureau of Local Roads (BLR) Design Manual that pertains to QBS for engineering
services. The BLR Design Manual is the primary guide for utilization of federal funds for road construction projects in
the State of Illinois. Sections of the BLR Design Manual relevant to QBS and cost proposals have been highlighted. In
particular
,, the BLR stipulates: ""In no case shall the LPA (Local Public Agency), prior to selecting a consultant for
negotiatioseek formal or informal submission of verbal,, written, or sealed estimates of costs or proposals in terms
of dollars, hours required, percentage of construction cost,, or any other measure of compensation".
In general,, the QBS process requires owners to advertise the need for services,, request qualifications statements or
proposals from consultants, evaluate and rank consultants,, select the most quaed firm,, and negotiate a fee.
CBBEL's cost proposal is broken into two (2) contracts, Contract A and Contract B. The purpose of two (2) contracts is
to allow work to begin immediately enabling 2022 construction start.
In Illinois,, disbursement of CMAQ transportation grant funds is controlled by IDOT. Accordingly, accessing CMAQ funds
in Illinois requires execution of a Local Public Agency (LPA) agreement and a professional services agreement with
IDOT. The typical timeframe for execution of these agreements is eight (8) months. Further, any work performed prior
to execution of the agreements is not eligible for reimbursement.
Therefore, confining the scope of work to a single contract would postpone the start of design and ROW work until
after IDOT signs the LPA agreement in 2021. A 2021 start for phase II engineering likely delays the start of
construction until 2023. However
parsing some work into a separate contract, funded by already secured Invest in
Cook grant funds, sidesteps some bureaucracy. In short, dividing the proposed scope of work into two (2) contracts
saves an entire construction season.
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Contract A will not use federal CMAQ funds, does not require an executed LPA agreement,, and permits CBBEL ti#
begin design engineering as well as preparation of plats and legal descriptions for land acquisition. The primary source
of funds for Contract A is an Invest in Cook grant from Cook County.
Contract A is for an amount not to exceed $345.,158.42 and will be between the Village and CBBEL. Work includes
additional topographic survey, design engineering, preparation of plats and legal descriptions for land acquisition, and
appraisals. Contract A will be paid for using Invest in Cook funds. The Village recently completed an agreement with
Cook County for this grant and is expected to receive an initial payment of $230,250 (50% of the grant) soon. As
work progresses, the Village will receive additional payments from the County. Staff plans to request local funds in the
2021 budget for the difference between the total amount of Contract A and the initial payment from Cook County as
an escrow to buffer any reimbursement delays. This amount, $114.,908.42, will ultimately be reimbursed by Cook
County.
Contract A work can begin immediately upon execution of the professional services agreement between the Village
and CBBEL. Tasks identified in Contract A are expected to be completed in one (1) year. For reference, a copy of this
proposed contract is attached.
Contract B will use CMAQ funds and is expected to begin in early 2021. This proposed contract is in an amount not t*
exceed $576,,666.20 and will be between the Village and CBBEL. Work includes completion of design engineering, land
acquisition negotiations, and the land acquisition closing process. It does not include the cost paid to property owners
for land acquisition.
Land acquisition costs will be paid separately using CMAQ funds or local funds. These expenditures will be presented
and deliberated at a future Village board meeting. Staff has asked IDOT to contribute more funding for land
acquison since most land and/or land rights acquired for this project wil ultimately belong to w
Contract B will be paid for using a combination of CMAQ, Invest in Cook., and local funds. The CMAQ contribution i
$421,840 and is reimbursable through IDOT. The Invest in Cook contribution to Contract B is $115,341.58 and i
reimbursable through Cook County. The local share is the remaining $39,484.62. 1
Staff will request local funding for the entire proposed Contract B expenditure ($576.,666.20) in the 2021 budget to
provide an escrow for initial draw downs and seek reimbursements from IDOT and Cook County as expenses are
incurred.
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Contract B work will begin upon execution of the LPA agreement with IDOT. It is expected to take approximately eight
months for IDOT to sign the agreement. As a result, tasks identified in Contract B are not expected to begin until tht
first quarter 2021 and will be completed by the end of 2021. A copy of proposed Contract B is attached.
Summary of Funding Sources
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In order to access CMAQ funds,, IDOT also requires the Village to sign a LPA agreement. Contract B work is
incorporated into this agreement by reference. The purpose of an LPA agreement is to define the scope of work and
allocation of costs on projects utilizing federal grants. A required addendum to the LPA is a resolution sanctioning the
agreement. Attached is a resolution facilitating this purpose. Also attached is a copy of the proposed LPA agreement.
1. Accept proposal from Christopher B. Burke Engineering, LTD. for Rand/Central/Mount Prospect Road Intersection
Improvements Phase II Engineering and ROW Acquisition Services (Contracts A and B) and pass a resolution
authorizing the mayor to sign a local public agency agreement with IDOT in order to fund a portion of the work with
federal Congestion Mitigation/Air Quality (CMAQ) grant.
2. Action at discretion of Village Board.
Staff Recommendation
1. Accept proposal from Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois to provide Phase II
Engineering and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road
Intersection Improvements for a not to exceed amount of $921,824.62.
2. Pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion of
the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
R -C -MP preferred alternative plan.pdf (5,825 KB) PDR 04-2020.pdf (56.,620 KB)
RSQ only.pdf (614 KB) CBBEL Phase II Proposal.pdf (12,,691 KB)
Land Acquisition Aerial Exhibits-pdf (4,194 KB) CBBEL Contract A.pdf (1,134 KB)
CBBEL Contract B.pdf (4,770 KB) LPA Agreement —.pdf (126 KB) LPA resolution.pdf (82 KB)
Administrative Content
Executive Content
Motion & Voting
Accept the proposal from Christopher B. Burke Engineering,, Ltd. of Rosemont,, Illinois to provide Phase II Engineerin
and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road i
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Invest n oo
0
Contract A $345,158.42
3451158.421,
1
Contract B $576,666-20
ilm
$391484-62
$921,824.61
�
$460,500.00
$39,484.62
LJMWffMZ#MM,fflvMftX4 F, P
In order to access CMAQ funds,, IDOT also requires the Village to sign a LPA agreement. Contract B work is
incorporated into this agreement by reference. The purpose of an LPA agreement is to define the scope of work and
allocation of costs on projects utilizing federal grants. A required addendum to the LPA is a resolution sanctioning the
agreement. Attached is a resolution facilitating this purpose. Also attached is a copy of the proposed LPA agreement.
1. Accept proposal from Christopher B. Burke Engineering, LTD. for Rand/Central/Mount Prospect Road Intersection
Improvements Phase II Engineering and ROW Acquisition Services (Contracts A and B) and pass a resolution
authorizing the mayor to sign a local public agency agreement with IDOT in order to fund a portion of the work with
federal Congestion Mitigation/Air Quality (CMAQ) grant.
2. Action at discretion of Village Board.
Staff Recommendation
1. Accept proposal from Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois to provide Phase II
Engineering and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road
Intersection Improvements for a not to exceed amount of $921,824.62.
2. Pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion of
the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
R -C -MP preferred alternative plan.pdf (5,825 KB) PDR 04-2020.pdf (56.,620 KB)
RSQ only.pdf (614 KB) CBBEL Phase II Proposal.pdf (12,,691 KB)
Land Acquisition Aerial Exhibits-pdf (4,194 KB) CBBEL Contract A.pdf (1,134 KB)
CBBEL Contract B.pdf (4,770 KB) LPA Agreement —.pdf (126 KB) LPA resolution.pdf (82 KB)
Administrative Content
Executive Content
Motion & Voting
Accept the proposal from Christopher B. Burke Engineering,, Ltd. of Rosemont,, Illinois to provide Phase II Engineerin
and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road i
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Intersection Improvements for a not to exceed amount of $921,824-62. Staff also recommends that the Village Boar�.
pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion of the
work (Contract B) with a federal Congestion •. Quality grant.
Motion by Paul Hoefert, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzisl Colleen Sacolli, Michael Zadelf Richard Rogers
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