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HomeMy WebLinkAbout06/18/2013 Northwest Highway Streetscape Project Design EngineeringMount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: JUNE 12, 2013 SUBJECT: NORTHWEST HIGHWAY STREETSCAPE PROJECT DESIGN ENGINEERING $100,920 BACKGROUND A key component to the Village's Northwest Highway Corridor Plan is the visual enhancement through streetscape in front of our businesses and residences. And over the years the Village has made a significant investment in revitalizing the sidewalk and parkway to achieve this goal. There still, however, remain segments that have not been completed. To further our effort in revitalizing the entire corridor, the Village applied for and recently was awarded, a grant from the Illinois Transportation Enhancement Program (ITEP) for a streetscape project along Northwest Highway. Previous Village streetscape projects included a combination of decorative brick pavers, ADA compliant sidewalk ramps, planter boxes and sprinkler systems for landscaping, pedestrian lighting, bike racks, bus shelters and benches. Concrete curb and gutter as well as storm sewer improvements are also typically included in the work. This particular project will include many but not all of the same amenities. The original project scope was for streetscape work along Northwest Highway from Maple Street to William Street. Federal funds were approved at an 80/20 split for all phases of the project including Phase I and II Engineering, Construction, and Phase III Construction Engineering. The grant is for $678,000 and the Village's contribution is $169,500. Not knowing if the project was going to be selected as part of ITEP, the Village allocated local funds in the 2013 Village Budget and 2014 Preliminary Village Budget for a Village- funded streetscape project. The total amount of funds requested for this work is approximately $450,000. At a kick -off meeting with the Illinois Department of Transportation (IDOT) the Village inquired as to the possibility of expanding the project to include other blocks along Northwest Highway with the understanding there would be no additional federal funds. A formal request has been made and we are awaiting a response from IDOT. We are confident we will receive approval. The three additional blocks include Forest Avenue to Fairview Avenue, William Street to Louis Street, and George Street to Albert Street. We anticipate the ability to apply any unused federal grant money from the original scope of work to the three additional blocks with the Village responsible for any costs above the grant ceiling of $678,000. We are confident we can design and construct all seven blocks without exceeding the grant amount and available Village funds. This will complete the streetscape along the entire corridor except for the one block between Main Street and Wille Street. Page 2 Northwest Highway Streetscape Project June 12, 2013 The first step in the process is to retain the services of an engineering consultant to assist in meeting all of the requirements of ITEP and MOT while providing comprehensive engineering plans. According to 50 ILCS 510 Local Government Professional Services Selection Act and Title 23, Chapter 1, Subchapter I, Paragraph 112(b)(2) of the United States Code, local governments must negotiate and enter into contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for the type of services required and at fair and reasonable compensation. Awarding a contract to the lowest bidder through competitive bidding is not allowed. The act requires local governments to rank a minimum of three firms in order of preference and begin negotiations with only the top ranked firm. It is customary that the ranking be done by a selection committee. SELECTION PROCESS The Engineering Division requested a Statement of Qualifications from six engineering consulting firms to perform Phase I and II Engineering Services. These phases refer to the design engineering tasks specifically Phase I Engineering which involves the completion and submittal of the design engineering report and Phase 11 Engineering which involves the preparation of the project design engineering plans and specifications. After reviewing and evaluating the qualifications, we established a short list of consultants to be interviewed. We then interviewed the following firms: • Baxter & Woodman, Inc. of Crystal Lake, IL • Bollinger, Lach @ Associates, Inc. of Itasca, IL • Hancock Engineering Company of Westchester, IL Based on the interview process we ranked the three consultants and selected to negotiate an agreement with the first ranked consultant, Hancock Engineering Company. The negotiation process produced a final scope and compensation for the required services. DISCUSSION All of the three top ranked consultants submitted documentation that indicated their ability to perform the necessary services. All of the consultants also included references to past work and qualifications of the personnel who would be involved in the project. During the interview process, we questioned the consultants and discussed: • Similar project experience. • The firm's capacity to perform the work and key personnel committed to the project. • The firm's understanding of the project needs. • The methods the firm proposes to use in providing the required services. • The time schedule the firm proposes to complete the necessary work. Based on our evaluation of the statements of qualifications, interviews, and negotiations with the first ranked consultant, Hancock Engineering Company, we have determined that they are the most preferred and can perform the necessary services within the budget limits for the project. Hancock Engineering Company has either completed or is in the process of completing ten streetscape projects in the Chicago area of which seven are funded by ITEP. Page 3 Northwest Highway Streetscape Project June 12, 2013 It is my recommendation that the negotiated proposal submitted by Hancock Engineering Company of Westchester, Illinois for Phase I and II Engineering services be accepted with a not to exceed amount of $100,920. This represents 11.6% of the estimated construction costs, which is in line with what we would expect for Phase I and II Engineering Services for this type of project. There are sufficient funds in the 2013 Budget for this contract. Please include this item on the June 18 Village Board Meeting Agenda. Attached is a location map for your reference. J W - � r A..Ibe�ke I concur with the above recomrndation. Director b-f- Pu'b'lic Works Sean P. Dorsey Attachment c: Director of Public Works Sean Dorsey Deputy Director of Public Works Jason Leib Village Clerk Lisa Angell Traffic Engineer Matt Lawrie h:�engineerin&gencies�itep�NW Hwy Streetscape�consultantrec memo.docx F y. FAI 1. 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