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HomeMy WebLinkAbout05/17/2016 Covered Bike Parking Design EngineeringItem Coversheet Page 1 of 2 IN Item VIII. C.: Motion to accept proposal for covered bike parking design engineering in an amount not to exceed $24,240. Department: Public Works Department Information: In recent years the Village of Mount Prospect has committed to building our bike network through infrastructure projects and promoting biking as a beneficial mode of transportation. As a result, the Village has seen an increase in bike activity, particularly in the downtown. Many cyclists are commuters traveling to and from the train station. On ideal biking days, racks are often full causing cyclists to chain their bike to fences, trees and other stationary objects. Additional bike racks are needed in the downtown, specifically around the train station, to meet the growing demand of bicyclists. The Village's 2009 Public Transportation System Plan, 2012 Bicycle Plan, and 2013 Downtown Implementation Plan all speak to the importance of providing bike facilities in the downtown. In 2015, Village staff submitted a grant application to the Regional Transportation Authority (RTA) as part of their Access to Transit Improvement Program. The application included three locations around the downtown train station to add approximately 30 covered bike racks. The RTA accepted the Village's application and bundled it with other projects, and submitted it to the Congestion Mitigation and Air Quality (CMAQ) Improvement Program. The Village was recently notified that the project was approved for CMAQ funding. The 80% federal participation is $134,800. The 20% local responsibility is $33,700 but will be paid for by the RTA. The total grant amount of $168,500 is allocated for construction only. Design engineering and inspection costs must be paid for by the Village. In order to navigate the CMAQ paperwork process and meet the federal and state design requirements, Village staff is seeking at this time to enter into a contract with a consulting firm for design engineering. Plan development will take place in 2016 and construction in 2017. As permitted by the Qualification Based Selection process, the Village solicited Statement of Qualifications from five (5) engineering consulting firms to provide design engineering services for the covered bike parking project. Each firm was asked to submit as part of their proposal the following information: Resumes of key personal and experience on similar projects Summary of the firm's approach to the project Staff hour estimate for major phases of work Project schedule Tasks that were identified to be performed included: 1. Topographic survey 2. Research of various bike parking structures 3. Preparation of construction plans & specifications 4. Coordination with affected stakeholders 5. Obtain all necessary permits/approvals from affected agencies 6. Bidding assistance 7. Attend meetings 8. Any additional tasks recommended by the consultant The consulting firms' Statement of Qualifications were reviewed on the basis of their understanding of our goals and their methodology of the design process. They were rated (with a maximum score of 100 points) according to these http://mountprospect.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=305 5/26/2016 Item Coversheet Page 2 of 2 specific categories: project team, relevant experience, project approach, project schedule, and projected work hours to complete the required tasks. The rankings are: Firm Rating Baxter and Woodman, Inc. 93 points Ciorba Group, Inc. 91 points V3 Companies 86 points Hancock Engineering Company 82 points Gewalt Hamilton Associates, Inc. No submittal Three (3) consulting firms were invited to meet with Village staff to discuss the project in greater detail. Based on these interviews and phone conversations with references, Baxter and Woodman, Inc. was the preferred consulting firm. They recently completed a similar project using CMAQ funds and their references provided an outstanding evaluation. Village staff requested a cost proposal from Baxter and Woodman, Inc. to perform the tasks as identified in the Request for Statement of Qualifications. They submitted a not to exceed cost of $24,240.00 based on 205 hours to complete the project. This averages out to a rate of $118/hour. It is the opinion of Village staff that the work hours allotted are reasonable and the rate is competitive and comparable to rates of recent projects. Baxter and Woodman, Inc. has satisfactorily provided consulting services for a number of engineering, water/sewer, and GIS projects for the Village of Mount Prospect. Alternatives: 1. Accept proposal for Covered Bike Parking design engineering. 2. Discretion of the Village Board. _Budget Impact: This proposed contract will require the expenditure of $24,240. There are sufficient funds in the 2016 Budget for this proposed expenditure Recommendation: It is my recommendation that the Village Board accept the proposal from Baxter and Woodman, Inc. to provide design engineering services for the Downtown Covered Bike Parking Project for a not to exceed amount of $24,240. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, COMMERCIAL BUSINESS DISTRICTS: Vibrant downtown and commercial areas A'n"ACHI E'NTS Description Type Upload Da File Name No A°Cachirno'Its C=,r�ilw;da: http://mountprospect.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=305 5/26/2016