HomeMy WebLinkAbout6. MANAGERS REPORT 8/2/05
Mount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
FROM:
PROJECT ENGINEER
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TO:
VILLAGE MANAGER MICHAEL E. JANONIS
DATE:
JUL Y 28, 2005
SUBJECT:
RESIDENTIAL INTERSECTION TRAFFIC CONTROL PROGRAM
RECOMMENDATION TO fiRE TRAFFIC CONSULTANT - $25,000
The Engineering Staffrecommends to the Village Board of Trustees to retain KLOA, Inc. of Rosemont,
Illinois to provide traffic engineering services in the amount not to exceed $25,000.00.
Earlier this year, the Engineering Staff held a traffic workshop with the Village Board of Trustees and
Safety Commission. A total of three new programs were presented and discussed over the course of two
evenings. One program, the Neighborhood Traffic Calming Program, will provide a process of studying
and implementing traffic calming measures on Village streets. Based on the conversation during the
traffic workshop, this program will require further discussions once the other two programs are underway.
The other two programs will look to provide a more consistent pattern of traffic regulations in our
neighborhoods. The Residential Speed Limit Program will evaluate speed limits on the Village's local
streets and the Residential Intersection Traffic Control Program will involve studying each of our
intersections for the proper traffic control signs.
As was discussed at the traffic workshop, the Residential Speed Limit Program is being managed in-
house with Staff gathering the necessary data this summer. We have made great progress on this program
and we look forward to discussing it with the Village Board of Trustees later this year. The Residential
Intersection Traffic Control Program, on the other hand, is a more complex program that would be
difficult for Staff alone to implement in a reasonable amount of time. Therefore, based on input at the
traffic workshop, we recently began the process of soliciting the services of a consultant to assist the
Village.
With 700 intersections to study in the Village, cost is a primary factor in preventing us from evaluating
each one immediately. It was decided at the traffic workshop to focus on the neighborhood near Prospect
High School as a first study area. It has 61 intersections that will require study. The neighborhood has
traffic and pedestrian generators in two schools, is surrounded by congested arterial streets that leads to
cut through traffic, and has long blocks that leads to speeding issues that altogether make it a good
candidate as a test area.
A Request for Proposal (copy attached) was sent to nine engineering consulting companies to solicit their
interest in the Residential Intersection Traffic Control Program. The consultants were to provide Staff
their experience on similar projects, qualifications of their personnel, their approach in studying the 61
intersections, and their anticipated schedule to complete the task. They were also asked to provide us a
cost for data collection and evaluation of the 61 intersections and a price for presenting their
recommendations at a public meeting.
The Engineering Staff received six proposals. Each of the proposals had experienced people in the traffic
engineering profession and the ability to accomplish the task in a similar amount of time. However, there
page 2 of2
Traffic Consultant Recommendation
July 28, 2005
were differences in their experience with similar projects, approach to the task, and cost. Below is a
summary of the costs associated with the proposals we received:
Company Name
Ciorba Group, Inc.
Metro Transportation Group, Inc.
· Civiltech Engineering, Inc.
· Gewalt Hamilton Associates, Inc.
Knight E/A, Inc.
· KLOA, Inc.
*companies interviewed
Study Cost
$98,429
$45,006
$35,088
$29,900
$19,074
$19,500
Meeting Cost
$3,250
$1,481
$4,576
$ 0
$3,158
$ 500
Total
$101,679
$ 46,487
$ 39,664
$ 29,900
$ 22,232
$ 20,000
Of the six proposals we received, the Engineering Staff invited three companies for an interview to
discuss their proposal in detail. From those interviews, we feel most confident in the abilities of KLOA,
Inc. to provide the Village the services we are looking for.
KLOA, Inc. is a company solely focused on traffic engineering projects. While they have only existed for
10 years, the two project representatives assigned to our project have almost 40 years of experience in
traffic engineering. Most importantly, they are the only company of the six proposals that has studied
intersection traffic control on a neighborhood-wide basis in other communities. The Assistant Village
Manager of LaGrange Park said they did good work in reviewing all intersections in their Village.
Both their experience with similar projects and experience with communicating in a public forum make
KLOA, Inc. Staff's preference. During the interview, we asked that they modify their scope of services in
two areas. First, additional vehicle data collection will be necessary from their original proposal for Staff
to be confident that all 61 intersections will be adequately reviewed. Also, a second public meeting may
be scheduled as part of the process. KLOA, Inc. was willing to add this work to their proposal for a
revised total cost of $25,000.00.
With the Village Board of Trustees approval of this work, KLOA, Inc. would begin immediately by
inspecting each of the intersections and becoming more familiar with the neighborhood. In September,
after school begins, they would collect vehicle and pedestrian data. After the data is collected and
analyzed, Staff would consider having KLOA, Inc. present the information either at a workshop with the
Village Board of Trustees and Safety Commission or in some sort of public forum. Based on feedback
from the public, elected officials, and Staff, KLOA, Inc. would then formulate their final
recommendations and present it at a regular Village Board Meeting. Staff would estimate this final
meeting to take place in December.
This expenditure has not been allocated in the 2005 Village Budget. Funds, however, are available in the
Motor Fuel Tax (MFT) Fund. Attached is a resolution appropriating MFT funds for this project. It is
Staff's recommendation that the proposal submitted by KLOA, Inc. for traffic engineering services be
accepted with a not to exceed amount of $25,000.00 and that the attached resolution be approved by the
Village Board of Trustees.
Please include this item on the August 2nd Village Board Meeting Agenda.
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I concur with the above recommendation.
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len R. Andler, Di ector of Public Works
Attachments: Request for Proposal, Resolution and Map
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@UIinoisDeparbn.ent
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Resolution for Improvement by
Municipality Under the Illinois
Highway Code
of
Mayor and Board of Trustees
Councilor President and Board of Trustees
Mount Prospect
of the
BE IT RESOLVED, by the
Village
City, Town or Village
that the following described street(s) be improved under the Illinois Highway Code:
Illinois
Name of ThorouQhfare Route From To
Various
BE IT FURTHER RESOLVI;D,
1. That the proposed improvement shall consist of retaining the services of a traffic consultant to study
61 intersections to determine the proper traffic control in a residential neighborhood bounded by Kensington
Road (north), Route 83 (east), Northwest Hwy (south), and the western border of the Village.
and shall be constructed
wide
and be designated as Section
05-00147 -OO-ES
2. That there is hereby appropriated the (additional 0 Yes 0 No) sum
twenty-five thousand and 00/100
Dollars (
$25,000.00
) for the
improvement of said section from the municipality's allotment of Motor Fuel Tax funds.
3. That work shall be done by contract ; and,
Specify Contract or Day Labor
BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit two certified copies of this resolution to the
district office of the Department of Transportation.
Authorized MFT Expenditure
I,
M. Lisa Angell
Clerk in and for the
Village of
City, Town or Village
County of
Cook
Mount Prospect
, hereby certify the
Date
foregoing to be a true, perfect and complete copy of a resolution adopted
by the Mayor and Board of Trustees
Council or President and Board of Trustees
at a meeting on August 2,2005
Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this
day of
Department of Transportation
Regional Engineer
(SEAL)
City, Town, or Village Clerk
Village Clerk
Page 1 of 1
Printed on 7/28/2005 10:12:53 AM
BLR 09111 (Rev. 7/05)
RESIDENTIAL INTERSECTION TRAFFIC CONTROL PROGRAM
VILLAGE OF MOUNT PROSPECT
fff
. INTERSECTION TO BE STUDIED
Director
Glen R. Andler
Deputy Director
Sean P. Dorsey
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
REOUESTFORPROPOSAL
RESIDENTIAL INTERSECTION TRAFFIC CONTROL STUDY
May 25, 2005
Due June 14, 2005
Summary
In cooperation with the Village of Mount Prospect Board of Trustees and Village Traffic Safety
Commission, the Village of Mount Prospect Engineering Staff is seeking proposals to provide
professional services for a vital traffic program in our community. The Village is looking to develop and
implement an ambitious program that will ultimately review the traffic control signage at all intersections
under the Village's jurisdiction. The first step, however, will be to focus on one neighborhood
comprising of 61 intersections that will need to be studied using today's traffic engineering standards,
including the 2003 MUTCD as a primary resource, to determine the appropriate traffic control. The
Consultant's proposal is to detail the approach and methodology that would be undertaken to achieve this
goal.
Overview
The Village of Mount Prospect Engineering Staff has drafted three traffic programs that will provide a
higher level of standardization, increase driver expectation and enhance safety when it comes to traffic
regulations in our neighborhoods. The three programs are the Residential Speed Limit Program,
Neighborhood Traffic Calming Program and Residential Intersection Traffic Control Program. The
Residential Speed Limit Program is being managed in-house with Staff gathering the necessary data in
order to recommend the appropriate speed limit for all streets under the Village's jurisdiction. The
Neighborhood Traffic Calming Program involves installing calming measures on residential streets but
requires further discussion by the Board of Trustees before moving forward with possible test locations.
The Residential Intersection Trafjic Control Program has been given conceptual approval by the Board
of Trustees. Per Staffs recommendation, it will require assistance from a Consultant to study and
implement due to the large scope of the program.
Attached for your reference is a draft copy of the Residential Intersection Traffic Control Program. The
Village has 913 intersections in our community. Through a set of assumptions, Staff has reduced the
number of intersections that will need to be reviewed to 698. Through another set of assumptions, Staff
has attempted to make the program more manageable in order to both achieve consistency in our
neighborhoods and move forward with implementation in a reasonable timeframe. These assumptions
are not considered a final decision. They can be discussed with Staff and modified as appropriate before
the intersection studies begin.
Phone 847/870-5640
Fax 847/253-9377
www.mountprospect.org
The Engineering Staff has divided the Village into 18 neighborhood zones as we consider how best to
study and implement the three traffic programs. As a first step, the Village will be focusing on Zone 8.
This zone is a neighborhood bounded by Kensington Road to the north, Central Road and Northwest
Highway to the south, Elmhurst Road (Route 83) to the east, and the border limits to the west. There are
a total of 61 intersections that will need to be studied not only individually to determine the appropriate
traffic control but as a whole so that a negative situation is not created such as a preferred cut through
route.
At this time, the proposal the Village is seeking is for study of only those intersections within Zone 8 as
well as education and implementation of the recommendations. The degree of success in carrying out the
program in Zone 8 will impact how Staff moves forward Village-wide. With the potential of changing
the existing traffic control at many intersections, documentation will be a very important part of the
study. In addition, resident education will be a key component in the success of the program in this test
neighborhood. Interaction with residents in the field and at various public meetings will be a couple of
education avenues. It will be important that the prospective Consultant have a team that can
communicate effectively with residents to address their concerns and promote the program. Finally,
implementation must be done in an efficient and safe manner. Adequate warning will need to be
provided in advance of the intersections to make motorists aware of any change.
General Scope of Services
The scope of services sought by the Village shall include the provision of all required labor, materials,
equipment, expertise and consultation of professional engineering related to the completion of a
residential intersection traffic control study. After authorization to proceed, activities will include:
1. Consultation with the Village to agree on the specific parameters to accomplish the task and to
request whatever necessary information in the possession of the Village. Recommendations can be
made by the Consultant to better meet the desired goals.
2. Perform necessary field studies including but not limited to gathering vehicle speed and volume data,
pedestrian volume data, and documenting visual observations such as sight obstructions and
intersection geometrics.
3. Prepare a report that:
a. Outlines the study process, engineering guidelines and logical assumptions to reach a
recommendation for the traffic control at an intersection
b. Documents the studies and recommendations for each of the 61 intersections
c. Analyzes the neighborhood as a whole to achieve a consistent pattern of traffic control
d. Recommends how to best implement the changes in the neighborhood
4. Submit five (5) copies of a draft report for the Village's review and comment one month prior to
completing the final report. The final report will include twenty-five (25) paper copies as well as the
data from the intersection studies in an electronic format acceptable to the Village.
5. OPTIONAL - Presentation to the Village Board of Trustees and residents at a public meeting for the
neighborhood. This would include providing the necessary materials such as but not limited to
handouts, displays, PowerPoint graphics, etc. to assist the consultant in giving an informative
presentation of the findings and recommendations.
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Materials Provided bv the VilIa2e
The Village will provide the following documents if necessary to complete the residential intersection
traffic control study.
1. AutoCAD and aerial maps of the Village
2. Engineering plans that may be .on file
3. Chapter 18 (Traffic) of the Village Code
4. Previously recorded traffic volume and speed data on selective streets
5. Crash reports from the Police Department
Proposal Requirements
An elaborate proposal is not expected. The prospective Consultant should prepare the proposal in an
economical manner, providing precise descriptions of your company's ability to satisfy the requirements
of the RFP. As a minimum, the following information shall be included in the proposal:
1. A description of the firm's organization, qualifications for, and experience with similar projects.
2. An overall introduction to the proposal as well as a description of the firm's approach to the project
and methodology to accomplish the task.
3. Indicate the principal in charge, project manager, and other staff who will be committed to the
project, along with their professional resumes.
4. The Consultant shall submit a man-hour estimate, by category, for major phases of the project. A
total man-hour estimate should also be supplied.
5. In a separate, sealed envelope marked "Fee for Residential Intersection Traffic Control Study",
include a maximum, not-to-exceed fee to accomplish the project. An hourly fee schedule by
personnel category, including direct and indirect personnel costs and profit to be used for invoicing,
shall also be included. Also, include a separate fee for a single presentation at a public meeting.
Should the Village require a presentation by the Consultant, expect the meeting to last approximately
two hours. The Village would expect a fifteen to twenty minute presentation followed by answering
questions from the Board of Trustees and residents.
6. The Consultant shall submit their anticipated project schedule to accomplish the following:
a. meet with Staff to refine study parameters and obtain whatever information necessary
b. study 61 intersections for traffic control within Zone 8
c. submit draft report for Staff review (5 copies)
d. meet with Staff to discuss draft report
e. submit final report (25 copies plus data in electronic format)
Phorn 847/:370;;(;40
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General Information
1. The Consultant shall be bound by his/her proposal for a term of ninety (90) calendar days from the
due date of the proposals. The Consultant may withdraw his/her proposal by written request prior to
the date and time of the proposal opening.
2. Subcontracting will be allowed by the Village on this project. If the Consultant is proposing any
subcontracted work in this project, the subcontractor and his/her activity in this project are to be
identified in the Consultant's proposal. The Consultant agrees that he/she is fully responsible to the
Village for the acts and omissions of the subcontractor. Nothing contained in the contract documents
shall create any contractual relationship between the Village and the subcontractor. Also the
Consultant is to identify how much work experience he/she has with the proposed subcontractor.
Any references in this RFP to the Consultant shall also apply to the subcontractor(s).
3. If the party submitting the proposal is a corporation, the legal name of the corporation shall be set
forth together with the signature of the officer or officers authorized to sign contracts on behalf of the
corporation. If the party submitting the proposal is a co-partnership, the true name of the firm shall
be set forth together with the signatures of all the partners. If the party submitting the proposal is an
individual, his/her signature shall be inscribed. If the signature is by an agent, other than an officer
of a corporation or a member of a partnership, a power of attorney must be on file with the Village
prior to opening proposals or submitting proposals; otherwise, the proposal may be regarded as
irregular.
4. If at any time it shall be found that the person, firm, or corporation to whom the contract has been
awarded has, in presenting any proposal or proposals, colluded with any other party or parties, then
the contract so awarded shall be null and void and the Consultant and his sureties shall be liable to
the Village for all loss or damage which the Village may suffer thereby, and the Village may
advertise for new proposals for said work.
5. Each party submitting a proposal shall possess federal, state, and local licenses as are required by
law, and shall furnish satisfactory proof to the Village upon request that the licenses are in effect
during the entire period of the contract.
6. The successful proposal shall indemnify and save harmless the Village from suits, actions, damages,
and cost of every name and description resulting from work relating to the prosecution of the project
described herein as well as suits brought against the Village for or on account of the use of patented
equipment, products, or processes, or the infringement of any patent, trademark, copyright, or alleged
negligence on the part of the Consultant.
7. The Consultant is to include all applicable state and federal taxes in the proposal. The Consultant
should not include any state or federal taxes for which the Village is exempt.
8. The Village retains the right to accept or reject any and all proposals and to negotiate an agreement
for services at its discretion. Costs incurred by any individual, group, or firm in the preparation and
submittal of the proposal requested herein are the sole responsibility of said individual, group, or
firm. Fees specified in the proposal are to include all costs, including but not limited to,
transportation, field supplies, printing and equipment rental costs as well as any subcontractor costs.
9. Final payment shall be made within thirty (30) days after, in the judgment of the Director of Public
Works, the Consultant has completely delivered all materials or performed all services in accordance
with the specifications and terms of the contract. The Consultant may bill for incremental payments
on completed and delivered work. The Village and Consultant shall mutually agree on acceptable
payment schedules prior to signing of any contracts.
Phone 84 ?18lo.~~3040
F:ax H4'1/?(53-.9:377
10. If incremental payments are requested, the Consultant shall submit with each payment request the
Consultant's partial waiver or lien for the full amount of the requested payment. Beginning with the
second payment request, and with each succeeding payment request, the Consultant shall submit
partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to
each is at least equivalent to the total value of the subcontractor's work, less retainage, included on
the previous payment request.
11. Any reservations on the use of data contained in a proposal must be clearly stated in the proposal
itself. The Village assumes that, unless stated otherwise, information submitted in response to this
request may be used within the Village on a proprietary basis.
12. The Consultant shall act as the Village's representative and, therefore, shall endeavor to develop a
product consistent with Village objectives and goals. Upon final acceptance of the report, the
Village may request additional services pertaining to the overall goals of the program. If this is the
case, negotiations will be made and a separate agreement will be procured with the Consultant.
Proposals are to be submitted to:
Glen R. Andler
Director of Public Works
Mount Prospect Public Works Facility
1700 W. Central Road
Mount Prospect, IL 60056
All proposals must reach the above address bv 12:00pm. June 14. 2005 in order to receive
consideration.
Once Village Staff has had an opportunity to review the proposals, prospective Consultants may be asked
to meet with Staff to discuss their proposal in greater detail. After Staff has chosen their preferred
Consultant, a final recommendation will be prepared to retain their services and present it to the Village
Board of Trustees for approval at their regularly scheduled meeting on July 5,2005.
Should you have questions or need further information, please contact Project Engineer Matt Lawrie by
phone at 847-870-5640 or bye-mail at mlawrie@mountprospect.org.
Five (5) copies of the proposal and cost packet are required. All packages shall be clearly labeled on the
outside with the following notice:
Proposal for Village of Mount Prospect Residential Intersection Traffic Control Study
Due Date: June 14,2005 at 12:00pm
Thank you for your interest in this project. The Village looks forward to reviewing your proposal.
RESIDENTIAL INTERSECTION TRAFFIC CONTROL STUDY
Phase
Engineering Proposals Due
Consultant Interviews
Recommendation to Village Board of Trustees
Proposal Schedule
Date
06-14-05
week of 06-20-05
07-05-05
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