Title/Name/Summary
Lake Sedgewick - 319 Grant
History
PROJECT:
Lake Sedgewick/153rd Street Metra Parking Lot BMPS, 319 Grant 3190605
PETITIONER:
Development Services Department
ATTACHMENTS:
Proposed Lake Sedgewick & Metra Parking Lot BMP and Grading Plan.
PURPOSE:
The purpose of this project is to install Best Management Practices (BMPs) for a wetland polishing system to reduce run-off pollutants from the new 153rd Street Metra Lot in order to help protect the water quality of Lake Sedgewick in Centennial Park.
DISCUSSION
The Village of Orland Park is the recipient of an Illinois Environmental Protection Agency Section 319 non-point source pollution control grant to protect the water quality of Lake Sedgewick. The project design work has been completed by Village consultants and approved by the Illinois EPA.
The project was originally put out to bid in November 2008 as one project. The three bids came back significantly over budget, ranging from $370,000 to $490,000. In addition to the high cost, there was a railroad issue. Although staff worked with Metra and received their consent to construct the project in the RR ROW, and although our changes in the railroad ROW are very minor, in order to construct in the railroad right of way the contractor will be required to have railroad insurance and a flagman, both of which are very costly and could delay the project.
Because of the high bids and railroad issues, adjustments were made to the plans, and it was split into two phases. With a slight adjustment of a culvert, Phase One can be constructed completely outside of the railroad right of way. According to the project engineer, the construction of wetland cells on the east side of the tracks (Phase One) is the most critical part of the project. Attached are the plans that delineate the two phases.
In March 2009 the revised project was put out for bid. Ten bidders responded, with a total project cost ranging from $243,330.86 to $638,833.33. Although the low bid was greatly improved from the first round, the total project was still significantly over budget. However, for Phase One only, the bids ranged from $134,557-$406,386.18. The Phase One bid from the lowest bidder ($134,557), Lee Werner Excavating Inc., is only over budget by $5611 when the savings from constructing only one sign are considered. The Village consultants reviewed the bids and found the low bid to be complete and accurate. Mr. Werner has expressed an interest in looking at possible cost cutting measures (with Village consent) to bring the project within budget, and said that he stands by his Phase One bid, even if Phase Two is delayed.
The proposal before you tonight is to move forward this Spring 2009 with Phase One only. Constructing Phase One only is a significantly reduced project from what was approved by the EPA. The amendment has been discussed with our EPA liaison, but final approval is pending.
Ideally, Phase Two would be constructed in Spring 2010, subject to securing Village approval and additional grant money. This could be considered be a shovel ready project, since the design work is already completed and bids received.
The Financial Assistance Agreement between the Village and Illinois EPA was amended April 30, 2008 and approved by the Village Board on March 5, 2007. This grant provides EPA assistance of $97,614.00 with a required a Village match of $98,455.90. The current request will result in Village funds expenditure of $104,067.71, exceeding the previously approved amount by $5611.81. Supplemental funds will be requested from the Illinois EPA, however the success of that request is uncertain at this time. $4213 of the overage is stewardship costs, where the contractor has to monitor the success of the plantings over a three year period. Since that extends beyond the grant expiration date of August 2009, the EPA may not cover those costs. Additionally, there may be funds remaining in the design budget that can be shifted over when the project including construction oversight is completed. There is a 10% contingency built into the bid, and is another possible way to avoid the need for the additional $5611.81. Every attempt will be made to meet the shortfall outside of additional village funds, but for now approval of this additional amount is being requested.
On March 23, 2009 the Development Services and Planning Committee moved 3-0 to recommend to the Village Board approval of the selection of Lee Warner Excavating Inc. for the construction of Phase One Metra Parking lot BMPs in the amount of $134,556.71 subject to consent from the Illinois Environmental Protection Agency to reduce the original Scope of the project.
And
Moved to recommend to the Village Board approval of the selection of Pannier Graphics for the construction and delivery of Phase One signage (one sign) at a cost of $813.00.
And
Moved to amend the budget and authorize additional Village funding of the Lake Sedgewick/153rd Street Metra Parking Lot BMPs 319 Grant 3190605 project in the amount of $5611.81 for a total Village share of $104,067.71.
This is now before the Village Board for consideration.
Recommended Action/Motion
I move to approve the selection of Lee Warner Excavating Inc. for the construction of Phase One Metra Parking lot BMPs in the amount of $134,556.71 subject to consent from the Illinois Environmental Protection Agency to reduce the original Scope of the project.
And
I move to approve of the selection of Pannier Graphics for the construction and delivery of Phase One signage (one sign) at a cost of $813.00.
And
I move to amend the budget and authorize additional Village funding of the Lake Sedgewick/153rd Street Metra Parking Lot BMPs 319 Grant 3190605 project in the amount of $5611.81 for a total Village share of $104,067.71.