Title
Consulting Engineering Services for Roadway Maintenance and Pavement Reconstruction Projects Contract Amendment and Extension - Proposal
History
In 2015, following a Request For Qualifications and subsequent selection process, the Village entered into a three year contract (2015, 2016 & 2017) with Baxter & Woodman Consulting Engineers of Mokena, Illinois. During these three years, Baxter & Woodman has provided significant construction engineering services (phase III) along with some phase I and II design work. Their qualified, experienced professionals have provided all services at a very high level. They have developed an excellent working relationship with staff and have been a valuable resource dealing with many ADA conflicts, as well as neighborhood roadway improvement projects. Given Baxter & Woodman’s experience gained working with staff, their proven track record, in addition to maintaining competitive pricing, staff is confident in proposing the extension. To create another RFQ for a new consultant would expend considerable time and effort. This extension is much like other qualified engineering and consulting firms that the Village has previously granted contract extensions. Staff recommends amending the current contract to extend for an additional three years (2018, 2019 & 2020).
The total amount of funding required for consultant services will be governed by the amount of contractor oversight required. It is estimated that annually, the road improvement contractor will need approximately six months to complete the expected work. To ensure thorough oversight of these projects, Baxter & Woodman provides full time phase III engineering services. Funds are allocated from the Road Improvement Program Capital Budget. That cost is typically estimated at approximately $250,000. In addition, phase II engineering is anticipated at a cost of $10,000 for various sidewalk gap projects, including improvements near 135th Street & 88th Avenue. The Baxter & Woodman rate schedule is attached for reference.
On December 18, 2017, this item was reviewed and approved by the Public Works Committee and referred to the Board for approval.
Financial Impact
Subject to Village Board approval of the FY 2018 budget, funding for this work will be available from the Capital Budget Road Improvement Program (054 0000 471250) and from the Capital Budget Sidewalk Gap Program (054 0000 471500).
Recommended Action/Motion
I move approve accepting the Engineering Services Contract Amendments with Baxter & Woodman of Mokena, Illinois for FY2018, in an amount not to exceed $260,000, with the option to renew in 2019 and 2020, at the Board approved budget amount.