Title
Fernway Subdivision Roadway and Ditch Grading Improvements 2018 - Bid and Construction Engineering Services Proposal
History
The pavement in Fernway Subdivision was originally constructed in the early 1960’s. At that time, the unincorporated roadways were constructed to a rural cross-section, below Village standards. The Village has spent considerable resources maintaining these roadways since annexing the area over 40 years ago. Our Pavement Management Consultant, Applied Research Associates (ARA), has recommended full pavement reconstruction in conjunction with ribbon curbs to support the pavement edge. Due to the scale of work and expected construction cost, the overall project for the entire subdivision is planned to be completed over nine years, depending on funding.
Beginning in 2016, the first two phases have been successfully completed. The work currently planned for completion in 2018 (year 3), includes 170th Street and 170th Place (88th Avenue east to Village limit). Since beginning this multi-year project, the Village Board has approved contracts with Baxter & Woodman to provide required phase II engineering services. Also, the Village previously engaged Christopher B. Burke Engineering (CBBEL) to design and engineer roadside drainage ditch grading improvements. Both plan sets were incorporated into the Fernway Subdivision Roadway and Ditch Grading Improvements 2018 bid package.
An invitation to bid for the Fernway Subdivision Road and Ditch Improvements project was published on the BidNetDirect website on June 27, 2018. 205 vendors were notified, 23 downloaded the documents, and 5 submitted bids. On Monday July 16, 2018 at 11:00am, the five sealed bids were opened by the Clerk’s Office for this project. Bids were received from: Austin Tyler Construction of Elwood, Illinois; D Construction of Coal City, Illinois; Gallagher Asphalt of Thornton, Illinois; Lindahl Brothers, Inc. of Bensenville, Illinois; and PT Ferro Construction Company of Joliet, Illinois. See attached ITB 18-032 Bid Tabulation Sheet and Bid Responsiveness Sheet for reference.
D Construction of Coal City, Illinois was identified as the lowest responsible bidder for the 2018 Fernway Subdivision Road and Ditch Improvements project with a submitted project cost of $555,653.34 for roadway reconstruction, and $388,980.20 for ditch grading for a grand total of $944,633.54. This cost is below Public Works staff’s estimate of $1,139,749.80 for this project. Therefore, it is staff's recommendation that D Construction of Coal City, Illinois be awarded the project for the 2018 Fernway Subdivision Road and Ditch Improvements project in the amount of $944,633.54, plus $30,000.00 contingency for the road improvement work and $20,000.00 contingency for the ditch grading work for a total cost of $994,633.54.
Also, to facilitate the construction, staff requested and received a proposal for Phase lll Construction Services from Baxter & Woodman. Baxter & Woodman is also overseeing the 2018 Road Improvement Program and have an established proficient and professional relationship with the Village. Therefore, staff recommends approving the proposal from Baxter & Woodman in an amount not to exceed $77,984.00 (proposal attached) plus $5,000.00 contingency for the road improvement work and $5,000.00 contingency for the ditch grading work for a total cost of $87,984.00. Based on the type of construction, $51,790.40 (60%) of the cost will be funded by the Road Program; $36,193.60 (40%) will be funded by the Storm Water Fund in Water and Sewer.
On Monday, August 20, 2018, this item was reviewed by the Public Works Committee and recommended for approval and referred to the Village Board of Trustees for consideration.
Financial Impact
Funds for this work are included in the FY18 approved capital budget, and are available in the Road Program account 054-0000-471250, and Water and Sewer account 031-6007-470500.
Recommended Action/Motion
I move to approve accepting the bid from D Construction of Coal City, Illinois for the Fernway Subdivision Roadway and Ditch Grading Improvements 2018 in the amount of $994,633.54 ($944,633.54 plus $50,000.00 contingency);
And
Approve accepting the proposal for Construction Engineering Services for the Fernway Subdivision Roadway and Ditch Grading Improvements 2018 from Baxter & Woodman, Inc. of Mokena, Illinois, in an amount not to exceed $87,984.00 ($77,984.00 plus $10,000.00 contingency).