Title/Name/Summary
2019 Neighborhood Road Improvement Program - Additional Work
History
The 2019 Neighborhood Road Improvement Program (“Program”) includes the maintenance and reconstruction of various roadways/streets throughout the village. The Program is bid annually based in part on recommendations from the village’s pavement management consultant, Applied Research Associates (ARA), of Champaign, Illinois. Based upon the results of the FY2019 bid process, a recommendation to approve Austin Tyler Construction of Elwood, Illinois for the 2019 Program will be considered by the Village Board on May 6, 2019.
To accelerate improvement of the village’s overall road network, an expansion of this year’s Program has been requested. After evaluation of the Pavement Management 5-Year Plan, the following subdivisions are recommended to be added to the 2019 Program - Brentwood (north half); Arbor Pointe (including Grandview Drive); Golfview Condos (Brassie, Foxbend, Deerfield, and Sunset Ridge Courts); Persimmon Ridge/Persimmon Glen/Persimmon Meadows/Ashford Estates; Seton Place and Tee Brook Villa. Austin Tyler Construction has advised that they are able to complete this additional work. The cost of the additional work will be based on the line item bid prices originally submitted for the 2019 Project. The total anticipated cost for this additional work, based on Austin Tyler’s 2019 Program bid pricing is $3,528,000. Exploration of funding requirements totaling $3,840,000 for the expanded 2019 Program work has also been evaluated as per the Financial Impact section below.
To accommodate the construction management of the various activities within the expanded Program, staff requested and received a proposal for additional Phase lll construction engineering services from Baxter & Woodman Engineering of Mokena, Illinois. Staff recommends approving the attached proposal from Baxter & Woodman in an amount of $167,020.
Additionally, other miscellaneous services will be required based upon the expanded Program. Additional construction material testing and tree trimming services are expected due to the expanded work. Funding in the amount of $20,000 for soil and material testing as provided by Construction & Geotechnical Material Testing, Inc. of Elk Grove Village is required. Tree trimming is performed as a proactive measure to prevent limb damage from the large road improvement equipment. The cost for additional tree trimming is estimated at $75,000. The bid for tree trimming services was solicited through the Suburban Public Works Directors Association via the Village of Homewood. The bid award recommendation, pending Homewood’s approval, contains two contractors; Homer Tree Care, Inc. of Lockport, Illinois for tree and stump removal, and Winkler’s Tree Service, Inc. of LaGrange Park, Illinois for tree trimming. Staff is requesting to use Winkler’s Tree Service, Inc. to provide tree trimming services in the neighborhoods included in the 2019 Program.
Finally, funding for pavement rejuvenator application is also being requested. Pavement rejuvenators are applied to streets within two years of reconstruction/resurfacing. ARA’s most recent pavement condition evaluation has indicated a distinct benefit from the application of pavement rejuvenators. Due to recent budget constraints, pavement rejuvenator application has not been included in the 2019 road program. Funding in the amount of $50,000 is being requested to reutilize pavement rejuvenators in the expanded road program.
This item is going directly to the Board of Trustees.
Financial Impact
Funding in the amount of $3,840,000 for the additional work noted above will be provided by draws on the Village’s previously established line of credit at BMO Harris Bank. The current rate on the line of credit is 1.16%, with an undrawn fee of 12.5 bps. Upon project completion, the total amount drawn will be converted to a term loan; based on a seven (7) year term, the estimated interest rate will be approximately 3%. Home rule sales tax will be utilized to make the debt service payments on the term loan.
A revenue budget adjustment is required for the receipt of the line of credit proceeds and an expenditure budget adjustment is required for the total cost of the project.
Recommended Action/Motion
I move to approve utilizing the village’s line of credit previously established at BMO Harris Bank for funding of the additional work related to the 2019 Road Improvement Program
And
Approve a revenue budget adjustment in the amount of $3,840,000 and an expenditure budget adjustment in the amount of $3,840,000.
And
Approve the 2019 Neighborhood Road Improvement Program - Additional Work for Austin Tyler Construction of Elwood, Illinois in an amount not to exceed $3,528,000.
And
Accept the proposal from Baxter & Woodman, Inc. of Mokena, Illinois for expanded Consulting Engineering Services in an amount not to exceed $167,020.
And
Approve additional construction material testing from Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, Illinois in an amount not to exceed $20,000.
And
Approve tree trimming services from Winkler’s Tree Service, Inc. of LaGrange Park, Illinois in an amount not to exceed $75,000.