Title/Name/Summary
153rd Street and Ravinia Avenue Roundabout, Phase II Design Engineering Contract Award (RFQ 23-049)
History
In 2023, the Village received Phase I Preliminary Engineering approval from IDOT for the 153rd Street and Ravinia Avenue Roundabout project (see Legistar items 21-0400 for Phase I contract award and 21-0857 for additional project discussion). On September 11, 2023, Village staff issued a Request for Qualifications (RFQ) 23-049 for Phase II Design Engineering services. Questions on the RFQ were due on September 25, 2023. On the submittal deadline of October 9, 2023, the Village received five (5) proposals. Village staff scored the proposals per the criteria below and subsequently conducted interviews with the four (4) highest scoring engineering firms. The RFQ process was conducted using the Village's approved Quality Based Selection (QBS) process, which is a requirement to utilize the federal grant funding previously awarded to the Village.
The Village's scoring criteria for QBS proposals is:
Project Understanding - 20%
Similar Project Experience - 30%
Project Team - 15%
Project Development Approach - 15%
IDOT Prequalification - 5%
Overall Completeness of Submittal - 10%
Selection Committee Discretion - 5%
Proposals were received from the following engineering firms: Baxter & Woodman, Inc. (B&W), Civiltech Engineering, Inc. (Civiltech), DLZ Illinois, Inc. (DLZ), Gewalt Hamilton Associates, Inc. (GHA), and V3 Companies, Ltd. (V3). All proposals were complete and qualified for scoring. Proposal scoring out of 100 is:
V3: 94.5
Baxter & Woodman: 90.5
Civiltech: 89.0
DLZ: 87.0
Gewalt Hamilton: 84.5
After proposal scoring and interviews were completed, Village staff began negotiations of the Phase II contract scope and fee, starting with the top scoring firm, V3. Staff are now recommending the Village award the Phase II Design Engineering contract to the V3 team. Highlights from the V3 team's proposal include:
- The proposal best addressed the concerns raised at the public information meeting including analysis of pedestrian safety measures for the roundabout.
- The V3 team expanded on the maintenance of the traffic plan from Phase I and echoed the Village's sensitivity to nearby homes, businesses, La Grange Road, and access considerations for emergency services such as the nearby police station and Orland Fire Protection District.
- The project team has demonstrated experience delivering successful Phase II roundabout designs, including the 147th Street and Ravinia Avenue roundabout.
- The team elaborated on continuity in design between both roundabouts on Ravinia Avenue, which is key for driver expectations (safety) and aesthetics (similar roundabout landscaping).
Financial Impact
Phase II Design Engineering has been budgeted by the Engineering Department for FY 2024 and 2025. The V3 proposal recommended for approval is for a total not-to-exceed cost of $267,630. The Village was awarded $206,395 in Surface Transportation Program (STP) federal grant funding in 2022 with $61,235 in Village Share. In other words, over 77 percent of Phase II design fees are covered by STP grants.
Recommended Action/Motion
I move to recommend awarding RFQ 23-049 for the 153rd Street and Ravinia Avenue Roundabout, Phase II Design Engineering to V3 Companies, Ltd. for a total not-to-exceed amount of $267,630;
AND;
For the Village Manager to execute all related contracts, subject to Village attorney review.