Title
143rd Street and LaGrange Road Intersection Improvement Project
Supplement 2 - V3 Companies: Construction Management
History
On February 4, 2009, a scope and fee proposal was received from V3 to provide professional Construction Management services. At the time this proposal was received, no actual construction work had commenced but the first of the ensuing projects to install new watermains outside of the new roadway intersection footprint was being actively bid. The V3 proposal was approved at the February 16, 2009, Board meeting.
Following the 2010 watermain relocation project with the commencement of the roadway project at hand, during early December 2010, V3 was asked to provide a request for a comprehensive Supplement to provide professional Construction Management and Materials Testing services to complete the roadway and intersection improvement project, and to provide Design Engineering support during construction. At the February 21, 2011 Board meeting, the Board approved Supplement #1, increasing the upper limit of compensation for V3’s Construction Management effort by $531,813.17 to a new not-to-exceed value of $1,367,513.17 (including $20,000 for Design support during construction).
As the Village’s desire was to begin roadway construction during 2011, the Village sought permission to begin construction during early 2011 despite continuing IDOT plan review and subsequent modifications by V3. Throughout all of 2011, the Village sought additional permission from IDOT to proceed with construction as the various stages progressed. Plan review and modification (Design support) also continued during all of 2011 as IDOT worked through internal issues regarding signals, roadway lighting and enhancements sought by the Village such as the brick paver crosswalks at 142nd and 143rd Streets crossing LaGrange Road. You may recall that the brick paver crosswalk was finally permitted following an independent technical review by Applied Research Associates in July 2011. As the project currently exists, release of the full IDOT permit for the project has yet to be received, as review comments are being prepared for transmittal to IDOT by V3.
There was a tremendously increased level of added Professional Design support extended during 2011, well beyond the anticipated effort captured in the February 2011 $20,000 projection. As IDOT and the Village worked through various issues related to the roadway project, the Village also increased and decreased the scope of the project due to the advancement of the Orland Plaza acquisition and Main Street Redevelopment. Additionally, unanticipated environmental engineering was also required as an “orphan” underground storage tank was discovered during roadway construction which required testing and removal. These, plus other design needs and project coordination issues concerning the IDOT/VOP Metra/pedestrian overpass projects, required additional design and construction management support which has increased their 2011 projected costs.
During December of 2011, V3 advised the Staff that their upper limit of compensation was likely going to be insufficient to carry them through to the extended May 2012 completion date projected by the contractor. For the past weeks V3 and Staff worked through the needs originally expressed, reducing some of the fees originally proposed, finally arriving at the additional costs.
V3 has submitted a request dated February 10, 2012, demonstrating a need for $150,504 to complete their work, but has further reduced their labor projections reducing their supplement request to $135,000. This supplement is projected to provide professional design and construction to fully build the project and close out the project files and financial statements through June 2012. Staff has reviewed V3’s request and concurs with their final estimate. There are no major issues remaining with IDOT and the majority of the project has been built.
The entire project has been managed without significant incident with minimal impact to business or traffic as evidenced positive comments received by Staff and Administration. V3 has exhibited exemplary project management by closely working with Village staff, contractors, multiple utilities and business entities, meeting the high expectations set by the Village.
It is staff’s recommendation that the February 10, 2012, V3 request for supplemental funding in an amount not to exceed $135,000 be accepted.
On February 20, 2012, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
INFORMATION PREVIOUSLY PROVIDED AS PART OF THE FEBRUARY 20, 2012, PUBLIC WORKS AND ENGINEERING COMMITTEE PACKET.
Financial Impact
The 143rd & LaGrange Road project was originally budgeted in FY2011. A portion of this budgeted amount ($1,991,000) remained unencumbered at the end of FY2011 and was therefore rolled into the FY2012 budget. While a signification portion of this rollover amount is needed to fund future undergrounding of utilities along LaGrange Road, there are sufficient funds available within this rollover amount to fund V3’s contract modification amount.
Recommended Action/Motion
I move to approve authorizing Supplement Number 2 to the current contract with V3 Engineers and Consultants (P.O. 52393) to provide Professional Construction Management and Materials Testing services and Design Engineering support during construction by an amount not to exceed $135,000, thereby providing a revised not to exceed contract value of $1,502,513.17;
And
Approve authorizing the Village Manager to sign the Supplemental Agreement Number 2.