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File #: 2024-0809    Version: 0 Name: 82nd Avenue Multi-Use Path, Phase II Design Engineering Services, Contract Award (RFQ 24-037)
Type: MOTION Status: PASSED
File created: 11/4/2024 In control: Board of Trustees
On agenda: 11/4/2024 Final action: 11/4/2024
Title: /Name/Summary 82nd Avenue Multi-Use Path, Phase II Design Engineering Services, Contract Award (RFQ 24-037)
Attachments: 1. BLR 05514 CECS - Orland Park 82nd Avenue Path 10.28.24, 2. Exhibit A - Scope of Services 10.28.2024, 3. Subconsultants 10.28.24

Title/Name/Summary

82nd Avenue Multi-Use Path, Phase II Design Engineering Services, Contract Award (RFQ 24-037)

 

History

The project includes designing and constructing a multi-use path on the west side of 82nd Avenue, between Arrowhead Lane and 145th Street. The project will also connect to the Orland Bikeway south of 138th Place, local side streets, and travel adjacent to Prairie Elementary School, just north of 143rd Street.

 

In July/August, 2024, the Village submitted a Project Development Report (PDR) to the Illinois Department of Transportation (IDOT) for Phase I (Preliminary Engineering). The Engineering Department is now ready for the Phase II engineering services contract (Final Engineering). On February 23, 2024, the Village's Engineering staff issued a Request for Qualifications (RFQ 24-037) for Phase II Design Engineering services. Questions on the RFQ were due on March 4, 2024. On the submittal deadline of March 14, 2024, the Village received five (5) qualifications. Village staff scored the proposals per the criteria below and subsequently conducted interviews with the three (3) 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. Village's QBS process is previously approved by the Village Board and IDOT.

 

The Village's scoring criteria for QBS proposals is:

 

Project Understanding - 30%

Similar Project Experience - 20%

Project Team - 15%

Project Development Approach - 15%

IDOT Prequalification - 10%

Overall Completeness of Submittal - 5%

Selection Committee Discretion - 5%

 

Qualifications were received from the following engineering firms:

 

1. Baxter & Woodman, Inc. (B&W)

2. Engineering Resource Associates, Inc. (ERA)

3. Gewalt Hamilton Associates, Inc. (GHA)

4. GSG Consultants, Inc.

5. The HOH Group, Inc.

 

All qualifications were complete and qualified for scoring. Qualification scoring out of 100 is:

 

Gewalt Hamilton Associates, Inc. (GHA) - 91.0

Baxter & Woodman, Inc. (B&W) - 88.6

Engineering Resource Associates, Inc. (ERA) - 86.0

GSG Consultants, Inc. - 84.0

The HOH Group, Inc. - 85.0

 

After qualification scoring and interviews were completed, Village staff began negotiations of the Phase II contract scope and fee, starting with the top scoring firm, Gewalt Hamilton Associates, Inc. (GHA). Staff is now recommending that the Village awards the Phase II Final Design Engineering contract to GHA. Highlights from the GHA qualification and interview include:

 

... Addressed the Village's concerns about scope and schedule.

... GHA team echoed the Village's sensitivity to project funding and completing Phase II to meet funding schedule.

... The project team demonstrated experience delivering successful Phase II designs.

 

Financial Impact

Phase II Design Engineering has been budgeted by the Engineering Department for FY2024 and FY2025. The GHA proposal recommended for approval is for a total not-to-exceed cost of $259,520. The Village was awarded $167,040 in Surface Transportation Program (STP) federal grant funding. The Village will contribute $92,480 to the Phase II Design Engineering Services. In other words, over 64% of Phase II design fees are covered by the STP grant.

 

Recommended Action/Motion

I move to approve awarding a contract for the RFQ 24-037 82nd Avenue Multi-Use Path, Phase II Design Engineering Services to Gewalt Hamilton Associates, Inc. for a total not-to-exceed amount of $259,520;

 

AND

 

Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.