Title
Fernway Subdivision Roadway and Ditch Grading Improvements 2019 - Bid Award and Construction Engineering Services Proposal
History
The pavement in Fernway Subdivision was originally constructed in the early 1960s. At that time, the rural type unincorporated roadways were constructed to a poor standard. The Village has spent considerable resources maintaining these roadways since annexing the area over 40 years ago. The Village’s pavement management consultant, Applied Research Associates (ARA), has recommended full pavement reconstruction with the addition of concrete shoulders to support the pavement edge. Due to the scale of work and expected construction cost, the overall reconstruction project for the entire Fernway subdivision is planned to be completed over nine years, subject to annual availability of funding.
Beginning in 2016, the first three phases have been successfully completed. The work planned for completion in 2019 (year four) includes Robinhood Drive from 167th Street to 165th Place, 166th Place and 166th Street. Improvements on Robinhood Drive also incorporate the construction of a new parking lot adjacent to Wlodarski Park at the northeast corner of 167th Street and Robinhood Drive.
Since beginning this multi-year project, the Village Board has approved annual contracts with Baxter & Woodman (B&W) and Christopher B. Burke Engineering Ltd. (CBBEL) to provide phase II design engineering services in a combined effort between the two consulting firms. B&W provided the roadway design, overall plan preparation, and cost estimation, while CBBEL provided the ditch drainage design. For 2019, staff requested proposals from B&W and CBBEL to establish one consultant for both the road design and the drainage design. In February 2019 the Village Board accepted the phase II design proposal from CBBEL for the entire 2019 project design. To date, CBBEL has demonstrated excellent ability to perform the services necessary for proper development of the Fernway stormwater design.
An Invitation to Bid (ITB) for the 2019 Fernway Subdivision Road and Ditch Improvements project was published on the BidNetDirect website on July 15, 2019. Two hundred forty-three (243) vendors were notified via their BidNet subscription, fourteen (14) downloaded the documents, and three (3) submitted bids. On Tuesday July 30, 2019, at 11:00 am, the three sealed bids were opened by the Clerk’s Office for this project. Bids were received from: PT Ferro Construction Company of Joliet, Illinois; D Construction of Coal City, Illinois; and Austin Tyler Construction of Elwood, Illinois. See attached ITB 19-019 Bid Tabulation- All Bidders, and ITB 19-019 Bid Responsiveness Check Sheet for reference.
Austin Tyler Construction of Elwood, Illinois was identified as the lowest responsible bidder for the 2019 Fernway Subdivision Road and Ditch Improvements project with a submitted project cost of $622,756.88 for roadway reconstruction, and $402,912.72 for ditch grading for a grand total of $1,025,669.60. This cost is below CBBEL’s Engineer’s Estimate of $1,144,939.01 for this project. Therefore, it is staff's recommendation that Austin Tyler Construction of Elwood, Illinois be awarded the project for the 2019 Fernway Subdivision Road and Ditch Improvements project in the amount of $1,025,669.60, plus $30,000 contingency for the road improvement work and $20,000 contingency for the ditch grading work for a total cost of $1,075,669.60.
Also, to facilitate the construction management, staff requested and received a proposal for phase lll construction services from CBBEL. For the past three years, CBBEL has performed construction oversight for the Fairway utility reconstruction projects and the firm has maintained a proficient and professional relationship with the Village. Therefore, staff recommends approving the proposal from CBBEL in an amount not to exceed $76,975.00 (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 $86,975.00. Based on the type of construction, $47,836.25 (55%) of the cost will be funded by the Road Program and $39,138.75 (45%) will be funded by the Storm Water Fund in Water and Sewer.
This item went to Committee on August 5, 2019 and is referred without recommendation to the Board of Trustees.
Financial Impact
Funds for this work are included in the FY19 approved capital budget and are available in the Road Program account 054-0000-471250, Water and Sewer account 031-6007-470500 and Parks & Grounds account 023-0000-470700.
Recommended Action/Motion
I move to approve accepting the bid from Austin Tyler Construction of Elwood, Illinois for the Fernway Subdivision Roadway and Ditch Grading Improvements 2019 in the amount of $1,075,669.60 ($1,025,669.60 plus $50,000.00 contingency).
And
Approve accepting the proposal for Construction Engineering Services for the Fernway Subdivision Roadway and Ditch Grading Improvements 2019 from Christopher B. Burke Engineering Ltd of Rosemont Illinois, in an amount not to exceed $86,975.00 ($76,975.00 plus $10,000.00 contingency).