Title/Name/Summary
2020 Neighborhood Road Improvement Program - Bid Award and Consulting Engineering Services Agreement
History
The 2020 Road Improvement Program includes the maintenance and reconstruction of various roadways/streets throughout the Village. The project also includes a sidewalk extension and reconstruction of a small parking lot at Wedgwood Estates Park. This project is bid annually, based primarily on recommendations from the Village’s pavement management consultant, Applied Research Associates (ARA), of Champaign, Illinois.
For FY2020, streets scheduled for resurfacing and reconstruction are found in the following neighborhoods: Crystal Springs, Crystal Meadow, Crystal on the Green (Green Manor Court), Rolling Oaks (Oakland Drive), Elizabeth Avenue, Pluskota Drive, Salvatori Court, Trafalgar Court, Fairway Estates, four (4) Golfview neighborhoods, Park View Estates, 86th Avenue and Wedgwood Estates. In addition to pavement-related work, the repair and/or replacement of hazardous sidewalks, failed curbs and deteriorated storm sewer structures will be performed on an as-identified basis. In all of the above project areas, all non-compliant sidewalks, most notable at street crossings, will be upgraded to current ADA standards.
To initiate the 2020 Neighborhood Road Improvement Program, an invitation to bid (ITB 20-010 Neighborhood Road Improvement Program 2020) was published on the BidNet Direct website from February 19th through March 5th, 2020.
BidNet Direct Data:
- Three hundred nineteen (319) vendors were matched on BidNet.
- Twenty-seven (27) vendors downloaded at least one of the proposal documents.
- Eight (8) vendors downloaded all documents.
- Five (5) bids were submitted electronically and in writing for consideration.
Bids were received from five (5) qualified contractors: Austin Tyler Construction of Elwood, Illinois; D Construction of Coal City, Illinois; Gallagher Asphalt Corporation of Thornton, Illinois; Lindahl Brothers, Inc. of Bensenville, Illinois and P.T. Ferro Construction of Joliet, Illinois. The sealed bids were publicly opened (electronically displayed) on Thursday, March 5th, 2020 by the Clerk’s Office. All five (5) bid amounts were read aloud at 11:00 a.m. See attached Bid Responsiveness Check sheet for bidder amounts.
Austin Tyler Construction of Elwood, Illinois was identified as the lowest responsible bidder for the 2020 Neighborhood Road Improvement Program with a submitted total project cost of $5,191,223.20. This amount is below the engineer’s estimate of $5,594,308.92.
Staff has identified an additional road improvement project neighborhood, Mallard Landings Townhomes, that can be completed in 2020 with the cost difference between the low bid and the engineer’s estimated cost. Mallard Landings Townhomes road improvements are estimated to cost $308,000.000. Therefore, staff recommends Austin Tyler Construction of Elwood, Illinois, be awarded the contract for the 2020 Neighborhood Road Improvement Program in an amount not to exceed $5,499,233.20 ($5,191,233.20 plus $308,000.00).
To facilitate the construction management for the various activities within the Neighborhood Road Improvement Program, staff requested a proposal for Phase lll construction engineering services from the Village’s road improvement consulting engineering firm: Baxter & Woodman Engineering of Mokena, Illinois. In addition to establishing a proficient and professional relationship with the Village, Baxter & Woodman has provided excellent construction management services to augment Public Works oversight of the Neighborhood Road Improvement Program projects from 2015 through 2019. Baxter & Woodman has also provided Phase I and Phase II Engineering Services, on an as-needed basis during that time.
The original 2015 Consulting Engineering Services contract with Baxter & Woodman included an extension option for 2016 and 2017. In January 2018, the Village Board approved entering into an amended Consulting Engineering Services contract for 2018 with the option to extend for 2019 and 2020 at the Board approved budget amount. Staff recommends approving the attached proposal from Baxter & Woodman in an amount of $329,680.00.
On March 16, 2020, this item was reviewed by the Committee of the Whole, recommended for approval and referred to the Village Board of Trustees for consideration.
Financial Impact
Funding for the road improvement construction and consulting engineer oversight is available in capital account 054-0000-471250 (road improvements), capital account 054-0000-471500 (sidewalk gaps) and capital account 054-000-443630 (parking lot maintenance).
Recommended Action/Motion
I move to approve accepting the bid from Austin Tyler Construction of Elwood, Illinois for the 2020 Neighborhood Road Improvement Program for an amount not to exceed $5,499,233.20;
And,
Approve accepting the proposal from Baxter & Woodman, Inc. of Mokena, Illinois for 2020 Consulting Engineering Services associated with the 2020 Neighborhood Road Improvement Program in an amount not to exceed $329,680.00.