Title
Fernway Subdivision Roadway and Ditch Improvements 2020 - Bid Award and Construction Observation Services Proposal
History
The roads and drainage ditches in the Fernway Subdivision were 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 and has contended with problematic ditch drainage since annexing the area over 40 years ago. The roads and ditches continue to be a challenge for the Village and the local residents.
The Village’s pavement management consultant, Applied Research Associates (ARA), has recommended full depth pavement reconstruction, with the addition of concrete shoulders to support the pavement edge. Given that many areas of the roadside ditches function poorly, wholesale ditch reconstruction is necessary to complement the road construction and leverage economies of scale. Since the project inception, due to the large scale of work and expected total construction cost, the road and ditch reconstruction work for the entire Fernway subdivision has been projected to span nine (9) years, subject to annual availability of funding. Beginning in 2016, the first four phases have been successfully completed. The work planned for 2020 (year five) includes Robinhood Drive from 165th Place to 88th Avenue, Sussex Drive between Robinhood Drive and Sherwood Drive, and Sherwood Drive from 164th Place (included) to 88th Avenue.
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. Noteworthy, is the 2019 proposal’s inclusion of three (3) years of drainage design in order to cover the entirety of Fernway subwatershed (#4). In February 2019, the Village Board accepted the phase II design proposal from CBBEL for the 2019 project area design and drainage design for sub-watershed #4. To date, CBBEL has demonstrated excellent ability to perform the services necessary for proper development of the Fernway roadway and ditch drainage design, as well as the construction oversight.
An invitation to bid for the 2020 Fernway Subdivision Road and Ditch Improvements project was published on the BidNetDirect website on August 13, 2020. Per the BidNet audit report, 239 vendors were notified via their BidNet subscription, 20 downloaded the documents (nine entire downloads), and four (4) submitted bids. On Friday August 31, 2020 at 11:00 am, the four (4) sealed bids were opened by the Clerk’s Office. Bids were received from: PT Ferro Construction Company of Joliet, Illinois; D Construction of Coal City, Illinois; M&J Asphalt Paving Company of Cicero, Illinois; and Austin Tyler Construction of Elwood, Illinois. See attached ITB 20-027 Bid Tabulation- All Bidders, and ITB 20-027 Bid Totals and Responsiveness Check documents for reference.
PT Ferro Construction Company of Joliet, Illinois is identified as the lowest responsive responsible bidder for the 2020 Fernway Subdivision Road and Ditch Improvements project with a submitted project cost of $561,785.27 for roadway reconstruction, and $371,621.50 for ditch reconstruction, for a total of $933,406.77. This cost is below CBBEL’s Engineer’s Estimate of Probable Cost $1,167,507.20. The Village has past working experience with PT Ferro Construction Company via the 2016 and 2017 Fernway Road and Ditch Improvement project, and the 2018 Neighborhood Road Improvement Project. Therefore, it is both staff’s and CBBEL’s recommendation that the below bidder, PT Ferro Construction Company of Joliet, Illinois be awarded the contract for the 2020 Fernway Subdivision Road and Ditch Improvements project in the amount of $933,406.77, plus a 10% contingency ($56,000) for the road reconstruction portion and a 10% contingency ($37,000) for the ditch reconstruction portion for a total cost of $1,026,406.77.
In order to facilitate the construction management, staff requested a proposal for Phase lll construction oversight from CBBEL. CBBEL performed the construction observation for their design of the 2019 Fernway Road and Ditch Improvements project and the firm has maintained a proficient and professional relationship with the Village on numerous other CBBEL-designed construction projects. Therefore, staff recommends accepting the proposal from CBBEL in an amount not to exceed $83,566.00 (proposal attached). Based on the above road reconstruction/ditch reconstruction cost split, $50,139.60 (60%) of the construction observation cost will be from the Road Program account and $33,426.40 (40%) will be from the stormwater funding in the Water and Sewer account.
Financial Impact
Funds for this project are accounted for in the FY20 amended capital budget and are available in the Capital Improvement account 054-0000-471250 CP-1015 and Water and Sewer account 031-6007-470500.
Recommended Action/Motion
I move to recommend to the Village Board to accept the bid from PT Ferro Construction Company of Joliet, Illinois for the Fernway Subdivision Road and Ditch Improvements 2020 in an amount not to exceed $1,026,406.77 ($933,406.77 plus $93,000.00 contingency);
And
I move to recommend to the Village Board to accept the proposal for Construction Observation Services for the Fernway Subdivision Roadway and Ditch Improvements 2020 from Christopher B. Burke Engineering Ltd of Rosemont Illinois, in an amount not to exceed $83,566.00.