CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 19-009, 248th Avenue Preliminary Engineering Study, to Civiltech Engineering for an amount not to exceed $39,998 and a total award of $341,079
body
DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The section of 248th Avenue between 95th Street and 103rd Street is currently a rural two-lane road with gravel shoulders and ditches on both sides. This portion of the 248th Avenue corridor is included in the City’s Capital Improvement Program (CIP# SC190) and Road Improvement Plan for improvement to minor arterial road standards with two lanes in each direction and a center turn lane.
On June 18, 2019, City Council awarded Contract 19-009 to Civiltech Engineering for an amount not to exceed $301,081. The purpose of this contract is to perform a preliminary engineering study of the proposed roadway improvements. Once complete, this study will allow the City to submit for federal funding of the construction phase of the project.
DISCUSSION:
This change order is requested to accommodate new requirements and additional public involvement not included in the original scope of services as described below.
Additional Illinois Department of Transportation (IDOT) Analysis and Documentation
The preliminary engineering study must be reviewed and approved by IDOT to be eligible for future federal funding. During their initial review of the draft project report, IDOT informed the City’s consultant that the following additional analysis and documentation are required:
• A technical memorandum that evaluates the safety benefits of the project in accordance with the Highway Safety Manual
• More detailed geometric design and evaluation of the existing shared use path that is included in the 248th Avenue corridor
• A second IDOT review submittal of the pre-final project development report
Public Involvement - COVID 19 Pandemic
The original scope of services for the preliminary engineering study included three in-person public information meetings. The first public meeting was held in November 2019 to introduce the project to the public.
The second public meeting was planned for the summer of 2020 with the purpose of sharing design alternatives with the public. Due to the COVID-19 pandemic, a virtual public meeting was held in August 2020 that was well attended. However, even with the pandemic, IDOT public involvement standards still required an in-person meeting. To meet this requirement, a duplicate in-person meeting was held in September 2020.
A final public meeting is needed to present the recommended alternative to the public. This meeting will be held as part of a late summer or early fall 2021 Transportation Advisory Board (TAB) meeting. Due to the virtual and in-person options associated with the second public meeting, additional hours are needed for the third public meeting. Following the third meeting, the recommended alternative will be presented to the City Council for final approval.
Staff will partner with the Communications Division in order to ensure a comprehensive public notification process as well as offer a number of participation options for the 2021 meeting in order to be as inclusive as possible.
A more detailed explanation of the additional scope of work is included in the attached letter from Civiltech. Staff has reviewed the proposed supplement and recommends approval.
FISCAL IMPACT:
CIP #: SC190 - 248th Ave: 95th Street to 103rd Street
SC190 is budgeted to the architect and engineering services account listed below. A total of $350,000 has been budgeted for this expense in 2021. The requested amount is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282300-531301 |
Bond Fund |
$942,000 |