CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 25-077, East Highland Area Improvements, to Engineering Resource Associates, Inc. for an amount not to exceed $209,191 (requires 6 positive votes)
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: Jennifer Louden, Director of TED
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Contract 06-034 was initially awarded to Engineering Resource Associates, Inc. (ERA) for CIP Project 216 - East Highlands Improvements on November 15, 2005. The original scope of improvements included full street reconstruction with installation of sidewalks, storm sewers, and streetlights to bring them up to City standards. ERA completed engineering design and plans for full improvements of various streets in the East Highlands subdivisions, including portions of Hillside Road, Julian Street, Parkside Road, Woodlawn Avenue, and others in 2008.
Following the economic recession in 2008, the scope of the East Highlands Improvements was reduced, with Woodlawn Avenue fully improved in 2009 and the rest of the project areas deferred. In 2019, when Julian Street from Gartner Road to Prairie Avenue was approaching its next maintenance cycle, the City contacted ERA to inquire if the original plans and the team who created them were still available. Given that the data and files were accessible, and a majority of the design team was still intact, staff felt that ERA was best suited to update the existing plan for the proposed improvements on Julian Street. On October 15, 2019, the City Council awarded a contract with ERA for design updates to the Julian Street plans.
DISCUSSION:
Hillside Road between Julian Street and Charles Avenue and Parkside Road between Columbia Street and Charles Avenue are approaching their next maintenance cycle; and the City is at a logical point to pursue bringing these portions of Hillside and Parkside Roads up to the City’s roadway standards. The design plans, specifications, and estimates from 2008 will need to be updated, and new survey information will need to be collected.
Additionally, there is a small (approximately 50-foot) adjacent gap on South Columbia Street between Parkside Road and Woodlawn Avenue. Columbia Street has been partially reconstructed as some properties on Columbia Street have developed in recent years. Filling this gap would assist emergency services, garbage collection, and improve connectivity within the neighborhood. ERA’s scope of services includes design engineering for the remaining unimproved portion of Columbia Street as well as public involvement to gather resident input on this potential connection. As this is the final piece of the originally envisioned road improvements for this area, this is the time to evaluate this connection on Columbia Street.
Given that ERA completed the original plans for the neighborhood in 2008 and updated the plans for Julian Street in 2019, staff is requesting City Council’s approval to use ERA for the design updates to Hillside Road, Parkside Road and Columbia Street.
Utilizing ERA to continue the updates to the original design will provide significant cost savings to the City over other consultants, as ERA has previously performed data collection, design, and bid documents needed for the project. ERA has provided the City with a scope of work and cost for Hillside Road between Julian Street and Charles Avenue, and Parkside Road between Columbia Street and Charles Avenue. The proposed cost is $172,032 for these segments. ERA has also provided a scope of work and cost for the segment of South Columbia Street between Parkside Road and Woodlawn Avenue. The proposed cost is $37,159 for this segment of Columbia.
Approval of the award for $209,191 requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code. If the City Council does not approve the waiver of the code, TED staff will conduct a request for proposal for these engineering services. Construction is anticipated to be completed in 2026; however, depending on the design process, construction may shift to 2027.
The final completion date of the project is November 15, 2027.
FISCAL IMPACT:
CIP #: SC216
Engineering for the East Highland Area Improvements project is expensed to the Architect and Engineering Services account listed below. A total of $300,000 has been budgeted for SC216 in 2025. The requested award is within the budgeted amount for this expense in 2025. Staff will ensure there is sufficient funding included in future budgets for the out-of-years associated with this award.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-531301 |
Capital Projects Fund |
$3,642,102 |