CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 25-109, Advanced Traffic Management System Phase II Design, to Christopher B. Burke Engineering, Ltd. for an amount not to exceed $216,302 (requires six positive votes)
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, P.E., Director of Transportation, Engineering and Development/City Engineer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2013, the City of Naperville implemented an advanced traffic management system along the Washington Street corridor, with the intention to eventually expand the system to incorporate all City-owned signals.
On December 22, 2022, Christopher B. Burke Engineering, Ltd. was awarded RFQ 22-220, Advanced Traffic Management System Design, for preliminary engineering design services for the next stage of system expansion which will add approximately 25 traffic signals in south Naperville. The original RFQ included both Phase I and Phase II design services, and the consultants were evaluated accordingly. During negotiations, the scope of work of the awarded contract had to be reduced to Phase I only for budget reasons. The RFQ, however, had included the condition that the selected consultant “may be used on future phases of the project.”
DISCUSSION:
Since RFQ 22-220 has expired, the Procurement Code will need to be waived to award the next phase of the project to the same consultant. Specifically, Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code must be waived because the recommended process is not one of the enumerated procurement methods in the Code. The consultant completed Phase I engineering, with favorable performance, and staff recommends continuing into Phase II engineering with the same consultant.
City staff originally evaluated and selected the consultant with both design phases of the project in mind. In the original selection process, the consultant provided their qualifications for both Phase I and Phase II and was determined to have the highest score of all the consultants. Going through the process a second time would be redundant. Consultants who previously submitted may not choose to resubmit since they were not selected during the original RFQ.
The consultant’s familiarity with the Phase I study, and Naperville’s traffic signal system in general, will also be an asset in the completion of Phase II, saving time and reducing the cost of this work. In addition to being knowledgeable about the various Phase I design considerations, the consultant has been involved with some preliminary coordination conversations with outside agencies, including the Illinois Department of Transportation who reviewed and approved the Phase I report.
City staff and the consultant completed negotiations for the scope and cost of work included in Phase II.
The completion date of this contract will be November 30, 2027, which allows for consultant availability during construction of the project and to assist in answering any requests for information from the City or contractor. The City has applied for federal funding for the construction phase of this project and anticipates construction taking place in 2026 and 2027.
FISCAL IMPACT:
CIP#: TC217
Advance Traffic Management System Phase II Design is expensed to the Architect and Engineer Services account listed below. This work is related to TC217, the Centralized Traffic Management System. TED included $220,000 in the 2025 budget for design work related to TC217. The award requested is within the budgeted amount for this expense, and staff will ensure there is sufficient funding in future budgets for out-year expenses associated with this award.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-531301 |
Capital Projects Fund |
$3,642,102 |