CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFQ 22-265, 87th Street Bridge Reconstruction Over Springbrook Creek - Phase II, to Baxter & Woodman, Inc., for an amount not to exceed $391,678 and for a five-year term (Item 1 of 3)
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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:
The other related items on the City Council agenda are:
• 24-0513, Adopt a resolution to appropriate funds for the 87th Street Bridge preliminary engineering consultant services contract
• 24-0514, Adopt a resolution to approve the local-public agency agreement with the Illinois Department of Transportation
The 87th Street Bridge sits on the county boundary line between DuPage County and Will County. The bridge is located on 87th Street between Plainfield-Naperville Road and Modaff Road and crosses over Springbrook Creek. The original structure was constructed in 1961. To improve safety and extend the life, a feasibility study was completed in March of 2021 to evaluate design alternatives for the rehabilitation or replacement of the 87th Street Bridge. The report recommended that the existing bridge be replaced.
To fund the project, the City applied for assistance through the Federal Bridge Program - STP-BR (Surface Transportation Program - Bridge) and obtained approval from the Illinois Department of Transportation (IDOT) to perform the project. The Surface Transportation Program (STP) is a federal program which provides up to 80% funding for projects that preserve and improve the conditions and performance on various transportation facilities. STP-BR is an IDOT Bridge Program which utilizes STP funds to provide funds to replace or rehabilitate deficient highway bridges, perform systematic preventive maintenance and seismic retrofit.
Because federal STP funding will be used for the 87th Street Bridge reconstruction project, a Quality-Based Selection (QBS) process is required for the consultant selection.
In March 2023, the Transportation, Engineering and Development Business Group issued RFQ 22-265, 87th Street Bridge Reconstruction Over Springbrook Creek - Phase II, to provide Phase II engineering services.
The Phase I preliminary engineering contract for the 87th Street Bridge Reconstruction over Springbrook Creek was initiated in 2020. Preliminary Design was completed, and Design Approval was received from IDOT on August 14th, 2023.
DISCUSSION:
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Advertisement Date: |
3/17/2023 |
Notices Sent: |
682 |
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Opening Date: |
4/7/2023 |
Planholders: |
57 |
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Proposals Received: |
8 |
Responses were received from the following vendors:
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ABNA Engineering Inc. |
V3 Companies of Illinois Ltd. |
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Baxter & Woodman Inc. |
GSG Consultants, Inc. |
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Ciorba Group, Inc. |
Engineering Resource Associates, Inc. |
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Civiltech Engineering Inc. |
Accurate Group, Inc. |
A selection team comprised of staff from the TED Business Group evaluated the qualification-based proposals which were scored based upon the criteria set forth in the RFQ:
1. Project Approach and information demonstrating a thorough understanding of the scope of services required. (25%)
2. Qualifications and Experience of Project Manager and Consultant Team including Subcontractors (25%)
3. Related Experience with IDOT Bridge Design Standards (25%)
4. Related Experience with Implementation of Federally Funded (STP, CMAQ, est.) (15%)
5. Completeness, Accuracy and Presentation of the Proposal and Proposed Schedule (10%)
After reviewing and scoring of the responses, the selection committee invited the top three vendors, Baxter & Woodman Inc., Ciorba Group, Inc., and V3 Companies of Illinois Ltd., to attend interviews. Following the completion of the interviews, the selection committee rescored the vendors. The vendor with the highest qualification score, Baxter & Woodman Inc., is recommended for the award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Baxter & Woodman Inc. |
91.5 |
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Ciorba Group, Inc. |
90.75 |
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V3 Companies of Illinois Ltd. |
88 |
Staff subsequently negotiated the scope of work and fee for the design engineering work. The drafted Phase 2 Design Engineering Agreement has been reviewed by IDOT. All comments have been addressed and IDOT has requested the appropriate resolutions and final signatures on the contract documents.
To move forward with final signatures, we are requesting the City Council approve the drafted agreement so the contract may be returned to IDOT for final execution. The agreement for 87th Street Bridge Reconstruction over Springbrook Creek - Phase II shall not exceed $391,678.00.
A local public agency agreement is required when local agencies are involved in projects that are financed in whole or in part with state and/or federal funds. In this case, the City will be reimbursed for 80% of the design engineering costs. The resolution approving the intergovernmental agreement with IDOT for Phase II design engineering services is included in agenda item 24-0514.
Since the numbers in the current Local Public Agency Agreement (BLR 05310) are based on the drafted agreement, we also ask the City Council to consider and approve the intergovernmental agreement and authorize the staff to make appropriate changes to the final agreement without going back to the Council as long as the final cost in the agreement will not exceed $391,678.00.
As one of the requirements of the intergovernmental agreement, the local agency shall attest that sufficient amounts of money have been appropriated or reserved by resolution or ordinance to fund the local agency share of project costs, therefore a resolution approving the appropriation is included in agenda item 24-0513.
The term of the contract is five years from execution of the Consultant Services Agreement to June 1, 2028, with no options to extend.
FISCAL IMPACT:
CIP#: BR019 - 87th Street Bridge of Springbrook Creek
Phase II engineering services for the 87th Street Bridge project are expensed to the Architect and Engineer Services account listed below. In 2024, TED included $300,000 in the budget for engineering work related to BR019. The City will be responsible for 20% of the Phase II engineering services cost ($78,335.60) through the Capital Improvement Program. The other 80% will be covered by Federal STP-BR funds, which is estimated to be $313,342.40. The City will pay the engineering services cost up front and will be reimbursed through IDOT. The requested award can be accommodated within budget.
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Account Number |
Fund Description |
Total Budget Amount |
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30282200-531301 |
Capital Projects Fund |
$3,225,010 |