CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and approve Procurement 19-304, East Highland Area Improvements, to Engineering Resource Associates, Inc. for an amount not to exceed $41,425 (requires 6 positive votes).
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On November 15, 2005, City Council awarded Contract 06-034, East Highlands Improvements (CIP Project SC216) to Engineering Resources Associates, Inc. (ERA) for an amount of $195,827.84 to develop the construction documents to upgrade various streets within the East Highlands subdivision. The original scope of the improvements included full reconstruction of various streets in the East Highlands subdivision (portions of Hillside Road, Julian Street, Parkside Road, Woodlawn Avenue, and others) with installation of sidewalk, storm sewers, and streetlights to bring them up to City standards. ERA completed the engineering design and plans for the full improvement to the streets in this area.
However, due to the budget constraints that developed in 2008, the scope of the East Highlands Improvements was reduced. Woodlawn Avenue was fully improved in 2009 while reconstruction of the remaining streets in the project area was deferred to the future.
DISCUSSION:
Julian Street from Gartner Road to Prairie Avenue was one of the streets included in ERA’s original design. Julian Street is approaching its next maintenance cycle and the City is at a logical point to pursue reconstruction to bring the street up to City standards. As the remaining streets approach their next maintenance cycle, they will also be evaluated for update to the City’s roadway standards.
Staff reached out to ERA to inquire if they had the original plans created in 2005 and if the team that worked on creating the plans would be available to continue working on the next phase of this project. ERA confirmed that a large majority of the original design team is still intact and the data and files are readily available. Given this information, TED staff felt that ERA is best suited to update and modify the original plan set from 2005 to for the proposed improvements to Julian Street.
Staff is requesting City Council’s approval to use ERA for design updates to Julian Street. Continuing to work with ERA will provide significant cost savings to the City over other consultants as they have previously performed or prepared the data collection, design, and bid documents needed for the project. ERA has provided the City of Naperville with a scope of work and cost for Julian Street from Gartner Road to Prairie Avenue; The proposed cost is $41,425.
Approval to use ERA to update the construction documents for Julian Street requires a waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Code because the recommended process is not one of the enumerated methods under the Code. If the City Council did not approve the waiver of the code, TED staff would conduct an RFP with the City’s shortlisted consultants for Phase 1 and Phase 2 Roadway and Intersection Engineering Services.
FISCAL IMPACT:
CIP#: SC216 - East Highland Area Improvements
East Highland Area Improvements are expensed to the architect and engineering account listed below. A total of $61,200 has been budgeted for SC216 in 2019. The requested procurement is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-531301 |
Capital Projects Fund |
$951,724 |