TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
title
Amendment No. 1 to the Professional Services Agreement for the 2025 Water Main Rehabilitation Program for Detailed Design Engineering Services to Baxter & Woodman Inc. in the amount of $1,434,700.00
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BACKGROUND:
On January 5, 2021, the Mayor and City Council approved Resolution No. 7613, committing to water conservation through the reduction of non-revenue water in order to comply with the allocation requirements of the Level of Lake Michigan Act, 615 ILCS 50, and the corresponding State regulations. A condition of the City’s Lake Michigan water allocation permit is completion of the City’s Non-Revenue Water Reduction Plan. A major component of this Plan is water main replacement. The water main replacement, estimated at approximately 3% per year, must be sufficient to achieve the reduction of non-revenue water from the City’s water system to not more than 10 percent by the year 2030. The previous goal was water main replacement of 1% annually.
The City prepared a plan to increase water main replacement to 3% per year for 2022 - 2030, however the 2024 and 2025 program was increased in scope to 5% after discussions with the Illinois Department of Natural Resources (IDNR.) The IDNR manages Joliet’s Lake Michigan Water Allocation and also manages the Lake Michigan allocation for all 200+ Illinois communities that receive Lake Michigan water. IDNR requires annual submittal of a Non-Revenue Water Audit which provides an analysis of what percentage of a community’s water is not accounted for (essentially a detailed “pumped vs. billed” analysis.) Upon review of the City’s water year 2022 audit with IDNR it was decided to increase the quantity of water main replacement in 2024 and 2025 in order to more quickly reduce the City’s non-revenue water percentage. Accordingly, the 2025 water main replacement program will be a total length of approximately 29 miles.
A qualifications-based selection (QBS) is required to insure reimbursement for engineering fees from potential State Revolving Fund loan financing. In Fall 2021 the City published a Request for Qualifications for water system rehabilitation for the 2023 - 2030 water main replacement program. Ten (10) qualifications were received, four (4) firms were interviewed, and the selection committee consisting of staff from both the public utilities and public works departments identified Baxter & Woodman Inc. as the most qualified firm to complete the design engineering services for the program. Baxter & Woodman Inc. was also previously selected to be the City’s water system rehabilitation consultant in 2015 based on a qualifications-based selection process completed. Baxter & Woodman Inc. successfully completed design engineering for the City’s 2017 - 2023 water main replacement projects.
On September 19, 2023, the Mayor and City Council approved a Professional Services Agreement with Baxter & Woodman Inc., in the amount of $846,500.00, for preliminary design of the 2025 Water Main Rehabilitation Project. Due to the economy of scale that this large quantity of design work includes, our negotiations with Baxter & Woodman Inc. resulted in lowering the standard billing rates to a 3.0 multiplier for design work, which will save the City over $100,000 compared to standard billing rates. The scope of preliminary design consisted of surveying, survey breakdown, preparation of CAD base sheets, and utility coordination. The preliminary design work has been completed and the project designs are ready to proceed to detailed design, which generally consists of preparing plan/profile drawings, specifications, cost estimates, permit applications, and project bidding.
Baxter & Woodman Inc. was requested to provide a proposal for detailed design of the 2025 projects. The location of each of the 16 projects that makes up the 2025 Water Main Rehabilitation program is listed below, and an Exhibit showing the project locations is included with this memo. The Public Service Committee reviewed this memo at the January 2, 2024 and recommended for approval by full Council.
|
Project Name |
Project Limits |
Feet |
Miles |
|
Broadway (Theodore to Ruby) |
N Broadway St (Theodore St to Ruby St); Ruby St (N Broadway St to N Bluff St); N Bluff St (Ruby St to just south of Granite St) |
9,800 |
1.86 |
|
Emerald Lawns Phase 1 |
Barthelme Ave (just south of W Dellmar Ave to Ingalls Ave); Oregon Ave (Clara Ave to Ingalls Ave); N Midland Ave (Black Rd to Clara Ave); Lemorr Ave (Clara Ave to Kenmore Ave); Wagner Ave (Clara Ave to Kenmore Ave); Catherine St (Clara Ave to Kenmore Ave); W Dellmar Ave (Barthelme Ave to N Midland Ave); Lemorr Ave (Barthelme Ave to N Midland Ave); Vernon Ave (Barthelme Ave to N Midland Ave); Roosevelt Ave (Barthelme Ave to N Midland Ave); Clara Ave (Barthelme Ave to Plainfield Rd); Briargate Ave (Lemorr Ave to Wagner Ave); Kenmore Ave (Oregon Ave to Plainfield Rd); Loretta Ave (Catherine St to Plainfield Rd) |
14,600 |
2.77 |
|
Glenwood Manor |
Gael Dr (Black Rd to Ingalls Ave); Tana Ln (Glenwood Ave to Black Rd); Apollo Dr (Black Rd to Douglas St); Prestige St (Black Rd to cul-de-sac south of Douglas St); Homestead Pl (Black Rd to cul-de-sac south of Douglas St); Black Rd (Apollo Dr to Springfield Ave); Mason Ave (Apollo Dr to Homestead Pl) |
15,750 |
2.98 |
|
Heggie Park Phase 1 |
Woodruff Rd (just east of Collins St to Edge Hill Ave); Williamson Ave (Henderson Ave to Charlesworth Ave); Henderson Ave (Ward Ave to Williamson Ave); Valley Ave (Williamson Ave to Woodruff Rd) |
6,800 |
1.29 |
|
Hickory Creek West |
Union St (4th Ave to E Washington St); Mississippi Ave (4th Ave to E Washington St); Iowa Ave (3rd Ave to E Washington St); Wilson Ave (E Washington St to Spring Creek); Grant Ave (Union St to Hickory Creek); 3rd Ave (Richards St to Hickory Creek); 2nd Ave (Union St to Iowa Ave); 1st Ave (Union St to Mississippi Ave); Newton Pl (Union St to Melchoir Ct); Albert Ave (Wilson Ave to Spring Creek) |
12,350 |
2.34 |
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|
Project Name |
Project Limits |
Feet |
Miles |
|
Highland Phase 2 |
Parkwood Dr (Basswood Rd to Maple Rd); Longwood Dr (Beechwood Rd to Cottonwood Rd); Beechwood Rd (Longwood Dr to Parkwood Dr); Cottonwood Rd (Longwood Dr to Parkwood Dr); Bogdan Ln N to Parkwood Dr; and Bogdan Ln S to Parkwood Dr |
7,700 |
1.46 |
|
Marquette Park |
Woodlawn Ave (W Jefferson St to Stratford Ct); N Midland Ave (W Jefferson St to Campbell St); Richmond Circle (N Emery St to Woodlawn Ave); Oneida St (N Emery St to Woodlawn Ave); Campbell St (N Emery St to N Prairie Ave); Terrace Ave.; Marquette Rd (Glenwood Ave to Glenwood Ave); Stratford Ct and Jones St.; Jones St. (Marquette Rd to Marquette Rd) |
13,700 |
2.59 |
|
Midland and Campbell |
N Midland Ave (W Jefferson St to Campbell St); Campbell St (Woodlawn Ave to N Prairie Ave) |
6,400 |
1.21 |
|
North Joliet, Chicago, and Scott |
N Chicago St (W Benton St to Ruby St); N Joliet St (Bridge St to Ruby St); N Scott St (E Cass St to Ruby St); Irving St (N Chicago St to N Scott St); Bridge St (N Ottawa St to N Scott St); N Ottawa St (Bridge St to N Chicago St) |
10,300 |
1.95 |
|
North Prairie |
Ingalls Ave (Plainfield Rd to N Raynor Ave); N May St (Plainfield Rd to Ingalls Ave); Frederick St (Plainfield Rd to Ingalls Ave); N William St (Plainfield Rd to Ingalls Ave); Waverly Pl (Plainfield Rd to Ingalls Ave); N Prairie Ave (Plainfield Rd to Ingalls Ave); Hutchins St (Frederick St to N William St), Hutchins St (Waverly Pl to N Prairie Ave); Moran St (Waverly Pl to N Raynor Ave) |
12,500 |
2.37 |
|
Railroad Street |
Railroad St. (South City limits to just south of Wallace St. extended); McDonough St (Railroad to ½ block east) |
5,500 |
1.04 |
|
Reedwood Phase 3 |
Wheeler Ave (W Park Front to Morgan St); W Park Front (S Reed St extended to Wheeler Ave); Fisk Ave (Wheeler Ave to W Park Ave); Cottage Pl (Wheeler Ave to W Park Ave); Cochrane Ave (W Park Ave to Milboro St); Prospect Pl (Cochrane Ave to Milboro St); Jasper St (Wheeler Ave to S Raynor Ave); Fisk Ave (Wheeler Ave to W Park Ave); Milboro St (Jasper St to Fisk Ave); Cottage Pl (Stone to Park Dr) |
9,400 |
1.78 |
|
Twin Oaks Phase 1 |
Deerpath Dr (Essington Rd to Rebecca Rd); Twin Oaks Dr (Essington Rd to Rebecca Rd); Heritage Dr (Essington Rd to 3009 Heritage Dr); Rebecca Rd (Twin Oaks Dr to Deerpath Dr); Robert Ct (Twin Oaks Dr to south cul-de-sac) |
5,400 |
1.02 |
|
Upper Bluff |
Western Ave (Wilcox St to N Center St); Buell Ave (Wilcox St to N Center St); Glenwood Ave (Wilcox St to Whitney Ave); W Division St (Dixon Ave to N Center St); Whitney Terrace (Whitney Ave to Dixon Ave); Taylor St (Whitney Ave to Plainfield Rd); Brooks Ave (Western Ave to Buell Ave); Woodworth Ave (Western Ave to Buell Ave); Nicholson St (Western Ave to Buell Ave); Dixon Ave (W Division St to Taylor St); Carson Ave (W Division St to Plainfield Rd) |
12,550 |
2.38 |
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Project Name |
Project Limits |
Feet |
Miles |
|
Virginia Phase 1 |
Wenberg St (Henderson Ave to Maple St); E Benton St (Henderson Ave to Maple St); E Virginia St (Maple St to west limit); E Jackson St (Maple St to west limits); Maple St (Wenberg St to E Jackson St) |
5,000 |
0.95 |
|
Washington Street |
E Washington St (Henderson Ave to Logan Ave) |
3,000 |
0.57 |
|
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Total = |
171,950 |
28.55 |
CONCLUSION:
Baxter & Woodman Inc. has submitted an amendment to the original engineering services agreement to perform detailed design services in the amount of $1,434,700.00, bringing the total contract value (for preliminary design and detailed design) to $2,281,200.00. The estimated cost of construction of the 2025 water main program is $80,000,000. The total design fee is therefore approximately 2.9% of the construction costs, which is below the industry standard of 6-8%.
Funds will be charged to the Water Main Replacement Fund / Professional Services (Org 53880000, Object 557200, $1,434,700.00).
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council approve Amendment No. 1 to the Professional Services Agreement for detailed design services for the 2025 Water Main Rehabilitation Program, in the amount of $1,434,700.00, on behalf of Baxter & Woodman Inc.
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