TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
title
Award of Professional Engineering Services Contract for Phase III Engineering Services for the Theodore Street (Drauden Road - Wesmere Parkway) Roadway Widening Improvements Project - MFT Section No. 18-00515-01-WR to V3 Companies, LTD in the amount of $352,814.00
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BACKGROUND:
The City is working towards improving Theodore Street between Drauden Road and IL Route 59 with construction being completed in phases. Project 1a, located between Wesmere Parkway and River Road, is currently under construction. Project 1b, with limits between Drauden Road and Wesmere Parkway, is being prepared for an IDOT Letting on November 8, 2024.
The City has been approved for Federal funding through the Surface Transportation Program (STP) to complete roadway widening improvements for Project 1b. The improvements consist of the widening of Theodore Street to a five-lane cross section, installation of a traffic signal at the intersection of Theodore Street and Drauden Road and the installation of a bike path.
The total estimated cost of the Construction and Construction Engineering (Phase III Engineering) is in the amount of $3,895,666.00, with a federal share of $3,116,533.00 (STP funds) and a City share of $779,133.00 (MFT funds).
As Project 1b utilizes federal funds, the construction portion of the project will be administered through IDOT. However, the City of Joliet will act as the lead agency for Phase III Engineering services. An agreement with the Illinois Department of Transportation will be processed that specifies the division of costs for the Construction Engineering based on an 80% Federal / 20% City split. The City will initially pay the consultant and then invoice the Illinois Department of Transportation for the Federal share of the project upon completion of engineering services. The Public Service Committee will review this matter.
CONCLUSION:
The City of Joliet has chosen to use the same consultant to perform the Construction Engineering services for both Projects 1a and 1b. Since Project 1b includes federal STP funds, the City of Joliet must follow the Illinois Department of Transportation Bureau of Local Roads and Streets Manual for retaining a professional consultant to complete the engineering services. The manual states that the selection of a consultant is to follow the Quality Based Selection (QBS) process for services that include federal funding participation. The City of Joliet posted an announcement for the acceptance of consultant Statement of Qualifications (SOQ’s) submittals for the Construction Engineering services on the City’s website. All submittals received were then evaluated and ranked by a selection committee. From the averaged total ranking, a short list of four firms were selected to be interviewed. After a review of the SOQ’s and consultant interviews, V3 Companies, LTD was selected for the Phase III Engineering Services for both Projects 1a and 1b. V3 Companies, LTD has submitted a proposal including a Scope of Services and Cost Estimate of Consultant Services for the Construction Engineering services for Project 1b. The Scope of Services and Cost Estimate of Consultant Services have been reviewed and are acceptable by both the Illinois Department of Transportation and the City of Joliet Department of Public Works. The services will be awarded utilizing time and material rates as submitted at a total cost of $352,814.00.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases over $25,000 may be awarded without written specifications under certain circumstances. Two (2) of these circumstances applies:
1. (f) Purchases when authorized by a concurring vote of two-thirds (2/3) of the Mayor and City Council.
2. (g) Purchases of professional services.
Sufficient funds exist utilizing the Motor Fuel Tax Funds / Infrastructure (Org 20090270, Object 557200, $352,814.00).
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a Professional Services Agreement for the Phase III Engineering Services for the Theodore Street (Drauden Road - Wesmere Parkway) Roadway Widening Improvements Project, in an amount not to exceed $352,814.00 to V3 Companies, LTD.
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