ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works Requesting:
A. ADOPT an ORDINANCE Amending the City Of Peoria CAPITAL FUND BUDGET for Fiscal Year 2014 for Certain WATER MAIN REPLACEMENT Relating to the ARTERIAL OVERLAY - FORREST HILL AVENUE PROJECT, in the Amount of $581,755.00, and the Corresponding Reimbursement from Illinois American Water Company.
B. APPROVE an AGREEMENT with ILLINOIS AMERICAN WATER COMPANY for Reimbursement to the City of Peoria, in the Amount of $581,755.01, for Certain WATER MAIN REPLACEMENT Work Being Performed by the City Through its Construction Contract with R.A. CULLINAN & SON, INC. for Improvements to the ARTERIAL OVERLAY - FORREST HILL AVENUE PROJECT (SHERIDAN ROAD TO KNOXVILLE AVENUE).
C. APPROVE the SUPPLEMENTAL MOTOR FUEL TAX RESOLUTION, in the Amount of $2,259,860.54, for Construction, Engineering Services, and City Staff Services for the ARTERIAL OVERLAY - FORREST HILL AVENUE PROJECT (SHERIDAN ROAD TO KNOXVILLE AVENUE) for a Total State Motor Fuel Tax Resolution, in the Amount of $2,335,860.54.
D. APPROVE the LOW BID of R.A. CULLINAN & SON, INC. and Award of the CONSTRUCTION CONTRACT, in the Amount of $2,431,477.76, with an Additional Authorization in Contingency of $243,147.78, for a Total Award of $2,674,625.54 for the ARTERIAL OVERLAY - FORREST HILL AVENUE PROJECT (SHERIDAN ROAD TO KNOXVILLE AVENUE). (District 2)
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BACKGROUND:
A.) Significant patchwork to the Forrest Hill Avenue segment between Sheridan Road and Knoxville Avenue has been caused by numerous utility repairs and patches. The City has planned to mill and overlay this segment of Forrest Hill Avenue to create a uniform and smooth driving surface, as well as improve pedestrian walkability, bicycling features, and upgrade lighting.
The City notified Illinois American Water Company (IAWC) that the roadway would be improved during 2014, and IAWC has agreed to participate by replacing the very problematic water main at this location and covering their reconstruction costs of the segment.
The total estimated cost of the water main replacement work is $528,868.19. The attached agreement provides for reimbursement to the City for the $528,868.19, along with an additional 10% for construction contingencies for a total amount of $581,755.01.
B.) Motor Fuel Tax Resolution (MFT) #13-460 for $76,000.00 was approved by Council on November 12, 2013. That Resolution funded the initial Phase II Engineering (Design) Services provided by Crawford, Murphy, and Tilly Inc. The first Supplemental MFT Resolution, proposed herein, will cover the addition to Phase II Engineering to provide an IDOT-mandated Preliminary Environmental Site Assessment. This is needed since the project limits end at the IDOT right-of-way on Knoxville Avenue (IL Route 40) and are within near distance of a gasoline station located at the southeast corner of Knoxville and Forrest Hill Avenues. The attached supplemental MFT Resolution will also cover payment for the City's portion of the construction, the City's portion of Phase III (Construction) Engineering services, and Staff time for Project Administration and coordination with IDOT. The first Supplemental MFT Resolution will be $2,259,860.54. The combined MFT Resolutions will yield $2,335,860.54 from State MFT funds.
C.) This Motor Fuel Tax and IL American Water Company-funded project was approved by IDOT and advertised for bids on June 20 and 21, 2014. Bids were opened on July 10, 2014 with two bids received as follows:
Contractor Total Bid
RA Cullinan (UCM) $2,431,477.76
Otto Baum Company $2,468,950.48
Engineer's base estimate: $2,238,949.00
The City's portion of the base bid is $1,902,609.57. Illinois American Water Company's portion is the remaining $528,868.19. The Supplemental MFT Resolution covers the City's portion of the bid with contingency, and IAWC will reimburse the City to cover IAWC related costs.
R.A. Cullinan & Son is a local business that has successfully completed large-scale roadway projects for the City in the recent past.
The Good Faith Efforts documents submitted by R. A. Cullinan & Son have been reviewed and approved by the Equal Opportunity Manager.
The company has awarded subcontracts to Minority Business Enterprises (MBEs) and will acquire electrical supplies from an MBE supplier. Together these actions will result in MBEs receiving 12.1% of the total bid amount. Subcontracts were also awarded to Women Business Enterprises (WBEs). Combined, they equaled 2.9% of the total bid amount.
FINANCIAL IMPACT: The Forrest Hill Avenue project will be funded utilizing the following:
BUDGET PROJECT EXPENDITURES
M12000-State Arterial Overlay $1,381,476.00 Engr Phase II pt 1 (CMT)*: $ 121,067.00
L12000-Local Arterial Overlay $ 82,384.45 Construction (RA Cullinan): $2,674,625.54
M14000-State Arterial Overlay $ 829,384.54 Engr Phs III (Farnsworth)**: $ 190,260.96
M12362-Forrest Hill Art. Overlay $ 125,000.00 Staff Project Administration: $ 14,046.50
IL American Water: $ 581,755.01
TOTAL $3,000,000.00 TOTAL $3,000,000.00
* - Phase 2 Engineering (Design) is 6.36% of the City-portion of the construction base bid.
** - Phase 3 Engineering (Construction oversight) is 10.0% of the City-portion of the construction base bid.
NEIGHBORHOOD CONCERNS: Two Public Meetings have been held, one on April 16th at Thomas Jefferson Primary School and the second on April 30th at the City's Public Works facility. Attendance and supplemental correspondence from the two meetings yielded a high representation of the adjacent property owners and neighborhood associations. Several on-site meetings among Staff and property owners have helped the adjacent owners understand and approve the construction changes to the existing roadway. Staff will continue to notify nearby residents and businesses of the updates to construction.
IMPACT IF APPROVED: Implementation of the 2014 Community Investment Plan's Arterial Overlay Program for Forrest Hill Avenue between Sheridan Road and Knoxville Avenue will continue.
IMPACT IF DENIED: Staff will not proceed with issuance of construction or engineering contracts and will need additional direction from Council. Further, the crucial water main replacement at this location will be delayed. Delaying the road work will lead to an incomplete road by the end of the construction season.
ALTERNATIVES: As Council Directs.
EEO CERTIFICATION NUMBER: R.A. Cullinan & Son, Inc. has current EEO #00676-150331.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Attractive Neighborhoods with Character: Safe and Livable
2. Financially Sound City Government, Effective City Organization
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works