ACTION REQUESTED:
Title
Communication from City Manager and Director of Public Works with a Request for the Following:
A. To Accept the LOW BID of R.A. CULLINAN AND SON, INC. a Division of UCM, Inc. and Award a CONSTRUCTION CONTRACT, in the Amount of $4,814,136.78, with an Additional Authorization of $481,413.68 (10% for Contingencies) for the STAGE 3 ORANGE PRAIRIE ROAD EXTENSION PROJECT (NORTH SECTION) Subject to Approval by the Illinois Department of Transportation; and
B. To Approve and Authorize the City Manager to Execute ADDENDUM NO. 6 to the Professional Services AGREEMENT with FARNSWORTH GROUP, in the Amount of $492,000.00, for Construction Engineering Services for the STAGE 3 ORANGE PRAIRIE ROAD EXTENSION PROJECT, for a New Total Not to Exceed Contract Amount of $2,991,650.00 Subject to Approval by the Illinois Department of Transportation (Amends 10-187). [District 5]
Body
BACKGROUND:
Overall Project Information (See attached location map showing project phases.)
Orange Prairie Road is a proposed Principal Arterial as shown on the City's Street Plan and Thoroughfare Map. In 2009, the State Legislature provided funds to construct Orange Prairie Road from IL 91/Grange Hall Road/Alta Lane at the north to US 150 (War Memorial Drive) at the south. The funding for the road is provided through an agreement with the Illinois Department of Transportation (IDOT).
The project was originally split into two phases for design and construction. The southern phase started 700 feet north of US 150 (War Memorial Drive) and extended 4,125 feet to the north (to the southern edge of Timberbrook Subdivision), and the northern phase continued north to the intersection of Grange Hall Road and Alta Lane (IL Route 91).
Construction for the southern phase (Stage 1) was completed in 2012. The scope of the southern phase of the project widened the existing roadway from 700 feet north of US 150 to American Prairie Road to a 5-lane section with a center bi-directional turn lane, and constructed a 4-lane section with a raised landscape median from American Prairie Road to the southern edge of the Timberbrook Subdivision, along with roadway lighting, storm water detention basins, sidewalk and a shared-use path. The raised landscape median serves both for roadway aesthetics and provides access management.
The scope of the northern phase of the extension project is to continue the 4-lane median section from the terminus of the southern phase to north of the proposed future intersection with the Pioneer Parkway Extension. Beyond the intersection with Pioneer Parkway to the planned intersection with Grange Hall Road/Alta Lane (IL Route 91) the roadway will be constructed as a rural 2-lane section with a raised landscaped median and a paved shoulder.
The northern phase of the original agreement with IDOT, which included the entire northern phase of the extension, was split into Stage 2 (middle section)and Stage 3 (north section) in 2012 in order to take advantage of the construction bidding climate as right-of-way for the project became available. The new Stage 2 project limits included from the north end of the Southern Phase construction to just north of the future Pioneer Parkway Extension. Stage 2 construction began in spring, 2013 and will be completed in fall, 2014. Stage 3 project limits will include the remaining portion of Orange Prairie Road to Grange Hall Road/Alta Lane including the intersection improvement and the landscaping of the entire project roadway. Construction and construction engineering of Stage 3 are the subjects of this communication.
Stage 3 Construction
Plans for Stage 3 (Northern Section) of the Orange Prairie Road Extension project were prepared by Farnsworth Group, approved by IDOT, and bids were received on April 10, 2014 as follows:
BIDDER: TOTAL BID:
R.A. Cullinan & Son, Inc. $ 4,814,136.78
Stark Excavating, Inc. $ 5,087,793.81
Otto Baum Company, Inc. $ 5,228,509.90
Illinois Civil Contractors, Inc. $ 5,959,937.22
Engineer's Estimate: $ 6,311,951.30
The project is scheduled to be substantially completed by September 30, 2015 with a start date in May, 2014. The project will be built over two construction seasons to allow traffic detours at Route 91 to occur in summer, 2015, when school is out.
The Good Faith Efforts documentation submitted by R. A. Cullinan & Son has been reviewed and approved by the Equal Opportunity Manager.
The company will purchase its electrical supplies from an MBE supplier. Only 60% of this contract can be counted towards the MBE goal. That amount is equal to 5.74% of the total bid amount. Two MBEs were subcontracted to perform work equaling 3.14% and three WBEs were given subcontracts for work equaling 6.10% of the total bid amount.
Stage 3 Construction Engineering
Farnsworth Group was the engineer for the Orange Prairie Road Extension Phase I preliminary design study and performed the Phase II plan design for this project. The City selected Farnsworth Group as the consulting engineering firm for the project by Council vote on April 27, 2010, approving a professional services agreement in the amount not to exceed $1,623,684 (Item No. 10-187). As the project progressed, a determination was made to design and build the road as a City road, rather than as an addition to the State Highway System. This change led to Addendum #1 of the agreement for a new NTE amount of $1,825,184 (Item No. 11-073), as approved by Council on February 22, 2011. Subsequently, Addendum #2 in an amount of $274,400 was approved by Council on November 22, 2011 for a total contract NTE amount of $2,099,584 (Item No. 11-153) and allowed Farnsworth Group to take over the construction engineering services from City staff. The professional services agreement was amended an additional two times to address splitting the contract into two stages for the northern phase: Addendum #3 for an amount of $15,500 increased the total NTE amount to $2,115,084 (Item #12-170), and Addendum #4 for an amount of $9,950 increased the total NTE amount to $2,125,034. Addendum #5 was approved on January 22, 2013 (#13-020) to include construction engineering services for Stage 2 of the Orange Prairie Road Extension for an amount of $374,616 and increased the total NTE contract amount to $2,499,650.
Attached is an agreement from Farnsworth Group, Inc. for construction engineering for Stage 3 construction. The agreement includes 3,847 manhours at a not to exceed amount of $492,000, which is 7.8% of the Engineer's Estimate.
Of the $492,000 total engineering amount, $16,050 represents the effort necessary to complete floodplain permit documentation associated with the Orange Prairie Road box culvert construction over Fargo Run Creek and updates of the previously prepared plans to incorporate 2014 IDOT specification revisions. Removing this effort from the total agreement amount, the effort for Construction Engineering falls to $475,950 (7.5% of the Engineer's Estimate).
Overall Project Budget
The anticipated project budget for the entire project is below. Bolded items are considerations of this communication.
PROJECT BUDGET ANTICIPATED PROJECT EXPENSES
State Grant $17,800,000.00 Phase I Engineering (Farnsworth) $ 664,882.80
City Funds 0.00 Phase II Engineering (Farnsworth) $ 841,282.80
ROW Acquisition (Farnsworth) $ 344,468.40
Stage 1 ROW $ 347,377.99
Stage 1 Construction (RA Cullinan) $3,723,260.47
Phase III Engnrng Stage 1 (Farnsworth) $ 274,400.00
Stage 2 ROW $ 218,400.00
Stage 2 Constrctn (RAC) [Estimated] $4,200,000.00
PH III Engnrng Stage 2 (Farnsworth) $ 374,700.00
Stage 3 ROW $ 382,435.00
Stage 3 Constr. (RAC) (this Comm.) $4,814,136.78
Stage 3 Contingency (this Commun.) $ 481,413.68
PH III Engnrg Stage 3 (Farnsworth)
(this Communication) $ 492,000.00
Staff (Current + TBD) $ 100,000.00
Miscellaneous* $ 173,445.00
Overall balance/contingency** $ 367,797.08
_____________ ____________
TOTAL: $17,800,000.00 TOTAL: $17,800,000.00
*Journal Star bid advertisements, wetland exchange agreement, Frontier Cable relocation, and other expenses
**This is a calculated overall contingency, and represents 2% of the overall project budget. As the final project costs become clearer, staff can develop ideas for City Council consideration to use remaining funds, if any.
Attachments
The Attachments to this communication include a location/phasing map and the engineering agreement Amendment #6 with Farnsworth Group, Inc.
FINANCIAL IMPACT: The project budget of $17.8 million is currently funded in Project E10010, Orange Prairie Road Extension in the City's Community Investment Plan through agreements with the Illinois Department of Transportation. See overall project budget information above. The proposed construction, construction contingency, and construction engineering amounts can be accommodated in the current project funding. At this date, it is anticipated that the project will be completed entirely with state Grant funds.
NEIGHBORHOOD CONCERNS: This project will allow better access to this portion of the City. The development community in this area is very interested in the construction of this project. Two neighborhood meetings have been held for this project to gather public impact on the project.
IMPACT IF APPROVED: The City will proceed with the construction of Stage 3 of the Orange Prairie Road Extension Project.
IMPACT IF DENIED: The project will not be completed, and the grant funds could be jeopardized.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: R.A. Cullinan and Son, Inc. has current EEO certification #00676-150331. Farnsworth Group, Inc. has current EEO certification #00428-141231.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Grow Peoria: Businesses, Jobs, and Population
3. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Have an efficient government.
DEPARTMENT: Public Works