Regular Agenda: New Business # 8

MEMORANDUM TO: The Honorable Mayor and City Council

FROM: John Duguay, Assistant City Manager

DATE: March 4, 2019

SUBJECT: Recommendation for Phase 2 Construction for the Downtown Streetscape

Request Approve the award of Phase 2 Construction for the Downtown Streetscape.

Background Throughout this past year, Staff has worked with Primera and Design Workshop to develop design plans and specifications for Phase 2 of the Downtown Streetscape project. Over the course of several Planning Sessions, Staff and Primera/Design Workshop provided the City Council with information and status updates resulting in the City Council’s approval of the Phase 2 (segments of Wesley, Hale, Cross Streets) Streetscape plan last fall (Exhibit A).

Phase 2 Underground utility work, including six street segments of sanitary sewer and water main, was bid out in July 2018 with John Neri Construction being selected to complete the work. Neri bid $1.537MM for the work. Construction began in September 2018 and was completed in early November.

The October 2018 cost estimate provided by CCS was approximately $6.4MM for performing the proposed Streetscape project – Phase 2.

Scope of Work – Phase 2 The Downtown Streetscape project includes replacement of sidewalk, curb and gutter, pavement resurfacing, pavement reconstruction on part of Hale Street (Front Street to Wesley Street), replacement of street lighting, trees, benches and other amenities.

With City Council approval and award of this work, the pre-construction meeting will occur on Tuesday, March 5 and the selected contractor will initiate the submittal process to get a jump on ordering materials which have a long lead time, to ensure a timely delivery. Actual work is anticipated to begin in early April depending on the weather. Substantial completion of work is expected on October 1, 2019 with punchlist items being completed no later than November 1, 2019.

Special provisions include providing temporary access for businesses (similar to Phase 1) to avoid unnecessary disruptions to their daily operations and daily end-of-day sweeping. At our request as part of their proposal, the recommended contractor, Copenhaver, has committed to 2-4 crews being on site to keep the project work moving along and on target.

Additionally, the typical underground utility work that would be planned for this coming fall (Phase 3) was pushed to next March to be included along with the Phase 3 Streetscape work. Copenhaver’s commitment of crews and moving the utility work to March 2020 is significant for an on-time completion and minimizing congestion in the CBD. While there is no major “specialty” work to be completed such as Phase 1’s Martin Memorial Plaza, there is approximately 40% more work area being scheduled in Phase 2 vs Phase 1.

Additional Parking on North Hale Street At the City’s request, contractors included plans to enlarge the parking area on the west side North Hale Street between Seminary and Union, adjacent to Memorial Park. This area is marked as “additional parking” on Exhibit A. Staff included this work to maximize parking where possible per the Council’s metric of maintaining/increasing parking in the project area, while anticipating a greater need for parking associated with the Memorial Park renovations and future business development in the downtown.

The approximate cost for this additional parking work is $28,000. The angled parking will enter 9-ft into the parkway close to the sidewalk on the east side of Memorial Park north of two large maple trees. One very small parkway tree planted in 2017 will need to be removed. Staff proposes that this segment is changed to one-way northbound to Union Avenue. This work would add 7 spaces on North Hale Street between Seminary Avenue and Union Avenue with the east side of that area remaining as it currently exists.

Bid Results Notices Sent: 13 Bids Received: 3

Bids were received from the following vendors:

Vendor Bid Price Copenhaver Construction, Inc. $6,622,337 R.W. Dunteman Co. $6,882,000 Landmark Contractors, Inc. $7,356,025

Procurement Review Procurement staff reviewed the bid from Copenhaver Construction, Inc. for conformity with the City’s terms and conditions, bid bond and insurance requirements. Copenhaver Construction, Inc. is compliant with the bid requirements.

Budget Impact Funding for the project is budgeted for in the TIF #2 Fund and the 2018 G.O. Bond Fund. $5.6 million will be funded out of the TIF #2 Fund and $1.0 million out of the 2018 G.O. Bond Fund.

Recommendation Staff recommends that City Council authorize the execution of Agreement #46 with Copenhaver Construction, Inc. for PH 2 Construction of the Downtown Streetscape, for a not to exceed amount of $6,622,337, which includes the work for additional parking on North Hale Street. If the Council does not wish to move forward with this additional parking, the City will be credited for the costs associated with this work.

Agreement and exhibits are on file in the City Clerk’s office and available for review.

RESOLUTION R-2019-

A RESOLUTION AUTHORIZING THE EXECUTION OF AGREEMENT #46 WITH COPENHAVER CONSTRUCTION, INC. FOR THE 2019 DOWNTOWN STREETSCAPE PHASE 2 CONSTRUCTION IN

AN AMOUNT NOT TO EXCEED $6,622,337

WHEREAS, the City of Wheaton, DuPage County, Illinois finds it reasonable and appropriate to enter into an agreement for the 2019 Downtown Streetscape Phase 2 Construction; and

WHEREAS, the City conducted an Invitation to Bid process and received and reviewed three submittals for the 2019 Downtown Streetscape Phase 2 Construction; and

WHEREAS, it is determined by the City that the bid received from Copenhaver Construction, Inc. meets the City’s needs; and

WHEREAS, it is necessary for the City to enter into an agreement with Copenhaver Construction, Inc. for the 2019 Downtown Streetscape Phase 2 Construction.

NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Wheaton, Illinois that the Mayor is hereby authorized to execute, and the City Clerk is hereby directed to attest to an agreement between the City of Wheaton and Copenhaver Construction, Inc., Gilberts, Illinois, in an amount not to exceed $6,622,337 for the 2019 Downtown Streetscape Phase 2 Construction.

ADOPTED this 4th day of March 2019

___________________________________ Mayor

ATTEST:

__________________________________ City Clerk

Roll Call Vote: Ayes: Nays:

Absent:

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Illinois St

Willow Ave

Wesley St

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Seminary Ave

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Union Ave

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Liberty Dr

Karlskoga Ave

Streetscape PlanPhase 1Phase 2Phase 3Phase 4Additional Parking

Downtown Wheaton Streetscape

1/17/2019 - Downtown Streetscape Plan.mxd

EXHIBIT A