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R-1320 - 12/10/2013 - ENGINEERING - Resolutions Supporting Documents ITEM II.B.2) vG� OF 0A,4t, 0 v qCF CO WTI'�� AGENDA ITEM Regular Board of Trustees Meeting of December 10, 2013 SUBJECT: Professional Services Agreement with Civiltech Engineering, Inc. for the North York Road/Harger Road Intersection Improvement Traffic and Geometrics Concept Approval Study. FROM: Mike Hullihan P.E., Village Engineer BUDGET SOURCE/BUDGET IMPACT: $12,644 from Account 460-76200. RECOMMENDED MOTION: I move that the Village Board authorize the execution of a Professional Services Agreement with Civiltech Engineering, Inc. for the North York Road/Harger Road Intersection Improvement Traffic and Geometrics Concept Approval Study in an amount not to exceed $13,081. Background/History: The Village has been considering improvements to North York Road between Woodside and Roosevelt in order to improve access to major highways and other properties in the area. Both a signalized intersection and roundabout at York Road and Harger Road have been studied. We have reached the point where a Concept Approval Package should be prepared for submission to the Illinois Department of Transportation (IDOT). With concept approval the Village can submit for federal funding under the Federal Highway Administration's (FHWA) Surface Transportation Program (STP) or obtain an IDOT permit to pursue the project with Village Infrastructure funds. A key part of the proposed study is the application of post redevelopment commercial occupancy numbers for the Clearwater/Windsor/Swift area to the projected traffic loadings. This analysis will allow us to select a solution which will work well into the future. Recommendation: That the Board authorizes execution of a professional services agreement with Civiltech Engineering, Inc. RESOLUTION 2013-ENG-AG-R-1320 A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A ENGINEERING SERVICES AGREEMENT WITH CIVILTECH ENGINEERING, INC. FOR A CONCEPT APPROVAL STUDY WHEREAS, the Village is considering making improvements to North York Road between Woodside Drive and Roosevelt Road to improve access to Interstates 88 and 294 ("Improvements"); and WHEREAS, the Village desires to retain an engineering firm to prepare a Concept Approval Study ("Services' so that the Village can apply for: (i) permits from the Illinois Department of Transportation; and (ii) federal funding for the Improvements from the Federal Highway Administration's Surface Transportation Program; and WHEREAS, pursuant to the Local Government Professional Services Selection Act ("Act"), 50 ILCS 510/0.01 et seq., and Section 1-7-6 of the Village Code, the Village is not required to follow the notice, evaluation, and selection procedures set forth in the Act for engineering services provided by engineers who have a satisfactory relationship with the Village; and WHEREAS, Civiltech Engineering, Inc. ("Civiltech") has previously provided satisfactory engineering services to the Village in connection with engineering and infrastructure projects; and WHEREAS, the Village desires to enter into and execute an agreement for Civiltech to provide the Services to the Village for an amount not to exceed $13,081 ("Agreement'); and WHEREAS, the President and Board of Trustees have determined that it is in the best interest of the Village to enter into the Agreement; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Approval of the Agreement. The President and Board of Trustees hereby approve the Agreement by and between the Village and Civiltech in an amount not to exceed $13,081 and in a final form approved by the Village Manager and Village Attorney. Section 3: Authorization and Execution of the Agreement. The Village President and Village Clerk shall be, and hereby are, authorized to execute the approved final Agreement on behalf of the Village. Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law. [SIGNATURE PAGE FOLLOWS] Resolution 2013-ENG-AG-R-1320 Eng.Srvcs.Agmt.w/Civiltech Re:Concept Approval Study Page 2 of 2 APPROVED THIS 10th day of December, 2013 Gopal G. Lalmalani Village President PASSED THIS 10th day of December, 2013 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk 2 #I 1060659 vl Civiltech Engineering,Inc.I wwrw.civiltechinc.com Transportation I Civil I Construction 1 Environmental l Structural i/Appraisal December 3,2013 Mr.Michael Hullihan,P.E. Director of Public Works Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523-2255 Re: Proposal for Professional Engineering Services North York Road/Harger Road Intersection Improvement Traffic and Geometrics Concept Approval Package-Supplement Dear Mr.Hullihan: The Village of Oak Brook(Village)has been considering improvements to North York Road,roughly between Wood Glen Lane and Harger Road, in order to improve access between the highway network and adjacent properties in the area. Several alternative improvement options have been proposed and submitted for IDOT review, including both a traditional signalized intersection and a roundabout at the North York Road/1-larger Road intersection. In early 2013, Civiltech and Village staff met with Illinois Department of Transportation(IDOT)District One Bureau of Programming/Geometrics(Geometrics)and Bureau of Traffic/Permits(Permits)staff. The purpose of the meeting was to present computerized VISSIM traffic simulations prepared by Civiltech to IDOT, in order to secure preliminary approval for either the roundabout or traditional signalized intersection option. Both the Geometrics and Permits staff agreed that the traditional intersection appeared to work acceptably without a new traffic signal at the eastbound Roosevelt Road to southbound North York Road ramp intersection on North York Road,which was part of an earlier alternative. Since the signalized intersection option was less costly than the roundabout option,the traditional signal option was pursued. IDOT requested a Traffic and Geometrics Concept Approval Package for the signalized intersection which addressed a handful of comments from the meeting. One of the IDOT requests was an analysis to determine the effectiveness of the northbound left turn lane if additional planned developments in the area came to fruition. In May,Civiltech submitted the requested package which included traffic generation estimates for four anticipated developments(HUB,Clearwater,Blistex[415,000 S.F.] and Advocate [200 Employees]). These estimates were added on top of the base 2030 projections used in the study. The signalized intersection would perform acceptably. In late September, IDOT provided some final comments on the signalized intersection plan. Civiltech responded to those comments and submitted a draft of the revised Traffic and Geometrics Concept Approval Package to the Village for review before submitting to IDOT for final concurrence. At this time,the scope and fee for Civiltech's work on the Concept Approval Package was coming to an end. 450 E Devon Ave,Suite 3001 Itasca,IL 60143 30 N LaSalle St,Suite 26241 Mago.IL 60602 500 Coventry Ln,Suite 2901 Crystal Lake,IL 60014 Tel:630.773,39001 Fax:630.773.3975 Tel:312.726.59101 Fax:312.726.5911 Tel:815.477.19151 Fax:815.477.1958 Mr.Michael Hullihan December 3,2013 Page 2 of 5 Shortly thereafter,the Village expressed concern that the estimates for new or redevelopment in the area may be low,and that the signalized intersection, specifically the northbound left turn lane,may not perform as well as anticipated. Civiltech met with Village staff at the end of October. After some reconsideration,the Village requested that a total of 1,015,000 S.F.of development should be factored into the traffic analyses(Buck,Clearwater,HUB,Duke,Irgens,Blistex,Folette,and Lions)instead of the previous 415,000+S.F.noted above. Civiltech and the Village agreed that the larger development estimate should be added to existing traffic volumes rather than 2030 projections. Based on the above additional travel demand, it is possible that the signalized intersection improvement may have to extend onto the bridge over 1-88. As detailed in the 2008 studies,this would require a modification of the bridge deck to provide an 11-foot painted median in place of the 4-foot barrier median. With some modifications to the outer parapet walls,the total bridge deck width would remain the same as existing. Therefore,the following analyses should be performed as part of this supplemental scope of services,to verify the veracity of the October 8,2013 report conclusions: • Re-analyze the operation of the signalized intersection and roundabout with the additional 1,015,000 S.F. of development. The additional generated traffic will be added to Existing background traffic volumes instead of 2030 background volumes,because the Village's growth forecasts exceed 2030 projections for the study area. • For the Signalized Intersection: • If analyses and simulations show it operates acceptably with the additional development,and without extension of the left turn lane and bridge deck modification, this would likely be the option to pursue given the lower cost. The package would be submitted to IDOT for final approval,and the Village would decide to pursue a permit project(go directly to Phase II Design),or a Federal-aid project(Phase I Study required). • If a left turn lane extension and bridge modification is required,prepare a new geometric plan and estimate the additional cost. The bridge deck modification would accommodate a future removal of the jug-handle design at Wood Glen and provision of traditional left turn lanes on York at Wood Glen. • For the Roundabout: o Analyze the operation with the additional development using simulation. If it operates acceptably,compare the cost and features of the roundabout to those of the signalized intersection. Following is our anticipated scope of services,anticipated schedule, and estimate of fee. L Scope of Services Item 1-Data Collection and Early Coordination—This work item will include early coordination with Village staff. Item 2-Traffic Analyses—Traffic analyses for this study will include the following tasks. a. Add distributed development traffic to Existing background traffic volumes instead of 2030 background volumes. b. Evaluate the operation of the signalized intersection with these volumes. C. Update peak hour intersection capacity analyses using both Synchro and Highway Capacity Software(HCS). Mr.Michael Hullihan December 3,2013 Page 3 of 5 d. Evaluate queuing using Synchro,HCS and the IDOT Red-Time formula. Determine if northbound left turn lane lengthening and bridge modification would be necessary. C. Update A.M. and P.M.peak hour simulations of the traditional signalized intersection alternative using VISSIM modeling and animation software. f. Evaluate the operation of the roundabout using the larger development volumes. g. Update roundabout capacity analyses using Sidra software. h. Update A.M.and P.M.peak hour simulations of the roundabout alternative using VISSIM modeling and animation software. Item 3-Geometric Studies—This item includes the following tasks: a. If necessary,prepare updated preliminary horizontal geometrics on aerial photography depicting the signalized intersection with extended left turn lane and bridge modification,and taper back to existing north of Wood Glen Lane. b. Prepare an order-of-magnitude cost estimate for this alternative. Item 4—Documentation a. A memo will be prepared that compares the Roundabout option to the Signalized Intersection for Village consideration. b. A revised Traffic and Geometrics Concept package will be submitted to the Village, and then IDOT for review and approval. This work item will include the following: • Print,bind and deliver draft to Village. • Address any Village comments. • Print,bind and deliver draft to IDOT. • Revise draft and submit final package for approval. Item 5—Meetings and Coordination—This work item will include the following: a. General coordination with the Village. b. If necessary,one meeting with IDOT Geometrics and Permits staff to present revised analyses. II. Project Schedule Civiltech will provide a memo comparing the Roundabout and the Signalized Intersection for Village review within four weeks of approval of this agreement. Mr.Michael Hullihan December 3,2013 Page 4 of 5 III. Compensation We propose to perform the work on the basis of cost plus a fixed fee,with a not-to-exceed maximum.The fee will include reimbursement of direct labor costs, overhead and indirect costs, fringe benefit and salary burden costs,plus a net fee for profit. We will use a billing factor of 2.8. Direct expenses will be reimbursed at their actual cost. The upper limit of compensation is based on the workhour estimates and fee calculations shown below: Item j�Task Workhours 1. Data Collection and Early Coordination 2 2 Traffic Analyses 60 3 Geometrics Studies 32 4. ; Documentation ? 16 j 5. Meetings and Other Coordination 1 12 Total ' 122 1 ... ._. Fee Estimate: 122 hrs.x$38/hour x 2.8= $ 12,981 Direct Costs(mileage,deliveries)_ $ 100 Fee Estimate= $ 13,081 Additional Work During the course of the first part of this project,it may become necessary to perform additional services beyond the scope of this contract including but not limited to attendance at additional or extended-length meetings,additional traffic counts,additional traffic analyses,additional geometric analyses/plans,or additional plan,exhibit,and report revisions. Should some of this work become necessary,the additional fee for extra work would be billed on a time-and-material basis.Billing rates are as follows: Principal-in-Charge: $70/hour x 2.8=$196.00/hour Project Manager $42/hour x 2.8=$117.60/hour Project Engineer: $35/hour x 2.8=$98/hour Mr.Michael Hullihan December 3,2013 Page 5 of 5 We thank you for the opportunity to submit this proposal,and look forward to working with you toward the successful completion of this project. If this Agreement is acceptable to you,please execute both copies and return one copy to us. Please contact me at(630)735-3942 if you have any questions. Very truly yours, CIVILTECH ENGINEERING,INC. Q-a��e-. ('O'voA James R.Woods,P.E.,PTOE Accepted By: Title: Date: