R-67-23 Authorizing Approval of an Engineering Agreement with Terra Engineering, LtdVjlffVIOIVT
TO: Village Board Meeting
FROM: Jason Berry, Community Development
THROUGH:
418 Main Street ( Lemont, IL 60439
SUBJECT: A Resolution Authorizing Approval of an Engineering Agreement with Terra
Engineering, Ltd.
DATE: November 13, 2023
SUMMARY/BACKGROUND
In September, 2023 the Village of Lemont issued a request for Statement of Qualifications for
Phase II Engineering Services for the Stephen Street Bridge Trail Connection. Three firms
provided the Village with a response. Utilizing a Qualifications -Based Selection process, Terra
Engineering, Ltd. is recommended for Phase II Engineering Services.
ANALYSIS
Consistency with Village Policy
5-Year Capital Improvement Plan (if applicable)
STAFF RECOMMENDATION
Approve the Resolution.
BOARD ACTION REQUESTED
Motion to Approve the Resolution.
ATTACHMENTS
A Resolution Authorizing Approval of an Engineering Agreement with Terra Engineering, Ltd
Stephen Street Trail SOQ
VILLAGE OF LEMONT
RESOLUTION NO. iLvo--21-1-51
A RESOLUTION AUTHORIZING APPROVAL OF AN ENGINEERING
AGREEMENT TERRA ENGINEERING, LTD
(Stephen Street Bridge Trail Connection)
ADOPTED BY THE PRESIDENT AND
BOARD OF TRUSTEES
OF THE VILLAGE OF LEMONT
THIS 13th DAY OF NOVEMBER, 2023
Published in pamphlet form by
Authority of the President and
Board of Trustees of the Village of
Lemont, Counties of Cook, Will and
DuPage, Illinois, this 13th day of
November, 2023.
RESOLUTION NO.
A RESOLUTION AUTHORIZING APPROVAL OF AN ENGINEERING
AGREEMENT TERRA ENGINEERING, LTD
(Stephen Street Bridge Trail Connection)
WHEREAS, the Village of Lemont requires Phase II Engineering services related to
the Stephen Street Bridge Trail Connection; and
WHEREAS, the Village of Lemont desires to enter into an Agreement with Terra
Engineering, Ltd. As the Project Engineer; and
WHEREAS, Terra Engineering, Ltd. has provided a scope of services for a cost not -
to -exceed $214,195 (Exhibit A); and
WHEREAS, the Mayor and Board of Trustees find that it is in the best interests of the
Village to authorize the Agreement with Terra Engineering Ltd.
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees
of the Village of Lemont, Counties of Cook, DuPage, and Will, Illinois, as follows:
SECTION ONE: RECITALS.
The foregoing findings and recitals are hereby adopted as Section 1 of this Resolution
and are incorporated by reference as if set forth verbatim herein.
SECTION TWO:
The Mayor and Board of Trustees of the Village of Lemont hereby approve an
Agreement with Terra Engineering Ltd. in substantially the same form as attached hereto as
Exhibit A, subject to attorney review, and any applicable competitive bidding requirements
are hereby waived, if necessary.
SECTION 3: EFFECTIVE DATE.
This Resolution shall be in full force and effect from and after its passage, approval
and publication in pamphlet form as provided by law.
APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND DUPAGE, ILLINOIS,
ON THIS 13th DAY OF NOVEMBER, 2023.
Janelle Kittridge
Dave Maher
Ken McClafferty
Kevin Shaughnessy
Rick Sniegowski
Ron Stapleton
Attest:
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES:
s�
NAYS: ABSENT: ABSTAIN
JOHN EGOFSKE, Village President
4CAR-"LE�NEM. �Villa�geClc`rk
OF
le
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ItLI%0'
Exhibit A
STEPHEN STREET TRAIL CONNECTION
10/5/2023
PHASE II - PS&E
ITEMIZED SCOPE OF SERVICES
Task Task Terra Comment
No. Hours Direct Costs
1 Project Review and Initial Coordination
a) Kickoff Meeting with agencies 8 32.50
b) Review approved PDR 8
c) Coordination with utilities 12
d) IDOT Kickoff Meeting 8 32.50
e) Review Athens Park plans and revise base drawing to
reflect Athens Park design 12
Subtotal 48 $ 65.00
2 Environmental Studies
a) Environmental updates & Sub coordination
b) Preliminary Site Investigation (PSI)/CCDD
Subtotal
3 Quantity Calculations
a)
Plan -Profile Sheets
b)
Erosion Control Plans
c)
Removal Plans
d)
Landscape Plans
e)
Earthwork Calculations
f)
Lump Sum Pay Items
g)
Estimate of Cost
h)
Estimate of Time
Subtotal
5 Plans
a) Cover Sheet
b) General Notes, State Standards, District 1 Standards,
Index of Sheets
c) Summary of Quantites (12 sheets)
d) Schedule of Quantities (2 sheets)
e) Alignment, Ties, Benchmarks (1 sheet)
f) Removal Plans (2 sheets)
g) MOT Details (1 sheet)
h) Plan Sheets (1 sheet)
i) Plan -Profile Sheets (5 sheets)
j) Erosion and Sediment Control Plan (2 sheets)
k) Landscaping Plan (2 sheets)
4
4 $
10
4
8
8
10
8
12
8
.:
C
6
24
8
8
16
12
6
40
12
8
R
Subconsultant
5 sheets
2 sheets
2 sheets
2 sheets
40 cross sections
1 10/18/2023 8:26 AM
Task Task
No.
Terra
Hours
Direct Costs Comment
1) ADA Details (2 sheets)
12
m) Details (2 sheets)
4
n) District 1 Details (6 sheets)
6
o) Cross Sections (10 sheets)
40
4 sections per sheet
Subtotal
208
0
6
Structure Plans (See Breakdown)
a) MSE Walls
320
b) Bridge Plans
262
Subtotal
582
0
7
Lighting Design
a) Photometric Calculations
24
b) Quantity Calculations
24
c) Plans
126
d) Special Provisions
40
Subtotal
214
0
7
Special Provisions
a) BDE Specs, GBSP, Recurring, District 1
24
b) Unique Special Provisions
16
Subtotal
40
0
8
Permits / Agreements
a) Coast Guard
8
b) NPDES
12
c) ACOE
8
Subtotal
28
0
9 Coordination & Meetings
a) Village and Park District Coordination
b) Coordination w/ Cook County Forest Preserve
c) Coordination with Utility Companies
d) Agency Plan Review Meetings (1 meeting)
e) IDOT Coordination / Plan Review Meetings (1 mtg)
f) Coordination with MWRD
g) Coordination with Coast Guard
h) Coordination with ACOE
Subtotal
40
4
8
6
16
16
16
8
114 $ -
2 10/18/2023 8:26 AM
Task Task Terra C t
No. Hours Direct Costs ommen
10 QC/QA
a) Constructability Review
Subtotal
11 Administration & Management
a) Project planning, cost control, project funding
agreements
Subtotal
Project total
20
20 0
24
24 0
1350 $ 65.00
10/18/2023 8:26 AM
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Local Public Agency County Section Number
Villaae of Lemont lCook 119-00054-00-BT
Consultant / Subconsultant Name Job Number
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATEI 86.00
ESCALATION FACTORI 0.67%
IDOT
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
$83.71
$61.09
$53.32
$39.14
$34.06
36.50
38.73
28 115
73.01
BLR 05514 (Rev. 02/09/23)
Printed 10/18/2023 8:21 AM RATES
Page 1 of 1
Local Public Agency County Section Number
Village of Lemont Cook 119-00054-00-BT
Consultant / Subconsultant Name Job Number
Total
SUBCONSULTANTS
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
Contribution to Prime
NAME Direct Labor Total I Consultant
3,367.00
IcBI:�rL0l
336.70
NOTE: Only subconsultants who fill out a cost estimate that splits out direct labor may be listed on
this sheet.
Prins
Page
Local Public Agency County Section Number
Village of Lemont JCook 119-00054-00-BT
Consultant / Subconsultant Name Job Number
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project.
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
ITEM
ALLOWABLE
QUANTITY
CONTRACT
RATE
TOTAL
Lodging
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Actual Cost
(Up to state rate maximum)
$0.00
Lodging Taxes and Fees
(per GOVERNOR'S TRAVEL CONTROL BOARD
Actual Cost
$0.00
Air Fare
Coach rate, actual cost, requires minimum two weeks'
notice, with prior IDOT approval
$0.00
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD
Up to state rate maximum
$0.00
Vehicle Owned or Leased
$32.50/half day (4 hours or less) or $65/full day
5
$3250
$162.50
Vehicle Rental
Actual Cost (Up to $55/day)
$0.00
Tolls
Actual Cost
$0.00
Parking
Actual Cost
$0.00
Overtime
Premium portion (Submit supporting documentation)
$0.00
Shift Differential
Actual Cost (Based on firm's policy)
$0.00
Overnight Delivery/Postage/Courier Service
Actual Cost (Submit supporting documentation)
$0.00
Copies of Deliverables/Mylars (In-house)
Actual Cost (Submit supporting documentation)
$0.00
Copies of Deliverables/Mylars (Outside)
Actual Cost (Submit supporting documentation)
$0.00
Project Specific Insurance
Actual Cost
$0.00
Monuments (Permanent)
Actual Cost
$0.00
Photo Processing
Actual Cost
$0.00
2-Way Radio (Survey or Phase III Only)
Actual Cost
$0.00
Telephone Usage (Traffic System Monitoring Only)
Actual Cost
$0.00
CADD
Actual Cost (Max $15/hour)
$0.00
Web Site
Actual Cost (Submit supporting documentation)
$0.00
Advertisements
Actual Cost (Submit supporting documentation)
$0.00
Public Meeting Facility Rental
Actual Cost (Submit supporting documentation)
$0.00
Public Meeting Exhibits/Renderings & Equipment
Actual Cost (Submit supporting documentation)
$0.00
Recording Fees
Actual Cost
$0.00
Transcriptions (specific to project)
Actual Cost
$0.00
Courthouse Fees
Actual Cost
$0.00
Storm Sewer Cleaning and Televising
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Traffic Control and Protection
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Aerial Photography and Mapping
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Utliity Exploratory Trenching
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Testing of Soil Samples
Actual Cost
$0.00
Lab Services
Actual Cost (Provide breakdown of each cost)
$0.00
Equipment and/or Specialized Equipment Rental
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
$0.00
$0.00
$0.00
$0.00
d 10/18/2023 8:22 AM TOTAL DIRECT COSTS:
$162[H(IECT
J9/23)
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Local Public Agency County Section Number
Villa e of Lemont 1will
Consultant / Subconsultant Name Job Number
Huff & Huff
PAYROLL RATES
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET FIXED RAISE
MAXIMUM PAYROLL RATE1 86.00
ESCALATION FACTORI 1.50%
MOT
CLASSIFICATION PAYROLL RATES CALCULATED RATE
ON FILE
Princinal $8429 $85.55
.47
88
$55.32
$49.99
$43.79
$38.79
$50.74
3.41
1.33
3.93
9.35
BLR 05514 (Rev. 02/09/23)
Printed 10/17/2023 4:52 PM RATES
Page 2 of 5
Local Public A enc County Section Number
Village of Lemont 1will
Consultant / Subconsultant Name Job Number
Huff & Huff
DIRECT COSTS WORKSHEET
List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project.
EXHIBIT D COST ESTIMATE OF CONSULTANT SERVICES (CECS) WORKSHEET
ITEM
ALLOWABLE
QUANTITY
CONTRACT
RATE
TOTAL
Lodging
(per GOVERNOR'S TRAVEL CONTROL BOARD)
Actual Cost
(Up to state rate maximum
$0.00
Lodging Taxes and Fees
(per GOVERNOR'S TRAVEL CONTROL BOARD
Actual Cost
$0.00
Air Fare
Coach rate, actual cost, requires minimum two weeks'
notice, with prior IDOT approval
$0.00
Vehicle Mileage
(per GOVERNOR'S TRAVEL CONTROL BOARD
Up to state rate maximum
100
$0.66
$65.50
Vehicle Owned or Leased
$32.50/half day (4 hours or less) or $65/full day
$0.00
Vehicle Rental
Actual Cost (Up to $55/day)
2
$55.00
$110.00
Tolls
Actual Cost
6
$3.50
$21.00
Parking
Actual Cost
$0.00
Overtime
Premium portion (Submit supporting documentation)
$0.00
Shift Differential
Actual Cost (Based on firm's policy)
$0.00
Overnight Delivery/Postage/Courier Service
Actual Cost (Submit supporting documentation)
$0.00
Copies of Deliverables/Mylars (In-house)
Actual Cost (Submit supporting documentation)
$0.00
Copies of Deliverables/Mylars (Outside)
Actual Cost (Submit supporting documentation)
$0.00
Project Specific Insurance
Actual Cost
$0.00
Monuments (Permanent)
Actual Cost
$0.00
Photo Processing
Actual Cost
$0.00
2-Way Radio (Survey or Phase III Only)
Actual Cost
$0.00
Telephone Usage (Traffic System Monitoring Only)
Actual Cost
$0.00
CADD
Actual Cost (Max $15/hour)
$0.00
Web Site
Actual Cost (Submit supporting documentation)
$0.00
Advertisements
Actual Cost (Submit supporting documentation)
$0.00
Public Meeting Facility Rental
Actual Cost (Submit supporting documentation)
$0.00
Public Meeting Exhibits/Renderings & Equipment
Actual Cost (Submit supporting documentation)
$0.00
Recording Fees
Actual Cost
$0.00
Transcriptions (specific to project)
Actual Cost
$0.00
Courthouse Fees
Actual Cost
$0.00
Storm Sewer Cleaning and Televising
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Traffic Control and Protection
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Aerial Photography and Mapping
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Utliity Exploratory Trenching
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Testing of Soil Samples
Actual Cost
$0.00
Lab Services
Actual Cost (Provide breakdown of each cost)
3
$840.00
$2,520.00
Equipment and/or Specialized Equipment Rental
Actual Cost (Requires 2-3 quotes with IDOT approval)
$0.00
Sample Kit
Actual Cost
1
$50.00
$50.00
PID
Equipment Rental
1
$100.00
$100.00
GPS
Equipment Rental
1
$100.00
$100.00
Database
Actual Cost
1
$300.00
$300.00
TOTAL DIRECT
COSTS:
$3,266.50
BLR 05514 (Rev. 02109/23)
Printed 10/17/2023 4:52 PM DIRECT COSTS
Page 3 of 5
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Stephen Street Trail Connection — Multi -Use Path
(Extended One Week)
August 25, 2023
The Village of Lemont (Village) invites qualified firms to submit a Statement of Qualifications
(SOQ) for Phase II design engineering services for Proposed Off -Street Path and Proposed On -
Street Route improvements within the Village of Lemont for the Stephen Street Trail
Connection project. Phase II engineering services are funded by the Illinois Transportation
Enhancements Program.
The Project Description and Preliminary Scope of Services provide a summary of major items
that will be encountered during the course of the Phase II services required.
SOQs must be submitted no later than 4:00 pm on Friday, September 15, 2023. Submissions
will be limited to a total of ten (10) pages or less including a cover letter and resume
biographies. All SOQs must be submitted in a sealed and labeled envelope to the following
address:
Village of Lemont — Stephen Street Trail Connection
Attention: Jason Berry
418 Main Street
Lemont, IL 60439
If you plan to enter into a joint venture with another firm for this project, please note the
name of the firm and joint venture on your SOQ.
All SOQs received after the above noted deadline or not meeting the requirements stipulated
herein will not be used as part of the consultant selection process.
Please refer to the following Project Description and Project Scope for more information on
this project.
Schedule
At this time, the Village anticipates receiving Notice to Proceed from IDOT in Summer 2024
with approximately nine (9) months to complete.
Deliverables
Deliverables shall be in accordance with IDOT and FHWA requirements for Phase II
engineering services including, but is not limited to, the preparation plans, contract
documents, and specifications; preparation of detailed pavement cross sections, preparation
of structure plans, erosion control plans, striping plans, and detailed traffic control plans; and
any other documentation required for the completion of this federally funded project.
Submission Requirements
SOQs should include the following:
1. Firm Description and Organization Structure
2. History of the Firm
3. Experience with similar trail and multi -use path projects
4. Proposed Scope of Work and Project Approach — Describe the scope of work for the
project, including number of personnel that will be involved in the project approach and
resources required for successful completion of the project. At a minimum, the scope of
work and project approach should include the following:
a. Discussion on proposed measures (bike paths, striping, etc.) on the specified
streets in accordance with AASHTO, MUTCD Guidelines, and IDOT Policy.
b. Outline of all professional services required to complete these projects.
5. Proposed Schedule/Timeline for Engineering Services
6. Key Individual Resumes or Biographies and Licenses/Certificates
7. List and Qualifications of Sub consultants if used
8. Professional References for similar federal funded and Illinois funded projects (at least
3)
9. Proof of Professional Liability Insurance
10. Respondents must be prequalified by the Illinois Department of Transportation in
Highways —Roads and Streets and Structures — Highways: Typical. A copy of the
submitting firms IDOT prequalification should be included in the submittal. The copy
will not count toward the page limit.
Each applicant should submit one (1) original and seven (7) copies of the SOQ including an
electronic PDF file on CD or thumb drive. The envelope should be clearly marked with the
following title as well as the date and time of submittal. Submittal shall include the title:
"Village of Lemont — Stephen Street Trail Connection" — Attention: Jason Berry
Selection Process
The Consultant selection process will involve an evaluation and ranking of the SOQs by
the Village including but not limited to the following selection criteria:
1. The professional and technical competence and related experience of the firm, including
the Project Manager and other key project participants, in organizing and completing
similar projects. (40%)
2. The proposed scope of services and project approach along with project
schedule/timeline/phasing. (20%)
3. Ability to manage and staff the project in reasonable proximity and familiarity to the
Village of Lemont. (20%)
4. Knowledge and familiarity with the IDOT Federal Aid process. (20%)
The Village reserves the right to interpret said criteria as it sees fit based upon benefits to the
public and requirements stated in this solicitation.
This process does not obligate the Village to award a contract or pay any cost incurred in the
preparation of the team and SOQ responding to this request. The Village reserves the right to
accept or reject any or all statements received as a result of this request. All information
submitted in response to this request will become the property of the Village.
Project Description
The Stephen Street Trail Connection is an important trail connection that will connect the
Village of Lemont to the regional Centennial Trail. Phase I Engineering is nearing completion
with Design Approval expected within the next several months. Phase I Engineering is being
processed through IDOT as a Categorical Exclusion project. The south end of the project begins
where the existing I&M Canal Trail intersects with Stephen Street. The project consists of an
on -street bike route heading north to the north end of Stephen Street. The trail then continues
as an off-street bike path to the Centennial Trail. A single span prefabricated truss bridge is
proposed to cross over the Sanitary and Ship Canal. The project will provide recreation
amenities, health benefits, community vitality, economic benefits to the downtown area and a
sense of place in trail -communities, improving quality of life for residents of the Village of
Lemont, and contributing to the region's growing commitment to building healthy, sustainable
communities.
Project Scope
The Project Scope consists of the preparation of Phase II Engineering Plans,
Specifications, and Estimates in accordance with the MOT Federal Aid guidelines. The
scope is also expected to include coordination with the US Coast Guard, Army Corps
of Engineers, and Lemont Park District.
Contact Information
Any questions regarding the project, QBS, or Consultant Selection Process should be directed to
Jason Berry in writing or via email at JBerry@lemont.il.us
Timeline
TIMELINE
SOQ RELEASE DATE:
August 25, 2023
SOQ CLOSE DATE:
September 15, 2023
SOQ EVALUATION:
September 18 to September 22, 2023
INTERVIEWS: if SOQs have a close score, top
three will be interviewed (optional).
September 21, 2023 at 2pm via Zoom
FIRM NEGOTIATION:
September 28 to October 13, 2023
KICK-OFF MEETING FOR PHASE 2:
Summer 2024
COMPLETTION OF PHASE 2:
Winter 2025