Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Rajeev Dahal, Senior Project Manager CC: David Stoneback, Public Works Agency Director Subject: Contract Award with Kimley-Horn & Associates for the Ridge Avenue Traffic Signal Intersections Improvement Project (RFQ 19-58) Date: December 9, 2019 Recommended Action: Staff recommends that City Council authorize the City Manager to execute a contract with Kimley-Horn & Associates (1001 Warrenville Road, Suite 350, Lisle, IL 60532) to provide Phase I and Phase II Engineering Services for the Ridge Avenue Traffic Signal Intersections Improvement Project (RFQ 19-58) in the amount of $185,953. Funding Source: This contract will be funded from the Highway Safety Improvement Program (HSIP) grant funds in the amount of $138,380, and the City’s Capital Improvement Program (CIP) 2019 General Obligation Bonds in the amount of $47,603. Council Action: For Action Summary: The Ridge Avenue Corridor is a major north-south arterial that carries not only local traffic but also traffic commuting through Evanston from other North Shore communities to the City of Chicago. The average daily traffic on Ridge Avenue is estimated at 15,000 to 20,000. The average daily traffic on the major side streets is estimated at 5,000 to 12,000. There are concerns at the signalized intersections related to reoccurring crashes, lack of turn arrows and dedicated turn lanes on the side streets, and the need to review the signal phasing and timing for improved safety and operation. The City has applied for and received federal Highway Safety Improvement Program (HSIP) grant funds in the amount of $700,000. The seven intersections that will be included in this project are: • Ridge Avenue at Oakton Street • Ridge Avenue at Main Street • Ridge Avenue at Greenleaf Street • Ridge Avenue at Dempster Street • Ridge Avenue at Lake Street • Ridge Avenue at Davis Street • Ridge Avenue at Church Street The scope of the grant funding is limited to intersection improvements only, and it primarily consists of: • Review crash data and evaluate mitigation measures • Conduct topographic survey including utility survey and geotechnical analysis • Traffic data collection, capacity analysis, and signal phasing & timing analysis • Review of ADA compliance and pedestrian crossing improvements, including audible pedestrian signals • Addition of left-turn signals on side street approaches • Minor geometric realignment of the Oakton Street west approach • Feasibility of adding left-turn lanes on Greenleaf Street, and split phasing of north- bound and south-bound movements • Adding northbound advance green at Davis Street • Review of Emergency Vehicle Pre-emption (EVP) device operation • Tree trimming for better visibility of traffic signals • Coordination with IDOT, FHWA & other agencies • Coordination with the public and stakeholders • Preparation of construction design plans, specifications, and cost estimates Because of the receipt of the federal HSIP grants, the overall project is closely coordinated with IDOT. Although the City of Evanston contracts for and manages the engineering services, the contracts and scope of work have to be reviewed and approved by IDOT, a process that currently takes 6-12 months. Accounting for this, the project schedule is estimated as follows: • IDOT approval of engineering contracts - Summer 2020 • Phase I Preliminary Engineering - Summer 2020 to Summer 2021 • Phase II Engineering Design - Summer 2021 to early 2022 • Advertise for bid (by IDOT) - 2022 • Construction - 2022 Upon completion of the project, the City will need to retain the services of an IDOT pre- qualified Signal Coordination and Timing (SCAT) expert to re-program the signals system as these seven signals are part of the 21 signal coordination system along the Ridge Avenue, Asbury Avenue, Church Street, and Davis Street corridor. Analysis: The provide to (RFQ) Qualifications for issued a Phase Evanston of City Request I Engineering, Phase II Design Services and Phase III Construction Engineering for the Ridge Page 2 of 7 Avenue Traffic Signal Intersections Improvement Project. As part of federal guidelines, the consultant selection process is a Qualification Based Selection (QBS). Once the most qualified consultant is determined through the selection process, the cost of engineering services is negotiated. This process has been used on other federally funded projects, including Dempster Street Traffic Signals, Emerson/Ridge/Green Bay Road Intersection Corridor, and Improvements,Howardthe Sheridan Stre et Road/ Chicago Avenue project. While the RFQ reviewed Improvementsqualifications for all three phases of engineering work, only Phase I & Phase II is being awarded at this time. The RFQ was issued on 10/10/2019. It was advertised on Demandstar, in the Pioneer Press, and on the City website. A non-mandatory pre-proposal meeting was held on 10/17/2019. On 11/05/19, the City received qualifications statements from six consultants as follows: The proposals were reviewed by: • David Stoneback – Public Works Agency Director • Rajeev Dahal – Senior Project Manager – Transportation • Sat Nagar, P.E. – Senior Project Manager • Tom Twigg - Traffic Operations Supervisor • Linda Thomas – Purchasing Specialist submissions were reviewed based on qualificationsThe & expertise, organization & completeness of proposal, M/W/EBE utilization and willingness to execute the required agreement. The proposals were rated and interviews were conducted with the top two firms. Including information from the interviews, the final scoring of the proposals is as follows: Page 3 of 7 Kimley-Horn was selected as the best candidate to provide the engineering services. Kimley- Horn and their sub-consultants have experience with Ridge Avenue and similar projects with other municipalities. They successfully prepared the HSIP grant fund application for the City. They also have previous experience working with IDOT, various villages and the City of Evanston. Work by their staff and sub-consultants has been satisfactory on previous projects. Staff is recommending award of both Phase I and Phase II Engineering services at this time to expedite the approval and review process required by IDOT and to meet the grant fund requirement to start construction by 2022. After the Phase I Preliminary Design Approval and Phase II Design Engineering approval is obtained through IDOT, the Phase III Construction Engineering services contract will be negotiated and awarded. Kimley-Horn is proposing to meet the City’s M/W/EBE program goals. A memo reviewing their compliance is attached. This project is funded through HSIP grant funds and the City's 2019 G.O. Bonds. A detailed breakdown is shown below. The City has budgeted $175,000 in 2019 G.O. Bonds to pay the local share cost of this project. The City will contract with the selected engineer for the entire amount of the contract. IDOT will reimburse the City for expenditures of the HSIP grant funds on a quarterly basis. Page 4 of 7 Legislative History: On May 28, 2019, City Council adopted Resolution 55-R-19 authorizing the City Manager to apply for the Highway Safety Improvement (HSIP) grant funds from the Illinois Department of Transportation (IDOT). Attachments: MWEBE Memo RFQ 19-58 Page 5 of 7 Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Sharon Johnson, Workforce Development Compliance Coordinator CC: Hitesh Desai, Chief Financial Officer; Tammi Nunez, Purchasing Manager Subject: MWEBE Memo for Ridge Avenue Traffic Signal Intersections Improvement Project (RFQ 19-58) Phase I and Phase II Date: December 9, 2019 Recommended Action: Staff recommends City Council accept and place on file the MWEBE memo for RFQ 19-58 Ridge Avenue Traffic Signal Intersections Improvement Project. Council Action: For Action: Accept and Place on File Summary: The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. In order to help ensure such growth, the City’s goal is to have general contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. With regard to the Ridge Avenue Traffic Signal Intersections Improvement Project Engineering Services Contract Phase I and Phase II, RFQ 19-58, Kimley-Horn & Associates total base bid is $ $185,953 and they will receive a 44% (Phase I 29.2% and Phase II 14.8%) credit for compliance towards the M/W/EBE goal. Page 6 of 7 Page 27 of 27.