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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE: 14
AGENDA ITEM NUMBER: eae
Resolution No. 23-R-0026 — Contract Award — Swallow SO URTTEE CORE ANOATE: Risen s07
Construction Corp. for the 2023 Sophia Street Area Water NUL Se
Main and Streets Rehabilitation CDBG Project in an COUNOE AGENRA ATE: -March2)..2028
Amount Not to Exceed $1,555,803.65.
STAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works SIGNATURE Mit
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE. ZVOA__
ITEM SUMMARY:
The 2023 Sophia Street Area Water Main and Streets Rehabilitation Project (Project) includes water main
improvements and streets resurfacing of approximately 0.72 miles of various streets in the City as specified in the
enclosed location map. The Project's scope of work generally consists of approximately 2,555 feet of 8-inch water
main replacement, including 45 water services, pavement milling, hot-mix asphalt (HMA) resurfacing, full-depth HMA
pavement patching, intermittent concrete sidewalk, including, ADA curb ramps, intermittent combination concrete
curb and gutter removal and replacement, storm and sanitary sewer repairs, including storm and sanitary structure
replacement and adjustments, parkway restoration, thermoplastic pavement markings, and all incidental and
miscellaneous work necessary to complete the project as shown on the Project plans and specifications.
The Project will be partially funded by DuPage County Community Development Block Grant (CDBG) Program. On
March 3, 2022, the City received an award confirmation for a proposed grant amount not to exceed $600,000. The
Grant Agreement was subsequently approved by both the City and the County on November 22, 2022. CDBG is a
reimbursement grant where the City will have to upfront the costs of the construction and seek reimbursement
through DuPage County. Additionally, per the CDBG agreement with DuPage County, 50% of the funds shall be
expended by April 30, 2023, and 100% of grant funds shall be expended by October 31, 2023.
For the 2023 construction season, staff anticipated a significant cost increase in construction materials such as HMA
and portland cement concrete. Furthermore, industry-wide, a 20% cost increase for portland cement concrete items
were anticipated due to cement shortages and fuel price increases. The anticipated cost increases were reflected in
the engineer's cost estimate prior to bid advertisement.
The request for bids was advertised in the Daily Herald and Dodge Data Analytics and on an online bidding platform
QuestCDN on February 9, 2023. The staff opened bids on February 23, 2023, and below are the bid results:
BASE BID SUBMITTAL
CONTRACTOR AMOUNT RANK
Swallow Construction Corp. $1,555,803.65 1
Schroeder Asphalt Services, Inc. $1,564, 103.93 2
A. Lamp Concrete Contractors, Inc. $1,624,491.76 3
Martam Construction, Inc. $1,773,655.36 4
ENGINEER'S ESTIMATE $1,428, 397.86 N/A
Swallow Construction Corp. (Swallow) of West Chicago, Illinois, submitted a base bid proposal value of
$1,555,803.65, which is approximately 8.9% higher than the engineer's estimated cost of $1,428,397.86. The City
has previously contracted with Swallow to perform similar water main replacement work, including the water main

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CITY OF WEST CHICAGO
relocation project in 2012, which was performed satisfactorily. Swallow is registered by the Illinois Department of
Transportation as a prequalified contractor.
The total bid amount of $1,555,803.65 can be broken down into $907,223.65 for roadway improvements, which is
funded via Capital Project Fund and $648,580.00 for watermain improvements, which is funded via Water Fund.
The Project will be funded utilizing Capital Projects and Water Funds from the FY 2023 Budget. The Capital Project
Funds Account No. 08-34-53-4807 includes $401,400.00 for the roadway improvements associated with this Project.
The Capital Outlay in Water Fund Account No. 06-34-47-4806 includes $667,000.00 for water main improvements
associated with this Project. The shortfall of $505,823.65 in the Capital Projects Fund will be offset by 1) an available
fund balance of $405,823.65 in Account 08-34-53-4818 from 200 Main Street Renovation Project; 2) eliminating FY
2023 Crack Filling Program in the amount of $50,000 from Account No. 08-34-53-4868; 3) eliminating Early Warning
Siren Project in the amount of $25,000 from Account No. 08-34-53-4849; and 4) reducing FY 2023 Sidewalk & Curb
and Gutter Replacement Program scope of work by $25,000.
The City will lose the CDBG funding if it does not move forward with the award of the Project. The staff recommends
awarding the 2023 Sophia Street Area Water Main and Streets Rehabilitation Project to the lowest responsible
bidder, Swallow Construction Corp., for an amount not to exceed $1,555,803.65.
ACTIONS PROPOSED:
Approve Resolution No. 23-R-0026 authorizing the Mayor to execute a Contract with the lowest responsible bidder,
Swallow Construction Corp., of West Chicago, Illinois, for the 2023 Sophia Street Area Water Main and Streets
Rehabilitation CDBG Project for a contract amount not to exceed $1,555,803.65.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 7-0 for approval.