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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: 7.C.
Resolution No. 23-R-0045 — ESI Consultants, LLC — Phase III
Construction Engineering Services for Conde Street | COMMITTEE AGENDA DATE: May 4, 2023
Resurfacing Project in the Amount not to Exceed $76,700.00, | COUNCIL AGENDA DATE: June 19, 2023
STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE Mt RS
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
The Conde Street Resurfacing Project (Project) between Joliet Street to IL Route 59 is targeted for the September
22, 2023, Illinois Department of Transportation (IDOT) letting with construction anticipated to begin in the summer
of 2024. The Project is federally funded through the region’s Surface Transportation Program (STP), administered
by IDOT, with matching local funds from the City’s Motor Fuel Tax (MFT) Fund. The estimated construction cost
for the Project is $629,857.00. The City received 80% federal funds, or an amount not to exceed $554,274.00, for
both Construction and Construction Engineering (CE). The CE funding is not to exceed $50,389.00.
To use federal funds, CE is required to ensure that the Project is completed and documented in accordance with
IDOT-approved plans, specifications, and policies. Furthermore, CE services are required and selected through a
process known as Qualifications Based Selection (QBS). This process is mandatory for all projects in which
federal funds are used for CE with a value of $40,000.00 or greater. A Most Qualified Firm (MQF) is selected
based on the QBS evaluation process. On February 28, 2023, a public notice was advertised seeking a Statement
of Interest (SOI) from qualified engineering firms for CE services. After a three-week advertising period, five SOls
were evaluated on March 31, 2023. Two personnel from the City staff and a Director of Public Works from another
municipality evaluated the SOls. The following are the results of the evaluation:
Engineering Firms Average Weighted Total Overall Rank
ESI Consultants, LLC 90.42 1
Thomas Engineering Group 86.50 2
HR Green, Inc. 85.50 3
BLA, Inc. 84.67 4
V3 Companies, Ltd. 83.08 5
Based on the QBS process, ESI Consultants, LLC (ESI) is determined to be the MQF for this Project. Staff
solicited a cost proposal from ESI following the QBS process. ESI’s scope of work will include Project start-up,
construction observation and administration, construction layout, project coordination with the City, contractor,
businesses as well as other stakeholders, and closeout. Material testing is also included in the proposed
agreement, which will be completed by ESI’s sub-consultant Interra, Inc.
The Project is scheduled for FY 2024 construction season; therefore, it is not budgeted in FY 2023. To meet
IDOT’s letting schedule, it is important for the City to process the agreements in FY 2023. The staff will
appropriately budget for Project's CE in FY 2024 under the Motor Fuel Tax Fund Account No. 16-34-58-4807.
ESI’s original proposed scope and service fees were $81,386.00. After successful negotiations, ESI was able to
reduce its proposed fees by $4,686.00, or 5.8%, to a proposed agreement amount not to exceed $76,700.00.

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CITY OF WEST CHICAGO
Typically, construction engineering service fees on federally funded projects range from 10% to 15% of the
construction cost. ESI’s proposed CE agreement amount is 12.2% of the estimated Project construction cost of
$629,857.00. CE costs will need to be initially funded by the City. The City will need to seek up to 80%
reimbursement, not to exceed $50,389.00, through IDOT at the completion of the Project.
ACTIONS PROPOSED:
Approve Resolution No. 23-R-0045 authorizing the Mayor to execute a Local Public Agency Engineering Services
Agreement (BLR 05530) with ESI Consultants, LLC of Naperville, IL, for Phase II! Construction Engineering
services related to the Conde Street Resurfacing Project in the amount not to exceed $76,700.00.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 7-0 for approval.