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CITY OF WEST CHICAGO

                           INFRASTRUCTURE COMMITTEE
                           AGENDA ITEM SUMMARY
ITEM TITLE:
                                          AGENDA ITEM NUMBER: Lf ,l)'
Resolution No. 23-R-0069  -  Contract Award  -  Alliance
Contractors,  Inc. for the Klein Road Culvert Replacement  COMMITTEE AGENDA DATE: August 3, 2023
Project for an Amount not to Exceed $622,932.62.         COUNCIL AGENDA DATE: August 21, 2023


STAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works  SIGNATURE _________ _

APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman       SIGNATURE ______ __ _

ITEM SUMMARY:

In June 2022, the City received an American Rescue Plan Act Grant through the DuPage County for the Klein Road
Culvert Replacement Project in an amount not to exceed $169,000.00. Subsequently, the City Council approved an
Intergovernmental Agreement (IGA) with DuPage County on September 6, 2022, for acceptance of grant funds for
construction costs. The IGA requires the City to substantially complete the project by October 31, 2024.

The Project's scope includes the removal of the existing corrugated metal pipe culvert and two cast-in-place (CIP)
junction chambers and replace  it with a single-cell, 6' x 3' precast concrete box culvert with a CIP end section, solider
pile retaining wall and a precast concrete junction chamber, full depth hot-mix asphalt (HMA) pavement removal and
reconstruction, HMA resurfacing, widening and placement of 8-foot HMA bike path to accommodate for future Wayne
Township's  bike  path  project  along  Klein  Road, HMA and  aggregate  shoulder  construction,  storm sewer
improvements, temporary detour, thermoplastic pavement markings, fieldstone riprap installation, tree removals,
native planting, landscaping, and other collateral work necessary to complete the project as described in the Project
plans and specifications. The Project also requires obtaining temporary and permanent easements from the Forest
Preserve District of DuPage County (FPDDC) for proposed improvements. The easement agreement between the
City and FPDDC was approved by the City Council on July 17, 2023.

The request for bids was re-advertised in the Daily Herald and on an online bidding platform, QuestCDN, on July 6,
2023. Staff opened bids on July 20, 2023, and below are the bid results:

                                                 BID SUBMITTAL                 CONTRACTOR                             RANK                                        AMOUNT
                       Alliance Contractors, Inc.               $622,932.62             1
                   Herlihy Mid-Continent Company            $659,423.71              2
                  Martam Construction, Inc.              $716,956.20             3
                ENGINEER'S EST/MA TE               $447, 194.00             NIA

The FY 2023 budget includes $338,000.00 under the Capital Projects Fund Account No. 08-34-53-4857 for the
Construction of the Project. The responsible low bidder, Alliance Contractor of Woodstock, Illinois is $284,932.62 or
84% over the budgeted amount and $175,738.62 or 39% over the Engineer's Estimate.  The Project's Phase  II
Design Engineer, Engineering Resource Associates (ERA), believes that increases in fuel cost, industry workload,
demand, and labor shortages are the biggest factors for the inflated bids.

Additionally, since the rejection of the bids,  staff has been  in discussion with the DuPage County Stormwater
Management team to determine if there was a mechanism in place to request additional grant funds for the Project.
After successful conversations, the County has confirmed the City can qualify for up to 50% cost share for the bid
amount of the Project. The County plans to prepare an amendment to the IGA, which will be forthcoming and will be
presented to the City Council under a separate agenda item at a future meeting, likely in September 2023.

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CITY OF WEST CHICAGO
Per the IGA, the Project construction cost of $622,932.62 will need to be initially funded by the City and then seek
reimbursement through the County at the completion of the Project. Alliance Contractors, Inc. does not anticipate
performing any work in FY 2023; therefore, the Project will be appropriately re-budgeted in FY 2024.

Staff recommends awarding the contract to Alliance Contractors, Inc for the Klein Road Culvert Replacement Project
in an amount not to exceed $622,932.62.

ACTIONS PROPOSED:

Approve Resolution No. 23-R-0069 authorizing the Mayor to execute a Contract with Alliance Contractors, Inc., of
Woodstock, Illinois in an amount not to exceed $622,932.62 for the Klein Road Culvert Replacement Project.

COMMITTEE RECOMMENDATION:

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RESOLUTION NO. 23-R-0069

     A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE
             A CONTRACT AGREEMENT WITH
  ALLIANCE CONTRACTORS, INC. OF WOODSTOCK, ILLINOIS FOR
      THE KLEIN ROAD CULVERT REPLACEMENT PROJECT
            IN AN AMOUNT NOT TO EXCEED $622,932.62.


     BE IT RESOLVED by the City Council of the City of West Chicago, in

regular session assembled, that the Mayor is hereby authorized to execute a Contract

with the lowest responsible bidder, Alliance Contractors, Inc. of Woodstock, Illinois,

for  the Klein Road  Culvert Replacement  Project  in an amount  not  to exceed

$622,932.62, in substantially the form attached hereto and incorporated herein as

Exhibit "A".


     APPROVED this 21st of August 2023

AYES:

NAYES:

ABSTAIN:

ABSENT:


                                  Ruben Pineda, Mayor

ATTEST:


Valeria Perez, Executive Office Manager

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PROJECT LOCATION MAP
KLEIN ROAD CULVERT REPLACEMENT PROJECT
CITY OF WEST CHICAGO
DUPAGE COUNTY