HomeMy Public PortalAbout02.23.98 COW Agenda~ VILLAGE OF PLAINFIELD
WILL COUNTY'S OLDEST COMMUNITY
WORKSHOP OF THE PRESIDENT AND BOARD OF TRUSTEES
HELD ON MONDAY, FEBRUARY 23,1998
AT THE VILLAGE BOARD ROOM
23145 W. LINCOLN HIGHWAY, PLAINFIELD
6:00 P.M.
1) CALL TO ORDER. ROLL CALL.
2) CONSIDER A MOTION TO GO INTO EXECUTIVE SESSION FOR THE
PURPOSE OF PERSONNEL TO RECONVENE AT 'x:00 P.M.
Richard A. Rock
PRE31pENT
TRUSTEES
Jay D. Darnell
Jeffrey Dement
Kathy O'Connell
Steven L. Rathbun
Raymond Smolich
Kurt Stalzer
Susan Janik
VILLAGE GI.ERK
3) RECONVENE AT 7:00 P.M.
4) MINUTES -Approval of Workshop Meeting Minutes, February 9, 1998.
S) 143RD STREET FEASIBILITY STUDY.
Previously the Board authorized a feasibility study for 143rd Street extension eastward to I-
55. Subsequently an RFP (Request for Proposal) was developed and sent to nine (9) firms.
In January, six (6) firms responded and the Staff ranked the firms and review the issue with
the Public Works Committee on February 4. That Committee suggested a full review of
the RFP's of the top two (2) firms, HNTB and Barton Aschman. HNTB is scheduled for
7:00 p.m. and Barton Aschman for 8;00 p.m. After the interviews this Board should
recommend that the contract of the successful firm be scheduled for consideration at the
March 2 Board meeting. Mr. Harvey is presently reviewing both contracts and will focus
on the final selected contract pending committee direction. This item will then be
budgeted out of the 1998/99 Budget. Memos, RFP's and submittals have been distributed
previously.
6) EXECUTTVE SESSTON FOR LAND ACQUISTTION.
DEFERRED ITEMS
Personnel Policy
Downtown competition Implementation
Joint Meeting with Plan Commission
Land Acquisition
Water/Sewer Rates
Infrastructure Maintenance Fee
Alternate Water Sources
MainStreet Status
Economic Incentive Target Areas
23145 W. LINCOLN HIGHWAY • PLAINFIELD, ILLINOIS 60544 • (815) 436-7093 • Fax (815) 436-1950
•
Re uest for Pro osal 143rd. Street Alternatives
STUDY PURPOSE
The Village of Plainfield is seeking proposals from professional consultants or engineers to study
the feasibility of constructing a new roadway and interchange from Route 59 East to Interstate 55
as an extension to existing 143rd Street, or to Route 126 and expanding the interchange at that
location. The study document will be used by the Mayor and Board of Trustees as a major
component in their transportation decision making as they seek additional access to I-55 and
assistance in re-routing truck traffic from downtown and parts of existing Route 30. The Village
will negotiate a contract with the successful submittal. Each Proposal shall include its form of
contract and be submitted prior to close of business 7anuary 26, 1998.
MLNIMUM STUDY ELEMENTS
All Proposals submitted to the Village of Plainfield will address, at the minimum, the following
study elements:
A) Examine whether or not the 143rd Street corridor from Route 59 East to I-55 can
sustain a new minor arterial roadway and a full interchange at I-55. As an
alternative, should 143rd Street be extended to Route 126 and the existing
interchange at 125 & I-SS be expanded? Identify physical constraints relative to
any alignment.
B) Identify the special procedures and reviews by which agencies having jurisdiction
would require the Village to follow should it decide to proceed with design and
construction.
C) Provide the estimated casts for constructing such a roadway to applicable IDOT
Standards, identifying the major components such as R.O.W. acquisition, bridges,
wetland mitigation, engineering, construction etc. Actual engineering drawings are
not required with this Study, nor are formal property appraisals.
D) List Grant or other agency funds available to the Village associated with the
various components, and calculate their likely application through consultation
with IDOT and any other applicable agency.
E) Prepare a time line estimate for the funding procedures, grants, engineering,
construction and local and other agency financing.
F) Estimate and evaluate the economic benefits to the community likely to result from
the roadway extension and from the interchange using the Plainfield
Comprehensive Plan and similar data from adjoining jurisdictions to project land
uses.
MEETINGS REPORTS & REVIEWS
A) The selected contractor shall attend one initial meeting prior to initiating the Study
with the Mayor and Board of Trustees to review their expectations and attitudes
about the Study details.
B) Prior to completion of the Study and prior to any field surveys, conduct one
community wide meeting and provide aStudy-to-date Executive Summary (12
copies) identifying initial feedback from affected agencies and "order of
magnitude" costs/benefits for the Contractor's recommendation of interchanges at
143rd Street or Route 126. The Village reserves the sole right to terminate the
Study after this meeting.
C) Proceed with the completion of the Study only upon the specific direction of the
Mayor and Board of Trustees which will be considered within three (3) weeks of
the meeting in B above. At the Study's conclusion provide 12 copies
DATA AND COORDINATION PROVIDED BY THE VILLAGE
A) The Village will make available its aerial surveys, utility maps, plat books, zoning
ordinance, comprehensive and transportation plans. Presently, Ruettiger, Tonelli
& Associates, Inc. are under contract with the Village and Will County to provide
contour and survey data for a GIS system. All data available to the Village from
this source will be made available to the contractor as it becomes available.
B) The Village will secure appropriate meeting space and publish notices for such
meetings as required by law and be responsible for any costs in preparation of a
transcript of the meeting.
C) The Village will assign one of its staff members to act as the day to day
coordinator for the Study and liaison to the contractor.
D) The Village will permit monthly payouts to the Contractor for work performed less
10% retainage.
FORM OF PROPOSAL. (Submit five copies)
A) The Proposal shall address the minimum Study elements in sufficient detail so the
Village may gauge the degrees of professional preparation and work assigned by
the Contractor to the various elements. Proposal maybe enlarged as recommended
by contractor, but a separate cast estimate far such shall be identified.
B) The Proposal shall include reference for similar work including a specific contact
person by which the Village may verify that reference and the resumes of the
personnel actually to be assigned to the Study.
C) The Proposal will identify the estimated cost of the Study, the hourly rates of the
assigned employees, and any multipliers for overhead and profit. The Proposal
will identify the estimated periodic monthly invoice amaunt and the total amount
due the Contractor should the Village terminate the Study pursuant to Item C,
MEETINGS REPQRTS & REVIEWS above.
D) The Proposal shall include a description of Contractor's monthly reporting systems
and estimate the number of workdays to perform the Study, including a schedule
identifying, by Contract Phase, the various activities and their estimated
completion.
E) The Proposal shall include a copy of the contract that will be executed between the
Village and Contractor.
METHOD OF SELECTION
A) All Proposal-s submitted will be reviewed for completion and accuracy by the
Village's Planning Staff.
B) Three finalists will be selected by the Village Administrator and Planning Staff
based upon references, skills in completing previous similar work with
municipalities, strengths of the assigned Contractor staff, estimated time frames
and budgeting requirements.
C) The three finalists maybe interviewed by the Mayor and Board of Trustees or one
of its committees. The Mayor and Board of Trustees will make the final selection
based upon the Proposal and the interview and then initiate discussion for a final
negotiated contract.
D) The Village reserves the right to reject any and all proposals for any reason.
E) Address the Proposal and any questions to:
T. L. Burghard, Village Administrator
23145 W. Lincoln Highway
Plainfield, IL 60544
Telephone: (815) 436-'7093
Fax: (815) 436-1950
Any Proposal physically received after 5:00 pm January 26, 1998 shall be rejected.
Facsimilies are not acceptable.