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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.