VILLAGE OF NILES REQUEST FOR PROPOSAL Request for Proposal #15-07 Professional Engineering Services for Milwaukee Avenue Streetscape Improvements - Monroe Street to Greenwood Avenue RFQ Number: RFP# 15-07 RFQ Name: Date Issued: May 13, 2015 Contact Person: Request for Proposal Information Professional Engineering Services for Milwaukee Ave. Streetscape Improvements Monroe St. to Greenwood Ave. Robert Pilat rmp@vniles.com Due Date: May 27, 2015-12:00 Noon INSTRUCTIONS A. Please submit four (4) paper copies of the RFP response documents. B. Submittals shall be placed in a sealed envelope, marked REQUEST FOR PROPOSAL #15-07 FOR PROFESSIONAL ENGINEERING SERVICES FOR MILWAUKEE AVE. STREETSCAPE MONROE ST. TO GREENWOOD AVE. and delivered on or before the due date, May 27, 2015 by 12:00 Noon. C. Proposals to be submitted to Susan Bus, Village of Niles ( Village ) Purchasing Agent. D. Please submit any questions or comments in writing to Susan Bus at slb@vniles.com 5 days prior to due date to allow sufficient time for a written response. DELIVERY/MAILING ADDRESS Village of Niles Attention: Susan Bus 1000 Civic Center Drive Niles, IL 60714 847-588-8011 (Direct Line) Page 1 of 9
VILLAGE OF NILES PURCHASING DIVISION 1000 Civic Center Drive NILES, ILLINOIS 60714 (847) 588-8000 LEGAL NOTICE REQUEST FOR PROPOSALS The Village of Niles will be accepting proposals for providing: Professional Engineering Services for Milwaukee Avenue Streetscape Improvements Monroe St. to Greenwood Ave. Specifications, general information and proposal forms are available in the Office of the Purchasing Agent, Village of Niles, 1000 Civic Center Drive, Niles, Illinois 60714 (847) 588-8000 for a $35.00 fee or online at no charge at www.vniles.com (How Do I., Register For, Bids/RFP s/rfq s). Sealed proposals will be accepted until 12:00 P.M., Wednesday, May 27, 2015, at the Village of Niles Administration Building, 1000 Civic Center Drive, Niles, Illinois, (southeast corner Oakton Street and Waukegan Road). Nothing herein is intended to exclude any responsible firm, or in any way restrain, or restrict competition. All responsible and eligible firms are encouraged to submit proposals. The Village reserves the right to accept or reject any or all proposals, to waive informalities or technicalities in any proposal, and to accept the proposal which it deems to be in the best interests of the Village. Page 2 of 9
Village of Niles Public Services Department - Engineering Division Request for Proposals Milwaukee Avenue Streetscape Improvements Monroe St to Greenwood Ave Phase I Engineering INTRODUCTION The Village of Niles (Village) invites qualified firms to submit statements of qualifications and proposals in accordance with the requirements of this Request for Proposals (RFP). The Village will evaluate qualifications/proposals in accordance with the evaluation criteria set forth in the submittal requirements of each element. At the conclusion of this evaluation process and following negotiations, the Village anticipates it will select one Consultant to provide the services for the Village. The Successful Consultant selected by the Village must commit to provide the services, or specified elements thereof, at their proposed prices. All proposals submitted shall remain in full force and effect during the Village's evaluation and selection process. BACKGROUND The Milwaukee Avenue corridor is a major arterial four-lane roadway bisecting the Village of Niles, and runs five miles from the City of Chicago on the south to the Village of Glenview on the north. Milwaukee Avenue carries up to 40,000 vehicles and 3,000 transit riders per day, with heavy pedestrian activity at major intersecting roadways. The Milwaukee Avenue corridor is one of the Village's most active commercial/retail districts, however deteriorating physical conditions, sidewalks and unattractive streetscape are affecting the corridor's long term viability. In an effort to improve the Milwaukee Avenue corridor, the Village approved the Milwaukee Avenue Corridor Study funded by a Regional Transportation Authority Program (RTAP) grant. Through an open community process, the study was completed in 2006, and included transit/traffic redevelopment and beautification issues. The corridor is now considered a top transit route within the PACE Vision 2020 Plan. The Village also received ITEP grant awards in 2006, 2009, 2010 and 2013, as well as a TCSP grant, allowing us to move forward with planning and construction of improvements on Milwaukee Avenue in stages between Albion Avenue and Monroe Street. PACE and the RTA are moving forward with the implementation of Transit Signal Priority improvements and the Page 3 of 9
Chicago Signal System Integration in preparation for one of the region's first Arterial Rapid Transit (Pulse) network that will run from Golf Mill to Jefferson Park, and has proposed intermediate stations at Golf Mill, Dempster Street and Main Street in the project area. More information about the proposed Pulse service is available at http://pulse.pacebus.com/. Another program currently underway is a project to replace the existing street lighting. This project is in the design stage and scheduled to start construction in 2016. It is anticipated the project will be completed in three phases. The street lighting project areas/anticipated phases are as follows: Milwaukee Avenue - Albion Avenue to Monroe Street (excluding the portion between Harlem Avenue and Howard Street located within the City of Chicago). Milwaukee Avenue Monroe Street to Greenwood Avenue Waukegan Road - Milwaukee Avenue to Main Street The design of this project shall use LED lighting and provide for the installation of a wireless adaptive control and management system. Overall, the goals of the Milwaukee Avenue Streetscape program have been to improve facilities with pedestrian and bicycle safety features and make Milwaukee Avenue more accommodating and accessible for pedestrians and bicyclists. Components include landscaping and other scenic beautification improvements designed to establish an improved atmosphere for transit riders, pedestrians and motorists, and enhance the aesthetic value along the Village's main transportation corridor. This project will complement the previous ITEP grant projects, and will work to remove barriers to pedestrian and bicycle transportation, resulting in changes in modes of transportation, reducing congestion and reflect an increase in area residents walking and biking to work and provide additional recreational opportunities. Improvements for consideration include: Crosswalk improvements Bicycle lanes/facilities Addition of sidewalks where not present Expansion of existing sidewalks to accommodate street amenities Benches and other seating Landscape and irrigation improvements Trash receptacles Street art Public spaces/plaza areas Wayfinding and identifying signage Pedestrian lighting Opportunities for low impact development Page 4 of 9
Decorative lighting study and design to support the retail corridor environment. Study elements could include accent lighting, retail district beacon lighting, decorative lighting or lighted informational signage. SCOPE OF WORK Tasks and Deliverables The Village of Niles is requesting proposals from qualified firms for Phase I preliminary engineering design and plan development, surveying, and related services for streetscape improvements on Milwaukee Avenue right-of-way in Niles, Illinois, from Monroe Street on the south, to Greenwood Avenue on the north. The Consultant s role will be to carry out the scope of work described in this document. The Consultant may modify the desired scope if, based on their professional expertise and knowledge, they can provide an approach that will more effectively address the goals of this project; however the Consultant shall, at a minimum, satisfy parameters required by the IDOT. In particular, the consulting firm selected to perform the services outlined in this RFP will be responsible for the following: Perform all necessary field surveying, data gathering, review and incorporation of Village Standards and State requirements, coordination with the Village, geometric and grade calculations, and all other data collection necessary to complete the Phase I (preliminary engineering) report. Please note: Streetscape elements are also implemented on major intersecting roadways as well for approximately 300 feet in each direction (or logical termini). Assist in the selection of design elements Development of a concept layout for the project area which includes the integration and coordination of proposed Pulse bus stops along Milwaukee Avenue Environmental assessment and permitting Preliminary design plans Easement identification (if needed) Project/Public information meetings Presentations The project shall be divided into project areas to allow the phasing of improvements. The Consultant shall prepare, during the concept and preliminary phases of the plan development, quantities and construction cost estimates for each of the project phases/segments. The Village intends to construct the various segments based upon funding availability. The cost estimates for each phase/segment is for the Village s sole use and shall not be Page 5 of 9
included in the plan or report submittals to the Illinois Department of Transportation. Attendance at Meetings The Village desires the selected Consultant to work closely with engineering staff and the Village s Milwaukee Avenue Corridor Committee to complete the streetscape improvement project. The Consultant will budget (at a minimum) attendance at the following meetings over the duration of the project: 1 kick-off meeting with the Engineering staff and Milwaukee Avenue Corridor Committee 6 meetings with the Milwaukee Avenue Corridor Committee to discuss and select design concepts 6 progress meetings with Engineering staff 2 presentations to the Village Board 2 public/community meetings 2 meetings with business community 2 meetings with state agencies Project Materials The Village firmly believes in the use of visual presentation materials and graphics to communicate design ideas. The Consultant team is required to provide powerful visuals that effectively complete and enhance meetings and the project process. Any and all materials developed for this project will become the property of the Village. Additional deliverables as required include: monthly progress reports, development of minutes from each meeting and disseminated to all parties, and presentation boards and power point presentations for various Village and public outreach meetings. Meeting materials include agendas, minutes, presentations, supplementary handouts. All display boards, minutes from meetings and agendas shall be submitted to the Village Project Representative for approval prior to meetings and/or dissemination. Coordination with Related Planning Efforts The consultant shall coordinate, as necessary, with other concurrent planning efforts within the Village of Niles. The consultant shall manage the IDOT plan submission/approval process and prepare and coordinate all required submissions, approvals, permits, etc. Page 6 of 9
II. SUBMISSION REQUIREMENTS Firms wishing to be considered for this project shall submit four (4) copies of the proposal. The proposal shall be signed by an official authorized to bind the firm and must contain a statement to the effect that the proposal is valid for ninety (90) days. Proposal information shall be submitted in two (2) envelopes as follows. The first envelope, clearly identified as "Technical Proposal" shall be limited to 30 pages total and contain the following information: Introductory letter, firm name, address, and telephone number; contact person, and table of contents. A clear and concise response as to why the Village of Niles should select your firm for this work. Statement of qualifications of firm. A detailed description of similar projects successfully completed by the firm in the past ten years. Relevant experience illustrating the firm s capabilities which must include description of work performed at other public agencies specifically managed by the designated Project Manager. Cite specific projects of a similar nature to the project described herein. Include the name, telephone number, and email address of a contact person for each client who can verify the information provided. Listing of current projects and percent complete. Provide a brief narrative indicating the management structure of your firm, the tenure of management, and ownership of the firm. Resume of the Project Manager that will be assigned to work as the lead person on this project and be the Village's liaison. This individual must be a licensed civil engineer. Include a detailed description of the assigned Project Manager's experience in streetscape improvements, specifically identifying the projects. Firm personnel experience - A listing of team personnel who will actually be assigned to perform substantial amounts of the work on this project. Provide a resume and experience record for each person, including years of experience, education and anticipated amount of time each will actually work on this project, and location of each person. Sub-consultant personnel experience - Names and addresses of any outside consultants, associates and contractors proposed to be involved with this project. Include each proposed sub-consultant s experience and qualifications as described above for firm s Page 7 of 9
personnel. A detailed proposed scope-of-work and methodology consisting of individual tasks for the project. Project Schedule A proposed time schedule and a method of assuring that the time schedule is met, including the name of the person responsible for the time schedule. Please include an estimated two weeks of review time for each project deliverable due to the Village. Documentation of no personal or organizational conflicts of interest with Village of Niles interests. 2. The second envelope, clearly identified as "Cost Proposal" shall contain the following information: The "time and material not-to-exceed" cost proposal should break down the various elements of cost for the project into individual tasks. The cost break down shall at the very minimum reflect the phases and sub-phases as described in this Request for Proposal. All fees and expenses should be incorporated into the cost proposal including all printing, photocopying, travel and miscellaneous costs, estimated to be accrued during the life of the contract. Also, include any escalation or inflation factors anticipated. No increase in fees will be allowed during the life of the contract.. The Consultant shall identify the number of technical and professional personnel hours (project manager and key professionals) for each task or sub-task. Payment for services is anticipated to be based on man-hours, fee schedule (personnel rate) on a monthly basis. III. CONSULTANT SELECTION PROCESS A panel of the Public Services Department staff members will review the submitted proposals based on the evaluation factors noted. Proposals will be evaluated primarily on the demonstrated ability of the project team members who will actually perform substantial amounts of the work on our project. Proposals will be evaluated based on the following criteria: Firm experience/reputation/workload - Experience of the firm in similar work and record of successful results of that work. Also considered will be the firm s ability to take on additional work, demonstrated understanding of the Village s goals and purpose for Page 8 of 9
this project, specific management approach and how the firm proposes to achieve the project s time goals, how well the firm s organizational structure shows sufficient depth for its present workload, and the firm s ability to offer the breadth and quality of services required for the project. Experience of the personnel assigned to the project team - A firm provides the resources but the individuals assigned to a project are how the job gets done. The Village of Niles will give considerable weight to the individual qualifications of the project team members who will actually do most of the work on this project. Considerations will include qualifications of key personnel, project team member s individual experience and other qualifications, project manager s experience, sub-consultant s individual experience and other qualifications. Response to the project objectives outlined in the RFP including demonstrated understanding of scope of project, and demonstrated ability to present technical data in a user-friendly format with appropriate use of graphics. Adherence to proposal format. Schedule - The proposed schedule for performing the work for the project. The selected firm should be ready to start work immediately after the design contract is awarded by Village Board, which is anticipated to occur on June 23, 2015. Price proposal Village of Niles may consider cost in overall evaluation of the proposals. This project will not necessarily be awarded to the lowest priced proposal, but cost is one criterion and may be considered among the other factors. Project Completion Preference may be given to those who can demonstrate accelerating the schedule for project completion. IV. GENERAL CONDITIONS This request for proposal does not commit the Village of Niles to award a Contract, to pay any costs incurred in the preparation of a response to this invitation, or to procure or Contract for services or supplies. The Village of Niles reserves the right to accept or reject any or all responses received as a result of this request for proposals or to cancel this request in part or in its entirety if is in the best interest of the Village to do so. V. REQUESTS FOR INFORMATION Any requests for clarification or additional information regarding this document shall be submitted in writing to the Village of Niles Purchasing Agent Susan Bus at: slb@vniles.com. Page 9 of 9