Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, February 28, 2022 @ 7:00 PM or Immediately Following Village Board Meeting Edward Barcal Hall 8820 Brookfield Avenue Brookfield, IL 60513 I. ROLL CALL II. REGULAR BUSINESS 1. Discussion Concerning Options for Grant Avenue Widening as Part of the 2022 Street Improvement Project Committee Item Memo- Grant Ave Widening 2. Eight-Corners Fountain Update Committee Item Memo-Fountain Update III. PUBLIC COMMENT IV. EXECUTIVE SESSION V. ADJOURNMENT Page 1 of 16  Committee Item Memo Meeting Date: February 28, 2022 Staff Contact: Carl Muell, Public Works Director Department: Public Works Subject: Discussion Concerning Options for Grant Avenue Widening as Part of the 2022 Street Improvement Project Background Information: At its last Committee of the Whole meeting on February 14th, 2022 the Board discussed the widening of Grant Avenue from Grand Boulevard to Forest Avenue. Following discussion, the Board requested additional options be presented for the potential widening. At the January 24 Committee of the Whole meeting, the Board requested that staff hold a meeting to allow impacted residents of the area to review the options. Staff mailed out notices to all residents that either live on Grant Avenue, from Grand to Forest, or to residents whose property was adjacent to Grant, inviting them to participate in an online meeting on February 9 to discuss the project. At this meeting, staff presented various options (summarized below) and provided its rationale for recommending that Grant be widened to allow for two 11-foot drive lanes, and two parking lanes on the north and south sides of the street. One resident participated in the meeting. He was opposed to any widening option, primarily due to its impact on existing trees, he felt it was not in keeping with the residential nature of the north side of the street and he did not feel there is a problem with the current street configuration. Following the last Board meeting, Hancock Engineering created a new Option A, which consists of two 11' drive thru lanes and 7' designated parking lanes on both sides of Grant Avenue between Grand Boulevard and Prairie Avenue. An Option B was discussed by the Board, which included widening Grant Avenue to 29' between Grand Boulevard and Prairie Avenue. This would allow for two 11' drive thru lanes and a 7' designated parking on the south side of Grant Avenue. There would continue to be no parking on the north side of Grant Avenue in Option B. A new Option C was offered which provided for a 15' drive lane, and 7' dedicated parking lanes for both sides of the street. In addition to the Options for Grant widening, the Board discussed the potential elimination of parking spaces on Prairie Avenue at Grant Avenue, to increase sight line distances. The Village Engineer has reviewed this intersection and is recommending the elimination of 10 total parking spaces on Prairie in order to improve the sight line for traffic on Grant turning either north or south onto Prairie. Page 2 of 16 Staff has provided three options for Board consideration for the widening of Grant Avenue. These are summarized below: Option Configuration Benefits Estimated Cost A Two 7-foot parking Adds 13 new parking $91,500 lanes on both side of spaces to the north street; Two 11-foot side; safer drive through-lanes lanes and can handle more traffic B 7-foot parking lane Safer drive lanes, $45,000 on southside only; handle more traffic. two 11-foot through Saves more trees. lanes C Two 7-foot parking Adds 13 new parking $40,000 lanes on both sides; spaces; saves one 15-foot through existing trees lane Financial Impact: Options range from $40,000 to $91,500 Recommendation(s): It is staff's recommendation for Option A for the widening of Grant Avenue and the elimination of 10 parking spaces on Prairie Avenue Attachments: Grant-Exhibit (Feb 17)-1A Grant-Exhibit (Feb 17)-1B Grant-Exhibit (Feb 17)-1C Grant-Exhibit (Feb 17)-A Grant-Exhibit (Feb 17)-B Grant-Exhibit (Feb 17)-C Grant-Prairie Int Exhibit-A Grant-Prairie Int Exhibit-B Page 3 of 16  GRANT AVENUE WIDENING (GRAND BOULEVARD - PRAIRIE AVENUE) NORTH SOUTH R.O.W. R.O.W. 66' R.O.W. 5' 7.5' 39' B/C TO B/C 7.5' 5' S/W PARKWAY PARKWAY S/W 11' 11' THRU LANE THRU LANE Jeep 9933 EHE 7' 7' PARKING PARKING LANE LANE DESIGN OPTION A 1. PROVIDES ADDITIONAL 13 PARKING SPACES ON NORTH SIDE OF GRANT AVENUE (CURRENTLY PARKING IS NOT ALLOWED ON THE NORTH SIDE). 2. RESULTS IN 2 - 11' WIDE DEDICATED THROUGH LANES. 3. 23 NEW TREES PROPOSED TO BE PLANTED AT A MORE UNIFORM SPACING. THIS IS AN INCREASE OF 6 NEW TREES FROM EXISTING CONDITIONS. 4. ESTIMATED INCREASE IN COST = $91,500. Page 4 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING (GRAND BOULEVARD - PRAIRIE AVENUE) NORTH SOUTH R.O.W. R.O.W. 66' R.O.W. 5' 14.5' 32' B/C-B/C 7.5' 5' S/W PARKWAY PARKWAY S/W 11' 11' THRU LANE THRU LANE 7' PARKING LANE DESIGN OPTION B 1. NO INCREASE IN AVAILABLE PARKING. 2. RESULTS IN 2 - 11' WIDE DEDICATED THROUGH LANES. 3. 5 EXISTING TREES TO BE REMOVED, 10 NEW TREES PROPOSED TO BE INSTALLED. 4. ESTIMATED INCREASE IN COST = $45,000. Page 5 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING (GRAND BOULEVARD - PRAIRIE AVENUE) NORTH SOUTH R.O.W. R.O.W. 66' R.O.W. 5' 11' 32' B/C TO B/C 11' 5' S/W PARKWAY PARKWAY S/W 15' THRU LANE Jeep 9933 EHE 7' 7' PARKING PARKING LANE LANE DESIGN OPTION C 1. PROVIDES ADDITIONAL 13 PARKING SPACES ON NORTH SIDE OF GRANT AVENUE (CURRENTLY PARKING IS NOT ALLOWED ON THE NORTH SIDE). 2. RESULTS IN 1 - 15' WIDE SHARED THROUGH LANE. 3. NO IMPACT ON EXISTING TREES. 4. ESTIMATED INCREASE IN COST = $40,000. Page 6 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING DESIGN OPTION A - 7' WIDENING ON BOTH SIDES VERNON AVENUE AVENUE AVENUE GRANT AVENUE GRANT AVENUE GRANT AVENUE 7' 11' 25' 11' 7' FOREST G B RA PRAIRIE O N U D LE V A R D 1. PROVIDES ADDITIONAL 13 PARKING SPACES ON NORTH SIDE OF GRANT AVENUE (CURRENTLY PARKING IS NOT ALLOWED ON THE NORTH SIDE). 2. RESULTS IN 2 - 11' WIDE DEDICATED THROUGH LANES. 3. 23 NEW TREES PROPOSED TO BE PLANTED AT A MORE UNIFORM SPACING. THIS IS AN INCREASE OF 6 NEW TREES FROM EXISTING CONDITIONS. 4. ESTIMATED INCREASE IN COST = $91,500. Page 7 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING DESIGN OPTION B - 7' WIDENING ON SOUTH SIDE VERNON AVENUE AVENUE AVENUE GRANT AVENUE GRANT AVENUE GRANT AVENUE 11' 25' 11' 7' FOREST G B RA PRAIRIE O N U D LE V A R D 1. NO INCREASE IN AVAILABLE PARKING. 2. RESULTS IN 2 - 11' WIDE DEDICATED THROUGH LANES. 3. 5 EXISTING TREES TO BE REMOVED, 10 NEW TREES PROPOSED TO BE INSTALLED. 4. ESTIMATED INCREASE IN COST = $45,000. Page 8 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING DESIGN OPTION C - 15' SHARED THROUGH LANE VERNON AVENUE AVENUE AVENUE GRANT AVENUE GRANT AVENUE GRANT AVENUE 7' 15' 25' 7' FOREST G B RA PRAIRIE O N U D LE V A R D 1. PROVIDES ADDITIONAL 13 PARKING SPACES ON NORTH SIDE OF GRANT AVENUE (CURRENTLY PARKING IS NOT ALLOWED ON THE NORTH SIDE). 2. RESULTS IN 1 - 15' WIDE SHARED THROUGH LANE. 3. NO IMPACT ON EXISTING TREES. 4. ESTIMATED INCREASE IN COST = $40,000. Page 9 of 16 W:\Projects_by_Village\Brookfield\12521275 - 2022 Street Improvements\Site\Grant-Exhibit (Feb 17).dwg  GRANT AVENUE WIDENING (GRAND BOULEVARD - PRAIRIE AVENUE) SIGHT TRIANGLE ANALYSIS IDOT REQUIREMENT AVENUE PRAIRIE AVENUE GRANT Page 10 of 16  GRANT AVENUE WIDENING (GRAND BOULEVARD - PRAIRIE AVENUE) RECOMMENDED IMPROVEMENTS AVENUE IDOT REQUIREMENT LOSE 4 SPOTS IDOT REQUIREMENT LOSE 9 SPOTS RECOMMENDED IMPROVEMENT LOSE 1 SPOT RECOMMENDED IMPROVEMENT LOSE 3 SPOTS PRAIRIE AVENUE IDOT REQUIREMENT LOSE 9 SPOTS IDOT REQUIREMENT LOSE 6 SPOTS GRANT RECOMMENDED IMPROVEMENT LOSE 3 SPOTS RECOMMENDED IMPROVEMENT LOSE 3 SPOTS TOTAL FOR ALL 4 LEGS OF INTERSECTION IDOT REQUIREMENT LOSE 28 SPOTS Page 11 of 16 RECOMMENDED IMPROVEMENT LOSE 10 SPOTS  Committee Item Memo Meeting Date: February 28, 2022 Staff Contact: Carl Muell, Public Works Director Department: Public Works Subject: Eight-Corners Fountain Update Background Information: Staff has been working to replace the fountain at Eight-Corners for several years now. Design details were discussed over a two-year period, and funds were included in the 2021 budget for construction. Shortly after the Board directed staff to move forward with the project, the Village was informed by the State that we were going to receive $250,000 in State grant funding towards the project. Since this funding would pay for roughly half the project, Village staff began to work with the State to comply with the requirements they place on use of these funds. As a summary: Bids for the Veteran’s Circle Improvements Project were advertised in July 2021. Approximately two weeks prior to advertising for bids, the Village received notice that it was to receive $250,000 in grant funds towards the project that would be administered by the Department of Commerce and Economic Opportunity (DCEO). Village staff worked diligently with DCEO staff to incorporate any grant-related requirements in the bidding documents. The most notable of these requirements was the requirement for Disadvantaged Business Enterprise (DBE) participation in the project. Although DCEO staff could not provide the exact DBE participation percentage at that time, they recommended that the Village use the typical DBE percentage used by Cook County which is 34%. DCEO determines the DBE participation individually for each project and felt that using the Cook County DBE participation percentage would be conservative. A contract was awarded to Integral Construction for the project by the Village Board at the August 23, 2021 Board meeting in the amount of $641,200.00. At this same Board meeting, Change Order No. 1 was also approved which included certain credits provided by the contractor and elimination of two items of work which will be performed by Public Works personnel. This Change Order reduced the total contract amount to $598,080.00. Since August 2021, staff has submitted the documentation required by DCEO and has been attempting to have DCEO approve the documentation and determine the MBE participation requirements for the project. During staff’s most recent conversation with DCEO on February 7th, they indicated that several items remained to be reviewed and they anticipated it would be approximately 8 – 12 weeks before the Village would receive the DBE participation Page 12 of 16 percentages. DCEO indicated that typical DBE participation percentages have ranged from 20 – 24% on recent projects. Once these DBE participation percentages are received, the contractor will submit their Utilization Plan for review by DCEO. It should be noted that the contractor’s Utilization Plan submitted with the bid included 9.5% DBE participation. Staff anticipates that DCEO will require the contractor to either increase their DBE participation or provide documentation of their Good Faith Effort (demonstrate they solicited proposals from many DBE contractors, etc.). The final approval of the DBE participation can be a “back and forth” process and it is difficult to estimate the exact amount of time it will take. Staff anticipates a range of 4 – 8 weeks. Once the DBE participation plan and all other grant requirements have been satisfied, the Village can proceed with the work and anticipate receiving the funding from DCEO. The following is staff’s estimated schedule for the remaining items to be completed. Receive DBE participation requirements: April 18. Receive approval of DBE Utilization Plan: May 30 Begin construction: June, 2022 Complete construction: September, 2022 The Village always has the option of moving forward with the project without utilizing the State funding. Funds are available in the Eight-Corners Tax Increment Financing District to cover this project. During a recent meeting with DCEO, staff inquired whether our $250,000 grant could be utilized by the Village for another project, but the DCEO did not feel that was an option. Staff recommends we continue to follow the State's process until May, 2022. If, at that point, we are no closer to final approval by the State, we can bring this issue back to the Board's attention and assess options for moving forward with the construction. Financial Impact: The financial impact would be $348,080.00 with the grant or $598,080.00 without the grant. Recommendation(s): Continue to follow the State's review process Attachments: 2 CFR 200 Procurement - 2-7-22 from DCEO Accountability Office Page 13 of 16  Procurement Summary All grants are required to follow procurement standards that are outlined in 2 CFR 200.317 through 2 CFR 200.327 (https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part- 200/subpart-D/subject-group-ECFR45ddd4419ad436d). This document will help guide your organization to establish an organization procurement policy and help your organization remain in compliance with procurement standards. Noncompliance with procurement standards may result in the return of funds to the agency. How to Comply 1. All Grantees must have and use documented procurement procedures that are consistent with 2 CFR 200.317 through 327, which is summarized in this document. 2. All procurement processes must be documented. 3. The Illinois Department of Commerce & Economic Opportunity may ask for the procurement policy and backup documentation as part of a grant monitoring review. Summary of Procurement Methods 1. Micro-purchase 2. Small purchase 3. Sealed bids 4. Proposals 5. Noncompetitive procurement Micro-purchases  The purchase cannot exceed the micro-purchase threshold, which is defined in the Federal Acquisition Regulations as $10,000 (confirm this, as the threshold may change by the federal government).  As a Grantee, you may establish a threshold higher than the micro-purchase threshold, but you must: o Qualify as a low-risk auditee, in accordance with 2 CFR 200.520 for the most recent audit; o Perform an annual internal institutional risk assessment to identify, mitigate and manage financial risks; or, o For public institutions, a higher threshold consistent with State law.  Micro-purchases may be awarded without soliciting competitive price or rate quotations if your organization considers the price to be reasonable. Page 14 of 16 Small Purchases  Small Purchases are for purchases that do not exceed the Simplified Acquisition Threshold of $250,000 (confirm this, as the threshold may change by the federal government).  Your organization is responsible for following the established procurement policy of your organization that describes the small purchase procedures, which includes, but not limited to: o Outreach methods o Acceptable number of responses o Review methods Sealed Bids Purchases  Sealed Bids Purchases may be used when the value of the procurement exceeds the Simplified Acquisition Threshold of $250,000 (confirm this, as the threshold may change by the federal government).  This method includes a public solicitation and a firm fixed-price contract (lump sum or unit price) is awarded to the bidder that conforms with the terms and conditions of the invitation for bids, is the lowest in price.  The following should be present for a sealed bid: o A complete, adequate and realistic specification or purchase description is available; o Two or more responsible bidders are willing and able to compete effectively for the business; and o The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the basis of price.  If sealed bids are used, the following requirements apply: o Bids must be solicited from an adequate number of qualified sources, providing them sufficient response time prior to the date set for opening the bids, for local, and tribal governments, the invitation must be publicly advertised; o The invitation for bids, which will include any specifications and pertinent attachments, must define the items or services in order for the bidder to properly respond; o All bids will be opened at the time and place prescribed in the invitation for bids, and for local and tribal governments, the bids must be opened publicly; o A firm fixed price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs must be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and o Any or all bids may be rejected if there is a sound documented reason. Proposals  Proposals may be used when the value of the procurement exceeds the Simplified Acquisition Threshold of $250,000 (threshold may change by the federal government).  Proposals are generally used when conditions are not appropriate for the use of sealed bids (typically when there are unique skills required). Page 15 of 16   Requests for proposals (RFPs) must be publicized and identify all evaluation factors and their relative importance. Proposals must be solicited from an adequate number of qualified offerors. Any response to publicized requests for proposals must be considered to the maximum extent practical;  There must be written methods for conducting technical evaluations of the proposals received and making selections;  Contracts must be awarded to the responsible offeror whose proposal is most advantageous to your organization, which price and other factors considered; and  Your organization may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby offeror's qualifications are evaluated, and the most qualified offeror is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though A/E firms that are a potential source to perform the proposed effort. Noncompetitive Procurement  Noncompetitive procurement may be used if one or more of the following circumstances apply. All decisions on pursuing a noncompetitive procurement must be documented. o The acquisition of property or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold o The item is available only from a single source; o The public exigency or emergency for the requirement will not permit a delay resulting from publicizing a competitive solicitation; o The Illinois Department of Commerce & Economic Opportunity expressly authorizes a noncompetitive procurement in response to a written request from the non-Federal entity; or o After solicitation of a number of sources, competition is determined inadequate. Tips to Remain in Compliance  Read 2 CFR 200.317 through 2 CFR 200.327 to understand Procurement Standards - https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject- group-ECFR45ddd4419ad436d  Create a documented procurement policy that uses 2 CFR 200.317 through 2 CFR 200.327 as minimum requirements.  Avoid conflicts of interest and related-party transactions by following your organization policy and saving documentation.  If you have any questions, reach out to your grant manager for assistance. Page 16 of 16