The Engineering Division of Public Works is currently determining the streets to be included in the 2023 MFT Street Reconstruction and Street Rehabilitation Program. The first step in the design process is to perform the necessary topographic surveys that will be used as the base for design. Our past experience has shown that this work is efficiently handled through a professional service contract with a qualified engineering survey firm that uses specialized survey equipment. The consultant collects the topographic data and then interfaces with our AutoDesk CAD program; which provides a layout of the street along with the necessary elevations. Staff then completes the roadway designs and prepares the plans for construction.

In the fall of 2021, the Engineering Division requested consultant firms provide a cost per lineal foot to complete this work for one year with the option to annually extend the contract for three years, for a total of four years. At the September 8, 2021 Board meeting, Baxter & Woodman (B&W) was awarded the contract and adequately performed the drafting and survey services. Staff is requesting the first of three possible one-year contract extensions.

The cost proposed by B&W for the second year is $2.78 per linear foot. The Agreement is based on 3.4 miles (17,980 linear feet) of streets to be surveyed for a total contract amount of $49,984.40.

Funding for the General Survey and CAD Drafting Services for the 2023 Street Reconstruction and Street Rehabilitation Program is included in the current budget under Account number 401-7101-571.50-30 (ST9008).

The surveys will be performed as weather allows this fall and construction is targeted for spring of 2023. 

RECOMMENDATION

It is recommended that the Village Board award a one-year contract extension agreement with Baxter & Woodman to perform the General Survey and CAD Drafting Services for the 2023 Street Reconstruction and Street Rehabilitation Program in an amount not-to-exceed $49,984.40 and authorize the Village Manager to approve the contract language, and  staff  to execute the necessary documents.