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Home My WebLink AboutKovilic Construction - Dredging of Church St. Boat Harbor $115,000 (RFP #24-01) Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Audrey Thompson, Parks & Recreation Director CC: Michael Callahan, Assistant Director; Tim Carter, Lakefront Manager Subject: Approval of a Contract for the Dredging of the Church Street Boat Harbor Date: March 25, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute a contract for $115,000 (Alternative Bid #4) with Kovilic Construction Company, Inc. (3721 N. Carnation Street, Franklin Park, Illinois) for the dredging of the Church Street Boat Harbor. Funding Source: Funding is allocated in the Parks and Recreation Business Unit accounts 100.30.3065.65050, Boat Ramp Operations/BLDG Maintenance Material, and 100.30.3065.62165 Testing Services, which has a combined budgeted amount of $79,000 and a year-to-date balance of $79,000. This amount will be overspent and leave a negative balance of $36,000. This expense will be offset by fees collected from sales of boat launch permits. The 2024 Church Street boat permit revenue is projected at $50,000. Revenue is budgeted in Business Unit 100.30.3065.53565 Boat Ramp Operations. Cost for a 2024 resident season boat permit: $378 Cost for a 2024 non-resident season boat permit: $630 Council Action: For Action Summary: In prior years, dredging activities were exclusively within the red-marked area (see attached map). This has resulted in a greater accumulation of sand within the alternating area of the boat ramp. This has been the leading cause of the entrance of the boat ramp becoming partially blocked in the early fall months, making it difficult or impossible to navigate. Staff Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 recommends a more thorough removal of sand over a larger area so there is a greater area to minimize this impact. Traditionally, a contractor is hired each spring to remove sand that accumulates inside the harbor and at the mouth. Dredging work occurs in late April, so the ramp can open and be usable by early May for boaters. In addition to the ramp being used by boat permit holders, the City needs to utilize the ramp for launching boats for emergency water rescue, aquatic camps, and sailing. The Parks and Recreation Department launches and operates four motor boats from this location five days a week for nine weeks. Currently, there are 600 participants enrolled in Aquatic Camps. The launch facility could not be opened without performing the dredging work, which would impact the aquatic camp and sailing operations. Furthermore, in 2024, the City of Evanston received correspondence from the U.S. Coast Guard outlining their intention to cease operating the Wilmette and Kenosha Coast Guard Stations. This recent development will consequently render the Evanston Fire Department, along with the joint rescue boat stationed in Wilmette, as the only water rescue assets on the North Shore. With the shift, the southwest waters of Lake Michigan will be served by year- round stations in Milwaukee and South Calumet Harbor - Chicago (near the Indiana border) and the seasonal location at Navy Pier. This was an open bid process. The bid for the project was advertised in the Chicago Tribune and on DemandStar, and four direct invitations to bid were sent to Chicago-area dredging and construction companies. On February 20, 2024, the City received two bids. However, one company was disqualified due to incomplete information that was submitted. The only qualified bidder is listed below. The City of Evanston also sought alternative bids for this project. Bids #1 and #3 necessitate the City to lease a front-end loader, incurring an extra cost of $8,000 market rate, and engage a heavy equipment operator from the Public Works Department for a maximum of 10 working days - removing this staff member from other city projects. Alternative bids #2 and #4 include the equipment and operators from Kovilic Construction. Water testing services are included in all the bids. The complete harbor has remained undredged for several years, resulting in a considerable accumulation of sand. Failure to dredge the entirety of the harbor will lead to accelerated backfilling of the ramps and mouth, potentially impeding vessel launches by the end of August. Given that the standard boating season spans from mid-May to mid-October, staff recommend the comprehensive dredging of the harbor to ensure optimal and prolonged utilization for recreation, emergency water operations, and permit holders. The Parks and Recreation Department has contracted with Kovilic Construction, Inc. for the last four years to provide dredging service to the Church Street Harbor. Their performance on those particular contracts was satisfactory. Page 2 of 19 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Bid 1 ● Dredging area is per plan in redshaded area (See map attachment) ● Remove sand from water. The contractor will place sand on the boat ramp launch area. The City of Evanston Public Works front-end loader will move sand to the “deposit area.” ● Provide water, soil, and sand testing as required by the Illinois Department of Natural Resources and Illinois Environmental Protection Agency Bid 2 ● Dredging area is per plan in red shaded area (See map attachment) ● Remove sand from water. The contractor will move and place sand in the “deposit area” WITHOUT the assistance of Evanston Public Works ● Provide water, soil, and sand testing as required by the Illinois Department of Natural Resources and Illinois Environmental Protection Agency Bid 3 ● Dredging area is per plan in red and magenta shaded area (See map attachment) ● Remove sand from water. The contractor will place sand on the boat ramp launch area. The City of Evanston Public Works front-end loader will move sand to the “deposit area.” ● Provide water, soil, and sand testing as required by the Illinois Department of Natural Resources and Illinois Environmental Protection Agency Bid 4 ● Dredging area is per plan in red and magenta shaded area (See map attachment) ● Remove sand from water. The contractor will move and place sand in the “deposit area” WITHOUT the assistance of Evanston Public Works ● Provide water, soil, and sand testing as required by the Illinois Department of Natural Resources and Illinois Environmental Protection Agency Attachments: Map of Dredging Area Professional Services Agreement Kovilic 2024. MWDEBE Waiver Memo BID 24-01(2) Page 3 of 19 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Lake Michigan Zone AE Zone X Zone AE SHERI DAN RDLAKE ST DAVIS ST City of Evanston Dredging & Disposal Areas ´ Dredging Area Disposal Area Flood Zone Boundary Tax Parcel 0 100 200 300 Feet 1/28/2015Dredging2015.mxdThis map is provided "as is" without warranties of any kind.See www.cityofevanston.org/mapdisclaimers.html for more information. MAIN DODGEASBURYCHI CAGOGRANT CHURCH H OWAR D RIDGEDEMPSTER EMERSON DAVIS SHERIDANG R E E N B A Y ISABELLA CRAWFORDCENTRAL PARKELGIN MCCORMICKCENTRAL MCCORMICKSHERIDANISABELLA RIDGECENTRAL LocatorMap Page 4 of 19 Alternative Bid Area 3 & 4 Bid Area 1 & 2 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 _______________ _____________________________ Brian George Acting Corporation Counsel 03 / 27 / 2024 Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 EXHIBIT A- Project Milestones and Deliverables This EXHIBIT A to that certain Consulting Agreement dated 3/26/24 between the City of Evanston, 2100 Ridge Avenue, Evanston, Illinois, 60201("City") and Kovilic Construction Company, Inc. ("Consultant") sets forth the Commencement and Completion Date, Services, Fees, and Reimbursable Expenses as follows: I. COMMENCEMENT DATE: April 22, 2024 II. COMPLETION DATE: May 6, 2024 Ill. FEES: $115,000.00 IV. SERVICES/SCOPE OF WORK: As defined in RFP/O # 24-01 (Exhibit B) and Consultants Response to Proposal (Exhibit C) Dated: March 26, 2024 / Doc ID: 1479ebc6f4f2f98a7118abebd5385faf90101f86 Contract with Kovilic Construction for the Dredging of the... memo_to_council.pdf and 1 other 1479ebc6f4f2f98a7118abebd5385faf90101f86 MM / DD / YYYY Signed 03 / 27 / 2024 13:18:21 UTC-5 Sent for signature to Brian George (bgeorge@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 03 / 27 / 2024 13:24:00 UTC-5 Viewed by Brian George (bgeorge@cityofevanston.org) IP: 107.77.206.202 03 / 27 / 2024 13:25:01 UTC-5 Signed by Brian George (bgeorge@cityofevanston.org) IP: 107.77.206.202 03 / 27 / 2024 13:27:48 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 03 / 27 / 2024 13:28:06 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 The document has been completed.03 / 27 / 2024 13:28:06 UTC-5