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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Professional Engineer
DATE: June 5, 2019
SUBJECT:
A Resolution to Award the Eola Road Realignment project to Berger Excavating Contractors, Inc., and Appropriate Motor Fuel Tax funds 17-000318-00-CH.
PURPOSE:
To award the Construction Contract for the Eola Road Realignment project and the appropriation of Motor Fuel Taxes (MFT) by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
The proposed improvements include the removal of existing Heggs Road from south of the school entrance to US 30 and the construction of Eola Road on a new alignment from south of the school entrance to US 30. This includes the removal of the existing unsignalized intersection of Heggs Road and US 30, and the construction of a new signalized intersection of Eola Road and US 30 approximately 2,000' north of the existing intersection. A location map is attached as Exhibit B.
The property known as Lincoln Prairie was annexed to the City of Aurora by ordinance O02-160, dated December 10, 2002. The City of Aurora and Five H, LLC. entered into an annexation agreement for said property. The agreement set forth the respective obligations of the City and Five H, LLC. for Heggs/Eola Road/Wikaduke Trail and US 30 roadway improvements, rights of way dedication and cost sharing.
The City also entered into a Roadway Construction and Financing Agreement with Five H, LLC. regarding the Eola Road Realignment. Five H, LLC agreed to dedicate Right of Way for said extension and US 30 widening and grant any easements necessary. This Right of Way location was previously approved by the Annexation Agreement with Five H, LLC when the property was annexed as Lincoln Prairie per ordinance O02-161
IDOT is contributing funds for the intersection improvements that were originally slated for the old intersection of US 30 and Heggs Road. The State will cover applicable construction costs and preliminary and construction engineering costs up to a maximum amount of $1,440,000. This agreement was approved as R17-204 and was executed by the State on October 25, 2017.
The newly constructed Eola Road roadway cross section will consist of one-lane of travel in each direction with extended shoulders and a raised 16' wide median. In the future this 3-lane roadway extension of Eola Road will become a 5-lane roadway section with curb and gutter, street lights in the median, storm sewer, sidewalk and a multi-use path. These improvements are anticipated to be built by the future developers of the property abutting this roadway extension. Upon completion of the 3-lane roadway section, the City's 40% cost obligation for a 5-lane roadway section for the Eola Road extension will be considered completely fulfilled.
This roadway project requires land acquisition from two property owners. The property owned by Five H, LLC is now known as Lincoln Prairie Aurora LLC. Land acquisition is also needed on the other side of US 30 from Lincolnway Crossings LLC. The required Right of Way has not been dedicated from either property owner at this time and negotiations are on-going. The Lincoln Prairie Aurora LLC property is under contract to be sold to DR Horton. We have been working with DR Horton and their representatives addressing their comments about the project. The Lincolnway Crossings LLC acquisition is being dedicated in the name of the State. We are currently working through issues on the acceptable deed language between IDOT and Lincolnway Crossings LLC. We are hopeful that the required Right of Way will be acquired in the next month or so and will not affect the construction schedule.
DISCUSSION:
Bids were opened and publicly read on May 29, 2019. The bid tabulation for the 5 bids received is attached as Exhibit A. The lowest responsible bid was submitted by Berger Excavating Contractors, Inc., 1205 Garland Road, Wauconda, IL in the amount of $2,479,977.72 which is 22.9% less than the Engineer's Cost Estimate. Berger Excavating is IDOT Certified and recently successfully completed the IDOT Butterfield & Raddant Road project for the State, which was within City limits. We recommend awarding the Eola Road Realignment project to Berger Excavating Contractors, Inc. for the unit prices submitted.
Due to the funding source, the local preference ordinance does not apply.
IDOT requires City Council appropriation of Motor Fuel Taxes prior to expenditure of funds. The IDOT Resolution appropriating MFT funds in the amount of $1,400,000 to cover the City’s share of Construction and Construction Engineering is attached as Exhibit C. IDOT is contributing $1,440,000 of State funds to the project.
The 2019 Budget provides funding in CIP GB066 and Account No. 203-4460-431.79-64.
IMPACT STATEMENT:
Old Heggs Road will be closed for the duration of the project and a detour provided. US Route 30 will remain open and motorist may experience traffic delays due to the construction. Construction is expected to begin in July and be substantially completed by November, subject to land acquisition.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to Award the Contract for the Eola Road Realignment project to Berger Excavating Contractors, Inc., 1205 Garland Road, Wauconda, IL 60084 in the amount of $2,479,977.72 and to Appropriate Motor Fuel Tax Funds, 17-00318-00-CH..
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, it is necessary and desirable to completed the Eola Road Realignment project with the approximate limits shown and incorporated as Exhibit 'B'; and
WHEREAS, bids were received and publicly opened and read on May 29, 2019 with bid tabulation attached hereto and incorporated as Exhibit 'A'; and
WHEREAS, Berger Excavating Contractors, Inc., 1205 Garland Road, Wauconda, IL 60084 was the lowest responsible bidder in the amount of Two Million Four Hundred Seventy Nine Thousand, Nine Hundred Seventy Seven and 72 Cents ($2,479,977.72); and
WHEREAS, State Motor Fuel Tax funds will be utilized for this project and the MFT Resolution appropriating these funds is attached hereto and incorporated as Exhibit 'C'; and
WHEREAS, the 2019 City Budget provides funds in CIP GB066 and Account No. 203-4460-431.79-64 (Motor Fuel Tax funds).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is hereby authorized to execute a contract with Berger Excavating Contractors, Inc. for the unit prices shown within the bid as set forth in Exhibit 'A' and the City Clerk is authorized to sign the Motor Fuel Tax Appropriation as set forth in Exhibit 'C'.