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TO: Mayor Richard C. Irvin
FROM: Kenneth Schroth, City Engineer/Director of Public Works
DATE: December 15, 2017
SUBJECT:
Resolution authorizing the Mayor and City Clerk to amend Resolution R17-348 and to execute the revised Local Agency Agreement with the State of Illinois (IDOT) for the Aurora Transportation Center (ATC) Regional Facility Enhancement Project, Section 16-00313-00-MS (Wards 1 & 6)
PURPOSE:
To authorize the Mayor and City Clerk to amend Resolution R17-348 to allow for the execution of the local agency agreement with the State of Illinois (IDOT), set forth in Exhibit "A" and of which the agreement may also be amended by IDOT and to approve the project estimated cost increase.
BACKGROUND:
Resolution R17-348, which was approved on October 24, 2017, approved and authorized the Mayor and City Clerk to execute the agreement with IDOT and HRGreen Inc. for construction funding and construction engineering services for the ATC Regional Enhancements Project which were based on a cost estimate dated June 23, 2017
On October 5, a draft local agency agreement was submitted to IDOT for review as part of the IDOT's letting process in order to meet the letting date of January 19, 2018.
On October 18, 2017, revised final engineering plans, revised final construction cost estimate, and bid specifications were submitted to IDOT for review.
On November 14, 2017, the City received IDOT's comments on the local agency agreement and the revised cost estimate. The changes to the local agency agreement is based on new construction cost estimate, IDOT comments and adding addendum # 3.
Since the original resolution was approved, the final engineering plans were revised to add bridge and parking lot lights, add non-special waste disposal, increase in unit price for the bridge superstructure and increase in quantity and adjustment in unit cost for parking lot paving which all resulted in the increase in the estimated construction cost.
DISCUSSION:
Resolution R17-348 authorized the execution of the local agency agreement with IDOT HRGreen Inc. However, the resolution did not allow for amendment to the agreements that could have occurred upon IDOT's review. This resolution would allow the Mayor and City Clerk to execute the most current agreement that may be amended by IDOT.
IDOT requested the City to add addendum # 3 Traffic Signal, Sidewalk, and Electrical Maintenance to the local agency agreement, which is included in the revised Local Agency Agreement. This addendum outlines the responsibility for maintenance and electrical energy for the operation of the existing traffic signal at the intersection of IL. Rte. 25 at Spring Street and new traffic signal at IL Rte. 25 at the ATC Entrance, along with the proposed sidewalk and streetlights.
As part of the current maintenance agreement, the City is 100% responsible for maintenance of the signal on Broadway at the existing Pace Pulse Point access. Therefore, the City is not accepting more maintenance responsibility as part of this agreement and the responsibility is the same at Spring St and IL Rte. 25. On July 1, 2011, the City executed a master agreement with the State of Illinois (IDOT) for the maintenance and operation obligation of traffic signals. Addendum # 3, which is added to the local agency agreement, incorporates the adjustments to the traffic signals into the master agreement.
The proposed resolution amends Resolution R17-348 to allow the City to execute the most current agreements that may be amended by IDOT, approve the cost increase in the local agency agreement base on the revised construction cost estimate and approve the addition of addendum # 3.
Since the original resolution was approved, the final engineering plans were revised to add bridge and parking lot lights, add non-special waste disposal, increase in unit price for the bridge superstructure and increase in quantity and adjustment in unit cost for parking lot paving which all resulted in the increase in the estimated construction cost.
Resolution R17-348 approved a $13.2 million dollar for construction and $1.2 million dollar phase 3 contract of which $11.4 million dollars is being funded by a CMAQ and Kane County Forrest Preserve is pledging $1.65 million dollars. The remainder is locally funded. The revised estimated construction cost is $14.8 million dollars and the current budget covers the total Local cost.
Accounting for in-kind contribution from Kane County Forest Preserve District in the amount of $1.65 million and reimbursement from the CMAQ grant for construction engineering in the amount of $958,715, the approximate City's portion is $2.95 million dollars. The actual City portion for construction will be determined after letting.
The revised local agency agreement (Exhibit "A") with noted addendum is attached for execution. The signed HRGreen construction engineering service agreement (Exhibit "B") and Resolution R17-348 are attached for reference.
IDOT requires 5 executed revised local agency agreement with the original signatures. The ATC project improvements in these agreements are included in the approved 2018 A059 CIP budget and the account from which the project is to be funded is 353-4433-437.73-20 (CIP A059).
IMPACT STATEMENT:
MVPS will need maintain additional parking stalls and Downtown Services will need to maintain the bridge deck.
RECOMMENDATIONS:
Staff recommends approval of the amendment to Resolution R17-348 and authorizing the Mayor and City Clerk to execute the revised local agency agreement with the State of Illinois (IDOT), the revised cost increase and for the approval of Addendum # 3, associated with the Aurora Transportation Center (ATC) Regional Facility Enhancement Project
Please forward this resolution to the Finance Committee for their review and recommendation for approval.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the Mayor and City Clerk to amend Resolution R17-348 and to execute the revised Local Agency Agreement with the State of Illinois (IDOT) and approve the project cost increase for the Aurora Transportation Center (ATC) Regional Facility Enhancement Project.
body
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, in March 2015, the City applied for Congestion Mitigation and Air Quality Improvement Program Grant (CMAQ). In October 2015, the City’s received notification from Chicago Metropolitan Agency for Planning (CMAP) that the City’s project had been approved for programming; and
WHEREAS, the City received design approval in August 2017 and final engineering plans and specifications have been submitted to IDOT for approval with a proposed project letting of January 19, 2018; and
WHEREAS, City Council passed Resolution R17-348 on October 24, 2017, which authorized the execution of these agreements with the State of Illinois (IDOT) and HRGreen Inc; and
WHEREAS, draft local agency agreements were submitted to IDOT along with revised engineer final cost estimate and revised final engineering plan The IDOT Section number for the project is 16-00313-00-MS and the project number is WXJJ (747); and
WHEREAS, IDOT has reviewed the agreements and request the addition of addendum #3 and to revise the local agency agreement to reflect the final construction cost estimate; and
WHEREAS, the total construction project cost has increased, resulting in increase in local portion of the construction cost which is reflect in the attached agreement. The final cost will be known at the letting; and
WHEREAS, federal funding for this project will be administered through IDOT according to the Local Agency Agreement, that may be amended by IDOT, attach hereto as Exhibit "A"; and
WHEREAS, IDOT amended the local agency agreement to add addendum #3 to the local agency agreement, outlining the responsibility for the maintenance and electrical energy for the operation of the traffic signal, streetlights, and sidewalk along Broadway Ave; and
WHEREAS, the project will be funded per CIP A059 and will utilize Account No. 353-4433-437-73.20 to fund $5,762,100 In addition the City will be reimbursed $958,715 for Phase 3 Engineering from the grant and $1,650,000 pledge from Kane County Forrest Preserve which would in total have the City expending $2,950,632. Per the Local Agency agreement, the City is committed to fund $4,600,632 for construction
WHEREAS, the value that is
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the Mayor and City Clerk are hereby authorized to amend Resolution R17-348 and to execute the revised local agency agreement with the State of Illinois (IDOT) set forth in exhibit "A" or the most current agreement that may be amended by IDOT for the ATC Regional Facility Enhancement Project for a total construction cost of $4,600,632.