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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: May 16, 2024
SUBJECT:
A Resolution authorizing the execution of a Phase 2 Design Engineering Supplement with Stanley Consultants, Inc. in the not to exceed amount of $37,646.00 and the appropriation of $80,000.00 of REBUILD Illinois Bond Funds for the Indian Trail Signal - Edgelawn to Highland Project.
PURPOSE:
This is a Resolution to approve the above referenced Engineering Services Supplement and to appropriate REBUILD Illinois Bond funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
The project has secured federal funding to cover up to 80% of Construction and Construction Engineering costs. The funding sources include Surface Transportation Program - Local (STU) and Congestion Mitigation and Air Quality (CMAQ). A total of $3,800,000.00 in federal funds has been secured for Construction and Construction Engineering on the project.
The project involves modernizing the signalized intersections along Indian Trail between Edgelawn Dr and Highland Ave. Modernization includes replacement of all aging signal equipment, widening of curb radii to meet design vehicle requirement, and improving pedestrian facilities to meet ADA compliance. The intersections will feature new signal heads with 4-face flashing yellow turn arrows, which are currently in use on Orchard Rd and are proposed in other upcoming projects throughout the City. Additionally, the existing roadway and 8-10 foot wide bike path will be resurfaced as part of this project. Additional general information and exhibits can be found on the project website (<https://www.aurora-il.org/2365/Indian-Trl-from-Edgelawn-Dr-to-Highland->).
The City is continuing work with their selected design consultant, Stanley Engineering, on final design plans under a previous City agreement. The plans are 99% complete and the "Initial Final" Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on November 27, 2023. The project is likely targeting a September 2024 IDOT letting, pending final land acquisition certification and railroad agreement approval.
The original agreement with Stanley Engineering was in the amount of $392,257.00 (R22-245). Supplement #1 for this project was previously processed at staff level in November 2023 in the amount of $38,462.00.
DISCUSSION:
During final design, Stanley Engineering and their consultants completed a number of work items not identified in the original Phase 2 agreement. At this time it is required to process a Supplement #2 as well to cover items not identified in Supplement #1. General reasons for the supplement include items that have changed due to project delays, changes per IDOT review comments, and changes requested by the City due to an influx of federal funds to include more work on this project. Further detail is below:
Supplement #1 was previously processed in the amount of $38,462.00. Changes include:
- ADA Modifications
- Traffic Signal Changes
- Street Lighting required by IDOT
- Additional bike path scope requested by the City
- Additional submittals due to delays
- Changed some design elements required from land acquisition negotiations
The Scope of Work for Supplement #2 is detailed in the attached agreement, noted as Exhibit ‘A’, and the agreement is in the amount of $37,646.00. Changes include:
- Utility design changes
- Clarifying scope of Land acquisition to get IDOT approval
- More soil sampling due to the delay (research/testing has expired)
- Additional submittals and project management
The original consultant selection followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, REBUILD Illinois Bond Funds, is not subject to the local preference policy.
The REBUILD Illinois Bond Fund is a grant program using proceeds from general obligation (transportation, series A) bonds authorized in the REBUILD Illinois capital program to provide Local Agencies with the funds for transportation improvement projects. The City has received 13,042,322.82 in total over a 3 year period. The funds can only be used on bridge and major highway projects that provide an average useful life of greater than or equal to 13 years.
IDOT requires a Resolution to appropriate the REBUILD Illinois Bond Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit ‘B’) appropriating REBUILD Illinois Bond Funds in the amount of $80,000.00 is attached. This amount covers both supplements and includes a small contingency.
Funding for this project is available in account 202-4020-418.76-39 (GC083, Indian Trail Signal - Edgelawn to Highland).
IMPACT STATEMENT:
No impact.
RECOMMENDATIONS:
Please forward this to Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the execution of a Phase 2 Design Engineering Supplement with Stanley Consultants, Inc. in the not to exceed amount of $37,646.00 and the appropriation of $80,000.00 of REBUILD Illinois Bond Funds for the Indian Trail Signal - Edgelawn to Highland Project.
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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, the City seeks to replace the aging traffic signal equipment on Indian Trail from Edgelawn Drive to Highland Avenue and resurface the corridor; and
WHEREAS, the City published a Qualifications Based Selection (QBS) for the Phase 1 Engineering services on April 1, 2021, with an option to utilize the same firm for Phase 2 Engineering. Fifteen (15) firms submitted their qualifications and experiences; and
WHEREAS, there is a need for an engineering supplement with Stanley Consultants, Inc., 8501 W. Higgins Rd. Suite 730, Chicago, IL 60631, to complete the Phase 2 Engineering services for a total cost not to exceed $37,646.00, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A', and
WHEREAS, there is a need to appropriate REBUILD Illinois Bond funds for this agreement for Section 21-00339-00-CH in the amount of $80,000.00, a copy of which resolution is attached hereto and incorporated herein as Exhibit 'B', and
WHEREAS, the 2024 City Budget provides money for this item in 202-4020-418.76-39 (GC083, Indian Trail Signal - Edgelawn to Highland) with any additional funds to be budgeted in future years, if needed.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Engineering Supplement with Stanley Consultants, Inc. attached to this Resolution as Exhibit 'A' in the not to exceed amount of thirty seven thousand six hundred forty six dollars and zero cents ($37,646.00) shall be and hereby is approved; and further
BE IT RESOLVED, that eighty thousand dollars and zero cents ($80,000.00) of available REBUILD Illinois Bond Funds, Motor Fuel Tax Section Number 21-00339-00-CH shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the Director of Purchasing and the Clerk respectively, shall be and hereby are directed to execute all the aforementioned documents on behalf of the City and any other documents required to carry the purposes of this resolution into execution, including, but not limited to the document entitled “Resolution for Improvement Under the Illinois Highway Code, Form (BLR 09110)” attached to this Resolution as Exhibit 'B'.