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TO: Mayor John Laesch and City Council
FROM: Timothy Weidner, P.E., Engineering Coordinator
DATE: December 11, 2025
SUBJECT:
A Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement HR Green, Inc. in the not to exceed amount of $361,489.00, and the appropriation of $1,085,000 of MFT Funds for the Indian Trail (Ohio to Pennsbury) Signal Modernization Project.
PURPOSE:
To execute the Joint Funding Agreement for State-Let Construction Work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services Agreement with HR Green, Inc. and to Appropriate MFT Funds by Illinois Department of Transportation (IDOT) Resolution for Motor Fuel Tax (MFT) Section No. 23-00358-00-TL.
BACKGROUND:
A Phase 1 study has been completed for this project, and final Phase 2 design plans have been submitted to IDOT for review.
The project has secured federal funding to cover up to 80% of Construction and Construction Engineering costs, with additional funding just secured to hit the full 80% federal share. The federal funding source is Surface Transportation Program - Local (STU). A total of $3,168,000.00 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 Ohio St and Pennsbury Ln (excluding Farnsworth Ave, to be improved as part of a future Farnsworth Ave project). 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 proposed most upcoming signal corridor projects throughout the City.
The City is continuing work with their selected design consultant, Kimley-Horn& Associates, 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 17, 2025. The project is targeting a February 2026 IDOT letting, pending final land acquisition certification.
DISCUSSION:
Due to the complex nature of the project construction and documentation requirements by the Illinois Department of Transportation (IDOT) for federally funded projects, the City is required to hire a consultant for the Phase 3 Construction Engineering Services.
The City published a Qualification Based Selection (QBS) for Phase 3 Engineering Services on July 28, 2025. Seven (7) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that HR Green, Inc. was the most qualified with the top 3 firm's scores attached as Exhibit 'D'. Exhibit ‘D’ also has a breakdown of the selection criteria and weighting and the score breakdowns in each category. HR Green has successfully completed Phase 3 Construction Engineering Services for many federally funded projects within the City of Aurora and other local municipalities. The attached Phase 3 Engineering Agreement (BLR 05530) from HR Green in the amount of $361,489 noted as Exhibit 'B' will provide full time construction and material inspection for this project.
This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.
IDOT requires the City to execute the Joint Funding Agreement for State-Let Construction Work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The Joint Funding Agreement (BLR 05310C) is attached for execution as Exhibit ‘A’. The estimated total cost of the Construction (C) on the form is $3,598,511.00. This amount is slightly higher than the Engineer's Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in February 2026. The City’s portion of construction costs would be approximately $719,703. The City will have to front fund the Construction Engineering (CE) cost and up to 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $361,489. The City's portion of the CE cost would be approximately $72,298. The approximate total cost of C&CE (City’s Share) would be $792,000.
Currently, both Exhibit 'A' and Exhibit 'B' are drafts that are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by January 21, 2026 in order to stay on schedule for the February 2026 State letting. If the forms are amended by IDOT, the Mayor and City Clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.
IDOT requires a Resolution to Appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit ‘C’) appropriating MFT Funds in the amount of $1,085,000.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental MFT resolution if necessary, to appropriate additional funds for completion of the project. City staff will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer's Final Cost Estimate and bidding the project is in the City's best interest.
It is possible that the Mayor and Clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution we are requesting that the Mayor and Clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional MFT funds are needed for the project, then the Supplemental Resolution (BLR 09110) will be presented before the City Council.
The 2026 City Budget is anticipated to provide for sufficient funds in Account 203-4020-418.76-39 (GC087, Indian Trail Signal - Ohio-Pennsbury).
IMPACT STATEMENT:
Traffic will be reduced to one lane in each direction at times construction.
RECOMMENDATIONS:
Please forward this to Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement HR Green, Inc. in the not to exceed amount of $361,489.00, and the appropriation of $1,085,000 of MFT Funds for the Indian Trail (Ohio to Pennsbury) Signal Modernization 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 modernize the signalized intersections and intermittently resurface Indian Trail from Ohio Street to Pennsbury Lane (excluding the intersection of Indian Trail and Farnsworth Avenue). The project has a State Job Number: C-91-124-23, Federal Project Number: V6YU(934) and MFT Section Number: 23-00358-00-TL; and
WHEREAS, the Indian Trail signal modernization project has been awarded federal STU funding in the amount not to exceed $3,168,000 for Construction and Construction Engineering, which will necessitate the use of funding provided through the Illinois Department of Transportation (IDOT); and
WHEREAS, the use of federal and State funds requires the City to execute the Joint Funding Agreement for State-Let Construction Work with IDOT by way of appropriating the funds in the amount of $719,703 (local match for Construction) of which the agreement is attached; and
WHEREAS, the use of federal funds requires the City to execute the Phase 3 Construction Engineering Agreement with HR Green, Inc., by way of appropriating funds in the not to exceed amount of $361,489 (front funding Construction Engineering) of which the agreement is attached; and
WHEREAS, there is a need to appropriate MFT Funds (MFT Section # 23-00358-00-TL) funds for this project in the amount of $1,085,000.00, a copy of which resolution is attached for approval; and
WHEREAS, depending on the low bid prices and final construction costs there may be a need to appropriate additional MFT funds for this project; and
WHEREAS, City staff has the authority to coordinate with IDOT in the award and execution of the contract; and
WHEREAS, the 2026 City Budget is anticipated to provide for sufficient funds in Account 203-4020-418.76-39 (GC087, Indian Trail Signal - Ohio-Pennsbury).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Joint Funding Agreement for State-Let Construction Work with the State of Illinois in substantially the same form as attached to this Resolution as Exhibit 'A' shall be and hereby is approved; and further
BE IT RESOLVED, that Phase 3 Construction Engineering Agreement with HR Green, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of three hundred sixty-one thousand four hundred eighty-nine dollars ($361,489.00), or a higher amount if determined by IDOT during their review, shall be and hereby is approved; and further
BE IT RESOLVED, that one million eighty-five thousand dollars ($1,085,000.00), or as much as may be needed to match the required funding to completed the proposed improvement, of available MFT Funds, Motor Fuel Tax Section Number 23-00358-00-TL shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the City agrees to pass a supplemental MFT resolution if necessary, to appropriate additional funds for completion of the project; and further
BE IT RESOLVED, that the Mayor 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 additional Joint Funding Agreements/Amendments, revised Engineering Agreements, and the document entitled “Resolution for Improvement Under the Illinois Highway Code, Form (BLR 09110)” attached to this Resolution as Exhibit 'C'.