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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: June 1, 2018
SUBJECT:
Requesting Authorization for the Mayor to Execute the Local Agency Agreement for Federal Participation with the State of Illinois, the Director of Purchasing to sign the Phase 3 Construction Engineering Agreement with Baxter & Woodman, Inc. and the Appropriation of Motor Fuel Tax Funds for Montgomery Road Multi-Use Path Project, MFT #16-00311-00-BT.
PURPOSE:
To execute the Local Agency Agreement 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 Baxter & Woodman, Inc. and to Appropriate Motor Fuel Tax (MFT) funds by IDOT Resolution).
BACKGROUND:
City has been actively working on improving the bicycle and pedestrian facilities for its residents, commuters, visitors and recreational trail users. The Montgomery Road Multi-use path project is recognized in the City of Aurora Bicycle & Pedestrian Plan. The project limits are between Waubonsie Creek Trail and Middlebury Drive, the proposed path is to be built on the south side of Montgomery Road between Waubonsie Creek Trail and Middlebury Drive, the path is then proposed to loop back on the north side of the street at Middlebury Drive to connect to Middlebury West Park (at Fox Valley Park District). The project will connect and provide access to existing Waubonsie Creek Trail, Kautz Road shared use path on its west end and connects to newly built Eola Road shared use path at the Eola Intersection.
The project has acquired Congestion Mitigation and Air Quality (CMAQ) federal funds in the amount not to exceed $616,000.00. The total project cost is estimated at $770,000.00 (Const. & Const. Eng.)
DISCUSSION:
Due to the federal funding involved in phase 3 Construction Engineering, the City was required to go through Quality Based Selection (QBS) Process to select a consultant for Construction Engineering for this project. The QBS proposal was posted on March 16, 2018 through the City Website, a total of 11 QBS proposals were received. The City staff went through the ranking system and as a result, Baxter & Woodman, Inc. was selected to conduct the Phase 3 Construction Engineering.
The City will have to execute the Local Agency Agreement by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for the 20% of the construction cost, the agreement is attached for execution. The estimated total cost of the construction [C] is approximately $725,000.00. The city’s portion of the construction cost would approximate to $145,000.00.
The City will have to front fund the Construction Engineering (CE) cost and 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $52,000.00.
The approximate total cost of C&CE (City’s Share) = $197,000.00.
IDOT requires a Resolution to Appropriate the MFT funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 appropriating MFT funds in the amount of $205,000.00 is attached.
The 2018 FFY budget provides the funds through the following account:
GB131 Montgomery Road Multi-Use Path 203 4460 431 73 19 $205,000.00
IMPACT STATEMENT:
No impact anticipated.
RECOMMENDATIONS:
Staff recommends execution and approval of the Local Agency Agreement, Phase 3 Construction Engineering Agreement with Baxter & Woodman, Inc. and appropriate the MFT funds in the amount of $205,000.00 for section no. 16-00311-00-BT
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Requesting Authorization for the Mayor to Execute the Local Agency Agreement for Federal Participation with the State of Illinois, the Director of Purchasing to sign the Phase 3 Construction Engineering Agreement with Baxter & Woodman, Inc. and the Appropriation of Motor Fuel Tax Funds for Montgomery Road Multi-Use Path Project, MFT #16-00311-00-BT.
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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 intends to improve the bicycle and pedestrian facilities for better connectivity and accessibility to regional and local trails and this project looks at improving a segment of Montgomery Road from Waubonsie Creek Trail to Middlebury Drive that is approximately 1.10 miles in length, with the proposed 8 feet wide off-street asphalt path to be built on the south side of Montgomery Road between the project limits, the path loops back at Middlebury Drive on the north side of the Montgomery Road to terminate at the Middlebury West Park. The project has a State Job Number: C-91-252-16 and MFT section number: 16-00311-00-BT.
WHEREAS, the Montgomery Road Multi-Use Path Project has been awarded Congestion Mitigation and Air Quality (CMAQ) federal funding in the amount not to exceed $616,000.00 for Construction and Construction Engineering.
WHEREAS, the use of federal funds requires the City to execute the Local Agency Agreement with IDOT by way of appropriating the funds in the amount of $145,000.00 (local match for Construction) of which the agreement is attached, and)
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT # 16-00311-00-BT) funds for this project in the amount of $205,000.00, a copy of which resolution is attached for approval.
WHEREAS, the City of Aurora FFY 2018 Budget provides funds by way of the following account:
GB131 Montgomery Road Multi-Use Path 203 4460 431 73 19 $205,000.00.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the City of Aurora authorizes two hundred and five thousand dollars ($205,000.00) or as much may be needed to match federal funds in the completion of the aforementioned project with the MFT Section Number 16-00311-00-BT, that the Mayor is authorized to execute the Local Agency Agreement for Federal Participation with the State of Illinois (LAA attached), the Director of Procurement to sign the Phase 3 Construction Engineering Services Agreement with Baxter & Woodman, Inc. (CE Agreement attached) and the City Clerk to sign the Motor Fuel Tax Resolution (IDOT resolution attached).
BE IT FURTHER RESOLVED that the Mayor is hereby authorized any other such documents related to advancement and completion of the said project.