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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: February 16, 2023
SUBJECT:
A Resolution authorizing the execution of a Phase 1 Preliminary Engineering Agreement with Crawford, Murphy, and Tilly, Inc. in the amount not to exceed $251,869.00, and the appropriation of $251,869.00 of MFT Funds for the Mitchell Road at Sullivan Road Intersection Project.
PURPOSE:
This is a Resolution to approve the above referenced Engineering Services Agreement and to appropriate Motor Fuel Tax (MFT) funds as required by the Illinois Highway Code for Section 23-00360-00-TL.
BACKGROUND:
The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was selected to be in KKCOM's 5-year program for Construction funds to be used in 2027. In order to remain on schedule, it is necessary to start the Phase 1 Preliminary Engineering Study at this time.
The project will include improving the intersection of Mitchell Road and Sullivan Road by adding turn lanes and a traffic signal. The work will include associated drainage improvements, pavement markings, and an interconnect with the intersection of Mitchell Road and Indian Trail. A location map is included as Exhibit 'D'. The funding ratio for this project is 80/20 (80% federal / 20% local) for Construction, up to a maximum amount of $1,520,000. This project will utilize federal funds to improve the corridor and increase capacity and safety at this intersection.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for these Phase 1 Engineering services on October 27, 2022. Seventeen (17) firms submitted their qualifications and experience. Staff reviewed the qualifications and determined that Crawford, Murphy, and Tilly, Inc. (CMT) of Aurora, IL was the most qualified with the top 3 firm's scores attached as Exhibit 'C'. Exhibit 'C' also has a breakdown of the selection criteria and weighting.
The attached Phase 1 Preliminary Engineering Agreement (BLR 05530) from CMT in the amount of $251,869.00 noted as Exhibit 'A' will provide Phase 1 Preliminary Engineering Services. We are anticipating the preliminary design work to be completed in summer 2024, with some land acquisition work and Phase 2 design work to follow.
The agreement being presented is only for Phase 1 Engineering. The QBS included a provision that the City can utilize the same firm for the Phase 2 Design Engineering as Phase 1 Engineering. Provided the consultant's work is satisfactory, a separate resolution for the Phase 2 Engineering will be prepared at a later time for Council's approval. This Phase 1 agreement does include title commitments, plat of highway and legal descriptions to help expedite Phase 2 ROW processing.
This followed the Request for Qualifications process and is not subject to the Local Preference Policy. The funding source, MFT funds, is not subject to the Local Preference Policy.
IDOT requires a Resolution to Appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit 'B') appropriating MFT Funds in the amount of $251,869.00 is attached.
The 2023 City Budget provides $230,000 for this item in Account 203-4020-418.76-39 (GC085 Mitchell Road & Sullivan Road Intersection). As this is a multi-year project, any additional funds will be budgeted in future years, if required.
IMPACT STATEMENT:
No impact anticipated.
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 1 Preliminary Engineering Agreement with Crawford, Murphy, and Tilly, Inc. in the amount not to exceed $251,869.00, and the appropriation of $251,869.00 of MFT Funds for the Mitchell Road at Sullivan Road Intersection 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 intends to improve the intersection of Mitchell Road and Sullivan Road, including the addition of a traffic signal, with federal funds; and
WHEREAS, there is a need to execute a Phase 1 Preliminary Engineering with Crawford, Murphy, and Tilly, Inc., 550 N. Commons Dr, Suite 116, Aurora, IL 60504 in the amount of $251,869.00, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A'; and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT) Funds (MFT Section # 23-00360-00-TL) for this project in the amount of $251,869.00, a copy of which resolution is attached as Exhibit 'B' for approval; and
The 2023 City Budget provides $230,000 for this item in Account 203-4020-418.76-39 (GC085 Mitchell Road & Sullivan Road Intersection), with any additional funds will be budgeted in future years, if required.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Phase 1 Preliminary Engineering Agreement with Crawford, Murphy, and Tilly Inc. attached to this Resolution as Exhibit 'A' in the not to exceed amount of two hundred fifty-one thousand eight hundred sixty-nine dollars and zero cents ($251,869.00) shall be and hereby is approved; and further
BE IT RESOLVED, that two hundred fifty-one thousand eight hundred sixty-nine dollars and zero cents ($251,869.00) of available MFT Funds, Motor Fuel Tax Section Number 23-00360-00-TL shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the Director of Purchasing, 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 the document entitled “Resolution for Improvement Under the Illinois Highway Code, Form (BLR 09110)” attached to this Resolution as Exhibit 'B'.