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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: February 13, 2025
SUBJECT:
A Resolution authorizing the execution of an Engineering Agreement with Alfred Benesch & Company in the not to exceed amount of $315,979.00, and the appropriation of $315,979.00 of MFT Funds for the 2025-2026 Bridge Inspections.
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.
BACKGROUND:
The City inspects and maintains 36 roadway bridges on the local street network and various pedestrian/bicycle bridges. To ensure public safety, the City of Aurora's bridges are inspected according to the Federal Highway Administration (FHWA) National Bridge Inspection Standards (NBIS). The inspection data is used by the Illinois Department of Transportation (IDOT) to allocate funding for bridge projects. The Engineering Department reviews the reports to monitor bridge conditions and plan for major repairs.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for the 2023-2024 Bridge Inspections services on September 19, 2022. Five (5) firms submitted their qualifications and experiences. Staff reviewed the qualifications and determined that Alfred Benesch & Company (Benesch) 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 and the score breakdowns in each category.
The QBS included an option to extend the contract in 2-year increments up to 2 times for a maximum of 6 years total. Benesch has completed the 2023-2024 bridge inspections satisfactorily and within budget. City staff recommend exercising the first contract extension option to utilize Benesch for the 2025-2026 Bridge Inspection Program.
Benesch has completed the bridge inspections for the City since 2015 under this and previous agreements. They have also been involved in other bridge projects throughout the City including Phase 1 and 2 Engineering on two bridge replacements along Farnsworth Avenue and Phase 1 Engineering on the New York Street over Fox River Bridge.
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.
This Engineering Agreement will provide for the required inspections of the City's bridges over the next 2 years from 2025 through 2026. IDOT assigns each bridge a mandatory recurring inspection period, with the bridges in the current inventory being inspected every 2 years or 4 years. The provisions of the QBS indicated that if mutually agreeable between the consultant and City, this agreement may be extended up to two (2) times, each in two (2) year increments for a total maximum agreement length of six (6) years. This agreement represents the first of two possible extensions.
The Scope of Work including level of inspections and hours is detailed in the attached agreement, noted as Exhibit ‘A’. The total cost of the agreement is in an amount not to exceed $315,979.00. This total cost includes approximately $25,000.00 each year in on-call engineering costs. The 2025 City Budget provides $185,000.00 for this item in Account 203-4060-431.32-26 (Motor Fuel Tax Fund). As this is a multi-year agreement, additional funds will be budgeted in 2026 for the remainder of the cost.
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 $315,979.00 is attached.
IMPACT STATEMENT:
No impact.
RECOMMENDATIONS:
Please forward to the Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of an Engineering Agreement with Alfred Benesch & Company in the not to exceed amount of $315,979.00, and the appropriation of $315,979.00 of MFT Funds for the 2025-2026 Bridge Inspections.
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, it is necessary and desirable to retain a qualified engineering firm to complete the bridge inspections, and
WHEREAS, the City published a Qualifications Based Selection (QBS) for the 2023-2024 Bridge Inspections services on September 19, 2022 where five (5) firms submitted their qualifications and experiences; and
WHEREAS, the City desires to utilize the first extension option provided within the QBS for the 2023-2024 Bridge Inspections services for the 2025-2026 Bridge Inspection services; and
WHEREAS, there is a need for an engineering agreement with Alfred Benesch & Company (Benesch) of 1230 East Diehl Road, Suite 109, Naperville, IL 60563, to complete the inspections for a total cost not to exceed $315,979.00 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 funds for this agreement for Section 25-00372-00-BI in the amount of $315,979.00, a copy of which resolution is attached hereto and incorporated herein as Exhibit 'B', and
WHEREAS, the 2025 City Budget provides $185,000.00 for this item in account no. 203-4060-431.32-26 (Motor Fuel Tax Fund). Additional funds will be budgeted in 2026 as necessary.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Engineering Agreement with Alfred Benesch & Company attached to this Resolution as Exhibit 'A' in the not to exceed amount of three hundred fifteen thousand nine hundred seventy-nine dollars ($315,979.00) shall be and hereby is approved; and further
BE IT RESOLVED, that three hundred fifteen thousand nine hundred seventy-nine dollars ($315,979.00) of available MFT Funds, Motor Fuel Tax Section Number 25-00372-00-BI 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'.