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TO: Mayor John Laesch and City Council
FROM: Timothy Weidner, P.E., Engineering Coordinator
DATE: September 8, 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 with Chastain & Associates, LLC in the not to exceed amount of $343,221.00, and the appropriation of $1,185,000.00 for the combined Randall, Eola, Kautz, Ellington, and Keating Resurfacing 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 Chastain & Associates, LLC, and to Appropriate Capital Improvement Funds.
BACKGROUND:
The City applied for federal funding in the March 2024 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for several projects with non-funded projects placed on the Contingency List. This project consists of 3 separate projects that all were not initially awarded funding and was placed on the Contingency List. Due to additional federal funding availability and an accelerated design schedule, the City was able to get these projects funded in federal fiscal year 2025. To meet IDOT requests and lessen internal workload, the 3 separate projects were combined into 1 larger project.
The project will resurface several locations throughout the City:
1. Randall Rd from Galena Blvd to Sullivan Rd
2. Kautz Rd from Ridge Ave to Ellington Dr
3. Ellington Dr from Kautz Rd to Keating Dr
4. Keating Dr from Ellington Dr to the Aurora City Limit (~200' west of the CN Railroad)
5. Eola Rd from Keating Dr to Hafenrichter Rd
The funding ratio for this project is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $2,745,000 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.
The City has been performing Phase 1 and Phase 2 Engineering in-house. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on July 28, 2025. The project is targeting a November 2025 IDOT letting.
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 June 16, 2025. Fourteen (14) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that Chastain & Associates, LLC (Chastain) 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. Chastain recently performed well on the City's Illinois Avenue resurfacing project. The attached Phase 3 Engineering Agreement (BLR 05530) from Chastain in the amount of $343,221.00 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 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 $3,300,000. The City’s portion of construction costs would be approximately $825,000. The City will have to front fund the Construction Engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT at a later date. The estimated total cost of CE is $343,221.00. On the IDOT forms, this number is rounded up to $360,000 to provide some contingency in case costs change due to IDOT review. The City's portion of the CE cost would be approximately $90,000.00. The approximate total cost of C&CE (City’s Share) would be $915,000.00.
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 October 1, 2025, in order to stay on schedule for the November 2025 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.
Due to the nature of the federal funding on this project, IDOT requires that the City agree to appropriate additional funds for completion of the project if needed based on final project costs. 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/or 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 funds are needed for the project, then a new Resolution will be presented before the City Council.
The 2026 City Budget is anticipated to provide for sufficient funds in Account 340-4060-431-73-99 (GB171, GB172, and GB173 - Eola Rd Resurfacing-Keating to Hafenrichter; Kautz Rd, Ellington Dr, & Keating Resurfacing; and Randall Resurfacing-Sullivan to Galena Blvd).
IMPACT STATEMENT:
During construction, roadway traffic will be reduced to either one lane each direction or to one lane with a flagger at various times during construction. If this item is not approved, the City will need to forgo federal funding to resurface this road and ultimately resurface it will local funding only.
RECOMMENDATIONS:
Please forward this to the Infrastructure & Technology Committee for approval.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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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 with Chastain & Associates, LLC in the not to exceed amount of $343,221.00, and the appropriation of $1,185,000.00 for the combined Randall, Eola, Kautz, Ellington, and Keating Resurfacing 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 resurface Randall Rd, Kautz Rd, Ellington Dr, Keating Dr, and Eola Rd in various locations throughout the City. The project has a State Job Number: C-91-203-25, Federal Project Number: MS1C(333) and MFT Section Number: 25-00371-00-RS; and
WHEREAS, the resurfacing project has been awarded Surface Transportation Program – Local (STU) federal funding in the amount not to exceed $2,745,000.00 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 $825,000.00 (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 Chastain & Associates, LLC., by way of appropriating funds in the not to exceed amount of $343,221.00 (front funding Construction Engineering) of which the agreement is attached; and
WHEREAS, depending on the low bid prices and final construction costs there may be a need to appropriate additional 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 340-4060-431-73-99 (GB171, GB172, and GB173 - Eola Rd Resurfacing-Keating to Hafenrichter; Kautz Rd, Ellington Dr, & Keating Resurfacing; and Randall Resurfacing-Sullivan to Galena Blvd).
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 Chastain & Associates, LLC in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of three hundred forty-three thousand two hundred twenty-one dollars ($343,221.00), or a higher amount if determined by IDOT during their review, shall be and hereby is approved; and further
BE IT RESOLVED, that the City agrees to appropriate additional funds if necessary 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 and revised Engineering Agreements.