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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 and Phase 2 Design Engineering Agreement with Thomas Engineering Group, LLC in the amount not to exceed $142,055.00, and the appropriation of $142,055.00 of MFT Funds for the Indian Trail Resurfacing (Highland to Route 31) 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 23-00356-00-RS.
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. While this project was not selected to be in KKCOM's 5-year program, it is the first ranked Asset Management project on the contingency list. Meaning that if/when other projects drop out of the program, the project will be positioned to receive those federal funds if progress is being made on the engineering effort. If no projects drop out of the program in the next 2 years, the City will be better positioned to receive funding in the next call for projects. Therefore, we are recommending that engineering begin at this time.
The project will resurface Indian Trail from Highland Avenue to IL Route 31. A location map is included as Exhibit 'D'. The project scope also includes additional curb and gutter with some minor pavement widening between Highland Ave and west of Pennsylvania Ave to fill in missing gaps of curb and gutter. The funding ratio for these projects is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $750,000. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.
DISCUSSION:
Due to the more extensive curb and gutter work and storm sewer improvements, the City is in need of a consultant to take the lead on the engineering. The City published a Qualifications Based Selection (QBS) for Phase 1 and Phase 2 Engineering services on October 27, 2022. Thirteen (13) firms submitted their qualifications and experience. Staff reviewed the qualifications and determined that Thomas Engineering Group, LLC 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 2 Engineering Agreement (BLR 05530) from Thomas Engineering Group, LLC in the amount of $142,055.00 noted as Exhibit 'A' will provide both Phase 1 Preliminary Engineering and Phase 2 Design Engineering Services. The project could be ready for a mid-2024 letting at the earliest, but will be subject to funding availability.
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 $142,055.00 is attached.
The 2023 City Budget provides $168,000 for this item in Account 203-4060-431.79-99 (GB156, Indian Trail Resurfacing - Highland to Route 31).
IMPACT STATEMENT:
No impact.
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 and Phase 2 Design Engineering Agreement with Thomas Engineering Group, LLC in the amount not to exceed $142,055.00, and the appropriation of $142,055.00 of MFT Funds for the Indian Trail Resurfacing (Highland to Route 31) 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 resurface Indian Trail from Highland Avenue to IL Route 31 and complete associated work with federal funds; and
WHEREAS, there is a need to execute a Phase 1 Preliminary Engineering and Phase 2 Design Engineering Agreement with Thomas Engineering Group LLC, 762 Shoreline Dr, Suite 200, Aurora, IL 60504 in the amount of $142,055.00, 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 # 23-00356-00-RS) for this project in the amount of $142,055.00, a copy of which resolution is attached as Exhibit 'B' for approval; and
The 2023 City Budget provides $168,000 for this item in Account 203-4060-431.79-99 (GB156, Indian Trail Resurfacing - Highland to Route 31).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Phase 1 Preliminary Engineering and Phase 2 Design Engineering Agreement with Thomas Engineering Group, LLC attached to this Resolution as Exhibit 'A' in the not to exceed amount of one hundred forty-two thousand fifty-five dollars and zero cents ($142,055.00) shall be and hereby is approved; and further
BE IT RESOLVED, that one hundred forty-two thousand fifty-five dollars and zero cents ($142,055.00) of available MFT Funds, Motor Fuel Tax Section Number 23-00356-00-RS 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'.