cover
TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: September 10, 2020
SUBJECT:
A Resolution authorizing the execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois, the execution of a Phase 3 Construction Engineering Agreement with Civiltech Engineering, Inc. in the not to exceed amount of $174,115.00, and the appropriation of $435,044.00 of REBUILD Illinois Bond Funds for the Montgomery Road Bridge Project.
PURPOSE:
To execute the Local Public 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 Civiltech Engineering, Inc. and to Appropriate REBUILD Illinois Bond Funds by Illinois Department of Transportation (IDOT) Resolution).
BACKGROUND:
Montgomery Road crosses Waubonsie Creek between Kautz Road and US Route 34. The single span bridge carries one lane of traffic in each direction and includes wide striped shoulders and raised 5' sidewalks. The north shoulder is separated from traffic with delineators and serves as a connection between sections of the Waubonsie Creek Trail. The bridge was constructed in 1977 with Pre-Stressed Portland Cement Concrete Deck Beams. The Deck Beams have areas that are spalled and delaminated with exposed rebar. Due to these conditions, the superstructure is eligible for Federal Funds for Engineering and Construction Costs.
The existing single span PPC deck beam superstructure will be removed and replaced in kind. The new superstructure will consist of 17” deep PPC deck beams and a 5” reinforced concrete wearing surface. The bridge roadway cross section will consist of two (2) 12’ wide lanes (one in each direction) and a 12’-0” wide striped median to match the typical roadway section for Montgomery Road in the area. Raised 15 foot wide sidewalks will be provided on each side of the bridge. The replacement project includes minor approach roadway work to match adjacent roadway sections and path work adjacent to the roadway. Select portions of the plan set are included as Exhibit 'E'. At that time, the bridge will be approximately 44 years old. Bridges have an expected life span of about 50 years before major work is required.
The City continues to work with their consultant, HR Green, Inc. on design plans under an agreement approved in 2019. The plans are 100% complete and the Final Plans, Specifications, and Estimates (PS&E) were submitted to the IDOT on August 25, 2020. The project is targeting a November 6, 2020 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 the Montgomery Road Bridge Phase 3 Engineering services on May 29, 2020. Sixteen (16) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that Civiltech Engineering, Inc. was the most qualified with the top 3 firm's scores attached as Exhibit 'D'. Exhibit ‘D’ also has a breakdown of the selection criteria and weighting and the score breakdowns in each category. Civiltech had successfully completed Phase 3 Construction Engineering Services on the annual road program for the City. The proposed Resident Engineer on this project has extensive construction experience, including three federally funded bridges similar in scope to this project. The attached Phase 3 Engineering Agreement (BLR 05611) from Civiltech in the amount of $174,115.00 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 and REBUILD Illinois Bond Funds, are not subject to the local preference policy.
IDOT requires the City to execute the Local Public 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 its share of the construction cost. The Local Public Agency Agreement (BLR 05310) is attached for execution as Exhibit ‘A’. The estimated total cost of the Construction (C) is approximately $1,304,645.00. The city’s portion of the construction cost would be approximately $260,929.00. The City will have to front fund the Construction Engineering (CE) cost and approximately 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $174,115.00. City's portion of the CE cost would approximate to $34,823.00. The approximate total cost of C&CE (City’s Share) would be $295,752.00.
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 September 30, 2020 in order to stay on schedule for the November 6, 2020 state letting. If the forms are amended by IDOT, the Mayor and City Clerk will execute the most current forms.
IDOT requires a Resolution to Appropriate the REBUILD Illinois Bond Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit ‘C’) appropriating REBUILD Illinois Bond Funds in the amount of $435,044.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
The project was budgeted to use Motor Fuel Tax (MFT) funds and a budget amendment may be required switching the funding source on this project from MFT to the new REBUILD Illinois Bond Fund if funds will be expended in 2020. The REBUILD Illinois Bond Fund is a grant program using proceeds from general obligation (transportation, series A) bonds authorized in the REBUILD Illinois capital program to provide Local Agencies with the funds for transportation improvement projects. At this time IDOT intends to award and disburse REBUILD Illinois grants twice each year over a period of 3 years. The City has received 2 payments in 2020 and the remainder are anticipated to be received in 2021 and 2022. The City is estimated to receive $13,042,322.82 in total over this 3 year period. The funds can only be used on bridge and major highway projects that provide an average useful life of greater than or equal to 13 years.
The 2021 City Budget is anticipated to provide $490,000.00 in Account 202-4460-431.76-53 (G017, Montgomery Road Bridge). A budget amendment will be processed if funds will be expended in 2020.
IMPACT STATEMENT:
Replacing the Montgomery Road Bridge over Waubonsie Creek will address safety concerns over the aging structure and will improve bicycle usage over the bridge.
RECOMMENDATIONS:
Please forward this to Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois, the execution of a Phase 3 Construction Engineering Agreement with Civiltech Engineering, Inc. in the not to exceed amount of $174,115.00, and the appropriation of $435,044.00 of REBUILD Illinois Bond Funds for the Montgomery Road Bridge Project.
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, the City seeks to rehabilitate the Montgomery Road Bridge. The project has a State Job Number: C-91-393-16, Federal Project Number: HIXN(526) and MFT Section Number: 16-00315-00-BR.
WHEREAS, the Montgomery Road Bridge Project has been awarded Surface Transportation Program - Bridge (STP-Bridge) federal funding in the amount not to exceed $1,183,008.00 for Construction and Construction Engineering.
WHEREAS, the use of federal funds requires the City to execute the Local Public Agency Agreement for Federal Participation with IDOT by way of appropriating the funds in the amount of $260,929.00 (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 Civiltech Engineering, Inc., Two Pierce Place, Suite 1400, Itasca, IL 60143, by way of appropriating funds in the not to exceed amount of $174,115.00 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, there is a need to appropriate REBUILD Illinois Bond Funds (MFT Section # 16-00315-00-BR) funds for this project in the amount of $435,044.00, a copy of which resolution is attached for approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Local Public Agency Agreement for Federal Participation 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 Civiltech Engineering, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of one hundred seventy-four thousand one-hundred fifteen dollars ($174,115.00) shall be and hereby is approved; and further
BE IT RESOLVED, that four hundred thirty five thousand and forty four dollars ($435,044.00) of available REBUILD Illinois Bond Funds, Motor Fuel Tax Section Number 16-00315-00-BR shall be and hereby is appropriated for the purposes set forth in this resolution; 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 the document entitled “Resolution for Improvement Under the Illinois Highway Code, Form (BLR 09110)” attached to this Resolution as Exhibit 'C'.