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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: October 29, 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 HR Green, Inc. in the not to exceed amount of $895,105.94, and the appropriation of $4,448,257.00 of REBUILD Illinois Bond Funds for the East New York Street - Segment III (Farnsworth Avenue to Welsh Drive) 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 HR Green, Inc., 2363 Sequoia Drive, Suite 101, Aurora, IL 60506 and to appropriate REBUILD Illinois Bond Funds by Illinois Department of Transportation (IDOT) Resolution).
BACKGROUND:
The City has been awarded federal Surface Transportation Program (STP) funding in the maximum allowable amount of $2.5 million through the Kane Kendall Council of Mayors (KKCOM) for the East New York Street - Segment III (Farnsworth Avenue to Welsh Drive) project. The City also been awarded $428,680 of Transportation Alternatives Program (TAP-L) funding for the construction of a bike path on this portion of E New York Street. In the fall of 2019, the City was awarded an additional $3,125,600 of federal funding for construction through the STP - Shared Fund, a new program implemented by the Chicago Metropolitan Agency for Planning (CMAP).
The City continues to work with their consultant, HR Green, on design plans under an agreement approved in 2014. The plans are 99% complete and the “Initial Final” Plans, Specifications, and Estimates (PS&E) were submitted to the IDOT on March 6, 2020 and October 5, 2020. The project is targeting a January 15, 2021 IDOT letting, subject to the land acquisition process. The project consists of reconstructing East New York Street from a 4-lane section to a 5-lane section. The widening will provide either a two-way left turn lane or 16’ barrier median with grass interior, with intermittent left turn lanes. Select portions of the plan set are included as Exhibit 'E'.
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 East New York Street - Segment III Phase 3 Engineering services on January 13, 2020. Thirteen (13) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that HR Green, 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. HR Green, Inc. has successfully completed Phase 3 Construction Engineering Services on a number of projects for the City. The proposed Resident Engineer on this project has worked on a number of other projects in the City. The attached Phase 3 Engineering Agreement (BLR 05611) from HR Green, Inc. in the amount of $895,105.94 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 $8,738,220.00. The city’s portion of the construction cost would be approximately $3,553,151.00. The City will have to front fund the Construction Engineering (CE) cost and a portion of this cost (80% or under) will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $895,106.00. City's portion of the CE cost would approximate to $280,800.00. The approximate total cost of C&CE (City’s Share) would be $3,833,951.00.
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 December 2, 2020 in order to stay on schedule for the January 15, 2021 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 $4,448,257.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
The 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 $3,176,620.00 in Account 202-4460-431.79-59 (GB118, East New York Street- Segment III), with the balance in the 2022 CIP.
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 ________________
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 HR Green, Inc. in the not to exceed amount of $895,105.94, and the appropriation of $4,448,257.00 of REBUILD Illinois Bond Funds for the East New York Street - Segment III (Farnsworth Avenue to Welsh Drive) 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 reconstruct and widen East New York Street (Farnsworth Avenue to Welsh Drive) from a 4-Lane Section to a 5-Lane Section. The project has a State Job Number: C-91-037-14, Federal Project Number: ZHND(242) and MFT Section Number: 14-00210-02-PV.
WHEREAS, the East New York Street - Segment III (Farnsworth Avenue to Welsh Drive) Project has been awarded Surface Transportation Program - Shared (STP-SF) federal funding in the amount not to exceed $3,125,600.00, Surface Transportation Program - Local (STU) federal funding in the amount not to exceed $2,245,095.00 ($2,500,000.00 maximum minus $254,905.00 previously authorized for Phase 2 Engineering), and Transportation Alternatives Program (TAP-L) federal funding in the amount not to exceed $428,680.00 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 $3,553,151.00 (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 HR Green Inc., 2363 Sequoia Drive, Suite 101, Aurora, IL 60506 by way of appropriating funds in the amount of $895,106.00 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, there is a need to appropriate REBUILD Illinois Bond Funds (MFT Section # 14-00210-02-PV) for this project in the amount of $4,448,257.00, a copy of which resolution is attached for approval. and
WHERAS, The 2021 City Budget is anticipated to provide $3,176,620.00 in Account 202-4460-431.79-59 (GB118, East New York Street- Segment III), with the balance in the 2022 CIP.
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 HR Green, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of eight hundred ninety five thousand one hundred five dollars and 94 cents ($895,105.94) shall be and hereby is approved; and further
BE IT RESOLVED, that four million four hundred forty eight thousand two hundred fifty seven dollars ($4,448,257.00) of available REBUILD Illinois Bond Funds, Motor Fuel Tax Section Number 14-00210-02-PV 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'.