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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Professional Engineer
DATE: May 17, 2019
SUBJECT:
Resolution Authorizing the Mayor to sign the Local Agency Agreement for Federal Participation with the State of Illinois, the Director of Purchasing to sign the Engineering Services Agreement with HR Green, Inc., and to Appropriate Motor Fuel Tax Funds for the Montgomery Road Bridge Project.
PURPOSE:
This Resolution will Authorize the Agreement to Utilize Federal Funds, Approve the Engineering Services Agreement, and Appropriate Motor Fuel Tax (MFT) funds for the Montgomery Road Bridge Project.
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. HR Green, Inc. completed Phase I Engineering services and the Project Development Report (PDR) was approved by the Illinois Department of Transportation (IDOT) on October 10, 2018.
DISCUSSION:
The City published a Qualification Based Selection (QBS) for the Montgomery Road Bridge Phase II Engineering services on October 25, 2018. Thirteen (13) firms submitted their qualifications. Staff reviewed the QBS 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. successfully completed the Phase I study on time and within budget, and are well suited to complete the Phase II design services. Recently we have started to combine Phase I and Phase II services into a single QBS, which is common in the industry.
The attached Engineering Agreement for Federal Participation - BLR 05610 (Exhibit ‘B’) from HR Green, Inc. in the amount of $101,096.00 will provide Phase II Design Engineering Services.
The City has secured Federal Highway Authority Funds to cover 80% of the engineering costs. The attached Local Agency Agreement for Federal Participation - BLR 05310 (Exhibit ‘A’) provides for these Federal Funds. The City will front fund engineering costs with MFT funds and will be reimbursed 80% of the costs or approximately $81,600.
IDOT requires a Resolution to Appropriate the MFT funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit ‘C’) appropriating MFT funds in the amount of $102,000 is attached. A MFT resolution for $100,000 was previously approved for Phase I Engineering (R16-173).
The construction letting is expected to take place within one year of agreement approval by IDOT. Due to the long turnaround time from IDOT on agreement approval, we are anticipating that this project will be let in late 2020 with construction in 2021. 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. 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.
This followed the Request for Qualifications process and is not subject to the local preference policy.
The 2019 Budget provides $100,000 for this item in account no. 203-4460-431.76-53 (Motor Fuel Tax Funds) and balance in the 2020 CIP. The project is listed in the 2019 Capital Improvement Plan as Project #G017.
IMPACT STATEMENT:
No Impact.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the Mayor to Execute the Local Agency Agreement for Federal Participation with the State of Illinois, Authorizing the Director of Purchasing to sign the Engineering Agreement with HR Green, Inc. in the amount of $101,096.00, and to Appropriate Motor Fuel Tax Funds for the Montgomery Road Bridge Project, MFT #16-00315-00-BR.
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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, it is necessary and desirable to rehabilitate the Montgomery Road Bridge, and
WHEREAS, there is a need for a Local Agency Agreement for Federal Participation to fund 80% of the Engineering project with Federal funds (STP-Br), a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A'; and
WHEREAS, there is a need for an Engineering Agreement with HR Green, Inc., 420 N. Front Street, McHenry, IL, 60050 in an amount not to exceed $101,096.00, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'B'; and
WHEREAS, there is a need to appropriate Motor Fuel Tax funds for this Agreement in the amount of $102,000.00, a copy of which resolution is attached hereto and incorporated herein as Exhibit 'C'; and
WHEREAS, the 2019 City Budget provides $100,000 for this item in account no. 203-4460-431.76-53 (Motor Fuel Tax funds) and balance in the 2020 CIP.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is hereby authorized to execute the Local Agency Agreement as set forth in Exhibit 'A' which may be amended by IDOT and the Director of Purchasing is hereby authorized to sign the Engineering Services Agreement with HR Green Inc., as set forth in Exhibit 'B'; and the appropriation of Motor Fuel Tax funds as stated in the Resolution for Improvement by Municipality Under the Illinois Highway Code as set forth in Exhibit 'C'.
BE IT FURTHER RESOLVED that the Mayor is hereby authorized to execute the above-mentioned Agreement and any other such IDOT documents related to advancement and completion of said project.