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TO: Mayor John Laesch and City Council
FROM: Timothy Weidner, P.E., Engineering Coordinator
DATE: December 11, 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 Baxter & Woodman, Inc. in the not to exceed amount of $29,731.00, and the appropriation of $352,731.00 of MFT Funds for the Edgelawn BNSF Bike Path Crossing 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 Baxter & Woodman, Inc. and to Appropriate MFT Funds by Illinois Department of Transportation (IDOT) Resolution for Motor Fuel Tax (MFT) Section No. 20-00335-00-FL.
BACKGROUND:
The City has recently submitted 99% Final Plans to IDOT for the construction of a bike and pedestrian crossing at the BNSF Railroad at Edgelawn Drive. This agreement is required to fund construction, construction engineering, and railroad reimbursements for this project.
DISCUSSION:
This project received Local Rail-Highway Crossing Safety Program federal funds, 90% federal funding up to $631,682.
The project limit span is from the commercial driveway (south of the BNSF tracks) to the Virgil Gilman Trail (north of the BNSF tracks). The proposed improvements include constructing an 8' asphalt bike path on the east side of Edgelawn Drive, through the BNSF tracks. The bike path will connect to the Virgil Gilman Trial to the north and paved shoulder to the south at the commercial driveway using off and on-street bike path, pavement marking and signage. Other improvements include railroad track crossing material and railroad gate/flasher infrastructure and circuitry.
The City selected Baxter & Woodman, Inc. of Naperville, Illinois to perform the Phase 3 Construction Engineering for this project. Baxter and Woodman has also completed the Phase 1 Preliminary Engineering and Phase 2 Design Engineering after being selected on separate Qualification Based Selections (QBS). Due to the small scale and Baxter & Woodman's familiarity with this project, staff has elected to directly contract with Baxter & Woodman for the Phase 3 Construction Engineering rather than seek proposals via QBS. This engineering effort is under the threshold where a QBS is required for utilizing federal funds. Baxter & Woodman has been exceptional in taking this project through the required railroad coordination steps to perform the work within BNSF right-of-way.
The attached Phase 3 Construction Engineering Agreement (BLR 05530) from Baxter & Woodman Inc. in the amount of $29,731.00 noted as Exhibit B will provide Phase 3 Construction Engineering Services. Construction is anticipated to begin in 2026.
The funding source, federal and MFT funds, is not subject to the Local Preference Policy.
The federally funding is a 90/10 split and is a reimbursable program. The attached Joint Funding Agreement for Federally Funded PE/ROW (BLR 05310PE) is shown as Exhibit A and will need to be executed to utilize those funds. The City will front fund engineering costs and will be reimbursed roughly 90% of the costs. The City must also front fund railroad construction costs and request reimbursement through IDOT. The City’s final share of the combined construction and construction engineering costs is estimated to be just under $56,000.
Details of the railroad work and associated costs are included in the Grade Crossing Construction and Maintenance Agreement with BNSF, which is being considered by City Council as a separate legislative action.
Currently, both Exhibit A and Exhibit B are drafts that are under review by IDOT. If the forms are amended by IDOT or CBLRS (Central Office), the Mayor and City Clerk will execute the most current forms.
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 $352,731.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering and railroad construction costs.
The 2026 City budget is anticipated to provide the funds through the following account:
GB136 Edgelawn Dr at BNSF RR 203-4060-431.79-99 $352,731.00
IMPACT STATEMENT:
The project will provide alternate mode of transport for commuters and encourages recreational use of the amenity.
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 Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with Baxter & Woodman, Inc. in the not to exceed amount of $29,731.00, and the appropriation of $352,731.00 of MFT Funds for the Edgelawn BNSF Bike Path Crossing 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 construct a bike path crossing of the BNSF Railroad along Edgelawn Dr. The project has a State Job Number: C-91-095-21, Federal Project Number: UNJA(541) and MFT Section Number: 20-00335-00-FL; and
WHEREAS, the Edgelawn BNSF Bike Path Crossing project has been awarded federal Section 130 funding in the amount not to exceed $631,682 for Preliminary Engineering, Design Engineering, 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 $23,000.00 (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 Baxter & Woodman, Inc., by way of appropriating funds in the not to exceed amount of $29,731.00 (front funding Construction Engineering) of which the agreement is attached; and
WHEREAS, the use of federal funds for railroad work requires the City to front fund the work ($300,000.00 as currently estimated) and ask IDOT for reimbursement; and
WHEREAS, there is a need to appropriate MFT Funds (MFT Section No. 20-00355-00-FL) funds for this project in the amount of $352,731.00.00, a copy of which resolution is attached for approval; and
WHEREAS, depending on the low bid prices and final construction costs there may be a need to appropriate additional MFT 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 203-4060-431.79-99 (GB136, Edgelawn Dr @ BNSF RR (Gilman Tr).
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 Baxter & Woodman, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of twenty-nine thousand seven hundred thirty-one dollars ($29,731.00), or a higher amount if determined by IDOT during their review, shall be and hereby is approved; and further
BE IT RESOLVED, that three hundred fifty-two thousand seven hundred thirty-one dollars ($352,731.00), or as much as may be needed to match the required funding to completed the proposed improvement, of available MFT Funds, Motor Fuel Tax Section Number 20-00335-00-FL shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the City agrees to pass a supplemental MFT resolution if necessary, to appropriate additional funds 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, revised Engineering Agreements, and the document entitled “Resolution for Improvement Under the Illinois Highway Code, Form (BLR 09110)” attached to this Resolution as Exhibit 'C'.