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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: October 25, 2021
SUBJECT:
A Resolution authorizing the execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois and the execution of a Phase 3 Construction Engineering Agreement with H.W. Lochner, Inc. in the not to exceed amount of $139,376.00 for the Access to Transit - Aurora Transportation Center (ATC) East Platform Parking Lot Enhancement.
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, and to approve the Phase 3 Construction Engineering Services Agreement with H.W. Lochner, Inc
BACKGROUND:
The City sought the Chicago Metropolitan Agency for Planning's (CMAP) and Regional Transportation Authority's (RTA) assistance to increase Metra and Pace ridership by enhancing the walkability and bikeablility at the Aurora Transit Center (ATC). This led the City to apply for and receive the Local Technical Assistant grant (LTA) with CMAP & RTA back in 2014. The initiation led to a study and thus "Aurora Access to Transit Improvement Plan" was developed in April 2016.
To put the recommendations from the plan into action, the City sought the RTA - Access to Transit Program Grant in August 2018. The City was selected/approved for the RTA program. RTA, on behalf of the City, applied for Congestion Mitigation and Air Quality (CMAQ) Federal Funds in early 2019 for the same project and was approved in October 2019. CMAQ's funding is an 80/20 split (80% federal, 20% local). The 20% local share shall be split with RTA up to a maximum dollar value. The cost sharing is shown in the Intergovernmental Agreement between the City of Aurora, Illinois and Regional Transportation Authority (RTA) that was approved in 2020 (R20-079).
The proposed Aurora Transportation Center (ATC) East Platform Parking lot is located west of the R.R track and north of Spring Street and west of Lincoln Avenue parking lot. The proposed improvements include installing a new sidewalk at the Spring Street entrance along with way finding signage; adding additional parking spaces; creating a Kiss and Ride area by reconfiguring the parking drive aisle along the north side of the parking lot; resurfacing portions of the parking lot; relocating existing ADA parking stalls to the west to improve accessibility to the platforms and upgrading the sidewalk across the new ADA parking with detectable warning signs; installation of at least 2 bike shelters and 4 commuter transit shelters; Real time Message Board signs; installation of decorative monument sign(s) at the entrance on Spring Street; installation of bike shared lane markings (sharrows) on Spring Street; and, replacing existing or adding new roadway pavement markings. The preliminary plan is included as Exhibit 'D'.
Phase 1 and Phase 2 Engineering was completed by Christopher B. Burke Engineering, Ltd. (CBBEL). The project received Phase 1 Preliminary Engineering approval in May 2020. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on October 4, 2021. The project is targeting a January 21, 2022 IDOT letting, subject to extending the BNSF lease.
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 ATC East Parking Lot Phase 3 Engineering services on August 17, 2021. Ten (10) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that H.W. Lochner, Inc. 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 and the score breakdowns in each category. H.W. Lochner, Inc. and the proposed Resident Engineer have successfully completed Phase 3 Construction Engineering Services for many federally funded projects, including the City's IL 59 Commuter Station project. The attached Phase 3 Engineering Agreement (BLR 05530) from H.W. Lochner, Inc. in the amount of $139,376.00 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 funds, is 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 $990,300.00. The local portion of the construction cost would be approximately $367,985.77, of which RTA will pay for $77,789.28. The City will need to front fund the entire local amount and ask RTA for reimbursement. The City will also have to front fund the entire Construction Engineering (CE) cost and up to 80% of this cost will be reimbursed by IDOT, as well as up to 10% of this cost will be reimbursed by RTA, at a later date. The estimated total cost of CE is $139,376.00. The local portion of the CE cost would approximate to $52,296.00, of which RTA will pay for $10,877.34. The approximate total cost of C&CE (local share per the agreements) would be $420,281.77. The City's true local share is estimated to be $331,615.15.
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 8, 2021 in order to stay on schedule for the January 2022 state letting. If the forms are amended by IDOT, the Mayor and City Clerk will execute the most current forms.
The 2022 City Budget is anticipated to provide for sufficient funds in Account 236-1830-465.73-99 (G130, Access to Transit Plan Infrastructure Improvements).
IMPACT STATEMENT:
Roadway traffic will be reduced to one lane in each direction at various times during construction. Some parking stall access will be reduced during construction.
RECOMMENDATIONS:
Please forward this to Infrastructure and Technology Committee for approval.
cc: Infrastructure and Technology 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 and the execution of a Phase 3 Construction Engineering Agreement with H.W. Lochner, Inc. in the not to exceed amount of $139,376.00 for the Access to Transit - Aurora Transportation Center (ATC) East Platform Parking Lot Enhancement.
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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 reached out to the Chicago Metropolitan Agency for Planning (CMAP) and Regional Transportation Authority (RTA) for their assistance in increasing Metra and Pace ridership by enhancing the walkability and bikeability at the Aurora Transportation Center (ATC); the City applied and received Local Technical Assistant grant from CMAP and RTA in 2014 which eventually resulted in establishing "Access to Transit Improvement Plan" in April 2016 that holds recommendation for the ATC East Parking Lot and other transit areas.
WHEREAS, the City desires to enhance the accessibility to Aurora Transportation Center (ATC) east platform parking lot through various improvements like, new sidewalk, crosswalk, bike and commuter shelters, electronic message board signs, kiss and ride area, relocating ADA parking stalls for improved access, resurfacing portions of the parking lot, adding additional parking spaces, monument sign(s) at Spring Street entrance, wayfinding signage and roadway pavement markings and other pertinent improvements to enhance the overall appeal and usability of the parking lot. The project has a State Job Number: C-91-165-20, Federal Project Number: DI3U(058) and MFT Section Number: 18-00325-00-PK.
WHEREAS, City had applied and was approved for Regional Transportation Authority's (RTA) Access to Transit Program funds in November 2018 to improve accessibility at the ATC east parking lot.
WHEREAS, RTA applied for Congestion Mitigation and Air Quality (CMAQ) funds in March 2019 on behalf of the City for improving ATC East platform parking lot and was granted the funds in October 2019.
WHEREAS, CMAQ funds are an 80/20 split with 20% being the local share, which RTA is partnering with the City through the RTA Access to Transit Program Grant and shares 50% (of the 20%) local share in the amount.
WHEREAS, the RTA and the City entered into an Intergovernmental Agreement (IGA) that states the scope of services and funding information. RTA's Access to Transit Program grant is a reimbursable program.
WHEREAS, the project has been awarded CMAQ federal funding in the amount not to exceed $709,394.23 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 $367,985.77 (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 H.W. Lochner, Inc., 1011 Warrenville Road, Suite 20, Lisle, IL 60532, by way of appropriating funds in the not to exceed amount of $139,376.00 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, the 2022 City Budget is anticipated to provide for sufficient funds in Account 236-1830-465.73-99 (G130, Access to Transit Plan Infrastructure Improvements) for this project.
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 H.W. Lochner, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of one hundred thirty nine thousand three hundred seventy six dollars and zero cents ($139,376.00) shall be and hereby is approved; 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.