cover
TO: Mayor John Laesch and City Council
FROM: Timothy Weidner, P.E., Engineering Coordinator
DATE: September 21, 2026
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 BLA, Inc. in the not to exceed amount of $461,138.00, and the appropriation of $1,561,138.00 for the Galena-New York Resurfacing 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 and to approve the Phase 3 Construction Engineering Services Agreement with BLA, Inc.
BACKGROUND:
A Phase 1 study has been completed in-house for this project, and final Phase 2 design plans have been submitted to IDOT for review.
The project has secured federal funding to cover up to 75% of Construction and Construction Engineering costs. The federal funding source is Surface Transportation Program - Local (STU). A total of $3,637,500.00 in federal funds has been secured for Construction and Construction Engineering on the project.
The project combines two separate projects to complete resurfacing along Galena Blvd from Locust St to Ohio St, along New York St from Oak Ave to Ohio St, and the piece of Ohio St between Galena Blvd and New York St. The project also includes ADA ramp replacement, intermittent sidewalk and curb & gutter repair, roadway and bridge pavement patching, and associated work. The project is designed to coordinate with the City's upcoming Broadway Streetscape and Galena/New York 2-way Conversion project (CIP A055 & CIP GC075).
The City is continuing final design plans in-house. The plans were let on the September 18, 2026 letting. Typically these agreements would be brought before Council sooner in the IDOT process, but IDOT has allowed this project to proceed under the current schedule.
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 Phase 3 Engineering Services on April 29, 2026. Thirteen (13) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that BLA, 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. BLA has successfully completed Phase 3 Construction Engineering Services for many federally funded projects within other local municipalities. This will be the first time BLA has worked directly with the City in recent memory. Several of their key staff have worked well with the City before in roles with other companies, and City staff are comfortable awarding the contract to BLA. The attached Phase 3 Engineering Agreement (BLR 05530) from BLA in the amount of $461,138 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, are not subject to the local preference policy. BLA's verification of good standing is included as Exhibit 'D'.
IDOT requires the City to execute the Joint Funding Agreement for State-Let Construction Work 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 Joint Funding Agreement (BLR 05310C) is attached for execution as Exhibit ‘A’. The estimated total cost of the Construction (C) on the form is $4,400,000.00. This amount is very close to the engineer's cost estimate, however there is uncertainty in final bid prices due to ongoing fluctuations in material and construction costs. The City’s portion of construction costs would be approximately $1,100,000. The City will have to front fund the Construction Engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $461,138. The City's portion of the CE cost would be approximately $123,638. The approximate total cost of C&CE (City’s Share) would be $1,223,638.
Exhibit 'A' and Exhibit 'B' have been reviewed by IDOT. If the forms are amended by any additional IDOT review, the Mayor and City Clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.
Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental funding resolution if necessary, to appropriate additional funds for completion of the project. City staff will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer's Final Cost Estimate and bidding the project is in the City's best interest.
It is possible that the Mayor and Clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution we are requesting that the Mayor and Clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional funds are needed for the project, then the Supplemental Resolution will be presented before the City Council.
The 2027 City Budget is anticipated to provide for sufficient funds in Account 340-4060-431.79-99 (GB158, Galena Blvd, East New York St and Ohio St Resurfacing and GB170,Galena Blvd, Oak Ave & New York St Resurfacing).
IMPACT STATEMENT:
Traffic will be reduced to one lane at times 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 Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with BLA, Inc. in the not to exceed amount of $461,138.00, and the appropriation of $1,561,138.00 for the Galena-New York Resurfacing 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 resurface Galena Blvd from Locust St to Ohio St, New York St from Oak Ave to Ohio St, and Ohio St from Galena Blvd to New York St. The project has a State Job Number: C-91-226-26, Federal Project Number: HKK8(716) and MFT Section Number: 25-00375-00-RS; and
WHEREAS, the Galena-New York Resurfacing project has been awarded federal STU funding in the amount not to exceed $3,637,500 for 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 $1,100,000 (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 BLA, Inc., by way of appropriating funds in the not to exceed amount of $461,138 (front funding Construction Engineering) of which the agreement is attached; and
WHEARS, there is a need to appropriate Capital Improvement Funds for this project in the amount of $1,561,138.00; and
WHEREAS, depending on the low bid prices and final construction costs there may be a need to appropriate additional Capital Improvement and/or 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 2027 City Budget is anticipated to provide for sufficient funds in Account 340-4060-431.79-99 (GB158, Galena Blvd, East New York St and Ohio St Resurfacing and GB170, Galena Blvd, Oak Ave & New York St Resurfacing).
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 BLA, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of four hundred sixty-one thousand, one hundred thirty-eight dollars ($461,138.00), or a higher amount if determined by IDOT during their review, shall be and hereby is approved; and further
BE IT RESOLVED, that one million five hundred sixty-one thousand one hundred thirty-eight dollars ($1,561,138.00), or as much as may be needed to match the required funding to complete the proposed improvement, of Capital Improvement Funds 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 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 and revised Engineering Agreements.