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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: September 10, 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 2 Design Engineering Agreement with Alfred Benesch & Company in the not to exceed amount of $292,794.00, and the appropriation of $300,000.00 of REBUILD Illinois Bond Funds for the Farnsworth Avenue Bridge 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 2 Design Engineering Services Agreement with Alfred Benesch & Company (Benesch) and to Appropriate REBUILD Illinois Bond Funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
Farnsworth Avenue crosses Indian Creek just north of Indian Trail. The current structure was constructed in 1970 and consists of three 8' diameter Corrugated Metal Pipes that are badly deteriorated. The sidewalks and railing are also in poor condition. The current structure has a Sufficiency Rating of 39.0 and is eligible for Federal Highway Bridge Funds (STP-Br).
The City intends to completely replace the existing structure with a new bridge to meet current standards and add a protected bike path lane and ornamental parapets and railings. The proposed structure will consist of single span PCC deck beams on concrete abutments and HPile foundations. The bridge will span 52 feet 2 inches from back to back of abutment with 20-ft long approach slabs to the north and south. The proposed roadway improvements include reconstruction from immediately north Indian Trail Road to immediately south of the intersection with Creek Avenue with HMA pavement. All through travel lanes in the northbound and southbound directions will be maintained. The southbound right turn lane will be extended across the bridge to provide adequate storage and taper. The preliminary plan and profile is included as Exhibit 'E'. The project received Phase 1 Preliminary Engineering approval in April 2020.
DISCUSSION:
The City published a Qualification Based Selection (QBS) for Phase 1 and 2 Engineering services on November 27, 2017. Fourteen (14) firms submitted their qualifications and experiences. Staff reviewed the qualifications submitted and determined that Alfred Benesch & Company (Benesch), 35 W. Wacker Drive, Suite 3300, Chicago, IL 60601 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. Benesch has previous work experiences with the City that includes designing the Farnsworth Avenue Bridge near Mountain Street and is also responsible for inspecting all 30 City bridges.
The 2017 QBS for engineering services included a provision that the City could utilize the same firm for the Phase 2 Design Engineering as Phase 1 Engineering. Benesch did an excellent job in Phase 1 Engineering, completing the project within schedule and under budget. They are the most qualified firm to continue the project into Phase 2 and complete the design.
The attached Phase 2 Engineering Agreement (BLR 05610) from Alfred Benesch & Company in the amount of $292,794.00 noted as Exhibit 'B' will provide Phase 2 Design Engineering Services. This agreement also provides for professional land acquisition services, including appraisals, review appraisals and negotiations. The estimated construction cost as listed in the Capital Improvement Plan is $2,500,000. It is anticipated that construction will begin in 2022, subject to land acquisition timelines and IDOT agreement approval. At that time, the bridge will be more than 50 years old. Most bridges have a 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 funding source, federal and REBUILD Illinois Bond Funds, are not subject to the local preference policy.
The City has secured Federal Highway Authority Funds to cover 80% of the engineering costs. The attached Local Public Agency Agreement for Federal Participation (BLR 05310) 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 80% of the costs. The City’s final share of the Phase 2 Engineering costs is anticipated to be under $60,000.
Currently, both Exhibit 'A' and Exhibit 'B' are drafts that are under review by IDOT. 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 $300,000.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Design Engineering cost. This amount also includes a contingency for other expenses that may be incurred for land acquisition services.
The project was budgeted to use Motor Fuel Tax (MFT) funds and a budget amendment will be required switching the funding source on this project from MFT to the new REBUILD Illinois Bond Fund in 2020. 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.
A 2020 budget amendment will need to be processed to utilize this new funding source to provide $300,000.00 in Account 202- 4460-431.76-51 (G019, Farnsworth Avenue Bridge).
IMPACT STATEMENT:
Replacing the Farnsworth Avenue Bridge over Indian Creek will address safety concerns over the aging structure and will improve bicycle usage over the bridge.
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 2 Design Engineering Agreement with Alfred Benesch & Company in the not to exceed amount of $292,794.00, and the appropriation of $300,000.00 of REBUILD Illinois Bond Funds for the Farnsworth Avenue Bridge 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, it is necessary and desirable to replace the Farnsworth Avenue Bridge over Indian Creek just north of Indian Trail. The project has a State Job No: D-91-305-18; Project No: 0SG3(721); and MFT Section No: 18-00324-00-BR; and
WHEREAS, the Farnsworth Avenue Bridge Project has been awarded Surface Transportation Program - Bridge (STP-Bridge) federal funding in the amount not to exceed $240,000.00 for Design Engineering.
WHEREAS, the use of federal funds requires the City to execute the Local Public Agency Agreement for Federal Participation with State of Illinois (IDOT), a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A'; and
WHEREAS, there is a need to execute Phase 2 Preliminary Engineering with Alfred Benesch & Company, 35 W. Wacker Drive, Suite 3300, Chicago, IL 60601 in the amount of $292,794.00 in order to continue the project, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'B'; and
WHEREAS, there is a need to appropriate REBUILD Illinois Bond Funds (MFT Section # 18-00324-00-BR) funds for this project in the amount of $300,000.00, a copy of which resolution is attached for approval.
WHEREAS, the 2020 City Budget will need to be amended for this item to provide $300,000.00 in Account 202- 4460-431.76-51 (G019, Farnsworth Avenue Bridge).
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 2 Design Engineering Agreement with Alfred Benesch & Company in substantially the same form as attached to this Resolution as Exhibit 'B' in the not to exceed amount of two hundred ninety-two thousand seven-hundred ninety-four dollars ($292,794.00) shall be and hereby is approved; and further
BE IT RESOLVED, that three hundred thousand ($300,000.00) of available REBUILD Illinois Bond Funds, Motor Fuel Tax Section Number 18-00324-00-BR 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'.