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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: May 11, 2023
SUBJECT:
A Resolution authorizing the execution of Local Public Agency Amendment #2 for Federal Participation with the State of Illinois, and the execution of a Phase 3 Construction Engineering Supplement #1 with Civiltech Engineering, Inc. in the not to exceed amount of $123,903.00 for the Farnsworth Avenue Bridge Project.
PURPOSE:
To approve the Phase 3 Construction Engineering Services Agreement Supplement #1 with Civiltech Engineering, Inc. and to execute the Local Public Agency Amendment #2 there by reserving additional federal funds for the project.
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 City has been moving forward various stages of the project and the bids were opened at the IDOT State Letting on Friday January 21, 2022. The project has been under construction since last year.
The funding agreement with IDOT and the original Civiltech Engineering, Inc. agreement in the amount of $299,073.00 was approved in November 2021 by City Council (R21-305). There was also another funding agreement with IDOT (R22-030) to receive additional federal funding for construction.
DISCUSSION:
The Phase 3 Construction Engineering Agreement Supplement #1 with Civiltech Engineering, Inc., in the amount of $123,903.00, is attached as Exhibit ‘B’. The bridge project has encountered a number of delays and challenges since the beginning of construction. Civiltech's staff have been an excellent extension of our staff, but they require additional funds to complete the project. Justification for the additional costs are as follows:
- The contractor’s production was slower due to the utility delays at the beginning of the project.
- The original project / contract completion planned for October of 2022. The contractor is now scheduled to complete the project in August of 2023.
- The contractor was working through the winter months of 2022 / 2023 and into the summer of 2023, which was past theirs and the consultant’s originally anticipated finish.
- The contractor’s production was slower while working over the unplanned winter months.
- Additional electrical work was added to the project requiring additional coordination and inspection.
- Additional time is now required to fully inspect the work as the utility conflicts are resolved and the contractor crews are back up to their planned production rates. Through conservative staff planning, our consultant was able to stretch the original engineering hours. The requested amount of time is for only 5 months rather than the 11 months over.
All participatory construction costs and Construction Engineering for this project has been covered with 80% federal funds. Staff has already received approval from IDOT staff to obtain additional STP-Bridge Funds to cover 80% of this supplement. Therefore, the City share of this supplement will be $24,780.60. Exhibit 'A' is Local Public Agency Amendment #2 which provides for the additional federal funding.
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.
Even with an increase in Construction Engineering with Supplement #1, the City's local share is estimated to be under the previously approved amount by the City Council. A surplus of additional REBUILD Illinois Bond Funds was already appropriated for the project before IDOT approved the last funding increase. Additionally, the City received a grant of $400,000 from the 2019 State Capital Bill that was never factored into any previous budgeting or council action. Since the last council action, we have been contacted by DCEO and have been working with them on administering the Grant Management Program (DCEO Grant #20-203261). Therefore, there is no supplemental IDOT resolution needed to appropriate any additional REBUILD Illinois Bond Funds for this project.
IMPACT STATEMENT:
Bridge construction is anticipated to be completed in August 2023. Construction will take place under traffic, no detour will be required. Traffic in each direction will be reduced to one lane, with the southbound left turn lane open during all stages. Intermittent lane closures may occur during certain work activities.
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 Local Public Agency Amendment #2 for Federal Participation with the State of Illinois, and the execution of a Phase 3 Construction Engineering Supplement #1 with Civiltech Engineering, Inc. in the not to exceed amount of $123,903.00 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 Number: C-91-222-18, Federal Project Number: A7FQ(657) and MFT Section Number: 18-00324-00-BR.
WHEREAS, the Farnsworth Avenue Bridge Project has been awarded Surface Transportation Program - Bridge (STP-Bridge) federal funding in the amount not to exceed $2,418,380.00 for Construction and Construction Engineering.
WHEREAS, the use of $98,380.00 of additional federal funds requires the City to execute a Local Public Agency Amendment #2 for Federal Participation with IDOT, and
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 $520,000.00 (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 Supplement #1 with Civiltech Engineering, Inc., Two Pierce Place, Suite 1400, Itasca, IL 60143, by way of appropriating funds in the not to exceed amount of $123,903.00 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, the City has previously budgeted sufficient funds for this project in Account 202-4060-431.76-51 (G019, Farnsworth Culverts near Indian Trail).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Local Public Agency Amendment #2 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 Supplement #1 with Civiltech Engineering, Inc., in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of one hundred twenty three thousand nine hundred three dollars and zero cents ($123,903.00) shall be and hereby is approved; and further
BE IT FURTHER RESOLVED that the Mayor is hereby authorized to execute any other such documents related to advancement and completion of the said project, including any revised Joint Agreements showing additional federal funding.