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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: February 16, 2023
SUBJECT:
A Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 1 Preliminary Engineering Agreement with WBK Engineering, LLC in the not to exceed amount of $151,796.00, and the appropriation of $151,796.00 of MFT Funds for the New York Street Corridor Safety Improvement Project.
PURPOSE:
To execute the Joint Funding Agreement PE/ROW for State-Let Construction Projects, there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 1 Local Public Agency Engineering Services Agreement with WBK Engineering, LLC and to Appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
New York Street is an arterial roadway with a 6-lane cross section with turn lanes at signalized intersections, 45 mph speed limit, and approximately 12,700 vehicles per day. There are a number of accidents attributed to left-turning movements at the signalized intersections. The City would like to enhance safety for all road users including motorists and pedestrians throughout this corridor.
The City applied for and was awarded a Highway Safety Improvement Program (HSIP) grant in September 2022. The proposed improvements along New York Street include median modifications to add additional left turn lanes along with signal modernization, street lighting, pavement marking, sidewalk/multi-use path, signage, and ADA ramp improvements.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for these Phase 1 Engineering services on October 27, 2022. Thirteen (13) firms submitted their qualifications and experience. Staff reviewed the qualifications and determined that WBK Engineering, LLC of St. Charles, IL 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. We are recommending moving ahead with WBK Engineering, LLC for the Phase 1 Design Engineering.
The attached Phase 1 Preliminary Engineering Agreement (BLR 05530) from WBK Engineering, LLC in the amount of $151,796.00 noted as Exhibit B will provide Phase 1 Preliminary Engineering Services. We are anticipating the preliminary design work to be completed in summer 2024, with Phase 2 design work to follow and construction to take place in 2025 or 2026.
The agreement being presented is only for Phase 1 Engineering. The QBS included a provision that the City can utilize the same firm for the Phase 2 Design Engineering as Phase 1 Engineering. Provided the consultant's work is satisfactory, a separate resolution for the Phase 2 Engineering will be prepared at a later time for Council's approval.
This followed the Request for Qualifications process and is not subject to the Local Preference Policy. The funding source, federal and MFT funds, is not subject to the Local Preference Policy.
The total construction cost of this project is estimated at $1,380,000. The total HSIP federal funds allocated to this project is up to $1,600,000 (Construction, Phase 1, 2, and 3 Engineering). The HSIP is a 90/10 split and is a reimbursable program. The attached Joint Funding Agreement PE/ROW for State-Let Construction Projects (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’s final share of the Phase 1 Engineering costs is anticipated to be $25,796.00.
Due to the extensive agreement processing time by IDOT, staff has opted to go for a Section 1440 processing to start the project as soon as possible. A traditional agreement approval process by IDOT takes 6 months to over a year to get the notice to proceed to kick start Phase 1 or 2 engineering services. Section 1440 allows the local agency to get started with preliminary engineering services prior to Federal/State authorization of the Phase 1 engineering funds. However, the City needs to wait to ask for reimbursement until the agreements are reviewed & executed by IDOT. Currently, both Exhibit A and Exhibit B are drafts that are under review by IDOT. Since City has opted for Section 1440 processing, these attachments will need to be executed by City to start the Phase 1 engineering services. 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 $151,796.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Preliminary Engineering cost.
The 2023 Fiscal Year budget provides the funds through the following account:
GB163 New York St Corridor HSIP 203-4060-431.79-99 $151,796.00.
IMPACT STATEMENT:
No impact anticipated.
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 1 Preliminary Engineering Agreement with WBK Engineering, LLC in the not to exceed amount of $151,796.00, and the appropriation of $151,796.00 of MFT Funds for the New York Street Corridor Safety Improvement 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, (City intends to improve the New York Street corridor from Commons Drive to Entrance No. 6 to enhance safety for all road users including motorists and pedestrians. The improvements shall include median modifications to add additional left turn lanes along with signal modernization, street lighting, pavement marking, sidewalk/multi-use path, signage, and ADA ramp improvements. The project has a State Job No: P-91-025-23; Project No: BGVI(154) and MFT Section No: 22-00351-00-WR; and
WHEREAS, the New York Street Corridor Safety Project has been awarded a Highway Safety Improvement Program (HSIP) grant, a federal funding in the not to exceed amount of $1,600,000.00 for Phase 1, 2, and 3 Engineering, and Construction; and
WHEREAS, the use of federal funds requires the City to execute the Joint Funding Agreement PE/ROW for State-Let Construction Projects with the State of Illinois (IDOT), a copy of which draft agreement is attached hereto and incorporated herein as Exhibit A; and
WHEREAS, the City has performed a Qualification Based Selection (QBS) to select the most qualified consultant to perform Phase 1 Preliminary Engineering services for this project. There is a need to execute a Phase 1 Preliminary Engineering Agreement with WBK Engineering, LLC, 116 West Main Street, Suite 201, St. Charles, IL 60174 in the amount of $151,796.00, a copy of which draft agreement is attached hereto and incorporated herein as Exhibit B; and
WHEREAS pursuant to Section 1440 of the Fast Act, the City must wait to ask for federal reimbursement of engineering services until Exhibit A and Exhibit B are reviewed & executed by IDOT; and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT) Funds (MFT Section # 22-00351-00-WR) funds for this project in the amount of $151,796.00, a copy of which resolution is attached for approval as Exhibit C; and
WHEREAS, the City of Aurora fiscal year 2023 Budget provides funds by way of the following account:
GB163 New York St Corridor HSIP 203-4060-431-79-99 $151,796.00)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Joint Funding Agreement PE/ROW for State-Let Construction Projects 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 the Phase 1 Preliminary Engineering Agreement with WBK Engineering, LLC in substantially the same form as attached to this Resolution as Exhibit B in the not to exceed amount of one hundred fifty-one thousand seven hundred ninety six and 00/100 dollars ($151,796.00) shall be and hereby is approved; and further
BE IT RESOLVED, that one hundred fifty-one thousand seven hundred ninety six and 00/100 dollars ($151,796.00) of available MFT Funds, Motor Fuel Tax Section Number 22-00351-00-WR 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.