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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: April 11, 2024
SUBJECT:
A Resolution to award a contract to Geneva Construction Co. in the amount of $5,616,891.50, and to appropriate $3,500,000.00 of MFT Funds for the 2024 Citywide Street Resurfacing-EAST project.
PURPOSE:
To award the Construction Contract for the 2024 Citywide Street Resurfacing-EAST project and to appropriate Motor Fuel Taxes (MFT) by Illinois Department of Transportation (IDOT) Resolution for MFT Section No. 24-00000-00-GM.
BACKGROUND:
The City maintains nearly 1,300 lane miles of streets with a pavement wearing surface life expectancy of 20 to 25 years. Unlike recent years, the 2024 Citywide Resurfacing Project has been broken up into 2 separate contracts. Performing resurfacing work under two separate contracts was last done in 2016. This Construction Contract includes the resurfacing of 24.3 lane miles of streets throughout the City. Both of the 2024 Citywide Resurfacing Projects combined will resurface a total of 38.4 lane miles of streets. In 2022 the City resurfaced 40.6 lane miles, and in 2023 the City resurfaced 43.4 lane miles of streets (some work is still remaining to be completed this calendar year).
DISCUSSION:
Bids were opened and publicly read on April 3, 2024 (Bid No. 24-036). The bid tabulation for the bids received is attached as Exhibit 'A'. The lowest responsible bid was submitted by Geneva Construction Co. of Aurora, IL in the amount of $5,616,891.50 which is 9.4% less than the Engineer's Cost Estimate. A copy of the submitted bid is attached as Exhibit 'D' and the advertised bid documents are attached as Exhibit 'E'. Geneva Construction Co. is IDOT Certified and has previously completed work for the City of Aurora on a number of resurfacing projects, including the 2020, 2021, and 2023 programs, and federally funded resurfacing projects. We recommend awarding the 2024 Street Resurfacing Projects, MFT Section No. 24-00000-01-GM, to Geneva Construction Co. for the unit prices submitted.
Due to the funding source, the local preference ordinance does not apply.
The list of streets to be resurfaced is shown in the attached Exhibit 'B'. This list shows the entire street network that will be resurfaced in 2024 under both contracts, and is color coded to show which road is included under which contract. The roads and costs included in this EAST contract (Bid 24-036) are shown in green.
Over the past several years, the City has completed the Citywide Resurfacing Project under a single contract. In an effort to encourage more contractors to bid and open some opportunities to smaller firms, this year's program has been split into 2 contracts: this one encompassing the portion of the City east of the Fox River and south of the BNSF mainline tracks and second project for the portion of the city west of the River and north of the railroad. This project will be completed with a combination of MFT, CDBG, Cap Imp, and Water & Sewer funds.
IDOT requires City Council appropriation of Motor Fuel Taxes prior to expenditure of funds. The IDOT Resolution appropriating MFT funds in the amount of $3,500,000 for Street Maintenance is attached as Exhibit 'C'.
The contracted amount of $5,616,891.50 includes approximately $40,000-$50,000 worth of work within Wheatland Township's portion of Wolf's Crossing Road. In coordination with the Township during design, the City included this work as part of the City's bidding documents. The intent is for the City to pay Geneva Construction for the work, and then be reimbursed by the Wheatland Township for their share. The City and Township are currently working through an Intergovernmental Agreement (IGA) that will be presented to City Council as a separate item at a later date. If an IGA is for some reason not approved, the work located within Wheatland Township limits would not be completed.
Ward 9 funds are being added to the program to resurface additional streets located in Ward 9.
The 2024 City Budget provides funds for this project in the following accounts:
|
Motor Fuel Tax |
GB001 |
203-4060-431.76-09 |
$ 3,500,000.00 |
|
Municipal Motor Fuel Tax |
GB097 |
212-4060-431.73-91 |
713,891.50 |
|
CDBG |
GB097 |
221-1330-801.43-02 |
500,000.00 |
|
Ward #9 Projects Fund |
|
319-4060-431.38-55 |
118,000.00 |
|
Capital - Neighborhood Imp |
GB097 |
340-4060-431.73-91 |
700,000.00 |
|
Water & Sewer - Sanitary Sewer |
IB018 |
510-4063-511.73-14 |
85,000.00 |
IMPACT STATEMENT:
Construction is expected to begin in May and be substantially completed by October. Each street will be under construction for 8 to 10 weeks and will have some impact to local traffic.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to award a contract to Geneva Construction Co. in the amount of $5,616,891.50, and to appropriate $3,500,000.00 of MFT Funds for the 2024 Citywide Street Resurfacing-EAST 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 resurface streets and complete other city wide road projects as listed in the attached and incorporated as Exhibit 'B'; and
WHEREAS, bids were received and publicly opened and read on April 3, 2024 with bid tabulation attached hereto and incorporated as Exhibit 'A'; and
WHEREAS, Geneva Construction Co., PO Box 998, Aurora, IL 60507 was the lowest responsible bidder in the amount of $5,616,891.50; and
WHEREAS, State Motor Fuel Tax (MFT) funds will be utilized for this project and the supplemental MFT Resolution appropriating $3,500,000.00 of these funds is attached hereto and incorporated as Exhibit 'C'; and
WHEREAS, the 2024 City Budget provides funds for this project in the following accounts:
|
Motor Fuel TaxGB001203-4060-431.76-09$ 3,500,000.00 |
|
|
|
|
Municipal Motor Fuel Tax |
GB097 |
212-4060-431.73-91 |
713,891.50 |
|
CDBG |
GB097 |
221-1330-801.43-02 |
500,000.00 |
|
Ward #9 Projects Fund |
|
319-4060-431.38-55 |
118,000.00 |
|
Capital - Neighborhood Imp |
GB097 |
340-4060-431.73-91 |
700,000.00 |
|
Water & Sewer - Sanitary Sewer |
IB018 |
510-4063-511.73-14 |
85,000.00 |
)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is hereby authorized to execute a contract with Geneva Construction Co. for the unit prices shown within the bid as set forth in Exhibit 'A'; and further
BE IT RESOLVED, that three million five hundred thousand dollars ($3,800,000.00) of available MFT Funds, Motor Fuel Tax Section Number 24-00000-00-GM 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 Maintenance Under the Illinois Highway Code, Form (BLR 14220)” attached to this Resolution as Exhibit 'C'.