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TO: Mayor Richard C. Irvin and City Council
FROM: Roopa Anjanappa, Civil Engineer
DATE: May 16, 2024
SUBJECT:
A Resolution authorizing the execution of a Phase 1 Preliminary Engineering Agreement with Stanley Consultants, Inc. in the not to exceed amount of $189,555.00, and the appropriation of $189,555.00 of MFT Funds for the E New York Street and N Farnsworth Avenue Intersection Improvement Project.
PURPOSE:
To approve the Phase 1 Local Public Agency Engineering Services Agreement with Stanley Consultants, Inc. and to Appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
New York Street and Farnsworth Avenue are classified as arterial roadways within the City. At their intersection, New York St & Farnsworth Avenue has 4 through lanes, with single left turn lanes on each leg. Average daily traffic is near 20,000 vehicles per day on the north and west legs, 16,000 vehicles per day on the east leg, and 12,000 vehicles per day on the south leg. The intersection is identified under IDOT safety tier for safety concerns based on the crashes at this intersection. 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 2023. The proposed improvements at the intersection include modernizing the traffic signals, reconstructing pedestrian refuge islands, resurfacing the intersection, upgrading street lighting, updating sidewalks, installing new detectable warning signs to enhance pedestrian crossing through the intersection, installing a video detection system with PTZ cameras, updating the pavement markings, and other pertinent work.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for the Phase 1 Engineering services on November 29, 2023. Eleven (11) firms submitted their qualifications and experience. Staff reviewed the qualifications and determined that Stanley Consultants, Inc. of Chicago, IL 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. We are recommending moving ahead with Stanley Consultants, Inc. for the Phase 1 Preliminary Engineering.
The attached Phase 1 Preliminary Engineering Agreement (BLR 05530) from Stanley Consultants, Inc. in the amount of $189,555.00 noted as Exhibit A will provide Phase 1 Preliminary Engineering Services. We are anticipating the preliminary design work to be completed in summer 2025, with Phase 2 design work to follow and construction to take place in 2027.
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, MFT funds, is not subject to the Local Preference Policy.
The total construction cost of this project is estimated at $1,500,000. The total HSIP federal funds allocated to this project is up to $676,060. The grant only covers safety specific items and does not cover maintenance type items (resurfacing). The HSIP is a 90/10 split and is a reimbursable program. HSIP funds are eligible to be used for all phases of engineering and construction, however, due to agreement processing times, funding sunset dates, and the limited HSIP funding available it is recommended to solely fund Phase 1 engineering with MFT funds. The City will continue to pursue other funding opportunities to reduce the City's cost share on this project.
IDOT requires a Resolution to Appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Exhibit B) appropriating MFT Funds in the amount of $189,555.00 is attached.
The 2024 Fiscal Year budget provides the funds through the following account:
GC092 New York and Farnsworth Int Improvements 203-4020-418.76-39 $189,555.00.
IMPACT STATEMENT:
No impact anticipated.
RECOMMENDATIONS:
Staff recommends approval of the Phase 1 Engineering agreement with Stanley Consultants Inc. and appropriating MFT funds through IDOT resolution.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of a Phase 1 Preliminary Engineering Agreement with Stanley Consultants, Inc. in the not to exceed amount of $189,555.00, and the appropriation of $189,555.00 of MFT Funds for the E New York Street N Farnsworth Avenue Intersection Improvement 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 intends to improve the intersection of E New York Street and N Farnsworth Avenue to enhance safety for all road users including motorists and pedestrians. The improvements shall include modernizing the traffic signals, reconstructing pedestrian refuge islands, resurfacing the intersection, upgrading street lighting, updating sidewalks, installing new detectable warning signs to enhance pedestrian crossing through the intersection, installing a video detection system with PTZ cameras, updating the pavement markings, and other pertinent work; and
WHEREAS, the E New York Street & N Farnsworth Avenue Intersection Improvement Project has been awarded a Highway Safety Improvement Program (HSIP) grant, a federal funding in the not to exceed amount of $676,060.00; 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 Stanley Consultants, Inc., 8501 W Higgins Road, Suite 730, Chicago, IL 60631 in the amount of $189,555.00, a copy of which draft agreement is attached hereto and incorporated herein as Exhibit A; and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT) Funds (MFT Section # 23-00365-00-SP) funds for this project in the amount of $189,555.00, a copy of which resolution is attached for approval as Exhibit B; and
WHEREAS, the City of Aurora fiscal year 2024 Budget provides funds by way of the following account:
GC092 New York & Farnsworth Int Improvements 203-4020-418.76-39 $189,555.00
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Phase 1 Preliminary Engineering Agreement with Stanley Consultants, Inc. in substantially the same form as attached to this Resolution as Exhibit A in the not to exceed amount of one hundred eighty-nine thousand five hundred fifty-five and 00/100 dollars ($189,555.00) shall be and hereby is approved; and further
BE IT RESOLVED, that one hundred eighty-nine thousand five hundred fifty-five and 00/100 dollars ($189,555.00) of available MFT Funds, Motor Fuel Tax Section Number 23-00365-00-SP 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 B.