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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 3 Construction Engineering Services Agreement with HR Green, Inc. in the not to exceed amount of $855,739.00 and the appropriation of $2,419,167.00 of REBUILD Illinois Bond Funds for the Indian Trail Road Reconstruction and High Street Intersection Project.
PURPOSE:
To execute the Joint Funding Agreement for State-Let Construction Work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services Agreement with HR Green, Inc and to Appropriate REBUILD Illinois Bond Funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
A Phase 1 Study was previously completed on Indian Trail from Mitchell Road to Farnsworth Avenue. The City has already constructed the section of Indian Trail from east of Church Road to Farnsworth Avenue ten years ago with federal funds. This project would complete the section not constructed from east of Mitchell Road to Church Road.
The project has secured federal funds ranging in percentages from 75% to 100%. The funding sources include Surface Transportation Program - Local (STU), Highway Safety Improvement Program (HSIP), and Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) Funds. The HSIP funds are for the improvement of the Indian Trail at High Street intersection and other funds for the rest of the corridor. A total of $6,481,446.00 in federal funds has been secured for the Construction and Construction Engineering on this project.
The project involves improving the Indian Trail corridor by widening four lanes to five lanes to bring conformity to the corridor. Work will include completing traffic signal plans for the intersection of Indian Trail & High Street (currently stop controlled) and traffic signal modernization plans for the intersection of Indian Trail & Church Road. The intersections will be provided with ADA compliant ramps and Detectable Warnings. The improvements will also include a 5-6 feet wide sidewalk, 8-10 feet wide asphalt bike path and high visibility crosswalk for safe pedestrian/bicyclists crossing. There will be path connections to an existing regional trail (Illinois Prairie Path (Aurora Branch)) at High Street, plus a connection to the existing shared use path on Indian Trail constructed in Stage 1 of the project. Select portions of the in-progress plan set are included as Exhibit 'E'.
The City continues to work with their consultant, HR Green, on design plans under an agreement approved by City Council in February 2021 (R21-020). The plans are 99% complete and the “Initial Final” Plans, Specifications, and Estimates (PS&E) were submitted to the IDOT on November 28, 2022. The project is targeting a mid 2023 IDOT letting, subject to the land acquisition being certified by IDOT and the project being authorized to go to letting.
DISCUSSION:
Due to the complex nature of the project construction and documentation requirements by the Illinois Department of Transportation (IDOT) for federally funded projects, the City is required to hire a consultant for the Phase 3 Construction Engineering Services.
The City published a Qualification Based Selection (QBS) for the Indian Trail Reconstruction Phase 3 Engineering services on August 15, 2022. Sixteen (16) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that HR Green, Inc. 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. HR Green, Inc. has successfully completed Phase 3 Construction Engineering Services on a number of federally funded projects for the City. The proposed Resident Engineer and team proposed on this project has worked on a number of other projects in the City. The attached Phase 3 Engineering Agreement (BLR 05530) from HR Green, Inc. in the amount of $855,739.00 noted as Exhibit 'B' will provide full time construction and material inspection for this project.
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.
IDOT requires the City to execute the Joint Funding Agreement for State-Let Construction Work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The Joint Funding Agreement (BLR 05310C) is attached for execution as Exhibit ‘A’. The estimated total cost of the Construction (C) is approximately $7,353,000.00. The city’s portion of the construction cost would be approximately $1,562,259.00. The City will have to front fund the Construction Engineering (CE) cost and approximately 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE as shown on Exhibit 'A' is $856,908.00 (rounded up from the agreement amount). The City's portion of the CE cost would be approximately $166,203.00. The approximate total cost of C&CE (City’s Share) would be $1,728,462.00.
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 MFT Funds in the amount of $2,419,167.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
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. The City has received all the funds, $13,042,322.82 in total, over a 3 year period from 2020-2022. 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.
The 2023 City Budget is anticipated to provide for sufficient funds in Account 202-4060-431.79-99 (GB099, E. Indian Trail - Mitchell to Farnsworth #2).
IMPACT STATEMENT:
Construction may start in the second half of 2023 and will take place all of 2024. Some construction work may take place in 2025 depending on the exact letting date, required utility relocations and other factors. Construction will take place under traffic, no detour will be required. Traffic in each direction will be reduced from two lanes to one lane. 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 a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with HR Green, Inc. in the not to exceed amount of $855,739.00, and the appropriation of $2,419,167.00 of REBUILD Illinois Bond Funds for the Indian Trail Road Reconstruction and High Street Intersection 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, the City seeks to reconstruct Indian Trail from Mitchell Road to Church Road, including a new traffic signal at the intersection of Indian Trail and High Street. The project has a State Job Number: C-91-080-22, Federal Project Number: 9JJD(950) and MFT Section Number: 06-00260-02-PV; and
WHEREAS, the Indian Trail Project has been awarded Surface Transportation Program - Local (STU) federal funding in the amount not to exceed $1,351,103, Highway Safety Improvement Program (HSIP) federal funding in the amount not to exceed $877,566, Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) federal funding in the amount not to exceed $4,252,777. These funds will be used for Construction and Construction Engineering and necessitate the use of funding provided through the Illinois Department of Transportation (IDOT); and
WHEREAS, the use of federal funds requires the City to execute the Joint Funding Agreement for State-Let Construction Work with IDOT by way of appropriating the funds in the amount of $1,562,259.00 (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 Agreement with HR Green, Inc., 2363 Sequoia Drive Suite #101, Aurora, IL 60506 by way of appropriating funds in the not to exceed amount of $855,739.00 (front funding Construction Engineering) of which the agreement is attached; and
WHEREAS, there is a need to appropriate MFT Funds (MFT Section # 06-00260-02-PV) funds for this project in the amount of $2,419,167.00, a copy of which resolution is attached for approval; and
WHEREAS, the 2023 City Budget is anticipated to provide for sufficient funds in Account 202-4060-431.79-99 (GB099, E. Indian Trail - Mitchell to Farnsworth #2) for this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Joint Funding Agreement for State-Let Construction Work 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 Agreement with HR Green, Inc. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of eight hundred fifty five thousand seven hundred thirty nine dollars and zero cents ($855,739.00) shall be and hereby is approved; and further
BE IT RESOLVED, that two million four hundred nineteen thousand one hundred sixty seven dollars and zero cents ($2,419,167.00), or as much as may be needed to match the required funding to completed the proposed improvement, of available REBUILD Illinois Bond Funds Funds, Motor Fuel Tax Section Number 06-00260-02-PV shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the City agrees to pass a supplemental REBUILD Illinois Bond Fund resolution if necessary, or MFT resolution if necessary, to appropriate additional funds for completion of the project; 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'.