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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: December 10, 2020
SUBJECT:
A Resolution authorizing the execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois, the execution of a Phase 3 Construction Engineering Agreement with Christopher B. Burke Engineering, Ltd. in the not to exceed amount of $57,710.00, and the appropriation of $173,130.00 of Motor Fuel Tax (MFT) funds for the Edgelawn Drive Bikeway Project.
PURPOSE:
To execute the Local Public Agency Agreement 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 Christopher B. Burke Engineering, Ltd. and to Appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution
BACKGROUND:
Edgelawn Drive Bikeway project is recognized in the City of Aurora Bicycle & Pedestrian Plan. The project limits are from Indian Trail to Virgil Gilman Trail on Edgelawn Drive, project extends east on Prairie Street up to LeGrande Boulevard, continuing north on LeGrande Boulevard to Garfield Avenue, then west on Garfield Avenue to Gladstone Avenue and north on Gladstone Avenue to finally terminate at Galena Boulevard intersection (at West Aurora High School).
The project will connect and provide access to Indian Trail Path at north, Virgil Gilman Trail to its south and provides a bikeway through the residential streets to access West Aurora High School and Aurora University.
Improvements will include: striping on-street bike lanes, Shared Lane Markings (Sharrows), Pavement Markings, extending shoulders to fit on-street bike lanes, ADA improvements and signage.
The City continues to work with their consultant, Patrick Engineering Inc. on design plans under an agreement approved in 2019. The Final plans, specifications and Estimates were submitted on November 23, 2020 with the anticipated project letting date of March 5, 2021.
DISCUSSION:
Due to the federal funding involved in Phase 3 Construction Engineering, City was required to go through Qualification Based Selection (QBS) process to select a consultant for the Phase 3 Construction Engineering Services.
The City published a Qualification Based Selection (QBS) for the Edgelawn Drive Bikeway Phase 3 Engineering services on October 21, 2020. A total of 16 firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that Christopher B. Burke Engineering, Ltd. 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. The attached Phase 3 Engineering Agreement (BLR 05611) from Christopher B. Burke Engineering, Ltd. in the amount of $57,589.35 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 MFT Funds, are not subject to the local preference policy.
IDOT requires the City to execute the Local Public Agency Agreement by setting aside the local matching funds for the project. IDOT will front fund the construction and invoice the City of Aurora for its share of the construction cost. The Local Public Agency Agreement (BLR 05310) is attached for execution as Exhibit "A". The estimated total cost of the Construction (C) is approximately $577,102.00. The city’s portion of the construction cost would be approximately $115,420.00.
City will have to front fund Phase 3 Construction Engineering (CE) cost and approximately 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of Phase 3 CE is $57,710.00. City's portion of the CE cost would approximate to $11,542.00. The approximate total cost of C&CE (City’s Share) would be $126,962.00.
Currently, both Exhibit 'A' and Exhibit 'B' are drafts that are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by January 27, 2021 in order to stay on schedule for the March 5, 2021 state letting. If the forms are amended by IDOT, 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 $173,130.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
City of Aurora fiscal year 2020 and City's future fiscal year 2021 budget provides the funds through the following account:
GB132 Edgelawn Drive Bikeway Path 203 4460 431 73 19 $173,130.00
IMPACT STATEMENT:
The project will provide alternate mode of transport for commuters and also encourages recreational use of the amenity.
RECOMMENDATIONS:
Staff recommends execution and approval of the Local Public Agency Agreement, Phase 3 Construction Engineering Agreement with Christopher B. Burke Engineering, Ltd. And to appropriate the MFT funds in the amount of $173,130.00 for section no. 16-00312-00-BT.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the execution of a Local Public Agency Agreement for Federal Participation with the State of Illinois, the execution of a Phase 3 Construction Engineering Agreement with Christopher B. Burke Engineering, Ltd. in the not to exceed amount of $57,710.00, and the appropriation of $173,130.00 of Motor Fuel Tax (MFT) Funds for the Edgelawn Drive Bikeway 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 enhance bicycle and pedestrian facilities through Edgelawn Drive Bikeway Project for better connectivity and accessibility to regional and local trails on the west side of Aurora. Project limits - Indian Trail to Virgil Gilman Trail on Edgelawn Drive, project extends east via Prairie street from Edgelawn Drive to LeGrande Boulevard, continuing north on LeGrande Boulevard to Garfield Avenue, continuing west on Garfield Avenue to Gladstone Avenue and then continuing north on Gladstone Avenue to finally terminate at Galena Boulevard intersection (opposite to West Aurora High School)), the project is approximately 3.9 miles in length, that consists of striping bike lanes, shared lane markings (Sharrows), bike routes, pavement markings, striping, excavation to extend shoulders to accommodate bike lane, signage and other pertinent work. The project has a State Job No.: C-91-251-16, Federal Project No.: WDHA(838) and MFT Section No.: 16-00312-00-BT
WHEREAS, Edgelawn Drive Bikeway Project has been awarded Congestion Mitigation and Air Quality (CMAQ) federal funding in the amount not to exceed $507,850 in total for Construction ($461,682.00) and Construction Engineering ($46,168.00)
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 $115,420.00 (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 Christopher B. Burke Engineering, Ltd., 9575 W Higgins Road, Suite 600, Rosemont, IL 60018, by way of appropriating funds in the not to exceed amount of $57,589.35 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT # 16-00312-00-BT) funds for this project in the amount of $173,130.00 a copy of which resolution is attached for approval.
WHEREAS, the City of Aurora fiscal year 2020 and City's future fiscal year 2021 Budget provides funds by way of the following account:
GB132 Edgelawn Drive Bikeway Path 203 4460 431 73 19 $173,130.00
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Local Public Agency Agreement 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 Agreement with Christopher B. Burke Engineering, Ltd. in substantially the same form as attached to this Resolution as Exhibit 'B' in the amount of fifty seven thousand five hundred eighty nine and 35 cents ($57,589.35) shall be and hereby is approved; and further
BE IT RESOLVED, that one hundred seventy three one hundred thirty dollars ($173,130.00) of available Motor Fuel Tax (MFT) Funds, MFT Section Number 16-00312-00-BT 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'.