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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: January 8, 2019
SUBJECT:
Requesting Authorization for the Mayor to Execute the Local Agency Agreement for Federal Participation with the State of Illinois, the Director of Purchasing to sign the Phase 3 Construction Engineering Agreement with HR Green, Inc. in an amount not to exceed $ 93,468.00 and the Appropriation of Motor Fuel Tax Funds for East Indian Trail Road Traffic Signal Interconnect and Modernization Project, MFT #18-00322-00-TL in an amount not to exceed $315,000.00.
PURPOSE:
To execute the Local 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 HR Green, Inc. and to Appropriate Motor Fuel Tax (MFT) funds by IDOT Resolution).
BACKGROUND:
The City has been interconnecting traffic signals with a goal to reduce traffic congestion, achieve better traffic flow and reduce emissions. Indian Trail Road is an arterial with an average daily traffic (ADT) volume of 21,400 vehicles. In order to interconnect the traffic signals between Broadway Avenue (IL 25) and Pennsbury Lane, the City had applied for a Congestion Mitigation Air Quality (CMAQ) federal grant for the project. The project was granted the federal funds (80/20 split) in the amount of $905,606.88 for construction and construction engineering. The total cost of the project is estimated at $1,132,008.60. Phase 2 engineering is currently underway and the final project plans have been submitted to IDOT for their review. The project is anticipated to be let in March 2019..
DISCUSSION:
Due to the federal funding involved in phase 3 Construction Engineering, the City was required to go through Quality Based Selection (QBS) Process to select a consultant for Construction Engineering for this project. The QBS proposal was posted on October 12, 2018 through the City Website, a total of 5 QBS proposals were received. Based on QBS process ranking, HR Green, Inc. was selected, by City Staff, to perform Phase 3 Construction Engineering. A copy of the ranking summary for all firms is attached.
IDOT requires the City to execute the Local Agency Agreement by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for the 20% of the construction cost, the agreement is attached for execution. The estimated total cost of the Construction (C) is approximately $1,038,540.00. The city’s portion of the construction cost would approximate to $207,708.00.
The City will have to front fund the Construction Engineering (CE) cost and 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $93,468.00. City's portion of the CE cost would approximate to $18,693.00 while State's portion would approximate to $74,775.00.
The approximate total cost of C&CE (City’s Share) = $226,401.00.
IDOT requires a Resolution to Appropriate the MFT funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 appropriating MFT funds in the amount of $315,000.00 is attached.
The 2019 FFY budget provides the funds through the following account:
GB079 Indian Trail Traffic Signal Interconnect 203 4020 418 38 22 $315,000.00
IMPACT STATEMENT:
No impact anticipated.
RECOMMENDATIONS:
Staff recommends execution and approval of the Local Agency Agreement, Phase 3 Construction Engineering Agreement with HR Green, Inc. and appropriation of the MFT funds in the amount of $315,000.00 for section no. 18-00322-00-TL.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Requesting Authorization for the Mayor to Execute the Local Agency Agreement for Federal Participation with the State of Illinois, the Director of Purchasing to sign the Phase 3 Construction Engineering Agreement with HR Green, Inc. and to Appropriate the Motor Fuel Tax Funds for East Indian Trail Road Traffic Signal Interconnect and Modernization Project, MFT #18-00322-00-TL.
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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 improve the traffic flow efficiency on Indian Trail Road, complete with traffic signal interconnect, between Broadway Avenue (IL Route 25) and Pennsbury Lane. The project has a State Job Number: C-91-235-18 and MFT section number: 18-00322-00-TL.
WHEREAS, the East Indian Trail Road Traffic Signal Interconnect and Modernization Project has been awarded Congestion Mitigation and Air Quality (CMAQ) federal funding in the amount not to exceed $905,607.00 for Construction and Construction Engineering.
WHEREAS, the use of federal funds requires the City to execute the Local Agency Agreement with IDOT by way of appropriating the funds in the amount of $207,708.00 (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. by way of appropriating funds in the amount of $93,468.00 (front funding Construction Engineering) of which the agreement is attached, and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT # 18-00322-00-TL) funds for this project in the amount of $315,000.00, a copy of which resolution is attached for approval.
WHEREAS, the City of Aurora FFY 2018 Budget provides funds by way of the following account:
GB079 Indian Trail Traffic Signal Interconnect 203 4020 418 38 22 $315,000.00.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City of Aurora authorizes three hundred and fifteen thousand dollars ($315,000.00) for the completion of the aforementioned project with the MFT Section Number 18-00322-00-TL, the Mayor is authorized to execute the Local Agency Agreement for Federal Participation with the State of Illinois (LAA attached), the Director of Procurement to sign the Phase 3 Construction Engineering Services Agreement with HR Green, Inc. (CE Agreement attached) and the City Clerk to sign the Motor Fuel Tax Resolution (IDOT resolution attached).
BE IT FURTHER RESOLVED that the Mayor is hereby authorized any other such documents related to advancement and completion of the said project.