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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: May 25, 2023
SUBJECT:
A Resolution authorizing the execution of a Phase 2 Design Engineering Agreement with Crawford, Murphy & Tilly, Inc. in the not to exceed amount of $412,745.00, and the appropriation of $430,000.00 of REBUILD Illinois Bond Funds for the Sullivan Road - Edgelawn Dr to Golden Oaks Pkwy Project.
PURPOSE:
This is a Resolution to approve the above referenced Engineering Services Agreement and to appropriate REBUILD Illinois Bond funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
The City applied for federal funding in the March 2020 Kane-Kendall Council of Mayors (KKCOM) Call for Projects for 11 different projects. Nine (9) of the City's 11 submitted projects were selected to be in KKCOM's 5-year program. This project was not selected to be in the original KKCOM 5-year program and was placed in the Contingency Program. Since that time the project has received funding and has moved into the program, but the full funding amount requested has not yet been received. The funding ratio for these projects is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $2,500,000. At the moment this project has secured a little over $1,000,000. The City applied for additional funds through CMAP in early 2023 (results pending) and could obtain additional funds from KKCOM if other projects do not move forward in the program.
The project will include widening Sullivan Road from Edgelawn Drive to West of Randall Road from two to three lanes and enclosing the drainage system. Also included will be intersection improvements at Randall Road with signal modernization, and other resurfacing along Sullivan Road. The project will also fill in sidewalk gaps with additional connections and add a shared use path.
The Phase 1 study has been in process since mid-2021 and should be completed this summer. Additional information on the study and project scope can be found at the following website: https://www.aurora-il.org/2414/Sullivan-Rd-From-Edgelawn-Dr-To-Randall-. Construction is anticipated to begin in 2025 at the earliest, subject to design engineering, land acquisition and funding. Depending on the results of the newer funding applications, the City may elect to stage construction and/or delay the project until more funding is available. Phase 2 engineering and land acquisition should begin at this time in order to continue to move the project forward. If the project ends up being delayed due to funding, the plans will be close to shelf-ready.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for the Phase 1 Engineering services on April 1, 2021, with the option to utilize the same firm for Phase 2 Engineering. Nineteen (19) firms submitted their qualifications and experiences. Staff reviewed the qualifications and determined that Crawford, Murphy & Tilly, Inc. of Aurora, 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 and the score breakdowns in each category. Crawford, Murphy & Tilly, Inc. has been completing the Phase 1 study and we are recommending that they move forward with the Phase 2 design.
This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, REBUILD Illinois Bond Funds, is not subject to the local preference policy.
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 received $13,042,322.82 in total over a 3 year period. 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 Scope of Work is detailed in the attached agreement, noted as Exhibit ‘A’. The total cost of the Local Public Agency Engineering Services Agreement is an amount not to exceed $412,745.00 The engineering agreement includes all tasks to design the project for IDOT's letting, and also includes land acquisition.
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 ‘B’) appropriating REBUILD Illinois Bond Funds in the amount of $430,000.00 is attached. This amount includes a small contingency for other expenses that may be incurred using REBUILD Illinois Bond Funds.
The 2023 City Budget provides $430,000 for this item in Account 202-4060-431.79-99 (GB052, Sullivan Road - Edgelawn Dr. to Golden Oaks Pkwy. Project). As this is a multi-year project, any additional funds will be budgeted in future years.
IMPACT STATEMENT:
No impact.
RECOMMENDATIONS:
Please forward this to Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of a Phase 2 Design Engineering Agreement with Crawford, Murphy & Tilly, Inc. in the not to exceed amount of $412,745.00, and the appropriation of $430,000.00 of REBUILD Illinois Bond Funds for the Sullivan Road - Edgelawn Dr to Golden Oaks Pkwy 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 widen Sullivan Road from Edgelawn Drive to West of Randall Road from two to three lanes, improve the intersection at Randall Road with signal modernization, and resurface other portions of Sullivan Road; and
WHEREAS, the City published a Qualifications Based Selection (QBS) for the Phase 1 Engineering services on April 1, 2021, with an option to utilize the same firm for Phase 2 Engineering. Nineteen (19) firms submitted their qualifications and experiences; and
WHEREAS, there is a need for an engineering agreement with Crawford, Murphy & Tilly, Inc., 550 N. Commons Drive, Suite 116, Aurora, IL 60504, to complete the Phase 2 Design Engineering services for a total cost not to exceed $412,745.00, a copy of which agreement is attached hereto and incorporated herein as Exhibit 'A', and
WHEREAS, there is a need to appropriate REBUILD Illinois Bond Funds for this agreement for Section 21-00344-00-WR in the amount of $430,000.00, a copy of which resolution is attached hereto and incorporated herein as Exhibit 'B', and
WHEREAS, the 2023 City Budget provides $430,000.00 for this item in Account 202-4060-431.79-99 (GB052, Sullivan Road - Edgelawn Dr. to Golden Oaks Pkwy. Project) with any additional funds to be budgeted in future years, if required.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Engineering Agreement with Crawford, Murphy & Tilly, Inc. attached to this Resolution as Exhibit 'A' in the not to exceed amount of four hundred twelve thousand seven hundred forty-five dollars ($412,745.00) shall be and hereby is approved; and further
BE IT RESOLVED, that four hundred thirty thousand dollars ($430,000.00) of available REBUILD Illinois Bond Funds, Motor Fuel Tax Section Number 21-00344-00-WR shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the Director of Purchasing 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'.