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TO: Mayor John Laesch and City Council
FROM: Timothy Weidner, P.E., Engineering Coordinator
DATE: September 8, 2025
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 $251,247.00, and the appropriation of $755,000.00 for the Stonebridge Blvd Resurfacing 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 Capital Improvement (CAP-A) funds.
BACKGROUND:
The City applied for federal funding in the March 2024 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for several projects with non-funded projects placed on the Contingency List. This project was not initially awarded funding and was placed on the Contingency List. Due to additional federal funding availability, the City was able to get this project funded in federal fiscal year 2025.
The project will resurface the entire length of Stonebridge Blvd. The funding ratio for this project is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $1,687,500 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.
The City has been performing Phase 1 and Phase 2 Engineering in-house. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on July 28, 2025. The project is targeting a November 2025 IDOT 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 Phase 3 Engineering Services on December 20, 2024. Nine (9) firms submitted their qualifications. Staff reviewed the qualifications submitted and determined that HR Green, Inc. (HR Green) 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. HR Green has completed numerous Phase 3 Engineering projects throughout the City. The attached Phase 3 Engineering Agreement (BLR 05530) from HR Green in the amount of $251,247.00 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 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) on the form is $2,000,000. This amount is slightly lower than the Engineer's Final Construction cost. Actual bids have typically been coming in slightly below the Engineer's Estimate, however if costs are higher, the City may need to appropriate additional funding. The City’s portion of construction costs would be approximately $500,000. The City will have to front-fund the Construction Engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $251,247.00. The City's portion of the CE cost would be approximately $63,000.00. The approximate total cost of C&CE (City’s Share) would be $563,000.00.
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 October 1, 2025, in order to stay on schedule for the November 2025 state letting. If the forms are amended by IDOT, the Mayor and City Clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.
Due to the nature of the federal funding on this project, IDOT requires that the City agree to appropriate additional funds if necessary for completion of the project. City staff will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer's Final Cost Estimate or bidding the project is in the City's best interest.
It is possible that the Mayor and Clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution we are requesting that the Mayor and Clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional CAP-A funds are needed for the project, then another Resolution will be presented before the City Council.
The 2026 City Budget is anticipated to provide for sufficient funds in Account 340-4060-431.73-99 (GB167, Stonebridge Resurfacing)
IMPACT STATEMENT:
During construction, roadway traffic will be reduced to one lane with a flagger at various times. If this item is not approved, the City will need to forgo federal funding to resurface this road and ultimately resurface it will local funding only.
RECOMMENDATIONS:
Please forward this to the Infrastructure & Technology Committee for approval.
cc: Infrastructure & Technology 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 $251,247.00, and the appropriation of $755,000.00 for the Stonebridge Blvd Resurfacing 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 resurface Stonebridge Boulevard in its entirety. The project has a State Job Number: C-91-124-25, Federal Project Number: SDI4(603) and MFT Section Number: 24-00370-00-RS; and
WHEREAS, the Stonebridge Blvd Resurfacing Project has been awarded Surface Transportation Program – Local (STU) federal funding in the amount not to exceed $1,687,500.00 for Construction and Construction Engineering, which will necessitate the use of funding provided through the Illinois Department of Transportation (IDOT); and
WHEREAS, the use of federal and State 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 $500,000.00 (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 not to exceed amount of $251,247.00 (front funding Construction Engineering) of which the agreement is attached; and
WHEREAS, there is a need to appropriate CAP-A funds for this project in the amount of $755,000.00; and
WHEREAS, depending on the low bid prices and final construction costs there may be a need to appropriate additional CAP-A funds for this project; and
WHEREAS, City staff has the authority to coordinate with IDOT in the award and execution of the contract; and
WHEREAS, the 2026 City Budget is anticipated to provide for sufficient funds in Account 340-4060-431.73-99 (GB167, Stonebridge Resurfacing).
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 two hundred fifty-one thousand two hundred forty-seven dollars ($251,247.00), or a higher amount if determined by IDOT during their review, shall be and hereby is approved; and further
BE IT RESOLVED, that seven hundred fifty-five thousand dollars ($755,000.00), or as much as may be needed to match the required funding to completed the proposed improvement, of available CAP-A Funds 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 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 additional Joint Funding Agreements/Amendments or revised Engineering Agreements.