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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: April 13, 2023
SUBJECT:
A Resolution to award a contract to Geneva Construction Co. in the amount of $9,471,220.17, and to appropriate $3,800,000.00 of MFT Funds for the 2023 City Wide Street Resurfacing Project.
PURPOSE:
To award the Construction Contract for the 2023 Resurfacing Project and to appropriate Motor Fuel Taxes (MFT) by Illinois Department of Transportation (IDOT) Resolution for MFT Section No. 23-00000-00-GM.
BACKGROUND:
The City maintains nearly 1,300 lane miles of streets with a pavement wearing surface life expectancy of 20 to 25 years. This Construction Contract includes the resurfacing of 43.4 lane miles of streets throughout the City. In 2021 the City resurfaced 35.7 lane miles, and in 2022 the City resurfaced 40.6 lane miles of streets (some work is still remaining to be completed this calendar year).
DISCUSSION:
Bids were opened and publicly read on April 5, 2023. The bid tabulation for the 2 compliant bids received is attached as Exhibit 'A'. Another bid was received and determined to be non-compliant. The lowest responsible bid was submitted by Geneva Construction Co. of Aurora, IL in the amount of $9,356,220.17 which is 1.05% less than the Engineer's Cost Estimate. A copy of the submitted bid is attached as Exhibit 'D'. Geneva Construction Co. is IDOT Certified and has previously completed work for the City of Aurora on a number of resurfacing projects, including the 2020 & 2021 programs, and federally funded resurfacing projects. We recommend awarding the 2023 Street Resurfacing Projects, MFT Section No. 23-00000-01-GM, to Geneva Construction Co. for the unit prices submitted
Due to the funding source, the local preference ordinance does not apply.
The list of streets to be resurfaced is shown in the attached Exhibit 'B'. The list includes additional roadways in Ward 9 that were not in the bidding documents which will be paid for with Ward 9 funds, in the amount of $115,000.00. Therefore, we are requesting that the award and purchase order be made in the amount of $9,471,220.17, which is the low bid value of $9,356,220.17 plus an additional $115,000.00.
IDOT requires City Council appropriation of Motor Fuel Taxes prior to expenditure of funds. The IDOT Resolution appropriating MFT funds in the amount of $3,800,000 for Street Maintenance is attached as Exhibit 'C'.
The 2023 City Budget provides funds for this project in the following accounts:
|
Motor Fuel Tax |
GB001 |
203-4060-431.76-09 |
$ 3,800,000.00 |
|
Municipal Motor Fuel Tax |
GB097 |
212-4060-431.73-91 |
2,000,000.00 |
|
CDBG |
GB097 |
221-1330-801.43-02 |
500,000.00 |
|
Ward #9 Projects Fund |
|
319-4060-431.38-55 |
115,000.00 |
|
Capital - Neighborhood Imp |
GB097 |
340-4060-431.73-91 |
2,931,220.17 |
|
Water & Sewer - Sanitary Sewer |
IB018 |
510-4063-511.73-14 |
125,000.00 |
IMPACT STATEMENT:
Construction is expected to begin in May and be substantially completed by November. Each street will be under construction for 8 to 10 weeks and will have some impact to local traffic.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to award a contract to Geneva Construction Co. in the amount of $9,471,220.17, and to appropriate $3,800,000.00 of MFT Funds for the 2023 City Wide Street Resurfacing Project.
body
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, it is necessary and desirable to resurface streets and complete other city wide road projects as listed in the attached and incorporated as Exhibit 'B'; and
WHEREAS, bids were received and publicly opened and read on April 5, 2023 with bid tabulation attached hereto and incorporated as Exhibit 'A'; and
WHEREAS, Geneva Construction Co., P.O. Box 998, Aurora, IL 60507-0998 was the lowest responsible bidder in the amount of nine million three hundred fifty six thousand, two hundred twenty dollars and seventeen cents ($9,356,220.17); and
WHEREAS, the award amount will be for the full bid of $9,356,220.17 and an additional amount of $115,000.00 to pave various roadways in Ward 9 for a total award of $9,471,220.17; and
WHEREAS, State Motor Fuel Tax (MFT) funds will be utilized for this project and the supplemental MFT Resolution appropriating $3,800,000.00 of these funds is attached hereto and incorporated as Exhibit 'C'; and
WHEREAS, the 2023 City Budget provides funds for this project in the following accounts:
|
Motor Fuel TaxGB001203-4060-431.76-09$ 3,800,000.00 |
|
|
|
|
Municipal Motor Fuel Tax |
GB097 |
212-4060-431.73-91 |
2,000,000.00 |
|
CDBG |
GB097 |
221-1330-801.43-02 |
500,000.00 |
|
Ward #9 Projects Fund |
|
319-4060-431.38-55 |
115,000.00 |
|
Capital - Neighborhood Imp |
GB097 |
340-4060-431.73-91 |
2,931,220.17 |
|
Water & Sewer - Sanitary Sewer |
IB018 |
510-4063-511.73-14 |
125,000.00 |
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is hereby authorized to execute a contract with Geneva Construction Co. for the unit prices shown within the bid as set forth in Exhibit 'A'; and further
BE IT RESOLVED, that three million eight hundred thousand dollars ($3,800,000.00) of available MFT Funds, Motor Fuel Tax Section Number 23-00000-00-GM 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 Maintenance Under the Illinois Highway Code, Form (BLR 14220)” attached to this Resolution as Exhibit 'C'.