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TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: January 26, 2023
SUBJECT:
A Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 2 Design Engineering Agreement with Civiltech Engineering, Inc. in the amount not to exceed $53,916.00, and the appropriation of $53,916.00 of MFT Funds for the Farnsworth Avenue at Marshall Boulevard and Illinois Prairie Path Improvement Project.
PURPOSE:
To execute the Joint Funding Agreement PE/ROW for State-Let Construction Projects, there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 2 Local Public Agency Engineering Services Agreement with Civiltech Engineering, Inc and to Appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.
BACKGROUND:
Farnsworth Avenue is an arterial with a 5-lane cross section, 35 MPH speed limit and approximately 25,000 vehicles a day. There are significant numbers of pedestrians and cyclist crossing Farnsworth near Marshall Boulevard and the Illinois Prairie Path. The City would like to enhance safety for all road users and specifically for pedestrians and cyclists at the above crossings.
The City applied for and was awarded the local Highway Safety Improvement Program (HSIP) grant in August 2019 for the project. The proposed improvements on Farnsworth Avenue consists of constructing raised medians at both intersections, installing Rapid Flashing Beacon signs (RRFBs) at Marshall Boulevard and modernizing the existing RRFBs at Illinois Prairie Path crossing. Other improvements consist of resurfacing the segment, new striping, crosswalks and signage. As part of the improvement the parking lot located on the west side at Illinois Prairie Path will have restricted access on to Farnsworth Avenue, a full access will be turned into a right-in and right-out access only, this shall reduce the conflict points between vehicles and pedestrians/bicyclists at the crossing.
Civiltech has completed the Phase 1 Study, and Phase 1 Design Approval was obtained on November 9, 2022.
DISCUSSION:
The City published a Qualifications Based Selection (QBS) for the Phase 1 Engineering services on September 11, 2019, with the option to utilize the same firm for Phase 2 Engineering. Ten (10) firms submitted their qualifications and experiences. Staff reviewed the qualifications and determined that Civiltech Engineering, Inc. of Itasca, IL was the most qualified with the top 3 firm's scores attached as Attachment 4. Attachment 4 also has a breakdown of the selection criteria and weighting and the score breakdowns in each category. Civiltech did outstanding work completing the Phase 1 study and we are recommending that they move forward with the Phase 2 design.
The attached Phase 2 Preliminary Engineering Agreement (BLR 05530) from Civiltech Engineering, Inc. in the amount of $53,916.00 noted as Attachment 2 will provide Phase 2 Preliminary Engineering Services. We are anticipating that design will be completed this year with a late 2023 or early 2024 letting, with construction to take place in 2024.
This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, is not subject to the local preference policy.
The total construction cost of this project is estimated at $266,120. The total HSIP federal funds allocated to this project is up to $351,035 (Construction, Phase 1, 2 and 3 engineering). The HSIP is a 90/10 split and is a reimbursable program. The attached Joint Funding Agreement PE/ROW for State-Let Construction Projects (BLR 05310PE) is shown as Attachment 1 and will need to be executed to utilize those funds. The City will front fund engineering costs and will be reimbursed 90% of the costs. The City’s final share of the Phase 1 Engineering costs is anticipated to be $5,392.00.
Due to the extensive agreement processing time by IDOT, staff has opted to go for a Section 1440 processing to start the project as soon as possible. A traditional agreement approval process by IDOT takes 6 months to over a year to get the notice to proceed to kick start Phase 1 or 2 engineering services. Section 1440 allows the local agency to get started with preliminary engineering services prior to Federal/State authorization of the Phase 2 engineering funds. However, the City needs to wait to ask for reimbursement until the agreements are reviewed & executed by IDOT. Currently, both Attachment 1 and Attachment 2 are drafts that are under review by IDOT. Since City has opted for Section 1440 processing, these attachments will need to be executed by City to start the Phase 2 engineering services. If the forms are amended by IDOT or CBLRS (Central Office), the Mayor and City Clerk will execute the most current forms. The Section 1440 approval by IDOT is attached as Attachment 5.
IDOT requires a Resolution to Appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement - BLR 09110 (Attachment 3) appropriating REBUILD Illinois Bond Funds in the amount of $53,916.00 is attached. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Preliminary Engineering cost.
The 2023 Fiscal Year budget provides the funds through the following account:
GB137 Farnsworth Rd at Marshall, IP Path 203-4060-431-79-99 $53,916.00
IMPACT STATEMENT:
No impact anticipated.
RECOMMENDATIONS:
Please forward this to Finance Committee for approval.
cc: Finance 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 2 Design Engineering Agreement with Civiltech Engineering, Inc. in the amount not to exceed $53,916.00, and the appropriation of $53,916.00 of MFT Funds for the Farnsworth Avenue at Marshall Boulevard and Illinois Prairie Path Improvement 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, City intends to improve the segment of Farnsworth Avenue between Marshall Boulevard and Illinois Prairie Path crossing including the intersections, to enhance safety for all road users and especially for pedestrians and bicyclists that are seen crossing at Marshall Boulevard and Illinois Prairie Path. The improvements shall include installing raised/barrier medians at both intersections for pedestrian refuge islands, facilitating both crossings with Rectangular Rapid Flashing Beacon signs (RRFBs), Resurfacing, Signage and access control to right-in and right-out for the parking lot at Illinois Prairie Path and any other pertinent work as necessary. The project has a State Job No: D-91-354-20; Project No: 6F64(765) and MFT Section No: 19-00331-00-SP.
WHEREAS, Farnsworth Avenue at Marshall Boulevard and Illinois Prairie Path Segment/Intersection Improvement has been awarded Local Highway Safety Improvement Program (HSIP) grant, a federal funding in the amount not to exceed $351,035.00 (Phase 1, 2 and 3 engineering including Construction).
WHEREAS, Farnsworth Avenue at Marshall Boulevard and Illinois Prairie Path Segment/Intersection Improvement Phase 1 Preliminary Engineering has been completed and approved, and Phase 2 Design Engineering is ready to commence.
WHEREAS, the use of federal funds requires the City to execute the Joint Funding Agreement PE/ROW for State-Let Construction Projects with the State of Illinois (IDOT), a copy of which draft agreement is attached hereto and incorporated herein as Attachment 1; and
WHEREAS, there is a need to execute Phase 2 Preliminary Engineering with Civiltech Engineering, Inc., Two Pierce Place, Suite 1400, Itasca, IL 60143 in the amount of $53,916.00, a copy of which draft agreement is attached hereto and incorporated herein as Attachment 2; and
WHEREAS, pursuant to Section 1440 of the Fast Act, the City must wait to ask for federal reimbursement of engineering services until Attachment 1 and Attachment 2 are reviewed & executed by IDOT; and
WHEREAS, there is a need to appropriate Motor Fuel Tax (MFT) Funds (MFT Section # 19-00331-00-SP) funds for this project in the amount of $53,916.00, a copy of which resolution is attached for approval.
WHEREAS, the City of Aurora fiscal year 2023 Budget provides funds by way of the following account:
GB137 Farnsworth Rd at Marshall, IP Path 203-4060-431-79-99 $53,916.00
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Joint Funding Agreement PE/ROW for State-Let Construction Projects with the State of Illinois in substantially the same form as attached to this Resolution as Attachment 1 shall be and hereby is approved; and further
BE IT RESOLVED, that the Phase 2 Preliminary Engineering Agreement with Civiltech Engineering, Inc. in substantially the same form as attached to this Resolution as Attachment 2 in the not to exceed amount of fifty three thousand nine-hundred sixteen dollars and zero cents ($53,916.00) shall be and hereby is approved; and further
BE IT RESOLVED, that fifty three thousand nine-hundred sixteen dollars and zero cents ($53,916.00) of available MFT Funds, Motor Fuel Tax Section Number 19-00331-00-SP 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 Attachment 3.