cover
TO: Mayor Richard C. Irvin
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: May 12, 2020
SUBJECT:
A Resolution to Award the Contract for the 2020 City Wide Street Resurfacing Project to Geneva Construction Company, P.O. Box 998, Aurora, IL 60507, in the amount of $8,815,500.00 and to Appropriate Motor Fuel Tax funds in the amount of $6,707,300.00 for Section No. 20-00000-01-GM.
PURPOSE:
To award the Construction Contract for the 2020 Resurfacing Project and the appropriation of Motor Fuel Taxes (MFT) by Illinois Department of Transportation (IDOT) Resolution.
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 59.1 lane miles of streets throughout the City. In 2019, the City resurfaced 59.7 lane miles.
DISCUSSION:
Bids were opened and publicly read on February 26, 2020. The bid tabulation for the 2 bids received is attached as Exhibit 'A'. The lowest responsible bid was submitted by Geneva Construction Company of Aurora, IL in the amount of $8,815,500.00 which is 4.12% less than the Engineer's Cost Estimate. A copy of the submitted bid is attached as Exhibit 'D'. Geneva Construction Company is IDOT Certified and has previously completed work for the City of Aurora on a number of resurfacing projects. We recommend awarding the 2020 Street Resurfacing Projects to Geneva Construction Company for the unit prices submitted.
Due to the funding source, the local preference ordinance does not apply.
In addition to resurfacing, this work includes ward projects in wards 4, 5 and 9. It also includes paving of the alley by the old Masonic Temple site which will be paid for out of risk management funds.
As previously presented to the council, we are anticipating lower revenues for the year due to the COVID-19 pandemic and will need to modify our expenditures accordingly. Engineering has been working closely with the Finance Department to determine exactly what the financial impact to the resurfacing program will be this year. Based on these discussions and projections, at this time we are anticipating that we can spend $7,052,400.00 of the $8,815,500.00 low bid amount.
Staff has developed a revised program that will fit within these parameters. The revised list of streets to be resurfaced and other city wide road projects are shown in the attached Exhibit 'B', along with the original program for reference. Under this revised program, 46.0 lane miles of the 59.1 lane miles shown in the contract will be resurfaced. Geneva Construction Company will be instructed to initially start constructing only the revised list roadways. As the program continues through the year, staff will evaluate the City’s finances to determine if it will be possible to construct any of the other roadways not on the revised list, or if they will be delayed until a later program.
IDOT requires city council appropriation of Motor Fuel Taxes prior to expenditure of funds. The IDOT Resolution appropriating MFT funds in the amount of $6,707,300 for Street Maintenance is attached as Exhibit 'C'.
The 2020 City Budget provides funds for this project in the following accounts, which totals $7,052,400.00 and not the low bid amount of $8,815,500.00:
|
Motor Fuel Tax |
203-4460-431.76-09 |
$ 6,707,300 |
|
Ward #4 Projects Fund |
314-4460-431.38-55 |
20,000 |
|
Ward #5 Projects Fund |
315-4460-431.38-55 |
32,600 |
|
Ward #9 Projects Fund |
319-4460-431.38-55 |
102,300 |
|
Water & Sewer - Sanitary Sewer |
510-4063-511.73-14 |
160,200 |
|
Prop & Casualty Insurance |
601-0000-410.40-78 |
30,000 |
A budget amendment or transfer will need to be processed to increase the Motor Fuel Tax portion from $3,600,000 to $6,707,300.
IMPACT STATEMENT:
Construction is expected to begin in May and be substantially completed by October. 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 City Council for their review and recommendation for approval.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to Award the Contract for the 2020 City Wide Street Resurfacing Project to Geneva Construction Company, P.O. Box 998, Aurora, IL 60507 in the amount of $8,815,500.00 and to Appropriate Motor Fuel Tax funds in the amount of $6,707,300.00 for Section No. 20-00000-01-GM.
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' (starting with the revised list in the amount of $7,052,400.00); and
WHEREAS, bids were received and publicly opened and read on February 26, 2020 with bid tabulation attached hereto and incorporated as Exhibit 'A'; and
WHEREAS, Geneva Construction Company, P.O. Box 998, Aurora, IL 60507 was the lowest responsible bidder in the amount of Eight Million Eight Hundred Fifteen Thousand, Five Hundred Dollars and Zero Cents ($8,815,500.00); and
WHEREAS, State Motor Fuel Tax funds will be utilized for this project and the MFT Resolution appropriating $6,707,300.00 of these funds is attached hereto and incorporated as Exhibit 'C'; and
WHEREAS, the 2020 City Budget provides funds for this project in the following accounts, which totals $7,052,400.00 and not the low bid amount of $8,815,500.00:
|
Motor Fuel Tax |
203-4460-431.76-09 |
$ 6,707,300 |
|
Ward #4 Projects Fund |
314-4460-431.38-55 |
20,000 |
|
Ward #5 Projects Fund |
315-4460-431.38-55 |
32,600 |
|
Ward #9 Projects Fund |
319-4460-431.38-55 |
102,300 |
|
Water & Sewer - Sanitary Sewer |
510-4063-511.73-14 |
160,200 |
|
Prop & Casualty Insurance |
601-0000-410.40-78 |
30,000 |
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 Company for the unit prices shown within the bid as set forth in Exhibit 'A' and the City Clerk is authorized to sign the Motor Fuel Tax Appropriation as set forth in Exhibit 'C'.
AND BE IT FURTHER RESOLVED that the City Treasurer shall issue a Purchase Order not to exceed $7,052,400 for this contract and that any further expense on this contract shall require a Supplemental Appropriation to be approved by the City Council.