===== PDF PAGE 21 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _J-\-_ _<_l>_ fl__ Resolution No. 22-R-0049 - Intergovernmental Agreement with the Illinois Department of Transportation and FILE NUMBER: ------ appropriation of funds of City's portion for I DOT Contract COMMITTEE AGENDA DATE: September 1, 202262P22 for improvements along State Route IL-59 COUNCIL AGENDA DATE: September 6, 2022 STAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works SIGNATURE_________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The Illinois Department of Transportation (IDOT) under its contract #62P22 is proposing a project along IL-59 from Edgewood Walk to Kress Creek Oust north of Joliet St), including portions of west Joliet St. The major scope of work includes resurfacing within the project limits, intersection improvements at Joliet St and a new traffic signal at Joliet St. The project also includes interconnecting traffic signals along IL-59 between IL-56 (Butterfield Rd) to IL-64 (North Ave) as well as some traffic signal improvements at IL-59 and James Ave. An Intergovernmental Agreement (IGA) is being proposed by IDOT to cover the costs for improvements which are under the jurisdiction of City of West Chicago, mainly as it relates to the west leg of Joliet St. Over the last few months, staff along with assistance from Thomas Engineering Group has reviewed the plans provided by IDOT. All previous comments have been satisfactorily addressed. Per Exhibit A of the attached IGA, IDOT is anticipating that the City will be responsible for approximately $9,387.00 of the approximately $1.6 million dollar project. All City cost are associated with the west leg of traffic signal at IL-59 and Joliet St. Please note the exact cost of City's participation will be determined after the bid opening and final costs will be determined based on as-built conditions at the completion of the project. Typically, cost participation items on IDOT contract requires municipalities to pay 80% of its cost upon award of the contract and remainder 20% at the completion of the project. Staff recommends approval of the IGA. Although this is an unbudgeted item in FY2022, funds are available in 08-34-53-4863. ACTIONS PROPOSED: Approve Resolution No. 22-R-0049 authorizing the Mayor to execute an Intergovernmental Agreement with the Illinois Department of Transportation and to appropriate funds of City's portion for IDOT Contract 62P22 for improvements along State Route IL-59 COMMITTEE RECOMMENDATION: ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] RESOLUTION NO. 22-R-0049 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORATION AND TO APPROPRIATE FUNDS FOR CITY'S PORTION OF IDOT CONTRACT 62P22 FOR IMPROVEMENTS ALONG STATE ROUTE IL-59 WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an INTERGOVERNMENTAL AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement ofFAP 338 I IL 59 at Joliet Street /Edgewood Walk and at James Street, known as State Section 2121-087-TS&N, Contract No. 62P22, and WHEREAS, in compliance with the aforementioned AGREEMENT, it is necessary for the CITY to appropriate sufficient funds to pay its share of the cost of said improvement. NOW THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of Nine Thousand Three Hundred Eighty Seven Dollars ($9,387.00), or so much thereof as may be necessary, from any money now or hereinafter allotted to the CITY, to pay its share of the cost of this improvement as provided in the AGREEMENT; and BE IT FURTHER RESOLVED, that upon award of the contract for this improvement, the CITY will pay to the STATE in a lump sum from any funds allotted to the CITY, an amount equal to 80% of its obligation incurred under this AGREEMENT, based on bid prices, and will pay to said STATE the remainder of the obligation in a lump sum, upon completion of the project, based on final costs. BE IT FURTHER RESOLVED, that the CITY agrees to pass a supplemental resolution to provide any necessary funds for its share of the cost of this improvement if the amount appropriated herein proves to be insufficient, to cover said cost. ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] BE IT FURTHER RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute an Intergovernmental Agreement with the Illinois Department of Transportation for and appropriate funds for City's portion of IDOT Contract 62P22 for improvements along State Route IL-59, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 6th day of September 2022. AYES: NAYES: ABSTAIN: ABSENT: Ruben Pineda, Mayor ATTEST: Valeria Perez, Deputy City Clerk ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] FAP 338 /IL 59 At Joliet St/Edgewood Walk and at James St State Section: 2021-087-TS&N DuPage County Job No.: C-91-203-21 Contract No.: 62P22 JN-123-001 AGREEMENT This Agreement entered into this ___ day of ________ , 2022 A. D., by and between the STATE OF ILLINOIS, acting by and through its DEPARTMENT OF TRANSPORTATION, hereinafter called the STATE, and the CITY OF WEST CHICAGO of the State of Illinois, hereinafter called the CITY. WITNESS ETH: WHEREAS, the STATE, in order to facilitate the free flow of traffic and ensure safety to the motoring public, is desirous of improving FAP 338 /IL 59 at its intersections with Joliet Street I Edgewood Walk and with James Street, STATE Section 2021-087-TS&N, STATE Job No.: C-91- 203-21, State Contract Number 62P22 as follows: The proposed scope of work includes traffic signal modernizations, emergency vehicle pre-emption equipment, turning lane revisions, resurfacing and all other work necessary to complete the improvement in accordance with the approved plans and specifications; and WHEREAS, the CITY is desirous of said improvement in that same will be of immediate benefit to the CITY residents and permanent in nature; NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto agree as follows: 1. The STA TE agrees to make the surveys, obtain all necessary rights of way, prepare plans and specifications, receive bids and award the contract, furnish engineering inspection during ===== PDF PAGE 25 ===== [Extraction: embedded PDF text] construction and cause the improvement to be built in accordance with the approved plans, specifications and contract. 2. The STATE agrees to pay for all right of way, construction and engineering cost subject to partial reimbursement by the CITY, as hereinafter stipulated. 3. It is mutually agreed by and between the parties hereto that the estimated cost and cost proration for this improvement is as shown on Exhibit A attached hereto and made a part hereof. 4. The CITY has passed a resolution appropriating sufficient funds to pay its share of the cost for this improvement, a copy of which is attached hereto as Exhibit B and made a part hereof. The CITY agrees that upon award of the contract for this improvement, the CITY will pay to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to 80% of its obligation incurred under this AGREEMENT, based on bid prices, and will pay to said STATE the remainder of the obligation (including any non-participating costs on FA Projects) in a lump sum, upon completion of the project, based upon final costs. 5. The CITY further agrees to pass a supplemental resolution to provide necessary funds for its share of the cost of this improvement if the amount appropriated in Exhibit B proves to be insufficient to cover said cost. 6. The CITY has adopted a resolution, will send a letter, or sign the Plan Approval page which is part of this document, prior to the STATE advertising for the work to be performed hereunder, approving the plans and specifications as prepared. 7. The CITY agrees not to permit driveway entrance openings to be made in the curb, as constructed, or the construction of additional entrances, private or commercial, along IL 59 without the consent of the STATE. ===== PDF PAGE 26 ===== [Extraction: embedded PDF text] 8. All CITY owned utilities, on STATE right of way within the limits of this improvement, which are to be relocated/adjusted under the terms of this Agreement, will be relocated/adjusted in accordance with the applicable portions of the "Accommodation of Utilities of Right of Way of the Illinois State Highway System." (92 Ill. Adm. Code 530). 9. Upon final field inspection of the improvement and so long as IL 59 is used as a STATE Highway, the STATE agrees to maintain or cause to be maintained the median, the through traffic lanes, the left-turn lanes and right turn lanes, vertical pavement markings and the curb and gutter, stabilized shoulders and ditches adjacent to those traffic lanes and turn lanes. 10. Upon final field inspection of the improvement, the CITY agrees to maintain or cause to be maintained those portions of the improvement which are not maintained by the STATE, including new and existing sidewalks, shared-use paths, parkways and CITY owned utilities including appurtenances thereto. 11. The CITY further agrees to continue its existing maintenance responsibilities on Joliet Street and on all other side road approaches under its jurisdiction, including all left and right turn lanes on said side road approaches, up to the through edge of pavement of IL 59. Drainage facilities, if any, at the aforementioned side roads located within the STATE right-of-way shall be the joint maintenance responsibility of the STATE and the CITY unless there is an agreement specifying different responsibilities. 12. Upon acceptance by the STATE of the traffic signal work included herein the financial responsibility for maintenance and electrical energy for the operation of the traffic signal at IL 59 at Joliet Street shall continue as listed in the current Agreement between the STATE and CITY. 13. It is mutually agreed that the actual traffic signal maintenance will be performed by the STATE either with its own forces or through an ongoing contractual agreement. ===== PDF PAGE 27 ===== [Extraction: embedded PDF text] 14. It is mutually agreed, if, in the future, the STATE adopts a roadway or traffic signal improvement passing through the traffic signals included herein which requires modernization or reconstruction to said traffic signals then the CITY agrees to be financially responsible for its share of the costs to relocate or reconstruct the traffic signals in conjunction with the STATE's proposed improvement. 15. Under penalty of perjury, the CITY certifies that its correct Federal Tax Identification number is 36-6006114 and it is doing business as a GOVERNMENTAL ENTITY, whose mailing address is: City of West Chicago 475 Main Street West Chicago, IL 60185 Remainder of page intentionally left blank ===== PDF PAGE 28 ===== [Extraction: embedded PDF text] Obligations of the STATE and the CITY will cease immediately without penalty or further payment being required if, in any fiscal year, the Illinois General Assembly or Federal funding source fails to appropriate or otherwise make available funds for this contract. This AGREEMENT and the covenants contained herein shall be null and void in the event the contract covering the construction work contemplated herein is not awarded within the three years subsequent to execution of the agreement. This Agreement shall be binding upon and to the benefit of the parties hereto, their successors and assigns. CITY OF WEST CHICAGO (Signature) Attest: By: Ruben Pineda (Print or Type) Deputy Clerk Title: ---'M=a.....vo=r_________ _ Date: ------------ (SEAL) STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION By: Jose Rios, P.E. Region One Engineer Date: ------------ Job No.: C-91-203-21 Agreement No.: JN-123-001 ===== PDF PAGE 29 ===== [Extraction: embedded PDF text] PLAN APPROVAL WHEREAS, in order to facilitate the improvement of FAP 338 /IL 59 at Joliet St I Edgewood Walk and at James St, Contract No. 62P22, State Section 2021-087-TS&N, the CITY agrees to that portion of the plans and specifications relative to the CITY's financial and maintenance obligations described herein, prior to the STATE's advertising for the aforedescribed proposed improvement. Approved _________________ _ Title __________________ _ Date ------------------~ ===== PDF PAGE 30 ===== [Extraction: embedded PDF text] "Exhibit B" FUNDING RESOLUTION WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of FAP 338 /IL 59 at Joliet Street /Edgewood Walk and at James Street, known as State Section 2121-087-TS&N, Contract No. 62P22, and WHEREAS, in compliance with the aforementioned AGREEMENT, it is necessary for the CITY to appropriate sufficient funds to pay its share of the cost of said improvement. NOW THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of Nine Thousand Three Hundred Eighty Seven Dollars ($9,387.00), or so much thereof as may be necessary, from any money now or hereinafter allotted to the CITY, to pay its share of the cost of this improvement as provided in the AGREEMENT; and BE IT FURTHER RESOLVED, that upon award of the contract for this improvement, the CITY will pay to the STATE in a lump sum from any funds allotted to the CITY, an amount equal to 80% of its obligation incurred under this AGREEMENT, based on bid prices, and will pay to said STATE the remainder of the obligation in a lump sum, upon completion of the project, based on final costs. BE IT FURTHER RESOLVED, that the CITY agrees to pass a supplemental resolution to provide any necessary funds for its share of the cost of this improvement if the amount appropriated herein proves to be insufficient, to cover said cost. ===== PDF PAGE 31 ===== [Extraction: embedded PDF text] STATE OF ILLINOIS) COUNTY OF DUPAGE) I, ---------' CITY Clerk in and for the CITY OF WEST CHICAGO, hereby certify the foregoing to be a true perfect and complete copy of the resolution adopted by the CITY Council at a meeting on _____ _ , 2022 A.O. IN TESTIMONY WHEREOF, I have hereunto set my hand seal this __ day of _ ____ , 2022 A.O. CITY Clerk (SEAL) ===== PDF PAGE 32 ===== [Extraction: embedded PDF text] EXHIBIT A ESTIMATE OF COST Contract 62P22 WINFIELD TOWNSHIP WEST CHICAGO FIRE FEDERAL STATE CITY OF WEST CHICAGO TOTAL ROAD DISTRICT PROTECTION DISTRICT Tvoe of Work $ % $ % $ % $ % $ % $ All roadway work excluding the following: $688,500 90% $76,500 10% $765,000 P&C Engineering (15%} $103,275 90% $11.475 10% $114,750 TRAFFIC SIGNALS IL 59 at Joliet St I Edaewood Walk $293,850 90% $16,325 5% $8,163 2.5% $8,163 2.5% $326,500 P&C Engineering (15%} $44,078 90% $2,449 5% $1,224 2.5% $1 ,224 2.5% $48,975 Emergency Vehicle Pre-emption System $6,000 100% $6,000 P&C Engineering (15%) $900 100% $900 IL 59 at James Avenue $286,200 90% $15.900 5% $15.900 5% $318,000 P&C Engineering (15%) $42,930 90% $2,385 5% $2,385 5% $47,700 Emergency Vehicle Pre-emption System $6,000 100% $6,000 P&C Engineering (15%) $900 100% $900 TOTAL $1,458,833 $125,034 $27,672 $9,387 $13,800 $ 1,634,725 NOTE: Local participation shall be predicated upon the percentages shown above for the specified work. Local Agency cost shall be determined by multiplying the final quantities times contract unit price plus the percentage shown for construction and/or preliminary engineering unless otherwise noted.