===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] TY OF come WEST CHICAGO WHERE HISTORY & PROGRESS MEET INFRASTRUCTURE COMMITTEE Thursday, September 5, 2024 7:00 P.M. — City Council Chambers AGENDA Call to Order, Roll Call, and Establishment of a Quorum Approval of Minutes A. Infrastructure Committee of August 1, 2024 Public Participation / Presentations Items for Consent A. B. Purchase of Road Salt from Compass Morton Salt, Inc. of Chicago, Illinois, for the 2024-2025 Winter Season Resolution No. 24-R-0060 — Contract Award — Hoerr Construction, Inc. for the 2024 Sanitary Sewer Rehabilitation Project for a Base Bid Amount Not to Exceed $432,110.00 and Reject Alternate Bid #1 . Resolution No. 24-R-0064 — Intergovernmental Agreement with the Illinois Department of Transportation and the Appropriation of Funds for the City’s Portion for IDOT Contract 62G63 for Improvements Along State Route IL-38 . Resolution No. 24-R-0065- Intergovernmental Agreement with the Illinois Department of Transportation and the Appropriation of Funds for the City’s portion for IDOT Contract 62N33 for Intelligent Transportation System Improvements Along State Route IL-64 . Resolution No. 24-R-0066 — 2024 Illinois Transportation Enhancement Program (ITEP) Application Submission Resolution No. 2024-R-0067 — Amendment No. 1 — Trotter and Associates, Inc. — Phase II and Phase III Engineering Services for Booster Station #8 Rehabilitation Project in an Amount Not to Exceed $118,420.00 for a Revised Contract Amount of $187,320.00 Items for Discussion Unfinished Business New Business Reports from Staff Adjournment 475 Main Street T (630) 293-2200 West Chicago, Illinois F (630) 293-3028 Ruben Pineda Michael L. Guttman 60185 westchicago.org MAYOR CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: embedded PDF text] ~ 11 ·1[ Y © if W lE§'T CHICAGO WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE August 1, 2024 7:00 P.M. 1. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Morano called the meeting to order at 7:00 P.M. Roll call found Aldermen Dan Beebe, Sandra Dimas, Alton Hallett, Joe Morano, Jeanne Short, and John C. Smith, Jr. present. Alderman Heather Brown arrived after roll call at 7:01. Staff present included Director of Public Works, Mehul Patel, and Administrative Assistant, Ashley Heidorn. 2. Approval of Minutes A. Infrastructure Committee Minutes of July 3, 2024. Alderman Beebe made a motion, seconded by Alderman Hallett to approve the Meeting Minutes of July 3, 2024. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Dimas, Hallett, Morano, Short, and Smith. Voting Nay: 0. 3. Public Participation / Presentations. None. 4. Items for Consent. Alderman Dimas made a motion, seconded by Alderman Smith to approve: A. Ordinance No. 24-0-0024 -An Ordinance Amending Chapter 18 -WATER AND SEWER SERVICE, Article Ill. - SEWERS, of the Code of Ordinances of the City of West Chicago B. Resolution No. 24-R-0054 - Amendment No. 1 - Engineering Resource Associates, Inc. - Phase II and Phase Ill Engineering Services for Klein Road Culvert Replacement Project in the Amount Not to Exceed $11,800.00 for a Revised Contract Amount of $114,696.00 C. Resolution No. 24-R-0055 - Amendment No. 2 - Professional Engineering Design Service to Gewalt Hamilton Associates, Inc. for IL-38 and Technology Boulevard Traffic Signal Project in an Amount Not to Exceed $24,900.00 for a Revised Contract Amount of $104,150.00 Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Morano, Short, and Smith. Voting Nay: 0. 5. Items for Discussion. None. 6. Unfinished Business. Mr. Patel updated the Committee on the resident request for the drinking fountain to be reinstalled near 124 Main St. He spoke with the resident about the proposed water filling station at Well No. 3, which would be about 1,000 feet from the original 475 Main Street T [630) 293-2200 Infrastructure Committee Meeting August 1, 2024 West Chicago, Illinois f (630) 293-3028 Ruben Pineda Michael L. Guttman Page 1 of 2 601B5 westcl1i ca go .o r\J MAYOR CITY ADMINISTRATOR ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] drinking fountain location. The resident understood the reasoning for the filling station but still expressed his desire for the drinking fountain near 124 Main Street. Mr. Patel informed the resident that he could attend the next Infrastructure Committee meeting and express his feelings during the Public Participation portion of the meeting. A new filling station would be about $2,300.00 for staff to install, but it would not move forward until an acceptable location is determined. 7. New Business. Mr. Patel discussed two items that came up after the meeting's agenda went out. The first was a change order for the Fremont Water Tower Rehabilitation Project. The center column is more deteriorated than anticipated, so additional repair work will be required. There is also a material change request for the perimeter fence. The contract specifies cedar wood fencing; however, the Historical Preservation Commission approved an aluminum vinyl fence. Those two changes would total $27,217.00. Mr. Patel asked the Committee for permission to send the change order straight to City Council for approval on August 19, 2024, and there was a consensus to do so. The second item was related to the ongoing Headworks Project at the Wastewater Treatment Plant (WWTP). Bypass pumping has been secured for one week, but the contractor anticipates it will take longer than one week to complete. The first week of pumping was approved under the City Administrator's spending authority for $47,588.00, but a second week would require City Council approval for an additional $9,549.00. Mr. Patel asked the Committee for permission to send this item straight to City Council should more than one week of bypass pumping be required, and there was a consensus to do so. Alderman Short inquired if anything could be done about the odors from the WWTP that tend to linger near IL-59 as people drive into town. Mr. Patel noted that the Headworks Project could be a contributing factor to the smell, so staff could look into it further once that is complete. Sludge from the WWTP is also disposed of into dumpsters and picked up twice a week, which could also be contributing to the odor. Alderman Dimas recalled research being done years ago as it relates to remediating odors from the WWTP but could not recall the specifics. Mr. Patel said staff could look into any possible studies that were done previously and see what the research may have determined at the time. 8. Reports from Staff. Mr. Patel provided the Committee with some project updates: 2024 Roadway Rehab Project is complete; 2024 Sidewalk Program will start in August; Harvester Road is on Stage 2 of construction; Conde Street will be largely complete before school begins; three of the four paint coats on Fremont Tower are complete; and 200 Main Street has been delayed by a ComEd snafu. Mr. Patel also noted that staff are targeting the November Infrastructure Committee meeting for budget discussions. 9. Adjournment. At 7:17 P.M., Alderman Short made a motion to adjourn, seconded by Alderman Brown. • Motion was unanimously approved by voice vote. Respectfully submitted, Ashley Heidorn Administrative Assistant of Public Works Infrastructure Committee Meeting August 1, 2024 Page 2 of 2 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Purchase of Road Salt from Compass Morton Salt, Inc. of COMMITTEE AGENDA DATE: September 5, 2024Chicago, Illinois, for the 2024-2025 Winter Season COUNCIL AGENDA DATE: September 16, 2024 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE.__________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_________ _ ITEM SUMMARY: For FY 2024, or for the 2024-2025 winter season, City staff participated in the DuPage County Road Salt Purchasing Program for the purchase of road salt. On Monday, March 11, 2024, City staff submitted information to DuPage County of the City's intent to participate in its Road Salt Purchasing Program for the purchase of 1,600 tons of road salt (1,280 tons (80%) minimum purchase required and 2,080 tons (130%) maximum purchase guaranteed available). It should be noted that the purchase of Road Salt has decreased by 400 tons from the 2023-2024 season due to less than average usage during our last winter season as well as operational efficiencies implemented by staff, such as frequent usage of liquids and reduction of salt per lane mile On Monday, May 14, 2024, DuPage County opened bids for BID#24-0SAL T-01-MS. Bid results are shown below, with Morton Salt, Inc. of Chicago, Illinois, submitting the lowest responsible bid of $73.90 per ton of road salt delivered. On Wednesday, May 20, 2024, DuPage County advised all program participants that it would be awarding its 2024-2025 salt procurement contract to Morton Salt, Inc. Each participating agency is required to awards its own contract. Morton Salt, Inc. is required to hold its bid prices for 90 days; a contract/commitment from the City of West Chicago is required prior to August 14, 2024. Staff has notified Morton Salt, Inc. for its intent to award the contract on September 16, 2024. Morton Salt, Inc. has not objected to this date. The City of West Chicago is grouped with other local agencies in bid category Group 2B, which means the salt delivery will take place after December 1, 2024. The bid pricing below only represents the Group 2B pricing. CONTRACTOR BID SUBMITTAL AMOUNT OVERALL RANK Morton Salt, Inc. $73.90lton 1 Compass Minerals America, Inc. $74.28lton 2 ENGINEER'S ESTIMATE NIA NIA Based upon pricing received under the DuPage County Rock Salt Purchasing Program, City staff recommends that City Council authorize the purchase of up to 2,080 tons of road salt, at the price of $73.90 per ton delivered for the initial 1,600 tons and at the price of $93.90 per ton delivered for the additional 480 tons, if necessary, from Morton Salt, Inc. of Chicago, Illinois, for the 2024-2025 winter season under the DuPage County Joint Purchasing Program. Purchase History: • For FY 2023, or the 2023-2024 season, the City paid $78.31 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2022, or the 2022-2023 season, the City paid $75.88 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2020 and FY 2021, or the 2020-2021 and 2021-2022 winter seasons, the City paid $81.13 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program (one contract extension). • For FY 2019, or the 2019-2020 winter season, the City paid $82.96 per ton of road salt delivered under the ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO DuPage County Road Salt Purchasing Program. • For FY 2018, or the 2018-2019 winter season, the City paid $67.15 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2017, or the 2017-2018 winter season, the City paid $51.49 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2016, or the 2016-2017 winter season, the City paid $56.35 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2015, or the 2015-2016 winter season, the City paid $70.44 per ton of road salt delivered under the DuPage County Road Salt Purchasing Program. • For FY 2014, or the 2014-2015 winter season, the City paid $112.69 per ton of road salt delivered under the CMS program (State of Illinois Program). The cost to deliver 1,600 tons at $73.90/ton will be $118,240.00. The cost to deliver 480 tons, if necessary, at $93.90/ton will be $45,072.00. The total is $163,312.00. In FY2024, there is $405,000.00 budgeted under 08-34- 53-4670 for this expenditure. ACTIONS PROPOSED: Authorize the purchase and delivery of up to 2,080 tons of road salt, at the price of $163,312.00, from Morton Salt, Inc. of Chicago, Illinois, under the DuPage County Road Salt Joint Purchasing Program for the 2024-2025 winter season. COMMITTEE RECOMMENDATION: ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] DuPage County Division of Transportation Engineer's Morton Salt, Inc. Compass Minerals Project: Bulk Rock Salt Sec. No: 24-0SALT-01-MS Estimate Address Address Date of Letting: May 14, 2024 2:00 P.M. City, State Zip City, State Zip Item Items Unit Quantity Unit Price Total Unit Price Total Unit Price Total No. GROUP 1 ROCK SALT TON 15000 $80.00 1,200,000.00 $73.90 1,108,500.00 $74.28 1,114,200.00 ROCK SALT (130% to 150%) TON $80.00 $93.90 $79.28 >< Bidder's Total Proposal for Group 1 $1,200,000.00 $1,108,500.00 $1,114,200.00 GROUP2 ROCK SALT TON 47970 $73.90 3,544,983.00 $74.28 3,563,211.60 ROCK SALT, EARLY DELIVERY TON 3800 $73.90 280,820.00 $74.28 282,264.00 ROCK SALT (130% to 150%) TON _>-<_ $93.90 $79.28 Bidder's Total Proposal for Group 1 $3,825,803.00 $3,845,475.60 ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _Lf_' ..;...._'B=---_•·..;;: -- Resolution No. 24-R-0060 - Contract Award - Hoerr COMMITTEE AGENDA DATE: September 5, 2024Construction, Inc. for the 2024 Sanitary Sewer Rehabilitation COUNCIL AGENDA DATE: September 16, 2024Project for a Base Bid Amount Not to Exceed $432,110.00 and Reject Alternate Bid #1 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE__________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: On June 2, 2022, the Infrastructure Committee recommend that staff continue the Sanitary Sewer Evaluation Survey and address the defects identified as part of the survey via cured in place pipe, manhole lining, and five feet of lateral lining within the public rights-of-way and easements. The 2024 Sanitary Sewer Rehabilitation Project will complete the portions of 2023 Sanitary Sewer Rehabilitation Project which was bid as an alternate item but not awarded in 2023. The Project consists of the rehabilitation of the City's sanitary collection system using trenchless technologies to address structural defects and infiltration issues. The Project scope includes the lining of approximately 1,820 lineal feet of 8" sanitary sewer and rehabilitating 130 sanitary sewer structures in the Roosevelt Highlands Subdivision, which is generally the area between Illinois Route 59 and Gates Street, and between Dayton Avenue and Forest Avenue. The Project location was previously identified in 2023 by RJN Group, the design engineering firm, as a location of high inflow and infiltration. The Project is proposed in a largely residential area and contains some of the City's oldest sanitary sewers made of a vitrified clay pipe. Most of the sanitary sewers in the Roosevelt Highlands Subdivision are in backyard public easements. A large portion of the sanitary sewer segments in this area are obstructed by severe root intrusion, offset pipe joints, and faulty service lateral connections to the mainline sanitary sewer. The Project is scheduled to commence in the fall of 2024. RJN prepared the construction plans and bid specifications for this Project, which was separated into two parts due to increased inflationary costs of materials used for sewer lining. The Base Bid includes 1,820 feet of sewer lining; and 130 manhole rehabilitations and Alternate Bid #1 consists of an additional 500 feet of sewer lining and 14 manhole replacements. The Project was advertised in the Daily Herald and on QuestCDN, an online bidding platform on July 17, 2024, with a bid opening on August 7, 2024. The bid results are as follows: CONTRACTOR BASE BID AL TERNA TE BID #1 BASE BID RANK Hoerr Construction, Inc. $432,110.00 $138,503.00 1 Performance Pioelinino, Inc. $448,450.00 $121,743.00 2 Enqineer's Estimate $455,750.50 $142,927,80 NIA The FY 2024 budget includes $500,000.00 under the Sewer Funds Account No. 05-34-43-4410 for both the Construction and Construction Engineering Services of the Project. Hoerr Construction, Inc. of Goodfield, Illinois, submitted the lowest responsible Base Bid, which is approximately five percent lower than the engineer's estimate. Due to budgetary restrictions, staff recommends selecting Hoerr Construction's Base Bid and rejecting Alternate Bid #1 for the Project. City staff and RJN have both had a positive experience working with Hoerr Construction on previous projects with similar scope in various other municipalities in the region (including City's 2023 Sanitary Sewer Rehabilitation Project). ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO Staff recommends awarding the contract to Hoerr Construction, Inc. of Goodfield, Illinois, for the 2024 Sanitary Sewer Rehabilitation Project for a Base Bid amount not to exceed $432,110.00. Furthermore, staff recommends rejecting Alternate Bid #1 in the amount of $138,503.00 for the Project. ACTIONS PROPOSED: Approve Resolution No. 24-R-0060 authorizing the Mayor to award a construction contract with Hoerr Construction, Inc. of Goodfield, Illinois, for a Base Bid amount not to exceed $432,110.00, and to reject Alternate Bid #1 for the 2024 Sanitary Sewer Rehabilitation Program. COMMITTEE RECOMMENDATION: ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] RESOLUTION NO. 2024-R-0060 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONSTRUCTION CONTRACT WITH HOERR CONSTRUCTION, INC. OF GOODFIELD, ILLINOIS, FOR A BASE BID AMOUNT NOT TO EXCEED $432,110.00 AND REJECT ALTERNATE BID #1 FOR THE 2024 SANITARY SEWER REHABILITATION PROGRAM BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a construction contract with Hoerr Construction, Inc. of Goodfield, Illinois, for a Base Bid amount not to exceed $432,110.00 and reject Alternate Bid #1 for the 2024 Sanitary Sewer Rehabilitation Program, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of September 2024. AYES: NAYES: ABSTAIN: ABSENT: Ruben Pineda, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] www.rjn.com ~~-":7(!-,,J-a.a!,/i,A infrastructure for tomorrow August 9, 2024 Mr. Dave Shah, P.E. Assistant Director of Public Works City of West Chicago 1400 W. Hawthorne Lane West Chicago, IL 60185 SUBJECT: CITY OF WEST CHICAGO, 2024 SANITARY SEWER REHABILITATION PROJECT· CONTRACT AWARD RECOMMENDATION AND BID TABULATIONS Dear Mr. Shah: Two base bids were received for the above-referenced project. The lowest base bid was received from Hoerr Construction, Inc. of Goodfield, IL in the bid amount of $432,110.00. Given the City's budget, alternate bids will not be awarded. A summary of the base bids received for this project are as follows: Hoerr Construction, Inc ......................................................................................................... $432,110.00 Performance Pipelining, Inc .................................................................................................. $448,450.00 The engineer's estimate for the above referenced base bid was $455,700.50. The lowest responsible bidder was approximately 5% below the engineer's estimate. RJN Group has had positive experiences working with Hoerr Construction, Inc. on various sanitary sewer rehabilitation projects, including the City's 2023 Sanitary Sewer Rehabilitation Project. Hoerr's expertise also extends to backyard sewer rehabilitation. Given this proven track record, we recommend awarding the 2024 Sanitary Sewer Rehabilitation Project to Hoerr Construction, Inc. at the base bid amount of $432,110.00. Please call me with any questions at 224.425.1014. Sincerely yours, RJN GROUP, INC. Patrick Hulsebosch, P.E. Project Manager 0 2655 -!/a rsn'l1lle Road Ste 225 • Dovmers Gro·1e IL 60515 • 630.682.4700 • fax 630.682.4754 ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] City of West Chicago 2024 Sanitary Sewer Rehabilitation Project Bid Tabulations Hoerr Construction, Inc. . Performance Pipelining, Inc. UNIT OF ENGINEER'S UNIT ENGINEER'S ITEM NO. BASE BIO DESCRIPTION BID QUANTITY UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE MEASURE PRICE ESTIMATE 1 PRE-CONSTRUCTION SURFACE TELEVISING LSUM 1 $ 2,000.00 $ 2,000.00 $ 1,400.00 $ 1,400.00 $ 2,000.00 $ 2,000.00 2 PRE-CONSTRUCTION SEWER CLEANING AND TELEVISING FOOT 1,820 $ 3.20 $ 5,824.00 $ 5.00 $ 9,100.00 $ 4.00 $ 7,280.00 3 DYE TESTING OF EXISTING SERVICES EACH 22 $ 450.00 $ 9,900.00 $ 340.00 $ 7,480.00 $ 578.00 $ 12,716.00 4 LATERAL LAUNCH SERVICES EACH 3 $ 450.00 $ 1,350.00 $ 800.00 $ 2,400.00 $ 500.00 $ 1,S00.00 5 CURED-IN-PLACE SEWER LINER, 8" DIAMETER FOOT 1,820 $ 38.50 $ 70,070.00 $ 46.00 $ 83,720.00 $ 53.00 $ 96,460.00 6 INTERNAL SERVICE LATERAL REINSTATEMENT EACH 60 $ 128.80 $ 7,728.00 $ 100.00 $ 6,000.00 $ 150.00 $ 9,000.00 7 CUT PROTRUDING TAP EACH 13 $ 412.00 $ 5,356.00 $ 250.00 $ 3,250.00 $ 1.00 $ 13.00 8 CUT PROTRUDING TAP WITH SCHWALM ROBOT EACH 1 $ 556.50 $ 556.50 $ 2,000.00 $ 2,000.00 $ 1.00 $ 1.00 9 LATERAL CLEANING & TELEVISING EACH 30 $ 775.00 $ 23,250.00 $ 920.00 $ 27,600.00 $ 350.00 $ 10,500.00 10 ROOT CUTTING FROM CLEANOUT EACH 1 $ 605.00 $ 605.00 $ 1,200.00 $ 1,200.00 $ 350.00 $ 350.00 11 LATERAL TELEVISING (PUSH CAMERA) LF 5 $ 7.20 $ 36.00 $ 40.00 $ 200.00 $ 50.00 $ 250.00 12 AIR TEST AND GROUT MAINLINE JOINTS, 8" EACH 1 $ 1,000.00 $ 1,000.00 $ 1,500.00 $ 1,500.00 $ 1,000.00 $ 1,000.00 13 AIR TEST AND GROUT SERVICE CONNECTION, 5-FOOT EACH 30 $ 1,100.00 $ 33,000.00 $ 900.00 $ 27,000.00 $ 2,500.00 $ 75,000.00 14 LATERAL LINER INSTALLATION, 8"x 6", 5-FOOT EACH 30 $ 4,200.00 $ 126,000.00 $ 3,800.00 $ 114,000.00 $ 4,000.00 $ 120,000.00 15 ADDITIONAL LATERAL LINER, 6" FOOT so $ 59.20 $ 2,960.00 $ 60.00 $ 3,000.00 $ 65.00 $ 3,250.00 16 CLEANOUT INSTALLATION EACH 5 $ 3,193.00 $ 15,965.00 $ 3,600.00 $ 18,000.00 $ 2,050.00 $ 10,250.00 17 SEAL & ADJUST MANHOLE FRAME (PAVED) EACH 3 $ 4,200.00 $ 12,600.00 $ 3,740.00 $ 11,220.00 $ 2,900.00 $ 8,700.00 18 SEAL & ADJUST MANHOLE FRAME (UNPAVED) EACH 6 $ 3,300.00 $ 19,800.00 $ 2,460.00 $ 14,760.00 $ 2,500.00 $ 15,000.00 19 INSTALL BARREL SECTION (UNPAVED) EACH 2 $ 5,000.00 $ 10,000.00 $ 6,790.00 $ 13,580.00 $ 3,500.00 $ 7,000.00 20 REPLACE FRAME & COVER (PAVED) EACH 1 $ 4,500.00 $ 4,500.00 $ 4,060.00 $ 4,060.00 $ 3,500.00 $ 3,500.00 21 REPLACE FRAME & COVER (UNPAVED) EACH 3 $ 3,700.00 $ 11,100.00 $ 3,480.00 $ 10,440.00 $ 2,800.00 $ 8,400.00 22 EPOXY COATING VF 10 $ 450.00 $ 4,500.00 $ 585.00 $ 5,850.00 $ 550.00 $ 5,500.00 23 STRUCTURAL LINING, 36" DIA. VF 54 $ 550.00 $ 29,700.00 $ 440.00 $ 23,760.00 $ 295.00 $ 15,930.00 24 STRUCTURAL LINING, 48" DIA. VF 76 $ 550.00 $ 41,800.00 $ 340.00 $ 25,840.00 $ 300.00 $ 22,800,00 25 VACUUM TESTING EACH 3 $ 1,000.00 $ 3,000.00 $ 1,710.00 $ 5,130.00 $ 750.00 $ 2,250.00 26 REPAIR BENCH & TROUGH EACH 3 $ 1,500.00 $ 4,500.00 $ 860.00 $ 2,580.00 $ 1,100.00 $ 3,300.00 27 REPLACE BENCH & TROUGH EACH 2 $ 2,800.00 $ S,600.00 $ 2,520.00 $ 5,040.00 $ 2,500.00 $ 5,000.00 28 CLEAN CONSTRUCTION AND DEMOLITION DEBRIS CERTIFICATION & DISPOSAL LSUM 1 $ 3,000.00 $ 3,000.00 $ 2,000.00 $ 2,000.00 $ 1,500.00 $ 1,500.00 BASE BID TOTAL: $ 455,700.50 As Read $ 432,110.00 $ 448,450.00 As Corrected $ 432,110.00 $ 448,450.00 ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] City of West Chicago 2024 Sanitary Sewer Rehabilitation Project Bid Tabulations Hoerr Construction, Inc. Performance Pipelining, Inc. UNITOF ENGINEER'S UNIT ENGINEER'S ITEM NO. ALTERNATE BID 1 DESCRIPTION BID QUANTITY UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE MEASURE PRICE ESTIMATE A.1 PRE-CONSTRUCTION SEWER CLEANING AND TELEVISING FOOT 244 $ 3.20 $ 780.80 $ 12.00 $ 2,928.00 $ 6.00 $ 1,464.00 A.2 CURED-IN-PLACE SEWER LINER, 15" DIAMETER FOOT 244 $ 125.50 $ 30,622.00 $ 59.00 $ 14,396.00 $ 73.50 $ 17,934.00 A.3 SEAL & ADJUST MANHOLE FRAME (PAVED) EACH 4 $ 4,200.00 $ 16,800.00 $ 3,740.00 $ 14,960.00 $ 2,900.00 $ 11,600.00 A.4 SEAL & ADJUST MANHOLE FRAME {UNPAVED, EACH 10 $ 3,300.00 $ 33,000.00 $ 2,460.00 $ 24,600.00 $ 2,500.00 $ 25,000.00 A.5 REPLACE FRAME & COVER (PAVED) EACH 1 $ 4,500.00 $ 4,500.00 $ 4,075.00 $ 4,075.00 $ 3,500.00 $ 3,500.00 A.6 REPLACE FRAME & COVER (UNPAVED) EACH 2 $ 3,700.00 $ 7,400.00 $ 3,480.00 $ 6,960.00 $ 2,800.00 $ 5,600.00 A.7 STRUCTURAL LINING, 36" DIA. VF 101 $ 250.00 $ 25,250.00 $ 408.00 $ 41,208.00 $ 295.00 $ 29,795.00 A.B STRUCTURAL LINING, 48" DIA. VF 87 $ 275.00 $ 23,925.00 $ 318.00 $ 27,666.00 $ 300.00 $ 26,100.00 A.9 VACUUM TESTING EACH 1 $ 650.00 $ 650.00 $ 1,710.00 $ 1,710.00 $ 750.00 $ 750.00 ALTERNATE BID TOTAL $ 142,927.80 As Read $ 138,503.00 $ 121,743.00 As Corrected $ 138,503.00 $ 121,743.00 ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] l ~ i C-.i '•t ! I i ~ II ~· ,i I I ~ I AY01YK00 I ., :,w II ca r,,.,,l I: N01S¥3 GI i! ... ·~<( c:n C II C·- ...I·- ... GI 3: GI V> ~ ca .... C·- caV> DOI~ N !l0 i JN I J 1, 0 c:n ca u .c·-u .... Ill GI == C ~0.<( I- I- CCI u - w J: - 0 0::: - LLI>< 0. I! ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: t ':t re__ Resolution No. 24-R-0064 - Intergovernmental Agreement with the Illinois Department of Transportation and the FILE NUMBER: _____ _ Appropriation of Funds for the City's Portion for IDOT COMMITTEE AGENDA DATE: September 5, 2024 Contract 62G63 for Improvements Along State Route IL-38 COUNCIL AGENDA DA TE: September 16, 2024 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 #62G63 is proposing a project along IL-38 from east of Technology Boulevard to County Farm Road. The major scope of work includes resurfacing within the project limits and upgrading sidewalks in compliance with the American Disability Act (ADA) requirements. As part of these improvements, in accordance with the City's 2016 Strategic Plan, the City of West Chicago requested installation of landscape medians at strategic locations, installation of LED street name signs at signalized intersections and painting signal equipment within the City limits. The requested improvements will provide aesthetic upgrades within the project corridor. An Intergovernmental Agreement (IGA) is being proposed by IDOT to cover the costs for improvements requested by the City. Over the last few months, staff has reviewed the plans and IGA 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 $480,902.00 (reduced from $1,037,583.38 after successful negotiations) of the approximately $10.2 million dollar project. All City costs are associated with our requested improvements. 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 contracts require municipalities to pay 80% of its cost upon award of the contract and the remaining 20% at the completion of the project. However, staff successfully negotiated 50% payment upon award, 25% payment on or before June 1, 2026, and the remaining 25% on or before June 1, 2027. This project is tentatively scheduled for the November 2024 letting. Staff recommends approval of the IGA. Sufficient funds will be budgeted in FY 2025, 2026, and 2027. ACTIONS PROPOSED: Approve Resolution No. 24-R-0064 authorizing the Mayor to execute an Intergovernmental Agreement with the Illinois Department of Transportation and to appropriate funds for the City's portion for IDOT Contract 62G63 for improvements along State Route IL-38. COMMITTEE RECOMMENDATION: ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0064 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORA TION AND TO APPROPRIATE FUNDS FOR THE CITY'S PORTION OF IDOT CONTRACT 62G63 FOR IMPROVEMENTS ALONG STATE ROUTE IL-38 WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an AGREEMENT with the STATE OF ILLINOIS (ST ATE) for the improvement of IL 38 Roosevelt Road from east of Technology Boulevard to County Farm Road, known as Contract No. 62G63, STATE Section No.: 2018-027-RS-SW; 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 Four Hundred Eight Thousand Nine Hundred Two Dollars ($480,902) 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, upon award of the contract for this improvement, and receipt of an invoice, the CITY will pay within forty-five ( 45) days of receipt of invoice, its first annual installment to the ST ATE, in a lump sum from any funds allotted to the CITY, an amount equal to $240,451 (50%) of its obligation incurred under this AGREEMENT. On or before June 1, 2026, the CITY will pay its second annual installment to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to $120,226 (25%) of its obligation incurred under this AGREEMENT. Upon receipt of a final invoice, but not before June 1, 2027, the ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] CITY will pay to the STATE in a lump sum from any funds allotted to the CITY, an amount equal to the CITY'S remaining financial obligation for construction and engineering costs incurred by the ST ATE. The aforementioned final invoice will be based upon actual final quantities multiplied by the actual contract unit bid prices plus engineering·costs for all construction items in which the CITY has agreed to be financially responsible under the terms of this AGREEMENT; and 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. 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 oflDOT Contract 62G63 for improvements along State Route IL-38, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of September 2024. AYES: NAYES: ABSTAIN: ABSENT: Ruben Pineda, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] FAP 347 IL 38 Roosevelt Road E of Technology Blvd to County Farm Rd State Section: 2018-027-RS-SW County: DuPage Job No.: C-91-247-18 Contract No.:62G63 Agreement No.: JN-125-001 AGREEMENT This Agreement entered into this ___ day of ________ , 20_ 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 approximately 31,205 lineal feet of FAP Route 347, IL 38 Roosevelt Road from East of Technology Boulevard to County Farm Road, STATE Section No. 2018-027-RS-SW, STATE Job No.: C-91-247-18, State Contract Number 62G63 as follows: The general scope of work consist of pavement resurfacing (Standard Overlay and Designed Overlay) and ADA sidewalk ramp improvements. Other work includes the installation of Accessible Pedestrian Signals (APS), LED street name signs, conversion of the paved median to landscape medians, painting of the existing traffic signal equipment, and all other work necessary to complete the improvement in accordance with the approved plans and specifications; and ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] WHEREAS, the CITY has requested that the STATE include in its contract landscape medians, LED street name signs and painted signal equipment, and WHEREAS, the STATE has agreed to the CITY's request, 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 STATE agrees to make the surveys, obtain all necessary ri!i]hts of way, prepare plans and specifications, receive bids and award the contract, furnish engineering inspection during 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. ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] 5. The CITY 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 further agree.s that, upon award of the contract for this improvement, and receipt of an invoice, the CITY will pay within forty-five (45) days of receipt of invoice, its first annual installment to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to $240,451 (50%) of its obligation incurred under this AGREEMENT. On or before June 1, 2026, the CITY will pay its second annual installment to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to $120,226 (25%) of its obligation incurred under this AGREEMENT. Upon receipt of a final invoice, but not before June 1, 2027, the CITY will pay to the STATE in a lump sum from any funds allotted to the CITY, an amount equal to the CITY'S remaining financial obligation for construction and engineering costs incurred by the STATE. The aforementioned final invoice will be based upon actual final quantities multiplied by the actual contract unit bid prices plus engineering costs for all construction items in which the CITY has agreed to be financially responsible under the terms of this AGREEMENT. 7. 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. ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] 8. 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 38 Roosevelt Road without the consent of the STATE. 9. The CITY shall exercise its franchise rights to cause private utilities to be relocated, if required, at no expense to the STATE. 10. The CITY agrees to cause its utilities installed on right of way after said right of way was acquired by the STATE or installed within the limits of a roadway after the said roadway's jurisdiction was assumed by the STATE, to be relocated and/or adjusted, if required, at no expense to the STATE. 11. 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). 12. The CITY agrees to obtain from the STATE an approved permit for any CITY owned utility relocated/adjusted as part of this improvement, and shall abide by all conditions set forth therein. 13. Upon final field inspection of the improvement and so long as IL 38 Roosevelt Road 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 the ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] right turn lanes, and the curb and gutter, stabilized shoulders and ditches adjacent to those traffic lanes and turn lanes. 14. 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, parkways, landscaped medians placed between Technology Boulevard and Kress Creek Drive, crosswalk and stopline markings, CITY owned utilities including appurtenances, thereto. The CITY agrees to inspect stopline markings, symbols, special pavement treatments, crosswalks and replace as necessary to insure proper motorist and pedestrian guidance. 15. The CITY further agrees to continue its existing maintenance responsibilities on all 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 38 Roosevelt Road. 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. 16. Upon acceptance by the STATE of the Traffic Signal work included herein the financial responsibility for Maintenance and Electric Energy for the operation of the traffic signals IL 38 at Fabyan and at Joliet St shall remain as outlined in the Master Agreement executed between and the STATE and the CITY. ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] 17. 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 on IL 38 at Kress, at Fabyan and at Joliet St, then the CITY agrees to be financially responsible for its proportionate share in accordance with STATE policy to modernize or reconstruct said installation and will be responsible for all costs to relocate or reconstruct the illuminated street name signs in conjunction with the STATE's proposed improvement. 18. It is the STATE's policy to install traffic signal hardware which requires little or no maintenance (e.g., galvanized signal posts and mast arms, polycarbonate traffic signal heads). All costs associated with the installation, future maintenance, or replacement of non-standard Department equipment, finish or hardware shall be the sole responsibility of the CITY. This includes, but is not limited to, painting of the traffic signal hardware, aesthetic poles or mast arms and internally illuminated street name signs. The Department will also require that the STATE's electrical maintenance contractor to perform any work required for maintenance or repair of the non-standard items and invoice the CITY directly for any additional costs. 19. Under penalties of perjury, the CITY certifies that its correct Federal Tax Identification number is 36-6006144 and it is doing business as a GOVERNMENTAL ENTITY, whose mailing address is: City of West Chicago 475 Main Street West Chicago, IL 60185 ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] Obligations of the STA TE 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 By: (Signature) Attest: By: ------------ (Print or Type) Executive Office manager Title: ----------- Date: (SEAL) STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION By: Jose Rios, P.E. Region One Engineer Date: Job No.: C-91-247-18 Agreement No.: JN-125-001 ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] PLAN APPROVAL WHEREAS, in order to facilitate the improvement of FAP 347, IL 38 Roosevelt Road from east of Technology Boulevard to County Farm Road, State Section No: 2018- 027-RS-SW, Contract No. 62G63, 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 25 ===== [Extraction: embedded PDF text] Exhibit B RESOLUTION NO. _____ _ FUNDING RESOLUTION WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of IL 38 Roosevelt Road from east of Technology Boulevard to County Farm Road, known as Contract No. 62G63, STATE Section No.: 2018-027-RS-SW; 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 Four Hundred Eight Thousand Nine Hundred Two Dollars ($480,902) 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, upon award of the contract for this improvement, and receipt of an invoice, the CITY will pay within forty-five (45) days of receipt of invoice, its first annual installment to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to $240,451 (50%) of its obligation incurred under this AGREEMENT. On or before June 1, 2026, the CITY will pay its second annual installment to the STATE, in a lump sum from any funds allotted to the CITY, an amount equal to $120,226 (25%) of its obligation incurred under this AGREEMENT. Upon receipt of a final invoice, but not before June 1, 2027, the CITY will pay to the STATE in a lump sum from any funds allotted to the CITY, an amount equal to the CITY'S remaining financial obligation for construction and engineering costs incurred by the ===== PDF PAGE 26 ===== [Extraction: embedded PDF text] STATE. The aforementioned final invoice will be based upon actual final quantities multiplied by the actual contract unit bid prices plus engineering costs for all construction items in which the CITY has agreed to be financially responsible under the terms of this AGREEMENT; and 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 27 ===== [Extraction: embedded PDF text] STATE OF ILLINOIS) COUNTY OF DuPAGE ) I, --------~ CITY Executive Office Manager 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 _______ , 20_ A.D. IN TESTIMONY WHEREOF, I have hereunto set my hand seal this ____ day of _____ . 20_A.D. CITY Executive Office Manager (SEAL) ===== PDF PAGE 28 ===== [Extraction: embedded PDF text] EXHIBIT A ESTIMATE OF COST Contract 62G63 FEDERAL STATE West Chicago TOTAL Type of Work $ % $ % $ % $ All roadway work excluding the .following:. $6,800,000 80% $1,700,000 20% $8,500,000 P&C Engineering (15%) $1,020,000 80% $255,000 20% $1,275,000 Landscape Median $309,526 100% $309,526 P&C Engineering (15%) $46,429 100% $46,429 LED Street Name Signs and Painting (IL $108,650 100% $108,650 38 at Kress, Fabyan and Joliet St) P&C Engineering (15%) $16,298 100% $16,298 TOTAL $7,820,000 $1,955,000 $480,902 $ 10,255,902 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. ===== PDF PAGE 29 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 1cp, Resolution No. 24-R-0065- Intergovernmental Agreement with the Illinois Department of Transportation and the FILE NUMBER: _____ _ Appropriation of Funds for the City's portion for IDOT COMMITTEE AGENDA DATE: September 5, 2024 Contract 62N33 for Intelligent Transportation System COUNCIL AGENDA DATE: September 16, 2024 Improvements Along State Route IL-64 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 #62N33 is proposing a project along IL-64 from east of Kautz Road to York St. The major scope of work includes the installation of an Intelligent Transportation System to facilitate the free flow of traffic and ensure the safety of the motoring public. An Intergovernmental Agreement (IGA) is being proposed by IDOT to cover the costs for improvements requested by the City. Over the last few months, staff has reviewed the plans and IGA 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 $159,836.00 of the approximately $14.5 million dollar project. All City costs are associated with the signalized traffic signals located within the City limits and in accordance with the master traffic signal agreement with IDOT. Please note the exact cost of the 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. The cost participation items on IDOT contracts require municipalities to pay 80% of its cost upon award of the contract and the remainder 20% at the completion of the project. Staff recommends approval of the IGA. Sufficient funds will be budgeted in FY 2025 and FY 2026. ACTIONS PROPOSED: Approve Resolution No. 24-R-0065 authorizing the Mayor to execute an Intergovernmental Agreement with the Illinois Department of Transportation and to appropriate funds for the City's portion for IDOT Contract 62N33 for Intelligent Transportation System improvements along State Route IL-64 COMMITTEE RECOMMENDATION: ===== PDF PAGE 30 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0065 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN INTERGOVERNMENTAL AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORATION AND TO APPROPRIATE FUNDS FOR THE CITY'S PORTION OF IDOT CONTRACT 62N33 FOR INTELLIGENT TRANSPORTATION SYSTEM IMPROVEMENTS ALONG STATE ROUTE IL-64 WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of Illinois 64 from Smith/Kautz Rd to York St, known as Contract No. 62N33, STATE Section No.: 2020-264-SUR,SW&TS; 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 One Hundred Fifty Nine Thousand Eight Hundred Thirty Six Dollars ($159,836.00) 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 ST A TE in a lump sum from any funds allotted ' to the CITY, an amount equal to 80% of its obligation incurred under this AGREEMENT, and, upon completion of the project, will pay to said STATE the remainder of its obligation, based on final costs; and ===== PDF PAGE 31 ===== [Extraction: embedded PDF text] 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 amomit appropriated herein proves to be insufficient, to cover said cost. 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 ofIDOT Contract 62N33 for Intelligent Transportation System improvements along State Route IL-64, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of September 2024. AYES: NAYES: ABSTAIN: ABSENT: Ruben Pineda, Mayor ATTEST: Valeria Perez, Executive Office Manager ===== PDF PAGE 32 ===== [Extraction: embedded PDF text] FAP 307 IL 64 from Smith/Kautz Rd to York St State Section: 2020-264-SUR,SW&TS County: DuPage Job No.: C-91-101-21 Contract No.:62N33 Agreement No.: JN-124-042 AGREEMENT This Agreement entered into this ___day of ________ , 20_ A.O., 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. WITNESSETH: WHEREAS, the STATE, in order to facilitate the free flow of traffic and ensure safety to the motoring public, is desirous of improving approximately 88,000 lineal feet of FAP Route 307, Illinois 64 from Smith/Kautz Rd to York St, identified as STATE Job No.: C-91-101-21, Contract Number 62N33, STATE Section No. 2020-264- SUR,SW&TS, as follows: The general scope of work consists of the implementation of Intelligent Transportation Systems (ITS) to improve all modes of transportation along the IL 64 corridor. This includes traffic signal modernization, signal timing, changeable message signs, new signing, traffic surveillance, ADA improvements and all other work necessary to complete the improvement in accordance with the approved plans and specifications; and ===== PDF PAGE 33 ===== [Extraction: embedded PDF text] 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 STATE 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 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. 5. The CITY 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. ===== PDF PAGE 34 ===== [Extraction: embedded PDF text] 6. The CITY further 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, 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. 7. 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. 8. 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 Illinois 64 without the consent of the STATE. 9. The CITY shall exercise its franchise rights to cause private utilities to be relocated, if required, at no expense to the STATE. 10. The CITY agrees to cause its utilities installed on right of way after said right of way was acquired by the STATE or installed within the limits of a roadway after the said roadway's jurisdiction was assumed by the STATE, to be relocated and/or adjusted, if required, at no expense to the STATE. 11. 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 ===== PDF PAGE 35 ===== [Extraction: embedded PDF text] of the "Accommodation of Utilities of Right of Way of the Illinois State Highway System." (92 Ill. Adm. Code 530). 12. The CITY agrees to obtain from the STATE an approved permit for any CITY owned utility relocated/adjusted as part of this improvement, and shall abide by all conditions set forth therein. 13. Upon final field inspection of the improvement and so long as Illinois 64 is used as a STATE Highway, the STATE agrees to maintain or cause to be maintained the through traffic lanes, the left-turn lanes and right turn lanes, and the curb and gutter or stabilized shoulders and ditches adjacent to those traffic lanes and turn lanes. 14. 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, crosswalk and stopline markings, CITY owned utilities including appurtenances thereto and shall maintain the storm sewers and appurtenances by performing those functions necessary to keep the sewer in a serviceable condition including cleaning sewer lines, inlets, manholes, and catch basins along with the repair or replacement of inlet, manhole and catch basins' frames, grates or lids. The maintenance, repair and/or reconstruction of storm sewers constructed as part of this improvement beyond the aforedescribed responsibilities shall be that of the STATE. The CITY agrees to inspect stopline markings, symbols, special pavement treatments, crosswalks and replace as necessary to insure proper motorist and pedestrian guidance. ===== PDF PAGE 36 ===== [Extraction: embedded PDF text] 15. The CITY further agrees to continue its existing maintenance responsibilities on all side road approaches under its jurisdiction within the limits of the improvement, including all left and right turn lanes on said side road approaches, up to the through edge of pavement of Illinois 64. 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. 16. Upon acceptance by the STATE of the new traffic signal work included herein, the financial responsibility for maintenance and energy charges for the operation of t,he traffic signal at the intersection(s) listed below shall be proportioned as follows: Intersection Maintenance Energy IL 64 at Powis Rd STATE Share 75% 0% CITY Share 25% 100% IL 64 at Atlantic Dr IL 64 at Teresa Ln STATE Share 0% 0% CITY Share 100% 100% IL 64 at IL 59 STATE Share 100% 0% CITY Share 0% 100% IL 64 at Prince Crossing Rd STATE Share 50% 0% CITY Share 50% 100% And shall continue a part of the current Master Agreement between the STATE and the CITY. ===== PDF PAGE 37 ===== [Extraction: embedded PDF text] 17. 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. 18. It is mutually agreed, if, in the future, the STATE adopts a roadway or traffic signal improvement passing through the traffic signal included herein which requires modernization or reconstruction to said traffic signal then the CITY agrees to be financially responsible for its proportionate share in accordance with STATE policy to modernize or reconstruct said installation. 19. Under penalties of perjury, the CITY certifies that its correct Federal Tax Identification number is 36-6006144 and it is doing business as a GOVERNMENTAL ENTITY, whose mailing address is: CITY of West Chicago 475 Main St West Chicago, IL 60185 REMAINDER OF PAGE INTENTIONALLY LEFT BLANK SEE NEXT PAGE FOR SIGNATURES ===== PDF PAGE 38 ===== [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 By: ------------ (Signature) Attest: By: ------------ (Print or Type) Executive Office Manager Title: ----------- Date: ----------- (SEAL) STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION By: Jose Rios, P.E. Region One Engineer Date: ----------- Job No.: C-91-101-21 Agreement No.: JN-124-042 ===== PDF PAGE 39 ===== [Extraction: embedded PDF text] PLAN APPROVAL WHEREAS, in order to facilitate the improvement of FAP Route 307, Illinois 64, State Section No: 2020-264-SUR,SW& TS, Contract No. 62N33, 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 40 ===== [Extraction: embedded PDF text] Exhibit B RESOLUTION NO. _ ____ _ FUNDING RESOLUTION WHEREAS, the CITY OF WEST CHICAGO (CITY) has entered into an AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of Illinois 64 from Smith/Kautz Rd to York St, known as Contract No. 62N33, STATE Section No.: 2020-264-SUR,SW&TS; 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 One Hundred Fifty Nine Thousand Eight Hundred Thirty Six Dollars ($159,836.00) 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, and, upon completion of the project, will pay to said STATE the remainder of its obligation, based on final costs; and 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 41 ===== [Extraction: embedded PDF text] STATE OF ILLINOIS) COUNTY OF DuPAGE) I, _________ , CITY Executive Office Manager 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 ______ , 20_A.D. IN TESTIMONY WHEREOF, I have hereunto set my hand seal this ____ day of _____ . 20_A.D. CITY Executive Office Manager (SEAL) ===== PDF PAGE 42 ===== [Extraction: embedded PDF text] EXHIBIT A ESTIMATE OF COST Contract 62N33 of Lomb:ard Village of Addl,on Village of Villa Park City of Elmhurst TOTAL FEDERAL STATE DuPage County City of St Chartes City of West Chic.ago Wayne Township VillageSUeamof Carol VillageHeightsof Glendale Village TvceofWnrlc s % s % s % s % s % $ % s % $ % $ % $ % $ % $ % $ All roadway work excluding the following $717,706 00% 5179,428 20% $897,132 P&C Engineering (15%) $107,656 00% $26,914 20% $134,570 TRAFFIC SIGNALS IL 64 at Smith Rd/Kautz Rd $71,778 00% $8,972 10% $8,972 10% $89,723 P&C Engineering (15%) $10,767 00% $1,346 10% $1,346 10% $13,458 Emergency Vehicle Pre--emption $0 100% so P&C Engineering (15%) $0 100% so - IL 64 at Pheasant Run $94,248 100% $94,248 P&C Engineering $14,137 100% $14,137 Emergency Vehicle Pre-emption $0 100% so P&C Engineering (15%) so 100% $0 JL 64 at Powis Rd $62,904 00% $7,863 10% $3,932 5% $3,932 5% $78,630 P&C Engineering (15%) $9,436 00% $1,179 10% 5590 5% S590 5% $11,795 IL 64 at Atlantic Dr $62,965 100% $62,905 P& C Engineering (15%) $9,445 100% $9,445 E.m,eigiency Vehldt Pl'e-wr.pt'°" $0 100% so P& c Engineering (15%) so 100% $0 - IL 64 at Teresa ln S51,720 100% $51,720 P& C Engineering (15%) $7,758 100% $7,758 Emergency Vehicle Pre-emption $0 100% $0 P& C Engineering (15%) $0 100% - - $128,476$0 Ji102,781 00% $25,695 20%1L64atlL59 P& C Engineering (15%) $15,417 00% $3,854 20% $19,271 IL 64 at Prince Crossing Rd $162,968 00% $20,371 1°'4 S20,371 10% $203,710 P& C Engineering (15%) $24,445 00% $3,056 10% $3,056 10% $30,557 Emergency Vehide Pre-emption 52,171 100% $2,171 P& C Engineering (15%) $326 100% $326 IL 64 at Fair Oaks Rd $92,099 00% $11,512 10% $11,512 10% $115,124 P& C Engineering (15%) S13,B15 00% $1,727 10% $1,727 10% S17,269 Emergency Vehicle Pre-emption $0 100% $0 P& C Engineering (15%) $0 100% so Page 1 of4 ===== PDF PAGE 43 ===== [Extraction: embedded PDF text] EXHIBIT A ESTIMATE OF COST Contract 62N33 of Carol Village FEDERAL STATE DuPage County City of st Charles City of West Chicago Wayne Township Village of Glendale Village of Lombard Village of Addison Village of Villa Park City of Elmhurst TOTAL Hejghts stream TvueofWorlc. $ % $ % $ % $ % $ % $ % $ % $ % $ % $ % $ % $ % $ IL 64 at County Farm Rd $152,610 BO% $19,076 10% $19,076 10% $190,763 P& C Engineering (15%) $22,892 BO% $2,861 10% $2,861 10% $28,614 Emergency Vehicle Pre-emption $2,162 100% $2,162 P& c Engineering (15%) $324 100% $324 - IL 64 at Kuhn Rd $147,874 BO% $18,484 10% $18,484 10% $184,843 p&c Engineering (15%) $22,181 80,. s2,n3 10% -$2,773 10% $27,726 Emergency Vehicle Pre-emption $2,145 100% $2,145 P& C Engineering (15%) $322 100% $322 IL 64 at Bennett Dr $80,994 80% $10,124 10% $10,124 10% $101,242 P& C Engineering (15%) $12,149 BO% $1,519 10% $1,519 10% $15,186 Emergency Vehicle Pre-emption $0 100% $0 P& C Engineering (15%) $0 100% $0 - IL 64 at Gary Ave $255,385 80% $31,923 10% $31,923 10% $319,231 P& C Engineering (15%) $38,308 80% $4,78B 10% $4,788 10% S47,885 Emergency Vehicle Pre-emption $2,198 100% $2,198 P& C Engineering (15%) $330 100% $330 IL 64 at Schmate Rd $232,263 80% $29,033 10% $29,033 10% $290,329 P& C Engineering (15%) $34,839 80% $4,355 10% $4,355 10% $43,549 Emergency Vehicle Pre-emption $2,190 100% $2,190 P& C Engineering (15%) $329 100% $329 IL 64 at President St $201,570 80% $25,196 10% $12,598 5% $12,598 5% $251,962 P4 C Et\9,,..or,s l 1S!oi $30,235 80% $3,TT9 10% $1,890 5% $1,890 5% $37,794 Emergency Vehicle Pre-emption $20,822 100% $20,822 P& C Engineering (15%) $3,123 100% $3,123 I IL 64 at Bloomindale Rd $222,037 BO% $27,755 10% $27,755 10% $277,546 P~ C Et\9-•ng 11S!oi $33,306 80% $4,163 10% $4,163 10% $41,632 Emergency Vehicle Pre-emption $2,190 100% $2,190 P& C Engineering (15%) $329 100% 5329 IL 64 at Menards entrance $278,691 100% $278,691 P& C Engineering (15%) $41,804 100% $41,804 Emergency Vehicle Pre-emption $20,64$ 100% $20,645 P& C Engineering (15%) $3,097 100% $3,097 1L 64 at Glen Ellyn Rd $254,810 BO% $31,851 10% $31,851 10% $318,513 P& C Engineering (15%) $38,222 BO% $4,778 10% $4,778 10% S47,7n Emergency Vehicle Pre-emption $1.140 100% $1,140 P& C Engineering (15%) $171 100% $171 Page 2 of 4 ===== PDF PAGE 44 ===== [Extraction: embedded PDF text] EXHIBIT A ESTIMATE OF COST Contract 62N3J FEDERAL STATE DuPage County City of St Charles City of West Ch~o Wayne Township VillageStreamof Carol VillageHeightsof Glendale Village of Lombard Village of Addison Village of Villa Park City of Elmhurst TOTAL TV.P.!: Ot Worii:- $ % $ % $ % $ % $ % $ % $ % $ % $ % $ % s % s % s ll.64atSwiftRd $112,202 80% $14,025 10% $14,025 10% $140,253 P& C Engineering (15%) $16,830 80% $2,104 10% $2,104 10% $21,038 Emergency Vehicle Pre-emption $20,709 100% $20,709 P& C Engineering (15%) $3,106 100% $3,106 IL 64 at IL 53 $316,019 80% $79,004 20% $395,019 P& C Engineering (15%} $47,4~ 80% $11.851 20% $59,253 Emergency Veh.Cle Pre-emption $4,380 100% $4,380 P& C Engineering (15%) - $657 100% $657 IL 64 at Lombard Rd $102,369 80% $17,057 13,33% $8,535 6 67% S127.961 P& C Engineering (15%) $15,355 80% $2,559 13,33% $1,280 667% $19,194 Emergency Vehicle Pre-emption $0 100% $0 P& C Engineering (15%) $0 100% $0 IL 64 at Main St $233,938 80% $29,242 10% $29,242 10% $292,422 P& C Engineering (15%) $35,091 80% $4,386 10% $4,386 10% $43,863 Emergency Vehicle Pre-emption $2,190 100% $2,190 P& C Engineering (15%) - $329 100% $329 IL 64 at Grace st $202,692 80% $25,337 10% $25,337 10% $253,365 P& C Engineering (15%) $30,404 80% $3.800 10% $3,800 10% $38,005 Emergency Vehfcie Pre-emption $2,190 100% $2,190 P& C Engineering (15%) $329 100% $329 ll&ll l'IWb~A""61'l.JneolnA._.. $253,077 80% $31 ,635 10% $15,817 5% $15,817 5% $316,346 P& C Engineering (15%) $37,962 80% $4,745 10% $2,373 5% $2,373 5% $47.452 Emergency Vehicle Pre-emption 52,190 100% $2,190 P& C Engineering (15%) .. $329 . - - $329 100% IL 64 at Westmore Ave $168,334 80% $21,042 10% $10,521 5% $10,521 5% $210.418 P& C Engineering (15%) $25,250 80% $3,156 10% $1,576 5% $1,578 5% $31,563 Emergency Vehicle Pre-emption $4,380 100% $4,380 P& C Engineering (15%) $857 100% $657 $ $379.901 $18,995 5% 18,995 5% $303,921 80% $37,990IL 64 at Addison Rd $2,849 $2,849 5% $56,965 $45,568 5% 80% $5,699 10%'°"P& C Engineering (15%) Eme,,;«>