===== 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,,;«>