===== PDF PAGE 203 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Lf- ,--:J._, Resolution No. 26-R-0057 - Letter of Understanding Agreement FILE NUMBER: _____ _ with Illinois Department of Transportation for the Maintenance of proposed Traffic Control Device at State Route IL-38 (Roosevelt COMMITTEE AGENDA DATE: July 2, 2026 COUNCIL AGENDA DATE: July 20, 2026Road) and Technology Boulevard STAFF REVIEW: Mehul T. Patel, P.E., CFM- Director of Public Works SIGNATURE_________ _ APPROVED BY CITY ADMINISTRATOR: Viviana Ramirez SIGNATURE _________ _ ITEM SUMMARY: The DuPage Business Park, on the southwest side of West Chicago, has seen major developments recently, resulting in increased traffic volume. To protect the safety of motorists, the City desires to install a traffic control device at the intersection of IL-38 (Roosevelt Road) and Technology Boulevard. The Illinois Department of Transportation (IDOT) has jurisdiction over IL-38, while the City has jurisdiction over Technology Boulevard. In 2020, State Senator Karina Villa, as part of the Public Act 102-0017, included funding for improvements associated with this traffic control device to be appropriated from the Build Illinois Bond Fund via the Illinois Department of Commerce and Economic Opportunity (DCEO). The grant agreement was fully executed by DCEO on September 27, 2023. On March 16, 2026, the City Council approved Resolution No. 26-R-0005 awarding the Traffic Signal Installation Project (Project) at IL-38 and Technology Boulevard to Helm Electric Facility Solutions, Inc. in an amount not to exceed $949,539.50. For DCEO funded projects, the City must pay for the Project costs and seek reimbursement. The City plans to pay for this Project using the Motor Fuel Tax (MFT) funds. Due to the use of MFT funds and involvement of a state route, IDOT needs to approve the award of the Project. As part of the award process, the Letter of Understanding Agreement (LOU) with IDOT is required. The LOU states that the City of West Chicago will be fully responsible for all maintenance and energy related costs for this traffic control device. The LOU is attached for reference. The City currently has eighteen (18) signalized intersections and locations with traffic control devices along State highways, not including IL-38 and Technology Blvd. These devices are maintained by IDOT, but the City is responsible for payment of a percentage of maintenance via an Intergovernmental Agreement (IGA) with IDOT. On December 20, 2021, the City Council approved Resolution No. 21-R-0101 executing an IGA with IDOT for maintenance of traffic control devices located on State highways within corporate limits of City of West Chicago, for the term of July 1, 2021, thru June 30, 2031. This IGA will also need to be modified at a future date presumably after the proposed traffic control device at IL-38 and Technology Blvd is installed. Furthermore, along with the eighteen (18) signals located on State highways, there are two (2) signals located along Main St. All these traffic control devices are equipped with Emergency Vehicle Preemption (EVP) equipment, which in an emergency, yields the right of way for emergency vehicles to pass through the intersections without stopping. On January 17, 2022, the City Council approved Resolution No. 22-R-0008 authorizing an Intergovernmental Agreement with the West Chicago Fire Protection District (WCFPD) for installation and maintenance of Emergency Vehicle Preemption Equipment within City of West Chicago. The Project also includes installation of EVP devices. As such, the IGA with WCFPD also needs to be modified at a future date. ACTIONS PROPOSED: Approve Resolution 26-R-0057 authorizing the Mayor to execute a Letter of Understanding Agreement with the Illinois Department of Transportation for the maintenance of the proposed traffic control device at State Route IL-38 (Roosevelt Road) and Technology Boulevard COMMITTEE RECOMMENDATION: ===== PDF PAGE 204 ===== [Extraction: embedded PDF text] RESOLUTION NO. 26-R-0057 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A LETTER OF UNDERSTANDING AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE MAINTENANCE OF PROPOSED TRAFFIC CONTROL DEVICE AT STATE ROUTE IL-38 (ROOSEVELT ROAD) AND TECHNOLOGY BOULEVARD 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 Letter of Understanding Agreement with the Illinois Department of Transportation for the maintenance of proposed traffic control device at State Route IL-3 8 (Roosevelt Road) and Technology Boulevard, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of July 2026. AYES: NAYES: ABSTAIN: ABSENT: Mayor Daniel Bovey ATTEST: Executive Office Manager, Valeria Biggerstaff ===== PDF PAGE 205 ===== [Extraction: embedded PDF text] Illinois Department of lransportation Office of Highways Project Implementation I Region 1 / District 1 201 West Center Court I Schaumburg, Illinois 60196-1096 LOCAL ROADS AND STREETS Letter of Understanding (LOU/Agreement) City of West Chicago Location: FAP 347/IL 38 (Roosevelt Road) Section No.: 23-00089-00-CH County: DuPage County June 25. 2026 The Honorable Daniel BoveyMayor ~ ~v:~ City of West Chicago 4 75 Main Street West Chicago, IL 60185 ~vt~cr7~ •Dear Mayor Bovey: This Letter of Understanding (LOU) Agreement is made and entered into between the City of West Chicago referred to as the LPA and the State of Illinois, acting by and through its Department of Transportation, hereinafter referred to as STATE and shall serve as a written record of maintenance and energy responsibilities for traffic signal IL 38 (Roosevelt Road) at Technology Boulevard, project being administered by the LPA. Please indicate the LPA's concurrence by signing this Original LOU. We ask that you return the signed original along with two (2) copies to our office for final processing. The following items are added: 1. All traffic control equipment to be used in the traffic signal work included herein must be approved by the STATE prior to its installation. The STATE must be notified of a minimum of seven (7) working days prior to the final inspection. Final inspection of the signalized intersection will be made by a representative of the STA TE, and, if satisfactory, authorization for activation will be given. 2. Upon acceptance of the traffic signal by the STATE the financial responsibility for maintenance and electrical energy for the operation of the traffic signal at the intersection shall be proportioned as follows: MAINTENANCE ELECTRICAL ENERGY IL 38 (Roosevelt Road) 0% STATE 0% STATE at Technology Boulevard 100% City of 100% City of West Chicago West Chicago ===== PDF PAGE 206 ===== [Extraction: embedded PDF text] Mr. Daniel Bovey June 25, 2026 Page 2 and shall become a part of the current Master Agreement executed between the LPA and the STATE. 3. The actual maintenance of the traffic signal at the above intersection will be performed by the STATE with its own forces or through ongoing contractual agreement. 4. Although the STATE's electrical contractor ("STATE's contractor") will inspect, make note, and keep inventory of the LPA owned EMERGENCY VEHICLE PRE-EMPTION ("EVP") system to support the maintenance of the EVP system, responsibility for maintenance of the EVP System shall be assumed by the LPA. Maintenance of the EVP system shall include the light detector amplifier, field wiring, light detectors, and cabinet appurtenances. The LPA will be invoiced for all such maintenance costs directly by the Department's contractor. When repair is necessary, the STATE's contractor shall notify the LPA that its EVP system is not operating or requires maintenance. When the repair or maintenance activity has been approved by the LPA, the maintenance will be provided by the STATE's contractor. The LPA may require end users of the emitters within its jurisdiction to enter into separate agreements with the STATE's contractor to have the emergency vehicle emitters tested in accordance with the recommendation of the Manufacturer of such equipment. 5. The STATE retains the right to control the sequence and timing of the traffic signals and interconnect. 6. Payment by the STATE of any or all of its share of maintenance is contingent upon the STATE receiving adequate funds in its annual appropriation. 7. It is mutually agreed, if, in the future, the STATE adopts a roadway or traffic signal improvement passing through the signalized intersection which requires modernization or reconstruction to said traffic signal then the LPA agrees to be financially responsible for the entire costs in accordance with Department policy to modernize or reconstruct said installation and will be responsible for all costs to relocate or reconstruct the Emergency Vehicle Pre-emption equipment with the STATE's proposed improvement. 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 LPA. This includes, but is not limited to, painting of the signal hardware, aesthetic poles, etc. ===== PDF PAGE 207 ===== [Extraction: embedded PDF text] Mr. Daniel Bovey June 25, 2026 Page 3 If, in the future, another party wishes access into this signalized intersection, it shall be mandatory that the LPA negotiate with such party and prepare and present, to the STATE, a copy of the Formal Executed Agreement concerning the necessary revisions to this traffic signal installation and the responsibilities for maintenance and operating costs. Any revision for this signal installation or a change in access to this intersection must obtain the approval of the STA TE. The LPA is responsible for inspecting pavement markings and replacing them as necessary to ensure proper motorist, pedestrian, and bicyclist guidance and ensure that stop bars, symbols and crosswalks are in good condition. The LPA shall also be responsible for maintenance of the installed street name signs on approaches to a State highway from a local road. Because of the value of street name signs to motorists, local agencies shall provide such signs at all named State highway intersections. 8. Upon final field inspection of the improvement, the LPA agrees to maintain, or cause to be maintained, those portions of the improvement which are not maintained by the STATE. All provisions, conditions, restrictions and requirements of this Agreement shall be binding upon and inure to the benefit of the successors, assigns, administrators, executors or heirs of the parties hereto. At the end of this Letter of Understanding / Agreement, there is an area where you can state your concurrence with the project. Approval of this Letter of Understanding / Agreement shall be considered as concurrence with and acceptance of all terms contained herein and shall be binding upon and inure to the benefit of the LPA hereto, their successors and assigns. If you have any questions or need additional information, please contact Marilin Solomon at (847) 705-4643. Very truly yours, Jose Rios, P.E. Region One Engineer By: Charles F. Riddle, P.E. Bureau Chief of Local Roads and Streets ~Y\...ee..;--- ---- ===== PDF PAGE 208 ===== [Extraction: embedded PDF text] Concur with Traffic Signal Maintenance and Energy Costs: Date: Concur: Do Not Concur: Signature Concur with Emergency Vehicle Pre-emption Maintenance: Date: Concur: Do Not Concur: Signature