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Home My WebLink About95-155 Resolution No. 95-155 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT FOR MAINTENANCE OF MUNICIPAL STREETS WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Kevin Kelly, Mayor, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an Agreement for Maintenance of Municipal Streets on behalf of the City of Elgin with the Illinois Department of Transportation, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: July 26, 1995 Adopted: July 26, 1995 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Illinois Department of Transportation Division of Highways/District 1 201 West Center Court/Schaumburg, Illinois 60196-1096 December 27, 1995 Mr. James L. Kristiansen Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120 Dear Mr. Kristiansen: You will find attached a copy of the executed Municipal Maintenance Agreement for Fiscal Year 1996 covering the period July 1, 1995, through June 30, 2005. Please retain this copy for your files. If you have any questions or need additional information, please contact me at (708) 705-4163. Very truly yours, Duane P. Carlson, P.E. District Engineer By:.1, ::� 1 �ti � T 1 Robert J. Holub Maintenance Support Manager `� JAN 0 2 1995 CITY OF ELGIN s:\mgrl\gen\wp\support\pgexcagr.doc ENGINEERING DEPT. Illinois Department Agreement for Maintenance of Transportation of Municipal Streets THIS AGREEMENT,made and entered by and between the State of Illinois,acting by and through its Department of Transportation,hereinafter referred to as the"Department"and City of Elgin a municipal corporation organized and existing under and by virtue of the laws of the State of Illinois, hereinafter referred to as the"Corporation." WITNESSETH,that for and in consideration of the covenants hereinafter mentioned,the Corporation agrees to operate and maintain in a manner satisfactory to the Department,portions of certain streets being used as extensions or parts of State highways lying within the boundaries of the Corporation beginning July 1, 1995. This agreement may be extended by the Department in 12-month increments until June 30,2005 unless terminated. Such extension shall be accomplished by a letter from the Department to the Corporation. The Corporation agrees to operate and maintain the streets covered by this agreement in the best interests of the people of the State of Illinois. The portions of streets to be maintained are described on the Computation Sheet attached hereto and made a part hereof. The obligations of the Department under this agreement are subject to termination and cancellation in any year for which the General Assembly of the State of Illinois fails to make an adequate appropriation or reappropriation to pay such obligations. The Department reserves the right to amend this agreement at the time of extension by the addition or deduction of lane miles of streets to be maintained. Such addendum must be approved and signed by both parties. The Corporation agrees that it will not terminate this agreement nor refuse to enter into subsequent agreements without giving the Department written notice at least 90 days prior to such termination. If the Corporation gives the Department written notice of intent to enter into no future agreement,the current agreement will remain in force for 90 days from the receipt of such notice. The Department may,at its discretion,release the corporation from the agreement before the expiration of the 90 days required by the above stipulation. It is further understood and agreed that the Department,at its discretion,has the right to terminate this agreement by giving written notice to the Corporation at least 90 days prior to such termination. To operate and maintain includes but is not limited to all routine surface and pothole repairs,temporary full-depth patches,expansion bump removal on bituminous surfaces,crack and joint sealing,cleaning and litter pickup,snow and ice control and all other routine operational services. Median maintenance,when applicable,shall consist of sweeping,litter pickup,mowing and routine surface repairs. The Corporation agrees to permit no cuts or openings in the curbs or pavements of the streets covered by this agreement without the written approval of the Department. Pavement cuts,curb openings,utility frames and municipal frames and grates or covers disturbed by settlement,construction or repair under permit are to be restored,repaired,adjusted and maintained by the utility owner or permit holder to the satisfaction of the Department at no expense to the State. The Corporation agrees that,except in extreme emergencies,it will not undertake or authorize repairs not covered by this agreement,at the expense of the State,without securing the approval of the Department. In consideration of the satisfactory maintenance and operation of streets covered by this agreement,the Department will pay the Corporation $56,555.00 for the first twelve month period covered by the agreement,payable as described below. The rate of compensation will be adjusted annually at the time of renewal to reflect changes in miles maintained and costs. The cost adjustment factor used to determine the rates of compensation will be the percent change of the Construction Cost Index published in the Engineering News Record for the preceding calendar year. On or about March 31,June 30,September 30 and December 31 of each year,subject to an inspection by the Department,the Department will authorize the Corporation to invoice the Department in an amount equal to approximately one-fourth of the total annual allowance stated above. CORPORATION CERTIFICATIONS RETENTION OF RECORDS The Corporation shall maintain,for a minimum of 5 years after the completion of the agreement,adequate books,records and supporting documents to verify the amounts,recipients and uses of all disbursements of funds passing in conjunction with the agreement;the agreement and all books,records and supporting documents related to the agreement shall be available for review and audit by the Auditor General and/or the Department;and the Corporation agrees to cooperate fully with any audit conducted by the Auditor General and/or the Department and to provide full access to all relevant materials. Failure to maintain the required books,records and supporting documents shall establish a prdsumption in favor of the State for the recovery of any funds paid by the State under the agreement for which adequate books,records and supporting documentation are not available to support their purported disbursement MAI 416(Rev.9/94) 9000M DRUG FREE WORKPLACE The Corporation certifies that it will not engage in the unlawful manufacture,distribution,dispensation,possession of use of controlled substance in the performance of the agreement. If the Corporation employs 25 or more people and the agreement is for$5,000 or more,the following requirements apply: The Corporation certifies and agrees that it will provide a drug free workplace by: (a) Publishing a statement: (1) Notifying employees that the unlawful manufacture,distribution,dispensing, possession or use of a controlled substance,including cannabis,is prohibited in the Corporation's workplace. (2) Specifying the actions that will be taken against employees for violations of such prohibition. (3) Notifying the employee that,as a condition of employment for this agreement,the employee will: (A) abide by the terms of the statement;and (B) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five(5)days after such conviction. (b) Establisthiiiy is drag free awareness program to inform employees about: (1) the dangers of drug abuse in the workplace; (2) the Corporation's policy of maintaining a drug free workplace; (3) any available drug counseling,rehabilitation and employee assistance programs;and (4) the penalties that may be imposed upon an employee for drug violations. (c) Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the agreement and to post the statement in a prominent place in the workplace. (d) Notifying the Corporation within ten(10)days after receiving notice under part(B)of paragraph(3)of subsection(a)above from an employee or otherwise receiving actual notice of such conviction. (e) Imposing a sanction,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by,any employee who is so convicted,as required by section 5 of the Drug Free Workplace Act. (f) Assisting employees in selecting a course of action in the event drug counseling,treatment and rehabilitation is required and indicating that a trained referral team is in place. (g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act. AUTHORIZED SIGNATURES IN WITNESS WHERE OF the parties hereto have caused this agreement to be executed by their duly authorized officials. City(or Village)of State of Illinois Department of Transportation CITY OF ELGIN By x// t' 7/�7/qs_ BY71#4e144.61/ 87111 Mayor or Presidentirector of hways Attest: Q i' /(� 9'S— City/Vil a e/Town Clerk bate (Municipal Seal) Sheet 1 of 4 District No. 1 STATE OF ILLINOIS City of Elgin DEPARTMENT OF TRANSPORTATION COMPUTATION SHEET-MUNICIPAL MAINTENANCE For the Period beginning July 1,1995,ending June 30,1996 INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. ROUTE SUB- NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS 1 III 31 R-RB-72 State River Road Tyler 1@28' S-M 2-28' 4 Adj.to 500 0.38 6700 S-'93 634 3.27 787.81 1@42' Median 2 111 31 R-R State Tyler C.M.St.P. &P. R.R. 2@24' S 2-24' 4 Full 2069 1.57 6700 S-'93 634 3.27 3254.89 Roadway 3 III 31 R-VB State @ C.M.St_ P.&P. R.R. 2@26' S 2-26' 4 Full 246 0.19 6700 5'93 634 3.27 393.90 Roadway 4 III 31 1972-25BRS State C.M.St. P.&P. R.R. 257'N/o Frazier 48'V S 24' 2 Center 569 0.22 - 13400 S-'93 768 3.27 552.50 5 III 31 1972-25BRS State 257'N/o Frazier 437'S/o Frazier 48'V S 24' 2 Center 694 0.26 13400 S-'93 768 3.27 652.95 6 III 31 1972-25BRS State 437'S/o Frazier Wing 48' S 24' 2 Center 2246 0.85 13400 S-'93 768 3.27 2134.66 7 III 31 1972-25BRS State Wing 971'S/o Wing 56'V S 2@22' 4 Adj.to 738 0.56 6700 S-'93 634 3.27 1160.98 Median 8 III 31 1972-25BRS State 971'S/o Wing Highland 48' S 44' 4 Adj.to 1306 0.99 6700 S-'93 634 3.27 2052.45 Median 9 III 31 R-Q(89) State @ Lawrence 2@22' S 2@22' 4 Adj.to 1000 0.76 6700 S-'93 634 3.27 1575.62 Median 10 III 31 1972-25BRS State Highland Chicago 62'91' S 2@22'V 4 Adj.to 406 0.31 6700 S-'93 634 3.27 642.69 Median 11 III 31 1972-25BRS State Chicago Walnut 38'V S 24' 2 Center 2824 1.07 13400 S-'93 768 3.27 2687.16 12 III 31 1972-25BRS State Walnut Washburn 42' S 24' 2 Center 674 0.26 13400 S-'93 768 3.27 652.95 13 III 31 1972-25BRS State Washburn Adams 42' S 24' 2 Center ' 1800 0.68 13400 S-'93 768 3.27 1707.72 $18,256.28 Sheet 2 of 4 District No. 1 STATE OF ILLINOIS City of Elgin DEPARTMENT OF TRANSPORTATION COMPUTATION SHEET-MUNICIPAL MAINTENANCE For the Period beginning July 1,1995,ending June 30,1996 INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. SUB- ROUTE NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS 14 III 31 8R-HB-3 State Adams U.S. Route 20 2@24' S 2-24' 4 Full 520 0.39 6700 S-'93 634 3.27 808.54 Roadway 15 III 31 E-1WRS State @ U.S. Route 20 2@21' S 2-21' 4 Full 1055 0.80 6700 S-'93 634 3.27 1658.54 Roadway 16 III 31 E-1WRS State U.S. Route 20 South Corporate 40' S 40' 4 Full 2377 1.80 6700 S'93 634 3.27 3731.72 Limits Roadway 17 MEDIAN III 31 R-RB'72& State River Road C. M. St. P.&P. R.R. 4'V 2750 0.52 Curb Median 330 3.27 561.13 R-R 18 MEDIAN III 31 1972-125BRS State @ Wing 4'V 290 0.06 Curb Median 330 3.27 64.75 19 MEDIAN III 31 1972-125BRS State Highland Chicago 10'V 59 0.11 Curb Median 330 3.27 118.70 20 MEDIAN 11131 8R-4B-3 State @ U.S. Route 20 4'V 520 0.10 Curb Median 330 3.27 107.91 21 I1125 54WRS-4 Dundee Brant Tollway 2@24' S 2@24' 4 Full 1038 0.79 4275 S-'93 587 3.27 1516.40 Roadway 22 III 25 N-6-1 Dundee @ Tollway 2@27' T 2@27' 4 Full 250 0.19 4275 S-'93 587 3.27 364.70 Roadway 23 11125 N-6-A Dundee Tollway Parkway 2@24' T 2@24' 4 Full 999 0.76 4275 S-'93 587 3.27 1458.81 Roadway 24 III 25 54WRS-2 Dundee Parkway Ford 2@24' S 2-24' 4 Full 1597 1.21 4275 S-'93 587 3.27 2322.58 Roadway 25 11125 54WRS-3 Dundee Ford Ludlow 2@24' S 2-24' 4 Full 640 0.48 4275 S-'93 587 3.27 921.36 Roadway 26 III25 54WRS-3 Dundee Ludlow Congdon 2@24' S 2-24' 4 Full 375 0.28 4275 S-'93 587 3.27 537.46 $14,172.61 • 1 @13' Roadway Sheet 3 of 4 District No. 1 STATE OF ILLINOIS City of Elgin DEPARTMENT OF TRANSPORTATION COMPUTATION SHEET-MUNICIPAL MAINTENANCE For the Period beginning July 1, 1995,ending June 30,1996 INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. SUB- ROUTE NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS 27 11125 54WRS-3 Dundee Congdon Page 42'V S 24' 4 Center 1084 0.41 4275 S-'93 587 3.27 786.99 28 111 25 54WRS-3 Page Dundee Liberty 30'V S 30'V 2 Full 542 0.21 8550 S-'93 694 3.27 476.57 Roadway 29 11125 54WRS-3 Liberty Congdon Keep 1@13' S 24' 2 E.Side 278 0.11 8550 S-'93 694 3.27 249.63 1@24' 30 111 25 HB270 Liberty Keep Page 39' M 24' 2 E.Side 583 0.22 . 8550 S-'93 694 3.27 499.26 31 11125 54WRS-3 Liberty Page Slade 16'V S 16'V 1 Full 280 0.05 8550 S-'93 694 3.27 113.47 Roadway 32 11125 HB270 Liberty Slade Summit 36' M 20' 2 Center 2553 0.97 8550 S-'93 694 3.27 2201.30 33 11125 57CS Liberty Summit Ann 36' M 20' 2 Center 1103 0.42 8550 S-'93 694 3.27 953.14 34 11125 HB270 Liberty Ann Forest 36-39' M 20' 2 Center 1156 0.44 8550 S-'93 694 3.27 998.53 35 111 25 10CS Liberty @ Forest 39' M 20' 2 Center 90 0.03 8550 S-'93 694 327 68.08 36 111 25 1980-167N Liberty Chicago 628'S/o Chicago 36-39' S 20' 2 Center 1228 0.47 8550 S-'93 694 3.27 1066.61 37 11125 HB270 Liberty 628'S/o Chicago Bluff City 36' M 20' 2 Center 5909 2.24 8550 S-'93 694 3.27 5083.41 38 111 25 40CS Bluff City Liberty St.Charles 58' M 2-10' 2 Adj.to 264 0.10 8550 S-'93 694 3.27 226.94 Median 39 11125 28CS St.Charles Bluff City Hammond 38' M 20' 2 Center 1320 0.50 8550 S-'93 694 3.27 1134.69 $13,858.62 Sheet 4 of 4 District No. 1 STATE OF ILLINOIS City of Elgin DEPARTMENT OF TRANSPORTATION COMPUTATION SHEET-MUNICIPAL MAINTENANCE For the Period beginning July 1,1995,ending June 30, 1996 INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. SUB- ROUTE NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS 40 MEDIAN III 25 54WRS-4 Dundee 1-90 Brant 4' 825 0.16 Curb Median 330 3.27 172.66 41 MEDIAN III 25 N-6-A Dundee Trout Park 1-90 4' 1240 0.23 Curb Median 330 3.27 248.19 42 MEDIAN 111 25 54WRS-2 Dundee Ford Parkway 4' 1110 0.21 Curb Median 330 3.27 226.61 43 MEDIAN III 25 54WRS-3 Dundee Ford Congdon 4' 830 0.16 Curb Median 330 3.27 172.66 44 III 58 1977-031N Summit Preston Liberty 56' S 2@22' 4 Adj.to 700 0.53 3825 S-'93 541 3.27 937.61 Median 45 III 58 580RS Summit Preston Hiawatha 40'V S 40' 4 Center 1075 0.81 3825 S-'93 541 3.27 1432.95 46 III 19 1980-167N Chicago Liberty Preston 40' S 20' 2 Center 524 0.20 7300 S-'93 646 3.27 422.48 47 III 19 10CS Chicago Preston Willard 40' M 20' 2 Center 1507 0.57 7300 S-'93 646 3.27 1204.08 48 III 19 131-0106 Chicago Willard Elgin H.S.Entrance 20-40' C 20' 2 Center 2195 0.83 7300 S-'93 646 3.27 1753.31 49 III 19 131-0106 Chicago Elgin H.S. Entrance Lovell 24' C 24' 2 Full 4607 1.75 7300 S-'93 646 3.27 3696.74 $10,267.28 Roadway TOTAL 27.21 Lane Miles TOTAL AMOUNT $56,555.00 , elf.(1 <<,�,• Agenda Item No. 61 ., July 6, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: State Route Maintenance IDOT Agreement PURPOSE This memorandum will provide the Mayor and the members of the City Council with information to consider an agreement with the Illinois Department of Transportation (IDOT) for the maintenance of State highways in the City of Elgin. BACKGROUND The City of Elgin has for many years entered into biannual agreements with IDOT for the maintenance of State highways in Elgin that can be extended for one year. IDOT pays the City to perform this maintenance work. The current agreement is for the period from July 1, 1994 to June 30, 1995. We have received a new agreement from IDOT for the period July 1, 1995 to June 30, 1996, which will be renewable annual- ly. A copy of the cover letter dated May 19, 1995 and the Agreement for Maintenance of Municipal Streets is attached hereto for your consideration. We note this year the Maintenance Agreement is different than in previous years in that the agreement may be extended by IDOT in 12-month increments until June 30, 2005, unless terminated either by IDOT or the City of Elgin. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. r State Route Maintenance IDOT Agreement July 6, 1995 Page 2 FINANCIAL IMPACT The City of Elgin will be compensated $56,555.00 by IDOT for the maintenance of State Routes within the City. This amount is paid on a quarterly basis. During the State's previous -fiscal year, July 1, 1994 to June 30, 1995, the City was paid $55,327.00. This is a net increase of $1,228.00, or 2.2%. LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council approve the Agreement for Maintenance of Municipal Streets, authorize its execution by the Mayor and City Clerk and direct the staff to return three copies to IDOT for furt r processing. espectfull Su mit ed, alKA ka44,4611 James L. Kristiansen Director of Public Works 1 1�, Richard B. Helwig City Manager RBH:JLK: lp Attachments MDM0024/COWMEMO/JUL12 r Illinois Department of Transportation Division of Highways/District 1 ' 201 West Center Court/Schaumburg,Illinois 60196-1096 • May 19, 1995 Mr.James L. KristiansenggaT Director of Public Works City of Elgin I U! 150 Dexter Court 0,A'( 2 3. 1995 Elgin,Illinois 60120 CITY OF ELGIN Dear Mr.Kristiansen: ENGINEERING DEPT. Enclosed are three (3) copies of the Agreement for Maintenance of Municipal Streets for the period July 1, 1995, to June 30, 1996. The agreement will be renewable annually. Reimbursement to the Municipality is developed through the basic approach of classifying the roadways depending on their use by traffic, and applying a unit cost per lane mile based on that traffic volume. This approach was approved by the Municipal League's Public Works Committee at their June 4, 1975,meeting. For this Agreement period, July 1, 1995 to June 30, 1996, the latest available published traffic counts were utilized along with an adjustment factor of 3.27 which reflects the percent change in the Construction Cost Index published in the Engineering News Record. Please have the proper signatures, the Clerk's Certification and the Municipal Seal affixed to all copies of the agreement and return to this office as soon as possible,for further processing. If you have any questions, please contact Mr. Robert J. Holub at (708) 705- 4163. Very truly yours, Duane P. Carlson,P.E. District Engineer By: W.�./ ...p,‹ Roy . Fonda,P.E. Bureau Chief of Maintenance s:\vrplsupportlpgnagla.doc