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HomeMy WebLinkAbout05-79 • Resolution No. 05-79 RESOLUTION AUTHORIZING EXECUTION OF A LETTER OF INTENT WITH IDOT FOR THE U.S. ROUTE 20/NESLER ROAD INTERSECTION IMPROVEMENTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,be and is hereby authorized and directed to execute a Letter of Intent on behalf of the City of Elgin with IDOT regarding intersection improvements at U.S.Route 20 and Nesler Road, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: March 23, 2005 Adopted: March 23, 2005 Omnibus Vote: Yeas: 6 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 February 9, 2005 Mr. Olufemi Folarin Acting City Manager City of Elgin 150 Dexter Court Elgin,IL 60120 Dear Mr.Folarin: Please refer to our correspondence of December 9, 2004 regarding the proposed improvement of the intersection of U.S. Route 20 at Nestler Road. We have completed our coordination with our Central Office. This letter will serve as a Letter of Intent between the City of Elgin and the Department for the intersection improvement. The City of Elgin will act as lead agency for the implementation of the intersection improvement. The proposed scope of work will be as defined in the approved project report for the proposed roadway improvement of U.S. Route 20 from Plank Road to Weld Road. The City of Elgin will be responsible for the costs associated with contract plan preparation, construction engineering and construction, subject to reimbursement by the Department as outlined below. The City will process this improvement through the Department's permit process with an intended local letting during the summer of 2005. The Department will acquire the necessary right of way for the intersection improvement as defined in the approved project report. The Department will reimburse the City of Elgin for construction costs associated with the intersection improvement minus the local agency participation in the traffic signal costs as stated in our December 9th letter. This reimbursement will be included in our FY 05-11 Multi-Year Program timeframe to coincide with the timing of the remaining U.S. Route '20 roadway improvements between Plank Road and Weld Road. We will prepare a formal agreement between the City and the Department for this reimbursement once the funding is included in the annual element of the Multi-Year Program. At this time, we anticipate the reimbursement to occur as part of our Fiscal Year 2008 Program. Please indicate your concurrence to this proposal by signing on the appropriate line below and return this original to our office. � �EI \/ ED 0 • • Mr. Olufemi Folarin February 9, 2005 Page Two If you have any questions or need additional information, please contact Mr. Roger Valente, Area Programmer, at (847)705-4078. Very truly yours, Diane M. O'Keefe, P.E. District Engineer By. Patrick J. Pechnick,P.E. Engineer of Program Development cc: Mr. David Lawry,P.E.,General Services Manager, City of Elgin Concur Oa.- _ Do Not Concur 1 Title u _ _ . s Date - J City of Elgin Agenda Item No. • +, iii,, c)4TEDFEg E r /4 L ' ridi 001 March 4, 2005 �� N ,. TO: Mayor and Members of the City Council FINANCIALLY STABLE CITU GOVERNMENT IF FIC LENT SERVICES. AND QUAUTY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager David L. Lawry, General Servic Manager SUBJECT: Letter of Intent with IDOT for the U.S. Route 20/Nesler Road Intersection Improvements PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider authorizing the City Manager to sign a Letter of Intent with IDOT for the intersection improvements at U.S. Route 20 and Nesler Road. r. RECOMMENDATION It is recommended that the City Council authorize the City Manager to sign the attached Letter of Intent and further authorize staff to begin the design and construction process. BACKGROUND On November 8, 2004 the City requested that IDOT participate financially with the City to design and construct intersection improvements at U.S. Route 20 and Nesler Road. Also on this agenda (March 9th) is a contract with Bollinger Lach Consultants to design and prepare bid documents for the improvements. This memo further identifies the proposed improvements. Knowing that these improvements were not in IDOT's eight year construction program, the City requested from IDOT an agreement which will allow the City to upfront the associated improvement costs and IDOT would reimburse the City at a later date for their share of the costs. During City budget preparations, the initial costs of the improvements were estimated to be $700,000. It was anticipated that the City would receive $450,000 from IDOT in 2007 as its share of the costs. Subsequently, the 2005 budget provides $700,000 for the construction of the subject improvements and return revenue from IDOT in the amount of$450,000 in 2007. On December 9, 2004 IDOT submitted a letter to the City Manager confirming receipt of our request and updating the costs of the work. The initial $700,000 estimate included temporary traffic signals in anticipation of future work by IDOT along U.S Route 20. IDOT suggested that permanent signals be installed and be interconnected with traffic signals planned at U.S. 20 and • fr . . r Rt 20/Nesler Rd Inters. Impr-Letter of Intent March 4, 2005 Page 2 Plank Road. The revised cost for this work becomes $885,000 to be upfronted by the City while the construction costs will increase from $700,000 to $885,000. DOT also acknowledged that the City's cost would only be $9,000 for its share of the south leg (Nesler Road) of the intersection. The November 8, 2004 and December 9, 2004 letters are attached. On February 9, 2005 the City received a Letter of Intent from IDOT. This Letter of Intent confirms IDOT's agreement to participate with the City to construct improvements as mentioned above. The letter of intent further identifies that IDOT has programmed the subject improvements in FY 2008. The City would therefore be reimbursed $876,000 as soon as July, 2007. A formal agreement will be prepared by IDOT once the funding is included in IDOT's Multi Year Program COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT The 2005 budget includes $700,000 to upfront design and construction costs. The funds are available in account number 275-0000-791.93-80, Riverboat Operating Fund/Major Repairs/Public Way,project number 339826. The total project cost for the design of the four leg intersection and inspection of the three leg intersection is estimated at $906,270. The City will • be reimbursed $876,000 after July, 2007 from IDOT. Should construction take place this year additional funding will be necessary. L GAL IMPACT None. ALTERNATIVES 1. Authorize execution of the letter of intent as recommended. 2. Do not authorize the letter of intent in which case DOT will construct the improvements which would not be completed any sooner than the Fall of 2008. Respectfully submitted for Council consideration. (do) Attachments