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Home My WebLink About07-28 .4 Resolution No. 07-28 RESOLUTION AUTHORIZING EXECUTION OF A LETTER OF INTENT WITH IDOT FOR THE U.S. ROUTE 20 AND McLEAN BOULEVARD 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 McLean Boulevard, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 14, 2007 Adopted: February 14, 2007 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk s/Jennifer Quinton Jennifer Quinton, Deputy City Clerk Illinois Department of Transportation Division of Highways/Region One/ District One 201 West Center Court/Schaumburg, Illinois 60196-1096 Project and Environmental Studies U.S, Route 20 At McLean Boulevard Kane County August 25, 2006 The Honorable Ed Schock Mayor City of Elgin 150 Dexter Court Elgin, IL 60120 Dear Mayor Schock: The Illinois Department of Transportation (Department) has completed Phase I studies for the improvement of U.S. Route 20 at McLean Boulevard with Design Approval granted on November 16, 2005. This will serve as a Letter of Intent between the City of Elgin and the Department confirming your concurrence with the proposed improvement plan and the cost participation responsibilities for the subject project. This project is currently not included in the Department's Fiscal Year 2007-2012 Proposed Highway Improvement Program, however it will be considered for inclusion in future programs, as funding becomes available. The scope of work includes reconstruction of the U.S. Route 20 at McLean Boulevard interchange. The proposed improvements include reconfiguration of the interchange ramps, widening of McLean Boulevard to add auxiliary turn lanes, semovaLand_realignment of the WeldRoad connection to McLean Boulevard, and widening of Fleetwood Drive and Lillian Street to provide additional turn lanes. The U.S. Route 20 bridge over McLean Boulevard will be replaced, and will provide a larger opening to accommodate a future widening of McLean Boulevard. This scope of work was discussed in greater detail in coordination meetings with City staff on July 24, 2002 and October 1, 2003. Further coordination was performed through letters dated December 31, 2003, October 30, 2003, October 4, 2002, July 12, 2000, and June 30, 2000. Property owners and other stakeholders were informed through information letters in the fall of 2004 and a presentation to the Sunset Park Neighborhood Association on December 13, 2004. Based on previous coordination with the City, specific items identified by the Department requiring cost participation by the City include traffic signals, new sidewalks, emergency vehicle pre-emption, roadway lighting, and any utility relocation costs. EXHB IT A The Honorable Ed Schock August 25, 2006 Page 2 Traffic Signal Modernization Traffic signal relocation and modernization is proposed at the intersections along McLean Boulevard at Lillian Street, U.S. Route 20, and Fleetwood Drive. The total cost of the traffic signal work at these intersections is $1,302,000. Federal funds may be used for 80% of the traffic signal costs involving Department signals, with the State and City sharing in the remainder of the cost, based on the percentage of approach leg jurisdiction. If federal funds are not used for the traffic signals, the State will assume the responsibility of the 80% federal share. The cost of the traffic signal work at these locations will be split between the Federal Highway Administration (FHWA), the City, and the Depailment as follows: Traffic Si•nal Cost Breakdown Table Improvements ' Cost Split IDOT Traffic Signal Modernization - $500,000 $100,000 1 (20%) p, Temporary Signals-(3 @$45,000 each) - $135,000 ; ;;; $27,000 (20%) s Emergency Vehicle Pre-emption - $15,000 $0 0% ; 31 Traffic Signal Modernization - $130,000 $0 (0%) Temporary Signals - $40,000 $0 (0%) Emergency Vehicle Pre-emption- $6,000 $0 (0%) 3 Traffic Signal Modernization - $130,000 $0 _ (0%) Temporary Signals - $40,000 $0 33 (0%) Emergency Vehicle Pre-emption - $6,000 $0 0% , Traffic Signal Interconnection .3 .1 $21,000 3 ' Permanent- $200,000 Temporary- $100,000 (7%) ` ; „ EE $1,302,000 •-1 $148,000 15% Engineering Fee Totals .; t :, • The Honorable Ed Schock • August 25, 2006 Page 3 The City has expressed interest in installing emergency vehicle pre-emption (EVP) devices on these signals. This item would be a City cost and would be $6,000 per signalized intersection at Fleetwood Drive and Lillian Street, and $15,000 for'the U.S. Route 20 at McLean Boulevard interchange. The total cost to the City of Elgin for traffic signal modernization,including engineering fees,is$466,900. Energy and Maintenance Costs for Traffic Signals For the traffic signals along McLean Boulevard and Lillian Street, U.S. Route 20, and Fleetwood Drive, energy and maintenance costs will continue to be in accordance to the existing master agreement between the City of Elgin and the State. Maintenance of the interchange is 100% the responsibility of the State (reimbursable per master agreement). The breakdown of responsibility is as follows: Location Division of Energy Costs Maintenance Costs IDOT Elgin IDOT Elgin McLean Boulevard at U.S.Route 20 100% 0% 0% 100% McLean Boulevard at Lillian Street 0% 100% 0% 100% McLean Boulevard at Fleetwood Drive 0% 100% 0% 100% Sidewalk The Department is responsible for 100% of the cost for removal and replacement of existing sidewalk affected by the roadway improvements. Any new sidewalk requested by the City will be funded on a 50/50 basis between the City and the Department. The additional sidewalk, requested by the City, is approximately 1,700 lineal feet,as summarized below: • McLean Boulevard- east side, south end, 5 ft. sidewalks - 500 ft. • McLean Boulevard - east side, between Fleetwood Drive &U.S. Route 20, 7 ft. sidewalks- 300 ft. • McLean Boulevard-west side, north end, 5 ft. sidewalks -300 ft. • Fleetwood Drive - west of McLean Boulevard, 5 ft. sidewalks on both sides -600 ft. total The City will continue to maintain the sidewalks. The cost for additional City sidewalks is approximately $5 per square foot, for a total cost of$45,500. The City's share of the cost is$26,163,which includes a 15% engineering fee($3,413). The Honorable Ed Schock August 25, 2006 Page 4 Roadway Lighting The Bureau of Electrical Operations has determined that interchange lighting is warranted as part of this improvement and will be maintained as well as paid for by the Department. The City has shown interest in additional roadway lighting, as requested in the letter dated August 20, 2002. The costs associated with the additional roadway lighting within the corporate limits of the City are 100% local responsibility. The total cost for lighting of the improvement is$780,000, of which $565,000 is for the interchange lighting, to be paid for by the Department. The cost of the City's additional standard roadway lighting is approximately$215,000. Adding a 15% engineering fee ($32,250) to this estimate, the total City cost responsibility is $247,250 for new standard roadway lighting as part of the U.S. Route 20 interchange reconstruction project. Utility Relocation Utility facilities installed in highway right-of-way via permit that are in conflict with the proposed improvement, and therefore require relocation,will be relocated at no extra cost to the Department,per policy and in accordance with State Statute. City facilities subject to this condition may include, but are not limited to water mains, fire hydrants,bridge attachments, storm, sanitary, and/or combined sewers. Based on a review of the utility information provided to the Department during Phase I, numerous conflicts are anticipated with the City's sanitary sewer and water main throughout the project limits. A detailed study of conflicts will be performed during the Phase II (contract plan preparation), and the City will be informed of the affected utilities at that time. Summary of Estimated Costs The total estimated cost responsibility to the City, based on the available information collected during the Phase I process is approximately $740,313,p1us any utility relocation costs that fall outside the Department's cost participation policies. At the end of this letter of intent, there is an area where you can state your concurrence to the cost participation items outlined above. This letter of intent will be used as a basis during Phase II to develop or amend the existing City/State agreement. Please return an original signed copy of this letter at your earliest convenience. The Honorable Ed Schock August 25, 2006 Page 5 If you have any questions or need additional information, please contact Rick Young, Bureau Chief of Programming, at(847) 705-4393. Very truly yours, Diane M. O'Keefe, P.E. Deputy Director of Highways, Region One Engineer By: Clarita . Lao, P.E. Engineer of Program Development Attachments cc: Joseph Evers, Municipal Engineer The Honorable Ed Schock August 25, 2006 Page 6 Project and Environmental Studies U.S. Route 20 At McLean Boulevard Kane County Concur with traffic signals: - -Yes With condition noted below. No Concur with new sidewalks Yes No Concur with roadway lighting: X Yes No General Project concurrence per above: X Yes No Name: Olufemi Folarin Oh Signature: ► �� .,.._- Title: Cit anage Date: February 14, 2007 Comments(if any): The City concurs with the traffic signals with the condition that the Illinois Department of Transportation consider the use of Federal funding on the signal modifications to the City's signal systems impacted by this project. Z c► 1 IT 1 1 NI fir • I I J•( 3SDNZ3R ,, • i- '.11/1/ „ ;/ N . i rigi CLIFTON AVENUE \ S° diq . \ \\\\\t4, / li IliI: i 1 4\ i l' 7 ----1 II II :, WESTON AVENUE..c i(i, /, I 1 14! lilt i i A f i,, i i . 5 -7,7-.0,4„,:-..1--.•.. � � /j ifil am ; 13. ''';'.7''T / ./:: r .1 / ,/' i . . , 1, t ) 1(// ,,,/,,, 6 ,, . , i ,,,I ,;./, , i P. aJ , , / :/. 1 _---- SIfPARO DRIVE I I I I // A! /, i/ i i-I r / /I, // I / --1 i1-\._” / - / / / // /:/• % EXHBIT B / I 1 ( OFEt. `` } City of Elgin Agenda Item No. January 19, 2007 TO: Mayor and Members of the City Council ir�nntially titable FROM: Olufemi Folarin, City Manager City Government Joseph Evers, City Engineer SUBJECT: Letter of Intent for the Improvement of the U.S. Route 20 and McLean Boulevard Interchange PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the approval and execution of a Letter of Intent with the Illinois Department of Transportation for the improvement of the U.S. Route 20 and McLean Boulevard Interchange. RECOMMENDATION It is recommended that the City Council authorize the Mayor to execute the Letter of Intent committing the City to financial participation and the City's acknowledgement of the future improvement to the U.S. Route 20 and McLean Boulevard Interchange. BACKGROUND City staff has been working with the Illinois Department of Transportation (IDOT) since 2002 on preliminary engineering plans for improvements to the subject interchange. The Letter of Intent reflects IDOT's opinion of the City's share in terms of 2006 dollars. A copy of the Letter of Intent is attached as Exhibit A. The preliminary engineering, approved by IDOT in November, 2005, reflects a new bridge for U.S. 20 over McLean Boulevard with a consolidated signalized intersection (currently there are two intersections — one on either side of U.S.20) to control the access to and from the ramps to U.S. 20. The project will require significant modifications to the commercial properties just north of U.S. Route 20 and the Weld Road alignment South of U.S. Route 20. A barrier median and right-of-way acquisition from the commercial properties will impact ingress/egress and vehicle circulation/parking for said properties. The Weld Road realignment will move traffic to Fleetwood Drive thereby making the trip between McLean and Randall more circuitous. As '0.• future improvements or modifications are made to the properties north of U.S. 20 the City should • Letter of Intent for U.S. Rt 20 Project January 19, 2007 Page 2 include dedication of right-of-way and improvements that appropriately reflect this future project. A sketch of the improvement is attached as Exhibit B. The project is currently estimated at $42 million (2006 dollars). Due to this extreme cost, the State does not anticipate proceeding with final engineering and construction for several years. The City's financial participation ($740,000 or approximately 2%), in the project would therefore remain subject to revisions until a future date when an actual agreement would be executed. The State has requested execution of the attached Letter of Intent to confirm the City's interest in the project as well as financial participation. During early discussions the City was informed of project costs that the State considered City responsibility. The City's portion of the project cost ($740,000) include; lighting, sidewalks, intersection lighting and permanent signals. The City specifically requested that the project include street lighting and sidewalks. The Letter of Intent also spells out the maintenance responsibilities for improvements. The City will be responsible for the cost of electrical service to all of the signals. The City's franchise agreement with Commonwealth Edison provides electrical service to signals at no cost. The maintenance and electricity costs for street lighting will be the City's responsibility. The maintenance of the sidewalks will be the City's responsibility. r COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED IDOT Iv F.INANCIAL IMPACT The City's share of the U.S. Route 20 and McLean Boulevard Interchange project is estimated to be $740,313 (in 2006 dollars) based on the subject Letter of Intent. There are no funds budgeted or included in the City's 2007-2011 Financial Plan. The City will need to program funds at such time as the State and City enter into a formal agreement. It should be understood that inflation and potential project modifications will increase the City's share. Currently no funds are allocated in the State's budget through 2012. vpv LEGAL IMPACT None eft. Letter of Intent for U.S. Rt 20 Project January 19, 2007 Page 3 ALTERNATIVES 1. Reject the Letter of Intent. 2. Accept the Letter of Intent thereby encouraging the State to proceed with the project as funding becomes available. Respectfully submitted for Council consideration. (do) Attachments (1"b' C