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HomeMy WebLinkAbout97-265 Resolution No. 97-265 RESOLUTION AUTHORIZING EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT 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 on behalf of the City of Elgin with the Illinois Department of Transportation for the Liberty Street reconstruction project, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented : November 5, 1997 Adopted : November 5, 1997 Omnibus Vote: Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk Illinois Department of Transportation 2300 South Dirksen Parkway/Springfield, Illinois!62764 March 19, 1998 City of Elgin Section 97-00162-00-RS Job No. C-91-472-97 Dolonna Mecum City Clerk 150 Dexter Ct. Elgin, IL 60120 Dear Ms. Mecum: The joint agreement for the subject section was executed by the department on March 19, 1998. Your copy of the executed agreement is attached. Sincerely, ,1_,Lik__Q--c____ Y.1/1 :- )1ittt--1.-14-- Darrell W. McMurray, P. E. 1/. Engineer of Local Roads and Streets cc- David L. Lawry, Director of Public Works John P. Kos Attn: Nancy Magnus David G. Campbell Attn: Clarence Crowder Bill Yuskus Attn: Robert L. Plunk s:\gen\wpdocs\9798-oot\pierce\projsupp\j im I\031898-f.doc\ ' City of Elgin/IL 25, Dundee Ave. & Page Ave. Section: 97-00162-00-RS, Kane County AGREEMENT THIS AGREEMENT is entered into this Nay of MOM, 199SA.D. by and between • the STATE OF ILLINOIS, acting by and through its DEPARTMENT OF TRANSPORTATION, hereinafter called the STATE, and the CITY OF ELGIN, in the County of Kane in the State of Illinois, hereinafter called the CITY. WITNES SETH WHEREAS, the parties hereto, in the interest of the safety and efficient movement of vehicular and pedestrian traffic, are desirous of a resurfacing project on ILL. Route 25 from Bluff City Boulevard to Congdon Avenue in Elgin, said improvement to be identified as Section 97-00162-00-RS and State Job No. C-91-472-97, and hereinafter reffered to as the PROJECT; and WHEREAS the parties hereto are desirous of said PROJECT in that same will be of immediate benefit to the residents of the area and permanent in nature; and WHEREAS, the STATE and CITY wish to avail themselves of Road Funds appropriated by Senate Bill 1260, Article 51, Section 57 to the Department of Transportation for this PROJECT; NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties hereto agree as follows: 1 City of Elgin/IL 25, Dundee Ave. & Page Ave. .* Section: 97-00162-00-RS, Kane County I. THE CITY AGREES: 1. To prepare or cause to be prepared, the plans, specifications and contract documents: advertise for, receive bids and award the contract for the construction of the PROJECT, in accordance with methods prescribed by the STATE, and cause project to be built following MFT procedures as found in the Manual of Administrative Policies of the Bureau of Local Roads & Streets in accordance with the plans, specifications and contract as approved by the STATE. 2. To exercise its franchise rights to cause private utilities to be relocated at no expense to the STATE. 3. To maintain, for a minimum of 5 years after the completion of the contract, adequate books, records, and supporting documents to verify the amounts, recipients, and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records, and supporting documents related to the contract shall be available for review and audit by the Auditor General; and the CITY agrees to cooperate fully with any audit conducted by the Auditor General and to provide full access to all relevant materials. Failure to maintain the books, records, and supporting documents required by this section shall establish a presumption in favor of the STATE for the recovery of any funds paid by the STATE under the contract for which adequate books, records, and supporting documentation are not available to support their purported disbursement. 4. STATE will retain maintenance and jurisdiction of the completed improvement. " • ` cityofElgin/IL25, DundeeAve. & PaaeAve. • Section: 97-00162-00-RS, Kane County IL IT IS MUTUALLY AGREED: 1. The disposition of encroachments, if any, shall be cooperatively determined by representatives of the CITY and the STATE. - 2. That the estimated Division of Costs of the PROJECT are: . • • STATE CX0 CITY CK0• . TOTAT, ILL 25 .S1,806,250. (100%) . 0 (0.0) $1,806,250. • - • • Dundee Ave. & Page $344,250. (100%) 0 (0.0) $344,250. Ave. Engineeting(15%) $379,500. (100%) • 0 (0.0) $379,500. - r TOTAL • $2,530,000. 0 $2,530,000. • • . . _ - 3. The.STATE.agrees to pay 100% of the construction and engineering costs for the project from Road Funds, based upon the awarded,-. . • - - amount up -to a maximum of-$2,530,000. - _ -The-STATE will reimburse_the_CIIY____ 95% of its share of the construction and engineering costs upon award of the contract or contracts by the CITY and receipt • , of a letter certifying such award and requesting said payment. The balance will be reimbursed upon conpletion of the improvement. • 3 - • City of Elgin/IL 25, Dundee Ave. & Page Ave. Section: 97-00162-00-RS, Kane County 4. This agreement and the covenants contained herein shall become null and void if the specific state appropriation expires for this project (estimated to be August 28, 1998) and is not reappropriated in succeeding years. 5. This agreement shall be binding upon and inure to the benefits of the parties, their successors and assigns. IN WITNESS WHEREOF, the parties have caused this agreement to be executed in quintuplicate counterparts, each of which shall be considered as an original, by their duly authorized officers as of the dates below indicated. Executed by the CITY, the . CITY OF ELGIN 2ZLdayof /CO V , 1997. MAYOR ATTEST: /77k' • I.- CITY CLERK APPROVED BY STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION BY: Direc of Highways • a A Date sAgen\wp2\108sptl.doc 4 ti • ,0 OF etc J o , qui. City of Elgin Agenda Item No. October 13, 1997 TO: Mayor and Members of the City Council FROM: Robert 0. Malm, Interim City Manager SUBJECT: Intergovernmental Agreement with the Illinois Department of Transportation (IDOT) for the Liberty Street Reconstruction Project PURPOSE The purpose of the memorandum is to provide the Mayor and members of the City Council with information to consider entering into an intergovernmental agreement with IDOT for reimbursement of 100% of the cost associated with the Liberty Street Reconstruction Project . BACKGROUND The State Legislature has appropriated $3 . 8 million for the reconstruction of Liberty Street (IL Route 25) from Congdon Avenue to Bluff City Boulevard. The appropriation includes the requirement that the funds be encumbered by June, 1998 . Because IDOT indicated that they could not prepare contract documents and bid the project by June, 1998, they have agreed to let the City of Elgin manage the project . The proposed intergovernmental agreement provides for 100% payment to the City for all costs associated with the project . This includes design and construction engineering and the actual construction cost . The estimated cost of the project is $2 . 53 million for engineering and construction. A copy of the intergovernmental agreement is attached as Exhibit A. IDOT has indicated that the balance of the $3 . 8 million appropriation, or $1 . 27 million, will be used to resurface U. S . Route 20 from the Fox River to Weld Road in the City of Elgin. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED IDOT. r Intergovernmental Agreement with IDOT for Liberty Street October 13, 1997 Page 2 04FINANCIAL IMPACT The State will reimburse the City 100% of the construction and engineering costs upon award of the contracts by the City and receipt of a letting certifying such award and requesting said • payment . LEGAL IMPACT None. ALTERNATIVES None. RECOMMENDATION It is recommended that the Mayor and City Clerk be authorized to execute the intergovernmental agreement with the Illinois Department of Transportation. Respectfully submitted, cLc)--/ David L. Lawry, P. . ec or of Public orks : 01t411-- Rob rt 0. Malm Interim City Manager SP/do Attachments