95-155 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
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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
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