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98-194 Resolution No. 98-194 RESOLUTION AUTHORIZING EXECUTION OF A LETTER OF INTENT FOR THE IMPROVEMENT OF ROUTE 19 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Kevin Kelly, Mayor, be and is hereby authorized and directed to execute a Letter of Intent committing city funds in the sum of $750, 300 for the improvement of Illinois Route 19 from Illinois Route 25 to Schaumburg Road, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: August 12, 1998 Adopted: August 12, 1998 Omnibus Vote: Yeas 5 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 Project and Environmental Studies Illinois Route 19 Illinois Route 25 to Schaumburg Road �--e�7>:R `���� Kane and Cook Counties -kev t seD 7 J-j j q g 3 E - June 24, 1998 The Honorable Kevin Kelly Mayor City of Elgin 150 Dexter Court Elgin, IL 60120 Dear Mayor Kelly: We are writing in regard to the proposed improvement of Illinois Route 19 from Illinois Route 25 to Schaumburg Road in Cook and Kane Counties. This letter will serve as our final Letter of Intent and will solicit your concurrence for the proposed improvement and cost participation items that have been identified during our preliminary engineering study. We have finalized our Phase I engineering studies for this project and work has begun on the plan preparation and land acquisition phase. Construction of the proposed improvement (Phase III) is currently included in our Fiscal Year 1999 to 2003 Proposed Highway Improvement Program. We have enclosed copies of Exhibits "A"-and "B" that outline existing Departmental policies with respect to cost participation for our projects. Also included for your reference is a final copy of the approved Project Report The proposed improvement of Illinois Route 19 includes pavement removal and replacement from Illinois Route 25 to Willard Avenue and pavement widening and resurfacing from Willard Avenue to Schaumburg Road. In the reconstruction section, all of the pavement, curb and gutter, and most of the sidewalk from the east leg of Illinois Route 25 will be removed and replaced. The north, south, and west approaches of the Illinois Route 25 intersection will be resurfaced and restriped. The northbound left-turn movement at this intersection will remain restricted. . The Honorable Kevin Kelly June 24, 1998 Page two From Willard Avenue to Schaumburg Road, the scope of work for Illinois Route 19 will, include widening and resurfacing to provide a continuous three lane • cross-section. Curb and gutter will be constructed from Willard Avenue to the E. J. and E. Railroad structure. The roadway east of the structure to Schaumburg Road will be maintained as a shoulder section. The intersections at Poplar Creek Drive, Shales Parkway, Rohrson Road, and Schaumburg Road will have signals installed that will be interconnected with the modernized signals at Illinois Route 25 and at Willard Avenue. On this basis and as a result of previous coordination in this regard, the preliminary cost participation breakdown for this improvement is reflected on the following tables. The City of Elgin is responsible for The •City of Elgin Signal Improvements: Location Type of i Estimated IDOT r City of Improvement 1 Cost Elgin at Illinois Signal $120,000.00 $114,000.00 $6,000.00 RT 25 Modernization Temporary Signals $20,000.00 $19,000.00 $1,000.00 Interconnect $32,300.00 $30,700.00 $1,40#976e— roo`lo11` Engineering (15%) $1,300.00 at Willard New signals $100,000.00 $90,000.00 $10,000.00 Ave. Interconnect $32,300.00 $29,100.00 4:372e0700 tccYo it ' Engineering (15%) $2,000.00 at Poplar New signals $100,000.00 $93,400.00 $6,600.00 Creek Drive Interconnect $32,300.00 $30,200.00 $2100.9& tco%a t1)0 Engineering (15%) - $1,300.00 at Shales New signals $100,000.00 $95,000.00 $5,000.00 Parkway Interconnect $32,300.00 $29,100.00 t00% 19c Engineering (15%) $1,200.00 Total r $569,200.00 $530,500.00 .980 -`:< ^ $3y,`(o0 The City will also be responsible for 100% of the energy costs at each of the four signal locations listed above and for the maintenance costs based on the following percentages; Willard Avenue-50%; Poplar Creek-33%; and Shales Parkway-50%. IDOT will be responsible for the actual maintenance of these traffic signals. The Honorable Kevin Kelly June 24, 1998 Page three Roadway Improvements: Location 7 Type of Estimated , IDOT City of Improvement Cost 4 Elgin From Street Lighting $550,000.00 $550,000.00 IL RT 25 Engineering(15%) $ 82,500.00 to New Sidewalk $110,000.00 $55,000.00 $ 55,000.00 Shales Parkway Engineering (15%) $ 8,300.00 At Shales Pavement for $ 17,500.00 $ 17,500.00 Parkway west-bound right turn lane Engineering(15%) $ 2,600.00 [Total $677,500.00 $55,000.00 a:$715,900.00 ..:• -• . I ese costs, the City is responsible for all c. • - ertlie additional right-of-way no 'l.7o■.4--:'- - eui C at Shales Parkway. Once knave -omr:ureau of Land Acquisition will inform you of these cos'.. We ask that you review this information, and indicate your concurrence to the scope of work and the City of Elgin's cost participation in the space provided at the end of this letter. A non-concurrence by you may result in the deferral of funding for this project. In order to keep this project on schedule, please return an original signed copy of this letter by July 10, 1998. If you have any questions or need additional information, please contact me or Catherine Kibble, Project Manager, at(847) 705-4074. Very truly yours, John P. Kos, P.E. District Engineer By: Patrick J. Pechnick, P.E. Bureau Chief of Programming The Honorable Keyin Kelly June 24, 1998 Page four Project: Illinois Route 19 from Illinois Route 25 to Schaumburg Road Generally concur to the cost responsibilities as outlined in Exhibit "A" and this letter dated June 24, 1998. Concur DEL-ETA Facet-I24P14 clue PA-6E -1-44P : fou( Act?!Ascii oil Do Not Concur To BG, pi c./A 14.cED T4R.D06114 Signature pkoPRIAT(ON\. Title Q(;y ,‘ Date C�Q,c.L _ ,2 4 / Fj q� s:\wp\p&cs\inhse\sp 80319c.doc EXHIBIT"A" Page 1 TRAFFIC SIGNAL PARTICIPATION Within the improvement limits, existing traffic signals will be modernized or relocated to conform to Federal Highway Administration(F.H.W.A.) requirements. If a new signal installation is warranted, it may also be included within the roadway improvement. • Generally traffic signal modernization costs vary from $15,000 to $130,000 per location, depending upon the work required with an average estimated cost of approximately $90,000 per location. New traffic signals very in cost from $60,000 to $120,000 per location. Closely spaced new or modernized traffic signals within the improvement limits generally require signal coordination or hardware interconnection for the purpose of providing vehicle progression. Coordination or interconnection costs will vary from $10,000 to $120,000 dependent upon the number of coordinated traffic signals and length of progression provided. Inasmuch as traffic signal projects may be Federally eligible, 70-85% of the cost would be financed with Federal Funds with the remaining 10-30% of the cost being split between the Department and Local Agency. Current Department policy requires that the Department and Local Agency(s) share the responsibility for installation, modernization, and coordination/interconnection of traffic signals. The Non-Federal share of the cost to each agency will be in proportion to the number of intersection approaches that the agency maintains. The Department would be financially responsible for 100% of the installation and modernization of traffic signals at ramp terminals of ramps connecting to or from a State highway. The entire cost of installing push button ("Fire pre-emption" and emergency vehicle "Opticom") pre-emption equipment is the responsibility of the requesting local fire district or municipality. The entire costof installing, modernizing, maintaining and energizing private benefit signals is the responsibility of the private benefit agency being served by the traffic signals. It should be noted that an agency involved may voluntarily assume responsibility for another agencies share of the cost in order to expedite the installation or modernization. Page 2 When warrants are met for school crossing signals, the Non-Federal share to each agency for the installation and modernization cost shall be split on a 50/50 basis or in proportion to the number of intersection approaches that each agency maintains if installed at public road intersections. TRAFFIC SIGNAL MAINTENANCE At intersections lying wholly outside the Corporate Limits of any Municipality, the Department will be responsible for the maintenance of the signals. At intersections lying wholly or partially within the Corporate Limits of one or more Municipalities, the Department will assume the following costs for the maintenance of traffic signals on State highways within Municipalities: (A) The total costs for all signals at the intersections of two or more State highways. (B) The total costs for all signals at the intersections along State highways that have an average daily traffic in excess of 35,000 as shown on the latest published edition traffic volume map. The District Engineer will determine the limits of this section within the Municipality. . (C) The total costs for all signals located at the terminals of ramps connecting to or from a State highway. (D) At all other intersections the Department and the Municipalities will share in the cost of signal maintenance. The cost to the Municipalities will be in proportion to the number of approaches that they maintain. ENERGY CHARGES • The division of financial responsibility for the energy charges will be as follows: (A) Intersections lying wholly outside the Corporate Limits of any Municipality. The Department will pay the energy charges for the operation of the signals. (B) Intersections lying wholly within the Corporate Limits of a Municipality. The Municipality will be responsible for the energy charge. (C) Intersections lying partially within the Corporate Limits of one or more Municipalities. The Municipality(ies) will be responsible for the energy charges. Page 3 Traffic Signal Master Agreements, consummated by the Department and given municipality define maintenance and energy responsibilities required for the operation of traffic signals. New traffic signal improvements shall contain maintenance and energy provisions in the improvement agreement adding the new traffic signals to said Master Agreement. Existing traffic signals to be modernized or relocated, shall contain maintenance and energy provisions in the improvement agreement adding the new traffic signals to said Master Agreement. Existing traffic signals to be modernized or relocated, shall contain maintenance and energy provisions in the improvement agreement indicating traffic signal maintenance and energy responsibilities for given traffic signal(s) • shall continue to be as outlined in the Master Agreement. Certain circumstances such as jurisdictional transfers of roadway segments affecting signalized intersections with the improvement limits, could result in a revision to maintenance and energy responsibilities contained in the Master Agreement for a given traffic signal(s). An amendment to the Master Agreement would be required. The Department does not share in maintenance costs for school crossing signals unless otherwise specified in the Master Agreement or if the school crossing signals are installed at public road intersections in which the maintenance costs shall be shared in proportion to the number of intersection approaches that each agency maintains. PARKING LANES If a new parking lane is added, the municipality would assume the total cost (100%) of the parking lane unless there is peak hour utilization by vehicles, requiring a pavement thickness equivalent to the traffic lanes. In this case the Department would assume 50% of the cost. If an exclusive existing parking lane requires resurfacing, the cost of this work will be borne (100%) by the municipality. If the municipality declines to participate, a very minimal amount of resurfacing would be done at the Department's expense. (Minimal amount of resurfacing is defined as a taper of the through lane thickness at a rate of+/- 1/4"per foot laterally across the parking lane). The State will not consider an improvement of a State maintained highway unless the proposed parking or existing parking adjacent to the traffic lanes is parallel parking except as provided under Chapter 95 1/2 Art. 11-1304(c). Illinois Revised Statutes. Parking prohibition ordinances will be required through areas where there are no parking lanes. Page 4 ROADWAY MAINTENANCE The State will assume the cost of the maintenance of the traffic lanes and the curb and gutter adjacent to the traffic lanes. The municipality will assume the cost of the maintenance of all other facilities, such as storm sewers, parkways, exclusive parking lanes, curb and gutter adjacent to the parking lanes, sidewalks, landscape features, appurtenances, etc. UTILITY RELOCATION Public utilities, installed by permit and requiring relocation, will be relocated at no expense to the Department. Public utilities installed prior to the Department's assuming maintenance of the roadway will be relocated, if required, at the Department's expense. The cost of any improvement to, or betterment of public utilities, would be the entire financial responsibility (100%) of the local agency. ROADWAY LIGHTING Existing highway lighting which is owned and maintained by the municipality will be relocated and upgraded to current standards. New lighting, proposed by the municipality, may be incorporated into the total improvement plans. The cost of the above work would be the entire financial responsibility of the local agency. • SIDEWALKS Paragraphs 3-280 and 5-126.4 of the Bureau of Location and Environment's Polices and Procedures Manual established the criteria to determine sidewalk needs. Provided this criteria is met and the local agency agrees to maintain the sidewalk, State and local agency participation toward the cost of sidewalks included as part of a roadway construction contract on a State route shall be as follows: (A) 50% State/50% local agency - for new sidewalk within project termini or short • distances outside thereof as may be required to connect the sidewalk to significant pedestrian generators such as schools, transit facilities, etc. The Design Report shall contain documentation establishing the need for sidewalk construction. Page 5 (B) 100% local agency - for the removal of existing deteriorated sidewalks. 50% State/50% local agency for the replacement of deteriorated sidewalk. (C) 100% local agency - for utility adjustments, pedestrian barriers, retaining walls, etc., required solely for sidewalks. (D) 100% local agency - for right-of-way when right-of-way acquisition is required solely for sidewalks or sidewalks associated with the construction of parking lanes. • (E) 100% State - for right-of-way when additional right-of-way is required to construct State proposed cross section. (F) 100% State - for the removal and replacement of existing sidewalk caused by the construction of the State proposed improvement. (G) Provision for the construction of curb ramps for the handicapped is outlined in paragraph 1-401.08E. . Where the construction of sidewalks would adversely delay an improvement, the Department may delete sidewalk construction for the contract. On Federal-aid projects other than FAU and FAS, Federal funds shall not be used to construct new or for the replacement of deteriorated sidewalks. Where FAU or FAS funds are used for new or for the replacement of deteriorated sidewalks, the Federal-aid matching share shall be split 50/50 between the State and local agency. ADDITIONAL WORK The Department would be receptive to considering additional work items suggested and paid for by the local agency for incorporation within the improvement, providing that the additional work items would not delay the implementation of the project. Such items could include lighting, over-size storm sewer, utilities, emergency vehicle pre-emption equipment etc. EXHIBIT"B" The following improvements are optional and may be incorporated into this traffic signal • improvement if the municipality requests it. Construction costs and engineering costs of these items would have to be borne entirely by the municipality. Please check the appropriate square. The Bureau of Traffic will not proceed with the design of plans for this improvement until this questionnaire has been completed. Construction bracket-mounted traffic signals on existing street lighting standards. ❑Yes ❑ No Install emergency fire pre-emption equipment. ❑Yes ❑ No If"Yes" indicate what type: Type of existing parking on the four approaches of this intersection: ❑ Parallel ❑ Diagonal ❑ Existing Parking Prohibition Ordinance Would the municipality by willing to prohibit existing parking, including any off street parking within the limits of the State right-of-way, on the approaches to this intersection? (Depending upon individual situations the minimum distance for no parking from the stop line, along any approach,would vary from 30 to 250 feet). ❑Yes ❑ No Is this intersection located at an established school crossing? ❑Yes ❑ No If"Yes", across which leg or legs of the intersection do children cross? ❑ North ❑ South ❑ East ❑ West Additional comments: VILLAGE/CITY OF By: Date: • , City Elgin of Agenda Item No. , July 10, 1998 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Letter of Intent for the Improvement of Illinois Route 19 PURPOSE The purpose of the memorandum is to provide the Mayor and members of the City Council with information to consider the approval of a Letter of Intent for the improvement of Illinois Route 19. BACKGROUND City staff has been working with the Illinois Department of Transportation since 1994 on engineering plans for improve- ments to East Chicago Street (Illinois Route 19) from Liberty Street to the eastern city limits. Since 1995, the City has programmed funds for the City' s anticipated share of costs of the improvements . The attached Letter of Intent reflects IDOT' s opinion of the City' s share . During early discussions, the City was informed of project costs that the State considered our responsibility. These project costs include lighting, sidewalks, intersection lighting at Liberty Street, bridge engineering and permanent signals . The City specifically requested that the project include street lighting and sidewalks extending from Liberty Street to Shales Parkway and permanent signals at Willard Avenue, Poplar Creek Circle and Shales Parkway. The Letter of Intent also spells out the maintenance responsi- bilities for improvements on Illinois Route 19 . The Illinois Department of Transportation will maintain the signals and interconnect systems and charge the City an annual fee for a percentage of the maintenance on the Willard Avenue (50%) , Poplar Creek (33%) and Shales Parkway (50%) intersections. The City will be responsible for the cost of electrical service to the signals . The City has an agreement with Commonwealth Edison which provides free electrical service to signals . The maintenance and electricity costs for street lighting will be few the City' s responsibility. The maintenance of the sidewalks will also be the City' s responsibility. • Ltr of Intent for Rt. 19 Proj . July 10, 1998 Page 2 The Illinois Department of Transportation intends to charge the City for acquisition of right-of-way at Shales Parkway. It was staff ' s understanding that the right-of-way acquisition was to have been financed via an appropriation secured by Senator Rauschenberger. The appropriation was in the amount of $750 , 000 and was intended for improvements at Shales Parkway and IL Route 19 . In a meeting with Sen. Rauschenberger, Mayor Kelly, Duane Carlson (former IDOT District Engineer) and David Lawry. Mr. Carlson stated it wouldn' t be possible to encumber any of the $750, 000 for construction by the end of the 1998 fiscal year, ending June 30, 1998 . Mr. Carlson further stated the appro- priated funds could only be used for right-of-way acquisition at the intersection. Since IDOT has not yet acquired the necessary right-of-way and funds were not encumbered by the end of the 1998 fiscal year, IDOT may no longer be able to take advantage of the appropriation for the period ending June 30, 1998 . Any recommendation for approval of the Letter of Intent should stipulate that IDOT use the appropriation if still available . The paragraph relative to right-of-way acquisition has been crossed out until the issue can be resolved. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED ruk IDOT. FINANCIAL IMPACT The City' s share of the Illinois Route 19 project will be $750, 300 based on the subject Letter of Intent . This figure has already been reduced $10, 100, from $760, 400, because IDOT has agreed to pay 100% of the traffic signal interconnect costs . The Five-Year Financial Plan includes $757, 400 in 1999 for the City' s share of the IL Route 19 improvements . LEGAL IMPACT NOVOL/None . ALTERNATIVES None. Ltr of Intent for Rt . 19 Proj . July 10, 1998 Page 3 RECOMMENDATION It is recommended that the City Council authorize the Mayor to execute the Letter of Intent committing City funds in the amount of $750, 300 but excluding any cost responsibility for right-of-way acquisition until further notice. Respectfully submitted, der • Jo , A Parker Ci Manager JE/do Attachment r F