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03-305 JULY,2007 IN REVIEWING THIS FILE,IT WAS DETERMINED THAT AN EXECUTED COPY OF THE AGREEMENT LISTED BELOW WAS NEVER RETURNED TO THE CLERK'S OFFICE. ALL THAT IS AVAILABLE IS THE ATTACHED DRAFT COPY OF THE AGREEMENT AND ITS SUPPORTING PAPERWORK. REFERENCE: RESOLUTION NO. 03-305 PASSED: NOVEMBER 5, 2003 SUBJECT: AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE U.S. ROUTE 20/SHALES PARKWAY INTERSECTION IMPROVEMENT , , t SPEED MESSAGE TO FROM - •- SUBJECTr•';'" : ite r, • .4 ;74- U / A-A; ://4/(6. DATE 1 i . • / 7' - „ Iii' ; ft ,y-47 -- • SIGNED WilsonJones® WHITE—ORIGINAL CANARY-DUPLICATE 44-900•Duplicate • • Resolution No. 03-305 RESOLUTION AUTHORIZING EXECUTION OF A LETTER OF INTENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE U. S . ROUTE 20/SHALES PARKWAY INTERSECTION IMPROVEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, be and is hereby authorized and directed to execute a Letter of Intent on behalf of the City of Elgin with the Illinois Department of Transportation for the U. S . Route 20/Shales Parkway Intersection Improvement, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: November 5, 2003 Adopted: November 5, 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk 1 Resolution No. 03-305 rbk RESOLUTION AUTHORIZING EXECUTION OF A LETTER OF INTENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE U.S . ROUTE 20/SHALES PARKWAY INTERSECTION IMPROVEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, be and is hereby authorized and directed to execute a Letter of Intent on behalf of the City of Elgin with the Illinois Department of Transportation for the U. S . Route 20/Shales Parkway Intersection Improvement, a copy of which is attached hereto and made a part hereof by reference. Ed Schock, Mayor Presented: November 5, 2003 Adopted: Vote : Yeas Nays Recorded: Attest : few 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 US Route 20 @ Shales Parkway Cook County May 28, 2003 The Honorable Ed Schock Mayor City of Elgin 150 Dexter Court Elgin,IL 60120-5555 Dear Mayor Schock: The Illinois Department of Transportation(IDOT) is in the process of finalizing Phase I studies for the proposed improvements of US Route 20 at Shales Parkway in Cook County. This project is included for construction in our Fiscal Year 2004-2008 Proposed Highway Improvement Program. This will serve as a Letter of Intent between the City of Elgin and DOT confirming your concurrence with the proposed improvement plan and the cost participation responsibilities for the subject project. The general scope of work for this proposed improvement consists of the widening and 4111) resurfacing of the intersection of U.S. Route 20 @ Shales Parkway to include auxiliary turn lanes, geometric improvements, and traffic signal modernization. This scope of work was discussed in greater detail in previous correspondence with the City. Based on previous coordination with the City of Elgin, specific items identified by the Department requiring cost participation by the City include traffic signal modernization/relocation and emergency vehicle pre-emption. IDOT's policies with respect to cost participation for these items are described in the attached "Exhibits A and B". Traffic Signal Modernization/Relocation Traffic signal modernization and relocation is proposed at the intersection of U.S. Route 20 @ Shales Parkway/Bluff City Boulevard. The total cost of the traffic signal work at this intersection is $200,000. Federal funds may be used for 80% of the traffic signal costs with the State and local agencies sharing the remainder of the cost, based on the approach leg jurisdiction. If Federal funds are not used, the FHWA share will be assumed by the State. The City's share of the traffic signal costs, including new Opticom emergency vehicle pre-emption equipment, as requested by the City, will be approximately$26,000, as shown in the table on the next page. The Honorable Ed Schock May 28, 2003 Page Two • Division of Remaining Costs Improvement FHWA Location Cost IDOT City of Elgin U. S. Route 20 @ Traffic Signal Modernization- $120,000 $15,000 $15,000 Shales Parkway/Bluff $150,000 (80%) (10%) (10%) City Boulevard Temporary Signals- $40,000 $5,000 $5,000 $50,000 (80%) (10%) (10%) Emergency Vehicle Pre-emption $6,000 $6,000 • (100%) TOTAL $160,000 $20,000 $26,000 Interconnection of the traffic signals will be the 100% financial responsibility of the State. Maintenance and Electrical Energy Costs for Traffic Signals Maintenance and electrical energy costs shall continue as outlined in the Master Agreement between the City of Elgin and the State of Illinois. Roadway Lighting Currently, it has been determined that an existing lighting system owned and maintained by the State will be impacted as a result of the proposed intersection improvement and will have to be relocated to accommodate the pavement widening and corner radii modifications. Our Bureau of Electrical Operations is currently preparing a preliminary lighting design. Engineering A 15% engineering fee is assessed to the City based on the identified cost participation responsibility. On the above basis,the engineering fee is estimated at$3,900. Utility Relocation Public utilities, installed via permit within the highway ROW that are in conflict with the proposed improvement and requiring relocation, will be relocated by the owner of the utility at no expense to the Department. In this case,the City will be responsible for 100% of the cost for removal and relocation of its facilities in conflict with the proposed improvements. Facilities subject to the previously stated condition may include, but may not be limited to: watermain, fire hydrants, storm, sanitary and/or combined sewers. The Honorable Ed Schock May 28, 2003 Page Three I During the Phase I study, the Department has not identified any utility conflicts belonging to the City. However, Nicor gas lines and several utility poles have been identified within the project limits which may require relocation to accommodate the pavement widening and corner radii modifications. A more detailed study of conflicts will be performed during the Phase II contract plan preparation, and the City will be informed of any affected utilities and associated costs at that time. Summary of Estimated Costs The estimated total cost responsibility for the City, based on the available information collected during the Phase I process is approximately $29,900, plus any necessary, and as of yet,unknown utility relocations. At the end of this Letter of Intent,there is an area where you can state your concurrence to the scope of work and cost participation items outlined above, as well as any comments you may have. This Letter of Intent will be used as a basis during Phase II engineering to develop or amend the existing City/State agreement. Please return an original signed copy of this letter to us at your earliest convenience. If you have any questions or need additional information, please contact me, or Jarrod Cebulski, Consultant Studies Unit Head, at(847) 705-4125. Very truly yours, John P.Kos,P.E. District Engineer By: /�✓ Patrick J.Pec ick,P.E. Engineer of Program Development cc: David Dorgan, City Manager Joseph Evers,Municipal Engineer Attachments U.S. Route 20 @ Shales Parkway City of Elgin Cook County Concur: Do Not Concur: Name: Date: Comments (if any): 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 (FHWA) requirements. The cost participation associated with traffic signal modernization or relocation will be in accordance with 92 Ill. Adm. Code 544 "Financing of Traffic Control Signal Installations, Modernization, Maintenance, and Operation on Streets and Highway Under State Jurisdiction". Traffic signals may be installed only where conditions meet warrants established in the current Illinois Manual on Uniform Traffic Control Devices. 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 $210,000 per location, depending upon the work required with an average estimated cost of approximately$100,000 per location. New traffic signals vary in cost from $100,000 to $160,000 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. The Department will be financially responsible for 100%of coordination or interconnection costs. Inasmuch as traffic signal projects may be Federally eligible, 70-90% of the cost may be financed with Federal Funds with the remaining 10-30% of the cost being split between the Department and Local Agency. In the case where Federal funds will not be utilized, the Department will assume the Federal share. Current Department policy requires that the Department and Local Agency(ies) share the responsibility for installation and modernization of traffic signals. The installation and modernization of pedestrian signals associated with traffic signal improvements will also require the Department and Local Agency(ies) to share financial responsibility. The Non-Federally eligible share of the cost to each agency will be in proportion to the number of intersection approaches that the agency maintains. The Department will 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 pre- emption equipment ("Opticom") is the responsibility of the requesting local fire district or municipality. The entire cost of installing, modernizing, maintaining and energizing private benefit signals is the responsibility of the private benefit agency being served by the traffic signals. However, the Department will enter into a formal agreement for a private benefit signal installation only with the local jurisdictional or governmental agency. It should be noted that an agency involved might voluntarily assume responsibility for another agency's share of the cost in order to expedite the installation or modernization. Page 2 CWhen warrants are met for school crossing signals at public road intersections, the Non- Federally eligible 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. 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 of the traffic volume (AADT) 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) At intersections lying wholly outside the Corporate Limits of any Municipality, the Department will pay the energy charges for the operation of the signals. (B) At intersections lying wholly within the Corporate Limits of a Municipality, the Department and the Municipality will share the energy charges according to the proportionate number of intersection approaches maintained by each agency. (C) At intersections lying partially within the Corporate Limits of one or more Municipalities, the Municipalities will be responsible for the energy charges. 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 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 P 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. Page 3 The Department does not share in maintenance costs for school crossing signals unless specified otherwise in the Master Agreement or if the school crossing signals are installed at public road '41) intersections for 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 Department will participate in 50% of the cost if the ADT is greater than 5000 and if the pavement composition and lane width meets the Department's criteria. The municipality would assume the total cost (100%) of the parking lane if the pavement composition or lane width does not meet the Department's criteria or if the ADT is less than 5000. If an exclusive existing parking lane requires resurfacing, the Department will participate in 50% of the milling and resurfacing costs for parking with lane widths equal to or less than the adjacent travel lanes. The municipality will assume the total cost (100%) of the milling and resurfacing costs for that portion of the parking that is greater than the width of the adjacent travel lane. The municipality will also assume 100% of any base repair cost for the entire width of the existing parking as well as any patching and curb and gutter repairs. 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 across the parking lane ranging from approximately 11/2 inch thick adjacent to the through lane to 1 inch or less adjacent to gutter line). The Department will assume the total cost (100%) associated with the milling and resurfacing of parking lanes when parking is eliminated during one or more peak hours. The municipality is responsible for the total cost (100%) of reconstructing existing parking and any adjacent curb and gutter. 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. ROADWAY MAINTENANCE The State will assume the cost of the maintenance of the through traffic lanes, turning lanes, and the curb and gutter adjacent to these 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. Page 4 ,00` UTILITY RELOCATION Municipal utilities, installed by permit and requiring relocation, will be relocated at no expense to the Department. Municipal utilities installed prior to the Department assuming maintenance of the roadway will be relocated, if required, at the Department's expense. The cost of any improvement to, or betterment of municipal 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 Sections 17.3 Pedestrian Accommodations and 48-2.04 Sidewalks of the Bureau of Design and P.. Environment 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. (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; the local agency is responsible for securing said right-of-way. (E) 100% State - for right-of-way when additional right-of-way is required to construct State proposed cross section. Page 5 (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 section 58-1.09 Curb Ramps. 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 STP and STR, Federal funds shall not be used to construct new or for the replacement of deteriorated sidewalks. Where STP or STR 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 highway related 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. The local agency may be expected to provide plans, specifications, and estimates for such additional work that is requested to be incorporated into the State's contract plans. Said plans and specifications shall be of such quality to facilitate inclusion in the State's contract package and shall be available in a timeframe consistent with State contract processing schedules and deadlines. EXHIBIT"B" i 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. DYes ❑ 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: D Parallel O 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? DYes ❑ No If"Yes", across which leg or legs of the intersection do children cross? ❑ North ❑ South ❑ East ❑ West Additional comments: By: Date: Rev 6/2002