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08-192 Resolution No. 08-192 RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY PERMIT WITH KANE COUNTY FOR PROPOSED IMPROVEMENTS TO RANDALL ROAD AND BOWES ROAD ASSOCIATED WITH THE ELGIN SAM'S/WAL-MART SUBDIVISION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Ed Schock,Mayor,be and is hereby authorized and directed to execute a Highway Permit on behalf of the City of Elgin with the Kane County Division of Transportation for the proposed improvements to Randall Road and Bowes Road associated with the Elgin Sam's Wal-Mart Subdivision,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: August 27, 2008 Adopted: August 27, 2008 Omnibus Vote: Yeas: 4 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk 5. Kane County Division of Transportation Highway Permit 41W011 Burlington Road,St Charles,IL 60175u,• Phone(630)584-1171 Fax(630)584-5239 PERMIT INFORMATION Permit Number TA-2006-0006 Issuance Date Permit Type Expiration Date Comments Major Access Elgin Wal Mart 1814-03 Sam's Club 4942-00 Widening and resurfacing of Bowes Rd.and Randall Rd. Intersection with traffic signals,approach lighting and interconnection,two additional signalized full access Intersections,one on Bowes Rd.,west of Randall Rd.and one on Randall Rd.south of Bowes Rd. Temp Const Access Bowes Road west of Randall Road Temporary Construction Access only DESCRIPTION OF PERMITTED IMPROVEMENTS The construction of approximately$390 lineal feet of Randall Rd.and approximately 2855 lineal feet of Bowes Rd.with channelization and signal modifications at the Randall/Bowes intersection.Randall Rd.shall be widened to provide three througl lanes;both north and south bound with a barrier landscaped median and Bowes Rd.will be widened to provide two through lane in each direction,east and west bound separated by a barrier median.There shall be one full access signalized intersection on Randall Rd.approximately 1900 feet south of Bowes Rd.and a right In!right out access approximately 800 feet south of Bowes Rd.While on Bowes Rd.a full signalized access will be provided approximately 800 feet west of Randall Rd.to serve the relocated Shasta Daisy Drivel Wal Mart access,there will also be a"right in only"access approximately 450 feet west of Randall Rd.This work shall include all the appurtenant traffic signals and Interconnections,roadway lighting,storm sewer,guardrail, curb and gutter,shoulder,retaining wall,earthwork and unsuitable material removal(with a special light weight pavement with Geofoam material used for a section along Randall Road),necessary to complete these improvements as shown on the Parson's Transportation Group,Inc.Roadway Improvement Plans for Randall Rd.(CH 34)and Bowes Rd.(CH 17),plan sheets 1-195,as revised June 4,2008.To serve the proposed Wal Mart and future Sam's Club stores and outlot buildings located In the southwes quadrant of Randall Rd.and Bowes Rd.in the City of Elgin. DEVELOPMENT INFORMATION Development Name Wal Mart Shopping Center&Sam's Club Land Use Township Elgin Section 28 Highway Name Randall Rd Parcel Number 06-28400-012 Construction Cost Estimate $9,038,000.00 Work Order Number Permittee Name Tim Rogers Main Phone (479)204-0070 Company/Title Wal Mart Stores Inc Secondary Phone ( ) - Street Address 2001 Southeast 10th St,Dept 9635 • Fax (473)273-8380 City/State/Zip Bentonville AR 72716-0550 Email tim.rogers @wai-mart.com Municipal Representative Name Olufemi Folarin Main Phone (847)931-6100 Company/Title City of Elgin Secondary Phone ( ) - Street Address 150 Dexter Ct. Fax (847)931-5610 LCity/State/Zip Elgin IL 60120 Email www.cityofelgin.org Kane County Division of Transportation Highway Permit e., 41W011 Burlington Road,St Charles,IL 60175 Phone(630)584-1171 Fax(630)584-5239 Permit Dept Contact Name Art Klinicki,P.E. Main Phone (630)845-7871 Company/Title Permit Engineer Secondary Phone ( ) - Street Address 41W011 Burlington Road Fax (630)584-5239 City/State/Zip St Charles IL 60175 Email klinickiart@co.kane.il.us Permit Dept.Contact Name Kurt E.Nika,P.E. Main Phone (630)406-7372 Company/Title Chief of Permitting Secondary Phone ( ) - Street Address 41W011 Burlington Road Fax (630)584-5239 City/State/Zip St Charles IL 60175 Email nikakurt@co.kane.il.us j Construction Dept.Contact Name John Guddendorf Main Phone (630)406-7382 Company!Title Permit Administrator-KDOT Secondary Phone ( ) - i Street Address 41W011 Burlington Road Fax (630)584-5239 City/State/Zip St Charles IL 60175 Email GuddendorfJohn co.kane.II.0 County Consultant Rd imp Name Doug Paulus Main Phone (847)697-6700 Company/Title Hampton Lenzini&Renwick Secondary Phone ( ) - Street Address 380 Shepard Dr Fax (847)697-6753 City/State/Zip Elgin IL 60120-7010 Email dpaulusl @hlr.com Signal Maintenance Contractor Name Dispatch Main Phone (773)287-7600 Company 1 Title Meade Electric Secondary Phone ( ) - Street Address 9550 W 55th St Suite A Fax (773)287-4407 City/State/Zip McCook IL 60525 Email Kane County Division of Transportation Highway Permit ---,►��," 41W011 Burlington Road,St Charles,IL 60175 aa'Tenw �' Phone(630)584-1171 Fax(630)5845239 GENERAL REQUIREMENTS Permittee is authorized to perform work in the County highway right-of-way to construct Improvements. 2 The County will not participate in any extra work that may arise from this Improvement. 3 The County Permit Department and/or Consultant shall oversee the Improvement in the interest of the County. The County and/or the County Consultant is not responsible for coordinating the Permittee's materials consultant for testing on this project.The Permittee will be responsible for the layout of the project. 4 No work is authorized to start until all of the Pre-Construction Requirements have been met. 5 No work activities that disrupt traffic are allowed before 9:00 am or after 3:00 pm.Extended work hours are allowed if approved by the County and:a)Work is done from behind the barricades and traffic is not disrupted.b)It is proven that extended hours will result in the completion of the Improvements significantly ahead of the County approved schedule. 6 Site meeting with the County and Permittee's contractor every two weeks to review progress schedule. 7 An updated schedule shall be submitted to the County every two weeks at site meeting. 8 Al disturbed areas in the highway right-of-way shall be restored to as good or better than before the work started. 9 Construction and other related activities of this permit shall not at any time or under any circumstances,create any hazard to the motoring public. 10 The term,provisions,and conditions of this permit shall apply to the successors or assigns: 11 Contractors must have a copy of this permit at the job site for inspection by the County. 12 The County Permit Department.and/or County Consultant shall be notified at least 48 hours in advance of the starting date of any work on any right-of-way,proof rolls,asphalt work,changes in traffic flow. 13 The Permittee is responsible for damages of any County owned facility within the construction limits of the permitted activity within the County right-of-way. 14 All work performed shall comply with the Kane County Stormwater Ordinance,latest version. 15. All debris placed or tracked in the County Highway right-of-way shall be removed immediately and properly disposed. PRE-CONSTRUCTION REQUIREMENTS 1 The County receives and approves a progress schedule for the Improvements. 2 The County conducts a pre-construction meeting with the attendance of the County's Consultant(if applicable), Permittee and Permittee's Contractor. 3 Certificates of Insurance from the Permittee,contractor,and sub-contractors naming the County of Kane and the County's Consultant(if applicable)as additionally named insured. 4 Advanced Warning Signage and/or message board shall be posted by the Permittee and Kane County will prepare the press release notice(s)which will be published at least 72 hours prior to the start of construction. Notifications shall communicate the date when construction will start and the duration of the project. 5 The County receives a list of 24-hour contact numbers for all contractors,sub-contractors and traffic control maintenance contractor. 6 The County Signal Maintenance Contractor shall be contacted for identification and location of traffic signal, interconnect and approach lighting items in the County right-of-way. TRAFFIC CONTROL REQUIREMENTS 1 The County approval is required for any lane closure.Advanced Warning Signage and/or message boards posted at least 3 days in advance of construction activities that will cause significant disruption(i.e.work changing from one side of street to the other,lane closures,etc.)to the motoring public. 2 The Permittee shall be responsible for provisions of traffic control during construction. Traffic control shall be in accordance with the Illinois Department of Transportation standards and the Manual of Uniform Traffic Control Devices for highway construction,and approved engineering plans. • Kane County Division of Transportation Highway Permit 41W011 Burlington Road,St Charles,IL 60175 Phone(630)584-1171 Fax(630)584-5239 3 The flow of traffic shall not be hindered at any time,unless authorized by the County. 4 The County shall limit work activities in the highway right-of-way if it is determined that such limitations are necessary to ensure the safety and efficiency of the motoring public. 5 The Kane County Division of Transportation reserves the right to control the operation and traffic movements of this Permit including future changes in operation and traffic movements needed because of improvements to or changing conditions of the County Highway. REQUIREMENTS FOR CONSTRUCTION ACTIVITY 1 No equipment(i.e.trenchers,backhoes,etc.)is authorized to operate on the pavement of the roadway and shall be operated outside the shoulders of the roadway unless pre-approved by the County of Kane. 2 No excavated and/or backfill material shall be stockpiled on the roadway or the shoulder of the roadway. 3 All disturbed areas in or adjacent to the highway right-of-way shall be properly barricaded overnight,on weekends, and on days when no work is being performed.Barricades shall be up and in conformance of the Illinois Department of Transportation standards at all times. 4 Unprotected open trenches are not allowed. 5 The Permittee shall be responsible for any revisions needed to accommodate construction due to unforeseen field conditions,highway maintenance,or safety problems that become apparent during construction. 6 The Permittee shall receive approval from the County for field changes needed prior to their implementation. 7 Pavement saw cutting is required when there is damage resulting from work activities,along edge of pavement for widening,or as directed by the County. 8 The Permittee is responsible during construction for maintenance and upkeep of the right-of-way,vicinity highway pavement,and Improvements,and other as deemed necessary by the County.This includes,but is not limited to, removal of mud and debris from highway surface,and the maintenance of drainage systems and turf areas. 9 The Permittee shall be responsible for the provision and maintenance of soil erosion and sedimentation control devices as provided in approved Improvement plans. 10 The Improvements and work activities required to construct such shall not interfere with natural drainage of the road and the right-of-way. 11 The Improvements and work activities required to construct such shall not interfere with other area highway construction or maintenance projects. 12 Trees or shrubbery shall not be removed,cut,trimmed,or disturbed within the highway right-of-way without the approval of the County. 13 All permanent road signage shall be erected before roadways and accesses are opened to the motoring public. The Permittee is responsible for any required signs associated with the safe travel of the motoring public through the construction improvement. 14 Work shall be done on one side of the roadway at a time. 15 • Proof roll acceptance of the sub-grade/sub-base by the County is required prior to paving operations.The Permittee may be required by the County to perform proof rolls after rain events. 16 The County shall suspend construction activities and require a winterization plan if pavement improvements cannot be completed by November 15th,as determined by the County.The winterization plan shall require: a.Pavement marking with epoxy paint.b.Road surface shall be smooth with feathering of pavement at ends of the project.c. Road signage as required by the County on permanent posts.d.Shoulders shall be compacted and level with the roadway pavement.e.Erosion control shall be put in place.f.Monitoring of pavement and shoulder conditions every two weeks,or after a snow removal operation.This may require additional pavement markings or other remedial work as required by the County to insure the safety of the motoring public. I AUTHORIZATION FOR TEMPORARY CONSTRUCTION ACCESS 1 Temporary Construction Access is permitted at the intersection of Bowes Road and the full commercial entrance opposite relocated Shasta Daisy Drive. Kane County Division of Transportation •Highway Permit .'tea g 41W011 Burlington Road,St Charles,IL 60175 ',� .':ter Phone(630)584-1171 Fax(630)584-5239 S' 2 Authorization is contingent upon the installation of a 36°x 36°STOP sign at location of Bowes Road and the full commercial entrance.These signs shall be maintained at all times by the contractor or his/her subcontractors. The • sign's face shall be diamond grade V.I.P.and mounted on a 4°x 4"wood post at the legal height and distance off as outlined in the Manual on Uniform Traffic Control Devices. 3 Authorization is contingent upon the installation of a mud tracking system to prevent the spread of debris and sediments in the County highway right-of-way.Mud tracking shall be placed for a minimum of 150'to allow mud and debris to fall free of the tires before entering the County highway right-of-way. If mud tracking does not prevent the deposition of mud and debris,a tire wash shall be constructed to clean mud and debris from tires before entering the roadway. 4 Use is for construction traffic only. 5 Temporary. Construction Access is permitted for a MAXIMUM OF ONE YEAR from the issuance of this permit. 6 The County reserves the rights to reduce,relocate,or eliminate the temporary access if it is found to be a traffic hazard or consistent mud and debris are placed on the pavement. AUTHORIZATION FOR PUBLIC USE OF ACCESS 1 Major access to Randall Rd.and Bowes Rd.will not be permitted for public access until the ENTIRE roadway Improvements have been completed and accepted by the County. 2 Access shall be dosed and barricaded until the County authorizes the use of the public access. 3 The County reserves the right to dose,restrict or modify the Major Access if it is determined by the County to be unsafe,detrimental to traffic flow or if future roadway improvements require its removal or relocation. SPECIAL ---- —_.. 1 Right-of-way markers shall be installed along the property's frontage of all County Highways.The markers shall be set in accordance with Illinois Dept.of Transportation(IDOT)Standard 666001,Method B. 4 The dedication of right-of-way within 60 days of the issuances date of the Temporary Construction Access Permit. 5 The access shall be constructed perpendicular to the County Highway up to the right-of-way line. 7 No paver block or concrete approaches are allowed in the County right-of-way,unless prior written approval is obtained from the County Engineer. 9 Loading or unloading of equipment or supplies will not be allowed in the County Highway right-of-way. 10 No equipment will be allowed to park along the County Highway right-of-way that will block or hinder traffic or sight lines. 12 At the end of the project the County will require an"As Built"set of plans.These plans shall include all changes that have been done in the field to complete the project.The improvements shall be tied in to the State Plane • Coordinating System-Zone IL.E and North American Datum 83(NAD83). The record drawings shall be submitted in the form of a burned CD,as follows:a)Drawing format shall be Micro Station(.dgn)and/or AutoCad(.dwg);b)Plan sheets shall be included as a collection of scanned files or images as Tagged Information File Format(.tit)files. 13 This Permit shall follow the agreement as passed on July 10,2001 Resolution#011246 and first amended on February 11,2003. 15 The Kane County Traffic section will provide a detailed signage plan for the portion of the County road in Kane County described in the DESCRIPTION SECTION of this permit.A schedule of the required signs will be provided with a marked plan.The Kane County Division of Transportation Sign Shop will install all the required signs in the Kane County right-of-way and the permit applicant will be responsible to pay for the installation at a cost of approximately $225.00 per sign.The cost will be included in the Fees section of the Permit and invoiced. 16 Any trees,bushes or shrubs that restricts site distance for the access,shall be trimmed back or removed. 17 Failure to complete the construction of the access described in this permit within one year of permit issuance date will result in the Permittee to re-apply for the access request. ENFORCEMENT AND SECURITY Kane County Division of Transportation Highway Permit 41W011 Burlington Road,St Charles,IL 60175 Phone(630)584-1171 Fax(630)584-5239 1 The Permittee shall pay any vehicular damage claims related to paving materials that the County deems to be caused by a failure of the Permittee to follow the requirements of the Paving Requirements section of this permit.The County shall cause payment of the claim plus processing costs to be made from the letter of credit for this permit if the Permittee fails to pay the claim as directed by the County.The County Engineer shall have the final decision on any claim against the contractor for non-compliance. 2 Reduction in the letter of credit/highway bond will not be granted if any previous bills have not been paid. 3 Violation of any condition of this permit may result in the suspension or revocation of the Temporary Construction Access. 4 The County shall suspend this permit without notice if any conditions are not followed. 5 The County shall suspend this permit due to a lack of progress. 6 The County has the right to utilize the letter of credit/highway bond for this permit to pay costs incurred for repair or nonpayment of review fees(i.e.engineering review,costs,construction observation,work activity deficiencies, improvement deficiencies,claims for prime damage,etc.). 7 The Permittee shall not perform any work or participate in any activity that is beyond the scope of this permit. TMAINTENANCE&RELOCATION RESPONSIBILITIES 1 After completion and acceptance of these Improvements,the County shall maintain,in accordance with its normal maintenance policies,the drainage system including ditches,pavement widening including turning lanes,pavement markings and traffic control devices,curb and/or gutters,shoulders and turf area located within the right-of-way of the County Highway. 2 The Pennittee,after completion and acceptance of the Improvements,.may provide additional mowing of turf areas as needed or provide other maintenance operations such as removing garbage and debris. 3 The Permittee,after completion and acceptance of the Improvements,shall be responsible for the removal of snow, ice,gravel,and other debris from the paved surface on the Major access and all other access roadways to or from the County Highways keeping Major access in a safe condition for the motoring public. 4 The County does not allow without a permit,alteration work in the highway right-of-way after the acceptance of the Improvements. 5 In accordance with Amendment No.2 of the IGA between the City of Elgin and the County of Kane for Randall Rd, from 1-90 IL.Tollway to Hopps Rd.,Resolution No.06-500 dated December 12,2006.The County of Kane shall own, operate and perform the maintainence of the traffic signals,signal interconnect systems,roadway lighting and EVP systems on Randall and Bowes Roads.The City of Elgin shall pay the cost to energize and the costs to maintain the traffic signals,EVP systems,roadway lighting and signal interconnect systems on Randall and Bowes Roads. 6 The City will maintain the landscaped barrier median to keep the landscaping in a safe,clean,orderly and presentable condition to the satisfaction of the County. • CLAIMS,LIEN&LIABILITY 1 The Permittee,its successors,grantees and assigns,covenants and agrees that it will not let or permit or suffer any lien to be put,placed upon,arise or accrue against the right-of-way or funds of the County in favor of any person or persons,individual or corporate,furnishing labor or material in any work contemplated herein.Permittee,its successors,grantees and assigns,further covenants and agrees to hold said right-of-way and/or kinds of the County free from any and all liens,or rights or claims of lien which might arise or accrue under or be based upon any Mechanic's Lien Law of the State of Illinois either now in force or to be enacted.All contracts and agreements that may be made by Permittee or Permittee's contractor relating to any work herein proposed shall expressly state that the interest and reversion of the County in and to said right-of-way or funds shall be wholly free from and not subject to any lien or claim of any contractor,subcontractor,mechanic,material man or laborer whether passed upon any law,regulation of the State of Illinois,or any other authority,now in force or hereafter to be enacted,and Permittee or Permittee's contractor also agrees and covenants that it will not enter into any contract for such work which shall not in express terms contain the aforesaid provisions.The County does not allow without a permit,alteration work in the highway right-of-way after the acceptance of the Improvements. 2 This permit is effective only insofar as the County has jurisdiction and does not presume to grant any consent or privilege over any right-of-way or any part of any road which may be under the control or ownership of some other entity,individual or jurisdictional body or to release Permittee from compliance with the provisions of any laws or statutes relating to such construction. - Kane County Division of Transportation �.•$.. Highway Permit 41W011 Burlington Road,St Charles,IL 60175y ". Phone(630)584-1171 Fax(630)584-5239 ' ns • 3 The Permittee and all persons-involved in the construction and other related activities of this permit shall indemnify, defend and hold harmless the County,including their elected and duly appointed officials,employees and representatives from and against any and all claims,suits,actions,losses,expenses,damages,injuries,deaths, judgments,and demands arising from and relating to the construction and other related activities. 4 The Permittee and all persons involved in the construction and other related activities of this permit shall pay all damages,judgments,costs and expenses,including attorney fees and court costs in connection with or resulting from the construction and other related activities of this permit regardless of any limitations of insurance coverage. 5 The Permittee shall be responsible for the repair of any damage to highway facilities and/or facilities of others located within the County Highway right-of-way caused by the construction of this permit or Improvements to the property served by this Permit. This includes,but is not limited to,the highway pavement,shoulders,ditch lines and signage. Permit Number: TA-2006-0006 Total Fees: $4,800.00 THE UNDERSIGNED PERMITTEE 1 APPLICANT AGREES TO FOLLOW ALL REQUIREMENTS OF THIS PERMIT AND THE KANE COUNT) ACCESS CONTROL REGULATIONS: All Permittee signatures not signed in the Kane County Division of Transportation office must be NOTARIZED before the County will accept and issue the Permit. I I Permittee or Authorized Representative(Please Print) Signature Date Permittee or Authorized Representative(Please Print) Signature Date E SCAOCk / __- ►'t- ` e/�7fof i — �' Authorized Municipal Officer(Please Print) Signature Date Carl Schoedel, P.E.County Engineer Authorized County Officer(Please Print) Signature Date • L q August 7, 2008 fir TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager Joseph Evers P.E., City Engineer SUBJECT: Kane County Highway Permit - Improvements to Randall Road and Bowes Road Associated with the Elgin Sam's Wal-Mart Subdivision PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a Kane County Division of Transportation highway permit with respect to proposed improvements to Randall Road and Bowes Road associated with the Elgin Sam's Wal-Mart Subdivision. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute the highway permit with Kane County Division of Transportation as authorized Municipal Officer allowing the construction of improvements to Randall Road and Bowes Road. BACKGROUND Wal-Mart Stores Inc., the developer of the Elgin Sam's Wal-Mart Subdivision, is required to widen Randall Road to provide three through lanes and dual left turn lanes with barrier median and widen Bowes Road to provide two through lanes and dual left turn lanes with barrier median. There will be one new full access signalized intersection on Randall Road south of the Bowes Road intersection and a right-in/right-out access between this new full access and Bowes Road intersection. There will also be a new full access signalized intersection on Bowes Road to align with relocated Shasta Daisy Drive and a right-in only access between this new full access and Bowes Road intersection. In order to complete these improvements, Wal-Mart Stores Inc. is required to secure a permit from Kane County. Conditions of this permit include the requirement that the City execute the "Municipal Representative" certificate acknowledging the City's responsibility to pay the cost to energize and the costs to maintain the traffic signals, roadway lighting and appurtenances and to maintain the landscaped barrier median of Randall Road. J KCDOT Permit—Improvements to Randall Road and Bowes Road August 7, 2008 Page 2 A copy of the permit and a location map are attached. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Columbine Subdivision Homeowners Association, Kane County Division of Transportation FINANCIAL IMPACT The cost to construct the improvements will be paid by Wal-Mart Stores Inc. The City will be responsible for electrical, operational and maintenance costs. Electricity for traffic signals is provided at no cost from Commonwealth Edison, but the City will be responsible for roadway lighting electric costs. The annual cost for operations and maintenance is estimated at $6,000 and will be included in future budgets. LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to authorize the execution of the Highway Permit as recommended. 2. The City Council may choose not to authorize the execution of the Highway Permit. Respectfully submitted for Council consideration. do Attachments