10-172 Resolution No. 10-172
RESOLUTION
AUTHORIZING EXECUTION OF LOCAL AGENCY AMENDMENT #1 WITH
THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR FEDERAL
PARTICIPATION IN CONSTRUCTION OF THE SUMMIT STREET
LOCAL AGENCY PAVEMENT PRESERVATION PROJECT
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 local agency amendment#1
on behalf of the City of Elgin with the Illinois Department of Transportation for federal participation
in construction of the Summit Street Local Agency Pavement Preservation Project,a copy of which
is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: September 8, 2010
Adopted: September 8, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
• 1
16 Illinois Local Agency State Contract Day Labor Local Contract RR Force Account
of�� City of Elgin ® 0 0 0
Local Agency Amendment#1 for Section: 08-00174-00-RS Fund Type: ARU ITEP Number
Federal Participation
Construction EnolneerMa Right-of-Way
Job Number .Project Number Job Number Protect Number Job Number Project Number _
C-91-283-09 ARA-9003(225)
This Amendment is made and entered into between the above local agency hereinafter referred to as the"LA and the state of Illinois,acting by and through
its Department of Transportation,hereinafter referred to as"STATE". The STATE and LA jointly propose to improve the designated location as described
below. The improvement shall be constructed in accordance with plans approved by the STATE and the STATE's policies and procedures approved and/or
required by the Federal Highway Administration hereinafter referred to as"FHWA".
BE IT MUTUALLY AGREED that all remaining provisions of the original agreement not altered by this Amendment shall remain in full force and effect and the
Amendment shall be binding upon and inure to the benefit of the parties hereto,their successors and assigns.
Amended Division of Cost
Type of Work FHWA % STATE % LA % Total
Participating Construction 577,870 ( ) ( ) ( BAL ) 577,870
Non-Participating Construction ( ) ( ) ( )
Preliminary Engineering : ( ) • ( ) ( )
Construction Engineering 86,681 ( * ) ( ) ( BAL ) 86,681
Right of Way ( ) ( ) ( )
Railroads ( ) ( ) ( )
Utilities ( ) ( ) • ( )
Materials • •
TOTAL $ 664,551 $ $ $ 664,551
*Maximum FHWA(ARU)Participation 100%Not to Exceed$664,551
NOTE: The costs shown In the Division of Cost table are approximate and subject to change. The final LA share is dependent on the final Federal and
State participation. The actual costs will be used in the final division of cost for billing and reimbursment.
If funding is not a percentage of the total,place an asterisk in the space provided for the percentage and explain above.
The Federal share of construction engineering may not exceed 15%of the Federal Share of the final construction cost.
The LA further agrees,as a condition of payment,that it accepts and will comply with the applicable provisions set forth in this Agreement
and all addenda indicated above.
APPROVED APPROVED
Local Agency State of Illinois
Department of Transportation
Edward Schock
(Print or Type Name) Gary Hannig,Secretary of Transportation Date
Mayor • By:
(County Board Chairperson/MayorNillage President/etc.) (Delegate's Signature)
/� 09/08/2010 (Delegate's Name-Printed)
(Signature) Date
•
The above signature certifies the agency's TIN number is Christine M.Reed.Director of Highways/Chief Engineer Date
36-6005862 conducting business as a Governmental
Entity.
NOTE: If signature is by an APPOINTED official,a resolution Ellen J.Schanzle-Haskins,Chief Counsel Date
authorizing said appointed official to execute this agreement
is required. .
Ann L.Schneider,Director of Finance and Administration Date
•
Printed 7/8/2010 BLR.05311 (Rev.03/23/10)
<,(OF f.Ci
un City of Elgin
j.•
•
August 30, 2011
RE: Resolution 10-172
Local Agency Amendment#1 with the Illinois Department of Transportation for Federal
Participation in Construction of the Summit Street Local Agency Pavement Preservation
Project
To Whom It May Concern:
The document listed above was sent out for signatures to another entity and an executed copy
was never returned to the City Clerk's office for record retention. Attached is the un-executed
copy that was sent out for signature. Thank you.
ELGIN
THE CITY IN THE SUBURBS"
Date: September 14, 2010
To: Omar Santos, Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 10-172, Adopted at the September 8, 2010, Council Meeting
Enclosed you will find the agreement listed below. Please have these agreements signed and
executed by the Illinois Department of Transportation and return one fully executed cony to
the City Clerk's office for the City's records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Local Agency Amendment 1#1 with the Illinois Department of Transportation for
Federal Participation in Construction of the Summit Street Local Agency
Pavement Preservation Project
Resolution No. 10-172
RESOLUTION
AUTHORIZING EXECUTION OF LOCAL AGENCY AMENDMENT#1 WITH
THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR FEDERAL
PARTICIPATION IN CONSTRUCTION OF THE SUMMIT STREET
LOCAL AGENCY PAVEMENT PRESERVATION PROJECT
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 local agency amendment#1
on behalf of the City of Elgin with the Illinois Department of Transportation for federal participation
in construction of the Summit Street Local Agency Pavement Preservation Project,a copy of which
is attached hereto and made a part hereof by reference.
Ed Schock, Mayor
Presented: September 8, 2010
Adopted:
Vote: Yeas Nays:
Recorded:
Attest:
Diane Ro• rtson, City Clerk
Barbara Furman
From: Omar Santos
Sent: Wednesday, September 01, 2010 7:41 AM
To: Barbara Furman
Subject: IDOT Summit LAPP- Form to Sign
Barbara,
You mentioned you could just print the amendment from the package(one page). If it is still OK, go ahead.
I will only need one original for me [one original for City Clerk].
Thank you
M.A.
Engineer I
City of Elgin
1900 Holmes Road
Elgin, IL 60123
847-931-5973
santos o@cityofelgin.org
rr.
1
El
City Of ElAgenda Item No.
0/.9T •
CD rt�
17,54,
August 19, 2010
TO: Mayor and Members of the City Council `-
rn�t� rr sY:IN<
FROM: Sean R. Stegall, City Manager4fta. Crr; c;<:. ,:,,,:<n<
David Lawry, P.E., Public Services Director
SUBJECT: Local Agency Amendment No. 1 with Illinois Department of Transportation for
Finalizing the Costs of the Federal Participation in the Summit Street Local Agency
Pavement Preservation Project
PURPOSE
The purpose of this memorandum is to provide the mayor and members of the city council with
information to consider executing amendment No. 1 to the agreement with the Illinois
Department of Transportation (IDOT) which authorized use of federal funds for the Summit
Street Local Agency Pavement Preservation Project.
rRECOMMENDATION
It is recommended that the city council authorize the city manager to execute the Local Agency
Amendment No. 1 for federal participation with IDOT thereby finalizing the construction and
construction inspection costs resulting from the resurfacing of Summit Street.
BACKGROUND
On July 8, 2009, the city council approved Resolution No. 09-158 authorizing and directing
execution of an agreement on behalf of the city with IDOT for federal participation in the
Summit Street Local Agency Pavement Preservation (LAPP) Project. The agreement provided
for the use of American Recovery and Reinvestment Act (ARRA) funds to pay the entire cost of
construction by Plote Construction (Plote) and construction engineering by Engineering
Enterprises Inc. (EEI)
The agreement provided Federal ARRA funding for the construction and construction
engineering in the amount of $938,840. The agreement obligated the city to upfront the
construction engineering estimated at $121,810 and seek 100 percent reimbursement through
IDOT. The construction cost, as a result of Plote's work, was paid directly by IDOT to Plote.
This agreement therefore did not require the city to reimburse IDOT as the city would have if the
project had remained the typical Surface Transportation Program funded project.
Amendment No. 1 with IDOT for Summit Street LAPP Project
August 19, 2010
Page 2
Plote has fully completed the construction as identified in the Summit Street LAPP. The final
project cost, as invoiced by Plote, is $577,870. The final construction engineering cost, as
invoiced by EEI, is $86,681. The referenced amendment No, 1 reflects these costs and by
executing the amendment, the city acknowledges and documents the changes in project cost and
frees up the difference for the city to utilize on another eligible project. The remaining ARRA
funds will be utilized by the Big Timber East LAPP which will begin construction in September
of 2010.
Attached are copies of the amendment as Exhibit A and the location map as Exhibit B.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
Amendment No. 1 with IDOT provides a mechanism to finalize the costs of the Summit Street
LAPP and the accounting of the federal assignment of ARRA funds to the city. Because the final
cost of the Summit Street LAPP is lower than the figures found in the original agreement, IDOT
requires this amendment to close out Summit Street LAPP and unencumber the remainder to
other projects in the city eligible for ARRA funding.
LEGAL IMPACT
i A,♦None.
ALTERNATIVES
1. The city council may choose to authorize execution of the Local Agency Amendment No.
1 with IDOT thereby finalizing the Summit Street LAPP Project costs and freeing up the
ARRA funding.
2. The city council may choose not to authorize execution of the Local Agency Amendment
No. 1 with IDOT for the Summit Street LAPP Project.
Respectfully submitted for council consideration.
Attachments
OS: cf
1
EXHIBIT A
Summit Street Local Agency Pavement Preservation Project
Local Agency Amendment #1 with Illinois Department of
Transportation for Federal Participation
. ,_ .
0 Illinois Department
Local Agency State Contract Day Labor Local Contract Rig Force Acbount
of Transportation City of Elgin ® 0 0 0
Local Agency Amendment#1 for Section: 08-00174-00-RS Fund
Federal Participation Type: ARU ITEP Number.
Construction Engineering Right-of-Way
Job Number _ ..Project Number _ Job Number Project Number Job Number Project Number 411111111
C-91-283-09 ARA-9003(225)
This Amendment is made and entered into between the above local agency hereinafter referred to as the"LA and the state of Illinois,acting by and through
its Department of Transportation,hereinafter referred to as"STATE". The STATE and LA jointly propose to improve the designated location as described
below. The improvement shall be constructed in accordance with plans approved by the STATE and the STATE's policies and procedures approved and/or
required by the Federal Highway Administration hereinafter referred to as"FHWA".
BE IT MUTUALLY AGREED that all remaining provisions of the original agreement not altered by this Amendment shall remain in full force and effect and the
Amendment shall be binding upon and inure to the benefit of the parties hereto,their successors and assigns.
Amended Division of Cost
Type of Work FHWA % STATE % LA % Total
Participating Construction 577,870 ( ) ( ) ( BAL ) 577,870
Non-Participating Construction ( ) ( ) ( )
Preliminary Engineering : ( ) ( ) ( )
Construction Engineering 86.681 ( ) ( ) ( BAL ) 86,681
Right of Way ( ) ( ) ( )
Railroads ( ) ( ) ( )
Utilities - ( ) ( ) ( )
Materials
TOTAL $ 664,551 $ $ $ 664,551
. *Maximum FHWA(ARU)Participation 100%Not to Exceed$664,551
NOTE: The costs shown In the Division of Cost table are approximate and subject to change. The final LA share is dependent on the final Federal and
State participation. The actual costs will be used in the final division of cost for billing and reimbursment.
If funding is not a percentage of the total,place an asterisk in the space provided for the percentage and explain above.
44111)
The Federal share of construction engineering may not exceed 15%of the Federal share of the final construction cost.
The LA further agrees,as a condition of payment,that it accepts and will comply with the applicable provisions set forth in this Agreement
and all addenda indicated above.
APPROVED APPROVED
Local Agency State of Illinois
Department of Transportation
Edward Schock
(Print or Type Name) Gary Hannig,Secretary of Transportation Date
Mayor . By:
(County Board Chairperson/MayorMllage President/etc.) (Delegate's Signature)
(Delegate's Name-Printed)
(Signature) Date
The above signature certifies the agency's TIN number is Christine M.Reed,Director of Highways/Chief Engineer Date
36-6005862 conducting business as a Governmental
Entity.
NOTE: If signature is by an APPOINTED official,a resolution Ellen J.Schanzle-Haskins,Chief Counsel Date
authorizing said appointed official to execute this agreement '411111)
is required.
Ann L.Schneider,Director of Finance and Administration Date
Printed 7/8/2010 BLR_05311 (Rev.03/23/10)
0 .
r
EXHIBIT B
Summit Street Local Agency Pavement Preservation Project
Location Map
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Engineering Enterprises, Inc. City of Elgin DATE: 07 NOV 2008 N
01,..
PROJECT NO.:
1 52 Wheeler Road . ,_,-,, <„.',.. 159 Dexter Court EGO806.
1 Sugar Grove, Illinois 60554 :tc2,47.1.L Elgin,IL 60120 BY: SUMMIT STREET
JPN
(630)466-9350 ‘, 641.,..S.:-..,-. (847)931-6100 PATH:
ItnOIVPUBLICIELettE00805 LAPP IMPROVEMENTS
, il wwweekveb.com ,.• ,,..,•
,
wwwcityofeVaorg
FILE: •
. , 4,assassaamixamsemomuommmaly SUMMIT ST._LOaTION.MXD
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