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10-78
``�aFFtc'' Memorandum City of Elgin A°RarEUFE�ti. Date: April 26, 2010 To: Joe Evers, City Engineer From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-78, Adopted at the April 14, 2006, Council Meeting Enclosed you will find the agreement listed below. Please have these agreements signed and executed by the appropriate parties and return one fully executed copy 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. • Agreement with State of Illinois Department of Transportation Resolution No. 10-78 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Ed Schock, Mayor, and Diane Robertson, City Clerk,be and are hereby authorized and directed to execute an Agreement with State of Illinois Department of Transportation on behalf of the City of Elgin for traffic signal upgrades and emergency vehicle preemption systems, a copy of which is attached hereto and made a part hereof by reference. Ed Schock, Mayor Presented: April 14, 2010 Adopted: Vote: Yeas Nays Recorded: Attest: Diane Robertson, City Clerk Resolution No. 10-78 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Ed Schock, Mayor, and Diane Robertson, City Clerk, be and are hereby authorized and directed to execute an Agreement with State of Illinois Department of Transportation on behalf of the City of Elgin for traffic signal upgrades and emergency vehicle preemption systems, a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: April 14, 2010 Adopted: April 14, 2010 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT entered into this\A\X day of A.D., by and between the STATE OF ILLINOIS, acting by and through its Department of Transportation, hereinafter called the STATE, and the CITY OF ELGIN, County of KANE, of the State of Illinois, hereinafter called the CITY. WITNESSETH WHEREAS, the STATE, in order to facilitate the free flow of traffic and insure safety to the motoring public as part of the Highway Safety Improvement Program is desirous of improving the existing signalized intersection(s) in the CITY OF ELGIN by modernizing the traffic signal(s) at US 20 @ McLean (N. Ramps), US 20 @ McLean/Weld (S. Ramps), IL 25 @ I- 90 (Ramp), IL 25 @ IL 58 (Summit St.), IL 31 @ Kimball St./Lawrence and @ IL 31 @ Walnut, (to be known as STATE Section 2009-105 TS and Contract No. 60J01) and by performing all other work necessary to complete the improvement in accordance with the plans and specifications; and, WHEREAS, the CITY is desirous of said improvement in that same will be of immediate benefit to the CITY, and permanent in nature; and, WHEREAS, the intersection(s) of US 20 @ McLean (N. Ramps), US 20 @ McLean/Weld (S. Ramps), IL 25 @I-90 (Ramp), IL 25 @ IL 58 (Summit St.), IL 31 @ Kimball St./Lawrence and @ IL 31 @ Walnut lie(s)within the corporate limits of the CITY. NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto agree as follows: 1. The STATE agrees to prepare plans and specifications, receive bids, award the contract, furnish engineering inspection during construction, and cause the improvement to be built in accordance with the plans, specifications, and contract. The STATE also agrees to pay all construction and engineering costs subject to reimbursement by the CITY as hereinafter stipulated. 2. The CITY agrees to approve the plans and specifications by letter or resolution prior to the STATE advertising for the work to be performed hereunder. 3. It is mutually agreed that the proportional participation for the construction costs and engineering costs of this improvement shall be as follows: US 20 FEDERAL STATE Traffic Signals @ FUNDS FUNDS CITY FUNDS McLean (N. Ramps) 90% 10% 0% Engineering (15%) 90% 10% 0% McLean/Weld (S. Ramps) 90% 10% 0% Engineering (15%) 90% 10% 0% IL 25 Traffic Signals @ 1-90 Ramp 90% 10% 0% Engineering (15%) 90% 10% 0% IL 25 FEDERAL STATE Traffic Signals @ FUNDS FUNDS CITY FUNDS IL 58 (Summit St.) 90% 10% 0% Engineering (15%) 90% 10% 0% IL31 Traffic Signals @ Kimball St./Lawrence 90% 5% 5% Engineering (15%) 90% 5% 5% Walnut/National 90% 5% 5% Engineering (15%) 90% 5% 5% 4. It is mutually agreed that the estimated construction costs and engineering costs of this improvement are divided as follows: US 20 FEDERAL STATE CITY* Traffic Signals @ FUNDS FUNDS FUNDS TOTAL McLean (N. Ramps) $ 72,000 $ 8,000 $ 0 $ 80,000 Engineering (15%) $ 10,800 $ 1,200 $ 0 $ 12,000 McLean/Weld (S. $ 54,000 $ 6,000 $ 0 $ 60,000 Ramps) Engineering (15%) $ 8,100 $ 900 $ 0 $ 9,000 IL 25 Traffic Signals @ 1-90 Ramp $180,000 $20,000 $ 0 $200,000 Engineering (15%) $ 27,000 $ 3,000 $ 0 $ 30,000 IL 58 (Summit St.) $180,000 $20,000 $ 0 $200,000 Engineering (15%) $ 27,000 $ 3,000 $ 0 $ 30,000 IL31 Traffic Signals @ Kimball St./Lawrence $ 54,000 $ 3,000 $3,000 $ 60,000 Engineering (15%) $ 8,100 $ 450 $ 450 $ 9,000 Walnut/National $ 54,000 $ 3,000 $3,000 $ 60,000 Engineering (15%) $ 8,100 $ 450 $ 450 $ 9,000 TOTAL $683,100 $69,000 $6,900 $759,000 *The CITY will be financially responsible for 100% of the installation costs including maintenance for the emergency vehicle pre-emption installations at IL 25 @I-90 (Northwest Tollway), IL 25 @ IL 58 (Summit St.), US 20 @ McLean (N. Ramps) and at US 20 @ McLean/Weld (S. Ramps). These costs are not reflected in the above estimated figures and should be approximately$27,600 for both the equipment and engineering. If, in the future, the STATE adopts a roadway or traffic signal improvement including the aforementioned intersections(s) requiring modifications to the traffic signal(s), then the CITY agrees to be financially responsible for all costs pertaining to the EMERGENCY VEHICLE PRE- EMPTION EQUIPMENT in conjunction with the STATE'S proposed improvement. 5. It is mutually agreed that upon completion of this contract, for this improvement, the CITY will pay the Department of Transportation, of the State of Illinois, in a lump sum for any funds allotted to the CITY an amount equal to 100% of its obligation incurred under this agreement. 6. Upon acceptance by the Department of Transportation of the traffic signal improvement included herein, the financial responsibility for maintenance and electrical energy for the operation of the traffic signals shall remain by previous agreement. 7. The actual maintenance will be performed by the DEPARTMENT OF TRANSPORTATION with its own forces or through an ongoing contractual agreement at IL 25 @ 1-90 Ramp. The CITY OF ELGIN shall maintain the other five (5) signals apart of this agreement. 8. Payment by the STATE of any or all of its share of maintenance and energy costs is contingent upon the STATE receiving adequate funds in its annual appropriation. 9. The STATE retains the right to control the sequence of timing on the traffic signals. 10. The STATE will be responsible for maintenance of lane line and median line markings. The CITY will be responsible for maintenance of crosswalk and stop line markings under their jurisdiction. 11. The CITY agrees to exercise its franchise right to cause private utilities to be relocated at no expense to the STATE. 12. This agreement shall be binding upon and inure to the benefit of the parties hereto, their successors and assigns. CITY OF ELGIN By: _g;;;=0,±4?file0Z---- MAYOR Date: ATTEST: CLER STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION By: DISTRICT ENGINEER Date: PLAN APPROVAL WHEREAS, in order to facilitate the improvement at the intersection(s) of US 20 @ McLean (N. Ramps), US 20 @ McLean/Weld (S. Ramps), IL 25 @ 1-90 Ramp, IL 25 @ IL 58, IL 31 © Kimball St./Lawrence and IL 31 @ Walnut. The CITY OF ELGIN hereby approves the plans and specifications for the proposed traffic signal improvements at the said intersection(s) above. APPROVED: CITY OF ELGIN By: MAYOR Date: ATTEST: Clerk SEAL EZ o'ti Agenda Item No. M City of Elgin I iw March 25, 2010 TO: Mayor and Members of the City Council FROM: Sean R. Stegall, City Manager 1,. �� Cc nmumty Joe Evers, City Engineer / SUBJECT: Agreement with the Illinois Department of Transportation for Traffic Signal Upgrades and Emergency Vehicle Preemption PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider approval of an agreement with the Illinois Department of Transportation for traffic signal work. RECOMMENDATION It is recommended that the City Council approve the agreement with the Illinois Department of Transportation(IDOT) in the amount of$34,500. BACKGROUND The City was approached by IDOT regarding the provisions of the attached agreement relating to traffic signal upgrades and emergency vehicle pre-emption systems. IDOT has received stimulus funding to make traffic signal improvements within many Chicago suburbs including various locations in Elgin. Plans have been completed for upgrading several signals within the City and for emergency vehicle pre-emption. No funding was included in the 2010 budget to support the improvements. The intersections included in the agreement include traffic signal upgrades at US 20 at McLean, IL 25 at Tollway, IL 25 at IL 58, IL 31 at Kimball and IL 31 at Walnut. The City will participate in engineering and construction costs at IL 31• at Kimball and IL 31 at Walnut which is approximately $6,900. According to the agreement, the City will pay all costs for emergency vehicle preemption on signals at IL 25 and the Tollway, IL 25 and 58 and US 20 and McLean which is approximately $27,600. Maintenance and electrical costs will remain as is per past agreements. Eng-IDOT Agreement for Traffic Signal Upgrades EVP '"4 March 25, 2010 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. (!iFINANCIAL IMPACT tz The agreement with IDOT for traffic signal upgrades will cost $34,500. IDOT will notify Elgin with the final costs once the low bid has been received. The signal upgrades portion ($6,900) will be funded from the General Fund, Engineering Division, Miscellaneous Professional Services, account number 010-3321-753.30-99, where $49,500 is budgeted and $25,062 is available. It is recommended that the $27,600 required to fund the project be transferred from project number 339896, "Salt Storage Facility", where $28,000 remains available after a$34,000 transfer for the North McLean resurfacing project also on this agenda. A budget transfer will be required. VAVVEGAL IMPACT jNone. ALTERNATIVES 1 1. The City Council may choose to proceed with the agreement with the Illinois Department of Transportation. 2. The City Council may choose not to proceed with agreement with the Illinois Department .of Transportation. Respectfully submitted for Council consideration. JE: cf Attachment