11-26 •
1 L
ELGIN
THE CITY IN THE SUBURBS
Date: February 22, 2011
To: Joe Evers, City Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 11-26, Adopted at the January 26, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please have these agreements signed and
executed by the responsive 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.
• Local Agency Amendment#1 for Federal Participation with the Illinois
Department of Transportation for the Dundee-Summit Roundabout Project
Resolution No. 11-26
RESOLUTION
AUTHORIZING EXECUTION OF A LOCAL AGENCY AMENDMENT #1 FOR
FEDERAL PARTICIPATION WITH THE ILLINOIS DEPARTMENT OF
TRANSPORTATION FOR THE DUNDEE-SUMMIT ROUNDABOUT 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 a local agency amendment#1
for federal participation on behalf of the City of Elgin with the Illinois Department of Transportation
for the Dundee-Summit Roundabout Project, a copy of which is attached hereto and made a part
hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: January 26, 2011
Adopted: January 26, 2011
Vote: Yeas: 5 Nays: 1
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
Local Agency State Contract Day Labor Local Contract RR Force Account
'Snots Deparlmerrt
ct Transportation City of Elgin 0 0 ® 0
Local Agency Amendment#1 for Section: 00-00170-00-CH Fund Type: STA ITEP Number:
Federal Participation
Canction Enpineerino Right-of-Way
Job Number Project Number Job Number Project Number Job Number Proles Number
R-91-012-04 CMM-M-8003(398)
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 ( ) ( ) ( )
Non-Participating Construction ( ) ( ) ( )
Preliminary Engineering ( ) ( ) ( )
Construction Engineering ( ) ( ) ( )
Right of Way 617,000 ( 80 ) ( ) 155,000 ( 20 ) 772,000
Railroads ( ) ( ) ( )
Utilities ( ) ( ) ( )
Materials
TOTAL $ 617,000 $ $ 155,000 $ 772,000 '
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
1
Ed Schock
(Print or Type Name) Gary Hannig,Secretary of Transportation Date
Mayor By:
(County Board ChairpersonlMayorNillage President/etc,) (Delegate's Signature)
.0" i0?„7 1-26-2011 (Delegate's Name Printed)
( igS"nature) Date
The above signature certifies the agency's TIN number is Christine M.Reed,Director of Highways/Chief Engineer Date
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 12/10/2010 BLR 05311 (Rev.03123/10)
_, PORT TO MAYOR & MEMBERS OF CITY COUNCIL E LG I N
THE CRY IN THE SUBURBS
MEETING DATE: January 12, 2011
INITIATIVE J: Local Agency Amendment Agreement for Additional Federal
Participation with the Illinois Department of Transportation for the
Dundee-Summit Roundabout Project
COMMUNITY GOAL
■ Financially Stable City Government: Preserve and enhance the city's sound and
resilient financial condition through long-term planning for service delivery and
infrastructure needs
OBJECTIVE
• Completing the right-of-way acquisition of the Dundee-Summit Roundabout
project
PURPOSE
• Reducing the city's construction costs for the Dundee-Summit Roundabout by
utilizing a grant opportunity made available through the Chicago Metropolitan
Agency for Planning
RECOMMENDATION
• Authorize the mayor to execute the Local Agency Amendment Agreement with
the Illinois Department of Transportation for the right-of-way acquisition for
federal funds in the amount of$772,000 of which the city would be responsible
for 5155.000
BACKGROUND
In November of 2006, the city entered into an agreement with the Illinois Department of
Transportation (IDOT) in order to have participating federal funds to assist in the acquisition of
necessary right-of-way for the roundabout proposed for the intersection of Dundee and
Summit. In 2010, the city explored the possibility of increasing the federal funding share for the
right-of-way. An application to the Chicago Metropolitan Agency for Planning (CMAP) for the
funding increase (approximately $335,000) was submitted and CMAP, with the assistance of
IDOT, approved the city's request on October 21, 2010. A total increase of $400,000 towards
the project was realized; however, to simplify funding sources, the difference is being applied
to the construction which will have its own city/IDOT agreement later in 2011.
The city has been working with the seven impacted property owners since late 2009 and has
secured one, the former Dunkin' Donuts property. Negotiations are ongoing with the other six
property owners. Before submitting the city's costs to IDOT for reimbursement, the attached
agreement should be executed in order to eliminate any potential confusion regarding the
balance of funds paid by IDOT.
OPERATIONAL ANALYSIS
The amendment agreement being considered now will assist the city in stretching its funds
regarding this project.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The increase in grant funds applied for and approved via the attached will provide a maximum
of $617,000 of federal funds towards the right-of-way portion of the project. The difference
between the project right-of-way cost and the federal funding source would be made up by the
city, which is estimated at $155,000. The city's share of right-of-way may increase if
negotiations for the acquisitions require additional funds in order to close in a timely manner.
Project costs are anticipate to be as follows:
Design Engineering $ 787,000
Construction Engineering $ 220,000
Right-of-way acquisition $ 772,000
Construction $1,800,000
TOTAL $3,580,000
With the exception of approximately$30,000, all of the design engineering has been paid.
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BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT
#(S) BUDGETED AVAILABLE
Riverboat Lease 276-0000-791.93-80 339755 $2,928,360 $2,550,625
Bond 366-0000-795.93-80 $1,204,400 $1,178,700
LEGAL IMPACT
None.
ALTERNATIVE COURSES OF ACTION
The city council could choose to not approve the Local Agency Amendment Agreement with
IDOT for the Dundee Summit Roundabout Project.
NEXT STEPS
1. Send executed amendment agreement to IDOT
2. Continue to negotiate with property owners
3. Complete acquisitions and submit right of way costs to IDOT for reimbursement
Prepared by: Joseph Evers, City Engineer
Reviewed by: David L. Lawry, Public Services Director
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved by:
-6/4ed e__ -----
Se n R. Stegall, City Man er
r
I
3
ATTACHMENTS
A: Local Agency Amendment Agreement for Federal Participation
4
Exhibit A
Illinois Department of Transportation
standard
LOCAL AGENCY AMENDMENT AGREEMENT
For
Additional
FEDERAL PARTICIPATION
r
Local Agency State Contract Day Labor Local Contract RR Force Account 01)
I 6-- Illinois Deparbnent
of Transportation City of Elgin 0 0 0 0
Local Agency Amendment#1 for Section: 00-00170-00-CH Fund Type: STA ITEP Number.
Federal Participation
Co ion Engineering Right-of-Way
Job Number Project Number Job Number Project Number Job Number Project Number
R-91-012-04 CMM-M-8003(398)
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 shaN 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 ( ) ( ) ( )
Non-Participating Construction ( ) ( ) ( )
Preliminary Engineering ( ) ( ) ( )
Construction Engineering ( ) ( ) ( ) .
Right of Way 617,000 ( 80 ) ( ) 155.000 ( 20 ) 772,000 •
Railroads ( ) ( ) ( )
Utilities ( ) ( ) ( )
Materials
TOTAL $ 617,000 $ $ 155,000 $ 772,000
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 cosi
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
i
(Print or Type Name) Gary Hannig,Secretary of Transportation Date
By:
(County Board Chairperson/Mayor/Village 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
•
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 12/10/2010 BLR 05311 (Rev.03/23/10)