14-0606 IDOT LED Traffic Signal Unsigned E LG I N MEMORANDUM
THE CITY IN THE SUBURBS`
DATE: June 6, 2014
TO: Kim Dewis, City Clerk •
FROM: Joe Evers, City Engi ii -
SUBJECT: Agreement with IDOT f• ED traffic signal conversion
Attest Mayor's signatu
COPY: File
Kim, the attached agreements have been signed by the Mayor. The agreement did not go to
city council but the cost is insignificant so I hoped to handle administratively. The City
Manager and Corporation Counsel have seen the agreement (via email). If they comment or
have concerns with the administrative handling of this agreement I will contact you
immediately.
Please attest all three agreements and return to me at your earliest convenience. Thank you.
Joe
, •
AGREEMENT
THIS AGREEMENT entered into this 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 Cook, of the State of Illinois, hereinafter called the CITY.
WITNESSETH
WHEREAS, the STATE is proposing to upgrade the traffic signals on the state highways with
Light-Emitting-Diode (LED) modules, Uninterruptible Power Supply(UPS)and Countdown
Pedestrian Signals(CD Ped) at the intersections of US RTE 20 (Lake St) at Lambert Ln; IL RTE 19
(Irving/E Chicago)at Shales Prkwy; IL RTE 19(Irving Park Rd)at Poplar Creek Dr; IL RTE 19 (Irving
Park Rd)at Rohrssen Rd/Littleton Trail; IL RTE 19 (Irving Park Rd)at Willard Av; IL RTE 58
(Summit)at Hiawatha Dr and IL RTE 58 (Summit)at Waverly Dr(to be known as STATE Section
2014-008TS and Contract No. 60X83-Job No. C-91-223-14). This LED upgrade project will require
cost participation similar to the federal Highway Safety Improvement Program (HSIP). State funds
will be used for 90%of the traffic signal upgrade costs with the remaining 10% split based on the
proportionate share of approach leg jurisdiction.
WHEREAS, the VILLAGE is desirous of said improvement in that same will be of immediate
benefit to the VILLAGE, and permanent in nature; and,
WHEREAS, the VILLAGE shares jurisdiction of the following intersections with the STATE at
US RTE 20 (Lake St)at Lambert Ln; IL RTE 19 (Irving/E Chicago)at Shales Prkwy; IL RTE 19
(Irving Park Rd)at Poplar Creek Dr; IL RTE 19 (Irving Park Rd) at Rohrssen Rd/Littleton Trail; IL
RTE 19 (Irving Park Rd)at Willard Av; IL RTE 58 (Summit) at Hiawatha Dr and IL RTE 58
(Summit)at Waverly Dr
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 VILLAGE as hereinafter stipulated.
2. The VILLAGE 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 estimated construction costs and
engineering costs of this improvement shall be as follows:
Improvement State Elgin Other
Cost Cost Cost Cost
US RTE 20(Lake St)at Lambert $13,000.00 $12,350.00 $650.00 $0
Ln (Signal upgrades) (90% +5%) (5%) (-%)
Engineering (15%) $1,852.50 $97.50 $0
IL RTE 19(Irving/E Chicago)at $26,000.00 $24,700.00 $1,300.00'^ $0
Shales Prkwy (Signal upgrades) (90% +5%) (5%) (-%)
Engineering(15%) $3,705.00 $195.00 $0
IL RTE 19(Irving Park Rd)at $20,000.00 $19,340.00 $660.00 $0
Poplar Creek Dr (Signal upgrades) (90% +6.7%) (3.3%) (%)
Engineering (15%) $2,901.00 $99.00 $0
Improvement State Elgin Other
Cost Cost Cost Cost
IL RTE 19 (Irving Park Rd)at $16,000.00 $15,200.00 $400.00 ; $400.00
Rohrssen Rd/Littleton Trail (Signal upgrades) (90% +5%) _ (2.5%) (2.5%)
Engineering (15%) $2,280.00 $60.00 $60.00
IL RTE 19(Irving Park Rd)at $26,000.00 $24,700.00 ' $1,300.00 $0
Willard Av (Signal upgrades) (90% +5%) (5%) (-%)
Engineering (15%) $3,705.00 $195.00 $0
IL RTE 58(Summit)at Hiawatha $33,000.00 $31,350.00 $1,650.00 $0
Dr (Signal upgrades) (90% +5%) (5%) (-%)
Engineering (15%) $4,702.50 $247.50 $0
IL RTE 58 (Summit) at Waverly Dr $24,000.00 $22,800.00 • $1,200.00 - $0
(Signal upgrades) (90% +5%) (5%) i-%)
Engineering (15%) $3,420.00 $180.00 $0
TOTAL $173,006.00 $8,234.00 $460.00
4. It is mutually agreed that the VILLAGE will reimburse the STATE in an amount equal to the
VILLAGE'S share of the actual cost as determined in accordance with Item#3 above. It is
mutually agreed that upon award of the contract for this improvement,the VILLAGE will pay to
the Department of Transportation of the State of Illinois, in a lump sum from any funds allotted to
the VILLAGE, an amount equal to 80%of its obligation incurred under this Agreement, and will
pay to the said Department the remainder of its obligation (including any non-participating costs
for FA projects) in a lump sum, upon completion of the project based upon final costs.
5. 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 as outlined in the current Master Agreement executed between the
City of Elgin and the Department of Transportation for the term of which begins on July 1, 2011.
6. The agency performing actual traffic signal maintenance will remain as listed in the Exhibit A of
the current Master Agreement.
7. 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.
8. The STATE retains the right to control the sequence of timing on the traffic signals.
9. This agreement shall be binding upon and inure to the benefit of the parties hereto, their
successors and assigns.
CITY OFE N
By: ��i� f ,il
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Date:
ATT T:
CLER
STATE OF ILLINOIS
DEPARTMENT OF TRANSPORTATION
By:
(Signature)
By: John Fortmann. P.E.
Title: Deputy Director of Highways,
Region One Engineer
Date:
PLAN APPROVAL
WHEREAS, in order to facilitate the improvement at the intersections of US RTE 20 (Lake St) at
Lambert Ln; IL RTE 19 (Irving/E Chicago) at Shales Prkwy; IL RTE 19 (Irving Park Rd) at Poplar
Creek Dr; IL RTE 19 (Irving Park Rd) at Rohrssen Rd/Littleton Trail; IL RTE 19 (Irving Park Rd) at
Willard Av; IL RTE 58 (Summit) at Hiawatha Dr and IL RTE 58 (Summit) at Waverly Dr, CITY OF
ELGIN hereby approves to that portion of the plans and specifications relative to the City's financial
and maintenance obligations described herein prior to the STATE'S advertising for the proposed
traffic signal improvements at said intersections above.
APPROVED:
By:
VILLAGE ENGINEER
Date:
ATTEST:
Clerk
SEAL