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Home My WebLink About5.3 A Resolution for the Maintenance of Streets and HighwaysBoardDocs® Pro Agenda Item Details Meeting Category Subject Access Type Preferred Date Absolute Date Dollar Amount Budgeted Budget Source Recommended Action Public Content Information Page I of 2 Feb 05, 2019 - REGULAR MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m. 5. CONSENT AGENDA 5.3 A RESOLUTION FOR THE MAINTENANCE OF STREETS AND HIGHWAYS BY A MUNICIPALIT] UNDER THE ILLINOIS HIGHWAY CODE (BLR 14220). Action (Consent) Feb 05, 2019 Feb 05, 2019 917f 173.00 091011=2 1111MRIWO Pass a resolution authorizing the expenditure of $917,173 from the Motor Fuel Tax Fund for the maintenance of streets and highways during the period commencing January 1, 2019 and concluding on December 31, 2019. Attached is a Resolution for the Maintenance of Streets and Highways by a Municipality under the Illinois Highway Code (BLR 14220) in the amount of $917,173. This resolution is required by the Illinois Department of Transportation before the Villagc can expend Motor Fuel Tax Funds in 2019. Each year, the Village Board is asked to pass a resolution like this to authorize the appropriation of Motor Fuel Tax Fund monies for specified maintenance work. The following commodities and contractual services are included in this resolution: Account Number 041.80.83.86.0.357.577.002 Traffic Signal Maintenancl!. 0 041.80.81.81.0.354.624.009 Salt & Calcium Chloride 041.80.81.81.0.354.575.011 Snow Removal 041.80.83.86.0.357.588.001 Electricity 041.80.81.81.0.354.575.002 Crack Filling 041.80.81.81.0.354.575.004 Pavement Markings 041.80.81.81.0.350.575.016 Sidewalk Maintenance NOT M. CEO= Alternatives 1. Pass a resolution appropriating the expenditure of Motor Fuel Tax Funds. 2. Action at discretion of Village Board. Staff Recommendation https://www.boarddocs.com/il/vomp/Board.nsf/Public 2/5/2019 BoardDocs® Pro Page 2 of 2 Staff recommends that the Village Board pass a resolution authorizing the expenditure of $917,173 from the Motor Fuel Tax/i Fund for the maintenance of streets and highways during the period commencing January 1, 2019, and concluding on December 31, 2019. BI -R, 201.4222.pdf (37 KB) BI -R, 201.4220.pdf (25 KB) Administrative Content Executive Content All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be -• from the Consent Agenda and considered in its sequence on the agenda. https://www.boarddocs.com/il/vomp/Board.nsf/Public 2/5/2019 Local Public Agency General Maintenance o'er loll ��'�N11i�41taUon Estimate of Maintenance Costs Submittal Type Original Maintenance Period Local Public Agency C unty Section Number Beginning Ending Mount Prospect Iok 19 -00000 -01 -GM 01 /01 /19 F12/31/19 Maintenance Items Maintenance Operation Maint Eng Category Insp. Req. Material Categories/ Point of Delivery or Work Performed by an Outside Contractor Unit Quantity Unit Cost Cost Total Maintenance Operation Cost Traffic Signal Maintenance IIB Routine Traffic Signal Maintenance LS 1 $23,900.00 $23,900.00 $23,900.00 IIB Non -Routine Traffic Signal Maintenance LS 1 $9,500.00 $9,500.00 $9,500.00 IIB Emergency Traffic Signal Maintenance LS 1 $19,430.00 $19,430.00 $19,430.00 I Village Share IDOT/ County Intersections LS 1 $45,000.00 $45,000.00 $45,000.00 Snow & Ice Control I Salt TON 5,049 $58.66 $296,174.34 $296,174.40 1 Geomelt/Calc. Chloride GAL 110,592 $0.55 $60,825.60 $60,825.60 IIB Snow Removal LS 1 $82,807.00 $82,807.00 $82,807.00 Electricity I LS 1 $200,000.00 $200,000.00 $200,000.00 Pavement Maintenance IIB Crack Seal Pavement LBS 49,633 $1.19 $59,063.27 $59,064.00 Pavement Markings IIB 4" Line - Truck Install LF 93,660 $0.09 $8,429.40 $8,429.40 IIB 4" Line - Hand Install LF 28,330 $0.28 $7,932.40 $7,932.40 IIB 6" Line LF 20,802 $0.60 $12,481.20 $12,481.20 IIB 12" Line LF 16,750 $1.10 $18,425.00 $18,425.00 IIB 24" Line LF 2,400 $1.65 $3,960.00 $3,960.00 IIB Letters & Symbols SF 4,800 $2.50 $12,000.00 $12,000.00 IIB Removal SF 1,400 $0.56 $784.00 $784.00 IIB Replace Reflector Lens EA 320 $12.00 $3,840.00 $3,840.00 IIB Replace Reflector Unit EA 20 $30.00 $600.00 $600.00 Sidewalk Maintenance IIB PCC Sidewalk Removal & Replacement SF 10,101 $5.15 $52,020.15 $52,020.00 Total Operation Cost $917,173.00 Printed 01/14/19 Page 1 of 2 BLR 14222 (Rev. 12/31/18) Estimate of Maintenance Costs Submittal Type Original Maintenance Period Local Public Agency Count Section Beginning Ending Mount Prospect Cook Fig -00000-01-GM 01 /01 /19 F2/31/19 Maintenance Local Public Agency Labor Local Public Agency Equipment Materials/Contracts(Non Bid Items) Materials/Deliver & Install/Request for Quotations (Bid Items) Formal Contract (Bid Items) Maintenance Engineering Maintenance Engineering Material Testing Advertising Bridqe Inspection Enqineeri Remarks Maintenance Total Maintenance Engineering Total Estimate of Maintenance Costs Summary MFT Funds Other Funds Estimated Costs Estimated Maintenance Eng Costs Summary MFT Funds Other Funds Total Est Costs Total Estimated Maintenance $917,173.001 1 $917,173.00 SUBMITTED Local Public Agency Official Date Title Village Engineer County Engineer/Superintendent of Highways Date APPROVED Regional Engineer Department of Transportation Date Printed 01/14/19 Page 2 of 2 BLR 14222 (Rev. 12/31/18) $602,000.00 $602,000.00 $315,173.00 $315,173.00 $917,173.001 $917,173.00 Estimated Maintenance Eng Costs Summary MFT Funds Other Funds Total Est Costs Total Estimated Maintenance $917,173.001 1 $917,173.00 SUBMITTED Local Public Agency Official Date Title Village Engineer County Engineer/Superintendent of Highways Date APPROVED Regional Engineer Department of Transportation Date Printed 01/14/19 Page 2 of 2 BLR 14222 (Rev. 12/31/18) Instructions for BLR 14222 This form is used by all Local Public Agencies (LPAs) to submit their maintenance program and also submit their maintenance expenditure statements. A resolution (BLR 14220) must be submitted and approved by the Illinois Department of Transportation (IDOT) prior to incurring any expenditures. For items required to be bid the estimate of cost must be submitted prior to submittal of required bidding documents. Authorizations will be made based on the resolution and/or the approved contract/ acceptance/request for quotations documents. The maintenance expenditure statement must be submitted within 3 months of the end of the maintenance period. Maintenance resolutions and estimates submitted for future maintenance periods after that date will not be processed until the delinquent maintenance expenditure statement has been submitted. Only one form needs to be completed per maintenance period, combine all operations on one form. For additional information refer to the Bureau of Local Roads Manual (BLRS), Chapter 14. For signature requirements refer to Chapter 2, section 3.05(b) of the BLRS Manual For items being completed for the estimate all materials, equipment, labor and contract amounts are considered estimates. For estimates where LPA equipment is completed, an Equipment Rental Schedule (BLR 12110) must also be submitted for approval. When completing the form for the Maintenance Expenditure all items must be actual amounts spent. Maintenance From the drop down choose which type of document is being submitted. Choose Estimate of Cost if an estimate is being submitted, choose Maintenance Expenditure Statement if a maintenance expenditure statement is being submitted. Submittal Choose the type of submittal, if this is the first submittal choose original, if revising a previous submittal choose, revised. If adding to a previous submittal choose supplemental. Local Public Agency Insert the name of the Local Public Agency. County Insert the County in which the Local Public Agency is located. Maintenance Period Beginning Insert the beginning date of the maintenance period. Ending Insert the ending date of the maintenance period. Section Insert the section number assigned to this project. The letters at the end of the section number will always be a "GM". Maintenance Operations List each maintenance operation separately Maintenance Engineering Category From the drop down choose the maintenance engineering category as it applies to the operation listed to the left. The definitions of the categories can be found in the BLRS Manual Chapter 14, section 14-2.04 Maintenance Engineering Categories are: Category I Services purchased without a proposal such as electric energy or materials purchased from Central Management Services' Joint Purchasing Program or another joint purchasing program that has been approved by the District BLRS or CBLRS. Category II -A Maintenance items that are not included in Maintenance Engineering Category I or do not require competitive sealed bids according to Section 12-1.02(a) or a local ordinance/ resolution. Category II -B Routine maintenance items that require competitive sealed bids according to Section 12-1.02(a) or a local ordinance/ resolution. Routine maintenance includes all items in the following work categories: snow removal, street sweeping, lighting and traffic signal maintenance, cleaning ditches or drainage structures, tree trimming or removal, mowing, crack sealing, pavement marking, shoulder maintenance limited amounts of concrete curb and gutter repair, scour mitigation, pavement patching, and minor drainage repairs. Category III Maintenance items that are not covered by Maintenance Engineering Category I and require competitive bidding with a material proposal, a deliver and install proposal or request for quotations. Printed 01/14/19 BLR 14222 (Rev. 12/31/18) Category IV Maintenance items that are not covered by Maintenance Engineering Category I and require competitive bidding with a contract proposal. The instructions listed below only apply to the maintenance estimate of cost. Insp Req From the drop down choose No or Yes as it applies to the maintenance operation listed to the left. Items requiring no engineering inspection should be no. Material Categories/ List the items for each operation on a separate line, grouping items for the same operation Point of Delivery or Work Performed together, for the operation listed to the left. If work being done as a contract list work by by an Outside Contractor contractor. Unit Insert the unit of measure for the material listed to the left, if applicable Quantity Insert the quantity of material for the material listed to the left, if applicable. Unit Cost Insert the unit cost of the material listed to the left, if applicable. Cost No entry necessary, this is a calculated field. This is the quantity times the unit cost. Total Maintenance Operation Cost Insert the total of the Maintenance Operation Cost, for items done by a contract insert the estimated contract amount. Maintenance Estimate of Maintenance Costs Under each item listed below, list the amount to of estimated MFT funds to be expended and other funds, if applicable. The total Estimated cost is a calculated field. Local Public Agency Labor Insert the estimated amount for LPA labor for all maintenance operations, if applicable. Local Public Agency Equipment Rental Insert the estimated amount for LPA equipment rental for all maintenance operations, if applicable. Materials/Contracts (Non Bid Items) Insert the estimated amount for materials and/or contracts for items the LPA is not required to bid, if applicable. Materials/Deliver & Install, Insert the total amount estimated to be expended on materials/ Request for Quotations (Bid Items) deliver and install proposals and/or Request for Quotations. This will be for items required to be bid. Formal Contracts Insert the total amount estimated to be expended on formal contracts. This will be for items required to be bid. Total Estimated Cost This is a calculated field and will be automatically filled in for each type. This is the sum of all funding for the item. Total Maintenance Operation Cost This is a calculated field, no entry is necessary. This is the sum of all items expended on this operation. Total Maintenance Cost This is a calculated field, no entry is necessary. This is the sum of all maintenance operation costs. Maintenance Engineering Cost Summary Under each item listed below, list under the funding type what the estimated amount to be expended is. Maintenance Engineering Fee Insert the dollar amount of funds estimated to be expended for maintenance engineering. Material Testing Costs Insert the dollar amount of funds estimated to be expended on material testing costs, if applicable. Insert the amount to be paid from MFT and the amount to be paid with local funds, if applicable. Printed 01/14/19 BLR 14222 (Rev. 12/31/18) Advertising Costs Insert the dollar amount of funds estimated to be expended on advertising costs, if applicable. Insert the amount to be paid from MFT and the amount to be paid with local funds, if applicable. Bridge Inspection Costs Insert the dollar amount of funds estimated to be expended on bridge inspection costs, if applicable. Insert the amount to be paid from MFT and the amount to be paid with local funds, if applicable. Total Maintenance Engineering This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Totals: This is a calculated field. It is the total of the estimated maintenance cost plus the estimated maintenance engineering cost. These instructions apply to the Maintenance Expenditure Statement. Maint Eng Category From the drop down select the Maintenance Engineering Category that applies to the operation listed to the left. LPA Labor For the operation listed to the left insert the amount expended for LPA labor, if applicable. LPA Equipment Rental For the operation listed to the left insert the amount expended on LPA equipment rental if applicable. Materials/Contracts (Non -Bid) For the operation listed to the left insert the amount expended for materials and/or contracts that was not required to be bid, if applicable. Materials/Deliver & Install, For the operation listed to the left insert the amount expended using a bidding process for Request for Quotations (Bid Items) materials, deliver & install and/or request for quotations, if applicable. Formal Contract For the operation listed to the left insert the amount expended for items bid using the formal contract process, if applicable. Total Operation Cost This is a calculated field, it will sum the amounts expended for the operation listed to the left. Operation Engineering Inspection Fee For the operation listed to the left insert the amount of engineering inspection charged for this operation, if applicable. Total Maintenance This is a calculated field, no entry necessary. It is the sum of all maintenance operations. Maintenance Engineering Cost Summary Preliminary Engineering Fee Insert the dollar amount of funds spent on preliminary engineering for this maintenance section. Engineering Inspection Fee This is a calculated field, no entry is necessary. This is the sum of all amounts listed under the field "Operation Engineering Inspection Fee". Material Testing Costs Insert the dollar amount of funds spent on material testing costs, if applicable. Advertising Costs Insert the dollar amount of funds spent on advertising costs, if applicable. Bridge Inspection Costs Insert the dollar amount of funds spent on bridge inspection costs, if applicable. Total Maintenance Engineering This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Total Maintenance Program Costs These are calculated fields, no entry is necessary. The maintenance column is the amount from the Total Maintenance Cost listed above. The maintenance engineering is from the amount listed to the left under the Maintenance Engineering Cost Summary. Contributions, Refunds, Enter the dollar amount of contributions, refunds or amounts paid with other funds for this Paid with Other Funds maintenance section, if applicable, for both maintenance and maintenance engineering. Printed 01/14/19 BLR 14222 (Rev. 12/31/18) Total Motor Fuel Tax Portion These are calculated fields, no entry is necessary. This is the sum of the total cost minus the amount paid with funds other than MFT funds. Total Motor Fuel Tax Funds Authorized Insert the total amount of MFT funds authorized for maintenance under the maintenance column, and the total amount of MFT funds authorized for maintenance engineering under the Maint. Engineering column. Surplus/Deficit These are calculated fields, no entry is necessary. This is the sum of the Total Motor Fuel Tax funds authorized minus the Total Motor Fuel Tax portion. A positive number will result in a credit to the unobligated fund of the Motor Fuel Tax fund. A negative number means more funds were spent than authorized. If the negative number has a resolution to cover the overage, the item(s) that resulted in the overage have been approved by IDOT, and are covered in the overrun policy, this amount will be authorized. If these conditions are not met, you must contact your District office for guidance. Certification Upon submittal of this form as the maintenance expenditure statement the LPA official shall check this box as certification. End of instructions for Maintenance Expenditure Statement Submitted Local Public Agency Official The proper official shall sign, insert their title and date here. For Estimates of Cost covering a Township/Road District the road commissioner shall sign and date as Local Public Agency Official. For Municipalities the municipal official shall sign and date here. County Engineer/Superintendent of Highways For County project and/or Township/Road District projects the county engineer/ superintendent of highways shall sign here. Approved Upon approval the Regional Engineer shall sign and date here. This approval is subject to change based upon a documentation review by the Department. A minimum of three (3) signed originals must be submitted to the Regional Engineer's District office. Following the Regional Engineer's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Consultant or County Engineer) District File Printed 01/14/19 BLR 14222 (Rev. 12/31/18) �� Resolution for Maintenance! Tenl � m Under the Illinois Highway Code o Resolution Number Resolution Type Section Number Original 19 -00000 -01 -GM BE IT RESOLVED, by the President and Board of Trustees of the Village of Governing Body Type Local Public Agency Type Mount Prospect Illinois that there is hereby appropriated the sum of nine hundred Name of Local Public Agency seventeen thousand, one hundred seventy-three Dollars ( $917,173.00 ) of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from 01/01/19 to 12/31/19 Beginning Date Ending Date BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that Village of Mount Prospect Local Public Agency Type Name of Local Public Agency shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for expenditure by the Department under this appropriation, and BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) ceritified originals of this resolution to the district office of the Department of Transportation. I Karen Agoranos Village Clerk in and for said Village Name of Clerk Local Public Agency Type Local Public Agency Type of Mount Prospect in the State of Illinois, and keeper of the records and files thereof, as Name of Local Public Agency provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the President and Board of Trustees of Mount Prospect at a meeting held on 02/05/19 Governing Body Type Name of Local Public Agency Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of February, 2019 Month, ear (SEAL) Clerk Signature APPROVED Regional Engineer Department of Transportation Date Printed 01/14/19 BLR 14220 (Rev. 03/13/17) Instructions for BLR 14220 This form shall be used when a Local Public Agency (LPA) wants to perform maintenance operations using Motor Fuel Tax (MFT) funds. Refer to Chapter 14 of the Bureau of Local Roads and Streets Manual (BLRS Manual) for more detailed information. This form is to be used by a Municipality or a County. Road Districts will use BLR 14221. For signature requirements refer to Chapter 2, Section 3.05(b) of the BLRS Manual. When filling out this form electronically, once a field is initially completed, fields requiring the same information will be auto -populated. Resolution Number Insert the resolution number as assigned by the LPA, if applicable. Resolution Type From the drop down box, choose the type of resolution: -Original would be used when passing a resolution for the first time for this project. -Supplemental would be used when passing a resolution increasing appropriation above previously passed resolutions. -Amended would be used when a previously passed resolution is being amended. Section Number Insert the section number of the improvement covered by the resolution. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Resolution Amount Insert the dollar value of the resolution for maintenance to be paid for with MFT funds in words, followed by the same amount in numerical format in the (). Beginning Date Insert the beginning date of the maintenance period. Maintenance periods must be a 12 or 24 month consecutive period. Ending Date Insert the ending date of the maintenance period. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Name of Clerk Insert the name of the LPA Clerk. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. Name of LPA Insert the name of the LPA. Date Insert the date of the meeting. Day Insert the day the Clerk signed the document. Month, Year Insert the month and year of the clerk's signature. Clerk Signature Clerk shall sign here. Approved The Department of Transportation representative shall sign and date here upon approval. A minimum of four(4) certified signed originals must be submitted to the Regional Engineer's District office. Following the Regional Engineer's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Municipal, Consultant or County) District Compliance Review District File Printed 01/14/19 BLR 14220 (Rev. 03/13/17)