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HomeMy WebLinkAbout5. NEW BUSINESS 03/18/2008 Mount Prosped Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VILLAGE ENGINEER TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 11, 2008 SUBJECT: ROUTE 21, MILWAUKEE AVENUE RECONSTRUCTION FUNDING RESOLUTION (EST. COST $16.477) BACKGROUND The Illinois Department of Transportation (lOOT) has scheduled reconstruction of Route 21, Milwaukee Avenue Palatine Road to Sanders Road, to begin this year. The bid opening is scheduled for this spring and construction is expected to start early this summer. The project cost estimate is over $16 million. While the entire limits of the project are outside of the Village of Mount Prospect, there are specific features of the project that warrant mentioning: . The Milwaukee Avenue and River Road intersection will be reconfigured to provide full access and turn movements in all directions between River and Milwaukee. . The bridge over the Des Plaines River will be reconstructed at a height that will raise the west approach roadway to the bridge. This raised roadway will serve as part of the levee system, preventing water from overflowing into the residential neighborhood to the west and keeping the road operable during severe rainstorms. . To provide efficient traffic flow, the traffic signals at River Road and Seminole Lane, partially within the Village of Mount Prospect, will be modified and interconnected with the new signals at River Road and Milwaukee Avenue. DISCUSSION The cost for operation and maintenance of the traffic signals at Seminole Lane and River Road are paid for jointly by lOOT, Mount Prospect (Village) and Prospect Heights (City). lOOT is responsible for 660/0 of the maintenance costs, Mount Prospect and Prospect Heights are each responsible for 170/0. The Village and the City are also each responsible for 500/0 of the energy costs. In addition, the Village is responsible for 1000/0 of the operation and maintenance costs of the emergency vehicle pre-emption signal at this intersection. It is consistent with previous projects that lOOT has presented to the Village an intergovernmental agreement to give plan approval and to pass a funding resolution to pay for a portion of the improvements to the traffic signals and for the reconnection of the emergency vehicle pre-emption signal at this intersection. The cost to the Village A Page two ... Route 21 Improvements March 11. 2008 for these improvements is estimated to be $16,477.00 and is consistent with the current proportional share of the cost to operate and maintain these signals. 800/0 of this amount will be due upon award of the construction contract by lOOT. The remainder of the Village's share will be due upon completion and approval of the final inspection following construction. RECOMMENDATION I have reviewed the project plans and the Intergovernmental Agreement and find them acceptable. I recommend that the Village Board pass the Funding Resolution and authorize the Mayor to sign the Plan Approval form at the March 18, 2008 Village Board meeting. There are sufficient funds in the 2008 Budget to cover this proposed contract. Jeff Wulbecker H:Engineering\Agencies\IDOl\PROJECTS\Route21\Recon\AgMm "Exhibit B" FUNDING RESOLUTION WHEREAS, the Village of Mount Prospect has entered into an AGREEMENT with the STATE OF ILLINOIS for the improvement of Illinois Route 21 , known as State Section; 3268 F-R-1; and WHEREAS, in compliance with the aforementioned AGREEMENT, it is necessary for the Village to appropriate sufficient funds to pay its share of the cost of said improvement. NOW THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of sixteen thousand, four hundred and seventy seven dollars ($16,477) or so much thereof as may be necessary, from any money now or hereinafter allotted to VILLAGE to pay its share of the cost of this improvement as provided in the AGREEMENT; and BE IT FURTHER RESOLVED, that upon award of the contract for this improvement, the VILLAGE will pay to the STATE 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 said STATE the remainder of the obligation in a lump sum, upon completion of the project based on final costs. BE IT FURTHER RESOLVED, that the VILLAGE agrees to pass a supplemental resolution to provide any necessary funds for its share of the cost of this improvement if the amount appropriated herein proves to be insufficient, to cover said cost. STATE OF ILLINOIS ) COUNTY OF COOK ) I, Clerk in and for the Village of Mount Prospect hereby certifY the foregoing to be a true perfect and complete copy of the resolution adopted by the at a meeting on ,20_A.D. IN TESTIMONY WHEREOF, I have hereunto set my hand seal this day of .20 A.D. Village Clerk (SEAL) PLAN APPROVAL WHEREAS, in order to facilitate the improvement of Illinois Route 21 known as Milwaukee Avenue, State Section: 3268F-R-l, the VILLAGE agrees to that portion of the plans and specifications relative to the VILLAGE's financial and maintenance obligations described herein, prior to the STATE's advertising for the aforedescribed proposed improvement. Approved Title Date _1'L F AP Route 347 Illinois Route 21 State Section: 3268F-R-l Cook County Job No.: C-91-048-02 Agreement No.: IN-I08-019 Contract No.: 62387 AGREEMENT This Agreement entered into this _ day of ,20 A.D, by and between the STATE OF ILLINOIS, acting by and through its DEPARTMENT OF TRANSPORTATION hereinafter called the STATE, and the Village of Mount Prospect, ofthe State of Illinois, hereinafter called the VILLAGE. WITNESSETH: WHEREAS, the STATE in order to facilitate the free flow of traffic and insure safety to the motoring public, is desirous of improving approximately 7,350 feet of Milwaukee Avenue, (FAP Route 374, U.S. Route45/Illinois 21, STATE Section 3268F-R-1, reconstructing U.S. Route 45/Illinois 21, from approximately 75 feet north of Apple Drive to approximately 175 feet north of Sanders Road, providing two 12 foot through traffic lanes in each direction separated by 12 foot and variable width landscaped barrier medians, flush/striped medians and/or two way left turn lanes. Southbound Illinois 21/Milwaukee Avenue will be provided with 12 foot left turn lanes at Winkleman Road and at the commercial entrance approximately 1,900 feet to the south of Winkleman Road and a 12 foot and variable width right turn lane will be provided at U.S. Route 45/Des Plaines River Road, Northbound Illinois 21/Milwaukee Avenue will be provided with a 12 foot left turn lane at the Lake Avenue Woods Forest Preserve entrance, at Forest Preserve Drive., at U.S. 45/ Des Plaines River Road and at Apple Drive. The bridge carrying Illinois Route 21 over the Des Plaines River will be removed and reconstructed. As part of this project, the point at which U.S. Route 45/Des Plaines River Road intersects Illinois Route21/Milwaukee Avenue will be relocated approximately 350 feet to the south of its existing location. Approximately 630 feet of U.S. Route 45/Des Plaines River Road will be relocated and reconstructed to provide Southbound U.S. Route 45/Des Plaines River Road with 12 foot and variable width through traffic lanes and Northbound U.S. Route 45/Des Plaines River Road with two 12 foot and variable width left turn lanes and a 12 foot and variable width right turn lane at Illinois Route 21/Milwaukee Avenue and a 12 foot and variable width left turn lane at the proposed access road to be located approximately 300 feet south of the U.S. Route 45/Des Plaines River Road at Illinois Route 21 /MiIwaukee Road intersection. The proposed access road will be approximately 365 feet long and shall have one 12 foot through traffic lane in each direction separated by 12' wide striped median. Approximately 275 feet of Winkleman Road will be reconstructed and realigned with Forest Preserve Drive and be provided with one 11 foot and variable width through traffic lane in each direction separated by thermoplastic pavement marking. Approximately 80 feet of Forest Preserve Drive will be reconstructed to provide one 12 foot through traffic lane in each direction separated by thermoplastic pavement marking. Traffic signal modernization complete with interconnection and Emergency Vehicle Pre-emption will be provided at Illinois Route 21 at Apple Drive, Illinois Route 21 at U.S. Route 45 and at U.S. Route 45 at Old Willow Road/Seminole Lane. Also to be included shall be sidewalk removal and replacement, storm sewer work, watermain relocation, floodwall construction and by performing all other work necessary to complete the improvement in accordance with the approved plans and specifications; and -2- WHEREAS, the VILLAGE is desirous of said improvement in that same will be of immediate benefit to the VILLAGE residents and permanent in nature; NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto agree as follows: 1. The STATE agrees to make the surveys, obtain all necessary rights of way, prepare plans and specifications, receive bids and award the contract, furnish engineering inspection during construction and cause the improvement to be built in accordance with the approved plans, specifications and contract. 2. The STATE agrees to pay for all right of way, construction and engineering costs, subject to reimbursement by the VILLAGE as hereinafter stipulated. 3. It is mutually agreed by and between the parties hereto that the estimated cost and cost proration for this improvement is as shown on Exhibit A. 4. The VILLAGE has passed a resolution appropriating sufficient funds to pay its share of the cost for this improvement, a copy of which is attached hereto as "Exhibit B" and made a part hereof. The VILLAGE further agrees that upon award of the contract for this improvement, the VILLAGE will pay to the STATE in a lump sum from any funds allotted to the VILLAGE, an amount equal to 80% of its obligation incurred under this -3- AGREEMENT, and will pay to said STATE the remainder of the obligation in a lump sum, upon completion of the project based upon final costs. The VILLAGE further agrees to pass a supplemental resolution to provide necessary funds for its share of the cost of this improvement if the amount appropriated in "Exhibit B" proves to be insufficient, to cover said cost. 5. The VILLAGE has adopted and will put into effect an appropriate ordinance, prior to the STATE's advertising for the proposed work to be performed hereunder, or shall continue to enforce an existing ordinance, requiring that parking be prohibited within the limits ofthis improvement, a copy of which is attached hereto as "Exhibit C", and will in the future prohibit parking at such locations on or immediately adjacent to this improvement as may be determined necessary by the STATE from traffic capacity studies. 6. The VILLAGE has adopted and will put into effect an appropriate ordinance, prior to the STATE's advertising for the proposed work to be performed hereunder, or shall continue to enforce an existing ordinance, prohibiting the discharge of sanitary sewage and industrial waste water into any storm sewers constructed as a part of this improvement, a copy of which is attached hereto as "Exhibit D". -4- 7. Prior to the STATE advertising for the work proposed hereunder, the disposition of encroachments will be cooperatively resolved with representatives from the VILLAGE and the STATE. The VILLAGE has adopted and will put into effect an appropriate ordinance, prior to the STATE's advertising for the proposed work to be performed hereunder, or shall continue to enforce an existing ordinance, relative to the disposition of encroachments and prohibiting in the future, any new encroachments within the limits of the improvements, a copy of which is attached as "Exhibit E". 8. The VILLAGE has adopted a resolution, will send a letter, or sign the Plan Approval page which is part of this document, prior to the STATE advertising for the work to be performed hereunder, approving the plans and specifications as prepared. 9. The VILLAGE agrees not to permit driveway entrance openings to be made in the curb, as constructed, or the construction of additional entrances, private or commercial, along Illinois Route 21 and/or U.S. Route 45 without the consent of the STA TE. 10. The VILLAGE shall exercise its franchise rights to cause private utilities to be relocated, if required, at no expense to the S TATE. -5- 11. The VILLAGE agrees to cause its utilities installed on right of way after said right of way was acquired by the STATE or installed within the limits of a roadway after the said roadway's jurisdiction was assumed by the STATE, to be relocated and/or adjusted, if required, at no expense to the STATE. 12. Upon final field inspection of the improvement and so long as Illinois Route 21 and U.s. Route 45 are used as a STATE Highways, the STATE agrees to maintain or cause to be maintained the median, the through traffic lanes lying on either side of the median/centerline and the left-turn and right-turn lanes, and the curb and gutter or stabilized shoulders and ditches adjacent to those traffic lanes and turn lanes. 13. Upon final field inspection of the improvement, the VILLAGE agrees to maintain or cause to be maintained those portions of the improvement which are not maintained by the STATE, sidewalks, parkways, guardrails, crosswalk and stop line markings, VILLAGE owned utilities including appurtenances thereto, and shall maintain the storm sewers and appurtenances by performing those functions necessary to keep the sewer in a serviceable condition including cleaning sewer lines, inlets, manholes, and catch basins along with the repair or replacement of inlet, manhole and catch basins' frames, grates or lids. The maintenance, repair and/or reconstruction of storm sewers constructed as part of this improvement beyond the aforedescribed responsibilities shall be that of the STATE. -6- The VILLAGE further agrees to maintain the floodwall and all associated appurtenances as constructed as apart of this improvement within the VILLAGE limits. The VILLAGE further agrees to continue its existing maintenance responsibilities on all side road approaches under its jurisdiction, including all left and right turn lanes on said side road approaches, up to the through edge of pavement of Illinois Route 21 and U.S. Route 45. Drainage facilities, if any, -at the aforementioned side roads located within the STATE right-of-way shall be the joint maintenance responsibility of the STATE and the VILLAGE unless there is an agreement specifying different responsibilities. 23. Upon acceptance by the STATE of the traffic signal work included herein, the financial responsibility for the maintenance and electrical energy charges for the operation of the traffic signal(s) shall be prpportioned as follows: Intersection Maintenance Elect. Energy U.S. Route 45 @ Old Willow Rd./ Seminole Ln. STATE Share VILLAGE Share Prospect Height Share 66% 17% 17% 0% 50% 50% It is mutually agreed that the actual traffic signal maintenance will be performed by the STATE, either with its own forces or through an ongoing contractual agreement. '7 The STATE agrees to bill the VILLAGE for its proportionate share of the traffic signal maintenance costs on a three-month basis. The amount billed shall be the actual costs incurred less any third party damage claims received during the billing period for repair of traffic signals that are the responsibility of the billed party. Any proposed expenditures in excess of $5,000 for repair of damage to any single traffic signal installation must be approved by the billed party before the expenditure is made. The STATE reserves the right to examine the records of the VILLAGE to determine that costs billed are fully documented. The STATE agrees to make arrangements with the local power company to furnish the electrical energy for the operation of the traffic signals. The VILLAGE agrees to pay their proportionate share of this cost as billed by the local power company. The STATE retains the right to control the sequence and timing of the traffic signals. Payment by the STATE of any or all of its share of maintenance and energy costs is contingent upon the S TATE receiving adequate funds in its annual appropriation. The parties hereto agree that the traffic signal maintenance and energy provisions of this Agreement shall remain in effect for a period of twenty (20) years from the date of its execution or so long as the traffic signals covered by the terms of this Agreement or any amendment hereto remain in place either in their current or some -8- modified configuration, whichever, is the shorter period of time. Such an effective term shall apply unless otherwise agreed in writing by the parties hereto. 14. The STATE's Electrical Maintenance Contractor shall maintain the "Emergency Vehicle Pre-Emption System" equipment, located at the traffic signal modernization to be maintained by the STATE. The STATE's Electrical Maintenance Contractor shall invoice the VILLAGE for the maintenance costs related to the maintenance of the "Emergency Vehicle Pre-Emption System" equipment. The VILLAGE shall maintain the emitters and associated appurtenances at its own expense. The emitters shall be maintained and tested by the VILLAGE in accordance with the recommendations of the manufacturer. 15. It is mutually agreed, if, in the future, the STATE adopts a roadway or traffic signal improvement passing through the traffic signals included herein which requires modernization or reconstruction to said traffic signals then the VILLAGE agrees to be financially responsible for its share of the traffic signals and all costs to relocate or reconstruct the emergency vehicle pre-emption equipment in conjunction with the STATE's proposed improvement. 16. It is mutually agreed that the S TATE's Electrical Maintenance Contractor will send to the VILLAGE an itemized invoice covering the actual cost for the maintenance of the "Emergency Vehicle Pre-Emption System" equipment during the preceding period. -Q- Upon receipt of said invoice, the VILLAGE agrees to pay the STATE's Electrical Maintenance Contractor the amount of the invoice by certified check. 17. The VILLAGE agrees to ensure that minority business enterprises, as defined in 49 CFR, Part 23, have the maximum opportunity to participate related to the maintenance of the "Emergency Vehicle Pre-Emption System" equipment. The VILLAGE shaH maintain the emitters and associated appurtenances at its own expense. The emitters shaH be maintained and tested by the VILLAGE in accordance with the recommendations of the manufacturer. 18. The VILLAGE agrees that in the event any work is performed by other than VILLAGE forces, the provisions of "an act regulating wages of laborers, mechanics and other workers employed in public works by the State, County, or any public body or any political subdivision or by anyone under contract for public works" (Illinois Compiled Statutes, 820 ILCS 130/1) shaH apply. 19. Under penalties of perjury, the VILLAGE certifies that its correct Federal Tax Identification number is and it is doing business as a GOVERNMENTAL ENTITY, whose mailing address is -10- Obligations of the STATE and the VILLAGE will cease immediately without penalty or further payment being required if, in any fiscal year, the Illinois General Assembly or Federal funding source fails to appropriate or otherwise make available funds for this contract. This AGREEMENT and the covenants contained herein shall be null and void in the event the contract covering the construction work contemplated herein is not awarded within the three years subsequent to execution of the agreement. This Agreement shall be binding upon and to the benefit of the parties hereto, their successors and assigns. Village of Mount Prospect Attest: By: Village Clerk Title: Mayor Date: (SEAL) STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION By: Deputy Director of Highways, Region One Engineer Date: s:\ WP\Projsupp\AGMTS\kw080215mtpropsepctiI21 mainagr.doc .... FEDERAL ST A TE/OTHERS VILLAGE TOTAL Type of Work COST % COST % COST % All roadway work excluding the following: $ 10,800,000 80% $ 2,700,000 20% $ N/A% $ 13,500,000 P&C Engineering (15%) $ 1,620,000 80% $ 405,000 20% $ N/A% $ 7,025,000 TRAFFIC SIGNALS U.S. 45@Old Willow/Seminole Drive $ N/A% $ N/A% $ 5,328 3.33% $ 5,328 P.& Engineering (15%) $ N/A% $ N/A% $ 799 3.33% $ 799 Emergency Vehicle Pre-Emotion $ N/A% $ N/A% $ 9,000 100% $ 9,000 P. &C. Engineering $ (15%) N/A% $ N/A% $ 1,350 100% $ 1,350 OTHER WORK All other work $ N/A% $ 813,300 100% $ $ 813,300 P. &C. Engineering (15%) $ $ 121,995 100% $ $ 121,995 TOTAL $ 12,420,000 $ 4,040,295 $ 16,477 $ 16,476,772 EXHIBIT A ESTIMATE OF COST & PARTICIPATION Note: The Village's participation shall be predicated on the percentages shown above for the specified work. The rillage's cost shall be determined by multiplying the final quantities times the contract unit price plus 15% for onstruction and preliminary engineering.