ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request for the Following [Council District 1] (Ref. Items 16-220, 17-230, 19-341, 20-019, 20-033, 20-047):
A. REINSTATE the CAPITAL BUDGET for Fiscal Year 2020 for the WESTERN AVENUE IMPROVEMENT - ADAMS STREET to HOWETT STREET, in the Amount of $2,450,000.00.
B. APPROVE a Local Agency AGREEMENT for Federal Participation with the ILLINOIS DEPARTMENT OF TRANSPORTATION (IDOT) to Request 90% HSIP Federal Funding (not to exceed $2,353,423.00) for the WESTERN AVENUE IMPROVEMENT - ADAMS STREET to HOWETT STREET; and
C. APPROVE a RESOLUTION Authorizing the City’s Estimated Minimum Local Agency Funding Match ($9,369.377.00), Subject to the Approval of IDOT, for the WESTERN AVENUE IMPROVEMENT - ADAMS STREET to HOWETT STREET; and
D. APPROVE an AGREEMENT for Reimbursement of Construction Costs to State Facilities with IDOT (not to exceed $431,200.00) for the WESTERN AVENUE IMPROVEMENT - ADAMS STREET to HOWETT STREET; and
E. APPROVE an AGREEMENT for Reimbursement of Water Main Construction Costs with ILLINOIS AMERICAN WATER COMPANY (ILAWC) (not to exceed $780,045.00) for the WESTERN AVENUE IMPROVEMENT - ADAMS STREET to HOWETT STREET.
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BACKGROUND: The Western Avenue improvement, from Adams Street to Howett Street, was originally scheduled to begin construction in 2020. Due to the economic impact of COVID-19, the project was postponed. Staff has communicated with IDOT and other project partners, and the project can be bid in 2020 by approving the actions described herein.
This Council communication consists of five (5) items that must be approved to support the funding and move the project forward. By taking action before August 28, 2020 the project can be included in IDOT’s November 2020 letting. Some of the utility preparatory work can occur in the summer/fall of 2020, and road construction could begin in early spring, 2021.
The design of Western Avenue follows Complete, Green Streets infrastructure policies, including permeable paver bike lanes, new sidewalks, pedestrian-scale street lighting, native landscaping and a new roadway. This project is located in the combined sewer area and has been designed to include features that manage stormwater by infiltration, lessening the burden on the combined sewers.
Item A of this communication will reinstate the original 2020 budgeted funds for this multi-year project. Some of these funds will support construction costs and some of these funds are required for the completion of design engineering ($320,000 in 2020), construction engineering ($100,000 in 2020) and staff engineering ($30,000 in 2020). Future 2021 and 2022 budgets will be required to support the balance of engineering and construction costs.
The total construction cost is estimated at $11.7 million, and the cost is supported by approximately $2.35 million in federal funding and additional reimbursements of approximately $430,000 from IDOT and approximately $780,000 from ILAWC. Items B through E pertain to construction costs.
Item B of this communication is the Local Agency Agreement with IDOT that provides Highway Safety Improvement Program (HSIP) federal funding in the amount not to exceed $2,353,423.00 and a City contribution of $9,369,377.00. This agreement must be executed and transmitted to IDOT by August 28, 2020 for the project to be included on the November 2020 IDOT letting. Further, the construction contract must be executed by IDOT by July 2021 to guarantee the $2,353,423 in federal funding.
Item C is a Resolution required by IDOT, pledging the City’s share in the amount of $9,369,377.00, as stated in Item B.
Item D is an agreement with IDOT for IDOT to reimburse the City for the estimated construction cost for improvements in the not to exceed amount of $431,200.00 for the area of Western Avenue from Lincoln Avenue to Howett Street, which is under IDOT’s jurisdiction. This work includes resurfacing and restriping pavement and upgrades to the traffic signals. The disruption to the public will be minimized by including both the City and IDOT’s work in one construction contract.
Item E is an agreement with ILAWC for ILAWC to reimburse the City for the estimated construction cost for water main improvements in the not to exceed amount of $780,045.00. Approximately 3,650 lineal feet of new water main will be installed under the new roadway.
Attachments to this communication include:
• The CIP Budget information for Western Avenue (Item A)
• The Local Agency Agreement for Federal Participation (Item B)
• The Resolution authorizing the City’s local share of funding (Item C)
• The IDOT Agreement to reimburse the City for certain work (Item D)
• The ILAWC Agreement to reimburse the City for certain work (Item E)
FINANCIAL IMPACT:
Reinstating the 2020 budget will support the following engineering expenses for 2020:
Design Engineering $320,000
Construction Engineering $100,000
Staff Engineering $ 30,000
Total Estimated 2020 Engineering costs: $450,000
Funds must be available for engineering and for the City’s share of estimated construction expenses in the current and future budget years for the Western Avenue CIP project. See attached CIP information.
The estimated construction expenses and not-to-exceed (NTE) reimbursements associated with the subject agreements and resolution are summarized below:
Total Estimated construction cost: $11,722,800
Less NTE HSIP funding: 2,353,423
Total Estimated City share before reimbursement by others: $ 9,369,377
Less NTE reimbursement from IDOT: $ 431,200
Less NTE reimbursement from ILAWC: 780,045
Total (Net) Estimated City share of project construction cost: $ 8,158,132
NEIGHBORHOOD CONCERNS: Four (4) public meetings have been held to date regarding this project: October 20, 2016, February 13, 2017, May 8, 2017, and March 7, 2019. The project has been designed with consideration of the public input received.
IMPACT IF APPROVED: The required documents will be in place for the project to be included on IDOT’s November 2020 letting, and the federal funding will be secured. Construction will begin in early spring, 2021.
IMPACT IF DENIED: The required documents will not be in place for the project to be included on IDOT’s November 2020 letting, and the construction start date will be delayed. If the contract is not awarded by July 2021, the federal funding will be jeopardized.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: N/A
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
2. Beautiful Peoria
3. Grow Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Reinvest in neighborhoods.
3. Support sustainability.
DEPARTMENT: Public Works