CITY OF WARRENVILLE MEMO

Transcription

1 F-5 CITY OF WARRENVILLE MEMO To: Mayor, City Council, and City Administrator Coakley From: Senior Civil Engineer Kuchler Subject: WILLIAMS ROAD BRIDGE UPDATED CONSTRUCTION AGREEMENT Date: March 3, 2015 The purpose of this memorandum is to describe the updated construction agreement the City needs to execute to reflect updated construction costs. Bids were opened on this project in November The low bid was $634,564 more than the engineer s opinion of probable construction costs. City staff presented this information to City Council in December 2014, where City Council authorized Mayor Brummel to sign a letter of concurrence for the Illinois Department of Transportation (IDOT) to award the contract. At that time, IDOT did commit to additional Surface Transportation Program (STP) bridge funding toward the eligible part of the increased costs. Exhibit A is a copy of an from IDOT staff to City staff. Exhibit B is a Local Agency Agreement Amendment No. 1 summarizing the increased costs based on the actual low bid, and the sharing of costs for the project between the City and STP Bridge funds. The total construction and construction engineering costs are now $3,757,142, of which the City will be responsible for $1,324,506. There are sufficient funds proposed in the FY 2016 budget to cover the City s share of construction and construction engineering costs that will occur during FY2016. Staff recommends that Mayor Brummel be authorized to execute the Local Agency Agreement Amendment No. 1 for Federal Participation in an amount not to exceed $3,757,142.

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3 Kuchler, Phil From: Sent: To: Subject: Exhibit A Smith, Mike Monday, December 01, :13 AM Coakley, John; Kuchler, Phil FW: Item 34, November 21, 2014 letting, City of Warrenville, Williams Rd., BR, All, Additional participatory costs will be paid 80% by the State, 20% by the City for the Williams Road Bridge Replacement project I sent a request to the State this morning for additional information / break out of costs to estimate the City s additional cost for the entire project Mike Mike From: Riddle, Charles F [mailto:charles.riddle@illinois.gov] Sent: Monday, December 01, :07 AM To: Smith, Mike; Tredinnick, Glenn Cc: Aqueel, Fawad F; Ramos, Carmen E; Graziano, James M.; Latinwo, Temi B Subject: RE: Item 34, November 21, 2014 letting, City of Warrenville, Williams Rd., BR, We will pick up the additional (eligible) funding at the 80/20 matching ratio. The city will be responsible for the nonparticipating items at the bid prices at 100%. From: Smith, Mike [mailto:msmith@warrenville.il.us] Sent: Wednesday, November 26, :35 PM To: Riddle, Charles F; Tredinnick, Glenn Cc: Aqueel, Fawad F; Ramos, Carmen E Subject: RE: Item 34, November 21, 2014 letting, City of Warrenville, Williams Rd., BR, Chad, Based on the numbers below the City is estimating that the bid is over the engineer s estimate for participatory costs of approximately $623,000. Is there Federal STP Bridge Funds available to cover 80% of these additional costs, estimated at approx $500,000? If so, can any commitment be made prior to the City concurring with contract award? Staff is attempting to give an estimate of increased cost that the City will incur so the Council can vote to concur with awarding the bid to the lowest responsible bidder. Also, is there specific action the City Council needs to take to concur with the awarding of the contract such as a resolution? Specific requirements by the State? 1

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5 Exhibit B Local Agency State Contract Day Labor Local Contract RR Force Account Local Agency Amendment # 1 for Federal Participation City of Warrenville Section: BR Fund Type: STP-Br ITEP and/or SRTS Number Construction Engineering Right-of-Way Job Number Project Number Job Number Project Number Job Number Project Number C BRM-4003(344) 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. Location Location Williams Road Route MS 2000 Length 0.24 mile Termini Morris Court to Batavia Road over West Branch DuPage River 0.1 mile north of Batavia Road Current Jurisdiction LA TIP Number Existing Structure No Amended Division of Cost Type of Work % % LA % Total Participating Construction 2,092,740 ( * ) ( ) 523,185 ( BAL ) 2,615,925 Non-Participating Construction ( ) ( ) 716,347 ( 100 ) 716,347 Preliminary Engineering ( ) ( ) ( ) Construction Engineering 339,896 ( * ) ( ) 84,974 ( BAL ) 424,870 Right of Way ( ) ( ) ( ) Railroads ( ) ( ) ( ) Utilities ( ) ( ) ( ) Materials TOTAL $ 2,432,636 $ $ 1,324,506 $ 3,757,142 *Maximum FHWA (STP-Br) participation 80% not to exceed $2,432,636. Non- Particpating Construction includes but is not limited to watermain, sanitary sewer, lift station and lighting. 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. Changes to Agreement Provisions 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. Printed 3/3/2015 Page 1 of 2 BLR (Rev. 07/11/14)

6 The LA further agrees, as a condition of payment, that it accepts and will comply with the applicable provisions set forth in this Amendment. APPROVED Local Agency APPROVED State of Illinois Department of Transportation David L. Brummel Name of Official (Print or Type Name) Erica J. Borggren, Acting Secretary Date Mayor By: Title (County Board Chairperson/Mayor/Village President/etc.) Aaron A. Weatherholt, Deputy Director of Highways Date (Signature) Date Omer Osman, Director of Highways/Chief Engineer Date The above signature certifies the agency s TIN number i conducting business as a Governmental Entity. Michael A. Forti, Chief Counsel Date DUNS Number Tony Small, Director of Finance and Administration Date NOTE: If signature is by an APPOINTED official, a resolution authorizing said appointed official to execute this agreement is required. Printed 3/3/2015 Page 2 of 2 BLR (Rev. 07/11/14)