R2024-311 Resolution Authorizing a Local Public Agency Agreement with the State of Illinois to Improve 27th Street, City Project 2024-11

Home Browse Search

Docusign Envelope ID:8C248403-F578-4B55-8948-C45COB82DBF8 Construction Engineering Right-of-Way Local Public Agency Section Number State Job Number State Job Number State Job Number City of Decatur '� 24-00411-00-RP I C-97-110-24 contract. IV. LPA FISCAL RESPONSIBILITIES 4.1 To provide all initial funding and payment for work specified under this Agreement. 4.2 Reimbursement Requests.For reimbursement requests the LPA will submit supporting documentation with each invoice. Supporting documentation is defined as verification of payment,certified time sheets or summaries,vendor invoices,vendor receipts,cost plus fix fee invoice,progress report,personnel and direct cost summaries,and other documentation supporting the requested reimbursement amount(Form BLR 05621 should be used for consultant invoicing purposes).LPA invoice requests to the STATE will be submitted with soquentlal Invoice numbers by project. LPA's must justify continued funding on inactive projects.An inactive project is defined as a project with no expenditures for the past twelve(12)months.To keep projects active,invoicing must occur a minimum of one time within any given twelve(12) months period. However,to ensure adequate processing time,the first invoice shall be submitted to the STATE within six(6) months of the date of execution of this Agreement.Subsequent invoices will be submitted in intervals not to exceed six(6) months. 4.3 Final Invoice:The LPA will submit to the STATE a complete and detailed final invoice with applicable supporting documentation of all incurred costs,less previous payments, no later than twelve(12)months from the date of completion of work or from the date of the previous invoice,whichever occurs first.If a final invoice is not received within this time frame,the most recent invoice may be considered the final invoice and the obligation of the funds closed. Form BLR 05613(Engineering Payment Record)is required to be submitted with the final invoice for engineering projects. 4.4 Project Closeout:The LPA shall provide the final report to the appropriate STATE district office within twelve(12)months of the physical completion date of the project so that the report may be audited and approved for payment.If the deadline cannot be met,a written explanation must be provided to the district prior to the end of the twelve(12)months documenting the reason and thew anticipated date of completion.If the extended deadline is not met,this process must be repeated until the project is closed. Failure to follow this process may result in the immediate closeout of the project and loss of further funding. 4.5 Project End Date:The period of performance(end date)for state obligation purposes is five(5)years for projects under $1,000,000 or seven(7)years for projects over$1,000,000 from the execution date of the Agreement.Joint agreement amendments for time extensions must be received and approved prior to expiration of the project end date.Failure to extend the end date may result in the immediate close-out of the project and loss of further funding. V.THE LPA AGREES 5.1 To acquire in its name,or in the name of the STATE if on the STATE highway system,all right-of-way necessary for this project in accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,and established State policies and procedures.Prior to advertising for bids,the LPA shall certify to the STATE that all requirements of Titles II and III of said Uniform Act have been satisfied.The disposition of encroachments,if any, will be cooperatively determined by representatives of the LPA,the STATE,and the FHWA if required. 5.2 To provide for all utility adjustments and to regulate the use of the right-of-way of this improvement by utilities, public and private,in accordance with the current Utility Accommodation Policy for Local Public Agency Highway and Street Systems. 5.3 To provide on-site engineering supervision and inspection during construction of the proposed improvement. 5.4 To retain jurisdiction of the completed improvement unless specified otherwise by schedule(schedule should be accompanied by a location map).If the improvement location is currently under road district jurisdiction,a jurisdictional schedule is required. 5.5 To maintain or cause to be maintained the completed improvement(or that portion within its jurisdiction as established by addendum)in a manner satisfactory to the STATE. 5.6 To provide if required,for the Improvement of any railroad-highway grade crossing and rail crossing protection within the limits of the proposed improvement. 5.7 To regulate parking and traffic in accordance with the approved project report. 5.8 To regulate encroachments on public rights-of-way in accordance with current Illinois Compiled Statutes. 5.9 To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in accordance with the current Illinois Compiled Statutes. 5.10 For contracts awarded by the LPA,the LPA shall not discriminate on the basis of race,color,national origin or sex in the award and performance of any USDOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26.The LPA shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of USDOT-assisted contracts.The LPA's DBE program,as required by 49 CFR part 26 as approved by USDOT,is incorporated by reference in this Agreement.Upon notification to the recipient of its failure to carry out its approved program,the STATE may impose sanctions as provided for under Part 26 and may,in appropriate cases,refer the matter for Page 4 of 7 BLR 05310S(Rev.05/09/24)