R2025-301 Resolution to Appropriate Additional Motor Fuel Tax Funds for Restoration of Streets and Highways by Municipality Under the Illinois Highway Code, City Project 2025-08, Annual Street Restoration, Section 25-00508-00-FP

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Engineer's Estimate 52,371,218.02 Five contractors took out bid packages and only one submitted a bid. Dunn Company provided the lowest responsible bid at 12.73% over the engineer's estimate. The largest contributor to the higher than expected bid is the cost to perform all pavement work on East Ash Avenue overnight as specified. Other contributing factors include the challenge of completing the considerable amount of patching work on East & West Ash Avenue and the cost to mill into the old concrete surface on South Franklin Street. City staff does not see much benefit in rebidding the project. The City recently received an unexpected payment of over $300,000 in COVID funds from IDOT which should cover the added cost. Outside these funds, the overall State MFT fund balance can cover the added cost. Dunn Company has successfully completed many jobs of this type for the city. Following approval by the Mayor and City Council. the contracts and bid tabulation will be forwarded to the Illinois Department of Transportation (IDOT) for final approval in accordance with the rules governing the disbursement of State Motor Fuel Tax funds. MINORITY PARTICIPATION GOALS ON STATE MOTOR FUEL TAX FUNDED PROJECTS: The City receives State Motor Fuel Tax fiends which are used to perform contract maintenance on streets and bridges on a regular basis. The expenditure of State MFT funds is highly regulated by the Illinois Department of Transportation. The City's minority participation goals may not be applied to State MFT projects. LEGAL REVIEW: The specifications for the Street Restoration project were reviewed by Legal on October 7. 1025 PRIOR COUNCIL ACTION: August 18, 2025 —Council approved Resolution R2025-242 appropriating S2.300.000 of Motor Fuel Tax funds for the purpose of rehabilitating streets and highways under the applicable provisions of the Illinois Highway Code. POTENTIAL OBJECTIONS: There are no known objections to this resolution and bid award. INPUT FROM OTHER SOURCES: Illinois Department of Transportation. STAFF REFERENCE: Matt Newell. Public Works Director and Paul Caswell, City Engineer. Matt Newell will be in attendance at the City Council meeting to answer any questions of the Council on this item. This memorandum was prepared by Don Cisco, Engineering Project Manager. BUDGET/TIME IMPLICATIONS: Budget Impact: Funding for a majority of this project is allocated in the State Motor Fuel Tax Fund. Other sources include the Water Fund. Sanitary Sewer Fund. and Storm Water Fund. Valve box adjustments will be funded from the Water Fund (S68,640). Sanitary manhole adjustments will be funded out of the Sanitary Sewer Fund (S71.720). Storm manhole, catch basin, and inlet adjustments will be funded out of the Storm Water Fund (S23.559). It is proposed that a total project expenditure of S2,773.919 be authorized which includes $2,610.000 of State Motor Fuel Tax money. This amount represents the low bid amount of 52.673,124.77 plus 8100.794 23 for project contingencies. The city recently received an additional S317.464.06 in Covid Relief Funds. which covers the $310.000 additional appropriation request.