R2014-47 APPROPRIATE ADDITIONAL MOTOR FUEL TAX FUNDS TO PAY PORTION OF CONSTRUCTION COST & ENGINEERING COSTS FOR FRANKLIN STREET STREETSCAPE PROJECT

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On April 25, 2014, the Illinois Department of Transportation opened bids for the Franklin Street Streetscape project with the following results: ................. ..................................................................... . ....................._....................... Compared to Engineer's Est. BidderBid Price ' Over(-Under) Otto Baum Company, Inc $2,084,238.76 ' 4.3% .............................................................._._._. Kinney Contractors, Inc. $2,139,990.40 : 7.1% Engineer's Estimate $1,999,016.00 --- _.......8......_........................................................................................ ............................................_....._.._..._....._......._.__..__._... ..............._........_......................_..............._................................,........................................................._._........_................._..._ The low bid received from Otto Baum Company is $85,222.76 over the estimate provided by Chastain&Associates. IDOT is prepared to award the bid and requests that the City concur with an award to Otto Baum at the increased project cost. Amendment to the Local Agency Agreement The Franklin St. Streetscape project involves replacing the sidewalks along with curb and gutter on Franklin Street between Wood Street and Eldorado Street to assure compliance with the American Disabilities Act. In addition to sidewalk work,the project will also install landscaping, street lighting, conduit for a future festival power system to eliminate overhead wires during events, and a conduit for a future fiber optic line to connect the Law Enforcement Center and Library to the Civic Center. The total City matching cost is $4,239 over the construction estimate proposed in the original agreement passed by the City Council on March 17, 2014. The actual bid prices were higher than anticipated on the 20% ($5,706 higher) and 50% ($58,158 higher) items and lower on the 100% ($59,625 less) City items. As shown on Table 1, the 20% and 50% costs are to be paid with MFT funds which require Council to authorize a higher MFT allocation. The key element of the Amendment to the Local Agency Agreement is the Division of Cost section which outlines the bid prices received for the project and how the expenses will be paid. The following paragraphs detail the division of cost by type of work: Participating Construction. Illinois Transportation Enhancement Program(ITEP) funding only pays for non-street construction that includes pedestrian related enhancements such as sidewalks, landscaping or street lighting. Sidewalk and landscaping work is paid at 80%by the grant and street lighting related costs are paid at 50%. The City's portions of these costs are to be paid with Motor Fuel Tax(MFT) funds. Non-Participating Construction. ITEP funding will not cover construction costs to install conduit for the future festival power system and fiber optic conduit included in the streetscape project. These costs are just over$57,000 to be paid from the Bond Fund. Other items that are not ITEP eligible are street work such as restriping the roadway or median modifications. Street work costs are just over $20,000 to be paid from the Motor Fuel Tax(MFT) fund. These items are listed at 100% City cost. Construction Engineering. The construction of the Franklin St. Streetscape improvements will be under the control of the Illinois Department of Transportation(IDOT). City staff with the Public Works Department, under IDOT supervision, will provide construction inspection for the project. Eighty percent of the City's General Fund personnel expenses for staff members involved with project inspection will be reimbursed through the ITEP grant which will reimburse the General Fund. Page 12