R2014-17 APPROPRIATE MOTOR FUEL TAX FUNDS TO PAY CITY'S PORTIONS OF CONSTRUCTION COSTS AND CONSTRUCTION ENGINEERING COSTS

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the smaller size of the grant, on March 7, 2011, IDOT approved a request from the City to apply the entire ITEP grant to the Franklin Street corridor. On June 20, 2011, the City Council approved a$166,372 agreement with Homer L. Chastain& Associates, LLP for the preliminary(Phase 1) design of the Franklin Street portion of the City's Downtown Streetscape and Open Space Enhancement project. On March 19, 2012,the City Council approved a$228,892 agreement with Chastain to perform the final design(Phase 11) for the project. Eighty percent of the design work was reimbursed through the ITEP grant which reimbursed the Motor Fuel Tax fund. 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 key element of the Local Agency Agreement is the Division of Cost section which outlines the estimated costs involved with the construction and how the expenses will be paid. Participating Construction. Illinois Transportation Enhancement Program(ITEP) funding will only pay 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. The estimate for this work totals $114,183 and will be paid from the Bond Fund which funded all of the downtown streetscape work completed in recent years. Other items that are not ITEP eligible are street work such as restriping the roadway or median modifications which are estimated to cost $22,850. Street work is Motor Fuel Tax(MFT) eligible and will be paid using those funds. The festival power conduit, fiber optic conduit and street work are estimated to cost $137,033 and are listed on the Agreement as Non-Participating Construction 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). The construction contract will be between the State of Illinois and the lowest bidder deemed to be qualified by 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. It is proposed that the project design engineer, Chastain &Associates, LLC, be retained to provide construction engineering assistance as needed during the construction phase of the project. It is beneficial to have the design engineer available to provide the following services during construction: 1. Answer questions that arise during construction. 2. Review and approve materials provided for the project. 3. Assist in preparing change orders that may arise due to unforeseen site conditions. Page 12