R2011-80 AUTHORIZING AN AGREEMENT WITH THE STATE

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IDOT has agreed to pay actual costs of the project up to $25,000. Once the attached Agreement is executed by both the City and the State, IDOT will pay the City$12,500 and work can begin on the project. After work is complete and approved, IDOT will reimburse the remainder of project. Any project costs above$25,000 must be paid for by the City. The estimate cost of construction is $21,980.07. City engineering staff will provide construction observation and will provide management oversight of the work to help assure cost control. Once the first installment is received from IDOT, the City will authorize Barr& Robison to perform the required work to remove the stormwater from the sanitary sewer. Staff anticipates not receiving this installment for 6 to 8 weeks after the Agreement is approved by Council. The contract completion date for City Project 10-09 is June 1, 2011. A change order is required to extend the contract completion date in order for Barr&Robison to perform this work once the City receives payment from IDOT. Staff believes that by September 1, 2011, payment from IDOT will be received and the proposed work will be completed. POTENTIAL OBJECTIONS: There are no known objections to this resolution INPUT FROM OTHER SOURCES: Illinois Department of Transportation, Barr& Robison Sewer& Excavating STAFF REFERENCE: Richard Marley, Public Works Director and Matt Newell, City Engineer. Richard Marley will be in attendance at the City Council meeting to answer any questions of the Council on this item. BUDGET/TIME IMPLICATIONS: Budget Impact: The City will receive $12,500 prior to the City authorizing the work. The remainder of the project cost, up to $25,000, will be reimbursed to the City after the work is completed and approved by IDOT. Payments to Barr& Robison Excavating, Inc and payments from IDOT go through City Project 10-09 Miscellaneous Storm and Sanitary Sewer Improvements Project. Staffing Impact: Staff time has been allocated to oversee this work. This memorandum was prepared by Mary Cave, P.E. and reviewed by Matt Newell, P.E., City Engineer. Attach: 6 cc: Gary Welton, Acting Program Development Director, IDOT Region 4/District 7 Clint Bergbower, District 7 Permit Unit Chief Jim Barr, Barr&Robison Sewer& Excavating Don Miller, Sanitary District of Decatur Page 12