R2010-224 APPROPRIATING FUNDS FOR AGREEMENT WITH ILLINOIS DEPARTMENT OF TRANSPORTATION

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DEVELOPMENT SERVICES MEMORANDUM No. 10-106 December 1, 2010 TO: Honorable Mayor Michael T. McElroy and City Council FROM: Ryan P. McCrady, City Manager Greg C. Crowe, Assistant City Manager Mark L. Smith, Senior Planner SUBJECT: Agreements with Massie,Massie&Associates and the Illinois Department of Transportation Relative to the Design Wark on the Decatur Corridor Monument Installation Project. SUMMARY RECONIlVIENDATION: Staff recommends that both documents be approved respective to Massie,Massie&Associates and the Illinois Department of Transportation. BACKGROUND: On December 18, 2009, the Illinois Department of Transportation notified the City that it had received $1,000,000.00 in Illinois Transportation Enhancement Program (ITEP) funding for the "Decatur Corridor Monument Installation Project, U.S. Routes 51 and 36." The project scope includes the visual enhancement of these major, heavily travelled thoroughfares. The full scope of the application will not be realized because the amount received was less than requested. The funds awarded, however, will do much to improve the visual experience if carefully crafted and designed features or elements are the result of this first phase of the overall project. Due to the scope and nature of the parameters inherent in the grant award, lengthy discussions were held over ' the past several months. Unlike most other enhancement projects, this award is first a design study and at a later date will include physical improvements and/or actual construction. Since physical improvements will come after a design study is completed, Massie, Massie &Associates are proposed to be hired as the Principal Contractor on this project. Contractars necessary to provide and/or construct any improvements will be subcontractors. The proposals involved at this time are 1) to approve IDOT Form BLR 5610, "Preliminary Engineering Services Agreement," which is a contract with Massie, Massie & Associates for the study and design work intended to enhance the aesthetics of the corridors and provide the greatest value far the funding available, and 2) to approve IDOT form 5310, the "Local Agency Agreement" with the Illinois Department of Transportation. STAFF REFERENCE: For more information or any additional questions contact Mark L. Smith at 424-2790 or at mismith(u�decaturil.�ov. BUDGET/TIME IMPLICATIONS: The total Enhancement grant amount is $1,000,000.00. Funding is on an 80/20 split. The total amount for design work to be completed by Massie, Massie & Associates is $150,000.00. Federal funds will amount to $120,000.00. Local funding will be an amount not to exceed $30,000.00. Local funds will come out of the Planning Fund and are included in the current budget.