R2008-34 APPROVING LOCAL AGENCY AGREEMENT

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INPUT FROM OTHER SOURCES: Illinois Department of Transportation, Economic and Urban Development Department and Millikin University. STAFF REFERENCE: Greg Crowe, Assistant City Manager and Richard Marley, Director of Engineering and Infrastructure. Greg Crowe and Richard Marley will be in attendance at the City Council meeting to answer any questions of the Council on this item. , BUDGET/TIME IMPLICATIONS for ALTERNATIVE A: The Joint Agreement with IDOT authorizes the construction of the West Main Streetscape improvements with a total construction budget of$2,080,000 with up to $752,947 in City funds to match $1,327,053 in Federal construction funds. The balance of the grant helped pay design costs. The IDOT agreement requires the City to pay any costs above the $1.5 million grant amount that may result from construction bid prices being higher than estimated. Additional funding of$32,402.46 is requested to reimburse BWC for additional engineering work required to complete the project. The reimbursement is in addition to the $216,188.37 authorized by Council to date for a total engineering cost of$248,590.83. The additional $32,402.46 for engineering services will come from the Planning Fund. City matching funds will come from a short term line of credit that will be reimbursed with Olde Towne TIF funds. The authorization for the line of credit will be brought to City Council in the coming months. The City's matching funds should not be needed until late summer after the project is underway. The project is currently scheduled for bids to be opened on April 25. With the approval of this agreement no further action will be required of the City Council unless bids exceed those proposed in the agreement. Construction will proceed under the direction of IDOT with field inspections being performed by City staf£ The project is scheduled to be completed during the 2008 construction season. BUDGET/TIME IMPLICATIONS for ALTERNATIVE B: All aspects of the project and schedule constraints would remain the same except that funds could be reallocated from the Eldorado Streetscape Project to the West Main Streetscape Project to limit the City's cost to no more than 20% of design and construction costs. In June 2006, the City received a Federal enhancement grant for$1.5 million to add streetscape to both Eldorado Street and West Main Street. These funds are held by and administered by IDOT. Improvements now in the preliminary planning stages for Eldorado from Short to Church Streets could be reduced and funds reallocated to the West Main Streetscape project. Under Federal funding requirements,the City must pay at least 20% of project costs using local funds. As with Alternative A, the IDOT agreement requires the City to pay 20% of all project costs that may result from construction bid prices being higher than estimated. Based on recent project estimates,the Federal grant share would be about $1,862,872 and the City's share would be $465,718. Attach: 4 cc: John Smith, Assistant City Manager for Public Services Blank, Wesselink, Cook&Associates John Mickler, Director Facility Operations, Millikin University Page � 4