R2007-195 APPROVING AGREEMENT AMENDMENT

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1. Preparation of a fortnal IDOT report entitled"Local Project Development Report for Group II Categorical Exclusions and Design Approval." The title of this document is often shortened to simply a"Design Report." Preparation of this report was not included in BWC's phase 2 scope of work because it was not needed in the phase 1 design. IDOT recently advised the City that the FHWA will require the completion of a Design Report before construction funds could be authorized. The Design Report includes information on the existing and proposed aligrunent of the street, traffic accident data, and environmental impact. IDOT has agreed to an amendment to the design agreement is in order. BWC has requested a fee of $11,726 for this additional work of which 20% ($2,345)will be paid by the City. 2. Preparation of legal descriptions of property owned by Millikin University on which permanent public sidewalks will be built. Based on preliminary engineering, sidewalk and streetscape elements at several locations can best be incorporated into the project by encroaching onto property owned by Millikin University. The proposed sidewalk and streetscape design is supported by the University. In order to use Federal funds for this improvement, a license agreement must be in place between the City and Millikin that allow the completed improvements to remain in place for at least 20 years, and to provide for its maintenance. The University is in agreement with the proposed improvements and is assisting the City by preparing the necessary agreements for City review and approval. To complete the agreements, legal descriptions of the affected areas need to be prepared. This work was not included in the BWC scope of work because the proposed location of sidewalk and streetscape could not have been known until the preliminary engineering design had occurred. IDOT has agreed to add this work to the design agreement. BWC has requested a fee of$14,457.37 for this work of which, 20% ($2,891.47) will be paid by the City. In order for the project to begin construction in 2008, it is essential that work on the Design Report be started as soon as possible because Federal construction funds can not be approved without an approved Design Report. Since there is a sufficient unexpended balance on the contract for the work to begin, staff has directed the additional work proceed now to keep the design work proceeding on schedule. Council was informed of this in a previous informational memo. POTENTIAL OBJECTION: There are no known objections to this resolution. INPUT FROM OTHER SOURCES: Economic and Urban Development Department Illinois Department of Transportation Blank, Wesselink, Cook and Associates, Inc. Page 2