R2016-22 AUTHORIZING LOCAL AGENCY AGREEMENT Mound Road Bridge

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3/3/2016 Item Co�,ersheet � Public Works DAT'E: 2/26/2016 MEMO: 2016-08 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Tim Gleason, City Manager Richard G. Marley, P.E., Public Works Director SUBJECT: Local Public Agency Agreement for Federal Participation to Improve the Mound Road Bridge Over Spring Creek East, Sriucture No. 058-3037, City Project 2013-25 SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached Resolutions authorizing the Mayor to sign, and the City Clerk to attest, to the following resolutions: 1. Resolution authorizing a Local Public Agency Agreement for Federal Participation to improve Mound Road Bridge over Spring Creek(East), Structure No. 058-3037. The Agreement authorizes up to $732,000 in Federal funds which represents 80%of the estimated construction cost of$915,000. 2. Resolution appropriating$200,000 in State Motor Fuel Tax(MFT) funds to pay for the City's projected 20%match ($183,000), with a$17,000 contingency, for the improvement of Mound Road Bridge over Spring Creek(East). The total estimated cost of the bridge improvement is $915,000. BACKGROUND: All bridges in the United States, including those owned by the City are required by the Federal Government to be inspected every two years to assure the safety of the structures. The City's routine inspections of the Mound Road Bridge over Spring Creek East, and follow-up inspections by the Illinois Deparhnent of Transportation (IDOT), identified the need for structural repairs (see attached location map). In June 2012, the City received correspondence from IDOT requiring that this bridge have a load restriction of 22 tons placed on it. This restriction effectively prohibits tractor-trailers from using the bridge. The bridge can still be safely used by other vehicles, including school buses. The bridge is currently required to be inspected every 12 months until improvements are made to the superstructure. Yearly inspections by City staff show the deterioration of this structure to be continuing. Under contract with the City, URS Corparation(now AECOM)completed a Bridge Condition Report on the Mound Road Bridge over Spring Creek East in May 2013. This report was reviewed and approved by the Illinois Department of Transportation (IDOT). In the report URS recommended that the beams and deck(road surface) on this bridge be replaced. The report determined that the piers and footings for the bridge were in satisfactory condition to remain in place with minor repairs. Federal funding was secured to replace the beams and deck on this bridge. The attached Agreement allocates Federal funds of up to 80%, ($732,000) of the estimated$915,000 total construction cost. The City match is estimated to be $183,000 and it is proposed that$200,000 in State Motor Fuel Tax funds be authorized to cover this cost along with contingency. The City is ultimately responsible for all costs in excess of$732,000. In late 2013, following the completion of the Bridge Condition Report, the City requested proposals from area firms with bridge design capabilities. Two firms responded to the City's request and were interviewed by City staff. Chastain & Associates, LLC, was recommended as the firm that would best meet the needs of the City in designing the recommended bridge improvements. The design has now been completed and approved by IDOT. Because the project will utilize Federal funds the work will be completed under a State contract with the City providing the daily project inspection under IDOT supervision. The Local Agency Agreement authorizes the use of Federal funds for the project and for the State to oversee the construction contract. The project is scheduled far a State bid letting on Apri122, 2016. Construction normally commences after the State executes a contract with the low bidder which should be within 6-8 weeks of the bid letting. The project is planned for completion by the end https://decatur.nowsag enda.corrdag endaWeb/CorerSheet.asp�C?ItemID=455 ��2