R2017-61 Agreement with Chastain & Assoc. for Corridor Monument Installation CP 2010-12

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Item Coversheet Page 1 of 2 n Development Services DATE: 4/4/2017 MEMO: TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Tim Gleason,City Manager Billy Tyus,Assistant City Manager Matt Newell,P.E.,City Engineer SUBJECT: Local Public Agency Agreement for Federal Participation for the Corridor Monument Installation Project-City Project 2010-12,Section 10-00012-00-MS SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached Resolutions authorizing the Mayor to sign,and the City Clerk to attest: 1. Resolution authorizing a Local Public Agency Agreement for Federal Participation for the Corridor Monument Installation Project. The Agreement authorizes up to$541,973 in Federal funds which represents 80%of the estimated construction cost of$677,466. The Resolution also authorizes the allocation of up to$150,000 in City funds to pay for the project's 20%match of$135,493 and a$14,507 contingency.Payment for the city's match has been budgeted from the city's Professional Services line item in the Economic Development fund with full expenditure made over the course of two budget years.It is anticipated that the city's match could be less than this amount due to the fact that the timing of the project will allow city staff to perform more of the work than had been initially anticipated. 2. A Resolution authorizing an agreement with Chastain&Associates,LLC to provide construction engineering assistance for the Corridor Monument Installation Project for a fee of$45,135.39. The actual cost of this agreement is expected to be less than this amount and Eighty percent of this cost will be reimbursed through the ITEP grant.The city's portion of the agreement is paid out of the amount of the$135,493 city project match BACKGROUND: After several years of work and extensive revision with the State of Illinois regarding design,engineering and review and accommodating state-required changes,we have been approved to begin construction on the City's Corridor Monument Project.As you know,the State of Illinois announced that the City would be receiving a grant of up to$1 million several years ago as part of the Illinois Transportation Enhancement grant program to address the condition of local corridors.The grant pays 80%of the cost of the work to improve the appearance of two of the City's primary entryways—U.S.51 and U.S.Route 36/Eldorado Street— specifically through the addition of entryway signage,landscaping and way finding signage.Corridor improvements have long been a priority of the community and the number of local landmarks has increased dramatically over the last several years and the way finding component will be helpful in assisting visitors to find locations. In terms of design,the entryway signage will be backlit so that the letters and other sign elements are illuminated at night.The signage design is based on very specific Illinois Department of Transportation standards as to what is allowed on signage in terms of signage colors,lettering sizes and the kind of information that can be placed on the sign(community name,the word"welcome to"and a logo).There were also a large number of structural requirements and testing required to make sure that the signs met engineered traffic standards for construction and"break-away"in the event of an accident. Construction En ineerinz.. The construction of the Corridor Monument Installation Project will be under the control of the Illinois Department of Transportation(IDOT). The construction contract will be between the State of Illinois and the lowest bidder deemed to be qualified by IDOT. City staff with the Public Works Department assisted by Chastain&Associates,under IDOT supervision,will provide construction inspection for the project. Eighty percent of the City's General Fund personnel expenses for staff members involved with project inspection,along with expenses for Chastain,will be reimbursed through the ITEP grant. It is proposed that Chastain&Associates,LLC,a design engineer for the project,be retained to provide construction engineering assistance,as needed,during the construction phase of the project. It is beneficial to have an engineer involved in the project design to provide the following services during construction: 1. Answer questions that arise during construction. https://decatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=1107 7/14/2017