Public Works Packet 2016 05-17-16
AGENDA
PUBLIC WORKS COMMITTEE MEETING
Tuesday, May 17, 2016
6:00 p.m.
City Hall Conference Room
800 Game Farm Road, Yorkville, IL
Citizen Comments:
Minutes for Correction/Approval: April 19, 2016
New Business:
1. PW 2016-29 Master Water Study Presentation
2. PW 2016-30 2016 Sanitary Sewer Lining – Change Order No. 1
3. PW 2016-31 Center Parkway and Countryside Parkway LAFO Engineering Agreement
4. PW 2016-32 Kennedy Road Shared-Use Path (ITEP) – Joint Agreement
5. PW 2016-33 EPA Lead Initiative
Old Business:
1. PW 2015-55 Pedestrian Crosswalk Signage
2. PW 2015-74 Mowing and Maintenance of Public Parkways
3. PW 2016-21 Leopardo Energy
Additional Business:
2016/2017 City Council Goals – Public Works Committee
Goal Priority Staff
“Municipal Building Needs and Planning” 3 Bart Olson & Eric Dhuse
“Capital Improvement Plan” 4 Bart Olson & Eric Dhuse
“Vehicle Replacement” 5 Bart Olson & Eric Dhuse
“Sidewalks and Trails Funding and Planning” 15 Bart Olson, Eric Dhuse,
Brad Sanderson & Rob Fredrickson
United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
UNITED CITY OF YORKVILLE
WORKSHEET
PUBLIC WORKS COMMITTEE
Tuesday, May 17, 2016
6:00 PM
CITY HALL CONFERENCE ROOM
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CITIZEN COMMENTS:
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MINUTES FOR CORRECTION/APPROVAL:
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1. April 19, 2016
□ Approved ________
□ As presented
□ With corrections
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NEW BUSINESS:
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1. PW 2016-29 Master Water Study Presentation
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2016-30 2016 Sanitary Sewer Lining – Change Order No. 1
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2016-31 Center Parkway and Countryside Parkway LAFO Engineering Agreement
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2016-32 Kennedy Road Shared-Use Path (ITEP) – Joint Agreement
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
---------------------------------------------------------------------------------------------------------------------------------------
5. PW 2016-33 EPA Lead Initiative
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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OLD BUSINESS:
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1. PW 2015-55 Pedestrian Crosswalk Signage
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
---------------------------------------------------------------------------------------------------------------------------------------
2. PW 2015-74 Mowing and Maintenance of Public Parkways
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2016-21 Leopardo Energy
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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ADDITIONAL BUSINESS:
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Minutes
Tracking Number
Minutes of the Public Works Committee – April 19, 2016
Public Works Committee – May 17, 2016
Majority
Committee Approval
Minute Taker
Name Department
Page 1 of 3
DRAFT
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, April 19, 2016, 6:00pm
Yorkville City Hall, Conference Room
800 Game Farm Road
IN ATTENDANCE:
Committee Members
Chairman Chris Funkhouser
Alderman Larry Kot
Alderman Ken Koch
Absent: Jackie Milschewski
Other City Officials
City Administrator Bart Olson
Public Works Director Eric Dhuse
Engineer Brad Sanderson, EEI
Other Guests:
Daman Eallenardo, V.P., Leopardo Energy
Rob Vollrath, Leopardo Energy
Curtis Leopardo, Leopardo Energy
The meeting was called to order at 6:00pm by Chairman Chris Funkhouser.
Citizen Comments:
Previous Meeting Minutes: March 15, 2016
The minutes were approved as presented.
New Business:
1. PW 2016-21 Presentation by Leopardo Energy
Mr. Eallenardo began the presentation and said Leopardo is one of the 10 largest contractors in the
Chicago area having built the Rush Copley Hospital and Aurora Police Department. Their company
identified a need for municipal energy savings performance contracting initiatives. They are currently
working with the County on a program and will begin with a feasibility study.
Page 2 of 3
Mr. Vollrath said there are many capital needs in a municipality and his company finds ways to
streamline operating expenses and utility costs, using the savings to pay for the associated debt service.
Examples of areas in which to save are lighting, HVAC, building controls, roofs, windows, fleet, etc.
Leopardo Energy is active in many states and has been in business 43 years. There is no obligation
after their studies.
Mr. Olson gave an example of how the program would work. Alderman Funkhouser commented that
the analysis is free with the addition of some staff time. He said it would be an opportunity to identify
cost savings and finance projects and asked how it could help with roadway maintenance. Mr. Vollrath
said it would keep the borrowing/bonding capacity flexible.
This proposal will come back to committee next month.
2. PW 2016-22 Route 47 and Main Street – Pedestrian Crossing – Highway Permit and Resolution
Mr. Sanderson said plans were submitted to IDOT and have been approved. The City must pass a
resolution and a bond must be acquired with results by the beginning of summer. This moves forward
to the Council consent agenda.
3. PW 2016-23 Church Street Water Main – Bid Award
Eleven bids were received and Mr. Sanderson recommended awarding the bid to Superior Excavators
for $248,713.50, which was $76,000 below estimate. The work should start early May and finish on
July 1. The company has done excellent work in Aurora.. This moves to the consent agenda.
4. PW 2016-24 Blackberry Woods Completion of Improvements – Bid Award
The city has received some developer funds for a variety of improvements. Additional work including
tree removal will be done as well as detention basin maintenance. The low bid of $149,706 from
Johnson Excavating of Yorkville was recommended. The additional work cost will be handled
separately. This moves forward to the consent agenda.
5. PW 2016-25 Countryside Water Main and Roadway Improvements – Change Order No. 1
Mr. Sanderson said the bids were favorable and nearly all streets will be improved. The change order
encompasses this additional work. The amount is approximately $451,000. This moves to consent.
6. PW 2016-26 2016 Road to Better Roads Program – Additional Work
With favorable bids received, this project will be $110,000 under budget. Additional streets for the
program were explored and Road to Better Roads funds along with remaining money from the
Countryside project will pay for the extra work slated for 2018. Other streets considered are under
litigation and Mr. Olson will report at a later date. The additional work is mostly milling/surfacing
with no sewer/water improvements. It was noted that Marker Builders may be moving forward with
Heartland and would fix Freemont St. The City should be reimbursed. This item moves to consent.
7. PW 2016-27 Capital Improvement Project Update
Engineer Sanderson summarized the upcoming projects including streets such as Mill St. and others,
lining, lighting, wells, parks, etc. Other projects are in the planning stage such as the path for Kennedy
Road, Rt. 71 water and sewer, Rt. 34 East, etc. For information at this time.
Page 3 of 3
8. PW 2016-28 Bond/LOC Reduction Summary
There is only one item on the list which is from the Ashley Point development. For info.
Old Business:
1. PW 2015-45 E-Waste Recycling
Mr. Dhuse made contact with the recycling contractor and an event will be held May 23-27. It will be
for Yorkville residents only and municipal residency will be verified. It will be advertised in a press
release and social media. Mr. Olson added that Oswego recently renegotiated their garbage contract
and it includes e-waste recycling on a demand basis. This will be considered when the City looks at
their next waste contract.
2. PW 2015-55 Crosswalk Pedestrian Signage
There are 8 crossing areas being considered based on several factors and LED signs are being explored.
Mr. Olson said there is only 1 student using the Rt. 47/Orange St. crossing for which there is a crossing
guard at $15/hour. Based on this, he said there are some other crossings that should definitely have
guards. Chairman Funkhouser said he would like school reps to attend a City meeting to discuss this
matter and feels the entire burden should not be on the city. Mr. Olson said a concrete plan has not
been put in place yet about the need and costs.
Alderman Kot asked about the Rt. 47 and Hydraulic crossing. The plan was to have pedestrians cross
at Rt. 47 and Van Emmon. Blinking vs. steady lights were also discussed. The high school crossing
was discussed and Alderman Funkhouser suggested low shrubs to funnel students to cross at one place.
Mr. Olson said it would cost an additional $32,000 if the City moves forward with signs for all the
critical crossings. Alderman Kot said the City should proceed and enlist school cooperation for funding
or guards. This will come back to committee for next discussion next month.
2. PW 2015-56 Maintenance of Stormwater Management Facilities - Update
This project has begun and Mr. Dhuse hopes to send out letters by the end of summer. Alderman
Funkhouser wants all basin owners to be initially notified that inspections will be done. This item will
be brought back to committee in the fall for further discussion.
Additional Business:
On behalf of Alderman Milschewski, Chairman Funkhouser said a sidewalk on Heustis is not in
compliance with City standards and is an owner issue. The owners will be notified.
An issue with City right-of-way at Aspen and Fox Hill was brought forward by Chairman Funkhouser.
The nearby property owners have been maintaining the space, but had disputes about how it should be
used. He said the City should start maintaining the property as a way to settle the years-long dispute
that has resulted in police calls. Committee members agreed on City maintenance.
There was no further business and the meeting was adjourned at 7:18pm.
Minutes respectfully transcribed by
Marlys Young, Minute Taker
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #1
Tracking Number
PW 2016-29
Master Water Study Presentation
Public Works Committee – May 17, 2016
See attached.
Bart Olson Administration
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e
m
a
n
d
Va
l
u
e
(
M
G
D
)
3
.
7
8
5
.
3
6
8
.
1
9
1
7
.
3
3
%
o
f
T
o
t
a
l
2
1
.
8
%
3
0
.
9
%
4
7
.
3
%
-
-
M
a
x
i
m
u
m
D
a
y
D
e
m
a
n
d
Va
l
u
e
(
M
G
D
)
6
.
6
2
1
0
.
7
2
1
5
.
5
6
3
2
.
9
0
%
o
f
T
o
t
a
l
2
0
.
1
%
3
2
.
6
%
4
7
.
3
%
-
-
20
5
0
L
R
I
W
A
T
E
R
U
S
E
P
R
O
J
E
C
T
I
O
N
Av
e
r
a
g
e
D
a
y
D
e
m
a
n
d
Va
l
u
e
(
M
G
D
)
3
.
0
2
4
.
7
7
6
.
8
2
1
4
.
6
1
%
o
f
T
o
t
a
l
2
0
.
7
%
3
2
.
6
%
4
6
.
7
%
-
-
M
a
x
i
m
u
m
D
a
y
D
e
m
a
n
d
Va
l
u
e
(
M
G
D
)
4
.
5
4
8
.
3
4
1
1
.
9
4
2
4
.
8
2
%
o
f
T
o
t
a
l
1
8
.
3
%
3
3
.
6
%
4
8
.
1
%
-
-
Ma
x
i
m
u
m
Day Distribution
CT LR
I
32
M
G
D
WT
P
25
M
G
D
WT
P
Su
b
-
R
e
g
i
o
n
a
l
A
n
a
l
y
s
i
s
Pr
o
p
o
s
e
d
S
u
b
-
R
e
g
i
o
n
Ha
r
d
n
e
s
s
R
a
n
g
e
:
10
0
–
1
3
0
mg/l as CaCO3
Su
b
-
R
e
g
i
o
n
a
l
A
n
a
l
y
s
i
s
Co
r
r
o
s
i
o
n
C
o
n
t
r
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l
Co
n
s
i
d
e
r
a
t
i
o
n
s
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r
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s
i
v
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t
y
/
S
t
a
b
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l
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t
y
o
f
Po
t
a
b
l
e
W
a
t
e
r
R
e
l
a
t
e
d
T
o
pH
,
A
l
k
a
l
i
n
i
t
y
&
H
a
r
d
n
e
s
s
Le
v
e
l
s
pH
,
A
l
k
a
l
i
n
i
t
y
&
H
a
r
d
n
e
s
s
Le
v
e
l
s
C
a
n
B
e
M
a
n
a
g
e
d
I
n
Li
m
e
S
o
f
t
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n
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n
g
P
r
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Ph
o
s
p
h
a
t
e
A
d
d
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t
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n
A
s
Ad
d
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t
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l
P
r
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c
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t
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n
Su
b
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R
e
g
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n
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l
A
n
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s
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s
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b
-
R
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g
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n
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l
A
n
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y
s
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s
Su
b
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g
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n
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l
Ba
c
k
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We
l
l
Wa
t
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r
Su
p
p
l
y
Pl
a
n
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WT
P
Su
b
-
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g
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n
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l
A
n
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s
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s
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b
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Tr
e
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d
Wa
t
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r
Di
s
t
r
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b
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t
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o
n
Pl
a
n
WT
P
Al
t
e
r
n
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t
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v
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s
R
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i
e
w
Wa
t
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r
S
u
p
p
l
y
&
T
r
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a
t
m
e
n
t
E
x
p
a
n
s
i
o
n
O
p
t
i
o
n
s
Al
t
e
r
n
a
t
e
1
:
D
e
e
p
S
a
n
d
s
t
o
n
e
W
a
t
e
r
W
e
l
l
s
W
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t
h
Ca
t
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o
n
E
x
c
h
a
n
g
e
W
a
t
e
r
T
r
e
a
t
m
e
n
t
P
l
a
n
t
s
(
C
E
W
T
P
)
–
C
T
(
1
A
)
&
L
R
I
(
1
B
)
Al
t
e
r
n
a
t
e
2
:
F
o
x
R
i
v
e
r
I
n
t
a
k
e
(
P
o
t
e
n
t
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a
l
H
o
r
i
z
o
n
t
a
l
S&
G
W
e
l
l
,
A
l
s
o
)
&
D
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p
S
a
n
d
s
t
o
n
e
W
e
l
l
s
(
B
a
c
k
u
p
Su
p
p
l
y
)
a
n
d
L
i
m
e
S
o
f
t
e
n
i
n
g
W
a
t
e
r
T
r
e
a
t
m
e
n
t
P
l
a
n
t
–
C
T
(
2
A
)
&
L
R
I
(
2
B
)
Al
t
e
r
n
a
t
e
3
:
S
u
b
-
R
e
g
i
o
n
a
l
W
a
t
e
r
S
u
p
p
l
y
&
L
S
W
T
P
–
C
T
(
3
A
)
&
L
R
I
(
3
B
)
Al
t
e
r
n
a
t
i
v
e
s
R
e
v
i
e
w
Al
t
e
r
n
a
t
e
1
:
D
e
e
p
Sa
n
d
s
t
o
n
e
W
a
t
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r
W
e
l
l
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t
h
C
a
t
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n
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x
c
h
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n
g
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Wa
t
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r
T
r
e
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t
m
e
n
t
P
l
a
n
t
s
1A
–
C
T
We
l
l
s
N
o
.
6
,
1
0
–
1
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x
(
6
)
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e
w
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E
W
T
P
s
2.
0
M
G
E
W
S
T
1B
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l
l
s
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o
.
6
,
1
0
–
1
2
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r
e
e
(
3
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e
w
C
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T
P
s
2.
0
M
G
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T
Al
t
.
1
B
(
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R
I
)
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t
e
r
n
a
t
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v
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s
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v
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w
Al
t
e
r
n
a
t
e
2
:
Fo
x
R
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v
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r
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n
t
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k
e
(
P
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t
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n
t
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l
Ho
r
i
z
o
n
t
a
l
S
&
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W
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l
,
A
l
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&
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Sa
n
d
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s
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B
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c
k
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p
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)
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n
d
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t
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l
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n
t
2A
–
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T
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x
R
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v
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n
t
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k
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,
W
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l
l
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o
.
1
0
&
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l
l
s
N
o
.
8
&
9
W
T
P
12
M
G
D
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S
W
T
P
&
1
.
0
M
G
G
S
T
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t
e
r
D
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s
t
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b
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t
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n
S
y
s
t
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m
Im
p
r
o
v
e
m
e
n
t
s
2.
0
M
G
E
W
S
T
2B
–
L
R
I
Fo
x
R
i
v
e
r
I
n
t
a
k
e
&
W
e
l
l
s
N
o
.
8
&
9
WT
P
9
M
G
D
L
S
W
T
P
&
1
.
0
M
G
G
S
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t
e
r
D
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s
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t
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n
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m
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p
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v
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m
e
n
t
s
2.
0
M
G
E
W
S
T
Al
t
.
2
B
(
L
R
I
)
Al
t
e
r
n
a
t
i
v
e
s
R
e
v
i
e
w
Al
t
e
r
n
a
t
e
3
:
Su
b
-
R
e
g
i
o
n
a
l
W
a
t
e
r
Su
p
p
l
y
&
L
S
W
T
P
3A
–
C
T
Po
r
t
i
o
n
o
f
F
o
x
R
i
v
e
r
I
n
t
a
k
e
&
B
a
c
k
u
p
We
l
l
S
u
p
p
l
y
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e
t
w
o
r
k
Po
r
t
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o
n
o
f
3
2
M
G
D
L
S
W
T
P
&
Tr
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n
s
m
i
s
s
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o
n
M
a
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n
s
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t
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r
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t
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s
t
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m
Im
p
r
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v
e
m
e
n
t
s
2.
0
M
G
E
W
S
T
3B
–
L
R
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r
t
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n
o
f
F
o
x
R
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v
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r
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n
t
a
k
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&
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a
c
k
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p
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l
l
S
u
p
p
l
y
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e
t
w
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r
k
Po
r
t
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o
n
o
f
2
5
M
G
D
L
S
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T
P
&
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n
s
m
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s
s
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n
M
a
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t
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m
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p
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v
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m
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n
t
s
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0
M
G
E
W
S
T
Al
t
.
3
B
(
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R
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m
m
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r
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n
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a
l
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v
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e
w
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s
t
S
u
m
m
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p
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t
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l
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n
n
u
a
l
2
0
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r
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e
t
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t
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t
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C
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&
M
P
r
e
s
e
n
t
V
a
l
u
e
1A
–
D
e
e
p
W
e
l
l
s
&
C
E
W
T
P
s
(
C
T
)
$
6
2
.
6
M
$
2
.
7
7
M
$
9
4
.
4
M
1B
–
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p
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l
l
s
&
C
E
W
T
P
s
(
L
R
I
)
$
4
2
.
1
M
$
2
.
1
2
M
$
6
6
.
4
M
2A
–
R
i
v
e
r
I
n
t
a
k
e
&
1
2
M
G
D
L
S
W
T
P
(
C
T
)
$
8
1
.
7
M
$
2
.
6
2
M
$
1
1
1
.
7
M
2B
–
R
i
v
e
r
I
n
t
a
k
e
&
9
M
G
D
L
S
W
T
P
(
L
R
I
)
$
7
3
.
3
M
$
2
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3
2
M
$
1
0
0
.
0
M
3A
–
S
R
R
i
v
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n
t
a
k
e
&
3
2
M
G
D
L
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T
P
(
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*
$
8
7
.
7
M
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1
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4
8
M
$
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0
4
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7
M
3B
–
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R
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v
e
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n
t
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k
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&
2
5
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P
(
L
R
I
)
*
$
8
4
.
1
M
$
1
.
3
3
M
$
9
9
.
4
M
$2
0
.
5
M
$8
.
4
M
$3
.
6
M
$28.0 M $11.7 M $5.3 M
* Ca
p
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t
a
l
& Ne
t
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m
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t
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$
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)
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w
n
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2
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(
L
R
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:
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5
7
M
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S
u
b
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g
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o
n
–
3
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(
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:
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&
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r
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1
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a
t
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l
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s
P
r
o
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e
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t
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:
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m
m
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Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #2
Tracking Number
PW 2016-30
2016 Sanitary Sewer Lining Program
Public Works Committee – May 17, 2016
Consideration of Approval
Consideration of Change Order No. 1
Brad Sanderson Engineering
Name Department
The purpose of this memo is to present Change Order No. 1 for the above referenced project.
A Change Order, as defined by in the General Conditions of the Contract Documents, is a written order to
the Contractor authorizing an addition, deletion or revision in the work within the general scope of the
Contract Documents, or authorizing an adjustment in the Contract Price or Contract Time.
Background:
The United City of Yorkville and Visu-Sewer of Illinois, LLC entered into an agreement for a contract
value of $180,914.90 for the above referenced project. The intent of this project was to rehabilitate
various sewers using cured-in-place liners.
Questions Presented:
Should the City approve Change Order No. 1 which would decrease the contract amount by $37,438.60?
Discussion:
Our current contract values for the proposed lining and manhole additions (part of Church Street project)
have us over the budgeted amount. To remain within budget, sanitary sewer segments S1-63 to S1-62
(8”), S1-28 to S1-27 (8”) and STUB to S2-34 (6”) have been removed from the contract.
Action Required:
Consideration of approval of Change Order No. 1 in the amount of ($37,438.60).
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: May 4, 2016
Subject: 2016 Sanitary Sewer Lining
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Legend !.SANITARY MANHOLE SANITARY SEWER LINING 0410820
20
5
Feet
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #3
Tracking Number
PW 2016-31
Center Parkway and Countryside Parkway LAFO Engineering Agreement
Public Works Committee – May 17, 2016
N/A
Majority
Approval
See attached.
Bart Olson Administration
Name Department
Center Parkway/Countryside Parkway Roadway Improvements
Local Agency Functional Overlay (LAFO)
United City of Yorkville, Kendall County, IL
Professional Services Agreement - Design Engineering
THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred
to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as
the "Contractor" or “ENGINEER” agrees as follows:
A. Services:
ENGINEER agrees to furnish to the City the following services: The ENGINEER shall
provide any and all necessary engineering services to the City as indicated on the
included Attachment A. Design engineering for Center Parkway/Countryside Parkway,
for the limits as shown on Attachment D will be provided. All Engineering will be in
accordance with all City and Illinois Department of Transportation requirements.
B. Term:
Services will be provided beginning on the date of execution of this agreement and
continuing, until terminated by either party upon 7 days written notice to the non-
terminating party or upon completion of the Services. Upon termination the ENGINEER
shall be compensated for all work performed for the City prior to termination.
C. Compensation and maximum amounts due to ENGINEER:
ENGINEER shall receive as compensation for all work and services to be performed
herein, a Lump Sum in the amount of $39,834.00, based on the Estimate of Level of
Effort and Associated Cost included in Attachment B. All payments will be made
according to the Illinois State Prompt Payment Act and not less than once every thirty
days.
D. Changes in Rates of Compensation:
In the event that this contract is designated in Section B hereof as an Ongoing Contract,
ENGINEER, on or before February 1st of any given year, shall provide written notice of
any change in the rates specified in Section C hereof (or on any attachments hereto) and
said changes shall only be effective on and after May 1st of that same year.
Center Parkway/Countryside Parkway LAFO
United City of Yorkville
Professional Services Agreement
Design Engineering
E. Ownership of Records and Documents:
ENGINEER agrees that all books and records and other recorded information developed
specifically in connection with this agreement shall remain the property of the City.
ENGINEER agrees to keep such information confidential and not to disclose or
disseminate the information to third parties without the consent of the City. This
confidentiality shall not apply to material or information, which would otherwise be
subject to public disclosure through the freedom of information act or if already
previously disclosed by a third party. Upon termination of this agreement, ENGINEER
agrees to return all such materials to the City. The City agrees not to modify any original
documents produced by ENGINEER without contractors consent. Modifications of any
signed duplicate original document not authorized by ENGINEER will be at OWNER’s
sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned
document will, likewise, be at the OWNER’s sole risk and without legal liability to the
ENGINEER.
F. Governing Law:
This contract shall be governed and construed in accordance with the laws of the State of
Illinois. Venue shall be in Kendall County, Illinois.
G. Independent Contractor:
ENGINEER shall have sole control over the manner and means of providing the work
and services performed under this agreement. The City’s relationship to the ENGINEER
under this agreement shall be that of an independent contractor. ENGINEER will not be
considered an employee to the City for any purpose.
H. Certifications:
Employment Status : The Contractor certifies that if any of its personnel are an employee
of the State of Illinois, they have permission from their employer to perform the service.
Anti-Bribery : The Contractor certifies it is not barred under 30 Illinois Compiled
Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of
bribery or attempted bribery of an officer or employee of the State of Illinois or any
other state.
Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not
in default for a period of six months or more in an amount of $600 or more on the
repayment of any educational loan guaranteed by the Illinois State Scholarship
Commission made by an Illinois institution of higher education or any other loan made
from public funds for the purpose of financing higher education (5 ILCS 385/3).
Center Parkway/Countryside Parkway LAFO
United City of Yorkville
Professional Services Agreement
Design Engineering
Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois
Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any
agency as a result of being convicted of a felony.
Barred from Contracting : The Contractor certifies that it has not been barred from
contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois
Compiled Statutes 5/33E or similar law of another state.
Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug
Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this
contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or
more employees certify and agree to take steps to ensure a drug free workplace by
informing employees of the dangers of drug abuse, of the availability of any treatment or
assistance program, of prohibited activities and of sanctions that will be imposed for
violations; and that individuals with contracts certify that they will not engage in the
manufacture, distribution, dispensation, possession, or use of a controlled substance in
the performance of the contract.
Non-Discrimination, Certification, and Equal Employment Opportunity : The Contractor
agrees to comply with applicable provisions of the Illinois Human Rights Act (775
Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities
Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The
equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights
Rules is specifically incorporated herein. The Contractor shall comply with Executive
Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order
11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R.
Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under
this Contract.
International Boycott: The Contractor certifies that neither it nor any substantially owned
affiliated company is participating or shall participate in an international boycott in
violation of the provisions of the U.S. Export Administration Act of 1979 or the
regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS
582).
Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the
Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of
the date of completion of this Contract or the date of final payment under the Contract, all
books and records relating to the performance of the Contract and necessary to support
amounts charged to the City under the Contract. The Contract and all books and records
related to the Contract shall be available for review and audit by the City and the Illinois
Auditor General. If this Contract is funded from contract/grant funds provided by the
U.S. Government, the Contract, books, and records shall be available for review and
audit by the Comptroller General of the U.S. and/or the Inspector General of the federal
Center Parkway/Countryside Parkway LAFO
United City of Yorkville
Professional Services Agreement
Design Engineering
sponsoring agency. The Contractor agrees to cooperate fully with any audit and to
provide full access to all relevant materials.
United States Resident Certification: (This certification must be included in all contracts
involving personal services by non-resident aliens and foreign entities in accordance with
requirements imposed by the Internal Revenue Services for withholding and reporting
federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen
___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that
taxes be withheld on payments made to non resident aliens for the performance of
personal services at the rate of 30%.
Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its
Federal Tax Payer Identification Number or Social Security Number is (provided
separately) and is doing business as a (check one): ___ Individual ___ Real Estate
Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax
Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation
___ Trust or Estate ___ Medical and Health Care Services Provider Corp.
I. Indemnification:
ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and
employees against all loss, damage, and expense which it may sustain or for which it will
become liable on account of injury to or death of persons, or on account of damage to or
destruction of property resulting from the performance of work under this agreement by
ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful
act or negligence of ENGINEER or its Subcontractors of any employee of any of them.
In the event that the either party shall bring any suit, cause of action or counterclaim
against the other party, the non-prevailing party shall pay to the prevailing party the cost
and expenses incurred to answer and/or defend such action, including reasonable attorney
fees and court costs. In no event shall the either party indemnify any other party for the
consequences of that party’s negligence, including failure to follow the ENGINEER’s
recommendations.
J. Insurance :
The ENGINEER agrees that it has either attached a copy of all required insurance
certificates or that said insurance is not required due to the nature and extent of the types
of services rendered hereunder. (Not applicable as having been previously supplied)
K. Additional Terms or Modification:
The terms of this agreement shall be further modified as provided on the attachments.
Except for those terms included on the attachments, no additional terms are included as a
part of this agreement. All prior understandings and agreements between the parties are
merged into this agreement, and this agreement may not be modified orally or in any
Center Parkway/Countryside Parkway LAFO
United City of Yorkville
Professional Services Agreement
Design Engineering
manner other than by an agreement in writing signed by both parties. In the event that
any provisions of this agreement shall be held to be invalid or unenforceable, the
remaining provisions shall be valid and binding on the parties. The list of attachments
are as follows:
Attachment A: Scope of Services
Attachment B: Estimated Level of Effort and Associated Cost
Attachment C: Anticipated Project Schedule
Attachment D: Location Map
Attachment E: 2015 Standard Schedule of Charges
L. Notices:
All notices required to be given under the terms of this agreement shall be given mail,
addressed to the parties as follows:
For the City: For the ENGINEER:
City Administrator and City Clerk Bradley P. Sanderson, P.E.
United City of Yorkville Engineering Enterprises, Inc.
800 Game Farm Road 52 Wheeler Road
Yorkville, IL 60560 Sugar Grove Illinois 60554
Either of the parties may designate in writing from time to time substitute addresses or
persons in connection with required notices.
Agreed to this _____day of __________________, 2016.
United City of Yorkville: Engineering Enterprises, Inc.:
_________________________________ ________________________________
Gary Golinski Brad Sanderson, P.E.
Mayor Vice President
_________________________________ ________________________________
Beth Warren Angie Smith
City Clerk Executive Assistant
Center Parkway/Countryside Parkway Roadway Improvements
Local Agency Functional Overlay (LAFO)
United City of Yorkville
Kendall County, IL
Professional Services Agreement - Design Engineering
Attachment A – Scope of Services
Design Engineering:
Preliminary IDOT Coordination and Phase I Processing
o Section Number, Job Number, Project Number & Contract Number Request
o LAFO Approval (BLR46300)
o Location Map
o Preliminary Typical Sections - Existing and Proposed
o Prepare Maintenance History Letter
Prepare Final Plans
o Prepare Base Plan Set, IDOT Format
o General Notes, Legend, List of Highway Standards
o Summary of Quantities
o Typical Sections
o Plan Sheets (CAD Sheets, Developed from Center/Countryside topographic survey,
Center/Countryside proposed improvement sheets and Aerials/Field Notes, updated to IDOT
standard)
o Project Details
Prepare Specifications
o Project Specific Special Provisions
o Bureau of Design and Environment Provisions
o District Three Special Provisions
o Bureau of Local Roads and Streets Special Provisions
IDOT Processing
o Estimate of Cost
o Estimate of Time
o Lump Sum Item Breakdown
o Revisions with Disposition of Comments
o Agreement assumes one (1) revision will be made for the final submittal once STP funding is
secured
o Coordination of Local Agency Agreement for Federal Participation
o Prepare Construction Engineering Agreement
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Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #4
Tracking Number
PW 2016-32
Kennedy Road – Shared Use Path (ITEP)
Public Works Committee – May 17, 2016
Consideration of Approval
Consideration of Resolution and Joint Agreement
Brad Sanderson Engineering
Name Department
The purpose of this memo is to introduce copies of the required Resolution and Joint Agreement
for the Phase III (construction) portion of the project.
IDOT is now requiring that a specific resolution be passed as part of projects that have Federal
funding. A draft of the resolution is attached.
The Joint Agreement specifies the funding for the project, which is 80% ITEP Funds and 20%
Local Funds. The funding will be for both construction and construction engineering.
If you have any further questions or need additional information, please call.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Lisa Pickering, Deputy City Clerk
Date: May 4, 2016
Subject: Kennedy Road Shared-Use Path (ITEP)
Resolution No. 2016-___
Page 1
Resolution No. 2016-____
A RESOLUTION AUTHORIZING THE UNITED CITY OF YORKVILLE, KENDALL
COUNTY, ILLINOIS TO SHARE IN THE CONSTRUCTION COSTS FOR THE
SHARED-USE PATH IMPROVEMENT OF THE KENNEDY ROAD SHARED-USE
PATH PROJECT
United City of Yorkville
Location: Kennedy Road (FAU 3793)
Section No.: 10-00042-00-BT
Project No.: TE-00D3(091)
Job No.: C-93-088-15
WHEREAS, the United City of Yorkville, Kendall County, Illinois (the “City”)
endeavors to construct a shared-use path adjacent to Kennedy Road from IL Route 47 to Mill
Road that is approximately 16,100 feet in length and known to the Illinois Department of
Transportation as Section Number 10-00042-00-BT and State Job Number C-93-088-15; and,
WHEREAS, the cost of said improvement has necessitated the need for the use of
federal funds; and,
WHEREAS, the federal fund source requires a match of local funds; and,
WHEREAS, the use of federal funds requires a joint funding agreement in the form
attached hereto and made a part hereof by and between the City and the Department of
Transportation.
NOW, THEREFORE, BE IT RESOLVED that the Mayor and City Council of the
United City of Yorkville, Kendall County, Illinois, hereby approve the Local Public Agency
Agreement for Federal Participation in the form attached hereto and made a part hereof (the
“Agreement”) and authorize two-hundred twenty thousand, eight-hundred and thirty-four dollars,
($220,834), or as much of such sum as may be needed to match federal funds in the completion
of aforementioned project known as Section Number 10-00042-00-BT.
Resolution No. 2016-___
Page 2
BE IT FURTHER RESOLVED by the Mayor and City Council of the United City of
Yorkville, Kendall County, Illinois, that the Mayor is hereby authorized and directed to execute
said Agreement and any other documents related to advancement and completion of said project.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
_____ day of _______________, 2016.
______________________________
City Clerk
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
DIANE TEELING ________ SEAVER TARULIS ________
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
_____ day of _______________, 2016.
______________________________
MAYOR
Attest:
___________________________________
City Clerk
Printed 5/4/2016 Page 1 of 5 BLR 05310 (Rev. 09/03/15)
Local Public Agency
City of Yorkville
State Contract
X
Day Labor
Local Contract
RR Force Account
Local Public Agency Agreement
for Federal Participation
Section
10-00042-00-BT
Fund Type
ITEP
ITEP, SRTS, or HSIP Number(s)
329015
Construction Engineering Right-of-Way
Job Number Project Number Job Number Project Number Job Number Project Number
C-93-088-15 TE-00D3(091)
This Agreement is made and entered into between the above local public agency, hereinafter referred to as the “LPA”, and the State of
Illinois, acting by and through its Department of Transportation, hereinafter referred to as “STATE”. The STATE and LPA jointly
propose to improve the designated location as described below. The improvement shall be constructed in accordance with plans
prepared by, or on behalf of the LPA, approved by the STATE and the STATE’s policies and procedures approved and/or required by
the Federal Highway Administration, hereinafter referred to as “FHWA”.
Location
Local Name Kennedy Road Route FAU 3793 Length 3.13 Mi
Termini IL Route 47 to Mill Road
Current Jurisdiction City of Yorkville TIP Number 09-11-0008 Existing Structure No n/a
Project Description
Project consists of construction of a shared-use path along Kennedy Road and includes earthwork, driveway pavement removal,
aggregate base course, HMA surface course, restoration, pavement marking, and other appertunent work required to complete the
project.
Division of Cost
Type of Work ITEP % % LPA % Total
Participating Construction 883,336 ( * ) ( ) 220,834 ( BAL ) 1,104,170
Non-Participating Construction ( ) ( ) ( )
Preliminary Engineering ( ) ( ) ( )
Construction Engineering 131,452 ( * ) ( ) 32,863 ( BAL ) 164,315
Right of Way ( ) ( ) ( )
Railroads 183,232 ( * ) ( ) 45,808 ( BAL ) 229,040
Utilities ( ) ( ) ( )
Materials
TOTAL $ 1,198,020 $ $299,505 $1,497,525
* 80% ITEP funds not to exceed $1,198,020.
NOTE: The costs shown in the Division of Cost table are approximate and subject to change. The final LPA share is dependent on the final Federal
and State participation. The actual costs will be used in the final division of cost for billing and reimbursment.
If funding is not a percentage of the total, place an asterisk in the space provided for the percentage and explain above.
Local Public Agency Appropriation
By execution of this Agreement, the LPA attests that sufficient moneys have been appropriated or reserved by resolution or ordinance
to fund the LPA share of project costs. A copy of the authorizing resolution or ordinance is attached as an addendum (required for
State-let contracts only)
Method of Financing (State Contract Work Only)
METHOD A---Lump Sum (80% of LPA Obligation)
METHOD B--- Monthly Payments of due by the of each successive month.
METHOD C---LPA’s Share Balance divided by estimated total cost multiplied by actual progress payment.
(See page two for details of the above methods and the financing of Day Labor and Local Contracts)
Printed 5/4/2016 Page 2 of 5 BLR 05310 (Rev. 09/03/15)
Agreement Provisions
THE LPA AGREES:
(1) To acquire in its name, or in the name of the STATE if on the STATE highway system, all right-of-way necessary for this project in
accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act
of 1970, and established State policies and procedures. Prior to advertising for bids, the LPA shall certify to the STATE that all
requirements of Titles II and III of said Uniform Act have been satisfied. The disposition of encroachments, if any, will be
cooperatively determined by representatives of the LPA, and the STATE and the FHWA, if required.
(2) To provide for all utility adjustments, and to regulate the use of the right-of-way of this improvement by utilities, public and private, in
accordance with the current Utility Accommodation Policy for Local Agency Highway and Street Systems.
(3) To provide for surveys and the preparation of plans for the proposed improvement and engineering supervision during construction
of the proposed improvement.
(4) To retain jurisdiction of the completed improvement unless specified otherwise by addendum (addendum should be accompanied
by a location map). If the improvement location is currently under road district jurisdiction, an addendum is required.
(5) To maintain or cause to be maintained, in a manner satisfactory to the STATE and the FHWA, the completed improvement, or that
portion of the completed improvement within its jurisdiction as established by addendum referred to in item 4 above.
(6) To comply with all applicable Executive Orders and Federal Highway Acts pursuant to the Equal Employment Opportunity and
Nondiscrimination Regulations required by the U.S. Department of Transportation.
(7) To maintain, for a minimum of 3 years after final project close-out by the STATE, adequate books, records and supporting
documents to verify the amounts, recipients and uses of all disbursements of funds passing in conjunction with the contract; the
contract and all books, records and supporting documents related to the contract shall be available for review and audit by the
Auditor General and the department; and the LPA agrees to cooperate fully with any audit conducted by the Auditor General and
the STATE; and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents
required by this section shall establish a presumption in favor of the STATE for the recovery of any funds paid by the STATE under
the contract for which adequate books, records and supporting documentation are not available to support their purported
disbursement.
(8) To provide if required, for the improvement of any railroad-highway grade crossing and rail crossing protection within the limits of
the proposed improvement.
(9) To comply with Federal requirements or possibly lose (partial or total) Federal participation as determined by the FHWA.
(10) (State Contracts Only) That the method of payment designated on page one will be as follows:
Method A - Lump Sum Payment. Upon award of the contract for this improvement, the LPA will pay to the STATE within thirty
(30) calendar days of billing, in lump sum, an amount equal to 80% of the LPA’s estimated obligation incurred under
this Agreement. The LPA will pay to the STATE the remainder of the LPA’s obligation (including any nonparticipating
costs) within thirty (30) calendar days of billing in a lump sum, upon completion of the project based on final costs.
Method B - Monthly Payments. Upon award of the contract for this improvement, the LPA will pay to the STATE, a specified
amount each month for an estimated period of months, or until 80% of the LPA’s estimated obligation under the
provisions of the Agreement has been paid, and will pay to the STATE the remainder of the LPA’s obligation
(including any nonparticipating costs) in a lump sum, upon completion of the project based upon final costs.
Method C - Progress Payments. Upon receipt of the contractor’s first and subsequent progressive bills for this improvement, the
LPA will pay to the STATE within thirty (30) calendar days of receipt, an amount equal to the LPA’s share of the
construction cost divided by the estimated total cost, multiplied by the actual payment (appropriately adjusted for
nonparticipating costs) made to the contractor until the entire obligation incurred under this Agreement has been paid.
Failure to remit the payment(s) in a timely manner as required under Methods A, B, or C, shall allow the STATE to internally offset,
reduce, or deduct the arrearage from any payment or reimbursement due or about to become due and payable from the STATE to
LPA on this or any other contract. The STATE, at its sole option, upon notice to the LPA, may place the debt into the Illinois
Comptroller’s Offset System (15 ILCS 405/10.05) or take such other and further action as my be required to recover the debt.
(11) (Local Contracts or Day Labor) To provide or cause to be provided all of the initial funding, equipment, labor, material and services
necessary to construct the complete project.
(12) (Preliminary Engineering) In the event that right-of-way acquisition for, or actual construction of, the project for which this
preliminary engineering is undertaken with Federal participation is not started by the close of the tenth fiscal year following the fiscal
year in which the project is federally authorized, the LPA will repay the STATE any Federal funds received under the terms of this
Agreement.
(13) (Right-of-Way Acquisition) In the event that the actual construction of the project on this right-of-way is not undertaken by the close
of the twentieth fiscal year following the fiscal year in which the project is federally authorized, the LPA will repay the STATE any
Federal Funds received under the terms of this Agreement.
Printed 5/4/2016 Page 3 of 5 BLR 05310 (Rev. 09/03/15)
(14) (Railroad Related Work Only) The estimates and general layout plans for at-grade crossing improvements should be forwarded to
the Rail Safety and Project Engineer, Room 204, Illinois Department of Transportation, 2300 South Dirksen Parkway, Springfield,
Illinois, 62764. Approval of the estimates and general layout plans should be obtained prior to the commencement of railroad
related work. All railroad related work is also subject to approval be the Illinois Commerce Commission (ICC). Final inspection for
railroad related work should be coordinated through appropriate IDOT District Bureau of Local Roads and Streets office.
Plans and preemption times for signal related work that will be interconnected with traffic signals shall be submitted to the ICC for
review and approval prior to the commencement of work. Signal related work involving interconnects with state maintained traffic
signals should also be coordinated with the IDOT’s District Bureau of Operations.
The LPA is responsible for the payment of the railroad related expenses in accordance with the LPA/railroad agreement prior to
requesting reimbursement from IDOT. Requests for reimbursement should be sent to the appropriate IDOT District Bureau of Local
Roads and Streets office.
Engineer’s Payment Estimates shall be in accordance with the Division of Cost on page one.
(15) And certifies to the best of its knowledge and belief its officials:
(a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered
transactions by any Federal department or agency;
(b) have not within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against them
for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal,
State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements receiving stolen property;
(c) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, local) with
commission of any of the offenses enumerated in item (b) of this certification; and
(d) have not within a three-year period preceding the Agreement had one or more public transactions (Federal, State, local)
terminated for cause or default.
(16) To include the certifications, listed in item 15 above, and all other certifications required by State statutes, in every contract,
including procurement of materials and leases of equipment.
(17) (State Contracts) That execution of this agreement constitutes the LPA’s concurrence in the award of the construction contract to
the responsible low bidder as determined by the STATE.
(18) That for agreements exceeding $100,000 in federal funds, execution of this Agreement constitutes the LPA’s certification that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or
any employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any
cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant,
loan or cooperative agreement;
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to
influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or an employee of
a Member of Congress, in connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall
complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions;
(c) The LPA shall require that the language of this certification be included in the award documents for all subawards at all ties
(including subcontracts, subgrants and contracts under grants, loans and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
(19) To regulate parking and traffic in accordance with the approved project report.
(20) To regulate encroachments on public right-of-way in accordance with current Illinois Compiled Statutes.
(21) To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in
accordance with current Illinois Compiled Statutes.
(22) To complete this phase of the project within three (3) years from the date this agreement is approved by the STATE if this portion of
the project described in the Project Description does not exceed $1,000,000 (five years if the project costs exceed $1,000,000).
(23) To comply with the federal Financial Integrity Review and Evaluation (FIRE) program, which requires States and subrecipients to
justify continued federal funding on inactive projects. 23 CFR 630.106(a)(5) defines an inactive project as a project which no
expenditures have been charged against Federal funds for the past twelve (12) months.
To keep projects active, invoicing must occur a minimum of one time within any given twelve (12) month period. However, to
ensure adequate processing time, the first invoice shall be submitted to the STATE within six (6) months of the federal authorization
date. Subsequent invoices will be submitted in intervals not to exceed six (6) months.
(24) The LPA will submit supporting documentation with each request for reimbursement from the STATE. Supporting documentation is
defined as verification of payment, certified time sheets or summaries, vendor invoices, vendor receipts, cost plus fix fee invoice,
progress report, and personnel and direct cost summaries.and other documentation supporting the requested reimbursement
amount (Form BLRS 05621 should be used for consultant invoicing purposes). LPA invoice requests to the STATE will be
submitted with sequential invoice numbers by project.
Printed 5/4/2016 Page 4 of 5 BLR 05310 (Rev. 09/03/15)
The LPA will submit to the STATE a complete and detailed final invoice with applicable supporting documentation of all incurred
costs, less previous payments, no later than twelve (12) months from the date of completion of this phase of the improvement or
from the date of the previous invoice, which ever occurs first. If a final invoice is not received within this time frame, the most recent
invoice may be considered the final invoice and the obligation of the funds closed.
(25) The LPA shall provide the final report to the appropriate STATE district within twelve months of the physical completion date of the
project so that the report may be audited and approved for payment. If the deadline cannot be met, a written explanation must be
provided to the district prior to the end of the twelve months documenting the reason and the new anticipated date of completion. If
the extended deadline is not met, this process must be repeated until the project is closed. Failure to follow this process may result
in the immediate close-out of the project and loss of further funding.
(26) (Single Audit Requirements) That if the LPA expends $750,000 or more a year in federal financial assistance they shall have an
audit made in accordance with 2 CFR 200. LPAs expending less than $750,000 a year shall be exempt from compliance. A copy
of the audit report must be submitted to the STATE (Office of Finance and Administration, Audit Coordination Section, 2300 South
Dirksen Parkway, Springfield, Illinois, 62764), within 30 days after the completion of the audit, but no later than one year after the
end of the LPA’s fiscal year. The CFDA number for all highway planning and construction activities is 20.205.
Federal funds utilized for constructon activities on projects let and awarded by the STATE (denoted by an “X” in the State Contract
field at the top of page 1) are not included in a LPA’s calculation of federal funds expended by the LPA for Single Audit purposes.
(27) That the LPA is required to register with the System for Award Management or SAM (formerly Central Contractor Registration
(CCR)), which is a web-enabled government-wide application that collects, validates, stores, and disseminates business information
about the federal government’s trading partners in support of the contract award and the electronic payment processes. To register
or renew, please use the following website: https://www.sam.gov/portal/public/SAM/#1.
The LPA is also required to obtain a Dun & Bradstreet (D&B) D-U-N-S Number. This is a unique nine digit number required to
identify subrecipients of federal funding. A D-U-N-S number can be obtained at the following website:
http://fedgov.dnb.com/webform.
THE STATE AGREES:
(1) To provide such guidance, assistance and supervision and to monitor and perform audits to the extent necessary to assure validity
of the LPA’s certification of compliance with Titles II and III requirements.
(2) (State Contracts) To receive bids for the construction of the proposed improvement when the plans have been approved by the
STATE (and FHWA, if required) and to award a contract for construction of the proposed improvement, after receipt of a
satisfactory bid.
(3) (Day Labor) To authorize the LPA to proceed with the construction of the improvement when Agreed Unit Prices are approved, and
to reimburse the LPA for that portion of the cost payable from Federal and/or State funds based on the Agreed Unit Prices and
Engineer’s Payment Estimates in accordance with the Division of Cost on page one.
(4) (Local Contracts) For agreements with Federal and/or State funds in engineering, right-of-way, utility work and/or construction
work:
(a) To reimburse the LPA for the Federal and/or State share on the basis of periodic billings, provided said billings contain
sufficient cost information and show evidence of payment by the LPA;
(b) To provide independent assurance sampling, to furnish off-site material inspection and testing at sources normally visited by
STATE inspectors of steel, cement, aggregate, structural steel and other materials customarily tested by the STATE.
IT IS MUTUALLY AGREED:
(1) Construction of the project will utilize domestic steel as required by Section 106.01 of the current edition of the Standard
Specifications for Road and Bridge Construction and federal Buy America provisions.
(2) That this Agreement and the covenants contained herein shall become null and void in the event that the FHWA does not approve
the proposed improvement for Federal-aid participation within one (1) year of the date of execution of this Agreement.
(3) This Agreement shall be binding upon the parties, their successors and assigns.
(4) For contracts awarded by the LPA, the LPA shall not discriminate on the basis of race, color, national origin or sex in the award and
performance of any USDOT – assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26.
The LPA shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and
administration of USDOT – assisted contracts. The LPA’s DBE program, as required by 49 CFR part 26 and as approved by
USDOT, is incorporated by reference in this Agreement. Upon notification to the recipient of its failure to carry out its approved
program, the STATE may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for
Printed 5/4/2016 Page 5 of 5 BLR 05310 (Rev. 09/03/15)
enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31U.S.C. 3801 et seq.). In the absence
of a USDOT – approved LPA DBE Program or on State awarded contracts, this Agreement shall be administered under the
provisions of the STATE’s USDOT approved Disadvantaged Business Enterprise Program.
(5) In cases where the STATE is reimbursing the LPA, obligations of the STATE shall cease immediately without penalty or further
payment being required if, in any fiscal year, the Illinois General Assembly or applicable Federal Funding source fails to appropriate
or otherwise make available funds for the work contemplated herein.
(6) All projects for the construction of fixed works which are financed in whole or in part with funds provided by this Agreement and/or
amendment shall be subject to the Prevailing Wage Act (820 ILCS 130/0.01 et seq.) unless the provisions of that Act exempt its
application.
ADDENDA
Additional information and/or stipulations are hereby attached and identified below as being a part of this Agreement.
Number 1- Location Map, Number 2 – LPA Appropriation Resolution
(Insert Addendum numbers and titles as applicable)
The LPA further agrees, as a condition of payment, that it accepts and will comply with the applicable provisions set forth in this Agreement
and all Addenda indicated above.
APPROVED APPROVED
Local Public Agency State of Illinois
Department of Transportation
Name of Official (Print or Type Name) Randall S. Blankenhorn, Secretary Date
By:
Title (County Board Chairperson/Mayor/Village President/etc.) Aaron A. Weatherholt, Deputy Director of Highways Date
Omer Osman, Director of Highways/Chief Engineer Date
(Signature) Date
The above signature certifies the agency’s TIN number is William M. Barnes, Chief Counsel Date
conducting business as a Governmental
Entity.
DUNS Number Jeff Heck, Chief Fiscal Officer (CFO) Date
NOTE: If the LPA signature is by an APPOINTED official, a resolution authorizingsaid appointed official to execute this
agreement is required.
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #5
Tracking Number
PW 2016-33
EPA Lead Initiative
Public Works Committee – May 17, 2016
Information will be provided at the meeting.
Bart Olson Administration
Name Department
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
OB #1
Tracking Number
PW 2015-55
Crosswalk Signage
Public Works Committee – May 17, 2016
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Review of the City’s signage and crossing guards at crosswalks.
Background
This item was last discussed at the April Public Works Committee meeting. At that meeting, the
Committee reviewed recommendations and a status update on all of the City’s major crosswalks near
schools.
Since the meeting, we’ve nailed down the annual cost of providing crossing guards at each
location. This estimate was not immediately apparent because of the complex method by which we
currently pay crossing guards (not on an hourly basis). In short, we pay crossing guards around
$25/hour and each of the crossing guards work around an hour per day. The exact compensation method
for crossing guards is a flat fee for each day of work, regardless of how many hours it takes. Due to
FLSA regulations, this is something we’ll have to move away from in the future. There are supposed to
be ~175 school days per year, so we’re estimating that it costs $4,500 per year to provide crossing
guards at each location.
The specific recommendations that were discussed at the meetings were:
1) Crossing guards
a. At Bristol Bay Elementary School - $4,500
b. At Autumn Creek Elementary School - $4,500
$9,000 total
2) LED push-button crosswalk signs
a. At Bristol Bay Elementary School - $8,000
b. At YHS south entrance - $8,000
c. At Hydraulic and 47 - $8,000
$24,000 total
Our proposal is that the School District and the City should split these costs. A School District
representative will be at the meeting to discuss.
The above recommendations are based on the fact that the City currently provides crossing
guards at the location of Orange St and Route 47, where only 1 pedestrian per day uses the crossing.
Under that standard, we felt that crossing guards should be added to the two crosswalks above. Since
the committee felt that an LED sign should be added to E Main and Route 47 (in the approval process),
we recommended that LED signs be added to the three crossings above which have higher usage.
Memorandum
To: Public Works Committee
From: Bart Olson, City Administrator
CC:
Date: May 12, 2016
Subject: Crosswalk proposal
We did not recommend any additional signage or crossing guards at Grande Reserve Elementary
School nor Yorkville Middle School because pedestrian and vehicular conflicts do not exist.
As a reminder, the City currently pays for crossing guards at the YHS and Freshman Academy
entrances, Yorkville Grade School entrance, the intersection of Orange St and Route 47, and the
intersection of Mill St and Rt 126.
Recommendation
Staff requests direction on the hiring of additional crossing guards and purchase of additional
LED signs.
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
OB #2
Tracking Number
PW 2015-74
Mowing and Maintenance of Public Parkways
Public Works Committee – May 17, 2016
See attached memo.
Eric Dhuse Public Works
Name Department
Background
In February, the committee had recommended that certain areas that are public parkways
should only be mowed once per year. At that time, the committee had asked for an update in
May to see if we thought this would still work out well or if we needed to modify our plan.
Action Items
Should public works mow public parkways more than once per year?
Recommendation
Even though we have not mowed any public parkways yet, I believe that this year it will
be beneficial to mow the areas in question more than one time. I would ask that the
determination be made each year instead of trying to set a specific number of mowings that we
would perform in a season. We may have a drought year where any more than one mowing
would be detrimental or a wet year where we may have to mow 3 times just to try and keep
everything from growing out of control and possibly creating safety hazards by blocking sight
lines.
If the committee concurs with my recommendation, we plan on mowing the parkways for
the first time before Memorial Day, weather permitting. From there, we will have to wait and
see what the weather does to decide when we will mow next.
Please let me know if you have any questions or need further information.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, Administrator
Date: May 9, 2016
Subject: Public Parkway Mowing and Maintenance Update
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
OB #3
Tracking Number
PW 2016-21
Presentation by Leopardo Energy
Public Works Committee – May 17, 2016
N/A
N/A
Informational Item
Status update on Leopardo Energy Proposal
Bart Olson Administration
Name Department