On September 9, 2022 the Village was notified that the Illinois Department of Transportation (IDOT) awarded the Village the Highway Safety Improvement Program (HSIP) Grant for the Wilke Road at Kirchhoff Road Guardrail Improvement Project. The federal commitment for this project is 75% of the total construction cost, not to exceed $130,970. Construction cost is estimated at $174,627. The project will be let by IDOT and the Village will be billed for the local agency share of the construction cost.

As the project involves two intersections that are under the jurisdiction of IDOT and taking into consideration this new project opportunity, Hampton, Lenzini & Renwick, Inc. (HLR) was requested to provide a quote for Phase I and Phase II engineering services for the proposed improvements. The Village entered into an agreement for Phase I project development report on October 27, 2022.  The quote for Phase II design and plan preparation is $44,710. 

Since the grant was applied for in June 2022, and award notification was in September 2022, this project is not in the CIP. As such, a budget amendment is needed for the Phase II design and Phase III construction costs. IDOT will administer the construction contract and bill the Village for the local agency cost share, currently estimated at $43,657. The total funding request of $88,367 will cover the design cost and the estimated construction cost to the Village.

The requested action would authorize a budget amendment to transfer $88,400 from reserves to project ST2309, account 401-7101-550300, and authorize the execution of a contract with HLR, Inc. in the amount of $44,710 for Phase II design and plan preparation of the Wilke-Kirchhoff Barrier Safety Project. The construction contract will be brought to the Board for approval at a later date.

RECOMMENDATION:

It is recommended that the Village Board approve the attached Ordinance amending the 2023 Budget in the amount of $88,400 in Capital Projects Fund Road Projects, for Phase II design and for the Village’s share of construction cost of the Wilke-Kirchhoff Barrier Safety Project.

It is also recommended that the Village Board authorize the execution of a contract with Hampton, Lenzini & Renwick, Inc. in the amount of $44,710 for Phase II design of the Wilke-Kirchhoff Barrier Safety Project and authorize staff to execute the necessary documents.