IGA with IDOT- 22nd St. Maintenance 07-01-2005 Illinois Department
of Transportation Intergovernmental Agreement
Governmental Body Name
Village of Oak Brook
Address
1200 Oak Brook Road
3
Oak Brook,IL 60524-2255
Remittance Address(if different from above)
City,State,Zip
Telephone Number Fax Number FEWTIN
3000063-78
Brief Description of Service(full description specified in Part 5)
Local Agency Maintenance of State Highways
Compensation Method(full details Travel Expense ❑ Yes Agreement Term
specified in Part 6) ® No From: July 1,2005
Total Compensation Amount Travel Amount Advance Pay ❑ Yes To:
$11,384.00 $0.00 ® No June 30,2015
REQUIRED SIGNATURES
By signing below, GOVERNMENTAL BODY and DEPARTMENT agree to comply with and abide by all provisions set forth in
Parts 1-6 herein and any Appendices thereto.
FOR THE GOVE NMENT DY:
r
Kevin Quinlan, Village President _
Signatu of Authorized presentative Type or Print Name of Authorized Representative Date
ZFOR THE DEPARTMENT:
Diane M.O'Keefe,P.E.,Deputy Director of Highways,Region Chief Counsel(Approved as to form)
One Engineer
Victor A.Modeer,Director,Division of Highways Robert J.Millette,Director of Finance&Administration
Timothy W.Martin,Secretary of Transportation Date
Intergovernmental Agreement 1 Agreement No: DOT06-DOH-07
(Rev. 05/2004)
Illinois Department of Transportation
INTERGOVERNMENTAL AGREEMENT
FOR
MUNICIPAL MAINTENANCE OF STATE HIGHWAYS
This Agreement is by and between
Please type or print legibly GOVERNMENTAL BODY's legal name and address
Village of Oak Brook
1200 Oak Brook Road
3
Oak Brook, IL 60522255
hereinafter called the GOVERNMENTAL BODY, and the State of Illinois, acting by and through its
Department of Transportation, hereinafter called the DEPARTMENT.
Part 1 Scope/Compensation/Term
Part 2 General Provisions
Part 3 Specific Provisions
Part 4 Scope of Services/Responsibilities
Part 5 Compensation for Services
Part 6 Computation Sheet—Municipal Maintenance
PART 1
SCOPE/COMPENSATION/TERM
A. Scope of Services and Responsibilities. The DEPARTMENT and the GOVERNMENTAL BODY
agree to operate and maintain the streets covered by this agreement in the best interests of
the people of the State of Illinois.
B. Compensation. Compensation (if any)shall be as specified in Part 5.
C. Term of Agreement. The term of this Agreement shall be from July 1,2005 to
June 30,2015.
D. Amendments. All changes to this Agreement must be mutually agreed upon by DEPARTMENT
and GOVERNMENTAL BODY and be incorporated by written amendment, signed by the parties.
E. Renewal. This Agreement may be renewed upon written agreement by the parties.
Intergovernmental Agreement 2 Agreement No: DOT06-DOH-07
(Rev. 05/2004)
PART 2
GENERAL PROVISIONS
A. Changes. If any circumstance or condition in this Agreement changes, GOVERNMENTAL BODY
must notify the DEPARTMENT in writing within seven days.
B. Compliance/Governing Law. The terms of this Agreement shall be construed in accordance
with the laws of the State of Illinois. Any obligations and services performed under this
Agreement shall be performed in compliance with all applicable state and federal laws.
C. Non-Appropriation. This Agreement is subject to termination and cancellation in any year for
which the General Assembly or the United States Congress fails to make an appropriation to
make payments under the terms of the Agreement.
D. Records Inspection. The DEPARTMENT or a designated representative shall have access to
GOVERNMENTAL BODY's work and applicable records whenever it is in preparation or progress,
and the GOVERNMENTAL BODY shall provide for such access and Inspection.
E. Records Preservation. The GOVERNMENTAL BODY, shall maintain for a minimum of three
years after the completion of the Agreement, adequate books, records and supporting
documents to verify the amounts, recipients and uses of all disbursements of funds passing in
conjunction with the Agreement.
F. Subcontracting/Selection Procedures/Employment of Department Personnel.
Subcontracting, assignment or transfer of all or part of the interests of the GOVERNMENTAL
BODY concerning any of the obligations covered by this Agreement is prohibited without prior
written consent of the DEPARTMENT.
Competitive selection procedures shall be used for products or services having a total
value of more than $10,000. In the absence of formal codified procedures of the
GOVERNMENTAL BODY, the procedures of the DEPARTMENT will be used. The
procurement through solicitation of a proposal from only one source is allowed only if the
products or services are available only from a single source; the DEPARTMENT
authorizes such a procedure; or, after solicitation of a number of sources, competition is
determined inadequate. The GOVERNMENTAL BODY shall include a requirement in all
contracts with third parties that the contractor or consultant will comply with the
requirements of this Agreement in performing such contract, and that the contract is
subject to the terms and conditions of this Agreement.
GOVERNMENTAL BODY will not employ any person or persons currently employed by the
DEPARTMENT for any work required by the terms of this Agreement.
PART 3
SPECIFIC PROVISIONS
A. Invoices.The amount shown on each invoice shall be in accordance with the rates
established in Part 6 Compensation for Services. All non-labor costs, if allowable, shall be
listed and itemized.
Any invoices/bills issued by the GOVERNMENTAL BODY to the DEPARTMENT pursuant to this
Agreement shall be sent to the following address:
Illinois Department of Transportation
Dennis Mahoney
17 W 236 Butterfield Road
Villa Park, IL 60181
Intergovernmental Agreement 3 Agreement No: DOT06-DOH-07
(Rev. 05/2004)
All invoices shall be signed by an authorized representative of the GOVERNMENTAL BODY.
B. Billing and Payment. All invoices for services performed and expenses incurred by
GOVERNMENTAL BODY prior to July 1St Of each year must be presented to the DEPARTMENT no
later than July 31 of that same year for payment under this Agreement. Notwithstanding any
other provision of this Agreement, the DEPARTMENT shall not be obligated to make payment to
GOVERNMENTAL BODY on invoices presented after said date. Failure by GOVERNMENTAL BODY
to present such invoices prior to said date may require GOVERNMENTAL BODY to seek payment
of such invoices through the Illinois Court of Claims and the Illinois General Assembly. No
payments will be made for services performed prior to the effective date of this Agreement.
The DEPARTMENT Will send all payments to the GOVERNMENTAL BODY's remittance address
listed in this Agreement.
C. Termination. If the DEPARTMENT is dissatisfied With the GOVERNMENTAL BODY'S performance
or believes that there has been a substantial decrease in the GOVERNMENTAL BODY'S
performance, the DEPARTMENT may give written notice that remedial action shall be taken by
the GOVERNMENTAL BODY within seven (7)calendar days. If such action is not taken within the
time afforded, the DEPARTMENT may terminate the Agreement by giving seven (7)days written
notice to the GOVERNMENTAL BODY. Additionally, the Department may terminate the
Agreement by giving thirty(30) days written notice. In either instance, the GOVERNMENTAL
BODY shall be paid for the value of all authorized and acceptable work performed prior to the
date of termination, based upon the payment terms set forth in the Agreement.
D. Location of Service. Service to be performed by the GOVERNMENTAL BODY shall be
performed as described in Part 5.
E. Ownership of Documents/Title to Work.
[Not applicable to this Agreement.]
F. Software.
[Not applicable to this Agreement.]
G. Confidentiality Clause.
[Not applicable to this Agreement.]
H. Reporting/Consultation. The GOVERNMENTAL BODY shall notify and consult with the
DEPARTMENT as described in Part 5.
I. Travel Expenses. No expenses for travel, lodging, or per diem shall be paid by the
DEPARTMENT pursuant to this Agreement.
J. Indemnification. Unless prohibited by State law, the GOVERNMENTAL BODY agrees to hold
harmless and indemnify the DEPARTMENT, and its officials, employees, and agents, from any
and all losses, expenses, damages (including loss of use), suits, demands and claims, and
shall defend any suit or action,whether at law or in equity, based on any alleged injury or
damage of any type arising from the actions or inactions of the GOVERNMENTAL BODY and/or
the GOVERNMENTAL BODY employees, officials, agents, contractors and subcontractors, and
shall pay all damages,judgments, costs, expenses, and fees, including attorney's fees,
incurred by the DEPARTMENT and its officials, employees and agents in connection therewith.
K. Equal Employment Opportunities,Affirmative Action, Sexual Harassment. The
GOVERNMENTAL BODY will comply with the Illinois Human Rights Act with respect to public
contracts, including equal employment opportunity, refraining from unlawful discrimination and
having a written sexual harassment policy.
Intergovernmental Agreement 4 Agreement No: DOT06-DOH-07
(Rev. 05/2004)
PART 4
SCOPE OF SERVICE/RESPONSIBILITIES
The GOVERNMENTAL BODY agrees to operate and maintain specific portions of the State
Highway system including, but not limited to,all routine surface and pothole repairs, temporary
full-depth patches, expansion bump removal on bituminous surfaces, crack and joint sealing,
debris removal and litter pickup, and all other routine operational services. Median
maintenance,when applicable, shall consist of sweeping, litter pickup, mowing and routine
surface repairs.
In addition, the GOVERNMENTAL BODY agrees to permit no cuts or openings in the curbs or
pavements of the streets covered by this agreement without prior written approval of the
DEPARTMENT. The GOVERNMENTAL BODY will not permit any utility maintenance and/or
installation work unless written approval is provided by the DEPARTMENT in advance of the
project. Said restoration, repairs, adjustments and maintenance will be performed by the utility
owner or permit owner at no expense to the DEPARTMENT in a manner that meets the
DEPARTMENT's regulations and standards.
The GOVERNMENTAL BODY agrees that, except in extreme emergencies, it will not undertake or
authorize repairs not covered by this agreement,at the expense of the DEPARTMENT,without
securing prior written approval of the DEPARTMENT.
PART 5
COMPENSATION FOR SERVICES
A. Cost. The DEPARTMENT shall calculate eligible compensation for services in accordance
with the Bureau of Operations Maintenance Policy Manual, Section 11 —Municipal
Maintenance of State Highways.
The DEPARTMENT Will pay the GOVERNMENTAL BODY in two installments, on or about June
30 and October 31 of each fiscal year(July 1St through June 30th), subject to an inspection
for satisfactory maintenance and operation of covered streets by the DEPARTMENT.
B. Billing. The GOVERNMENTAL BODY shall submit to the DEPARTMENT an Invoice Voucher in
the amount of one-half of the annual payment, according to the calculations of lane miles in
Part 6, Computation Sheet—Municipal Maintenance. The Invoice Voucher shall be sent to
the following address:
Illinois Department of Transportation
Dennis Mahoney
17 W 236 Butterfield Road
Villa Park, IL 60181
C. Escalation. Subject to availability of funds, the DEPARTMENT will adjust the rate of
compensation annually(beginning July 1)for the second and subsequent 12-month period
to reflect changes in miles maintained and costs. The cost adjustment factor used to
determine the rates of compensation will be the percent change of the Construction Cost
Index published in the Engineering News Record for the preceding calendar year.
Intergovernmental Agreement 5 Agreement No: DOT06-DOH-07
(Rev. 05/2004)
Sheet i of 2
District No.1
STATE OF ILLINOIS Village of Oak Brook
DEPARTMENT OF TRANSPORTATION
COMPUTATION SHEET-MUNICIPAL MAINTENANCE
For the Period Beginning July 1,2005,ending October 31,2006
April 1,2006 through June 30,2006
INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE
LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. ROUTE SUB-
NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS
1 FA 131 (55&56)R-1 22nd Street ILL 83 137'E/o ILL 83 2 @36' S 2 @36' 6 Adj.to Med. 137 0.15 5300 C201 606 4.29 389.96
2 FAU 552R-3 22nd Street 137'E/o ILL 83 McDonalds Drive 2 @36' V 2 @36' 6 Adj.to Med. 3151 3.58 5300 C201 606 4.29 9307.07
9877
3 FAU 552 R-3 22nd Street McDonald's Drive 290'W/o CL of 1-88 2 @24' V 2 @24' 4 Adj.to Med. 430 0.33 7950 C01 659 4.29 932.95
9877
4 FA 131 552 R-2 22nd Street 290'W/o CL of 1-88 290'E/o CL of 1-88 2 @24' S 2 @24' 4 Adj.to Med. 580 0.44 7950 C201 659 4.29 1243.93
5 FAU 1975-145N 22nd Street 290'E/o CL of 1-88 Clearwater 2 @36' V 2 @36' 6 Adj.to Med. 2400 2.73 5300 C01 606 4.29 7097.29
1453
6 MEDIAN 22nd Street ILL 83 13T E/o ILL 83 S 6' 137 0.03 CURB MEDIAN 330 4.29 42.47
7 MEDIAN 22nd Street 137'E/o ILL 83 McDonald's Drive V 21' 3151 0.59 CURB MEDIAN 330 4.29 835.26
8 MEDIAN 22nd Street McDonald's Drive 290'W/o CL of 1-88 V 16' 430 0.08 CURB MEDIAN 330 4.29 113.26
9 MEDIAN 22nd Street 290'W/o CL of 1-88 290'E/o CL of 1-88 S 4' 580 0.11 CURB MEDIAN 330 4.29 155.73
10 MEDIAN 22nd Street 290'E/o CL of 1-88 Clearwater V 4'-18' 2400 0.46 CURB MEDIAN 330 4.29 651.22
SUB TOTALS 8.50 Lane Miles SUB TOTAL $20,769.13
STATE OF ILLINOIS Sheet 2 of 2
DEPARTMENT OF TRANSPORTATION District No.I
Village of Oak Brook
COMPUTATION SHEET-MUNICIPAL MAINTENANCE
For the Period Beginning July 1,2005,ending October 31,2006
April 1,2006 through June 30,2006
INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE
LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. ROUTE SUB-
NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS
11 FA 131 552 R-2 22nd Street Clearwater 358'W/o York Rd. 2 @36' S 2 @36' 6 Adj.to Med. 778 0.88 5300 C-'01 606 4.29 2287.77
12 FA 131 552R 22nd Street 358'W/o of York Rd. 219'W/o Abut. 1-88 2 @36' S 2 @36' 6 Adj.to Med. 2214 2.51 5300 C-'01 606 4.29 6525.35
13 TOLL T-6-C 22nd Street 219'W/o Abut. 1-88 W.Abut.of 1-294 2 @24' T 2 @24' 4 Adj.to Med. 878 0.67 7950 C-'01 659 4.29 1894.16
14 TOLL T-6-23 22nd Street @ I-88 2 @24' T 2 @24' 4 Adj.to Med. (244') TOTALS IN ABOVE LINE ITEM
15 MEDIAN 22nd Street Clearwater 358'W/o of York Rd S 4' 778 0.15 CURB MEDIAN 330 4.29 212.36
16 MEDIAN 22nd Street 358'W/o York Rd. 219'W/o Abut. 1-88 S 4' 2214 0.42 CURB MEDIAN 330 4.29 594.59
17 MEDIAN 22nd Street 219'W/o Abut. 1-88 W.Abut. 1-294 T 4' 878 0.17 CURB MEDIAN 330 4.29 240.67
SUB TOTAL 4.80 Lane Miles SUB TOTAL AMOUNT $11,754.90
GRAND TOTAL 13.30 Lane Miles ALL PAGES TOTAL $32,525.00
7 MONTH 35%AGREEMENT TOTAL $11,384.00
h
Item 9.D.
PGA 0 Oqte9
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AGENDA ITEM
Regular Board of Trustees Meeting
of
September 13, 2005
SUBJECT: IDOT 22nd Street Maintenance Intergovernmental Agreement
FROM: Dale L. Durfey, Jr., P.E., Village Engineer L. D
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move that the Village Board approve the
"Intergovernmental Agreement for Municipal
Maintenance of State Highways" regarding 22"d Street
between Illinois Route 83 and I-294.
Background/History:
On June 24, 1998, the Village executed a Letter of Intent between the Village and IDOT for the
Maintenance and Intergovernmental Transfer of 22nd Street and York Road. Part of that Letter of
Intent included the responsibility that the Village perform routine maintenance of 22nd Street,
east of Illinois Route 83, between the months of April and October.
On June 29, 1999, IDOT executed the two Jurisdictional Transfer Agreements which transferred
York Road to the Village and 22nd Street to IDOT. Part of those transactions included an
agreement that the Village perform routine maintenance on the aforesaid section of 22nd Street in
return for a certain monetary amount which was adjusted every year according to the
construction cost index. That routine maintenance agreement expired on June 30, 2005.
IDOT has submitted the attached replacement agreement which is for 10 years and goes from
July 1, 2005 to June 30, 2015. Village staff has reviewed this document and finds it to be
satisfactory as to form.
Recommendation:
I recommend that the Village Board approve the IDOT Agreement.
Last saved by ddurfey \\ash\users\ENG\EKULIS\WORD\MEMO\idot 22nd inter maint agr2.doc
Last printed 9/8/2005 1:16 PM
Illinois Department of Transportation
Division of Highways/Region One/District One
201 West Center Court/Schaumburg, Illinois 60196-1096
August 22, 2005
Dale L. Durfey, Jr., P.E. --- -- ,
Village Engineer
Village of Oak Brook
1200 Oak Brook Road i j AUG 2 5 2005 ,
Oak Brook, IL 60523-2255
ViLL.AGE N -1ik
Dear Mr. Durfey: F `NT
The State of Illinois, acting through its Department of Transportation, wishes to
enter into a new 10-year Intergovernmental Agreement for the Maintenance of
Municipal Streets with your municipality. The new agreement would become
effective on July 1, 2005 for an initial 7-month period. Thereafter, the
agreement would be extended by mutual agreement between this department and
your agency in 7-month increments through June 30, 2015.
A new computation sheet(s) for FY2006 is attached. The adjustment factor used
to determine the rates of compensation shown on the Computation Sheet has
been increased to 4.29 to reflect FY2004's 6.28% increase in the Construction
Cost Index as documented by the January 3/10, 2005 edition of"Engineering
News Record."
Enclosed for your signature are three (3) copies of the Agreement for
Maintenance of Municipal Streets for the period of July 1, 2005 to June 30,
2015.
Please have the proper signatures, the Clerk's Certification and the Municipal
Seal affixed to all copies of the agreement and return the partially executed
agreements to our office for final processing. The Department will send you a
completed agreement upon its execution by our Central Office in Springfield.
Please forward the agreement to:
Kevin Lyons
Bureau of Maintenance, District One
Illinois Department of Transportation
201 West Center Court
Schaumburg, Illinois 60196-1096
Mr. Durfey
August 22, 2005
Page 2
Please be advised that the Agreement should be executed and mailed to us as
soon as possible. If you have any questions, please contact Mr. Kevin Lyons at
(847) 705-4195.
Very truly yours,
'07, O;KAA/�
Diane M. O'Keefe, P.E.
Deputy Director of Highways,
Region One Engineer
STATE OF ILLINOIS Sheet 2 of 2
DEPARTMENT OF TRANSPORTATION District No.I
COMPUTATION SHEET-MUNICIPAL MAINTENANCE Village of Oak Brook
For the Period Beginning July 1,2005,ending October 31,2006
A ril 1 2006 through June 30 2006
INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT.ALLOWANCE
LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ ADJ. ROUTE SUB-
NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS
11 FA 131 552 R-2 22nd Street Clearwater 358'W/o York Rd. 2 @36' S 2 @36' 6 Adj.to Med. 778 0.88 5300 C-101 606 4.29 2287.77
12 FA 131 552R 22nd Street 358'W/o of York Rd. 219'W/o Abut.1-88 2 @36' S 2 @36' 6 Adj.to Med. 2214 2.51 5300 C-'01 606 4.29 6525.35
13 TOLL T-6-C 22nd Street 21 9'W/o Abut.1-88 W.Abut.of 1-294 2 @24' T 2 @24' 4 Adj.to Med. 878 0.67 7950 C-'01 659 4.29 1894.16
14 TOLL T-6-23 22nd Street @ 1-88 2 @24' T 2 @24' 4 Adj.to Med. (244') TOTALS IN ABOVE LINE ITEM
15 MEDIAN 22nd Street Clearwater 358'W/o of York Rd S 4' 778 0.15 CURB MEDIAN 330 4.29 212.36
16 MEDIAN 22nd Street 358'W/o York Rd. 21 9'W/o Abut.1-88 S 4' 2214 0.42 CURB MEDIAN 330 4.29 594.59
17 MEDIAN 22nd Street 219'W/o Abut.1-88 W.Abut.1-294 T 4' 878 0.17 CURB MEDIAN 330 4.29 240.67
SUB TOTAL 4.80 Lane Miles SUB TOTAL AMOUNT $11,754.90
GRAND TOTAL 13.30 Lane Miles ALL PAGES TOTAL $32,525.00
7 MONTH 35%AGREEMENT TOTAL $11,384.00
Sheet I of 2
District No.I
STATE OF ILLINOIS Village of Oak Brook
DEPARTMENT OF TRANSPORTATION �n
COMPUTATION SHEET-MUNICIPAL MAINTENANCE _ PAR?
For the Period Beginning July 1,2005,ending October 31,2006
April 1 2006 through June 30 2006
INTERSECTING STREETS PORTIONS UNDER AGREEMENT MAINF:ALLOWANCE
LINE TOTAL BUILT NO. LENGTH LANE ADT/ RATE/ AD). ROUTE SUB-
NO. ROUTE SECTION STREET NAME FROM TO WIDTH BY WIDTH LANES LOCATION IN FEET MILES LANE SOURCE LN.MI. FACTOR TOTALS TOTALS
1 FA 131 (55&56)R-1 22nd Street ILL 83 137'E/o ILL 83 2 @36' S 2 @36' 6 Adj.to Med. 137 0.15 5300 C-'01 606 4.29 389.96
2 FAU 552R-3 22nd Street 137'E/o ILL 83 McDonalds Drive 2 @36' V 2 @36' 6 Adj.to Med. 3151 3.58 5300 C201 606 4.29 9307.07
9877
3 FAU 552 R-3 22nd Street McDonald's Drive 290'W/o CL of 1-88 2 @24' V 2 @24' 4 Adj.to Med. 430 0.33 7950 C201 659 4.29 932.95
9877
4 FA 131 552 R-2 22nd Street 290'W/o CL of 1-88 290'E/o CL of 1-88 2 @24' S 2 @24' 4 Adj.to Med. 580 0.44 7950 C=01 659 4.29 1243.93
5 FAU 1975-145N 22nd Street 290'E/o CL of 1-88 Clearwater 2 @36' V 2 @36' 6 Adj.to Med. 2400 2.73 5300 C201 606 4.29 7097.29
1453
6 MEDIAN 22nd Street ILL 83 137'E/o ILL 83 S 6' 137 0.03 CURB MEDIAN 330 4.29 42.47
7 MEDIAN 22nd Street 13T E/o ILL 83 McDonald's Drive V 21' 3151 0.59 CURB MEDIAN 330 4.29 835.26
8 MEDIAN 22nd Street McDonald's Drive 290'W/o CL of 1-88 V 16' 430 0.08 CURB MEDIAN 330 4.29 113.26
9 MEDIAN 22nd Street 290'W/o CL of 1-88 290'E/o CL of 1-88 S 4' 580 0.11 CURB MEDIAN 330 4.29 155.73
10 MEDIAN 22nd Street 290'E/o CL of 1-88 Clearwater V 4'-18' 2400 0.46 CURB MEDIAN 330 4.29 651.22
SUB TOTALS 8.50 Lane Miles SUB TOTAL $20,769.13