Chapter Five AGREEMENTS - Illinois Department of Transportation

BUREAU OF LOCAL ROADS & STREETS
5-6(2) AGREEMENTS Jan 2005
8. Identify the selected method of construction (e.g., State or local let contract, railroad or
local forces).
9. Note if concurrence in the award of the contract is required.
10. Provide a division of cost showing funding responsibilities and the type of funds being
used.
11. Identify the method of payment and/or reimbursement by each party.
12. Note the local agency appropriation for their share of the cost.
13. For federally funded projects, include any statements regarding DBEs. Note the DBE
program being followed by the local agency if it is a locally let contract.
14. Identify who is responsible for railroad adjustments and the salvage of old equipment.
15. Identify who is responsible for maintenance of the completed work (e.g., crossing
surfaces, warning signals, power lines, roadway approaches).
16. If protection work is involved, the agreement must stipulate that the work conforms to the
ICC Requirements for Railroad-Highway Grade Crossing Protection and to the Illinois
Manual on Uniform Traffic Control Devices.
17. Note who is responsible for the retention of records for inspections, audits, etc.
Railroads must retain records for 3 years after completion of the project.
18. Identify the proposed completion date of the project.
19. Provide provisions in the agreement to allow termination of the project.
20. Include a statement that IDOT audits railroad bills for work performed by railroad forces
in accordance with FHWA requirements on all projects involving the use of State or
federal funds.
5-6.03 Preparation and Execution
Typically, the local agency or the local agency’s consultant will prepare the railroad and local
agency agreement. At the request of a local agency, the Central BLRS can provide assistance
to the local agency during the agreement preparation process. The draft agreement is
circulated among the affected parties and is sent to the district, the local agency, the railroad,
and the Central BLRS for corrections/comments. Once corrected, the agreement is executed
by all parties.
Upon review of the draft agreement by IDOT, the local agency arranges with the railroad to
have an estimate of cost and plans submitted to the district for approval prior to execution of the
agreement.
A minimum of three original agreements should be provided by the appropriate parties.
Additional original agreements should be included, if more than one local agency and/or railroad
is a party to the agreement.