PUBLIC WORKS COMMITTEE 2020/05/26 Minutes
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SPECIAL PUBLIC WORKS COMMITTEE MEETING
TUESDAY, MAY 26, 2020 – 2:00 P.M.
REMOTE ACCESS MEETING
MINUTES
ROLL CALL/CALL TO ORDER
Chairman Raymond Buschmann called the virtual meeting to order at 2:00 P.M.
Aldermen Ted Notz and Jim Preschlack were present.
Staff virtually attending the meeting included Michael Thomas, Director of Public Works;
Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering;
Jason Wicha, City Manager; Brian Joyce, Engineering Supervisor and Jim Lockefeer,
Management Analyst.
Chairman Buschmann welcomed both Alderman Notz and Alderman Preschlack as
new Public Works Committee members.
INFORMATIONAL ITEM
I. FY21 STUDY ON ADVANCE METERING INFRASTRUCTURE “AMI” WATER METER
REPLACEMENTS / WATER DISTRIBUTION SYSTEM / WATERMAIN PRIORITIZATION
REPLACEMENT PLAN – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
Director Thomas explained that having these studies substantially completed by
the end of September is important for CIP planning and budgeting.
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The Committee and staff discussed approaches to replacing water meters
Citywide, water meter technologies, battery life of the current meters, and
anticipated water distribution system impacts with the new hotel constructed in
the Conway Business Park
ACTION ITEMS
II. APPROVAL OF THE APRIL 28, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES
Chairman Buschmann inquired about the format of the April 28, 2020 meeting
minutes. Management Analyst Jim Lockefeer explained that for Committee
meeting topics that have one or two summary slides he will look to incorporate
those summary slides as screenshots directly into the minutes. He explained that
for topics that contain three or more slides he would continue to write out a
summary instead of incorporating those slides directly into the minutes. He
explained that incorporating summary slides allow him to be more efficient in
drafting the minutes. Chairman Buschmann explained that he was comfortable
with this direction.
Chairman Buschmann noted a date error in the minutes on page 13 and
requested that it was corrected.
Alderman Preschlack moved to approve the April 28, 2020 Public Works
Committee meeting minutes subject to Chairman Buschmann’s requested edit.
Alderman Notz seconded the motion, which carried unanimously.
III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE ROSEMARY RAVINE
PROJECT BID – JIM LOCKEEFER
Mr. Lockefeer reviewed the below two summary presentation slides on the topic.
He explained that a draft City Council write-up on the topic was also included in
the meeting packet.
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The Committee and staff discussed the updated design and V3 Construction
Group’s ravine construction experience.
Alderman Preschlack moved to recommend approval to City Council award of
the Rosemary Ravine Project to V3 Construction Group in the amount of $509,650
to include authorization for a 10% contingency for a total of $560,615. Alderman
Notz seconded the motion, which carried unanimously.
IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FACILITIES
CONDITION ASSESSMENT & MAINTENANCE PROPOSAL – DAN MARTIN
Superintendent Martin reviewed a presentation on the topic. He explained that
a draft City Council write-up on the topic was also included in the meeting
packet.
Superintendent Martin provided a detailed overview of the project scope and
project budget. He explained the request for proposal (RFP) process staff
initiated to solicit firm proposals to meet the project scope. He explained that the
process was very competitive and that the City received 13 proposals from
qualified firms. Superintendent Martin reviewed the staff RFP review process that
included firm interviews. He reviewed the below evaluation/cost table.
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Superintendent Martin explained that Bureau Veritas submitted the overall
strongest proposal. He explained that the staff review team was very impressed
with Bureau Veritas asset management program, comprehensive facility
summary reporting, and benchmarking analysis. He reviewed a tentative
schedule for the first year.
The Committee and staff discussed the buildings included in this assessment
process, the proposed tentative schedule, how the reports will be utilized for CIP
planning purposes, Bureau Veritas local presence, and the selection of Bureau
Veritas and their proposal cost. Chairman Buschmann recommended that the
City Council write-up include language identifying Bureau Veritas as not
submitting the overall lowest cost proposal and the added benefits in selecting
their firm to the City.
Alderman Preschlack moved to recommend approval to City Council award of
the Facilities Condition Assessment & Maintenance Proposal to Bureau Veritas in
an amount of $83,476 over a two-year period. Alderman Notz seconded the
motion, which carried unanimously.
V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE COMPOST CENTER’S
YARDWASTE OPERATIONS AGREEMENT – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
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The Committee and staff discussed the two additional one-year options, other
community yardwaste models, the uniqueness of the City’s Compost Center,
and the process of transferring the City’s yardwaste by the contractor.
Alderman Preschlack moved to recommend approval to City Council award of
a three-year agreement with an option for two, one-year extensions for the
Compost Center’s Yardwaste Transfer Agreement to Thelen Materials. Alderman
Notz seconded the motion, which carried unanimously.
VI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE WATER PLANT
CONSULTING SERVICES PROPOSAL – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
VII.
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The Committee and staff discussed the decision to select two firms to provide
consulting services, and the fee schedules/rates submitted by the firms included
in their agreements.
Alderman Preschlack moved to recommend approval to City Council award of
three-year agreements to Donohue & Associates, Inc. and Strand Associates,
Inc. to provide consulting services for components of the Lake Forest
Ultrafiltration Membrane Water Plant. Alderman Notz seconded the motion,
which carried unanimously.
VIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE CONTRACT FOR IDOT
RTE. 41 & DEERPATH IMPROVEMENT – MIKE THOMAS
Director Thomas reviewed a project map of the area and the below summary
presentation slide on the topic.
The Committee and staff discussed IDOT’s property rights, the City Attorney’s
Office review of the contract, the project schedule following both the City’s and
State’s approval of the contract, and the State’s reimbursement process.
Alderman Preschlack moved to recommend approval to City Council the
contract for IDOT Rte. 41 & Deerpath Improvement Project. Alderman Notz
seconded the motion, which carried unanimously.
PUBLIC COMMENT
There was no additional public comment.
NEXT MEETING
The Committee agreed to meet next on July 8, 2020 at 2 P.M. The Committee
had discussions about meeting length going forward.
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ADJOURNMENT
Alderman Preschlack moved to adjourn the meeting of the Public Works
Committee at 3:53 P.M. Alderman Notz seconded the motion, which carried
unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst