Loading...
PUBLIC WORKS COMMITTEE 2021/09/08 Packet PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, SEPTEMBER 8, 2021 – 3:30 P.M. WATER PLANT AGENDA *Please be advised that this Public Works Committee Meeting can be attended in-person at the Water Plant located at 1441 Lake Rd, Lake Forest. I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – WATER PLANT III. FY ’22 PROJECT ROADMAP STATUS CHART IV. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE JULY 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID – JIM LOCKEFEER 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE FIRE ALARM TESTING & INSPECTION SERVICES CONTRACT BID – JIM LOCKEFEER 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY MECHANICAL ENGINEERING SERVICES – JIM LOCKEFEER 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION OF FINANCIAL COMMITMENT FOR THE SAFE ROUTES TO SCHOOL PROGRAM GRANT APPLICATION – JIM LOCKEFEER & BYRON KUTZ 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SNOW PROGRAM HAND SHOVELING CONTRACT BID – DAN MARTIN 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT – MICHAEL THOMAS V. BUDGET / HIRING / INNOVATION UPDATES – WATER PLANT VI. PUBLIC COMMENT VII. NEXT MEETING – WEDNESDAY, NOVEMBER 3 VIII. ADJOURNMENT ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS (CHART & TOUR) Operating Section Service Description Streets Pavement Maintenance Asphalt, concrete repairs, sidewalks, signs, striping and litter collection Lighting:Electric & Gas Lights Maintenance of City electric street lights and intersection signalization JULIE Locates Locating underground utilities Gas Light Conversion Conversion of all City gas lights to LED technology (fixture & electrification) Sweeping Sweep City streets to reduce the debris blocking and entering the storm sewer system Sanitation Refuse Collection Bi-weekly; top of drive collection Recycling Once weekly, curbside collection Compost Center City operated for disposal of recyclables, yard waste, metal and electronics Yard Waste Bi-weekly; curbside collection Water & Sewer Sewer Maintenance Repairs, cleaning, catch basins/manholes and maintenance of sanitary and storm sewer system Water Meter Reading Meters are read monthly to collect regular billing data, identify unreasonably high or low water usage, or malfunctions with the meter Water Mains Maintenance of City's water mains, including valves, fire hydrants and taps JULIE Locates Locating underground utilities Water Plant Production Production of potable water (water reservoir and elevated tank), including IDNR and EPA record-keeping Equipment Maintenance Maintenance of pumps, valves, generators and sewer lift stations Fleet Equipment/ Vehicle Repair Maintenance of all City-owned vehicles/equipment, including improvements to new and existing equipment Capital Purchases Specifications/bidding of equipment needed for City Fleet Building Maintenance Capital Repairs Electrical, carpentry, plumbing and roof repairs for all City buildings, including planning and designing upgrades and replacements of facilities Janitorial Services Specifications, bidding and monitoring Engineering Permitting/Plan Review Review and issuance of permits and oversight of development plans Enforcement/ Inspection Field supervision of construction projects to include -asphalt, sidewalk, sewer and water mains Capital Improvement Project Specifications Provide design and specifications for all City infrastructure projects Environmental and Aesthetics Considerations When possible, with both capital projects and Department operations, consider environmental and aesthetic features based upon cost/benefit analysis All Sections Snow &Ice Control Plowing and treatment of all City streets, parking lots, sidewalks and public buildings ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS FY ’22 PROJECT ROADMAP STATUS (CHART) Project % Complete Notes Annual Concrete Sidewalks &Curbs Repairs 98%Substantially complete: minor punch list items expected to be completed by 9/10 Annual Pavement Resurfacing Program 100%Complete Annual Pavement Patching Program 25%Work scheduled for 9/7 to 9/10 (weather dependent) Annual Storm Sewer Lining Program 90%In progress: expected to be completed by 9/8 Property Condition Assessments 85%In progress:Phase II building walk-throughs completed / reviewing facility reports Capital Equipment -All Funds 90%90% equipment received, in-service modifications are continuing and will continue into late fall/early winter Illinois & Woodland Pedestrian Bridge Designs 75% In progress: designs to be completed and bid in October, Illinois Bridge will be replaced early to mid spring, Woodland Bridge will be replaced during summer 2022 after LFHS is out Lake-Woodbine Bridge Reconstruction Design PH 1 25% In progress:Use of MFT funds approved by IDOT, internal staff kickoff meeting held, meeting with stakeholder on 9/2, HPC meeting 9/22 to reintroduce/review status of project Old Elm Parking Lot 99%Substantially complete: lot is open; remaining striping by 9/10 Forest Park Bluff Slope Stabilization 60%In progress: Design efforts continuing; working to finalize plans and costs Seminary Ravine Study 70%In progress: Design efforts continuing; draft report outline, exhibits and data summary almost finalized Ringwood Road S Ravine Project 100%Complete Dickinson Hall Exterior Tuck Pointing*25%In progress: bids received, bid award recommendation to PWC 9/9, City Council approval 9/20 Waukegan & Westleigh Intersection Phase II Design 20% In progress: IDOT approved Phase I Design, Phase II internal kickoff meeting held, right of way acquisition process starting soon PROJECT ROADMAP –CAPITAL FUND *To be reviewed under New Business / Action Items Project % Complete Notes Water Distribution Pressure Sensors 50% In progress: received two proposals that were 55% & 57% over the engineers estimate of $387,700. Project to be rebid in September with scope reduction for electrical materials & integration only. City crews to procure and install concrete vaults, conduits & cabinet pads. Water Valve Replacements 25%To begin in September: replacements expected to be completed by the end of October Spruce Lift Station Pump Overhaul 0%Staff to develop bid specifications for Fall 2021 bid opening; work to be scheduled for Winter 2022 (low pumpage) Water Plant 42" and 24" Intake Line Cleaning 100%Completed Deerpath Watermain Design (Ahwahnee-Golf) 50%In progress: final design efforts underway Annual Sanitary Sewer Lining Program 90%Substantially complete: expected to be completed by 9/8 PROJECT ROADMAP –WATER FUND NEW BUSINESS / ACTION ITEM: APPROVAL OF THE JULY 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, JULY 1, 2021 – 3:30 P.M. IN-PERSON / REMOTE ACCESS MEETING CITY HALL / ZOOM MEETING MINUTES I. ROLL CALL/CALL TO ORDER Chairman Jim Preschlack called the meeting to order at 3:30 P.M. Alderman Jennifer Karras was present. Alderman Ted Notz was in attendance remotely via Zoom. Chairman Preschlack introduced himself as the new Public Works Committee Chairman and welcomed Alderman Karras to the Public Works Committee. Chairman Preschlack explained that he had met with Public Works staff to develop a new strategic agenda format. Staff attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of Engineering and Jim Lockefeer, Assistant to the Director of Public Works. II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS Chairman Preschlack explained that this new standing item would be an informational agenda item on Public Works services, assets, and infrastructure. He explained that staff might look to highlight a particular item for the Committee’s review and discussion on an as needed basis. Director Thomas reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed various Operating Section services. Chairman Preschlack recommended that the Water Plant be highlighted for the Committee’s next meeting. III. PROJECT ROADMAP Chairman Preschlack explained that this new standing item would be a discussion and review of in-flight capital Public Works projects. Director Thomas reviewed the below summary presentation slides on the topic. The Committee and City staff discussed grant funding opportunities and grant program impacts to project timing. 3 IV. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE APRIL 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the April 1, 2021 Public Works Committee meeting minutes. Chairman Preschlack seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) HVAC MAINTENANCE CONTRACT BID – JIM LOCKEFEER Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. Alderman Notz moved to recommend approval to City Council the award of bid for the two-year HVAC Preventative Maintenance Contract to Hayes Mechanical in the amount of $106,907. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SUBURBAN PURCHASING COOPERATIVE (SPC) FY22 LONG LINE STRIPING CONTRACT – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 4 The Committee and City staff discussed the annual budgeted amount for the program and the program zones. Alderman Notz moved to recommend approval to City Council the award of the FY22 Long Line Striping Program to Superior Road Striping, Inc. in the amount of $75,000. Alderman Karras seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) VALVE EXERCISING PROGRAM BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed repairs to valves that cannot be exercised or turned, the frequency that all valves are turned, and water system pressure sensors. Alderman Notz moved to recommend approval to City Council the award of the award the three-year Valve Exercising Program bid to Wach Water Services in the amount of $52,245. Alderman Karras seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) LEAK DETECTION PROGRAM BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. The Committee and City staff discussed follow up repairs identified through the Leak Detection Program. Alderman Karras moved to recommend approval to City Council the award of the three-year Leak Detection Program bid to Consulting Engineering, Inc. in the amount of $60,690. Alderman Notz seconded the motion, which carried unanimously. 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RECYCLING PROCESSING AGREEMENT – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 6 The Committee and City staff discussed recycling processing firm ability for contamination audits and reviewed the status of the intern curbside recycling cart audit program. Superintendent Martin explained that staff was not yet seeking any Committee approval related to this item. 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL CHANGE ORDER FOR LAKE-WOODBINE BRIDGE RECONSTRUCTION DESIGN – MICHAEL THOMAS Director Thomas reviewed the below summary presentation slide on the topic. 7 The Committee and City staff discussed the design process related to neighborhood communications and the Historical Preservation Commission. Alderman Notz moved to recommend approval to City Council a change order agreement with H.W. Lochner, Inc. and an IDOT Resolution for additional MFT funds for Phase I Design of the Lake / Woodbine Bridge in the amount of $27,328 for a total design sum of $114,798. Alderman Karras seconded the motion, which carried unanimously. V. BUDGET / HIRING / INNOVATION UPDATES 1. INTRODUCTION OF CITY’S NEW SUPERINTENDENT OF ENGINEERING, BYRON KUTZ Director Thomas introduced the City’s new Superintendent of Engineering, Byron Kutz. Superintendent Kutz provided the Committee with background on his career experiences. The Committee welcomed Superintendent Kutz. VI. PUBLIC COMMENT There was no public comment. NEXT MEETING – THURSDAY, SEPTEMBER 16, 3:30 P.M. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 4:47 P.M. Alderman Karras seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Assistant to the Director of Public Works NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID •FY22 CIP Budget -$160,000 •Tuck pointing of the masonry areas (historic) around building in areas of grout decay •Tuckpointing is important maintain the integrity of building brick masonry •Leverett Masonry Consulting masonry experts designed project specifications and will assist with project oversight •Received seven bids •City has positive experiences working with Bruce Brugioni Construction on historic masonry projects •Action requested: PW Committee recommends City Council award of bid for the Dickinson Hall Exterior Tuck Pointing Project Bid to the lowest and responsible bidder, Bruce Brugioni Construction, in the amount of $130,533.47, to a include a 10% project contingency of $13,053.35, for a grand total of $143,586.82 Firm Bid Total $ Bid Acceptance Berglund Construction Company $55,000.00 No –failed to understand scope / bid instructions Bruce Brugioni Construction $130,533.47 Yes Action One Construction INC $141,000.00 No –failed to follow bid instructions Carving in Stone Inc $154,000.00 Yes Cruz Brother's Construction Company $155,785.00 Yes A-One Group $246,200.00 Yes Union Contracting $249,300.00 Yes NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE FIRE ALARM TESTING & INSPECTION SERVICES CONTRACT BID FIRE ALARM TESTING & INSPECTION SERVICES CONTRACT BID •Funded from City building operating budgets •Annual Testing & Inspection Program services for 31 City facilities and over 1,500 fire alarm system devices •All testing & inspections completed in accordance with NFPA Standards •Originally received three bids: two bids were rejected as they failed to follow bidding instructions; other bid withdrew due to an internal clerical pricing error •Rebid; received one bid •Esscoe provides services to numerous public organizations such as schools, colleges (Lake Forest College), and municipalities (Lake County facilities) •Three -year agreement with option for two additional one-year periods (subject to performance) Action requested: PW Committee recommends City Council award of bid for the three -year Fire Alarm Testing & Inspection Program Contract to Esscoe in the amount of $30,016 Firm 3-Year Bid Total $ Esscoe $30,016 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY MECHANICAL ENGINEERING SERVICES PROFESSIONAL SERVICES AGREEMENTS FACILITY MECHANICAL ENGINEERING SERVICES •Building Maintenance Capital Funds and Operating Funds fund designs •Mechanical engineering services used for plumbing, HVAC, and electrical projects •Mechanical engineering design services include schematic design, final design & construction documents, and project construction oversight •RFP process modeled after other professional services agreements (e.g. landscape design and ravine engineering design) •Two firms selected: project consistency & firm availability •Received three proposals •Proposals reviewed in detail by staff RFP Review Committee •Assigned scores based on firm experience, references/project results, and fee schedule •Three-year agreement with option for two additional one-year periods (subject to performance) Action requested: PW Committee recommends City Council authorize the City Manager to enter into professional service agreements with 20-10 Engineering Group and HOH Group for Facility Mechanical Engineering Services Firm Fee Schedule 20-10 Engineering Group $85 -$195 HOH Group $81 -$175 ME Engineers $110 -$300 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION OF FINANCIAL COMMITMENT FOR THE SAFE ROUTES TO SCHOOL PROGRAM GRANT APPLICATION “SAFE ROUTES TO SCHOOL” –GRANT APPLICATION RESOLUTION •IDOT grant program to improve student conditions for walking or biking to school •Eligible projects include sidewalk & crosswalk improvements within two mile radius of schools •Program encourages coordination with impacted school/school district •Program requires a municipal resolution of financial commitment if awarded funds; 80/20 match •City submitting application for non-connected sidewalks in Whispering Oaks Subdivision south of Cherokee School Action requested: PW Committee recommends City Council approve a resolution of financial commitment for the City’s Safe Routes to School Program grant application Funding Source Match $ SRTS $140,000 Lake Forest $35,000 TOTAL $175,000 *Match $ may be revised; engineering is working to finalize cost estimate RESOLUTION NO. ____ WHEREAS, The City of Lake Forest, hereinafter referred to as CITY, located in the County of Lake, State of Illinois, desires to construct and connect sidewalks in the Whisper Oaks Subdivision located south of Cherokee School to improve student walkability and bikeability conditions; WHEREAS, a Safe Routes to Schools (SRTS) Grant will fund 80% of the construction for the project with 20% to be paid for with local funds; WHEREAS, the CITY does hereby commit funds in the amount of $35,000 to cover its share of the construction expenses; NOW, THEREFORE, be it resolved by the CITY: FIRST: The findings made in the prefatory portion of this Resolution are herby adopted. SECOND: The City does hereby commit the approximate amount of $35,000 plus any additional amounts as may be required for the CITY’s share of the project costs. ADOPTED this 20th day of September, 2021 pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this 20th day of September, 2021. _______________________________ Mayor ATTEST: ________________________________ City Clerk NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SNOW PROGRAM HAND SHOVELING CONTRACT BID SNOW PROGRAM HAND SHOVELING CONTRACT PROPOSAL •Program funded via the annual snow contractual service operating budget account •Hand shoveling snow removal services at: •Rec Center, Gorton Community Center, City Hall, Oakwood & Deerpath Corner, Elawa Farms, and Grove Cultural Campus •Services charged “per push” when it snows greater than one inch •Advertised in paper, invited eleven contractors; received one proposal: •City has positive experiences working with Kaplan; previously provided program services from 2014-15 to 2016-17 •Four-year agreement;no cost increases Action requested: PW Committee recommends City Council award of proposal for the four-year Snow Program Hand Shoveling Contract to Kaplan in the annual amount not to exceed $60,000 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT 2019 –2020 Snow Season 2020 –2021 Snow Season State contract amount: $93,131.36 Net: $70,133.61 State contract amount: $93,131.36 Net: $52,801.09 •New state agreement $70,743 / year through 4/30/25 •Action requested: PW Committee recommends City Council approval of the Route 43 & 60 Plowing and Salting Intergovernmental Agreement with IDOT BUDGET / HIRING / INNOVATION UPDATES (WATER PLANT TOUR) PUBLIC COMMENT NEXT MEETING – WEDNESDAY, NOVEMBER 3, 2021 ADJOURNMENT