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.
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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