PUBLIC WORKS COMMITTEE 2021/07/01 Packet
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, JULY 1, 2021 – 3:30 P.M.
IN-PERSON / REMOTE ACCESS MEETING
CITY HALL / ZOOM MEETING
AGENDA
Please be advised that this Public Works Committee Meeting can be attended in-person at City
Hall or remotely via the Zoom Meeting link below.
https://us02web.zoom.us/j/87559019247?pwd=eHRoeGtVeW9TSExIbll1Z1VKam1YQT09
Webinar ID: 875 5901 9247
Passcode: 062266
I. ROLL CALL/CALL TO ORDER
Jim Preschlack, Chairman
Jennifer Karras
Ted Notz
II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
III. PROJECT ROADMAP
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE APRIL 1, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) HVAC MAINTENANCE CONTRACT
BID – JIM LOCKEFEER
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
SUBURBAN PURCHASING COOPERATIVE (SPC) FY22 LONG LINE STRIPING
CONTRACT – DAN MARTIN
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) VALVE EXERCISING PROGRAM
BID – DAN MARTIN
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) LEAK DETECTION PROGRAM BID –
DAN MARTIN
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
RECYCLING PROCESSING AGREEMENT – DAN MARTIN
7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL CHANGE ORDER
FOR LAKE-WOODBINE BRIDGE RECONSTRUCTION DESIGN – MICHAEL
THOMAS
V. BUDGET / HIRING / INNOVATION UPDATES
1. INTRODUCTION OF CITY’S NEW SUPERINTENDENT OF ENGINEERING, BYRON
KUTZ
VI. PUBLIC COMMENT
VII. NEXT MEETING – THURSDAY, SEPTEMBER 16, 3:30 P.M.
VIII. ADJOURNMENT
ASSET, INFRASTRUCTURE,
& SERVICE HIGHLIGHTS
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
PROJECT ROADMAP
Project % Complete Notes
Annual Concrete Sidewalks &Curbs Repairs 90%Substantially completed: minor punch list items and restoration
work remain
Annual Pavement Resurfacing Program 60%In progress: milling, base patching, and binder work complete;
surface, and restoration work remain
Annual Pavement Patching Program 0%To begin following the completion of the Resurfacing Program
Annual Storm Sewer Lining Program 25%Pipe cleaning to occur in July followed by the lining of pipes in
October
Property Condition Assessments 70%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 70%In progress: designs to be completed and bid in October
Lake -Woodbine Bridge Reconstruction Design PH 1&2*5%In progress:staff meeting held; seeking PWC approval for change
order
Old Elm Parking Lot 30%
In progress: EV charging station & special water quality
stormwater structure received; structure to be installed then lot
will be resurfaced
Forest Park Bluff Slope Stabilization 25%In progress: preliminary design efforts underway
Seminary Ravine Study 20%In progress: preliminary design (surveying) efforts underway
Ringwood Road S Ravine Project 65%In progress: culvert lining complete; in-stream ravine work, curb
and gutter work, road resurfacing, and restoration work remain
Dickinson Hall Exterior Tuck Pointing 5%In progress: developing specification for bid
Waukegan & Westleigh Intersection Phase II Design 20%In progress: preliminary Phase II design efforts underway
PROJECT ROADMAP –CAPITAL FUND
*Item to be further reviewed under New Business / Action Items
Project % Complete Notes
Water Distribution Pressure Sensors 50%In progress: design efforts underway; to be bid to align with
water valve replacements
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) 25%In progress: preliminary design (surveying) efforts underway
Annual Sanitary Sewer Lining Program 25%Pipe cleaning to occur in July followed by the lining of pipes in
October
PROJECT ROADMAP –WATER FUND
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE APRIL 1, 2021 PUBLIC
WORKS COMMITTEE MEETING MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, APRIL 1, 2021 – 3:30 P.M.
REMOTE ACCESS MEETING
MINUTES
ROLL CALL/CALL TO ORDER
Chairman Raymond Buschmann called the virtual meeting to order at 3:30 P.M.
Aldermen Ted Notz was present. Chairman Buschmann explained that Alderman
Preschlack was not present for the meeting.
Chairman Buschmann stated that in accordance with state statute, he made
the determination that it was not practical or prudent to schedule an in-person
Public Works Committee meeting because of the COVID-19 pandemic, and
therefore the meeting was being held remotely.
Staff virtually attending the meeting included Michael Thomas, Director of Public
Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of
Engineering and Jim Lockefeer, Management Analyst.
ACTION ITEMS
I. APPROVAL OF THE MARCH 22, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the March 22, 2021 Public Works Committee
meeting minutes. Chairman Buschmann seconded the motion, which carried
unanimously.
II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL
FOR THE SOUTH PARK PARKING LOT PROJECT – JIM LOCKEFEER
Management Analyst Lockefeer reviewed the below summary presentation slide
on the topic.
2
The Committee and City staff discussed the proposals received, the City staff RFP
Committee proposal review process and the formation of their
recommendation, a potential OSLAD grant funding opportunity and previous
OSLAD grant funds awarded for recent work completed in the park, the 10%
contingency request, and project timing.
The Public Works Committee requested that staff email the RFP Committee’s
scoring and rankings of the proposals received.
Alderman Notz moved to recommend approval to City Council the award of the
South Park Parking Lot Design Proposal to Hitchcock Design Group, in the
amount of $38,105 plus 10% contingency in the amount of $3,895, for a total of
$42,000 subject to staff providing the Public Works Committee the RFP Review
Committee’s scoring and rankings of the proposals received. Chairman
Buschmann seconded the motion, which carried unanimously.
III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MSF FLEET
EPOXY FLOOR PROJECT BID – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the estimated useful life of epoxy floors,
the process to recoat an existing epoxy floor, the specific project limits in the MS
garage, and the impact of the project to Fleet Section operations.
Alderman Notz moved to recommend approval to City Council the award of bid
for the MSF Fleet Epoxy Floor Project to DBM Services, Inc. in the amount of
$57,000 plus 10% contingency in the amount of $5,700, for a total of $62,700.
Chairman Buschmann seconded the motion, which carried unanimously.
3
IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 JOINT SEWER LINING PROJECT BID –
BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
The Committee and City staff discussed the funding amounts other participating
MPI communities were spending for their lining programs, the City’s past annual
lining program funding amounts, and the process to identify candidate pipes for
the lining program.
Alderman Notz moved to recommend approval to City Council award of bid for
the Lake Forest 2021 Joint Sewer Lining Project to Hoerr Construction in the not-
to-exceed amount of $175,000. Chairman Buschmann seconded the motion,
which carried unanimously.
V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 CONCRETE CURB AND SIDEWALK
REPLACEMENT PROJECT BID – BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
4
The Committee and City staff discussed the development of the sidewalk
replacement list.
Alderman Notz moved to recommend approval to City Council award of
contract for the 2021 Concrete Curb and Sidewalk Replacement Project to
Schroeder and Schroeder, Inc. for a not-to-exceed amount of $75,000. Chairman
Buschmann seconded the motion, which carried unanimously.
VI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 CRACK SEALING PROJECT BID –
BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
5
The Committee and City staff discussed the program’s effectiveness and
funding.
Alderman Notz moved to recommend approval to City Council award of
contract for the 2021 Crack Sealing Project to Patriot Pavement Maintenance,
Inc. for a not-to-exceed amount of $30,000. Chairman Buschmann seconded the
motion, which carried unanimously.
VII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE 2021
VALVE REPLACEMENT PROJECT BID – BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
The Committee and City staff discussed the development of the valve
replacement list and the valves that were on the original bid list that were
removed due to budget.
Alderman Notz moved to recommend approval to City Council award of bid for
the 2021 Valve Replacement Project to Acqua Contractors for a not-to-exceed
amount of $300,000. Chairman Buschmann seconded the motion, which carried
unanimously.
VIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE II DESIGN
PROPOSAL FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT
PROJECT – BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
6
The Committee and City staff discussed potential for the project to receive
outside grant funding and project right-of-way acquisition.
Alderman Notz moved to recommend approval to City Council the Waukegan
& Westleigh Intersection Improvement Project Phase II Design Proposal to Gewalt
Hamilton Associates, Inc. in the amount of $71,100. Chairman Buschmann
seconded the motion, which carried unanimously.
PUBLIC COMMENT
There was no public comment.
Superintendent Ells shared that this was his last Public Works Committee meeting
prior to retiring. He thanked the Committee and staff for his time with the City.
Chairman Buschmann, Alderman Notz, and City staff thanked Superintendent Ells
for his many years of service.
NEXT MEETING – MAY 6, 2021
ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:18 P.M. Chairman Buschmann 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
MUNICIPAL PARTNERSHIP INITIATIVE
(MPI) HVAC MAINTENANCE
CONTRACT BID
HVAC MAINTENANCE CONTRACT BID
•City building operating budgets fund HVAC maintenance services
•Preventative Maintenance Program for approximately 415 pieces of HVAC equipment in 20
City facilities
•Extends equipment life, ensuring its reliability, and reducing operating costs
•Equipment serviced consist of furnaces, boilers, chillers, pumps, air handlers, condensers, cooling
towers and exhaust fans
•Contractors respond to emergency “no heating” or “no cooling” calls
•Received three bids through Municipal Partnership Initiative (MPI) public bid process
•Two -year agreement with option for two additional one-year periods (subject to
performance)
•Bid price cannot exceed 2% annual increase
Action requested: PW Committee recommends City Council award of bid for the two-year
HVAC Preventative Maintenance Contract to Hayes Mechanical in the amount of $106,907
Firm Bid $2-Year Total $
Hayes Mechanical $52,924 $106,907
First Point Mechanical $59,606 $120,404
McDonough Mechanical $90,416 $182,640
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
SUBURBAN PURCHASING COOPERATIVE
(SPC) FY22 LONG LINE STRIPING
CONTRACT
FY22 LONG LINE STRIPING PROGRAM CONTRACT
•FY22 program budget -$75,000
•Suburban Purchasing Cooperative (SPC) joint bid
•The 2020 SPC/IDOT thermoplastic lane marking contract was awarded to
Superior Road Striping, Inc. of Melrose Park
•Lane marking specifications meet Illinois IDOT standards
•Pricing / terms & conditions remain the same as FY21 contract (extended due to
COVID -19 impacts)
•City’s Long Line Striping Program is split into 4 zones (includes all streets, parking
lots and crosswalks)
•Zone 2 completed in 2020
•Zone 3 to be completed in 2021
Action requested: PW Committee recommends City Council award the FY22 Long
Line Striping Program to Superior Road Striping, Inc. in the amount of $75,000
Description UOM 2019
Cost per Unit
2021
Cost per Unit
4” Line LF $0.52 $0.52
6” Line LF $0.76 $0.76
12” Line LF $1.52 $1.52
24” Line LF $3.78 $3.78
Letters & Symbols SF $3.51 $3.51
Removal SF $0.41 $0.41
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE
(MPI) VALVE EXERCISING PROGRAM BID
VALVE EXERCISING PROGRAM BID
•Three -year program budget -$60,000
•Exercising valves throughout distribution system ensures reliable valve operation &
maintains water quality
•Each valve in designated annual zones is operated through full closing/opening cycle
•Exercising prevents valve rust build up that could render the valve inoperable or prevent tight
shutoffs; ensures reliability to immediately isolate water lines for main breaks & extends valves
useful life
•Program utilizes GIS to record detailed valve info (i.e. location, number of turns, size, close
direction)
•Municipal Partnering Initiative (MPI) Program bid with Glenview, Niles and North Chicago
•Three -year agreement with option for two additional one-year periods (subject to
performance)
Action requested: PW Committee recommends City Council award the three-year Valve
Exercising Program bid to Wach Water Services in the amount of $52,245
Company Name Dollar Amount Bid (3-Year Total)
Wachs Water Services $ 52,245
M.E. Simpson $ 80,592
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
MUNICIPAL PARTNERSHIP INITIATIVE
(MPI) LEAK DETECTION PROGRAM BID
LEAK DETECTION PROGRAM BID
•Three -year program budget -$90,000
•Water distribution system consists of approximately:
•170 miles of water main
•6,800 service connections
•1,500 fire hydrants
•1,800 valves
•Many leaks surface and are immediately repaired; some go undetected due to size or
underground travel to storm sewers
•Leak detection pinpoints undetected leaks through acoustic leak detection method
•Municipal Partnering Initiative (MPI) Program bid with Arlington Heights, Glenview, Niles,
Northfield, and Winnetka
•Three -year agreement with option for two additional one-year periods (subject to
performance)
Action requested: PW Committee recommends City Council award the three-year Leak
Detection Program bid to Consulting Engineering, Inc. in the amount of $60,690
Company Name Dollar Amount Bid (3-Year Total)
Consulting Engineering, Inc.$ 60,690
Utilis Corp $ 94,860
M.E. Simpson $ 134,300
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
RECYCLING PROCESSING AGREEMENT
RECYCLING PROCESSING AGREEMENT
Presentation slide on this item to
be shared at the meeting
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL CHANGE ORDER FOR
LAKE-WOODBINE BRIDGE
RECONSTRUCTION DESIGN
CHANGE ORDER
LAKE-WOODBINE BRIDGE RECONSTRUCTION DESIGN
•FY22 design budget (MFT funds) –$115,000
•3/15/21 –City Council approved Phase I Design Services with H.W.
Lochner in the amount of $87,470
•Additional $27,328 needed to complete Structure Geotechnical Report
and Preliminary Environmental Site Assessment (PESA)
•Previous staff mistakenly did not include the cost of the geotechnical report
in the amount requested
•IDOT notified H.W. Lochner that it no longer accepts a simple “letter to the
file” to update PESA
Action requested: PW Committee recommends City Council approve 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
BUDGET / HIRING /
INNOVATION UPDATES
PUBLIC COMMENT
NEXT MEETING – THURSDAY,
SEPTEMBER 16, 3:30 P.M.
ADJOURNMENT