Loading...
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