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PUBLIC WORKS COMMITTEE 2021/04/01 Packet PUBLIC WORKS COMMITTEE MEETING THURSDAY, APRIL 1, 2021 – 3:30 P.M. REMOTE ACCESS MEETING AGENDA Please be advised that all of the Public Works Committee members will be remotely attending this Public Works Committee meeting by electronic means, in compliance with Governor’s Executive Order 2020-07, issued on March 16, 2020, that suspended certain Open Meetings Act provisions relating to in-person attendance by members of a public body. Specifically, the Governor’s Order: (1) suspends the requirement in Section 2.01 that “members of a public body must be physically present;” and (2) suspends the limitations in Section 7 on when remote participation is allowed. This Executive Order is effective the duration of the Gubernatorial Disaster proclamation. In accordance with state statute, Chairman Buschmann has made a determination that it was not practical or prudent to schedule an in-person Public Works Committee meeting because of the COVID-19 pandemic, so this meeting is being held remotely. The City will be providing members of the public with various opportunities to watch or participate in this meeting. For example, members of the public can participate remotely in the meeting by following the public audience link and password: https://us02web.zoom.us/j/81268173887?pwd=OE0yM3lNc1FOUTlIcGtXZTBGWWFqUT09 Webinar ID: 812 6817 3887 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Jim Preschlack Ted Notz ACTION ITEMS I. APPROVAL OF THE MARCH 22, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE SOUTH PARK PARKING LOT PROJECT – JIM LOCKEFEER III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MSF FLEET EPOXY FLOOR PROJECT BID – DAN MARTIN IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 JOINT SEWER LINING PROJECT BID – BOB ELLS 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 VI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 CRACK SEALING PROJECT BID – BOB ELLS VII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE 2021 VALVE REPLACEMENT PROJECT BID – BOB ELLS VIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE II DESIGN PROPOSAL FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT – BOB ELLS PUBLIC COMMENT NEXT MEETING – MAY 6, 2021 ADJOURNMENT ACTION ITEM: APPROVAL OF THE MARCH 22, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 22, 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 and Jim Preschlack were present. 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 Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Chuck Myers, Superintendent of Parks & Forestry; Brian Joyce, Supervisor of Engineering and Jim Lockefeer, Management Analyst. ACTION ITEMS I. APPROVAL OF THE FEBRUARY 25, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Preschlack moved to approve the February 25, 2021 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE FOREST PARK BLUFF SLOPE STABILIZATION 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 non- responsive proposal received by GEI Consultants, past firm experience in working with the City on the bluff, the identification of project construction phasing opportunities as part of the design process, the further identification and understanding of risk areas as the project design is developed, and the 5% contingency request. Alderman Preschlack moved to recommend approval to City Council the award of the Forest Park Bluff Slope Stabilization Project Design Proposal to Hey and Associates, Inc. in the amount of $144,889 plus 5% contingency in the amount $7,244 for a total of $152,133. Alderman Notz seconded the motion, which carried unanimously. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE JOINT 2021 ANNUAL STREET RESURFACING & ASPHALT PATCHING PROGRAM BID – BOB ELLS Superintendent Ells reviewed the below summary presentation slides on the topic. 3 The Committee and City staff discussed the bids received, communication efforts to notify residents who may be impacted by the program, other City construction activities that potentially align with the program, and where Everett Road from the Tollway to Waukegan Road ranks on the overall program list. Alderman Preschlack moved to recommend approval to City Council the award of bid for the Lake Forest share of the Joint 2021 Annual Street Resurfacing & Asphalt Patching Program to Peter Baker & Sons in the amount of $1,085,000. Chairman Buschmann seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE FOREST PARK BEACH EVALUATION AND MONITORING/MAINTENANCE PLAN – CHUCK MYERS Superintendent Myers reviewed the below summary presentation slide on the topic. The Committee and City staff discussed past firm experiences in working with the City on the beach. Alderman Preschlack moved to recommend approval to City Council the Forest Park Beach Evaluation and Monitoring/Maintenance Plan Development to SmithGroup, in the amount of $95,067 plus 5% contingency in the amount of $4,933 for a total of $100,000. Alderman Notz seconded the motion, which carried unanimously. PUBLIC COMMENT There was no public comment. 4 Chairman Buschmann inquired on the status of negotiations with IDOT on Route 60 and 43 snow and removal services. Superintendent Martin explained that Director Thomas had been working with IDOT on negotiations. Chairman Buschmann requested that Director Thomas connect with him to speak about the status of the negotiations further. NEXT MEETING – APRIL 1, 2021 ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 4:16 P.M. Alderman Preschlack seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE SOUTH PARK PARKING LOT PROJECT SOUTH PARK PARKING LOT DESIGN DESIGN •FY22 Design Budget: Capital Fund $35,000 + Sustainability Elements $10,000 •Design services include: •Surveying, data gathering •Development of preliminary and final engineering plans •Sustainable design and exploration of possible green infrastructure •Development of a engineer’s opinion of probable cost •Coordination with appropriate permitting agencies •Received three proposals for professional engineering services •Staff RFP Proposal Review Committee recommends Hitchcock Design Group due to alignment with RFP stated objectives and their extensive knowledge and experience with South Park •Action requested: PW Committee recommends City Council approve the South Park Parking Lot Design 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 Firm Proposal $ Gewalt Hamilton $ 34,992 Hitchcock Design Group $ 38,105 Engineering Resource Associates $ 43,847 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MSF FLEET EPOXY FLOOR PROJECT BID MSF FLEET EPOXY FLOOR PROJECT •FY21 Project Budget -$95,000 •Recoat of the epoxy floor coating in the fleet garage •Original epoxy coat installed in 2009 to protect concrete floor; significant large areas of wear •Received five bids through the public bid process *Failed to follow bidding instructions •Action requested: PW Committee recommends City Council 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 Firm Bid $ DBM Services, Inc. $57,000 Tiles in Style, LLC $57,411 Continental Construction Company, Inc. $63,000 Divinci Painters Disqualified* 3D Floorscapes,LLC Disqualified* ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 JOINT SEWER LINING PROJECT BID 2021 JOINT SEWER LINING PROJECT •FY22 Project Budget •Storm Sewer:$ 90,000 •Sanitary Sewer: $ 85,000 •TOTAL:$ 175,000 •Municipal Partnership Initiative (MPI) joint program bid with Highland Park, and Mundelein •Process involves the insertion of a special liner inside existing pipe, creating a new smooth-surfaced, long-lasting pipe within the old sewer •Received three bids through the public bid process •Per bid process, contract may be renewed for up to three additional and consecutive one-year terms •Action requested: PW Committee recommends 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 Firm Bid $ Hoerr Construction $174,967 Insituform Tech USA $216,343 Visu-Sewer $219,099 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 CONCRETE CURB AND SIDEWALK REPLACEMENT PROJECT BID 2021 CONCRETE CURB AND SIDEWALK REPLACEMENT PROJECT •FY22 Project Budget -$75,000 •Program that replaces hazardous and deteriorated sections of sidewalk, curb, and gutter •List developed utilizing City Sidewalk Survey and requests for replacement of concrete sidewalk & curb from residents & businesses •Municipal Partnership Initiative (MPI) joint program bid with Lake Bluff, Highland Park, Glencoe, Lincolnwood, and Winnetka •Originally bid in 2019; second year of the two option years on current contract •2021 contract unit prices will not increase over last year per the terms of the 2019 contract •Action requested: PW Committee recommends 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 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2021 CRACK SEALING PROJECT BID 2021 CRACK SEALING PROJECT •FY22 Project Budget -$30,000 •Crack sealing is a practical and cost effective measure that is an essential part of a good pavement maintenance program •Cracks in pavements allow moisture to penetrate the surface causing premature pavement material failure •Municipal Partnership Initiative (MPI) joint program bid with Wheeling, Bannockburn, Palatine and Lincolnshire •Originally bid in 2019; second year of the three option years on current contract •2021 contract unit prices will increase 1.8% over last year per the terms of the 2019 contract •Action requested: PW Committee recommends 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 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE 2021 VALVE REPLACEMENT PROJECT BID 2021 VALVE REPLACEMENT PROJECT •FY22 Project Budget -$300,000 •Valves are a crucial component of the City’s water distribution system; when water main breaks occur, Water & Sewer Section staff will close water main valves to isolate the break •Valve repairs are identified during the City’s annual valve turning program •Received five bids through the public bid process •Bids received were quantity base; staff revised list of valve repairs to fit FY22 budgeted amount •18 valve repairs to occur ranging in size from 6” to 20” •Action requested: PW Committee recommends City Council award of bid for the 2021 Valve Replacement Project to Acqua Contractors for a not-to-exceed amount of $300,000 Firm Bid $ Acqua Contractors $450,000 Bolder Contractors $470,000 Swallow Construction $471,750 H. Linden & Sons Sewer and Water, Inc.$581,600 Holiday Sewer & Water Construction, Inc.$775,000 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE II DESIGN PROPOSAL FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENTS PHASE II DESIGN PROPOSAL •FY22 Phase II Design (MFT Funds): $75,000 •Design features include: •Dedicated left turn lanes at intersection •New southbound Waukegan Rd right turn lane into West Campus •New right turn lane on Westleigh Rd into northbound Waukegan Rd •Phase II RFP scope included services to assist the City in applying for/obtaining grant funds •Received four proposals for Phase II design services •Action requested: PW Committee recommends City Council approve the Waukegan & Westleigh Intersection Improvement Project Phase II Design Proposal to Gewalt Hamilton Associates, Inc. in the amount of $71,100 Firm Proposal $ Gewalt Hamilton Associates, Inc.$71,100 Baxter & Woodman, Inc.$100,000 Thomas Engineering Group, LLC $134,308 GSG Consultants,Inc.$210,040 PUBLIC COMMENT NEXT MEETING MAY 6, 2021 ADJOURNMENT