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PUBLIC WORKS COMMITTEE 2021/03/22 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 22, 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/86173478514?pwd=WHR5K2hoZVNWVkhITm9uTkUyUTJodz09 Webinar ID: 861 7347 8514 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Jim Preschlack Ted Notz ACTION ITEMS I. APPROVAL OF THE FEBRUARY 25, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE FOREST PARK BLUFF SLOPE STABILIZATION PROJECT – JIM LOCKEFEER III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE JOINT 2021 ANNUAL STREET RESURFACING & ASPHALT PATCHING PROGRAM BID – BOB ELLS IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE FOREST PARK BEACH EVALUATION AND MONITORING/MAINTENANCE PLAN – CHUCK MYERS PUBLIC COMMENT NEXT MEETING – APRIL 1, 2021 ADJOURNMENT ACTION ITEM: APPROVAL OF THE FEBRUARY 25, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, FEBRUARY 25, 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 Michael Thomas, Director of Public Works; 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. Director Thomas requested that agenda item II be tabled due to further time needed by staff to review the proposals received. The Committee agreed to table the item. ACTION ITEMS I. APPROVAL OF THE FEBRUARY 11, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Preschlack moved to approve the February 11, 2021 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE II DESIGN PROPOSAL FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT – MICHAEL THOMAS Chairman Buschmann explained that the item was tabled at the request of staff. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE GOLF COURSE POND RESTORATION PROJECT BID – CHUCK MYERS Superintendent Myers reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed the bids received, reimbursement by IDOT, ongoing maintenance costs associated with the ponds, and the aeration of the ponds. Alderman Preschlack moved to recommend approval to City Council the award of bid to Wadsworth Golf Construction for restoration of Deerpath Golf Course as associated with the IDOT Project, in the amount of $449,810 plus 10% contingency in the amount of $45,190 for a total of $495,000. Alderman Notz seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PROPOSAL FOR A STUDY OF THE SEMINARY RAVINE – JIM LOCKEFEER Management Analyst Jim Lockefeer reviewed the below summary presentation slide on the topic. 3 The Committee and City staff discussed the boundaries of the study, the exposed City sanitary sewer infrastructure, the strategic nature of the study in identifying different conceptual design options, and the City’s professional services agreement with Hey & Associates for ravine engineering services. Alderman Preschlack moved to recommend approval to City Council award of the Seminary Ravine Study to Hey & Associates Inc. in the amount of $45,000. Alderman Notz seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE I DESIGN PROPOSAL SUPPLEMENT FOR THE LAKE AND WOODBINE BRIDGE REPLACEMENT PROJECT – BOB ELLS Superintendent Ells reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the importance of incorporating the historical nature of the bridge in the design process, the strategy to engage residents, the IDOT Phase I design process, the overall high priority nature of getting the bridge replaced, the bridge’s current weight capacity and required signage, Lochner’s historic bridge architect consultant, and the concrete guard rails. PUBLIC COMMENT There was no public comment. Chairman Buschmann and the Committee congratulated Bob Ells on his retirement and wished him well with his future endeavors. NEXT MEETING – MARCH 22, 2021 4 ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 4:21 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 FOREST PARK BLUFF SLOPE STABILIZATION PROJECT FOREST PARK BLUFF SLOPE STABILIZATION PROJECT DESIGN PROPOSAL •FY22 Design Budget: $250,000 •Staff received direction from City Council at February 23 workshop meeting to proceed with comprehensive design of bluff •Design features include: •Installation of retaining walls •Installation of slope drainage •Received four proposals for design services •Staff RFP Proposal Review Committee does not recommend GEI due to overall concerns with presented cost, approach, and project understanding •Action requested: PW Committee recommends City Council award 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. Firm Proposal $ GEI Consultants, Inc.$ 36,000 Hey and Associates, Inc.$ 144,889 AECOM Technical Services, Inc.$ 159,979 GSG Consultants,Inc.$ 270,465 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE JOINT 2021 ANNUAL STREET RESURFACING & ASPHALT PATCHING PROGRAM BID 2021 ANNUAL STREET RESURFACING & ASPHALT PATCHING PROGRAM •FY22 Project Budget •Resurfacing:$ 850,000 •Patching: $ 185,000 •Manhole Adjustments:$ 50,000 •TOTAL:$ 1,085,000 •Municipal Partnership Initiative (MPI) joint program bid with Lake Bluff & Libertyville Township •City plans to resurface 1.9 center-lane miles of streets; staff develops resurfacing program list based on visual inspections and IMS pavement testing •Received five bids through the public bid process •Action requested: PW Committee recommends City Council award the 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. Firm LF Bid $ Peter Baker & Son Co.$826,802.60 Schroeder Asphalt Services, Inc.$877,489.35 Brothers Asphalt Paving, Inc.$977,584.28 J.A. Johnson Paving Co.$963,243.77 A Lamp Concrete Contractors, Inc.$982,602.02 2021 ANNUAL STREET RESURFACING & ASPHALT PATCHING PROGRAM Street From To MARION RD BUENA RD VALLEY RD MARION RD WEST END BUENA RD LINDEN AV BUENA RD VALLEY RD NILES AV BUENA RD VALLEY RD BRIAR LN GREEN BAY RD FOREST HILL RD CONCORD DR WEST END LEXINGTON DR LONGMEADOW LN DEERPATH RD DEERPATH RD OLD MILL RD LOWELL LN TELEGRAPH RD LELAND CT CONWAY RD NORTH END RYAN PL ALLEY WASHINGTON CIR WEST END ELAWA FARMS PARKING LOT MIDDLEFORK DR WEST END ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR THE FOREST PARK BEACH EVALUATION AND MONITORING/ MAINTENANCE PLAN FOREST PARK BEACH EVALUATION AND MONITORING/MAINTENANCE PLAN DEVELOPMENT •FY22 Evaluation/Plan Budget: $125,000 •Project Scope includes: •Site Inspection & Review of Existing Data •Shoreline Morphology Analysis •Conceptual Design •Monitoring and Maintenance Plan •Engineering Services includes: Site analysis, topographic and off-shore surveying, inspection/study of all existing shoreline structures, recommendations for beach system restoration and improvements, regulatory requirement review, development of cost estimates, project phasing assessment and documentation, structural, civil and geotechnical engineering as necessary, sustainable design, exploration of green infrastructure solutions, and the development of a monitoring and maintenance plan •Received three proposals for professional engineering services •Staff RFP Proposal Review Committee recommends SmithGroup due to alignment with RFP stated objectives and competitive price •Action requested: PW Committee recommends City Council approve 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. PUBLIC COMMENT NEXT MEETING APRIL 1, 2021 ADJOURNMENT