Loading...
PUBLIC WORKS COMMITTEE 2021/02/25 Packet PUBLIC WORKS COMMITTEE MEETING THURSDAY, FEBRUARY 25, 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/82514680051?pwd=Wld3V0w0RHphSVZhSjRsNWlUTmlJQT09 Webinar ID: 825 1468 0051 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Jim Preschlack Ted Notz ACTION ITEMS I. APPROVAL OF THE FEBRUARY 11, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE II DESIGN PROPOSAL FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT – MICHAEL THOMAS III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE GOLF COURSE POND RESTORATION PROJECT BID – CHUCK MYERS IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PROPOSAL FOR A STUDY OF THE SEMINARY RAVINE – JIM LOCKEFEER V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE I DESIGN PROPOSAL SUPPLEMENT FOR THE LAKE AND WOODBINE BRIDGE REPLACEMENT PROJECT – BOB ELLS PUBLIC COMMENT NEXT MEETING – MARCH 22, 2021 @ 3:30 P.M. ADJOURNMENT ACTION ITEM: APPROVAL OF THE FEBUARY 11, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, FEBRUARY 11, 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; Brian Joyce, Supervisor of Engineering and Jim Lockefeer, Management Analyst. ACTION ITEMS I. APPROVAL OF THE JANUARY 28, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Preschlack moved to approve the January 28, 2021 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE OLD ELM PARKING LOT RESURFACING PROJECT BID – BOB ELLS Superintendent Ells reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed the historic, current, and future usage of the parking lot, the installation of the electric vehicle charging station, and the installation and maintenance of the special storm water structure. Alderman Notz moved to recommend approval to City Council the Old Elm Parking Lot resurfacing low bid to Schroeder Asphalt Services, Inc.in the amount of $107,747 plus a 10% contingency in the amount of $10,774 for a total of $118,521. Alderman Preschlack seconded the motion, which carried unanimously. Alderman Preschlack moved to recommend approval to City Council the Old Elm Parking Lot electric vehicle charging station low quote to Winston Electric, Inc. in the amount of $22,950. Alderman Notz seconded the motion, which carried unanimously. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL IDOT RESOLUTION FOR CONSTRUCTION ON STATE HIGHWAYS – BOB ELLS Superintendent Ells reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the past frequency IDOT required municipalities to approve of the Resolution. Alderman Preschlack moved to recommend approval to City Council the IDOT Resolution for Construction on State Highways. Alderman Notz seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RINGWOOD RAVINE PROJECT BID – JIM LOCKEFEER & MICHAEL THOMAS Director Thomas and Management Analyst Lockefeer reviewed the below summary presentation slide on the topic. 3 Director Thomas reviewed the public bid process in detail. He explained that following the review of apparent low bid from Schwartz Construction Group, staff discovered an issue with their submitted bid forms. A requirement of the bid process was to submit “Related Project Experience” that was most comparable to the City’s Ringwood Ravine Project. For this project experience, Schwartz Construction Group listed three other projects types: a lift station, a baseball facility, and concrete work. In addition, Schwartz Construction Group did not provide any of the requested information concerning the specific role (contractor/subcontractor), contract amount, and date completed associated with the listed projects. In reviewing these issues with the City Attorney’s Office, it was found that Schwartz Construction Group failed to follow bidding instructions and bid submittal requirements, and therefore were subsequently found to be non-responsive. He explained that Staff was in agreement with the City Attorney’s Office recommendation. Following the review of the next apparent low bid from V3 Construction Group, staff found V3 Construction Group’s bid to be both responsive and responsible. V3 Construction Group followed the bidding instructions and submittal requirements. He explained that V3 Construction Group has a great deal of local experience in completing ravine and similar bank stabilization projects. He explained that City Council will ultimately decide to reject or approve the Schwartz Construction group bid. The Committee and City staff discussed the City Attorney’s Office concerns in approving the Schwartz Construction bid after failing to following bidding instructions and submittal requirements. Alderman Preschlack moved to recommend approval to City Council reject Schwartz Construction Group’s non-responsive low bid for the Ringwood Ravine Project and award the bid to the lowest responsive and responsible bidder, to V3 Construction Group in the amount of $955,590 plus a 10% contingency in the 4 amount of $95,559 for a total of $1,051,149. Alderman Notz seconded the motion, which carried unanimously. PUBLIC COMMENT There was no public comment. NEXT MEETING – FEBRURAY 25, 2021 ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 4:08 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 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 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE GOLF COURSE POND RESTORATION PROJECT BID GOLF COURSE POND RESTORATION PROJECT •FY22 Project Budget per State IGA: $630,000 *Estimated amounts •Project Scope includes: •Restoration of the two detention basins with native plantings •Restored golf course features on two holes 17 & 18 •Received three bids through the public bid process •Wadsworth Golf Construction was found to be lowest responsive and responsible bidder •Wadsworth Golf Construction has extensive experience with golf course restoration work •Action requested: PW Committee recommends City Council 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 Firm Bid $ Wadsworth Golf Construction $449,810 Golf Creations $519,700 Project Item Cost Restoration (including contingency)$ 495,000 Restoration Design & Landscape Design*$ 55,000 Landscaping for Deerpath Streetscape & Golf Course*$ 57,000 Pond Aerators & Neighbor Landscaping* $ 23,000 TOTAL $ 630,000 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PROPOSAL FOR A STUDY OF THE SEMINARY RAVINE SEMINARY RAVINE STUDY •FY22 Project Budget •Base:$40,000 •ESC Add: $ 5,000 •TOTAL : $ 45,000 •Study of the exposed City sanitary sewer & failing storm sewer outfall in the ravine system adjacent to the college •Study will help to develop specific project scope, phasing, and grant opportunities •Staff anticipates this as a multimillion dollar project that will be phased in over multiple years •On September 4, 2018 City Council approved the City Manager to enter into a professional agreement with Hey & Associates Inc. for professional public ravine engineering services •Action requested: PW Committee recommends City Council award the Seminary Ravine Study to Hey & Associates Inc. in the amount of $45,000 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PHASE I DESIGN PROPOSAL SUPPLEMENT FOR THE LAKE AND WOODBINE BRIDGE REPLACEMENT PROJECT LAKE AND WOODBINE BRIDGE REPLACEMENT PHASE I DESIGN SUPPLEMENT •FY22 Phase I Design Supplement (MFT Funds): $115,000 •Replacement of historic bridge (constructed in 1912, rehabilitated 1977) •Identified as the overall highest vehicle bridge priority in the 2020 Bridge Analysis •Original Phase I design awarded to H. W. Lochner, Inc . in May 2012 •Supplement includes: •Data collection & analysis •Structural, roadway, and environmental study updates •Architectural & structural analysis •Wetland investigation •Document preparation for IDOT •City meetings: staff, neighboring residents, HPC, and City Council •Upon completion and IDOT’s approval of Phase I design, staff will utilize MFT funding for Phase II Design •Action requested: PW Committee recommends City Council approve the Lake and Woodbine Bridge Replacement Phase I design supplement to H. W. Lochner, Inc. in the amount of $87,470 PUBLIC COMMENT NEXT MEETING MARCH 22 3:30PM ADJOURNMENT