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.
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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.
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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
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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