PUBLIC WORKS COMMITTEE 2021/02/11 Packet
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, FEBRUARY 11, 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/82876844056?pwd=S3cxYlRRTDViZ1lGanczQm5jZEd5dz09
Webinar ID: 828 7684 4056
Passcode: 1861
ROLL CALL/CALL TO ORDER
Raymond Buschmann, Chairman
Jim Preschlack
Ted Notz
ACTION ITEMS
I. APPROVAL OF THE JANUARY 28, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE OLD
ELM PARKING LOT RESURFACING PROJECT BID – BOB ELLS
III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL IDOT RESOLUTION
FOR CONSTRUCTION ON STATE HIGHWAY – BOB ELLS
IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
RINGWOOD RAVINE PROJECT BID – JIM LOCKEFEER
PUBLIC COMMENT
NEXT MEETING – FEBRUARY 25, 2021 @ 3:30 P.M.
ADJOURNMENT
ACTION ITEM:
APPROVAL OF THE JANUARY
28, 2021 PUBLIC WORKS
COMMITTEE MEETING MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, JANUARY 28, 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 NOVEMBER 30, 2020 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Preschlack moved to approve the November 30, 2020 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 REPLACEMENT OF THE WATER MAIN ON DEERPATH FROM AHWAHNEE LANE TO
GOLF LANE – MICHAEL THOMAS & BOB ELLS
Director Thomas reviewed the below summary presentation slide on the topic.
2
The Committee and City staff discussed the range of cost associated with each
proposal and the impacts of the eventual project construction to traffic on
Deerpath.
Alderman Notz moved to recommend approval to City Council the design
proposal for replacement of the water main on Deerpath from Ahwahnee Lane
to Golf Lane. Alderman Preschlack seconded the motion, which carried
unanimously.
III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL
FOR BOTH THE ILLINOIS AND WOODLAND PEDESTRIAN BRIDGES – MICHAEL
THOMAS & BOB ELLS
Director Thomas reviewed the below summary presentation slides on the topic.
3
The Committee and City staff discussed the difference in the budgeted amounts
for the bridge designs, the ITEP grant funding opportunity, the estimated useful
life of the bridges, practices to extend the estimated useful life of the bridges,
and the estimated construction cost of the bridges.
Alderman Preschlack moved to recommend approval to City Council a design
proposal for both the Illinois and Woodland pedestrian bridges. Alderman Notz
seconded the motion, which carried unanimously.
IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSAL FOR THE
WATER PLANT INTAKE CLEANING – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slides on the
topic. He explained that a copy of the drafted City Council write-up was
included in the Committee’s meeting packet. The Committee also reviewed a
video of the 2014 cleaning process.
4
The Committee and City staff discussed the frequency of intake cleaning, the
City’s Purchasing Policy and sole source purchasing, the location and depth of
the intake pipes, and how the intake pipes enter into the Water Plant.
Alderman Preschlack moved to recommend approval to City Council waiver of
the bid process and award of proposal for the Water Plant Intake Cleaning
Project. Alderman Notz seconded the motion, which carried unanimously.
V. REVIEW AND APPROVAL OF THE 2021 PUBLIC WORKS COMMITTEE MEETING
SCHEDULE – MICHAEL THOMAS
Director Thomas reviewed the below summary presentation slide on the topic.
The Committee and City staff discussed meeting when necessary. If there is no
need to meet based on the agenda items, a meeting will be canceled.
PUBLIC COMMENT
There was no public comment.
NEXT MEETING – FEBRURAY 11, 2021
The Committee and City staff briefly discussed the current status of the IDOT
Pump Station Project.
ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
4:26 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
AWARD OF THE OLD
ELM PARKING LOT
RESURFACING PROJECT BID
OLD ELM PARKING LOT RESURFACING PROJECT
•FY22 Project Budget:
•Base:$110,000
•ESC Stormwater Structure: $ 15,000
•ESC EV Charging Station: $ 22,500
•TOTAL: $147,500
•Received 7 bids for resurfacing and installing the stormwater structure
•Action requested: PW Committee recommends City Council approval of 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
•Action requested: PW Committee recommends City Council approval of the Old Elm Parking Lot EV charging station low quote to Winston Electric, Inc.
in the amount of $22,950
•Project total: $141,471
Firm Bid $
Schroeder Asphalt Services, Inc.$107,747
Chicagoland Paving Contractors, Inc.$110,000
Advantage Paving Solutions, Inc.$114,096
Accu-Paving Co.$119,210
Maneval Construction $121,114
A Lamp Concrete Contractors, Inc. $124,029
Peter Baker & Son Co $128,465
Firm Quote $
Winston Electric, Inc.$22,950
Gurtz Electric Co.$35,000
Connelly Electric $35,100
Redav Solutions $41,500
•Received 4 quotes for EV charging station
ACTION ITEM:
REVIEW AND RECOMMEND
APPROVAL TO CITY COUNCIL
IDOT RESOLUTION
FOR CONSTRUCTION ON
STATE HIGHWAYS
IDOT RESOLUTION FOR CONSTRUCTION ON STATE HIGHWAYS
•State requires municipalities to obtain a permit for any routine maintenance or improvement within its right-of-way
•Resolution (two year period) allows City employees to perform emergency work on State right-of-way
•Emergency work may include repairs on water mains, lighting, sewers, and other City owned and maintained infrastructure
•City owns and maintains certain public infrastructure within State’s right-of-way along Rt. 43, Rt. 60, and Rt. 41
•Not practical to obtain a permit and subsequent surety bond prior to addressing emergency repair in an expedited manor
•State allows City crews to continue work within its right-of-way provided a City Council approved resolution stating
compliance with State standards
•Action requested: PW Committee recommends City Council approval of the IDOT Resolution for Construction on State
Highways (Rt. 43, Rt. 60, and Rt. 41)
r ~" - ^
Office of Highways Project Implementation / Region 1 / District 1
201 West Center Court/ Schaumburg, Illinois 60196-1096
DPERMITS
RESOLUTION FOR CONSTRUCTION ON STATE HIGHWAY
January 21,2021
The Honorable George A. Pandaleon
Mayor
City of Lake Forest
220 East Deerpath
Lake Forest, IL 60045
Dear Mayor Pandaleon:
Chapter 121 of the Illinois revised statutes requires that any person, firm or
corporation desiring to do work on state maintained rights of way must first obtain a
written permit from the Illinois department of transportation. This includes any
emergency work on broken watermains or sewers.
A surety bond is required with each permit application to insure that all work is
completed in accordance with state specifications and that the right of way is properly
restored.
For permit work to be performed by employees of a municipality a resolution is
acceptable in lieu of the surety bond. This resolution does not relieve contractors
hired by the municipality from conforming with the normal bonding requirements nor
from obtaining permits.
The resolution should be enacted for a period of two years. This procedure will save
time and effort as well as reduce the annual paperwork associated with an annual
resolution.
In order to expedite the issuance of permits to your municipality during the next two
calendar years the attached sample resolution should be adopted and a signed and
certified copy thereof returned to this office. This resolution does not constitute a.
blanket permit for work in the State system. A separate application must be made in
each instance. In the case of an emergency, verbal authority may be given prior to
receipt of the written application. After normal working hours or weekends, this
authority can be obtained from our Communications Center at (847)705-4612.
JAN 2 9 2021
The Honorable George A. Pandaleon
January 21, 2021
Page two
RE: RESOLUTION FOR CONSTRUCTION ON STATE HIGHWAY
We would appreciate the cooperation of your community in withholding the issuance
of building permits along State highways until the builder shows evidence of a State
highway permit having been obtained. Our permit staff would be willing to answer
any questions you may have regarding current policies or practices and to work with
your planning commission on any new developments within your municipality.
Do not hesitate to contact Ms. Beverly Hawley, Office Coordinator, at (847) 705-4142
if you have any question or need further assistance.
Very truly yours,
Jose Rios, P.E.
Engineer of Operations
By<;
Thomas G. Galle ach, P.E.
Traffic Permit Engineer
/^
RESOULTION
hereinafter referred to as
State of Illinois, desires to
Whereas, the
MUNICIPALITY,
located in the County of
undertake, in
the years of 20 and 20 , the location, construction,
operation and maintenance of driveways and street returns, watermains,
sanitary and storms sewers, street lights, traffic signals, sidewalk, landscaping
etc., on State highways, within said MUNICIPALITY, which by law and/or
agreement come under the jurisdiction and control the Department of
Transportation of the State of Illinois hereinafter referred to as Department, and,
Whereas, an individual working permit must be obtained from the Department
prior to any of the aforesaid installations being constructed either by the
MUNICIPALITY or by a private person affirm under contract and supervision of
the MUNICIPALITY.
NOW, THREFORE, be it resolved by the MUNICIPALITY:
FIRST: That MUNICIPALITY hereby pledges its good faith and guarantees that
all work shall be performed in accordance with conditions of the permit to be
granted by the Department, and to hold the State of Illinois harmless during the
prosecution of such work, and assume all liability for damages to person or
property due to accident or otherwise by reason of the work which it to be
performed under the provision of said permit.
SECOND: That all authorized officials of the MUNICIPALITY are hereby
instructed and authorized to sign said working permit on behalf of the
MUNCIPALITY
1, , hereby certify the
Above to be true copy of the resolution passed by the
MUNICIPALITY Dated, this
of
Corporate Seal
AD.
By:
City of Lake Forest
Lake
21 22
ACTION ITEM:
REVIEW AND RECOMMEND
APPROVAL TO CITY COUNCIL
AWARD OF THE
RINGWOOD RAVINE
PROJECT BID
RINGWOOD RAVINE PROJECT BID
•FY22 Project Budget (construction) -$1,400,000
•Project scope includes:
•Repair of the headwall
•Repair & stabilization of adjacent ravine slopes
•Installation of two riffle pools for stormwater energy dissipation
•Lining of entire culvert under the road (175’)
•Restoration of project limits with native plant material
•Received 7 bids for project through public process
•Schwartz failed to follow bid instructions and was deemed non-responsive
•Did not submit comparable work related to the project
•V3 was found to be lowest responsive and responsible bidder
•V3 successfully completed Rosemary Ravine Project
•Action requested: PW Committee recommends 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 amount of $95,559 for
a total of $1,051,149
Firm Bid $
Schwartz Construction Group Inc.$952,980
V3 Construction Group $955,590
Alliance Contractors Inc.$966,506
Landmark Contractors, Inc.$1,242,566
John Keno and Company, Inc.$1,318,735
Campanella & Sons, Inc.$1,488,400
Misfits Construction Company $1,533,754
PUBLIC COMMENT
NEXT MEETING
FEBRUARY 25
3:30PM
ADJOURNMENT