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PUBLIC WORKS COMMITTEE 2021/01/28 Packet PUBLIC WORKS COMMITTEE MEETING THURSDAY, JANUARY 28, 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/86210465406?pwd=ekk4UGlQcDBzcWhXY1hmRDBBVXptQT09 Webinar ID: 862 1046 5406 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Jim Preschlack Ted Notz ACTION ITEMS I. APPROVAL OF THE NOVEMBER 30, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES 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 III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR BOTH THE ILLINOIS AND WOODLAND PEDESTRIAN BRIDGES – MICHAEL THOMAS & BOB ELLS IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSAL FOR THE WATER PLANT INTAKE CLEANING – DAN MARTIN V. REVIEW AND APPROVAL OF THE 2021 PUBLIC WORKS COMMITTEE MEETING SCHEDULE – MICHAEL THOMAS PUBLIC COMMENT NEXT MEETING – FEBRUARY 11, 2021 ADJOURNMENT ACTION ITEM: APPROVAL OF THE NOVEMBER 30, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, NOVEMBER 30, 2020 – 11:00 A.M. REMOTE ACCESS MEETING MINUTES ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the virtual meeting to order at 11:00 A.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 Becky Pocasangre, Administrative Assistant. ACTION ITEMS I. APPROVAL OF THE SEPTEMBER 23, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Buschmann explained that he recommended to staff that the state statue language in regards to remote access meetings that appears on the meeting’s agenda also appear within the meeting minutes. Alderman Preschlack moved to approve the September 23, 2020 Public Works Committee meeting minutes as amended by Chairman Buschmann. Alderman Notz seconded the motion, which carried unanimously. II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE UPDATED LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE – BOB ELLS & BRIAN JOYCE Supervisor of Engineering, Brian Joyce reviewed the below summary presentation slides on the topic. He explained that a copy of the drafted City Council write-up and a copy of the updated Ordinance were included in the Committee’s meeting packet 2 3 The Committee and City staff discussed reviewing the topic with the Environmental Sustainability Committee, public awareness of the Ordinance, and the updated rainfall data and its associated impacts. Chairman Buschmann explained that he shared some suggested clarifying comments with staff. Supervisor Joyce explained that he reviewed the comments and will incorporate those changes for the City Council materials. Alderman Notz moved to recommend approval to City Council the updated Lake County Watershed Development Ordinance. Alderman Preschlack seconded the motion, which carried unanimously. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE RINGWOOD RAVINE PROJECT DESIGN CHANGE ORDER – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. He explained that a copy of the of the drafted City Council write-up was included in the Committee’s meeting packet. The Committee and City staff discussed the City Manager’s ability to approve change orders and the drafted City Council write-up related to the topic. Alderman Notz moved to recommend approval to City Council Ringwood Ravine Project design change order. Alderman Preschlack seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE WATER PLANT PUMP REBUILD PROJECT – DAN MARTIN 4 Superintendent Martin reviewed the below summary presentation slide 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 and City staff discussed the difference in the cost associated with the bids received and staff’s process in notifying firms of bid and request for proposal opportunities. Alderman Preschlack moved to recommend approval to City Council the award of bid for the Water Plant Pump Rebuild Project. Alderman Notz seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’22 CAPITAL EQUIPMENT – MICHAEL THOMAS Director Thomas reviewed the below summary presentation slides on the topic. He explained that a copies of all the forms that appear on the slides were included in the Committee’s meeting packet. 5 6 7 8 9 The Committee and City staff discussed the fire truck repair and Fire Department coverage while it is out of service, the proposed Police Department vehicles, the tracking of vehicle and equipment hours, the City’s Fleet Management System, the timing associated with the purchases, and the hybrid vehicle purchase. Alderman Preschlack moved to recommend approval to City Council the proposed FY’22 capital equipment. Alderman Notz seconded the motion, which carried unanimously. PUBLIC COMMENT There was no additional public comment. NEXT MEETING – TBD Director Thomas explained that he would email the Committee potential next meeting dates. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 12:07 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 REPLACEMENT OF THE WATER MAIN ON DEERPATH FROM AHWAHNEE LANE TO GOLF LANE DEERPATH WATER MAIN REPLACEMENT DESIGN FROM AHWAHNEE LANE TO GOLF LANE •FY22 Project Budget (design only) -$50,000 •Identified as a priority replacement via the 2020 Water Main Replacement Prioritization Plan •Plan prioritized water main replacements based on water main break data, size, age, and material •Construction to occur summer of 2022, in conjunction with State’s Pump Station Project •Received 8 design proposals through public RFP process •Staff recommends PW Committee approval, recommending City Council approve an agreement with Baxter & Woodman for the Deerpath Water Main Replacement Design in the amount of $39,000 Firm Proposal $ Baxter & Woodman $39,000 IMEG $39,260 ERA $49,800 Knight Engineering $55,624 GSG Consultants $91,245 V3 $121,880 James Anderson DQ -Did not submit total $ Thomas Engineering DQ -Did not submit total $ ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN PROPOSAL FOR BOTH THE ILLINOIS AND WOODLAND PEDESTRIAN BRIDGES ILLINOIS AND WOODLAND PEDESTRIAN BRIDGE DESIGNS Pedestrian Bridge Replacement –Illinois “Poor” condition / extensive structure corrosion 2020 Comprehensive Bridge Analysis recommended replacement Pedestrian Bridge Replacement –Woodland “Poor” condition / extensive structure corrosion 2020 Comprehensive Bridge Analysis recommended replacement ILLINOIS AND WOODLAND PEDESTRIAN BRIDGE DESIGNS •FY21 Illinois Bridge Project Budget (design only) -$25,000 FY22 Woodland Bridge Project Budget (design only) -$50,000 •Identified as high priority improvement designs via the 2020 Bridge Analysis Study •Staff has applied both bridges for construction ITEP grant funding (spring 2021 notification); if no grant award is obtained City will still proceed with improvements •Received 4 design proposals through public RFP process •Firms also submitted proposals for Phase III construction services; staff will request approval of these services at the time construction bid is awarded •Staff recommends PW Committee approval, recommending City Council approve an agreement with Wiss, Janney, Elstner Associates, Inc . for the Illinois and Woodland Pedestrian Bridges Improvement Designs in the total amount of $46,570 Firm Illinois Design Proposal $Woodland Design Proposal $Total Proposal $ WJE $23,965 $22,605 $46,570 V3 $38,585 $26,665 $65,250 ERA Not Identified Not Identified $88,687 GSG Consultants Not Identified Not Identified $141,460 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSAL FOR THE WATER PLANT INTAKE CLEANING WATER PLANT INTAKE CLEANING •FY22 Budget -$185,000 •Process of removing the settled sand and debris from inside the intake pipelines that extend several thousand feet in Lake Michigan •Cleaning improves plant operations, increases capacity, and saves operating costs by reducing backwash cycles •In 2014 and 2018 the City has utilized the sole source services of Norther Divers and their patented cleaning technology •Allows the WP to stay in operation with minimal shut down times, can be done without removing the chemical feed system, and no permit is required from the IDNR •Prior to 2014, the cleaning process was far more labor intensive; required the plant to be shutdown, pulling all of the debris into the plant’s intake well, and the zebra mussel treatment lines to be removed and replaced WATER PLANT INTAKE CLEANING •Northern Divers has agreed to hold the same 2018 cost of $185,000 •Staff recommends PW Committee approval to the City Council waive of the bid process and award of proposal to Northern Divers in the amount of $185,000 SUBJECT: Approval to Waive the Bid Process and Award a Contract to Northern Divers U.S.A. for the Water Plant Intake Cleaning Project Included in the FY ’22 Budget, in the amount of $185,000. STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee is recommending City Council authorization to waive the bid process and award a contract for the FY2022 Water Plant Intake Cleaning Project to Northern Divers U.S.A. The proposed cleaning process is a patented system that avoids shutting the plant down during cleaning and does not require removing the chemical feed system running along the entire length of each intake; saving considerable time and cost. If approved by City Council this evening, the proposed intake cleaning is scheduled to commence the first week of May, 2021 and should be completed prior to the high pumpage season. BACKGROUND/DISCUSSION: The two intake pipelines deliver raw water from Lake Michigan into the Water Treatment Plant (WTP) for filtration. The raw water enters the plant by gravity flow. The 24” intake pipeline was constructed in the 1930’s and is a sand cast iron pipe. The pipe extends into the lake approximately 2975’ and has three inlets that are in a straight line with the pipe. The 42” intake pipeline was constructed in 1974 and is a pre-stressed concrete pipe. The pipe extends into the lake 3900’ and there is a “crow’s foot” at the end. The “crow’s foot” extends to the north and south and each segment is 50’ long and 36 inches in diameter. Both pipelines run along the bottom of the lake at an approximate depth of 30 feet. The last time the entire lengths of both intake lines were cleaned was in 2018 by Northern Divers U.S.A., a professional diving company with a patented cleaning technology. The invented process creates a high pressure vortex using mixed air and water to loosen and remove the accumulated sediment and debris from inside the 24” and 42” diameter intake pipelines and expels the sediment back into Lake Michigan. Northern Divers U.S.A. patented intake cleaning process allows the WTP to stay in operation and can be done without removing/re-placing the chemical feed system estimated to cost over $350,000. In addition, this process will improve plant operations, increase capacity, and save operating costs by reducing backwash cycles and using less chemicals. The intake pipelines are inspected periodically to be sure there are no major collapses or broken chlorine lines and to monitor the level of sediment buildup. The last visual inspection was completed in April 2019. Sediment levels were increasing in a manner consistent with past inspections. Prior to the cleaning in 2018 plant staff performed a high flow pumping test on the intake lines to measure instantaneous turbidity. Test results indicated greater than 100 ntu (nephelometric turbidity units) within 15 minutes of operation. A similar test performed in January 2021 yielded similar results. The increased amount of accumulated sediment on the bottom of the intake becomes a serious issue during peak demand due to the “artificial” turbidity (dirt in the water) that is created. While the turbidity is high, the backwash frequency can double, increasing the water volume needed for the backwash by as much as 20%. The increase backwash cycles 2 cause higher operating costs, a reduction in capacity, and a negative impact on membrane module lifespan. As of January, 2019 all of the six new GE skids have been on-line so it is imperative to continue with this maintenance cleaning prior to the increase in demand. Northern Divers used their proprietary system to successfully clean the intakes at the North Chicago (2018), Abbott Laboratories (2018), Glencoe Water Plant (2017), Waukegan Water Plant (2013), Great Lakes Naval Base plant (2013) and the Thermal Chicago, Inc. water intakes in Chicago. Additional savings may be achieved in future years by coordinating intake cleaning schedules with neighboring communities, which the City is proactively seeking. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 1/28/2021 Review and approved request to waive the bid process. BUDGET/FISCAL IMPACT: Has City staff obtained competitive pricing for proposed goods/services? No Administrative Directive 3-5, Section 6.1B – Sole Source Northern Divers U.S.A. proposal to clean the intakes pipelines this spring is $185,000, which is the same amount paid in 2018. Compared to the original intake cleaning of $268,000 in 2014, an $83,000 savings is realized in both FY2018 and FY2022. Approximately 30% of the savings (or $25,000) is a result of the modifications that were made in the raw water intake well to install a by-pass system. As part of the 2015 Algae Pre-Screen project, the necessary piping and valve installations were done to install the by-pass to increase the efficiencies for future intake cleanings. The by-pass significantly reduces the amount of labor and materials needed to attached the series of pumps to each intake pipelines. After a thorough review and discussion of the cleaning process, the Public Works Committee recommended waiving the bid process and moving forward with Northern Divers U.S.A. FY2022 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Water Fund Capital Improvement $185,000 $185,000 Y COUNCIL ACTION: Approval to Waive the Bid Process and Award a Contract to Northern Divers U.S.A. for the Water Plant Intake Cleaning Project Included in in the FY ’22 Budget, in the amount of $185,000. ACTION ITEM: REVIEW AND APPROVAL OF THE 2021 PUBLIC WORKS COMMITTEE MEETING SCHEDULE 2021 PUBLIC WORKS COMMITTEE MEETING SCHEDULE Proposed Meeting Dates / Tentative Time –3:30PM Thursday,February 11 Thursday,February 25 Monday, March 22 Thursday, April 1 Thursday, May 6 Thursday,June 3 Thursday, July 1 Thursday,September 16 Tuesday, October 5 Thursday, December 9 PUBLIC COMMENT NEXT MEETING FEBRUARY 11 3:30PM ADJOURNMENT