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PUBLIC WORKS COMMITTEE 2020/02/19 Packet PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, FEBRUARY 19, 2020 – 6:30 P.M. MUNICIPAL SERVICES TRAINING ROOM AGENDA ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Michelle Moreno Melanie Rummel INFORMATION ITEMS I. UPDATE ON THE BURR OAK STORM SEWER DESIGN – MICHAEL THOMAS DISCUSSION ITEMS I. PROJECT CONTINGENCY & CHANGE ORDER APPROVAL AUTHORITY – ELIZABETH HOLLEB & MICHAEL THOMAS ACTION ITEMS I. APPROVAL OF THE DECEMBER 10, 2019 PUBLIC WORKS COMMITTEE MEETING MINUTES II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE WATER PLANT GENERATOR RADIATOR REPAIR BID – DAN MARTIN III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL FIRE DEPARTMENT’S LOCKER ROOM PROJECT BID – DAN MARTIN PUBLIC COMMENT NEXT MEETING – MARCH 19, 2020 ADJOURNMENT INFORMATION ITEM: UPDATE ON THE BURR OAK STORM SEWER DESIGN (INFORMATION TO BE PRESENTED AT MEETING) DISCUSSION ITEM: PROJECT CONTINGENCY & CHANGE ORDER APPROVAL AUTHORITY CONTINGENCY FUNDS AND CHANGE ORDERS Public Works Committee –Wednesday, February 19 Outline •Background •Current Practices –Contingency •Current Practice -Change Orders •Recommendations •Questions Background February 20, 2019 –PW Committee Contingency Discussion •NBAR Project Contingency Discussion •No contingency vs. 10% contingency •Contingency Policy Discussion October 7, 2019 –Purchasing Directive Revisions Committee Established •Committee comprised of City staff •Charged with reviewing & revising all sections of purchasing policy •PW directed to review contingency & change orders Current Practices –Contingency •No direct contingency policy outlined in current Purchasing Directive •Staff generally applies a 10% contingency to total project budgets •Utilized for projects that may have a certain degree of risk/uncertainty •Underground projects •Building & facility projects •May request a greater/smaller contingency (5% -15%) •Bids received •Contractor experience •If contingency is not utilized, PW staff often recommends using savings for other CIP projects Current Practice -Change Orders •Defined policy outlined in current Purchasing Directive (included in packet) •Change orders < $20,000, above and beyond any approved contingency funds are approved by City Manager •Justification and detail is provided to City Manager via City’s ERP system •Change orders > $20,000, above and beyond any approved contingency funds are approved by City Council Recommendations •Staff recommends that current contingency & change order practices be defined within the Purchasing Policy •Discussion… •Contingency •Require a minimum 10% contingency •Change orders •Staff to work with Purchasing Directive Revisions Committee to incorporate updated language •All Purchasing Directive revisions to be recommended for approval by the Finance Committee •April 20, 2020 meeting Questions? Administrative Directive 3-5 Purchasing Procedures Page 6 5.8 Local Sources and Preference. A. Local Sources. The City Manager shall endeavor to include vendors located within the City for procurements subject to this Directive where practical. B. Local Preference. The City Manager is authorized to accept the bid or quote of a Local Vendor where the quality, customer service, responsiveness, and other aspects of the Local Vendor and its bid or quote are at least equivalent to the lowest vendor and its bid or quote. 5.9 Online Purchases: Online purchases must be from reputable sources, reducing the risk to the City. All personal and credit card information transmitted through the internet must be protected with a current, secure encryption protocol that protects data as it travels over the Internet. Care should be taken with City information to prevent fraudulent charges. If the option is provided, do not store any payment information (e.g., credit card numbers) on any website. Approval processes and procedures must be followed as outlined in section 4.0, ensuring the best possible price. 5.10 Change Orders and Contract Modifications. A. Department Head's Authority: Other Than Construction. In procurements other than for construction, the Department Head responsible for supervision of any contract shall have authority to authorize any change to such contract that, when added to all other changes to such contract, would not increase the original contract price by more than 10% or $2,000, whichever amount is less. If the change order plus the original contract is $20,000 or more, the contract will require City Council approval. B. Department Head's Authority: Construction. In procurements for construction, the Department Head shall have the authority to authorize any change to a contract for construction that would not increase the original contract price approved by the City Council. C. City Manager's Authority. The City Manager shall have authority to authorize any change to a contract that, when added to all other changes to the contract, would not increase the contract price as authorized by the City Council by more than 5% or $20,000, whichever amount is less. D. City Council's Authority. The City Council shall have authority to authorize all other changes to contracts. E. Necessary Finding. Any change to a contract that, when added to all other changes to the contract, increases or decreases (a) the original cost of the contract by $10,000 or more, or (b) the time of completion of the contract by 30 days or more, shall not be approved without a written determination by the City Manager and the Department Head that: Administrative Directive 3-5 Purchasing Procedures Page 7 (i) the circumstances said to necessitate the change were not reasonably foreseeable at the time the contract was signed; or (ii) the change is germane to original contract as signed; or (iii) the change is in the best interest of the City. Each such change order and each such written determination shall be in the form of the Change Order Approval Form in Attachment C to this Directive and shall be preserved in the contract's file. 720 ILCS 5/33E-9. F. Re-Bid Required. Any change order to a City contract that, when added to all other changes to the contact, increases the original price of the contract or any subcontract by 50% or more, shall require the portion covered by the change order to be resubmitted to bidding or quotes in the same manner as applicable to the original contract or subcontract. 50 ILCS 525/1 et seq. G. Emergencies. All emergency change orders must be presented to the City Manager as soon as practical, and those requiring City Council approval must be submitted to the City Council for ratification at the next scheduled Council meeting. 5.11 Procurements Funded by "Donated" Funds. Any procurement of construction, repair and maintenance projects, supplies and services to be funded by monies donated to the City by third parties shall be governed by the terms of this Directive. This limitation does not apply to public improvements constructed pursuant to an annexation, subdivision or development agreement. 5.12 Information Technology and Computer Procurements. All new procurements in the area of information technology, e.g. hardware, software, hosted services (Cloud), etc. are subject to a needs assessment and provision of information for review prior to commencing the procurement process. The Technology Pre- purchase Needs Assessment, in the form of Attachment D, must be approved by the City Manager for each proposed procurement. 5.13 City's Reservation of Rights. The City shall have the authority to reject the low bid, to accept any item of a quote or bid, to reject any and all quotes or bids, to accept and incorporate corrections or clarifications following bid opening and to waive irregularities and informalities in any quote or bid submitted or in the bidding process, when to do so would not, in the City's opinion, prejudice the bidding process or create any improper advantage to any bidder. 5.14 Third-Party Payee. The City Manager or other person designated by this Directive shall seek to limit procurements involving a Third-Party Payee. All procurements involving a Third-Party Payee shall be subject to City Council approval if the payment to the Third-Party Payee is reasonably expected to exceed $20,000 over the life of the contract or engagement. The only exceptions to this are limited to: 1) construction contracts in which the City Council has approved a contract with a How are project contingencies handled for major projects? Does governing board authorize the contingency amount or is that outlined in your purchasing procedures? Arlington Heights: Governing Board approves contingency Buffalo Grove: Project contingencies are made part of the total contract award. The Board is made aware that Village Staff will hold and control the contingency funds. Crystal Lake: In many cases, a contingency allowance is provided as part of City Council approved contracts. Often times, this contingency allowance is 10%. Any use of this contingency must be approved by the City Manager prior to authorizing the use of the contingency. A Contract Amendment and Change Order Approval Form must be completed and routed to the Procurement Officer. Deerfield: Board authorizes total contract amount. Glenview: Staff request approval of a contingency amount with the board approval of the project. Highland Park: Approved by Council as part of the project. Must also be included in the requisition. Libertyville: Village practice is to include contingency authorizations in resolutions approving the initial purchase. Lincolnshire: Pay approval follows the purchasing policy, same as a new purchase. Policy provided in purchasing procedures. North Aurora: Not clear in our policies. Northbrook: Resolutions usually allow Manager to approve contingencies up to 10%. Anything higher needs supplemental resolution. Northfield: We always include a contingency in the amount the Board approves. Waukegan: This falls under our change order language: Sec. 2-462. - Change orders. (a) In the event a contract necessitates any increase in the original contract price of 5% of the City Council approved annual amount, but not to exceed $5,000, the Mayor or their designee may grant approval of the change order. (b) Contract increase changes in the aggregate of 5% of the approved annual contract amount, and / or in excess of $5,000, must be resubmitted to the city council for authorization before a change order may be issued. (c) The Mayor or their designee may determine that a change order which significantly changes the nature, value, or scope of the contract requires resubmission to the bidding process under the provisions of section 2-458. ACTION ITEM: APPROVAL OF THE DECEMBER 10, 2019 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING TUESDAY, DECEMBER 10 2019 – 6:30 P.M. MUNICIPAL SERVICES TRAINING ROOM MINUTES ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the meeting to order at 6:30 P.M. Aldermen Michelle Moreno and Melanie Rummel were present. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Jason Wicha, City Manager; Mike Strong, Assistant to the City Manager; Cathy Czerniak, Director of Community Development and Jim Lockefeer, Management Analyst. Also in attendance were six Lake Forest residents living in the Oxford Road area. INFORMATION ITEMS I. OXFORD ROAD STORM SEWER SSA – MIKE STRONG & MICHAEL THOMAS Director Thomas provided some background information on the topic. He explained that after some property owners in Oxford had learned about the City’s upcoming Burr Oak Storm Sewer Project they inquired if they would be able to initiate their own storm sewer project on Oxford. He explained that the property owners were informed by City staff that there is an opportunity, however, the cost of their project would be the responsibility of the property owners on Oxford. He explained that these homeowners were informed of the City’s ability to provide project assistance through the establishment of a Special Service Area (“SSA”). He explained that he and Mike Strong began to develop materials for the potential SSA that included project timing, project cost estimates, and defining the properties within the SSA. He explained that these materials were going to be shared with Oxford property owners on December 18, 2019 at City Hall at an evening meeting that every Oxford property owner was invited to attend via a mailed notice. Assistant to the City Manager Mike Strong reviewed a presentation with the Committee on the topic. He explained what a SSA is and outlined the SSA process. Mr. Strong reviewed the potential Oxford storm sewer SSA project location and scope. He explained that a total of 16 parcels could potentially be included in the SSA. He explained that in addition to the storm sewer installation, the project would also include some curb and gutter installation, and the resurfacing of the private Oxford Road drive. Mr. Strong reviewed a potential project schedule if the property owners successfully petition their follow neighbors to initiate an SSA. He explained that in order for the City to move forward with the SSA, the property owners defined within the SSA area would need to submit a petition that demonstrates 2/3 property owner consent. He explained that at this time, staff had very high level, per parcel, SSA project cost estimates and that more accurate costs could not be developed until after 2 preliminary design is complete. He explained that if the property owners submit a successful 2/3 petition to the City, the City would pay the upfront cost for the design. He explained that the money would then be recaptured by the City if the SSA is officially established in the future. The Committee and City staff had discussions about how the City funds SSA projects and the potential cost to Oxford property owners. Kenneth Moan, Lake Forest resident of 2 Oxford Road, explained that Oxford Road has an informal HOA group to manage their private drive. He explained that this type of project is something above the group’s experience level in managing. He explained that he is looking forward to the next step of meeting with the majority of his neighbors at the public informational meeting held by the City next week. The Committee, City staff and the residents in attendance had discussions about the project process, timeline, defining the properties that would be considered as part of the SSA, and the potential benefits. The Committee thanked the residents in attendance for attending tonight’s meeting and encouraged them to encourage their neighbors to attend next week’s public information meeting at City Hall. II. REVIEW OF WINTER 2019/2020 SNOW PLAN – MICHAEL THOMAS & DAN MARTIN Director Thomas explained that the Snow Plan has existed for approximately 15 years. He explained that the plan is reviewed and updated on annual basis. He explained that the plan covers every detail of the City’s entire snow operations. Director Thomas reviewed the plan priorities and highlighted that every snow event is different and can cause the timing associated with when the priorities to potentially change on an event-by-event basis. The Committee and City staff discussed the snow event employee scheduling and call in process, sidewalk snow removal contractual services, and the data staff records throughout the snow season that tracks total costs. The Committee and City staff discussed the IDOT Route 60 & 43 snow removal agreement, the liability associated with the agreement, intersection clearing responsibilities, communicating the City’s new responsibilities with neighboring communities, evaluating the overall effectiveness of the agreement after the snow season, the agreement’s impact on City street snow removal services, and receiving and processing payment from IDOT. Director Thomas explained that the City’s new responsibility had been identified and outlined in the 2019/2020 Snow Plan. City Manager Jason Wicha explained that once the agreement is officially executed the news will be shared with the residents of Lake Forest as well as neighboring communities. The Committee and City staff discussed the City’s snowbird program and the plowing of City sidewalks. 3 The Committee wished staff best of luck with the upcoming snow season. III. UPDATE REGARDING PROPOSED IDOT JURISDICTIONAL TRANSFER FOR THE DEERPATH & RTE. 41 PUMP STATION PROJECT – MICHAEL THOMAS Director Thomas explained that easement request agreements from IDOT have been submitted to ComEd and UP. He explained that both utilities have expressed their support in granting the necessary easements. Director Thomas explained that the questions in regards to IDOT’s rights to construct the pump station on the property and then transfer it to the City that were previously reviewed by the Committee were submitted to IDOT from the City Attorney’s Office. He explained that the questions have been directed to IDOT’s main attorney’s office in Springfield for their review and response. He explained that following the response City staff and IDOT will need to meet to discuss the project schedule. The Committee and City staff discussed the questions proposed by the City Attorney’s Office and potential next steps IDOT may need to take. The Committee and City staff discussed the Everett and Route 43 Project. Superintendent Ells explained that Metra was still looking to schedule a meeting with the State and the City to discuss submitting a grant proposal for the required track crossing upgrades. ACTION ITEMS IV. APPROVAL OF THE OCTOBER 30, 2019 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel to approve the October 30, 2019 Public Works Committee meeting minutes. Alderman Moreno seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A CODE UPDATE REGARDING SUMP PUMP & DOWNSPOUT DISCHARGE AS IT RELATES TO PROPERTY LINES AND PUBLIC RIGHT-OF-WAY – CATHY CZERNIAK Director Czerniak explained that the proposed code amendment is minor in scope, however, it is still important. Director Czerniak explained that as the City continues to experience heavy rainfall events, staff has become increasingly more aware of situations where residents have installed private systems that discharge at or near property lines. She explained that the goal of these systems is to move stormwater of a private property as quickly as possible, however, these discharge points can negatively impact an adjacent property owner, sidewalk, parkway, or street. In many cases if the discharge point was just set back more centrally on the property creating the discharge, many of these issues could be avoided. Director Czerniak explained that currently, the City code does not speak to where privately installed pipes are allowed to discharge. When an issue arises at a private property, City staff encourages the property 4 owner to move any issue causing discharge points away from any issue area, however, there is nothing in City Code that requires a property owner to do so. She explained these issues were the impetus to recommend the code change. She explained that in reviewing this particular section of the code there were other recommended changes that were identified and recommended. Director Czerniak reviewed the recommended code changes. She explained that rather than requiring a property to connect private sump pump and storm sewer systems to a public storm sewer, the connection requirement would be at the discretion of the City Engineer and not mandatory. She explained that in some cases it might be a better option to have these systems daylight onto the private owner’s property than the City’s storm sewer system. She explained that having systems that daylight decreases the capacity burden on the City storm system and also provides additional environmental benefits by allowing the stormwater to infiltrate soil naturally. She explained that some general updates to the type of material that should be used for storm sewer pipes was also updated to be more consistent with current construction and engineering standards. She explained that revisions were also recommended to limit connections being made to City road drains. She explained that road drains are not adequate to support direct connections from private systems. The recommended language only allows approved connections to road drain if the City Engineer determines it is appropriate following their review. Lastly, the code update would also establish a minimum distance from property lines for discharge points to resolve the issue and the overall impetus for the recommended updates. The Committee and City staff had discussions about non-residential properties and stormwater detention. Chairman Buschmann recommended one minor language change to the proposed updated language. Director Czerniak explained that she would incorporate the suggested edit. Alderman Moreno moved to recommend approval to City Council a Code update regarding sump pump & downspout discharge as it relates to property lines and public right-of-way. Alderman Rummel seconded the motion, which carried unanimously. VI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL FINAL DRAFT OF THE INFLOW & INFILTRATION POLICY – JIMMY LOCKEFEER Management Analyst Jim Lockefeer explained that following the October 30, 2019 Committee meeting and at the direction of the Committee, staff shared the latest version of the draft policy at the November 12, 2019 Finance Committee meeting. He explained that at the Finance Committee meeting, the Committee shared comments supporting a policy that focused more on 5 education and less on enforcement and fining non-complaint private property owners who do not make the necessary repairs. He explained that following the Finance Committee meeting, staff updated the policy to reflect the comments shared at the meeting. He explained that that there were no new additions to the policy, however, the “Private Property I&I Procedures” section was scaled back. He explained that language on enforcement and fining non-complaint homeowners was removed from the section. He explained that homeowners would still receive mailed notice from the City alerting them of any private identified I&I issues. He explained that the letter will highlight why correcting I&I issues are important and recommend that the homeowner contact the City to coordinate a meeting to discuss the identified issues in person. Mr. Lockefeer explained that the policy still does not replace the City’s Home Inspection Program which requires any identified prohibited connections from the property to the City’s sanitary sewer system be corrected prior to any change in ownership. The Committee and City staff had discussions about the necessary repairs to correct public I&I issues and future smoke testing. Alderman Moreno moved to recommend approval to City Council of the final draft of the Inflow & Infiltration Policy. Alderman Rummel seconded the motion, which carried unanimously. VII. REVIEW AND APPROVAL OF PUBLIC WORKS’ CORE & ELECTIVE DOCUMENT MICHAEL THOMAS Director Thomas explained that the reviews of every City Department’s Core and Elective documents are part of the annual budget process. He explained that last year, the Committee reviewed the Public Work’s document and made some minor edits. He asked the Committee if there were any changes that they would like to see made this year. There was consensus amongst the Committee that there were no recommended changes that needed to be made. The Committee and City staff had discussions about the gas light LED conversion project. Alderman Moreno moved to recommend approval of the Public Works’ Core & Elective Document. Alderman Rummel seconded the motion, which carried unanimously. VIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY ’21 CAPITAL EQUIPMENT – MICHAEL THOMAS Director Thomas reviewed the proposed FY2021 Capital Equipment List. He reviewed each piece of equipment being replaced by funding source. Equipment being proposed for replacement was further outlined by department, 6 equipment details, and budget costs. Director Thomas reviewed detailed replacement forms for each piece of equipment being requested. The Committee and City staff had discussions about each requested piece of equipment and how the equipment is utilized. The Committee and City staff had discussions about the amount of ambulances within the City’s fleet. The Committee and City staff had discussions about how equipment and vehicles can be repurposed and utilized by other departments. The Committee and City staff discussed the City’s Fleet Section. Director Thomas explained that the Fleet Section is doing extremely well and is fully staffed. Director Thomas discussed the timing associated with bringing the topic to City Council and ordering the equipment if the Committee recommends approval to City Council. He reviewed the joint bid organizations and processes the equipment is bid through in order to competitively purchase the equipment. Alderman Rummel motioned to recommend approval to City Council the FY21 proposed capital equipment. Alderman Moreno seconded the motion, which carried unanimously. PUBLIC COMMENT There was no additional public comment. NEXT MEETING – TBD The Committee agreed to leave the next date as to be determined. Alderman Rummel explained that she attended a League of Women Voter SWALCO presentation. She explained comments that were shared by the SWALCO representative at the meeting. ADJOURNMENT Alderman Moreno moved to adjourn the meeting of the Public Works Committee at 9:17 P.M. Alderman Rummel seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE WATER PLANT GENERATOR RADIATOR REPAIR BID WATER PLANT GENERATOR RADIATOR REPAIR BID Public Works Committee –February 19, 2020 Bid Process Public bid process with a mandatory onsite pre-bid meeting Company Name Dollar Amount Bid Notes Midwest Power Industry,Inc.$38,985.00 Qualified Low Bidder Steiner $39,757.64 Disqualified Lion Heart No Bid Concerned about bond requirements Piper Electric No Bid Electrical Repairs Only Altorfer Cat No Bid No Response Recommendation & Project Budget City staff recommends awarding the bid in the amount of $38,985.00 with a 10% or $3,898 contingency to Midwest Power Industry. FY2020 Funding Source Amount Budgeted Amount Requested Including Contingency Budgeted? Y/N Contractual Services 501-6071-435.35-10 $88,600.00 $35,000.00 Y Contractual Services 501-6072-435.35-10 $129,652.00 $7,883.00 Y Award of Bid in the Amount of $38,985.00 with a 10% or $3,898 Contingency to Midwest Power Industry, Inc. for the Lake Forest Water Treatment Plant Emergency Generator Radiator Rebuild. STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval to award the bid to rebuild the radiator on the emergency generator located at the Water Plant to Midwest Power Industry, Inc. BACKGROUND/DISCUSSION: The Lake Forest Water Treatment Plant has two very large backup generators referred to as the west and east generators that were both installed in 2004. Each generator has the capacity to operate the Water Plant at 80% production demand. Only at times of peak water production do both generators need to be used to operate the Water Plant during a utility power loss. This past fall during a routine inspection, a small coolant leak was discovered coming from the west generator. The service contractor investigated and identified two areas leaking from the core of the radiator which is approximately 9 feet tall by 7.5 feet wide. The radiator core is comprised of rows of tubes and serpentine fins that work to transfer heat to the cooling fan. Staff proposed two options in the RFP: repair the generator using a new radiator or rebuild the existing radiator. Based on the estimate for a new replacement radiator to be in excess of $100,000 with over a 12 month build lead time, staff chose to have the radiator rebuilt. The process includes removing the top and bottom tanks and the side panels from the center core. The inside of the tanks are flushed, prepped with new gaskets and everything is remounted to the new core. The reassembled radiator is pressure tested and repainted before being delivered and reinstalled. The rebuilt radiator will have a one year warranty PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 2/19/2020 Reviewed and Approved BUDGET/FISCAL IMPACT: The repair followed the public bid process. The invitation to bid was advertised in the newspaper. Five contractors attended the November 13, 2019 Mandatory Pre-Bid Meeting and two contractors submitted bids. One bidder was disqualified due to not following the bid instructions. Staff reached out to each contractor that did not submit a bid to inquire as to their reason for not doing so. One contractor stated their concern with the bonding requirements, another admitted they thought that it was strictly an electrical job, and the last contractor did not reply to the inquiry. 2 Has City staff obtained competitive pricing for proposed goods/services? Yes On December 2, 2019, staff received the following bids to rebuild the west generator: Company Name Dollar Amount Bid Notes Midwest Power Industry,Inc. $38,985.00 Qualified Low Bidder Steiner $39,757.64 Disqualified Lion Heart No Bid Concerned about bond requirements Piper Electric No Bid Electrical Repairs Only Altorfer Cat No Bid No Response Upon review of the received bids, staff recommends proceeding with the low bid received by Midwest Power. Midwest Power currently holds the City’s preventative maintenance contract for all City generators as part of the Municipal Partnering Initiative. They have conducted favorable work. Midwest Power has also performed well, providing services for the Illinois Tollway, Mill Creek Water Reclamation District and Lake County Public works. Last year they rebuilt a radiator for the Illinois Tollway that was similar in scope to this project. Midwest Power rebuilds the radiators in their own workshop. The total project cost including contingency of $42,883 is $2,912 over budget in the Water Plant operating budget’s contractual services account. The $2,912 overage will be covered by savings in other operating budget line items. Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Including Contingency Budgeted? Y/N Contractual Services 501-6071-435.35-10 $88,600.00 $36,273.00 Y Contractual Services 501-6072-435.35-10 $129,652.00 $3,698.00 Y COUNCIL ACTION: Award of Bid in the Amount of $38,985.00 with a 10% or $3,898 Contingency to Midwest Power Industry, Inc. for the Lake Forest Water Treatment Plant Emergency Generator Radiator Rebuild. ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL FIRE DEPARTMENT’S LOCKER ROOM PROJECT BID Public Works Committee –February 19, 2020 Presentation Outline •Background •Existing Plan •Designed Floor Plan •Bid Process •Recommendation & Project Budget •Questions Background Locker Room has not been renovated or seen any significant modifications since it 1969 Numerous current issues with the locker room… •Does not meet ADA regulations •Does not accommodate lockers for all staff •Does not accommodate two of the Department’s female fire fighters •Third female firefighter may be hired soon Summer of 2017 –FGM Architects conducts a needs assessment Summer of 2019 –FGM approved to develop the drawings, specifications and assist with bid administration Existing Plan Designed Floor Plan Bid Process Public bid process with a mandatory pre-bid meeting January 31, 2020 –11 bids received Company Name Dollar Amount Bid Reef Contractors $342,100.00 Slaton Construction Inc.$352,072.80 Master Project Inc.$356,400.00 Camosy $359,820.00 Efriam Carlson & Sons $374,800.00 Rasch Construction $383,400.00 Walter Daniels Construction $384,464.00 Pacific Construction Services LLC.$407,590.00 MAG Construction $422,516.00 Northwest Contractors Inc.$440,000.00 Manusos General Contracting $444,000.00 Recommendation & Project Budget City staff recommends award of contract in the amount of $342,100 with a 10% or $34,210 contingency to Reef Contractors and $25,000 to FGM Architects for project management for the Fire Department Locker Room Renovation. Category FY2020 Budget $375,000 Architect Design Fees $43,150 $331,850 Construction $342,100 ($10,250) 10% Contingency $34,210 ($34,210) FGM Project Man.$25,000 ($25,000) Totals $444,460 ($69,460) FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-1503-467.67-10 $375,000 $401,310 Y Questions? Award of Contract in the Amount of $342,100 with a 10% or $34,210 Contingency to Reef Contractors and $25,000 to FGM Architects for Project Management for the Fire Department Locker Room Renovation. STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are requesting approval of a bid for the Fire Department Locker Room Renovation Project included in the FY2020 Capital Improvement Budget. BACKGROUND/DISCUSSION: The Fire Department’s locker room located at the Public Safety Building, has not been renovated or seen any significant modifications since it was constructed in 1969, exceeding its expected useful life by many years. The locker room facilities do not meet ADA regulations. The locker room is not able to accommodate lockers for all staff, requiring lockers to be placed within the restroom areas or kept in other office/sleeping quarters. Adding to the urgency to renovate the locker room is the hiring of two female firefighters, who are currently using a converted bathroom off the apparatus bay floor as a temporary solution. Also, based on recent firefighter testing, the Department is potentially hiring a third female in the near future, making the temporary solution more insufficient. Recognizing this renovation project needed to be expedited, in summer of 2017 staff retained FGM Architects, Inc. of Oak Brook, Illinois (FGM) for a sum of $8,000 to conduct a needs assessment study of the locker room, in order to prepare conceptual drawings and renovation costs to address the issues. In July of 2019, the Public Works Committee and City Council reviewed and approved a contract to hire FGM to develop the drawings, specifications and assist with bid administration for $43,150. FGM used the selected design concept to address all ADA issues, provide three separate unisex restrooms with a shower, vanity, toilet, and changing area for privacy. The plan also expands the footprint to have all the lockers in one centralized location. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 2/19/20 Reviewed and Recommended City Council Approval to Award Construction and Project Management City Council 8/5/2019 Approved FGM Architects Design Services Public Works Committee 7/23/19 Reviewed and Recommended City Council Approval to Hire FGM Architects for Design Services Finance Committee 3/11/19 Discussion of Updated 5 Year CIP Projects BUDGET/FISCAL IMPACT: On January 31, 2020, staff received the following bids from eleven contractors for the Fire Department Locker Room Renovation: 2 Has City staff obtained competitive pricing for proposed goods/services? Yes Company Name Dollar Amount Bid Reef Contractors $342,100.00 Slaton Construction Inc. $352,072.80 Master Project Inc. $356,400.00 Camosy $359,820.00 Efriam Carlson & Sons $374,800.00 Rasch Construction $383,400.00 Walter Daniels Construction $384,464.00 Pacific Construction Services LLC. $407,590.00 MAG Construction $422,516.00 Northwest Contractors Inc. $440,000.00 Manusos General Contracting $444,000.00 The renovation project followed the public bid process. The invitation was advertised in the newspaper. The Mandatory Pre-Bid Meeting was well attended with eleven bids being submitted at the January 31, 2020 public bid opening. After conducting a complete review o the low bids by staff and FGM Architects, Reef Contractors bid proposal met the project design specifications and is the low responsible bidder. Reef Contractors provided favorable references from the following public entities: Bolingbrook Park District, Chicago Housing Authority, Naperville Public Library, Harper College, and Roselle Fire Station. The project Reef performed for Roselle Fire Station was similar in scope to renovate their locker room. The Fire Chief had favorable comments and overall was pleased with their performance. The total project cost of $444,460 is $69,460 over the FY2020 amount of $375,000 as broken down in the below chart. Category FY2020 Budget $375,000 Architect Design Fees $43,150 $331,850 Construction $342,100 ($10,250) 10% Contingency $34,210 ($34,210) FGM Project Man. $25,000 ($25,000) Totals $444,460 ($69,460) As the economy continues to recover, project costs have been steadily rising and the FY2020 amount of $375,000 in the five year CIP plan was not adjusted to reflect the increases. Staff anticipates the $69,460 cost difference will be covered from remaining funding from other building capital projects. Any remaining differences would need to come from reserves. If approved, City staff and the FGM will work with Reef Contractors to begin construction in mid-April with substantial completion by the end of June. 3 Below is an estimated summary of Project budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Improvement Fund 311-1503-467.67-10 $375,000 $401,310 Y COUNCIL ACTION: Award of Contract in the Amount of $342,100 with a 10% or $34,210 Contingency to Reef Contractors and $25,000 to FGM Architects for Project Management for the Fire Department Locker Room Renovation.