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PUBLIC WORKS COMMITTEE 2020/05/26 PacketSPECIAL PUBLIC WORKS COMMITTEE MEETING TUESDAY, MAY 26, 2020 – 2:00 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. 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 https://us02web.zoom.us/j/82992948352. The City of Lake Forest will update the website and social media after the meeting with information about the meeting. ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Ted Notz Jim Preschlack INFORMATIONAL ITEM I.FY21 STUDY ON ADVANCE METERING INFRASTRUCTURE “AMI” WATER METER REPLACEMENTS / WATER DISTRIBUTION SYSTEM / WATERMAIN PRIORITIZATION REPLACEMENT PLAN – DAN MARTIN ACTION ITEMS II.APPROVAL OF THE APRIL 28, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES III.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE ROSEMARY RAVINE PROJECT BID – JIM LOCKEEFER IV.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL – DAN MARTIN & MIKE STRONG V.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE COMPOST CENTER’S YARDWASTE OPERATIONS AGREEMENT – DAN MARTIN VI.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE WATER PLANT CONSULTING SERVICES PROPOSAL – DAN MARTIN VII.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE CONTRACT FOR IDOT RTE. 41 & DEERPATH IMPROVEMENT – MIKE THOMAS PUBLIC COMMENT NEXT MEETING – TBD ADJOURNMENT INFORMATIONAL ITEM: FY21 STUDY ON ADVANCE METERING INFRASTRUCTURE “AMI” WATER METER REPLACEMENTS / WATER DISTRIBUTION SYSTEM / WATERMAIN PRIORITIZATION REPLACEMENT PLAN FY21 STUDY ON ADVANCE METERING INFRASTRUCTURE “AMI” WATER METER REPLACEMENTS / WATER DISTRIBUTION SYSTEM / WATERMAIN PRIORITIZATION REPLACEMENT PLAN •Project RFP posted May 13, proposals due June 2, City Council approval June 15 •10 firms have downloaded the RFP package •Staff RFP Review Committee will recommend a selected firm(s) for projects •FY21 project budgets & details •AMI Water Meter Replacement Study -$30,000 •Water meters last replaced in 2004, batteries beginning to fail •New meter technologies to realize operational efficiencies •Phased meter implementation FY22 and FY23 •Water Distribution System Study -$30,000 •Evaluates system’s capacity & identifies deficiencies •Watermain Replacement Prioritization Plan -$30,000 •Identification of recommended and prioritized watermain replacements for CIP asset management ACTION ITEM: APPROVAL OF THE APRIL 28, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING TUESDAY, APRIL 28, 2020 – 2:00 P.M. REMOTE ACCESS MEETING MINUTES ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the virtual meeting to order at 2:00 P.M. Aldermen Michelle Moreno and Melanie Rummel were present. Staff virtually attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Jason Wicha, City Manager; Elizabeth Holleb, Director of Finance; Cathy Czerniak, Director of Community Development; Brian Joyce, Engineering Supervisor and Jim Lockefeer, Management Analyst. Also in attendance was one member of the virtual meeting audience. DISCUSSION ITEMS I. COVID-19 DEPARTMENT IMPACTS – MICHAEL THOMAS Prior to reviewing the COVID-19 Department impacts, Director Thomas provided brief background information on the many action items before the Committee at today’s meeting. He explained that many of these items are from the City’s FY21 Capital Improvement Program. He explained that Public Works staff has spent the winter months preparing documents and specifications for these projects so that bids and proposals were received by the new fiscal year. He explained that for each action item a draft City Council write-up was included in the meeting packet as well as one summary project slide that will be reviewed during today’s meeting. The Committee and staff discussed items that were annual CIP programs and projects. Director Thomas provided the Committee with a brief overview of how the Covid-19 pandemic has affected the Public Works Department. He explained that since City Buildings have closed, staff quickly worked to acquire employee PPE and developed a Public Works Employee Standard Operating Procedure for employees completing work during the pandemic. He explained that many services were able to continue completing some regular services with proper precautions in place. He explained that employee and resident safety was paramount in continuing services and bringing back Public Works employees. The Committee and staff discussed Lake County’s ban on burn permits, the tracking of COVID-19 impacts, the purchase and management of employee PPE, the timing of the bids received related to pandemic impacts, the deferral of the Burr Oak Storm Sewer Project, and the potential for other CIP project deferrals. 2 The Committee thanked Director Thomas for his update and requested that he pass along their thanks to Public Works Employees for all their hard work. ACTION ITEMS II. APPROVAL OF THE FEBRUARY 19, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel moved to approve the February 19, 2020 Public Works Committee meeting minutes. Alderman Moreno seconded the motion, which carried unanimously. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2020 CONCRETE CURB AND SIDEWALK REPLACEMENT PROJECT BID – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. The Committee and staff discussed how sidewalk panels are selected for replacement and the process for installing panels in an area that falls a few panels short of a potential crosswalk connection. Alderman Rummel moved to recommend approval to City Council award of the MPI 2020 Concrete Curb and Sidewalk Replacement Project with Schroeder and Schroeder, Inc. for a Not-to-Exceed Amount of $90,000. Alderman Moreno seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2020 CRACK SEALING PROJECT BID – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. 3 Alderman Rummel moved to recommend approval to City Council award of the MPI 2020 Crack Sealing Project with Patriot Pavement Maintenance, Inc. for a not-to-exceed amount of $40,000. Alderman Moreno seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) 2020 JOINT SEWER LINING PROJECT BID – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. The Committee and staff discussed the unit price increase as outlined within the contract. Alderman Moreno moved to recommend approval to City Council award of the MPI 2020 Joint Sewer Lining Project with Hoerr Construction for a not-to-exceed amount of $260,000. Alderman Rummel seconded the motion, which carried unanimously. 4 VI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FOREST PARK BLUFF BLUFF MONITORING & PRE-DESIGN SERVICES PROPOSAL – MICHAEL THOMAS Director Thomas reviewed the below summary slide on the proposal. The Committee and staff discussed the decision to not proceed with AECOM. Alderman Rummel moved to recommend approval to City Council the Forest Park Bluff’s Pre-Design Services and a Three-Year Bluff Monitoring Agreement with Hey & Associates in the amount of $72,735. Alderman Moreno seconded the motion, which carried unanimously. VII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE QUARTA PARKING LOT RESURFACING PROJECT BID – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. 5 The Committee and staff discussed the possible incorporation of green infrastructure into this project. Alderman Moreno moved to recommend approval to City Council award of the Quarta Parking Lot Project to Maneval Construction in the amount of $148,148.68 to include authorization for a 10% contingency for a total of $162,963.54. Alderman Rummel seconded the motion, which carried unanimously. VIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE CONWAY FARMS DRIVE AND SHERIDAN ROAD DRAINAGE IMPROVEMENTS BIDS – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. The Committee and staff discussed the project bids and the project budget fund accounts. Alderman Rummel moved to recommend approval to City Council award of the Conway Farms Drive and Sheridan Road Drainage Improvements to Holiday Sewer and Water Contractors, Inc. for a not-to-exceed amount of $83,493.30. Alderman Moreno seconded the motion, which carried unanimously. IX. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE ILLINOIS ROAD AND STONEGATE LANE CURB IMPROVEMENTS AND THE MAYFLOWER RAVINE CROSSING IMPROVEMENTS BIDS – DAN MARTIN Superintendent Martin reviewed the below summary slide on the project. 6 The Committee and staff discussed the Mayflower Improvement Project’s ravine impact. Alderman Rummel moved to recommend approval to City Council award of the Illinois Road and Stonegate Lane Curb and the Mayflower Ravine Crossing Improvements to Alliance Contractors Inc in the amount of $52,596.50. Alderman Moreno seconded the motion, which carried unanimously. X. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE 2020 I&I REPAIRS BID – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. 7 The Committee and staff discussed City I&I public repairs and past smoke testing efforts. Alderman Rummel moved to recommend approval to City Council award of the FY21 Inflow & Infiltration Repairs Project to Redina Construction Co. for a not-to- exceed amount of $800,000. Alderman Moreno seconded the motion, which carried unanimously. XI. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE ROUTE 60 BIKE PATH DESIGN PROPOSAL – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. The Committee and staff discussed submitting a future grant application for construction funds and potential future path connections to the west, beyond the City’s limits. Alderman Rummel moved to recommend approval to City Council award of the Illinois Route 60 Bike Path Phase I Design Project to Bleck Engineering in the total not-to-exceed amount of $48,000. Alderman Moreno seconded the motion, which carried unanimously. XII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE BRIDGE INSPECTIONS & ANALYSES PROPOSAL – BOB ELLS Superintendent Ells reviewed the below summary slide on the project. 8 The Committee and staff discussed the one proposal received and staff’s comfort level in moving forward with only one bid received. Alderman Moreno moved to recommend approval to City Council award of the 2020 Bridge Inspection Services proposal to Wiss, Janney, Elstner Associates, Inc. (WJE, Inc.) in the total not-to-exceed amount of $199,440 Alderman Rummel seconded the motion, which carried unanimously. XIII. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE 2020 CONCRETE - MS & COMPOST CENTER PROJECT BID – MICHAEL THOMAS Director Thomas reviewed the below summary slide on the project. 9 Alderman Rummel moved to recommend approval to City Council award of the 2020 Concrete - MS & Compost Center Project to A-Lamp Concrete Contractors, Inc for a not-to-exceed amount of $103,773 Alderman Moreno seconded the motion, which carried unanimously. PUBLIC COMMENT There was no additional public comment. NEXT MEETING – MAY 19, 2020 There was Committee consensus that they next Public Works Committee would occur on March 19, 2020. RECOGNITION OF ALDERMAN MORENO’S FINAL PUBLIC WORKS COMMITTEE MEETING Director Thomas thanked Alderman Moreno for all her time spent on the Public Works Committee. He explained that staff always appreciated her out of the box thinking and sound financial analysis. Alderman Moreno thanked the entire Public Works Department staff for their professionalism throughout her time as a Committee member. She explained that staff helped make her job easy. ADJOURNMENT Alderman Moreno moved to adjourn the meeting of the Public Works Committee at 4:27 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 ROSEMARY RAVINE PROJECT BID ROSEMARY RAVINE PROJECT •FY21 project budget -$700,000 •Design features repairs to the failed sections of the brick culvert & additional adjacent ravine bank stabilization •Original design bids received March 11, all bids rejected due to budget overages ROSEMARY RAVINE PROJECT •Updated design bids received May 15 •Staff recommends awarding the Rosemary Road Ravine Project to V3 Construction Group in the amount of $509,650 to include authorization for a 10% contingency for a total of $560,615 FIRM BID TOTAL V3 Construction Group $509,650 EarthWerks Land Improvement $606,351 Misfits Construction Company $827,235 SUBJECT: Award of Bid for the Rosemary Road Ravine Project to V3 Construction Group in the Amount of $509,650 to Include Authorization for a 10% contingency for a Total of $560,615. STAFF CONTACT: Jim Lockefeer, Public Works Management Analyst (810-3542) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests an award of bid for the Rosemary Road Ravine Project to V3 Construction Group in the amount of $509,650 to include authorization for a 10% contingency for a total of $560,615. BACKGROUND/DISCUSSION: During the summer of 2018, City staff identified a sinkhole adjacent to the Rosemary Road ravine bridge. The ravine bridge is located just east of Thorne Lane. Upon further inspection of the area, it was discovered that the cause of the sinkhole was from a failure and collapse of several sections of the interior brick culvert wall that crosses under the Rosemary Road bridge. The existing culvert was built in place using brick and mortar construction as part of the infrastructure improvement to build a road over the ravine approximately 80 years ago. Due to the failed sections of the culvert wall, the ground above the stormwater culvert has settled causing the sinkhole to form. The ravine slope and the stormwater culvert are in need of repair in order to protect the structural integrity of Rosemary Road. On June 17, 2019, City Council approved a design services agreement with Hey and Associates, Inc. to provide engineering design services for the Rosemary Road Ravine Project. Hey and Associates, with the assistance and direction from City staff, completed a comprehensive design to repair the failed sections of the culvert. The project design also features adjacent ravine bank stabilization with natural stone for stormwater energy dissipation and the restoration of the project area with all native plant materials. There were no added or increased stormwater flows from this design. Following the completion of the design, the construction of the project was budgeted for through the FY21 CIP budgeting process. On May 18, 2020 City Council approved of a Resolution committing $280,307.50 of local funds for the 2020 Rebuild Illinois Fast-Track Public Infrastructure Program in order to submit a Rosemary Ravine Project application in hopes of receiving a 50%/50% grant award. After a review of the Fast-Track Public Infrastructure Program guidebook, City staff identified the Rosemary Ravine Project as a candidate project for this program. Staff anticipates grant awards to be announced in June of 2020. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 5/26/2020 Reviewed & Approved Award of Bid 2 Finance Committee Budget Workshop 3/12/20 Reviewed as Part of FY21 Budget City Council 6/17/19 Approved Project Design Services Public Works Committee 6/11/19 Reviewed & Recommended City Council Approval for Project Design Services BUDGET/FISCAL IMPACT: The project was originally bid in late February of 2020 with the bids opened on March 11, 2020. In total, three bids were received. Unfortunately, all three bids came in well over the City’s budget for the project. All three bids came in significantly over the engineer’s estimate related to one design line item, earth excavation. Originally, the project design called for the repair of the existing concrete headwall adjacent to Rosemary Road. In order to repair the headwall, each of the bidding firms identified costs well above the original engineer’s estimate for earth excavation. These high earth excavation costs were associated with unanticipated trenching and shoring needs to safely repair the existing headwall. Due to the budget overages, City staff rejected all bids and worked with the engineering design firm, Hey and Associates, on a redesign to address the issue. Ultimately, City staff and the design team decided to remove the large concrete headwall and appropriately regrade the slope adjacent to the roadway down to the ravine bed. City staff and the design team estimated large reductions in earth excavation costs and found that the regraded area would provide the same structural integrity as the existing headwall. City staff and the design team also believe that the removal of the large concrete headwall and subsequent regrading of the slope will be far more natural looking and aesthetically pleasing after planting the regraded slope with native plant materials. On May 1, 2020, the project was again publically bid and the bids were opened on May 15, 2020. In total, three bids were received as outlined below. Has City staff obtained competitive pricing for proposed goods/services? Yes Company Name Dollar Amount Bid V3 Construction Group $509,650 EarthWerks Land Improvement & Development Corp $606,351 Misfits Construction Company $827,235 Following the review of apparent low bid from V3 Construction, staff found V3 Construction to have a great deal of local experience in completing ravine and similar bank stabilization projects. All of V3 Construction’s references shared very positive experiences and reviews with City staff. Below is an estimated summary of Project budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 3 Capital Improvement Fund $700,000 $560,615 Y If awarded, work for this project is expected to begin in June and will be completed by the end of August. Upon award, City staff will work with V3 Construction on a final project schedule. As with many CIP projects, a City Engineering Assistant will manage and oversee the project. COUNCIL ACTION: Award of bid for the Rosemary Road Ravine Project to V3 Construction Group in the amount of $509,650 to include authorization for a 10% contingency for a total of $560,615 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL •Project includes inspecting and assessing the condition of 25 City buildings, and their sub- components, in order to develop comprehensive 10-year capital replacement plans for each. •FY21 and FY22 project budget -$150,000 total ($75,000/year) •City received 13 Proposals from qualified firms to provide FCA Services •Staff recommends awarding this project to Bureau Veritas in an amount of $83,476 over a two-year period to complete Project. FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL •Assessment of Existing Conditions •Equipment Inventory •Life-cycle analysis •Cost estimating •Prioritized capital replacement plan (Report) •Access to Asset Management Database (Value-Add) OVERVIEW OF PROJECT SCOPE: FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL REPORT DELIVERABLES: FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL Vendor Evaluation Scoring Year 1 Total Fee Year 2 Total Fee Total Fees (2 Year Cost) Bureau Veritas 9.40 $36,549 $46,927 $83,476 ISES Corporation 9.13 $47,615 $70,940 $118,555 PROGEA 8.99 $37,000 $47,000 $84,000 NPC 8.90 $29,950 $39,050 $69,000 AMERSCO 8.76 $13,077 $27,406 $40,483 Wold Architects 8.66 $12,250 $16,250 $28,500 AEI 8.60 $17,296 $23,496 $40,792 TRIA Architecture 8.53 $23,400 $41,500 $64,900 NOVA 8.35 $40,000 $53,500 $93,500 Cordogan Clark 8.24 $26,040 $46,484 $72,524 STANTEC 8.09 $216,502 $285,227 $501,729 Williams Architects 7.96 $126,500 $165,100 $291,600 FGM Architects 7.89 $82,776 $112,568 $195,344 •RFP Observations •High Interest •Varied Approach/Experience •Quality of Reports •Value-Added Services •Sample Reports Provided/Reviewed •Interviews Conducted •Finalists Considered: •Bureau Veritas •ISES Corporation FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL ASSETCALC™: ASSET CAPTURE (FIELD INSPECTION) FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL ASSETCALC™: COMPREHENSIVE FACILITY SUMMARY FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL ASSETCALC™: ASSET OBSERVATION LIST (SAMPLE) FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL ASSETCALC™: BENCHMARKING/FCI ANALYSIS FACILITIES CONDITION ASSESSMENT & MAINTENANCE PROPOSAL Capital Planning Phase Reporting Phase Analysis Phase Assessment Phase Pre Assessment Phase 6/1/2020 6/21/2020 7/11/2020 7/31/2020 8/20/2020 9/9/2020 9/29/2020 10/19/2020 11/8/2020 Presentation of Findings Final Reports Prioritization/Strategic Planning Database Development Review/Comment/Updates Draft Delivery Report Writing Findings Delivered Data Analysis Team #2 Onsight Team #1 Onsight Kickoff Meeting Document Gathering NTP TENTATIVE SCHEDULE YEAR 1 1 Approval and authorization for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide Facility Condition Assessments and Maintenance Plans for Various City-Owned Buildings in a Total Amount not to exceed $83,476. Staff Contacts: Mike Strong, Assistant City Manager (810-3680) and Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: Staff requests approval for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas to provide Facility Condition Assessment services and develop maintenance plans for various city-owned buildings. The purpose of conducting a FCA is to analyze the condition of a facility so that a long-term preventative maintenance and capital replacement schedule can be developed to identify and forecast future budgetary needs. PROJECT REVIEW/RECOMMENDATIONS: Milestone Date Comments Public Works Committee 5/26/2020 Reviewed and Recommended Approval Vendor Interviews 5/07/2020 Finalist Vendors Interviewed Vendor Proposals Submitted 2/28/2020 Proposals Received & Reviewed (12 Proposals Submitted) Capital Workshop 11/12/2019 Discussed Scope of the Project BACKGROUND/DISCUSSION: Capital planning is an essential component of the development of the City’s annual Comprehensive Fiscal Plan which aims at ensuring adequate capital spending levels to maintain the performance and continued use of the City’s capital assets. Capital assets are referred to as assets that are used in operations and that have initial useful lives extending beyond a single reporting period and typically include components and sub-components of major facilities, infrastructure, equipment and networks that enable the delivery of public services. The City’s current approach has been to establish replacement values for these assets, based upon their estimated useful lives. While it is optimal that all assets be replaced at the end of their useful life, the City has had to allocate its capital resources each year based on its highest or most critical needs. This has led to a reliance on preventative maintenance programs in order to extend the useful life of the City’s capital assets. City facilities has been one asset category that has relied heavily on preventative maintenance planning to ensure that structures and envelopes (e.g. roofs, walls, windows, foundations), building systems (e.g. plumbing, HVAC, electrical), and interiors (e.g. doors, flooring, paint, etc.) remain in safe repair and good condition. 2 The Building Maintenance Section of Public Works is primarily responsible for the ongoing maintenance of the City’s buildings and facilities and development and implementation of their respective day-to-day maintenance and preventative maintenance plans. These include, among others, regularly scheduled roof inspections, weekly building checks, annual maintenance contracts for HVAC and other building systems, janitorial service oversight, and management of annual capital replacement projects. In an effort to minimize the City’s long-term exposure and fully understand each facility’s condition, maintenance priorities, and capital replacement needs, funding is included in the FY2021 and FY2022 capital budget to support comprehensive FCAs for various city-owned facilities. These assessments will provide a road map to plan, budget, and implement the required improvements necessary to keep the facilities safe and functional and void of potential life safety concerns. This study entails inspecting and assessing the condition of public buildings and its sub-components, and prioritizing a 10-year capital replacement program for each. In February 2020, a Committee of City staff initiated a competitive Request for Proposal (RFP) process to select an experienced firm to conduct facility condition assessments for twenty-five (25) City facilities over a two-year period. The City received thirteen (13) proposals which were evaluated on timeliness and completeness of their response, compliance with desired implementation schedule and timeline, the firm’s expertise and experience, quality and impression of their sample maintenance plan report, and value of their cost proposal. Two finalists, Bureau Veritas (Owings Mills, MD) and ISES Corp (Duluth, GA), separated from the group and were interviewed by the Committee. Upon interviews and evaluation of the finalist firms, including reference checks, staff is recommending Bureau Veritas as the successful vendor for the RFP to perform the facility condition assessments. Bureau Veritas has the technical expertise and experience to conduct such comprehensive studies, and is offering access to a comprehensive proprietary asset management database to assist the City in developing long-range maintenance and capital replacement plans for each facility. BUDGET/FISCAL IMPACT: The FCA would be conducted on twenty-five city-owned facilities over a two-year period. Has City staff obtained competitive pricing for proposed goods/services? Yes The following is the summary chart of the finalists’ proposal costs, and overall scoring Vendor Evaluation Scoring Year 1 Total Fee Year 2 Total Fee Total Fees (2 Year Cost) Bureau Veritas 9.40 $36,549 $46,927 $83,476 ISES Corporation 9.13 $47,615 $70,940 $118,555 PROGEA 8.99 $37,000 $47,000 $84,000 NPC 8.90 $29,950 $39,050 $69,000 AMERSCO 8.76 $13,077 $27,406 $40,483 3 Below is an estimated summary of the Project Budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted Y/N Capital Improvement Fund $75,000 $36,549 Yes FY2022 Funding Source Amount Budgeted Amount Requested Budgeted Y/N Capital Improvement Fund $75,000 $46,927 Yes In addition to the evaluation results and explanation above, Bureau Veritas portrayed the following qualifications: • Diverse and local technical staff and project management support; • Experienced in ADA requirements; • Development of facility condition indices and performance measures for each building; and • Reasonable cost on the proposed scope of work Staff checked references for Bureau Veritas and found them to be satisfactory and is recommending approval of an Agreement for a two-year (2) period to complete comprehensive facility condition assessments, a copy of which is included beginning on page XX. COUNCIL ACTION: Approval and authorization for the City Manager to enter into a Two-Year Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide Facility Condition Assessments and Maintenance Plans for Various City-Owned Buildings in a Total Amount not to exceed $83,476. Wold Architects 8.66 $12,250 $16,250 $28,500 AEI 8.60 $17,296 $23,496 $40,792 TRIA Architecture 8.53 $23,400 $41,500 $64,900 NOVA 8.35 $40,000 $53,500 $93,500 Cordogan Clark 8.24 $26,040 $46,484 $72,524 STANTEC 8.09 $216,502 $285,227 $501,729 Williams Architects 7.96 $126,500 $165,100 $291,600 FGM Architects 7.89 $82,776 $112,568 $195,344 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE COMPOST CENTER’S YARDWASTE OPERATIONS AGREEMENT COMPOST CENTER’S YARDWASTE TRANSFER AGREEMENT •FY21 budget $109,000; FY21 –FY23 budget $327,000 •Previous contract expired with contractor operating and processing yardwaste onsite •City received only one proposal for operating and processing yardwaste onsite *5-year annual yardwaste range 9,000 –12,000 cubic yards •Requesting the full annual $109,000 budgeted •Requesting unused annual funds for Compost Center improvements (e.g. netting, asphalt repairs, dumpsters, etc.) •Staff recommends awarding the three-year agreement with an option for two, one-year extensions for the Compost Center’s Yardwaste Transfer Agreement to Thelen Materials FIRM COST PER CUBIC YARD YEAR 1 COST PER CUBIC YARD YEAR 2 COST PER CUBIC YARD YEAR 3 AVERAGE COST PER CUBIC YARD Thelen Materials $8.59 $8.75 $8.90 $8.74 Mulch Center $10.62 $11.61 $12.60 $11.61 American Pallet Co.$23.86 $23.86 $23.86 $23.86 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE WATER PLANT CONSULTING SERVICES PROPOSAL WATER PLANT CONSULTING SERVICES PROPOSAL •Project budget –no specific budget; Water Plant operating accounts •RPP issued April 24 to select two Water Plant consultant services firms to provide consulting services for components of the Lake Forest Ultrafiltration Membrane Water Plant via 3-year agreements •Support Water Plant operations on small scale special projects •$0 -$75,000 project range, most projects < $25,000, any project > $25,000 will seek City Council Approval •Prior agreement with firm expired this year •Three proposals received: •Donohue & Associates, Inc. •Strand Associates, Inc. •Horner & Shifrin, Inc. •Proposals reviewed and evaluated based on firm qualifications, Water Plant project experience, fee schedule, and references by City RFP Committee •Staff recommends awarding three-year agreements to Donohue & Associates, Inc. & Strand Associates, Inc. to provide consulting services for components of the Lake Forest Ultrafiltration Membrane Water Plant ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE CONTRACT FOR IDOT RTE. 41 & DEERPATH IMPROVEMENT AGREEMENT FOR IDOT RTE. 41 & DEERPATH IMPROVEMENT AGREEMENT FOR IDOT RTE. 41 & DEERPATH IMPROVEMENT •Agreement between the State & the City for the Rte. 41 and Deerpath Pump Station Project •State agrees to… •Construct a new pump station at the southwest corner of Deerpath Road and Ahwahnee Lane •Construct two new detention basins on the City owned Deerpath Golf Course property •Construct a new bypass storm sewer north of Deerpath Road •Pay for all right of way, construction and engineering costs •Pay for the golf course restoration, including design engineering and construction supervision ($630,033) •Pay for tree replacement ($63,050) •City agrees to… •Accept maintenance and jurisdiction of the new Pump Station and two detention basins •Fully restore the impacted portion of the golf course, including the irrigation system Approval of an Inter-Governmental Agreement Between The City of Lake Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending City Council’s approval of a draft inter-governmental agreement (IGA hereafter) between The City of Lake Forest and the Illinois Department of Transportation (IDOT hereafter) for the Rte. 41 & Deerpath Pump station Project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 5/26/2020 Reviewed & Recommended Approval BACKGROUND/DISCUSSION: The City and State have been working together for the past eight years on a project to upgrade the storm sewer pump station located under the south bridge abutment at Route 41 & Deerpath Road. The proposed replacement pump station would be located on the southwest corner of Ahwahnee Lane and Deerpath Road. Miscellaneous storm sewer and roadway improvements are proposed along Deerpath Road from 100 feet west of Westmoreland Road to 750 feet west of Golf Lane. Additionally, storm sewer, retaining wall, and two detention ponds will be created on Deerpath Golf Course. Storm sewer and related drainage work will also be constructed across and along the entrance and exit ramps and mainline Route 41 to a point approximately 275 feet north of Deerpath Road. Additional drainage work will be constructed along the exit ramp on the south side of Deerpath Road to a point approximately 165 feet south of Deerpath Road. BUDGET/FISCAL IMPACT: The proposed IGA provides the City funding to design and construct the restored landscapes for both the Deerpath Golf Course and the pump station property, totaling $693,083. The City’s golf course design architect has developed a plan that incorporates the two new ponds into holes 1, 17, and 18. The City requested the reimbursement to ensure that both locations will be restored in a manner that is acceptable to the City. With regards to the pump station property at Ahwahnee & Deerpath, approximately 97 trees will be replaced by the City at selected locations within the improvement corridor. Section seven of the attached IGA notes that the City can request 80% of the total funding amount upon final completion of the IDOT storm water work that is specifically on Deerpath Golf Course (e.g. the two ponds, the storm sewer connecting the two ponds, etc.). The remaining 20% can be requested at the conclusion of the City’s restoration work. COUNCIL ACTION: Approval of an Inter-Governmental Agreement Between The City of Lake Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station Project PUBLIC COMMENT NEXT MEETING - TBD ADJOURNMENT