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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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
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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