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PUBLIC WORKS COMMITTEE 2020/11/30 PacketPUBLIC WORKS COMMITTEE MEETING MONDAY, NOVEMBER 30, 2020 – 11:00 A.M. REMOTE ACCESS MEETING AGENDA Please be advised that all of the Public Works Committee members will be remotely attending this Public Works Committee meeting by electronic means, in compliance with Governor’s Executive Order 2020-07, issued on March 16, 2020, that suspended certain Open Meetings Act provisions relating to in-person attendance by members of a public body. Specifically, the Governor’s Order: (1) suspends the requirement in Section 2.01 that “members of a public body must be physically present;” and (2) suspends the limitations in Section 7 on when remote participation is allowed. This Executive Order is effective the duration of the Gubernatorial Disaster proclamation. In accordance with state statute, Chairman Buschmann has made a determination that it was not practical or prudent to schedule an in-person Public Works Committee meeting because of the COVID-19 pandemic, so this meeting is being held remotely. The City will be providing members of the public with various opportunities to watch or participate in this meeting. For example, members of the public can participate remotely in the meeting by following the public audience link and password: https://us02web.zoom.us/j/85866778474?pwd=dVUvc3dsQWp3a29RR2dkMnJjQStYQT09 Webinar ID: 858 6677 8474 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Jim Preschlack Ted Notz ACTION ITEMS I.APPROVAL OF THE SEPTEMBER 23, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES II.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE UPDATED LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE – BOB ELLS & BRIAN JOYCE III.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE RINGWOOD RAVINE PROJECT DESIGN CHANGE ORDER – DAN MARTIN & JIM LOCKEFEER IV.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE WATER PLANT PUMP REBUILD PROJECT – DAN MARTIN V.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’22 CAPITAL EQUIPMENT – MICHAEL THOMAS PUBLIC COMMENT NEXT MEETING – TBD ADJOURNMENT ACTION ITEM: APPROVAL OF THE SEPTEMBER 23, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 SPECIAL PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, SEPTEMBER 23, 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 Ted Notz and Jim Preschlack 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; and Jim Lockefeer, Management Analyst. ACTION ITEMS I. APPROVAL OF THE JULY 8, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Preschlack moved to approve the July 8, 2020 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT FOR WINTER 2020/2021 – MICHAEL THOMAS Director Thomas reviewed the below summary presentation slide on the topic. He explained that a copy of the proposed Intergovernmental Agreement was included in the Committee’s meeting packet. 2 The Committee and City staff discussed the overtime cost outlined in the chart, the amount compensated by State per the Intergovernmental Agreement, the City’s Route 43 & 60 improved plowing service level, and the potential for a longer term agreement. Alderman Preschlack moved to recommend approval to City Council the IDOT Route 43 & 60 plowing and salting agreement for winter 2020/2021. Alderman Notz seconded the motion, which carried unanimously. III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (“ITEP”) PROJECT RESOLUTIONS FOR CITY PROJECT GRANT APPLICATIONS – JIM LOCKEFEER Management Analyst Lockefeer reviewed the below summary presentation slide on the topic. He explained that a copy of the proposed Resolutions were included in the Committee’s meeting packet. He explained that some of the cost information in the Resolutions may be updated prior to the next City Council meeting as staff continues to refine the project estimates. Rommy Lopat of 410 E Woodland Road provided public comment in regards to the Deerpath Streetscape Project public comment process, plans to proceed with the project if the City is unsuccessful in receiving a grant award, and parking on Deerpath. Mr. Lockefeer provided an overview of the Deerpath Streetscape phase I process. He explained that the process was a year-long effort that was led by the Deerpath Streetscape Adhoc Committee. He explained that the Committee received public comment on the project over a two month period and also hosted a public visioning session at City Hall. Chairman Buschmann explained that the decision to fund the project without a grant award would be a City Council decision that would need further review and discussion by City Council. 3 Alderman Preschlack moved to recommend approval to City Council the Illinois Transportation Enhancement Program (“ITEP”) project Resolutions for City project grant applications. Alderman Notz seconded the motion, which carried unanimously. IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE SENIOR CENTER HVAC PROJECT BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. He explained that a copy of the drafted City Council write-up was included in the Committee’s meeting packet. The Committee and City staff discussed boiler HVAC systems and the cost range between the bids. Alderman Preschlack moved to recommend approval to City Council the Senior Center HVAC project bid. Chairman Buschmann seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FIRE ALARM INSPECTION AND MAINTENANCE SERVICES CONTRACT PROPOSAL – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. He explained that a copy of the drafted City Council write-up was included in the Committee’s meeting packet. 4 The Committee and City staff discussed the cost range between the bids. Alderman Preschlack moved to recommend approval to City Council the fire alarm inspection and maintenance services contract proposal. Alderman Notz seconded the motion, which carried unanimously. PUBLIC COMMENT There was no additional public comment. NEXT MEETING – OCTOBER 21 (if needed) The Committee agreed to meet next on October 21, 2020 at 2 P.M. if there was a need by staff to meet. ADJOURNMENT Alderman Preschlack moved to adjourn the meeting of the Public Works Committee at 2:43 P.M. Alderman Notz seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst ACTION ITEM: RREVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE UPDATED LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE SMC's mission is to coordinate the stormwater activities of over 80 local jurisdictions to improve water quality by •Managing Lake County's floodplains and watersheds by administering countywide floodplain and stormwater management standards. •Flood damage reduction through flood hazard mitigation projects, and implementing Best Management Practices, watershed management plans and effective floodplain and stormwater management regulations. •Natural resource protection and restoration by utilizing a mix of funding sources and partnerships to restore and enhance the natural drainage system. There are two main sections in the Watershed Development Ordinance 1.One section that regulates all development. Lake Forest, as a certified community, administers this section. 2.The second section regulates Wetlands. Wetlands fall within two subcategories; those regulated by the US Army Corps of Engineers, and those regulated by Lake County Storm Water Management. We have two Enforcement Officers on staff that are recognized by Lake County to issue Watershed Development Permits –Dan Strahan, Brian Joyce. We also have to work closely with Lake County Storm Water Management when we see or are notified that a resident is doing work within a wetland area without a permit. 1.First we send a letter notifying the resident that he is in violation of the Watershed Development Ordinance that states he needs to contact Stormwater Management for instructions on what needs to be submitted to them in order to obtain a permit. 2.Second we meet with Stormwater Management and the resident onsite to discuss what does not meet the ordinance and what needs to be done to be in compliance. 3.The three of us continue to meet on an agreed upon time frame to ensure the work is in compliance with the ordinance. Summary of Changes 1.Incorporate new rainfall data as published in the updated Illinois State Water Survey study. 2.Increase required detention to account for updated rainfall 3.Allowance for exemptions (e.g., rainfall data table) to be requested up to 6 months after effective WDO adoption date. 4.Fee-In-Lieu Option For Storage above 50-year, 24-hour Detention Volume as determined by the Enforcement Officer. 5.Create a new certification for Communities to administer FIL50 program. 6.Clarify and codify vegetative cover requirement for permanent stabilization. Mirrors IEPA ILR10 language which requires 70 percent. 7.Clarify that community Ordinances can be more restrictive. 8.Definition changes/clarifications SUBJECT: Rescind TITLE XV: Land Use and Development: Chapter 152 Planning: Section 152.30: Adoption of Lake County Watershed Development Ordinance by Reference of The City of Lake Forest Code and replaced with the adoption by reference of the Lake County Watershed Development Ordinance of Lake County, Illinois approved as amended by the Lake County Board effective October 13, 2020. STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: Staff requests the Adoption by reference of the Watershed Development Ordinance of Lake County, Illinois as amended by the Lake County Board effective October 13, 2020. BACKGROUND / DISCUSSION: On June 19, 1992, The City of Lake Forest became the first community in Lake County to adopt the countywide Watershed Development Ordinance (WDO). This ordinance contains the minimum stormwater and drainage standards by which all development within the county must be designed. The Lake County Stormwater Management Commission (SMC), which is the county agency responsible for overseeing that this ordinance is being followed on a countywide basis, recognizes The City of Lake Forest as a Certified Stormwater Community that is able to administer the ordinance on our own with only periodic review by the SMC. All wetlands related permitting are still administered through SMC. Since this ordinance was first adopted in 1992, it has been revised on twelve (12) other occasions. Periodic review of the Watershed Development Ordinance is undertaken by SMC to ensure that it is both up to date on technical issues and to remove any ambiguities that may arise in interpreting the regulations. The Lake County Board adopted the latest revisions to the Watershed Development Ordinance recommended by the SMC on or about October 13, 2020. A copy of the amendments are included in the Council packet beginning on page . The City of Lake Forest, through the WDO, is in good standing with the National Flood Insurance Program (NFIP). As a NFIP member Federal Emergency Management Agency (FEMA) provides the City residents to buy flood insurance at a discounted rate. The WDO allows an Enforcement Officer to resolve drainage and flooding related concerns within the community. The WDO also regulates infrastructure improvements and detention requirements within School district jurisdiction. Ever since its adoption in 1992 City has received zero deficiencies from SMC in enforcing the WDO. BUDGET/FISCAL IMPACT: N/A COUNCIL ACTION: Rescind TITLE XV: Land Use and Development: Chapter 152 Planning: Section 152.30: Adoption of Lake County Watershed Development Ordinance by Reference of The City of Lake Forest Code and replaced with the adoption by reference of the Lake County Watershed Development Ordinance of Lake County, Illinois approved as amended by the Lake County Board effective October 13, 2020. C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 1 CITY OF LAKE FOREST ORDINANCE NO. 2020 - _____ AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE. ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE FOREST THIS ____DAY OF _____________, 2020. PUBLISHED IN PAMPHLET FORM BY THE AUTHORITY OF THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE FOREST ILLINOIS, THIS ____ DAY OF ______________, 2020. C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 2 ORDINANCE NO. 2020 - _____ AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE. WHEREAS, the County of Lake, pursuant to the powers granted to it by 55 ILCS 5/5- 1062, adopted the Lake County Watershed Development Ordinance on or about October 13, 2020 establishing rules and regulations for floodplain and stormwater management throughout the County of Lake and superseding any less restrictive municipal rules and regulations therein; and, WHEREAS, the Mayor and City Council of the City of Lake Forest have previously adopted by reference the Lake County Watershed Development Ordinances; and WHEREAS, the County of Lake, pursuant to the powers granted to it by 55 ILCS 5/5-1062, adopted a resolution approving amendments to the Lake County Watershed Development Ordinance on or about October 13, 2020, effective immediately; and WHEREAS, the Mayor and City Council of the City of Lake Forest find it to be in the best interests of the City of Lake Forest to require all development to meet, at least, the minimum standards prescribed by the WDO to the fullest extent practicable; and WHEREAS, three copies of the Lake County Watershed Development Ordinance have been on file in the Office of the City Clerk of the City of Lake Forest, and available for inspection, for not less than thirty (30) days. C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 3 NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the City of Lake Forest, Lake County, Illinois, as follows: SECTION I: That there is hereby adopted by reference, as if fully set out herein, that certain ordinance known as the Lake County Watershed Development Ordinance, approved as amended by the County of Lake, State of Illinois, three copies of which have been, for a period of not less than thirty (30) days prior to the effective date hereof, and now are on file in the office of the City Clerk. SECTION II: That in the event that the rules, regulations, terms or conditions imposed pursuant to the Lake County Watershed Development Ordinance are either more restrictive or less restrictive than comparable rules, regulations, terms or conditions imposed by any other applicable rule, regulation, resolution, ordinance, statute or law, then the most restrictive rules, regulations, terms or conditions shall govern. SECTION III: That Section 152.30 of the City Code of the City of Lake Forest is amended by deleting existing Section 152.30, and replacing it with the following: 152.30: ADOPTION OF LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE BY REFERENCE: The Lake County Watershed Development Ordinance, as most recently amended by the County of Lake on October 13, 2020, is hereby adopted by reference and is in full force and effect within the City of Lake Forest and is found in its own compilation. SECTION IV: That all ordinances and resolutions, or parts thereof, in conflict with the provisions of this Ordinance are, to the extent of such conflict, expressly repealed. SECTION V: That this Ordinance shall be in full force and effect ten (10) days after its passage, approval and publication in pamphlet form, as provided by law. C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 4 PASSED and approved by the Mayor and City Council of the City of Lake Forest, Lake County, Illinois, this _____ day of ______________, 2020 by a roll call vote as follows: Alderman AYE NAY 1. __________________ ____ ____ 2. __________________ ____ ____ 3. __________________ ____ ____ 4. __________________ ____ ____ 5. __________________ ____ ____ 6. __________________ ____ ____ 7. __________________ ____ ____ 8. __________________ ____ ____ APPROVED THIS _____ DAY OF ______________, 2020; By: ______________________________ MAYOR CITY OF LAKE FOREST ATTEST: _____________________________ City Clerk C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 5 STATE OF ILLINOIS ) ) ss. COUNTY OF LAKE ) I, ______________________ do hereby certify that I am duly appointed, qualified and acting as City Clerk of the City of Lake Forest, Lake County, Illinois, and keeper of the records and seal of said City, and that the attached and foregoing Ordinance is a true and correct copy of said Ordinance entitled: ORDINANCE NO. 2020 - _____ AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE. ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF LAKE FOREST, THIS _____ DAY OF ______________, 2020. In Witness Whereof, I have hereunto set my hand and caused to be affixed the Corporate Seal of the City of Lake Forest, Lake County, Illinois. Done at: Illinois this _____ day of ______________, 2020. (SEAL) _____________________________ City Clerk C:\Users\lockefej\Desktop\WDO ADOPTION ORDINANCE Template.doc 6 CERTIFICATIONS I, ____________________, do hereby certify that I am the duly appointed, acting and qualified City Clerk of the City of Lake Forest, Lake County, Illinois, and that as such Clerk, I am the keeper of the records and minutes and proceedings of the Mayor and Council of said City of Lake Forest. I do hereby further certify that at a regular meeting of the Mayor and Council of the City of Lake Forest, held on the _____ day of _________________, the foregoing Ordinance entitled: “AN ORDINANCE ADOPTING BY REFERENCE OF THE LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE” was duly passed by the Mayor and City Council of the City of Lake Forest. The pamphlet form of Ordinance 2020 - _____, including the Ordinance and a cover sheet thereof, was prepared, and a copy of such Ordinance was posted in the City Hall, commencing on the _____ day of _________________ 2020, and continuing for at least 10 days thereafter. Copies of such Ordinance were also available for public inspection upon request in the office of the City Clerk. I DO FURTHER certify that the original, of which the attached is true and correct copy, is entrusted to me as the Clerk of said City for safekeeping, and that I am the lawful custodian and keeper of the same. GIVEN under my hand and seal this _____ day of __________________ 2020. ______________________________________ Margaret Boyer City Clerk City of Lake Forest, Lake County, Illinois ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE RINGWOOD RAVINE PROJECT DESIGN CHANGE ORDER •Original project design agreement in the amount of $44,500 with Bleck Engineering approved by City Council on June 17, 2019 •Original project scope included repairs to the north side of the road: •Repair of the headwall •Repair & stabilization of adjacent ravine slopes •Installation of two riffle pools for stormwater energy dissipation •Lining of entire culvert under the road (175’) •Restoration of project limits with native plant material •Project scope has increased primarily due to new erosion adjacent to the south side of the road •Formed as a result of significant rain events in spring and early summer of 2019 and 2020 •In an effort to complete a comprehensive repair of this particular ravine area, staff recommends PW Committee approval to the City Council in approving a change order to Bleck Engineering in the amount of $18,300 so that the needed repairs on the south side of the road can be incorporated into the overall project design for construction •Staff recommends funding this unbudgeted change order from the Headwall/Culvert/Ravine account, specifically utilizing the savings from the recently constructed Rosemary Ravine Culvert Repair Project RINGWOOD RAVINE PROJECT DESIGN CHANGE ORDER SUBJECT: Approval of a Change Order to the Agreement with Bleck Engineering Company, Inc. to Provide Additional Engineering Design Services for the Ringwood Road Ravine Project in the Amount of $18,300 Staff Contact: Jim Lockefeer, Public Works Management Analyst (810-3542) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting approval of a change order with Bleck Engineering Company, Inc. to provide additional professional engineering design services for the Ringwood Road Ravine Project in the amount of $18,300. BACKGROUND/DISCUSSION: During the spring of 2018, City Water & Sewer Section staff identified a failure of a stone retaining wall on the north side of Ringwood Road, east of Sheridan Road. The retaining wall supports a stormwater culvert that conveys stormwater through the Walden ravine. On April 4, 2019, Bleck Engineering inspected the headwall and the stormwater culvert at the request of the City. Bleck Engineering’s preliminary findings confirmed that multiple portions of the stone retaining wall had collapsed and that a portion of the failed wall fell into the box culvert. The failures have also resulted in a portion of the adjacent ravine slope sliding. Repairs on the north side of Ringwood Road are needed to re-build the crushed end of the box culvert, the failed retaining wall, and to correct the ravine slide that has occurred on the slope. On June 17, 2019, City Council approved of an agreement in the amount of $44,500 with Bleck Engineering to provide a design for these repairs. Bleck Engineering substantially completed the project design in October, 2019 in order to provide an accurate construction cost estimate for the November, 2019 Finance Committee Budget Meeting. Ultimately, the project was not recommended for construction funding in Fiscal Year 2021. In preparation of the November, 2020 Finance Committee Budget Meeting, staff worked with Bleck Engineering to ensure that the estimated construction cost was updated and accurate. While the original design work for the north side of the road remained unchanged, Bleck Engineering discovered new ravine stormwater erosion on the south side of Ringwood Road that has caused an adjacent ravine slope to fail. In addition, the slope failure has caused some channel obstructions. These issues formed as a result of the significant rainfall amount the City experienced in the late spring and early summer of 2019 and 2020. In an effort to complete a comprehensive repair of this particular ravine area, City staff and the Public Works Committee recommends approving a change order to Bleck Engineering so that the needed repairs on the south side of the road can be incorporated into the overall project design for construction. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 11/30/20 Reviewed and Recommended Design Change Order to City Council 2 Finance Committee 11/9/20 Project Reviewed and Change Order Discussed City Council 6/17/19 Original Agreement Awarded by City Council Public Works Committee 6/11/19 Reviewed and Recommended Original Agreement to City Council BUDGET/FISCAL IMPACT: On September 4, 2018 City Council approved the City Manager to enter into three year professional service agreements with Bleck Engineering Company, Inc. and Hey and Associates Inc. for professional public ravine engineering services. The firms were selected via a public Request for Proposal (RFP) process. The City initiated the process in an effort to improve efficiency and provide consistency on City ravine projects. As part of the RFP process, the selected firms submitted their associated team’s hourly rates. Bleck Engineering was selected to complete the Ringwood Road Ravine Project due to their prior experience in conducting a preliminary review of the project in April, 2018. Has City staff obtained competitive pricing for proposed goods/services? Yes Company Name Dollar Amount Bid Bleck Engineering Company, Inc. $18,300 Below is an estimated summary of project budget: FY2021 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Headwall/Culvert/Ravine Capital $0 $18,300 N The original project design amount of $44,500 was budgeted in the Capital Improvement Program for Fiscal Year 2020. This change order for the needed repairs was unanticipated and therefore unbudgeted. The Public Works Committee and staff recommends funding this change order from the Headwall/Culvert/Ravine account, specifically utilizing the savings from the recently constructed Rosemary Ravine Culvert Repair Project. The Rosemary Ravine Project has a Fiscal Year 2021 budget of $700,000. The approved construction contract amount with contingency is $560,615, leaving a savings of $139,385. COUNCIL ACTION: Approval of a Change Order to the Agreement with Bleck Engineering Company, Inc. to Provide Additional Engineering Design Services for the Ringwood Road Ravine Project in the Amount of $18,300 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE WATER PLANT PUMP REBUILD PROJECT WATER PLANT PUMP REBUILD PROJECT •FY 21 Project Budget -$84,000 •Rebuild of one of the four Water Plant raw water pumps •Rebuild of Sewer Pump #1 at the Spruce & Sheridan sanitary sewer lift station •Pump rebuilds have a great deal of unknowns that are not found until disassembled & analyzed at a repair facility •Staff created a bidding document that accounted for every potential repair •10% contingency requested for unknowns discovered after pumps are disassembled •Public bid process: •Staff recommends PW Committee approval to the City Council award of bid to Illinois Pump for the Water Plant Pump Rebuild Project in the amount of $78,908 plus a 10% contingency of $7,890 for a total of $86,798 Company Name RWP 120 Bid Spruce Pump 1 Bid Total for Both Pumps Illinois Pump $45,000 $33,908 $78,908 JJ Henderson $88,000 $60,000 $148,000 Award of Bid to Illinois Pump in the Amount of $78,908 Plus a 10% Contingency of $7,890 for a Total of $86,798 for the Lake Forest Water Treatment Plant Pump Rebuild Project. STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561) PURPOSE AND ACTION REQUESTED: Staff requests City Council award a bid to complete two water plant pump rebuilds to the recommended low bidder, Illinois Pump in the total amount of $86,798. BACKGROUND/DISCUSSION: The Lake Forest Water Treatment Plant operates five finished water pumps and six raw water pumps. The finished water pumps consist of two, 3 mgd (million gallons per day) and three, 6 mgd pumps. These pumps, along with four raw water pumps, have been in service since 2004. The pumps have been rebuilt at different times on an as needed basis. One of the plant’s 6 mgd raw water pumps stopped working earlier in the year and was found to have a ground faulted motor. This pump is critical to summer time operations. Four fully functioning raw water pumps are required to meet maximum capacity. If one of the three remaining pumps were to fail, the water plant would not be able to produce more than 10 mgd. Sewer Pump #1 at the Spruce & Sheridan sanitary sewer lift station also failed its performance test this year. Pump rebuilds have a great deal of unknowns that are not found until disassembled and analyzed at a rebuild facility. Staff created a bidding document that accounted for every potential repair and requested a bid number be provided. Staff also specified that OEM parts be used in the rebuilds so that engineered pump performance was not compromised. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 11/30/2020 Reviewed & Recommended City Council Approval BUDGET/FISCAL IMPACT: This project followed the public bidding process as outlined in the City Purchasing Directive. The Invitation to Bid was advertised in the Lake County News Sun and posted on the City’s website bid page. Four contractors attended the June 16, 2020 Mandatory Pre-Proposal Meeting and two contractors submitted bids. Has City staff obtained competitive pricing for proposed goods/services? Yes On July 2, 2020, staff received the following proposals to perform the pump rebuilds: 2 Company Name RWP 120 Bid Spruce Pump 1 Bid Total for all pumps Illinois Pump $45,000 $33,908 $78,908 JJ Henderson $88,000 $60,000 $148,000 Upon review of the received bids, staff recommends proceeding with the low bid submitted by Illinois Pump. Illinois Pump has successfully completed many projects at the Water Plant, Sewer Lift Stations, and other City buildings. The slight overage of the 10% contingency request will be funded by savings from other F.Y. ’21 Water Fund Capital Improvement Projects. Below is an estimated summary of project budget: FY2021 Funding Source Amount Budgeted Amount Requested Including Contingency Budgeted? Y/N Water Fund CIP 508-6003-477.77.04 $84,000 $86,798 Y COUNCIL ACTION: Award of Bid to Illinois Pump in the Amount of $78,908 Plus a 10% Contingency of $7,890 for a Total of $86,798 for the Lake Forest Water Treatment Plant Pump Rebuild Project. ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’22 CAPITAL EQUIPMENT As of November 23, 2020 Proposed F.Y. 2022 Capital Equipment General Fund Department Unit #(s) New / Replace Item Budget Police 6 Replace Mid-Size Police SUV $ 40,000 16 Replace Unmarked Car $ 25,000 Fire 202 Replace Mid-Size Police SUV: Hybrid $ 45,000 212 Refurbish Fire Engine $ 85,000 Streets ---- New Mini-Loader $125,000 Sanitation 182 Replace Front-Load Garbage Truck $340,000 TOTAL: $660,000 Parks & Recreation Fund Department Unit #(s) New / Replace Item Budget Forestry 630 Replace One-Ton Dump Trk. $ 65,000 Parks ---- New Utility Tractor $ 93,000 330 Replace Enclosed Trailer $ 12,000 ---- New Top Dresser $ 40,000 TOTAL: $210,000 Water Fund Department Unit #(s) New / Replace Item Budget Water & Sewer 971 Replace 6” Water Pump $ 25,000 TOTAL: $ 25,000 Golf Fund Department Unit #(s) New / Replace Item Budget Golf Course 889 Replace Fairway Mower $ 50,000 TOTAL: $ 50,000 Cemetery Fund Department Unit #(s) New / Replace Item Budget THERE IS NO FY ’22 CEMETERY CAPITAL EQUIPMENT Type of Vehicle Quantity Minimum Mileage / Hrs. Approximate Usage (years) Est. F.Y. '22 Replacement Cost Police:Mid-Size SUV Squad Cars 10 100,000 miles 3 $40,000 Large-Size SUV Squad Cars 2 150,000 miles 6 $45,000 Unmarked Squad Cars 7 80,000 miles 7 $25,000 CSO 4 x 4 Pickup 1 150,000 miles 3 $34,000 CSO Parking Scooters 2 5,000 hours 5 $30,000 Radar Trailer 1 10 Department Total:23 Fire: Pumpers 4 9,000 hours 20 $550,000 Pumper / Aerial 1 5,000 hours 20 $800,000 Ambulances 4 10,000 hours 15 $275,000 Mid-Size SUV Admin. Veh.3 100,000 miles 7 $40,000 Large-Size SUV Admin. Veh.3 150,000 miles 12 $45,000 Pickup / Van 2 75,000 miles 17 $50,000 4WD ATV 1 Equipment Trailers 1 --------------10 $10,000 Department Total:19 Public Works: Sanitation Front load Refuse Trucks 3 18,000 hours 18 $340,000 Rear Load Refuse Trucks 6 18,000 hours 18 $225,000 Refuse Scooters 11 7,000 hours 5 $26,000 Pickups 2 100,000 miles 12 $43,000 Front-End Loader 1 10,000 hours 25 $200,000 Roll-Off Containers 10 --------------20 $5,000 Equipment Trailers 2 --------------10 $10,000 Sub-Total:35 Streets 5-Yard Dump Trucks 7 8,000 hours 20 $250,000 Semi-Tractor (used)1 11,000 hours 20 $40,000 Skid Steer / Mini Track Loader 4 3,500 hours 15 $47,000 Front-End Loader 1 10,000 hours 25 $200,000 12-Yard Dump Truck 1 10,000 hours 20 $275,000 Street Sweeper 1 15,000 hours 18 $300,000 Pickups 4 100,000 miles 12 $43,000 1-Ton Dump Trucks 1 80,000 miles 15 $90,000 Roller 1 1,200 hours 15 $25,000 Tower Truck 1 12,000 hours 15 $200,000 Semi-Dump Trailer 1 --------------15 $60,000 Enclosed Trailers 1 --------------15 $10,000 Equipment Trailers 6 --------------10 $10,000 Trkls. Snow Blwr. (used)1 5,000 hours 30 $20,000 Asphalt Hot Mix Trailer 1 1,000 hours 7 $75,000 Directional Bore Machine 1 1500 hours 10 $80,000 V-Box Salt Spreaders 9 --------------20 $18,000 Trailer Arrow Board 1 --------------20 $8,000 Water Tanks 2 --------------20 $10,000 Sub-Total:45 Water/Sewer Vactor 1 8,000 hours 20 $500,000 Jet Rodder 1 2,000 hours 20 $75,000 12-Yard Dump Truck 1 10,000 hours 20 $275,000 5-Yard Dump Trucks 1 8,000 hours 20 $250,000 1-Ton Dump / Crane 1 6,000 hours 20 $100,000 Pickups 4 100,000 miles 12 $43,000 Televising Van 1 9,000 hours 25 $80,000 Utility Van 1 90,000 miles 25 $80,000 4WD Backhoe 1 10,000 hours 25 $200,000 Enclosed Trailers 1 --------------15 $10,000 Capital Equipment Replacement Guidelines - F.Y. '22 THE CITY OF LAKE FOREST Type of Vehicle Quantity Minimum Mileage / Hrs. Approximate Usage (years) Est. F.Y. '22 Replacement Cost Capital Equipment Replacement Guidelines - F.Y. '22 THE CITY OF LAKE FOREST Equipment Trailers 1 --------------10 $10,000 Water Pumps 5 --------------50 $25,000 Air Compressor 1 2,000 hours 25 $20,000 Sub-Total:20 Water Plant Pickups 2 100,000 miles 12 $43,000 Sub-Total:2 Fleet Fleet Services Vehicle 1 60,000 miles 20 $60,000 Pool Vehicles 4 120,000 miles 4 +exst. 3-yr. veh.$0 Forklift 1 7,000 hours 25 $30,000 Walk-Behind Floor Cleaner 1 500 hours 20 $15,000 Sub-Total:7 Bldg. Maint.Pickup 2 125,000 miles 15 $43,000 Step Vans 4 8,000 hours 17 $75,000 Car 1 120,000 hours 4 +exst. 3-yr. veh.$0 Mobile Floor Scrubber 1 2,500 hours 25 $30,000 Sub-Total:8 Engineering Mid-Size SUV Squad Cars 2 100,000 miles 3 $35,000 Large-Size SUV Squad Cars 1 150,000 miles 6 $40,000 Sub-Total:3 Department Total:120 Parks & Rec. Parks 1-Ton Dump Trucks 4 80,000 miles 15 $90,000 1-Ton Hooklift Trucks 1 100,000 miles 20 $75,000 5-Yard Dump Trucks 1 8,000 hours 20 $250,000 Pickups 7 100,000 miles 12 $43,000 Groundsmasters 5 7,000 hours 15 $90,000 Tractors 1 6,000 hours 15 $93,000 Mini Track Loaders 1 3,500 hours 15 $47,000 Enclosed Trailers 4 --------------15 $10,000 Equipment Trailers 5 --------------10 $10,000 Compact End-Loader 1 8,500 hours 20 $125,000 Tractor Pull-Behind Aerator 1 --------------20 $10,000 Sand Trap Rakes 4 1,000 hours 20 $25,000 Beach Brick Path Sweeper 1 1,000 hours 35 $35,000 Beach Sand Cleaner 1 1,000 hours 25 $75,000 4WD ATV 1 500 hours 15 $5,000 Refuse Scooters 2 7,000 hours 5 $26,000 Hydro Seeder 1 -------------- Leaf Vacuums 2 1,000 hours 20 $20,000 Boom Sprayer 1 -------------- Boat Harbor Dredger 1 1,500 hours 25 $300,000 Tow-Behind Mower Deck 2 --------------20 $15,000 Tow-Behind Leaf Blower 1 --------------15 $7,000 Sub-Total:48 Forestry 1-Ton Dump Trucks 1 80,000 miles 15 $65,000 1-Ton Hooklift Trucks 1 100,000 miles 20 $90,000 5-Yard Dump Trucks 3 8,000 hours 20 $250,000 Pickups 2 100,000 miles 12 $43,000 Log Loader 1 10,000 hours 22 $255,000 Mini Track Loaders 1 3,500 hours 15 $47,000 Equipment Trailers 3 --------------10 $10,000 Compact Loader 1 8,500 hours 20 $125,000 Type of Vehicle Quantity Minimum Mileage / Hrs. Approximate Usage (years) Est. F.Y. '22 Replacement Cost Capital Equipment Replacement Guidelines - F.Y. '22 THE CITY OF LAKE FOREST Tower Truck 1 15,000 hours 20 $200,000 Chipper 2 3,500 hours 10 $80,000 Stump Grinder 1 2,000 hours 20 $75,000 Log Splitter 1 --------------25 $3,000 Sprayers 3 -------------- Sub-Total:21 Cemetery 1-Ton Dump 1 75,000 miles 25 $90,000 Toolcat 1 4.000 hours 16 $66,000 Utility Cart 1 1,000 hours 22 $30,000 Mini-Excavator 1 3,000 hours 25 $75,000 Toro Dingo 1 2,000 hours 20 $25,000 Enclosed Trailers 2 --------------15 $10,000 Sub-Total:7 Recreation Pickups 1 100,000 miles 12 $43,000 Equipment Trailers 7 --------------10 $10,000 Mule (Boat Mover)2 --------------10 $5,000 Airboat 1 -------------- 4WD ATV 2 500 hours 15 $5,000 Utility Cart 1 1,000 hours 22 $30,000 Sub-Total:14 Senior Car 1 125,000 miles 12 $40,000 14 Passenger Bus 1 3,500 hours 15 $140,000 Sub-Total:2 CROYA Van 1 50,000 miles 15 $50,000 Sub-Total:1 Golf Course Pickup 1 40,000 miles 18 $43,000 Seeders 1 Sprayers 2 Mowers 13 Aerators 4 Utility Carts 12 Sand Trap Rakes 3 Ball Picker 1 Tractor 3 6,000 hours 15 $32,000 Pull-Behind Blower 2 Electric Golf Carts 45 Sub-Total:87 Department Total:180 Com. Dev. Building Inspector Cars 5 120,000 miles 4 +exst. 3-yr. veh.$0 Department Total:5 GRAND TOTAL:347 # 6 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Police Department Section: Police Department Unit #: 6 Make: Ford Model: Police Interceptor Utility (Explorer) Year: 2018 Class: Passenger Vehicle In-Service Dates: 05/22/18 Life to Date Miles (in the Department): 75,181 miles CLF Utilization Standard: 25,000 miles/year Average Annual Utilization, Life to Date: 29,102 miles/year Annual Utilization Last Fiscal Year: 31,910 miles Annual Maintenance Costs for Last 3 Fiscal Years: $ 8,906 – FY20 (Includes Parts, Labor, and Outside Services) $ 8,964 – FY19 $ 3,768 – FY18 Life to Date Maintenance Cost: $21,638 (Includes Parts, Labor, and Outside Services) These units are used for: Unit # 6 is used by the Police Department for various patrol and radar monitoring. The SUV is also used to transport prisoners to the County jail, officers to Court appearances, etc. Recent Mechanical Issues: The City began using the Ford Police Interceptor Utility in the fall of 2013. When mileage became high on the Interceptors, they began to have problems with their PTU (power transfer unit for 4WD), water pumps, and engine mounts. The driver’s seats were typically re-built multiple times throughout their use with the Police Department. These issues have since been resolved by Ford and the Interceptor has been updated with MY 2020. The Interceptor has been a very reliable unit for the Police Department. It is Fleet Maintenance’s opinion that the Ford Interceptors be replaced when they accrue 100,000 miles; 150,000 miles for the Chevrolet Tahoes. After those mileage points, both vehicles begin to cost significant dollars to maintain with continued use in Police operations. FY2022 Budget Amount: $40,000 each Proposed Replacement: Ford Police Interceptor Utility Can a similar piece of equipment be rented? If so, what is the cost? No, there are no rental police vehicles. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily. The units are used all day except when a team car member is off for vacation or is ill. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit # 16 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Police Department Section: Police Department Unit #: 16 Make: Chevrolet Model: Impala Year: 2007 Class: Passenger Vehicle In-Service Date: 06/04/07 Life to Date Miles (in the Department): 82,210 miles CLF Utilization Standard: 25,000 miles/year Average Annual Utilization, Life to Date: 6,089 miles/year Annual Utilization Last Fiscal Year: 4,452 miles Annual Maintenance Costs for Last 3 Fiscal Years: $2,343 – FY20 (Includes Parts, Labor, and Outside Services) $ 901 – FY19 $3,343 – FY18 Life to Date Maintenance Cost: $27,191 (Includes Parts, Labor, and Outside Services) These units are used for: Unit # 16 is used by the Police Department for under cover surveillance and investigation work. The vehicle that is used daily, providing transportation and responding to scenes as necessary. Recent Mechanical Issues: The unit is in relatively good shape and will be transferred to Community Development for use by the City’s Building Inspectors. This car will replace a significantly higher mileage Chevrolet Impala currently being used by Community Development. FY2022 Budget Amount: $25,000 Proposed Replacement: A used SUV that “fits in” with typical resident vehicles and is able to be used for under-cover operations. Can a similar piece of equipment be rented? If so, what is the cost? No, because all unmarked Police vehicles are outfitted with radios, built-in flashing lights, and investigation equipment. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily. The Police Department utilizes this vehicle throughout the week for various under-cover and investigation purposes. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit #202 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Fire Department Section: Fire Department Unit #: 202 Make: Chevrolet Model: Tahoe 4WD Year: 2009 Class: Light Trucks & SUV < 12,500 GVWR In-Service Date: 11/20/2008 Life to Date Miles: 132,137 miles CLF Utilization Standard: 6,000 miles per year Average Annual Utilization, Life to Date: 10,938 miles Annual Utilization Last Fiscal Year: 11,611 miles Annual Maintenance Costs for Last 3 Fiscal Years: $4,502 - FY20 (Includes Parts, Labor, and Outside Services) $3,277 – FY19 $2,198 – FY18 Life to Date Maintenance Cost: $39,236 (Includes Parts, Labor, and Outside Services) This unit is used for: Unit # 202 is a Fire Department administration vehicle that is used to assist in command situations as well transport personnel for public education, inspections, and investigations. Recent Mechanical Issues: Current unit # 202’s lower outer door frames are rusted through and the vehicle’s rocker panels, fenders, and quarter panels are all beginning to rust. Mechanically, all of the valve seats on the engine’s left bank of the cylinder head have been replaced which raises concern that the same time-consuming repair may be needed on the right side as well. Emission control work is needed and both the engine oil cooler lines and transmission cooler lines need to be replaced. FY2022 Budget Amount: $45,000 Proposed Replacement: Ford Police Hybrid Interceptor Utility (Explorer) Can a similar piece of equipment be rented? If so, what is the cost? With this SUV having a specific use 24/7/365, there are no rental Fire pieces of equipment. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily for emergency response 24/7/365. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. The replacement will be downsized from a large SUV to a mid-size SUV. Unit #212 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Fire Department Section: Fire Department Unit #: 212 Make: Pierce Model: Dash Year: 2007 Class: Heavy Trucks & General Purpose Vehicles In-Service Date: 05/01/2007 Life to Date Hours: 7,672 hours CLF Utilization Standard: 250 hours / year Average Annual Utilization, Life to Date: 535 hours / year Annual Utilization Last Fiscal Year: 683 hours Annual Maintenance Costs for Last 3 Fiscal Years: $18,305 – FY20 (Includes Parts, Labor, and Outside Services) $37,594 – FY19 $16,404 – FY18 Life to Date Maintenance Cost: $243,198 (Includes Parts, Labor, and Outside Services) This unit is used for: This unit is used for any emergency requiring a heavy rescue response as well as assisting with structure fire response. Heavy rescue responses may include scenes such as vehicle accidents, structure collapses, etc. Recent Mechanical Issues: The truck’s frame is expanding due to the rust jacking between the inner and outer frame rails. All of the cross members and body supports are cracked and need to be replaced. The unit’s independent front suspension will be removed and refurbished to include replacement of the bushings, ball joints, and tie-rod ends. The unit will have updated fire suppression equipment installed to include electronically controlled pump inlets, foam on its front discharge, hands-free SCBA mounts (air packs), and the emergency warning lights will be updated with new L.E.D. lights. FY2022 Budget Amount: $85,000 Proposed Replacement: This unit will be refurbished by both Pierce personnel in their assembly plant in Appleton, WI and various other items completed by Lake Forest mechanics. Can a similar piece of equipment be rented? If so, what is the cost? No. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily, for vehicle accidents and emergency scenes requiring heavy rescue equipment. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit #425 (new) CAPITAL EQUIPMENT REPLACEMENT FORM Department: Public Works Section: Streets Unit #: 425 (addition to fleet) Make: CAT Model: 908M Year: 2021 Class: Tractors In-Service Date: TBD Life to Date Hours: N/A CLF Utilization Standard: 400 Hours / Year Average Annual Utilization, Life to Date: N/A Annual Utilization Last Fiscal Year: N/A Annual Maintenance Cost for Last Three Fiscal Years: $ N/A - F.Y.20 (Includes Parts, Labor, and Outside Services) $ N/A - F.Y.19 $ N/A - F.Y.18 Life to Date Maintenance Cost: N/A (Includes Parts, Labor, and Outside Services) This unit is used for: This unit will be primarily used by the Streets Section for multiple purposes to include: gas light retrofit project to backfill directional boring holes, grinding for street repairs, various sidewalk and curb concrete removals. If not on a job site, the loader will be used in the MS yard to load materials throughout the day. In the winter, this unit will specifically assist with parking lot plowing which in turn makes available a large plow truck to assist with plowing / salting Rte. 43 & 60. This new loader will also assist with plowing cul-de-sacs and loading snow during parking lot and CBD clean-ups. Recent Mechanical Issues: N/A F.Y. 2022 Budget Amount: $125,000 Proposed Replacement: CAT 908M; compact wheel loader. Can a similar piece of equipment be rented? If so, what is the cost? Yes. $3,200 per month. Can this piece of equipment be shared with another Department or other local agencies? Yes. All other maintenance operations within the City can and will utilize this piece of equipment. Unit #182 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Public Works Section: Sanitation Unit #: 182 Make: Autocar/McNeilus Model: WXLL-64 Atlantic Front-Load Refuse Body Year: 2002 Class: Heavy Trucks & General Purpose Vehicles In-Service Date: 02/02/2002 Life to Date Hours: 19,093 hours CLF Utilization Standard: 250 hours/year Average Annual Utilization, Life to Date: 996 hours/year Annual Utilization Last Fiscal Year: 588 hours Annual Maintenance Costs for Last 3 Fiscal Years: $18,536 - FY20 (Includes Parts, Labor, and Outside Services) $22,222 – FY19 $26,207 – FY18 Life to Date Maintenance Cost: $345,130 (Includes Parts, Labor, and Outside Services) This unit is used for: To collect and transport recycling and at times, yard waste, to the Compost Center. Recent Mechanical Issues: The most significant concern with truck # 182 is the condition of its frame. The frame has two cracks approximately 3”-4” each in length where the rear suspension mounts to the frame rails. Staff is unable to weld the frame due to making the frame even more brittle and create new cracks adjacent to the existing cracks. The truck’s hydraulic system overall is worn and has difficulty creating enough pressure to operate the multiple function of the collection and dump systems. The steel body has been patched multiple times and needs to be replaced. The motor is in need of valve and ring replacements. FY2022 Budget Amount: $340,000 Proposed Replacement: Peterbilt 520 with a McNeilus Atlantic Front Load Body Can a similar piece of equipment be rented? If so, what is the cost? No. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily, Monday – Friday. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit #630 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Parks & Recreation Section: Forestry Unit #: 630 Make: GMC Model: Sierra 1-Ton Dump Truck Year: 2003 Class: Light Trucks & SUV < 12,500 GVWR In-Service Date: 01/30/2003 Life to Date Miles: 94,619 miles CLF Utilization Standard: 6,000 miles/year Average Annual Utilization, Life to Date: 5,210 miles/year Annual Utilization Last Fiscal Year: 5,427 miles Annual Maintenance Costs for Last 3 Fiscal Years: $4,179 – FY20 (Includes Parts, Labor, and Outside Services) $1,912 – FY19 $3,115 – FY18 Life to Date Maintenance Cost: $93,676 (Includes Parts, Labor, and Outside Services) This unit is used for: This unit is used for multiple Forestry maintenance activities. It transports personnel, tools, brush, logs, wood chips, black dirt, compost, and new trees to various jobsites. It also hauls snow during the winter months. Recent Mechanical Issues: The cab corners, rockers, and floor throughout the cab are all rotted. All of the sheet metal on the exterior and underneath is rotted and worn thin. The truck’s overall power has been significantly reduced over recent years. The City’s Mechanics recently reconfigured the crank sensor on the engine to try and address the issue but minimal improvement was made. FY2022 Budget Amount: $65,000 Proposed Replacement: Chevrolet/GMC 1-Ton Dump Truck Can a similar piece of equipment be rented? If so, what is the cost? No Can this piece of equipment be shared with another Department or other local agencies? Yes. It can be shared with all Departments within the City. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit #312 (new) CAPITAL EQUIPMENT REPLACEMENT FORM Department: Parks & Recreation Section: Parks Unit #: 312 (addition to fleet) Make: John Deere Model: 5125R Utility Tractor Year: 2021 Class: Tractors In-Service Date: TBD Life to Date Hours: N/A CLF Utilization Standard: 400 Hours / Year Average Annual Utilization, Life to Date: N/A Annual Utilization Last Fiscal Year: N/A Annual Maintenance Cost for Last Three Fiscal Years: $ N/A - F.Y.20 (Includes Parts, Labor, and Outside Services) $ N/A - F.Y.19 $ N/A - F.Y.18 Life to Date Maintenance Cost: N/A (Includes Parts, Labor, and Outside Services) This unit is used for: The tractor will be used throughout the spring, summer, and fall months. It will be the primary unit that pulls the Sandmaster implement to assist in drying out the various athletic fields throughout the City. Additionally, the tractor will mow, aerate, and top dress multiple parks. It will also drag the beach sand on a weekly basis and finally, it will perform various ditch mowing adjacent to non-curb roadways. Recent Mechanical Issues: N/A F.Y. 2022 Budget Amount: $93,000 Proposed Replacement: John Deere 5125R utility tractor Can a similar piece of equipment be rented? If so, what is the cost? Yes. $12,000 per month. Can this piece of equipment be shared with another Department or other local agencies? Yes. All other maintenance operations within the City can and will utilize this piece of equipment. Unit # 330 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Parks & Recreation Section: Parks Unit #: 330 Make: Wells Model: Enclosed Trailer Year: 1999 Class: N/A In-Service Date: 07/14/1999 Life to Date Hours: N/A CLF Utilization Standard: N/A Average Annual Utilization, Life to Date: N/A Annual Utilization Last Fiscal Year: N/A Annual Maintenance Costs for Last 3 Fiscal Years: $539 – FY20 (Includes Parts, Labor, and Outside Services) $849 – FY19 $856 – FY18 Life to Date Maintenance Cost: $14,946 (Includes Parts, Labor, and Outside Services) This unit is used for: This is one of multiple enclosed trailers utilized by the Parks Section. Parks personnel transport various small equipment items to include mowers, backpack blowers, hand tools, etc. to various jobsites. Recent Mechanical Issues: The trailer’s rear access ramp door has significant structural corrosion issues. The interior wood over metal floor is also worn and is “soft” (no longer able to carry the weight it has in the past). FY2022 Budget Amount: $12,000 Proposed Replacement: Enclosed Trailer Can a similar piece of equipment be rented? If so, what is the cost? No. Can this piece of equipment be shared with another Department or other local agencies? Yes. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Daily in the spring, summer, fall. Winter when responding to snow storms with blowers and shovels. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit #317 (new) CAPITAL EQUIPMENT REPLACEMENT FORM Department: Parks & Recreation Section: Parks Unit #: 317 (addition to fleet) Make: Dakota Top Dresser Model: 440 Year: 2021 Class: N/A In-Service Date: TBD Life to Date Hours: N/A CLF Utilization Standard: 400 Hours / Year Average Annual Utilization, Life to Date: N/A Annual Utilization Last Fiscal Year: N/A Annual Maintenance Cost for Last Three Fiscal Years: $ N/A - F.Y.20 (Includes Parts, Labor, and Outside Services) $ N/A - F.Y.19 $ N/A - F.Y.18 Life to Date Maintenance Cost: N/A (Includes Parts, Labor, and Outside Services) This unit is used for: This implement will assist Parks personnel top dresses all of the City’s athletic fields once every year. Top dressing promotes stronger turf and assists in overall root growth. Recent Mechanical Issues: N/A F.Y. 2022 Budget Amount: $40,000 Proposed Replacement: John Deere 5125R utility tractor Can a similar piece of equipment be rented? If so, what is the cost? Yes. $4,500 per month. Can this piece of equipment be shared with another Department or other local agencies? Yes. All other maintenance operations within the City can and will utilize this piece of equipment. Unit # 971 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Public Works Section: Water & Sewer Unit #: 971 Makes: CH&E Model: 6” Trash Pump Year: 1986 Class: N/A In-Service Dates: 05/01/1986 Life to Date Hours: 210 hours CLF Utilization Standard: N/A Average Annual Utilization, Life to Date: 6 hours / year Annual Utilization Last Fiscal Year: 0 hours Annual Maintenance Costs for Last 3 Fiscal Years: (Includes Parts, Labor, and Outside Services) $0 – FY20 $0 – FY19 $0 – FY18 Life to Date Maintenance Cost: $2,748 (Includes Parts, Labor, and Outside Services) These units are used for: This is the largest pump the Water & Sewer Section utilizes during flood responses and or to de-water large holes during water main breaks. Recent Mechanical Issues: The pump is very old and not reliable. Anytime it is needed by Water & Sewer, the City’s mechanics need to spend time trying to get it started and keep it running. If it is able to be operated, the pump’s flow capacity has been considerably reduced over the years as well. FY2022 Budget Amount: $25,000 Proposed Replacement: Wacker PT6LT 6” trash pump Can a similar piece of equipment be rented? If so, what is the cost? Yes but not accessible in the overnight hours and challenging to rent one when surrounding communities are dealing with similar flooding issues at the same time. Can this piece of equipment be shared with another Department or other local agencies? Yes. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. The pump is used on an “as-needed” basis during emergencies. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. Unit # 889 CAPITAL EQUIPMENT REPLACEMENT FORM Department: Parks & Recreation Section: Golf Course Unit #: 889 Make: John Deere Model: 3215B Fairway Mower Year: 2004 Class: Tractors In-Service Date: 07/08/2004 Life to Date Hours: 4,254 hours CLF Utilization Standard: 400 hours/year Average Annual Utilization, Life to Date: Annual Utilization Last Fiscal Year: Annual Maintenance Costs for Last 3 Fiscal Years: (Includes Parts, Labor, and Outside Services) Life to Date Maintenance Cost: (Includes Parts, Labor, and Outside Services) This unit is used for: The golf course maintenance operation utilizes this mower for its fairway mowing. Recent Mechanical Issues: Various hydraulic hoses, battery, tires and hydrostatic pump have been replaced on the John Deere mower. FY2022 Budget Amount: $50,000 Proposed Replacement: Groundsmaster Reel Master 3555-D Can a similar piece of equipment be rented? If so, what is the cost? No. Can this piece of equipment be shared with another Department or other local agencies? No. Is this piece of equipment used on a daily, weekly, or monthly basis? Please explain. Used daily by Deerpath’s golf course maintenance personnel. For the replacement piece, are you requesting any enhancements that the unit already does not have? Please explain. No. PUBLIC COMMENT NEXT MEETING - TBD ADJOURNMENT