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.
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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
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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
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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
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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.
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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
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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
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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