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PUBLIC WORKS COMMITTEE 2019/02/20 PacketPUBLIC WORKS COMMITTEE MEETING WEDNESDAY, FEBRUARY 20, 2019 – 7:30 A.M. MUNICIPAL SERVICES TRAINING ROOM AGENDA I.ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Michelle Moreno Melanie Rummel II.APPROVAL OF THE JANUARY 8, 2018 PUBLIC WORKS COMMITTEE MEETING MINUTES III.REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL OF THE NORTH BEACH ACCESS ROAD REALIGNMENT & RECONSTRUCTION PROJECT BIDS – MICHAEL THOMAS & BILL WEAVER, P.E. AECOM IV. REVIEW OF FIVE-YEAR BIDDING HISTORY FOR PUBLIC WORKS PROJECTS & PURCHASES – MICHAEL THOMAS V.REVIEW OF DRIVEWAY SEALCOATING ISSUE – JIM LOCKEFEER VI. DISCUSSION OF PROPOSED ADDITIONS TO PUBLIC WORKS’ CORE & ELECTIVE PROGRAMS – MICHAEL THOMAS VII. VERBAL UPDATE OF BEVERLY COM ED ISSUE – MIKE STRONG VIII. REVIEW OF PROPOSED VERIZON FIBER DIRECTIONAL BORING SITES FOR 2019 – MIKE STRONG & BERNARD PONDEXTER IX. PUBLIC COMMENT X.NEXT MEETING – MARCH 12, 2019 – 6:30 P.M. (if needed) XI. ADJOURNMENT 1 PUBLIC WORKS COMMITTEE MEETING TUESDAY, JANUARY 8, 2019 – 6:30 P.M. MUNICIPAL SERVICES TRAINING ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the meeting to order at 6:30 P.M. Alderman Melanie Rummel was in attendance. Alderman Moreno was absent. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Brian Joyce, Engineering Supervisor; Bernard Pondexter, Engineering Assistant; Jim Koblas, Engineering Assistant; Dan Strahan, City Engineer; Matt Moffitt, P.E. Baxter & Woodman; David Warner, City Attorney’s Office and Jim Lockefeer, Management Analyst. Residents in attendance included James McMenamin & Maureen Costello of 452 E. Old Elm Road, Bud Foley of 1155 S. Green Bay Road, Emerson Bodell of 1025 Forest Hill Road, Adem Mackic of 376 E. Old Elm Road, John Muscarello of 1059 Forest Hill Road, Dennis Brown of 981 Forest Hill, Pat Ryan of 1127 Forest Hill, Susanna Bunta of 1115 Forest Hill and Lauren Turelli of 1020 Forest Hill. II. APPROVAL OF THE DECEMBER 11, 2018 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel moved to approve the December 11, 2018 Public Works Committee meeting minutes subject to the recommended changes by Chairman Buschmann and Alderman Rummel. Chairman Buschmann seconded the motion, which carried unanimously. III. PRESENTATION / DISCUSSION OF THE OLD ELM & TIMBER STORM SEWER, FOREST HILL WATERMAIN, AND SMOKE TESTING PROJECT FOR SUMMER, 2019 – MICHAEL THOMAS & BOB ELLS Director Thomas welcomed the residents who were in attendance to learn about the topic. Director Thomas introduced Matt Moffitt of Baxter & Woodman Consulting Engineers. Director Thomas explained that Mr. Moffitt and his team designed the storm sewer portion of the project and that they are also currently designing the watermain portion of the project. He explained that Baxter & Woodman and Mr. Moffitt have completed numerous projects for the City in the past. Mr. Moffitt reviewed a presentation on the project scope. He reviewed the issue area at the sag on Forest Hill Road that floods and the overland flowpath from the sag west towards Green Bay Road. Mr. Moffitt reviewed the design of the storm sewer project. He explained that the project will increase stormwater conveyance and inlet capacity to help relieve the flooding experienced at the issues area. Mr. Moffitt reviewed a Forest Hill flooding rate table that outlined the existing flooding conditions and flows Forest Hill experiences during different rainfall events. The chart also outlined how the project would improve these conditions and flows during those same types of rainfall events. Mr. Moffitt reviewed additional work that would be completed during the project that 2 included the installation of curb and gutter along Old Elm Road from Timber Road to Green Bay Road, resurfacing the extent of the project area, and the watermain installation on Forest Hill Road from Timber Road to Linden Avenue. Director Thomas thanked Mr. Moffitt and asked if anyone in attendance had any questions about the project. He explained that in addition to Mr. Moffitt there was also additional City staff members in attendance to help answer questions. Questions asked and discussions continued on project timing, project scope, construction during heavy rains, project funding, how the additional work is related to the project, smoke testing, road detours during construction, and driveway access during the project. Director Thomas explained that a mailing would be sent to every home within the project scope that would summarize the questions asked and the responses to the questions that were discussed tonight. He explained that a copy of tonight’s presentation would also be enclosed in that mailing. The Committee members thanked the residents in attendance for attending the meeting to learn about the project. IV. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL MODIFICATIONS TO THE CITY’S STORM SEWER POLICY REGARDING RAVINES – JIM LOCKEFEER Management Analyst Jim Lockefeer explained that in the meeting packet tonight there is a red lined version of the City’s current Stormwater Management Policy (SMP) that outlines proposed modifications to the policy. He explained that the purpose of the modifications are to clearly identify and incorporate ravines within the policy. He explained that the processes currently identified within the SMP would now apply to ravines. Mr. Lockefeer explained that initially staff discussed creating an individual ravine management policy. As discussions continued with the City Attorney’s Office, it was recommended that instead of creating a separate policy for ravines, modifications to the existing SMP could easily incorporate and identify ravines as stormwater issues. He explained that the proposed modifications that appear before the Committee tonight were drafted by the City Attorney’s Office. Mr. Lockefeer introduced David Warner from the City Attorney’s Office. He explained that Mr. Warner drafted the modifications and has helped the City with other ravine and stormwater issues. Alderman Rummel explained that she shared and sent edits to the proposed modifications to Mr. Lockefeer. Mr. Lockefeer explained that those comments were shared with Mr. Warner. Mr. Warner explained that he reviewed the edits and thought that they eliminated redundant language and better reorganized provisions. He explained he would incorporate those edits. Chairman Buschmann explained that he had some proposed edits as well. He requested that the edits are reviewed by Mr. Warner and incorporated if Mr. Warner agreed with the suggestions. 3 Alderman Rummel motioned to recommend approval to the City Council the modifications to the Stormwater Management Policy, subject to the review and incorporation of the suggested edits made to the modifications proposed by the Committee. Chairman Buschmann seconded the motion, which carried unanimously. V. VERBAL UPDATE ON RECYCLING HAULING & PROCESSING AGREEMENT WITH RESOURCE MANAGEMENT – MICHAEL THOMAS Director Thomas explained that after the topic was reviewed at the December, 2018 Public Works Committee meeting staff found and reviewed an executed version of the agreement. The executed version contained additional information on the contract terms beyond the unexecuted version reviewed prior to the December meeting. Director Thomas explained that it was originally thought the agreement was expired, however, the agreement is in fact still valid. He apologized that this was not something that was discovered prior to the December meeting. He explained that the agreement was executed in 2008 and after the initial five-year term concluded, the agreement would renew annually unless one of the two parties provided a 90-day termination notice. He explained that the agreement terms were originally drafted this way due to the limitations on the amount of the local recycling processors in the market who could meet the City’s needs. Director Thomas and the Committee had discussions on the upcoming recycling educational campaign efforts. The Committee and staff had discussions on contract record keeping practices. VI. REVIEW & RECOMMEND APPROVAL OF BIDS TO CITY COUNCIL FOR VARIOUS F.Y. ’20 CAPITAL EQUIPMENT ITEMS – MICHAEL THOMAS Director Thomas provided a review of the FY20 capital equipment purchases. He explained that at the last Public Works Committee meeting the Committee reviewed and approved a draft list of three capital equipment items. He explained that if the Committee approves recommending the purchases to City Council, the items would appear on the January 22, 2019 City Council meeting agenda for City Council consideration. Director Thomas explained that staff is requesting approval to purchase the two replacement 5-yard dump trucks and the log loader through the National Joint Powers Alliance’s (NJPA) vendors. Director Thomas reviewed the following bids received as well as the replacement value of the City’s current vehicle. 4 Director Thomas and the Committee had discussions on the trade in value of the current equipment that is scheduled to be replaced. Alderman Rummel motioned to recommend approval to the City Council the bids for various FY20 capital equipment items. Chairman Buschmann seconded the motion, which carried unanimously. VII. VIDEO UPDATE OF THE NORTH BEACH RAVINE REPAIR PROJECT – MICHAEL THOMAS Director Thomas reviewed a video that was taken by a drone to show the project work completed thus far. He explained Keno Construction has completed approximately 95% of the project. 5 Director Thomas and the Committee had discussions on the white stone that was installed as part of the project. Director Thomas provided the Committee with an update in regards to the adjacent private homeowner ravine work that was also going to be completed. Director Thomas provided a brief update on the Forest Park Bluff Project and the new road that will be constructed as part of the process. He reviewed the amount of semi-trucks expected to deliver and take-away constructions materials. The Committee and staff had discussions on the Forest Park Bluff Project and the bid process. VIII. PUBLIC COMMENT There was no public comment. Chairman Buschmann explained that he received an email from Green Minds Lake Forest and Lake Bluff (Green Minds LFLB) in regards to leaf blower emissions. He recommended that the group is invited to City Council the next time the topic is discussed so that they can share their comments publically with the Council. Alderman Rummel recommended that the Loobys are also invited to the meeting as well. The Committee had discussions on the noise and emissions leaf blowers produce. IX. NEXT MEETING – FEBRUARY 5 OR 12, 2019 – 6:30 P.M. Alderman Rummel explained that she would like to review coal tar sealants at the next Public Works Committee meeting. She explained that she would share materials that she has researched on the topic with the Committee and City staff. Mr. Lockefeer and Superintendent Ells shared past City discussions and efforts on the topic. Director Thomas explained that he would follow up with the Committee in regards to the next meeting date. X. ADJOURNMENT Alderman Rummel moved to adjourn the meeting of the Public Works Committee at 8:46 P.M. Chairman Buschmann seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL OF THE NORTH BEACH ACCESS ROAD REALIGNMENT & RECONSTRUCTION PROJECT BIDS (Bid Tabulation to be Dropped End of Day February 19, 2019) REVIEW OF FIVE-YEAR BIDDING HISTORY FOR PUBLIC WORKS PROJECTS & PURCHASES Public Works Competitive Bid Process and Non-Competitive Bid Process History – Summary Chart Year (Calendar) Competitive Bid Processes Non-Competitive Bid Processes 2018 21 8 2017 25 5 2016 19 11 2015 28 3 2014 21 5 Public Works Non-Competitive Bid Processes & Competitive Bid Processes and History 2018 Non-Competitive Processes 1. Approval to Waive the Bid Process and Authorize John Keno & Company the Repair of Two Ravine Projects in the Total Amount of $169,268 a. Projects were previously put out to bid twice. First attempt – one bid received. Second attempt – no bids received. PW Committee recommended pursuing a bid from the NBAR project contractor. 2. Approval to Waive the Bid Process and Authorize an Emergency Lining of a Water Main to Fer-Pal Construction in the Amount of $59,880 a. Emergency repair under train tracks. Three quotes received. 3. Waiver of Bid and Approval to Enter into an Agreement with Baxter & Woodman for Design and Specifications of the Forest Hill Water Main in the Amount of $30,000 a. At the November 26, 2018 Finance Budget meeting, the Finance Committee indicated its support to proceed with this project one year sooner due to the continued significant flooding that occurred to multiple homes on both Forest Hill and Green Bay Road. In order to have a completed set of design plans and specifications for the water main, design needs to begin immediately. 4. Per Section 9.0A of the City’s Purchasing Directive (Specially Authorized Waiver) approve an agreement with AECOM for design and construction engineering services based upon option 3a. a. Forest Park Project, AECOM provided completed all the design and monitoring work up until this point. Consistency. 5. Per Section 9.0A of the City’s Purchasing Directive (Specially Authorized Waiver) approve an agreement with P. Clifford Miller Inc. landscape design based upon option 3a. a. P. Clifford Miller Inc. completed the planting plan for the SBAR planting. Consistency. 6. Approval to Waive the Competitive Bidding Process and Authorize Phase I of the Waukegan Road Sidewalk Replacement Project to Performance Paving LTD in the amount of $199,000 a. Private donation funded the majority of the project. Private donor wanted to use their preferred vendor. 7. Request City Council Approval to Waive the Bid Process and Award a Contract for the Water Plant Intake Cleaning Project Included in the FY2018 Capital Improvement Budget a. Sole Source Vendor. Northern Divers U.S.A. patented intake cleaning process allows the Water Treatment Plant to stay in operation and can be done without removing/re-placing the chemical feed system estimated to cost over $350,000. In addition, this process will improve plant operations, increase capacity, and saveoperating costs by reducing backwash cycles and using less chemicals. 8. Approval Waive the Bid Process and Award a Contract of $913,990 for repairs of the North Beach Access Road Ravine, and to fund $40,000 to two contractors for the design for the North Beach Access Road bluff repair. a. Project timing to open the road and the high level of experience of the contractor. 2018 Competitively Bid Processes 1. Award of Bid for a Three-Year HVAC Preventive Maintenance Contract to First Point Mechanical Services, L.L.C. in the amount of $151,177.64. 2. Approval to Purchase a Replacement Utility Vehicle for the Cemetery Section Included in the F.Y. 2019 Capital Equipment Budget via Approval of disposition by trade-in of an existing unit and to Purchase a Replacement Utility Vehicle for the Cemetery Section to Reinders, Inc. in the amount of $28,447. 3. Award of contract for Southwest Lift Station Forcemain Replacement Project 4. Approval of a contract with American Seal Coating of Indiana for the resurfacing of five tennis courts at Everett Park 5. Award of the 2018 Sanitary Sewer Inflow/Infiltration Testing Project to RJN Group in the total not-to-exceed amount of $102,330 6. Award of the Lake Forest Share of the Joint 2018 Annual Pavement Patching Program Contract to Chicagoland Paving Contractor, Inc. for a not-to-exceed amount of $175,000 7. Award of the Lake Forest Share of the Joint 2018 Annual Street Resurfacing Program Peter Baker & Sons in the amount of $913,341.14 to include Authorization to expend the remaining $86,658.86 for the resurfacing of additional Streets. 8. Award of the Lake Forest Share of the Joint 2018 Annual Pavement Patching Program Contract 9. Award the Recreation Center Replacement Window Procurement bid for 31 window units to TDS Door Company in the amount of $58,712.45 10. Award of the Lake Forest portion of the Municipal Partnership Initiative (MPI) 2018 Joint Sewer Lining Project contract 11. Award of the 2018 Concrete Streets, Curb, and Sidewalk Replacement Project 12. Award of contract for The City of Lake Forest to join the Municipal Partnership Initiative (MPI) Crack Sealing contract for 2018 13. Request Approval to Participate in Lake County’s Rock Salt Bid to Purchase Salt for Winter 2018/2019 14. Award of Bid for the Replacement of a ½-Ton Pick-Up Truck for the Water & Sewer Section Included in the F.Y. 2019 Capital Equipment 15. Award of Bid for the Replacement of a 5-Yard Dump Truck for the Streets Section Included in the F.Y. 2019 Capital Equipment Budget 16. Award of Bid for the Replacement of a ¾-Ton Pick-Up Truck for the Parks Section Included in the F.Y. 2019 Capital Equipment Budget 17. Award of Bid for the Replacement of a ½-Ton Pick-Up Truck for the Water & Sewer Section Included in the F.Y. 2019 Capital Equipment 18. Award of Bid for a Pre-Owned Horizontal Directional Boring Machine for the Streets Section Gas Light LED Conversion Program Included in the FY2019 Capital Improvement Budget. 19. Capital Award of Bid for the Replacement of Three Marked Police Vehicles Included in the FY2019 Capital Equipment Budget 20. Award of Bid for the Purchase of a Compact Loader for the Forestry Section Included in the F.Y. 2019 Capital Equipment Budget 21. Award of Bid for the Replacement of Two Public Works Track Loaders Included in the F.Y. 2019 Capital Equipment Budget 2017 Non-Competitive Bid Processes 1. Approval of a Design and Monitoring Agreement for Forest Park and Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve an agreement with AECOM to provide design documents and monitoring services for the Forest Park Bluff in the amount of $219,400. a. Both the Forest Park Bluff Stability Workgroup and the Public Works Committee strongly believe that with their extensive background, knowledge, data, and modeling of the entire Forest Park Bluff system, AECOM be recommended to complete the necessary designs and monitoring of the walkway ramp area. b. With the design of the SBAR taking upwards of three months and in order to have a design completed in case of a catastrophic failure of SBAR’s bluff, the Public Works Committee is recommending approval this evening so that design can begin immediately. 2. Request for City Council Approval of an Agreement for Professional Design Services for the Old Elm - Timber to Green Bay Storm Sewer Project. Acknowledge the exception noted in Section 8.5 D1 of the City’s Purchasing Directive and approve an agreement with Baxter & Woodman for Professional Design Services for the Old Elm – Timber to Green Bay Storm Sewer Project in the amount of $107,000. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. Baxter & woodman provided their services for the 2014 Storm Sewer Study. 3. Award of Bid for the Water Treatment Plant Construction Project and Approval of a Construction Engineering Services Agreement COUNCIL ACTION: The Public Works Committee recommends approval of the following project items: Award a bid for the Water Treatment Plant Construction Project to JJ Henderson & Son, Inc. in the amount of $8,818,000; and, Based upon the exception noted in Section 8.5 D1of the City’s Purchasing Directive, approve an agreement with Strand Associates for construction engineering services in the amount of $570,000; and Approve a 5% project contingency for any unforeseen construction or construction engineering issues with either JJ Henderson & Son, Inc. and/or Strand Associates in the amount of $441,000. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 4. Request for City Council Approval of an Agreement for Professional Design Services for the Telegraph Metra Station Train Bridge Project If necessary a Supplemental Appropriation will be submitted for City Council Approval at the end of the year. As noted above grant funds will be the funding source for this expense. COUNCIL ACTION: Acknowledge the exception noted in Section 9.0K of the City’s Purchasing Directive authorizing a waiver of bidding for professional Services based on existing relationship and approve an agreement with Hanson Professional Services for Professional Design Services for the Telegraph Metra Station Train Bridge Project in the amount of $281,421. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 5. Award of Bid and Approval of Agreements for the Repair of the South Beach Access Road COUNCIL ACTION: Approval of the action items needed to repair the South Beach Access Road as follows: 1. Award of bid to Lake County Grading in the amount of $956,759; and 2. Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve an agreement with AECOM to provide construction engineering services in the amount of $42,500; and 3. Approval of a 10% contingency ($99,925) to be used for any unforeseen construction and/or additional inspection issues during the project; and 4. Approval of design services by Mariani Landscaping to provide a Landscape Restoration Plan in the amount of $11,185. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 2017 Competitively Bid Processes 1. Award of Bid for the Replacement of an Administrative Vehicle for the Fire Department Included in the FY2018 Capital Equipment Budget 2. Award of Bid for the Replacement of a Sewer Cleaning & Vacuum Machine Included in the F.Y. 2018 Capital Equipment Budget 3. Award of Bid for the Replacement of Track Loaders for the Parks & Forestry Sections Included in the F.Y. 2018 Capital Equipment Budget 4. Award of Bid for a Replacement 16’ Self-Propelled, 4WD Rotary Mower for the Parks Section Included in the F.Y. 2018 Capital Equipment Budget 5. Award of Contract for the West Fork Drive and Hackberry Lane Drainage Improvements 6. Request Approval to Participate in Lake County’s Road Salt Renewal Year Contract for Winter 2017/2018 7. Award of Bid for the Replacement of the Street Sweeper for the Streets Section Included in the F.Y. 2018 Capital Equipment Budget 8. Award of Bid for the Replacement of a ½-Ton Pick-Up Truck for the Streets Section Included in the F.Y. 2018 Capital Equipment Budget 9. Award of Bid for the Replacement of a ¾-Ton Pick-Up Truck for the Building Maintenance Section Included in the F.Y. 2018 Capital Equipment Budget 10. "Award of Bid for the Interior Improvements for the East Train Station Improvement Project. 1. Award a contract with MAG Construction, Inc. to complete the interior improvements for the east train station improvement project in an amount of $364,344.05. 2. For any unforeseen circumstances for engineering or construction services, a $30,000 “non-contractor specific” contingency to be approved for use with either MAG Construction, Inc. or Gewalt Hamilton & Associates related to this project." 11. Award of contract for The City of Lake Forest to Joint the MPI Crack Sealing Contract for 2017. Staff recommends City Council award the 2017 MPI Crack Sealing contract to Patriot Pavement Maintenance in the amount of $30,000. 12. Award of Lake Forest portion of the 2017 Joint Concrete Sidewalk and Curb Replacement Contract. Staff recommends awarding the Lake Forest share of the 2017 Joint Concrete Sidewalk and Curb Replacement Program contract to Schroeder & Schroeder, Inc. for a not-to-exceed amount of $122,000.00. 13. Award of Contract for the Old Elm Road – Ridge Road Watermain Replacement Project. Staff recommends awarding the contract for the Old Elm Road – Ridge Road Watermain Replacement Project to RA Mancini, Inc. in the amount of $524,979.50. In addition, staff is requesting that City Council authorize to expend, if necessary, an additional amount not to exceed 10% of the contract award for unforeseen change orders that may occur during the administration of this project. Therefore, the total contract cost is not expected to exceed $577,478.00. 14. Award of Bid for the Water Treatment Plant Construction Project and Approval of a Construction Engineering Services Agreement COUNCIL ACTION: The Public Works Committee recommends approval of the following project items: Award a bid for the Water Treatment Plant Construction Project to JJ Henderson & Son, Inc. in the amount of $8,818,000; and, Based upon the exception noted in Section 8.5 D1of the City’s Purchasing Directive, approve an agreement with Strand Associates for construction engineering services in the amount of $570,000; and Approve a 5% project contingency for any unforeseen construction or construction engineering issues with either JJ Henderson & Son, Inc. and/or Strand Associates in the amount of $441,000. 15. Award of Bid for the North Western Avenue Streetscape Project (Landmark Contractors, Inc.) 16. Award of Contract for the Lake Forest share of the 2017 Joint Sewer Lining Project Contract (Hoerr Construction) 17. Award of Bid for the Ponds Subdivision Outlet Repair Project (John Keno & Company, Inc.) 18. Award of Bid for the North Western Avenue Streetscape Project (Landmark Contractors, Inc.) 19. Award of Bid for a Police Department Police Vehicle. (Currie Motors) 20. Award of the Lake Forest share of the joint 2017 Annual Street Resurfacing & Asphalt Patching Program contract. (Contract to Peter Baker & Son.) 21. Award of Bid for the Ferry Hall Bridge Viaduct Span Reconstruction Project - Dunnet Bay Construction $573,356. 22. Approval to Replace a Totaled Marked Police Car 23. Award of Bid and Approval of Agreements for the Repair of the South Beach Access Road COUNCIL ACTION: Approval of the action items needed to repair the South Beach Access Road as follows: 1. Award of bid to Lake County Grading in the amount of $956,759; and 2. Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve an agreement with AECOM to provide construction engineering services in the amount of $42,500; and 3. Approval of a 10% contingency ($99,925) to be used for any unforeseen construction and/or additional inspection issues during the project; and 4. Approval of design services by Mariani Landscaping to provide a Landscape Restoration Plan in the amount of $11,185. 24. Award of Contract for Thermoplastic Lane Marking. COUNCIL ACTION: Staff requests that City Council award the thermoplastic lane marking contract to Superior Road Striping, Inc. in the amount of $95,000.00. 25. Approval of a Contract for Corrective Work for the Everett Park Path Replacement Project COUNCIL ACTION: Staff recommends awarding the contract for the corrective work on the Everett Park Path to Maneval Construction in the amount of $88,586.35. 2016 Non-Competitive Processes 1. Award of Bid for the Water Plant Membrane Manufacturer, Approval of Design Capacity at 14 Million Gallons Per Day (MGD), and Approval of the Water Treatment Plant Design Agreement. COUNCIL ACTION: Based upon the recommendation of the Public Works Committee, staff is requesting City Council approval of the following water plant project items: 1. Final plant design and filtering capacity shall be 14 MGD (million gallons per day). 2. The final plant design shall utilize the GE membrane filters. 3. Based upon the exception noted in Section 8.5 D1 of the City’s Purchasing Directive, approve an agreement with Strand Associates for the Water Treatment Plant Design in the amount of $563,000. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 2. Request for City Council Approval of an Agreement for Professional Design Services for the Westfork & Hackberry Storm Sewer Project and an Advance of F.Y. 2017 Capital Funds; COUNCIL ACTION: Acknowledge the exception noted in Section 8.5 D1 of the City’s Purchasing Directive and approve an Agreement with Baxter & Woodman for Professional Design Services for the Westfork & Hackberry Storm Sewer Project, as well as an advance of FY 2017 capital funds. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 3. Request Approval to Both Participate in Lake County’s Rock Salt Bid and Waive the Formal Bidding Process to Purchase Salt for Winter 2016/2017 COUNCIL ACTIONS: 1. Staff requests City Council approval to participate in Lake County’s rock salt bid and purchase 1000 tons from the vendor and at the price determined by the bid. 2. Staff requests City Council approval for staff to negotiate salt pricing for up to another 1,000 tons to be delivered before winter 2016/2017. Additionally, staff requests that both the Public Works Committee Chairman and the Mayor approve such purchase before an order is placed by staff. a. Staff has begun contacting the major salt suppliers requesting quotations for 1,000 tons to be delivered before winter, 2016/2017. The pricing received to date has been similar to what was paid for this past winter’s salt, approximately $70 / ton. As one supplier noted, “nobody has established what a competitive price for 2016/2017 will be as no major contracts have been renewed nor any major new bids been opened to reveal pricing.” 4. Approval of IMS Pavement Management Study for FY 2017--- COUNCIL ACTION Acknowledge the exception noted in Section 8.5 D1 of the City’s Purchasing Directive and award of a contract to IMS to perform a structural analysis on the City’s entire network of streets and selected Parking lots for a not-to-exceed amount of $72,000.00. a. Existing Relationship. If the City already has a satisfactory existing relationship with a firm providing the services. 5. Request to Waive the Bidding Process to Power Wash and Spot Sand Blast Both the Westleigh Road Bike Path & Train Bridges-- COUNCIL ACTION: Waive the bidding process and authorize DiVinci Painters, Inc. for the cleaning of both Westleigh Road Bridges in the amount of $35,785. Additionally, City Council directs staff to add this amount to the proposed FY ’17 capital budget. a. DiVinci Painters, Inc. has worked for the City on numerous jobs over the past fifteen years. Examples include both interior and exterior painting on multiple City-owned buildings, the Route 60 railroad bridge in 2013 for the preparation of the BMW golf tournament, the metal ceilings in last year’s salt bay project, and most recently, is a sub-contractor to perform all painting at the East side Train Station project. Staff believes the price provided by DiVinci is very competitive and therefore recommends waiving the bid process and approve the agreement for work to occur next month. 6. Approval of an Agreement to Provide a Bridge Condition Report for the Ferry Hall Bridge COUNCIL ACTION: Acknowledge the exception noted in Section 9.0 K of the City’s Purchasing Directive and approve an agreement with Wiss, Janney, Elstner Associates, Inc. to perform a Bridge Condition Report for the Ferry Hall Bridge in the amount of $28,500. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. b. Staff has worked with WJE multiple times regarding bridge issues and finds them to be very knowledgeable with bridge structures and similar in their fee structure to other engineering firms. Secondly, in order to receive budget numbers for next year’s capital plan, the recommended analysis of the bridge must begin immediately. 7. Approval of an Agreement to Provide a Bluff Restoration Feasibility Study for the Bluffs Adjacent to the Forest Park South Beach Access Road and the Wooden Walkway COUNCIL ACTION: Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive and approve an agreement with AECOM to perform a Bluff Restoration Feasibility Study in the amount of $41,400. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. b. Staff has worked with AECOM since 2010 regarding various bluff issues and finds them to be extremely knowledgeable with analysis and solutions for slope failures. Secondly, in order to receive budget numbers for next year’s capital plan, the recommended analysis of the bluffs must begin immediately. 8. Approval of an Agreement to Provide Engineering Services for the Winwood Lane Sanitary Sewer Design Per section 9.0-K of the City’s purchasing directive. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. b. With Regency Lane’s design and construction engineering being performed by GeWalt Hamilton, they are very familiar with the design and easement items that are required for this type of a project. 9. Consideration of Approvals Regarding the Metra/UP North Commuter Station Renovation Project COUNCIL ACTION: 1) Approval of the payment of $130,000 to MAG Construction, Inc. The City will be reimbursed 80% of those expenses eligible for reimbursement. 2) Acknowledge the exception noted in Section 9.0 K of the City’s Purchasing Directive and award a contract to MAG Construction, Inc. to replace the door openings in the main depot building for an amount of $25,487, and authorization to expend, if necessary, an additional 10% in contingency to support any unforeseen expenses related to this work. This amount will be funded from the Metra grant. 3) Approval of a Resolution Authorizing the City Manager and City Attorney to finalize and execute the Agreement with Metra Railroad to provide funding support for the Metra/UP North Commuter Station Renovation Project. 2016-38 A RESOLUTION APPROVING INTERGOVERNMENTAL FUNDING AGREEMENT FOR THE REPAIR OF A COMMUTER FACILITY IN THE CITY OF LAKE FOREST 4) Approval of the payment of an amount of $25,120 to Alfred Benesch & Company for additional design services, and authorization to expend, if necessary, an additional 5% of this amount to cover unforeseen work that may be incurred as part of this work. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. 10. Approval of an Agreement to Provide Design Drawings and Specifications for the Repair of Ferry Hall Bridge per section 9.0-K of the City’s purchasing directive, staff is requesting waiving the formal request for a proposal and evaluation process. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. b. Staff has worked with WJE multiple times regarding bridge issues and finds them to be very knowledgeable with bridge structures and similar in their fee structure to other engineering firms. 11. Approval of an Agreement to Provide an Update to the Forest Park Bluff Stability Evaluation per section 9.0-K of the City’s purchasing directive, staff is requesting waiving the formal request for proposals and evaluation process. a. If the City already has a satisfactory existing relationship with a firm providing the services or the vendor has been approved by the City Council during the annual approval of the vendor listing. Contracts of $20,000 or more will require City Council approval. b. Based upon the lower proposed price and baseline data previously obtained over multiple years, staff is recommending the update to the feasibility study be performed by AECOM. 2016 Competitively Bid Processes 1. Approval of a Three-Year Engineering Services Agreement for the City Surveyor and Engineer 2. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016 Asphalt Patching Program 3. Award of Bid for The City of Lake Forest’s Portion of the Joint 2016 Resurfacing Program 4. Award of Bid for the Replacement of Marked Police Cars Included in the FY2017 Capital Equipment Budget 5. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the Parks Section Included in the FY2017 Capital Equipment Budget 6. Award of Bid for the Replacement of a 1-Ton Chassis for the Forestry Section Included in the FY2017 Capital Equipment Budget 7. Award of Bid for the Replacement of a Tower Truck for the Streets Section Included in the FY2017 Capital Equipment Budget 8. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the Parks Section Included in the FY2017 Capital Equipment Budget 9. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the Water & Sewer Utilities Section Included in the F.Y. 2017 Capital Equipment Budget 10. Award of Bid for a Greens Mower for the Golf Course Maintenance Section Included in the FY2017 Capital Equipment Budget 11. Award of Bid for a Rough Cut Mower for Deerpath Golf Course Included in the FY2017 Capital Equipment Budget 12. Award of the Lake Forest portion of the 2016 Joint Sewer Lining Project contract. 13. Award of Lake Forest portion of the 2016 Joint Concrete Sidewalk and Curb Replacement Contract 14. Award of Contract for the Old Elm Road Watermain Replacement Project 15. Award of Bid for a Janitorial Services Contract Included in the FY 2017 - 2019 Operating Budgets 16. Award of Contract for the City Hall Parking Lot Resurfacing Project 17. Award of Contract for Thermoplastic Lane Marking 18. Award of Bid for a Generator Maintenance Contract Included in the F.Y. 2017 - 2019 Operating Budgets 19. Award of Bid for the McCormick Ravine Stormwater Improvement Project 2015 Non-Competitive Processes 1. Request Approval to Waive the Formal Bidding Process to Purchase Salt for Winter 2015/2016 AND Confirmation of a Modified Salting Policy a. Due to a significant price increase from the previous year, the City chose not to participate in this past winter’s State bid process. 2. Request for City Council to Waive the Competitive Bidding Process to Purchase LED Street Light Lamps a. Purchase of Neptūn LED retrofit lamps directly from the manufacturer, Neptūn Light, Inc., instead of purchasing them from a commercial wholesaler. The City began using the Neptūn LED retrofit lamps to convert the existing street lights to LED last year. Staff recommends continuing to use the same manufacturer in order to reduce maintenance and inventory costs, and to maintain a uniform lighting color/brightness that differs from one manufacture to another. Purchasing the lamps factory direct will allow the City to avoid paying additional handling fees and higher profit margins, which equated to approximately a 5.1% savings from last year’s purchase price. 3. Ratification of City Manager’s Authorization to Waive the Bidding Process and Purchase a Replacement Diesel Engine for Refuse Truck # 188 a. On May 11, 2015, refuse truck # 188 stopped working and would not re-start on its return trip from the landfill. A mechanic was dispatched to the truck but he too could not restart the engine. The truck was towed back to the City’s fleet maintenance facility. On May 14, 2015, a mechanic disassembled the engine and determined that the camshaft drive gear location key sheared off and allowed the gear to no longer drive the camshaft and consequently became out of time. Because the engine valves were opened out of time, it enabled the pistons of the engine to come into contact with the valves and bend the valves, push rods, and rocker arms. The truck was subsequently towed to a Cummins corporate repair center, “Cummins NPower of Hodgkins” in Hodgkins, Illinois. On June 26, 2015, the Fleet Maintenance Supervisor received the estimate to perform an in-frame overhaul for a cost of $13,597.11. The City directed NPower to proceed with the repair however after further dismantling of the engine, additional damage was discovered that made an in- frame overhaul an insufficient repair. After consulting with the NPower mechanics, the purchase and installation of a reconditioned replacement engine was determined to be the most economical choice to repair the truck. NPower provided an estimate for a replacement engine and installation totaling $ 27,103.20. The proposal provided the City with Cummins’ “Fleet Rate” on the replacement diesel engine. The other closest Cummins corporate repair centers in the area include “Cummins NPower of Milwaukee” in Oak Creek, Wisconsin, “Cummins NPower of Chicago”, Chicago, and “Cummins NPower of Green Bay” in DePere, Wisconsin. A corporate repair center was chosen because they only work on Cummins engines; they do not perform any transmission, suspension, brake work, nor do they work on any other large diesel engines (e.g. Caterpillar, International, Detroit Diesel). Once a quote has been provided, in this case by Hodgkins, other Cummins NPower centers will acknowledge that a quote was given by another center and will not provide an additional quote. 2015 Competitively Bid Processes 1. Award of Bid for the Replacement of Marked Police Cars Included in the FY2016 Capital Equipment Budget 2. Award of Bid for the Replacement of an Administrative Vehicle for the Fire Department Included in the FY2016 Capital Equipment Budget 3. Award of Bid for the Replacement of the CROYA Vehicle 4. Award of Bid for Modifications to the City’s Two Salt Bays Included in the FY2016 Capital Improvement Budget 5. Award of Bid for the Replacement of a Recycling Truck for the Sanitation Section Included in the F.Y. 2016 Capital Equipment Budget 6. Award of Bid for an 11’ Self-Propelled, 4WD Rotary Mower for the Parks Section Included in the F.Y. 2016 Capital Equipment Budget 7. Award of contract for the East Train Station Parking Lot Improvements 8. Award of the Lake Forest Share of the Joint 2015 Patching and Resurfacing Program contract 9. Award of Bid for the 2015 Lake Forest City Hall Chiller Replacement Project 10. Award of Bid for the 2015 Lake Forest Recreation Center Roof Replacement Project 11. Award of Bid for the 2015 Lake Forest Recreation Center Front Entrance Replacement Project 12. Award of the Lake Forest portion of the 2015 Joint Concrete Pavement Patching Contract 13. Award of Bid for the Replacement of a ½-Ton Extended Cab Pick-Up Truck for the Forestry Section Included in the FY2016 Capital Equipment Budget 14. Award of Bid for the Replacement of a ¾-Ton Extended Cab Pick-Up Truck for the Parks Section Included in the FY2016 Capital Equipment Budget 15. Award of Bid for the Replacement of a Parking Scooter for the Police Department Included in the FY2016 Capital Equipment Budget 16. Award of Bid for the Replacement of Four Refuse Scooters for the Sanitation Section Included in the FY2016 Capital Equipment Budget 17. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the Water & Sewer Utilities Section Included in the F.Y. 2016 Capital Equipment Budget 18. Award of Bid for the Municipal Services Lightning Protection Project Included in the F.Y. 2015 CIP Budget 19. Award of Bid for the Municipal Services Epoxy Floor System Included in the F.Y. 2015 CIP Budget 20. Award of Bid for the Operation of the City’s Compost Facility 21. Award of contract for Oak Knoll Drive and Lawrence Avenue Watermain Replacement Project 22. Award of the Lake Forest portion of the 2015 Joint Sewer Lining Project contract. 23. Award of Lake Forest portion of the 2015 Joint Concrete Sidewalk and Curb Replacement Contract 24. Request City Council Approval to Direct the Water Plant’s Design Engineer to Provide Filter Bids for Both an 11 and 14 Million Gallons / Day (MGD) Plant Capacity --- COUNCIL ACTION: Staff Requests City Council Approval to Direct the Water Plant’s Design Engineer to Provide Filter Bids for Both an 11 and 14 Million Gallons / Day (MGD) Plant Capacity. Both Capacities Will Be Reviewed by the Public Works Committee in December, 2015 and a Recommendation Forward for City Council Approval in January, 2016 25. Award of Contract for Thermoplastic Lane Marking 26. Award of Construction Contracts and an Engineering Oversight Agreement for the Regency Lane Area Sanitary Sewer Improvement Project 27. Consideration and Approval to Engage the Professional Services of Alfred Benesch & Company/Legat Architects, to Complete the Phase II Construction Documents for the East Train Station Stage 3 (Interior) Improvements. 28. Award of Bid for the Replacement of Eight Refuse Scooters for the Sanitation Section Included in the FY2017 Capital Equipment Budget 2014 Non-Competitive Processes 1. Request for City Council to Waive the Bidding Process to Purchase Replacement Water Plant Membrane Filters a. The modules are built in Toulouse, France and take approximately four months to produce and ship to Lake Forest. Beginning two years ago, the City was informed that there was no longer a U.S. vendor and that the modules would be purchased directly from AquaSource; this resulted in a 58% savings in module pricing as compared to purchasing the modules through the United States vendor. Since no other membrane module will work with the City’s system, staff is requesting that the bidding process be waived and an order be placed to purchase eighty-eight AquaSource units. 2. Request for City Council to Waive the Competitive Bidding Process to Purchase LED Street Light Lamps a. Purchase of Neptūn LED retrofit lamps to W. W. Grainger, Inc. as an affiliated member of the National Joint Powers Alliance (NJPA). 3. The Public Works Committee and Staff Request Approval of Design Services for an Algae Pre-Screen System at the Water Plant per Section 8.5.D.I of the City’s purchasing directive. a. Per Section 8.5.D.I of the City’s purchasing directive, the City may select a firm foregoing the RFP process based upon successful existing relationships with the company in question. Strand Associates has been working with the City’s water plant for the past three years and has recently designed four similar systems for other water treatment plants. 4. The Public Works Committee and Staff Request for City Council to Waive the Bidding Process to Purchase Replacement Water Plant Membrane Filters a. In addition, staff noted that if the City were able to purchase an additional twenty-four modules, it would allow time over the next five years to evaluate, design, purchase, and retrofit the plant using a different module manufacturer. 5. City Council Approval of the Winter 2014/2015 Salting Policy, the Salt Quantity to be Purchased, the Waiver of Formal Bidding for a Portion of the Salt Purchases, and the Final Selection of Salt Vendors : 1. The 2014 – 2015 winter salting policy to be as follows: Period # of Storms Average Tons Per Storm # of Total Tons Normal Salting 12/1 – 1/15: 45 days 15 110 1,650 Reduced Salting 1/16 – 2/15: 30 days 9 83 747 Limited Salting 2/16 – 3/30: 45 days 9 55 495 Total: 33 2,892 2. Approval of the Bid from North American Salt Company as procured through the Lake County Bidding Process for the purchase of 500 tons at $69.66 / ton. 3. Rejection of the Bid from Morton Salt as procured from the State of Illinois Bidding Process, as such bid materially varies from the bidding criteria that the City established for its participation in the State of Illinois bidding process. 4. Waiver of Competitive Bids and approval of the proposal from Conserv FS for the purchase of 1,600 tons of road salt at the price of $115.25 and $119.00/ton respectively. 5. In addition, the City annually purchases, stores, and loads School District’s #67 & #115 salt. Since the City pays for and receives the material, staff is requesting an additional $29,750 be approved for their tonnage. The Districts’ average amount used of 250 tons x $119/ton = $29,750. The City is reimbursed for all salt used by the School District; what is not used remains in the salt bays for the following winter. 2014 Competitively Bid Processes 1. Approval of an Agreement for Professional Services with Stand Associates, Inc. to Conduct a Comprehensive Performance Study of the Water Treatment Plant. 2. Award of Bid for the Replacement of One Unmarked Police Vehicle Included in the F.Y. 2015 Capital Equipment Budget 3. Award of the Lake Forest share of the Joint 2014 Annual Street Resurfacing (ASR) Program Contract 4. Award of contract for Lake Forest share of the 2014 Joint Annual Pavement Patching Contractual Program 5. Award of contract for Water Treatment Plant- Intake Cleaning 6. Award of Bid for the Replacement of a ¾-Ton Extended Cab Pick-Up Truck for the Parks Section Included in the FY2015 Capital Equipment 7. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the Parks Section Included in the FY2015 Capital Equipment Budget 8. Award of Bid for the Replacement of a Dump Body, Hydraulic System, and Snow Plow for a Forestry Truck Included in the F.Y. 2015 Capital Equipment Budget 9. Award of Bid for the Replacement of Two Existing Building Maintenance Vehicles Included in the FY2015 Capital Equipment Budget 10. Award of Bid for the Replacement of a ½-Ton Extended Cab Pick-Up Truck for the Streets & Sanitation Section Included in the FY2015 Capital Equipment Budget 11. Award of Lake Forest portion of the 2014 Joint Concrete Sidewalk and Curb Replacement Program contract 12. Award of the Lake Forest portion of the 2014 Joint Concrete Pavement Patching Project 13. Award of the Lake Forest portion of the 2014 Joint Sewer Lining Project contract 14. Award of contract for Oak Knoll Watermain Replacement Project 15. Award of the Woodland Road Pedestrian Bridge, the North Shore Line Pedestrian Bridge, and the Elm Tree Road Pedestrian Bridge Repair Project 16. Award of Contract for Resurfacing the Deerpath Park Walking Path as Included in the FY15 Capital Plan 17. Award of Contract for Thermoplastic Lane Marking 18. Approval of a Water Delivery Agreement with the Army Corps of Engineers and Award of contract for Sheridan Road Water Main Improvement Project 19. Award of Bid for the Stuart Room Window Replacement at Gorton Community Center Included in the F.Y. 2015 CIP Budget 20. Award of Bid for Ambulance (co-op purchase) 21. Award of Bid for Pickup truck- streets REVIEW OF DRIVEWAY SEALCOATING ISSUE (Additional Material to be Dropped on February 19, 2019) From: Rummel, Melanie   Sent: Tuesday, January 15, 2019 4:20 PM  To: Thomas, Mike <ThomasM@cityoflakeforest.com>; Lockefeer, James  <LockefeJ@cityoflakeforest.com>  Cc: Buschmann, Raymond <BuschmannR@cityoflakeforest.com>  Subject: Sealcoating   Mike and Jim, Michelle, Ray and I have been corresponding about the possibility of following the lead of several of our neighboring communities and legislating against the use of coal-tar based sealcoating products. It is my understanding they are known carcinogens. I know Jim mentioned at the last meeting that the Environmental Cooperative held this discussion a few months back and decided to educate rather than legislate. I understand the desire not to over-legislate. However, if there is hard scientific evidence that these products pose a public health risk, then I feel we may have an obligation to legislate. I did speak with one member of the Collaborative who opined that it wasn’t that the group felt it wasn’t a health concern, but they felt it was not their role to propose ordinances. Whether or not that is an accurate characterization, Michelle, Ray and I feel we would like to visit the issue at the PWC. I have downloaded a few articles on the health risks as well as a model ordinance from McHenry County and the actual ordinances from Highland Park and Deerfield. I will forward those to you. We look to the staff to give us their opinion as well on such topics as whether these products truly pose health risks (Is there sound science behind the alleged threat?) environmental issues, enforcement issues, etc. Are the alternative products effective, cost-effective, etc. We all agree we need hard data. Michelle was going to contact an acquaintance at the EPA, but perhaps staff could help fill in some of these blanks as well. I will forward the material I collected to you in two separate e-mails. I look forward to your thoughts on the subject, Melanie From: Rummel, Melanie   Sent: Tuesday, January 15, 2019 4:23 PM  To: Thomas, Mike <ThomasM@cityoflakeforest.com>; Lockefeer, James  <LockefeJ@cityoflakeforest.com>  Subject: Sealcoating and Cancer  Mike and Jim, FYI below are web links to some articles. Melanie K. Rummel Alderman, Second Ward Rummelm@cityoflakeforest.com (847) 514-7909 From: Melanie Rummel <rummellaw@aol.com>  Sent: Tuesday, January 8, 2019 10:48 AM  To: Rummel, Melanie  Subject: Sealcoating and Cancer   https://www.webmd.com/a-to-z-guides/news/20130404/common-asphalt-sealant-may-raise-cancer- risks#1 http://www.dykespaving.com/blog/the-dangers-of-sealcoating/ https://www.prevention.com/life/a20444448/chemicals-in-tar-sealants-associated-with-increased-cancer- risk/ From: Rummel, Melanie Sent: Tuesday, January 15, 2019 4:27 PM To: Thomas, Mike <ThomasM@cityoflakeforest.com>; Lockefeer, James <LockefeJ@cityoflakeforest.com> Subject: Model Ordinances on Sealcoating Mike and Jim,  Model ordinance from McHenry County and actual ordinances from Highland Park, Deerfield and Wilmette: McHenry County: http://www.mchenrycountyil.gov/home/showdocument?id=8272 Highland Park: https://highlandparkil.iqm2.com/Citizens/Detail_LegiFile.aspx?Frame=&MeetingID=1768&Me diaPosition=&ID=1822&CssClass Deerfield: https://www.deerfield.il.us/DocumentCenter/View/1490/Coal-Tar-Ordinance?bidId= Wilmette: https://www.wilmette.com/download/agendas_and_minutes/administration_committee/packets/2 017/1-31-17-Administration-Cmt-Packet.pdf Melanie DISCUSSION OF PROPOSED ADDITIONS TO PUBLIC WORKS’ CORE & ELECTIVE PROGRAMS From: Thomas, Mike Sent: Tuesday, January 22, 2019 3:44 PM To: Rummel, Melanie <RummelM@cityoflakeforest.com> Cc: Buschmann, Raymond <BuschmannR@cityoflakeforest.com>; Kiely, Robert <KielyR@cityoflakeforest.com>; Strong, Mike <StrongM@cityoflakeforest.com> Subject: RE: Core and Elective Services Melanie – Thank you for e-mailing me your thoughts on PW’s Core / Elective. I reviewed the Department’s Core / Elective items with Ray and he had a few minor changes that are included in tonight’s packet. I spoke with Bob about this; he suggested that the PW Committee discuss the ideas, realizing some may already be incorporated into the City’s Strategic and / or Sustainability Plans. The document itself can be approved or modified at a future City Council meeting, perhaps after the March budget workshop. From: Rummel, Melanie <RummelM@cityoflakeforest.com> Sent: Monday, January 21, 2019 3:16 PM To: Thomas, Mike <ThomasM@cityoflakeforest.com> Subject: Core and Elective Services Mike, I was wondering if we should add somewhere in your core and elective services something about considering the most environmentally friendly practices taking into consideration a cost/benefit analysis. For example, I think that is exactly what you did with Beet Heat. I also hope that is what we will do when we consider the sealcoating discussion in the new future. The conversion of gas lights to LED is another example. I’m wondering if we should spell that out someplace. Also, perhaps in light of our recent conversation regarding the stone at the beach ravine, we should include something about ensuring that the City consider the aesthetics of any public project, again utilizing a cost/benefit analysis. Just some thoughts. I’d be interested in your response. Melanie Melanie K. Rummel Alderman, Second Ward Rummelm@cityoflakeforest.com (847) 514-7909 2019 Core/Elective Service Analysis Public Works Services – Final Working Draft Department/Section Service Description Assessment Public Works/Streets Pavement Maintenance Asphalt, concrete repairs, sidewalks, signs, striping and litter collection Core Lighting, electric & gas lights Maintenance of City electric street lights and intersection signalization Core Snow/Ice Control Plowing and salting of all City streets, parking lots, sidewalks and public building sidewalks Core JULIE Locates Locating underground utilities Core Gas Light Conversions Maintenance of City's gas lightsConversion of all City gas lights to LED technology (fixture & electrification) Elective Sweeping All City streets are swept to reduce the debris entering the storm sewer system Core Public Works/Sanitation Refuse Collection Bi-weekly; top of drive collection Core Recycling Once weekly, curbside collection Core Compost Center City operated for disposal of recyclables, yard waste, metal and electronics Core Yard Waste Bi-weekly; curbside collection Core Public Works/Water- Sewer Sewer Maintenance Repairs, cleaning, catch basins/manholes and maintenance of sanitary and storm sewer system Core Meter Reading Meters are read monthly to determine if significant leaks exist or for malfunctions and billing purposes. Core Water Mains Maintenance of City's water mains, including valves, fire hydrants and taps Core JULIE Locates Locating underground utilities Core Public Works/Water Plant Production Production of potable water (water reservoir and elevated tank), including IDNR and EPA record-keeping Core Equipment Maintenance Maintenance of pumps, valves, generators and sewer lift stations Core Public Works/Fleet Equipment/ Vehicle Repair Maintenance of all City-owned vehicles/equipment, including modifications to new and existing equipment Core Capital Purchases Specifications/bidding of required equipment for entire City Fleet Core Public Works/Building Maintenance Capital Repairs Electrical, carpentry, plumbing and roof repairs for all City buildings, including plan reviews, specs for upgrades on replacements of new facilities Core Janitorial Services Specifications, bidding and monitoring Core Public Works/Engineering Permitting/Plan Review Issuance of permits and oversight of development plans Core Enforcement/ Inspection Field supervisor: construction projects - asphalt, sidewalk, sewer and water mains Core Capital Improvement Project Specifications Bid specs and proposals for all CIP Core Public Works/Streets, Sanitation, Building Maintenance City Special Events Lake Forest Day, 4th of July, Tree Lighting Ceremony: power needs, barricades, refuse and street sweeping Elective VERBAL UPDATE OF BEVERLY COM ED ISSUE REVIEW OF PROPOSED VERIZON FIBER DIRECTIONAL BORING SITES FOR 2019 2019 MCIMETRO FIBER PROJECTS Legend MCI_Fiber_Locations MCI_Name 1005 - 20305-1 LKFOREST^PRAIRIEVIEWRELO_1 1005 - 203305-1 LKFOREST - FEEDER 1 - SEGMENT 1 1005 - 203305-1 LKFOREST - FEEDER 1 - SEGMENT 2 1005-203305-1 LKFOREST^VZB NORTHBROOK_1 SEGMENT 1 203305-1 LKFOREST^PRAIRIEVIEWRELO_1 203305-1 LKFOREST^VZB NORTHBROOK_1 2160 - 203430-1 LAKE_FOREST_COLLEGE 2162 - BARAT_CAMPUS 2163 - 203344-1 LAKEFOREST2 2173-FORT SHERIDAN METRA SC-A-B LAKE FOREST METRA SC 1