PUBLIC WORKS COMMITTEE 2019/03/12 Packet
PUBLIC WORKS COMMITTEE MEETING
TUESDAY, MARCH 12, 2019 – 6:30 P.M.
MUNICIPAL SERVICES TRAINING ROOM
AGENDA
I. ROLL CALL/CALL TO ORDER
Raymond Buschmann, Chairman
Michelle Moreno
Melanie Rummel
II. APPROVAL OF THE FEBRUARY 20, 2019 PUBLIC WORKS COMMITTEE MEETING
MINUTES
III. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE LOW BIDDER FOR THE FY
‘20 CONCRETE STREETS, CURB, AND SIDEWALK REPLACEMENT PROJECT – BOB ELLS
IV. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE LOW BIDDER FOR THE FY
‘20 STREET CRACK SEALING PROJECT – BOB ELLS
V. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE LOW BIDDER FOR THE FY
‘20 DEERPATH GOLF COURSE WATERMAIN EXTENSION PROJECT – BOB ELLS
VI. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE LOW BIDDER FOR THE FY
‘19 CITY HALL CARPET REPLACEMENT PROJECT – DAN MARTIN
VII. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE LOW BIDDER FOR THE FY
‘19 RECREATION CENTER FRONT ENTRANCE REPLACEMENT PROJECT – DAN MARTIN
VIII. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL PARTICIPATION IN THE
RENEWAL YEAR OF LAKE COUNTY’S SALT PURCHASE PROGRAM TO PURCHASE 3,600
TONS OF SALT AT A PRICE NOT-TO-EXCEED THE CONTRACTUAL MAXIMUM
INCREASE OF 5% ($61.79 X 1.05 = $64.88 PER TON) - MICHAEL THOMAS
IX. PUBLIC COMMENT
X. NEXT MEETING – APRIL 9, 2019 – 6:30 P.M.
XI. ADJOURNMENT
1
PUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, FEBRUARY 20, 2019 – 7:30 A.M.
MUNICIPAL SERVICES TRAINING ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Raymond Buschmann called the meeting to order at 7:30 A.M.
Aldermen Melanie Rummel and Michelle Moreno were in attendance.
Staff in attendance included Michael Thomas, Director of Public Works; Dan
Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering;
Elizabeth Holleb, Director of Finance and IT; Bernard Pondexter, Engineering
Assistant; Chuck Myers, Superintendent Cemetery, Parks & Forestry and Jim
Lockefeer, Management Analyst.
Also in attendance was Bill Weaver, Senior Principal Engineer & Vice President of
AECOM.
II. APPROVAL OF THE January 8, 2019 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Rummel moved to approve the January 8, 2019 Public Works
Committee meeting minutes. Chairman Buschmann seconded the motion,
which carried unanimously.
III. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL OF THE NORTH BEACH
ACCESS ROAD REALIGNMENT & RECONSTRUCTION PROJECT BIDS – MICHAEL
THOMAS & BILL WEAVER, P.E. AECOM
Director Thomas reviewed the project bid chart that contained the bids
submitted and opened on February 19, 2019.
2
Director Thomas explained that every firm that submitted a bid attended the
mandatory pre-bid meeting. He explained that staff was very happy with the
bids received and the competitive process.
He explained that John Keno and Company, Inc. (“Keno”) submitted the low
bid. Director Thomas explained that Keno has already agreed to complete the
private work to the private property ravine slope adjacent to the North Beach
Access Road ravine.
Director Thomas reviewed the project budget. He explained that at the March
11, 2019 Finance Committee Budget Workshop meeting, the Finance Committee
will be reviewing a handful of recommendations for additional capital
improvement projects. He explained that one of the recommendations is for the
North Beach Parking Lot. He explained that the parking lot is the original lot from
the late1980s, excluding the numerous patches that are completed annually. He
explained that the lot is in need of repair and that the bluff project is an
opportune time to complete the parking lot project. Therefore, staff is
recommending to add $200,000 project budget to complete the North Beach
Parking Lot repair.
Director Thomas explained that Keno was also the contractor for the North
Beach Access Road Ravine Project and did not submit any change orders or use
any contingency funds. He explained that staff is recommending transferring
those contingency funds to the bluff project.
Director Thomas explained that no dollars for project contingency have been
budgeted. He explained that Keno has shown through past project experience
that they submit very strong original project cost submittals and rarely use
contingency funds. He explained that typically project contingency funds are
10% of the project bid. He explained that if Keno is selected, he would be
comfortable with a 5% contingency.
The Committee and staff had discussions on the low bid submitted and if there is
any expectation that the project cost comes in higher or lower. Bill Weaver,
Senior Principal Engineer & Vice President of AECOM, explained that he thought
the final cost would be in line or very close to the bid submitted by Keno.
Director Thomas reviewed a portion of Lake Road, at Deerpath, that will be
closed during the duration of construction. He explained that entire Forest Park
Ring Road will also be closed during construction.
The Committee had discussions about the contingency budget and rate.
Director Thomas explained that if a 10% contingency rate is applied to the Keno
low bid total, an additional $208,836 is needed.
The Committee and staff had discussions about funding a 10% contingency.
Director Thomas explained that funds from recommended projects would need
to be removed from the additional CIP project list that will be presented at the
March 11, 2019, Finance Committee Budget meeting in order to cover the
additional funds needed for the low bid and the project contingency.
3
The Committee had discussions on the project budget, the project funding
sources, and the project expenses. The Committee requested that a detailed
project budget and expense summary is prepared for and presented to the City
Council at the next meeting.
Director Holleb explained that the initial $2,000,000 project budget was set to
include all costs. Director Thomas explained that there is additional funding of
$200,000 to be added to the project budget if the Finance Committee approves
of the recommendation at the March 11, 2019 meeting. Director Holleb
confirmed that additional funding for the project would mean removing one of
the additionally proposed CIP projects that will appear at the March 11, 2019
meeting and directing those project funds towards the bluff project budget.
The Committee and staff had discussions on the projects that appear on the
additional project list that is going to be recommended at the March 11, 2019
meeting.
The Committee and staff had discussions on projects that could be potentially
funded with the 10% project contingency fund if the funds go unused. Director
Holleb explained that the Forest Avenue Parking Lot Resurfacing Project is an
additional project being recommended at $265,000.
Director Thomas reviewed the timing of the potential Forest Avenue Parking Lot
Resurfacing Project. He explained that if Keno does not use any of the
contingency funds that the project could still be potentially completed this
summer using those funds. Director Holleb confirmed that the proposed project
could be brought to City Council once it is confirmed that the contingency
dollars will not be utilized and are no longer needed for the bluff project.
The Committee and staff had discussions on the bluff project timing and when
staff would have a better understanding of when the Keno contingency dollars
could be potentially released if they are not utilized.
The Committee and staff had discussions about the construction truck route.
Director Thomas reviewed the truck route and explained that the route
information would be communicated to residents.
The Committee and staff had discussions in regards to the donations received for
the bluff project and how they are incorporated into the budget.
Mr. Weaver reviewed some additional design features that were incorporated
into the project design that were not known back when the project design
funding was approved by City Council at the October 15, 2018 meeting. He
explained that the additional features added to that October 15, 2018 cost
estimate. The Committee recommended that those additional features are
highlighted within the City Council write-up and presentation.
The Committee and staff had discussions about the widening of the road and
the impact it has on larger truck access.
4
Chairman Buschmann reviewed the following Committee recommendations of
approval to City Council:
• Award a bid for the project to John Keno & Company, Inc. in the amount
of $2,088,363.40
• Approve an engineering and/or construction contingency (10% of the low
bid) for the project in the amount of $208,836.34
• Approve utilizing the unused NBAR ravine project contingency in the
amount of $83,090 for the project
• Contingent upon the Finance Committee’s approval at the March 11,
2019 FY 2020 Budget meeting, approve additional CIP funding for North
Beach Parking Lot ($200,000) and bluff repairs ($245,000) totaling $445,000
addition towards the project
Alderman Moreno moved to approve the above recommendations of approval
to City Council. Alderman Rummel seconded the motion, which carried
unanimously.
IV. REVIEW OF FIVE-YEAR BIDDING HISTORY FOR PUBLIC WORKS PROJECTS &
PURCHASES – MICHAEL THOMAS
Director Thomas reviewed a chart that summarized the competitive and non-
competitive five-year bidding history of the Public Works Department.
Director Thomas explained that a detailed report of each process identified in
the chart was included in the packet. He explained that the detailed report also
highlights the justification that was utilized in a non-competitive bid process. He
explained that staff believes that there is strong justification for when there is a
request to waive the bidding process.
The Committee and staff had discussions on the non-competitive bid processes
and the justifications made.
5
The Committee and staff had discussions about reviewing the non-competitive
processes periodically to see if there are competitive bidding opportunity areas.
Director Holleb explained that staff recommended purchasing policy revisions
will be brought to the Finance Committee at the April meeting. A city-wide
departmental analysis of the bid process is also going to be reviewed at the April
meeting. She explained that in reviewing the analysis the Finance Committee
may want to consider removing an exemption to the purchasing policy.
The Committee had conversations about joint bid opportunities and how the
policy currently requires there be a waiving of the bid process to participate on
an outside agency’s joint bid process. The Committee had discussions about
joint bid processes and how they should be encouraged.
V. REVIEW OF DRIVEWAY SEALCOATING ISSUE – JIM LOCKEFEER
Management Analyst Jim Lockefeer reviewed a presentation on the topic. He
explained that Alderman Rummel provided a lot of research on the topic that
was included in the meeting packet.
Mr. Lockefeer reviewed background information on sealcoating and how coal
tar is commonly used as part of the process. He explained that studies have
shown coal tar is hazardous due to the high amount of polycyclic aromatic
hydrocarbons (PAHs). Mr. Lockefeer reviewed surrounding local government
bans on coal tar as well as a state bill that was introduced that banned the use
of coal tar in sealcoating statewide. He reviewed challenges that the City of
Lake Forest would face if a ban where to implemented. He explained that
challenges included administering a ban, enforcing a ban, and the effects of a
ban on contractors and local businesses. Mr. Lockefeer reviewed how Highland
Park and Winnetka administer their local coal tar bans. He explained that they
require a sealcoating license that contractors sign off on that states they will not
utilize coal tar. He explained that their programs were somewhat similar to the
City’s landscape licensing program.
The Committee had discussions in regards to the chemicals the City is using in
operational practices and how staff needs to be mindful of the products being
used.
The Committee and staff had discussions on the Lake Forest Collaborative for
Environmental Leadership and the Collaborative’s past conversations and
discussions on coal tar.
The Committee and staff had discussions in regards to what City group, board,
commission, or committee should continue to research the topic and bring
forward a recommendation on coal tar forward to City Council.
6
The Committee recommended that the Lake Forest Collaborative for
Environmental Leadership and any other appropriate group further reviews the
issue and if appropriate, make a recommendation on the topic. The Committee
explained that the topic could potentially be reviewed by City Council in June.
VI. DISCUSSION OF PROPOSED ADDITIONS TO PUBLIC WORKS’ CORE & ELECTIVE
PROGRAMS – MICHAEL THOMAS
Director Thomas reviewed comments and suggestions that were received by
Alderman Rummel in regards to the Public Works’ Core & Elective Program
Budget document. He explained that her comments were included in the
packet.
Chairman Buschmann explained that he made some additional comments and
suggestions and shared those with Director Thomas.
Director Thomas explained that staff would look to incorporate both Alderman
Rummel and Chairman Buschmann’s comments into the Public Works’ Core &
Elective Program Budget document. He explained that the updated version will
then be shared with the Committee to see if there are any further edits or
suggestions requested.
The Committee and staff had discussions about some of the programs outlined in
the Core and Elective document.
VII. VERBAL UPDATE OF BEVERLY COM ED ISSUE – MIKE STRONG
Director Thomas explained that Mike Strong was not able to make it to the
meeting this morning. He explained that Mr. Strong did put together a written
update that has been shared with the Committee members. He explained that
according to Mr. Strong’s update ComEd is moving forward with two strategies
that address the customer owned facility situation throughout their territory. He
explained that Mr. Strong is working with ComEd to identify a finer timeline for
when the strategies will be implemented.
The Committee and staff had discussions about the ComEd strategy to
implement a credit/incentive program to incentivize customers who have
customer owned facilities to convert their equipment from overhead to
underground.
VIII. REVIEW OF PROPOSED VERIZON FIBER DIRECTIONAL BORING SITES FOR 2019 – MIKE
STRONG & BERNARD PONDEXTER
Engineering Assistant Bernard Pondexter reviewed a map with the Committee
that outlined Verizon proposed fiber directional boring project sites. He explained
that Verizon has submitted numerous permits for the sites. He explained that
Verizon submitted similar permit requests and completed work in Highland Park
last year. Mr. Pondexter explained that he and Mr. Strong will be meeting with
Verizon this upcoming Monday to review their permit requests in detail. He
explained that he will also be reviewing the upcoming City CIP projects that will
7
be occurring this upcoming summer that Verizon’s permit requests can not
interfere with. Mr. Pondexter explained that the directional boring work Verizon is
looking to complete is not very intrusive and should not require major parkway
landscape restoration work. He explained that he will be monitoring any permit
work that is approved and will be requiring Verizon to complete any necessary
landscape restoration work.
The Committee and staff had discussions on the locations within the parkway
that the directional boring work will occur.
The Committee and staff had discussions in regards to why Verizon is looking to
complete this work and how it benefits Verizon costumers.
IX.PUBLIC COMMENT
There was no public comment.
Chuck Myers, Superintendent of Parks & Forestry, provided the Committee with a
brief update on the leaf blower topic. He explained that the Public Works
Committee recommendation of the proposed change to the weekend hours will
be brought to the City Council at the next meeting, March 4, 2019.
Superintendent Myers explained that he will be inviting all the residents who he
has received correspondence from on the topic to attend the meeting.
The Committee and staff had discussions on the decibel levels produced by
electric blowers.
X.NEXT MEETING – MARCH 12, 2019 – 6:30 P.M. (if needed)
The Committee confirmed that the next meeting will be held March 12, 2019.
XI.XI. ADJOURNMENT
Alderman Rummel moved to adjourn the meeting of the Public Works
Committee at 10:23 A.M. Alderman Moreno seconded the motion, which carried
unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL THE LOW BIDDER FOR THE FY ‘20
CONCRETE STREETS, CURB, AND SIDEWALK
REPLACEMENT PROJECT
VENDOR AMOUNT
SCHROEDER & SCHROEDER INC.74,410.25$
A LAMP CONCRETE CONTRACTORS, INC.81,633.60$
2019 CONCRETE STREETS, CURB, AND SIDEWALK REPLACEMENT PROJECT
Budget Amount: $75,000
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL THE LOW BIDDER FOR THE FY ‘20
STREET CRACK SEALING PROJECT
VENDOR AMOUNT
PATRIOT PAVEMENT MAINTENANCE 26,880.00$
S.K.C. CONSTRUCTION INC. 29,040.00$
2019 CRACK SEALING PROJECT
Budget Amount: $30,000
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL THE LOW BIDDER FOR THE FY ‘20
DEERPATH GOLF COURSE WATERMAIN
EXTENSION PROJECT
VENDOR AMOUNT
LOVERDE CONSTRUCTION CO., INC.153,711.00$
CAMPANELLA & SONS, INC.160,351.10$
MANEVAL CONSTRUCTION 160,576.20$
DK CONTRACTORS 162,127.00$
DIMEO 184,998.00$
*Plus 10% Contingency
DEERPATH GOLF COURSE WATERMAIN EXTENSION PROJECT
Budget Amount: $170,000
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL THE LOW BIDDER FOR THE FY ‘19
CITY HALL CARPET REPLACEMENT PROJECT
COMPANY NAME ADDRESS BID BOND TOTAL
Best Buy Carpet 589 S. Route 59, Aurora, IL 60504 Y $83,500*
*City crews to remove and dispose of old carpet
Tiles In Style 1212 S. Naper Blvd., Naperville, IL 60540 Note: Company attended Mandatory Pre-Bid Meeting but did not submit a bid
Eagle Carpet Services 135 S. Fairbanks St., Addison, IL 60101 Note: Company attended Mandatory Pre-Bid Meeting but did not submit a bid
The City of Lake Forest
Bid Tab Summary
2019 Lake Forest City Hall Carpet Replacement Bid Tab
March 8, 2019
Budget Amount: $83,500
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL THE LOW BIDDER FOR THE FY ‘19
RECREATION CENTER FRONT ENTRANCE
REPLACEMENT PROJECT – DAN MARTIN
COMPANY NAME ADDRESS BID
BOND
TOTAL
PROJECT BID
ATP Enterprise Group, Inc. 400 Central Ave, Northfield, IL 60093 Y 84,000.00$
Builders Land Inc.2035 S. Arlington Heights Rd. #114, Arlington Heights IL 60005 Y 100,130.00$
Mag Construction 629 Homewood Avenue Highland Park, IL 60035 Y 104,500.00$
Rasch Construction 4715 Green Bay Rd., Kenosha, WI 53144 Y 132,700.00$
The City of Lake Forest
Bid Tab Summary
2019 Lake Forest Recreation Center Main Entrance Bid Tab
March 8, 2019
Budget Amount: $84,000
REVIEW & RECOMMEND APPROVAL TO CITY
COUNCIL PARTICIPATION IN THE RENEWAL
YEAR OF LAKE COUNTY’S SALT PURCHASE
PROGRAM TO PURCHASE 3,600 TONS OF SALT
AT A PRICE NOT-TO-EXCEED THE
CONTRACTUAL MAXIMUM INCREASE OF 5%
($61.79 X 1.05 = $64.88 PER TON)
WINTER SEASON AGENCY TONS PURCHASED COST PER TON ACTUAL TONS USED INCHES OF SNOW
1994 - 1995 State 2,000 $26.26 1,426 28
1995 - 1996 State 2,000 $27.04 2,646 35
1996 - 1997 State 2,000 $27.55 2,667 38
1997 - 1998 State 2,000 $28.54 1,592 35
1998 - 1999 State 2,000 $28.54 2,081 31
1999 - 2000 State 2,000 $26.83 2,352 31
2000 - 2001 State 2,000 $27.37 2,563 52
2001 - 2002 State 2,000 $31.48 1,666 23
2002 - 2003 State 1,850 $31.48 2,242 33
2003 - 2004 State 2,000 $32.09 1,623 30
2004 - 2005 State 2,000 $32.00 2,173 48
2005 - 2006 State 2,000 $36.66 1,396 33
2006 - 2007 State 2,000 $41.68 2,183 53
2007 - 2008 State 2,000 $41.65 3,520 83
*Additional Purchase 396 $59.66
*Additional Purchase 50 $111.00
*Additional Purchase 194 $151.00
*Additional Purchase 375 $195.04
2008 - 2009 CLF 2,000 $126.28 2,317 72
*Additional Purchase 505 $136.68
2009 - 2010 State 3,000 $64.00 3,060 55.5
2010 - 2011 Consortium 3,000 $63.60 3,755 59.5
2011 - 2012 Consortium 2,500 $65.64 1,990 21
2012 - 2013 State 1,200 $52.33 2,534 35.5
2013 - 2014 *Additional Purchase 1,600 $52.33
State 1,200 $52.33 3,516 84
State 250 $52.33
Holicky Brothers 492 $185.00
2014 - 2015 City-Conserv FS 1400 $115.25 1,657 50.25
City-Conserv FS 450 $119.00
2015 - 2016 Lake County-Compass Materials 500 $69.66 1,009 23.5
City-Compass Materials 560 $69.66
2016 - 2017
Lake County-Compass Materials
(April, 2016)500 $69.66 1,027 22
City-Compass Materials (June,
2016)900 $53.05
Lake County-Morton Salt June,
2017)1000 $59.15
2017-2018
Lake County - Morton Salt
(February 2018)500 $59.15 2,009 45.25
Lake County - Morton Salt (July
2018) 550 $59.15
Lake County - Morton Salt
(September 2018) 350 $59.15
Lake County - Morton Salt
(November 2018) 425 $61.79
2018 - 2019
Lake County - Morton Salt
(February 2019)950 $61.79 2,708 45.5
Lake County - Morton Salt
(Summer 2019)*2400 $64.88
2018-2019
Lake County - Morton Salt
(Winter Season 2018 - 2019)*1200 $64.88
*Pending PW Committee & City Council Approval Chemical Budget Amount: $187,000
All Salt May Not be Received in FY20; Some May Be Received in FY21