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PUBLIC WORKS COMMITTEE 2015/10/05 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, OCTOBER 5, 2015 – 5:00 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:00 p.m. Aldermen Stanford Tack and Michelle Moreno were present. Alderman Timothy Newman was not present. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Bob Kiely, City Manager; Elizabeth Holleb, Director of Finance; Mike Strong, Assistant to the City Manager; and Becky Pocasangre, Administrative Assistant. Also in attendance were Victor P. Filippini, City Attorney; Dan Strahan, City Engineer - Gewalt Hamilton; David Quinn and Janet Marsden-Johnson of 1566 N. Waukegan Road; Antonio representing John Gates; Art Miller, Lake Forest Preservation Foundation; William H. Epp, Marc Rohde, and Ted Haug, Alfred Benesch & Company. II. APPROVAL OF THE JULY 20, 2015 AND SEPTEMBER 21, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Waldeck moved to approve the July 20, 2015 and the September 21, 2015 Public Works Committee meeting minutes. Alderman Moreno requested that the spelling of lien on the July 20, 2015 minutes be corrected. With that change, Alderman Tack seconded the motion, which carried unanimously. III. REQUEST FOR APPROVAL FOR THE REGENCY SANITARY SEWER INSTALLATION CONTRACTS AND ESTABLISHING ORDINANCE Director Thomas stated that the Ordinance Establishing The City of Lake Forest Special Service Area No. 40, Regency Lane Area Sanitary Improvement Project is being brought to Council for their approval. Approval of all contracts is contingent on there being no written objection filed by at least 51% of the property owners and 51% of the electors within the proposed Regency Lane Special Service Area by October 16, 2015. The City has received no such objection to date. There are five easements that need to be signed by the individual property owner and staff is in the process of getting those completed. The City received three bids for this project. The low bid amount of $828,640 submitted by R.A. Mancini was $78,640 over staff’s construction estimate of $750,000. The other two bids came in over $1million. Immediately after the bid opening, staff and the City’s Engineer analyzed R.A. Mancini’s unit price bid to determine if savings could be realized with the goal of bringing the construction Public Works Committee Meeting – October 5, 2015 Page 2 of 4 cost at or below the initial estimate. Dan Strahan, City Engineer indicated that the City could save money if directional boring was done instead of open cut. Staff also took a look at asphalt costs to see if savings could be realized if the City directly contracted with Peter Baker & Son. Staff was also able to cut back on tree removals if such work is completed by in-house crews. Based upon the revised amounts, staff is recommending that a base price of $665,727 be awarded to R.A. Mancini. Staff further recommends two additional contracts as follows: (1) Perez Landscaping for grass restoration in the amount of $6,720, and (2) Peter Baker & Sons for asphalt resurfacing in the amount of $46,142. With multiple contractors being used for this project, staff is also recommending that a 10% “non-contractor specific” contingency be approved. The $71,859 contingency would only be used for any quantity overages with any of the three contractors or if any unforeseen underground issues were to arise. Amounts for the project’s contracts and contingency are anticipated to be covered fully by the SSA. To the extent any shortfall in SSA tax revenue occurs, such additional amounts can be paid from the City’s water fund. At the second reading the numbers of the project cost on page 5 will be corrected. The goal is to present a signed contract to the general contractor and get the project started. Staff would start by having the JULIE locates taken care of and ordering the material so that work may begin on October 19th. Staff would like to get the asphalt work completed before the plant closes and the temperature drop. City Manager Kiely stated there are unknown risks when doing work underground. Mr. Strahan stated that the10% “non-contractor specific” contingency is a reasonable amount for unforeseen items. Mr. Filippini stated that the City has a fixed amount that they can tax. If the amount expected to pay is less than the interest for the 20 year period, the City would reduce the interest cost. When the estimate was looked at originally, the City was looking to find savings for the property owners. The fixed rate on the bond issue doesn’t affect residents. If there are no objections and City Council approves the installation of the sewer, there is work that R.A. Mancini will proceed with as early as October 19th. Only a small portion of the cost incurred would be lost if the project doesn’t go through, because the City has other projects it can use the material for that would be ordered. Alderman Moreno asked what the risks are if the project is not approved in time. Chairman Waldeck stated that the risks seem small since the City has 60% of residents that already signed the petition in support of the project and that the City only needs 51% of electors and/ or property owner’s support for the project to precede. City Manager Kiely added that with the signed easement documents the City is closer to 90% of residents in support. Mr. Filippini stated that if the easements are not signed the City may need to look at a “work around”. Conversely, the City could pull the plug on the entire process. Public Works Committee Meeting – October 5, 2015 Page 3 of 4 Alderman Moreno asked if staff was surprised at the costs being so high. Director Thomas stated that there was a good amount of interest by underground contractors at the pre-bid meeting, but the City’s desire to see this project be completed before winter made it difficult for some contractors to work into their schedules. Mr. Strahan agreed that timing was a big issue and the reason why there was not as much interest. At the pre-construction meeting, the dates made a priority. Chairman Waldeck moved to approve the Regency Sanitary Sewer Installation Contracts and Established Ordinance. Alderman Moreno seconded the motion, which carried unanimously. IV. REQUEST FOR APPROVAL TO ENGAGE PROFESSIONAL SERVICES TO COMPLETE PHASE II CONSTRUCTION DOCUMENTS FOR THE EAST SIDE TRAIN STATION INTERIOR IMPROVEMENTS Mike Strong stated that on August 31, 2015 a Request for Qualifications was sent for Stage III Construction Documents for the East Side Train Station Interior Improvements. There were twenty-two firms that were at the pre-bid meeting. Out of those twenty-two firms, ten submitted their qualifications. Two out of the top five firms were brought in for interviews. Alfred Benesch & Company and their sub-contractor Legat Architects, have a good amount of experience working on Metra train stations including experience in ADA compliance and interior build-outs. Staff is requesting Council approval to engage professional services with Alfred Benesch & Company. Mr. Strong stated that staff will be working with the design team to expedite the process. The schedule provided at this evening’s meeting is conservative. Staff hopes to save six to eight weeks from the initial timeframe by working with IDOT to hopefully streamline some of their processes. Mr. Strong added that the City has a federal grant and limited City resources for this project. Chairman Waldeck stated that timeframe is a priority, even if the City spends more money since it is such a historic building in Lake Forest. Art Miller, Lake Forest Preservation Foundation stated that he is encouraged by meeting with team at Alfred Benesch & Company and their sub-contractor Legat Architects and is in full support of their abilities to complete this project. City Manager Kiely asked members of Alfred Benesch & Company and Legat Architects to introduce themselves to the Committee. William H. Epp from Benesch noted that he has worked though the IDOT process with $10 million federally funded projects in the past and is very comfortable managing that part of this process. He is confident that he can help with the process since he and the Bureau of Roads at IDOT have a good relationship. Ted Haug stated that he has over 20 years of experience with Legat Architects and has completed over two dozen projects with Amtrak and the restoration of historic stations such as the Winnetka, Wilmette, and Highwood. Marc Rohde introduced himself from Legat Architects. He has 25 years of experience with a focus on municipal projects. Mr. Strong added that Alfred Benesch & Company does a lot of work with IDOT which is one of the reasons staff is recommending them for approval. Public Works Committee Meeting – October 5, 2015 Page 4 of 4 Chairman Waldeck moved to approve an agreement for Professional Services to Complete Phase II Construction Documents for the East Side Train Station Interior Improvements. Alderman Tack seconded the motion, which carried unanimously. V. OTHER ITEMS None VI. OPPORTUNITY FOR PUBLIC COMMENT None VII. NEXT MEETING – JOINT PUBLIC WORKS & FINANCE COMMITTEE MEETING TO REVIEW F.Y. ’17 PROPOSED CAPITAL IMPROVEMENTS - NOVEMBER 9, 2015, 5:00 P.M., MUNCIPAL SERVICES BUILDING VIII. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 5:46 p.m. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Becky Pocasangre Administrative Assistant