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PUBLIC WORKS COMMITTEE 2013/04/15 Minutes PUBLIC WORKS COMMITTEE MONDAY, APRIL 15, 2013 – 5:15 P.M. CITY HALL – 220 E. DEERPATH COUNCIL CHAMBERS MEETING MINUTES I. CALL TO ORDER/ROLL CALL: Chairman Kent Novit called the meeting to order at 5:15 P.M. Alderman Catherine Waldeck was present. City staff in attendance included Michael Thomas, Director of Public Works; Robert Ells, Engineering Supervisor; Dan Martin, Superintendent of Public Works; Robert Kiely, City Manager; and Donna Dunn, Assistant to the Director of Public Works. II. APPROVAL OF THE FEBRUARY 19, 2013 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Waldeck moved to approve the minutes of the February 19, 2013 meeting as written. Chairman Novit seconded the motion, which carried unanimously. III. CITY ENGINEER CONTRACT (3-YEAR): In February 2013, the Public Works Committee reviewed the status of the Engineering Section restructure and approved the recommendations contained within that memorandum. One of the items included was a recommendation to continue the contractual arrangement with GeWalt Hamilton. Director of Public Works Michael Thomas recommended that the Committee and City Council approve a three-year engineering services agreement with GeWalt Hamilton and appoint the firm as the City Engineering & Surveyor; City Council would have final approval at their May 6, 2013 Council meeting. He explained that there would be no price increase during the first year of the agreement. The Committee will review the City’s contractual engineering services arrangement again in May 2016. Alderman Waldeck moved to recommend to City Council that the three- year contract with GeWalt Hamilton be approved and that GeWalt Hamilton be appointed City Engineer & Surveyor. Chairman Novit seconded the motion, which carried unanimously. IV. IMS ASPHALT PAVEMENT TESTING: Engineering Supervisor Robert Ells requested approval to award a contract to Infrastructure Management Services (IMS) to perform a structural analysis on the City’s entire network of streets and select parking lots. The data collected is used to generate Public Works Committee Meeting Minutes from April 15, 2013 Page 2 of 4 projects for the Capital Improvements Program. Historically, the City has performed the pavement testing on a 5-year cycle, but staff would like to adjust that to a 3-year cycle. Given the age and condition of some of the streets in Lake Forest, five years is not an appropriate testing timeframe. By the fourth year, staff is using old data that doesn’t correlate to what they are finding in the field. IMS confirmed that data for years four and five are outdated, and staff found that many local communities are also doing pavement testing on a 3-year cycle. Mr. Ells explained that the money budgeted for the Deerpath & Route 41 stormwater study could be used to fund this request. The City no longer needs to fund the Deerpath & Route 41 stormwater study because IDOT has agreed to address the drainage issues at this intersection as part of their Pump House Replacement Project. Alderman Waldeck moved to approve the recommendation to award a contract to IMS to perform a structural analysis on the City’s entire network of streets and select parking lots. Chairman Novit seconded the motion, which carried unanimously. V. APPROVE AWARD OF THE WILSON/WEST FORK WATERMAIN REPLACEMENT PROJECT: Engineering Supervisor Robert Ells explained that the proposed annual watermain replacement project this year is located at Wilson & West Fork. The watermain in this area is old and undersized, which has resulted in a number of main breaks. The engineering estimate for this project was $1.17 million and the lowest bid received from RA Mancini was in the amount of $894,462.50. Mr. Ells added that RA Mancini has worked in the City before and will use a trenchless, directional drilling technique so that there is less disruption to the residents. Construction is scheduled to begin in May. Mr. Ells stated that the project for Wilson & West Fork was already out to bid when staff learned that the Onwentsia Road watermain needed to be replaced, so the projects could not be packaged together. Alderman Waldeck moved to approve the recommendation to award a contract to RA Mancini for the Wilson & West Fork watermain replacement project. Chairman Novit seconded the motion, which carried unanimously. VI. APPROVE AWARD OF THE ONWENTSIA ROAD SKOKIE RIVER WATERMAIN REPLACEMENT PROJECT: Engineering Supervisor Robert Ells requested Public Works Committee Meeting Minutes from April 15, 2013 Page 3 of 4 approval to award a contract to RJ Underground for the Onwentsia Road Skokie River Watermain Replacement Project. The aging watermain has had a number of main breaks and is in need of replacement. This project will be funded by the FY2013 budget. Mr. Ells added that residents have been notified that the work is scheduled to occur. Alderman Waldeck moved to approve the recommendation to award a contract to RJ Underground for the Onwentsia Road Skokie River watermain replacement project. Chairman Novit seconded the motion, which carried unanimously. VII. APPROVE AWARD OF THE 2013 JOINT ANNUAL STREET RESURFACING PROJECT: Engineering Supervisor Robert Ells explained to the Committee that approximately six miles of resurfacing is scheduled in this year’s annual resurfacing program. The City bid this project with Lake Bluff, and Peter Baker provided the lowest bid. The budget for resurfacing is $1.55 million and the bid from Peter Baker came in at $1.42. Chairman Novit asked if extra streets could be added seeing there are additional funds already in the budget. Mr. Ells explained that additional streets have been added to the program, and the remaining dollars can be used for contingency in case something arises during construction. Furthermore, staff has $200,000 budgeted for contractual patching, in which Peter Baker was also the low bid. Contractual patching occurs in large areas in need of repair that are not included in the overlay program. City Manager Robert Kiely asked how prices compare this year to last year. Mr. Ells replied that prices for asphalt per ton went down slightly. Staff added that the City received bridge inspections reports on two pedestrian bridges that are in need of repair. Vehicular traffic on the Illinois Road pedestrian bridge has been restricted until repairs can be made. The report showed that the steel has deteriorated, most likely from salt. There are also repairs needed at the Elm Tree Road bridge, which is currently not budgeted. Staff needs to investigate the severity of the necessary repairs to determine if it can be budgeted in FY2015 or if dollars from the street patching program would need to be used to repair the bridge. The Committee discussed that repairs to this bridge were privately funding in the past and may be an option to consider in the future. Staff has not yet received the report for the Woodland Road bridge. Staff will present the final report to the Committee in late summer/early fall. Public Works Committee Meeting Minutes from April 15, 2013 Page 4 of 4 Alderman Waldeck moved to approve the recommendation to award a contract to Peter Baker for the 2013 Joint Annual Street Resurfacing Project. Chairman Novit seconded the motion, which carried unanimously. VIII. ELECTRIC VEHICLE DISCUSSION: Director of Public Works Michael Thomas explained that money was budgeted in the FY2013 Capital Equipment Fund to purchase an electric vehicle for Community Development. Staff provided an analysis reviewing the economic payback for an electric, 4- cylinder gas, and a used police car. There is not an immediate need for this purchase, but staff is requesting direction on this purchase in terms of the City’s green initiative. Chairman Novit asked if grants are available for this type of purchase. Staff is aware of grants for fueling/recharging stations, but not for the purchase of an electric vehicle. Chairman Novit moved that the Committee revisit this item in the future, but does not recommend that staff pursue the purchase of an electric vehicle at this time. Alderman Waldeck seconded the motion, which carried unanimously. IX. OTHER MATTERS: None. X. OPPORTUNITY FOR PUBLIC COMMENT: None XI. NEXT MEETING – MAY 20, 2013 XII. ADJOURNMENT: Alderman Waldeck moved to adjourn the meeting of the Public Works Committee at 6:05 p.m. Chairman Novit seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works