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
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Meeting Minutes from April 15, 2013
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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
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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.
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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