PUBLIC WORKS COMMITTEE 2022/01/10 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, JANUARY 10, 2022 – 4:00 P.M.
REMOTE ACCESS MEETING
AGENDA
Please be advised that all of the Public Works Committee members will be remotely attending
this meeting by electronic means, in compliance with the recent amendments to the Open
Meetings Act. The Chairman of the Public Works Committee has determined that it is not prudent
or practical to conduct an in-person meeting due to the COVID-19 pandemic and that it is not
feasible to have the Committee members or members of the public physically present at the
meeting due to the pandemic disaster.
The City will be providing members of the public with various opportunities to watch or attend
this meeting, as well as provide public comment at the meeting. For example, members of
the public can participate remotely in the meeting by following the public audience link
which will provide both video and audio means to attend the meeting.
https://us02web.zoom.us/j/84475429667?pwd=OGhzL0phZmd3NllWdWJuYlBqM2RQQT09
Webinar ID: 844 7542 9667
Passcode: 1861
I. ROLL CALL/CALL TO ORDER
Jim Preschlack, Chairman
Jennifer Karras
Ted Notz
II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
III. FY ’22 PROJECT ROADMAP STATUS CHART
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE NOVEMBER 22, 2021 PUBLIC WORKS COMMITTEE
MEETING MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
CONSTRUCTION ASSISTANCE SERVICES FOR THE ILLINOIS AND WOODLAND
PEDESTRIAN BRIDGE REPLACEMENT PROJECT – BYRON KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
ELEVATOR MAINTENANCE SERVICES CONTRACT – JIM LOCKEFEER
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
DEERPATH STREETSCAPE PHASE II DESIGN – JIM LOCKEFEER
5. REVIEW AND APPROVE 2022 PUBLIC WORKS COMMITTEE MEETING DATES –
MICHAEL THOMAS
V. BUDGET / HIRING / INNOVATION UPDATES
VI. PUBLIC COMMENT
VII. NEXT MEETING – FEBRUARY 8, 2022 – 4PM ZOOM
VIII. ADJOURNMENT
ASSET, INFRASTRUCTURE,
& SERVICE HIGHLIGHTS
Operating Section Primary Service Description
Streets
Pavement Maintenance Asphalt, concrete repairs, sidewalks, signs, striping and litter collection
Lighting:Electric & Gas Lights Maintenance of City electric street lights and intersection signalization
JULIE Locates Locating underground utilities
Gas Light Conversion Conversion of all City gas lights to LED technology (fixture & electrification)
Sweeping Sweep City streets to reduce the debris blocking and entering the storm sewer system
Sanitation
Refuse Collection Bi-weekly; top of drive collection
Recycling Once weekly, curbside collection
Compost Center City operated for disposal of recyclables, yard waste, metal and electronics
Yard Waste Bi-weekly; curbside collection
Water & Sewer
Sewer Maintenance Repairs, cleaning, catch basins/manholes and maintenance of sanitary and storm sewer system
Water Meter Reading Meters are read monthly to collect regular billing data, identify unreasonably high or low water
usage, or malfunctions with the meter
Water Mains Maintenance of City's water mains, including valves, fire hydrants and taps
JULIE Locates Locating underground utilities
Water Plant Production Production of potable water (water reservoir and elevated tank), including IDNR and EPA
record-keeping
Equipment Maintenance Maintenance of pumps, valves, generators and sewer lift stations
Fleet Equipment/ Vehicle Repair Maintenance of all City-owned vehicles/equipment, including improvements to new and existing
equipment
Capital Purchases Specifications/bidding of equipment needed for City Fleet
Building Maintenance Capital Repairs Electrical, carpentry, plumbing and roof repairs for all City buildings, including planning and
designing upgrades and replacements of facilities
Janitorial Services Specifications, bidding and monitoring
Engineering
Permitting/Plan Review Review and issuance of permits and oversight of development plans
Enforcement/ Inspection Field supervision of construction projects to include -asphalt, sidewalk, sewer and water mains
Capital Improvement Project
Specifications Provide design and specifications for all City infrastructure projects
Environmental and Aesthetics
Considerations
When possible, with both capital projects and Department operations, consider environmental
and aesthetic features based upon cost/benefit analysis
All Sections Snow &Ice Control Plowing and treatment of all City streets, parking lots, sidewalks and public buildings
ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
FY ’22 PROJECT ROADMAP
STATUS CHART
PROJECT ROADMAP –CAPITAL FUND
Project Asset Category % Complete Notes
Annual Pavement Resurfacing Program Road 100%Complete
Annual Pavement Patching Program Road 100%Complete
Waukegan & Westleigh Intersection Phase II Design Road 25%In progress: IDOT approved Phase I Design, Phase II internal kickoff
meeting held, right of way acquisition process starting soon
Annual Concrete Sidewalks &Curbs Repairs Road & Sidewalk 100%Complete
Illinois & Woodland Pedestrian Bridge Designs Bridge 100%
FH Paschen approved at the 12/6 Council meeting. Woodland Bridge
will be replaced during summer 2022 after LFHS is out, Illinois Bridge
will be replaced in fall and not the spring due to long lead-times
Lake-Woodbine Bridge Reconstruction Design PH 1 Bridge 25%
In progress: public information meeting at Gorton Community Center
held on 12/13. Team is preparing dates for an additional public meeting
prior to being presented at the HPC for Certificate of
Appropriateness
Seminary Ravine Study Ravine 100%Complete
Ringwood Road S Ravine Project Ravine 100%Complete
Property Condition Assessments Facility 100%Complete
Dickinson Hall Exterior Tuck Pointing Facility 30%In progress: City Council approved contractor 9/20; tuck pointing to
be completed in Spring
Capital Equipment -All Funds Capital Equipment 90%90% equipment received, in-service modifications are continuing and
will continue into late fall/early winter
Old Elm Parking Lot Parking Lot 100%Complete
Forest Park Bluff Slope Stabilization Forest Park Bluff 75%
In progress: Design efforts 75% complete; confirming design
assumptions post snow melt and springtime rains prior to design
finalization
Annual Storm Sewer Lining Program Storm Sewer 100%Complete
PROJECT ROADMAP –WATER FUND
Project Asset Category % Complete Notes
Water Distribution Pressure Sensors Water 40%
CC approved bid12/6, approved contractor
submittals sent to project engineer for review, project
materials order have been placed
Water Valve Replacements Water 25%Supply chain issues in receiving the valves; work
pushed to spring of 2022
Water Plant 42" and 24" Intake Line Cleaning Water 100%Completed
Deerpath Watermain Design (Ahwahnee-Golf) Water 75%In progress: plans have been issued with a bid-opening
scheduled for 1/20
Spruce Lift Station Pump Overhaul Sanitary 0%Staff to place project out to bid by the end of January
Annual Sanitary Sewer Lining Program Sanitary 100%Complete
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE NOVEMBER 22, 2021
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
MONDAY, NOVEMBER 22, 2021 – 4:00 P.M.
REMOTE ACCESS MEETING – ZOOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Jim Preschlack called the virtual meeting to order at 4:00 P.M.
Alderman Ted Notz was present. Alderman Jennifer Karras was not in
attendance.
Chairman Preschlack stated that in accordance with state statute, he made the
determination that it was not practical or prudent to schedule an in-person
Public Works Committee meeting because of the COVID-19 pandemic, and
therefore the meeting was being held remotely.
Staff virtually attending the meeting included Michael Thomas, Director of Public
Works; Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of
Engineering and Jim Lockefeer, Assistant to the Director of Public Works.
II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – MUNICIPAL SERVICES BUILDING
The Committee reviewed the below summary presentation slide on the topic.
The Committee and City staff discussed the overall value of this item appearing
on the agenda and the next site or field visit to better understand Public Works
operations and upcoming capital projects.
III. FY ’22 PROJECT ROADMAP STATUS CHART
Director Thomas and the Committee reviewed the below summary presentation
slides on the topic.
2
The Committee and City staff discussed the Lake-Woodbine Bridge Project
schedule.
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE NOVEMBER 3, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Notz moved to approve the November 3, 2021 Public Works
Committee meeting minutes. Chairman Preschlack seconded the motion, which
carried unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
WATER DISTRIBUTION SYSTEM PRESSURE SENSORS PROJECT – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
3
The Committee and City staff discussed the location of the new sensor
installations, system sensor coverage, the opportunity for future sensor install
locations, and water interconnections with Highland Park and Lake Bluff.
Alderman Notz moved to recommend approval to City Council award of bid for
the 2021 Water Distribution Monitoring Project to the lowest responsive bidder,
4
Integrated Process Solutions, Inc. in the amount of $337,000 and utilization of the
remaining $23,000 for project contingency and technical engineering assistance
from Strand Associates for a total sum of $360,000. Chairman Preschlack
seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
ILLINOIS AND WOODLAND PEDESTRIAN BRIDGE REPLACEMENTS – MICHAEL
THOMAS
Director Thomas reviewed the below summary presentation slides on the topic.
The Committee and City staff discussed grant funding opportunities for the
project and past City grant applications that were submitted for the project.
5
Alderman Notz moved to recommend approval to City Council award of the
lowest responsive and responsible bid for the Illinois and Woodland Pedestrian
Bridge Replacements to F.H. Paschen, in the amount of $1,075,613 and a 10%
construction contingency in the amount of $107,561 for a total project cost of
$1,183,174. Chairman Preschlack seconded the motion, which carried
unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION FOR THE
CITY MANAGER, BASED ON FINAL CITY ATTORNEY APPROVAL, TO EXECUTE AN
INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF LAKE FOREST AND THE
LAKE COUNTY STORMWATER MANAGEMENT COMMISSION, FOR THE BURR OAK
STORMWATER DETENTION/STORM SEWER PROJECT GRANT AWARD, AND APPROVAL
OF A PROJECT EXPENSE MATCH IN THE AMOUNT OF $314,036 TO THE LAKE COUNTY
STORMWATER MANAGEMENT COMMISSION – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
6
The Committee and City staff discussed the past bids for construction the City
previously received, the low bid construction contractor’s agreement to hold
their original bid price, the anticipated project construction schedule, DCEO bid
requirements, neighborhood construction impacts, and the project
communications plan.
Alderman Notz moved to recommend approval to City Council authorization the
City Manager to execute an Intergovernmental Agreement between The City of
Lake Forest and the Lake County Stormwater Management Commission for the
Burr Oak Stormwater Detention/Storm Sewer Project based upon final City
Attorney review, and the approval of a project expense match in the amount of
$314,036 to the Lake County Stormwater Management Commission. Chairman
Preschlack seconded the motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF THE
EVERETT AND WAUKEGAN WATERMAIN DESIGN – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the timing of the project related to the
intersection improvement project.
Alderman Notz moved to recommend approval to City Council approve a
change order to the agreement with CivilTech Engineering, Inc. to provide
watermain design for the Everett & Waukegan Road Intersection project in the
amount of $22,175. Chairman Preschlack seconded the motion, which carried
unanimously.
V. BUDGET / HIRING / INNOVATION UPDATES – SNOW OPERATIONS: EMPLOYEE
SCHEDULING SYSTEM
7
Assistant to the Director Lockefeer explained that Public Works Snow Command
had been working to implement a new internal employee snow event
scheduling system. He explained that the new system would help realize time
saving efficiencies in creating and communicating employee snow event
operations schedules.
VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING – JANUARY 4th or 5th
The Committee and City staff discussed scheduling the next meeting on January
10, 2022 at 4 P.M. Director Thomas explained that he would email the Committee
the confirmed date and time.
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:17 P.M. Chairman Preschlack seconded the motion, which carried
unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Assistant to the Director of Public Works
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF
CONSTRUCTION ASSISTANCE SERVICES
FOR THE ILLINOIS AND WOODLAND
PEDESTRIAN BRIDGE REPLACEMENT
PROJECT
CONSTRUCTION ASSISTANCE FOR PEDESTRIAN BRIDGE
REPLACEMENTS-ILLINOIS AND WOODLAND
•To provide structural engineering assistance during construction
•Construction Contract awarded to F.H. Paschen on 12/6/21
•Staff initiated RFP process for engineering construction assistance services:
*Note: Insufficient hours for site-inspection
•WJE performed the design for both bridges
•Budget: $34,826 budgeted in FY2023. The additional required funds of $5,054, if
needed, will be utilized from the 10% construction contingency
•Schedule Update:
•The Illinois bridge now planned to begin fall 2022 due to long steel lead-times
•Woodland bridge during summer 2022 to reduce traffic impacts with schools
•Action requested: PW Committee recommends City Council award
Construction Assistance Services for both the Illinois and Woodland
Pedestrian Bridge Replacements to Wiss, Janney, Elstner Associates,
Inc., and Authorize the City Manager to Execute an Agreement in an
Amount Not to Exceed $39,880
Consultant Firm Proposal Amount
Alfred Benesch & Company $20,000*
Wiss, Janney, Elstner Associates, Inc. (WJE)$39,880
Ciorba Group $51,830
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
ELEVATOR MAINTENANCE SERVICES
CONTRACT
ELEVATOR MAINTENANCE SERVICES CONTRACT
•Funded from City building operating budgets
•Monthly service and inspections to six elevators at five City facilities
•Services numerous elevator components including examination, adjustment, lubrication, and if warranted, repair and replacement; all safety testing
•Spring of 2021 Village of Buffalo Grove initiated a joint public bidding process via the Municipal Partnership Initiative (MPI)
•Lake Forest did not participate as the City was already under contract for elevator services (2018 –2021)
•MPI bid processes allow other municipalities to join into existing bid opportunities to take advantage of already secured pricing
•Review of the MPI bid tab revealed that the City had comparable elevator units to both Buffalo Grove and Winnetka; Libertyville has specialty units
•Received three-year pricing from American Hoist & Manlift
•American Hoist &Manlift provided elevator services for the City’s 2018 –2021 contract; bid price is a 0% increase per elevator unit compared to their 2021
contract pricing
•Action requested: PW Committee recommends City Council award of bid for a Three-Year Elevator Maintenance Agreement to
American Hoist & Manlift in the Amount of $38,880
Firm Buffalo Grove
Annual Bid Total
Libertyville
Annual Bid Total
Winnetka
Annual Bid Total
American Hoist & Manlift $7,728 $20,358 $1,932
Total Elevator Service $8,016 $18,636 $2,004
Mid-American Elevators Co, Inc.$13,200 $29,700 $3,300
Firm Year -One Bid Year -Two Bid Year -Three Bid Three-Year Bid Total
American Hoist & Manlift $12,600 $12,960 $13,320 $38,880
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF THE
DEERPATH STREETSCAPE PHASE II DESIGN
DEERPATH STREETSCAPE PHASE II DESIGN
•Project limits are Deerpath from Oakwood Avenue to Western Avenue
•Background
Date Milestone
2016 –2018 Civic Beautification Committee preliminary project conceptual planning efforts
November 2018 Civic Beautification Committee approves Project Conceptual Plan
April 2019 PW Committee discussion of project funding; supported City funding Phase I Design and the submission of an IDOT
ITEP grant application for Phase II Design and construction funding (80% IDOT / 20% City funding)
July/August 2019 PW Committee reviewed and recommended City Council approval of Phase I Design agreement with Gewalt
Hamilton Engineering & Craig Bergmann Landscape Design; City Council approved recommendation
August 2019 City Manager formed Deerpath Streetscape Ad-Hoc Advisory Committee to guide Phase I Design process
August 2019 –September 2020 Deerpath Streetscape Committee led citywide public engagement effort; Committee met numerous times to review
all public comment received to form a Committee Project Recommendation Report
November 2020 Phase I consultant team submits required Phase I Design documentation to IDOT and City staff submits project ITEP
application seeking Phase II Design and construction funding
June 2021 City received notification from IDOT that the project was unsuccessful in receiving an ITEP award
July 2021
Staff met with ITEP Program Manager to review application, received encouraging feedback that led to staff
recommending proceeding with locally funding Phase II Design and submitting an ITEP grant application for
construction for Fall of 2022
November 2021 Finance Committee reviewed Phase II Design budget as part of CIP budget meeting
DEERPATH STREETSCAPE PHASE II DESIGN
•FY 2023 Capital Improvement Fund Budget -$415,000
•Staff initiated RFP process for complete Phase II engineering and landscape design
services
•Project coordination, utility verification, any land and/or easement acquisitions, grant application
assistance, and the development of final design, landscape plans, renderings, and cost estimates
•Two proposals received:
•Proposals reviewed in detail by staff RFP Review Committee
•Assigned scores based on firm experience, references/project results, and cost
•RFP required the submission of detailed project schedule and encouraged firms to
identify scope of work efforts that would help expediate the overall project timeline /
support the submission of the ITEP grant
•Project FY2023 funds are not available until May 1, 2022
•Action requested: PW Committee recommends award the Deerpath
Streetscape Phase II Project Design proposal to Thomas Engineering Group
in the amount of $372,758 plus 10% Contingency in the amount $37,275 for a
total of $410,033 and the advancement of Fiscal Year 2023 Capital
Improvement Project Funding in the amount of $55,000
Engineering Company Name with Supporting Landscaping Firm Proposal Amount
Thomas Engineering Group with The Lakota Group $372,758
Gewalt Hamilton Associates with Craig Bergmann Landscape Design $392,534
NEW BUSINESS / ACTION ITEM:
REVIEW AND APPROVE 2022 PUBLIC
WORKS COMMITTEE MEETING DATES
2022 PUBLIC WORKS COMMITTEE MEETING DATES
Date Time
Tuesday, February 8 4PM
Thursday, February 17 4PM
Thursday, March 3 4PM
Thursday, March 17 4PM
Wednesday, April 6 4PM
Thursday, April 28 4PM
Thursday, May 26 4PM
Thursday, June 16 4PM
Thursday, July 14 4PM
August –No Meeting
Thursday, September 15 4PM
Thursday, October 20 4PM
Thursday, November 10 4PM
Thursday, December 8 4PM
BUDGET / HIRING / INNOVATION
UPDATES
PUBLIC COMMENT
NEXT MEETING
FEBRUARY 8, 2022 – 4PM ZOOM
ADJOURNMENT