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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