PUBLIC WORKS COMMITTEE 2021/11/22 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, NOVEMBER 22, 2021 – 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/85946923103?pwd=N3didTVlRnNTZzh6NU83cWtOcGZwdz09
Webinar ID: 859 4692 3103
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 3, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE WATER DISTRIBUTION SYSTEM PRESSURE SENSORS PROJECT – DAN
MARTIN
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE ILLINOIS AND WOODLAND PEDESTRIAN BRIDGE REPLACEMENTS –
MICHAEL THOMAS
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
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF THE
EVERETT AND WAUKEGAN WATERMAIN DESIGN – BYRON KUTZ
V. BUDGET / HIRING / INNOVATION UPDATES – SNOW OPERATIONS: EMPLOYEE
SCHEDULING SYSTEM
VI. PUBLIC COMMENT
VII. NEXT MEETING – JANUARY 4TH OR 5TH
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%
Bids opened on 10/28, lowest responsible bidder will be
recommended at 11/22 PW Committee which will then be presented
at the 12/6 Council meeting. Illinois Bridge will be replaced early to
mid spring, Woodland Bridge will be replaced during summer 2022
after LFHS is out
Lake -Woodbine Bridge Reconstruction Design PH 1 Bridge 25%
In progress: public information meeting at Gorton Community Center
scheduled for 6:30 pm on 12/13 with multiple public notices planned
in the next few weeks, HPC meeting tentatively 1/26.
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 continuing; construction cost estimate
complete; working to finalize plans
Annual Storm Sewer Lining Program Storm Sewer 100%Complete
PROJECT ROADMAP –WATER FUND
Project Asset Category % Complete Notes
Water Distribution Pressure Sensors Water 35%Bids opened on 11/16; PW Committee 11/22; CC
12/6
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: design is nearing completion, with bidding
anticipated in mid December
Spruce Lift Station Pump Overhaul Sanitary 0%
Staff to develop bid specifications for Fall 2021 bid
opening; work to be scheduled for Winter 2022 (low
pumpage)
Annual Sanitary Sewer Lining Program Sanitary 100%Complete
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE NOVEMBER 3, 2021
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, NOVEMBER 3, 2021 – 5:00 P.M.
MUNICIPAL SERVICES BUILDING TRAINING ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Jim Preschlack called the meeting to order at 5:00 P.M. Alderman
Jennifer Karras was present. Alderman Notz joined the meeting at 5:20 P.M.
Staff 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 began the meeting with a tour of the City’s Municipal Services
Building. The Committee explained that the tour was very informative and helpful
in understanding the many different Public Works Operating Sections and the
services they provide to the community.
III. FY ’22 PROJECT ROADMAP STATUS CHART
Director Thomas and the Committee reviewed the below summary presentation
slides on the topic.
2
The Committee discussed the upcoming November 8, 2021 Finance Committee
meeting.
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE SEPTEMBER 8, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Notz moved to approve the September 8, 2021 Public Works
Committee meeting minutes. Alderman Karras seconded the motion, which
carried unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO
ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY
ARCHITECTURAL DESIGN SERVICES – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
3
The Committee and City staff discussed the request for proposal review process.
Alderman Karras moved to recommend approval to City Council authorization
of the City Manager to enter into professional service agreements with
Cordogan Clark and Larson & Darby Group for Facility Architectural Design
Services. Alderman Notz seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’23
CAPITAL EQUIPMENT – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slides on the
topic.
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5
6
The Committee and City staff discussed the Public Works Fleet Section,
preventative maintenance programs, supply-chain issues with ordering
equipment, Police Department vehicle usage, and City used vehicle trade-ins
and sales.
Alderman Notz moved to recommend approval to City Council the proposed
FF’23 Capital Equipment. Alderman Karras seconded the motion, which carried
unanimously.
V. BUDGET / HIRING / INNOVATION UPDATES
The Committee and City staff discussed challenges associated with filling open
seasonal employee positions and a future Public Works work order system.
VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING – NOVEMBER 18TH OR 22ND
The Committee and City staff discussed scheduling the next meeting on
November 22, 2021 at 4 P.M. Director Thomas explained that he would email the
Committee the confirmed date and time.
The Committee and City staff discussed snow operations and the Department’s
weather tracking services.
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VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
6:43 P.M. Alderman Karras 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 BID FOR
THE WATER DISTRIBUTION SYSTEM
PRESSURE SENSORS PROJECT
2021 WATER DISTRIBUTION MONITORING PROJECT
•FY22 CIP Water Fund Budget –$360,000
•Key project enhancements:
•Adding eight (8) new pressure and flow monitoring locations spread across the Water Distribution System
•Incorporate one (1) flow monitor at the elevated tank to support existing pressure sensor
•Quickly identify watermain break locations & other disruptions within the system
•Establish data trends for future modeling to support upcoming water main replacement decision process
•Received two bids at the November 16, 2021 bid opening
•Staff is requesting to use the remaining budgeted $23,000 ($360,000 -$337,000) for Strand Associates to provide technical
engineering assistance (i.e.submittals, shop drawing approval, Request for Information, etc.) and/or project contingency
•Action requested: Public Works Committee recommends City Council award of bid for the 2021 Water
Distribution Monitoring Project to the lowest responsive bidder, Integrated Process Solutions, Inc. in the amount of
$337,000 and utilize the remaining $23,000 for project contingency and technical engineering assistance from
Strand Associates for a total sum of $360,000
Firm Bid Total $
Integrated Process Solutions, Inc. $337,000
Wunderlich -Malec $353,500
2021 WATER DISTRIBUTION MONITORING PROJECT
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE ILLINOIS AND WOODLAND
PEDESTRIAN BRIDGE REPLACEMENTS
PEDESTRIAN BRIDGE REPLACEMENTS-ILLINOIS AND WOODLAND
•History:
•2020 Bridge Inspection Report identifies both bridges as “high-priority” due to bridge
superstructures being in poor condition.
•Budget:
•Schedule:
•Will avoid both bridges under construction at the same time.
•Illinois Bridge to begin Spring 2022 with both bridges being completed no later than
August 17, 2022.
•Woodland Bridge outage during the Summer 2022 to reduce impacts to high school
traffic.
•Construction schedules are dependent on material (steel) availability.
•Requesting approval to award bid so that both bridges can be ordered immediately
due to long lead-times (same reasoning as capital equipment approvals)
Bridge FY2022 FY2023 TOTAL
Illinois $325,000 $244,000 $569,000
Woodland $25,000 $624,000 $649,000
TOTAL $350,000 $868,000 $1,218,000
•Received five bids (references checked by Engineering staff)
•Staff recommends the second lowest bidder due to multiple negative reference
checks, indicating Copenhaver Construction not to be a responsible bidder.
•Construction Assistance is budgeted in FY2023 for $35,000 which will be
presented at a future Committee Meeting.
•Action requested: PW Committee recommends City Council award
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.
PEDESTRIAN BRIDGE REPLACEMENTS-ILLINOIS AND WOODLAND
Contractor Firm Bid Amount
Copenhaver Construction, Inc.$1,015,903
F.H. Paschen $1,075,613
Lorig Construction Co $1,181,216
Alliance Contractors Inc.$1,221,845
MYS Inc.$2,086,529
NEW BUSINESS / ACTION ITEM:
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
BURR OAK STORM SEWER PROJECT
INTERGOVERNMENTAL AGREEMENT
•City receiving grant funds through Lake County Stormwater Management Commission (SMC) and Illinois Department of Commerce
and Economic Opportunity (DCEO)
•SMC is administering grant funds from DCEO
•Burr Oak Project grant award total: $2,435,964 ($2,750,000 -$314,036)
•$314,036 is Lake County SMC administrative fee; all Lake County grant program projects pay this fee (based on grant award amount)
•DCEO is requiring SMC to submit project IGAs for all 11 projects that received a grant
•SMC developed IGA template to use with every agency; IGA is approximately 95% complete
•DCEO has reviewed / approved latest version
•City Attorney’s Office has reviewed / approved latest version
•State’s Attorney’s Office completing final review
•City Attorney to complete final review following State’s Attorney’s Office review
•City Manager will execute IGA upon final review and approval by City Attorney
BURR OAK STORM SEWER PROJECT
INTERGOVERNMENTAL AGREEMENT
•Tentative Schedule:
•December 6, 2021 City Council: Recommendation of IGA approval.
•Mid-February 2022: SMC expects final agreement from DCEO.
•Late February or early March 2022: City Council award of bid and
construction oversight agreement.
•Mid to late March 2022: Construction commences lasting 5 months.
•Public Outreach and Communication efforts will begin 4-6 weeks prior to
City Council’s award of bid.
•Action requested: PW Committee recommends City Council
authorize 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.
ILLINOIS DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
STORMWATER CAPITAL IMPROVEMENT PROGRAM (DCEO-STOCIP)
INTERGOVERNMENTAL AGREEMENT
between the
LAKE COUNTY STORMWATER MANAGEMENT COMMISSION
AND THE
CITY OF LAKE FOREST
FOR THE
BURR OAK STORMWATER DETENTION/STORM SEWER PROJECT
This is an agreement by and between the LAKE COUNTY STORMWATER MANAGEMENT COMMISSION (herein
referred to as SMC), 500 West Winchester Road, Libertyville, Illinois 60048 and The City of Lake Forest, IL (herein
referred to as Local Sponsor), 800 NORTH FIELD DRIVE, LAKE FOREST, IL 60045.
ARTICLE I
AWARD AND SMC/LOCAL SPONSOR – SPECIFIC PROJECT INFORMATION
1.1 Purpose. The DCEO-STOCIP Program primary role is to assist in implementing regional stormwater infrastructure
projects to resolve multi-jurisdictional drainage and flooding-related problems discovered through interactions of
SMC personnel with the public, local governments, and other project partners. Projects will be consistent with the
program requirements set forth by DCEO and the SMC DCEO-STOCIP Policies and Procedures and this document.
The intent of DCEO-STOCIP is to resolve major flooding problems through the allocation of capital infrastructure
funding across Lake County’s four major watersheds: the Fox River, Des Plaines River, North Branch Chicago River,
and Lake Michigan. Over the life of the program the funding distribution will take into account the equalized
assessed valuation (EAV) of the property within each major watershed; while utilizing the CMAP Principles of
Inclusive Growth, Resilience, and Prioritized Investment with regard to distribution to local government and political
jurisdictions; and give consideration of the SMC Enhanced Environmental Justice areas.
1.2 Project Description. The Burr Oak Stormwater Detention/Storm Sewer Project (PROJECT) is located in
downtown Lake Forest (refer to Exhibit 1). The PROJECT scope consists of installation of new stormsewer and an
underground detention system. Along with this will include the repair, and replacement of roadway drainage
structures as depicted on the Concept Plan (refer to Exhibit 2).
1.3 Amount of Award. Through this Agreement, SMC agrees to reimburse eligible project expenses in an amount
not to exceed $2,750,000.00 from the Illinois Department of Commerce and Economic Opportunity (DCEO) Grant
for implementation of the PROJECT.
1.4 Required Project Expense Match. A Project Expense Match (PEM) of $314,036.00 will be paid from the Local
Sponsor to support SMC administrative and engineering services. The PEM amount is based on the award
amount, and the calculated PEM is based on the SMC-approved DCEO-STOCIP POLICIES AND PROCEDURES. The
PEM shall be paid to SMC by November 30, 2022.
1.5 Project Management and Responsibilities for Project. Program management and assigned responsibilities for
all PROJECT phases is detailed in the Scope of Work Tasks set forth on Attachment A and incorporated herein. The
Local Sponsor is the Project Manager for the PROJECT.
1.6 Project Budget and Expense Responsibilities. PROJECT expense responsibilities for all Scope of Work Tasks
(Attachment A) specified in the Project Budget in accordance with DCEO Capital Budget Line Item Categories as
set forth in Attachment B and incorporated herein.
1.7 Project Schedule. The Project Schedule associated with all Scope of Work Tasks (Attachment A) is specified on
Attachment C and incorporated herein.
ARTICLE II
PURPOSE FOR GRANT/FLOOD MITIGATION BENEFITS
2.0 Purpose for Grant and Flood Mitigation Benefits. The Burr Oak Stormwater Detention/Storm Sewer Project
was originally identified as a high priority project by The City of Lake Forest in 2013 following the completion of a
City-wide stormwater drainage analysis. Analysis and modeling revealed the project area’s existing storm sewer
system as a two-year design capacity. Out of six stormwater projects identified in the study update, the Burr Oak
Project ranked highest in properties benefitting from both a completed project and overall lowest project cost per
property. This information lead the Lake Forest City Council to identify the project as its overall highest priority
storm sewer project. The completed project will benefit over 340 residential properties and individual condominium
dwelling units that experience a mix of basement flooding, building lobby flooding, yard flooding, garage flooding,
and parking lot flooding. The project will also benefit ten businesses along N Western who have experienced
disruptions in regular day-to-day operations due to flooding. Lastly, the project will benefit six total roadways that
experience street flooding including N Western Ave, which is considered a major roadway in Lake Forest.
Implementation of this PROJECT would provide flood mitigation benefits for the properties, businesses, and
roadways as shown in the damage analysis table below.
ARTICLE III
SMC TERMS AND CONDITIONS
3.1 Regulatory Compliance. The PROJECT shall comply with the Watershed Development Ordinance (WDO), and all
regulations, laws, and statutes. All necessary permits shall be secured prior to the implementation of the PROJECT.
Work within public road rights-of-way shall not be performed without appropriate permits or authorization from
the jurisdictional Road Authority.
3.2 National Flood Insurance Program (NFIP). Local Sponsor shall be a member and in good standing with the NFIP
and comply with SMC policies
3.3 Landowner Agreements. The Local Sponsor shall enter into appropriate legally binding arrangements to ensure
that the land rights necessary for operation and maintenance procedures are possible in perpetuity for the PROJECT.
All easements must be obtained prior to the start of construction. Deed or plat restrictions necessary to construct
and maintain the PROJECT shall be provided; cost may not be included in the PROJECT Budget (Attachment B),
although the value of the PROJECT land rights may be added to the overall PROJECT cost. PROJECTS must be located
on real property in which the Local Sponsor have interest evidenced by valid title or easement, extending in
perpetuity. DCEO-STOCIP funding shall not pay for any easements or deed or plat restrictions, necessary to
implement the PROJECT on property that is benefiting from the PROJECT.
3.4 Operation and Maintenance Plan. The Project Manager, as specified in Paragraph 1.5, shall develop an
Operation and Maintenance Plan (O & M Plan) for the PROJECT implemented under this Agreement to ensure its
long-term viability. The O & M Plan shall include annual inspections and appropriate maintenance activities and
shall be provided along with the project final report as described in Paragraph 3.7 below. The O & M Plan shall
identify the financial resources necessary for the implementation of the O & M Plan. Local Sponsor shall have the
responsibility for maintenance of the PROJECT in perpetuity. O & M costs incurred that are not included in DCEO-
10 or occur after the terms specified in 6.1 are not eligible for reimbursement.
3.5 PROJECT Implementation. Only Project Expenses specified in Attachment B, after the date of this Agreement
and after DCEO approval and execution of the project Agreement can be reimbursed. Modifications to the Scope of
Work Tasks on Attachment A and Project Schedule on Attachment C must be approved in writing by SMC.
Project Name
Watershed: Fox, DP, NB ,LM Damage Type #
Affected
Frequency of
Occurrence
(Previous 10
Years)
Weight
Factor
Category
Score
Lake Forest - Burr Oak
Stormwater Detention/Storm
Sewer Project
Primary Property Damage 104 10 10 10400
LM Disruption of Business/Revenue 10 20 5 1000
Secondary Property Damage 224 20 3 13440
Primary Road Damage 1 10 30 300
Secondary Road Damage 5 20 10 1000
Nuisance Flooding 19 34 1 646
Project Damage Point Score 26786
3.6 PROJECT Coordination. The Project Manager, as specified in Paragraph 1.5, shall provide PROJECT coordination
and progress briefings prior to the final reimbursement request. The dates and locations of these briefings will be
specified by SMC in consultation with the Local Sponsor during the course of the PROJECT. Quarterly PROJECT
Performance and Financial reports shall be created by the PROJECT manager for DCEO and copied to the Local
Sponsor and SMC, based on DCEO reporting requirements, showing the progress of PROJECT implementation and
financial summary for each Task/Phase of the PROJECT in accordance with the Project Schedule (Attachment C).
Reports shall be shared via email by the 15th of January, April, July, and October, for the preceding calendar quarter
throughout the Agreement period.
3.7 PROJECT Evaluation and Report. The Project Manager, as specified in Paragraph 1.5, shall provide a final report
consisting of the following: an introduction; PROJECT description including pre- and post-conditions, methods of
PROJECT installation; a summary of the bid quantities installed; and a PROJECT cost summary. Attachments to the
final report shall include a location map; the approved as-built plan, Operations and Maintenance Plan,
photographic documentation of pre-project, during construction and final conditions; copies of all required permits;
and invoices and/or cost documentation for all PROJECT work. Report requirements are subject to change based
on guidance from DCEO. SMC will provide the Local Sponsor with a DCEO approved template for the final report
and will provide the Local Sponsor assistance in completing the final report if needed.
3.8 PROJECT Audit. SMC may audit any PROJECT for completeness of DCEO-STOCIP funded work products or
deliverables, adherence to agreed schedules or extensions, and appropriateness of DCEO-STOCIP fund
expenditures. Incomplete work products or deliverables, delays or beyond agreed deadlines may result in forfeiture
of grant funding pursuant to the executed PROJECT agreement or a determination of ineligibility for the Local
Sponsor, its authorized agents, representatives, and assigns to apply for future grants.
ARTICLE IV
DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY (DCEO) TERMS AND CONDITIONS
This Article describes Terms and Conditions required by DCEO ("Grantor" for purposes of this Article) for
Intergovernmental Agreements between SMC and Local Sponsor.
4.1 Subawards. SMC and Local Sponsor must include the language of this ARTICLE in the award documents for any
subawards made pursuant to this Award at all tiers. All Local Sponsors are also subject to certification and
disclosure, as required by the final grant agreement from DCEO. Pursuant to Appendix II(I) to 2 CFR Part 200, SMC
shall forward all disclosures by contractors regarding this certification to Grantor.
4.2 Records Retention. SMC and Local Sponsor shall maintain for three (3) years from the date of submission of the
final expenditure report, adequate books, all financial records and, supporting documents, statistical records, and
all other records pertinent to this Award, adequate to comply with 2 CFR 200.333, unless a different retention
period is specified in 2 CFR 200.333 or 44 Ill. Admin. Code §§ 7000.430(a) and (b). If any litigation, claim or audit is
started before the expiration of the retention period, the records must be retained until all litigation, claims or audit
exceptions involving the records have been resolved and final action taken.
4.3 Accessibility of Records. SMC and Local Sponsor, in compliance with 2 CFR 200.336 and 44 Ill. Admin. Code
7000.430(e), shall make books, records, related papers, supporting documentation and personnel relevant to this
Agreement available to authorized Grantor representatives, the Illinois Auditor General, Illinois Attorney General,
any Executive Inspector General, the Grantor’s Inspector General, federal authorities, any person identified in 2 CFR
200.336, and any other person as may be authorized by Grantor (including auditors), by the state of Illinois or by
federal statute. SMC and Local Sponsor shall cooperate fully in any such audit or inquiry.
4.4 Failure to Maintain Books and Records. Failure to maintain books, records and supporting documentation, as
described in this ARTICLE, shall establish a presumption in favor of the State for the recovery of any funds paid by
the State under this Agreement for which adequate books, records and supporting documentation are not available
to support disbursement.
4.5 Local Sponsors/Delegation. SMC may not subcontract nor sub-grant any portion of this Agreement nor delegate
any duties hereunder without Prior Approval of Grantor. The requirement for Prior Approval is satisfied if the
subcontractor or Local Sponsor has been identified in the Uniform Grant Application to the Grantor, such as, without
limitation, a PROJECT Description, and Grantor has approved.
4.6 Application of Terms. SMC shall advise any Local Sponsor of funds awarded through this Agreement of the
requirements imposed on them by federal and state laws and regulations, and the provisions of the final grant
Agreement from DCEO. In all agreements between SMC and its Local Sponsor, SMC requires that all Local Sponsor
adhere to the terms of the final grant Agreement from DCEO.
4.7 Access to Documentation. The Award will be monitored for compliance in accordance with the terms and
conditions of this Agreement, together with appropriate programmatic rules, regulations, and/or guidelines that
the Grantor promulgates or implements. The SMC and Local Sponsor must permit any agent authorized by the
Grantor, upon presentation of credentials, in accordance with all methods available by law, full access to and the
right to examine any document, papers and records either in hard copy or electronic format, of the SMC and Local
Sponsor involving transactions relating to this Award.
4.8 Cooperation with Audits and Inquiries, Confidentiality. Pursuant to Article IV, above, the SMC and Local
Sponsor is obligated to cooperate with the Grantor and other legal authorities in any audit or inquiry related to the
Award. The Grantor or any other governmental authority conducting an audit or inquiry may require the SMC and
Local Sponsor to keep confidential any audit or inquiry and to limit internal disclosure of the audit or inquiry to
those SMC and Local Sponsor personnel who are necessary to support the SMC’s and Local Sponsor(s’) response to
the audit or inquiry. This confidentiality requirement shall not limit SMC’s and Local Sponsor(s’) right to discuss an
audit or inquiry with its legal counsel. If a third party seeks to require the SMC and Local Sponsor, pursuant to any
law, regulation, or legal process, to disclose an audit or inquiry that has been deemed confidential by the Grantor
or other governmental authority, the SMC and Local Sponsor shall promptly notify the entity that is conducting the
audit or inquiry of such effort so that the entity that is conducting the audit or inquiry may seek a protective order,
take other appropriate action, or waive compliance by the SMC and Local Sponsor with the confidentiality
requirement.
4.9 Lobbying - Improper Influence. SMC and Local Sponsor certify that no Grant Funds have been paid or will be
paid by or on behalf of the SMC and Local Sponsor to any person for influencing or attempting to influence an officer
or employee of any government agency, a member of Congress or Illinois General Assembly, an officer or employee
of Congress or Illinois General Assembly, or an employee of a member of Congress or Illinois General Assembly in
connection with the awarding of any agreement, the making of any grant, the making of any loan, the entering into
of any cooperative agreement, or the extension, continuation, renewal, amendment or modification of any
agreement, grant, loan or cooperative agreement. 31 USC 1352. Additionally, SMC and Local Sponsor certifies that
it has filed the required certification under the Byrd Anti-Lobbying Amendment (31 USC 1352), if applicable.
4.10 Federal Form LLL. If any funds, other than federally-appropriated funds, were paid or will be paid to any person
for influencing or attempting to influence any of the above persons in connection with this Agreement, the
undersigned must also complete and submit Federal Form LLL, Disclosure of Lobbying Activities Form, in accordance
with its instructions.
4.11 Lobbying Costs. SMC and Local Sponsor certifies that it is in compliance with the restrictions on lobbying set
forth in 2 CFR Part 200.450. For any Indirect Costs associated with this Agreement, total lobbying costs shall be
separately identified in the Program Budget, and thereafter treated as other Unallowable Costs.
4.12 Procurement Lobbying. SMC and Local Sponsor warrants and certifies that it and, to the best of its knowledge,
its Local Sponsor have complied and will comply with Executive Order No. 1 (2007) (EO 1-2007). EO 1-2007 generally
prohibits SMC, Local Sponsor, contractors, and subcontractors from hiring the then-serving Governor’s family
members to lobby procurement activities of the State, or any other unit of government in Illinois including local
governments, if that procurement may result in a contract valued at over $25,000. This prohibition also applies to
hiring for that same purpose any former State employee who had procurement authority at any time during the
one-year period preceding the procurement lobbying activity.
4.13 Certification. This certification is a material representation of fact upon which reliance was placed to enter
into this transaction and is a prerequisite for this transaction, pursuant to 31 USC 1352. Any person who fails to file
the required certifications shall be subject to a civil penalty of not less than $10,000, and not more than $100,000,
for each such failure.
4.14 Additional Terms and Conditions. Local Sponsor agrees to abide by DCEO Terms and Conditions of this
Agreement and also agrees that it is subject to certification and disclosure set forth herein and will execute all
documents necessary for compliance with the final grant Agreement from DCEO. Local Sponsor agrees that it will
require all Contractors and Subcontractors shall abide by DCEO Terms and Conditions. Local Sponsor will obtain
from any Contractor or Subcontractor all required certification and disclosures prior to awarding any contract and
will immediately forward such to SMC. Local Sponsor agrees that it will obtain any documents required under DCEO
Terms and Conditions and will timely forward a copy to SMC. Local Sponsor understands and agrees that their
failure to comply with the requirements of DCEO Terms and Conditions may impact reimbursement for the
PROJECT; and if Local Sponsor(s’) failure to comply with DCEO Terms and Conditions decreases available funding,
the Local Sponsor will not seek reimbursement for ineligible PROJECT costs from SMC.
ARTICLE V
PROCUREMENT GOALS
5.1 Prevailing Wage Act (820 ILCS 130/0.01 et seq.). All projects for the construction of fixed works which are
financed in whole or in part with funds provided by this Agreement shall be subject to the Prevailing Wage Act
(820 ILCS 130/0.01 et seq.) unless the provisions of that Act exempt its application. In the construction of the
project, the SMC and Local Sponsor shall comply with the requirements of the Prevailing Wage Act, including, but
not limited to, inserting into all contracts for such construction a stipulation to the effect that not less than the
prevailing rate of wages as applicable to the project shall be paid to all laborers, workers and mechanics
performing work under the contract and requiring all bonds of contractors to include a provision as will guarantee
the faithful performance of such prevailing wage clause as provided by contract.
5.2 Employment of Illinois Workers on Public Works Act (30 ILCS 570/0.01 et seq.). If an entity receives state
funds for construction related activities, the entity must employ at least 90% Illinois laborers on such projects
during periods of excessive unemployment in Illinois.
5.3 Public Act 96-1064 - Business Enterprise Program. Public Act 96-1064 mandates that each award by grant or
loan of State funds of $250,000 or more for capital construction costs or professional services is conditioned upon
the recipient's written certification that the recipient shall comply with the business enterprise program practices
for minority-owned businesses, female-owned business, and businesses owned by persons with disabilities of the
Business Enterprise for Minorities, Females and Persons with Disabilities Act (30 ILCS 575/0.01 et seq.) and the
equal employment practices of Section 2-105 of the Illinois Human Rights Act (775 ILCS 5/2-105).
5.4 Illinois Works Jobs Program Act (30 ILCS 559/Art. 20). For Awards with an estimated total project cost of
$500,000 or more, the SMC and Local Sponsor will be required to comply with the Illinois Works Apprenticeship
Initiative (30 ILCS 559/20-20 to 20-25) and all applicable administrative rules (see 14 Ill. Admin. Code Part 680).
The “estimated total project cost” is a good faith approximation of the costs of an entire project being paid for in
whole or in part by appropriated capital funds to construct a public work. SMC must submit a Budget Supplement
Form (available on the DCEO website) to the Grantor within ninety (90) days of the execution of a Grant Award
(Agreement). The goal of the Illinois Works Apprenticeship Initiative is that apprentices will perform either 10% of
the total labor hours worked in each prevailing wage classification or 10% of the estimated labor hours in each
prevailing wage classification, whichever is less. SMC is permitted to seek from the Grantor a waiver or reduction
of this goal in certain circumstances pursuant to 30 ILCS 559/20-20(b). The SMC must ensure compliance for the
life of the entire project, including during the term of the Award and after the Term ends, if applicable, and will be
required to report on and certify its compliance.
ARTICLE VI
COMPENSATION
6.1 Term of IGA. Pursuant to the DCEO Grant agreement and the Terms and Conditions herein, this IGA begins on
July 1, 2021 and extends through July 1, 2023 however extensions up to one year can be requested subject to
DCEO/SMC approval. Under no circumstances, can the project completion date be extended beyond July 1, 2026.
Project expenses cannot be submitted for reimbursement from DCEO which are incurred after the grant agreement
completion date.
6.2 Availability of Grant Appropriation. Funding for the PROJECT is contingent upon execution of the funding award
by DCEO and SMC. Pursuant to the DCEO Grant agreement and the Terms and Conditions herein, DCEO funding
shall reimburse eligible PROJECT Expenses incurred by either the Local Sponsor or SMC, up to a NOT TO EXCEED
value of $2,750,000.00. PROJECT expenses that exceed $2,750,000.00 are not reimbursable and shall be paid by the
Local Sponsor.
6.3 Completion of PROJECT Activities. The Parties shall conduct the Project Activities or provide the services as
described in the Exhibits and attachments, including Attachment A (Scope of Work Tasks) and Attachment B (Project
Expenses) and within the time period outlined in the Project Schedule (Attachment C), incorporated herein and in
accordance with all terms and conditions set forth herein and all applicable administrative rules.
6.4 PROJECT Payments. Project payments for the successful completion of PROJECT ACTIVITIES, shall be paid for
pursuant to applicable policies and statutes. The Local Sponsor shall be responsible for making payments to their
contractor and shall apply for reimbursement for eligible project expenses to the SMC.
6.5 PROJECT Payment Reimbursement. Reimbursement for project payments is subject to the PROJECT, Local
Sponsor, Contractor and Subcontractors, and SMC’s adherence to the DCEO Terms and Conditions, of Article IV of
this Agreement. Reimbursement requests follow the calendar quarterly Performance and Financial reporting
requirements above as the 15th of January, April, July, and October, throughout the Agreement period. Local
Sponsor must submit any payment request to SMC within fifteen (15) days after the end of the calendar quarter. In
all circumstances project contractual obligations shall not be executed after 12/31/2024 and all projects shall be
completed and fully paid out by 12/31/2026.
ARTICLE VII
MISCELLANEOUS
7.1 Gift Ban. SMC and Local Sponsor are prohibited from giving gifts to State employees pursuant to the State
Officials and Employees Ethics Act (5 ILCS 430/10-10) and Executive Order 15-09.
7.2 Exhibits and Attachments. Attachment A through C and all other exhibits and attachments hereto are
incorporated herein in their entirety.
7.3 Assignment Prohibited. Local Sponsor acknowledges that this Agreement may not be sold, assigned, or
transferred in any manner by Local Sponsor, to include an assignment of Local Sponsor’ rights to receive payment
hereunder, and that any actual or attempted sale, assignment, or transfer by Local Sponsor without the Prior
Approval of SMC in writing shall render this Agreement null, void and of no further effect.
7.4 Amendments. This Agreement may be modified or amended during its Term by mutual consent of the Parties,
expressed in writing and signed by the Parties, provided the amendments comply with the final grant agreement
with DCEO.
7.5 Severability. If any provision of the Agreement is declared invalid, its other provisions shall not be affected
thereby.
7.6 Applicable Law; Claims. This Agreement and all subsequent amendments thereto, if any, shall be governed
and construed in accordance with the laws of the state of Illinois. Any claim against SMC arising out of this
Agreement must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505/1 et seq. SMC does not waive
sovereign immunity by entering into this Agreement.
7.7 Compliance with Law. This Agreement and SMC's obligations and services hereunder are hereby made and
must be performed in compliance with all applicable federal and State laws, including, without limitation, federal
regulations, State administrative rules, including 44 Ill. Admin. Code 7000, and any and all license requirements or
professional certification provisions.
7.8 Compliance with Freedom of Information Act. SMC and Local Sponsor are subject to compliance with
requests made under the Freedom of Information Act. (5 ILCS 140/7(2)).
7.9 Headings. Article and other headings contained in this Agreement are for reference purposes only and are not
intended to define or limit the scope, extent or intent of this Agreement or any provision hereof.
7.10 Entire Agreement. SMC and Local Sponsor acknowledge that this Agreement constitutes the entire
agreement between them and that no promises, terms, or conditions not recited, incorporated or referenced
herein, including prior agreements or oral discussions, shall be binding upon either SMC or Local Sponsor.
7.11 Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be
considered to be one and the same agreement, binding on all Parties hereto, notwithstanding that all Parties are
not signatories to the same counterpart. Duplicated signatures, signatures transmitted via facsimile, or signatures
contained in a Portable Document Format (PDF) document shall be deemed original for all purposes.
ARTICLE VIII
NOTICES
8.1 Notices. All notices required or permitted hereunder shall be in writing, and delivered either personally or by
certified or registered mail, return receipt requested, to the following addresses or sent by electronic mail (“e-
mail”) to the following contact addresses:
If to Local Sponsor contact:
Byron Kutz, Superintendent of Engineering
The City of Lake Forest
800 North Field Drive, Lake Forest, IL 60045
847-810-3555
Email: kutzb@cityoflakeforest.com
If to SMC contact:
Michael Prusila, Planning Supervisor
Lake County Stormwater Management Commission
500 W. Winchester Road
Libertyville, IL 60048
Phone: 847-377-7713
Email: mprusila@lakecountyil.gov
Signatures. In witness whereof, the Parties hereto have caused this Agreement to be executed by their duly
authorized representatives.
LOCAL SPONSOR
Jason Wicha, City Manager Date
The City of Lake Forest
STORMWATER MANAGEMENT COMMISSION:
Kurt Woolford, Executive Director Date
Lake County Stormwater Management Commission
Exhibit 1 – Location Map
Burr Oak Stormwater Detention/Storm Sewer Project
Exhibit 2
Burr Oak Stormwater Detention/Storm Sewer Project
Attachment A
Lake Forest ‐ Burr Oak Stormwater Detention/Storm Sewer Project ‐ Scope of Work
Assigned
Responsibility
(LS, SMC, Joint)
DCEO/SMC
Attachment B
Budget #
Phase 1: Needs Analysis, Scope Development, Concept Plan and Preliminary Engineering
1. Establish need and scope Local Sponsor SMC‐4
2. Initiate early coordination with stakeholders and alignment on the project scope Local Sponsor SMC‐4
3. Create concept plan and estimate project concept cost Local Sponsor SMC‐4
4. Determine land rights needs Local Sponsor SMC‐4
5. Conduct field inventories, environmental assessments Local Sponsor DCEO‐1
6. Outline permitting with Local, State and Federal Permitting Authorities Local Sponsor DCEO‐1
7. Obtain preliminary agreement with local partners Local Sponsor SMC‐4
8. Investigate Alternative Funding Sources Local Sponsor SMC‐4
Phase 2: Design, Permitting and Land Rights
1. Project design development Local Sponsor DCEO‐1
2. Land survey and geotechnical investigation Local Sponsor DCEO‐1
3. Carry out permit process to construction start ‐ Municipal, County, Utilities, IDNR, IDOT, IEPA, USACE, FEMA Local Sponsor DCEO‐1
4. Assess property needs, negotiate with landowners, complete land rights process Local Sponsor DCEO‐2
5. Utility investigations and relocation plan Local Sponsor DCEO‐1
6. Finalize local partner agreements Local Sponsor SMC‐4
7. Finalize alternative funding sources Local Sponsor SMC‐4
8. Complete final construction plans and bids docs Local Sponsor DCEO‐1
Phase 3: Construction Contract and Bid Docs, Advertising For Bids, Construction
1. Advertise for Bid/Vendors Local Sponsor DCEO‐6
2. Conduct bid letting Local Sponsor DCEO‐6
3. Contract Award Local Sponsor DCEO‐6
4. Sureties/Bonds Setup Local Sponsor DCEO‐6
5. Conduct pre‐construction meeting Local Sponsor DCEO‐6
6. Inspections/Construction oversight Local Sponsor DCEO‐6
7. Traffic control/Utility Relocations Local Sponsor DCEO‐6
8. Construction/Contract Management Local Sponsor DCEO‐6
9. Construction Implementation Contractor
DCEO‐4,5,8,9,10,11
SMC‐2
10. Construction Contract Maintenance Period Joint DCEO‐6
11. Project Closeout Joint DCEO‐6
Phase 4: Post Construction Inspection, Maintenance, Operation and Upkeep
1. Annual Project Inspection Local Sponsor SMC‐3
2. Inspection Report Recommended Maintenance Items Local Sponsor SMC‐3
3. Implementation of Maintenance Local Sponsor SMC‐3
Item#DCEO
Expense
Local Sponsor
Expense
DCEO‐1 Design/Engineering ‐ costs associated with creation of the project's architectural drawings; engineering studies
and/or fees; etc., including costs of plans & specs and/or printing costs if specifically identified as such within the
Scope of Work. This task includes permitting tasks and associated fees during the design process.N/A ‐
DCEO‐2 Building Land Purchase ‐ cost to purchase, either in whole or in part, a building, structural shell, condominium, land,
and/or easement including, but not limited to: the net purchase price itself; closing costs charged to the buyer on the
closing document; legal fees; etc. N/A ‐
DCEO‐3 Wiring/Electrical ‐ purchase of materials necessary for completion of the project scope such as: electrical wiring;
conduit; outlets; switches; etc. including associated labor/installation costs, as identified within the Scope of Work.
N/A ‐
DCEO‐4 Equipment/Material/Labor ‐ purchase of materials and/or purchase/lease of equipment, to use or install for the
project, such as: steel; drywall; lumber; wiring; doors; windows; roofing; rock; etc. including labor/installation costs,
as identified ‐ within the Scope of Work.$2,000,000 ‐
DCEO‐5 Paving/Concrete/Masonry ‐ purchase of materials necessary for completion of the project scope such as bituminous
pavement; concrete; rock; bricks; blocks; mortar; tuckpointing; etc. including associated labor/installation costs, as
identified within the Scope of Work.N/A ‐
DCEO‐6 Construction Management/Oversight ‐ costs associated with managing the construction activities and/or overseeing
all aspects of the construction project, either by contractor personnel or Grantee personnel, but limited to verifiable
time working on this project.N/A ‐
DCEO‐7 Mechanical System ‐ purchase of materials necessary for completion of the project cope such as: HVAC; elevators; fire
alarm, sprinkler, or ventilation systems; etc. including associated labor/installation costs, as identified within the
Scope of Work.N/A ‐
DCEO‐8 Excavation/Site Prep/Demo ‐ costs associated with demolition of existing structures on the project site and/or
preparation of the project site including excavation, etc. ahead of actual new construction/renovation activities.
$500,000 ‐
DCEO‐9 Plumbing ‐ purchase of materials necessary for completion of the project scope such as: internal or external pipes for
water, gas, and/or sewage; fixtures; etc. including associated labor/installation costs, as identified within the Scope
of Work.N/A ‐
DCEO‐10 Other Construction Expenses ‐ costs that can't be easily broken out to or covered by other individual/specific
Budgetary line items such as: landscaping; hauling; equipment rental; insurance; environmental fees; loan payments;
etc. as identified within the Scope of Work. N/A ‐
DCEO‐11 Contingency (10% Max) ‐ coverage of potential cost overruns in any of the other utilized Grant Budget line items.
$250,000 ‐
SMC‐1 Local Sponsor Project Expense Match Payment to SMC $314,036
SMC‐2 Estimated Project Implementation and Construction Cost ‐ Above Grant Award $2,307,229
SMC‐3 Estimated Post Project Annual Operation, Inspection and Maintenance TBD
SMC‐4 Estimated Pre‐Grant Project Expenses (Optional)TBD
Subtotals $2,750,000 $2,621,265
Total Project Expenses
Additional Non‐Reimbursable Project Expenditure Line Item Categories and Description
Attachment B ‐ Lake Forest ‐ Burr Oak Stormwater Detention/Storm Sewer Project Budget
$5,371,265
DCEO Capital Budget Line Item Categories and Description: The below categories will need to be completed for both State funding (DCEO Grant) and non‐State
funding (local funds; other Grants, etc.) to complete the overall project.
PhasePre‐Grant TasksOct‐21Nov‐21Dec‐21Jan‐22Feb‐22Mar‐22Apr‐22May‐22Jun‐22Jul‐22Aug‐22Sep‐22Oct‐22Nov‐22Dec‐22Jan‐23Feb‐23Mar‐23Apr‐23May‐23Jun‐23Jul‐23Aug‐23Sep‐23Oct‐23Nov‐23Phase 1: Needs Analysis, Scope Development, Concept Plan and Preliminary Engineering1.1 Establish need and scope X1.2Initiate early coordination with stakeholders and alignment on the project scopeX1.3 Create concept plan and estimate project concept costX1.4 Determine land rights needs X1.5 Conduct field inventories, environmental assessmentsX1.6Outline permitting with Local, State and Federal Permitting AuthoritiesX1.7 Obtain preliminary agreement with local partnersX1.8 Investigate Alternative Funding SourcesXPhase 2: Design, Permitting and Land Rights2.1 Project design development X2.2 Land survey and geotechnical investigation X2.3Carry out permit process to construction start ‐ Municipal, County, Utilities, IDNR, IDOT, IEPA, USACE, FEMA2.4Assess property needs, negotiate with landowners, complete land rights processX2.5 Utility investigations and relocation plan X2.6 Finalize local partner agreements2.7 Finalize alternative funding sourcesX2.8 Complete final construction plans and bids docs XPhase 3: Construction Contract and Bid Docs, Advertising For Bids, Construction3.1 Advertise for Bid/Vendors X3.2 Conduct bid letting X3.3 Contract Award3.4 Sureties/Bonds Setup3.5 Conduct pre‐construction meeting3.6 Inspections/Construction oversight3.7 Traffic control/Utility Relocations3.8 Construction/Contract Management3.9 Construction Implementation3.10 Construction Contract Maintenance Period3.11 Project CloseoutPhase 4: Post Construction Inspection, Maintenance, Operation and Upkeep4.1 Annual Project Inspection4.2 Inspection Report Recommended Maintenance Items4.3 Implementation of MaintenanceKeyTasks Completed/End DateLocal SponsorSMCCombined TeamATTACHMENT C ‐ Project SCHEDULE ‐ Lake Forest ‐ Burr Oak Stormwater Detention/Storm Sewer ProjectTask
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF THE
EVERETT AND WAUKEGAN
WATERMAIN DESIGN
EVERETT & WAUKEGAN ROAD INTERSECTION WATERMAIN DESIGN
•Intersection improvement project to improve traffic delays and intersection safety with traffic studies dating back to 2009.
•Original study and design scopes focused solely on intersection geometry while determining project feasibility.
•City Council reviewed the project on July 19, 2021; added dedicated westbound right-turn lane.
•Request is to replace the undersized 1927 watermain within the project limits
•Important to incorporate now that overall project design is continuing.
•Constructing with overall project reduces costs and impacts to the traveling public.
•CivilTech is designing project and will add the watermain design to the overall plans
•Construction of overall project is anticipated for summer of 2025 and contingent on grant funding.
•Utilizing FY22 savings from: Deerpath Streetscape Watermain Design ($20,000) and Deerpath Watermain Design ($3,000)
•Action requested: PW Committee recommends 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.
BUDGET / HIRING / INNOVATION
UPDATES
PUBLIC COMMENT
NEXT MEETING
JANUARY 4TH OR 5TH
ADJOURNMENT