PUBLIC WORKS COMMITTEE 2022/02/17 Packet
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, FEBRUARY 17, 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/88501463209?pwd=STY3VVk2amZnZGlEQ096UkxENzNMZz09
Webinar ID: 885 0146 3209
Passcode: 1861
I. ROLL CALL/CALL TO ORDER
Jim Preschlack, Chairman
Jennifer Karras
Ted Notz
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF FEBRUARY 8, 2022 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE WAVELAND PARK & FOREST AVENUE PARKING LOT PROJECTS –
BYRON KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN
AGREEMENT FOR THE PAVEMENT MANAGEMENT PROGRAM – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE STREET CRACK SEALING PROGRAM – BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE WATER PLANT PUMP VFD REPLACEMENT PROJECT – DAN MARTIN
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR PUBLIC SAFETY BUILDING ROOF REPLACEMENT PROJECT – JIM
LOCKEFEER
III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
IV. FY ’22 PROJECT ROADMAP STATUS CHART
V. BUDGET / HIRING / INNOVATION UPDATES
VI. PUBLIC COMMENT
VII. NEXT MEETING – MARCH 3, 2022 – 4PM ZOOM
VIII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF FEBRUARY 8, 2022
PUBLIC WORKS COMMITTEE MEETING
MINUTES
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PUBLIC WORKS COMMITTEE MEETING
TUESDAY FEBRUARY 8, 2022 – 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.
Aldermen Jennifer Karras and Ted Notz were present.
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. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE JANUARY 10, 2022 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Notz moved to approve the January 10, 2022 Public Works Committee
meeting minutes. Alderman Karras seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE COMPLETE
STREETS POLICY
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic. He explained that the draft Complete Streets Policy was
included in the Committee’s meeting packet.
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The Committee and City staff discussed where the Complete Streets approach
originated from.
Alderman Notz moved to recommend to City Council approval
of the Complete Streets Policy. Alderman Karras seconded the motion, which
carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL WAIVER OF BID
REQUIREMENTS AND PURCHASE OF EPOXY FLOOR COATING MATERIAL
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
The Committee and City staff discussed the pricing of other similar epoxy
products, completing the repair work versus applying a new epoxy coat to the
entire garage, and floor cleaning practices.
Alderman Notz moved to recommend approval to City Council waiver of the
bid process and approval of a purchase of epoxy floor materials with ICP
Construction, Inc. in the amount of 56,787. Alderman Karras seconded the
motion, which carried unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
ANNUAL CONCRETE SIDEWALK, CURB, AND STREET REPAIR PROGRAM
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed replacement identification, the sidewalk
inventory and evaluation program, the total amount of concrete streets versus
asphalt streets in the City, material costs, material estimated useful life, and the
next time the program will be bid.
Alderman Notz moved to recommend approval to City Council award of bid for
the Concrete Streets, Curb, and Sidewalk Replacement Project to Schroeder &
Schroeder, Inc., and authorize the City Manager to execute an agreement in an
amount not to exceed $185,000. Alderman Karras seconded the motion, which
carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
DEERPATH WATERMAIN REPLACEMENT PROJECT (AHWAHNEE LN. TO GOLF LN.)
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed the 2021 Water Distribution Study, the
age of the existing watermain, the size of the existing watermain, history of
watermain breaks, and the vetting of the bids received.
Alderman Notz moved to recommend approval to City Council award of bid for
the Deerpath Road Water Main Improvements to Joel Kennedy Constructing
Corp. and authorize the City Manager to execute an agreement in the amount
of $974,241 as well as approving a 10% contingency in the amount of $97,424 for
a total project cost of $1,071,665. Alderman Karras seconded the motion, which
carried unanimously.
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL OF AN EASEMENT
AGREEMENT BETWEEN THE CITY OF LAKE FOREST AND THE PROPERTY OWNER OF 500
N. GOLF LANE FOR THE DEERPATH WATERMAIN REPLACEMENT PROJECT
(AHWAHNEE LN. TO GOLF LN.)
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed working with the property owner on this
request. The Committee recommended that a public thank you be made to the
property owner at the next City Council meeting.
Alderman Notz moved to recommend approval to City Council Approval of an
Easement Agreement between the City of Lake Forest and the Trust for 500 Golf
Lane. Alderman Karras seconded the motion, which carried unanimously.
III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
There were no discussions on asset, infrastructure, and service highlights.
IV. FY ’22 PROJECT ROADMAP STATUS CHART
There were no discussions on the FY ’22 Project Roadmap Status Chart.
V. BUDGET / HIRING / INNOVATION UPDATES
There were no discussions on budget / hiring / innovation updates.
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VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING – FEBRUARY 17, 2022
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:06 P.M. Alderman Karas 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 WAVELAND PARK & FOREST AVENUE
PARKING LOT PROJECTS
WAVELAND PARK & FOREST AVENUE 2022 PARKING LOT
IMPROVEMENTS
•Purchase of two EV Stations directly from Carbon Day EV Charging (same as existing
charging stations) with Sustainability Funds for $24,426
•Action requested: PW Committee recommends City Council award the low bid
for the Waveland Park & Forest Avenue 2022 Parking Lot Improvements to
Maneval Construction and Authorize the City Manager to Execute an
Agreement in the Amount of $397,912.78 as well as Approving a 10%
Contingency in the Amount of $39,791.27 for a Total Cost of $437,704.05 and
the approval of a purchase from Carbon Day EV Charging in the amount of
$24,426 for two EV stations
Contractor Firm Bid Amount
Maneval Construction $397,912.78
Chicagoland Paving Contractors, Inc.$399,638.75
A Lamp Concrete Contractors, Inc $401,861.00
Peter Baker & Son Co $421,172.79
Schroeder Asphalt Services, Inc.$433,972.25
DK Contractors $455,410.50
J.A. Johnson Paving Co. $476,403.75
Abbey Paving and Sealcoating Co., Inc.$521,449.10
FY23 Funding Source Project Component Cost
CIP
$396,000
Parking Lot Improvements $356,732.97
10% Contingency $35,673.30
$392,406.27
Sustainability
$115,000
Waveland Park Bioswale & Forest Ave Stormwater Quality Structure $41,179.80
10% Contingency $4,117.98
Forest Ave Charging Stations $24,426.00
$69,723.78
GRAND TOTAL $462,130.05
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF AN
AGREEMENT FOR THE PAVEMENT
MANAGEMENT PROGRAM
2022 PAVEMENT MANAGEMENT PROGRAM
•Pavement Evaluation every three years
•2019: 142 lane miles and 20 parking lots
•Current Pavement Condition Index (PCI): 82
•Past City Council PCI target 77
•Budget: $125,000
•Six planholders;one proposal received from IMS in amount of $108,967
•Requesting use of full available budget to add the inventory and testing of City-owned asphalt paths to the project scope; these paths
are throughout various subdivisions (not currently tracked)
•Action requested: PW Committee recommends City Council award the 2022 Pavement Management Program to
Infrastructure Management Services and Authorize the City Manager to Execute an Agreement in an Amount Not
to Exceed $125,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE STREET CRACK SEALING PROGRAM
2022 CRACK SEALING PROJECT
•Annual project to seal pavement cracks to prevent moisture
infiltration
•Operations Budget: $35,000
•Utilizing the low-bid contractor from the Municipal Partnering
Initiative (MPI)
•Requesting agreement renewal with increased unit prices of 8%
from 2021 prices
•27,000 feet proposed to be sealed in 2022
•Action requested: PW Committee recommends City
Council award the low bid for the 2022 Crack Sealing
Project to Patriot Pavement Maintenance, Inc. and
Authorize the City Manager to Execute an Agreement in
an Amount Not to Exceed $35,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE WATER PLANT PUMP VFD
REPLACEMENT PROJECT
WATER PLANT PUMP VFD REPLACEMENT PROJECT
•Water Fund Budget: FY2023 -$160,000 & FY2024 -$247,000
•Water Plant has nine Variable Frequency Drives (VFDs) that control five finished water pumps and four raw water pumps
•VFDs control electric motors on each pump providing necessary output by increasing or decreasing pump speed to meet production demand
•VFDs reduce energy consumption, reduce maintenance costs, and extend equipment life
•Existing VFDs installed in 2004 and reaching end of useful life
•Repair parts are being discontinued due to age of equipment and newer technology
•Proposed VFDs have an 8-week lead time.
•Received the following three proposals to replace the VFDs:
•Midwest Power has done favorable work at the Water Plant, Sewer Lift Stations, and other City facilities
•Action requested: PW Committee recommends City Council approve two-year agreement with Midwest Power to
replace Water Treatment Plant’s Variable Frequency Drives for the sum of $362,511 Plus a 5% Contingency of $18,125
for a total of $380,636
Company Name FY2023 FY2024 Total
Midwest Power Industry Incorporated $151,546 $210,965 $362,511
Pieper Electric, Inc.$181,025 $256,975 $438,000
Krause Electrical Contractors, Inc.$185,880 $260,070 $445,950
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
PUBLIC SAFETY BUILDING ROOF
REPLACEMENT PROJECT
PUBLIC SAFETY BUILDING ROOF REPLACEMENT PROJECT
•FY23 Capital Improvement Program Budget –$280,000
•Replacement membrane roof over the Fire apparatus bays and lower Police garage
•Roof is at the end of its EUL; approximately 20 years old
•Received three bids
•Action requested: PW Committee recommends City Council award of bid for
the Public Safety Fire Garage Roof Replacement Project to YAD Construction
and authorize the City Manager to execute an agreement in the amount of
$249,050 plus 10% contingency in the amount of $24,905 for a grand total of
$273,955
Contracting Firm Bid $
YAD Construction $249,050
Riddiford Roofing $378,636
L. Marshall, Inc. $383,000
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%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 30%
2nd public information meeting at Gorton Community Center to be
held on 2/16 followed by HPC on 3/16 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%
F.Y. 22 –90% of equipment received, in-service modifications are
continuing and will continue into late fall/early winter. Majority of F.Y.
23 equipment ordered.
Old Elm Parking Lot Parking Lot 95%Construction complete. Spring planting still to occur.
Forest Park Bluff Slope Stabilization Forest Park Bluff 75%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%
City Council approved bid on 12/6. Approved
contractor submittals sent to project engineer for
review; project materials order have been placed.
Installation to occur spring of 2022.
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 100%Bids opened on 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
BUDGET / HIRING / INNOVATION
UPDATES
PUBLIC COMMENT
NEXT MEETING
MARCH 3, 2022 – 4PM ZOOM
ADJOURNMENT