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PUBLIC WORKS COMMITTEE 2022/04/06 Packet PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, APRIL 6, 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/85872354015?pwd=Q3ZZa2YxcXN2UzZVUXM1ZjUxQ0tDZz09 Webinar ID: 858 7235 4015 Passcode: 1861 I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF MARCH 3, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE CITY ENGINEERING SERVICES AGREEMENT – BYRON KUTZ 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE SPRUCE LIFT STATION PUMP REPLACEMENT PROJECT – DAN MARTIN III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS IV. FY ’23 PROJECT ROADMAP STATUS CHART V. BUDGET / HIRING / INNOVATION UPDATES VI. PUBLIC COMMENT VII. NEXT MEETING – APRIL 19, 2022 – 4PM ZOOM VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF MARCH 3, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, MARCH 3, 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; Byron Kutz, Superintendent of Engineering and Jim Lockefeer, Assistant to the Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE FEBRUARY 17, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the February 17, 2022 Public Works Committee meeting minutes. Alderman Karras seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE ANNUAL ASPHALT RESURFACING & PATCHING PROGRAM Superintendent Kutz reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed Lake Bluff’s patching and resurfacing program, benefits of conducting a joint bid with Lake Bluff, quantity unit cost increases related to inflation, and City resurfacing specifications and standards. Alderman Notz moved to recommend to City Council award of the low bid for the 2022 Patching & Resurfacing Project to Peter Baker & Son Co. and authorize the City Manager to execute an agreement in the amount not to exceed $850,000. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR PUBLIC SAFETY BUILDING ROOF REPLACEMENT PROJECT Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed bid documentation requirements, the 20-year manufacturer’s warranty, and Riddiford Roofing references and prior experiences. Alderman Notz moved to recommend approval to City Council award of bid for the Public Safety Fire Garage Roof Replacement Project, subject to an increased project budget, to Riddiford Roofing and authorize the City Manager to execute an agreement in the amount of $378,636 plus 10% contingency in the amount of $37,864 for a grand total of $416,500. Alderman Karras seconded the motion, which carried unanimously. 3 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT Director Thomas reviewed the below summary presentation slides on the topic. 4 The Committee and City staff discussed anticipated timing of the State and Lake County SMC agreement execution, DiMeo Brothers comfort with the timeline moving forward in continuing to hold their bid pricing, utilizing contingency funds to support the low bid firm’s hold of their original bid price, and DiMeo Brother’s experience in working with outside grant funding sources. Alderman Karras moved to recommend approval to City Council, contingent upon final legal counsel approval of the Lake Forest / SMC IGA, authorize the City Manager to execute an agreement for construction of the Burr Oak Area Storm Sewer Project to DiMeo Brothers, Inc. for $4,554,026, plus a 10% contingency of $455,403, for a total not-to-exceed agreement amount of $5,009,429. Chairman Preschlack seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONSTRUCTION ASSISTANCE SERVICES FOR THE BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT Director Thomas reviewed the below summary presentation slide on the topic. 5 Alderman Karras moved to recommend approval to City Council, contingent upon final legal counsel approval of the Lake Forest / Lake County Stormwater Management Inter-Governmental Agreement, authorize the City Manager to execute an agreement for construction assistance services for the Burr Oak Area Storm Sewer Project to GeWalt Hamilton Associates, Inc. in an amount not-to- exceed $40,250. Alderman Notz seconded the motion, which carried unanimously. 6. REVIEW AND APPROVE PUBLIC WORKS COMMITTEE MEETING SCHEDULE CHANGES Director Thomas reviewed the below summary presentation slide on the topic. There was unanimous Committee consensus in approving the schedule changes. 6 III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – COMED BRIDGE REPLACEMENT UPDATE Director Thomas reviewed the below summary presentation slide on the topic. The Committee and City staff discussed communications efforts and plans to share information on the various projects. 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. VI. PUBLIC COMMENT There was no Public Comment. VII. NEXT MEETING – April 6, 2022 VIII. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 5:21 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 THE CITY ENGINEERING SERVICES AGREEMENT CITY ENGINEERING SERVICES •To serve as City Engineer and Surveyor as-needed to fulfill statutory requirements •Technical plan-review and approval of permit-projects •Technical assistance and advisor for the Planning Commission •Public project plan review and general professional engineering services as needed •One year agreement (5/1/22-4/30/23) with two additional one-year optional renewals •Staff initiated RFP process-11 plan-holders and two proposals received. •Reviewed experience, qualifications, specialized capabilities, proximity and ability to perform on time, and fees •Dan Strahan with GHA has been in this role since 2013 •Non-Reimbursable Budget: FY2023 $43,000 •Reimbursable Budget: Varies based on number of plan-reviews which is driven by developments (FY2022 projected expenses $40,000) Consultant Firm Fee Schedule Gewalt Hamilton Associates, Inc. (GHA)$160 James Anderson Company $135 •Action requested: PW Committee recommends City Council award a One-Year Professional Services Agreement for the City Engineering Services to Gewalt Hamilton Associates, Inc., and Authorize the City Manager to Execute an Agreement in an Amount Not to Exceed $43,000 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE SPRUCE LIFT STATION PUMP REPLACEMENT PROJECT SPRUCE LIFT STATION PUMP REPLACEMENT PROJECT •FY22 Water Fund Capital Improvement Program Budget –$100,000 •Spruce & Sheridan Wastewater Lift Station is the largest lift station out of the five stations located throughout the City •Wastewater Lift Stations: Spruce & Sheridan, Villa Turicum, Bluffs Edge, Westfork (SW) and Willow Lakes •Lift stations collect wastewater at lower elevations that are discharged directly to the North Shore Water Reclamation District •Sought bids to replace three of the six pumps at the Spruce & Sheridan Lift Station •All three sewer pumps are 35 years old and have been rebuilt several times since being installed in 1987; remaining pumps still have some remaining EUL •Costs to rebuild older sewer pumps exceeds the cost of a new sewer pump •Received two bids •Northern Divers has completed favorable work previously for the City •Action requested: PW Committee recommends City Council award of bid to Northern Divers USA to purchase and install three new pumps for the Spruce and Sheridan Sanitary Lift Station for the Sum of $94,725 Plus a 5% Contingency of $4,750 for a Total of $99,475 Firm Bid $ Northern Divers USA $94,725 Illinois Pump $112,758 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 ’23 PROJECT ROADMAP STATUS CHART PROJECT ROADMAP –CAPITAL FUND Project Asset Category % Complete Notes Waveland Park: W Parking Lot Resurface & Expansion Parking Lot 10%Bids reviewed by PWC 2/17; CC approved 3/7; start mid-July Forest Ave Parking Lot Resurfacing Parking Lot 10%Bids reviewed by PWC 2/17; CC approved 3/7; start early August and complete by Labor Day; work to accommodate Rec concert Public Safety Fire Garage Roof Replacement Facility 10%Bids reviewed by PWC 3/3; seek CC approval 4/4; project to occur this summer Elawa / City Hall / CNW Tuckpointing Facility 0%Bid opportunity to be posted in May; work to be completed fall 2022 Annual Pavement Resurfacing & Patching Program Road 10%Bids reviewed by PWC 2/8; CC approved 2/22; Start early May Waukegan & Everett Intersection-Metra Upgrades Road 0%Still finalizing funding agreements with Metra Deerpath Streetscape Project Phase II Design Road 15% Proposals reviewed by PWC 1/10; proposal awarded by CC 1/18; approved firm has begun preliminary design efforts; submitting ITEP application for construction funding October 2022 Annual Concrete Sidewalks &Curbs Repairs Road & Sidewalk 5%Bids reviewed by PWC 3/3; seek CC approval 4/4; start early June Pavement Management Program Road & Paths 10%Proposals reviewed by PWC 2/17; proposal awarded by CC 3/7; start early May RT. 60 Bike Path Phase II Design (Academy-Field Dr)Path 5% RFQ posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/16; design funding and construction funding secured from ITEP Illinois & Woodland Pedestrian Bridge Construction Bridge 10% Bids reviewed by PWC 11/22; CC approved 12/6; Woodland Bridge will be replaced 6/27 –8/6 (during summer 2022 after LFHS is out), Illinois Bridge will be replaced concurrently or during the fall Lake -Woodbine Bridge Reconstruction Design PH 1/2 Bridge 40%HPC approval 3/16; finalizing Phase I Design; Phase II RFP late summer early fall McLennon-Reed Bridge Repairs Design Bridge 5%RFP posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/2; design to be substantially completed by September 2022 PROJECT ROADMAP –CAPITAL FUND (CONTINUED) Project Asset Category % Complete Notes Rockefeller/McCormick/Loch Ravine Design Ravine 5%RFP posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/2; design to be substantially completed by September 2022 Seminary Ravine Improvements -Design Ravine 5%RFP posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/2; design to be substantially completed by September 2022 Capital Equipment -All Funds Capital Equipment 60%Majority of F.Y. 23 equipment ordered. Burr Oak Storm Sewer Construction Storm Sewer 5%Bids reviewed by PWC 3/3; seek CC approval 4/4; construction May 2022 –October 2022; open house scheduled 4/14 at LFHS Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 5%RFP posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/2; cost estimate to be completed by September 2022 Annual Storm Sewer Lining Program Storm Sewer 0%Due to MPI price increases, project will be re-bid Forest Park Bluff Slope Stabilization Forest Park Bluff 0% Design efforts 75% complete; confirming design assumptions post snow melt and springtime rains prior to design finalization; bid for construction to be posted in June; construction September 5, 2022 – May 24, 2023 ADA Transition Plan Facility / Parks / Roads / Sidewalks 5%RFP posted; planning to bring proposals to 4/19 PWC and seek CC approval 5/2; plan to be completed by March 1, 2023 Gas Lights Street Lighting 5%2022-23 construction work to begin mid-April PROJECT ROADMAP –WATER FUND Project Asset Category % Complete Notes Deerpath Watermain Replacement (Ahwahnee Ln-Golf)Water 70%Bids reviewed by PWC 2/8; CC approved 2/22; construction to be completed by mid-May Pump VFD Upgrade Water 5%Bids reviewed by PWC 2/17; CC approved 3/7; Water Plant: Membrane Filter Modules Water 0%Seeking CC approval 5/16; modules deliver in June and installed Spruce and Sheridan Pump Replacement Sanitary 5%Bids received; PWC review 4/6; seek CC approval 4/18; new pumps 15-week lead time BUDGET / HIRING / INNOVATION UPDATES PUBLIC COMMENT NEXT MEETINGS APRIL 19, 2022 – 4PM ZOOM APRIL 28, 2022 – 4PM ZOOM ADJOURNMENT