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
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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.
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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.
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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.
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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.
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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.
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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