PUBLIC WORKS COMMITTEE 2022/03/03 Packet
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, MARCH 3, 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/84798929856?pwd=YlVMaDFrUFBtUWZSSElKN0FFQUpUUT09
Webinar ID: 847 9892 9856
Passcode: 1861
I. ROLL CALL/CALL TO ORDER
Jim Preschlack, Chairman
Jennifer Karras
Ted Notz
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF FEBRUARY 17, 2022 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE ANNUAL ASPHALT RESURFACING & PATCHING PROGRAM – BYRON
KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR PUBLIC SAFETY BUILDING ROOF REPLACEMENT PROJECT – JIM
LOCKEFEER
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT – MICHAEL
THOMAS
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
CONSTRUCTION ASSISTANCE SERVICES FOR THE BURR OAK AREA STORM
SEWER IMPROVEMENT PROJECT – MICHAEL THOMAS
6. REVIEW AND APPROVE PUBLIC WORKS COMMITTEE MEETING SCHEDULE
CHANGES – MICHAEL THOMAS
III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – COMED BRIDGE
REPLACEMENT UPDATE
IV. FY ’22 PROJECT ROADMAP STATUS CHART
V. BUDGET / HIRING / INNOVATION UPDATES
VI. PUBLIC COMMENT
VII. NEXT MEETING – APRIL 6, 2022 – 4PM ZOOM
VIII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF FEBRUARY 17, 2022
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, FEBRUARY 17, 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 FEBRUARY 8, 2022 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Notz moved to approve the February 8, 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
WAVELAND PARK & FOREST AVENUE PARKING LOT PROJECTS
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
2
The Committee and City staff discussed the sustainability funding associated with
the projects and electronic vehicle charging station use.
Alderman Notz moved to recommend to City Council approval
of the 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. Alderman Karras seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN
AGREEMENT FOR THE PAVEMENT MANAGEMENT PROGRAM
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the data gathered through the program
and the utilization of the data in recommending streets to be resurfaced.
Alderman Notz moved to recommend approval to 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 Alderman Karras seconded the motion, which carried
unanimously.
3
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
STREET CRACK SEALING PROGRAM
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the prioritization of cracks to be sealed
and the City’s online resident service request system’s ability to allow residents to
submit roadway issues.
Alderman Notz moved to recommend approval to 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. Alderman Karras seconded the motion, which carried
unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
WATER PLANT PUMP VFD REPLACEMENT PROJECT
Superintendent Martin reviewed the below summary presentation slide on the
topic.
4
The Committee and City staff discussed the future of VFD technology and
estimated useful life of new VFDs.
Alderman Notz moved to recommend approval to City Council award of 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. Alderman Karras seconded the motion, which
carried unanimously.
6. 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.
5
The Committee and City staff discussed the areas of the Public Safety Building
roof to be replaced and the remaining estimated useful life of the area not
recommended to be replaced.
Alderman Notz moved to recommend approval to 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. Alderman Karras seconded the motion, which carried unanimously.
III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
Director Thomas provided the committee with an update on the ComEd Bridge
Replacement Project. He explained that ComEd was working through their bid
process to approve a construction contractor. He explained that ComEd was still
seeking to completely close Deerpath Road at the bridge during the week of
Spring Break from Saturday, March 19 through Sunday, March 27. He explained
that there have been some public communications that have already been
released and those efforts will continue.
Director Thomas provided the Committee with an update on the Burr Oak Area
Storm Sewer Improvement Project. He explained that the City was still awaiting
the approval of the grant agreement between the State and Lake County
Stormwater Management Commission (SMC). He explained that once that
agreement is executed, Lake County SMC and the City can execute the Burr
Oak Area Storm Sewer Improvement Project agreement. Chairman Preschlack
thanked the Mayor and staff for the efforts in keeping this Project moving
forward.
IV. FY ’22 PROJECT ROADMAP STATUS CHART
Alderman Karras explained that she attended the Lake and Woodbine
neighborhood bridge meeting yesterday evening. She explained that the
meeting went well and thanked staff for their efforts.
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 – MARCH 3, 2022
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
4:48 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 ANNUAL ASPHALT RESURFACING &
PATCHING PROGRAM
2022 PATCHING & RESURFACING PROJECT
•Bid together with Lake Bluff for economies-of-scale
•FY2023 Budget total $850,000
•Resurfacing: $750,000
•Patching: $100,000
•Received three bids (see chart)
•Last year: 2.3 miles of streets and 5,150 sy of patches (total budget $1,035,000)
•Proposed: 1.2 miles of streets and 3,000 sy of patches (total budget $850,000)
•Work between early May to late July
•Reducing the scope of Pothole Patching by $4,668.59 to fit within the $850,000 budget
•Action requested: PW Committee recommends 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
Contractor Firm Lake Forest
Bid Amount
Peter Baker & Son Co.$854,668.59
Schroeder Asphalt Services, Inc.$938,966.32
Chicagoland Paving Contractors, Inc $982,813.09
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 bay and Police garage
•Roof is at the end of its estimated useful life; approximately 20 years old
•Received three bids
•Following last PW Committee meeting, YAD Construction identified as non-responsive
•Manufacturer’s Affidavit of Applicator Approval Form signed without manufacturer consent; confirms
manufacturer will honor 20-year product warranty
•Staff explored rebidding; current pricing found to be competitive and material costs expected to continue
to rise by 5%on a monthly basis
•Staff seeking Public Works and Finance Committee’s recommendation to increase FY23 project budget to
$420,000
•Action requested: PW Committee recommends 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
Contracting Firm Bid $
YAD Construction $249,050
Riddiford Roofing $378,636
L. Marshall, Inc. $383,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE BURR OAK AREA STORM SEWER
IMPROVEMENT PROJECT
BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT –AWARD OF BID
•FY22 Capital Improvement Program Budget –$4,300,000
•DCEO-SMC Project Grant –$2,750,000
•State and Lake County SMC estimated to execute agreement March 2022; City to then execute
project grant IGA with SMC
•Highest priority stormwater improvement project identified via 2019 stormwater study
•Increasing existing storm sewer system capacities on Burr Oak Road, Thomas Place,
Franklin Place, Alden Lane, and Western Avenue
•Increasing capacity to current design standards
•Installing StormTrap detention vault under Western Avenue
•Holds up to 847,200 gallons of stormwater during peak flows
•Allows existing downstream storm sewer system to remain unchanged
•No increased stormwater flow rate to ravine
BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT
CONSTRUCTION IMPACTS
Phase Milestone Anticipated Impacts Estimated
Duration
Phase I Mobilization / Site Preparation / Traffic Control &
Signage N/A One week
Phase 2 Installation of Storm Sewer on Alden Ln Through traffic closed on Alden Ln between Tara
Ln and N Western Ave Two weeks
Phase 3 Installation of Storm Sewer on N Western Ave
Intermittent one-lane closures on N Western
Ave between Alden Ln and alley adjacent to
Shaggy Dog
Three weeks
Phase 4 Installation of Storm Sewer on Burr Oak Rd,
Thomas Pl, and Franklin Pl
Through traffic closed on Burr Oak Rd, Thomas
Pl, and Franklin Pl Seven weeks
Phase 5 Installation of StormTrap
Road closed to all traffic on N Western Ave from
alley adjacent to Shaggy Dog to 1301 N Western
Ave Front Entrance (south side)
Six weeks
Phase 6 Installation of Underground Pump Station Limited access to alley adjacent to of Shaggy Dog Two weeks
Phase 7 Pavement Resurfacing and Landscape Restoration Intermittent one-lane closures Six weeks
•Staff has been working close with Communications Manager on project communications
•Dialogue, eNews, Project webpage, special stakeholder meetings, letter, open house meetings, and onsite signage (to be installed)
BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT –AWARD OF BID
•Originally bid on April 9, 2020
•DiMeo Brothers have agreed to hold original bid price
•Previously completed satisfactory work for City, numerous positive references
•Significant storm sewer and StormTrap installation experience
•Seeking award of bid subject to the execution of IGA between City and Lake County SMC
•Allows for more detailed project communications with residents (open houses and specific project schedules)
•Action requested: PW Committee recommends 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
Contracting Firm Bid Amount
DiMeo Brothers $4,554,026.00
A Lamp Concrete Contractors, Inc. $4,566,526.75
Berger Excavating Contractors, Inc.$4,582,978.87
Bolder Contractors $4,803,574.33
DK Contractors $4,980,917.00
Funding Source Project Component Cost
DCEO-SMC Grant
$2,750,000
Grant Total $2,750,000
SMC Grant Admin. Expense (City Council Approved 12/6/21)$314,036
Net Grant Amount ($2,750,000 -$314,036)$2,435,964
City FY22 CIP
$4,300,000
Project Total ($4,554,026) –Net Grant Amount ($2,435,964)$2,118,062
10% Contingency ($4,554,026 Total)$455,403
Construction Assistance Services (Next Slide)$40,250
City’s Total Share $2,613,715
GRAND TOTAL ($2,750,000 + $2,613,715) $5,363,715
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF
CONSTRUCTION ASSISTANCE SERVICES
FOR THE BURR OAK AREA STORM SEWER
IMPROVEMENT PROJECT
BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT
CONSTRUCTION ASSISTANCE SERVICES
•Engineering construction assistance services will support City Engineering Assistant assigned to project
•Services include periodic site visits, attendance of field meetings, response to RFIs, etc. to ensure project is constructed
appropriately and according to design
•Technical inspections needed for StormTrap, Pump Station, and general project oversight
•Received three proposals in response to RFP
•Staff RFP Selection Committee reviewed all proposals; unanimously recommended Gewalt Hamilton Associates, Inc.
•Action requested: PW Committee recommends City Council Approve , 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
Contracting Firm Bid Amount
Gewalt Hamilton Associates, Inc.$40,250
Bleck Engineering $49,795
Baxter & Woodman Consulting Engineers $64,960
NEW BUSINESS / ACTION ITEM:
REVIEW AND APPROVE PUBLIC WORKS
COMMITTEE MEETING SCHEDULE
CHANGES
PUBLIC WORKS COMMITTEE MEETING SCHEDULE CHANGES
Date Time
Tuesday, February 8 4PM
Thursday, February 17 4PM
Thursday, March 3 4PM
Thursday, March 17 4PM
Wednesday, April 6 4PM
Tuesday, April 19 4PM
Thursday, April 28 4PM
Thursday, May 26 4PM
Thursday, June 16 4PM
Thursday, July 14 4PM
August –No Meeting
Thursday, September 15 4PM
Thursday, October 20 4PM
Thursday, November 10 4PM
Thursday, December 8 4PM
Cancel Meeting
Add Meeting
ASSET, INFRASTRUCTURE,
& SERVICE HIGHLIGHTS:
COMED BRIDGE REPLACEMENT UPDATE
COMED BRIDGE REPLACEMENT UPDATE
•ComEd owns and maintains pedestrian bridge over Deerpath just east of Rte. 41;
ComEd is paying total cost for the replacement
•Bridge is currently rated for 10,000 lbs.; need rating for 80,000 lbs.
•Utilize bridge for vehicle and equipment access to their high voltage lines
•Bridge replacement will provide City equipment access to Golf Course and West Laurel
Ave. water transmission main
•Project Schedule (tentative):
•Complete closure of Deerpath Road from Ahwahnee Lane to Route 41 for one week to
remove existing bridge; scheduled for Saturday, March 19 -Sunday, March 27 (over Spring
Break to limit impacts)
•Intermittent lane closures will follow to complete work on bridge abutments to prepare
for the installation of the new bridge
•Another complete closure of Deerpath Road to install the new bridge deck beams
tentatively scheduled for July 9 –July 11 (supply chain issues with deck beams and epoxy-
coated rebar could affect this timing)
•Intermittent lane closures will continue to complete bridge construction and Deerpath
Road resurfacing
•Staff has been working close with Communications Manager on project
communications
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 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 Bridge 35%2nd public information meeting at Gorton Community Center held on
2/16. 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%Bid opening 3/24
Annual Sanitary Sewer Lining Program Sanitary 100%Complete
BUDGET / HIRING / INNOVATION
UPDATES
PUBLIC COMMENT
NEXT MEETING
APRIL 6, 2022 – 4PM ZOOM
ADJOURNMENT