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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