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PUBLIC WORKS COMMITTEE 2022/04/19 Packet PUBLIC WORKS COMMITTEE MEETING TUESDAY, APRIL 19, 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/85879258957?pwd=Qk9uU1h4VFdKVEtjNENWaUpad09YUT09 Webinar ID: 858 7925 8957 Passcode: 012726 I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF APRIL 6, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW OF VARIOUS PROJECT DESIGN BUDGETS (INFORMATION ONLY) – MICHAEL THOMAS 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE ROCKEFELLER/MCCORMICK/LOCH RAVINE DESIGN – JIM LOCKEFEER 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SEMINARY RAVINE IMPROVEMENTS DESIGN – JIM LOCKEFEER 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RTE. 60 BIKE PATH DESIGN – JIM LOCKEFEER 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MCLENNON-REED BRIDGE REPAIRS DESIGN – BYRON KUTZ 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE AHWAHNEE ROAD STORM SEWER UPGRADE DESIGN – BYRON KUTZ III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS IV. FY ’23 PROJECT ROADMAP STATUS CHART V. BUDGET / HIRING / INNOVATION UPDATES VI. PUBLIC COMMENT VII. NEXT MEETING – APRIL 27, 2022 – 4PM ZOOM VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF APRIL 6, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, APRIL 6, 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 4:10 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 and Jim Lockefeer, Assistant to the Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF MARCH 3, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the March 3, 2022 Public Works Committee meeting minutes. Chairman Preschlack seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE CITY ENGINEERING SERVICES AGREEMENT Director Thomas reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed benefits of a third-party firm providing City Engineering Services, other surrounding municipalities that utilize third-party engineering services, the staff City review process of the two proposals received, the Engineering Section’s permit review process. Alderman Notz moved to recommend to City Council award of a one-year professional services agreement for the City Engineering Services to Gewalt Hamilton Associates, Inc., and authorization of the City Manager to execute an agreement in an amount not to exceed $43,000. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE SPRUCE LIFT STATION PUMP REPLACEMENT PROJECT Superintendent Martin reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the health of the City’s sanitary sewer system, redundancy and contingency planning measures featured within sanitary sewer lift stations, areas in town that utilize septic systems, and the construction of the Spruce Lift Station by the State in the 1990s. Alderman Notz moved to recommend approval to 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. Alderman Karras seconded the motion, which carried unanimously. 3 III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS The Committee discussed scheduling a tour over the summer of the sanitary sewer lift stations. IV. FY ’23 PROJECT ROADMAP STATUS CHART 4 The Committee and City staff discussed the ComEd Bridge Replacement Project, Deerpath Water Main Replacement Project, the resurfacing of Deerpath Road, potential opportunities to thank the community once all major projects on Deerpath Road are completed, the State’s Pump Station Project, completing a video recording for residents to view the inside of the completed Pump Station building, and the Deerpath Streetscape Project. 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 19, 2022 The Committee agreed to meet both on April 19, 2022 and April 27, 2022. 5 VIII. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 5:09 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 OF VARIOUS PROJECT DESIGN BUDGETS (INFORMATION ONLY) – MICHAEL THOMAS VARIOUS PROJECT DESIGN BUDGETS Project Budget Amount Low Bid 5% Contingency Total Budget Net Ahwahnee Storm Sewer $ 200,000 $ 241,000 $ 12,050 $ 253,050 $ (53,050) McLennon Reed Bridges $ 100,000 $ 131,850 $ 6,593 $ 138,443 $ (38,443) Seminary Ravine $ 300,000 $ 199,050 $ 9,953 $ 209,003 $ 90,998 Rockefeller-McCormick-Loch Ravine $ 140,000 $ 46,400 $ 2,320 $ 48,720 $ 91,280 Rte. 60 Path Phase II*$ 60,000 $ 132,909 $ 6,645 $ 139,554 $ (79,554) TOTALS**$ 800,000 $ 788,769 $ 11,231 *Project design is supported by $48,000 ITEP funding that is reimbursable **With contingency, project totals are under budget by $11,231 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE ROCKEFELLER/MCCORMICK/LOCH RAVINE DESIGN ROCKEFELLER/MCCORMICK/LOCH RAVINE DESIGN •The design of repairs to City Storm Sewer infrastructure located in three upstream McCormick Ravine areas / adjacent to roadways •Designing all areas under one project due to their close proximity and similar repair work; 20%savings in construction costs •All City Ravine designs incorporate sustainability components •Native plant material, slope stabilization, and stormwater flow dissipation •Staff initiated RFP process; two proposals received •Staff reviewed proposals in detail;completed a follow up meeting with GHA that confirmed project scope understanding •GHA has significant positive project experience with the City including prior ravine project design experience •Project construction is listed as a Priority 1 in FY 24 •Action requested: PW Committee recommends City Council award design engineering services for the Rockefeller/Mccormick/Loch Ravine Project to Gewalt Hamilton Associates., and authorize the City Manager to execute an agreement in the amount of $46,400, to include a 5% contingency in the amount of $2,320 for a total cost of $48,720 Firm Bid $ Gewalt Hamilton Associates $46,400 Hey and Associates, Inc.$104,895 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SEMINARY RAVINE IMPROVEMENTS DESIGN SEMINARY RAVINE IMPROVEMENTS DESIGN •The design of improvements to protect exposed City sanitary sewer / failing storm sewer outfalls throughout the ravine system adjacent to LF college •This past summer a study / pre-design was completed to identify improvement options and recommendations •Design scope includes design of all City identified ravine improvement areas and grant assistance services •All City Ravine designs incorporate sustainability components •Native plant material, slope stabilization, and stormwater flow dissipation •Staff initiated RFP process; two proposals received •H&A has significant positive project experience with the City; including successfully completing the 2021 Seminary Ravine Study / Pre-Design and other prior ravine project design experience •Project construction to be completed in multiple phases over multiple years; seeking grant funding to support construction of highest priority areas (Priority 5 / FY23 –FY33) •Action requested: PW Committee recommends City Council award design engineering services for the Seminary Ravine Improvements Project to Hey and Associates, Inc., and authorize the City Manager to execute an agreement in the amount of $199,050 to include a 5% contingency in the amount of $9,953 for a total cost of $209,003 Firm Bid $ Hey and Associates, Inc. $199,050 Gewalt Hamilton Associates $360,000 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RTE. 60 BIKE PATH DESIGN RTE. 60 BIKE PATH PHASE II DESIGN •The design of a 10’ multi-use path along the north side of Rte. 60 from the existing sidewalk located west of the Field Dr to Academy Drive •Supported by the CPOA and the Rte. 60 Entrance Corridor Comp Plan Update •Phase II project design and construction is supported by a $521,760 IDOT ITEP grant award •Staff initiated RFQ process; three responses received •RFQ process was required by IDOT; can only receive a cost proposal from top ranked firm •Staff reviewed proposals in detail and completed interviews with all three firms •Staff unanimously recommended GHA; significant experience with IDOT funding and positive project experiences with the City •Staff received initial proposal from GHA and negotiated to arrive at a final proposal cost of $132,909 •Utilizing savings from ravine design projects •Project construction is listed as priority 1 in FY24 •Action requested: PW Committee recommends City Council award Phase II design engineering services for the Rte. 60 Bike Path Project to Gewalt Hamilton Associates., and authorize the City Manager to execute an agreement in the amount of $132,909, to include a 5% contingency in the amount of $6,645 for a total cost of $139,554 Firm Ranking Gewalt Hamilton Associates 1 Bleck Engineering Company, Inc.2 GSG Consultants, Inc.3 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MCLENNON-REED BRIDGE REPAIRS DESIGN MCLENNON-REED BRIDGE REPAIRS DESIGN •Priority project in 2020 Bridge Inspection Report •Project will: repair steel structure, replace deck, replace joints, repair broken pipe supports, replace sealant at railings, spot-painting, and ravine slope stabilization •Scope includes project design and specifications, preliminary and final cost estimates, and development of construction documents •Staff initiated RFP process; two proposals received •WJE prepared the City’s 2020 Bridge Inspection Report •Budget: $100,000 budgeted in FY2023. The additional required funds of $38,443 will be from savings in the ravine design projects •Project construction is listed as a Priority 1nf in FY 24 •Action requested: PW Committee recommends City Council award Design Engineering Services for the McLennon-Reed Bridge Repairs Design to Wiss, Janney, Elstner Associates, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $131,850 to Include a 5% Contingency in the Amount of $6,593 for a Total Cost of $138,443 Consultant Firm Proposal Amount Wiss, Janney, Elstner Associates, Inc. (WJE)$131,850 GSG Consultants, Inc.Non-responsive NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE AHWAHNEE ROAD STORM SEWER UPGRADE DESIGN AHWAHNEE ROAD AREA STORM SEWER IMPROVEMENTS PHASE I-II DESIGN ENGINEERING SERVICES •Priority project in both the 2013 and 2019 Storm Water Masterplan •Existing sewer is undersized and floods street 6-9 inches in heavy storms •Scope includes project modeling, project design, permitting, cost estimates, and construction documents •Staff initiated RFP process; two proposals received •Baxter & Woodman prepared the City’s 2013 and 2019 Masterplan •Scope changes since budget process in order to account for alternate routing options •Budget: $200,000 budgeted in FY2023. The additional required funds of $53,050 will be from savings in the ravine design projects •Project construction is listed as a Priority 1 in FY 24 •Action requested: PW Committee recommends City Council award Design Engineering Services for the Ahwahnee Road Area Storm Sewer Improvements to Baxter & Woodman, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $241,000 to Include a 5% Contingency in the Amount of $12,050 for a Total Cost of $253,050 Consultant Firm Proposal Amount Baxter & Woodman, Inc.$241,000 Civiltech Engineering, Inc.$277,221 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 approved 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 5/2; 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%Open house held 4/14 at LFHS; Construction mobilization to begin week of May 2nd and construction to begin the week of May 9th 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 80%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 reviewed 4/6; seek CC approval 4/18; new pumps 15-week lead time BUDGET / HIRING / INNOVATION UPDATES PUBLIC COMMENT NEXT MEETINGS APRIL 27, 2022 – 4PM ZOOM ADJOURNMENT