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PUBLIC WORKS COMMITTEE 2022/04/27 Packet PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, APRIL 27, 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/81744363194?pwd=N2RxcnNKcm1GUFd0RWcyMUh2L28vZz09 Webinar ID: 817 4436 3194 Passcode: 325762 I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF APRIL 19, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF ARCHITECTURE/ENGINEERING SERVICES FOR SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK – CHUCK MYERS 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT TO PURCHASE REPLACEMENT MEMBRANE MODULES AT THE WATER TREATMENT PLANT – 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 – MAY 26, 2022 VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF APRIL 19, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING TUESDAY, APRIL 19, 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 4:08 P.M. Alderman Jennifer Karras was present. Alderman Notz joined the meeting at 4:10 P.M. 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 APRIL 6, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Karras moved to approve the April 6, 2022 Public Works Committee meeting minutes. Chairman Preschlack seconded the motion, which carried unanimously. 2. REVIEW OF VARIOUS PROJECT DESIGN BUDGETS (INFORMATION ONLY) Director Thomas reviewed the below summary presentation slide on the topic. 2 Director Thomas explained that Superintendent Kutz and Assistant to the Director Lockefeer will review each item in more detail. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE ROCKEFELLER/MCCORMICK/LOCH RAVINE DESIGN Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the project budget, the difference in the proposal pricing received, the age of the City storm sewer infrastructure located in the project design areas, ravine best management design practices and the estimated useful life of completed repairs, City staff discussions in following up with Gewalt Hamilton Associates on their project scope understanding and proposal price, and past City ravine projects. Alderman Notz moved to recommend approval to City Council award of design engineering services for the Rockefeller/McCormick/Loch Ravine Project to Gewalt Hamilton Associates and authorization of 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. Alderman Karras seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SEMINARY RAVINE IMPROVEMENTS DESIGN Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. 3 The Committee and City staff discussed the project budget, the difference in the proposal pricing received, the completed project pre-design study, and City staff discussions in following up with Hey & Associates on their project scope understanding and proposal price. Alderman Notz moved to recommend approval to City Council award of 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. Alderman Karras seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RTE. 60 BIKE PATH DESIGN Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. 4 The Committee and City staff discussed the project budget, the IDOT ITEP project grant award, the project construction schedule and estimate, the benefits of the path to Lake Forest residents and visitors, the length of the path, crosswalk needs to support the new path, communications on promoting the project and the grant award, the potential to further connect the path over the tollway with Mettawa, and future path connection opportunities. Alderman Notz moved to recommend approval to 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. Alderman Karras seconded the motion, which carried unanimously. 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MCLENNON-REED BRIDGE REPAIRS DESIGN Superintendent Kutz reviewed the below summary presentation slide on the topic. The Committee and City staff discussed this project’s bridge rehabilitation design versus bridge reconstruction design, the estimated useful of the bridge after repairs are completed, and project communications. Alderman Notz moved to recommend approval to City Council award of 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. Alderman Karras seconded the motion, which carried unanimously. 5 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE AHWAHNEE ROAD STORM SEWER UPGRADE DESIGN Superintendent Kutz reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the past City stormwater studies and plans, this project’s specific priority rank, the flooding experienced in this project area, the IDOT Pump Station Project and its relationship to this project design, and project design modeling. Alderman Notz moved to recommend approval to City Council award of design engineering services for the Ahwahnee Road Area Storm Sewer Improvements Project 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. III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS 6 The Committee discussed scheduling project tours during the summer months. IV. FY ’23 PROJECT ROADMAP STATUS CHART 7 The Committee and City staff discussed the Deerpath Water Main Project, the ComEd Bridge Replacement Project, the Burr Oak Area Storm Sewer Improvement Project, and the new athletic field cameras to be installed at Everett Park. V. BUDGET / HIRING / INNOVATION UPDATES Director Thomas provided a brief update on seasonal employee hiring. VI. PUBLIC COMMENT There was no Public Comment. VII. NEXT MEETING – April 27, 2022 The Committee agreed to meet on April 27, 2022. VIII. ADJOURNMENT Alderman Karas moved to adjourn the meeting of the Public Works Committee at 5:44 P.M. Alderman Notz 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 ARCHITECTURE/ENGINEERING SERVICES FOR SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK –BACKGROUND •On April 4, 2022, City Council approved the following motion: A recommendation from the Parks and Recreation Board to authorize and direct the City Manager to conduct a Request for Proposals process to select a firm to complete an engineering and design study for artificial turf athletic fields at Deerpath Park, with consideration for the overall size and incorporation of sustainable practices. After completion of the Request for Proposals process, return to the City Council for consideration of the award of the contract. SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK –RFP PROCESS •Team of eleven City staff worked together to develop Request for Proposal (RFP) document •RFP document went through multiple team revisions; team worked together to capture all City Council requested RFP additions made at the April 4, 2022, City Council meeting •Final RFP contained detailed information on project background, scope of work, submission requirements, and process and project schedule •Data collection / site planning & design (including two options for turf field size) / construction documents / permit coordination / bidding phase services •RFP highlighted that “the City wants to be in the forefront of a sustainable synthetic turf field complex” •Preliminary ideas presented in the RFP included improving storm water quality runoff, protecting surrounding habitats, and the incorporation of green infrastructure (trees, native plants, bioswales, rain gardens, permeable surfaces, and green roofs) •Scored proposals based on firm experience/qualifications, experience with synthetic turf project design, experience with environmentally sustainable design & green infrastructure BMPs, experience with municipal government projects / results achieved, references, project understanding, and proposal cost •RFP Review Committee conducted interviews with both proposal teams Consultant Firm Team Proposal $ Hitchcock Design Group $388,000 Gewalt Hamilton Associates, Inc. $526,000 SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK –RECOMMENDATION •After an extensive review of the proposals received, firm interviews, reference checks, and multiple team meetings; the RFP Review Committee selected the Hitchcock Design Group team as the recommended team to complete this design work •Hitchcock Design Group is a landscape planning / landscape architecture firm that specializes in recreation planning and design •Hitchcock Design Group has successfully partnered with the City on several projects in recent years •Strategic Master Plan entitled Chart Our Future and the follow-up on Athletic Field Assessment •South Park Improvement Project •Hitchcock Design Group has compiled a team of professional firms to meet the specialized technical challenges of this project •Primera Engineers •Hey & Associates •Robert Juris & Associates Architects •W.B. Olson Construction Management •City staff will evaluate the options for construction oversight, which may include a construction manager, and return to City Council to request approval of such services SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK –SCHEDULE SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY –ACTION REQUESTED Action requested: PW Committee recommends City Council Award the Architecture/Engineering Services for New Synthetic Turf Field at Deerpath Community Park to Hitchcock Design Group in the Amount of $388,000 plus 10% Continency in the Amount of $38,800, for a Total of $426,800 REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT TO PURCHASE REPLACEMENT MEMBRANE MODULES AT THE WATER TREATMENT PLANT WATER PLANT REPLACEMENT MEMBRANE MODULES –BACKGROUND •Existing modules were installed in three phases during the 2017 Water Treatment Plant Improvements Project •There has been continued monitoring and testing by Suez of all existing membrane modules over the past four-years to include: •Long-term performance demonstrations, 24/7 emergency telephone technical support, process consulting through remote monitoring and diagnostic services, bi-weekly performance reports, and scheduled WTP site visits Date Milestone January 2018 First two trains of modules (1 and 2) with 144 modules each were placed into commission; new system of modules supplied by Suez required to function alongside the previous Aquasource membrane system April 2018 Two additional trains (3 and 4) were placed into commission; remainder of the Aquasource modules and equipment demolished January 2019 Last two additional trains (5 and 6) were placed into commission WATER PLANT REPLACEMENT MEMBRANE MODULES –BACKGROUND •In June 2021, it was observed the performance of the membrane modules in trains 1 and 2 had started to drastically decline compared to the previous years •Resulted in increased chemical use and costs above operating budget amounts •City staff and Strand Associates (City’s Water Plant Engineering Service firm) had Suez complete a thorough study of trains 1 and 2 •Study found fouling elements and provided membrane cleaning strategies to potentially extend estimated useful life of the replacement membrane modules •Cleaning strategies identified in the study were performed on all six membrane module trains; no major improvements •Performance testing revealed trains 1 and 2 were not able to recover enough performance loss to filter the design capacity, deeming membrane replacement necessary WATER PLANT REPLACEMENT MEMBRANE MODULES –RECOMMENDATION •FY23 Water Fund Capital Budget -$215,000 •Replacement of trains 1 and 2 =288 modules •The modules to be replaced have exhibited excessive fouling and have reached the end of their useful production life •Replacement modules needed to continue to provide sufficient drinking water production capacity •City staff obtained replacement pricing from Suez based on their existing relationship with the City (Administrative Directive 3-5, Section 6.1I ) •City WTP staff to install replacement modules with the support of Suez factory service rep., prior to this summer’s high-water demand •Under Contract 2-2015, the specification language included pro-rated module pricing guarantees that Suez is honoring with this purchase •This reduced the purchase cost of modules by approximately 58% •The pro -rated pricing is based on a 10-year membrane life as presented in a 20-year total cost of ownership bid •Going forward: •Staff will further clarify module replacement costs consistent with contract 2-2015 for trains 3 –6 in FY24 & FY25 •WTP staff to continue to work with Suez on operational modifications to improve performance and estimated useful life of membrane modules •Action requested: PW Committee recommends City Council award of contract to Zenon Environmental Corporation [doing business as Suez Water Technologies & Solutions]to Purchase 288 Replacement Membrane Modules Included in the FY ’23 Budget, in the amount of $205,000 and $10,000 for On-Site Technical Support, for a Total of $215,000 Project Component Cost Proposal 288 Replacement Modules $205,000 Suez On-Site Factory Service Rep. to Oversee Module Install $10,000 TOTAL $215,000 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 MEETING MAY 26, 2022 ADJOURNMENT