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PUBLIC WORKS COMMITTEE 2022/05/26 Packet PUBLIC WORKS COMMITTEE MEETING THURSDAY, MAY 26 – 4:30 P.M. BURR OAK STORM SEWER PROJECT SITE & CITY HALL COUNCIL CHAMBERS AGENDA Agenda items I and II to take place at Burr Oak Area Storm Sewer Improvement Project site adjacent to 1339 N. Western Avenue. All remaining agenda items to be reviewed at City Hall (220 E Deerpath). I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT UPDATE / TOUR III. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF APRIL 27, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT FOR PUBLIC WORKS / PARKS / FORESTRY WORK ORDER SYSTEM – DAN MARTIN & CAMERON BURRELL 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE 2022 SEWER LINING PROGRAM – BYRON KUTZ 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR JANITORIAL SERVICES – JIM LOCKEFEER 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR HVAC CONTROLS SERVICES – JIM LOCKEFEER IV. FY ’23 PROJECT ROADMAP STATUS CHART V. BUDGET / HIRING / INNOVATION UPDATES – RETIREMENT OF BILL BORZICK, BUILDING MAINTENANCE SUPERVISOR VI. PUBLIC COMMENT VII. NEXT MEETING – JUNE 16, 2022 VIII. ADJOURNMENT ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT TOUR ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT TOUR Meeting onsite at alley adjacent to 1339 N. Western Ave (Shaggy Dog) NEW BUSINESS / ACTION ITEM: APPROVAL OF APRIL 27, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, APRIL 27, 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 in attendance. 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; Chuck Myers, Superintendent of Parks & Forestry and Jim Lockefeer, Assistant to the Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF APRIL 19, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the April 19, 2022 Public Works Committee meeting minutes. Alderman Karras seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF ARCHITECTURE/ENGINEERING SERVICES FOR SYNTHETIC TURF FIELD AT DEERPATH COMMUNITY PARK Superintendent Myers reviewed the below summary presentation slides on the topic. 2 3 The Committee and City staff discussed the City staff team that was comprised to develop the Request for Proposal (RFP) and review the proposals received, the cost difference between the proposals received, the review criteria that was utilized to evaluate proposals, Hitchcock Design Group project experience related to synthetic turf, Hey and Associates experience related to sustainability and green infrastructure, the standard timing related to City RFP issuance and solicitation, past City work and projects completed by Hitchcock Design Group, 4 Hitchcock Design Group’s experience with different types of synthetic turf infill, the estimated useful life of the synthetic turf infill, and field playability. Alderman Notz moved to recommend approval to City Council award of architecture and engineering services for the 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. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT TO PURCHASE REPLACEMENT MEMBRANE MODULES AT THE WATER TREATMENT PLANT Superintendent Martin reviewed the below summary presentation slides on the topic. 5 The Committee and City staff discussed the overall positive health and high confidence of the City’s Water Plant. Alderman Notz moved to recommend approval to City Council of 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. Alderman Karras seconded the motion, which carried unanimously. III. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS There were no Committee discussions. IV. FY ’23 PROJECT ROADMAP STATUS CHART There were no Committee discussions. V. BUDGET / HIRING / INNOVATION UPDATES There were no Committee discussions. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING – May 26, 2022 The Committee agreed to meet on May 26, 2022. VIII. ADJOURNMENT Alderman Karas moved to adjourn the meeting of the Public Works Committee at 5:07 P.M. Alderman Notz seconded the motion, which carried unanimously. 6 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 CONTRACT FOR PUBLIC WORKS / PARKS / FORESTRY WORK ORDER SYSTEM WORK ORDERS MANAGEMENT SYSTEM -BACKGROUND •In January 2020, a Work Orders system RFP was issued to support Public Works, Parks & Forestry, OCM and IT. Four proposals were received. •In March 2020, staff shifted priorities to implement a Citizen Request Management system to address a more immediate need to provide a platform for residents to quickly and efficiently submit a service request. •In July 2020, City Council approved SeeClickFix as our Citizen Request Management system. •SeeClickFix is provided by Cartegraph -one of the four proposals from the Work Orders RFP. •SeeClickFix was implemented in tandem with the City’s new Website and Mobile App in early 2021. •After 15 months of being live, the system has logged 2800 services requests ranging from special garbage collections to fallen tree limbs. •In October 2021, due to the high adoption rate by our internal staff, additional user licensing for SeeClickFix was requested and approved by City Council. •In early 2022, staff explored the next phase of progressing the City towards a full Work Orders Management system. WORK ORDERS MANAGEMENT SYSTEM –PROCESS & BIDS •The project team recommends proceeding with Cartegraph Operations Management Software. •Cartegraph scored the highest during proposal evaluation and scoring. •Beehive was also in consideration, however scored lower in areas such as User Acceptance Testing, Project Methodology, and Training. •There is an existing relationship with Cartegraph (by way of SeeClickFix) providing familiarity with services and implementation. •SeeClickFix remains the front-end resident facing interaction and integrates directly into Cartegraph for internal processing. •While SeeClickFix provides basic tracking and service request management, Cartegraph OMS provides the following: •A more intuitive interface for working in the field •Interactive dashboards for reporting and viewing data •A way for the City to track assets and forecast for the future through data driven decision making including integration with ArcGIS for asset mapping •Workflow automation and reduction of manual duplicative processes (scheduling, time entry, data entry, etc.) WORK ORDERS MANAGEMENT SYSTEM -SOFTWARE Cartegraph Operations Management Software (OMS) WORK ORDERS MANAGEMENT SYSTEM -MODULES WORK ORDERS MANAGEMENT SYSTEM -TIMELINE WORK ORDERS MANAGEMENT SYSTEM -BUDGET •Action requested: PW Committee recommends City Council award contract with Cartegraph Systems LLC to Purchase Software and Services for a Work Orders Management system as Budgeted in FY23 Capital Plan in the Amount of $99,800 to include a 5% Contingency in the Amount of $4,990 for a Total Cost of $104,790. Additionally, Approve Three Year Agreement for Annual Subscription Services included in the FY2024 –FY2027 Operating Budget for the Sum of $143,264. QUESTIONS NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE 2022 STORM SEWER LINING PROGRAM 2022 STORM SEWER LINING PROGRAM •Annual project to repair cracked, leaking damaged storm sewer lines •Construction technique performed without disruptive excavation •Process provides for the insertion of a special liner creating a new smooth-surfaced, long-lasting pipe within the old sewer. •Capital Budget: $180,000 •Utilizing the low-bid contractor from the Municipal Partnering Initiative (MPI –Highland Park and Mundelein) •690 feet proposed to be sealed ranging from 6” to 42” •Full budget to be utilized based on quantity-based bid pricing •Action requested: PW Committee recommends City Council award the low bid for the 2022 Storm Sewer Lining Program to Hoerr Construction, Inc. and Authorize the City Manager to Execute an Agreement in an Amount Not to Exceed $180,000 Contractor Firm Lake Forest Bid Amount Hoerr Construction, Inc.$162,745 Insituform Technologies USA, LLC.$198,669 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR JANITORIAL SERVICES JANITORIAL SERVICES AGREEMENT •Agreement includes all general (nightly) facility janitorial duties at 13 City facilities and twice/year floor care treatments •Current three-year agreement with Multisystem Management Company (MMC) ends July 2022; agreement allows for two, one-year extensions based on performance / price increase •All janitorial services are funded via building operating budget accounts •Original annual contract pricing: •Nightly facility janitorial services -$175,884 •Twice/year floor care treatments -$29,830 •Total:-$205,714 •Proposed price increase of 3%; added Elawa to the agreement bringing facility total to 14 •Nightly facility janitorial services -$181,155 •Twice/year floor care treatments -$30,770 •City responsible Elawa areas -$13,110 •Total:-$225,035 •City staff Building Coordinator Group has met quarterly over the course of original three-year agreement to discuss MMC performance; all coordinators support extending MMC for another year •Action requested: PW Committee Recommends City Council Award Multisystem Management Company a One- Year Janitorial Services Agreement and Authorize the City Manager to Execute an Agreement in the Amount of $225,035 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR HVAC CONTROLS SERVICES HVAC CONTROLS SERVICES AGREEMENT •Agreement includes all updates, support, annual inspections, training, backups, and once a year replacements (if necessary) for seven City facility controls systems •Controls systems are important components of managing and maintaining large facility HVAC systems •Remote in from any location to trouble shoot issues •Facility HVAC system efficiencies and comfort improvements realized as system learns facility patterns •New services agreement for City due to changes with Johnson Controls: •New certified firm requirements •New regular system update requirements •Public Safety & Rec Center systems are no longer supported •Issued RFP for a five-year services agreement; two proposals received •HVAC services are funded via building operating budget accounts •Action requested: PW Committee Recommends City Council Award Lakeland HVAC Automation a Five-Year HVAC Controls Services Agreement and Authorize the City Manager to Execute an Agreement in the Amount of $50,978 Firm Annual Proposal $Total Proposal $ Lakeland HVAC Automation $10,195.60 $50,978 Interactive Building Solutions $10,269.00 $51,345 FY ’23 PROJECT ROADMAP STATUS CHART PROJECT ROADMAP –CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Waveland Park: W Parking Lot Resurface & Expansion Parking Lot 90%Early May –Mid June Bids reviewed by PWC 2/17; CC approved 3/7; resurfacing and expansion complete; bioswale installation remains Forest Ave Parking Lot Resurfacing Parking Lot 10%Early August –Mid September 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 55%Early May –Mid June Bids reviewed by PWC 3/3; CC approved 4/4; construction underway Elawa / City Hall / CNW Tuckpointing Facility 0%Fall of 2022 Bid opportunity to be posted in July; work to be completed fall 2022 Annual Pavement Resurfacing & Patching Program Road 10%Mid May -Early August Bids reviewed by PWC 2/8; CC approved 2/22; construction underway Waukegan & Everett Intersection-Metra Upgrades Road 5%Fall Still finalizing funding agreements with Metra, will seek Council Approval in late summer or early Fall Deerpath Streetscape Project Phase II Design Road 20%February 2022 – September 2023 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%Early June –Mid August Bids reviewed by PWC 3/3; CC approved 4/4 Pavement Management Program Road & Paths 15%Mid May –September Proposals reviewed by PWC 2/17; proposal awarded by CC 3/7; kickoff meeting held, now in data collection phase RT. 60 Bike Path Phase II Design (Academy-Field Dr)Path 5%May 2022 – September 2023 Proposals reviewed by PWC 4/19 and CC approved 5/2; design and construction funding secured from ITEP Illinois & Woodland Pedestrian Bridge Construction Bridge 10%June –September (see note) Bids reviewed by PWC 11/22; CC approved 12/6; Woodland Bridge will be replaced 6/22 –8/11 (during summer 2022 after LFHS is out), Illinois Bridge will be replaced in August/September Lake-Woodbine Bridge Reconstruction Design PH 1/2 Bridge 40%May 2022 –Fall 2024 HPC approval 3/16; finalizing Phase I Design; Phase II RFP late summer or early fall McLennon-Reed Bridge Repairs Design Bridge 5%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; design to be substantially completed by September 2022 PROJECT ROADMAP –CAPITAL FUND (CONTINUED) Project Asset Category % Complete Project Timeline Notes Rockefeller/McCormick/Loch Ravine Design Ravine 10%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; design to be substantially completed by September 2022 Seminary Ravine Improvements -Design Ravine 10%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; design to be substantially completed by September 2022 Capital Equipment -All Funds Capital Equipment 75%Ongoing Majority of F.Y. 23 equipment ordered Burr Oak Storm Sewer Construction Storm Sewer 15%May –October Groundbreaking Ceremony held 5/18; construction underway Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 10%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; cost estimate to be completed by September 2022 Annual Storm Sewer Lining Program Storm Sewer 5%August –September Bid opening on 5/19, bids to be reviewed by PWC 5/26; seek CC approval 6/6 Forest Park Bluff Slope Stabilization Forest Park Bluff 0%September 2022 – May 2023 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 Facilities / Parks / Roads / Sidewalks 5%May –September Received proposals, further staff review needed Gas Lights Street Lighting 5%April –September 2022-23 construction underway PROJECT ROADMAP –WATER FUND Project Asset Category % Complete Project Timeline Notes Deerpath Watermain Replacement (Ahwahnee Ln- Golf)Water 95%March –End of May Bids reviewed by PWC 2/8; CC approved 2/22; construction substantially completed Pump VFD Upgrade Water 5%May –September Bids reviewed by PWC 2/17; CC approved 3/7; equipment submittals reviewed and VFDs ordered. Water Plant: Membrane Filter Modules Water 100%May CC approval 5/2; modules installation complete Spruce and Sheridan Pump Replacement Sanitary 5%May –October Bids received; PWC reviewed 4/6; seek CC approved 4/18; new pumps 15-week lead time BUDGET / HIRING / INNOVATION UPDATES RETIREMENT OF BILL BORZICK, BUILDING MAINTENANCE SUPERVISOR 5/23/22, 5:22 PM Building a Career: Borzick Reflects on 35 Years with the City of Lake Forest https://www.lakeforestlove.com/post/building-a-career-borzick-reflects-on-35-years-with-the-city-of-lake-forest 1/3 David A.F. Sweet May 16 Building a Career: Borzick Reects on 35 Years with the City of Lake Forest By David A. F. Sweet As one enters Building Maintenance Supervisor Bill Borzick’s office, it’s hard not to notice a sign that says Complaint Dept., with an arrow and a number describing the department as being thousands of miles away. Truth is, there’s been little to complain about during Borzick’s lengthy tenure with the City of Lake Forest. And his 35-year run will end May 20, when he will retire the same day as his wife Kim does from Abbott Labs. Building Maintenance Supervisor Bill Borzick is retiring on May 20 after 35 years working with the City of Lake Forest. 5/23/22, 5:22 PM Building a Career: Borzick Reflects on 35 Years with the City of Lake Forest https://www.lakeforestlove.com/post/building-a-career-borzick-reflects-on-35-years-with-the-city-of-lake-forest 2/3 “The best thing has been the relationships with people, from those I work with on staff to the Director of Gorton to the City Manager,” said Borzick, wearing a green City of Lake Forest shirt while sitting near his desk. “I’m proud that a lot of our people have gone on to do great work in other departments, such as Streets & Sanitation and the Water Treatment Plant. It shows that we have a good program here.” Actually, Borzick’s association with the City goes back even further than 35 years. His father, Bill, served as the Lake Forest Cemetery sexton. As a teenager, Borzick helped out during funerals. In 1987, Borzick earned a full-time role in the Parks & Recreation Department. Rather than engage in his new tasks slowly, he was involved immediately. “My first month here, I was working seven days a week, trying to get the new beach finished before it opened,” said Borzick, who constructed a new sandbox, helped build the playground and installed flower beds before 200,000 visitors appeared to enjoy the $8.5 million project. When the Building Maintenance Department was launched in 1996, Borzick was the first person Dan Martin – now the Superintendent of Public Works -- hired. At that point, there were only six buildings to maintain: City Hall, Municipal Services off of Laurel Avenue, the two train stations along with the fire and police buildings. “One of the enjoyable things is we built the department from the ground up,” said Borzick, adding that the department is responsible for nearly three dozen buildings today, the latest being Elawa Farm. Borzick and his team of six full-time staffers and a handful of seasonal workers and contractors have an array of responsibilities at the sites; they are involved in electrical, plumbing, heating, ventilation and more. “We do it all,” Borzick said. The team – which tries to treat all buildings equally – faces challenges, especially with historical buildings. “They bring in a new level of maintenance – restoration rather than replacement,” Borzick said. “Sometimes the parts don’t even exist anymore. Sometimes we have to build them ourselves. “The last couple of years during the pandemic have been stressful. When ordering new windows for Elawa, we were told it could take up to 40 weeks.” One might think a building maintenance worker would be involved solely with tasks ranging from electrical wiring to furnace replacements. But Borzick has also saved lives. One time, a large-beaked great blue heron was stuck between the roof and fireplace of the north Forest Park Beach building. Needing to act quickly, Borzick put a sweater on him, picked him up and drove him to the Ponds 5/23/22, 5:22 PM Building a Career: Borzick Reflects on 35 Years with the City of Lake Forest https://www.lakeforestlove.com/post/building-a-career-borzick-reflects-on-35-years-with-the-city-of-lake-forest 3/3 near Route 41 to free him. Another time, while Borzick and his crew were taking out the piers in Lake Michigan, he saw a deer was stuck in the water. “I put waders on, grabbed him and put a blanket on him,” Borzick recalled. “He couldn’t even move – he was completely exhausted.” The deer survived. During retirement, Borzick will play more disc golf with his son Jon, who hopes to turn professional (they have already played 200 courses together). “It’s a good way to walk,” Borzick said. “I’m not a fan of the gym. I’d rather be doing something.” As he reflected on his career that began so long ago that Lake Forest residents didn’t even have cable TV, Borzick talked about the key to his longevity. “If I wasn’t happy,” he said, “I wouldn’t have stayed for 35 years.” PUBLIC COMMENT NEXT MEETING JUNE 16, 2022 (IF NEEDED) ADJOURNMENT