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PUBLIC WORKS COMMITTEE 2022/07/21 Packet PUBLIC WORKS COMMITTEE MEETING THURSDAY, JULY 21, 2022 – 4:00 P.M. MUNICIPAL SERVICES BUILDING – TRAINING ROOM AGENDA I. ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Ted Notz Nancy Novit II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF MAY 26, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FOREST PARK STABILZATION PROJECT – MICHAEL THOMAS & CHUCK MYERS 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN INTERGOVERNMENTAL AGREEMENT WITH IDOT FOR METRA CROSSING IMPROVEMENTS AT EVERETT ROAD AND OLD MILL ROAD – BYRON KUTZ 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT FOR FY23 LONGLINE STRIPING PROGRAM – 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 – TO BE SCHEDULED WEEK OF AUGUST 22 VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF MAY 26, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, MAY 26 – 4:30 P.M. BURR OAK STORM SEWER PROJECT SITE & CITY HALL COUNCIL CHAMBERS MINUTES I. ROLL CALL/CALL TO ORDER Chairman Preschlack called the meeting to order at 4:50 P.M. Alderman Ted Notz was in attendance. Alderman Karras was not in attendance. Staff attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of Engineering; Jim Shaw, Director of Innovation and Technology; Joe Gabanski, Assistant Director of Innovation and Technology; Cameron Burrell, Business Analyst and Jim Lockefeer, Assistant to the Director of Public Works. II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – BURR OAK AREA STORM SEWER IMPROVEMENT PROJECT UPDATE / TOUR Chairman Preschlack thanked City staff for the tour of the Burr Oak Area Storm Sewer Improvement Project. He explained that he was pleased project construction was progressing according to schedule. III. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF APRIL 27, 2022 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the April 27, 2022 Public Works Committee meeting minutes. Chairman Preschlack seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF CONTRACT FOR PUBLIC WORKS / PARKS / FORESTRY WORK ORDER SYSTEM Business Analyst Burrell reviewed the below summary presentation slides on the topic. 2 3 4 The Committee and City staff discussed the City’s current online citizen request system and software, the various types and sizes of municipalities utilizing a Cartegraph work order system, the costs associated with system implementation and the annual subscription service, time saving efficiencies that will be realized with the implementation of a work order system, and contract negotiations. Alderman Notz moved to recommend approval to City Council award of 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. Chairman Preschlack seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE 2022 SEWER LINING PROGRAM Superintendent Kutz reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed the locations of the storm sewers that will be lined and how storm sewers are selected and prioritized for lining. Chairman Preschlack moved to recommend approval to City Council award of 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. Alderman Notz seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR JANITORIAL SERVICES Assistant to the Public Works Director Lockefeer reviewed the below summary presentation slide on the topic. 6 The Committee and City staff discussed the 3% price increase. Alderman Notz moved to recommend approval to 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. Chairman Preschlack seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROFESSIONAL SERVICES AGREEMENT FOR HVAC CONTROLS SERVICES Assistant to the Public Works Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the once-a-year system replacement service included in the obtained pricing and Lakeland HVAC Automation’s experience with HVAC controls systems. Alderman Notz moved to recommend approval to 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. Chairman Preschlack seconded the motion, which carried unanimously. IV. FY ’23 PROJECT ROADMAP STATUS CHART The Committee and City staff discussed the ComEd Bridge Replacement Project, IDOT Pump Station Project, and general supply chain challenges that have been impacting some City operations and projects. 7 V. BUDGET / HIRING / INNOVATION UPDATES – RETIREMENT OF BILL BORZICK, BUILDING MAINTENANCE SUPERVISOR The Committee congratulated Mr. Borzick on his well-deserved retirement. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING – June 16, 2022 The Committee agreed to meet on June 16, 2022, if needed. VIII. ADJOURNMENT Chairman Preschlack moved to adjourn the meeting of the Public Works Committee at 5:32 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: AWARD OF BID FOR THE FOREST PARK STABILZATION PROJECT FOREST PARK BLUFF STABILIZATION PROJECT This project was out to bid for over four weeks. The City received two bids on 7/19/22 @ 10 a.m. Both bids were incomplete, meaning various line items were left blank. The design engineer inquired with both contractors as to why and was told more time was needed to provide accurate costs from their suppliers and sub- contractors. The project will be re-bid and brought to the August 2022 Public Works Committee for their review and approval. NEW BUSINESS / ACTION ITEM: APPROVAL OF AN INTERGOVERNMENTAL AGREEMENT WITH IDOT FOR METRA CROSSING IMPROVEMENTS AT EVERETT ROAD AND OLD MILL ROAD INTER-GOVERNMENTAL AGREEMENT WITH IDOT FOR METRA CROSSING IMPROVEMENTS AT EVERETT ROAD AND OLD MILL ROAD •New automatic flashing light signals, and crossing gates to improve safety at Everett Road and Old Mill Road railroad crossings •Railroad signal improvements necessary to support Waukegan and Everett Intersection Project (additional crossing pad improvements at time of intersection work) •Metra was selected for a FY 2021 Federal Local Rail-Highway Crossing Safety Grant (90/10 split) •Participating parties: IDOT, Metra, and The City of Lake Forest •Capital Budget: $175,000 •Estimated City cost to be paid to Metra: $148,480.30 (10% share) •Actual costs + IDOT approved changes •City responsible for any permanent advance warning signs and pavement markings •Work scheduled in Fall (Metra is confirming schedule and duration) •Action Requested: PW Committee Recommends Approval of the City’s Costs Related to the Inter-Governmental Agreement Between The City of Lake Forest and the Illinois Department of Transportation for Metra Railway Crossing Improvements at Everett Road and Old Mill Road as Estimated at $148,480.30. Additionally, Approval of a Contingency of the Remaining Budgeted t of $26,519.7 for any Additional City Costs Related to Contract Overages or Other Direct Expenses NEW BUSINESS / ACTION ITEM: AWARD OF CONTRACT FOR FY23 LONGLINE STRIPING PROGRAM FY23 LONG LINE STRIPING PROGRAM CONTRACT •FY23 program budget -$85,000 •Suburban Purchasing Cooperative (SPC) joint bid •The 2022 SPC/IDOT thermoplastic lane marking contract was awarded to Superior Road Striping, Inc. of Melrose Park •Lane marking specifications meet Illinois IDOT standards •City’s Long Line Striping Program is split into 4 zones (includes all streets, parking lots and crosswalks) •Zone 3 completed in 2021 •Zone 4 to be completed in 2022 Action Requested: PW Committee Recommends City Council Award the FY23 Long Line Striping Program to Superior Road Striping, Inc. in the Amount of $85,000 Description UOM 2021 Cost per Unit 2022 Cost per Unit 4” Line LF $0.53 $0.73 6” Line LF $0.75 $1.19 12” Line LF $1.50 $2.11 24” Line LF $3.75 $5.25 Letters & Symbols SF $3.75 $5.25 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 Project Timeline Notes Waveland Park: W Parking Lot Resurface & Expansion Parking Lot 100%Early May –Mid June Complete Forest Ave Parking Lot Resurfacing Parking Lot 10%Late July –Early September Bids reviewed by PWC 2/17; CC approved 3/7; start concrete work in early August after LF Day, will start paving work after Rec. concert and completed by Labor Day Public Safety Fire Garage Roof Replacement Facility 100%Early May –Mid June Complete Elawa / City Hall / CNW Tuckpointing Facility 0%Fall of 2022 Invitation to bid to be posted in late July; work to be completed fall 2022 Annual Pavement Resurfacing & Patching Program Road 95%Mid May -Early August All streets have been resurfaced and awaiting striping; pothole patching to begin early August Waukegan & Everett Intersection-Metra Upgrades Road 10%Fall Agreements with Metra finalized, will seek Council Approval August 1 for work to begin in Fall Deerpath Streetscape Project Phase II Design Road 30%February 2022 – September 2023 Approved firm has begun Phase II design efforts; submitting ITEP application for construction funding September 2022 Annual Concrete Sidewalks &Curbs Repairs Road & Sidewalk 10%August Project construction to occur throughout August Pavement Management Program Road & Paths 50%Mid May –September Data analysis phase underway; final report to be presented at November Budget Meeting RT. 60 Bike Path Phase II Design (Academy-Field Dr)Path 10%May 2022 – September 2023 Design and construction funding secured from ITEP; working with IDOT to obtain Phase I approval Illinois & Woodland Pedestrian Bridge Construction Bridge 10%TBD Waiting to hear status of steel delivery for bridge assemblies; daily coordination is ongoing. demolition of Woodland will start immediately after a steel delivery date is finalized. Additionally, contractor and staff are coordinating with ComEd to determine how to best perform removal and installation of Illinois bridge adjacent to ComEd wires 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 early or late fall; waiting to hear on IDOT grant application status PROJECT ROADMAP –CAPITAL FUND (CONTINUED) Project Asset Category % Complete Project Timeline Notes McLennon-Reed Bridge Repairs Design Bridge 25%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; survey completed; design to be substantially completed by September 2022 Rockefeller/McCormick/Loch Ravine Design Ravine 25%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 25%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 85%Ongoing F.Y. 23 equipment ordered; waiting for deliveries Burr Oak Storm Sewer Construction Storm Sewer 40%May –October Western, Thomas, Burr Oak, Franklin storm sewer installation complete; Alden storm sewer to be installed over next two weeks; StormTrap install expected to begin in early August; weekly updates found at www.cityoflakeforest.com/burroak Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 15%May –September Proposals reviewed by PWC 4/19 and CC approved 5/2; engineering consultant has run various drainage models; City staff met with Onwentsia Club on 6/20 & 7/7 to discuss running proposed storm sewer through their course to the creek; coordination with Onwentsia Club is ongoing Annual Storm Sewer Lining Program Storm Sewer 15%August –September Bid opening on 5/19, bids reviewed by PWC 5/26 and CC approved 6/6; initial cleaning complete; lining to start early September Forest Park Bluff Slope Stabilization Forest Park Bluff 0%September 2022 – May 2023 Mandatory pre-bid meeting 6/23; bid opening 7/19, PWC 7/21; CC 8/1; construction anticipated in fall 2022 / early winter 2023 ADA Transition Plan Facilities / Parks / Roads / Sidewalks 5%May –September Project to be re-evaluated during upcoming budget cycle Annual Gas Light Conversion Program Street Lighting 10%April –September 2022-23 conversion underway Annual Longline Striping Program Street 0%Fall Seeking CC approval 8/1; striping to occur in fall 2022 PROJECT ROADMAP –WATER FUND Project Asset Category % Complete Project Timeline Notes Deerpath Watermain Replacement (Ahwahnee Ln-Golf)Water 98%March –End of May Substantially completed; waiting for grass to germinate 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; module 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 Annual Hydrant Painting Program Water & Sewer 0%Fall Annually paint approximately 200 hydrants Annual Leak Detection Program Water 100%June Final report received; Water & Sewer staff to review and make necessary repairs this summer and fall Water Distribution Pressure Sensors Water 50%Fall Equipment ordered; sensors received; waiting on delivery of electrical cabinets late summer early fall; awaiting ComEd supply connections Valve Repairs Water 90%September Project includes the replacement of 15 valves Annual Valve Exercising Program Water 100%July Annually exercise 20% of all water distribution valves BUDGET / HIRING / INNOVATION UPDATES PUBLIC COMMENT NEXT MEETING: TO BE SCHEDULED WEEK OF AUGUST 22 ADJOURNMENT