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
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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.
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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.
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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.
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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.
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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