PUBLIC WORKS COMMITTEE 2023/02/06 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, FEBRUARY 6, 2023 – 5:00 P.M.
CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM
AGENDA
I. ROLL CALL/CALL TO ORDER
JIM PRESCHLACK, CHAIRMAN
TED NOTZ
NANCY NOVIT
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE JANUARY 19, 2023 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR REPLACEMENT OF WATER PLANT MEMBRANE MODULES – DAN MARTIN
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN
IDOT RESOLUTION APPROPRIATING MOTOR FUEL TAX FUNDS – BYRON KUTZ
4. REVIEW AND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE POLICE
DEPARTMENT BREAK ROOM RENOVATION PROJECT – JIM LOCKEFEER
III. FY ’24 CIP PROJECT SUMMARY CHART
IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
V. BUDGET / HIRING / INNOVATION UPDATES
VI. PUBLIC COMMENT
VII. NEXT MEETING – MARCH 6
VIII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE JANUARY 19, 2023
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, JANUARY 19, 2023 – 4:00 P.M.
MUNICIPAL SERVICES – TRAINING ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Preschlack called the meeting to order at 4:03 P.M. Aldermen Nancy
Novit and Ted Notz were in attendance.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of
Engineering; Joe Mobile, Superintendent of Recreation and Jim Lockefeer,
Assistant to the Director of Public Works.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE NOVEMBER 28, 2022 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Novit moved to approve the November 28, 2022 Public Works
Committee meeting minutes. Chairman Preschlack seconded the motion, which
carried unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
BEACH CRANES REPLACEMENT PROJECT
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
2
The Committee and City staff discussed the history of the existing cranes, the
demand and current utilization of the two cranes, and the design process.
Alderman Notz moved to recommend approval to City Council award of bid to
Scandroli Construction in the amount of $427,604, to include a 5% contingency in
the amount of $21,380, for the grand total amount of $448,984. Alderman Novit
seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL COST INCREASE RELATED
TO REPLACEMENT OF FORESTRY’S CHIPPER TRUCK #642
Superintendent Martin reviewed the below summary presentation slides on the
topic.
The Committee and City staff discussed supply chain constraints, the potential to
see another cost increase, and other suppliers of chipper trucks.
Alderman Novit moved to recommend approval to City Council award to
Vermeer Midwest the additional $30,200 to complete the bid purchase for the
replacement of Forestry’s Chipper Truck #642, for the grand total amount of
$214,178. Alderman Notz seconded the motion, which carried unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR
REPLACEMENT OF FORESTRY’S BUCKET TRUCK #672
Superintendent Martin reviewed the below summary presentation slides on the
topic.
3
The Committee and City staff reviewed how the equipment is utilized and the
overall safety of the existing truck when it is being used.
Alderman Notz moved to recommend approval to City Council approval of the
bid for the replacement of Forestry’s Bucket Truck #672, included in the FY2024
and FY2025 Capital Equipment Budgets, to the Sourcewell Purchasing
Cooperative’s low bidder, Terex Utilities Inc, in the amount of $370,609. Alderman
Novit seconded the motion, which carried unanimously.
5. REVIEW AND APPROVAL OF 2023 PUBLIC WORKS COMMITTEE MEETING DRAFT
SCHEDULE
Director Thomas reviewed the below summary presentation slide on the topic.
4
The Committee and City staff discussed coordinating meetings prior to City
Council meetings.
There was Committee consensus to approve the Public Work Committee Draft
Schedule.
III. FY ’24 CIP PROJECT SCHEDULE
The Director Thomas reviewed the below summary presentation slide on the
topic.
5
IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
The Committee and City staff discussed potentially scheduling a future meeting
to tour the new Deerpath and Route 41 Pump Station.
V. BUDGET / HIRING / INNOVATION UPDATES
There were no Budget / Hiring / Innovation Updates.
VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING
Director Thomas explained that he would follow up with the Committee via email
to schedule the next Public Works Committee meeting.
VIII. ADJOURNMENT
Alderman Novit moved to adjourn the meeting of the Public Works Committee
at 4:54 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 BID FOR
REPLACEMENT OF WATER PLANT
MEMBRANE MODULES
WATER PLANT REPLACEMENT MEMBRANE MODULES
•FY23 Water Fund Capital Budget -$340,000
•Replacement of trains 3, 4, and 5 = 432 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 the next 4 sets of modules (Trains 3,4,5, and 6)by
approximately 5%
•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 train
6 in FY25 OR FY26
•WTP staff to continue to work with Suez on operational modifications to improve
performance and estimated useful life of membrane modules
WATER PLANT REPLACEMENT MEMBRANE MODULES
•Action requested: PW Committee Recommends City Council Approve a Purchase to Zenon Environmental Corporation [doing
business as Veolia Water Technologies & Solutions]for 432 Replacement Membrane Modules Included in the FY ’24 Budget, in the total
amount of $282,000.
Project Component Cost Proposal
432 Replacement Modules $266,500
Installation Support –Veolia $15,500
TOTAL $282,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF AN
IDOT RESOLUTION APPROPRIATING
MOTOR FUEL TAX FUNDS
APPROVAL APPROPRIATING 2023 MFT FUNDS
•FY2024 Budget Total $1,500,000
•Resurfacing: $1,500,000 (MFT)
•Patching: $95,000
•Will be bid together with Lake Bluff for economies-of-scale in March
•Pavement Patching program (locally funded) will be bid with resurfacing
•Work between early May to late July
•Action requested: Approval of an Illinois Department of Transportation Resolution Appropriating $1,500,000 in Motor
Fuel (MFT) funds to be used for the 2023 Annual Pavement Resurfacing Program
NEW BUSINESS / ACTION ITEM:
REVIEW AND APPROVAL TO CITY
COUNCIL AWARD OF BID FOR THE
POLICE DEPARTMENT BREAK ROOM
RENOVATION PROJECT
POLICE DEPARTMENT BREAK ROOM RENOVATION PROJECT
•The break room was last renovated in 1996
•Carpet, cabinets, counters, and appliances are all very dated and have exceeded
their estimated useful lives
•Public Safety Building runs 24/7; use of the break room has declined significantly
over the years
•Project will include all new interior paint, cabinets, counters, floors, appliances, and
furnishings
•Project Budget -$100,000
•City obtained six bids:
•Efraim Carlson & Son has completed numerous municipal projects; all reference checks
came back positive
•If approved, construction to begin this Spring and is anticipated to be completed by
early June
•Action Requested: PW Committee recommends City Council award of bid
to Efraim Carlson & Son in the amount of $88,825 to include a contingency
in the amount of $11,175, for the grand total amount of $100,000
Firm Bid
Efraim Carlson & Son $88,825
LZ Design Build Group $93,000
Red Feather Group $111,159
Boller Construction $113,100
Bee Liner Lean Servies $130,000
Stenstrom $154,700
FY ’24 CIP PROJECT SUMMARY CHART
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Beach Crane Replacement Beach 10%TBD
1/19 PWC review and recommended approval to CC; 2/6
seeking CC approval. Alerted 1/30 that cranes are now 24
weeks out from delivery due to supply chain issues.
Police Department Break Room Renovation Facility 5%February –May 2/6 seeking PWC review and recommended approval to
CC; 2/21 seeking CC approval.
Forest Park Bluff Slope Stabilization Forest Park 5%September 2023 –
April 2024
3/6 seeking PWC review and recommended approval to
CC; 3/20 seeking CC approval. Construction to begin post
labor day 2023 and will be completed prior to 2024 beach
opening.
ADA Transition Plan Road / Facilities / Parks 5%April –July 3/6 seeking PWC review and recommended approval to
CC; 3/20 seeking CC approval.
Annual Pavement Resurfacing & Patching Program Road 5%May –August 3/20 seeking PWC review and recommended approval to
CC; 4/3 seeking CC approval.
Rockefeller/McCormick/Loch Ravine Construction Ravine 5%May –September 3/20 seeking PWC review and recommended approval to
CC; 4/3 seeking CC approval.
Washington Road Ravine Construction Ravine 5%May –September 3/20 seeking PWC review and recommended approval to
CC; 4/3 seeking CC approval.
Annual Storm Sewer Lining Program Storm Sewer 5%June–August 3/20 seeking PWC review and recommended approval to
CC; 4/3 seeking CC approval.
Crack Sealing Program Road 5%Late Summer 4/3 seeking PWC review and recommended approval to
CC; 4/17 seeking CC approval.
Lake -Woodbine Bridge Reconstruction Design PH 2 Bridge 5%Summer 2023–Fall 2024 4/3 seeking PWC review and recommended approval to
CC; 4/17 seeking CC approval.
Elawa Parking Lot Resurfacing and Expansion Design Parking Lot 5%Summer 2023–Fall 2023 4/3 seeking PWC review and recommended approval to
CC; 4/17 seeking CC approval.
Elawa Parking Lot Resurfacing and Expansion Construction Parking Lot 0%Fall 2023 or Spring 2024 6/20 seeking PWC review and recommended approval to
CC; 7/17 seeking CC approval.
Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 5%Spring 2023 –Fall 2023 4/3 seeking PWC review and recommended approval to
CC; 4/17 seeking CC approval.
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Concrete Sidewalk/Curb Replacement Sidewalk / Road 5%June–July 5/1 seeking PWC review and recommended approval to
CC; 5/15 seeking CC approval.
Deerpath Sidewalk Connectivity (41-Westmoreland)Sidewalk 5%TBD 5/1 seeking PWC review and recommended approval to
CC; 5/15 seeking CC approval.
Concrete Streets Repair Road 5%June–July 5/1 seeking PWC review and recommended approval to
CC; 5/15 seeking CC approval.
Gorton Community Center Patio & Drop in Center Facility 5%TBD
5/15 seeking PWC review and recommended approval to
CC; 6/5 seeking CC approval. Staff presented project to
HPC 1/25; project needs to return to HPC
Annual Longline Striping Program Road 0%August 6/20 seeking PWC review and recommended approval to
CC; 7/17 seeking CC approval.
Waukegan & Everett Intersection (Land Acquisition)Road 5%2023–2024
6/20 seeking PWC review and recommended approval to
CC; 7/17 seeking CC approval. Applying for STP-Shared
grant for land-acquisition grant
Public Safety Water Cooled Chiller Replacement Facility 0%Fall 2023 9/18 seeking PWC review and recommended approval to
CC; 10/2 seeking CC approval.
Volwiler Carpet & Flooring Replacement Facility 0%Fall 2023 9/18 seeking PWC review and recommended approval to
CC; 10/2 seeking CC approval.
Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%Winter 2024–Summer
2024
11/20 seeking PWC review and recommended approval to
CC; 12/4 seeking CC approval.
McLennon-Reed Bridge Repairs Construction Bridge 0%Spring 2024 1/16/24 seeking PWC review and recommended approval to
CC; 2/5/24 seeking CC approval.
CIP PROJECT SUMMARY CHART –WATER FUND
Project Asset Category % Complete Project Timeline Notes
Sir William Ln Watermain Replacement (Lawrence-Everett)Water 5%June–August 3/6 seeking PWC review and recommended approval to
CC; 3/20 seeking CC approval.
Membrane Module Replacement Water 5%May –June 2/6 seeking PWC review and recommended approval to
CC; 2/21 seeking CC approval.
Annual Sanitary Sewer Lining Program Sanitary 5%June–August 3/20 seeking PWC review and recommended approval to
CC; 4/3 seeking CC approval.
Manhole Lining and I&I Repairs Design Sanitary 5%Spring 2023-Summer
2023
4/17 seeking PWC review and recommended approval to
CC; 5/1 seeking CC approval.
Manhole Lining and I&I Repairs Construction Sanitary 5%TBD 6/20 seeking PWC review and recommended approval to
CC; 7/17 seeking CC approval.
Water Meter Replacement Project Design Water 5%June –September 5/15 seeking PWC review and recommended approval to
CC; 6/5 seeking CC approval.
ASSET, INFRASTRUCTURE, & SERVICE
HIGHLIGHTS
BUDGET / HIRING /
INNOVATION UPDATES
PUBLIC COMMENT
NEXT MEETING:
MARCH 6
ADJOURNMENT