Loading...
PUBLIC WORKS COMMITTEE 2023/03/20 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 20, 2023 – 5:00 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM BEHIND DAIS AGENDA I. ROLL CALL/CALL TO ORDER JIM PRESCHLACK, CHAIRMAN TED NOTZ NANCY NOVIT II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE MARCH 6, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FOREST PARK BLUFF STABILIZATION PROJECT – BYRON KUTZ & MICHAEL THOMAS 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FY24 SEWER LINING PROGRAM – BYRON KUTZ III. FY ’24 CIP PROJECT SUMMARY CHART IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS V. BUDGET / HIRING / INNOVATION UPDATES VI. PUBLIC COMMENT VII. NEXT MEETING – APRIL 3 VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE MARCH 6, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 6, 2023 – 5:30 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Preschlack called the meeting to order at 5:30P.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;; Matt Brugioni, Streets Supervisor and Jim Lockefeer, Assistant to the Director of Public Works. Drew Carlson, Lake Forest College student, was also in attendance. Byron Kutz, Superintendent of Engineering, attended the meeting remotely via Zoom. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE FEBRARY 6, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Novit moved to approve the February 6, 2023 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN IDOT MFT RESOLUTION APPROPRIATING MOTOR FUEL TAX FUNDS FOR THE LAKE & WOODBINE BRIDGE PROJECT DESIGN Superintendent Kutz reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed Rebuild Illinois funding, the project timeline moving forward, the grant award that was received for construction, future City Board and Commission needed project approvals, and the total project cost. Alderman Notz moved to recommend to City Council approval of an Illinois Department of Transportation Resolution appropriating $250,000 in Rebuild Illinois funds to be used for phase II design engineering services of the Lake Woodbine Bridge. Alderman Novit seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE SIR WILLIAM LANE WATERMAIN REPLACEMENT PROJECT Superintendent Kutz reviewed the below summary presentation slide on the topic. The Committee and City staff discussed project construction timing, construction impacts to the neighbors, project contingency funds, the low bid contractor’s experience, the valve replacements, watermain replacement planning, the Water Distribution Pressure Sensor Project, and Water & Sewer employee safety training. Drew Carlson, Lake Forest College student made public comment related to construction timing and impacts. Alderman Notz moved to recommend approval to City Council award the Low bid for the Sir William Lane Watermain Replacement Project to A Lamp Concrete Contractors, Inc., and authorize the City Manager to execute an agreement in the amount of $888,645 and a contingency in the amount of $61,355 for a total 3 project cost of $950,000. Alderman Novit seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FY24 ROAD SALT PURCHASE Assistant to the Director Lockefeer and Supervisor Brugioni reviewed the below summary presentation slide on the topic. The Committee and City staff discussed current snow season salt usage and salt storage practices. Alderman Novit moved to recommend approval to City Council approve a total purchase of 2,000 tons of road salt from Morton Salt in the amount of $164,129 for the FY ‘24 Winter. Alderman Notz seconded the motion, which carried unanimously. III. FY ’24 CIP PROJECT SCHEDULE The Committee and City staff reviewed and discussed the below presentation slides. 4 The Committee and City staff discussed the Deerpath/Route 41 Pump Station Project. IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS There were no discussions on Asset, Infrastructure, & Service Highlights. V. BUDGET / HIRING / INNOVATION UPDATES The Committee and City staff discussed the future Apprentice Program. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING Director Thomas explained that the next meeting will be held prior to the next City Council meeting on March 20, 2023. 5 VIII. ADJOURNMENT Alderman Novit moved to adjourn the meeting of the Public Works Committee at 6:23 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 THE FOREST PARK BLUFF STABILIZATION PROJECT FOREST PARK BLUFF & BOARDWALK BACKGROUND Date Milestone November 12, 2019 Bluff pre-design funding approved by Finance Committee to further evaluate remaining bluff areas May 4,2020 City Council approved bluff pre-design with Hey & Associates November 9, 2020 Finance Committee reviewed pre-design findings and approved design funding April 19,2021 City Council approved bluff design with Hey & Associates November 8, 2021 FY23 project construction budget of $3.5 million approved by Finance Committee June 2022 Hey & Associates completes project design July 19, 2022 Project bid opening #1; all bids rejected August 16, 2022 Project bid opening #2; all bids rejected August 22, 2022 Public Works Committee reviewed bids; recommended re-evaluation of project budget November 14, 2022 Finance Committee project status update February 23, 2023 Project bid opening #3 FOREST PARK BLUFF DESIGN BACKGROUND BOARDWALK DESIGN BACKGROUND •Original boardwalk removed in 2018 after concerns with structural integrity •On April 4, 2022, City Council approved a design agreement with Hey & Associates for the boardwalk •Timing of design approval allowed for the boardwalk to be incorporated into the bluff project •A donor has indicated interest to partially fund the boardwalk •Design completed June 2022 (both bluff and boardwalk) •Feb 23, 2023 bids exceeds available public and private funding (next slide) FOREST PARK BLUFF & BOARDWALK BIDS •Bid opened February 23, 2023 •Boardwalk cost details (next slide) Firm Base Bid Amount (Capital Fund) Sanitary Lining Bid Amount (Water Fund) Full Boardwalk Bid Amount (Park Public Land) Boardwalk Foundations Only Bid Amount (Park Public Land) FY24 City Budget $4,950,000 -Budget Priority 5 John Keno & Company, Inc.$4,601,120 $117,901.00 $2,727,093.00 $496,054 V3 Construction Group $6,229,204 $110,370.00 $3,391,076.00 $797,400 Hoerr Construction, Inc., (quote from MPI contractor)N/A $64,570 N/A N/A BOARDWALK COSTS •Boardwalk bid $2,727,093; with 10% contingency ($2,999,803) exceeds available public funding ($1,335,950) •Initial private-donor conversations have occurred •November Finance Committee direction to fundraise for remaining amount (Would need to re-bid boardwalk) •Staff recommendation is to install the boardwalk concrete foundations now with this project ($496,054) •Concrete foundation costs will most likely increase if built later as not part of this project •Installing the foundations now with this project: •Utilizes specialized equipment already mobilized for the bluff wall •Minimizes disruption if boardwalk structure installed later FOREST PARK BLUFF & BOARDWALK–AWARD OF BID Funding Source Project Component Cost Contractor Capital Fund $4,950,000 Construction Inspection Services $45,000 Hey and Associates, Inc.Bluff monitoring (Year 1 of 3)$11,565 Sub-Total Capital Fund (Const. Inspection and Monitoring)$56,565 Base project ($4,601,120 less portion of B1wall protecting sanitary lines)*$4,380,218 John Keno & Company, Inc., Sub-Total Capital Fund +10% Contingency (Construction)$4,818,239.80 Total Capital Fund $4,874,804.80 Park and Public Land Installation of Boardwalk foundations $496,054 John Keno & Company, Inc., Total Park and Public Land +10% Contingency $545,659.40 Water Fund Section B-1 Wall (that protects sanitary lines)*$220,902 John Keno & Company, Inc., Sub-Total Water Fund +10% Contingency (Section B-1 Wall)$242,992.20 Sanitary Lining $64,570 Hoerr Construction, Inc., Sub-Total Sanitary Lining+10% Contingency $71,027 Total Water Fund $314,019.20 *Note: Total Cost of Section B-1 Wall= $441,804; half ($220,902) is being funded from the Water Fund GRAND TOTAL $5,734,484 •Action Requested: PW Committee recommends City Council award of the low bid for the Forest Park Bluff Slope Stabilization Project to John Keno & Company, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $5,097,174 and a 10% Construction Contingency in the Amount of $509,717.40, for a Total of $5,606,891.40 •Action Requested: PW Committee Recommends City Council Award the Low Bid for the Forest Park Bluff Sanitary Lining to Hoerr Construction, Inc.,and Authorize the City Manager to Execute an Agreement in the Amount of $64,570 and a 10% Construction Contingency in the Amount of $6,457, for a Total of $71,027 •Action Requested: PW Committee recommends Approval of Construction Inspection and Bluff Monitoring Services for the Forest Park Bluff Slope Stabilization Project to Hey and Associates, Inc., in the Amount of $56,565, and Authorize the City Manager to Execute an Agreement with Two Additional One-Year Bluff Monitoring Renewals in the Amount of $11,565 Per Year NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FY24 SEWER LINING PROGRAM 2023 SANITARY AND STORM SEWER LINING PROGRAM •Annual project to repair cracked, leaking damaged sewer lines utilizing technique without disruptive excavation •Process provides for the insertion of a special liner creating a new smooth-surfaced, long-lasting pipe within the old sewer. •Contractor provided separate price for Bluff (see Bluff slide) •First renewal (+3%) of the low-bid contractor from the Municipal Partnering Initiative (MPI –Highland Park and Mundelein) •1,155 feet proposed to be lined ranging from 8” to 21” Fund Project Component Amount Capital Fund Storm Sewer $50,000 Water Fund Sanitary Sewer $58,000 Total Budget $108,000 Action requested: PW Committee Recommends City Council Award the Low Bid for the 2023 Sewer Lining Program to Hoerr Construction, Inc., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $108,000 FY ’24 CIP PROJECT SUMMARY CHART CIP PROJECT SUMMARY CHART –CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Annual Pavement Resurfacing & Patching Program Road 5%May –September 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. Concrete Streets Repair Road 5%June–July 5/1 seeking PWC review and recommended approval to CC; 5/15 seeking CC approval. 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 Applied for STP-Shared grant for land-acquisition, award notification is Fall 2023. Dates for PWC and CC is to be determined pending potential award of grant. Waukegan & Westleigh Intersection (Land Acquisition)Road 5%2023–2024 7/17 seeking PWC review and recommended approval to CC; 8/7 seeking CC approval. Concrete Sidewalk/Curb Replacement Road / Sidewalk 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. Coordinating with the hospital regarding easements. Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 5%Spring 2023 –Fall 2023 In-house staff performing phase I design, schedule for consulting out Phase II design is being determined. McLennon-Reed Bridge Repairs –MFT Resolution Bridge 0%Spring 2024 11/20/23 seeking PWC review and recommended approval to CC; 12/4/23 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. 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 Dates TBD pending coordination first with stakeholders Elawa Parking Lot Resurfacing and Expansion –Construction Parking Lot 0%Fall 2023 or Spring 2024 Dates TBD pending coordination first with stakeholders Forest Park Bluff Slope Stabilization Forest Park 5%September 18, 2023 – March 2024 3/20 seeking PWC review and recommended approval to CC; 4/3 seeking CC approval. Construction to begin post labor day 2023 and will be completed prior to 2024 beach opening. CIP PROJECT SUMMARY CHART –CAPITAL FUND Project Asset Category % Complete Project Timeline Notes 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 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. Police Department Break Room Renovation Facility 10%March –May 2/6 PWC review and recommended approval to CC; 2/21 CC approved. Preconstruction meeting held 3/16. ADA Transition Plan Facilities / Right of Way / Parks 5%April –July 4/17 seeking PWC review and recommended approval to CC; 5/1 seeking CC approval. Rockefeller/McCormick/Loch Ravine Construction Ravine 5%May –September 4/17 seeking PWC review and recommended approval to CC; 5/1 seeking CC approval. Washington Road Ravine Construction Ravine 5%May –September 5/1 seeking PWC review and recommended approval to CC; 5/15 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. Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%December 2023–Summer 2024 11/20 seeking PWC review and recommended approval to CC; 12/4 seeking CC approval. Beach Crane Replacement Beach 10%October 1/19 PWC review and recommended approval to CC; 2/6 CC approved. Alerted 1/30 that cranes are now 24 weeks out from delivery due to supply chain issues. Working with contractor and Parks & Rec staff on project timeline. CIP PROJECT SUMMARY CHART –WATER FUND Project Asset Category % Complete Project Timeline Notes Sir William Lane Watermain Replacement (Lawrence-Everett)Water 5%May 15 / 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 PWC review and recommended approval to CC; 2/21 CC approval. Anticipate delivery & installation to begin in May. Water Meter Replacement Project Design Water 5%June –September 5/15 seeking PWC review and recommended approval to CC; 6/5 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 7/17 seeking PWC review and recommended approval to CC; 8/7 seeking CC approval. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS BUDGET / HIRING / INNOVATION UPDATES PUBLIC COMMENT NEXT MEETING: APRIL 3 ADJOURNMENT