PUBLIC WORKS COMMITTEE 2023/04/03 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, APRIL 3, 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 MARCH 20, 2023 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE FY24 STREET RESURFACING AND PATCHING PROGRAM – BYRON
KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR FY24 CRACK SEALING – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PHASE
II DESIGN SERVICES FOR THE LAKE WOODBINE BRIDGE PROJECT AND
APPROVAL OF AN ILLINOIS DEPARTMENT OF TRANSPORTATION RESOLUTION
APPROPRIATING ADDITIONAL REBUILD ILLINOIS FUNDS – 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 17
VIII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE MARCH 20, 2023
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
MONDAY, MARCH 20, 2023 – 5:00 P.M.
CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM BEHIND DAIS
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Preschlack called the meeting to order at 5:00 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; Chuck Myers, Superintendent of Parks and Forestry and Bernard
Pondexter, Engineering Assistant.
Also in attendance was Dave Kraft, Hey & Associates Principal Civil Engineer.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE MARCH 6, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the March 6, 2023 Public Works Committee
meeting minutes. Alderman Novit seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FOREST PARK BLUFF STABILIZATION PROJECT
Superintendent Kutz, Director Thomas, and Dave Kraft reviewed the below
summary presentation slides on the topic.
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The Committee, City staff, and Mr. Kraft discussed the designed wick drainage
system, the overall failure risk of the bluff areas, the bluff monitoring process and
the data that is collected, the anticipated construction schedule, project
budget and funding, financing opportunities for the boardwalk, and ADA
accessibility with the boardwalk.
Alderman Novit moved to recommend to City Council 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. Alderman Notz
seconded the motion, which carried unanimously.
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Alderman Novit moved to recommend to 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. Alderman Notz seconded the motion, which carried
unanimously.
Alderman Notz moved to recommend to City Council award of 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.
Alderman Novit seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL TO CITY
COUNCIL AWARD OF BID FOR THE FY24 SEWER LINING PROGRAM
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed how pipes are identified and prioritized
for lining.
Alderman Novit moved to recommend approval to City Council award of 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. 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.
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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
There were no discussions on Budget / Hiring / Innovation Updates.
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 April 3, 2023.
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:51 P.M. Alderman Novit 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 FY24 STREET RESURFACING AND
PATCHING PROGRAM
2023 PATCHING & RESURFACING PROJECT
•Bid together with Lake Bluff for economies-of-scale
•FY2023 Budget total $1,595,000
•Resurfacing (MFT): $1,500,000; Patching (CIP): $95,000
•City Council approved resolution appropriating MFT on February 21, 2023
•Received three bids-March 16, 2023 (see chart)
•Last year: 1.2 miles of streets resurfaced (total budget $750,000)
•Proposed: 3.1 miles of streets proposed to be resurfaced (total budget 1,500,000)
•Award the resurfacing at the full amount of $1,500,000 (bid amount =$1,473,647.59)
•Award the patching at the full amount of $95,000 (bid amount= $79,400)
•Any remaining MFT budget at end of project goes back into unobligated MFT account
•Action requested: PW Committee Recommends City Council Award of the Low Bid for the 2023 Patching & Resurfacing Project to
J.A. Johnson Paving Co., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $1,595,000
Contractor Firm Lake Forest Bid Amount
(patching & resurfacing)
J.A. Johnson Paving Co.$1,553,047.59
Peter Baker & Son Co.$1,591,898.09
Schroeder Asphalt Services, Inc.$1,639,693.25
2023 RESURFACING PROJECT
Street From To
Washington Rd Walnut Deerpath Rd
Washington Rd Illinois Rd Rosemary Rd
Illinois Rd Rosemary Rd College Rd
Wallace Rd Suffolk Ln Westleigh Rd
Holden Ct Wallace Rd East End
Grandview Ln Cherokee Rd Linden Ave
Old Mill Rd Lowell Ln Alexis Ct
Glenwood Rd Waveland Rd West End
Greenwood Av Green Bay Rd Waveland Rd
Sir Williams Rd Lawrence Av North End
Circle Ln Westleigh Rd North End
Rockefeller Rd Westleigh Rd McCormick Dr
McCormick Dr Westleigh Rd Loch Lane
Bluffs Edge Dr Westleigh Rd North End
Westleigh Rd Bluffs Edge Dr East End
Circle Ln Westleigh Rd North End
•Phase I = Early May to late July
•Phase II = Late August / early September to mid-October
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
FY24 CRACK SEALING
2023 CRACK SEALING PROJECT
•Annual project to seal pavement cracks to prevent moisture
infiltration
•Operations Budget: $35,000
•Utilizing the low-bid contractor from the Municipal Partnering
Initiative (MPI)
•Requesting agreement renewal with increased unit prices of 3.8%
from 2022 prices
•~54,000 feet sealed in 2022
•~52,000 feet proposed to be sealed in 2023
•Action requested: PW Committee Recommends City Council
Award the Low Bid for the 2023 Crack Sealing Project to Patriot
Pavement Maintenance, Inc. and Authorize the City Manager to
Execute an Agreement in an Amount Not to Exceed $35,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF PHASE II
DESIGN SERVICES FOR THE LAKE
WOODBINE BRIDGE PROJECT AND
APPROVAL OF AN ILLINOIS DEPARTMENT
OF TRANSPORTATION RESOLUTION
APPROPRIATING ADDITIONAL REBUILD
ILLINOIS FUNDS
APPROVAL OF PHASE II DESIGN SERVICES AGREEMENT FOR THE LAKE
WOODBINE BRIDGE
•High-priority bridge replacement
•2021 sufficiency rating of the bridge= 25 (greater than 50 considered satisfactory
per Federal guidelines)
•Staff initiated RFP process; 13 plan-holders, two proposals received (one qualified
proposal)
•HW Lochner proposal in amount of $380,058 (Lochner is also phase I designer)
•Rebuild Illinois Bond funds~ $1,270,000 with remainder for construction (funds must
be obligated by 7/1/2025)
•FY2024 Budget Project Total $225,000 (CC authorized $250,000 RBI with IDOT on 3/20/23)
•Rebuild Illinois Resolution appropriating additional $150,000
•Phase II design duration~15 months (Phase I approval anticipated summer 2023)
•Tentative construction~ Late 2024 to Spring 2025 (pending IDOT review timeline)
APPROVAL OF PHASE II DESIGN SERVICES AGREEMENT FOR THE LAKE
WOODBINE BRIDGE
•Requesting:
•Use of additional $175,000 Rebuild Illinois funds ($150,000 additional authorization necessary with IDOT)
•Supplemental Appropriation Ordinance will be requested at end of Fiscal Year if needed
•Action requested:
•PW Committee Recommends Approval of an Illinois Department of Transportation Resolution Appropriating an Additional $150,000
in Rebuild Illinois Funds to be used for Phase II Design Engineering Services of the Lake Woodbine Bridge
•PW Committee Recommends Approval of Phase II Design Engineering Services for the Lake Woodbine Bridge Project to H.W.
Lochner, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $380,058 to Include a 5% Contingency in
the Amount of $19,003 for a Total Cost of $399,061
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 –October 4/3 seeking PWC review and recommended approval to
CC; 4/17 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 17
ADJOURNMENT