PUBLIC WORKS COMMITTEE 2023/04/17 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, APRIL 17, 2023 – 5:30 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 APRIL 3, 2023 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
PROPOSAL FOR FY24 SANITARY SEWER INFLOW AND INFILTRATION TESTING –
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 – MAY 1
VIII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE APRIL 3, 2023, PUBLIC
WORKS COMMITTEE MEETING MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, APRIL 3, 2023 – 5:00 P.M.
CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM
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.
Chairman Preschlack was in attendance remotely via Zoom.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of
Engineering and Jim Lockefeer, Assistant to the Director of Public Works.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE MARCH 20, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the March 20, 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
FY24 STREET RESURFACING AND PATCHING PROGRAM
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed the prioritization and identification
process in selecting streets to be resurfaced, the City’s overall pavement
management program, the relationship between the Streets and Engineering
Sections to coordinate pothole and patching repairs, budget funds meeting
current needs, and ways for residents to report potholes and other road issues.
Alderman Novit moved to recommend to City Council award of the low bid for
the 2023 Patching & Resurfacing Project to J.A. Johnson Paving Co., and
authorization for the City Manager to execute an agreement in the amount not
to exceed $1,595,000. Alderman Notz seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL TO CITY
COUNCIL AWARD OF BID FOR FY24 CRACK SEALING
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed the evaluation process in identifying
streets for crack sealing, budget funds meeting current needs, and typical timing
for when streets develop cracks.
Alderman Notz moved to recommend approval to City Council award of the
low bid for the 2023 Crack Sealing Project to Patriot Pavement Maintenance, Inc.
and authorization for the City Manager to execute an agreement in an amount
not to exceed $35,000. Alderman Novit seconded the motion, which carried
unanimously.
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
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed total project costs, project grant funding,
the current project design, the RFP process, proposals received, IDOT required
firm qualifications, the IDOT design and funding process, and the project budget.
Alderman Novit moved to recommend approval to City Council 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. Alderman Notz seconded the motion,
which carried unanimously.
Alderman Novit moved to recommend approval to City approval of Phase II
Design engineering services for the Lake Woodbine Bridge Project to H.W.
Lochner, Inc., and authorization for 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. 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, the Gorton Community Center Patio & Drop In Center Project, the
Rockefeller / McCormick / Loch Ravine Project, and the Ahwahnee Road Storm
Sewer Project.
IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
There were no discussions on the 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 17, 2023.
VIII. ADJOURNMENT
Alderman Novit moved to adjourn the meeting of the Public Works Committee
at 5:51 P.M. Alderman Notz seconded the motion, which carried unanimously.
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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 PROPOSAL
FOR FY24 SANITARY SEWER INFLOW AND
INFILTRATION TESTING
APPROVAL OF 2023 SANITARY SEWER INFLOW AND INFILTRATION TESTING
•Smoke and dye testing of sanitary sewer pipes, and manhole inspections are used to help
identify inflow and infiltration into the sanitary sewers
•Non-toxic and non-hazardous
•Smoke travels the path of least resistance and finds leaks in pipes, joints, and
manholes
•Report will list defects by prioritization and provide list of recommended rehabilitations
•Staff initiated RFP process; 6 plan-holders, one proposal received
•Budget: $100,000 Water and Sewer Fund; RJN Group proposal $97,169
•Staff Recommendation to award in the full budgeted amount of $100,000
•Field Work and draft report anticipated in September prior to FY25 CIP budget process
•PW Committee Recommends Approval of Professional Engineering Services
for the 2023 Sanitary Sewer Inflow and Infiltration Testing to RJN Group and
Authorize the City Manager to Execute an Agreement in the Amount Not to
Exceed $100,000
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 –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; 5/1 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 10%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%May –June 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%May –September 5/1 seeking CC approval.
Rockefeller/McCormick/Loch Ravine Construction Ravine 5%May –November
5/1 seeking PWC review and recommended approval to
CC; 5/15 seeking CC approval. Project is going through a
rebid with an extended project completion date.
Washington Road Ravine Construction Ravine 0%May –September Reevaluation of project t scope needed.
Annual Storm Sewer Lining Program Storm Sewer 10%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. Some
preliminary electric work to occur 5/9 –5/16. Crane
replacements to occur in October.
CIP PROJECT SUMMARY CHART –WATER FUND
Project Asset Category % Complete Project Timeline Notes
Sir William Lane Watermain Replacement (Lawrence-Everett)Water 10%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 10%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.
ASSET, INFRASTRUCTURE, & SERVICE
HIGHLIGHTS
BUDGET / HIRING /
INNOVATION UPDATES
PUBLIC COMMENT
NEXT MEETING:
MAY 1
ADJOURNMENT