Loading...
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 1 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. 2 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. 3 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. 4 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. 5 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. 6 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