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PUBLIC WORKS COMMITTEE 2023/05/01 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, MAY 1, 2023 – 4:30 P.M. DEERPATH AND ROUTE 41 PUMP STATION SOUTHWEST CORNER OF AHWAHNEE LANE AND DEERPATH ROAD AGENDA The Committee will be meeting at 4:30 P.M. for a brief tour of the new Deerpath and Route 41Pump Station located at the southwest corner of Ahwahnee Lane and Deerpath Road. All meeting agenda items will follow after the tour at the same location. I. ROLL CALL/CALL TO ORDER JIM PRESCHLACK, CHAIRMAN TED NOTZ NANCY NOVIT II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE APRIL 17, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE ROCKEFELLER-MCCORMICK-LOCH RAVINE IMPROVEMENTS PROJECT – JIM LOCKEFEER 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL PURCHASE OF FACILITY HVAC REPLACEMENT UNITS – JIM LOCKEFEER 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE ANNUAL CONCRETE STREET, CURB, AND SIDEWALK PROJECT AND DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT – MICHAEL THOMAS III. FY ’24 CIP PROJECT SUMMARY CHART IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS V. BUDGET / HIRING / INNOVATION UPDATES VI. PUBLIC COMMENT VII. NEXT MEETING – TBD VIII. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE APRIL 17, 2023, PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 17, 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 5:32 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 and Jim Lockefeer, Assistant to the Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE APRIL 3, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Novit moved to approve the April 3, 2023 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PROPOSAL FOR FY24 SANITARY SEWER INFLOW AND INFILTRATION TESTING Superintendent Kutz reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the areas to be smoke tested, project communications, public repairs versus private repairs, and inflow and infiltration impacts to the sanitary sewer system. 2 Alderman Notz moved to recommend to City Council approval of professional engineering services for the 2023 sanitary sewer inflow and infiltration testing to RJN Group and authorization for the City Manager to execute an agreement in the amount not to exceed $100,000. Alderman Novit seconded the motion, which carried unanimously. III. FY ’24 CIP PROJECT SCHEDULE The Committee and City staff reviewed and discussed the below presentation slides. 3 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 State’s Rte. 176 and Rte. 43 intersection improvement project in Lake Bluff. 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 May 1, 2023. VIII. ADJOURNMENT Alderman Novit moved to adjourn the meeting of the Public Works Committee at 6:12 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 ROCKEFELLER-MCCORMICK-LOCH RAVINE IMPROVEMENTS PROJECT ROCKEFELLER-MCCORMICK-LOCH RAVINE IMPROVEMENT PROJECT •Project will address failed or failing City storm sewer infrastructure within three ravine areas •Project will include sustainability components such as installation of stone/rock riffles for stormwater energy dissipation and the installation of native plant material •City has easements in these areas to maintain infrastructure; advance coordination with residents to occur well in advance of project construction •Project Budget –$850,000 ($600,000 CIP / $200,000 Grant / $50,000 ESC CIP) •City obtained five bids: •After a qualifications review of Misfits Construction; staff does not recommend their firm as a responsible bidder for this sized project •V3 Construction is recognized is recommended as a responsible bidder based upon past project experience •If approved, construction to begin and be completed fall 2023 •Action Requested: PW Committee Recommends City Council find that Misfits Construction Company is not a Responsible Bidder for this Sized Rockefeller- McCormick-Loch Ravine Improvement Project and Award of Bid to V3 Construction Company as the Lowest Responsive and Responsible Bidder in the Amount of $693,500, to Include a 10% Contingency in the Amount of $69,350, for a Grand Total Amount of $762,850 Firm Bid Misfits Construction Company $648,220 V3 Construction Company $693,500 Lenny Hoffman Excavating Inc.$731,471 Semper Fi Land Service $733,537 John Keno and Company $753,469 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL PURCHASE OF FACILITY HVAC REPLACEMENT UNITS FACILITY HVAC REPLACEMENT UNITS •Purchase of four facility HVAC system units (three end of useful life replacements / one system upgrade) •Fire Station 2, Volwiler, East Train Station, South Beach Building •Operating Capital Project Budget –$60,000 •Three quotes obtained for each of the four units; each unit individually is priced below $25,000 •JNL Climate Control, Inc submitted low quote for all four units •Combined unit cost exceeds $25,000 requires City Council approval •JNL is a very reputable firm; has previously completed positive HVAC work for the City •If approved, work will begin in May 2023 •Action Requested: PW Committee Recommends City Council Award Four City Facility HVAC Unit Replacements to JNL Climate Control in the Amount of $$45,638 Unit Location Cost Fire Station 2 $6,486 Volwiler $10,287 East Train Station $21,878 South Beach Building $6,987 TOTAL $45,638 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE ANNUAL CONCRETE STREET, CURB, AND SIDEWALK PROJECT AND DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT CONCRETE STREET, CURB, SIDEWALK, AND DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT •Annual project to address: •sidewalk trip-hazards •deteriorating concrete streets and curb •Added to this year’s project is the Deerpath Sidewalk Connectivity project •Sidewalk gap between Hospital path and public sidewalk by Faith Lutheran •Easements will be obtained prior to construction •Budget: Project Component Budget Amount Curb and Sidewalk $85,000 Concrete Streets $50,000 Deerpath Sidewalk Connectivity $50,000 Total $185,000 CONCRETE STREET, CURB, SIDEWALK, AND DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT •MPI Bid-Glenview, Kenilworth, Northfield, Lake Bluff, Lincolnwood •Received three bids (see chart) •Low bidder has performed this work in past years •Recommendation is to award project at the full amount of $185,000 (unit price bid) •Future Council Item required for approval of permanent easements (date TBD) •Schedule: •Sidewalk/Street/Curb work between late June to early July •Sidewalk Connectivity project between early August to late October (pending timeline for easement approvals by both the Hospital and Lake Forest) •Action requested: PW Committee recommends City Council award the low bid for the Annual Concrete Street, Curb, and Sidewalk Project, and the Deerpath/Westmoreland Sidewalk Connectivity Project to Schroeder & Schroeder, Inc., and Authorize the City Manager to Execute an Agreement in an Amount Not to Exceed $185,000 Contractor Firm Bid Amount Schroeder & Schroeder Inc.$167,200.00 D'Land Construction, LLC $263,470.00 G&M cement construction $274,560.00 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 Dates for PWC and CC is to be determined pending initial coordination with the School District. 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%September–October 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 Onsite meeting with stakeholders on 5/6 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; Com Dev leading special use permit review. 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. Project Design to begin in May. 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 Approved by City Council 4/17. Project kickoff meeting to soon be scheduled. Rockefeller/McCormick/Loch Ravine Construction Ravine 5%May –November 5/1 seeking PWC review and recommended approval to CC; 5/15 seeking CC approval. Washington Road Ravine Construction Ravine 0%May –September Reevaluation of project 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. 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 June. Water Meter Replacement Project Design Water 5%June –December 6/5 seeking PWC review and recommended approval to CC; 6/20 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: TBD ADJOURNMENT