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PUBLIC WORKS COMMITTEE 2023/04/03 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