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PUBLIC WORKS COMMITTEE 2023/11/20 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, NOVEMBER 20 – 5:00 P.M. CITY HALL – UPSTAIRS CONFERENCE ROOM AGENDA I. ROLL CALL/CALL TO ORDER ARA GOSHGARIAN, CHAIRMAN EILEEN LOOBY WEBER TED NOTZ II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE AUGUST 21, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN ENGINEERING SERVICES AGREEMENT FOR THE CENTRAL BUSINESS DISTRICT INFRASTRUCTURE EVALUATION PROJECT – MICHAEL THOMAS 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FOREST PARK BOARDWALK PROJECT – BYRON KUTZ 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM – JIM LOCKEFEER III. FY ’24 CIP PROJECT SUMMARY CHART IV. PUBLIC COMMENT V. NEXT MEETING – TBD VI. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE AUGUST 21, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, AUGUST 21, 2023 – 5:30 P.M. CITY HALL – UPSTAIRS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Goshgarian called the meeting to order at 5:30 P.M. Aldermen Eileen Looby Weber 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 & Forestry, and Jim Lockefeer, Assistant Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE JUNE 12, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the June 12, 2023, Public Works Committee meeting minutes. Alderman Weber seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PREFERRED DESIGN OPTION FOR THE ELAWA PARKING LOT IMPROVEMENTS PROJECT Superintendent Kutz reviewed the below summary presentation slides on the topic. 2 3 The Committee and City staff discussed prior meetings with the neighbors adjacent to Elawa, landscape screening, future Elawa programming and parking needs, parking lot safety, lighting, traffic circulation, permeable versus impervious surfaces, and the project construction timeline. 4 Alderman Weber moved to recommend to City Council selection of design option one (32 additional spaces) for the Elawa Parking Lot Improvement Project and to complete the project by May 31, 2024. Alderman Notz seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL EASEMENT AGREEMENTS FOR THE DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT BETWEEN THE CITY AND THE NORTHWESTERN LAKE FOREST HOSPITAL Superintendent Kutz reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the width of the sidewalk, construction timing, and construction traffic impacts. Alderman Notz moved to recommend to City Council of easement agreements for the Deerpath/Westmoreland Sidewalk Connectivity Project between the City of Lake Forest and the Northwestern Lake Forest Hospital. Alderman Weber seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL ADOPTION OF REVISED 2023 LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE Superintendent Kutz reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed benefits of continuing with the City’s participation with the Lake County Watershed Development Ordinance. Alderman Weber moved to recommend to City Council approval to replace existing Section 152.30 of the City Code with the Lake County Watershed Development Ordinance as approved by the County of Lake on July 11, 2023. Alderman Notz seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE ANNUAL HVAC MAINTENANCE SERVICES AGREEMENT Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. 6 Alderman Notz moved to recommend to City Council award of bid for the two- year HVAC preventative maintenance contract to the lowest responsive and responsible bidder, MK Industries Inc., in the amount of $120,480. Alderman Weber seconded the motion, which carried unanimously. 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE PUBLIC SAFETY BUILDING CHILLER REPLACEMENT PROJECT Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the project design process. Alderman Weber moved to recommend to City Council award of bid for the Public Safety Building Chiller Replacement Project to Oak Brook Mechanical Services, Inc., in the amount of $236,800, to include a 10% contingency in the amount of $23,200, for a grand total amount of $260,000. 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. 7 8 IV. BUDGET / HIRING / INNOVATION UPDATES – APPRENTICE PROGRAM UPDATE Director Thomas explained that most of the new Apprentice Program positions had been filled. He explained that Operating Section Supervisors are very excited in filling their positions and look forward to working with these new employees. V. PUBLIC COMMENT There was no Public Comment. VI. NEXT MEETING – SEPTEMBER 18 5PM (TENTATIVE) Director Thomas explained that he will follow up with the Committee if a meeting is needed. VII. ADJOURNMENT Alderman Weber moved to adjourn the meeting of the Public Works Committee at 6:58 P.M. Alderman Notz seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Assistant Director of Public Works NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN ENGINEERING SERVICES AGREEMENT FOR THE CENTRAL BUSINESS DISTRICT INFRASTRUCTURE EVALUATION PROJECT AREA OF EVALUATION WORK EFFORTS INCLUDE… •Review of existing reports (e.g. IMS, draft smoke testing report, etc.) •Coordinate with private utilities (e.g. ComEd, North Shore Gas, etc.) •Modeling of both watermain and storm sewers •Televising of all storm and sanitary sewers •Inspection of all manholes •Assessment of streetlights and pedestrian accessibility DELIVERABLES •Preliminary Report (April 15th), Final Report (May 13th) •Recommendations for: •Short term capital projects (immediate need) •Long term capital projects (Bank Lane enhancements, etc.) •Capital projects as they relate to individual redevelopment of private properties •Staff and planning consultant coordination meetings •Three public meetings (if needed) for PW Committee, HPC, City Council SCHEDULE October 30 RFP Posted November 13 Deadline for RFP Submission November 14-16 Staff Review / Interview Firms November 20 PW Committee Review December 4 City Council Approval April 15 Preliminary Report Due May 13 Final Report Due June - September Design Completed (if a project is identified) CBD EVALUATION RFP PROCESS •Staff initiated RFP process (10 plan-holders); two proposals received •Staff negotiated scope and costs down to $293,790 •Experience providing Civil Engineering for large master-plans •Budget: $300,000 budgeted in FY2025 (capital fund). •Advancement of funds will be requested so that work can be expedited •Action requested: PW Committee Recommends City Council award Engineering Services for the Central Business District Infrastructure Evaluation to Kimley- Horn and Authorize the City Manager to Execute an Agreement in the Amount of $293,790 Plus the Remaining $6,210 for Contingency; Total Cost Not to Exceed $300,000 Consultant Firm Proposal Amount Kimley-Horn $335,788 Baxter & Woodman $537,900 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE FOREST PARK BOARDWALK PROJECT BOARDWALK BACKGROUND BOARDWALK COSTS •November 2022 Finance Committee direction to fundraise for remaining amount (required re-bidding boardwalk) •9/7/23 Boardwalk bid $1,999,515.27 including 10% contingency and lighting allowance Note: costs exclude the boardwalk concrete foundations $545,659.40 with 10% contingency (Awarded 4/3/23) Boardwalk Costs (excluding foundations)$1,999,515 Funding Allocations:Amount PPL Fund Balance $434,060 Special Recreation Fund $186,000 Grant Award- IDNR Coastal Management Program (reimbursement)$150,000 City/Grant Funding $770,060 Donations (accepted by City Council)$500,000 Remaining Fundraising Needed $729,455 PROPOSED BOARDWALK SCHEDULE Tentative Construction Schedule ~ January 29, 2024 Boardwalk construction begins ~ March or April 2024 Boardwalk deck installation ~ May 1, 2024 Substantial construction completion Date Action Ongoing Agreements from IDNR (for purchase of wood decking) 11/20/23 CC Authorization to Execute an Intergovernmental Agreement for Grant with IDNR 11/20/23 PW and 12/4/23 CC Approval of Construction Agreement (excluding wood decking) 1/16/24 or 2/5/24 CC Approval of Construction Agreement (wood decking) PROPOSED BOARDWALK AWARD Action requested: Public Works Committee recommends City Council approve Forest Park Boardwalk Project’s low bid and authorize the City Manager to execute an agreement with F.H. Paschen in an amount of $1,735,935; this includes an overall 10% project contingency. Staff will request City Council approval of the remaining $263,580 wood decking bid amount upon receipt of the signed IDNR grant. Council Meeting 1 Award: Base Bid (excluding wood decking)$1,463,252 Project Contingency (10% of base bid amount)$172,683 Lighting Allowance $100,000 Council Meeting 1 Award Total $1,735,935 Council Meeting 2 Award: Wood Decking $263,580 Council Meeting 2 Award Total $263,580 TOTAL $1,999,515 Contractor Firm Base Bid Amount F.H. Paschen $1,726,833 Boller Construction Company Inc.$1,984,543 Foundation Mechanics $2,466,425 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM Background •Annual Capital Equipment Program Replacement List is developed/led by PW with other City Department support •Finance Committee reviews program as part of annual November budget meeting packet materials •PW Committee reviews proposed list and recommends approval to City Council •Individual purchases to proceed (City Council approval for $25,000) F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM PD patrol vehicles approved by City Council on October 2, 2023 FD ambulance approved by City Council on December 5, 2022 F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM Forestry Bucket truck approved by City Council on February 6, 2023 F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM 2010 Streets Utility Trailer #439 - $11,000 2003 Streets Utility Trailer #460 - $11,000 1995 Streets Utility Trailer #470 - $15,000 F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM 2005 Streets Roller #461 - $26,000 2003 Streets Mobile Arrow Board #475 - $10,000 F.Y. ‘25 CAPITAL EQUIPMENT PROGRAM 2002 Parks Tow Behind Leaf Blower #314 - $12,000 2003 Forestry Utility Trailer #647- $12,000 Action requested: PW Committee recommends City Council approve the F.Y. ‘25 Capital Equipment Program 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 100%Mid July – Mid October Complete. Crack Sealing Program Road 100%Early Fall Complete. Concrete Streets Repair Road 100%August – September Complete. Annual Longline Striping Program Road 100%September Complete. Waukegan & Everett Intersection (Land Acquisition)Road 5%2023 – 2024 Applied for STP-Shared grant for land-acquisition with pending award notification this fall. Waukegan & Westleigh Intersection (Land Acquisition)Road 15%2023 – 2024 ROW material provided to both City and School District; coordination and approval process underway. Concrete Sidewalk/Curb Replacement Road / Sidewalk 100%August – September Complete. Deerpath Sidewalk Connectivity (41-Westmoreland)Sidewalk 100%October – November Complete. Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 15%Fall Phase I design approval received, Phase II design to begin this fall. McLennon-Reed Bridge Repairs – Design Bridge 90%Winter Design progressing. McLennon-Reed Bridge Repairs – Construction Bridge 0%January 2025 – June 2025 Staff intends to align construction with Lake-Woodbine Bridge Project to minimize overall construction impacts to Lake Road residents. Lake-Woodbine Bridge Reconstruction – Design PH 2 Bridge 35%Summer 2023 – Summer 2024 Phase II design underway and progressing. Lake-Woodbine Bridge Reconstruction – Construction Bridge 0%December 2024 – September 2025 Working towards bidding with State’s bid process for August 2024. Elawa Parking Lot Resurfacing and Expansion – Design Parking Lot 90%Fall – Winter Design progressing. Multiple meetings with stakeholders have occurred. Elawa Parking Lot Resurfacing and Expansion – Construction Parking Lot 0%April – May Construction to occur in April & May of 2024. ADA Transition Plan Facilities / Right of Way / Parks 40%January Facility visits completed. First draft of plan in development. Annual Storm Sewer Lining Program Storm Sewer 100%Mid November Complete. Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 85%Late Winter Design progressing. Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%December 2024 – Spring 2025 Pending possible grant announcement from SMC this Spring 2024. CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Gorton Community Center Patio & Drop in Center Facility 5%May – August 2024 Staff presented project to HPC; project needs to return to HPC; Com Dev leading special use permit review. Public Safety Water Cooled Chiller Replacement Facility 10%Winter / Spring 2024 Project coordination underway. Project to begin and be completed during the winter/spring months of 2024. Volwiler Carpet & Flooring Replacement Facility 5%November – December Coordinating project start date with contractor and Volwiler business tenants. Police Department Break Room Renovation Facility 100%May – July Complete. Rockefeller/McCormick/Loch Ravine Construction Ravine 100%July – October Complete Washington Road Ravine Construction Ravine 0%---Project budget moved to FY28 to accommodate other higher need ravine priority projects. Beach Crane Replacements Beach 85%December Project is underway. Electric improvements installed, new crane foundations complete, and new crane installations to occur in early December. Deerpath Community Park Improvement Project Park 85%Fall Field turf system installation has been completed. Concrete and asphalt work completed. The roofs for both buildings are complete, which allows work to get underway on electric, plumbing, HVAC and the fire suppression system. Looking forward to the 11/30 “first look” event Townline Park Splash Pad Park 100%Spring Complete. Forest Park Bluff Slope Stabilization Forest Park 50%September 5, 2023 – March 2024 Construction began 9/5/23. Estimated construction completion in December or January. Boardwalk Project: Received construction bids and fundraising efforts for the needed $750,000 continues via Park and Recreation Foundation. Staff will seek City Council approval to proceed with construction at their 12/4/23 meeting. Construction is estimated to begin mid-winter and be completed by memorial day. CIP PROJECT SUMMARY CHART – WATER FUND Project Asset Category % Complete Project Timeline Notes Sir William Lane Watermain Replacement (Lawrence-Everett)Water 100%Mid June – End August Complete. Membrane Module Replacement Water 100%May – June Complete. Water Meter Replacement Project Design Water 60%June – April Vendor demos completed. Technical Report completed. Project will bid out this winter for three-year installation/implantation pricing. Annual Sanitary Sewer Lining Program Sanitary 100%Mid November Complete. Manhole Lining and I&I Repairs Design (Smoke Testing)Sanitary 100%Spring – Summer Smoke testing completed the week of 7/31. Follow up dye testing recommended as part of the FY25 CIP budget. Pump VFD Upgrade (2 Year)Water 10%May 2023 – January 2024 First year contract completed; second year VFDs ordered with expected fall delivery. PUBLIC COMMENT NEXT MEETING: TBD ADJOURNMENT