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.
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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.
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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.
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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