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PUBLIC WORKS COMMITTEE 2023/06/12 Minutes 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, JUNE 12, 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; Chuck Myers, Superintendent of Parks and Forestry and Jim Lockefeer, Assistant Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE MAY 1, 2023 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the May 1, 2023, Public Works Committee meeting minutes. Alderman Weber seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF DESIGN SERVICES FOR THE ELAWA PARKING LOT IMPROVEMENTS PROJECT Superintendent Kutz reviewed the below summary presentation slides on the topic. 2 The Committee and City staff discussed parking lot design concepts, accessibility, circulation, vendor event parking, neighbor and HOA discussions, the project landscape plan, and impermeable versus permeable surfaces. Alderman Notz moved to recommend to City Council award design engineering services for the Elawa Parking Lot Improvements to Bleck Engineering Company, Inc., and authorize the City Manager to execute an agreement in the amount of $29,400 to include a contingency in the amount of $5,416 for a total cost of $34,816. Alderman Weber seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION TO ADOPT THE 2022 LAKE COUNTY ALL-NATURAL HAZARDS MITIGATION PLAN Superintendent Kutz reviewed the below summary presentation slide on the topic. 3 The Committee and City staff discussed the overall guidance of the plan and City staff attendance of Lake County Stormwater Management Commission meetings. Alderman Weber moved to recommend to City Council Approval of a resolution to Adopt the 2022 Lake County All-Natural Hazards Mitigation Plan. Alderman Notz seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE WATER PLANT GENERATOR RADIATOR REPAIR PROJECT Superintendent Martin reviewed the below summary presentation slide on the topic. The Committee and City staff discussed project scope in comparison to the past east generator project and project funding. Alderman Notz moved to recommend to City Council award of bid in the amount of $99,500 with a 5% or $4,975 contingency to Midwest Power for the Lake Forest Water Treatment Plant Emergency Generator Radiator Rebuild Project. Alderman Weber seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF ADVANCED METERING INFRASTRUCTURE PROFESSIONAL CONSULTING SERVICES FOR THE WATER METER REPLACEMENT PROJECT Superintendent Martin reviewed the below summary presentation slides on the topic. 4 The Committee and City staff discussed future project installation costs, project funding via the Water Fund, water meter technologies, installation processes and procedures, and water meter resident usage notifications and alerts. Alderman Weber moved to recommend to City Council award of an agreement with Strand Associates for advanced metering infrastructure professional consulting services for the Water Meter Replacement Project in the amount of $72,460 to include a 5% contingency in the amount of $3,623 for a total cost of $76,083. Alderman Notz seconded the motion, which carried unanimously. 5 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A ONE-YEAR PROFESSIONAL CITY FACILITIES JANITORIAL SERVICES AGREEMENT EXTENSION Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. Alderman Weber moved to recommend to City Council award of a one-year professional services agreement extension to Multisystem Management Company to provide janitorial services at City facilities in the amount of $231,180. Alderman Notz seconded the motion, which carried unanimously. 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A THE ANNUAL THERMOPLASTIC LANE MARKING BID Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. 6 The Committee and City staff discussed the schedule associated with the lane marking program. Alderman Notz moved to recommend to City Council award of the thermoplastic lane marking bid to Superior Road Striping, Inc. in the amount of $93,000. Alderman Weber seconded the motion, which carried unanimously. 8. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL WAIVER OF THE BID PROCESS AND AWARD OF PURCHASE FOR THE BUILDING MAINTENANCE SECTION MOBILE WORK VAN REPLACEMENT Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the City Council vote requirement associated with the waiver of the bid process. Alderman Notz moved to recommend to City Council waiver of the bid process and award purchase for the Building Maintenance Section mobile work van replacement to Fyda Freightliner of Cincinnati in the amount of $78,937. Alderman Weber seconded the motion, which carried unanimously. 9. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL RATIFICATION OF AN EMERGENCY PURCHASE OF A REPLACEMENT PARKS SECTION PICK-UP TRUCK APPROVED BY THE CITY MANAGER Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. 7 Alderman Weber moved to recommend City Council approve the ratification of an emergency purchase of a replacement Parks Section pick-up truck approved by the City Manager, to Castle Motors of McHenry in the amount of $58,944. 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. 8 IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS 1. MEET THE FLEET EVENT Assistant Director Lockefeer reviewed the below summary presentation slide on the topic. 9 V. BUDGET / HIRING / INNOVATION UPDATES There were no discussions. VI. PUBLIC COMMENT There was no Public Comment. VII. NEXT MEETING The Committee and City staff discussed planning future meetings to occur before City Council at 5 P.M. The Committee tentatively scheduled the next Committee meeting for August 7, 2023. VIII. ADJOURNMENT Alderman Weber moved to adjourn the meeting of the Public Works Committee at 7:23 P.M. Alderman Notz seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Assistant Director of Public Works