PUBLIC WORKS COMMITTEE 2023/08/21 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, AUGUST 21, 2023 – 5:30 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 JUNE 12, 2023 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A PREFERRED
DESIGN OPTION FOR THE ELAWA PARKING LOT IMPROVEMENTS PROJECT –
BYRON KUTZ & CATHY CZERNIAK
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 – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL ADOPTION OF
REVISED 2023 LAKE COUNTY WATERSHED DEVELOPMENT ORDINANCE
– BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
ANNUAL HVAC MAINTENANCE SERVICES AGREEMENT – JIM LOCKEFEER
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE PUBLIC SAFETY BUILDING CHILLER REPLACEMENT PROJECT – JIM
LOCKEFEER
III. FY ’24 CIP PROJECT SUMMARY CHART
IV. BUDGET / HIRING / INNOVATION UPDATES – APPRENTICE PROGRAM UPDATE
V. PUBLIC COMMENT
VI. NEXT MEETING – SEPTEMBER 21 5PM (TENTATIVE)
VII. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE JUNE 12, 2023 PUBLIC
WORKS COMMITTEE MEETING 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.
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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.
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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.
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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.
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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.
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IV. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
1. MEET THE FLEET EVENT
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
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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
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL A PREFERRED DESIGN
OPTION FOR THE ELAWA PARKING LOT
IMPROVEMENTS PROJECT
ELAWA PARKING LOT IMPROVEMENTS
DESIGN UPDATE
•Background
•Current parking lot has 80 spaces; at times needs for additional parking overflow into the adjacent neighborhood
•Current 80 spaces include 40 spaces (gravel area) that need to be available for Lake County Forest Preserve at any time (1999 IGA)
•Project improvements include resurfacing entrance drive and parking lot, drainage improvements with a bioswale, improved sidewalk accessibility,
new EV charging stations, and landscape screening
•Design Progress since 6/12/23 PW Meeting
•Community Development met with HOA in May & July
•Staff met with Bleck July 13th & August 8th to discuss design options
•Three concepts were developed to seek Public Works Committee & City Council input
ELAWA PARKING LOT IMPROVEMENTS
DESIGN UPDATE
•Option 1: provides 112 total spaces (32 additional spaces)
•Cost estimate: $535,000 (FY24 budget $375,000)
•Project would occur in FY25 assuming additional funding is allocated via this fall’s CIP budget process
ELAWA PARKING LOT IMPROVEMENTS
DESIGN UPDATE
•Option 2: provides 90 total spaces (10 additional spaces); future opportunity to add parking
•Cost estimate: $485,000 (FY24 budget $375,000)
•Project would occur in FY25 assuming additional funding is allocated via this fall’s CIP budget process
ELAWA PARKING LOT IMPROVEMENTS
DESIGN UPDATE
•Option 3: provides 79 total spaces (loss of one space)
•Cost estimate: $200,000 (FY24 budget $375,000)
ELAWA PARKING LOT IMPROVEMENTS
DESIGN UPDATE
Seeking PW Committee Direction for Staff to Proceed with a Preferred Design Option for the Elawa
Parking Lot Improvements
NEW BUSINESS / ACTION ITEM:
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
DEERPATH/WESTMORELAND SIDEWALK CONNECTIVITY PROJECT
APPROVAL OF EASEMENTS
•~300 feet of new concrete sidewalk to connect Hospital bike path to public sidewalk by Faith Lutheran
•Construction bid approved by City Council on May 15, 2023
•Combination of temporary construction easements for two properties, and one permanent public sidewalk easement
•Allows inspection and City maintenance access in future for the City-owned sidewalk (east of asphalt path)
•Conveyed for the total sum of $20 easement fee from the FY24 Capital Fund
•Action requested: PW Committee recommends City Council Approval of Easement Agreements for the Deerpath/Westmoreland
Sidewalk Connectivity Project between the City of Lake Forest and the Northwestern Lake Forest Hospital
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL ADOPTION OF
REVISED 2023 LAKE COUNTY WATERSHED
DEVELOPMENT ORDINANCE
ADOPTION OF REVISED 2023 LAKE COUNTY WATERSHED DEVELOPMENT
ORDINANCE
•Lake County Board adopted revised Watershed Development Ordinance
(WDO) on July 11, 2023
•WDO sets minimum County-wide standards for regulated development
•Revision includes 35 amendments
•WDO last revised on October 13, 2020
•Lake County Communities should adopt ordinance by October 5, 2023 to:
•Remain in good standing with FEMA National Flood Insurance Program
•Maintain SMC Community Certification Status
•Action requested: PW Committee Requests 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 with its Adoption by
Reference
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND
APPROVAL TO CITY COUNCIL AWARD OF
THE ANNUAL HVAC MAINTENANCE
SERVICES AGREEMENT
HVAC MAINTENANCE CONTRACT
•Building Maintenance operating budgets fund HVAC maintenance services
•Preventative Maintenance Program for approximately 415 pieces of HVAC equipment at 20 City facilities
•Equipment serviced includes furnaces, boilers, chillers, pumps, air handlers, condensers, cooling towers and exhaust
fans
•Regular maintenance extends equipment life ensuring its reliability and reduces operating costs
•Received five bids via public bid process
•Quality HVAC Solutions did not share applicable references; no municipal experience
•MK Industries has significant applicable references and has completed positive past HVAC work for the
City
• Two -year agreement with option for three additional one-year periods (subject to performance)
•Bid price cannot exceed 2% annual increase
Action requested: PW Committee Recommends 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
Firm Bid $2-Year Total $
Quality HVAC Solutions $50,590 $101,180
MK Industries $60,240 $120,480
Roberts Environmental $72,942 $145,884
Hayes Mechanical $75,220 $150,440
Core Mechanical $89,507 $179,014
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE PUBLIC SAFETY BUILDING CHILLER
REPLACEMENT PROJECT
PUBLIC SAFETY BUILDING CHILLER REPLACEMENT PROJECT
•Large facility HVAC systems feature chillers as an efficient way to provide air conditioning
•PSB chiller installed in 1997; highlighted as future priority project replacement in 2020 Facility
Condition Assessment Report
•Chillers have an estimated useful life of 20 – 25 years
•Project design, bid process, and future construction oversite supported by professional mechanical
engineering firm
•Project FY24 budget $260,000; received nine bids through public bid process
•Oak Brook Mechanical has significant HVAC system replacement experience; all references were
positive and applicable
•Project construction schedule being developed; potential long lead times with new chiller
Action Requested: PW Committee Recommends 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
Firm Bid $
Oak Brook Mechanical $236,800
F.E. Moran $245,800
Voris Mechanical $273,150
Helm Mechanical $279,750
AT Mechanical $287,800
Core Mechanical $290,330
Premier Mechanical $294,000
MK Industries $325,041
Air Con Refrigeration & Heating $330,581
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 50%Mid July – Mid October 4/3 PWC review and recommended approval to CC; 4/17 CC
approval. First phase began in mid-July.
Crack Sealing Program Road 5%Early Fall 4/3 PWC review and recommended approval to CC; 5/1 CC
approval.
Concrete Streets Repair Road 5%August – September 5/1 PWC review and recommended approval to CC; 5/15 CC
approval. Program began week of 8/14.
Annual Longline Striping Program Road 5%September 6/20 CC approval. Coordinating work schedule to occur after
Patching Program.
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%August – September
5/1 PWC review and recommended approval to CC; 5/15 CC
approval. Sidewalk replacement around schools will be prioritized
first.Program began week of 8/14.
Deerpath Sidewalk Connectivity (41-Westmoreland)Sidewalk 10%September – October 5/1 PWC review and recommended approval to CC; 5/15 CC
approval. 9/5 seeking CC approval of hospital easements.
Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 5%Fall Phase I design approval received, Phase II design to begin early
Fall
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 15%Summer 2023 – Fall 2024 4/3 PWC review and recommended approval to CC; 4/17 CC
approval. Design underway.
Elawa Parking Lot Resurfacing and Expansion – Design Parking Lot 10%Summer – Fall
Onsite meeting with stakeholders on 5/6 and 7/22. 6/12 PWC
review and recommended approval to CC; 6/20 CC approval.
Seeking CC input on size of expansion 9/5 CC meeting.
Elawa Parking Lot Resurfacing and Expansion – Construction Parking Lot 0%Fall 2023 or Spring 2024 Dates TBD pending design completion.
ADA Transition Plan Facilities / Right of Way /
Parks 10%January Approved by City Council 4/17. Project kickoff held. Consultant
review of City policies and reports underway.
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Gorton Community Center Patio & Drop in Center Facility 5%TBD 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 10%Winter 2024 8/21 seeking PWC review and recommended approval to CC;
9/5 seeking CC approval.
Volwiler Carpet & Flooring Replacement Facility 0%Fall Obtaining additional quotes for project work.
Police Department Break Room Renovation Facility 100%May – July Project is substantially complete.
Rockefeller/McCormick/Loch Ravine Construction Ravine 50%July – September 5/15 CC approved. Project construction is underway.
Washington Road Ravine Construction Ravine 0%TBD
Nearby needed storm sewer repair work identified and is
currently being designed. This storm sewer work will be
recommended as a separate project and part of the upcoming
CIP budget process, however, both projects to be bid jointly due
to their proximity.
Annual Storm Sewer Lining Program Storm Sewer 10%Late August – September 3/20 PWC review and recommended approval to CC; 4/3 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. Awaiting grant announcement.
Beach Crane Replacements Beach 10%October Crane replacements to occur in October.
Deerpath Community Park Improvement Project Park 50%Fall
Final field base grading is complete. Concrete work associated
with the center walk and building foundations is substantially
complete. Field turf system installation underway.
Townline Park Splash Pad Park 100%Spring
Slip resistant surfacing installed over the concrete on the splash
pad. Completed work and opened splash pad for the season on
May 23.
Forest Park Bluff Slope Stabilization Forest Park 10%September 5, 2023 –
March 2024
3/20 PWC review and recommended approval to CC; 4/3 CC
approval. Construction to begin post labor day 2023 (work prior
to 9/18 limited to preparation and tree removal) and will be
completed prior to 2024 beach opening. Boardwalk is currently
being re-bid with a bid opening 9/7.
CIP PROJECT SUMMARY CHART – WATER FUND
Project Asset Category % Complete Project Timeline Notes
Sir William Lane Watermain Replacement (Lawrence-Everett)Water 90%Mid June – End August
3/6 seeking PWC review and recommended approval to CC;
3/20 CC approval. Watermain is installed, water services are
currently being installed, and spot sidewalk/curb repairs along
with complete road resurfacing will soon be completed.
Membrane Module Replacement Water 100%May – June
2/6 PWC review and recommended approval to CC; 2/21 CC
approval. Anticipate delivery & installation to begin in June. All
modules have been installed.
Water Meter Replacement Project Design Water 10%June – December 6/20 CC approval. Kickoff meeting completed. Vendor demos
being scheduled for early September.
Annual Sanitary Sewer Lining Program Sanitary 10%Late August – September 3/20 PWC review and recommended approval to CC; 4/3 CC
approval.
Manhole Lining and I&I Repairs Design (Smoke Testing)Sanitary 75%Spring – Summer
4/17 PWC review and recommended approval to CC; 5/1 CC
approval. Smoke testing completed the week of 7/31. Follow up
dye testing to and written report will occur over the next two
months.
Pump VFD Upgrade (2 Year)Water 10%May – January
CC approved two-year contract on 3/7/21. First year contract
completed; second year VFDs ordered with expected fall
delivery.
BUDGET / HIRING /
INNOVATION UPDATES
APPRENTICE PROGRAM UPDATE
PUBLIC COMMENT
NEXT MEETING:
SEPTEMBER 21 5PM
(TENTATIVE)
ADJOURNMENT