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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. 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 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