PUBLIC WORKS COMMITTEE 2024/02/05 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, FEBRUARY 5, 2024 – 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 NOVEMBER 20, 2023 PUBLIC WORKS COMMITTEE
MEETING MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE GROVE CAMPUS ROOF REPLACEMENTS/REPAIR PROJECT – JIM
LOCKEFEER
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE ELAWA PARKING LOT RESURFACING CONSTRUCTION PROJECT –
BYRON KUTZ
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – FEBRUARY 20, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE NOVEMBER 20, 2023
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
MONDAY, November 20, 2023 – 5:00 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Goshgarian called the meeting to order at 5:00 P.M. Aldermen Eileen
Looby Weber and Ted Notz were in attendance.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Elizabeth Holleb, Director of Finance; Dan Martin, Superintendent of Public Works;
Byron Kutz, Superintendent of Engineering and Jim Lockefeer, Assistant Director
of Public Works.
Also in attendance was Scott Griffith, Project Manager, Kimley-Horn.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE AUGUST 21, 2023, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the August 21, 2023, Public Works Committee
meeting minutes. Alderman Weber seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN
ENGINEERING SERVICES AGREEMENT FOR THE CENTRAL BUSINESS DISTRICT
INFRASTRUCTURE EVALUATION PROJECT
Director Thomas reviewed the below summary presentation slides on the topic.
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The Committee and City staff discussed the proposals received, Kimley-Horn
project experience, and the project schedule.
Alderman Weber moved to recommend to City Council award of 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. Alderman Notz seconded the motion, which carried
unanimously.
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3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FOREST PARK BOARDWALK PROJECT
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed project timing, construction phasing,
and the project grant award.
Alderman Notz moved to recommend to City Council approval of the 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.
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Staff will request City Council approval of the remaining $263,580 wood decking
bid amount upon receipt of the signed IDNR grant. Alderman Weber seconded
the motion, which carried unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE F.Y. ‘25 CAPITAL
EQUIPMENT PROGRAM
Assistant Director Lockefeer reviewed the below summary presentation slides on
the topic.
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The Committee and City staff discussed the equipment to be replaced.
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Alderman Weber moved to recommend to City Council approval of the F.Y. ‘25
Capital Equipment Program. 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. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – TBD
Director Thomas explained that he will follow up with the Committee via email to
schedule the next meeting.
VI. ADJOURNMENT
Alderman Weber moved to adjourn the meeting of the Public Works Committee
at 6:01 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 BID FOR
THE GROVE CAMPUS ROOF
REPLACEMENTS/REPAIR PROJECT
GROVE CAMPUS ROOF REPLACEMENTS/REPAIR PROJECT
•In early April 2023, a hailstorm damaged the Volwiler, Bennet, and Dickinson Hall Rooftops located at the Grove Campus
•City staff immediately worked with City’s Insurance Agency, IRMA, on filing a claim/working through adjustment process
•IRMA will be paying to replace the roof at Volwiler and Bennett Hall and to make repairs to the roof at Dickinson Hall
Building Roof Type Current Age Estimated Useful Life
Volwiler Hall Asphalt Shingle 14 Years 20 –25 Years
Bennett Hall Asphalt Shingle 14 Years 20 –25 Years
Dickinson Hall (Senior Center)Slate 20 Years 75 –100 Years
Dickinson Hall
(Senior Center)
GROVE CAMPUS ROOF REPLACEMENTS/REPAIR PROJECT
•City engaged with Illinois Roof Consulting Associates (IRCA) to develop bid specifications for
replacements and repairs
•Received two bids via the public bid process
•Filotto Roofing has over 35 year of roofing experience and has completed extensive
commercial/municipal projects
•If approved by City Council, work would begin this spring
Action requested: PW Committee Recommends City Council Award of Bid for the
Grove Campus Roof Replacements & Repair Project to Filotto Roofing, Inc. in the
Amount of $141,500, to Include a 10% Contingency in the Amount of 14,500, for a
Total Amount of $156,000
Firm Bid $
Filotto Roofing, Inc.$141,500
L. Marshall, Inc. $189,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE ELAWA PARKING LOT RESURFACING
CONSTRUCTION PROJECT
ELAWA PARKING LOT
IMPROVEMENTS
ELAWA PARKING LOT IMPROVEMENTS
•Start: Late March or Early April
•Completion: Late May
•Action requested: PW Committee recommends City Council award the low bid
for the Elawa Parking Lot Improvements to Maneval Construction and
Authorize the City Manager to Execute an Agreement in the Amount of
$453,210 as well as Approving a 10% Contingency in the Amount of $40,321 for
a Total Cost of $493,531
Contractor Firm Bid Amount
Maneval Construction $403,210.00
Chicagoland Paving Contractors, Inc.$445,299.70
Schroeder Asphalt Services, Inc.$457,227.75
Accu-Paving Co.$483,066.70
A Lamp Concrete Contractors, Inc.$490,098.00
Chadwick Contracting $498,498.15
Peter Baker & Son Co $548,898.10
FY24 Funding Source Project Component Cost
CIP
$525,000
Parking Lot Improvements $401,670
10% Contingency $40,167
Landscaping Allowance $50,000
$491,837
*Sustainability
$25,000
Bioswale (for water quality)$1,540
10% Contingency $154
$1,694
GRAND TOTAL $493,531
*Sustainability originally also included EV stations which were deleted from the scope at the November Finance Committee Meeting
FY ’25 CIP PROJECT SUMMARY CHART
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Annual Pavement Resurfacing & Patching Program Road 0%May –August Seeking PWC review on 4/1/24 and CC bid approval on
4/15/24.
Crack Sealing Program Road 0%Fall 2024 Seeking PWC review on 4/15/24 and CC bid approval on
5/6/24.
Concrete Streets Repair Road 0%June –August Seeking PWC review on 5/6/24 and CC bid approval on
5/20/24.
Annual Longline Striping Program Road 0%August –September Seeking PWC review on 6/3/24 and CC approval on
6/17/24.
Waukegan & Everett Intersection (Land Acquisition)Road 5%2024 Applied for STP-Shared grant for land-acquisition with
pending award notification this fall.
Waukegan & Westleigh Intersection (Land Acquisition)Road 15%2024 ROW material provided to both City and School District;
coordination and approval process underway.
Westleigh Resurfacing (41-Western) Phase I Design Road 0%TBD Seeking PWC review on 6/17/24 and CC approval on
7/15/24. Project subject to potential grant award funding.
Deerpath Intersection Traffic Light/Crossing Improvements Road / Sidewalk 0%May –September Seeking PWC review on 4/15/24 and CC bid approval on
5/6/24.
Concrete Sidewalk/Curb Replacement Road / Sidewalk 0%June –August Seeking PWC review on 5/6/24 and CC bid approval on
5/20/24.
Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 15%Fall 2024
Phase I design approval received, Phase II design to begin
this fall.Seeking PWC review on 2/20/24 and CC bid
approval on 3/4/24.
McClory Bike Path Resurfacing (Ryan to Illinois)Path 0%Summer 2024 Seeking PWC review on 4/15/24 and CC bid approval on
5/6/24.
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Deerpath Streetscape –Design PH 2 Streetscape 50%Summer / Fall 2024
Phase II design progressing. Seeking change order approval
at 2/5/24 CC meeting for additional design services.
Construction anticipated to begin Spring 2025.
CBD Infrastructure Improvements –Design Streetscape 0%June –September
Seeking PWC review on 5/20/24 and CC approval on
6/3/24. Subject to project scope being defined in Spring
2024.
McLennon-Reed Bridge Repairs –Design Bridge 90%Winter 2024 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 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.
2024 Bridge Inspections Bridge 0%May Seeking PWC review on 3/4/24 and CC bid approval on
3/18/24
Ringwood Bridge Replacement Phase I Design Bridge 0%2024 –2025 Seeking PWC review on 4/1/24 and CC bid approval on
4/15/24.
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 50%April Facility visits completed. First draft of plan in completed.
Staff review underway.
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Gorton Community Center Patio & Drop in Center Facility 5%May –August 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.
North Beach Building & Pavilion Roof Replacement Facility 5%September –October 2024 Seeking PWC bid review on 3/4/24 and CC bid approval on
3/18/24. Construction to occur after Labor Day.
Grove Campus Roof Replacements Facility 10%March –April 2024 Seeking PWC bid review on 2/5/24 and CC bid approval on
2/20/24.
Rec Center HVAC Replacements (RTUs)Facility 0%June –July 2024 Seeking PWC review on 6/3/24 and CC approval on 6/17/24.
Forest Park Bluff Slope Stabilization Forest Park / Beach 50%September 5, 2023 –
March 2024
Construction began 9/5/23. Estimated construction completion in
December or January.
Forest Park Boardwalk Forest Park / Beach March –May 2024
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.
Sailboat Compound Expansion Forest Park / Beach 0%Spring 2024 Seeking PWC bid review on 2/5/24 and CC bid approval on
2/20/24.
Beach Restoration (Sand Replenishment)Forest Park / Beach 0%September –
November 2024 Seeking PWC review on 7/15/24 and CC approval on 8/5/24.
CIP PROJECT SUMMARY CHART –CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Tennis Surface Maintenance (Northcroft/Waveland/Everett)Parks 0%Spring 2024 Seeking PWC bid review on 2/5/24 and CC bid approval on
2/20/24.
West Park: Tennis Court Design Parks 0%May –September Seeking PWC review on 4/15/24 and CC bid approval on 5/6/24.
West Park: Tennis Court Construction Parks 0%TBD Seeking PWC review on 8/5/24 and CC approval on 9/3/24.
Northcroft Park: Handball Courts Installation Parks 0%Fall 2024 Seeking PWC review on 6/17/24 and CC approval on 7/15/24
Cemetery Ravine Restoration –Design Ravine 0%May –September Seeking PWC review on 3/18/24 and CC bid approval on 4/1/24.
Walden Ravine Bed Restoration –Design Ravine 0%May –September Seeking PWC review on 3/18/24 and CC bid approval on 4/1/24.
Seminary Ravine Improvements Construction Ravine 0%TBD Seeking PWC review on 4/15/24 and CC bid approval on 5/6/24
(subject to Federal grant award approval timing).
Annual Storm Sewer Lining Program Storm Sewer 0%Fall 2024 Seeking PWC review on 3/18/24 and CC bid approval on 4/1/24.
Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 85%Fall 2024 Design progressing.
Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%December 2024 –Spring
2025
Pending possible grant announcement from SMC this Spring
2024.
Scott-Wisconsin and Griffith-Woodland Storm Sewer
Improvement Design Storm Sewer 0%May –September Seeking PWC review on 4/1/24 and CC bid approval on 4/15/24.
Stormwater Management Study Update Storm Sewer 0%May –September Seeking PWC review on 4/15/24 and CC bid approval on 5/6/24.
CIP PROJECT SUMMARY CHART –WATER FUND
Project Asset Category % Complete Project Timeline Notes
Membrane Module Replacement Water 0%Fall 2024 Seeking PWC review on 6/17/24 and CC approval on 7/15/24.
Water Meter Replacement Project Design Water 60%Summer 2024
Vendor demos completed. Technical Report completed. Project
will bid out this winter for three-year installation/implantation
pricing.
Water Meter Replacement Purchase & Installation Water 0%TBD Seeking PWC review on 7/15/24 and CC approval on 8/5/24.
Pump VFD Upgrade (2 Year)Water 50%May First year contract completed; second year VFDs to be
completed by May 2024.
Water Plant Intake Cleaning Water 0%Early Summer 2024 Seeking PWC review on 2/20/24 and CC bid approval on 3/4/24.
Watermain Replacements (Field/Spring/Mayflower) & Valve Repairs Water 0%Summer –Fall 2024 Seeking PWC review on 4/1/24 and CC bid approval on 4/15/24.
Elevated Tank Painting –Design Water 0%June –September Seeking PWC review on 5/6/24 and CC bid approval on 5/20/24.
Annual Sanitary Sewer Lining Program Sanitary 0%Fall 2024 Seeking PWC review on 3/18/24 and CC bid approval on 4/1/24.
Dye Testing Sanitary 0%Spring –Summer 2024 Seeking CC approval on 2/5/24.
Manhole Lining and I&I Repairs Sanitary 0%Summer –Fall 2024 Seeking PWC review on 5/6/24 and CC bid approval on 5/20/24.
PUBLIC COMMENT
NEXT MEETING:
FEBRUARY 20, 2024
ADJOURNMENT