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PUBLIC WORKS COMMITTEE 2024/04/01 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 1, 2024 – 5:00 P.M. CITY HALL – UPSTAIRS CITY COUNCIL 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 MARCH 4, 2024 PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE 2024 RESURFACING & PATCHING PROGRAM – BYRON KUTZ 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF ENGINEERING DESIGN SERVICES FOR THE SCOTT-WISCONSIN AND GRIFFITH- WOODLAND STORM SEWER IMPROVEMENTS PROJECT – BYRON KUTZ 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN EXTENSION FOR THE WATER VALVE EXERCISING PROGRAM MPI BID – DAN MARTIN 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN EXTENSION FOR THE WATER VALVE LEAK DETECTION PROGRAM MPI BID – DAN MARTIN III. FY ’25 CIP PROJECT SUMMARY CHART IV. PUBLIC COMMENT V. NEXT MEETING – APRIL 15, 2024 VI. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE MARCH 4, 2024 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 4, 2024 – 5:30 P.M. CITY HALL – UPSTAIRS ROOM (LOCATED BEHIND CITY COUNCIL DAIS) 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 and Byron Kutz, Superintendent of Engineering. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE FEBRUARY 20, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the February 20, 2024, Public Works Committee meeting minutes. Alderman Weber seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE 2024 SEWER LINING PROGRAM – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed past lining efforts throughout the City, how specific sewer utilities are selected to be lined, and the thickness of the liner that is installed. Alderman Notz moved to recommend to City Council award the low bid for the 2024 Sewer Lining Program to Hoerr Construction, Inc., and authorize the City Manager to execute an agreement in the amount not to exceed $275,000. Alderman Weber seconded the motion, which carried unanimously. III. INFORMATIONAL ITEM 1. 2024 BRIDGE INSPECTION SERVICES – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slides on the topic. The Committee and City staff discussed the types of inspections completed and future bridge projects. IV. FY ’25 CIP PROJECT SCHEDULE The Committee and City staff discussed the below summary presentation slides on the topic. 3 4 The Committee and City staff discussed highlighting projects on the chart that denote changes from the last Public Works Committee meeting, project designs, and potential grant funding. V. PUBLIC COMMENT There was no Public Comment. VI. NEXT MEETING Director Thomas explained that he will follow up with the Committee via email to schedule the next meeting. VII. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 6:09 P.M. Alderman Weber 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 2024 RESURFACING & PATCHING PROGRAM 2024 PATCHING & RESURFACING PROJECT •Bid together with Lake Bluff for economies-of-scale •FY2025 Budget total $1,085,000 •Resurfacing (MFT): $1,000,000; Patching (CIP): $85,000 •City Council approved resolution appropriating MFT on February 5, 2024 •Received three bids- March 28, 2024 (see chart) •Last year: 3.1 miles of streets resurfaced (total budget $1,500,000) •Proposed: 2 miles of streets proposed to be resurfaced (total budget $1,000,000) •Award the resurfacing at the full amount of $1,000,000 •Award the patching at the full amount of $85,000 •Any remaining MFT budget at end of project goes back into unobligated MFT account •Action requested: PW Committee Recommends City Council Award of the Low Bid for the 2024 Patching & Resurfacing Project to Schroeder Asphalt Services, Inc., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $1,085,000 Contractor Firm Combined Bid Amount (patching & resurfacing) Schroeder Asphalt Services, Inc.$1,784,660.30 Peter Baker & Son Co.$1,817,662.24 J.A. Johnson Paving Co.$2,062,543.07 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF ENGINEERING DESIGN SERVICES FOR THE SCOTT-WISCONSIN AND GRIFFITH- WOODLAND STORM SEWER IMPROVEMENTS PROJECT SCOTT-WISCONSIN AND GRIFFITH-WOODLAND STORM SEWER IMPROVEMENTS PHASE II DESIGN ENGINEERING SERVICES •Small storm sewer projects were identified by operations staff due to the frequency and severity of flooding •Flooding blocks intersections and encroaches onto adjacent private property •Replaces aging and undersized storm sewers to properly convey stormwater and alleviate flooding consistent with the minimum level of design •Scope includes project design and specifications, preliminary and final cost estimates, and development of construction documents •Construction: Scott-Wisconsin FY26, Griffith-Woodland FY27 SCOTT-WISCONSIN AND GRIFFITH-WOODLAND STORM SEWER IMPROVEMENTS PHASE II DESIGN ENGINEERING SERVICES •Staff initiated RFP process; four proposals received •Staff reached out to James Anderson Company and determined that their proposal does not include sufficient hours to complete scope •FY2025 Budget: $45,000 •Final cost estimates due in early October prior to FY26 budget submittal •Action requested: PW Committee recommends City Council Award Design Engineering Services for the Scott-Wisconsin and Griffith- Woodland Storm Sewer Improvements to Gewalt Hamilton Associates Company, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $40,400 to Include a 5% Contingency in the Amount of $2,020 for a Total Cost of $42,420 Consultant Firm Proposal Amount James Anderson Company $14,400 Gewalt Hamilton Associates, Inc. $40,400 Valdes Architecture & Engineering $61,800 SE3, LLC $110,440 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN EXTENSION FOR THE WATER VALVE EXERCISING PROGRAM MPI BID (Presentation materials will be presented at the meeting) NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN EXTENSION FOR THE WATER VALVE LEAK DETECTION PROGRAM MPI BID (Presentation materials will be presented at the 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 Bids received 3/28/24. 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 was not awared grant funding but placed on contingency list. Deerpath Intersection Traffic Light/Crossing Improvements Road / Sidewalk 0%June –Early August Seeking PWC review on 5/6/24 and CC bid approval on 5/20/24. Work to occur when schools are on summer break. 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 10%Fall 2024 Phase I design approval received,Phase II design began early 2024. Gas Light Conversion Program Parkway 5%Spring –Fall 2024 conversions underway. Three lights completed on Sheridan. Current focus is on six lights on Waveland and Hilldale. 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. Highlighted projects represents the project was updated since the March 4, 2024, PW Committee meeting CIP PROJECT SUMMARY CHART –CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Deerpath Streetscape –Design PH 2 Streetscape 55%Summer / Fall 2024 Phase II design progressing. Construction anticipated to begin Spring 2025. CBD Infrastructure Improvements –Design Streetscape 0%June –October 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 80%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 Inspections anticipated to start May. Ringwood Bridge Replacement Phase I Design Bridge 0%2024 –2025 Seeking PWC review on 5/20/24 and CC approval on 6/3/24. Elawa Parking Lot Resurfacing and Expansion –Construction Parking Lot 5%April –May Construction to occur in April & May of 2024. ADA Transition Plan Facilities / Right of Way / Parks 60%April Facility visits completed. First draft of plan in completed. Staff review underway. Highlighted projects represents the project was updated since the March 4, 2024, PW Committee meeting 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 returned to HPC and was approved. Construction bid documents being developed. Public Safety Water Cooled Chiller Replacement Facility 50%April -May Project underway with anticipate compl North Beach Building & Pavilion Roof Replacement Facility 5%September –October Seeking PWC bid review on 6/3/24 and CC bid approval on 6/17/24. Construction to occur after Labor Day. Grove Campus Roof Replacements Facility 10%April –May CC bid approval on 2/20/24. Work to begin in mid-April and estimated completion is late May. 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 90%September 5, 2023 – March 2024 Construction began 9/5/23. Substantially complete with remaining restoration following boardwalk construction. 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. Construction schedule to be discussed at the 4/1/24 CC. Sailboat Compound Expansion Forest Park / Beach 10%Spring 2024 Seeking approval via City Manager authority. 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. Highlighted projects represents the project was updated since the March 4, 2024, PW Committee meeting CIP PROJECT SUMMARY CHART –CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Tennis Surface Maintenance (Northcroft/Waveland/Everett)Parks 0%TBD Seeking PWC bid review on 4/15/24 and CC bid approval on 5/6/24. 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 bid review on 4/15/24 and CC bid approval on 5/6/24. Walden Ravine Bed Restoration –Design Ravine 0%May –September Seeking PWC bid review on 4/15/24 and CC bid approval on 5/6/24. Seminary Ravine Improvements Construction Ravine 0%TBD City obtaining approximately $1 million in federal grant funding. Project construction schedule is subject to EPA grant administering timeline. Annual Storm Sewer Lining Program Storm Sewer 5%Fall 2024 Construction anticipated Fall 2024. 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. Highlighted projects represents the project was updated since the March 4, 2024, PW Committee meeting 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 80%Summer 2024 Vendor demos completed. Technical Report completed. Project will bid out this spring for five-year procurment 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 90%May First year contract completed; second year VFDs to be completed by May 2024. Water Plant Intake Cleaning Water 50%Early Summer 2024 Work to be completed early May 3/4/24. Watermain Replacements (Field/Spring/Mayflower) & Valve Repairs Water 0%Summer –Fall 2024 Seeking PWC review on 5/6/24 and CC bid approval on 5/20/24. Elevated Tank Painting Water 0%June –September Seeking PWC review on 5/17/24 and CC bid approval on 7/15/24. Annual Sanitary Sewer Lining Program Sanitary 5%Fall 2024 Construction anticipated Fall 2024. Dye Testing Sanitary 60%Spring –Summer 2024 Dyt Testing underway. 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. Highlighted projects represents the project was updated since the March 4, 2024, PW Committee meeting PUBLIC COMMENT NEXT MEETING: APRIL 15, 2024 ADJOURNMENT