PUBLIC WORKS COMMITTEE 2024/04/15 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, APRIL 15, 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 APRIL 1, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
ENGINEERING DESIGN SERVICES FOR THE CEMETERY RAVINE PROJECT –
CHUCK MYERS
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
ENGINEERING DESIGN SERVICES FOR THE WALDEN RAVINE PROJECT –
CHUCK MYERS
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
ENGINEERING DESIGN SERVICES FOR THE WEST PARK TENNIS COURT
RECONSTRUCTION PROJECT – CHUCK MYERS
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – MAY 6, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE APRIL 1, 2024 PUBLIC
WORKS COMMITTEE MEETING MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
MONDAY, APRIL 1, 2024 – 5:00 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Alderman Eileen Looby Weber called the meeting to order at 5:03 P.M.
Alderman Ted Notz was in attendance. Chairman Ara Goshgarian joined the
meeting at approximately 5:15 P.M.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Byron Kutz, Superintendent of Engineering; Dan Martin, Superintendent of Public
Works; Chuck Myers Superintendent of Parks & Forestry and Jim Lockefeer,
Assistant Director of Public Works.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE MACH 4, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the March 4, 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 RESURFACING & PATCHING PROGRAM – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
2
The Committee and City staff discussed the current list of streets that were
identified to be resurfaced.
Alderman Weber moved to recommend to City Council award 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. Alderman Notz seconded the motion, which carried
unanimously.
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
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
3
Alderman Weber moved to recommend to 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. Alderman
Notz seconded the motion, which carried unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN
EXTENSION FOR THE WATER VALVE EXERCISING PROGRAM MPI BID – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed how valve exercising program data is
collected, the scope of the program and how much exercising is completed on
an annual basis, and how valve repairs are identified and made.
Alderman Notz moved to recommend to City Council award of a one-year
extension of the City’s contract with Wachs Water Services to provide Valve
Exercising Services for the sum of $22,438. Alderman Weber seconded the
motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF AN
EXTENSION FOR THE WATER VALVE LEAK DETECTION PROGRAM MPI BID – DAN
MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
4
The Committee and City staff discussed the scope of the program and how
much of the water distribution system has leak detection completed on annual
basis, how the program supports the City’s IDNR water loss measure, and
communications if a leak is detected on a private water service.
Alderman Weber moved to recommend to City Council award of a one-year
extension of the City’s contract with Consulting Engineering, Inc. to provide Leak
Detections Services for the sum of $22,508. Alderman Notz seconded the motion,
which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
The Committee and City staff discussed the below summary presentation slides
on the topic.
5
6
The Committee and City staff discussed various projects that included the Elawa
Parking Lot Project.
IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – APRIL 15, 2024
Director Thomas explained that he will follow up with the Committee via email to
schedule the next meeting. He explained that the next meeting was going to be
scheduled for April 15, 2024.
VI. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:38 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
ENGINEERING DESIGN SERVICES FOR THE
CEMETERY RAVINE PROJECT
CEMETERY RAVINE DESIGN
•Project includes ravine work within the Cemetery bounded by private property to the
north, Lake Michigan to the east, and the Cemetery to the south
•Much of the are a has a concrete lined channel that is undermined by erosion
caused by flows under the concrete
•Erosion and undercutting has accelerated in recent years and design for ravine
stabilization is needed
•Staff initiated RFP process; four proposals received
•Budget: $75,000 – Cemetery Fund
•Staff reviewed proposals in detail; completed a follow up meeting with Living Waters
Consultants confirming project scope understanding. Living Waters has significant ravine
design project experience, including design with the City at the Cemetery ravine
•Project construction anticipated to occur Summer or Fall 2025
•Action requested: PW Committee recommends City Council award design
engineering services for the Cemetery Ravine Project to Living Waters, and
authorize the City Manager to execute an agreement in the amount of
$49,750, to include a 5% contingency in the amount of $2,400 for a total cost
of $52,150
Firm Bid $
Living Waters Consultants $49,750
Hey and Associates, Inc.$64,495
GZA GeoEnvironmental $69,955
Gewalt Hamilton Associates $78,400
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND
APPROVAL TO CITY COUNCIL AWARD OF
ENGINEERING DESIGN SERVICES FOR THE
WALDEN RAVINE PROJECT
WALDEN RAVINE DESIGN
•The design of improvements to City owned ravine parcel beginning at Walden Lane and
extending east (downstream)
•This portion of the ravine parcel shows signs of moderate to sever incisions, which
is also impacting side slope stability.
•Contains sections of aging stone and concrete structures remain, including two small
bridges and an apparent dam - infrastructure is not critical to any known City
function but the condition may pose risk to adjacent slope areas on both City and
adjacent properties.
•This work will likely require coordination with and possible participation from
adjacent private landowners.
•Staff initiated RFP process; two proposals received
•Budget: $100,000 – Capital Fund
•Staff reviewed proposals in detail; completed a follow up meeting with Hey & Associates
that confirmed project scope understanding. H&A has significant positive project
experience with the City
•Action requested: PW Committee recommends City Council award design
engineering services for the Seminary Ravine Improvements Project to Hey and
Associates, Inc., and authorize the City Manager to execute an agreement in the
amount of $124,595.
Firm Bid $
Hey and Associates, Inc. $124,595
Gewalt Hamilton Associates $144,900
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND
APPROVAL TO CITY COUNCIL AWARD OF
ENGINEERING DESIGN SERVICES FOR THE
WEST PARK TENNIS COURT
RECONSTRUCTION PROJECT
WEST PARK TENNIS COURT RECONSTRUCTION DESIGN SERVICES
•Design services for complete reconstruction of four tennis courts that are currently
in poor condition, with many large structural cracks and an uneven surface
•Reconstruction will include removal of asphalt surface, examination of the
base materials for suitability, realignment of courts to meet USTA standards,
application of a new surface, installation of new net posts, application of
acrylic color surface and lines, and fence replacement
•The base surface will be designed for two possible bid options - one with
asphalt and one with post-tensioned concrete
•Staff initiated RFP process; six proposals received
•Staff reviewed proposals in detail; completed a follow up meeting with Kapur that
confirmed project scope understanding. Kapur has extensive tennis court design
experience
•Action requested: PW Committee recommends City Council award
design engineering services for West Park Tennis Court Design to Kapur &
Associates., and authorize the City Manager to execute an agreement in
the amount of $22,650, to include a 10% contingency in the amount of
$2,200 for a total cost of $24,850
Firm Bid $
Kapur & Associates $22,650
GSG Consultants $33,860
Gewalt Hamilton Associates $43,900
Hitchcock Design Group $46,800
Context Design $116,500
Senga Architects $190,000
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 City selected for STP-Shared grant for land-acquisition on
12/1/23, coordination is ongoing.
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 awarded 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 5/20/24 and CC bid approval on
6/3/24. Staff rebidding to include Ryan & Westleigh based
on available budget.
Highlighted projects represents the project was updated since the April 1, 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 Evaluation Streetscape 70%Spring 2024
Second staff coordination meeting with engineering firm
occurred on April 9; Engineering firm developing draft
report (expected within next four weeks).
CBD Infrastructure Improvements – Design Streetscape 0%June – October 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 90%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 25%April –May Construction began 4/8/24 and anticipated to be
completed by early May
ADA Transition Plan Facilities / Right of Way /
Parks 65%April Facility visits completed. First draft of plan in completed.
Staff review underway.
Highlighted projects represents the project was updated since the April 1, 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 75%April -May Project underway with anticipate completion in May.
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 late-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: Construction to begin late May/early June per
4/1/24 CC discussion.
Sailboat Compound Expansion Forest Park / Beach 10%Spring 2024 Construction to occur after boardwalk landscape installation is
complete.
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 April 1, 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 review on 5/6/24 and CC bid approval on 5/20/24.
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 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 5%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 April 1, 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 90%Summer 2024 Vendor demos completed. Technical Report completed. Project
will bid out this spring for five-year procurement 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 95%May First year contract completed; second year VFDs to be
completed by May 2024.
Water Plant Intake Cleaning Water 0%May 2024 Work to be completed early May 2024.
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 90%Spring –Summer 2024 Dye testing fieldwork complete and now awaiting report.
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 April 1, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
MAY 6, 2024
ADJOURNMENT