PUBLIC WORKS COMMITTEE 2024/05/20 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, MAY 20, 2024 – 5:30 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CONFERENCE ROOM
AGENDA
I. ROLL CALL/CALL TO ORDER
ARA GOSHGARIAN, CHAIRMAN
TED NOTZ
RICHARD WALTHER
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE MAY 6, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A
THREE-YEAR JANITORIAL SERVICES AGREEMENT FOR CITY FACILITIES – JIM
LOCKEFEER
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF
AMENDMENTS TO THE FEBRUARY 5, 2024, IDOT RESOLUTION APPROPRIATING
MFT & RBI FUNDS – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL RESOLUTIONS
ADOPTING THE LAKE MICHIGAN & NORTH BRANCH CHICAGO RIVER
WATERSHED-BASED PLANS – BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR FY25 HYDRANT PAINTING – DAN MARTIN
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – JUNE 3, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE MAY 6, 2024, PUBLIC
WORKS COMMITTEE MEETING MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, MAY 6, 2024 – 5:00 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Aldermen Eileen Looby Weber called the meeting to order at 5:20 P.M.
Alderman Ted Notz was in attendance. Chairman Goshgarian joined the
meeting at approximately 5:25 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; Matt Brugioni, Streets
Supervisor and Jim Lockefeer, Assistant Director of Public Works.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE APRIL 15, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Weber moved to approve the April 15, 2024, Public Works Committee
meeting minutes. Alderman Notz seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL PURCHASE OF ROAD
SALT FOR THE FY25 WINTER SEASON – JIM LOCKEFEER & MATT BRUGIONI
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
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The Committee and City staff discussed salt tonnage price increases, salt storage
practices, and City salt inventory tracking.
Alderman Notz moved to recommend to City Council approval of a total
purchase of 1,920 tons of road salt from Morton Salt in the amount of $162,183 for
the FY25 winter. Alderman Weber seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
MCCLORY BIKE PATH RESURFACING PROJECT – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the project schedule, the original scope
of the project versus the changed project scope, project contingency, potential
utility conflicts, and grant opportunities for future path resurfacing.
Alderman Weber moved to recommend to City Council award of the low bid for
the McClory Bike Path Resurfacing project to Maneval Construction and
authorization for the City Manager to execute an agreement in the amount of
$347,189 as well as approving a contingency in the amount of $16,610 for a total
cost of $363,799. Alderman Notz seconded the motion, which carried
unanimously.
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4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FIELD COURT AND SPRING LANE WATERMAIN REPLACEMENT PROJECT – BYRON
KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed the depth of the existing watermain and
the depth of the new watermain to be constructed.
Alderman Notz moved to recommend to City Council award the low bid for the
Field Court and Spring Lane Watermain Replacement Project to C. Szabo
Contracting, Inc. and authorization for the City Manager to execute an
agreement in the amount of $990,238 and a contingency in the amount of
$39,762 for a total project cost of $1,030,000. Alderman Weber seconded the
motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FY25 CONCRETE STREETS/CURB/SIDEWALK PROGRAM – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed grinding sidewalks versus full panel
replacement.
Alderman Weber moved to recommend to City Council approval of a first year
renewal with Schroeder & Schroeder, Inc., for the 2024 Concrete Streets, Curb,
and Sidewalk Replacement Project, and authorization for the City Manager to
execute an agreement in the amount not to exceed $235,000. Alderman Weber
seconded the motion, which carried unanimously.
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FY25 CRACK SEALING PROGRAM – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff viewed a video of the dustless technology. It was
discussed that the dustless technology should be promoted on City social media
accounts at the appropriate time.
Alderman Notz moved to recommend to City Council approval of a second
year renewal with Patriot Pavement Maintenance, Inc. for the 2024 Crack
Sealing Project, and authorization for the City Manager to execute an
agreement in the amount not to exceed $35,000. Alderman Weber 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.
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IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – MAY 20, 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 May 20, 2024.
The Committee and City staff discussed potentially reviewing the results of the
recent inflow & infiltration stormwater study at the next Public Works Committee
meeting.
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VI. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
6:11 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 A THREE-
YEAR JANITORIAL SERVICES AGREEMENT
FOR CITY FACILITIES
CITY FACILITIES JANITORIAL SERVICES AGREEMENT
•Agreement includes all general (nightly) facility janitorial duties at 14 City facilities and twice/year floor care treatments
•Contract includes all typical items such as trash and recycle collection, wet mopping, surface cleaning, etc.
•Contract oversite is supported by an internal staff janitorial building coordinator group
•Originally bid 2019 three-year agreement and two additional one-year extensions with Multisystem Management Company (current contract holder) ends
July, 1 2024
•All janitorial services are funded via building operating budget accounts
•Public bid process that included mandatory visits to all 14 City facilities; eight bids received
CITY FACILITIES JANITORIAL SERVICES AGREEMENT
•Building Maintenance Supervisor completed thorough reference checks on Vega Building Maintenance and Eco Clean Maintenance
•Eco Clean Maintenance references all came back very positive and included multiple large municipal accounts
•Eco Clean was established in 2008 and employees approximately 100 employees
•Staff met with Eco Clean Maintenance owners and their area supervisor that would be assigned to oversee Lake Forest cleaning crews (if approved)
•Reviewed their account management, crew management, bid pricing, and company experience; staff was very comfortable with everything Eco Clean
presented
•Existing 2023/2024 agreement cost totals $217,126; Eco Clean yearly cost totals $221,854
•If approved by City Council at the June 3, coordination would begin immediately to prepare for the July 1 transition
•City Council write-up to include language on possible contract extension; two one-year agreements (based on performance and proposed cost increase)
•Action requested: PW Committee Recommends City Council Award of a Three-Year Janitorial Services Contract to Eco Clean
Maintenance in the Amount of $665,562
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF
AMENDMENTS TO THE FEBRUARY 5, 2024,
IDOT RESOLUTION APPROPRIATING MFT &
RBI FUNDS
AMENDMENTS TO THE FEBRUARY 5,2024 IDOT RESOLUTION FOR THE
2024 PATCHING & RESURFACING PROJECT
•Construction agreement awarded at the April 15, 2024 City Council
•Amendments necessary for the IDOT resolutions appropriating MFT funds on February 5, 2024
•No changes to scope or contract terms
•FY2025 Budget total $1,085,000: resurfacing $1,000,000; patching $85,000
•The $1,000,000 Resurfacing Resolution needs to be split as so:
•$265,548 in Motor Fuel Tax (MFT) Funds
•$734,452 in Rebuild Illinois (RBI) Funds
•Any remaining MFT budget at end of project goes back into unobligated MFT account
•Rebuild Illinois Funds Expire on July 1, 2025
•Action requested: PW Committee Recommends City Council Approval of Amendments to the February 5, 2024
Illinois Department of Transportation Resolution Appropriating $265,548 in Motor Fuel Tax (MFT) Funds and
$734,452 in Rebuild Illinois Funds (RBI) to be used for the 2024 Annual Pavement Resurfacing Program
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL RESOLUTIONS
ADOPTING THE LAKE MICHIGAN &
NORTH BRANCH CHICAGO RIVER
WATERSHED-BASED PLANS
ADOPTION OF NORTH BRANCH CHICAGO RIVER & LAKE MICHIGAN WATERSHED
PLANS
•The North Branch Chicago River and Lake Michigan Watershed-Based Plans were approved by:
•Lake County Stormwater Management Commission on June 1, 2023, and by the Lake
County Board on September 12, 2023
•Why adopt: Plans provide community and stakeholder organizations eligibility for grant
funding to implement projects and programs recommended in the plan.
•Plans can be used as a guide to: Restore watershed lakes, streams, and wetlands to a healthy
condition while reducing the impacts of water pollution and flood damage
•Approval or adoption of the plan(s) does NOT make its implementation compulsory. All
actions and recommendations in the plans are VOLUNTARY.
•Each municipality that adopts the plan may implement the action recommendations of the
watershed-based plans that apply to them as resources (staff time and funding) become
available.
•Action requested: PW Committee Requests City Council Approval of a
Resolution adopting the North Branch Chicago River & Lake Michigan
Watershed-Based Plans
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
FY25 HYDRANT PAINTING
HYDRANT PAINTING PROGRAM
•Annual program included in the FY25 Operating Capital Budget
•Annual fire hydrant painting program provides preventative maintenance to 1,400 City-owned fire hydrants
•Hydrants divided into seven zones with 200 in each zone; maintaining seven-year recoating prevents
coatings from failing between painting cycles; extends hydrants useful life
•Each hydrant is sandblasted to bare metal; one coat of primer and one coat of red exterior paint is
applied; work done in late summer early fall seasons
•Municipal Partnering Initiative (MPI) Program; jointly bid with 10 other local communities
•Read Feather Group’s bid rejected due to incomplete bid documents (non-responsive); BP&T
Construction’s references had unfavorable responses, no prior work experience in area, MPI Group agreed
to reject their bid
•Alpha Maintenance & Service Inc. previously done favorable work for the City and MPI communities
HYDRANT PAINTING PROGRAM
•Contract cost for each year
•Three -year agreement with option for two additional one-year periods (subject to
performance)
•Action requested: PW Committee recommends City Council award the three-
year Hydrant Painting Services Contract to Alpha Maintenance & Services Inc.
included in the FY2025 –FY2027 Operating Capital Budget for the sum of
$55,800
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 5%June – 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 5/6/24 and CC bid approval on
6/3/24.
Concrete Streets Repair Road 5%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%TBD
Received no project bids. Prospective bidders expressed
concerns with project completion timing. Working with
project design firm on rebidding the project.
Concrete Sidewalk/Curb Replacement Road / Sidewalk 5%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 began
early 2024.
Gas Light Conversion Program Parkway 33%Spring – Fall
2024 conversions underway. Nine total lights converted.
Current focus is seven lights on/adjacent to Woodland
(west of Sheridan).
McClory Bike Path Resurfacing (Ryan to Illinois)Path 5%Summer 2024
Seeking PWC review on 5/6/24 and CC bid approval on
5/20/24. Staff revised bid to extend south to Westleigh
based on available budget.
Highlighted areas represents the project was updated since the May 6, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Deerpath Streetscape –Design PH 2 Streetscape 65%Summer / Fall 2024 Phase II design progressing. Construction anticipated to
begin Spring 2025.
CBD Infrastructure Improvements Evaluation Streetscape 85%Spring 2024
Second staff coordination meeting with engineering firm
occurred on April 9; Engineering firm developing draft
report (expected ealy June).
CBD Infrastructure Improvements – Design Streetscape 0%September – December Subject to project scope being defined in Summer 2024.
McLennon-Reed Bridge Repairs – Design Bridge 95%Winter 2024 Design progressing.
McLennon-Reed Bridge Repairs – Construction Bridge 0%March 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 98%Summer 2024 Phase II design underway and progressing.
Lake-Woodbine Bridge Reconstruction –Construction Bridge 0%January 2025 –October 2025 Working towards bidding with State’s bid process for
August 2024.
2024 Bridge Inspections Bridge 15%May Inspections anticipated to start May.
Ringwood Bridge Replacement Phase I Design Bridge 0%2024 – 2025 Seeking PWC review on 6/17/24 and CC approval on
7/15/24.
Elawa Parking Lot Resurfacing and Expansion –Construction Parking Lot 95%April –May Substantial construction complete with final landscaping to
follow week of 5/20
ADA Transition Plan Facilities / Right of Way /
Parks 70%June Facility visits completed. First draft of plan in completed.
Staff is working with consulting firm to finalize plan.
Highlighted projects represents the project was updated since the May 6, 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 100%April - May Complete.
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 75%April – May CC bid approval on 2/20/24. Work is underway 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 5%Mid June –early September
2024
Boardwalk Project: On 4/1/24 City Council approved a
construction schedule to begin late May/early June. Currently
with ongoing contractor coordination work is anticipated to start
mid June.
Sailboat Compound Expansion Forest Park / Beach 10%Summer2024 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 May 6, 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 Rebidding resurfacing and seeking approval on date TBD
West Park: Tennis Court Design Parks 0%May – September PWC reviewed & recommended approval on 4/15/24; CC bid
approved on 5/6/24.
West Park: Tennis Court Construction Parks 0%TBD Design in progress.
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 PWC reviewed & recommended approval on 4/15/24,
CC approved on 5/6/24. Design in progress.
Walden Ravine Bed Restoration –Design Ravine 0%May – September PWC reviewed & recommended approval on
4/15/24,CC approved on 5/6/24. Design in progress.
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 Summer
2024.
Scott-Wisconsin and Griffith-Woodland Storm Sewer
Improvement Design Storm Sewer 10%May – September Seeking PWC review on 4/1/24 and CC bid approval on 4/15/24.
Design Kickoff meeting to be held on 5/6/24.
Highlighted projects represents the project was updated since the May 6, 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 bid opening May 30 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 98%May First year contract completed; second year VFDs to be
completed by May 2024.
Water Plant Intake Cleaning Water 10%May -June 2024 Work begins week of 5/20/24; to be completed early June 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%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 2024 Dye testing fieldwork complete and now reviewing report.
Manhole Lining and I&I Repairs Sanitary 0%Summer – Fall 2024 Seeking PWC review on 6/17/24 and CC bid approval on 7/15/24.
Highlighted projects represents the project was updated since the April 15, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
JUNE 3, 2024
ADJOURNMENT