PUBLIC WORKS COMMITTEE 2024/06/03 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, JUNE 3, 2024 – 5:20 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 20, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF
IDOT AGREEMENTS FOR THE LAKE & WOODBINE BRIDGE PROJECT – BYRON
KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A
DESIGN SERVICES AGREEMENT FOR THE WAVELAND PARK PAVILION
PROJECT – JIM LOCKEFEER
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE RECREATION CENTER HVAC ROOFTOP UNIT REPLACEMENT PROJECT
– JIM LOCKEFEER
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE FY25 LONGLINE STRIPING PROGRAM – MATT BRUGIONI & JIM
LOCKEFEER
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – JUNE 17, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE MAY 20, 2024, PUBLIC
WORKS COMMITTEE MEETING MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, MAY 20, 2024 – 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. Alderman
Richard Walther was in attendance. Alderman Notz was not in attendance.
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 MAY 20, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Walther moved to approve the May 20, 2024, Public Works Committee
meeting minutes, subject to Alderman Eileen Weber’s emailed edit request to
Jim Lockefeer. Chairman Goshgarian seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A THREE-
YEAR JANITORIAL SERVICES AGREEMENT FOR CITY FACILITIES – JIM LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slides on
the topic.
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The Committee and City staff discussed green certification and floor cleaning
pricing.
Alderman Walther moved to recommend to City Council award of a three-year
janitorial services contract to Eco Clean Maintenance in the amount of $665,562.
Chairman Goshgarian seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF
AMENDMENTS TO THE FEBRUARY 5, 2024, IDOT RESOLUTION APPROPRIATING MFT &
RBI FUNDS – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed RBI funding installments and flexibility in
utilizing MFT and RBI funds versus committing the funds to a specific project.
Alderman Walther moved to recommend to 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. Chairman Goshgarian seconded the motion, which carried
unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL RESOLUTIONS ADOPTING
THE LAKE MICHIGAN & NORTH BRANCH CHICAGO RIVER WATERSHED-BASED
PLANS – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed costs associated with the approval of
the Resolution.
Alderman Walther moved to recommend to City Council approval of a
Resolution adopting the North Branch Chicago River & Lake Michigan
Watershed-Based Plans. Chairman Goshgarian seconded the motion, which
carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR FY25
HYDRANT PAINTING – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed the seven-year program cycle and in-
house Water & Sewer Section hydrant painting that occurs.
Alderman Walther moved to recommend to City Council award of 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
chairman seconded the motion, which carried unanimously.
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III. FY ’25 CIP PROJECT SCHEDULE
The Committee and City staff had no discussion on the below presentation slides.
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IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – JUNE 3, 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 June 3, 2024.
VI. ADJOURNMENT
Alderman Walther moved to adjourn the meeting of the Public Works
Committee at 6:04 P.M. Chairman Goshgarian 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 APPROVAL OF IDOT
AGREEMENTS FOR THE LAKE &
WOODBINE BRIDGE PROJECT
LAKE WOODBINE BRIDGE JOINT FUNDING AGREEMENT FOR
FEDERALLY FUNDED CONSTRUCTION WITH IDOT
•Bridge (1912) is deteriorating and in need of replacement
•The City submitted for an ISBP grant on October 5, 2021
•Notified on August 17, 2022, of an award of $1,945,000 for construction
•Use of Federal funds requires project to be bid by IDOT on State bidding
•IDOT requires funding agreements executed by City prior to bidding
•Local match~ $855,000 (including construction engineering)
•Tentative construction start~ January 2025
•Specific ‘Action Requested’ language may be revised prior to Council Approval based on ongoing IDOT coordination
•Action requested: PW Committee Recommends Approval of a Resolution for a Joint Funding
Agreement for Federally Funded Construction with the State of Illinois Department of Transportation
for Construction of the Lake Woodbine Bridge, Section Number 12-00094-00-BR, for a Local Match of
$855,000 and Authorize the City Manager to Execute Required Agreements and Additional Paperwork
as Required by IDOT Related to Work on This Project
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF A
DESIGN SERVICES AGREEMENT FOR THE
WAVELAND PARK PAVILION PROJECT
WAVELAND PARK PAVILION PROJECT – DESIGN SERVICES
•Existing Waveland Park facility was constructed in 1975
•Enclosed facility that features bathrooms, a maintenance garage, and a central open
area/room
•The space is extremely dated, and its use is very limited; bathrooms are not ADA
compliant
•Feedback from residents obtained at Ward 2 “Coffee in the Park” expressing interest in
converting space to an open-air pavilion
•Design services will explore two conceptual design options; renovation versus reconstruction
•FY25 CIP design bbudget - $75,000
•Public RFP process; two proposals received
•Larson & Darby has completed favorable design services for the City previously; PD Break
Room & Beach Cranes
•Conceptual design process to be completed this summer; construction estimate to be
completed in September for October CIP entry
•Action Requested: PW Committee Recommends City Council Award of a Design
Services Agreement to Larson & Darby Group for the Waveland Park Pavilion
Project in the Amount of $69,300, to Include a 5% Contingency in the amount of
$3,465, for a Total Cost of $72,765.
Firm Proposal $
Larson & Darby Group $69,300
Nurture Architects $116,100
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE RECREATION CENTER HVAC
ROOFTOP UNIT REPLACEMENT PROJECT
RECREATION CENTER ROOFTOP HVAC UNIT REPLACEMENTS
•Recreation Center has approximately 20 rooftop HVAC units that are key components of the
facility’s cooling and heating systems
•Four existing units are at the end of their estimated useful life; range from 15 – 20 years old
•FY25 CIP Budget - $80,000
•Public bid process; seven bids received
•Cahill has completed favorable HVAC work for the City; replaced rooftop units and furnaces at
other City facilities
•Staff reviewed Cahill’s bid in detail with the firm; Cahill confirmed their bid pricing
•If approved by City Council, work will potentially occur during this upcoming fall
•Action Requested: PW Committee Recommends City Council Award of bid to Cahill
Heating & Air Conditioning for Recreation Center Rooftop HVAC Unit Replacements
Project in the Amount of $66,100, to Include a 10% Contingency in the amount of
$6,610, for a Total Cost of $72,710.
Firm Bid $
Cahill Heating & Air Conditioning $66,100
Oak Brook Mechanical Services $82,200
MK Industries $89,914
MG Mechanical Service $95,000
Amber Mechanical Contractors $97,370
McDonough Mechanical Service $97,415
R.J. O'Neil $103,300
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE FY25 LONGLINE STRIPING PROGRAM
ANNUAL THERMOPLASTIC LANE MARKING BID
•FY25 Streets Operating Capital Program Budget - $85,000
•Suburban Purchasing Cooperative (SPC) joint bid
•City’s Long Line Striping Program is split into 4 zones (includes all streets, parking lots and
crosswalks)
•Zone 1 completed in 2023
•Zone 2 to be completed in 2024
•The 2024 SPC thermoplastic lane marking contract was awarded to Superior Road
Striping, Inc.; contract includes three potential one-year extensions (subject to
performance & proposed price increases)
•Lane marking specifications meet Illinois IDOT standards
•Action Requested: PW Committee Recommends City Council Award the
Thermoplastic Lane Marking Bid to Superior Road Striping, Inc. in the Amount
of $85,000
Description UOM 2023
Cost per Unit
2024
Cost per Unit
4” Line LF $0.73 $0.70
6” Line LF $1.19 $0.90
12” Line LF $2.11 $2.00
24” Line LF $5.25 $4.75
Letters & Symbols SF $5.25 $4.75
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.June 17th start date.
Crack Sealing Program Road 0%Fall 2024 PWC review on 5/6/24 and CC bid approval on 6/3/24.
Concrete Streets Repair Road 5%June – August 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 Project is currently out to bid. Seeking PWC review on
6/17/24 and CC bid approval on 7/15/24.
Concrete Sidewalk/Curb Replacement Road / Sidewalk 5%June – August 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%July –Early August
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.July 8th start date.
Highlighted areas represents the project was updated since the May 20, 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%Early Summer 2024
Second staff coordination meeting with engineering firm
occurred on April 9 & May 23; Engineering firm developing
draft report (expected early 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 Developing RFP scope.
Elawa Parking Lot Resurfacing and Expansion –Construction Parking Lot 95%April – May Substantial construction complete with final landscaping to
begin week of 5/27
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 20, 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 100%April – May Complete.
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 –Mid September
2024
Construction to begin mid June with estimated completion mid-
September.
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 20, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Tennis Surface Maintenance –Everett Parks 0%TBD Bids received. Seeking Park & Rec Board approval on 6/11/24 and
CC approval on 6/17/24.
Tennis Surface Maintenance –Northcroft Parks 0%TBD Project is estimated to be less than $25,000; currently seeking
three quotes.
West Park: Tennis Court Design Parks 10%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 10%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 10%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 award from SMC late 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 20, 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 June 6 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 100%May Complete.
Water Plant Intake Cleaning Water 100%May - June 2024 Complete.
Watermain Replacements (Field/Spring/Mayflower) & Valve Repairs Water 0%Summer – Fall 2024 PWC reviewed on 5/6/24 and CC bid approval on 5/20/24.July
8th –Field Court start. Spring Lane to occur after Labor Day.
Elevated Tank Painting Water 5%September Seeking PWC review on 7/15/24 and CC bid approval on 8/5/24.
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 May 20, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
JUNE 17, 2024
ADJOURNMENT