PUBLIC WORKS COMMITTEE 2024/06/17 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, JUNE 17, 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 JUNE 3, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF
PURCHASE FOR WATER PLANT REPLACEMENT MEMBRANE MODULES – DAN
MARTIN
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE NORTH PAVILION ROOF REPLACEMENT PROJECT – JIM LOCKEFEER
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A
CONSTRUCTION ENGINEERING AGREEMENT FOR THE LAKE & WOODBINE
BRIDGE PROJECT – BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A
DESIGN SERVICES AGREEMENT FOR WESTLEIGH RESURFACING (RTE 41 TO
WESTERN AVE) PHASE I – BYRON KUTZ
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – JULY 1, 2024, 5:20 P.M.
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE JUNE 3, 2024, PUBLIC
WORKS COMMITTEE MEETING MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, JUNE 3, 2024 – 5:20 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Goshgarian called the meeting to order at 5:20 P.M. Aldermen Ted
Notz and Richard Walther were 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; Matt Brugioni, Streets
Supervisor 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 Notz moved to approve May 20, 2024, Public Works Committee
meeting minutes. Alderman Walther seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF IDOT
AGREEMENTS FOR THE LAKE & WOODBINE BRIDGE PROJECT – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed the grant match requirement, the
project budget, and post-Covid construction costs.
Alderman Walther moved to recommend to City Council 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. Alderman Notz
seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A DESIGN
SERVICES AGREEMENT FOR THE WAVELAND PARK PAVILION PROJECT – JIM
LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
The Committee and City staff discussed incorporating a resident engagement
event into the preliminary conceptual design process.
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Alderman Notz moved to recommend to 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. Alderman Walther seconded the motion,
which carried unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
RECREATION CENTER HVAC ROOFTOP UNIT REPLACEMENT PROJECT – JIM
LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
The Committee and City staff discussed replacing existing units versus a broader
system upgrade, utilizing the full budget to replace additional units, and Cahill
Heating & Air Conditioning commercial experience.
Alderman Walther moved to recommend to 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. Alderman Notz seconded the
motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FY25 LONGLINE STRIPING PROGRAM – MATT BRUGIONI
Streets Supervisor Brugioni reviewed the below summary presentation slides on
the topic.
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The Committee and City staff discussed how linear feet and types/sizes of lines
needed is tracked, contractor oversite, adding the entire City limits of the
McClory path to the striping program, and the longevity of striping.
Alderman Notz moved to recommend to City Council award of the
thermoplastic lane marking bid to Superior Road Striping, Inc. in the amount of
$85,000. Alderman Walther seconded the motion, which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
The Committee and City staff briefly discussed the Deerpath Intersection Traffic
Light/Crossing Improvements and Forest Park Bluff Projects.
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IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – JUNE 17, 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 on June 17, 2024.
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VI. ADJOURNMENT
Alderman Walther moved to adjourn the meeting of the Public Works
Committee at 6:06 P.M. 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 PURCHASE
FOR WATER PLANT REPLACEMENT
MEMBRANE MODULES
WATER PLANT REPLACEMENT MEMBRANE MODULES & SPARE PARTS
•FY25 Water Fund Capital Budget - $180,000
•Replacement of train #6 = 160 modules
•Membrane module train replacements: FY23 –trains 1& 2; FY24 – trains 3,4 & 5
•Train 6 modules have exhibited excessive fouling and have reached the end of their useful
production life
•Replacement modules needed to continue to provide sufficient drinking water production capacity
•City staff obtained replacement pricing from Zenon Environmental Corporation based on their
existing relationship with the City (Administrative Directive 3-5, Section 6.1I )
•City WTP staff to install replacement modules over wintertime, prior to next summer’s high -water
demand
•Request purchasing $30,000 of additional spare parts to replace aging wear parts on trains (i.e.
valves, pumps, couplings, etc.)
•Under Contract 2-2015, the specification language included pro-rated module pricing guarantees
that Suez is honoring with this purchase
•This reduced the purchase cost of the last 3 sets of modules (Trains 3,4,5) and this year train
6 by approximately 5%
Project Component Cost Proposal
Train #6 Replacement Modules $124,000
Spare Wear Parts – Veolia $30,000
TOTAL $154,000
WATER PLANT
REPLACEMENT
MEMBRANE MODULES
& SPARE PARTS
•Action requested: PW Committee Recommends City
Council Approve of a Purchase to Zenon
Environmental Corporation [doing business as Veolia
Water Technologies & Solutions] for Replacement
Membrane Modules Included in the FY ’25 Budget, in
the amount of $124,000 and $30,000 for Spare
Membrane Train Parts, for a Total of $154,000.
FY2025
Funding
Source
Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water
Capital $180,000 $154,000 Y
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE NORTH PAVILION ROOF
REPLACEMENT PROJECT
NORTH PAVILION ROOF REPLACEMENT PROJECT
•Existing ceder roof was installed in 2000; estimated useful life is 20 -25 years
•FY25 CIP design budget - $160,000
•Budget was originally developed for a ceder or synthetic replacement
•City utilizes professional roof consulting service firm Illinois Roof Consulting
Associates (IRCA) for various roof inspection and project services (bid process
management, construction oversite, etc.)
•Discussions with Community Development resulted in seeking bids for an
architectural asphalt shingle (more cost effective / better fit for utilitarian nature of
building)
•PW, Com Dev, and IRCA staff met onsite to select architectural asphalt shingle
NORTH PAVILION ROOF REPLACEMENT PROJECT
•Public bid process; five bids received
•IRCA completed detailed bid review process and reference checks; IRCA
recommends Ridgeline Roofing
•If approved by City Council, work to occur after Labor Day; IRCA to provide
construction oversite services
•Action Requested: PW Committee Recommends City Council
Award of Bid for North Pavilion Roof Replacement Project to
Ridgeline Roofing in the Amount of $35,000, to Include a 10%
Contingency in the amount of $3,500, for a Total Cost of $38,500
Firm Bid $
Ridgeline Roofing $35,000
TOP Roofing $57,350
L. Marshall $94,000
F&G Roofing $99,500
Filotto Roofing $107,400
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF A
CONSTRUCTION ENGINEERING
AGREEMENT FOR THE LAKE & WOODBINE
BRIDGE PROJECT
APPROVAL OF PHASE III CONSTRUCTION ENGINEERING SERVICES
FOR THE LAKE WOODBINE BRIDGE
•High-priority bridge replacement
•Sufficiency rating of the bridge= 25 (greater than 50 considered satisfactory
per Federal guidelines)
•Staff initiated RFP process; 17 plan-holders, five proposals received
•FY2025 Budget Project Total $200,000
•Proposal includes inspection, documentation, closeout, and extensive resident
coordination
•Civiltech familiar with Lake Forest expectations (Inspector for IDOT’s Pump
Station)
•Tentative construction (see next slide)
Consultant Firm Proposal Amount
Civiltech Engineering, Inc.$342,565
EXP $346,210
Lochner $350,000
HLR $404,619
BLA, Inc $419,669
APPROVAL OF PHASE III CONSTRUCTION ENGINEERING SERVICES
FOR THE LAKE WOODBINE BRIDGE
•Requesting:
•Use of additional $159,693 Local Capital Funds
•Supplemental Appropriation Ordinance will be requested at end of Fiscal Year if needed
•Action requested:
•PW Committee Recommends Approval of Phase III Construction Engineering Services for the Lake
Woodbine Bridge Project to Civiltech Engineering, Inc., and Authorize the City Manager to Execute an
Agreement in the Amount of $342,565 to Include a 5% Contingency in the Amount of $17,128 for a
Total Cost of $359,693
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF A
DESIGN SERVICES AGREEMENT FOR
WESTLEIGH RESURFACING (RTE 41 TO
WESTERN AVE) PHASE I
APPROVAL OF PHASE I DESIGN ENGINEERING SERVICES FOR
WESTLEIGH ROAD RESURFACING (RTE. 41 -WESTERN AVE.)
•Last resurfaced in 2004 (pavement condition=56 while City desired=65)
•City applied for 2023 LCCOM grant ($1,000,000)- scored well but not selected
•Advancing design will improve chances for 2025 LCCOM grant cycle
•Staff initiated RFP process; 16 plan-holders, 7 proposals received
•FY2025 Budget Project Total $125,000 (Local Capital Funds)
•PW Committee Recommends Approval of Phase I Design Engineering Services
for the Westleigh Road Resurfacing Project to Strand Associates, and Authorize
the City Manager to Execute an Agreement in the Amount of $87,030 to Include
a 5% Contingency in the Amount of $4,352 for a Total Cost of $91,382
Consultant Firm Proposal Amount
Strand Associates $87,030
CBBEL $117,596
BLA, Inc $124,172
GSG Consultants, Inc.$139,589
GHA $146,057
Horner & Shifrin $157,500
Thomas Engineering Group $168,010
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
Latest bid process resulted in one bid submittal
significantly above the project budget. Staff to reapproach
bid process in early winter of 2025 to get ahead of busy
contractor spring and summer schedules.
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 June 3, 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 99%April – May Substantial construction and landscaping is complete. The
contractor needs to still install the bike racks.
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 June 3, 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%Fall 2024 PWC review on 6/3/24 and seeking 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 10%Mid June –Mid September
2024
Construction to begin late 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 June 3, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Tennis Surface Maintenance –Everett Parks 0%TBD - Summer Bids received. Seeking 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 50%May – September Design progressing.
West Park: Tennis Court Construction Parks 0%TBD Design in progress.
Northcroft Park: Handball Courts Installation Parks 0%Fall 2024 Design kickoff meeting 6/19
Cemetery Ravine Restoration –Design Ravine 20%May – September Design progressing.
Walden Ravine Bed Restoration –Design Ravine 20%May – September Design progressing.
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 June 3, 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 Project bid opening for meter equip. was June 6 for five-year
procurement pricing. Meter installation RFP set for July.
Water Meter Replacement Purchase & Installation Water 60%TBD Seeking PWC review on 8/5/24 and CC approval on 9/3/24.
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 20%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 7/1/24 and CC bid approval on 7/15/24.
Highlighted projects represents the project was updated since the June 3, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
JULY 1, 2024
ADJOURNMENT