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PUBLIC WORKS COMMITTEE 2024/07/01 PacketPUBLIC WORKS COMMITTEE MEETING MONDAY, JULY 1, 2024 – 5:20 P.M. MUNICIPAL SERVICES – PRAIRIE CONFERENCE ROOM (LOWER-LEVEL) AGENDA I.ROLL CALL/CALL TO ORDER ARA GOSHGARIAN, CHAIRMAN TED NOTZ RICHARD WALTHER II.NEW BUSINESS / ACTION ITEMS 1.APPROVAL OF THE JUNE 17, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES 2.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A RESOLUTION DEDICATING RIGHT-OF-WAY FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT – BYRON KUTZ 3.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR MANHOLE LINING AND INFLOW & INFILTRATION (I&I) REPAIRS – BYRON KUTZ III.FY ’25 CIP PROJECT SUMMARY CHART IV.PUBLIC COMMENT V.NEXT MEETING – JULY 15, 2024, 5:20 P.M. VI.ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE JUNE 17, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, JUNE 17, 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 and Jim Lockefeer, Assistant Director of Public Works. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE JUNE 3, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve June 3, 2024, Public Works Committee meeting minutes. Alderman Walther seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF PURCHASE FOR WATER PLANT REPLACEMENT MEMBRANE MODULES – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed the 2015 module contract and future module replacements. Alderman Walther moved to recommend to City Council approval 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. Alderman Notz seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE NORTH PAVILION ROOF REPLACEMENT PROJECT – JIM LOCKEFEER Assistant Director Lockefeer reviewed the below summary presentation slides on the topic. 3 The Committee and City staff discussed the bids received, the specified asphalt architectural shingle, and the south beach building and its future roof replacement. Alderman Walther moved to recommend to 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. Alderman Notz seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL OF A CONSTRUCTION ENGINEERING AGREEMENT FOR THE LAKE & WOODBINE BRIDGE PROJECT – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slides on the topic. 4 The Committee and City staff discussed project construction access and staging and the project budget. Alderman Walther moved to recommend to City Council 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. Alderman Notz seconded the motion, which carried unanimously. 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 Superintendent Kutz reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed funding challenges in resurfacing larger segments of local roads versus neighborhood streets and grant process design requirements. Alderman Notz moved to recommend to City Council 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. 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. 6 7 IV. PUBLIC COMMENT There was no Public Comment. V. NEXT MEETING – July 1, 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 July 1, 2024. VI. ADJOURNMENT Alderman Walther moved to adjourn the meeting of the Public Works Committee at 6:07 P.M. Notz seconded the motion, which carried unanimously. 8 Respectfully submitted, Jim Lockefeer Jr. Assistant Director of Public Works NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A RESOLUTION DEDICATING RIGHT-OF- WAY FOR THE WAUKEGAN & WESTLEIGH INTERSECTION IMPROVEMENT PROJECT WAUKEGAN AND WESTLEIGH ROAD PROPERTY DEDICATION •Frequent north-south rear-end, and left-turning collisions •Improved traffic flows •City-initiated Project; Phase I Engineering began 2019 •Intersection widening Project includes (see image): •Southbound and northbound left-turn lanes •Southbound right-turn lane (into High School) •Westbound Left-turn lane •Applied for and received Surface Transportation Program grant (Federal:$2,620,000; Local: $655,000) •ROW necessary prior to State bidding •Project Schedule: Construction Summer-Late Fall 2026 WAUKEGAN AND WESTLEIGH ROAD PROPERTY DEDICATION WAUKEGAN AND WESTLEIGH ROAD PROPERTY DEDICATION Actions Requested: •For Westleigh Road: PW Committee Recommends City Council Approval of an Ordinance Dedicating and Accepting City Property for the Waukegan Road and Westleigh Road Intersection Improvements Project for Road Purposes, and Authorizing the Mayor and City Manager to Execute Associated Documents on Behalf of the City of Lake Forest •For Waukegan Road: PW Committee Recommends City Council Approval of a Resolution Conveying and Dedicating Right of Way to the State of Illinois for the Waukegan Road and Westleigh Road Intersection Improvements Project between the City of Lake Forest and the State of Illinois Department of Transportation for Highway Purposes for the Sum of Zero Dollars, and Authorizing the Mayor and City Manager to Execute Associated Documents on Behalf of the City of Lake Forest NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR MANHOLE LINING AND INFLOW & INFILTRATION (I&I) REPAIRS 2024 INFLOW & INFILTRATION REPAIRS •I&I = Inflow and Infiltration •I&I can cause sanitary backups in residences and businesses during heavy rain-storms •Last Inflow & Infiltration Repair project was in 2020 •2023 Smoke Testing project identified potential I&I •2024 Dye Testing project followed up on “worst” locations from Smoke Testing •Report lists defects by prioritization “worst first” and provides list of recommended repairs •Repairs reduce surcharges and backups •Proposed project is public-side only 2024 INFLOW & INFILTRATION REPAIRS Estimated I&I flow (based on 2023-2024 study areas) Approximate Improvement from “Worst First” Repairs (Public-Side) 2024 INFLOW & INFILTRATION REPAIRS Proposed 2024 Locations 2024 INFLOW & INFILTRATION REPAIRS •FY2025 budget total: $360,000 •Received three bids - June 20, 2024 (see chart) •Project schedule: •CBD portion ~ 8/12/2024-8/20/24 •Non-CBD portion ~ 8/12/2024-10/31/24 •Action requested: •PW Committee Recommends Award of the Low Bid for the 2024 Inflow and Infiltration Repairs to Visu-Sewer, LLC., and Authorize the City Manager to Execute an Agreement in the Amount of $351,421 as well as Approving a Contingency in the Amount of $8,579 for a Total Cost of $360,000 Contractor Firm Bid Amount Visu-Sewer $351,421 Hoerr Construction, Inc.$421,739 National Power Rodding Corp $795,150 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 25%June – August Bids received 3/28/24. Seeking PWC review on 4/1/24 and CC bid approval on 4/15/24. Program began June 17. Crack Sealing Program Road 5%Fall 2024 PWC review on 5/6/24 and CC bid approval on 6/3/24. Concrete Streets Repair Road 5%July – August PWC review on 5/6/24 and CC bid approval on 5/20/24. Annual Longline Striping Program Road 0%August – September CC approved 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%July – 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). A grand total of 189 of the 439 lights have been converted. 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 8 start date. Highlighted areas represents the project was updated since the June 17, 2024, PW Committee meeting CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Deerpath Streetscape –Design PH 2 Streetscape 70%Summer / Fall 2024 Phase II design progressing. Construction anticipated to begin Spring 2025. CBD Infrastructure Improvements Evaluation Streetscape 90%Summer 2024 Second staff coordination meeting with engineering firm occurred on April 9 & May 23; Engineering firm finalizing report (late July). 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 90%Summer 2024 Inspections complete; final report due July. Ringwood Bridge Replacement Phase I Design Bridge 0%2024 – 2025 Developing RFP scope. Elawa Parking Lot Resurfacing and Expansion –Construction Parking Lot 100%April – May Complete. ADA Transition Plan Facilities / Right of Way / Parks 70%August 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 17, 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%TBD 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 CC bid approved 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 CC approved 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 July –Late September 2024 Construction to begin mid-July with estimated completion late- September. Sailboat Compound Expansion Forest Park / Beach 10%Summer 2024 Construction to occur after boardwalk landscape installation is complete. Beach Restoration (Sand Replenishment)Forest Park / Beach 0%October – November 2024 Bid opening on 7/25/24. Seeking PWC review on 8/5/24 and CC approval on 9/3/24. Highlighted projects represents the project was updated since the June 17, 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 CC approval on 6/17/24. Resurfacing to be completed before 10/15/24. 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%Spring 2025 Design kickoff meeting 6/19. Design progressing. 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 90%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 20%May – September Seeking PWC review on 4/1/24 and CC bid approval on 4/15/24. Design Kickoff meeting was held on 5/6/24. Highlighted projects represents the project was updated since the June 17, 2024, PW Committee meeting CIP PROJECT SUMMARY CHART – WATER FUND Project Asset Category % Complete Project Timeline Notes Membrane Module Replacement Water 0%Winter 2024/2025 PWC reviewed on 6/17/24 and CC approval on 7/15/24; module replacement will occur during winter months. 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 15th –Field Court start. Spring Lane will begin 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. 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 17, 2024, PW Committee meeting PUBLIC COMMENT NEXT MEETING: JULY 15, 2024 ADJOURNMENT