PUBLIC WORKS COMMITTEE 2024/09/03 Packet
PUBLIC WORKS COMMITTEE MEETING
TUESDAY, SEPTEMBER 3, 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 AUGUST 5, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND TO CITY COUNCIL A WATER SERVICE FEE WAIVER
ADJUSTMENT – DAN MARTIN
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR A THREE-YEAR FIRE ALARM TESTING & INSPECTION SERVICES
AGREEMENT – JIM LOCKEFEER
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – SEPTEMBER 16, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE AUGUST 5, 2024,
PUBLIC WORKS COMMITTEE MEETING
MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, AUGUST 5, 2024 – 5:30 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL 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 Ted Notz joined the meeting
remotely via phone.
Staff attending the meeting included 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 JULY 1, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Walther moved to approve July 1, 2024, Public Works Committee
meeting minutes. Chairman Goshgarian seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
GORTON COMMUNITY CENTER CHIMNEY TUCKPOINTING PROJECT – JIM
LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
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The Committee and City staff discussed the scope of work and dust control from
saw cutting.
Alderman Walther moved to recommend award of bid to Otto Baum Company,
Inc. for the Gorton Community Center Tuckpointing Project in the amount of
$67,800. Chairman Goshgarian seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FOREST PARK BEACH SAND NOURISHMENT PROJECT – CHUCK MYERS
Superintendent Myers reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed project timing, sand types, and past
piling practices during the winter months.
Alderman Walther moved to recommend to City Council approve the Beach
Cell #2 Sand Restoration Project to John Keno & Co, in the amount of $258,120
plus 4% contingency in the amount of $10,000, for a total of $268,120. Alderman
Notz seconded the motion, which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
The were no discussions on the below FY’25 CIP Project Schedule.
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IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING – SEPTEMBER 3, 2024
VI. ADJOURNMENT
Alderman Walther moved to adjourn the meeting of the Public Works
Committee at 5:53 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 TO CITY
COUNCIL A WATER SERVICE FEE WAIVER
ADJUSTMENT
WATER SERVICE LEAK FEE WAIVER FOR JAMES UTTS,
441 THORNE LANE
•February 2024, a significant water usage spike was detected during the monthly meter read at 441 Thorne Lane
•Staff investigated and discovered a significant water leak coming from the pool house. Staff contacted the resident, as they were away for
the winter
•Pipe burst caused extensive damage to the pool house, leading to an excessive water bill totaling $12,753
•City Code (51.075 Par B) provides homeowners that experience large water bills due to water leakage in their system, an adjusted fee waiver to
their water account
•Homeowners must request this adjustment explaining the conditions that caused the excessive water bill
•Must provide an affidavit from licensed contractor(s) confirming that the leak has been repaired
•If approved, the water adjustment is based on the average water consumption from the previous three years during the same period
•The cash adjustment will be 50% of the amount by which the water bill exceeds this three-year average
WATER SERVICE LEAK FEE WAIVER FOR JAMES UTTS,
441 THORNE LANE
•James Utts has submitted all required documentation confirming that the burst pipe in
the pool house has been repaired
•Amount of fee to be waived per the code is $5,777.10
•Number of requests for fee waivers for last three years:
•Most requests result from lawn irrigation or toilet tank leaks
•Per Administrative Directive 3-7 D: waiver or reduction of a fee exceeding $5,000 must
be presented to the City Council for approval.
•Action Requested: PW Committee Recommends City Council Approval of a
Water Service Fee Waiver Adjustment to James Utts at 441 Thorne Lane for
a Total Amount of $5,777.10.
Year Total Requests Average Amount of Fee Waiver
FY 2022 10 $411
FY 2023 15 $632
FY 2024 20 $414
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR A
THREE-YEAR FIRE ALARM TESTING &
INSPECTION SERVICES AGREEMENT
AWARD OF BID FOR FIRE ALARM TESTING & INSPECTION SERVICES
•Annual testing & inspection program services for 35 City facilities that includes over 1,500
fire alarm system devices
•All testing & inspections completed in accordance with NFPA Standards
•Funded from City building operating budgets
•Public bid process; received three bids
•TEC Electric has provided previous favorable work for the City which includes past alarm
testing and inspection services
•Three -year agreement with option for two additional one-year periods (subject to
performance)
Action requested: PW Committee recommends City Council award of bid for the
three-year Fire Alarm Testing & Inspection Program to TEC Electric in the amount of
$50,269
Firm 3-Year Bid Total $
TEC Electric $50,269
Homestead Electrical Contracting $54,896
Fox Valley Fire & Safety $69,795
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 90%June –September
Bids received 3/28/24. Seeking PWC review on 4/1/24 and
CC bid approval on 4/15/24. Program began June 17 with
just patching remaining.
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 100%July – August
PWC review on 5/6/24 and CC bid approval on 5/20/24.
Construction began after LF Day and completed prior to
School resuming.
Annual Longline Striping Program Road 50%August – September CC approved on 6/17/24. Striping underway and to be
completed early September.
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 90%2024
ROW material provided to both City and School District;
coordination and approval process underway.Presented
to City Council on 8/5.
Westleigh Resurfacing (41-Western) Phase I Design Road 10%TBD CC approved 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 100%July – August
PWC review on 5/6/24 and CC bid approval on
5/20/24.Construction began after LF Day and completed
prior to School resuming.
Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 25%Fall 2024 Phase I design approval received, Phase II design began
early 2024.
Gas Light Conversion Program Parkway 85%Spring – Fall
2024 conversions underway. 25 total lights converted.
Current focus is on six lights on Noble and McKinley. A
grand total of 205 of the 439 lights have been converted.
McClory Bike Path Resurfacing (Ryan to Illinois)Path 100%July – Early August Construction complete.
Highlighted areas represents the project was updated since the August 5, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Deerpath Streetscape –Design PH 2 Streetscape 90%Summer / Fall 2024 Phase II design progressing. Construction anticipated to
begin Spring 2025.
CBD Infrastructure Improvements Evaluation Streetscape 98%Summer 2024
Second staff coordination meeting with engineering firm
occurred on April 9 & May 23; Engineering firm finalizing
report (early September).
CBD Infrastructure Improvements – Design Streetscape 0%September – December Subject to project scope being defined in Fall 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 100%Summer 2024 State bid opening to occur on August 2.
Lake-Woodbine Bridge Reconstruction – Construction Bridge 0%January 2025 – October 2025 Staff reviewing August Bid results.
2024 Bridge Inspections Bridge 100%August Inspections complete; final report due August.
Ringwood Bridge Replacement Phase I Design Bridge 5%2024 – 2025 Staff is reviewing consultant proposals.Staff is re-evaluating
approval dates.
Elawa Parking Lot Resurfacing and Expansion – Construction Parking Lot 100%April – May Complete.
ADA Transition Plan Facilities / Right of Way /
Parks 80%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 August 5, 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. A
needed site survey/grading plan is being completed by mid-
August.
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
Boardwalk Project ribbon cutting event.
Grove Campus Roof Replacements Facility 100%April – May Complete.
Rec Center HVAC Replacements (RTUs)Facility 0%Fall 2024 CC approved on 6/17/24. All needed material and equipment has
been ordered. Work will occur when equipment is received.
Forest Park Bluff Slope Stabilization Forest Park / Beach 95%September 5, 2023 –
March 2024
Construction began 9/5/23. Substantially complete with remaining
restoration following boardwalk construction.
Forest Park Boardwalk Forest Park / Beach 60%Mid July –Late September /
Early October 2024
Steel erection is complete with estimated completion late-
September / early October.
Sailboat Compound Expansion Forest Park / Beach 10%September 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. PWC review/approval on 8/5/24 and
seeking CC approval on 9/3/24.
Highlighted projects represents the project was updated since the August 5, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Tennis Surface Maintenance – Everett Parks 0%Late Summer 2024 CC approval on 6/17/24. Resurfacing to be completed before
10/15/24.
Tennis Surface Maintenance –Northcroft Parks 100%August 2024 Resurfacing complete.
West Park: Tennis Court Design Parks 90%May – September Design complete. Bid to be issued 9/4/24 with bid opening on
9/25/24.
West Park: Tennis Court Construction Parks 0%March –May 2025 Construction anticipated in spring of 2025.
Northcroft Park: Handball Courts Installation Parks 0%Spring 2025 Design progressing.
Cemetery Ravine Restoration – Design Ravine 50%May – September Design progressing.
Walden Ravine Bed Restoration – Design Ravine 50%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. Staff is working with design consultant on
grant materials.
Annual Storm Sewer Lining Program Storm Sewer 5%Fall 2024 Construction anticipated Fall 2024.
Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 95%Fall 2024 Design is scheduled to bid out in September.
Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%January 2025 –Summer
2025
The City has heard from SMC that a grant will not be awarded
this year. Staff is proceeding with construction with the use of
local ARPA funds that must be obligated by December 2024.
Scott-Wisconsin and Griffith-Woodland Storm Sewer
Improvement Design Storm Sewer 25%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 August 5, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – WATER FUND
Project Asset Category % Complete Project Timeline Notes
Membrane Module Replacement Water 50%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%2024 Project bid opening for meter equip. was June 6 for five-year
procurement pricing. Meter installation RFP set for September.
Water Meter Replacement Purchase & Installation Water 0%TBD Seeking PWC approval and CC approval in October
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 50%Summer – Fall 2024
PWC reviewed on 5/6/24 and CC bid approval on 5/20/24. Field
Court construction is substantially complete with just restoration
remaining. Spring Lane will begin after Labor Day.
Elevated Tank Painting Water 0%Spring FY2026 Bids received were higher than budget. Project will be scheduled
in FY26
Annual Sanitary Sewer Lining Program Sanitary 5%Fall 2024 Construction anticipated Fall 2024.
Manhole Lining and I&I Repairs Sanitary 50%Summer – Fall 2024 PWC review on 7/1/24 and CC bid approval on 7/15/24. Work
will resume after Labor Day
Highlighted projects represents the project was updated since the August 5, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
SEPTEMBER 16, 2024
ADJOURNMENT