PUBLIC WORKS COMMITTEE 2024/10/07 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, OCTOBER 7, 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 SEPTEMBER 3, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION
OF THE CITY MANAGER TO EXECUTE AN ADVANCE MATERIALS CONTRACT
FOR THE DEERPATH STREETSCAPE PROJECT – BYRON KUTZ & JIM LOCKEFEER
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION
OF THE CITY MANAGER TO EXECUTE ALL REQUIRED DEERPATH STREETSCAPE
RIGHT OF WAY AND PERMANENT EASEMENT ACQUISITION MATERIALS –
BYRON KUTZ & JIM LOCKEFEER
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – OCTOBER 21, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE SEPTEMBER 3, 2024,
PUBLIC WORKS COMMITTEE MEETING
MINUTES
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PUBLIC WORKS COMMITTEE MEETING
TUESDAY, SEPTEMBER 3, 2024 – 5:30 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Alderman Ted Notz called the meeting to order at 5:30 P.M. Alderman Richard
Walther was in attendance. Chairman Ara Goshgarian was not in attendance.
Staff attending the meeting included City Manager, Jason Wicha; Director of
Public Works, Mike Thomas; Director of Finance, Elizabeth Holleb; 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 AUGUST 5, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Walther moved to approve August 5, 2024, Public Works Committee
meeting minutes. Alderman Nots seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND TO CITY COUNCIL A WATER SERVICE FEE WAIVER
ADJUSTMENT – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed Administrative Directive 3-7D, exceptions
to Administrative Directive 3-7D, the City’s future water meter replacement
project, and new meter technology that helps residents to identify private leaks.
Alderman Walther moved to recommend to 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. Alderman Notz seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR A
THREE-YEAR FIRE ALARM TESTING & INSPECTION SERVICES AGREEMENT – JIM
LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
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Alderman Walther moved to recommend to City Council award of bid for the
three-year Fire Alarm Testing & Inspection Program to TEC Electric in the amount
of $50,269. Alderman Notz seconded the motion, which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
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The Committee and City staff discussed the Boardwalk Project and the Deerpath
Streetscape Project.
IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING
Director Thomas explained that the next meeting date would be confirmed via
email.
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VI. ADJOURNMENT
Alderman Walther moved to adjourn the meeting of the Public Works
Committee at 6:06 P.M. Alderman 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 AUTHORIZATION OF
THE CITY MANAGER TO EXECUTE AN
ADVANCE MATERIALS CONTRACT FOR
THE DEERPATH STREETSCAPE PROJECT
DEERPATH STREETSCAPE –ADVANCED MATERIALS CONTRACT
•Anticipated project construction schedule is mid-January – March (watermain) and April – early October (streetscape)
•Project IDOT bid opening to occur January 17; IDOT contract anticipated to be awarded early March
•Approved contractor would then proceed in material ordering
•Three important project materials have been identified that have significant lead times that will impact/delay project schedule
•The advanced materials contract will pass on to the approved IDOT contractor to be purchased via the project
•If the Streetscape Project does not proceed the City would be required to purchase the bollards and ADA curbs
•Contract will include language that will allow the City to cancel the purchase of the cobbles if manufacturer is notified by February 1st at
no cost to the City
•Final contract will be reviewed by both City Attorney’s Office and Finance Department prior to City Manager execution
•Project construction is currently budgeted for FY26
•If necessary, a FY25 supplemental appropriation will be submitted for City Council approval at the close of the current fiscal year
•If the Streetscape Project does not proceed, City’s direct purchase will require waiver of the bid process
Action requested: PW Committee recommends City Council authorize the City Manager to execute an advance material
contract for the Deerpath Streetscape Project
Material Type Current Lead Time Cost
Bollards 16 – 20 weeks $15,450
ADA Curbs 16 – 20 weeks $70,420
Cobbles 10 – 14 weeks $251,680
TOTAL $336,950
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AUTHORIZATION OF
THE CITY MANAGER TO EXECUTE ALL
REQUIRED DEERPATH STREETSCAPE RIGHT
OF WAY AND PERMANENT EASEMENT
ACQUISITION MATERIALS
DEERPATH STREETSCAPE – PERMANENT EASEMENTS
•IDOT design process requires that all necessary/needed permanent easements are acquired and certified prior to project bid posting
•Total of 10 parcels that require permanent easement acquisition in existing sidewalk areas
•Needed easement areas extend from building faces into existing sidewalk areas; width ranges from 0.5’ – 7’
•If permanent easements are not acquired, IDOT would not allow sidewalk replacement / construction activities in these areas
•IDOT process requires a formal appraisal and negotiation process led by a IDOT certified firm
•City’s project design consultant worked with IDOT to seek easement donations from willing property owners
Parcel Donation / Negotiation
0003 Negotiation
0004 Negotiation
0005 Negotiation
0006 Negotiation
0007 Donation
0008 Donation
0009 Donation
0010 Donation
0011 Donation
0012 Donation
DEERPATH STREETSCAPE – PERMANENT EASEMENTS
•Remaining parcels that have not yet been donated or secured have a total appraisal value of $54,700
•City has directed appraisal and negotiation firm to first attempt to secure donation
•City staff is working with City attorney’s office on permanent easement agreement language for all easement areas
•If approved, the City Manager would be authorized to:
•Approve the purchase of remaining permanent easement areas in an amount not exceed $54,700
•Execute final agreements and all required IDOT forms
•Approval will assist City staff in meeting the IDOT required right of way certification date of November 25, 2024
•Project construction is currently budgeted for FY26
•If necessary, a FY25 supplemental appropriation will be submitted for City Council approval at the close of the current
fiscal year
Action requested: PW Committee recommends City Council authorize the City Manager to execute all
required permanent easement acquisition documents for the Deerpath Streetscape Project to include the
potential purchase of needed easements in an amount not to exceed $54,700
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 85%June –October
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 75%August –November CC approved on 6/17/24. Working to get contractor back
in town.
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 15%TBD CC approved on 7/15/24. Actual road construction was
not awarded grant funding but placed on contingency list.
Deerpath Intersection Traffic Light/Crossing Improvements Road / Sidewalk 0%June 2025
Latest bid process resulted in one bid submittal
significantly above the project budget. Staff to reapproach
bid process in late 2024 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 40%Fall 2024 Phase I design approval received; Phase II design began
early 2024.
Gas Light Conversion Program Parkway 100%Spring – Fall 2024 conversions underway. 31 total lights converted. A
grand total of 211 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 September 3, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Deerpath Streetscape –Design PH 2 Streetscape 95%Summer / Fall 2024 Phase II design progressing. Construction anticipated to
begin April 2025.
CBD Infrastructure Improvements Evaluation Streetscape 90%November 2024
Second staff coordination meeting with engineering firm
occurred on April 9 & May 23; staff has received draft final
report; Engineering to review report and provide final
comments in November
CBD Infrastructure Improvements – Design Streetscape 0%September – December Subject to project scope being defined in Fall 2024.
McLennon-Reed Bridge Repairs –Design Bridge 99%Winter 2024 Construction schedule has been changed in order to be
timed concurrently with Lake Woodbine
McLennon-Reed Bridge Repairs – Construction Bridge 0%Winter 2026/ Spring 2027 Construction schedule has been changed in order
to be timed concurrently with Lake Woodbine
Lake-Woodbine Bridge Reconstruction –Design PH 2 Bridge 100%Summer 2024
Construction schedule has been changed in
order to pursue additional funding opportunities and/or
redesign to a different bridge-type
Lake-Woodbine Bridge Reconstruction – Construction Bridge 0%Winter 2026/ Spring 2027
Construction schedule has been
changed in order to pursue additional funding
opportunities and/or redesign to a different bridge-type
2024 Bridge Inspections Bridge 100%August Inspections complete; final report receivedAugust.
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 85%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 September 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%TBD
Staff presented project to HPC; project returned to HPC and
was approved. Construction bid documents being developed.
Working with both project architects to develop one
construction bid package.
Public Safety Water Cooled Chiller Replacement Facility 100%April - May Complete.
North Beach Building & Pavilion Roof Replacement Facility 5%November
CC bid approved on 6/17/24. Construction to occur after
Boardwalk Project ribbon cutting event and sand replacement
project.
Grove Campus Roof Replacements Facility 100%April – May Complete.
Rec Center HVAC Replacements (RTUs)Facility 100%Fall 2024 Complete.
Forest Park Bluff Slope Stabilization Forest Park / Beach 100%September 5, 2023 –
March 2024
Construction began 9/5/23. Substantially complete with remaining
restoration following boardwalk construction.
Forest Park Boardwalk Forest Park / Beach 95%Mid July –Mid October
2024
Construction substantially complete with minor punch list
remaining. Public Ribbon Cutting scheduled for October 13.
Sailboat Compound Expansion Forest Park / Beach 10%October 2024 Construction to occur after boardwalk landscape installation is
complete (week of 10/7)
Beach Restoration (Sand Replenishment)Forest Park / Beach 0%October 2024 CC approval on 9/3/24, project will begin on 10/14/24 and is
anticipated to be completed by 10/25/24.
Highlighted projects represents the project was updated since the September 3, 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 100%May – September Design complete.
West Park: Tennis Court Construction Parks 0%December –May 2025
Seeking Park & Rec. Bd. Approval on 10/15/24 and PW
Committee review/approval on 10/21/24 and CC approval on
11/18/24. Construction anticipated in spring of 2025.
Northcroft Park: Handball Courts Installation Parks 0%Spring 2025 Design at 50% and progressing.
Cemetery Ravine Restoration – Design Ravine 50%May – Winter 2025 Design progressing.
Walden Ravine Bed Restoration – Design Ravine 50%May – Winter 2025 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 100%Fall 2024 Bid opening on 10/10.
Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 0%January 2025 –Summer
2025
The City was notified by 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 50%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 September 3, 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 100%2024 Project bid opening for meter equip. was June 6 for five-year
procurement pricing. Meter installation RFP was October 1st.
Water Meter Replacement Purchase & Installation Water 0%TBD Seeking PWC approval on 10/21 and CC approval on 11/4 for
meter equipment, installation and project management.
Pump VFD Upgrade (2 Year)Water 100%May Complete.
Water Plant Intake Cleaning Water 100%May - June 2024 Complete.
Watermain Replacements (Field/Spring) & Valve Repairs Water 80%Summer – Fall 2024
PWC reviewed on 5/6/24 and CC bid approval on 5/20/24. Field
Court construction is complete. Spring Lane substantially
complete and will be done by end of October.
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 95%Summer – Fall 2024 PWC review on 7/1/24 and CC bid approval on 7/15/24. Work is
substantially complete with punchlist items remaining.
Highlighted projects represents the project was updated since the September 3, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
OCTOBER 21, 2024
ADJOURNMENT