PUBLIC WORKS COMMITTEE 2024/10/21 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, OCTOBER 21, 2024 – 5:00 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CHAMBERS
AGENDA
I. ROLL CALL/CALL TO ORDER
ARA GOSHGARIAN, CHAIRMAN
TED NOTZ
RICHARD WALTHER
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE OCOTBER 7, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE WATER METER REPLACEMENT PROJECT – DAN MARTIN
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR AHWAHNEE STORM SEWER IMPROVEMENT PROJECT – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AN IDOT LOCAL
AGENCY AGREEMENT FOR THE DEERPATH STREETSCAPE PROJECT – BYRON
KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN SERVICE
CHANGE ORDER FOR THE DEERPATH STREETSCAPE PROJECT – JIM
LOCKEFEER
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE WEST PARK TENNIS COURT PROJECT – CHUCK MYERS
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – NOVEMBER 18, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE OCTOBER 7, 2024,
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
MONDAY, OCTOBER 7, 2024 – 5:30 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Ara Goshgarian called the meeting to order at 5:30 P.M. Alderman
Ted Notz was in attendance. Alderman Richard Walther was not in attendance.
Staff attending the meeting included Mike Thomas, Director of Public Works;
Elizabeth Holleb, Director of Finance; 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.
Alderman Alice LeVert was also in attendance.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE SEPTEMBER 3, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Notz moved to approve September 3, 2024, Public Works Committee
meeting minutes. Chairman Goshgarian seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND TO CITY COUNCIL AUTHORIZATION OF THE CITY
MANAGER TO EXECUTE AN ADVANCE MATERIALS CONTRACT FOR THE DEERPATH
STREETSCAPE PROJECT – BYRON KUTZ & JIM LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
2
The Committee and City staff discussed the current construction bidding
environment and recent construction bids received by the City, the Illinois
Department of Transportation (IDOT) bid letting process, the utilization of the
advanced contract materials if the Deerpath Streetscape Project was to not
move forward, and adjusting the purchase cancelation timing related to the
cobbles from February 1, 2024 to February 4, 2024 so that a City Council
discussion can occur at the February 3, 2024 meeting, if needed.
Alderman Notz moved to recommend to City Council to waive competitive bid
requirements and authorize the city manager to execute an advanced
materials contract for the Deerpath Streetscape Project with Coldspring in the
amount of $337,550. Chairman Goshgarian seconded the motion, which carried
unanimously.
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
Assistant Director Lockefeer reviewed the below summary presentation slides on
the topic.
3
The Committee and City staff discussed process and design changes if property
owners do not want to proceed in the easement acquisition process.
Alderman Notz moved to recommend to City Council authorization of 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. Chairman Goshgarian
seconded the motion, which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
There were no Committee discussions on this topic.
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5
IV. PUBLIC COMMENT
There was no Public Comment.
V. NEXT MEETING
Director Thomas explained that the next meeting date would be confirmed via
email.
VI. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
6:07 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 AWARD OF BID FOR
THE WATER METER REPLACEMENT
PROJECT
•City’s current water meter system was installed in 2004
•6,936 residential meters, 45 multi-family meters, and 136 commercial meters
•Water meters are equipped with a radio read transceiver; Water & Sewer conducts monthly reads via a vehicle to gather usage
information for water billing
•Meters are approaching the End of Useful Life (EUL)
•15-percent of meter replacements have already occurred. New AMI system incorporates replaced meters
•City Council approved Strand Associates, Inc. to complete a study outlining available meter technology options and
their approximate costs
WATER METER REPLACEMENT STUDY
FY22 ORIGINAL CIP PLAN
Project Fiscal Year Cost
Water Meter Replacement Project
2022 –Design
2025 –Implementation
2026 –Implementation
$ 75,000
$ 3,370,000
$ 2,840,000
Total $ 6,285,000
•The recommended funding amount represents a full City water meter replacement implementing Radio Frequency (RF) Advanced
Meter Infrastructure (AMI)
•RF AMI in budget has numerous benefits to both City Operations and property owners:
•Provide web-based platforms for water system customers to review hourly to daily water usage, monthly billing, and receive
electronic notifications (alarms and billing).
•Provides near real-time tracking of water production and sales and daily maintenance items to reduce unaccounted for, or
unbilled water, encouraged by the Illinois Department of Natural Resources (IDNR)
•Improve data accuracy, accountability, and integrity of the overall meter system.
•Improve staff responsiveness and system operations
FY 25-29 AMI PROJECT SUMMARY
•Average Meter Per Year Replacement ~1,240 Meters Per Year
•Staff are providing a 5-year meter installation Contract based on the November 7, 2023 Finance
Committee Meeting
5-Year Project Fiscal Year Cost
Water Meter Replacement Project
2025-2029 – Engineering
2025-2029 – AMI System Installation
2025-2029 – Contingency
$ 181,425
$ 5,693,575
$ 125,000
Total $ 6,000,000
FY 25-29 PROJECT RECOMMENDATION
PUBLIC WORKS COMMITTEE ACTION: Recommend approval of the following project items:
1.Award a bid for the Automated Meter Infrastructure (AMI) Project to United Meters, Inc.,
including Neptune solid state meters, based on accepting the Computed Unit Price for a
budgeted cost of up to $5,693,575 over FY2025 through FY2029.
2.Based upon the exception noted in Section 8.5 D1of the City’s Purchasing Directive, approve
an agreement with Strand Associates, Inc. for construction engineering services in the amount
of $181,425 over FY2025 through FY2029.
3.Approve a 2% project contingency for any unforeseen construction or construction
engineering issues with either United Meters, Inc. and/or Strand Associates, Inc. in the amount
of $125,000 over FY2025 through FY2029.
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
AHWAHNEE STORM SEWER
IMPROVEMENT PROJECT
AHWAHNEE ROAD AREA STORM SEWER IMPROVEMENTS PROJECT
•Priority project in both the 2013 and 2019 Storm Water Masterplan
•Existing sewer is undersized and floods street 6 - 9 inches during heavy storms
•Scope
•Storm-sewer replacement and upsizing
•Associated full-depth resurfacing and ADA improvements
•Goals
•Reduce recurring flooding (10yr storm) on Ahwahnee Lane/Road
•Reduce overland-flow on the Deerpath Golf Course from the detention pond to
Skokie River
•Submitted grant application on 10/7/22 for Lake County SMC-DCEO STOCIP (same
grant as Burr Oak)
•No official grant award to date
•Summer/Fall 2024 conversations with SMC - grant funding not released yet by
State
•FY2025 Budget: $4,345,600 (ARPA $ 2,393,252; Local $1,952,348)
•ARPA funding must be obligated by December 31, 2024
•$25,000 reserved if needed for design-support during construction
AHWAHNEE ROAD AREA STORM SEWER IMPROVEMENTS PROJECT
•Received 14 Responsible Bids
•DiMeo successfully constructed the Burr Oak Storm Sewer Project in 2022
•Golf Course: tentative start after1/6/25 with 4/1/25 substantial completion
•Ahwahnee Lane/Road: tentative start after 3/18/25 with 7/19/25 substantial completion
•Action requested: PW Committee Recommends City Council award the Low Bid for the Ahwahnee Road Area Storm Sewer
Improvements Project to DiMeo Brothers., Inc., and Authorize the City Manager to Execute an Agreement in the Amount of
3,294,990 and a 10% Contingency in the Amount of $329,499 for a Total Project Cost of $3,624,489
Contractor Firm Bid Amount
DiMeo $3,294,990
Bolder Contractors $3,353,302
Lake County Grading Company, LLC $3,387,536
Campanella & Sons, Inc.$3,469,298
Martam Construction, Inc.$3,507,221
Berger Excavating Contractors, Inc.$3,560,828
Swallow Construction $3,642,425
A Lamp Concrete Contractors, Inc.$3,743,665
Acqua Contractors $3,843,090
Mauro Sewer Construction, Inc.$3,945,583
Everlast Blacktop Inc $3,958,354
Joel Kennedy Constructing Corp $4,033,455
Lenny Hoffman Excavating Inc.$4,724,612
Benchmark Construction $4,731,385
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AN IDOT LOCAL
AGENCY AGREEMENT FOR THE DEERPATH
STREETSCAPE PROJECT
DEERPATH STREETSCAPE JOINT FUNDING AGREEMENT FOR
FEDERALLY FUNDED CONSTRUCTION WITH IDOT
•Notified April 2023 of an ITEP award of $2,068,748
•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 ~ $1,484,676 (excluding construction engineering)
•Tentative construction start ~ April 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 Deerpath Streetscape Project, Section Number 19-00093-00-SW, for a Local
Match of $1,484,676 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 A DESIGN SERVICE
CHANGE ORDER FOR THE DEERPATH
STREETSCAPE PROJECT
DEERPATH STREETSCAPE – DESIGN CHANGE ORDER
•Original phase II design agreement approved by City Council on January 18, 2022, in the amount of $410,033
•Two prior changes orders approved by City Council on February 4, 2024, in the amount of $75,000; both items were added project scope / not in
original design agreement
•Water main design (Green Bay to Oakwood) - $50,000
•Irrigation system design - $25,000
•Seeking approval of a $29,925 change order that is primarily needed for electrical design services (lighting & tree receptacles)
•Original agreement design scope called for limited electrical design needs; most existing underground infrastructure and controller was to stay
• As design progressed it has now been recommended that all existing electrical infrastructure be replaced and controller be upgraded
•This will best support potential/future tree receptacle and lighting needs
•Thomas Engineering is prepared to quickly work through these efforts and has also coordinated with IDOT on submittal timing
•This is an unbudgeted expense – 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 Approval of a Change Order for Additional Phase II Design
Engineering Services to Thomas Engineering Group for the Deerpath Streetscape Project in the Amount of $29,925
DEERPATH STREETSCAPE – DESIGN CHANGE ORDER
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE WEST PARK TENNIS COURT PROJECT
WEST PARK TENNIS COURT RECONSTRUCTION
•FY25 Budget: Capital Fund $540,000
•Kapur & Associates completed design and engineering of four new tennis
courts for West Park this summer. The courts will be in the same location on
the site but will be extended slightly to the north and to the east to obtain the
proper dimensions.
•Design with specifications for asphalt and alternatively with concrete was
completed to allow staff to better evaluate the pros and cons of both products
and provide costs for both through the bid process.
•Reconstruction of the courts will include removal of old asphalt surface and
fencing, examination of the base materials for suitability and replacement as
necessary, installation of new drainage system, realignment and expansion of
courts to meet USTA standards, application of a new surface, installation of
new net posts, application of acrylic color surface and lines, fence replacement
and a new practice wall.
•Released an invitation to bid the project on September 4. The bid opening was
on September 25 and five sealed bids were received, as outlined below.
Firm Proposal $ - Asphalt Proposal $ - Concrete
Obsidian Asphalt Paving $447,410 (No Bid)
Maneval Construction $450,921 (No Bid)
Chicagoland Paving $460,000 (No Bid)
Abbey Construction $524,185 $942,195
Hellas Construction (No Bid)$1,549,335
WEST PARK TENNIS COURT RECONSTRUCTION
Park Tennis
Courts
Dual
Stripped w/
Pickleball
Courts
Designated
Pickleball
Courts
Everett Park 5
Waveland Park 3 3
Northcroft Park 2
West Park 4
South Park 2 2
Deerpath Park 8
Total 16 5 8
•After careful review of the bids by City staff, we are
recommending the selection of Obsidian Asphalt Paving for
the West Park Tennis Court Reconstruction Project.
•Action requested: PW Committee recommends
City Council Approval to Award the West Park Tennis
Court Reconstruction Project to Obsidian Asphalt
Paving and Authorize the City Manager to Execute an
Agreement in the Amount of $447,410 to Include a
10% Contingency in the Amount of $44,590 for a Total
Cost of $492,000.
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 95%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 20%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 45%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 October 7, 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.
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 received August.
Ringwood Bridge Replacement Phase I Design Bridge 5%2024 – 2025 Staff is reviewing consultant proposals.Staff will present to
City Council in December for approval.
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 October 7, 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 99%Mid July – Mid October
2024 Public Ribbon Cutting held on October 13.Punchlist remaining.
Sailboat Compound Expansion Forest Park / Beach 100%October 2024 Complete
Beach Restoration (Sand Replenishment)Forest Park / Beach 40%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 October 7, 2024, PW Committee meeting
CIP PROJECT SUMMARY CHART – CAPITAL FUND
Project Asset Category % Complete Project Timeline Notes
Tennis Surface Maintenance –Everett Parks 100%Late Summer 2024 Complete.
Tennis Surface Maintenance – Northcroft Parks 100%August 2024 Complete.
West Park: Tennis Court Design Parks 100%May – September Complete.
West Park: Tennis Court Construction Parks 0%December – May 2025
Park & Rec. Bd. Approval on 10/15/24 and seeking 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
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 October 7, 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 October 7, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
NOVEMBER 18, 2024
ADJOURNMENT