Loading...
PUBLIC WORKS COMMITTEE 2024/12/02 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, DECEMBER 2, 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 NOVEMBER 18, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FY26 CAPITAL EQUIPMENT PROGRAM – JIM LOCKEFEER III. FY ’25 CIP PROJECT SUMMARY CHART IV. PUBLIC COMMENT V. NEXT MEETING – JANUARY 21, 2025 VI. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE NOVEMBER 18, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, NOVEMBER 18, 2024 – 5:00 P.M. CITY HALL – UPSTAIRS CITY COUNCIL CHAMERS MINUTES I. ROLL CALL/CALL TO ORDER Chairman Ara Goshgarian called the meeting to order at 5:00 P.M. Aldermen Ted Notz and Richard Walther were in attendance. Staff attending the meeting included Mike Thomas, Director of Public Works; Byron Kutz, Superintendent of Engineering; Dan Martin, Superintendent of Public Works and Chuck Myers, Superintendent of Parks & Forestry. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE OCTOBER 21, 2024, PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve October 21, 2024, Public Works Committee meeting minutes. Alderman Walther seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE DEERPATH WATER MAIN REPLACEMENT PROJECT – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed road resurfacing after the project is completed and the project work to occur in the intersection of Western Avenue. Alderman Walther moved to recommend to City Council award of the low bid for the Deerpath Watermain Replacement Project to Campanella & Sons, Inc., and authorize the City Manager to execute an agreement in the amount of $1,154,179 and a 10% contingency in the amount of $115,418 for a total project cost of $1,269,597. Alderman Notz seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A DESIGN SERVICES AGREEMENT FOR THE RINGWOOD BRIDGE REPLACEMENT PROJECT – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slide on the topic. 3 The Committee and City staff discussed estimated cost of the future phase II design, the historical review of the bridge, future bridge projects, snow operation salt impacts to bridges, project funding, Motor Fuel Tax (MFT) funding, and bridge design options. Alderman Notz moved to recommend to City Council approval of an Illinois Department of Transportation Resolution appropriating $150,000 in Motor Fuel Tax (MFT) funds to be used for phase I design engineering services of the Ringwood Bridge Project. Alderman Walther seconded the motion, which carried unanimously. Alderman Walther moved to recommend to City Council approval of phase I design engineering services for the Ringwood Bridge Project to Ciorba Group and authorize the City Manager to execute an agreement in the amount of $237,470 to Include a 5% contingency in the amount of $11,874 for a total cost of $249,344. Alderman Notz seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF MFT FUNDING RESOLUTIONS FOR THE RINGWOOD BRIDGE REPLACEMENT PROJECT – BYRON KUTZ This item was reviewed and approved as part of the above agenda item. There were no further Committee discussions on this item. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A FUNDING RESOLUTION FOR THE WHISPERING OAKS SAFE ROUTES TO SCHOOL PROJECT – BYRON KUTZ Superintendent Kutz reviewed the below summary presentation slides on the topic. 4 The Committee and City staff discussed the IDOT bid process and the IDOT design process. 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 Forest / Cherokee School Sidewalk Connection Project, Section Number 23- 00099-00-SW, for a local match of at least $100,000 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. III. FY ’25 CIP PROJECT SCHEDULE There were no Committee discussions on this topic. 5 6 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 5:46 P.M. Alderman Walther seconded the motion, which carried unanimously. Respectfully submitted, 7 Jim Lockefeer Jr. Assistant Director of Public Works NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FY26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM Background •Annual Capital Equipment Program Replacement List is developed/led by PW with other City Department support •Finance Committee reviews program as part of annual November budget meeting packet materials •PW Committee reviews proposed list and recommends approval to City Council •Individual purchases to proceed (City Council approval for $25,000) FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM FY 26 CAPITAL EQUIPMENT PROGRAM Action requested: PW Committee recommends City Council approve the FY 26 Capital Equipment Program 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 100%June – October Complete. Crack Sealing Program Road 100%Fall 2024 Complete. Concrete Streets Repair Road 100%July – August Complete. Annual Longline Striping Program Road 95%August – November CC approved on 6/17/24. Only a few areas remain. 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 95%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 25%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 Complete. Whispering Oaks Sidewalk Connections (SRTS) Design PH 2 Sidewalks 95%Fall 2024 Phase I design approval received; Phase II design began early 2024. Submitted 90% plan to IDOT for review. 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 November 18, 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/May 2025. CBD Infrastructure Improvements Evaluation Streetscape 95%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 options discussed with the Finance Committee on November 12. Lake-Woodbine Bridge Reconstruction –Construction Bridge 0%Winter 2026/ Spring 2027 Construction options discussed with the Finance Committee on November 12. 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 November 18, 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 begin in early to mid-November and is expected to be completed in two weeks. 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 Complete. Forest Park Boardwalk Forest Park / Beach 100%Mid July – Mid October 2024 Complete. Sailboat Compound Expansion Forest Park / Beach 100%October 2024 Complete. Beach Restoration (Sand Replenishment)Forest Park / Beach 100%October 2024 Complete. Highlighted projects represents the project was updated since the November 18, 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 CC approved on 11/18/24. Construction anticipated in spring of 2025. Northcroft Park: Handball Courts Installation Parks 0%Spring 2025 Design at 90% and progressing. Cemetery Ravine Restoration – Design Ravine 80%May – Winter 2025 Design progressing. Walden Ravine Bed Restoration – Design Ravine 80%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 December 2024. Ahwahnee Road Storm Sewer Upgrade Design Storm Sewer 100%Fall 2024 Bid opening on 10/10. DiMeo Bros is the lowest bidder Ahwahnee Road Storm Sewer Upgrade Construction Storm Sewer 5%January 2025 – Summer 2025 CC bid approval on 11/04/2024. Contractor will start the storm sewer work along the Golf Course around Mid January 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 November 18, 2024, PW Committee meeting CIP PROJECT SUMMARY CHART – WATER FUND Project Asset Category % Complete Project Timeline Notes Membrane Module Replacement Water 70%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 5%FY25-FY29 PWC approved on 10/21 and CC approved 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 90%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 November. 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 December 2024. Manhole Lining and I&I Repairs Sanitary 100%Summer – Fall 2024 Completed. Highlighted projects represents the project was updated since the November 18, 2024, PW Committee meeting PUBLIC COMMENT NEXT MEETING: JANUARY 21, 2025 ADJOURNMENT