PUBLIC WORKS COMMITTEE 2024/11/18 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, NOVEMBER 18, 2024 – 5:00 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 OCOTBER 21, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE DEERPATH WATER MAIN REPLACEMENT PROJECT – BYRON KUTZ
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A
DESIGN SERVICES AGREEMENT FOR THE RINGWOOD BRIDGE REPLACEMENT
PROJECT – BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF MFT
FUNDING RESOLUTIONS FOR THE RINGWOOD BRIDGE REPLACEMENT
PROJECT – BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A
FUNDING RESOLUTION FOR THE WHISPERING OAKS SAFE ROUTES TO
SCHOOL PROJECT – BYRON KUTZ
III. FY ’25 CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – DECEMBER 2, 2024
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE OCTOBER 21, 2024,
PUBLIC WORKS COMMITTEE MEETING
MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, OCTOBER 21, 2024 – 5:00 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CHAMERS
MINUTES
I. ROLL CALL/CALL TO ORDER
Alderman Ted Notz called the meeting to order at 5:10 P.M. Alderman Richard
Walther was in attendance. Chairman Ara Goshgarian joined the meeting at
5:15 P.M.
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.
Brian Hackman, Director of Practice-Water at Strand Associates, was also in
attendance.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE OCTOBER 7, 2024, PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Walther moved to approve October 7, 2024, Public Works Committee
meeting minutes. Alderman Notz seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
WATER METER REPLACEMENT PROJECT – DAN MARTIN
Superintendent Martin and Mr. Hackman, Director of Practice-Water at Strand
Associates, reviewed the below summary presentation slides on the topic.
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The Committee and staff discussed the customer service alert system, City staff
training on the new system, the project budget and funding sources, and the
installation schedule.
Alderman Notz moved to recommend to City Council the following:
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.
Alderman Walther seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR
AHWAHNEE STORM SEWER IMPROVEMENT PROJECT – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed the project budget and funding sources,
project impacts to the golf course, and project curb and sidewalk replacement.
Alderman Walther moved to recommend to 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. Alderman Notz seconded the motion, which carried
unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AN IDOT LOCAL AGENCY
AGREEMENT FOR THE DEERPATH STREETSCAPE PROJECT – BYRON KUTZ
Superintendent Kutz reviewed the below summary presentation slide on the
topic.
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The Committee and City staff discussed the IDOT design process and IDOT’s bid
schedule.
Alderman Notz 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 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. Alderman Walther
seconded the motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A DESIGN SERVICE
CHANGE ORDER FOR THE DEERPATH STREETSCAPE PROJECT – JIM LOCKEFEER
Assistant Director Lockefeer reviewed the below summary presentation slide on
the topic.
Alderman Walther moved to recommend to 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. Alderman
Notz seconded the motion, which carried unanimously.
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
WEST PARK TENNIS COURT PROJECT – CHUCK MYERS
Superintendent Myers reviewed the below summary presentation slides on the
topic.
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The Committee and City staff discussed the estimated useful life of the asphalt
versus concrete design, construction engineering services for the project, the size
of the court, and the protection of the memorial area near the project site.
Alderman Walther moved to recommend to City Council 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. Alderman Notz seconded the motion, which carried
unanimously.
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III. FY ’25 CIP PROJECT SCHEDULE
There were no Committee discussions on this topic.
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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
6:09 P.M. Alderman Walther 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 DEERPATH WATER MAIN
REPLACEMENT PROJECT
DEERPATH WATER MAIN REPLACEMENT PROJECT
•Under-sized 8” Main (1929) upgrading to 12”
•Prudent to replace prior to streetscape investment
•Project includes resurfacing from Green Bay to Oakwood
•FY2025 Budget: $1,350,000
•Received five bids
•Construction will need to begin prior to knowing streetscape costs (March 7, 2025)
•Open-cut installation with trench-patch to follow
•Mid-January to Late March/ Early April
•Action requested: PW Committee Recommends City Council award 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
Contractor Firm Bid Amount
Campanella & Sons, Inc.$1,154,178.77
DiMeo $1,232,240
C.Szabo Contracting Inc.$1,250,480.50
Bolder Contractors $1,300,149.30
Joel Kennedy Constructing Corp $1,307,116
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF A DESIGN
SERVICES AGREEMENT FOR THE
RINGWOOD BRIDGE REPLACEMENT
PROJECT
APPROVAL OF PHASE I DESIGN SERVICES AGREEMENT FOR THE
RINGWOOD BRIDGE REPLACEMENT
•2022 sufficiency rating of the bridge= 18 (greater than 50 considered satisfactory per
Federal guidelines)
•City has 6-9 months prior to bridge alternates being determined
•Staff initiated RFP process; 17 plan-holders, five proposals received
•FY2025 Budget Total $225,000 (Capital $75,000; MFT $150,000)
•FY2026 Budget Total $25,000 (Capital)
•Phase I design duration~24 months (Phase I approval soonest is Late Fall 2026)
•Submit ISBP grant October 2025/2026 (ISBP rejection October 2022)
•Phase II design (2027/2028) pending grant construction award
•Construction (2029/2030) pending grant construction award
Consultant Firm Proposal Amount
Ciorba $237,470
Exp $255,854
Lochner $265,341
Horner & Shiffrin $277,886
Kimley Horn $406,648
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF MFT
FUNDING RESOLUTIONS FOR THE
RINGWOOD BRIDGE REPLACEMENT
PROJECT
APPROVAL OF PHASE I DESIGN SERVICES
AGREEMENT FOR THE RINGWOOD
BRIDGE REPLACEMENT
•Action requested:
•PW Committee Recommends 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
•PW Committee Recommends 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
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL APPROVAL OF A
FUNDING RESOLUTION FOR THE
WHISPERING OAKS SAFE ROUTES TO
SCHOOL PROJECT
SAFE ROUTES TO
SCHOOL JOINT
FUNDING
AGREEMENT FOR
FEDERALLY
FUNDED
CONSTRUCTION
WITH IDOT
SAFE ROUTES TO SCHOOL JOINT FUNDING AGREEMENT FOR
FEDERALLY FUNDED CONSTRUCTION WITH IDOT
•Whispering Oaks Subdivision (south of Cherokee School)- sidewalks exist but no ADA ramps or crosswalks
•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 ~ $100,000 (excluding construction engineering)
•Tentative construction start ~ June/July 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 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
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 85%August – November 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 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 October 21, 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 October 21, 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 October 21, 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, PW Committee approval
on 10/21/24 and seeking CC approval 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 October 21, 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 October 21, 2024, PW Committee meeting
PUBLIC COMMENT
NEXT MEETING:
DECEMBER 2, 2024
ADJOURNMENT