PUBLIC WORKS COMMITTEE 2025/03/17 Packet
PUBLIC WORKS COMMITTEE MEETING
MONDAY, MARCH 17, 2025 – 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 MARCH 3, 2025, PUBLIC WORKS COMMITTEE MEETING
MINUTES
2. REVIEW OF CURRENT FY25 CIP PROJECT BALANCES – MICHAEL THOMAS
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE MCCLORY BIKE PATH RESURFACING (WESTLEIGH TO OLD ELM) –
BYRON KUTZ
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE AHWAHNEE LN WATERMAIN REPLACEMENT (S. OF DEERPATH) –
BYRON KUTZ
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE ANNUAL CONCRETE STREET, CURB, AND SIDEWALK PROGRAMS –
BYRON KUTZ
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF A
PHASE III ENGINEERING SERVICES AGREEMENT FOR THE WHISPERING OAKS
SIDEWALK CONNECTIONS (SRTS GRANT) – BYRON KUTZ
7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE GORTON COMMUNITY CENTER PATIO & DROP-IN CENTER
REPLACEMENT PROJECT – JIM LOCKEFEER
8. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID
FOR THE ELAWA BARN DOOR IMPROVEMENT PROJECT – JIM LOCKEFEER
9. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL UPDATES TO THE
FY26 WATER FUND CAPITAL EQUIPMENT – JIM LOCKEFEER
III. CIP PROJECT SUMMARY CHART
IV. PUBLIC COMMENT
V. NEXT MEETING – APRIL 7, 2025
VI. ADJOURNMENT
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE MARCH 3, 2025,
PUBLIC WORKS COMMITTEE MEETING
MINUTES
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PUBLIC WORKS COMMITTEE MEETING
MONDAY, MARCH 3, 2025 – 5:40 P.M.
CITY HALL – UPSTAIRS CITY COUNCIL CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Alderman Notz called the meeting to order at 5:30 P.M. Alderman Richard
Walther was in attendance. Chairman Goshgarian arrived to the meeting at
approximately 5:45 P.m.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Bernard Pondexter, Lead Project Manager and Jim Lockefeer, Assistant Director
of Public Works.
II. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE FEBRUARY 3, 2025, PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Walther moved to approve the February 3, 2025, Public Works
Committee meeting minutes. Alderman Notz seconded the motion, which
carried unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN IDOT
RESOLUTION APPROPRIATING RBI FUNDS FOR PHASE I DESIGN OF THE RINGWOOD
BRIDGE REPLACEMENT PROJECT – MICHAEL THOMAS
Director Thomas reviewed the below presentation slides on the topic.
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The Committee and City staff discussed the Phase I design scope for the project
and timing related to Phase I design efforts.
Alderman Walther moved to recommend to City Council approval of an Illinois
Department of Transportation Resolution Appropriating $42,811 in Rebuild Illinois
Funds (RBI) funds to be used for Phase I Design Engineering Services of the
Ringwood Bridge Project. Alderman Notz seconded the motion, which carried
unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF BID FOR THE
FY26 RESURFACING AND PATCHING PROGRAM – MICHAEL THOMAS
Director Thomas reviewed the below presentation slides on the topic.
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The Committee and City staff discussed the joint bid process with Lake Bluff and
City street resurfacing as it relates to areas near or adjacent to IDOT and railroad
right-of-way.
Alderman Notz moved to recommend to City Council award of the low bid for
the 2025 Patching & Resurfacing Project to Peter Baker & Son Co. and authorize
the City Manager to execute an agreement in the amount not to exceed
$1,551,740. Alderman Walther seconded the motion, which carried unanimously.
III. FY ’25 CIP PROJECT SCHEDULE
The Committee and City staff discussed the Deerpath Intersection: Traffic
Light/Crossing Improvement Project and the Deerpath Streetscape Project.
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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
5:57 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 OF CURRENT FY25 CIP PROJECT
BALANCES
REVIEW OF CURRENT FY25 CIP PROJECT BALANCES –CAPITAL FUND
REVIEW OF CURRENT FY25 CIP PROJECT BALANCES –CAPITAL FUND
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE MCCLORY BIKE PATH RESURFACING
(WESTLEIGH TO OLD ELM)
MCCLORY BIKE PATH RESURFACING PROJECT
(WESTLEIGH TO OLD ELM)
•Deteriorated bike-path surface is rough and hazardous for bicyclists and pedestrians
•Paved last year from Illinois to Westleigh
•Proposed scope this year is Westleigh to Old Elm
•Project originally budgeted for FY27
•Applied for IDNR grant and received award letter dated 10/24/24
•FY2025 Budget total $450,000 (50/50 Grant not to exceed $200,000; Local: $250,000)
•Received 4 bids for bid- March 13, 2025 (see chart)
•Anticipated construction from July 7 to August 1
•Will request City Council approval once executed IDNR agreement is received
•Staff recommends local savings be utilized to pave Meadowood/Summerfield bike path (would need to bid separately)
•Action requested: PW Committee Recommends City Council Award of the Low Bid for the McClory Bike Path Resurfacing project to Maneval
Construction, and Authorize the City Manager to Execute an Agreement in the Amount of $236,664 as well as Approving a 10% Contingency in the
Amount of $23,666 for a Total Cost of $260,330
Contractor Firm Bid Amount
Maneval Construction $236,664
Everlast Blacktop Inc $281,739
Peter Baker & Son Co $292,422
Schroeder Asphalt Services, Inc.$294,448
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE AHWAHNEE LN WATERMAIN
REPLACEMENT (S. OF DEERPATH)
AHWAHNEE LANE WATERMAIN
REPLACEMENT PROJECT
•Replacement of 300 feet of undersized 4" watermain on Ahwahnee Lane south of Deerpath
•Resurfacing will be timed with adjacent Ahwahnee Storm Sewer
•Project includes replacement of 12 other valves throughout the City
•FY2026 Budget $665,000 (Ahwahnee: $500,000; Valve Repairs: $165,000)
•Received three bids
*Note: D’Land has not previously performed watermain installation
•Tentative start date after May 5 with final completion by June 30
•Action requested: PW Committee Recommends City Council award the Low Bid for the Ahwahnee Lane Watermain
Replacement project to DiMeo Brothers., Inc., and Authorize the City Manager to Execute an Agreement in the Amount of
$579,800 and a 10% Contingency in the Amount of $57,980 for a Total Project Cost of $637,780
Contractor Firm Total Bid Amount
D'Land Construction, LLC*$574,888
DiMeo Brothers., Inc.$579,800
Campanella & Sons, Inc.$807,617
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE ANNUAL CONCRETE STREET, CURB,
AND SIDEWALK PROJECT
2025 CONCRETE STREETS, CURB, AND SIDEWALK
REPLACEMENT PROJECT
•Annual project to address sidewalk trip-hazards, deteriorating concrete streets, and
curb
•FY26 Budget:
•Curb and Sidewalk: $135,000
•Concrete Streets: $80,000
•Utilizing the low-bid contractor from the 2023 Municipal Partnering Initiative
•Second renewal with one-year renewal remaining
•Requesting agreement renewal with an increased unit price of 3%
•Action requested: PW Committee recommends Approval of a Second
Year Renewal with Schroeder & Schroeder, Inc., for the 2025 Concrete
Streets, Curb, and Sidewalk Replacement Project, and Authorize the
City Manager to Execute an Agreement in the Amount Not to Exceed
$215,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF A PHASE III
ENGINEERING SERVICES AGREEMENT
FOR THE WHISPERING OAKS SIDEWALK
CONNECTIONS (SRTS GRANT)
SAFE ROUTES TO SCHOOL
PHASE III CONSTRUCTION ENGINEERING SERVICES
•Whispering Oaks Subdivision (south of Cherokee School)- currently no
ADA ramps or crosswalks
•City received a Safe Routes to School grant on April 28, 2022 for $140,000
•All phases shall be obligated within four years of award
•Project will include addition of ADA ramps and associated crosswalks at 6
intersections
•Staff traditionally inspects most construction projects
•This federally funded project requires time-consuming, and specialty
documentation requirements
•Phase III scope includes contractor coordination, resident coordination,
inspection, documentation, and project closeout
SAFE ROUTES TO SCHOOL
PHASE III CONSTRUCTION ENGINEERING SERVICES
•Staff initiated RFP process; one proposal received
•Clark Dietz has extensive IDOT documentation and inspection experience
•FY2026 Budget: $50,000
•Construction budget $240,000 (Grant $140,000; City $100,000)
•Recent IDOT State Bid $246,136 (staff recommends overage to be funded from Phase III savings)
•If necessary, a FY25 supplemental appropriation will be submitted for City Council approval
•Realized savings on other PW Capital Fund CIP projects will offset this project overage
•Targeting construction in June and July
•Action requested: PW Committee Recommends City Council Award Phase III Construction Engineering Services for the Safe Routes to School Project to Clark
Dietz, Inc., and Authorize the City Manager to Execute an Agreement in an Amount Not to Exceed $43,100
Consultant Firm Proposal Amount
Clark Dietz $43,100
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE GORTON COMMUNITY CENTER
PATIO & DROP-IN CENTER REPLACEMENT
PROJECT
GORTON COMMUNITY CENTER PATIO & DROP-IN CENTER PROJECT
•Projects will be address deteriorating and failing infrastructure as a result of stormwater issues
•Existing patio is pitched towards the building in areas which has resulted in regular maintenance needs to the exterior doors and masonry
•During preliminary project conversations Gorton staff expressed interest in slightly expanding the patio to support improved use; patio will be
increased from 420 sq ft to 725 sq ft
•Design details and materials remain the same as the existing patio
•Certificate of Appropriateness was granted by the Historic Preservation Commission on February 28, 2024
GORTON COMMUNITY CENTER PATIO & DROP-IN CENTER PROJECT
Existing Patio – 420 Sq Ft New Patio – 725 Sq Ft
GORTON COMMUNITY CENTER PATIO & DROP-IN CENTER PROJECT
•Gorton Drop -In Center is used for their Children’s Learning Center
•Vestibule is deteriorating at its base as result of its direct contact with the existing concrete base (no footings)
•Replacing the lower portion of the frame structure, installing a proper foundation footings to support the vestibule, and minimizing water contact
with the structure
GORTON COMMUNITY CENTER PATIO & DROP-IN CENTER PROJECT
•FY25 budget - $350,000 total
•Patio - $200,000 ($130,000 City, $70,000 Gorton)
•Drop -In Center - $150,000 (City)
•Received two project bids
•Efraim Carlson has provided favorable construction services for the City (PD Break Room Renovation Project and the Golf Course Club House
Water Damage Restoration Project)
•If necessary, a FY25 supplemental appropriation will be submitted for City Council approval
•Realized savings on other PW Capital Fund CIP projects will cover this project overage
•PW Committee recommends award of bid for the Gorton Patio & Drop-In Center Replacement Project to Efraim Carlson
Construction in the amount of $385,000 to include a 10% contingency in the amount of $38,000 for a total cost of $423,000
Contractor Patio Bid $ Drop -In Center Bid $Total Bid $
Efraim Carlson Construction $220,000 $165,000 $385,000
Superb Steel & Construction $367,900 $243,600 $611,500
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL AWARD OF BID FOR
THE ELAWA BARN DOOR IMPROVEMENT
PROJECT
ELAWA BARN DOORS IMPROVEMENT PROJECT
•Current doors (east & west) are not ADA compliant, door hardware is failing, and
portions of door frames are deteriorating
•FY25 Funding - $43,000
•$35,000 available form Elawa Capital Maintenance Budget
•$8,000 from the Special Recreation Fund (ADA Building Compliance)
•Received two project bids
•Efraim Carlson has provided favorable construction services for the City (PD Break
Room Renovation Project and the Golf Course Club House Water Damage Restoration
Project)
•PW Committee Recommends award of bid for the Elawa Barn Doors
Improvement Project to Efraim Carlson Construction in the amount of
$38,000 to include a 10% contingency in the amount of $4,000 for a total cost
of $42,000
Contractor Total Bid $
Efraim Carlson Construction $38,000
Superb Steel & Construction $60,000
NEW BUSINESS / ACTION ITEM:
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL UPDATES TO THE FY26
WATER FUND CAPITAL EQUIPMENT
FY 26 CAPITAL EQUIPMENT PROGRAM – WATER FUND UPDATES
Program approved by Public Works Committee on December 2, 2024
FY 26 CAPITAL EQUIPMENT PROGRAM – WATER FUND UPDATES
•Water and Sewer Section has repaired 38 water main breaks from December – March
•Significantly higher number of breaks in comparison to recent years
•Recent efforts revealed some challenges with current equipment used for water main break repairs
•Staff recommends updating the FY26 Water Fund Capital Equipment Program to resolve some existing equipment
deficiencies
•Action requested: PW Committee recommends City Council approve the FY26 Capital Equipment Program
PUBLIC COMMENT
NEXT MEETING:
APRIL 7, 2025
ADJOURNMENT