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PUBLIC WORKS COMMITTEE 2025/06/02 Packet PUBLIC WORKS COMMITTEE MEETING MONDAY, JUNE 2, 2025 – 3:45 P.M. WATER PLANT AGENDA I. ROLL CALL/CALL TO ORDER TED NOTZ, CHAIRMAN RICHARD WALTHER NANCY NOVIT II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE MAY 19, 2025, PUBLIC WORKS COMMITTEE MEETING MINUTES 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A BID FOR THE RECREATION CENTER HVAC ROOFTOP UNIT REPLACEMENT PROJECT – JIM LOCKEFEER 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A BID EXTENSION FOR THE ANNUAL HVAC MAINTENANCE AGREEMENT – JIM LOCKEFEER 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN AGREEMENT FOR RECYCLING PROCESSING SERVICES – DAN MARTIN III. CIP PROJECT SUMMARY CHART IV. PUBLIC COMMENT V. NEXT MEETING – TBD VI. ADJOURNMENT NEW BUSINESS / ACTION ITEM: APPROVAL OF THE MAY 19, 2025, PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING MONDAY, MAY 19, 2025 – 5:30 P.M. CITY HALL – UPSTAIRS CITY COUNCIL CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Ted Notz called the meeting to order at 5:30 P.M. Alderman Richard Walther was in attendance. Alderman Nancy Novit was not 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 Matt Brugioni, Streets Supervisor. II. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE MAY 5, 2025, PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Walther moved to approve the May 5, 2025, Public Works Committee meeting minutes. Chairman Notz seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A BID FOR WATER PLANT AIR HANDLER COIL REPLACEMENT PROJECT – DAN MARTIN Superintendent Martin reviewed the below presentation slide on the topic. Alderman Walther moved to recommend to City Council Award of bid to FabTech WasteWater Solutions for Water Plant Air Handler Cooling Coil Project in the Amount of $44,000, to Include a 10% Contingency in the amount of $4,400 for a Total Cost of $48,400. Chairman Notz seconded the motion, which carried unanimously. 2 REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A BID FOR THE WATER PLANT ELEVATED TANK PAINTING PROJECT – DAN MARTIN Superintendent Martin reviewed the below presentation slides on the topic. The Committee and City staff discussed the importance of the City’s water tower and its regular maintenance, and the project management services provided by KLM Engineering. Alderman Walther moved to recommend to City Council award of bid to Era Valdivia for Elevated Tank Spot Painting Project in the Amount of $88,000 and 3 approve in agreement with KLM Engineering Inc for project management services in the amount of $12,300 to Include a 15% Contingency in the amount of $13,200 for a Total Cost of $113,500. Chairman Notz seconded the motion, which carried unanimously. III. CIP PROJECT SUMMARY CHART 4 5 The Committee and City staff discussed the Lake-Woodbine Bridge Reconstruction Project. IV. PUBLIC COMMENT There was no Public Comment. V. NEXT MEETING – JUNE 2 Director Thomas explained that the next meeting would occur at the Water Plant and that he would email the Committee to coordinate the meeting start time. 6 VI. ADJOURNMENT Alderman Walther moved to adjourn the meeting of the Public Works Committee at 6:04 P.M. Chairman 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 APPROVAL OF A BID FOR THE RECREATION CENTER HVAC ROOFTOP UNIT REPLACEMENT PROJECT RECREATION CENTER ROOFTOP HVAC UNIT REPLACEMENTS •Recreation Center has 20 rooftop HVAC units that are key components of the facility’s cooling and heating systems •Two existing units are at the end of their estimated useful life; range from 15 – 20 years old •FY25 CIP Budget - $50,000 •Public bid process; six bids received •Bid contained an alternate for an additional replacement of rooftop condenser •Cahill has completed favorable HVAC work for the City to include four Recreation Center RTUs last summer •If approved by City Council, work will potentially occur later this summer/upcoming fall •Action Requested: PW Committee Recommends City Council Award of bid to Cahill for Recreation Center Rooftop HVAC Unit Replacements Project in the Amount of $34,450, to Include a 10% Contingency in the amount of $3,500 for a Total Cost of $38,950 Firm Bid $Alternate $ Cahill Heating $26,650 $8,800 Premistar $31,823 -- FabTech Waste Water Solutions $42,000 -- Pro Temp of Illinois $44,000 -- Amber Mechanical Contractors $64,400 $38,750 MG Mechanical Contracting $73,000 $45,000 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A BID EXTENSION FOR THE ANNUAL HVAC MAINTENANCE AGREEMENT HVAC MAINTENANCE CONTRACT BID EXTENSION •Building Maintenance operating budget funds HVAC maintenance services •Preventative Maintenance Program for approximately 415 pieces of HVAC equipment at 22 City facilities •Equipment serviced includes furnaces, boilers, chillers, pumps, air handlers, condensers, cooling towers and exhaust fans •Regular maintenance extends equipment life ensuring its reliability and reduces operating costs •Current two-year contract with MK Industries has ended; option for three, one-year additional agreements based on performance and cost •FY25 pricing: $60,420 •Proposed FY26 pricing: $63,855 •Includes additional/new equipment at Deerpath Park & Elawa •MK Industries has significant applicable references and has completed positive past HVAC work for the City Action requested: PW Committee Recommends City Council Award of Bid Extension for the HVAC Preventative Maintenance Contract to MK Industries Inc., in the Amount of $63,855 NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF AN AGREEMENT FOR RECYCLING PROCESSING SERVICES RECYCLING MATERIALS PROCESSING AGREEMENT - BACKGROUND •Recyclable materials collected curbside are transported to a regional Material Recovery Facility (MRF), where they are mechanically and manually sorted, compacted into bales, and sold as raw commodities for reuse in new products •Over the past three-years, the City has collected an average of 2,436 tons of recyclable materials curbside each year, all of which are transported to a MRF for processing •Since 2008, Resource Management in Chicago Ridge, LLC has served as the City’s recycling processor; however, in March 2025, they issued notice to terminate the agreement effective July 6, 2025, as they plan to exit the single-stream recycling business and pursue other ventures •The City contacted Lakeshore Recycling and Groot Industries—two competitive service providers in Lake County—to request proposals for recycling processing; both operate nearby facilities suitable for direct hauling and trailer transport RECYCLING MATERIALS PROCESSING AGREEMENT - COST PER TON •Index Market Prices for recyclable materials are provided by independent sources like RecyclingMarkets.net, and bi-annual audits are conducted on materials collected from the City to determine composition percentages •Recycling Processing Fee include fixed costs—such as sorting operations, labor, utilities, and transportation—as well as variable costs tied to the market value of recyclable commodities (e.g., aluminum, glass, mixed paper, plastics) •Index Market Pricing – Recycling Processing Fee = Net Cost Per Ton Firm Index Market Pricing (Example) Recycling Processing Fee Net Cost Per Ton Lakeshore Recycling Systems $50 $84 ($34) Groot Industries $50 $90 ($40) RECYCLING MATERIALS PROCESSING AGREEMENT - RECOMMENDATION •Requesting an annual allocation of $130,000 for Net Cost Per Ton •For the past several months, the City has been direct-hauling to the nearby LRS – Northbrook MRF under an arrangement with Resource Management, allowing for City to observe how efficient and timely recycling drop-offs •Action Requested: PW Committee Recommends City Council to Waive the Public Bid Process and Award the Five-Year Contract for Recycling Material Processing Services to Lakeshore Recycling Systems for a Total Cost of $650,000 CIP PROJECT SUMMARY CHART FY25 CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes 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 75%2024 ROW documents 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 60%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%TBD Recently received one bid over budget. Staff initiated discussions with Deerpath Streetscape electric contractor. CBD Infrastructure Improvements Evaluation Streetscape 98%November 2024 Second staff coordination meeting with engineering firm occurred on April 9 & May 23, 2024; staff has received draft final report; Engineering to review report and provide final comments to consultant. 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 – Fall 2026 Construction schedule has been changed in order to be timed concurrently with Lake Woodbine. Lake-Woodbine Bridge Reconstruction –Construction Bridge 0%Winter 2026 – Fall 2026 City Staff received announcement from IDOT of additional grant funding. Staff will present to CC on 6/16/25. Ringwood Bridge Replacement Phase I Design Bridge 15%2024 – 2025 City Council approved agreement w/ engineering firm to begin Phase I at their December 2nd meeting ADA Transition Plan Facilities / Right of Way / Parks 85%June Facility visits completed. First draft of plan in completed. Staff is working with consulting firm to finalize plan. Highlighted areas represents the project was updated since the May 19, 2025, PW Committee meeting FY25 CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Gorton Community Center Patio & Drop in Center Facility 5%Late Summer / Fall 2025 4/7/25 CC reviewed and approved. Working with contractor and Gorton staff on schedule. West Park: Tennis Court Construction Parks 95%March – June 2025 CC approved on 11/18/24. Asphalt complete, surface coating underway. Northcroft Park: Handball Courts Installation Parks 0%Fall 2025 Design is complete. Project re-bid with a bid opening on June 11. Cemetery Ravine Restoration – Design Ravine 90%May – Spring 2025 Design progressing. Walden Ravine Bed Restoration – Design Ravine 80%May – Summer 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. Ahwahnee Road & Lane Storm Sewer Upgrade Construction Storm Sewer 80%January 2025 – June 2025 Sewer work on Ahwahnee Road and Ahwahnee Lane is complete with curb removal beginning week of June 2nd (end of week). Scott-Wisconsin and Griffith-Woodland Storm Sewer Improvement Design Storm Sewer 75%May – September Design progressing. Highlighted projects represents the project was updated since the May 19, 2025, PW Committee meeting FY25 CIP PROJECT SUMMARY CHART – WATER FUND Project Asset Category % Complete Project Timeline Notes Water Meter Replacement Purchase & Installation Water 15%FY25-FY29 PWC approved on 10/21 and CC approved on 11/4 for meter equipment, installation and project management.Antenna installations have begun. Watermain Replacements (Field/Spring) & Valve Repairs Water 99%Summer 2025 PWC reviewed on 5/6/24 and CC bid approval on 5/20/24. Field Court and Spring Lane construction is complete. Transmission main valve at 41 & Gage complete. Highlighted projects represents the project was updated since the May 19, 2025, PW Committee meeting FY26 CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Annual Pavement Resurfacing & Patching Program Road 60%June – October Work began week of May 5 with all curb work (initial phase) complete. Pavement grinding starts June 2nd. Crack Sealing Program Road 0%July Expected to begin in July. Concrete Streets Repair Road 5%Summer 2025 PWC to review 3/17/25; seek CC approval 4/7/25. Work tentatively begins in June. Annual Longline Striping Program Road 0%Fall 2025 CC approved 4/21/25 Waukegan & Westleigh Intersection Improvements - Construction Engineering Road 0%Summer 2027 PWC to review 12/1/25; seek CC approval 1/19/26 Concrete Sidewalk/Curb Replacement Road / Sidewalk 5%Summer 2025 PWC to review 3/17/25; seek CC approval 4/7/25. Work tentatively begins in June. Whispering Oaks Sidewalk Connections Sidewalk 5%June – July Contract has been awarded by IDOT. Work to start week of June 9 and completed in early July. Deerpath Streetscape –Construction Streetscape 25%January – October The road is now fully closed between Oakwood and Western.Streetscape Improvement work is now focusing on irrigation, electric, and storm sewer catch- basins.Extensive communication and business outreach efforts continue. Bank Lane Streetscape Improvements – Design Streetscape 100%January – April Design complete and bids received. PWC to review construction bids 5/5/25; seek CC approval 5/19/25. Construction to begin June 9. McClory Bike Path Resurfacing (Westleigh to Ryan)Bike Path 5%July – August PWC reviewed 3/17/25; CC approved 5/5/25. Construction to begin early August and to be completed prior to the beginning of the school year. Walden East Bridge Repairs Design Bridge 0%June –April 2026 Revised RFP has been issued and proposal are being reviewed. Highlighted areas represents the project was updated since the May 19, 2025, PW Committee meeting FY26 CIP PROJECT SUMMARY CHART – CAPITAL FUND Project Asset Category % Complete Project Timeline Notes Rec Center HVAC RTU Replacements Facility 0%Summer 2025 PWC to review 6/2/25; seek CC approval 6/16/25 Senior Center Air Condenser Replacement Facility 0%Fall 2025 / Winter 2026 Design progressing. Construction bids: PWC to review 7/21/25; seek CC approval 8/4/25 Waveland Park Picnic Shelter Renovation – Construction Park / Facility 0%Late Summer – Fall 2025 Construction bid PWC review 7/21/25; CC bid approval 8/4/25 South Park: Tennis/Basketball Surface Maintenance Parks 0%July CC approved 5/5/25, tentative start at end of June Forest Park: Playground Equipment Replacement Parks 0%September – October Park Board approved 3/18/25; CC approved 4/7/25, Sept. start Annual Storm Sewer Lining Program Storm Sewer 0%August PWC to review 5/5/25; seek CC approval 5/19/25 Storm Sewer Design Cherokee: Grandview-Forest Hill Storm Sewer 10%May –October PWC reviewed 4/7/25; CC approved 5/5/25. Construction budgeted with FY27 funding Griffith Woodland Storm Sewer Construction Storm Sewer 0%Spring / Summer 2026 PWC and CC to review March/April 2026 Highlighted areas represents the project was updated since the May 19, 2025, PW Committee meeting FY26 CIP PROJECT SUMMARY CHART – WATER FUND Project Asset Category % Complete Project Timeline Notes 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.Communication equipment expected to be installed early summer. Green Bay Watermain Replacement Design (Linden-Greenwood)Water 10%February – September PWC reviewed on 2/3/25 and CC approved proposal 2/18/25. Design work is now underway. Basswood Watermain Replacement Design (Blackthorn-Westleigh)Water 10%February – September PWC reviewed on 2/3/25 and CC approved proposal 2/18/25. Design work is now underway. Water Plant AHU Coil Replacements Water 5%Summer 2025 PWC to review 5/19/25; seek CC approval 6/2/25. Elevated Tank Generator Replacement Water 10%Summer 2025 PWC reviewed on 5/5/25; seek CC approval 6/2/25. Ahwahnee Ln Watermain Replacement (S. of Deerpath)Water 40%Summer 2025 PWC reviewed 3/17/25; CC approved 4/7/25. Work began week of May 26th. Valve Repairs Water 90%Summer 2025 PWC reviewed 3/17/25; CC approved 4/7/25. This work is substantially complete. Elevated Tank Painting Water 10%September – October PWC reviewed 5/19/25; seek CC approval 6/2/25. Annual Sanitary Sewer Lining Program Sanitary 0%August PWC to review 5/5/25; seek CC approval 5/19/25. Manhole Lining and I&I Repairs Sanitary 50%Summer – Fall 2025 PWC reviewed on 2/3/25 and CC approved bid 2/18/25. Cleaning, televising,and lining of sewers complete, with manhole lining in early July Highlighted areas represents the project was updated since the May 19, 2025, PW Committee meeting PUBLIC COMMENT NEXT MEETING: TBD ADJOURNMENT