===== PDF PAGE 1 ===== [Extraction: embedded PDF text] ~Ilif~ @If WE§'T CHICAGO WHERE HISTORY & PROGRESS MEET INFRASTRUCTURE COMMITTEE Thursday, June 6, 2019 7:00 P.M. - Committee Room A AGENDA 1. Call to Order, Roll Call, and Establishment of a Quorum 2. Selection of a Chairman and Vice-Chairman 3. Approval of Minutes A. Infrastructure Committee of May 2, 2019 4. Public Participation I Presentations 5. Items for Consent A. Rejection of Bids - 2019 Sidewalk and Curb Maintenance Program B. Resolution No. 19-R-0032 - Professional Services Agreement with Donohue & Associates, Inc. for Litigation Support Services Associated with the 2012 Well No. 12 Well House Project 6. Items for Discussion 7. Unfinished Business 8. New Business A. Cancel the July 4, 2019, Infrastructure Committee Meeting 9. Reports from Staff 10. Adjournment 475 Main Street T (630) 293-2200 Ruben Pineda MAYOR West Chicago, lllinois F (630) 293-3028 60185 www.westchicago.org NancyCITY CLERKM. Smith MichaelCITV ~DML.l "ISTRATORGuttman ===== PDF PAGE 2 ===== [Extraction: embedded PDF text] ~Ilif~ \Q)lf WE§'T CHICAGO WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE May 2, 2019 7:00 P.M. 1. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Beifuss called the meeting to order at 7:00 P.M. Roll call found Aldermen James Beifuss, Heather Brown, Sandra Dimas, Matt Garling, Alton Hallett, and Jeanne Short present. Alderman Noreen Ligino- Kubinski was absent. Staff present included Director of Public Works Robert Flatter and Administrative Assistant Ashley Heidorn. Also in attendance was Mike Young of RJN Group, Inc. 2. Approval of Minutes A. Infrastructure Committee Minutes of March 7, 2019. Alderman Brown made a motion, seconded by Alderman Dimas to approve the Meeting Minutes of March 7, 2019. Voting Yea: Aldermen Beifuss, Brown, Dimas, Garling, Hallett, and Short. Voting Nay: 0. 3. Public Participation I Presentations. A. 2018 Sanitary Sewer Evaluation Survey Report. Mike Young presented the report ofRJN Group's findings during the 2018 Sanitary Sewer Evaluation Survey. The overall goal is to decrease the flow of rainwater going to the Wastewater Treatment Plant and extend the life of the sewer system. Through smoke testing and dye tracing, RJN is able to identify problem areas and provide recommendations for sewer rehabilitation and cost-effective removal. For the 2018 Sanitary Sewer Evaluation Survey, the focus was on the Fairmeadows and Hillside Central neighborhoods; the focus of this and previous surveys has primarily been older residential areas with clay pipes rather than newer neighborhoods that have PVC pipes which likely have many years of usable life remaining. The 2018 Report identifies a significant amount of rehabilitation work that will need to be completed, but due to the outstanding work from previous study areas, it is recommended that the City prioritize rehabilitation efforts. Mr. Flatter noted that given the estimated rehabilitation costs compared with the budget available to do said repairs, for 2020 the City may want to consider putting future Sanitary Sewer Evaluation Surveys on hold and put those survey funds towards repairs in areas that have already been identified as needing rehabilitation. Alderman Garling made a motion, seconded by Alderman Dimas to approve the 2018 Sanitary Sewer Evaluation Survey Report. 475 Main Street T (630) 293-2200 Ruben Pineda Infrastructure Committee Meeting MAYOR West Chicago, lllinois F (630) 293-3028 May 2, 2019 601 85 www.westchicago.org NancyCITY CLERKM. Smith MichaelCITY ADMINISTRATORL. GuttmanPage I of3 ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beifuss, Brown, Dimas, Garling, Hallett, and Short. Voting Nay: 0. 4. Items for Consent. Alderman Short requested discussion on Consent Item A. Alderman Hallett made a motion, seconded by Alderman Garling to approve: B. Resolution No. 19-R-0025 - Contract Award- J.A. Johnson Paving Company for the 2019 Elm Road Rehabilitation Project C. Resolution No. 19-R-0026 - Acceptance of Public Improvements and Release of Development Security - Thorntons Gas Station, 1330 S. Neltnor Boulevard D. Purchase of Rock Salt from Compass Minerals American, Inc., Overland Park, Kansas, for the 2019-2020 Winter Season E. 2019 Asphalt Materials Procurement - DuPage County Joint Purchasing Program - Plote Construction, Inc. F. Purchase of One 2019 JX Peterbilt Model 348 Tandem Axle Truck Chassis Equipped By Monroe Truck Equipment with 15' Crysteel Stainless Steel Dump Body, 15' Monroe Stainless Steel V-Box Salt Spreader, 12' Monroe Reversible Snow Plow with Quick Link Hitch, 8' Monroe Wing Plow, Pre-Wetting and Anti- icing System, and Appurtenances from JX Peterbilt of Bolingbrook, Illinois Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beifuss, Brown, Dimas, Garling, Hallett, and Short. Voting Nay: 0. 5. Items for Discussion. 4.A. Resolution No. 19-R-0023 - IDOT Local Agency Agreement for Federal Participation for Construction Cost for the Forest Avenue Resurfacing Project and; Resolution No. 19-R-0024- IDOT Resolution for Improvement Under the Illinois Highway Code for Use of Motor Fuel Tax Funds as City's Local Share of Construction Costs for the Forest Avenue Resurfacing Project. Alderman Short inquired ifthe current pavement markings would be put back as-is or if any crosswalks would be added across Forest A venue. Mr. Flatter explained that whatever is there currently will basically be put back. Alderman Beifuss asked if the project is expected to be completed before the next school year begins. Mr. Flatter indicated that it is an IDOT project that will hopefully begin in July but will not be completed before the start of the school year. Alderman Garling made a motion, seconded by Alderman Dimas to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beifuss, Brown, Dimas, Garling, Hallett, and Short. Voting Nay: 0. 6. Unfinished Business. None. Infrastructure Committee Meeting May2, 2019 Page 2 of3 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] 7. New Business. Alderman Short inquired about any future plans to resurface the area near Joliet Street and Augusta A venue, including Elizabeth Street and Gates Street. Mr. Flatter noted that a portion of the area described is on the schedule for 2019, but it has not been released yet for letting so it is uncertain whether it will be completed this year; the balance of that portion is scheduled for resurfacing in 2020. The areas described are in the five year plan, and staff are hopeful to get some of that work completed this year. Part of the delay has been a result of trying to obtain Community Development Block Grant (CDBG) funds to use toward this work. Alderman Beifuss noted that Sophia Street and lngalton A venue are also in need of repair. Mr. Flatter believes the City may be able to make an STP application in 2020 to get some federal assistance to redo Ingalton; Sophia should be on the five year plan for resurfacing. That being said, City staff will be out to complete patchwork on Ingalton in the meantime. 8. Reports from Staff. None. 9. Adjournment. At 7:59 P.M., Alderman Hallett made a motion to adjourn, seconded by Alderman Dimas. Motion was unanimously approved by voice vote. Respectfully submitted, Ashley Heidorn Administrative Assistant of Public Works Infrastructure Committee Meeting May 2, 2019 Page 3 of3 ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASliRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: ....5-.-......;•..... a-_____Rejection of Bids - 2019 Sidewalk and Curb Maintenance COMMITTEE AGENDA DATE: June 6, 2019Program COUNCIL AGENDA DATE: June 20, 2019 STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE._________ _ ITEM SUMMARY: For 2019, the City's annual Sidewalk and Curb Maintenance Program consists of over 13,000 square feet of intermittent removal and replacement of mostly residential concrete sidewalk located throughout the City. This year's program consisted of approximately 13,500 square feet of concrete sidewalk removal and replacement at approximately 245 locations throughout the City. The sidewalk depth varies from five to six inches. The program also includes installation of ADA compliant detectable warnings pads, removal and replacement of approximately 100 lineal feet of combination concrete curb and gutter, pavement and landscape restoration, and all incidental and collateral work necessary to complete the project as shown on the Plans and identified in the project specifications. With engineering plans and specifications prepared by Thomas Engineering Group, LLC (TEG), the 2019 Sidewalk and Curb Maintenance Program was advertised in the Daily Herald on March 5, 2019, and bids were opened on March 26, 2019. There were six plan holders and the City received only one bid. Schroeder & Schroeder, Inc. of Skokie, Illinois, submitted the only bid of $174,869.00. TEG's engineer's estimate of probable cost was $134,827.80 (see attached bid tabulation sheets for additional clarification). There is $135,000.00 budgeted in the Capital Projects Fund for FY 2019 for the Sidewalk and Curb Maintenance Program. Although not known for certain, staff speculates that the lack of bidders and the high pricing received is due to: 1. Contractor's schedules are too busy at this time and they do not need any additional work. 2. The project's requirements are considered difficult and time consuming. This was based on the fact that sidewalk and curb removals and replacements are scattered throughout the entire City instead of being localized to a single job location, and detailed work involving reconstruction of ADA ramps. Given the fact that only one bid was received and it was substantially over budget, staff recommends that City Council reject the bid. It is also staff's recommendation that the funds budgeted for the 2019 Sidewalk and Curb Maintenance Program, not to exceed $135,000.00, would best be utilized to remove and replace additional sections of sidewalk and curb along Washington Street, between Arbor Avenue and Clara Street, as part of the 2019 Washington Street Reconstruction Project. As bid, the plans and specifications for the 2019 Washington ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO Street Reconstruction Project do not include sidewalk and curb replacement, except for upgrades to the ADA ramps at the intersection of Washington Street and Main Street/Fremont Street. Sidewalk and curb replacement was originally omitted from the project due to availability of funds. However, there are significant number of sidewalk and curb deficiencies that warrant replacement. With the availability of funds due to the rejection of bids for the 2019 Sidewalk and Curb Maintenance Program, staff believes that it would be best to address the Washington Street sidewalk and curb deficiencies as part the of reconstruction project; prior to placement of new asphalt pavement and while business are already being inconvenienced. This will eliminate the need to return in a few years to complete said work, causing further disruption and inconvenience to local businesses. ACTIONS PROPOSED: Reject the bid received for the 2019 Sidewalk and Curb Maintenance Program and direct staff to utilize funds previously budgeted for the 2019 Sidewalk and Curb Maintenance Program, not to exceed $135,000.00, to remove and replace additional sections of sidewalk and curb along Washington Street, between Arbor Avenue and Clara Street, as part of the 2019 Washington Street Reconstruction Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 5~ B .. Resolution No. 19-R-0032- Professional Services Agreement with Donohue & Associates, Inc. for Litigation COMMITTEE AGENDA DATE: June 6, 2019Support Services Associated with the 2012 Well No. 12 COUNCIL AGENDA DATE: June 20, 2019 Well House Project STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The City desires to secure the professional services of Donohue & Associates, Inc. to assist and represent the City in its on-going litigation associated with the 2012 Well No. 12 Well House Project. At the request of City staff and the City Attorney, Donohue & Associates, Inc. has provided a proposal for litigation support services for an amount not to exceed $47,800.00. Services to be provided include, but are not limited to, the following: 1. An evaluation of the Sunstar motor previously installed as part of the Well No. 12 Well House Project. 2. Review of electrical grounding requirements. 3. Review of ComEd coordination during design and construction. 4. Review of the protective relay settings for the Eaton MP3000 equipment in application of the Sunstar equipment. 5. Assist the City in identifying a third party forensic analysis firm. 6. Prepare for and participate in depositions on behalf of the City. The City Attorney will seek to recover costs of Donahue's services as part of the litigation settlement. ACTIONS PROPOSED: Approve Resolution No. 19-R-0032 authorizing the Mayor to execute a Professional Services Agreement with Donohue & Associates, Inc., for an amount not to exceed $47,800.00, for Litigation Support Services Associated with the 2012 Well No. 12 Well House Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] RESOLUTION NO. 19-R-0032 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH DONOHUE & ASSOCIATES, INC. FOR LITIGATION SUPPORT SERVICES ASSOCIATED WITH THE 2012 WELL NO. 12 WELL HOUSE PROJECT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Professional Services Agreement for litigation support services associated with the 2012 Well No. 12 Well House Project, between the City of West Chicago and Donohue & Associates, Inc., for an amount not to exceed $47,800.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of June, 2019. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith