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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: o-G.
Resolution No. 21-R-0014 - Contract Award — KLM
Engineering, Inc. — Professional Engineering Services COMMITTEE AGENDA DATE: March 4, 2021
Related to the 2021 Booster Station #4 Ground Storage COUNCIL AGENDA DATE: March 15, 2021
Tank Rehabilitation Project
STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATURE < = ZA Ze
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
Within the Fiscal Year 2021 Water Fund budget, $800,000.00 has been budgeted for the rehabilitation of
the 500,000 gallon ground storage tank associated with Booster Station #4, located at 320 E. Forest
Avenue (southwest corner of Bishop Street and Forest Avenue). Booster Station #4 and the associated
ground storage tank, is one of two Booster Stations and ground storage tanks used to increase available
water in the distribution system during peak demand periods. This is accomplished by the operation of
pumps within the Booster Station to draw water from the ground storage tank and discharging said water
into the distribution system. As more water is needed, the overall pressure drops in the distribution
system. When pressure drops below a desired level, a signal is received at the station calling for pumps
to run and “boost” the system pressure.
Improvements were last completed at Booster Station #4 in 2019, which included replacement of pumps,
piping and electrical gear directly associated with the Booster Station’s operations. In 2019, the City also
hired KLM Engineering, Inc. (KLM) of Woodbury, Minnesota, to clean sediment from within the Booster
Station #4 ground storage tank, evaluate the condition of said tank, and draft an inspection report.
This ground storage tank was originally constructed in 1959. KLM’s inspection report (attached)
identified that after more than 61 years of service life, significant rehabilitation of this structure is required.
Required improvements include, but are not limited to, the following:
e Replacement of the tank’s roof. The current roof is in unrepairable condition.
e Sandblast and repaint of the tank’s exterior.
e Removal of obsolete equipment from within the interior of the tank (i.e., Cathodic Protection System,
ladder safety climb device, wood plank baffle wall, etc.).
e Sandblast and repainting of the tank’s interior.
e Installation of a mixing system inside the tank to improve water quality (replacement for obsolete
wood plank baffle wall).
e Installation of OSHA approved safety features.
Estimate cost of required improvements range between $625,000.00 and $735,000.00. Competitive bids
will be sought for construction once engineering design plans, specifications, and bid documents are
finalized.
Being most familiar with the condition of the storage tank and repairs needed, City staff asked KLM for a

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CITY OF WEST CHICAGO
proposal to provide professional engineering services related to the 2021 Booster Station #4 Ground
Storage Tank Rehabilitation Project. Services will include, but not be limited to, development of design
plans, development of project specifications, development of bid documents, providing assistance during
the bidding process, and construction oversight services. KLM submitted a cost proposal of $58,122.00.
Therefore, it is staffs recommendation that a contract be awarded to KLM Engineering, Inc. of
Woodbury, Minnesota, for professional engineering services related to the 2021 Booster Station #4
Ground Storage Tank Rehabilitation Project, for an amount not to exceed $58,122.00.
ACTIONS PROPOSED:
Approve Resolution No. 21-R-0014 authorizing the Mayor to execute a Contract with KLM Engineering,
Inc. of Woodbury, Minnesota, for professional engineering services related to the 2021 Booster Station
#4 Ground Storage Tank Rehabilitation Project, for an amount not to exceed $58,122.00.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.

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CITY OF WEST CHICAGO
ITEM TITLE:
AGENDA ITEM NUMBER: __ &- 4.
Resolution No. 21-R-0015 — Contract Award — Emerald Tree
Care, LLC for the 2021 Emerald Ash Borer Insecticidal COMMITTEE AGENDA DATE: March 4, 2021
Treatment Program COUNCIL AGENDA DATE: March 15, 2021
STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATURE. a
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman
SIGNATURE.
ITEM SUMMARY:
Emerald Tree Care, LLC has provided annual Emerald Ash Borer (EAB) treatment services related to the
application of insecticidal treatments, in the form of trunk injections and Basil System Soil Injections, to manage
the spread and negative impact of the EAB since 2011. There are currently approximately 1,242 City-owned Ash
trees that would require treatment in 2021.
In April 2017, Council approved Resolution No. 17-R-0017 authorizing the Mayor to execute Contract Amendment
No. 1 to the initial Agreement with Emerald Tree Care LLC, for the Annual Emerald Ash Borer Insecticidal
Treatment Program for the purpose of using a new product, Boxer (a.k.a. Emamectin Benzoate) which was
released in 2015. This new product was administered with the same Wedgle (non-drilling) trunk injection method,
but the trunk treatment lasts for two years. This increased the trunk injection cost by $0.30 per inch diameter for
2017 and 2019, but saved approximately $101,800.00 over a four-year period, eliminating the need for trunk
injections in 2018 and 2020.
Wayne White of Emerald Tree Care has provided the City a letter with his recommendation for continuing a
monitor and treatment program for the City’s Ash trees. In said letter Mr. White recommends the continued use of
Boxer for trunk injections every other year and annual soil injections using “Imidicloprid”. Emerald Tree Care has
also provided a proposal for trunk injections and soil treatment during Fiscal Year 2021, in the amount of
$82,325.00, at the same unit prices as the previous contract(s). Please see attached for additional information.
To date there have been approximately 593 Ash trees lost since EAB treatment began in 2011, or about 32% of
the original treatment set. Many of these trees were lost due to storm related damage or other reasons; however
the majority were removed due to failing health caused by early damage from the EAB.
Staff recommends continuing trunk injections and soil treatment in Fiscal Year 2021, along with continued
monitoring of the City’s Ash trees and conducting a full evaluation of all remaining Ash trees prior to fall. Once this
evaluation is complete results of the survey will be presented to Committee to assess the benefits of continuing
application of insecticidal treatments for the EAB.
There are adequate funds available in the Capital Projects Fund for the 2021 EAB Insecticidal Treatment Program.
ACTIONS PROPOSED:
Approve Resolution No. 21-R-0015 authorizing the Mayor to execute a Contract with Emerald Tree Card, LLC of
Roselle, Illinois, for the 2021 Emerald Ash Borer Insecticidal Treatment Program, to complete trunk injections with
“Boxer” at the unit price of $3.20 per inch diameter and soil treatment with “Imidicloprid” at the unit price of $1.25
per inch diameter.

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CITY OF WEST CHICAGO
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.

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CITY OF WEST CHICAGO
ITEM TITLE:
AGENDA ITEM NUMBER: SL.
Resolution No. 21-R-0016 — Contract Award — Layne
Christensen Company for Professional Services Related to | COMMITTEE AGENDA DATE: March 4, 2021
the 2021 Well Station No. 10 Rehabilitation Project COUNCIL AGENDA DATE: March 15, 2021
STAFF REVIEW: Rocky Horvath, Utility Superintendent SIGNATURE Lif- VEEZa ;
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
Well Station No. 10, located at 2290 Smith Road, is one of five City-owned deep wells with a Byron
Jackson well pump and motor assembly extending to approximately 1,423 feet below ground and rated
to pump 1,025 gallons per minute. The well was originally constructed in 1997 and was serviced in 2006
and 2011. Prior to that 2006 service event, the column pipe suffered a structural failure and the well
assembly had to be retrieved from the bottom of the well. The service at that time included wear ring
replacement in the pump bowl assembly and a refurbishment of the motor at the Byron Jackson repair
facility. The well was returned to service in January of 2006. In February 2011, this well failed during a
routine run event and would not restart. Technicians were called in to further investigate and subsequent
testing revealed that a ground fault condition existed at the motor; the well assembly was pulled by Layne
Christensen Company in May 2011 and shipped to the Byron Jackson repair facility for inspection.
Analysis by Byron Jackson technicians revealed that the motor had failed completely and needed
extensive rebuilding or replacement. Since the cost to repair the motor was significantly higher than the
cost of a factory refurbished motor of identical specifications; Layne Christensen Company was
authorized to replace the motor. The well assembly was restored to service in October 2011.
In June 2019, staff noticed that the production/pumping rate from the Well was decreasing. As of
January 2021 the well remains operational; however, it is only pumping 667 gallons per minute. This
35% reduction in rated flow indicates the well assembly is due for inspection and service. Due to its
history servicing the well and original equipment installation, staff solicited a proposal from Layne
Christensen Company to pull, inspect, and rehabilitate the well assembly. Layne’s proposal includes a
complete rebuild and rehabilitation of the existing well equipment, including a television survey of the well
casing. This proposal also contains estimated provisions for new column pipe, cleaning and re-coating of
the existing column pipe. The estimated total for these services is $181,992.00. One additional item
addressed in this proposal is replacement of the well motor, if needed. The existing motor has a mercury
seal system which needs to be inspected before reinstallation. If inspection determines the unit cannot
be reused a new motor has been quoted at $115,772.00; for a total worst case scenario project cost of
$297,764.00. At this time staff does not foresee a need to replace the motor. Following service, the well
assembly will be re-installed, tested, and returned to service.
City staff recommends the rehabilitation of the well assembly before the start of peak summer water
system demand. To accomplish this, staff recommends that City Council authorize the Mayor to execute
a contract with Layne Christensen Company, for an amount not to exceed $297,764.00, for services
necessary to remove, inspect, repair, re-install, test and place the well assembly at Weill Station No. 10
back into operation.

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CITY OF WEST CHICAGO
There is $250,000 budgeted in the Water Fund (06-34-47-4420) for pump station repairs; which is
adequate to rehabilitate Well Station No. 10, provided the motor does not be replaced. Should the motor
need to be replaced, other non-critical scheduled projects will be moved to Fiscal Year 2022 to free up
additional funds in Fiscal Year 2021.
ACTIONS PROPOSED:
Approve Resolution No. 21-R-0016 authorizing the Mayor to execute a contract with Layne Christensen
Company, for an amount not to exceed $297,764.00, for professional services related to the 2021 Well
Station No. 10 Rehabilitation Project.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.

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CITY OF WEST CHICAGO
‘TEM TITLE:
AGENDA ITEM NUMBER: ___&-).
Resolution No. 21-R-0019 - Contract Award — Crystal COMMITTEE AGENDA DATE: March 4. 2021
. : : ae : March 4,
Maintenance Services Corporation for 2021 Janitorial COUNCIL AGENDA DATE: March 15, 2021
Services for Municipal Buildings
Zig
STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works sonarone
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE.
ITEM SUMMARY:
On Monday, November 16, 2020, the City Council of West Chicago, in regular session assembled, by Resolution
No. 20-R-0066, authorized the Mayor to execute a Contract Agreement with ATALIAN US Midwest, LLC
(ATALIAN) for professional services related to the 2021 Janitorial Services for Municipal Buildings, for an amount
not to exceed $67,181.00 for fiscal year 2021. Under contract with the City of West Chicago, ATALIAN has the
responsibility to provide adequate personnel for janitorial services of eight (8) City owned facilities. Services to be
provided, along with dates and times, are clearly identified within the bid documents, which are incorporated into
the Contract Agreement. ATALIAN commenced with services on January 3, 2021; however, on January 11, 2021,
ATALIAN began having difficulty retaining staff and fulfilling its contractual obligations. On February 21, 2021,
ATALIAN notified City staff that it was without any personnel to provide janitorial services for any City facility. As a
result, on February 22, 2021, the City terminated ATALIAN’s Contract Agreement.
To ensure that City facilities continue to be properly cleaned, especially during the COVID-19 pandemic, City staff
turned to Crystal Maintenance Service Corporation (Crystal Maintenance) of Mount Prospect, Illinois, for interim
cleaning services under the City Administrator's spending authority. Crystal Maintenance provided contractual
janitorial service for the City during Fiscal Years 2019 and 2020, and those staff members who were previously
vetted by the City’s Police Department were available to step in and provide immediate services. Although staff
was Satisfied with services provided by Crystal Maintenance in 2019 and 2020, it submitted the fourth lowest bid
for the 2021 Janitorial Services for Municipal Buildings; bid amount of $69,653.00 (see attached bid tabulation for
additional clarification).
As you can see from the attached bid tabulation, nominal savings could be realized from hiring the second or third
lowest bidder for the 2021 Janitorial Services for Municipal Buildings. However, as was demonstrated by
ATALIAN, there is no performance guarantees and risks are increased with hiring unknown contractors. In
addition, it will take 2-3 weeks after contract award for the Police Department to complete employee background
checks; further delaying necessary janitorial services.
Therefore, it is staff's recommendation that City Council waive the competitive bidding process and award a
contract to Crystal Maintenance Services Corporation of Mount Prospect, Illinois, for professional janitorial services
during the remainder of Fiscal Year 2021 of eight City-owned and maintained facilities, in an amount not to exceed
$69,653.00.
The City will pursue any and all remedies under the ATALIAN’s Agreement, surety obligations, and the law to
recover any and all costs incurred by the City due to ATALIAN’s failure to perform under its Agreement.

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CITY OF WEST CHICAGO
ACTIONS PROPOSED:
Waive the completive bidding process and approve Resolution No. 21-R-0019 authorizing the Mayor to execute a
one-year contract with Crystal Maintenance Services Corporation of Mount Prospect, Illinois, for professional
janitorial services during the remainder of Fiscal Year 2021 of eight City-owned and maintained facilities, in an
amount not to exceed $69,653.00.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.