===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO WHERE HISTORY & PROGRESS MEET INFRASTRUCTURE COMMITTEE Thursday, April 4, 2024 7:00 P.M. — City Council Chambers AGENDA Call to Order, Roll Call, and Establishment of a Quorum Approval of Minutes A. Infrastructure Committee of March 7, 2024 Public Participation / Presentations Items for Consent A. Ordinance No. 24-O-0011 — Authorizing the Disposal of Surplus Equipment, Stock Inventory, and/or Personal Property Owned by the City of West Chicago B. Ordinance No. 24-O-0012 — Amending the Municipal Code, Chapter 15, Article VII — General Standards for Parkway Tree Regulation C. Procurement of Unleaded and Diesel Fuel from Al Warren Oil Through the DuPage County Joint Purchasing Program D. Resolution No. 24-R-0030 — Contract Award — Consulting Engineering, Inc., for Services Related to the 2024 Water Distribution System Leak Survey for an Amount Not to Exceed $26,349.75 E. Resolution No. 24-R-0031 — Contract Award — Corrective Asphalt Materials, LLC for the 2024 Pavement Preventative Maintenance Program in an Amount Not to Exceed $49,999.20 F. Resolution No. 24-R-0032 —- A Supplemental Resolution Appropriating the Use of Additional Motor Fuel Tax Funds for the City’s General Maintenance and Approving City’s Supplemental Estimate of Maintenance Cost for the 2024 Roadway Rehabilitation Project in an Amount Not to Exceed $11,468.23 G. Resolution No. 24-R-0033 — Contract Award — Plote Construction, Inc. for the 2024 Harvester Road Reconstruction Project in an Amount Not to Exceed $3,819,800.57 H. Resolution No. 24-R-0035 — Contract Award — Strada Construction Co. for the 2024 Sidewalk and Curb Maintenance Program in an Amount Not to Exceed $110,000.00 |. Resolution No. 24-R-0037 — Contract Award — St. Aubin Nursery & Landscaping, Inc. — 2024 Parkway Tree Planting Program in an Amount Not to Exceed $42,500.00 J. Resolution No. 24-R-0038 — Change Order No. 2 — Construction, Inc. for the First and Lower Level Renovation Project at 200 Main St. in an Amount Not to Exceed $21,600.00 for a Revised Contract Value of $1,361,600.00 Items for Discussion Unfinished Business 475 Main Street T (630) 293-2200 West Chicago, Illinois F (630) 293-3028 Ruben Pineda Michael L. Guttman 60185 westchicago.org MAYOR CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] Infrastructure Committee Meeting April 4, 2024 Page 2 of 2 i; New Business A. Cross Connection Program 8. Reports from Staff 9. Adjournment ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] ~~lfY ©IF W lES'T CH[CA 0 WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE March 7, 2024 7:00 P.M. 1. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Morano called the meeting to order at 7:00 P.M. Roll call found Aldermen Dan Beebe, Heather Brown, Alton Hallett, Joe Morano, and John C. Smith, Jr., present. Alderman Jeanne Short was present via teleconference. Alderman Sandra Dimas was absent. Staff present included Director of Public Works, Mehul Patel, and Administrative Assistant, Ashley Heidorn. 2. Approval of Minutes A. Infrastructure Committee Minutes of February 1, 2024. Alderman Brown made a motion, seconded by Alderman Beebe to approve the Meeting Minutes of February 1, 2024. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Hallett, Morano, Short, and Smith. Voting Nay: 0. 3. Public Participation I Presentations. None. 4. Items for Consent. Alderman Morano requested discussion on Consent Item D. Alderman Brown requested discussion on Consent Item D as well and Item E. Alderman Hallett made a motion, seconded by Alderman Brown to approve: A. Rejection of all Bids and Re-Bid - A20 Phosphorous Removal Project for the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant B. Resolution No. 24-R-0018 - Contract Award - KLM Engineering, Inc. for Professional Engineering Services Related to the 2024 Fremont Street Water Tower Rehabilitation Project for an Amount Not to Exceed $71,090.00 C. Resolution No. 24-R-0019 - Christopher B. Burke Engineering LTD. - Professional Services Related to the Water Treatment Plant Natural Area Basins Maintenance and Monitoring for an Amount Not to Exceed $25,970.00 for FY2024-2026 F. Resolution No. 24-R-0022 - Contract Award - BLA, Inc. for Professional Construction Engineering Services for IL-38 & Technology Boulevard Traffic Signal Installation Project in an Amount Not to Exceed $74,391.00 G. Resolution No. 24-R-0023 - 2024 Local Limits Study Evaluation Report H. Resolution No. 24-R-0024 - Contract Award - RJN Group, Inc. for Professional Design Engineering Services Related to the 2024 SSES Repair Program in the Not to Exceed Amount of $25,000.00 475 Main Street T (630) 293-2200 Infrastructure Committee Meeting West Chicago, lllinois F (630) 293-3028 March 7, 2024 Ruben Pineda Michael L. Guttman 60185 wes tell i C~r-- Ordinance No. 24-0-0012 - Amending the Municipal Code, Chapter 15, Article VII - General Standards for Parkway Tree COMMITTEE AGENDA DATE: April 4, 2024 Regulation COUNCIL AGENDA DATE: April 15, 2024 STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE _ _ _______ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_________ _ ITEM SUMMARY: In 2022, the City of West Chicago Public Works Department staff applied for and received Urban and Community Forestry grant funds through the Morton Arboretum to complete a Citywide Geographical Information System (GIS) Parkway Tree Inventory as well as to prepare an Urban Forestry Management Plant (UFMP). The underlying funding sources are the Illinois Department of Natural Resources and the United States Forest Service. Other grant requirements include adopting an Ordinance establishing guidelines related to trees and becoming a member of Tree City USA. The Parkway Tree Inventory and UFMP are complete. The UFMP will become the guiding document for tree- related matters in the City. Staff is working on the application to become a member of Tree City USA, for which an Arbor Day Proclamation will be presented at the April 15, 2024, City Council meeting. For the Ordinance requirement, staff has modified the current Municipal Code section 15-5 by adding and removing some language. The attached proposed draft Ordinance, which meets all the grant requirements, has been reviewed and recommended for adoption by the Morton Arboretum staff. If adopted, the Ordinance will be included in the Municipal Code as Article VII, Section 15-76 to 15-87. Staff recommends approval of the proposed Ordinance. ACTIONS PROPOSED: Adopt Ordinance No. 24-0-0012 amending the Code of Ordinances of the City of West Chicago - Chapter 15 (Public Ways), removing Chapter 15, Article 1 - Section 15-5 and adding a new article VII - General Standards for Parkway Tree Regulation, Section 15-76-15-87 COMMITTEE RECOMMENDATION: ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] ORDINANCE NO. 24-0-0012 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF WEST CHICAGO - CHAPTER 15 (PUBLIC WAYS), REMOVING CHAPTER 15, ARTICLE 1 - SECTION 15-5 AND ADDING A NEW ARTICLE VII - GENERAL STANDARDS FOR PARKWAY TREE REGULATION, SECTION 15-76-15-87 WHEREAS, the City of West Chicago (the "City") is a home-rule municipality pursuant to Article VII, Section 6, of the Constitution of the State of Illinois, and as such is authorized to take all reasonable action pertaining to its affairs in accordance therewith; and WHEREAS, the City is further authorized under the Illinois Municipal Code, 65 ILCS 5/1-1-1 et seq., and Illinois law to adopt ordinances pertaining to the public health, and safety and welfare; and WHEREAS, the City is further authorized to adopt the amendments contained herein pursuant to its authority to regulate the public right-of-way under section 11-80-1 et seq., of the Illinois Municipal Code; and WHEREAS, the City uses public right-of-way within its City limits to provide essential public services to its residents and businesses. The public right-of-way within the City is a limited public resource held by the City for the benefit of its citizens and the City has a custodial duty to ensure that the public right-of-way is used, repaired, and maintained in a manner that best serves the public interest; and WHEREAS, to best serve the public interest the City plants and maintains trees within the public right-of-way; and WHEREAS, the City recognizes that trees are an integral part of the infrastructure of the City and as such are preserved, protected, and cared for as other critical City infrastructure WHEREAS, to preserve and protect trees in the public right-of-way, the City Council finds that it is in the best interests of the public to adopt the Ordinance below to establish general standards for parkway trees. NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of West Chicago, Illinois, as follows: Section 1. Recitals. The facts and statements contained in the preambles to this Ordinance are found to be true and correct and are hereby adopted as part of this Ordinance. Section 2. Adoption. Chapter 15 of the Code of Ordinances of the City of West Chicago shall be amended by the adoption of a new Article VII as stated herein, which will read as follows: Ordinance 24-0-0012 Page 1of9 ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] "ARTICLE VIL GENERAL STANDARDS FOR PARKWAY TREE REGULATIONS Sec 15-76: Purpose and Statement of Value A. The purpose of this chapter is to preserve and protect trees on City-owned property and to state the regulations of the City of West Chicago with respect to the protection, preservation, care and planting of trees on public lands. The City of West Chicago recognizes the services and functions that trees provide as assets to the entire City. B. The City recognizes that trees are an integral part of the infrastructure of the City and as such are preserved, protected, and cared for as other critical City infrastructure. Trees provide the following services and benefits: a. Trees absorb pollution from the air; b. Trees absorb and sequester carbon dioxide; c. Trees absorb and filter pollution from stormwater run-off; d. Trees produce oxygen; e. Trees reduce flooding; f. Trees stabilize soils and reduce erosion; g. Trees cool the surrounding area helping to reduce impacts due to heat islands; h. Trees reduce energy consumption by shielding structures from harsh winds and sun; i. Trees provide a buffer and screen against noise, light and pollution; J. Trees improve property values; k. Trees improve commercial district traffic and purchasing; 1. Areas with trees have lower crime rates; m. Areas with trees have higher levels of community interaction; n. Trees provide important habitat for birds and other wildlife; and Ordinance 24-0-0012 Page 2of9 ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] o. Trees protect and enhance our quality of life. p. Studies have shown links between increased tree canopy and physical and mental health. Sec 15-77: Definitions Additional terms may be defined by the Urban Forestry Management Plan, City Forester, Director of Public Works, or their designee on an ad hoc basis. ANSI A300: Standards which provide standard practices and specification writing guidelines for arborists, urban foresters, horticulturalists, landscape architects, and contractors ANSI Z 13 3 .1: Safety Standard developed for the arboriculture industry under the procedures of the American National Standards Institute. ANSI Z60.1: The purpose of the American Standard for Nursery Stock, ANSI Z-60.1 is to provide buyers and sellers of nursery stock with a common terminology to facilitate transactions involving nursery stock Caliper: A measurement of a small nursery tree trunk diameter or cumulative diameters for trees with multiple stems, in inches, measured at 6" above the ground surface. City-Owned Property: A real property whose primary ownership is the City of West Chicago DBH: Diameter at Breast Height, a standard forestry measure of a mature tree's diameter, measured at 4.5 feet above the ground surface on the uphill side of the tree. Designee: A person selected or designated to carry out a duty or role related to forestry and trees Mature Height: The average expected height of a tree when it has reached its maximum size. Native: An indigenous or endemic species found in a certain ecosystem due to natural processes such as natural distribution Indigenous Species: Found only in a very limited area and restricted to that area Parkway: That portion of the dedicated right-of-way between the curb line or the lateral lines of the roadway and the sidewalk or adjacent property or right-of-way line, or the assumed or surveyed line when some or all of these defining features are not present. Ordinance 24-0-0012 Page 3of9 ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] Publicly Owned Tree: A tree planted on property owned by the City of West Chicago. ROW: Right of Way, the legal right, established by usage or grant, to pass along a specific route through grounds or property belonging to another. Shrub: A shrub or bush is a small-to-medium-sized perennial woody plant which is smaller than a tree and has several main stems arising at or near the ground Tree: A woody perennial plant with a mature height of over 10 feet and with one or fewer than 10 trunks. Tree Board: A board comprised of staff members from different departments within the City as identified in the Urban Forestry Management Plan (UFMP). Tree Protection Zone: An area where activities and materials are excluded by 6' fencing, generally calculated as the radius from the tree in feet, that is 12-18x the diameter of the tree in inches. Variance: A deviation from the set of rules a municipality applies to land use and land development, typically a zoning ordinance, building code or municipal code Sec 15-78: Applicability I Scope This ordinance shall apply to ROW, Parkway, or other Publicly owned trees at all times, not just when triggered by an event occurring, such as a permit initiation. Deviations from the ordinance may be requested through a formal Request for Variance to City Council, and approved or denied by the City Council. Additional terms or information may be provided in the Urban Forestry Management Plan Sec 15-79: Authority Over Parkways The Director of Public Works, Street Superintendent, or their authorized representative is hereby empowered to inspect, superintend, regulate the planting, preservation, protection and maintenance of items placed or planted on the parkways of the streets of West Chicago. No person shall plant or remove any tree, shrub or any other woody plant or place any item on any city parkway until the Director of Public Works, Street Superintendent, or their authorized representative has issued an approval in writing for such planting, removal or placement. The city shall enforce this section and remove any item unlawful placed or planted on any parkway within the city. Except in situations where the item on a parkway is creating an immediate hazard to the public, the city shall notify the owner of the property adjoining the parkway of the unlawful presence of the item. The city shall enforce this section and remove any item unlawful placed or planted on any parkway within the city. Except in situations where the item Ordinance 24-0-0012 Page 4of9 ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] on a parkway is creating an immediate hazard to the public, the city shall notify the owner of the property adjoining the parkway of the unlawful presence of the item. Sec 15-80: Tree Planting (A) General Standards (1) The city retains the right to plant parkway trees wherever needed in conformance with this chapter. (2) The city will replace all trees removed from the parkway if replacement is recommended by the Director of Public Works, Street Superintendent, or their authorized representative. (3) No person shall, without a written approval from the Director of Public Works, remove, trim, or interfere with any tree, shrub, or woody plant growing in any parkway in the city. (4) Trees to be planted shall conform to all relevant portions of the ANSI Z60.1 standard, as shall planting methods. Minimum planting size shall be 1.5" caliper, and any production method is acceptable at the discretion of the Director of Public Works, Street Superintendent, or their authorized representative. (5) Trees with excessive deadwood, poor form, known pest or disease issues, or other such maladies shall not intentionally be planted on City parkways. The Director of Public Works, Street Superintendent, or their authorized representative shall examine upon inspection in the nursey field and/or upon delivery all trees, and shall reserve the right to reject any individual trees which do not meet stated standards as identified in the Request for Proposals and/or bid documents. (6) Trees should be planted such that there are never less than 5 species per 500 linear feet of street segment, and no 5 trees in a row shall be of the same species, unless at the discretion of the Director of Public Works, Street Superintendent or their designee. (7) Trees shall be planted in such a way so as not to interfere with underground or overhead utilities or with any other physical property. (8) All new plantings in parkways should be a 40 foot on center spacing when practical, with exceptions allowed for the planting of lower growing trees allowed to be planted closer to larger growing trees, but no less than a 25' spacing between trees of any kind shall be acceptable. (9) No tree shall be planted within 5 feet of a driveway or street sign, and no tree shall be planted within 10 feet of an intersection, traffic control device, or street lamp (10) Trees which reach a mature height of greater than 25' shall not be planted in areas with overhead power transmission or service lines. (B) Plant palette. (1) Plant materials, identified in the Appendix A of the Urban Forestry Management Plan and at the discretion of the Director of Public Works, Street Superintendent, or their authorized representative, have been selected to maintain a consistent landscape image. Materials have been chosen for their durability, disease resistance, low maintenance and character compatibility with the regional ecosystem. Most all plant materials listed are 'indigenous or native' to this region; however, some materials have been included Ordinance 24-0-0012 Page 5of9 ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] because of successful performance, ability to perform specific functions, visual interest and expectations of similar business center development landscapes. Subsequently, plant materials not listed may be approved provided they meet the aforementioned criteria and are approved by the authority, as noted. (2) All plants supplied shall conform to the "American Standard for Nursery Stock," latest edition, and shall be installed according to the current standards of the American Association of Nurserymen. (3) Plants shall be selected to minimize conflicts between the flight path of planes, bird, and small mammal habitats. (a) The landscape within the airport zoning district shall be designed to minimize potential wildlife hazards of raptors, small mammals that may attract birds of prey and small birds that congregate into large flocks. Plant materials and planting design that provides food and or habitat shelter to these types of birds and mammals shall be avoided. (b) Tree species shall be selected and located so that at maturity, tree crowns shall not overlap to minimize habitats that are potentially attractive to European starlings and other wildlife species of concern to airport operations. Trees shall be spaced to maintain a minimum of fifteen ( 15) feet between anticipated mature crown sizes for each tree species selected. ( c) Selected tree species should tend toward a vertical or ascending branching habit to minimize perching and nesting opportunities for birds. Densely branched and foliated tree species shall not be allowed. ( d) Trees, shrubs, forbs and grasses that provide fruit, seed or forage palatable to grazing animals shall be avoided. Sec 15-81: Tree Pruning and Other Maintenance: (1) All trees on publicly owned Right of Ways (including but not limited to parkways, public parks, city owned properties such as police stations, pump stations, etc.) shall be the property of the City of West Chicago, and should not be pruned, removed, or otherwise tampered with or destroyed by the adjoining resident, or anyone other than City staff or Contractors hired by the City, without being subject to the penalties listed below. (2) Trees shall be maintained at a street clearance height of no less than 14' to allow for truck traffic on streets where truck traffic is allowed. On streets where no truck traffic is allowed, the street clearance height shall be a minimum of 10'. (3) Cyclical pruning shall take place each year to prune a portion of the trees in order to maintain health and vigor, and maintain a lower risk tree population. Such pruning shall conform to ANSI A300 and Z133.1 standards as applicable, and as approved by the Director of Public Works, Street Superintendent or their authorized designee. (4) Cyclical pruning shall be performed for the following reasons: street clearance, lamp and signage clearance, sidewalk clearance, thinning of the canopy as needed, removal of dead limbs, mitigating branch conflicts, establishing good branch structure, and Ordinance 24-0-0012 Page 6of9 ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] mitigating pest and disease issues, and others as noted by the Director of Public Works, Street Superintendent or their authorized designee. (5) Pruning by contractors or in house staff shall conform to all relevant ANSI A300 and Z 13 3 .1 standards, and shall avoid header cuts, topping, lion tailing, pruning more than 20% of a crown in a single calendar year, and other poor management processes. Variances to this ordinance may be allowed Director of Public Works, Street Superintendent or their authorized designee. (6) Application of chemicals or other treatments to trees, including but not limited to foliar and trunk sprays, trunk injections, macro infusions, and ground applications for the prevention and elimination of disease and insect infestation shall be performed to meet the specific requirements of the species of tree and the particular disease or insect infestation which exists or threatens. It shall be the Director of Public Works, Street Superintendent or their authorized designee's responsibility to determine the need and extent of treatment requirements and make recommendations to the city. (7) All contractors performing work on trees shall have at least one certified arborist on staff and shall adhere to the insurance and tree maintenance standards described in the UFMP (8) Additional standards may be found in the Urban Forestry Management Plan Sec 15-82: Tree Management During Construction Trees shall be a consideration during all phases of construction or redevelopment projects where Right of Way, Parkway, or other public trees may be affected. Additional information may be found in the Urban Forestry Management Plan (1) For ROW, Parkway, or other Public trees to be retained during construction, a minimum 6-foot height fence shall be installed at the limits of the critical root zone of the tree, or as determined by the Director of Public Works, Street Superintendent or their authorized designee. Such fencing shall remain in place at all times, without exception. (2) Within the fenced tree protection zone, the following shall not be permitted under any circumstance: a. Storage of construction materials or liquids such as fuel or oil of any kind b. Movement or storage of construction equipment c. Storage of waste or refuse (3) Periodic inspections by the city shall be performed. If found to be in compliance, the fencing may be removed directly before the landscaping phase of the project. (4) A final inspection shall be performed by the city within 1 year of permit close to ensure that tree protection measures were successful. Sec 15-83: Relocation or Replacement Ordinance 24-0-0012 Page 7of9 ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] Trees, newly planted or mature, shall not be relocated from their current sites due to the negative potential impact on the tree's survivorship and therefore loss of investment by the City ( 1) Trees planned for and planted by the City shall have a 1-year replacement guarantee from the supplying nursery (2) If a tree perishes due to natural age or other such natural causes, the tree shall be replaced by the City. Sec 15-84: Variance (1) All appeals for variance to this ordinance shall be presented to the Tree Board in writing. The Tree Board will present the appeal to the City Council at the time of their regularly scheduled meetings. The appeal will be approved or denied by the City Council within a reasonable time frame. (2) The criteria considered for variance request are including but not limited to health, type and location of the tree(s) or any other special hardship (excluding financial) circumstances that would make the ordinance enforcement unreasonable, provided larger public benefit is achieved. Sec 15-85: Penalties (1) Violation of any clause in this ordinance directly related to injury or damage done to a tree shall be assessed at the rate of $150 per diameter inch of the impacted tree. (2) In cases where damage has been partial, the Director of Public Works, Street Superintendent or their authorized designee retain the right to determine what percentage of the tree was damaged and assess that portion of the fine. Sec 15-86: Exceptions In the event of an extreme and unpredictable event such as a catastrophic storm, certain portions of this ordinance may be waived by the Director of Public Works at their discretion, in order to save human life or abate severe property damage. Sec 15-87: Severability If any part, term or provision of this Ordinance is held to be illegal, in conflict with any law or otherwise invalid, the remaining portion or portions shall be considered severable and not be affected by such determination, and the rights and obligations of the City shall be construed and enforced as if the Ordinance did not contain the particular section held to be illegal or invalid. Section 3. The findings and recitals herein are declared to be prima facie evidence of the law of the City and shall be received in evidence as provided by the Illinois Compiled Statutes and the courts of the State of Illinois. Section 4. Effective Date. This Ordinance shall be in full force and effect ten (10) days Ordinance 24-0-0012 Page 8of9 ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] from and after its passage, approval and publication in pamphlet form as provided by law. Section 5. All ordinances and resolutions, or parts thereof, in conflict with the provisions of this Ordinance are, to the extent of such conflict, hereby appealed. PASSED, this __ day of 2024. Alderman D. Beebe Alderman L. Chassee Alderman J. Sheahan Alderman H. Brown Alderman A. Hallett Alderman C. Dettmann Alderman M. Birch Ferguson Alderman S. Dimas Alderman C. Swiatek Alderman J. Smith Alderman R. Stout Alderman J. Short Alderman J. Morano APPROVED as to form: City Attorney APPROVED this __ day of _____ __ , 2024. Mayor, Ruben Pineda ATTEST: Valeria Perez, Executive Office Manager PUBLISHED: ___ _ Ordinance 24-0-0012 Page 9of9 ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Procurement of Unleaded and Diesel Fuel from Al Warren Oil COMMITTEE AGENDA DATE: April 4, 2024Through the DuPage County Joint Purchasing Program COUNCIL AGENDA DATE: April 15, 2024 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman ITEM SUMMARY: Annually, the City contracts for unleaded gas and diesel fuel deliveries. Costs are determined by using the wholesale low rack gasoline and fuel price on the date of delivery as published by O.P.l.S. (Oil Price Information Service), plus delivery charges, and applicable taxes. The only variable to the annual contract and bids is delivery charges. Prior to Fiscal Year 2015, the City had participated in the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program for fuel purchase. Since 2015, the City has participated in DuPage County's Joint Purchasing Program for fuel purchase and delivery. In January 2023, DuPage County agreed to add the City of West Chicago and its estimated fuel quantities to the bid proposal document. The bid proposal was advertised on February 6, 2023, and bids were opened on February 28, 2023. Al Warren Oil was the lowest bidder. Staff has recently been advised that LA Warren Oil has agreed to extend the portion of the contract for those associated users, including West Chicago, for the first extension for the purchase and delivery of fuel for the period of April 1, 2024, through March 31, 2025, at the 2023 prices. The following table represents City of West Chicago Quantities and pricing. Bid Item Bid Item Units West Chicago Mark Up Unit Price ($) Extended No. Quantity (+)/Discount Price($) (-) cents/gal 2 Gasoline - 89 Octane GAL 40,000 -0.0165 2.5805 $103,220.00 3 Ultra Low Sulfur Diesel 1 GAL 6,000 0.2000 3.9407 $23,644.20 4 Ultra Low Sulfur Diesel 2 GAL 24,000 0.0450 3.0180 $72,432.00 Although fuel costs vary on date of delivery, the City's annual fuel usage for Fiscal Year 2023, based on the average of the past four years is estimated to be approximately 60, 100 gallons (42,200 gallons for unleaded and 17,900 gallons for diesel) for an estimated cost of approximately $170,500.00. This cost is estimated based on the past four year average price per gallon of $2. 73 for unleaded and $2.95 for diesel. In addition, the Fire Protection District and School District 94 use the City's fueling station and are estimated to use approximately 17,000 gallons (7, 100 gallons of unleaded and 10,000 gallons for diesel) of fuel for an estimated cost of $48,800.00. Each District reimburses the City for the portion of fuel it uses. In FY2023, the City paid $281,983.73 for fuel of which, $204,079.14 was for City fuel and $77,904.59 was for other Districts. It is estimated that the combined fuel cost for Fiscal Year 2024, using the bid prices including delivery cost mark-up for all users will be approximately $262,000.00. There is currently $242,000.00 budgeted in Fiscal Year 2024 for the City's fuel needs across multiple accounts. The table below shows an illustration of average use of fuel over the last four years by entity along with estimated ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO cost of the fuel at an average price for the past four years ($2.73 for unleaded and $2.95 for diesel), highest price paid in the past four years ($3.51 for unleaded and $4.01 for diesel), most recent fuel delivery price ($3.19 for unleaded and $3.38 for diesel) and a hypothetical price for 2024 using average statewide price on March 20, 2024 ($3.77 for unleaded and $4.06 for diesel). At this time, staff is unsure where the fuel prices will be for the remainder of the FY2024. Avg. Avg. Price - Most Recent Hypothetical Consumption - Highest Price - Entity Past 4 years Delivery Price Delivery Price - Past 4 years Past 4 years ($) ($) Feb 2024 ($) IL Avg.($) (Gals) City - Unleaded 42,198.23 $115,063.32 $148,115.77 $134,840.21 $159,087.31 School/FPO - Unleaded 7,077.35 $19,298.05 $24,841.50 $22,614.96 $26,681.61 City - Diesel 17,930.30 $52,840.45 $71,900.50 $60,640.27 $72,797.02 School/FPO - Diesel 10,002.68 $29,477.80 $40,110.73 $33,829.05 $40,610.86 Estimated delivery markup $2,608.74 $2,608.74 $2,608.74 $2,608.74 Total $219,288.36 $287,577.24 $254,533.24 $301, 785.54 Total (includes 3% escalation) $225,867.01 $296,204.56 $262,169.23 $310,839.10 Staff seeks authorization to use the DuPage County Joint Purchasing Program to purchase, and have delivered, unleaded gasoline and diesel fuel from Al Warren Oil for the period April 1, 2024, thru March 31, 2025. ACTIONS PROPOSED: Authorize the purchase and delivery of Unleaded Gasoline and Diesel Fuel, from April 1, 2024, thru March 31 , 2025, from Al Warren Oil, using pricing obtained through the DuPage County Joint Purchasing Program, for an amount not to exceed $262,000.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE n AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: L-\ ,l:>. Resolution No. 24-R-0030 - Contract Award - Consulting COMMITTEE AGENDA DATE: April 4, 2024Engineering, Inc., for Services Related to the 2024 Water COUNCIL AGENDA DATE: April 15, 2024Distribution System Leak Survey for an Amount Not to Exceed $26,349.75 STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE ITEM SUMMARY: Since 2020, the City has conducted leak detection surveys of the water distribution system. A leak detection survey is a physical evaluation of a water system to identify specific leaks in the water system. The survey is performed using non-invasive methods utilizing listening devices to find leaks in pipes or fittings. To date, this program has been successful in reducing the City's water loss, which is often referred to as non-revenue water because the water is produced, but never reaches the end user. This might be due to leaks in aging watermain, metering inaccuracies, or unmetered consumption, such as water used from fire hydrants. Since 2020, through the leak detection survey, the City has discovered and repaired 124 leaks within the water distribution system. During this time, the City has significantly reduced its average daily water production by approximately 573,000 gallons per day or 209 million gallons per year. A significant amount of reduction is a result of the annual leak detection survey. Staff solicited proposals for the 2024 leak survey. The scope of work includes surveying approximately 147 miles of watermain, using acoustic leak detection equipment to identify and pinpoint water leaks in metallic and non-metallic watermain pipe in the City's entire water distribution system. All leak locations will be recorded using the GPS and will be transferred to City's mapping system for future capital improvement planning. Three proposals were solicited, but only two were received. CONTRACTOR BID SUBMITTAL AMOUNT OVERALL RANK Consultinq EnqineerinQ Inc. $26,349.75 1 Associated Technical Services $36,210.24 2 ME Simpson n/r n/a Consulting Engineering, Inc. of Strongsville, Ohio, who satisfactorily performed the 2023 leak survey, submitted the lowest responsible bid of $26,349.75. It is of note they have held its 2023 pricing for the 2024 survey. Therefore, it is staff's recommendation that a contract be awarded to Consulting Engineering, Inc. of Strongsville, Ohio, for the 2024 water system leak survey, in an amount not to exceed $26,349.75. In FY2024, $30,000.00 has been budgeted in the Water Fund (06-34-47-4418) and remains available for this work. The project start time will be determined based on contractor availability and should take three weeks to complete. Staff anticipates much of the survey work will occur during the late spring of 2024. ACTIONS PROPOSED: Approve Resolution No. 24-R-0030 authorizing the Mayor to execute a contract with Consulting Engineering, Inc. of Strongsville, Ohio, for the 2023 Water System Leak Survey for a contract amount not to exceed $26,349.75. ===== PDF PAGE 24 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO COMMITTEE RECOMMENDATION: ===== PDF PAGE 25 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0030 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH CONSULTING ENGINEERING, INC. FOR THE 2024 WATER SYSTEM LEAK SURVEY FOR AN AMOUNT NOT TO EXCEED $26,349. 75 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 contract with Consulting Engineering, Inc. of Strongsville, Ohio, for the 2024 Water System Leak Survey for an amount not to exceed $26,349.75, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of April 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 26 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC.c Proposal for Leak Detection Survey for Water Distribution System City of West Chicago, IL 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@cengr.co Website: www.cengr.co p.l ===== PDF PAGE 27 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. a;: Table of Contents 1 Cover Letter p.3 2 Capacity and Team Structure pp.4-7 3 Statement of Qualifications • Executive Summary p.8 • Quality and Features of Proposed Equipment pp.9-12 • Methodology/ Approach and Schedule pp.13-15 • Policy & Affiliation Statements p.16 • Representative Projects pp.17-21 4 Price Proposal p.22 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@cengr.co Website: www.cengr.co p.2 ===== PDF PAGE 28 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. c 1. Cover Letter Consulting Engineering Inc. (CEI), MBE/DBE/CSB/RSB/SBE/EDGE-certified, is pleased to submit its technical proposal through this cover letter to the City of West Chicago for their Leak Detection Program. We believe our response meets the requirements set out by the City of West Chicago in the contract documents. If the City of West Chicago determines that CEI's response is deficient in any way, CEI respectfully requests to be notified and, where appropriate, given the opportunity to correct any such deficiency. CEI's methodology will abide by West Chicago's technical specifications. Our schedule has no commitment conflicts. Please, forward any questions, comments, or concerns regarding this solicitation response to Y Chan via the contact information below. On behalf of the CEI team, we thank you for the opportunity to respond to these contract documents and look forward to serving the City of West Chicago. Sincerely, YChan Civil Engineer I Principal Owner 440-238-9699 x206 Y.Cban@cenip:.co 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@cengr.co Website: www.cengr.co p.3 ===== PDF PAGE 29 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. c 2. Capacity and Team Structure All services stated in the Scope of Work will be provided by the following team. Project Manager - 20+ years of experience Y Chan is the Principal Owner and a Civil Engineer with a BSCE from the Ohio State University with a specialization in Structural Engineering (2003) who has managed civil design projects and leak detection programs for CEI since 2013. He managed all projects listed in this proposal while performing sounding and pinpointing, as needed. In addition to managing leak detection and water audit projects, Mr. Chan has managed and designed civil engineering and construction administration projects around the nation for ODOT, OTIC, PATH, NYCDOT, NYSDOT, PennDOT, MTA, MetroNorth, NHDES, GSA, Veterans Affairs, and numerous government entities. He is the architect ofCEl's ESRI/ ArcGIS program used for documenting listening points including asset defects, GIS mapping errors, photos, and acoustic results in ArcGIS Collector so the data is readily accessible. He is a DOT-certified flagger, CPR-certified, and experienced in all Bentley programs, all AutoDesk programs, and Cartegraph. He manages all budgeting, scheduling, communications, data analysis, and reports. .t -30+ years of experience ..,.--.:;;.,..- Ray C. S. Chan, P.E., is the founder of CEI. He is a Structural and Hydraulic Engineer with his BSCE from the University of Illinois at Urbana-Champagne and masters from Virginia Tech. He is well-acquainted with water infrastructure projects, specializing in leak detection in the Cleveland Water System; the majority of the Cleveland master-metered suburban cities, including City of East Cleveland, Cleveland Heights (a client since 1990), the City of Bedford, the City of Lakewood, and other surrounding suburbs; and across North America. Ray C. S. Chan, P.E., will be responsible for the program oversight. Mr. Chan has specialized in leak detection and location since 1974. He was the engineer-in-charge for Pitometer Associates (now, ADS), assigned to the Cleveland Water Department in the early '80s where he detected and pinpointed leaks for the 5,360-mile system. Being in business for over thirty years, Mr. Chan believes in a safety-oriented team effort focused on clear communication while meeting clearly established and measurable goals. Field Services Leader - 15+ years of experience Maurice Little's input is critical in the purchase of all water leak detection equipment. He is an expert in the use of all CEI leak detection equipment and the training of field technicians. With thousands of miles of water utility experience, he has performed & executed all field services in this proposal. His conceptual skills, leak detection training, and field experience provide for the skills, knowledge, and expertise to evaluate and pinpoint leaking assets, document findings, and make recommendations for rehabilitation. Training and Certifications include ArcGIS Collector, Cartegraph, OSHA 30, Field Operations Classroom Training, Valve Operator, Truck Safety, Equipment and Inspection Training, Trimble Operation and Data Management Training, First Aid/CPR Certification, Confined Space Entry Trained, Flagger Certification, Hydrant Flushing/Flow Trained (AWWA Ml 7, NFPA 291), DOT Certified Vehicle Driver. In addition to CEI projects, Mr. Little has performed the following: 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@cengr.co Website: www.cengr.co p.4 ===== PDF PAGE 30 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. c: Valve&/or Leak Confined Systemlso. On-Call Non- Client Years Hydrant UDF Metallic Miles Detection Space (Shut-downs) Services Metallic Assessment Anne Arundel County, MD 2017 Yes Yes Yes 210 Baltimore City, MD 2007-2013 Yes Yes Yes Yes Yes Yes 160 Baltimore County, MD 2007-2013 Yes Yes Yes Yes Yes Yes 220 Batavia, IL 2017-2018 Yes Yes 190 Bayonne, NJ 2015 Yes Yes 130 Buffalo Grove 2020-2022 Yes Yes Yes 183 Carol Stream, IL 2018 Yes Yes Yes Yes 140 Charles County, MD 2017 Yes Yes Yes 150 Cleveland, OH (CWD) 2016-2017 Yes Yes Yes Yes 2,100 DC Water 2010 Yes Yes Yes 660 Dupage, IL 2014 Yes Yes Yes 160 Edenton, NC 2009 Yes Yes Yes 130 Flagstaff, AZ 2017-2018 Yes Yes Yes Yes 220 Georgia Environmental 2015 Yes Yes Finance Authority 1,200 Hays, KS 2015 Yes Yes 106 Howard County, MD 2016-2017 Yes Yes Yes Yes 500 jersey City, NJ 2015 Yes Yes 210 Lakewood, OH 2020-2022 Yes Yes 240 Lowell, MA 2019 Yes Yes 215 Massachusetts Water 2015, 2016, Yes Yes Yes Resources Authority 2018 3,735 McKinney, TX 2011 Yes Yes Yes 120 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@cengr.co Website: www.cengr.co p.5 ===== PDF PAGE 31 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. e:: Valve &/or Leak Confined Systemlso. On-Call Non- Client Years Hydrant UDF Metallic Miles Detection Space (Shut-downs) Services Metallic Assessment Middleborough, MA 2017 Yes Yes 135 Minneapolis, MN 2015 Yes Yes 440 Needham, MA 2012 Yes Yes 150 New Hampshire Department 2018 Yes Yes of Environmental Services 732 Norridge, IL 2017 Yes Yes Yes 44 North Kentucky, KY 2016 Yes Yes Yes 160 Pagosa Springs, CO 2015 Yes Yes 240 Piqua, OH 2017 Yes Yes Yes 110 Pontiac, MI 2015 Yes Yes Yes Puerto Rico Aqueducts 2015 Yes Yes Yes Yes & Sewers Authority 1,700 San Antonio 2015 Yes Yes Water System 2,400 Surrey, British Columbia 2017 Yes Yes Yes Yes Canada 180 Waco, TX 2014 Yes Yes Yes 190 West Palm Beach, FL 2014 Yes Yes Yes Yes Yes 170 Wilson, NC 2015 Yes Yes Yes 130 WSSC,MD 2014, 2015 Yes Yes Yes l,700 19655 Tanbark Ln; Strongsville, OH 44149 Tel: 440.238.9699 Email: ce@ceogr.co Website: www.cengr.co p.6 ===== PDF PAGE 32 ===== [Extraction: embedded PDF text] CONSULTING ENGINEERING, INC. ct;:: Field Services Technician - 15+ years of experience Damian Booker has conducted acoustic surveying and valve box assessment & cleaning for Tucson, AZ,; Buffalo Grove, IL; Carol Stream, IL; Oak Park, IL; Park Ridge, IL; Montgomery, PA; Baltimore, MD; Cleveland, OH, & Lakewood, OH. Mr. Booker has experience with Vivax-Metrotech, CST- Berger, Sub-Surface and SebaKMT products as well as traditional equipment. Mr. Booker has been trained and performs work on ArcGIS Collector and Cartegraph. OSHA 10 Certified. Field Services Technician - 5+ years of experience Calvin Roberts has conducted acoustic surveying and valve box assessment & cleaning for Flagstaff, AZ; Springfield, IL; Carol Stream, IL; Lowell, MA; Buffalo Grove, IL; Oak Park, IL; Park Ridge, IL; Diablo, CA; Montgomery, PA; Cleveland, OH; & Lakewood, OH. Mr. Roberts has experience with Vivax- Metrotech, CST-Berger, Sub-Surface and SebaKMT products as well as traditional equipment. He has been trained and performs work on ArcGIS Collector and Cartegraph. OSHA 10 Certified. Field Services Technician - 3+ years of experience Michael Scott is a Leak Detection Specialist who has conducted acoustic surveying and valve box assessment & cleaning for Lowell, MA; Park Ridge, IL; Buffalo Grove, IL; Oak Park, IL; Park Ridge, IL; Diablo, CA; fyfontgomery, PA; Cleveland, OH; & Lakewood, OH. He has experience with Vivax-Metrotech, CST-Berger, and SebaKMT products as well as traditional equipment. He has been trained and performs work on ArcGIS Collector and Cartegraph. OSHA 10 Certified. Field Services Technician - 2+ years of experience Izaya Townsend has conducted acoustic surveying and valve box assessment & cleaning for Arlington Heights, IL; Buffalo Grove, IL; Glenview, IL; Montgomery, PA; Cleveland, OH; & Lakewood, OH. Mr. Gaither has experience with Vivax-Metrotech, CST-Berger, Sub-Surface, and SebaKMT products. He has been trained and performs work on ArcGIS Collector and Cartegraph. OSHA 10 Certified. Field Services Technician - 2+ years of experience Amanda Grady has conducted acoustic surveying and valve box assessment & cleaning for Springfield, IL; Buffalo Grove, IL; Montgomery, PA; Cleveland, OH; & Lakewood, OH. He has experience with Vivax-Metrotech, CST-Berger, and SebaKMT products as well as traditional equipment. She has been trained and performs work on ArcGIS Collector and Cartegraph. OSHA 10 Certified. Data Integrity, Office Support, Civil Engineer - 30+ years of experience Henry Wong was a Leak Detection Specialist with CEI in the '80s and '90s who now provides support to field services using ArcGIS online, scheduling access to inaccessible areas, tracking crew production, verifying data integrity, generating daily reports, etc. He is familiar with all ESRI. Carte graph, Bentley, and AutoDesk programs. Pmlttl M1mncer YCh1n Pro lest Ovcnlght llleld Servl"M l.tader CMI RnglnC!t'f Ray C. S.. Chan, P.E. M•urke Lttfle UeneyW001 l'ltld Servlr