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Public Works Packet 2010 04-20-10 A o United City of Yorkville a 1` 800 Game Farm Road EsL 1636 Yorkville, Illinois 60560 Telephone: 630-553 -4350 ®' .\ p Fax: 630-553-7575 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, April 20, 2010 6: 00 p.m. City Hall Conference Room Minutes for Correction/Approval: February 16, 2010 Items Recommended for Consent Agenda: None New Business : 1 . PW 2010- 18 Water Department Report for January 2010 2 . PW 2010- 19 Water Department Report for February 2010 3 . PW 2010-26 Encouraging Permeable Pavers — Discussion 4. PW 2010-27 Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping 5 . PW 2010-28 Saravanos Property Punchlist 6. PW 2010-29 Game Fartn/Somonauk Street — ROW Funding Agreement Old Business: Additional Business : 2010/2011 City Council Goals Public Works Committee Goal Elected Officials Staff Susan Mika / Travis Miller / Infrastructure planning. Sutcliff/ Plocher Joe Wywro[ / Eric Dhuse 7rai1 planning and pedestrian (with park Board.) Werderich / Golinski Laura S Joe W / Bart Olson / Joe Wywrot Development slow-down issues. Teeling / Gilson Travis Miller / Joe Wywrot UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, April 20, 2010 6 :00 PM CITY CONFERENCE ROOM MINUTES FOR CORRECTION/APPROVAL: 1 . February 16, 2010 ❑ Approved ❑ As presented ❑ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- l . PW 2010- 18 Water Department Report for January 2010 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2010-19 Water Department Report for February 2010 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3 . PW 2010-26 Encouraging Permeable Pavers ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2010-27 Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 5 . PW 2010-28 Saravanos Property Punchlist ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2010-29 Game Farm / Somonauk Street — ROW Funding Agreement ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ADDITIONAL BUSINESS : --------------------------------------------------------------------------------------------------------------------------------------- DRAFT UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, February 16, 2010 — 6 :00 P.M . PRESENT: Chairman Joe Plocher Valerie Burd - Mayor Joe Wywrot (City Engineer) Bart Olson — City of Yorkville Marty Munns — Alderman Diane Teeling - Alderman Dan Kramer — Inland Any. Matt Fiascone - Inland PRESENTATIONS : NONE The meeting was called to order @ 6 :00 p.m. by Chairman Joe Plocher MINUTES FOR CORRECTION/APPROVAL: The minutes for January 19, 2010 were approved after a few minor corrections submitted by Alderman Gilson. Items Recommended for Consent Agenda: 1. PW 2010-11 Kendall Marketplace — Earthwork Letter of Credit Expiration Mayor Bard asked if will affect our negotiations with them. Bart Olson said it will not. This is standard procedure. 2. PW 2010-12 Saravanos Development — Sitework Letter of Credit Expiration All items will move forward to Consent Agenda. NEW BUSINESS : 1, PW 2010-13 2010 Parkway Tree Program - Informational Joe Wywrot gave an update on the Parkway Tree Program that is being planned for 2010. There is no out of pocket funds that will be used for this program. The resident buys the tree and the city share is the labor of installing it and watering it. 2. PW 2010-14 Windett Ridge — Com Ed Easements Joe Wywrot said we finally have it worked out where the legal description is correct and he is recommending approval. Chairperson Plocher asked for any objections. There were no objections. This item will move to consent. 1 3. PW 2010-15 Game Farm Rd. / Somonauk St. (Appraiser Services) Supplemental MITT Appropriations Resolution Joe Wywrot said the previous resolution we only appropriated 50% of the money. We will get this money back. We have to pay the vendor in order to get this money back. This is why we need the second appropriation. This Item will move forward to consent agenda. 4. PW 2010-16 MFT Appropriation for General Maintenance for FY 2010-2011 Joe Wywrot said this is Eric Dhuse' s item. Eric uses these funds for Salt, Signage, etc. etc. This item will move to consent agenda. 5. PW 2010-17 Ordinance Adopting Stormwater Management Program Plan Joe Wyrot presented the Stormwater Management Plan. It is required that we have this plan. We actually have a 3 page plan that EI put together for us about 7 years ago. EPA said that plan was inadequate. Joe extracted most of this from a template plan that the Lake County Stormwater Commission prepared. It is approximately 27 pages. EPA has reviewed it and asked that we define specific measureable goals. Joe came up with several measureable goals. Joe is recommending this plan be adopted. Mayor Burd mentioned we may want to take off quarterly in front of city news letter. Joe will remove it. Chairperson Plocher asked if Joe can come up with a brief presentation of this packet. Bart said that is fine and make it about 10 minutes. Mayor Burd asked if the county is doing something like this too. Do we have any kind of plan to interact with the county stormwater management? Joe said they are coming up with the ordinance addressing flooding type issues. They will also have to come up with their own stormwater management plan. Mayor Burd wouldn't it be nice to put it in the plan. Just mention that we are working with them. Joe said we can put it in the plan, just not as a goal. Joe said there is an adopting ordinance that goes with this. He sent it on to Kathy Orr. This will go on for I " reading as well as a short presentation. OLD BUSINESS : 1. PW 2010-08 Game Farm Rd / Somonauk St. Project — Status & Funding Discussion Bart Olson said this is our discussion on how we are going to fund this project. Alderman Munns said we need to get this done. This road has been messed up for years. Bart Olson said if we are going to do it, we will need to do it next year 2011 or wait until 2014. The plan for Rt. 47 is 2012 & 2013 tentatively. He mentioned that you probably don't want to be doing both constructions at the same time. Alderman Teeling said we wouldn't have a road left. Bart said we would have to do interim improvements and that could be $50K. Bart presented a debt service schedule with different dollar amounts. All along we thought Rt. 47 is a mandatory project. If 2 we combine the two, we're looking at $525K per year that we would have to identify. If we are going to do that, we are looking at first year's payment in next year' s budget. If you're telling me that Game Farm is high enough priority that we think we should that, and then the conversation immediately occurs in March on when it should get done. Alderman Munns says one of the main functions of the city is to have functioning roads for people to drive on over a lot of other stuff. Bart said there are other capital projects that you may want to weigh against; public buildings, other roads or acquisition of land. We do have $2.5 Million from the Federal & State Government. This money will still be there in a few years. Alderman Teeling what is the Debt Service Schedule. Bart said it is your loan repayment schedule. Alderman Munns said he is in favor of doing this in 2011 . Alderman Teeling asked about what the road would look like in 2014. Joe said we would have to do some patching. Joe said there is one scenario about the delay. If IDOT builds Rt. 47 first, they could incur the costs of the new traffic signal at Rt. 47 and Somonauk Rd. After more discussion, this will come back next month for further discussion. 2. PW 2010-09 Sunflower Estates — Remaining Punchlist Work Joe Wywrot said the city went out and re-checked the major storm overflow path; item # 15 on the punchlist. One of the two locations has been re-graded the other has not, but upon reconsideration it is ok to take this off the list, because there is a secondary overflow path that would kick in. The water in the street won't pond any deeper. Joe did not get in touch with the residents because he felt that this was a good alternative. The other items on the punchlist he recommends they remain. Matt Fiascone of Inland talked about the remaining items. Item #15 which is recommended for removal. He stated the rest fall into 3 categories. The largest group of items; Inland has no issues with. The other 2 categories comprise 5 of the 14 remaining items. Item #10 broken sidewalk & # 12 Driveway Apron; which he believes are builder responsibility. The other 3 items we think that are new and should've been the owner' s or the City' s responsibility. These items are # 9 & # 11 which are Backfill of Public Sidewalks and # 14 Dead Parkway Tree, which has been replaced at least once. Matt said he is looking for the committee and ultimately the council to allow us to NOT do these 5 items. Matt would also like to discuss the ultimate requirement for a maintenance bond given the time that has elapsed since these improvements were all done. Joe Wywrot in respect to the 6 items that Matt discussed, some of them are more recent, but they exist. Regarding item # 12; the driveway apron was damaged during curb repairs prior to surface course paving. Joe said this is not a builder item and he doesn't know if it's relevant that whether it' s a builder item or not a builder item. 3 Alderman Teeling asked what Backfill Public Sidewalk means. Joe explained that the sidewalk is not flushed. Chairperson Plocher asked why wasn't these items completed back in 1998 . Matt said some of these items were completed once, but have deteriorated over time and apparently need to be completed again. Other reasons were personnel changes, lack of follow-up of record drawings among other things. Alderman Teeling stated that Joe said we wouldn't release anything until all of the items were done. Joe Wywrot said that is standard procedure. Matt responded that standard procedure also means you can go by the Phase. Joe agreed that the City has accepted developments on a Phase by Phase basis. Chairperson Plocher and Alderman Teeling agree that Inland should fix the curb and the only items that they would agree to remove are the backfill and the tree replacement. Joe would ask the developer to remove the parkway tree, but what do we do when the residents call for a replacement. Bart Olson mentioned the parkway tree program and we can possibly replace when the developer removes the tree. Matt will coordinate with Bart. In regards of the damaged Driveway Apron, if the home owner is willing to say don't worry about it, he thinks that would be OK. You would want a written response from the home owner. Dan Kramer since it sat there so long we would just rather not do another maintenance bond so we 're back here next year It' s just time. Joe said so you are saying, we are not going to have a warranty period. Dan & Matt said that is what we are requesting. Chairperson Plocher asked Joe what is your feeling on the matter. Joe said we should have a warranty period. Alderman Munns said it's a warranty for what they did and not the whole subdivision. Joe said for the entire subdivision. Bart Olson said our policy is to have a one year warranty period in place. Alderman Teeling asked if we can designate what the one year warranty period is for. Joe replied I imagine you could, but the ordinance says it's for public improvements; land improvements is the correct terminology. Chairperson Plocher is in favor of the one year warranty period. In summation, Joe said we are looking for the warranty, but we are looking to drop items # 9 & 11 the two backfill sidewalks. Also have the developer remove the parkway tree (item # 14) but will coordinate with the city. The driveway apron will be decided on by the property owner with a letter of consent. This will come back at some future date. 3. PW 2009-110 Yorkville Business Center Units 2 & 3 —Final Acceptance - Update Joe said the only item remaining is the payment of past due fees. Dan Kramer presented payment. With this payment, the developer will have satisfy all of the conditions of the motion that was passed by City Council 3 years ago. Joe said the 4 warranty period would have expired in 2008 so he is recommending that warranty period be knocked off. We will just send out final acceptance letter. Chairperson Plocher is fine with it. This will release 3 of the 4 bonds. Matt said there is still one bond remaining that is securing the water main. There was extensive talk about the location of the water main. Joe is going to check distance and get back to Matt. ADDITIONAL BUSINESS: None ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 6 :52p.m. Minutes respectfully submitted by Tim Dlugopolski 5 HSV# 1 2. �° �,T�o United City of Yorkville pW ox►o- tg . eB WATER DEPARTMENT REPORT a rs � . �, y ((E �yy JANUARY 2010 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FE FEET GALLONS 3 1335 501 204 0 4 1393 542 188 12,626,000' 7 1500 883 553 3,269,800 8 1500 861 477 13,073,000 9 1500 1125 576 15,324,000 TOTAL 44,292,800 CURRENT MONTH'S PUMPAGE IS 6,753300 GALLONS MORE THAN LAST MONTH 2,474,800 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: 1361,500 GALLONS DAILY MAXIMUM PUMPED: 2,031r200 GALLONS DAILY AVERAGE PER CAPITA USE: 85. 1 GALLONS WATER TREATMENT CHLORINE FED: 1050.9 LBS. CALCULATED CONCENTRATION : 30 MG/L FLUORIDE FED: 350.8 LBS, CALCULATED CONCENTRATION : 0.22 MG/L POLY PHOSAPHATE 715 LBS. CALCULATED CONCENTRATION : 0.71 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 18 SAMPLES TAKEN 18 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLOURIDE: 3 SAMPLE(S) TAKEN CONCENTRATION : 1_0 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 0 NUMBER OF LEAKS OR BREAKS REPAIRED: MXU'S 4 NEW CUSTOMERS RESIDENTIAL: 3 COMMERCIAL: 0 INDUSTRIAL/GOVERNMENTAL: 0 COMMENTS WELL #9 REPAIRS WERE FINISHED AND THE WELL WAS PUT BACK ONLINE. Nz#o� ,=,,E� T�o United Ci of Yorkville �' �w aao - ICI �� WATER DEPARTMENT REPORT d9 (B PAW;:.. p 7��E �y��= FEBRUARY 2010 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FEET FEET GALLONS 3 1335 501 206 0 4 1393 542 189 10,6571000 7 1500 883 554 2,609,700 8 1500 861 476 39,000 9 1500 1125 578 23,482,700 TOTAL 36,787,700 CURRENT MONTH'S PUMPAGE IS 7 505 100 GALLONS LESS THAN LAST MONTH 375,100 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: 1312,300 GALLONS DAILY MAXIMUM PUMPED: 1 ,671,800 GALLONS DAILY AVERAGE PER CAPITA USE: 82 GALLONS WATER TREATMENT CHLORINE FED: 1034 LBS. CALCULATED CONCENTRATION : 34 MG/L FLUORIDE FED: 406. 1 LBS. CALCULATED CONCENTRATION : 0.24 MG/L POLY PHOSAPHATE 592.8 LBS. CALCULATED CONCENTRATION : 0.71 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 18 SAMPLES TAKEN 18 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLUURIDE: 3 SAMPLE(S) TAKEN CONCENTRATION: 1 .02 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 6 NUMBER OF LEAKS OR BREAKS REPAIRED : 4 MXU'S 1 NEW CUSTOMERS RESIDENTIAL: 2 COMMERCIAL: 0 INDUSTRIAL/GOVERNMENTAL: 0 COMMENTS HAD 4 WATERMAIN BREAKS IN THE MONTH OF FEBRUARY. 220 PLEASURE DR 416 W KENDALL CENTER ST & COLTON ST & 323 W KENDALL DR. 2,700,000 GALLONS OF WATER LOST DUE TO BREAKS. Reviewed By: Agenda Item Number %A Legal ❑ #3 Finance ❑ EST. , 1836 Engineer ❑ Tracking Number City Administrator ❑ Consultant ❑ ❑ Pki ao1o _a(-p �ty <LE Agenda Item Summary Memo Title: Encouraging Permeable Pavers—Discussion Meeting and Date: Public Works 4100110 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Alderman Sutcliff Ward 3 Name Department Agenda Item Notes: `.Zo C/r3. Reviewed By: Agenda Item Number J2 0 Legal ❑ HE A q 1836 Finance EST. , I� 6-- \�� Engineer t' Tracking Number City Administrator ❑ s y`20 Consultant ❑❑ P KI 0010 - 9 <I-E �V Agenda Item Summary Memo Title: Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping Meeting and Date• April 20,2010 Public Works Committee Synopsis: Recommend award to EnCAP, Inc. for the amount of$30,737.70. This work is to be funded by the$41,443.05 letter of credit for this development. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Memorandum To: Joe Wywrot, City Engineer ESL , 1836 Bart Olson, City Administrator pW From: Laura Sehraw, City Park Designer -p �O CC: Jen Woodrick, Administrative Assistant LE ��,� Date: April 14, 2010 Subject: Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping On April 6°i four different landscaping companies submitted proposals for the Fox Hill Unit 7 Stormwater Basin Landscaping. The results were as follows: Company Bid Result Conservation Land Stewardship $42,200.00 EnCAP, Inc. $309737.70 McGinty Brothers $355938.00 Pizzo & Associates $60,382.81 Staff recommends approval of the EnCAP, Inc. proposal in the amount of $30,737.70 for the naturalized landscape establishment and 3 year maintenance and monitoring of the stormwater management basin. Due to the project not being maintained by the city after the project completion, we cannot use our tax exempt status for this project, which I was not aware of at time of bidding. The majority of the cost of the project is labor and mobilization which is not effected by sales tax. A change order to pay the 5.5% tax on the herbicide and live plant plugs will be issued after those products are ordered and used for this project. This would affect all proposals equally due to the hard number for the products specified. �,�D Cl; y Reviewed By: Agenda Item Number l� Legal ❑ 5 EST. Z " 1836 Finance F-1 Engineer ■ Tracking Number fa City Administrator ❑ �, O Consultant ❑ w a� � ®_ ag LE`We � ❑ Agenda Item Summary Memo Title: Saravanos Property Punchlist Meeting and Date: Public Works 4/20/10 Synopsis : Updated punchlist for Stagecoach Crossing Plaza. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Discussion Submitted by: Jennifer Woodrick Engineering Name Department Agenda Item Notes : co, United City of Yorkville c p Couniv Seat a(Wendall County n 800 Game Farm Road EST. 'ml 1836 Yorkville, Illinois 60560 Telephone: 630-553-8528 O jr: o Fax: 630-553 -3436 P s` d Website: wvww.yorkvilleJl.us <ALE Mr. Sam Saravanos April 16, 20M Saravanos Properties, LLC PO Box 415 Plainfield, IL 60544 Re: Stagecoach Crossing Plaza] Route 47 Improvements/ Punch List.2 Dear Mr. Saravanos: A !held inspection of the above site has been completed; below is the revised project punch list: + Submit record drawings for review. Record drawings must include as-built rim and invert elevations of all new storm sewer and sanitary sewer structures, as well as existing sewer structures where connections are made. For water tnams, provide valve rim elevations and top-of- pipe elevations where possible. Water, sanitary, and storm service locations to individual buildings are required to be correctly located on the plan or listed in a table with measurements from the nearest downstream manhole (for sewers) and to the nearest side lot line and distance back-of-curb for B-Boxes. Benchmarks are to be established on all new hydrants and listed in tabular form. As- built light pole locations and cable routing are to be provided. As-built storm water basin grading and volume calculations, and adequate spot elevations for all major-storm overflow paths are required. Additional as-built data may be required on a case-by-case basis. Record drawings shall also include the same notes, typical sections, and special details provided in the approved plans. Record drawings are required to be prepared by, signed, and sealed by an Illinois Licensed Professional Engineer. Following approval, provide two full-size prints, as well as Auto Cad files and PDF copies, to be imported into the City's Base Map and GIS System. • Provide IDOT sign-off for work completed in the right of way. • Convey right of way to IDOT. • Field entrance and culvert are called to be removed on approved plans (Station 51 1+25LT). + Re-install 'Bonnie Lane' and `No Parking' signs. Please complete the above items immediately, and contact me at 630553-8528 to schedule a re-inspection of this site. Sincerely, JetmiferL.. Woodrick United City of Yorkville Engineering Department Cc: Bart Olson, City Administrator Joe Wywrot, City Engineer Darrell Busch, Sr. Engineering Technician Laura Schraw, Interim Community Development Director D C1,? United City of Yorkville County Seat q('Keitdafl Comr(P � 800 Game Farm Road esr, 1836 Yorkville, Illinois 60560 Telephone! 630-553-8528 Fax : 630-553-3436 O� Website: www,yorkvilJc,il.us <LF �4v Mr, Sam Saravanos April 16, 2010 Saravanos Properties, LLC PO Box 415 Plainfield, IL 60544 RE: Stagecoach Crossing Plaza, Onsite Punchlist I Dear Mr. Saravanos: A Geld inspection has been completed al the above site; below is your initial project punchlist: General • Record drawings dated 6- 17-2008 have been reviewed; City Engineer Joe Wywrot's comments are attached hereto. Please arrange to submit revised record drawings to my attention at your earliest opportunity, whereby they will be logged in and routed for review. Fallowing approval, provide two full-size prints, as well as Auto Cad files and PDF copies, to be imported into the City's Base Map and GIS System. • Provide an As-Built of the site lighting, showing conformance to the approved photometric plan for the development. Pavement • Patch all potholes. • Remove and replace approx. 3' damaged curb at the north end of Saravanos Drivel west side of street. • Remove and replace approx. 3' damaged curb at the middle area of Saravanos Drive; west of Building A/ east side of street. • Curbing required at Building B, Building C, Building F, and parking islands for Building C. • Complete installation of surface course along Saravanos Drive- current surface ends in front of Building D. • Complete installation of binder, surface, and pavement striping at Building B, Building C, Building E, and Building F; these are presently gravel-only. Sanitary • Install "City of Yorkville Sanitary' lids on the following manholes: 101 , 103, 105, 107, 109, 111 , 115, 117 • Clean MH- 109 and MH-111 . • Modify bench on MH- 105 and MH-109, so that solids do not build up. • Remove build up of solids from MH-107. • Vac-test MH-101 . • MH-117: Replace clunmey seal, backfill around manhole or protect with fence. Water • Wire brush and paint all fire hydrants with paint provided by hydrant manufacturer. • Locate and adjust the following fire hydrant A-valves to finish grade: 104, 109, 112, 116. • Install "City of Yorkville Water' lids on the following water vaults: 100, 1101 113. Stagecoach Crossing Plaza Onsite Punchlist, l Storm Clean the following structures and pour bench: 105, 109, 111 , 113, 115, 117, 119, 121 , 123, 125, 127, 129, 131 , 133, 135, 1371 139, 141 , 143, 145, 147, 149, 151 . 153. 155, 1574 202, 204, 206, 208, 210 212, 214, 216, 2185 20, 406, 4085 500. + Grout under the casting at the following structures: 121 , 127. 139, 141 , 143, 149, 149-A, 151 , 153, 157, 204-A, 204-B, 206, 208, 208-A, 208-B, 2 10, 212, 214, 216, 218, 220, 500, 502. + Install "City of Yorkville Storm" lids to the following structures: 102, 104, 105, 107, 147, 302. + Clean (lie following sumps: 102, 104, 149-A, 402, 502, 602. + Add steps the following structures: 102, 204, 302. + Remove debris from the following structures: 300, 303, 504. o Add riprap around structures 200 and 400. + Grout around the pipe at structure 102. LundscapinE The following deficiencies were noted: + Lot U Building A: o Qty 7 COR, parking lot berm o Qty 2 FOR, north end of basin, rear of building + Lot 3/ Building C: • Qty XXX SES, north end of basin, rear of building • Qty 2 TAX, middle of basin, rear of building • Qty 1 THU, south end of basin, rear of building + Lot 5/ Building E: • Qty 2 SYR, east end of The first landscaped parking island north of building • Qty 9 COR, cult end of the first landscaped parking island north of building • Qty 8 MIS, middle of the first landscaped parking island north of building • Qty 10 SES, middle of the first landscaped parking island north of building • Qty 4 TIL, middle of the first landscaped parking island north of building • Qty 20 CAL, west end of the first landscaped parking island north of building • Qty I TIL, east end of the second landscaped parking island north of building • Qty 6 JUN, east end of the second landscaped parking island north of building • Qty 7 SES, east end of die second landscaped parking island north of building • Qty 2 ACR, middle of the second landscaped parking island north of building • Qty 9 SES, west end of the second landscaped parking island north ofbuilding • Qty 16 CAL, middle of the third landscaped parking island north of building - • Lot 71 Basin o Qtv 3 JUS, east end, by Saravanos Drive Please arrange to complete the above items immediately, and contact me at 630-553-8528 to schedule a re- inspection of this site. Sincerely, Jetfnifer L. Woodrick United City of Yorkville Engineering Department Cc: Bart Olson, City Administrator Laura Sehraw, Interim Community Development Director Joe Wywmt, City Engineer Paul Zabel, Code Official Darrell Busch, Sr. Engineering Technician Stagecoach Crossing Plaza Onsite Puncli ist. l �.�Ep orr1. United City of Yorkville ,ate County Seat of Kendall County ` = 800 Game Farm Road Yorkville, Illinois, 60560 cE �`� Telephone: 630-5534350 Fax: 630-553-7575 Website: www.yorkville.il .us December 31 , 2008 Mr. Kevin Berry SEC Group, Inc. 651 Prairie Pointe Drive, Suite 201 Yorkville, Illinois 60560 Re: Stagecoach Crossing -- Record Drawings Dear Kevin: I have reviewed the proposed record drawings for the referenced development, prepared by SEC Group, Inc. and dated 6/17108, and have the following comments: General • Record drawings for the Route 47 improvements required for this development should be submitted for review. • Comments are made only once, but may affect several plan sheets. • Include the general notes, typical sections, and special details from the approved plans. The restrictor detail should include as-built data. • Include the geometric plan from the approved plans, showing parking stalls and signage. • Provide special details for curtain wall, retaining wall, temporary flushing hydrant, and parking lot lighting. Sbeet I • Add a note on the cover sheet stating that these drawings as the record drawings for approved plans entitled "Saravanos Properties, LLC" dated 11/17/04, and "Stagecoach Crossing Revisions" dated 10/3/07. Sheet 2 • Show lot numbers and/or addresses. • Label Saravanos Drive and indicate that it is a private roadway. Add a note stating that all storm sewers shown are private. • Label storm tags 206A-206D and 208A-208D. • Provide 2, 25, and 100-yr HWL's for both stormwater basins. • Also provide B/W elevations for the retaining wall along the west property line. Construct the PCC curtain walls and provide overflow elevation. • Provide T/W and B/W elevations for the retaining walls along the McDonalds west property line and at the PRV station. • Delete the note regarding the PRV Station storm sewer. The sump pump for this station discharges to the MOT ditch. • Add a note at storm tags 700-702 that they were not constructed, and to refer to the Route 47 Improvement plans. Sheet 3 • Are the invert elevations for storm tag 109 reversed? Confirm elevations and recalculate slopes for storm tags 108 and 110 accordingly. • Are We invert elevations for storm tag 206B reversed? Confirm elevations and recalculate slopes for storm tags 208A and 206C accordingly. • Are the invert elevations for storm tag 208B reversed? Confirm elevations and recalculate slopes for storm tags 208A and 208C accordingly. • Double-check the slopes for storm tags 146, 207, and 215. Sheet 4 • Double-check the slope for sanitary tag 104. • Provide top-of-pipe elevations for water tags 113, 125A, 126, and 127. • Complete construction of the sanitary service to the restaurant and then provide as- built data. Darken the lines for this sanitary service once it is completed. • Show and provide as-built data for the sanitary and water services for the two occupied buildings, • Revise the water tag leader lines at the SE comer of the development to point to the as-built location of the watermairdvalve/hydrant. Show the location of water tag 112. • Show the correct location of water tag 127. • Show the cable routing for the parking lot lighting. • Identify the landscape irrigation well and show the routing of irrigation lines. Please make the requested revisions and resubmit for review. If you have questions regarding any of these comments, please call me at 630-553-8527. Very truly yours, U Jose Wywrot City Engineer Cc: Jennifer Woodrick, Engineering Administrative Assistant `�fpD C/Ty Reviewed By: Agenda Item Number J= 0 Legal ❑ N B ® Finance esr 7836 Ei ❑ o 1 ngneer 12�� -�� I Tracking Number 0� L y City Administrator ❑ Consultant ❑ Qw ant ag ALE `V�, F] Agenda Item Summary Memo Title: Game Farm/Somonauk Street—ROW Funding Agreement Meeting and Date• April 20, 2010 Public Works Committee Synopsis: This agreement is needed to obtain 50% federal funding for purchase of right-of- way and temporary easements. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: J= Memorandum EST. 1 1836 To: Bart Olson, City Administrator y From: Joe Wywrot, City Engineer ?,1, C9 Lam. p CC: Lisa Pickering, Deputy City Clerk Sue Mika, Finance Director <kE Date: April 12, 2010 Subject: Game Farm Road/Somonauk Street—ROW Funding Agreement Attached find one copy of a proposed funding agreement with IDOT for purchase of right-of- way and temporary easements for the Game Farm Road/Somonauk Street project. This agreement, which calls for 50% federal funding of right-of-way acquisition, must be executed before we can acquire the various properties for this project. No properties have been acquired to date. The Game Farm/Somonauk project, including right-of-way acquisition, was approved by the Kane-Kendall Council of Mayors (KICCOM) with funding programmed through IDOT. I had believed that since IDOT was aware of the proposed funding and that we were proceeding with IDOT's full knowledge, that we were proceeding properly. When we requested reimbursement recently for work related to survey and appraisal services,however, we were informed by IDOT that we need to execute the attached funding agreement. Since we have already sent out offer letters to the property owners, IDOT may require that we rescind those offers, execute this funding agreement, and then re-send the offer letters to the various property owners. Since the funding agreement was not executed prior to beginning the survey and appraisal work associated with right-of-way acquisition,we cannot not receive federal funding for those tasks. We will,however, still receive the full amount of federal funds programmed for the overall project. The funds that we would have received for the survey and appraisal services will instead be received when we construct the project. I recommend that this agreement be approved. Please place this item on the April 20, 2010 Public Works Committee agenda for consideration. Local Agency State Contract Day Labor Local Contract RR Force Account �9) of Transportation City of Yorkville x Local Agency Agreement Section Fund Type ITEP Number for Federal Participation 03-00031 -00-FP STU Construction En in ering Right- f-Wa Job Number Project Number Job Number Project Number Job Number Project Number P-93-033-07 M-8003 (811 ) This Agreement is made and entered into between the above local agency hereinafter referred to as the "LA" and the state of Illinois, acting by and through its Department of Transportation, hereinafter referred to as "STATE". The STATE and LA jointly propose to improve the designated location as described below. The improvement shall be constructed in accordance with plans approved by the STATE and the STATE's policies and procedures approved and/or required by the Federal Highway Administration hereinafter referred to as "FHWA". Location Local Name Game Farm Road - Somonauk Street Route FAU 1550 Length 5,500 feet Termini U.S. RL34 and Colton Street Current Jurisdiction City of Yorkville Existing Structure No Project Description Division of Cost ' Type of Work FHWA % STATE % LA % Total Participating Construction ( ) ( ) ( ) Non-Participating Construction ( ) ( ) ( ) Preliminary Engineering ( ) ( ) ( ) Construction Engineering ( ) ( ) Right of Way 175,000 ( ) ( ) 175,000 ( ) 350,000 Railroads ( ) ( ) ( ) Utilities ( ) ( ) ( ) Materials TOTAL $ 175,000 $ $ 175,000 $ 350,000 NOTE: The costs shown in the Division of Cost table are approximate and subject to change. The final LA share is dependent on the final Federal and State participation. The actual costs will be used in the final division of cost for billing and reimbursment If funding is not a percentage of the total, place an asterisk in the space provided for the percentage and explain above. The Federal share of construction engineering may not exceed 15% of the Federal share of the final construction cost. Local Agency Appropriation I'I By execution of this Agreement, the LA is indicating sufficient funds have been set aside to cover the local share of the project cost and additional funds will be appropriated, if required, to cover the LA's total cost. Method of Financing (State Contract Work) METHOD A---Lump Sum (80% of LA Obligation) n/a METHOD B--- n/a Monthly Payments of METHOD C---LA's Share n/a divided by estimated total cost multiplied by actual progress payment. (See page two for details of the above methods and the financing of Day Labor and Local Contracts) Printed on 4/12/2010 Page 1 of 4 BLR 05310 (03/23/10) Agreement Provisions THE LA AGREES: (1 ) To acquire in its name, or in the name of the state if on the state highway system, all right-of-way necessary for this project in accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, and established state policies and procedures. Prior to advertising for bids, the LA shall certify to the STATE that all requirements of Titles II and III of said Uniform Act have been satisfied. The disposition of encroachments, if any, will be cooperatively determined by representatives of the LA, and STATE and the FHWA, if required. (2) To provide for all utility adjustments, and to regulate the use of the right-of-way of this improvement by utilities, public and private, in accordance with the current Utility Accommodation Policy for Local Agency Highway and Street Systems. (3) To provide for surveys and the preparation of plans for the proposed improvement and engineering supervision during construction of the proposed improvement. (4) To retain jurisdiction of the completed improvement unless specified otherwise by addendum (addendum should be accompanied by a location map). If the improvement location is currently under road district jurisdiction, an addendum is required. (5) To maintain or cause to be maintained, in a manner satisfactory to the STATE and FHWA, the completed improvement, or that portion of the completed improvement within its jurisdiction as established by addendum referred to in item 4 above. (6) To comply with all applicable Executive Orders and Federal Highway Acts pursuant to the Equal Employment Opportunity and Nondiscrimination Regulations required by the U.S. Department of Transportation. : (7) To maintain, for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to verify the amounts, recipients and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General and the department; and the LA agrees to cooperate fully with any audit conducted by the Auditor General and the department; and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents required by this section shall establish a presumption in favor of the STATE for the recovery of any funds paid by the STATE under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement. (8) To provide if required, for the improvement of any railroad-highway grade crossing and rail crossing protection within the limits of the proposed improvement. (9) To comply with Federal requirements or possibly lose (partial or total) Federal participation as determined by the FHWA. (10) (Slate Contracts Only) That the method of payment designated on page one will be as follows: Method A - Lump Sum Payment. Upon award of the contract for this improvement, the LA will pay to the STATE, in lump sum, an amount equal to 80% of the LA's estimated obligation incurred under this Agreement, and will pay to the STATE the remainder of the LA's obligation (including any nonparticipating costs) in a lump sum, upon completion of the project based upon final costs. Method B - Monthly Payments. Upon award of the contract for this improvement, the LA will pay to the STATE, a specified amount each month for an estimated period of months, or until 80% of the LA's estimated obligation under the provisions of the Agreement has been paid, and will pay to the STATE the remainder of the LA's obligation (including any nonparticipating costs) in a lump sum, upon completion of the project based upon final costs. Method C - Progress Payments. Upon receipt of the contractor's first and subsequent progressive bills for this improvement, the LA will pay to the STATE, an amount equal to the LA's share of the construction cost divided by the estimated total cost, multiplied by the actual payment (appropriately adjusted for nonparticipating costs) made to the contractor until the entire obligation incurred under this Agreement has been paid. (11 ) (Day Labor or Local Contracts) To provide or cause to be provided all of the initial funding, equipment, labor, material and services necessary to construct the complete project. (12) (Preliminary Engineering) In the event that right-of-way acquisition for, or actual construction of the project for which this preliminary engineering is undertaken with Federal participation is not started by the close of the tenth fiscal year following the fiscal year in which this agreement is executed, the LA will repay the STATE any Federal funds received under the terms of this Agreement. (13) (Right-of-Way Acquisition) In the event that the actual construction of the project on this right-of-way is not undertaken by the close of the twentieth fiscal year following the fiscal year in which this Agreement is executed, the LA will repay the STATE any Federal Funds received under the terms of this Agreement. (14) (Railroad Related Work Only) The estimates and general layout plans for at-grade crossing improvements should be forwarded to the Rail Safety and Project Engineer, Room 204, Illinois Department of Transportation, 2300 South Dirksen Parkway, Springfield, Illinois, 62764. Approval of the estimates and general layout plans should be obtained prior to the commencement of railroad related work. All railroad related work is also subject to approval be the Illinois Commerce Commission (ICC). Final inspection for railroad related work should be coordinated through appropriate IDOT District Bureau of Local Roads and Streets office. Plans and preemption times for signal related work that will be interconnected with traffic signals shall be submitted to the ICC for review and approval prior to the commencement of work. Signal related work involving interconnects with state maintained traffic signals should also be coordinated with the IDOT's District Bureau of Operations. The LA is responsible for the payment of the railroad related expenses in accordance with the LA/railroad agreement prior to requesting reimbursement from ]DOT. Requests for reimbursement should be sent to the appropriate IDOT District Bureau of Local Roads and Streets office. Engineer's Payment Estimates in accordance with the Division of Cost on page one. Printed on 4/12/2010 Page 2 of 4 BLR 05310 (03/23/10) (15) And certifies to the best of its knowledge and belief its officials: (a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency; (b) have not within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements receiving stolen property; (c) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, local) with commission of any of the offenses enumerated in item (b) of this certification; and (d) have not within a three-year period preceding the Agreement had one or more public transactions (Federal, State, local) terminated for cause or default. (16) To include the certifications, listed in item 15 above and all other certifications required by State statutes, in every contract, including procurement of materials and leases of equipment. (17) (State Contracts) That execution of this agreement constitutes the LA's concurrence in the award of the construction contract to the responsible low bidder as determined by the STATE. (18) That for agreements exceeding $100,000 in federal funds, execution of this Agreement constitutes the LA's certification that: (a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or any employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement; (b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress, in connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions; (c) The LA shall require that the language of this certification be included in the award documents for all subawards at all ties (including subcontracts, subgrants and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. (19) To regulate parking and traffic in accordance with the approved project report. (20) To regulate encroachments on public right-of-way in accordance with current Illinois Compiled Statutes. (21 ) To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in accordance with current Illinois Compiled Statutes. (22) That the LA may invoice the STATE monthly for the FHWA and/or STATE share of the costs incurred for this phase of the improvement. The LA will submit supporting documentation with each request for reimbursement from the STATE. Supporting documentation is defined as verification of payment, certified time sheets, vendor invoices, vendor receipts, and other documentation supporting the requested reimbursement amount. (23) To complete this phase of the project within three years from the date this agreement is approved by the STATE if this portion of the project described in the Project Description does not exceed $1 ,000,000 (five years if the project costs exceed $1 ,000,000). (24) Upon completion of this phase of the improvement, the LA will submit to the STATE a complete and detailed final invoice with all applicable supporting supporting documentation of all incurred costs, less previous payments, no later than one year from the date of completion of this phase of the improvement. If a final invoice is not received within one year of completion of this phase of the improvement, the most recent invoice may be considered the final invoice and the obligation of the funds closed. (25) (Single Audit Requirements) That if the LA receives $500,000 or more a year in federal financial assistance they shall have an audit made in accordance with the Office of Management and Budget (OMB) Circular No. A-133. LA's that receive less than $500,000 a year shall be exempt from compliance. A copy of the audit report must be submitted to the STATE with 30 days after the completion of the audit, but no later than one year after the end of the LA's fiscal year. The CFDA number for all highway planning and construction activities is 20.205. THE STATE AGREES: (1 ) To provide such guidance, assistance and supervision and to monitor and perform audits to the extent necessary to assure validity of the LA's certification of compliance with Titles II and III requirements. (2) (State Contracts) To receive bids for the construction of the proposed improvement when the plans have been approved by the STATE (and FHWA, if required) and to award a contract for construction of the proposed improvement, after receipt of a satisfactory bid. (3) (Day Labor) To authorize the LA to proceed with the construction of the improvement when Agreed Unit Prices are approved and to reimburse the LA for that portion of the cost payable from Federal and/or State funds based on the Agreed Unit Prices and Engineer's Payment Estimates in accordance with the Division of Cost on page one. (4) (Local Contracts) That for agreements with Federal and/or State funds in engineering, right-of-way, utility work and/or construction work: Printed on 4/12/2010 Page 3 of 4 BLR 05310 (03/23/10) (a) To reimburse the LA for the Federal and/or State share on the basis of periodic billings, provided said billings contain sufficient cost information and show evidence of payment by the LA; (b) To provide independent assurance sampling, to furnish off-site material inspection and testing at sources normally visited by STATE inspectors of steel, cement, aggregate, structural steel and other materials customarily tested by the STATE. IT IS MUTUALLY AGREED: (1 ) That this Agreement and the covenants contained herein shall become null and void in the event that the FHWA does not approve the proposed improvement for Federal-aid participation or the contract covering the construction work contemplated herein is not awarded within three years of the date of execution of this Agreement. (2) This Agreement shall be binding upon the parties, their successors and assigns. (3) For contracts awarded by the LA, the LA shall not discriminate on the basis of race, color, national origin or sex in the award and performance of any USDOT — assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The LA shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of USDOT — assisted contracts. The LA's DBE program, as required by 49 CFR part 26 and as approved by USDOT, is incorporated by reference in this Agreement. Upon notification to the recipient of its failure to carry out its approved program, the department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). In the absence of a USDOT — approved LA DBE Program or on State awarded contracts, this Agreement shall be administered under the provisions of the STATE's USDOT approved Disadvantaged Business Enterprise Program. (4) In cases where the STATE is reimbursing the LA, obligations of the STATE shall cease immediately without penalty or further payment being required if, in any fiscal year, the Illinois General Assembly or applicable Federal Funding source fails to appropriate or otherwise make available funds for the work contemplated herein. (5) All projects for the construction of fixed works which are financed in whole or in part with funds provided by this Agreement and/or amendment shall be subject to the Prevailing Wage Act (820 ILCS 130/0.01 et seg.) unless the provisions of that Act exempt its application. ADDENDA Additional information and/or stipulations are hereby attached and identified below as being a part of this Agreement. Number 1 Location Ma (Insert addendum numbers and titles as applicable) The LA further agrees, as a condition of payment, that it accepts and will comply with the applicable provisions set forth in this Agreement and all addenda indicated above. APPROVED United City of Yorkville APPROVED Local Agency State of Illinois Department of Transportation Valerie Burd (Print or Type Name) Gary Hannig, Secretary of Transportation Date Mayor By: (County Board Chairperson/Mayor/Village Presidentletc.) (Delegate's Signature) (Delegate's Name - Printed) (Signature) Date The above signature certifies the agency's TIN number is Christine M. Reed, Director of Highways/Chief Engineer Date 36-6006169 conducting business as a Governmental Entity. NOTE: If signature is by an APPOINTED official, a resolution Ellen J. Schanzle-Haskins, Chief Counsel Date authorizing said appointed official to execute this agreement is required. Ann L. Schneider, Director of Finance and Administration Date Printed on 4/1212010 Page 4 of 4 BLR 05310 (03/23110) ADDENDUM #1 LOCATION GAME FARM ROAD MAP THE UNITED CITY OF YORKVILLE@ ILLINOIS KENDALL COUNTY r� ! 1f ' �9 "2 ECnunuyyife PNµy laicure et S ii i �13 - � ky IN)M ro Dr it ?a y04114 . h 11 eaMmaA 01 ,ya YorkNlla al@ fur Warul St � � J@U SI . . 4 (! EElm SI tt� EPafk& yt E fomaaa� St ' 1Y Canl @r St w yym Esuwst RW Rd Q,vosalu . .Rte Rimh Dr, fWIMtlIfOn Sll E MfTI�KV�&L .• x� ' .�/@O (aaM @Ra Spa -' Ymkvllle �/1 E W@W- .prl SS - 1 Ea rnvo i 165 arl ^w Wa'Y5, BIMan St Po \., n .. ' 0.6 miles m - ID 2006 Mitromk (ar0artion Q 20 NAViEQ� eevvar St m PNRr' PROJECT LOCATION GAME FARM ROAD U.S. RTE 34 TO I.L. RTE 47