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Public Works Packet 2013 05-21-13 Co.o United City of Yorkville '" 800 Game Farm Road EST. _ 1835 Yorkville, Illinois 60560 -4 Telephone: 630-553-4350 O L Fax: 630-553-7575 �C E AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, May 21, 2013 6:00 p.m. City Hall Conference Room Citizen Comments: Minutes for Correction/Approval: April 16, 2013 New Business: 1. PW 2013-20 Kennedy Road Improvements Adjacent to Autumn Creek 2. PW 2013-21 Nicor Gas Property- Final Acceptance 3. PW 2013-22 Sunflower Estates Drainage 4. PW 2013-23 Safe Routes to School Update (verbal update-keep at bottom of NB) 5. PW 2013-24 Route 47 Update (verbal update-keep at bottom of NB) Old Business: Additional Business: 2013/2014 City Council Goals—Public Works Committee Goal Priority Staff "Road improvement maintenance pro ram" 2 Eric Dhuse "Capital Improvement Planning(River Road Bridge in 2013)" 6 Rob Fredrickson,Eric Muse,Bart Olson "Sidewalk improvement maintenance program" 8.5 Eric Dhuse UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, May 21, 2013 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. April 16, 2013 ❑ Approved ❑ As presented ❑ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2013-20 Kennedy Road Improvements Adjacent to Autumn Creek ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2013-21 Nicor Gas Property—Final Acceptance ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2013-22 Sunflower Estates Drainage ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2013-23 Safe Routes to School Update ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2013-24 Route 47 Update ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 0 CIP Reviewed By: Agenda Item Number d J $ •n Legal ❑❑ Minutes Finance ESL -� 1836 Engineer ❑ -_� City Administrator El Tracking Number .4 City y Human Resources E]� wn sw �© Community Development ❑ Police ❑ Public Works ❑ Parks and Recreation ❑ Agenda Item Summary Memo Title: Minutes of the Public Works Committee—April 16, 2013 Meeting and Date: Public Works—May 21, 2013 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Committee Approval Submitted by: Minute Taker Name Department Agenda Item Notes: DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday,April 16, 2013 at 6:00 p.m. City Conference Room Committee Members Present: Alderman Diane Teeling Alderman Larry Kot Alderman Ken Koch Alderman Jackie Milschewski Other City Officials in Attendance: Eric Dhuse, Public Works Director Bart Olson, City Administrator Brad Sanderson, EEI Jeff Weckbach, City Intern Other Guests: Joel Friders Citizens Comments: None. Minutes for Correction or Approval: Minutes for the March 19, 2013 meeting were approved. New Business: PW 2013-13 Water Department Reports for January and February 2013 -Informational reports. Mr. Dhuse said there was a water main break in February. Alderman Milschewski said she noticed the usage was down from normal. PW 2013-14 River Road Bridge Authorization of Contract Changes Nos. 4A, 6A, and 7—Mr. Sanderson said this is the second round of authorizations we have brought to the committee. Mr. Sanderson they are hoping to set the bridge deck very soon. He said all of these pertain to different aspects of construction. 4A is a modification of the bypass structure a value of$4,249.45. 6A was additional labor associated with excavation next to damn $2,016.73. 7 is additional labor during the winter to keep things functioning $397.11. This totals less than 3% increase of original contract price. Mr. Sanderson said they are asking for the committee's approval. Alderman Kot asked how many more changes can the city expect. Alderman Kot said this is the second month of increase costs. He said delays are expected in winter and he thinks they are being nit picky and he is disappointed. Mr. Sanderson said it was originally to begin in May and end in October, so winter was not expected. Mr. Sanderson said that Coined delayed and coordination with IDNR came in later. Mr. Sanderson said these are due to timing and coordinating with IDNR. Alderman Kot said I am reluctantly supporting this,but next month if there is another one, I probably won't. Alderman Kot said he understands that some things cannot be predicted, but the city receives a good bid, then it jacked up 3% and we are not done. Mr. Sanderson said these are legitimate work items, if they were not we would not suggest it be paid for. Alderman Milschewski asked what IDNR's role is in this process. Mr. Sanderson their work was done last fall and awarded,just lining things up and coordinating the activities has taken a bit of an effort. Mr. Olson said IDNR jumped on board with federal funding before the bridge would have collapsed or washed out. Mr. Sanderson said on these types of jobs staying below 5% increase is typical. This item was moved to consent. PW 2013-15 EEI Engineering Agreement for Road to Better Roads FY 14—Mr. Olson said this is an agreement for design and construction of the five roads planned to be done. Mr. Olson said there is a possibility we can bid for more roads, if bids come back favorable. Mr. Sanderson said they are planning on bidding more projects. There is an exhibit attachment D that highlights the subjects. The red streets are the base and blue are alternates. These estimates at this point are extremely rough. Alderman Koch asked what the yearly contract is with EEI. Mr. Olson said$180,000. Mr. Olson said he is going to recommend that be increased. This is still less than having a city engineer on staff by about $100,000. Construction will begin in August and run through the fall. This will give the city the most for their money and better unit prices. This item was moved to consent. PW 2013-16 EEI Engineering Agreement for Bristol Avenue Water Main Improvements—This is a stand alone agreement for the design of Bristol Avenue, which is one of the roadways the city is going to fix in fiscal year 2014. It is just another engineering contract. Mr. Dhuse said it would be better to do it all as a package as the city is doing now. Alderman Milschewski asked if this comes out of the road budget. Mr. Olson said it is coded to the water fund. Mr. Olson said it will be within the 1 million road plan it is part of that budget. This item was moved to consent. PW 2013-17 Old Jail Parking Lot Construction a. EEI Amendment No. 2 Preliminary Engineering Services Agreement b. EEI Construction Engineering Services Agreement Mr. Olson said this is to finish off Phase II engineering. This is all money within the old jail parking lot budget,which is MOT so there is no cost to the city unless we go over budget. Mr. Olson said both of these agreements were reviewed by the attorney. These are amendments to the original contract. Mr. Sanderson said the original contact didn't include bidding and construction and there were several additional items included in the design that we subbed out. EEI had to do soil samples, which were subbed out and those extra costs are included. Alderman Kot asked the project schedule. Mr. Sanderson said they are anticipating construction beginning in July. This item was moved to consent. PW 2013-18 Storm water Management Program—Fee-in-Lieu—Mr. Sanderson said the new storm water ordinance passed in December one element not included was the fee-in-Lieu. The city can establish a value, which was not done when the ordinance was approved. This is for existing parts of community for redevelopment of sites like modifying a parking lot. You pay a value for detention to the city. Alderman Koch asked if this was typically commercial. Yes, not homeowners typically. Most communities adopt a number instead of doing a case by case basis,which makes it a simpler process for the city. Mr. Olson said he prefers this to be a set price. This number will be re-examined each year and make adjustments, if needed. This item was moved to consent. PW 2013-19 Tractor and Mower Purchase—Mr. Dhuse said he is asking to purchase a new tractor, the one the city has for 14 years is worn out and he has held off as long as possible. With the state bid process, this saved the city between $12,000 and$15,000. This will have to be approved by city council. Alderman Kot likes to keep the purchases local as much as possible. This item was moved to consent. Old Business: None. Additional Business: Alderman Kot asked about West Spring Street. Mr. Dhuse said as a temporary alternative to hot patch, the city has asphalt grindings to hold it until the city can get mix in and it has done a great job so far. Alderman Kot asked if the residents realize it is temporary and Mr. Dhuse said they do and they were happy. Alderman Kot asked about the safe route to school and had questions on where the markings were located. Mr. Dhuse said the sidewalks will look normal it is not where the flags are where the sidewalks will be. The city will be matching up sidewalks as much as possible. Alderman Kot asked about the widths of sidewalks. Mr. Dhuse said they are 4 or 5 feet, by state criteria to comply with ADA standards. Alderman Kot asked if residents called about this yet. Mr. Dhuse said regarding flags I had some calls. The residents have known for a year now they will be receiving five foot sidewalks. Alderman Kot said a five foot sidewalk in an old neighborhood doesn't look right. Mr. Dhuse said that doesn't sway their decision because it has to meet criteria. The project has begun and in about six weeks, things should be done. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker CfTy Reviewed By: X06 Legal Agenda Item Number Finance NB #1 EST. -� __ti 1838 Engineer City Administrator : Human Resources ❑ Tracking Number 3! V.* Community Development ■ Police pW 2013-20 ALE Public Works City Council Agenda Item Summary Memo Title: Kennedy Road Improvements adjacent to Autumn Creek Meeting and Date: public Works—May 21, 2013 Synopsis: See attached memo. Council Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Bart Olson Administration Name Department Agenda Item Notes: �A cry J� .2 � Memorandum EST 1836 To: City Council From: Bart Olson, City Administrator CC: Date: May 16, 2013 It r,,1i Subject: Autumn Creek Road improvements Summary Proposal to fund reconstruction of Kennedy Road adjacent to the Autumn Creek subdivision. Background The Autumn Creek annexation agreement commits the developer to reconstructing Kennedy Road adjacent to the Autumn Creek subdivision. This improvement was contemplated in place of the normal $2,000 road contribution impact fee in the annexation agreement, for a total commitment of $1.15 million. In 2005, Pulte paid the City $87,000 for project-related items, leaving a total outstanding commitment of just over$1.06 million. The annexation agreement dictates that the work is to be coordinated and completed by the City, with the project to be paid for by Pulte as it is completed. Pulte has reaffirmed their financial obligation and payment process and is prepared for the City to construct the roadway in the next two years. The City's current estimate for the roadway improvements is $1.34 million. The estimate from EEI even takes into account a reduced-scope roadway concept that would be somewhere between the 3- lane cross section with curb and gutter adjacent to the Prairie Meadows subdivision and the current rural 2-lane cross section. As the project is designed by EEI, they will make specific recommendations on the design of the roadway to minimize cost and still achieve an aesthetic quality that matches the surrounding area. The current cost estimate still leaves a City funding gap of $277,000. Pulte's financial commitment to the project does not increase over time. Construction costs will continue to increase over time. Even though we are projecting an aggregate budget operating deficit in FY 14 and FY 15, I am recommending the City authorize the attached engineering agreement with EEI and move forward with the project. With the City Council's approval of the staff recommendation below, we would bring a budget amendment forward to City Council that would authorize the use of funds in the City wide capital fund in FY 14 and FY 15. The staff would then work to prepare further options to minimize the cost of the project, and would work as quickly as possible to capture favorable construction estimates. Finally, it should be noted that this project was not authorized previously because it was thought that the City would wait until the Grande Reserve sections of Kennedy Road were ready to be constructed, and the City would work to achieve economies of scale by doing both sections at the same time. However, the sections adjacent to Grande Reserve are all based on building permit triggers in the Grande Reserve annexation agreement. We do not expect those triggers to be met within the next few years, even with the improvement in the local development economy and a landowner willing to develop the property. Recommendation Staff recommends approval of the EEI agreement for Kennedy Road. If the committee is favorable to the agreement, we would bring the agreement and a FY 14/FY 15 budget amendment to City Council. Parcel and OWNERS shall be responsible to pay such fees for the Commercial Parcel subject to the terms of this Agreement. E. The parties acknowledge that the CITY is currently preparing plans for the design and construction of improvements to Kennedy Road, which bisects the SUBJECT PROPERTY. The CITY shall construct the improvements to Kennedy Road, which shall include underground crossings where lines and mains for sanitary sewer, water, storm sewer and other utilities may be extended across Kennedy Road in the future. In order to enable the CITY to pay for the cost of such improvements, DEVELOPER shall prepay the Perimeter Road Fee due for the Residential Parcel in the amount of One Million One Hundred Fifty Thousand and no/100 Dollars ($ 1 , 150,000.00), being the sum of Two Thousand Dollars ($2,000.00) multiplied by the number of dwelling units contained in the Preliminary PUD Plan. The prepayment shall be paid in increments, with each increment being due and payable within thirty (30) days after each draw request is made under the contract or contracts let by the CITY for the design and construction of the road, with DEVELOPER's total payment not to exceed One Million One Hundred Fifty Thousand and no/100 Dollars ($ 1 , 150,000.00). The CITY shall not withhold permits or approvals for any portion of the SUBJECT PROPERTY if the Kennedy Road improvements are not completed by the CITY. 6, SECURITY INSTRUMENTS. A. Posting Securi ty. Each of OWNER and DEVELOPER shall deposit, or cause to be deposited, with the CITY such irrevocable letters of credit or surety bonds in the forms prescribed by the ordinances of the CITY ("Security Instruments") to guarantee completion and maintenance of the public improvements to be constructed as a part of the development of each Phase of Development within their respective parcels as are required by applicable ordinances of the CITY. The DEVELOPER or OWNER shall have the sole discretion, subject CH011 2390295. 13 10 r" - Sip r <• r ry GO r r P� 3 C r Y. w x �0- JIN e �= • \ I f I { +:d . , - f, �► Goa - ' _ � r t t , ' ! Legend 0 400 800 Project Location O y' Feet DATE Engineering Enterprises,Inc. United City of Yorkville MAY 2013 KENNEDY ROAD IMPROVEMENTS PROJECT LOCATION 9 9 P Y I=ROLecT No CONSULTING ENGINEERS 800 Game Farm Road 52 wheeler Road Yorkville,IL 60560 Ymzos UNITED CITY OF YOLLINOIE Sugar Grove,Illinois 60554 (630)553-4350 I=nT"- KENDALL COUNTY,ILLINOIS H/GISIPUBLICNORKVILLE201z1 (630)466-6700/www.eeiweb.ton http://wWw.yorkville.il.us FILE,. NORTH NO. DATE REVISIONS Y01206-LOCATION.MXD KENNEDY ROAD RECONSTRUCTION -AUTUMN CREEK ENGINEER'S ESTIMATE OF PROBABLE COST UNITED CITY OF YORKVILLE,KENDALL CO.,IL February 12, 2013 Code Pay Item Unit Qty Unit Cost Total Cost 1 FULL DEPTH RECLAMATION SO YD 7935 $ 6.00 $ 47.610 00 2 BITUMINOUS CONCRETE SURFACE COURSE,SUPERPAVE,MIX"D",N70 TON 1530 $ 8000 $ 122,400.00 3 BITUMINOUS CONCRETE BINDER COURSE,SUPERPAVE,IL-19,0,N70 TON 2610 $ 7000 $ 182,700.00 4,AGGREGATE FOR TEMPORARY ACCESS TON 210 $ 5000 $ 10,500.00 S RAILROAD PROTECTIVE LIABILITY INSURANCE L SUM 0 $ 5,00000 $ 6 EARTH EXCAVATION CU YD 1370 $ 3000 $ 41,100.00 7 TOPSOIL EXCAVATION AND RESPREAD CU YD 1230 $ 2500 $ 30,750 00 6 POROUS GRANULAR EMBANKMENT TON 750 $ 35.00 $ 26,250,00 9 GEOTECHNICAL FABRIC FOR GROUND STABILIZATION SO YD 4300 $ 2.00 $ 8,600.00 10 SEED,FERTILIZER,BLANKET SO YD 11050 $ 400 $ 44,200.00 11 PERIMETER EROSION BARRIER FOOT 6630 $ 2,00 $ 13,260 00 12 SUB-BASE GRANULAR MATERIAL,TYPE B TON 2980 $ 18.00 $ 53,640,00 13 GRADING AND SHAPING DITCHES FOOT 0 $ 10.00 $ 14 BITUMINOUS MATERIALS(PRIME COAT) GAL 3480 $ 2.00 $ 6,96000 15,AGGREGATE(PRIME COAT) TON 20 $ 30.00 $ 600.00 16 BITUMINOUS SURFACE REMOVAL-BUTT JOINT SO YD 270 $ 15.00 $ 4.05000 17 HOT-MIX ASPHALT SURFACE REMOVAL SO YD 990 $ 4.00 $ 3,96000 18 PAVEMENT REMOVAL SO YD 370 $ 20.00 $ 7,400.00 19 DRIVEWAY PAVEMENT REMOVAL AND REPLACEMENT SO YD 380 $ 40.00 $ 15,200.00 20 AGGREGATE SHOULDERS,TYPE B TON 520 $ 35.00 $ 18,200 00 21 TRAFFIC CONTROL AND PROTECTION L SUM 1 $ 30,000.00 $ 30,000.00 22 SHORT TERM PAVEMENT MARKING FOOT 830 $ 1.00 $ 830.00 231 TEMPORARY PAVEMENT MARKING-LINE 4" FOOT 13260 $ 0.20 $ 2,652,00 24 WORK ZONE PAVEMENT MARKING REMOVAL SO FT 280 $ 1.00 $ 28000 25 SIGN PANEL-TYPE 1 SO FT 170 $ 25.00 $ 4,250.00 26 TELESCOPING STEEL SIGN POST FOOT 510 $ 15.00 $ 7,650.00 27 THERMOPLASTIC PAVEMENT MARKING—LETTERS AND SYMBOLS ISO FT 210 $ 5.00 $ 1,050.00 28 THERMOPLASTIC PAVEMENT MARKING—LINE 4" FOOT 13260 $ 0.50 $ 6,630.00 29 THERMOPLASTIC PAVEMENT MARKING—LINE 6" FOOT 1200 $ 1 00 $ 1,200.00 30 THERMOPLASTIC PAVEMENT MARKING—LINE 12" FOOT 0 $ 2.00 $ - 31 THERMOPLASTIC PAVEMENT MARKING—LINE 24" FOOT 0 $ 400 $ 32 RAISED REFLECTIVE PAVEMENT MARKER EACH 230 $ 30.00 1 $ 6,900.00 33 COMBINATION CONCRETE CURB AND GUTTER FOOT 2675 $ 2200 1 $ 58,850.00 35 STORM SEWER ALLOWANCE L SUM 1 $ 175,000 00 1 $ 175,000 00 Construction Sub-Total $ 932,672,00 Contingency(15%to allow for mobilization and other) $ 139,910,00 Engineering $ 268,150.00 Total $ 1,340,732.00 Rounded Cost Per Foot $ 410.00 SCHEDULE OF WORK AND CASH FLOW PROJECTION 4/17!2013 E ng:neer:ng E KENNEDY ROAD IMPROVEMENTS-AUTUMN CREEK me rprises. United City of Yorkville,Kendall County,IL WORK Year: 2013 1 2014 ITEM M.nth,l July I August I September I October I November I December January I February I March April I May I June July August September I October NO. WORK ITEM Week Starting: 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 FINAL DESIGN ENGINEERING 2.1 Pro ecl Mana ement and Administration 262 Pro ect Meetin s 2.3 Geolechnical Investigation Coordination Field Work Review Report) 2.4 To o ra hic Surve 2.5 Private U01' Coordination 216 Stormwater Report 247 Prepare Pre-Final Plans-50% 2.8 Submit Pre-Final Plans to Utilities 2.9 Pm are Pre-Final Plans-90% 2.10 in n Pre are En ineefs O of Probable Construction Cost-90% 2:11 Pre are/Subm'Permits'o 2.12 Prepare Final Plans-100% 2.13 Pre are En ineer's O pinion o1 Probable ConsWCOOn Cost-100% 2.14 Bidding and Contract"' 3.1 Contract Administration 3.2 Constructin Stakin 3.3 Observation and Documentatbn ELL owwuav,n„u<vo,svo,xsc x.�<a>a<m imw<.<m<,ss-non<m<c,«e c<�<.wn Emm:uerevs<reaa<a<a r«.-ew.e:ls<n<a<b Cash Flow Projection-Design and Construction $ 9,743.60 $ 9,743.60 $ 9,743.60 $ 9,743.60 $ 14,615.40 $ 14,615.40 $ 9,743.60 $ 9,743.60 S 9,743.60 $ 9,934.40 $ 192,993.20 $ 192,993.20 $ 192,993.20 $ 192,993.20 $ 183,058.80 Legend Proiecl Manaqement&OC/CA Preliminary Meeting(s) Design Work Item Bidding and Contracting Construction TZJneering Enterprises, Inc. April 26, 2013 Mr. Bart Olson City Administrator United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Re: Engineering Services for Kennedy Road Improvements—Autumn Creek United City of Yorkville, Kendall County, IL Dear Mr. Olson: Please find enclosed an Engineering Services Agreement for the Kennedy Road Improvements adjacent to the Autumn Creek Subdivision per your request. We have attached two (2) copies of the contract for your review. As you are aware, the engineering and the construction costs related to this project are to be paid for by the developer of Autumn Creek (Pulte). If you have any questions, please do not hesitate to contact us. Respectfully submitted, ENGINEERING ENTERPRISES, INC. Bradley P. Sanderson, P.E. Vice President Enclosure PC: Ms. Krysti Barksdale-Noble, Community Development Director Mr. Eric Dhuse, Public Works Director Ms. Lisa Pickering, Deputy Clerk DMT, EEI Road,52 Wheeler Sugar Grove, 60554 • 1 466-6700 • 1 466-6701 fax — www.eeiw'• • AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FOR KENNEDY ROAD - AUTUMN CREEK UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS This Agreement, made this day of , 2013 by and between the United City of Yorkville, Kendall County, Illinois, a municipal corporation of the State of Illinois (hereinafter referred to as the "CITY") and Engineering Enterprises, Inc. of 52 Wheeler Road, Sugar Grove, Illinois, 60554 (hereinafter referred to as the "ENGINEER"). In consideration of the mutual covenants and agreements contained in this Agreement, the CITY and the ENGINEER agree, covenant and bind themselves as follows: 1. Services: The Engineer shall provide any and all necessary engineering services to prepare design engineering documents consisting of plans and specifications for the proposed improvements in accordance with all IDOT and local guidelines and provide construction engineering services after the successful award of the project. Services are listed in greater detail in Attachment A. 2. Direction: The Mayor, or written designee, shall act as the CITY'S representative with respect to the Services to be provided by the ENGINEER under this Agreement and shall transmit instructions and receive information with respect to the Consulting Engineering Services. 3, Compensation: The CITY agrees to pay the ENGINEER for providing the Engineering Services set forth herein a Fixed Fee amount of $94,000 for all Design Engineering and Hourly at an estimated amount of $95,844 for all Construction Engineering Services. In addition, our direct expenses are estimated to be $9,000.00. A detailed summary of the basis for the proposed fee is included within Attachment B. Additional work beyond the scope of services defined within this contract shall be provided via a Change Order or at the attached 2013 Standard Schedule of Charges rates. If, in the future, the CITY approves a revised Standard Schedule of Charges, then work conducted on or beyond the effective date of the new Standard Schedule of Charges shall be billed on the basis of the then effective Standard Schedule of Charges. 4. Term: The ENGINEER will have a project initiation meeting with City Staff within 7 days of the execution of this Agreement. The Engineer will have 90% draft plans and specifications prepared within 150 days of the execution of this Agreement. Following approval from the City, 100% Plans and Specifications will be prepared and submitted for final approval within 45 days of receipt of final comments from the City. A Schedule for the proposed improvements is included as Attachment C. 5. Payment: Engineer shall invoice the CITY on a monthly basis for Services performed and any costs and expenses incurred during the previous thirty (30) day period. The All payments will be made according to the Illinois State Prompt Payment Act, and the CITY shall pay the ENGINEER within thirty (30) days of receipt of said invoice. United City of Yorkville Kennedy Road - Autumn Creek 6. Termination: This Agreement may be terminated upon fourteen (14) days written notice of either party. In the event of termination, the ENGINEER shall prepare a final invoice and be due compensation calculated as described in paragraph 3 for all costs incurred through the date of termination. 7. Documents: All related writings, notes, documents, information, files, etc., created, compiled, prepared and/or obtained by the ENGINEER on behalf of the CITY for the Services provided herein shall be used solely for the intended project. 8. Notices: All notices given pursuant to this Agreement shall be sent Certified Mail, postage prepaid, to the parties at the following addresses: The CITY: The ENGINEER: United City of Yorkville Engineering Enterprises, Inc. 800 Game Farm Road 52 Wheeler Road Yorkville, IL 60560 Sugar Grove, IL 60554 Attn: Mayor Gary Golinski Attn: Brad Sanderson, PE 9. Freedom of Information Act: ENGINEER acknowledges that the Freedom of Information Act, 5 ILCS 140/1 et seq. (the "Act") places an obligation on the CITY to produce certain records that may be in the possession of ENGINEER. ENGINEER shall comply with the record retention and documentation requirements of the Local Records Retention Act 5 ILCS 160/1 et seq. and the Act and shall maintain all records relating to this Agreement in compliance with the Local Records Retention Act and the Act (complying in all respects as if the Contractor was, in fact, the CITY). ENGINEER shall review its records promptly and produce to the CITY within two business days of contact from the CITY the required documents responsive to a request under the Act. If additional time is necessary to comply with the request, the ENGINEER may request the CITY to extend the time do so, and the CITY will, if time and a basis for extension under the Act permits, consider such extensions. 10. Waiver: The failure of either party hereto, at any time, to insist upon performance or observation of any term, covenant, agreement or condition contained herein shall not in any manner be constructed as a waiver of any right to enforce any term, covenant, agreement or condition hereto contained. 11. Amendment: No purported oral amendment, change or alteration hereto shall be allowed. Any amendment hereto shall be in writing by the governing body of the CITY and signed by the ENGINEER. 12. Succession: This Agreement shall ensure to the benefit of the parties hereto, their heirs, successors and assigns. G:\Public\Yorkville\2012\YO1206-C Kennedy Road Improvements-Autumn Creek Portion Cost Estimate\PSA\Agreement doc United City of Yorkville Kennedy Road - Autumn Creek IN WITNESS WHEREOF, we have hereunto signed our names the day and year first above written. UNITED CITY OF YORKVILLE- ENGINEERING ENTERPRISES, INC.: Mayor Vice President ATTEST: ATTEST: City Clerk Executive Assistant G:\Public\Yorkville\2012\Y01206-C Kennedy Road Improvements-Autumn Creek Portion Cost Estimate\PSA\Agreement doe Kennedy Road - Autumn Creek United City of Yorkville Professional Services Agreement Attachment A — Scope of Services Design Engineering: • Coordinate and develop with City Staff the final scope of improvements. • Obtain, review and inventory existing utility, roadway, right-of-way, ownership, soil data, etc. • Obtain utility information to identify potential conflicts. • Obtain additional topographic survey as needed to facilitate accurate plan development • Obtain geotechnical site data, consisting of pavement cores taken every 300-500 feet (approximate). Confirm pavement design and rehabilitation methodology. • Prepare construction plans in IDOT format utilizing AutoCAD software, consisting of, but not limited to, the following sheets: • Cover sheet including the following information: • Project Title • City Officials and Staff • Location Map • Table of Contents • Professional Engineer Sign and Seal • City Approval • JULIE Contact Information • Scales • Benchmarks (when necessary) • Other information, as required • General notes and legend sheet including the following information: • Key construction details and information • Applicable standards • Quantities sheet including the following information: • Proposed pay items • Pay item units • Pay item quantities • Proposed and existing typical cross section sheets including the following information: • Existing cross sections with grades, pavement location, R.O.W., pavement width, parkway width, ditch grades, ditch locations, curbs, gutters, etc. • Proposed cross sections indicating proposed locations, dimensions and characteristics of all construction elements • Plan and profile sheets including the following: • Roadway Location dimensions, R.O.W. data • Location of existing and proposed items including but not limited to the sidewalk, utilities, structures, landscaping, mailboxes, street signs, power poles, utility transformers, drainage structures, curb and gutter, ditches, or any other item within the project locations affecting the construction of these improvements • Drainage improvements (when needed, including storm sewer type, size, grades, required trench backfill, etc.) • Required grading • Curb and gutter, sidewalk and driveway removal & replacement locations • Striping • Sign locations (if required by design) • Sidewalk detectable warning locations at all sidewalk/roadway crossings • House numbers • Cross section sheets at 50 foot intervals displaying critical construction elements as necessary to facilitate construction and verify design • Detail sheets including the following information: • All applicable project details • State standards • Traffic control • City details (as required) • Other details pertinent to the construction of this project • Prepare construction specifications, consisting of, but not limited to, the following: • All required bidding and letting information and contractual forms • City special provisions and contracting information • Project specific specifications and special provisions • State specifications and provisions • Prevailing Wages • Core Reports • Coordinate reviews as required for any permitting (NPDES NOI, only anticipated permit). • Prepare preliminary and final cost estimates. • Prepare a final estimate of work days and construction schedule. • Prepare and provide final contract drawings, documents and specifications for bidding. Specifications will include all necessary information for the bidder, including construction methodology, special provisions for construction and direction to the bidder regarding City requirements, construction ordinances and project specific guidelines. • Assist in bidding, contractor/bid evaluations, contract preparation and additional contract administration as required. • Attend public meetings with Staff to review design progress. • Attend the Pre-Construction Conference with the Contractor. • Provide all plans and drawings electronically and hard copy in 22" x 34" (full size) and 11" x 17" (reduced size) formats with visual scales. • Provide all specifications in 8 1/2" x 111/2"format and bound and in quantities as required. • Provide planning/design/construction schedule and frequent updates regarding any potential items affecting the schedule. Construction Engineering: • Provide resident engineering for on-site observation. • Daily documentation of work tasks and calculation of installed pay items. • Monitor adherence to specifications. • Gather material inspection and coordinate any required testing on behalf of the City. • Provide guidance to the contractor when questions arise during construction. • Prepare/verify payment estimates. • Gather certified payrolls and waivers of lien. • Perform punch list inspections, provide follow up inspections and recommend acceptance when appropriate. • Communicate activities with City weekly, or as required based on onsite activities. ATTACHMENT B -ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES KENNEDY ROAD IMPROVEMENTS-AUTUMN CREEK United City of Yorkville,IL ENTITY: ENGINEERING SURVEYING DRAFTING. ADMIN. I WORK PRINCIPAL SENIOR SENIOR SENIOR ITEM COST WORK PROJECTROLE: IN PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT CAD PROJECT HOUR PER ITEM CHARGE MANAGER ENGINEER ENGINEER MANAGER SURVEYOR I TECHNICUIN MANAGER TECHNICIAN ADMIN. SUMM. ITEM NO. WORE ITEM HOURLY RATE: 1171 5160 5728 5717 3760 3728 #141 5160 #177 #76 21 Prooct Management and AtlminisCa50n 12 40 72 64 1$ 8,988 22 Project Meetings 12 12 24 $ 3,852 2.3 Geotechnical Investi ation Coordination,Field Work,Review Report) 4 4 $ 600 24 Topographic Survey 2 24 1 32 58 $ 8,412 2.5 Private Utift Coordination 8 8 1.6 S 2,232 2.6 Stormwater Report 8 32 2 42 S 5.484 2.7 Pr are Pre-Final Plans-50% 2 16 40 40 96 $ 12,582 2.8 Submit Pre-Final Plans to Utilities 4 4 8 $ 1,116 299 Prepare Pre-Final Plans and Specifications-90% 24 100 100 224 S 28200 2.10 Prepare Engineer's Opinion of Probable Construction Cost-90% 2 4 8 14 S 1.974 211 Pr are/Submit Permits 4 4 8 $ 1,116 212 Prepare Final Plans and Specifications-100% 2 8 40 _ 60 110 $ 13,722 213 Pre are Engineers Opinion of Probable Construction Cost-100% 4 8 12 S 1 632 214 .Biddin and Contracting _ 2 8 12 1 12 34 S 4.026 ma ng rmersnq 146 zw 3 ZVU CONSTRUCTION 31 Contract Administration _ 24 60 60 144 $ 20124 32 Constructin Staking 2 4 24 321 62 1 8;880 33 Observation and Documentation 40 520 _ 560 $ 66,840 onstruc Ion ngirm no Su blota l:1 24 534 1 Z4 1 -1 32 7ti6 S 35, DIRECT N S LABORSUMMARY Prinlino= $ 500 %nnlr-cis.- E.V s S 143.128 Veh,cle cham as= $ 1,500 SwMa2g Expenses- S 16224 Geolechnical Ruhlrw= $ 3,500 _ Drafling-Expenses= S 23.400 Material Test (Rubino)_ $ 3,500 Admini5iralive Lxpenws._ $ 2,028 TOTAL LASOR EXPENSES Il T710 DIRECT EXPENSES- 5 8,000 Eraginaaring ATTACHMENT C: 3242413 En[arpr:aoa. SCHEDULE OF WORK inc_ KENNEDY ROAD IMPROVEMENTS-AUTUMN CREEK United City of Yorkville,Kendall County,IL WORK Ypr. 141] 2014 REM Montle JWy of 3.PWeW Oelaa4r MnYarnOa OPClAPINr Mwch 4p4 M+; I [— _ AWUN 5"W w ocb r NO. WORK REM W14:k 1 2 } 4 1 S 5 4 1 2 3 a 1 Y } a 1 2 ; { 1 Y 1 2 4 1 2 1 • S 2 } 4 ,1 2 34 1 ;1 3 141112 3 4 1 12 } 4 S 3 }. 41 5 ;1 3 4 1 2 1 4 1 2 4 1.1 Pro rcl W ra4n1 iral Admn�a'ian i �"a - ,-, ... I-r `-r:� ••.- _.. , 2.2 P.rP ea fen v 23 6eolaa.r - [Cpo mn.FmW Warn RM.irw Re.w. 24 T 2-3 P wm c CeartlruTaS 2F $ppmfaaWR 27 Prapom Pr F—1 Plan-°..6% 26 &jbm. P4f-FOM PSarn as Qo " 29 Prirpm.P? FR01 PU..-91% 21 WPls-u*Car ft Opal-wk 211 nerau2rrl Prm4s 12 Ps nFrW Pbrnf-sOpA $,9 n of Pr6tpgtr ianlln�ln Cast-100% - 214 man • MEN 31 32 C 5fo.' 93 Oaaur.v^.waanalbnma_t 1 1 - c.re-...-rc.-a,mc..�r.._-. ---...-..�..»va.v,rw e.mwuV�.•mc ae.v.aPx.ar pW -_ FteptY F.hsaprrrnr4i OC>nA. F'ninwf2 _ IAvaafghA ®�'',LWF ham 6dasq and Ca+R`4CVp GarMU4'an �t ®ndardSMe"dule of Charges January 1, f EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $171.00 Principal E-3 $171.00 Senior Project Manager E-2 $165.00 Project Manager E-1 $150.00 Senior Project Engineer/Planner/Surveyor II P-6 $138.00 Senior Project Engineer/Planner/Surveyor I P-5 $129.00 Project Engineer/Planner/Surveyor P-4 $117.00 Senior Engineer/Planner/Surveyor P-3 $108.00 Engineer/Planner/Surveyor P-2 $ 99.00 Associate Engineer/Planner/Surveyor P-1 $ 88.00 Senior Project Technician II T-6 $129.00 Senior Project Technician I T-5 $117.00 Project Technician T-4 $108.00 Senior Technician T-3 $ 99.00 Technician T-2 $ 88.00 Associate Technician T-1 $ 78.00 Administrative Assistant A-3 $ 78.00 CREW RATES,VEHICLES AND REPROGRAPHICS 1 Man Field Crew with Standard Survey Equipment $141.00 2 Man Field Crew with Standard Survey Equipment $219.00 1 Man Field Crew with RTS or GPS* $174.00 2 Man Field Crew with RTS or GPS* $252.00 Vehicle for Construction Observation $15.00 In-House Scanning and Reproduction $0.25/Sq.Ft.(Black&White) $1.00/Sq.Ft.(Color) *RTS=Robotic Total Station/GPS=Global Positioning System 52 Wheeler Road, Sugar Grove, IL 60554 — (630) 466-6700 tel — (630) 466-6701 fax — www.eeivveb.com 0 CIP Reviewed By: Agenda Item Number J� $ 06 Legal El NB, #2 Finance ❑ ESL -� 1836 Engineer ■ -_� City Administrator E] Tracking Number .4 City y Human Resources El� wn sw _© Community Development ❑ PW 2013-21 � Police F-1 Public Works ❑ Agenda Item Summary Memo Title: Nicor Facility—259 Commercial Meeting and Date: PW Committee—May 21, 2013 Synopsis: Acceptance Consideration Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Consideration of Approval Submitted by: Brad Sanderson Engineering Name Department Agenda Item Notes: ID ClTY Memorandum AR To: Bart Olson, City Administrator EST, -� 5896 From: Brad Sanderson, EEI _ Director of Public Works �� CC: Eric Dhuse, it] � � fk. j Krysti Barksdale-Noble, Community Dev. Dir. ALE`;v*+ Lisa Pickering, Deputy City Clerk Date: April 24, 2013 Subject: Nicor Facility—259 Commercial Drive Nicor has made a written request that the City accept the Public Improvements for the work associated with their facility on Commercial Drive. Attached is a letter from the City dated 2010 that indicates that all outstanding punchlist items for above referenced project have been completed. It is our understanding that the acceptance process was initiated in 2011 by City staff, however it was never completed. Attached, please find the proposed Bill of Sale, which we have forwarded to the developer to execute. We recommend that the public improvements as described in the Bill of Sale be accepted for ownership and maintenance by the City. Usually final acceptance requires a performance guarantee equal to 10% of the value of public improvements. Due to the small size of the project and the length of time that has elapsed since the punchlist was completed, we recommend that the requirement for the performance guarantee be waived. Per Resolution 2004-52, the City Council is to accept the improvements by resolution after the City Engineer and Director of Public Works has made recommendations on the development. Please incorporate this into the next Public Works committee meeting for discussion and the next available City Council meeting for approval. CIP United City of Yorkville County Seat of Kendall County 800 Game Farm Road essr. 1838 Yorkville, Illinois 60560 - - Telephone: 630-553-8528 Fax: 630-553-3436 ,�. Website: www.yorkville.il.us 14. August 6,2010 Mr.Bob Bender Triumph Development Corp. 2763 Pinnacle Elgin, IL 60124 RE: Nieor Site-259 Commercial Drive-Punchlist: NOTICE OF COMPLETION Dear Mr.Bender, A field inspection of the above site has been completed, and your project punchlist is now complete. Please arrange to contact the Department of Building Safety at 630-553-8545, to arrange for issuance of the Full Occupancy Certificate. You may contact City Engineer Joe Wywrot at 630-553-8527, to discuss your Site Development Permit Bond. Your $5100.00 Punchlist Bond 08917738 will be returned to you once it is retrieved from the City's safety deposit box; I will contact you when it is ready to be picked up. I can be reached at 630-553-8528, should you have questions. Sincerely, r Je�nifer L.Woodrick United City of Yorkville Engineering Department Cc: Andy Eisch,Triumph Development Bart Olson, City Administrator Joe Wywrot,City Engineer Krysti Barksdale-Noble, Community Development Director Paul Zable,Building Code Official Dee Weinert,Comm.Dev.Admin. Assistant BILL OF SALE Seller, in consideration of One and 00/100th Dollar ($1.00), receipt hereby acknowledged, does hereby sell, assign, transfer and convey to the Buyer, the United City of Yorkville, an Illinois municipal corporation, at 800 Game Farm Road, Yorkville, Illinois 60560, the following personal property to wit described in Exhibit A attached hereto. Seller hereby represents and warrants to Buyer that Seller is the absolute owner of said property, that said property is free and clear of all liens, charges and encumbrances, and that Seller has full right, power, and authority to sell said property and to make this Bill of Sale. IN WITNESS WHEREOF, Seller has signed and sealed this Bill of Sale at this day of 20 . Subscribed and Sworn to before me this day of . 20—. Notary Public 1 ENGINEER'S OPINION OF PROBABLE CONSTRUCTION COST EXHIBIT A PROJECT: NICOR GAS FACILITY YORKVILLE, ILLINOIS DEVELOPER: NICOR GAS COMPANY STABALIZED CONSTRUCTION ENTRANCE PROJECT# E249 I 1 1 I PREPARED BY: CPD CHECKED BY: CMK DATE: 23-Aug-10 LAST REVISED: JACOB & HEFNER ASSOCIATES, INC. 1901 S MEYERS ROAD, STE. 180 OAKBROOK TERRACE, IL 60181 (630)652-4600 Nicor Gas Site 1 OF 1 Nicor Gas Facility - Exhibit A UNIT PAVEMENT QUANTITY UNIT PRICE AMOUNT 1 B6.12 CURB AND GUTTER 298 L.F. $15.90 $4,738.20 2 1.5"SURFACE:HMA N50,MIX"D" 881 S.Y. $4.80 $4,22880 3 4.5"BINDER:HMA N50,IL-19 881 S.Y. $11.00 $9,691.00 4 12" STONE(CA-6) 881 S.Y. $7.50 $6,607.50 6 5.0"CLASS X CONCRETE 50 S.F $3.70 $185.00 7 4"COMPACTED STONE(CA-7) 6 S.Y. $5.70 $34.20 SUBTOTAL= $25,485 UNIT WATER QUANTITY UNIT PRICE AMOUNT i 1 6"WM,DIP CL 52 WIFITGS 30 L.F. $35.00 $1,050.00 3 2 FIRE HYD,WIAUX.VALVE&VALVE BOX 1 EACH $3,100.00 $3,100.00 3 RELOCATE FIRE HYDRANT 1 EACH $4,000.00 $4,000.00 4 6"VALVE IN 48"VAULT 1 EACH $2,300.00 $2,300.00 5 TRENCH BACKFILL 46 C.Y. $22.00 $1,012.00 SUBTOTAL= $11,462 UNIT STORM SEWER QUANTITY UNIT PRICE AMOUNT 1 12"STORM SEWER,RCP,CL V 177 L.F. $2400 $4,248.00 2 15'STORM SEWER,RCP,CL V 10 L.F. $27.00 $270.00 3 18"STORM SEWER,RCP,CL IV 186 L.F. $2900 $5,394.00 4 MANHOLE TYPE A,48"DIA. 1 EACH $1,200.00 $1,200.00 5 MANHOLE TYPE A,72"DIA. 2 EACH $2,600.00 $5,200.00 6 INLET TYPE A,24"DIA. 1 EACH $900.00 $900.00 7 TRENCH BACKFILL 363 L.F. $1100 $3,993.00 SUBTOTAL= $21,205 U NIT MISCELLANEOUS QUANTITY UNIT PRICE AMOUNT 1 STREET LIGHTS-PUBLIC 1 EACH $3,500.00 $3,500.00 2 STREET LIGHT WIRING-PUBLIC 1 L.S. $3,000.00 $3,000.00 SUBTOTAL= $6,500 TOTAL= $64,652 NOTES: u 1 THIS LIST IS BASED ON FINAL ENGINEERING PLANS PREPARED 03OCT08 BY JACOB&HEFNER ASSOC, 2 THIS LIST IS PREPARED FOR GUIDE ONLY.JACOB&HEFNER ASSOC.MAKES NO WARRANTY THAT ACTUAL COST WILL NOT VARY FROM THE AMOUNTS INDICATED,AND ASSUMES NO LIABILITY FOR SUCH VARIANCE. 4 I I Nicor Gas Site 1 OF 1 I I , N S 8. � . 1a .. - f.FNERAL LXI m NOiFS � � 7�I M LN, NrnXS wK morn sxoxx sLrwnwEr ra LaaNLrDRS Lw.ILE ar .IE �� ii o e e a ' _.r G;' ___—— — unES wr xar H urRx, r sxaE x 'i nsrorvveurc m vrxn�araav Aw�� a za• w' aa• ��1��!t d� EltwAnox w.ui urancs nur wv aE urzi]m awoR m mlmm�cmx • �_——_———— _—•. . � I_• ,I inD s"rowlcriaurul u�iDR�R�DRDSEa mura rR ovrsoE rrm;D rua XaaD axE,xasE aaL ;. t--�- •i I al NL umm uiwms AvE m rnau a smscrorez x uvEU rtEr. r I .I A xL ErsRw.anon x.rs,wNS Rro,attsrx.s.Rc,sxru aE nLSm w EartxED As xEawn ID ^W. afR RMNHD Lre(a.Yt aXlR p roR A0.USR➢Iml OLVMP`IS 9 • -' I iJ:rJf59 eqd we,Paa rxla��irlA I[rw[O a 4GM p K Rr W al. 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B CfTy Reviewed By: X06 Legal Agenda Item Number Finance NB #3 EST. -� __ti 1838 Engineer City Administrator : Human Resources ❑ Tracking Number Community Development ■ pW 2013-22 Police Public Works 0 Agenda Item Summary Memo Title: Sunflower Estates Drainage Meeting and Date: Public Works—May 21, 2013 Synopsis: See attached memo. Council Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: Memorandum To: City Council EST. 183fi From: Bart Olson, City Administrator ' CC: Date: May 16, 2013 Subject: Sunflower Estates Drainage LJILL E�% Summary Review of the Sunflower Estates drainage issue. Background This item was last discussed by the Public Works Committee at the end of 2011. Packet materials and minutes from those meetings are attached. At the end of the discussion, the Public Works Committee agreed that the City needed to move forward with this project, but not until it was funded in the budget. This project was not included in the FY 12, FY 13, or FY 14 budget proposals. An updated cost estimate has been provided by EEI. If this project were to be authorized by the City Council, the cost would be around $130,000. This project could be funded through the SSA in the Sunflower subdivision, resulting in an increased levy over time. The FY 14 budget proposal already contains a proposal to naturalize the detention basins in FY 15, which will increase the annual HOA dues from$64 to $150. That increase was based upon the City front-funding the work and the residents paying the City back for the work over a 10-year period at 0% interest. Finance Director Fredrickson has calculated the HOA dues if the City were to complete the drainage project in a similar manner as the naturalization of the detention basin. If the City were to front-fund the drainage project and ask the residents to pay the City back over a 15-year period at 0% interest, the annual HOA dues would increase an additional $78. This would put the annual HOA dues at$228. It should be noted that this project does not have to be funded by the HOA SSA, and could instead be funded entirely by the City's capital fund. However, this would set an unofficial precedent for future subdivision drainage issues throughout the City. Recommendation Staff seeks direction on the Sunflower Estates drainage project. Revised May 2,2013 TABLE NO. 1 ENGINEER'S ESTIMATE OF PROBABLE CONSTRUCTION COST PROPOSED STORM SEWER TO CONVEY 100-YEAR OFFSITE FLOWS TO SOUTH DETENTION BASIN SUNFLOWER ESTATES DRAINAGE REVIEW UNITED CITY OF YORKVILLE,KENDALL CO.,IL August 10,2011 ITEM UNIT NO. DESCRIPTION UNIT QUANTITY PRICE AMOUNT 1 TREE AND BRUSH REMOVAL LSUM 1 500.00 500.00 2 ISIDEWALK REMOVAL AND REPLACEMENT SQ.FT. 150 10.00 1,500.00 3 CURB AND GUTTER REMOVAL AND REPLACEMENT LF 30 30.00 900.00 4 FENCE REMOVAL AND REPLACEMENT LF 300 30.00 9,000.00 5 PERIMETER EROSION BARRIER FOOT 600 2.00 1,200.00 6 INLET PROTECTION EACH 5 150.00 750.00 7 TREE PROTECTION EACH 10 80.00 800.00 8 EARTH EXCAVATION CU.YD. 100 20.00 2,000.00 9 TRENCH BACKFILL,CA-7 CU.YD. 15 30.00 450.00 10 12"RCP STORM SEWER FOOT 5 100.00 500.00 11 30"RCP STORM SEWER FOOT 578 75.00 43,350.00 12 36"RCP STORM SEWER FOOT 34 85.00 2,890.00 13 CONNECT TO EXISTING STORM STRUCTURE EACH 3 750.00 2,250.00 14 MANHOLE,TYPE A,5'DIA.,W/TYPE 1 FRAME AND OPEN LID EACH 4 3,500.00 14,000.00 15 MANHOLE,TYPE A,6'DIA.,W/TYPE 1 FRAME AND OPEN LID EACH 1 4,000.00 4,000.00 16 30"RCP FLARED END SECTION WITH GRATE EACH 1 2,000.00 2,000.00 17 36"RCP FLARED END SECTION WITH GRATE EACH 1 2,500.00 2,500.00 18 IRIP RAP,IDOT GRADATION RR-3 SQ.YD. 16 75.00 1,200.00 19 CLASS D PATCH,TYPE III,6 INCH SQ.YD. 25 100.00 2,500.00 20 SEEDING,MIX 1,LAWN MIXTURE ACRE 0.5 2,000.00 1,000.00 21 SHORT TERM EROSION CONTROL BLANKET,S150 N.A.GREEN SQ YD 1 1,100 4.00 4,400.00 SUBTOTAL $ 97,690.00 CONTINGENCY(10%) $ 9,770.00 TOTAL CONSTRUCTION COSTS $ 107,460.00 ENGINEERING $ 19,340.00 TOTAL COSTS $ 126,800.00 G:\Public\Yorkville\2011\YO1106-C Walsh Drive Flooding\Eng\[Cost Est 5-2-13.As]ENG EST ENGINEERING ENTERPRISES,INC. CONSULTING ENGINEERS SUGAR GROVE,ILLINOIS PAGE 1 OF 1 Sunflower Estates SSA R1)Property Taxes— Sunflower SSA 12-000-40-00-4012 a. We are proposing increases in the annual HOA dues,beginning in FY 15, due to one- time projects (outlined below) and establishment of a 100% fund balance for this fund. Current budget proposal shows an increase in annual dues from $64 per year to $150 per year. E1)Pond maintenance 12-112-54-00-5416 a. The City authorized a detailed inspection of the three detention basins in Sunflower Estates in October 2012. Two basins were given an"F" grade and the third basin a"C" grade. Based on our analysis, all three ponds need to be fixed in order to maintain adequate detention basin storage. One option is to dredge the ponds at a cost of $110,000. For half the price,we can naturalize all three basins. We recommend naturalizing the basins due to cost considerations. Naturalizing the basins will also improve the immediate environment(naturalization prevents mosquito populations and cleans stormwater). If the City chooses to dredge the ponds, the HOA fees would have to be $250 annually. Similar to the Fox Hill proposal, we propose to fund the basin naturalization through exhausting the fund balance in the Sunflower SSA fund, and then deficit funding the remaining $45,000 worth of work. The deficit would be repaid over a 10-year period,with a reanalysis of the HOA dues expected in 2025. SUNFLOWER ESTATES DRAINAGE REVIEW United City of Yorkville, Kendall Co., IL Public Works Committee Meeting Discussion Outline August 16, 2011 1. Refresher From Last Meeting Issue 4 During Larger Storm Events There Is Street Flooding Along Walsh Drive and Walsh Circle ➢ Findings ✓ Significant Offsite Area Drains From South Through 4' X 7' Concrete Box Culvert Under Route 71 To 15" FES On East Side of Walsh Drive [Reference Exhibit A] ✓ Sunflower Estates Subdivision Storm Sewer Sized To Convey 10-Year Storm; Flows In Excess of the 10-Year Storm Flow Overland Down Walsh Drive and Through the Side Yard Drainage Easement Between Lots 49 & 50 [Reference Exhibit B] 2. Proposed Solution 4 Large Diameter Storm Sewer To Convey Flows From Point Of Existing15" FES To South Detention Pond [Reference Exhibit C] ➢ Offsite 100-Year Flow Rate To Convey To South Detention Pond: 46.9 cfs ➢ Proposed Storm Sewer Size: 30" RCP Engineer's Estimate of Probable Construction Cost: $107, 600 [Reference Table No. 1] Y Items To Work Out In Final Design ✓ Any Existing Utilities (i.e. Electric, Phone, Cable, etc.) Other Than Storm Sewer Within Public Utility & Drainage Easement? ✓ Temporary Construction Easements Along Route? ✓ Permanent Construction Easements Along Route? 3. Additional Discussion/Questions/Comments ENGINEERING ENTERPRISES,INC. G:\Public\Yorkville\2011\Y01106-C Walsh Drive Flooding\Doc\Outline-PW Comm Meeting 2011-8-16-City,EEI.docx CONSULTING ENGINEERS fi wl�g'f�E;,��L vvasnl a9 / 'df r sN r III 6�', - iF•f1 � ' ` =L"Y��`C Legend 50� 'i` Storm Sewer 650 0 4 4 <all other values> Olsen x n o' f° 6 'a• !!*'�° � � '�;� sss ® Manhole wafter Catchbasin Inlet 7 � V I 6A , Flared End Section Overland Flow Arrow Sub Watershed Contour �i' �r0 Colonial {„ III I i- rro ��t 15 675 "'sj° - ` ' - �._._y ,R ■ �� Oa�o75 PGarden .^o _ 675 „1° �G�@rhlDrrri�rr o 6I5 ,,615 e o :66°650 fq` e o r � n e \ N 1h �r/1e ' � 6's570 673 675 q' ■ y0 Waslwlnd i' a i Green Briar + � � ��r•��Iir� Sunflower 0 1 I 695 • :� 700 j00 J.. ; L'7=y � 700 709 1R5 `. �Meado��se ,oa'" $Urrh�10W✓$,0"�$ft$tf @$ .°o' 1�0 1 1 10° "`+7� .:1. _ • � 7.2"RCP �l 695 f - r YA� 4'x7 CONC. BOX CULVERT ti° m 'z �,� .1omm1H9ihes .� s 4 v7�m �evr m °Yorkville Town Center - ti5 yq{� Bantusol MOP 115 'rs _ 7 ,� �- p ° �,� •' � V 15 7so V � � v 9 r N 4 � 1 �S )B 1°b R"III n C 11y �a\a�T1' i �.]I r 1t4i'�j 1y ,5p � 77p a 775 1 E 1 >Fef 1 Brandenburg 3 •^ \.�.. Ronhill 0 800 1,600 es Feet �y Engineering Enterprises Sunflower Estates ULY2011 EXHIBIT A N Drainage Review Y01106 52 Wheeler Road OFF-SITE DRAINAGE Sugar Grove,Illinois 60554 United City of Yorkville KKP OVERVIEW (630)466-6700 Kendall County,Illinois www.eelweb.com Legend f �'s:►+ t Storm Sewer tire !: •�rrliae �, ��.ri. 6.. oM t ® . „y Garden $.. � gGarden' V 12.. 4 � Greenr�br�hi$ar N �� J rHawtborne �'f'.. r .K' 21' 1 - c FA ® r.. 24" t + 27" ►`'G t ` ♦� Cornersfoq@ Yet *•� 42., A' i l 3r '�'F } `- I, �—� <all other values> 1111 nh I pp /. M I f [ a oe waisn ar• �s� Catchbasin � - Inlet Green Briar tf Flared End Section Green Briar.. Y _ v t ■ Green B �� riar - '1 Y' F • + '�s r r � Overland Flow Arrow Sub Watershed • r Walshw � - L C p SunUwEstates r C 12"RCP �� S • CULVERT .` 4-4, � 4'xT CONC. i 80X CULVERT _ i T :', y - _ _ � .Stagecoach � - mmY a I H�9h r A It �S♦A f0. wy. ♦t mq ' F 1 A t° Yorkville Town Center �' r + •�+ y �' 4 a� ell- f �y 70 . 14 Acre 0 400 800 Feet Engineering Enterprises Sunflower Estates JULY2011 EXHIBIT B N Drainage Review Y°"°a 52 Wheeler Road ON-SITE DRAINAGE Sugar Grove,Illinois 60554 United City of Yorkville KKP OVERVIEW (630)466-6700 Kendall County,Illinois www.eelweb.com Legend Existing Storm Sewer 411 ► p ^� Apt,- ❑ n 611 woo K t _;.' - 10 CONNECT TO 1211 REMOVE EXISTING 24"FLARED EXISTING STRUCTURE 1511 END SECTION AND PIPE, REPLACE WITH 36"RCP _ 1811 ' * 15'P.U.AND,DR NA E n', 2111 EASEMENT 2411 2711 REMOVE EXISTING 15" 3011 7ilp IN FLARED END SECTION AND PIPE ' 36" 4211 PROPOSED 30"FLARED END Major Culvert CONNECT SOUTH WALSH DRIVE SECTION AND REINFORCED Manhole STORM SEWER TO NEW STORM : CONCRETE PIPE Catchbasin SEWER AND DISCONNECT FROM "� ailg •t � '�� ADJACENT MANHOLE rn r Inlet f' Y Flared End Section ' Proposed Storm Sewer _ Proposed Manhole Proposed Flared End Section EXISTING 12" RCP CULVERT } 0517 -ter= �? Leo Stagecoach CD_ EXISTING A n -v 4'x7'CONC. N m BOX CULVERT TV CD 5 r f � 0 100 200 Feet a DATE: Engineering Enterprises, Inc. Sunflower Estates JULY 20111 N 9 9 P 1 PROJECT NO.: EXHIBIT C EXHIBIT C 52 Wheeler Road Drainage Review Y01106 PRELIMINARY STORM Sugar Grove, Illinois 60554 United City of Yorkville BY. PR SEWER LAYOUT SEWER LAYOUT PATH: KKP (630) 466-6700 Kendall County,Illinois www.eeiweb.com H:\GISTUBLIMYORKVILLE,Y01106 NO. DATE REVISIONS FILE: Y01106-ExhB-11x17.mxd TABLE NO. 1 ENGINEER'S ESTIMATE OF PROBABLE CONSTRUCTION COST PROPOSED STORM SEWER TO CONVEY 100-YEAR OFFSITE FLOWS TO SOUTH DETENTION BASIN SUNFLOWER ESTATES DRAINAGE REVIEW UNITED CITY OF YORKVILLE,KENDALL CO.,IL August 10,2011 ITEM UNIT NO. DESCRIPTION UNIT QUANTITY PRICE AMOUNT 1 TREE AND BRUSH REMOVAL LSUM 1.0 500.00 500.00 2 ISIDEWALK REMOVAL AND REPLACEMENT SQ.FT. 150.0 4.00 600.00 3 CURB AND GUTTER REMOVAL AND REPLACEMENT LF 30.0 10.00 300.00 FENCE REMOVAL AND REPLACEMENT LF 300.0 30.00 9,000.00 4 PERIMETER EROSION BARRIER FOOT 600.0 2.50 1,500.00 5 INLET PROTECTION EACH 5.0 150.00 750.00 6 TREE PROTECTION EACH 10.0 55.00 550.00 7 EARTH EXCAVATION CU.YD. 100.0 12.00 1,200.00 8 TRENCH BACKFILL,CA-7 CU.YD. 15.0 40.00 600.00 9 12"RCP STORM SEWER FOOT 5.0 30.00 150.00 10 30"RCP STORM SEWER FOOT 578.0 75.00 43,350.00 11 36"RCP STORM SEWER FOOT 34.0 85.00 2,890.00 12 CONNECT TO EXISTING STORM STRUCTURE EACH 10 500.00 1,500.00 13 MANHOLE,TYPE A,5'DIA.,W/TYPE 1 FRAME AND OPEN LID EACH 4.0 2,500.00 10,000.00 14 MANHOLE,TYPE A,6'DIA.,W/TYPE 1 FRAME AND OPEN LID EACH 1.0 3,000.00 3,000.00 15 30"RCP FLARED END SECTION WITH GRATE EACH 1.0 1,750.00 1,750.00 16 36"RCP FLARED END SECTION WITH GRATE EACH 1.0 2,250.00 2,250.00 17 IRIP RAP,IDOT GRADATION RR-3 SQ.YD. 16.0 40.00 640.00 18 CLASS D PATCH,TYPE III,6 INCH SQ.YD. 25.0 75.00 1,875.00 19 SEEDING,MIX 1,LAWN MIXTURE ACRE 0.5 2,000.00 1,000.00 20 SHORT TERM EROSION CONTROL BLANKET,S150 N.A.GREEN SQ YD 1 1,100.0 1.50 1,650.00 SUBTOTAL $ 85,055.00 CONTINGENCY(10%) $ 8,505.50 TOTAL CONSTRUCTION COSTS $ 93,560.50 ENGINEERING(15%) $ 14,034.08 TOTAL CONSTRUCTION COSTS $ 107,594.58 G:\Public\Yorkville\2011\YO1106-C Walsh Drive Flooding\Eng\[Cost Est 8-10-11.x1s]ENG EST ENGINEERING ENTERPRISES,INC. CONSULTING ENGINEERS SUGAR GROVE,ILLINOIS PAGE 1 OF 1 APPROVED 9/20/11 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, August 16, 2011 — 6:00 P.M. COMMITTEE MEMBERS PRESENT: Alderman George Gilson Alderman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot OTHERS CITY OFFICIALS PRESENT Mayor George Golinski Bart Olson—City Administrator Eric Dhuse—Public Works Director Jeff Freeman—EEI Brad Sanderson- EEI Members of the Public Present: Clark Kromenaker—Resident Sunflower Estates Rhonda McKeever—Resident Sunflower Estates Kathy Grubar—Resident Sunflower Estates Stephen Shula—Resident Sunflower Estates Connie Kollmeyer—Resident Sunflower Estates Mark Kirk—Resident Country Hills Jerry West—Resident Country Hills Bob Creadeur—Resident Country Hills Elizabeth Creadeur—Resident Country Hills Citizen Comments: There were no citizen comments at this time. This meeting was called to order at 6:00pm. The minutes for the July 19, 2011, meetings were unanimously approved as corrected. New Business: At this time, the Committee altered the agenda by moving up new business #2. 1 2. PW 2011 —54 Country Hills Drive and Greenfield Turn Staff from EEI investigated the possible installation of yield signs at the intersection of Country Club Hills and Greenfield. It was determined that there is no signage control at the crossing, the intersection at Country Club Hill and Greenfield does not appear to have any sight distance constraints and appears to be "open", there is a painted crosswalk across Country Hills Drive, and the governing entity on traffic control signage, the Manual of Uniform Traffic Control Devices (MUTCD) provides guidelines regarding vehicular, bicycle and pedestrian traffic volumes including number and angle, speeds, sight distances and reported crash experiences. Staff quoted from the MUTCD which states "...the use of YIELD or STOP signs should be considered at the intersection of two minor streets or local roads where the intersection has more than three approaches and where one or more of the following conditions exist: A. The combined vehicular, bicycle, and pedestrian volume entering the intersection from all approaches averages more than 2,000 units per day; B. The ability to see conflicting traffic on an approach is not sufficient to allow a road user to stop or yield in compliance with the normal right-of- way rule if such stopping or yielding is necessary; and/or C. Crash records indicate that five or more crashes that involve the failure to yield the right- of-way at the intersection under the normal right-of-way rule have been reported within a 3-year period, or that three or more such crashes have been reported within a 2-year period." As there are no sight distance constraints and there does not appear to be an accident history, this intersection does not appear to be a good candidate for yield signs. Staff has provided an illustration, noting the location of the intersection and the appropriate sections from the MUTCD. The Committee agreed with staffs' recommendation and determined that no further action was required. 3. PW 2011 — SS Windett Ridge Pedestrian Crossing Signs Staff has investigated the possible installation of pedestrian crossing signs and crosswalk on Windett Ridge Road approximately 263 feet east of Claremont Court. It was determined that there is no signage control or pavement marking control at the crossing, and the governing entity on traffic control signage is the Manual on Uniform Traffic Control Devices (MUTCD) provides guidelines regarding vehicular traffic warning signs. 2 Specifically, Section 2C.49 of the MUTCD would appear to apply to this case. Although there does not appear to be any sign distance restrictions, pedestrians or bicyclists could be unexpectedly entering the roadway. Therefore, it would be not be inappropriate for the City to install signage on both approaches to the crossing on Windett Ridge Road in accordance with the MUTCD. A painted crosswalk does not appear to be required unless the City would like to legally establish the crosswalk. Staff has provided an illustration noting the location of the crossing and the complete section from the MUTCD on warning and pedestrian crossing installation. Administrator Olson has asked staff to perform a comprehensive review to determine if other similar situations exist within the City. If so, those same situations can be dealt with in a similar fashion. The Committee felt that sign option WI 1-15 would be most appropriate for this area. Staff will move forward with this proposed signage. At this time, the Committee returned to the regular order of the agenda. 1. PW 2011 — 53 Sunnydell Lane and Greenfield Turn Staff has investigated the possible installation of yield signs at the intersection of Sunnydell and Greenfield. It was determined that there is no signage control at the crossing, the intersection at Sunnydell and Greenfield does not appear to have any sight distance constraints and appears to be "open", and the governing entity on traffic control signage, the Manual of Uniform Traffic Control Devices (MUTCD) provides guidelines regarding vehicular, bicycle and pedestrian traffic volumes including number and angle, speeds, sight distances and reported crash experiences. As there are no sight distance constraints and there does not appear to be an accident history, this intersection does not appear to be a good candidate for yield signs. In addition, yield signs are typically not used to aid pedestrian crossings. A more appropriate approach to this intersection may be the use of crosswalks. However, in this case, the sidewalks have not been installed at all of the intersection leg's, therefore, installation of the crosswalks are not appropriate at this time. Staff has provided an illustration, noting the location of the intersection and the appropriate sections from the MUTCD. At this time, Chair Gilson asked if anyone present wanted to speak on this issue. Residents expressed their concerns that the recommendation did not account for the mitigating circumstances of adolescent bicycle traffic. The location of a nearby park at the end of the cul-de-sac created a good number of children bicycling in the area. Additionally, property at the intersection 3 contributed to sight issues due to uneven topography as well as an empty overgrown lot. Residents also noted that this area had become a cut through for residents of Raintree and many times the speed limit was not honored. It was the hope of the residents that a four-way stop would be installed, as yield signs would probably be ignored. The Committee discussed this request in light of other similar situations in the City from the past. It was noted by one of the residents that the staff recommendation was based on an existing standard but he felt the standard provided only for minimum requirements. Administrator Olson noted that the standards referred to by EEI were national standards that would hold up in a court of law. After additional discussion regarding engineering standards, the Committee asked EEI to perform additional on-site evaluations, particularly during times when children would most likely be present (i.e. before and after school). 4. PW 2011 — 56 Pavem en t Man agem en t Stu dy Presen tation Brad Sanderson of EEI, presented a Pavement Management Program Overview. A Pavement Management Program is a decision making process or system that helps municipalities make cost-effective decisions concerning the maintenance and rehabilitation of their jurisdiction's pavements for which they are responsible in a systematic way. The Pavement Management Program would include gathering roadway data and inspection of roadways; the development of a database to record current and past conditions; a budget tool to develop budget scenarios for future expenditures; enable the City to prioritize roadway projects, and finally, provide a method to convey plans to staff and the community. Mr. Sanderson concluded his presentation by summarizing that this program would 1) improve the efficiency of decision-making involving pavement management activities; 2) develop multi-year program that can be easily justified and communicated; 3) predict future conditions of pavement for different levels of funding and show the effects of under-funded road programs; 4) monitor progress; and finally, support requests to state legislatures for additional funding for pavement maintenance and rehabilitation activities. Discussion followed the presentation regarding the amount of time for a project like this to be completed as well as the cost for not only the software but also the analysis and date entry. Mr. Sanderson stated that they would provide a proposal that would address these issues. Alderman 4 Gilson noted that he would like to see any road projects coordinated with sewer projects, utilizing data from a previous study. Administrator Olson stated that a proposal would be provided to the Committee at their next meeting. Old Business 1. PW 2011 — 47 Discussion and Update on the Flooding Issues in Sunflower Estates Jeff Freeman of EEI, reviewed the information provided to the committee at last months meeting. The proposed solution to the flooding and drainage issues would be a large diameter storm sewer to convey flow to south detention pond. The estimated construction cost would be $107,000. Chair Gilson asked if anyone present wanted to speak on this issue. Residents commented on the fact that the current system was designed for a 10 year rain event; however, the flooding was happening more frequently. Additionally, the severity of the flooding prevents residents from being able to drive their vehicles out of the neighborhood. Further discussion ensued around the proposed location of the new drainage pipe and compliance with Illinois Drainage Law. Further more, the Committee discussed the cost of the proposed project and the lack of available funding. Director Dhuse stated that it may be possible for some of the work to be completed by the Public Works department and some materials could be changed which would decrease the cost. The Committee requested a revision of the proposal base on Director's Muse suggestions be brought to the next committee meeting. 2. PW 2011 —48 Discussion and Update on Road Maintenance on Tommy Hughes Way and Saravanos Drive Director Muse informed the Committee that the pot holes had been filled and a paver was on-site to complete the road. It was noted that the property owner had provided an aerial photo depicting the exact area that would be paved. Administrator Olson stated that the owners of Tommy Hughes Way and the proprietor, with whom there is supposed to be a maintenance agreement, are still discussing responsibility for the road maintenance. Chair Gilson requested that staff find out who was going to handle the road and when it would be done. 5 3. PW 2011 —52 Win dett Ridge Mowing Update Administrator Olson told the Committee that 170 tickets had been issued and the matter would be before the Adjudicator next Wednesday. If the property owners did not show, liens would be issued. Chair Gilson informed the Committee that he had been contacted to negotiate with the property owner and he declined to participate. 4. PW 2010— 31 Kendall Marketplace Development/Infrastructure Update Staff has developed a preliminary plan for stabilizing the site and seeks concurrence from the City prior to proceeding with completing the work. The proposed scope of work generally consists of curb and gutter installation, HMA removal, HMA installation at entrances, aggregate placement, and minor grading and seeding. Currently, it is estimated that the cost of the proposed work to be between $115,000— 125,000. It is the understanding of staff that there is approximately $270,000 available for the City to perform this work. If an agreement on the work scope is reached, it is estimated that a contractor could be in place by mid to late September with the work being completed in October. The Committee recommended that staff move forward with a bid package. 5. PW 2011 — 43 Emerald Ash Borer Update Last month, the Committee asked for quotes for chemicals and injection kits to combat the Emerald Ash Borer. Staff has obtained one hard quote from the only vendor that is local, one from an online supplier and one directly from the company. John Deer Landscaping quoted $2,439.36; Tree Care Supplies.com quoted$2,826.29; and Arbor Jet catalog quoted$2,672. Not only was John Deer Landscaping the least expensive, they will also come to Yorkville and teach us how to properly administer the treatments. For this reason, staff recommends purchasing the treatment from John Deere Landscaping of Batavia. The Committee agreed. Additional Business Alderman Kot stated that he had received complaints regarding sporadic extended power outages. Administrator Olson noted that he had contacted ComEd and was waiting for a response back. Alderman Kot asked about the possibility of pedestrian crossing signs at Route 47 and Main and Route 47 and Hydraulic. Director Dhuse stated he needed to get in touch with IDOT because they would have to provide permission. Alderman Kot asked about the synchronization process of lights in Yorkville. Director Dhuse stated that all lights are timed and cleaned once a month. Alderman Gilson spoke about a complaint 6 he had received from a resident on West Washington. Director Dhuse stated he was aware of the complaint and that a member of his staff had already met with the resident. There be no further business, the Committee adjourned at 8:07pm. Minutes Respectfully Submitted by: Kristia RM Leyendecker Minute Taker 7 c/Ty Reviewed By: Agenda Item Number ii J� a 0-0 Legal ❑ OB #3 II Finance ❑ EST. , � 1836 Engineer ❑ Tracking Number y City Administrator ❑ Consultant ❑ K a ty . PW 2011-47 El LE Agenda Item Summary Memo Title: Flooding Issues in Sunflower Estates - Update Meeting and Date: Public Works— September 20, 2011 Synopsis: See memo. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Eric Dbuse Public Works Name Department Agenda Item Notes: cip Memorandum EST. ! 1es6 To: Public Works Committee 1 From: Eric Dhuse, Director of Public Works CC: ® Date: September 16, 2011 Subject: Sunflower estates flooding update <LE At the last meeting I was asked if the Public Works crews could install the storm sewer in Sunflower Estates at a lower price than the engineers estimate that was provided. While I have no doubt that our crew is capable of installing this storm sewer, we do not have the machinery necessary to do so. We would have to rent an excavator, trench box and stone box for the duration of the project which I would estimate at 2 weeks. In addition to the rental, we would need to account for fuel, labor and materials that are included in the installed pipe price. I am currently waiting on pipe and manhole prices; I have listed the costs below that are known. Excavator $3200 Trench Box $600 Stone Box $700 Fuel $1500 ($150 per day for 10 days for wheel loader and excavator) Stone $3300 Fuel $540 (for trucks to haul stone) Total $9840 Labor $10,944 (4 man crew for 8 hr/day x 10 days) Labor $1641 (labor for 2 drivers 8 hr/day x 3 days for stone hauling Total $12,585 Items such as sidewalk removal and replacement, curb and gutter R&R, fence removal, etc. will be the same as the engineers estimate. As soon as I get the pipe quote, I will be able to finalize the numbers and get them to the committee. APPROVED W/ CORRECTIONS 10/18/11 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville,IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, September 20, 2011 at 6:00 p.m. COMMITTEE MEMBERS PRESENT: Alderman George Gilson Alderman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot OTHER CITY OFFICALS PRESENT Eric Dhuse—Public Works Director Brad Sanderson—EEI Members of the Public: Todd Vandermyde The meeting was called to order at 6:00 p.m. Citizen Comments: Mr. Todd Vandermyde spoke to the Committee about the problems he has had trying to put in a pool and put up a shed. He stated that the applications for permits do not explain well what is needed. He stated that on the permit for the shed it does not explain to your how many feet things need to be place etc. Mr. Vandermyde stated that he has a space constraint problem and after two years of going back and forth, finally, he was told if it is drywall inside then the setback is not an issue. Mr.Vandermyde stated it would make sense that these things would be on the application. Mr. Vandermyde said that most of this information is not included in the kit or permits. Chair Gilson stated that the city has hired someone who is very knowledgeable in codes. Mr. Vandermyde stated that the new person is great. Again, Mr. Vandermyde stated that this information is not in the permits. Mr. Vandermyde stated that a lot of time is wasted by having to get these questions answered along the way. The Committee was in agreement on this topic. The Committee agreed that these things need to be 1 looked at and revisited. Minutes for Correction/Approval: The minutes for the August 16, 2011 meeting were unanimously approved. New Business: 1. PW 2011-57 Weed Violations,Minimum Fees and Prepay—Director Dhuse stated that grouping the weed violations together and going through one committee instead of having them in several places will work better. The Administration will handle the minimum fines and it will stay all together. Chair Gilson asked if this was talked about. Director Dhuse said it was talked about at a staff level coming from certain dollars a day for base mowing charge. Alderman Kot asked what the issue was with going through different committees. Director Dhuse stated that mowing would have to come to us, then curfew could have been somewhere else because it is more than just property maintenance. Alderman Teeling asked if there is a minimum fee on weeds. Director Dhuse stated there is not a minimum fee. It was decided all violations will be through Administration. 2. 2011-58 Traffic Control Signs on Van Emmon and Heustis and Mill Street—Director Dhuse stated that he did get an e-mail from a concerned resident who lives at Van Emmon and Mill and stated that she and her son have almost been hit there and there was an accident there on Sunday. Brad Sanderson from EEI stated that there is a history at that intersection and some recent history. Mr. Sanderson stated that they used Manual Uniform Traffic Control Devices (MUTCD) and evaluated those two intersections and there are a number of issues with both intersections. Mr. Sanderson stated that there are YIELD signs now at Mill Street and he stated that it would make sense to put a STOP sign there. Mr. Sanderson stated there is a fairly significant sight distance issue when you head north bound and a wall and you need to creep out pretty far to see traffic. Mr. Sanderson stated that Heustis has a history of bus traffic and Van Emmon is the more heavily traveled street. Mr. Sanderson stated that there is probably some general confusion because there is a YIELD on one street and a through street on another. Mr. Sanderson stated that for example, if you take the STOP signs off of Van Emmon that would not work unless you take away the sight distance issues. Chair Gilson asked if the volume is more than 2,000 cars per day. Mr. Sanderson said they did not have time to evaluate that. Director Dhuse stated that with the accident history it does not need to be done. Director Dhuse said that there were six accidents on Heustis in the last five years and 11 on Mill Street in the last five years. Mr. Sanderson stated a total of 30 accidents since 1991. Alderman Teeling stated that this is a dangerous intersection all together and because of the hill,people have a hard time stopping in the winter time. Alderman Milschewski stated that she lives on Heustis and she pulled the minutes from 2009 when this was discussed and several of the residents came and voiced their concerns. Alderman Milschewski stated that she talked to Septran and they stated to leave it the way it is or they would support a four way. Chair Gilson asked if it would be better with a four way so if they slide, the traffic is stopped. Alderman Milschewski stated that she does support a STOP sign and not a YIELD sign because it doesn't work given the fact you cannot see because it is overgrown. Director Dhuse stated that this change will be for those that are not as familiar with this intersection. Mr. Sanderson stated that a four 2 way STOP is the recommendation. Chair Gilson asked if there is support from Committee of putting a four way STOP and see how it goes. Alderman Milschewski stated that the properties need to be cleaned up. Chair Gilson stated that is in process and should be taken care of soon. Chair Gilson stated the inspector has been down there. Alderman Kot stated that these two intersections have had the most discussion in this town. Alderman Kot stated that he believes that we should leave Heustis alone. Alderman Kot asked about speed bumps or other options. Director Dhuse stated that would not work in this particular situation. Alderman Kot stated that he is for a STOP sign at Mill Street. Alderman Milschewski agreed. Director Dhuse stated that this is based on the accident history from reports from the people who live there. Alderman Teeling stated that this is the second time since she has been on council this issue has come up and she asked if we don't do anything, is the city liable. Director Dhuse stated the city is not liable. The Committee agreed to a STOP sign at the intersection of Mill Street and Van Emmon and to leave the Heustis and Van Emmon intersection alone. Chair Gilson stated that this will go to council for approval. 3. PW 2011-59 Windett Ridge Outfall Restrictor Plate Size Study—Brad Sanderson, EEI stated that they were asked to take another look at the detention basin and down stream property issue. There were previous a-mails on this topic and they were asked to take a look at it again. Mr. Cooper had some ongoing issues with his property and some blowouts with field tile. Mr. Sanderson stated that at the time there was a recommendation to adjust the restrictor plate and take advantage of some additional storage in the detention facility in the south part of Windett Ridge. Mr. Sanderson stated that it is possible to take advantage of that and have water in the retention base for a longer period of time. Mr. Sanderson stated that is you add the restrictor plate, you will still have the nuisance flows because it is being released at a slower rate. Mr. Sanderson stated there were comments about tying some of the discharge into a field tile, which is done. Mr. Sanderson stated there are concerns with that because typically field tiles can't handle the amount of storm water. You have to reduce that, so that there is not an over burden on the existing tile. Mr. Sanderson stated that there would need to be modifications. He stated that the condition of the tiles needs to be checked so that it is not problematic. Mr. Sanderson stated that there is always future maintenance and the issue will be who will pay for modifications and things like that. Mr. Sanderson stated that we need to meet with the property owner and discuss how it is to be paid for etc. Chair Gilson stated that he put this on the items because this is a hot topic among the residents there. Chair Gilson stated that the HOA has taken over from the developer. Chair Gilson stated that they have never received a solid answer as to who is responsible for this restrictor plate. Chair Gilson stated that from what Joe said, it is the opposite opinion of what you are saying now, which is that is should be left alone. It was stated that there was not a change in flow. Mr. Sanderson stated that he was asked to review Joe's memo and we just pointed out concerns that you may have. Director Dhuse stated that there is a big determination if the tile is in good shape or not. Chair Gilson stated that he doesn't feel we should get involved in that. Mr. Sanderson said that there is no doubt that the peak flows have been cut in half. Mr. Sanderson agreed the typical problem with detention basins is there is more volume so more water is created and they are released at a longer time period and you have nuisance flows on neighboring properties. Mr. Sanderson stated the plans, at the time they were 3 approved, were installed appropriately. Chair Gilson stated that is a wet area and this is getting us involved in property that we shouldn't be involved with. Chair Gilson stated that his opinion, despite Mr. Cooper's concern, is that we should not do anything with this. Mr. Sanderson stated that it is functioning properly. Mr. Sanderson stated that if the plate is adjusted, there will be more maintenance issues. The Committee decided to leave this issue alone. Old Business: 1. PW 2011-52 Yield Signs—Sunnydell Lane and Greenfield Turn—Brad Sanderson, EEI, stated that at the last committee meeting there was a lot of discussion on this topic and it was decided to go and take a look at the sight distance and the MUTCD standards. Mr. Sanderson stated that the traffic volume is much less than 2,000 cars per day. Mr. Sanderson stated there is not an accident history at this intersection. Mr. Sanderson stated that typically YIELD signs are not used to signify pedestrians. Mr. Sanderson stated that for pedestrian crossings there is usually a painted crosswalk and then there is a maintenance issue. He stated there is missing sidewalk on one side too. The Committee stated that other places within that subdivision they have playground ahead signs. Director Dhuse stated that is because this road does not directly connect to the park. Mr. Sanderson said the sight distance issue is because this road does not directly connect to the park. Mr. Sanderson said the sight distance issue is the main potential issue on Greenfield north bound and south bound. North bound the stopping sight distance is 140 feet and it is clear visibility. Mr. Sanderson agreed that is not an issue and it is the same heading north bound. He stated that the stopping sight distance seems more than adequate. Mr. Sanderson stated that he didn't see anything that would inhibit seeing that would be an issue. Chair Gilson stated that the residents think this is a problem and he feels that something needs to be done. Chair Gilson said if the residents are concerned, he feels they are a better judge of this situation. Director Dhuse stated at the same time, we just turned one request down that had six accidents in the last five years. Director Dhuse stated that he thinks this is a feel good issue and it will open Pandora's Box because everyone that hears about this will want something at their street. Director Dhuse stated this is a very lightly traveled road. Director Dhuse stated that if we put signs everywhere, it becomes sign pollution. Chair Gilson stated that he believes this is our duty to look at how they feel and do whatever we can do as their representatives. Alderman Milschewski stated there are not even sidewalks on all sides of the intersection. Mr. Sanderson stated that YIELD signs are not appropriate here. He stated that a crosswalk sign is more appropriate. Mr. Sanderson stated that signage is not necessary at all. Chair Gilson stated that he doesn't see the harm in putting a sign here and said that we can take each case as they come. Alderman Teeling stated that we have turned down other requests. Alderman Kot stated that he sees where Chair Gilson is coming from. Director Dhuse stated that we cannot afford to put signs everywhere at a$100.00 per sign and every 12 years replacing them. Mr. Sanderson stated there would be two signs one northbound and one southbound on Greenfield Turn. Alderman Kot stated that residents voiced their opinion and think this is a problem. Alderman Kot stated that we have to look at each situation on an individual basis. Director Dhuse stated that the W15-1 sign would be the best option. Chair Gilson said that he believes this is warranted because there are many residents that have concerns. Alderman Milschewski stated that she doesn't see a need for signs there, but she understands where Chair Gilson is coming from. Alderman Kot stated that he is in favor of the signs. Chair Gilson stated that we will address other 4 concerns as they come in the future. Alderman Kot asked if we have talked to the Police Department about enforcement in the area. Alderman Teeling asked if we every put a speed trailer out there. Director Dhuse stated they did talk to the Police Department. Alderman Teeling stated that she thinks a detail would be a good thing to do. The Committee agreed to put up the W15-1 sign up without painting a crosswalk. 2. PW 2011-56 Pavement Management Study—Brad Sanderson, EEI, stated at the last committee meeting they presented on overall power point and were asked to put a proposal together. He stated that they teamed up with IMS that drives the roads in a van and by laser technology take readings of the roads in the city. Mr. Sanderson said then they would take that information and create a five year program for the city and make presentations to the committee and city council. Alderman Milschewski stated the cost at $103,000. Mr. Sanderson stated that is the cost of both companies services IMS costs are around $78,000. Director Dhuse stated that the traffic sign data gathering is in there to see if you want to add this to the bid or not, it is part of the $103,000. Director Dhuse stated that is something he asked for because we do not have the technology to do it and it has to be done. Alderman Teeling asked the cost for that and it was stated as $24,000. Alderman Teeling stated that she believes that is the only one we should do. Alderman Milschewski asked where the funds are coming from. Chair Gilson stated that we don't have the funds and we have talked about coordinating this with sewer repair and we are jumping the gun here. Alderman Kot stated that everyone wants their roads fixed. Chair Gilson stated that he feels that we are moving in the right direction and he stated that we know what roads are in the most need. The Committee discussed the sewers and the need to repair those. Director Dhuse stated that is a very small area that need repaired and it will be expensive,but not the whole town. Alderman Teeling stated that the YBSD survey was a lot of money. Chair Gilson stated that we have been putting off the sewers too. Chair Gilson asked why pay$103,000 now for something that we don't have the money to act upon. Alderman Kot stated that it is a great idea and it is something that we keep in mind if there is extra money in budget at the end of the year.. Alderman Kot stated that he feels that it is very important to fix the streets. Chair Gilson agreed. Alderman Milschewski stated that she feels that it is important to have something to build off of to keep this going. Alderman Milschewski stated that when she campaigned that is what the biggest complaint was the condition of the roads. Alderman Kot asked if we are to do this, how much work is it to keep it updated until we get the funding. Mr. Sanderson stated it is usually about every three to four years to update it, it is not ideal, but to be conservative with funds, there are multiple options. Chair Gilson asked if there are any additional costs on top of the $103,000. Mr. Sanderson said all fees are included in that figure. Alderman Milschewski stated that she would like Administrator Olson to let them know if there will be any available funding. Chair Gilson stated that it is a matter of priority. Alderman Milschewski stated that something has to be done and it cannot be forgotten the roads are falling apart. Director Dhuse stated that the committee all like this idea,but for budgetary reasons don't feel the timing is right. Alderman Teeling stated that if we do come up with money right now, we should use the money to fix roads instead of paying for the planning survey. Alderman Milschewski stated that if this was proposed to the residents they would be for it. Chair Gilson said true, until we tell them there is no funding. Alderman Kot stated that we have never had a good maintenance program in place, which is needed. Alderman Kot stated that we have to plan for this and it needs to happen. There was discussion about the roads needing to be fixed, but do we spend $103,000. Director Dhuse stated that prioritizing which roads to fix first would be taken care 5 of by this study and take the human element out of it. Mr. Sanderson stated that this is a management program,which is managing your assets and it is not just about what streets need repair. Mr. Sanderson stated that it will extend the life of pavements beyond the 15 years typically by crack sealing to get 20- 25 years out of it. Mr. Sanderson stated that it is more than just identifying bad roads, it is trying to extend the life on the streets to avoid reconstructing the roads. Alderman Teeling stated that she understands,but how much does that cost. Mr. Sanderson said the crack sealing is relatively cheap. Alderman Teeling stated then why don't we inspect some of the roads and use the money to do that kind of maintenance. Director Dhuse stated that so many roads are past crack sealing and he stated that is where this management program comes in. Chair Gilson stated that no one disagrees there is value to this program. Chair Gilson suggested that we bring this back next month with Bart Olson in attendance. The Committee was in agreement. 3. PW 2011-47 Flooding Issues in Sunflower Estates—Update—Alderman Teeling asked if this was the topic that needed a storm sewer and if this was the cost of doing it ourselves. Director Dhuse stated that he wanted to show that goes into the cost per foot and it is a cost most people don't see. Director Dhuse said to keep in mind that we have to add this into that. It will be close to the $100,000 cost. Director Dhuse stated that doesn't include the tree or concrete removal. Director Dhuse stated that when he gets the costs for the pipe he can bring it back to the committee. Director Dhuse said that his crew is capable to install this,but it will take the crew a couple weeks and the other projects will not be done during that time. Chair Gilson stated that people are getting flooded and residents are upset and we need to justify if we don't have the funds. Committee agreed to bring this back again in October. 4. PW 2011-48 Road Maintenance on Tommy Hughes Way Saravanos Dr. - Update-Director Dhuse stated that the road work is complete. Alderman Kot stated that it looked really good. Chair Gilson stated that we asked staff to talk to Shell and Tommy Hughes since it is a private agreement, when they are going to repair that road, if they let trucks park there, and when that will be done. Chair Gilson would like to have an answer on that question. 5. PW 2011-31 Kendall Marketplace Development/Infrastructure—Update—Mr. Sanderson, EEI, stated that they received bids. Mr. Sanderson stated that they recommend awarding the bid to Wilkinson for the amount of$87,041.50. Alderman Kot asked why they are so much less than other bids. Mr. Sanderson stated that he is not sure, but he has never had any issue in the past with Wilkinson they have a good history to work with. The Committee agreed to give bid to Wilkinson. 6. PW 2011-52 Windett Ridge Mowing Update—Chair Gilson stated that he asked for this item to be added. The HOA wants to know when we are going to act on this. Chair Gilson stated that Bart Olson stated in an e-mail that October 3, 2011 is the compliance date it will be 30 days from that,but Chair Gilson wants to make sure that this is the right information. Additional Business: Alderman Teeling asked about a road in the Colonies in East Millbrook Circle. She stated that she believed that we decided against the entire thing. Director Dhuse stated the signs were put up there. Alderman Teeling stated that was a mistake from a miscommunication. Chair Gilson stated that he believes that she is correct. Director Dhuse stated he will check into it. Alderman Kot said that Coined has had some outages. Alderman Kot stated that he brought this to Bart 6 Olson's attention and he contacted Coined. Alderman Kot sent an e-mail to Coined to find out the issue. Director Dhuse stated that we have been talking to Coined for three years and had a claim with them at the Rec Center. Alderman Milschewski stated that Bart Olson was working on it and he stated that Coined stated their system doesn't have a digital capability to tell us where the problem is. Coined stated that it can be a tedious problem to figure out and stated that is why a smart grid would be a good thing. Alderman Milschewski stated that whenever there are power outages,people need to call them every time and report it as an outage and then it is easier to pinpoint the problem. Alderman Kot asked about the Route 47 crosswalk. Director Dhuse updated that Matt talked to IDOT and gave them the proposal of the signs, walk arrows and drawings. IDOT is talking about what they want to do. Alderman Kot asked if he has any idea when he will receive an answer. Director Dhuse said no. Alderman Kot said we went from having signs up every day to nothing up at all. Alderman Kot stated that even the stripes can't be seen in a lot of places and kids stand and wait trying to cross coming home from school. Alderman Kot asked about at least re-striping the road. Chair Gilson asked about doing something temporarily. Director Dhuse stated that can't be done because we have to get permission from the state. Alderman Kot stated that even if we went with what the new proposal there would be one at Hydraulic and one at Main it would be a good thing. Alderman Kot stated that he believes that this needs to be a priority. Alderman Milschewski asked about the roads in the old Countryside. Director Dhuse stated that is private so we cannot do anything. Chair Gilson stated that if there is anything the Committee wants to add to the agenda for the meetings, please call and let him know and he will add it. There being no further business, the Committee adjourned at 8:07 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 7 0 C/Ty Reviewed By: Agenda Item Number 6i O � Legal ❑ OB #2 T.. x$36 Z` re Finance ❑ ES Engineer ❑ Tracking Number 0 IXi Gi City Administrator El Consultant El PW 2011-47 E ��• Agenda Item Summary Memo Title: Flooding Issues in Sunflower Estates - Update Meeting and Date: Public Works—October 18, 2011 Synopsis: See attached memos. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Brad Sanderson/Eric Dhuse Engineering/Public Works Name Department Agenda Item Notes: ciry Memorandum EST 1 I t 1836 To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse Director of Public Works I-2!�ia Krysti Barksdale-Noble, Community Dev. Dir. a. 5 Lisa Pickering, Deputy City Clerk Lc E Date: October 14, 2011 Subject: Sunflower Estates Drainage Analysis As requested, we have outlined a potential alternative for funding the proposed improvements as described below. Currently the subdivision has an SSA in place to cover maintenance and repair of the stormwater management facilities within the development. It would be reasonable to include this improvement as maintenance and repair to the overall stormwater management system in this development. If you may recall, the original design did not account for the bypass of the off-site flow from the south up to the 100-year recurrence interval design storm event. Consequently, portions of the storm sewer system are inundated and on street flooding occurs during storm events in excess of the 10-year recurrence interval design storm. If the SSA funding is acceptable, it is our recommendation that the costs be spread over the entire development. If the improvement were included in the original design,the costs would have been spread across all of the parcels. It is our understanding from the SSA documents that there is a maximum annual levy of$31,855 that can be applied. The table below indicates what the individual annual payment would be from the property owners within the subdivision to pay for the improvement if paid over 5 or 10 years. Improvement Cost= $ 110,000.00 Annual Payment-5 Years= $ 22,000.00 Annual Payment-10 Years= $ 11,000.00 Individual Tax Payment-5 Years $ 188.03 Individual Tax Payment-10 Years $ 94.02 Current Tax Levy $ 64.36 Note: 117 Parcels within Development Calculations assume no interest to be paid We will be prepared to discuss this issue in further detail at the committee meeting. If you have any questions or need additional information,please call. 0 Memorandum rx To: Public Works Committee esr. �-�.« _ pass From: Eric Dhuse, Director of Public Works CC: (5 Date: October 12, 2011 its CoMp S.r �f KcMla1;Co.+ry ke ` ,�'� Subject: Sunflower Estates cost estimate At the committee's direction, I have prepared a cost estimate for the storm sewer installation in Sunflower Estates with Public Works employees performing the installation. Please note that even though my estimate is approximately$24,000 lower than the engineers estimate, there needs to be consideration given to the following factors. 1. If we take on this project, we will need 6 employees for two weeks straight. This means that whoever is working on this project will not be able to perform their normal duties. Any deviation from this and the project will take longer which would mean we would have to rent the excavator, trench box, and stone box for an extra week. This would add an additional $2250 to the cost and would also mean that all of the normal daily activities would not be completed for however long it took to finish the project. 2. We would need to wait until summer to even try and complete this type of project to try and get the best weather possible to be able to complete the project in two weeks. Unfortunately that is also our busiest time of year to try to get all of our other projects done as well. If I have to take half of the crew for one project, there will be many projects that will more than likely not get done in a timely manner, or at all. 3. At this time we have a proposed route. I do not believe that there has been any field work done to verify an exact route, depth, or if there are any conflicts that we may encounter with existing infrastructure or utilities. Without those key components, it is very difficult to put together an accurate timeframe or cost estimate. Although I have no doubt that our employees could complete this project, I can not say for certain that it would be the best use of City of Yorkville resources and manpower for the reasons listed above. Cost Estimate for Storm Sewer Installation In Sunflower Estates Item # Description Unit Quantity Unit Price Cost 1 Tree and Brush Removal LSUM 1 $500.00 $500.00 2 Sidewalk Removal and Replacement SQ.FT 150 $4.00 $600.00 3 Curb and Gutter Removal and Replacement LF 30 $10.00 $300.00 4 Fence Removal and Replacement LF 300 $30.00 $9,000.00 5 Perimeter Erosion Barrier FOOT 600 $2.50 $1,500.00 6 Inlet Protection EACH 5 $150.00 $750.00 7 Tree Protection EACH 10 $55.00 $550.00 8 Earth Excavation CU.YD 100 $12.00 $1,200.00 9 Trench Backfill CU.YD 15 $40.00 $600.00 10 Rip Rap IDOT Gradation RR-3 SQ. YD. 16 $40.00 $640.00 11 Class D Patch, Type III 6 inch SQ. YD. 25 $75.00 $1,875.00 12 Seeding, Mix 1, Lawn Mixture ACRE 0.5 $2,000.00 $1,000.00 13 Short Term Erosion Control Blanket, S150 N.A. Green SQ. YD. 1100 $1.50 $1,650.00 14 Pipe Bid (attached) LSUM 1 $23,380.25 $23,380.25 15 City Costs from Memo LSUM 1 $22,425.00 $22,425.00 Subtotal $65,970.25 Contingency 10% $6,597.03 Total Costruction Costs $72,567.28 Engineering 15% $10,885.09 Total Construction Costs $83,452.37 10/0612011 Thu 14:45 Mark Weber 847-097-0123 ID:#21187 Page 2 of 2 JOB ESTIMATE Estimate Number: Q025436 Phone Fax Estimate Date: 10/06/11 Sell QUOTE Ship Page: 1 To: United City of Yorkville To: Sunflower Estates Drainage Review Yorkville Yorkville Estimated by: Mark Weber Estimate Valid Until: Job Number: Item No. Description Unit Quantity Unit Price Total Price 12RCPO 12"x 8' RCP Cl 5 Gasket Lin. Ft. 8 6.10 48.80 30RCP40 30"x 8' RCP Cl 4 Gasket Lin. Ft. 584 22.15 12,935.6D or 30RCP30 30"x 8' RCP CI 3 Gasket Lin. Ft. 21.40 36RCP40 36"x 8' RCP Cl 4 Gasket Lin, Ft. 40 28.55 1,142.00 or 36RCP30 36"x 8' RCP CI 3 Gasket Lin. Ft. 1 27.60 27.60 Self-Lubing Pipe Gasket Included 30FESF 30"Concrete FES w/Toe&Grate Set 1 745,00 745.00 36FESF 36"Concrete FES w/Toe&Grate Set 1 960.00 960.00 60MH 60"Storm Manhole avg rim/inv=6,0' Each 4 810.00 3,240.00 Included: Steps, EZ-Stik and Bench 96MH 96"Storm Manhole rimAnv=6,0' Each 1 2,995.00 2,995,00 Included: Steps and EZ-Stik NO BENCH 9C11015 9"Castlron Frame#1050Z-TYPE1 (FOR MANHOLES) Each 5 153.56 767.80 CIST Cast Iron Storm 91020A HD (FOR MANHOLES) Each 5 103.69 518.45 CONDITIONS OF JOB ESTIMATE: Total not including any applicable sales tax: 23,380.25 Estimate,Excludes; Adjusting Rings,Frames&Lids,Hatches,Joint Material,Wraps,Toe Blocks,Grates,Coatings, Chimney Seals,Lifting Pins,Swivels,and Teacups&Cables,unless noted on the estimate Storm Manholes Include:Steps Averaged Unit Prices per Line Item are Used for Estimating Purposes Sanitary Manholes Include:Boots,Steps,and Invert Subject to Credit Approval and Terms&Conditions of Credit Cost estimate Is based on presently known,Incomplete Information and will ultimately vary from the final contract amount. Acknowledged by: Date Print Name Signature APPROVED 2/21/12 RE-APPROVED W/ CORRECTIONS 5/15/12 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, October 18, 2011 COMMITEE MEMBERS PRESENT: Alderman George Gilson Alderman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot OTHER CITY OFFICIALS PRESENT: Bart Olson- City Administrator Eric Dhuse - Public Works Director Brad Sanderson- EEI Krysti Noble - City of Yorkville Mark Hardin-Building Code Official The meeting was called to order at 6:00 p.m. Citizens Comments: There were no citizens comments. Minutes for Correction or Approval: Alderman Larry Kot had one correction and Alderman Gilson has one. Minutes were then approved. New Business: PW 2011-60 Rush Copley Phase 1: Mr. Sanderson stated there was a request from Rush Copley to accept phase one of their improvements. He stated that in July, we met with them and have been looking through files and all their punch list items have been addressed. Mr. Sanderson stated it is appropriate to be taken to acceptance with reduction of credit to the value stated in the memo. This item is going to consent. PW 2011-61 Lot Mowing Procedures -Alderman Gilson said he is the one that put this item on new business. He stated that he received some questions from the Windett Ridge HOA and wanted to know what the procedures are. Alderman Gilson said he would like to know what the general guidelines are when we are talking to constituents and HOA's. Mr. Olson stated the city stopped mowing after we did a few large properties. He stated we determined it was a huge strain on our equipment and time for a lot of the larger lots, our equipment was not sufficient to handle it. Mr. Olson stated the success rate of receiving the payment for mowing was not successful. Mr. Olson stated the city then decided to try something new and make it punitive, fine them and pay per day, so when they are out of compliance it will turn into a lien on the property until it is mowed. Mr. Olson stated the city does not have the manpower for taking care of the mowing. The city decided a few years ago to stop mowing and take a different approach. Mr. Dhuse stated the city can do one or two lots between homes or situations like that, our mower is only six foot wide. Mr. Dhuse stated they did one of those last week. Mr. Olson said he would be happy to do it, if we could find a contractor that was willing to take the risk and go after the property owners and not get paid from the city, so we are not paying mowers and throwing money away. Alderman Kot asked on the lots that you have mowed recently, what percentage have you been paid for. Mr. Dhuse stated it is about 25%. Mr. Dhuse stated there are a lot of liens out there. He stated most of the time it doesn't happen on vacant lots it is usually on the homes because when they go to sell, they have to pay it. Mr. Olson said their decision making was with the larger subdivisions there are areas we could mow, but we are making sure that our costs are not cheap enough that the developers just look at it and decide it is easier for the city to take care of and pay us when we are done. Alderman Teeling asked for the committee to explain to her what the residents of Windett Ridge were asking for because she thinks this prompted a lot of this problem because they didn't have any money. Mr. Olson said they didn't have money to begin with. Mr. Olson said their specific request was they came to us as an entity and said there is a receivable in the annexation agreement. Wiseman Hughes oversized the sewer and the city is going to pay for it by October 2013. They said there is not money to pay mowers, the city owes us this in two years, so pay now and the city can mow and use our mower and we will schedule them and we will pay the invoices when then come in. Mr. Olson said the city brought that to committee and the committee and residents said no thanks, the city is not even sure that money is owed. Mr. Olson said the city told them they need to prove they are good stewards of the property before the city entertains bartering. Mr. Olson said that was relayed to them prior to the meeting and Mr. Olson said that is a good policy because you can't come to the city and expect us to bend without showing an effort to be flexible as well. Mr. Olson said if they would have done that, they might have had a different response, not necessarily with a different result. Mr. Olson said he feels that it might have been debated more than it was. Alderman Gilson said the developer called Mr. Funkhouser and he called me and I relayed to him that I had spoken to the HOA already and know their direction.Alderman Gilson said we had the HOA and residents of Windett Ridge come here and they gave us a clear direction and we followed that direction. Alderman Teeling stated the problem is that property is still not getting mowed and Windett Ridge still doesn't have the money to do this, we are doing all we can do.Alderman Gilson stated that we made that clear at the last meeting. Mr. Olson said that we asked for a $10.00 per day per fine. Mr. Olson stated that we made it punitive that it is not a good option to let it go. Mr. Olson said the adjudicator ruled $5.00 per day and we are coming back to the Administration Committee to set a minimum fine of $25.00 per day, which is reasonable. Mr. Olson stated we want to make it clear that when you take on property in Yorkville, you need to maintain it. Alderman Teeling stated they have not mowed. Mr. Olson stated that our intent will be to ask for a violation from the last adjudication hearing date in September. Mr. Olson stated he is not sure if that will hold up or when we write the new ticket. Alderman Gilson asked when will we lien the property. Mr. Olson stated the lien should be the next week. Mr. Olson said that you can include lien release costs in the lien. Ms. Noble stated that they are getting all the addresses, so it should be done by the end of this week. Alderman Gilson stated that we have a staff now that will be working on weed violations and asked if they have been working on it. Mr. Olson stated yes. Mr. Hardin stated that Mr. Olson gave him several subdivisions to work on. He stated that he has been working on those. Bristol Bay, Windett, Blackberry Woods, Grand Reserve. He stated that Bristol Bay mowed some. Mr. Hardin stated that Autumn Creek mowed some there also. Alderman Kot asked if it is the developer or individuals. Mr. Olson stated it is both. Ms. Noble stated that it is only two lots out of all of them. Alderman Gilson asked for the names of who owns those properties because the HOA has asked him for that information. Alderman Gilson asked if we put a time line on how long we expend trying to contact a property owner. Ms.Noble stated it is a phone call to see if we can get in contact and we are out there that day or the next. Alderman Gilson stated weed ordinance violations is the single biggest issue that he gets contacted about. Alderman Gilson asked how long does the city wait until we place a lien. Mr. Olson stated that after adjudication and judgment they are given a date which to pay by, we usually lien it right after that. Mr. Olson said you have to give someone an opportunity to pay before you lien. Usually 30 days after invoice, it can take 2 months after a call. Mr. Dhuse said that we had some habitual offenders, so instead of filing four liens, we just wait and now file one lien for the entire amount. Alderman Kot asked if there are situations where neighbors are just doing the mowing themselves. Mr. Dhuse said yes, usually the front. PW 2011-62 Public Works Committee Schedule 2012 -The Committee agreed the dates are fine. Old Business: Pavement Management Study-Mr. Olson asked if there was a graph showed in the last meeting to show that there is a nonlinear relationship of how much it costs to repair pavement when you do it. Mr. Olson stated that $100,000 is a lot of money,but before we spend $300,000 down the road,we should figure out what the best point of action is for specific roads and go there. Mr. Olson said that they have $100,000 in the city wide capital fund next year for road resurfacing. He stated that we could use that money for this study. He stated that he realized that we then can't resurface until 2014, but he feels that the study will show that some roads, if we catch them now,will save us in the long run. Alderman Teeling stated she feels that it is a good idea, but she feels that we should not spend money on the study and use the money for resurfacing. Alderman Gilson stated he is in agreement with Alderman Teeling. Alderman Gilson said that we have resurfacing that we need now. Alderman Gilson said until things get better, we should use the money for what needs immediate resurfacing and wait until times are better to do the study. Alderman Gilson said that he sees the value to it, but not at this time. Alderman Kot stated that road repair is a complex issue. Alderman Kot said that he has seen when they fixed Main Street years ago, as a temporary repair, it is still holding up fairly well. Alderman Kot said he sees the value in the study and would like to see us do it. Alderman Kot stated that $100,000 doesn't fix a lot of roads. Game Farm patching was $50,000. Alderman Kot asked with the $100,000 what will be the first street you will work on. Mr. Dhuse stated that is a very tough call. Alderman Milschewski stated that she supports the study because it will get us moving in the right direction. Alderman Kot stated the way the budget is looking in the near future, the city is not going to have much impact on repairing our streets. The little bit at a time doesn't get it done, and we don't have a maintenance plan in place and our streets are getting worse. Alderman Gilson stated from the staff level, he can see why you would want this study,but from a resident perspective I can see they want the roads fixed. Alderman Kot said that the roads will not be fixed with $100,000. Alderman Milschewski said if we have $200,000, we can get the study done and then the study can tell us the best way to use the $100,000. Mr. Olson stated that Montgomery just completed theirs with EEI. He stated that it gives a budget figure going forward, so that we know what needs fixed immediately and what can just be seal coated. Then look and see what needs maintained and see what we need to spend out of the budget each year. Mr. Olson stated that Montgomery's number is 2.2 million each year, which is why they are going for a referendum and saying that we are not letting roads deteriorate and see if people can do this. Mr. Olson said that we need to look at budget re-appropriation or a tax increase.Alderman Gilson said that we are locked up in committee and it is not going anywhere. Alderman Teeling said that Montgomery has done the study and now they are going for a referendum and she stated she is not going to do that. Alderman Kot stated we don't know what we are going to do, but at least we would have the problems identified. Mr. Olson stated that in the next few years, the city is going to have a big problem when all of the large subdivisions that have tens of miles of roads in each one will have to replaced. He stated that he would like to get something in place to know what we need to do in the future and the costs. Alderman Gilson stated that we have storm and sanitary sewers and other necessities to fix. Alderman Gilson suggested taking it to council for discussion. Alderman Kot asked about where Mr. Olson could find an extra$100,000. Mr. Olson stated that the city has tentatively budgeted for next year, so if that is where the target is, and the city wants to do this, he stated that we can move things around for where our priorities are. Alderman Kot said that if the city would have had something like this in place 10 to 15 years ago, the city wouldn't be in this bad situation like we are today. Alderman Kot said that to spend it on the study now will save us money in the future. Mr. Olson agreed. Alderman Gilson stated that we should bring this to city council for discussion on 10/25/11 not on consent agenda. Mr. Olson stated that a presentation would be appropriate. Flooding issues in Sunflower Estates Update: Mr. Sanderson stated a memo was put together for an alternative of funding for this improvement. There is a SSA that is in place for maintenance and repair of facilities related to storm water within that development. Mr. Sanderson said we outlined some alternatives and there is a maximum levy. He stated we looked at a five year or ten year payback and what the taxes would be. Mr. Sanderson stated out of a 117 parcels on site we recommend that we spread it to all the parcels. Mr. Dhuse stated he put together a cost estimate. He stated it is lower, but there are some big considerations to look at. Mr. Dhuse stated it is an estimate because there is a lot of unknowns. He stated it is a good base number, but it will probably turn upward. Alderman Gilson said his contention with this line of thinking, is the 10 year standards were the only standards in place and the engineering standards in place at the time didn't have issues to prevent flooding every couple years, which is what the residents are dealing with. Being that the city standards didn't have the 100 year standards in place they were 10 years, I think they were lacking. The fact is that it has caused flooding amongst 7 out of 117 property owners. If we had the 100 year standards, we wouldn't have the flooding issues. I don't think the residents are going to appreciate staffs line of thinking. Alderman Gilson doesn't feel this is the right way to go about resolving this. The city shouldn't add an SSA tax to the residents. Alderman Kot stated it is a steep increase and they are not happy with the SSA now. Alderman Gilson stated the residents are expecting the city to step up and handle this. Alderman Milschewski stated here is another thing we don't have the money for. She said she feels sorry for them and this problem, but we have to fund it. Mr. Olson stated in other areas had this issue created SSA's. Mr. Olson stated that since they already have an SSA, we looked at handling it this way and it will immediately take care of the problem. Mr. Olson stated that technically, yes that should have been in place and you should have already paid for it,but didn't, so it would go to those residents. Alderman Gilson stated he doesn't agree because he stated that we don't know what those costs would have been, it is subjective. Alderman Milschewski stated if it effected more than seven people, it might be different. Alderman all agreed that this waits until we have funding. Windett Ridge Mowing Update-Ms. Noble stated that she has been in contact with the development and she let them know that the city is going out this week. She stated that the development said they don't have the funds to do it, so the city is going to site them this week. Update on Road Maintenance on Tommy Hughes Way-Ms. Noble stated that she did contact the bank to see if we can get any information on this supposed agreement. She stated that she didn't get a response from them. Ms. Noble said it is First Midwest Bank. Alderman Gilson asked if anyone has contacted Shell to see what their agreement is in this. Alderman Gilson asked if we are going to continue to try to contact them. Ms. Noble stated that she will try. Alderman Gilson stated that road is in really bad shape, and someone needs to address it. If the agreement is no one is going to do it, then we need to let people know that. Ms. Noble stated that Circle K/Shell are going to put barriers up because they don't want to incur more costs after Circle K/Shell repaired the pot holes. Ms.Noble stated that she has not heard anything else since Circle K/Shell stated they are putting barriers up. Alderman Gilson asked when Circle K/Shell are going to have the barriers up. Ms. Noble said that she doesn't know how soon that will occur. She stated that she will check into it. Alderman Kot asked about the partially finished building back off that road. Mr. Dhuse stated that the developer fell ill. Ms.Noble stated that he contacted us last year to extend his building permit. The city asked him to secure the building and then it went through foreclosure. Kendall Marketplace Development Improvements -Mr. Sanderson stated that the contractor has been on site. He stated they placed stone on site and they are getting driveways ready for pavement. Alderman Gilson stated he is happy that this is being done, so the city might get some more commercial development there. Additional Business: Alderman Milschewski asked about Nicholson property and the fence and the vehicles sitting there. Ms.Noble stated strategically, the city went for what we could get a good judgment against,which is the fence. Ms. Noble said the city would have to basically do a stake out to show that for 30 consecutive days the vehicle has been there and has not had permits or tags then come to adjudication. Alderman Milschewski stated the semi has not moved in years. Ms. Noble stated that it is registered. Ms.Noble stated that the city is going for things that we have manpower to do and that we can get some compliance for. Alderman Milschewski asked about the fence. Ms. Noble stated he has to fix the fence along Mill and Van Emmon. Ms.Noble said the city will be out there for the weeds again. Alderman Gilson asked about oil. Ms. Noble stated that is hard to prove. Mr. Olson said the only leak found was an oil can covered in a box. Mr. Olson said the EPA didn't see anything. Alderman Gilson asked about the building having water service. Mr. Olson stated it doesn't and the last time we went to court with this the judge told us to work that out ourselves. Alderman Kot stated that there is a public safety concern. Alderman all agreed that the property needs cleaned up. Alderman Kot asked about the widening of 47 on the north end of town.Alderman Kot said if there is still a traffic issue in the morning going up 47 with Jericho backing up. Mr. Dhuse said that it is in phase one, which is the documentation then phase two is the design phase then phase three is construction. Mr. Dhuse stated he thinks that it will be the last piece of the puzzle. Mr. Olson stated he thinks it would be next. Mr. Dhuse said as far as traffic signals we have been in contact with IDOT and tried to work with them. He said once you leave Galena Road, it is a completely different sequence in timing and I am sure that it is not high on their priority list. Alderman Kot said he is concerned for those that drive that every day. He stated that the Jericho light is the cause of the problem. He asked if they could be contacted again. Mr. Dhuse stated he is correct it is the timing. There being no further business, the committee adjourned at 7:10 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker Reviewed By: Agenda Item Number 606 Legal ❑ NB #4 Finance ❑ EST. -� __ti 1838 Engineer ❑ -- City Administrator ❑ Tracking Number Human Resources ❑ Community Development PW 2013-23 Police ALE � Public Works ❑ Parks and Recreation ❑ Agenda Item Summary Memo Title: Safe Routes to School Update Meeting and Date: public Works Committee—May 21, 2013 Synopsis: A verbal update will be provided at the meeting. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Brad Sanderson Engineering Name Department Agenda Item Notes: Reviewed By: Agenda Item Number 6 Legal ❑ NB #5 Finance ❑ EST. -� __ti 1838 Engineer ❑ -- City Administrator ❑ Tracking Number Human Resources ❑ Community Development PW 2013-24 Police ALE � Public Works ❑ Parks and Recreation ❑ Agenda Item Summary Memo Title: Route 47 Update Meeting and Date: public Works Committee—May 21, 2013 Synopsis: A verbal update will be provided at the meeting. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Brad Sanderson Engineering Name Department Agenda Item Notes: