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Public Works Packet 2014 09-16-14 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, September 16, 2014 6:00 p.m. City Hall Conference Room Citizen Comments: Minutes for Correction/Approval: August 19, 2014 New Business: 1. PW 2014-66 Water Works Planning Presentation 2. PW 2014-67 McDonald’s – Acceptance of Improvements 3. PW 2014-68 Capital Improvement Projects Update 4. PW 2014-69 Game Farm Road Phase III Engineering Agreement with EEI 5. PW 2014-70 Raintree Village Units 4, 5, and 6 – Completion of Improvements – Change Order No. 2 6. PW 2014-71 Rt 47 and Cannonball Trail Intersection Improvements – Change Order No. 2 7. PW 2014-72 Rt 47 Additional Paving Old Business: 1. PW 2014-56 Blackberry Woods Subdivision Improvement Status – Update (verbal) 2. PW 2014-65 Caledonia Subdivision – Update (verbal) Additional Business: 2014/2015 City Council Goals – Public Works Committee Goal Priority Staff “Capital Infrastructure Plan Funding” 5 Bart Olson & Rob Fredrickson “City-wide Building Needs” 12 Eric Dhuse & Brad Sanderson “Beecher Center and Park Upgrades” 13 Eric Dhuse & Scott Sleezer “Replanting of Trees” 15 Eric Dhuse & Scott Sleezer “Residential Sidewalk Plan Funding” 18 Bart Olson & Rob Fredrickson “Master Facility Planning” 20 Bart Olson & Eric Dhuse United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, September 16, 2014 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. August 19, 2014 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2014-66 Water Works Planning Presentation □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2014-67 McDonald’s – Acceptance of Improvements □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2014-68 Capital Improvement Projects Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2014-69 Game Farm Road Phase III Engineering Agreement with EEI □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2014-70 Raintree Village Units 4, 5, and 6 – Completion of Improvements – Change Order No. 2 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2014-71 Rt 74 and Cannonball Trail Intersection Improvements – Change Order No. 2 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2014-72 Rt 47-Additional Paving □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2014-56 Blackberry Woods Subdivision Improvement Status - Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2014-65 Caledonia Subdivision - Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ ----------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – August 19, 2014 Public Works – September 16, 2014 Majority Committee Approval Minute Taker Name Department Page 1 of 4 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, August 19, 2014, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Diane Teeling Alderman Larry Kot Alderman Jackie Milschewski Alderman Ken Koch Other City Officials City Administrator Bart Olson Engineer Brad Sanderson, EEI Other Guests: David & Stephanie Lopez, Greenbriar Suzanne & Chuck Schultz, Greenbriar Kristopher Lackey, Whispering Meadows Dana Windsor The meeting was called to order at 6:00pm by Chairman Diane Teeling Citizen Comments: Resident David Lopez spoke about the naturalized basin at Greenbriar and referred to the letter he received from the City. The letter said the basin would reduce the mosquito population and control the geese. Mr. Lopez said there are very few mosquitoes at this time. He thinks the mosquitoes would increase since there would be low maintenance. He said property values would decrease and the rat population could grow. Mr. Lopez said the pond was fine last year when the area received six inches of rain and he does not know why the City wants to spend $30,000 for the negative results he noted. Mr. Olson replied that Mr. Dhuse and Mr. Sanderson had done some research showing that mosquitoes will actually decrease since the pond is bio-diverse and will attract animals that eat the larvae. He said he has no research on property values. Mr. Olson said the pond has not been maintained and is not healthy without the naturalization. The lack of action could promote algae blooms or a non-healthy eco-system. If there is enough silt, it would diminish the stormwater basin volume or obstruct an outlet. Page 2 of 4 Mr. Lopez asked if there is any other solution without naturalizing. There are other solutions, however, they are more expensive. Alderman Koch pointed out that the Sunflower pond has already failed and it flows into the Greenbriar pond, as well as Prairie Gardens flowing into Greenbriar. Mr. Olson also said geese do not like tall grass that would occur with naturalization. Mr. Lopez suggested erecting a “fake coyote” to control the geese, which has been done successfully. In another matter, Mr. Kristopher Lackey of Whispering Meadows spoke about the parking situation and restrictions on Alan Dale Lane. He said he understood the City was going to put parking restrictions in place near the park since it is a safety issue. Mr. Lackey presented two photos of cars parked on both sides of the street near the park and also a letter written by residents William and Jennifer Bradford who live near the park. They are also in favor of the restrictions. The Bradfords stated that emergency vehicles and cars cannot get through when cars are parked on both sides. The photos and their letter will become a permanent part of the minutes. Previous Meeting Minutes: July 15, 2014 The minutes were approved as presented. New Business: 1. PW 2014-58 Water Department Reports for May and June 2014 There were no comments. 2. PW 2014-59 Baseline Road Improvements Engineering Agreement with EEI Mr. Olson said this engineering agreement will include everything from spec design to a road deck survey and construction for the bridge located just west of Rt. 47 at Rt. 30. Mr. Olson said there is $50,000 in the budget for the entire project and the deck work is expected to be about $30,000 to $50,000. The agreement is $28,000 and the sub-consultant cost is $17,000. When the deck survey is completed, the City will have a more accurate cost. The budgeted amount is less than the estimated cost of the work and a budget estimate may be needed at that time, said Mr. Olson. Alderman Kot asked when this project would start. A start date will be determined after the bridge study and estimation of costs, but is hoped to be in this FY. Mr. Sanderson said the rating of this structure has dropped significantly and the poor condition of the deck is one of the major issues. He said chunks of concrete are missing on the deck and rebar is visible. If not repaired quickly, the City could be forced to close it. The committee recommended moving forward with this and it moves to the consent agenda. 3. PW 2014-60 2014 MFT Bid Award Bids were taken for projects on the Road to Better Roads with some overlays on a few streets. Some crack sealing is needed to extend the road life and striping is needed for safety. Bids came in 17% higher than anticipated due to contractors being busy and the cost of asphalt is also much higher. The options are: 1) award full contract price, 2) award full price and do change orders down to the budgeted amounts or 3) discard the bids. It was agreed to move forward with the full price due to the poor condition of the streets involved. Mr. Sanderson also recommended earlier bids next year. Mr. Olson said there is money in the capital budget even with the higher bids. If the City chose not to go forward with the project, winter damage could occur, resulting in an amount similar to the extra cost upfront. Water gets in cracks, then freezes and does more damage. Mr. Koch added the City is already collecting fees and this action shows repairs are being done. It will move to the consent agenda. Page 3 of 4 4. PW 2014-61 Walsh Drive Drainage Improvements – Bid Award Mr. Sanderson said bids were recently taken for the storm sewer only. Public Works will perform some grading, tree removal and shaping of the swale. Remedies will include an open cut involving a larger culvert and increasing the size of the inlet/outlet pipe. Mr. Sanderson said the water will flow underneath Walsh Drive and be re-channeled to the pond. Low bidder at $105,989 was Len Cox of Crest Hill. The work will be done this construction season if the project is approved. Alderman Kot asked the City to notify residents by letter that the problem is being fixed. Committee members recommended bid acceptance and this matter will move to the consent agenda. 5. PW 2014-62 Sunflower/Greenbriar Pond Naturalization – Bid Award Bids were structured to allow for the Sunflower project only or for a combination. Encap of DeKalb was the low bidder and has done similar work for the City. The bid for Sunflower only, was $66,060 and a combo price was $96,843.50. The Sunflower costs will be recaptured from their SSA. The work would start this fall if approved with some work being done in the spring. There is a 3-year maintenance program to establish the plantings. Once the plantings are fully grown, there should be no major maintenance. Ms. Teeling asked who had determined the pond had failed. The City had hired a consultant and determined there were water quality issues that caused the failure. Alderman Koch asked what the price would be for dredging. It would be about $110,000. Mr. Sanderson said sediment has filled the basin and that dredging is not necessary for the stormwater management, but water quality may deteriorate. There will also be a gradual drop-off for safety. Mr. Olson said the recommendation is to do both projects. Sunflower requires no City Council vote, but Greenbriar would require a vote and then a budget amendment since it's not in the budget. The committee gave the entire project a favorable recommendation to move forward, noting that the Council had already indicated that both projects needed to be done. This moves to consent agenda. 6. PW 2014-63 Raintree Village Units 4, 5 and 6 – Completion of Improvements – Encap Proposal This is for a portion of the infrastructure since the City has taken over part of the SSA bonds for basin corrections. It's a no-bid award to Encap and these improvement costs will come from bond money. The ponds are naturalized, but have not been maintained for several years. This moves to consent agenda. 7. PW 2014-64 Route 34 – Western Section Trail Locations Mr. Olson said this is a long-range planning discussion for Rt. 34 improvements and trail locations that need to be determined. Currently, the trail is on the north side of the road except for the portion between Cannonball Trail and Center Parkway. He said the City recommends this portion be moved to the north side. Alderman Milschewski said having it on the south side would place it nearer to the high school, but she added that if it's on the north side, it would require kids to cross Rt. 34 to get to school. This item moves to the consent agenda. 8. PW 2014-65 Caledonia Subdivision - Update The committee had previously discussed pulling the letter of credit, however, the developer has completed some underground work and a contractor has been hired for concrete and asphalt. All work should be completed this construction season. No further action. Old Business: 1. PW2014-56 Blackberry Woods Subdivision Improvement Status - Update The contractor has removed some damaged curb and underground work is being planned. Page 4 of 4 2. PW 2014-37 Parking Restrictions in Windett Ridge Subdivision Letters were sent to residents adjacent to the area of the parking restrictions and no negative responses were received. Mr. Olson recommended approval of the permanent restrictions on the NE side of Windett Ridge Drive. He noted that the previously suggested city-wide restrictions have not been reviewed yet. This item will move to the consent agenda. 3. CC 2014-59 Parking Restrictions in Whispering Meadows Mr. Olson noted that no previous comments had been received regarding these restrictions, other than the comments presented by Mr. Lackey at this meeting. Alderman Kot noted that the overriding factor is emergency vehicle access. The committee gave this item a positive recommendation and it moves to the Council consent agenda. 4. CC 2014-60 Parking Restrictions near Cannonball Ridge Park These restrictions involve three roadways near the park and Mr. Olson said one resident voiced opposition saying he felt pedestrians crossing the street would be worse than insuring the fire hydrants were clear. However, the City felt having the hydrants clear of parking took precedence. Alderman Koch asked that more parking be available in newer parks, however, he is aware the park cost would be higher. He also asked about the land south of Blackberry Shores, but that is slated for townhomes. This item moves to the consent agenda. Additional Business: Since school starts soon, Alderman Kot asked about the Rt. 47 construction areas with concern for students crossing Rt. 47. Crossing guards will be in place and several intersections will be involved with Somonauk being of great concern. Alderman Koch also noted that with the additional lanes, extra caution is needed when pulling out. The south side was discussed and all concrete and sidewalk work is expected to be completed this season as well as cleanup. Alderman Milschewski asked about the trail that is to be along Rt. 47 and this should be completed soon as well. Ms. Teeling asked for a report at City Council from Mr. Sanderson regarding the overall progress. The information will also be placed on Facebook. Mr. Kot inquired about the State Street sewer project and asked if notices would be sent to residents. A meeting will be held soon regarding State St. and other streets and schedules will be provided. Fliers will then be handed out and a press release will be written. Ms. Milschewski said the street name is still in the tiles on Heustis/Orange and she asked if they would be preserved. Mr. Sanderson will remind Mr. Dhuse to retrieve them. A significant dip is still noticeable in the road on State between Washington and Orange. Mr. Kot asked to have it fixed and Mr. Dhuse will be notified. Lightning detectors were discussed and it was noted the downtown detector is not working. Repairs have been attempted by the contractor. There was no further business and the meeting was adjourned at 7:00pm. Minutes respectfully transcribed by Marlys Young Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #1 Tracking Number PW 2014-66 Water Works Planning Presentation Public Works – September 16, 2014 Packet material to be distributed at the meeting Brad Sanderson Engineering Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #2 Tracking Number PW 2014-67 McDonald’s – Acceptance of Improvements Public Works – September 16, 2014 See attached memo. Brad Sanderson Engineering Name Department McDonald’s Corporation has requested that the City accept the public improvements for the Development for ownership and maintenance. At this time all work related to the public improvements, including punch list work has been completed. Attached is the executed Bill of Sale for the development. We recommend that the public improvements for bike path as described in the Bill of Sale be accepted for ownership and maintenance by the City. Typically with final acceptance, a performance guarantee (cash, LOC or bond) equal to 10% of the original security value is to be on file with the City Clerk. McDonald’s Corporation will need to provide this security in the amount of $1,482.70 (10% of original value). Upon your approval of the acceptance and the receipt of the new security ($1,482.70) and the executed Bill of Sale, the existing security ($14,482.95) may be released. If this is acceptable, please respond accordingly. Upon approval, we will then notify the developer. If you have any questions or require additional information, please call. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: August 15, 2014 Subject: McDonald’s Acceptance EXHIBIT A MCDONALD'S UNITED CITY OF YORKVILLE ITEM DESCRIPTIONUNITQUANTITY 3" BIT. CONCRETE SURFACE COURSE CL ISQ YD139 8" CA-6 BASE COURSE MATERIALSQ YD138.5 GASB MCDONALD'S UNITED CITY OF YORKVILLE ITEM DESCRIPTIONUNITQUANTITY 3" BIT. CONCRETE SURFACE COURSE CL ISQ YD139 8" CA-6 BASE COURSE MATERIALSQ YD138.5 Resolution No. 2014-__ Page 1 Resolution No. 2014-_____ A RESOLUTION APPROVING A BILL OF SALE BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Bill of Sale selling, assigning, transferring, and conveying the personal property described in Exhibit A, attached thereto, to the United City of Yorkville, an Illinois municipal corporation located at 800 Game Farm Road, Yorkville, Illinois 60560, from McDonald’s USA, LLC, a Delaware limited liability company, is hereby approved and accepted. BE IT FURTHER RESOLVED this Resolution shall be in full force and effect from and after its passage and approval as provided by law. PASSED by the Mayor and City Council of the United City of Yorkville, Illinois, this ____ day of ______________________, 2014. APPROVED: __________________________________ Mayor Attest: ___________________________________ City Clerk Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #3 Tracking Number PW 2014-68 2014 Capital Improvement Projects Update PW Committee – September 16, 2014 None Status Update Brad Sanderson Engineering Name Department The purpose of this memo is to update the Public Works Committee as to the status of the planned projects for 2014. A brief summary on the status of the projects is provided below: Construction Projects Kennedy Road Improvements – Autumn Creek  The binder course has been placed. Completion of the ditch grading/restoration, the installation of the surface course and striping should occur over the next two weeks. Cannonball Trail LAFO  The surface course and striping have been completed. Placement of topsoil and seeding and completion of the concrete sidewalks/driveways should occur over the next week. State Street Sanitary and Adrian Water main  The water main and storm sewer have been installed along Adrian. Sanitary sewer replacement along State Street is also complete. Pavement patching and final restoration should occur over the 2-3 weeks. Heustis Roadway Improvements  Tree removal along the project has been completed. Water main installation is underway and should be completed over the next two weeks. Storm sewer installation will begin after the water main is complete. The target completion for this project is mid- November. Raintree Village – Completion of Improvements  The contractor has completed the underground punchlist items. Surface course placement is approximately 50% complete. The target completion for this project is the end of September. Grande Reserve – Park B  Work is scheduled to begin during the week of September 15th. The target completion for this project is October 1st. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: September 10, 2014 Subject: Capital Improvement Projects Update Walsh Drive / Sunflower Drainage Improvements  A preconstruction conference will be scheduled soon for this project. The target completion is November 14th. 2014 MFT Program / RTBR  A preconstruction conference will be scheduled soon for this project. The target completion is October 24th. Sunflower/Greenbrier Pond Naturalization  A preconstruction conference will be scheduled soon for this project. A portion of the work will be completed this fall. Remaining work items will be completed in the spring of 2015. Planning/Design Projects Game Farm/Somonauk Street Improvements  Final plans have been submitted to IDOT for the November 7, 2014 letting.  Land acquisition is still in progress. The deadline for row/easement certification is September 19th.  ComEd is tentatively scheduled to begin power pole relocations in mid-October. Kennedy Shared Use Path – ITEP  The Phase I report has been approved by IDOT. We are awaiting IDOT approval of the Phase II Engineering agreement. It is anticipated that design will occur this winter. Rt 47 Street Lighting – ITEP  The Phase I report was approved by IDOT. Final design is underway. We are targeting an early 2015 letting. Riverfront Park Improvements  Work has begun on design engineering. IDNR permits have been applied for. We are targeting an early 2015 letting. Baseline Road Bridge Repairs  Work has begun on design engineering. A targeted bid letting will be determined upon completion of the design. Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #4 Tracking Number PW 2014-69 Game Farm Construction Engineering Agreement with EEI Public Works – September 16, 2014 N/A Majority Approval See attached memo. Bart Olson Administration Name Department Summary Approval of an engineering agreement with EEI for construction engineering for the Game Farm / Somonauk road project. Background The City is wrapping up phase 2 items for the Game Farm / Somonauk road project. Administrative items related to land acquisition are being finalized this week, and the project is targeted for a November IDOT letting. Regardless of whether that November letting is met, the next phase in the project is approving an engineering agreement for construction engineering on the project. An agreement for phase 3 construction engineering with EEI is attached. The amount of the agreement is $699,273 for the scope of construction engineering services outlined in Exhibit A. This amount meets the City’s budget projects of $700,000, which is currently split between FY 15 ($40,000) and FY 16 ($640,000). In reviewing the proposed agreement, staff considered the alternative of hiring full-time employees. The City could likely find the four engineers, three surveyors, and one drafting technician for between $500,000 and $700,000 and receive a combined 16,000 work-hours, as opposed to the estimated 4,800 work hours on just this project. The reasons we did not recommend this alternative are that the timing of the project does not allow us to hire and train a team of employees within the deadlines of this project, there would be some project management inefficiencies with bringing in different employees to manage the construction after the first phases were designed by HR Green and later project managed by EEI, the City would have no guarantee of work-hours needed for said employees after this project is completed (likely in FY 16), and the City has made it a policy to outsource demand-based services whenever possible to avoid long-term personnel costs associated with benefits for full-time employees. Recommendation Staff recommends approval of the attached engineering agreement. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: September 11, 2014 Subject: Game Farm Construction Engineering Agreement Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #5 Tracking Number PW 2014-70 Raintree Village Units 4, 5 & 6 – Completion of Improvements PW Committee – September 16, 2014 Consideration of Change Order Consideration of Change Order Brad Sanderson Engineering Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #6 Tracking Number PW 2014-71 Route 47 and Cannonball Improvements PW Committee – September 16, 2014 Consideration of Approval Change Order Consideration Brad Sanderson Engineering Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #7 Tracking Number PW 2014-72 Route 47 Improvements PW Committee – September 16, 2014 Consideration of Approval Additional Paving Request Brad Sanderson Engineering Name Department As we have discussed, we are proposing to a minor amount of additional paving to the Route 47 project. The additions would be adjacent to work that is already proposed. The additional areas are shown in the attached exhibit. Generally, the additional paving is recommended to eliminate existing pavement deficiencies and to provide a better termini for the Route 47 related work. We are projecting the additional costs to be approximately $60,000 as noted in the attached estimate. Any cost additions would be wrapped into the overall Route 47 project repayment agreement. Please place this on the Public Works Committee Agenda for September 16th for discussion. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI Eric Dhuse, Director of Public Works CC: Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: September 11, 2014 Subject: Route 47 Improvements B r i d g e F o x Veterans R i v e r Main Spring Mill S t a g e c o a c h Van Emmon John Cannonball Center P o p l a r Park M c H u g h Erica So m o n a u k Edward Countryside State B enja min Teri Orange Beecher Omaha Tuma Schoolhouse Kendall Deer M a p l e Heartland Game Farm Freemont P a r k s i d e Walnut Elm Ki ng H a y de n Liberty Wacker B a r b e r r y Washington Jackson Sunset Bristol Bruell R a i n t r e e B e a v e r Marketview G r e e n B r i a r C a rly C o u ntr y H ills Morgan Kate Homestead Grace Blackberry Shore W a l s h Adrian Pleasure H a m p t o n C o l o n i a l Madison Identa Purcell Colton Q u i n s e y Leisure White Oak Landmark Clearwater F o x b o r o Hillcrest H a z e l t i n e W e s t o n Crooked Creek E l iz a be th Conover B a d g e r G a r d e n G r e e n fiel d Birchwood Ast er N o r w a y Taus C ri m s o n Arrowhead Gawne Deerpath Marketplace R e d h o r s e Illini Pra i ri e C r o s s i n g Wild Indigo Ridge C l o v e r Olsen Wooden Bridge M u i r f i e l d Strawberry K e l l y Cedar Northland Wor sley Hydraulic R i v e r B i r c h Fir Woodland Colu mbine C o r n el l Sanders Birch M e ad o w la r k Cornerstone S p r u c e D y d y n a P a l m e r C o r a l b e r r y Bell C o d y Mulhern J o h n s o n H a r t f i e l d B l a c k b e r r y Tomasik Faw n R i d ge Carpenter T o m m y H u g h e s H arv e st P o w ers Candleberry Patrick Jefferson Hawthorne A n d e r s o n Spicebush Hydraulic Schoolhouse Main P a r k M c H u g h Center S t a g e c o a c h Heustis Isabel Church Prairie Blaine Wolf B a n b u r y Ja m es to w n Adams K i n g s m i l l K i n g s m ill Georgeanna D e e r p o i n t Ridge W i n d s o r Independence West Walter Martin Dalton Village Vie w W o o d S a g e S u n n y D e ll Dakota Hic kory H i c k o r y Woodworth Prairie Pointe D i c k s o n Dolph Dolph P i n e Aub u rn To wer Oakwoo d Marie Behrens Naden Redwood P rairie R o s e Menard W e s t w i n d B ur ni ng B us h I n g e m u n s o n O x f o r d B ator Victoria B lu eja y Mistwood St Josep h's F a r m s t e a d Hearthstone C o n e fl o w e r F l i n t C r e e Appletree Murfield Murfield Haley S a r a v a n o s Gilles pie Rodak Stillwater B u c k t h o r n S u n f l o w e r Heritage B u hr m a s t e r Trilliu m Meadow RoseFountainview em o n t t c h g r a s s M a n s f i e l d High Rid W h e a t l a n d Wooddale Prairie Clover a r o n F o x b o r o Main Meadowlark F o x State M a p l e W a l n u t McHugh Conover W a s h i n g t o n Beecher Tuma Main Morgan K e l ly PROPOSED ROADWAY IMPROVEMENTS DATE: PROJECT NO.: FILE: BY: JULY 2013 YO1109 YO1109_IMPROVEMENTS.MXD KKP ILLINOIS ROUTE 47 IMPROVEMENTS UNITED CITY OF YORKVILLE, ILLINOIS 06001,200 Feet Legend Route 47 Improvements By IDOT Side Road Improvements Additional Side Road Improvements By City Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 www.eeiweb.com PATH:H:\GIS|PUBLIC\YORKVILLE\2011\YO1109 United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 NORTH° St r e e t  Na m e L e n g t h W i d t h S q u a r e R e m o v a l R e m o v a l   As p h a l t   As p h a l t A s p h a l t T o t a l  Cost (I n  Me t e r s ) ( I n  Me t e r s ) M e t e r s P r i c e C o s t Q u a n t i t y P r i c e C o s t 1 W.  Sp r i n g  St 6 0 7 4 2 0 . 0 0 $ 3 . 0 0 $ 1 , 2 6 0 . 0 0 7 5 . 3 5 $ 7 7 . 0 0 $ 5 , 8 0 1 . 7 5 $7,061.75 2 W.  Wa s h i n g t o n  St . 6 0 8 4 5 0 . 0 0 $ 3 . 0 0 $ 1 , 3 5 0 . 0 0 8 0 . 7 3 $ 7 7 . 0 0 $ 6 , 2 1 6 . 1 6 $7,566.16 3 W.  Va n E m m o n 5 1 1 0 5 1 0 . 0 0 $ 3 . 0 0 $ 1 , 5 3 0 . 0 0 9 1 . 4 9 $ 7 7 . 0 0 $ 7 , 0 4 4 . 9 8 $8,574.98 4 E.  Va n E m m o n 2 6 1 4 3 5 1 . 2 3 $ 3 . 0 0 $ 1 , 0 5 3 . 7 0 6 3 . 0 1 $ 7 7 . 0 0 $ 4 , 8 5 1 . 8 1 $5,905.50 5 E.  Or a n g e  St 3 9 8 3 0 6 . 5 8 $ 3 . 0 0 $ 9 1 9 . 7 5 5 5 . 0 0 $ 7 7 . 0 0 $ 4 , 2 3 5 . 0 4 $5,154.79 6 E.  Wa s h i n g t o n  St . 2 1 6 1 1 4 . 0 2 $ 3 . 0 0 $ 3 4 2 . 0 5 2 0 . 4 5 $ 7 7 . 0 0 $ 1 , 5 7 4 . 9 7 $1,917.01 7 E.  Ma i n 1 3 9 1 1 3 . 9 9 $ 3 . 0 0 $ 3 4 1 . 9 6 2 0 . 4 5 $ 7 7 . 0 0 $ 1 , 5 7 4 . 5 5 $1,916.51 8 Co l o n i a l  Pr k y 2 1 8 1 7 5 . 6 0 $ 3 . 0 0 $ 5 2 6 . 7 9 3 1 . 5 0 $ 7 7 . 0 0 $ 2 , 4 2 5 . 6 2 $2,952.40 9 W.  Or a n g e  St 4 0 8 3 0 0 . 0 0 $ 3 . 0 0 $ 9 0 0 . 0 0 5 3 . 8 2 $ 7 7 . 0 0 $ 4 , 1 4 4 . 1 1 $5,044.11 10 Pa r k  St . 4 2 8 3 1 5 . 0 0 $ 3 . 0 0 $ 9 4 5 . 0 0 5 6 . 5 1 $ 7 7 . 0 0 $ 4 , 3 5 1 . 3 1 $5,296.31 11 E.  Sp r i n g 3 3 8 2 5 3 . 1 4 $ 3 . 0 0 $ 7 5 9 . 4 1 4 5 . 4 1 $ 7 7 . 0 0 $ 3 , 4 9 6 . 7 5 $4,256.16 12 W.  Ma i n  St . 2 0 8 1 5 0 . 0 0 $ 3 . 0 0 $ 4 5 0 . 0 0 2 6 . 9 1 $ 7 7 . 0 0 $ 2 , 0 7 2 . 0 5 $2,522.05 13 Ap p l e  Tr e e  Ct . U n k n o w n  at  th i s  ti m e 14 La n d m a r k  Av e U n k n o w n  at  th i s  ti m e 15 W.  Ce n t e r Pe r  Pl a n 16 W.  So m o n a u k P e r  Pl a n 17 Be a v e r  St . P e r  Pl a n 18 E.  Fo x  St . I n  To w n  Pr o g r a m 19 E.  Ce n t e r P e r  Pl a n 20 E.  So m o n a u k P e r  Pl a n 21 Wa l n u t  St . P e r  Pl a n $58,167.73 TO T A L  FO R  AL L  STREETS Ad d i t i o n a l  Pa v i n g  Co s t s  fo r  St r e e t s  Ad j a c e n t  to  Ro u t e  47  Pr o j e c t Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #1 Tracking Number PW 2014-56 Blackberry Woods Subdivision Improvement Status - Update PW Committee – September 16, 2014 A verbal update will be given at the meeting. Brad Sanderson Engineering Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #2 Tracking Number PW 2014-65 Caledonia Subdivision – Update PW Committee – September 16, 2014 A verbal update will be given at the meeting. Brad Sanderson Engineering Name Department