Public Works Packet 2016 02-16-16
AGENDA
PUBLIC WORKS COMMITTEE MEETING
Tuesday, February 16, 2016
6:00 p.m.
City Hall Conference Room
800 Game Farm Road, Yorkville, IL
Citizen Comments:
Minutes for Correction/Approval: January 19, 2016
New Business:
1. PW 2016-07 Countryside Subdivision Phase III Engineering Agreement
2. PW 2016-08 Fountainview Subdivision – Lots 1 and 2 – IDOT Highway Permit and Resolution
3. PW 2016-09 Raintree Village Units 4, 5 and 6 – Acceptance of Improvements
4. PW 2016-10 Well No. 8 Rehabilitation – Change Order No. 1
5. PW 2016-11 2016 Sanitary Sewer Lining – Bid Award
6. PW 2016-12 Salt Usage Update
Old Business:
1. PW 2015-56 Maintenance of Stormwater Management Facilities
2. PW 2015-74 Mowing and Maintenance of Public Parkways
3. PW 2015-45 E-Waste Recycling
4. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements
Additional Business:
2015/2016 City Council Goals – Public Works Committee
Goal Priority Staff
“Countryside Infrastructure” 4 Eric Dhuse & Brad Sanderson
“Vehicle Replacement” 5 Eric Dhuse
“Capital Infrastructure” 7 Bart Olson & Eric Dhuse
“Road Study (Update & Refresh)” 9 Eric Dhuse & Brad Sanderson
“Sidewalk Plan Funding” 18 Bart Olson & Rob Fredrickson
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, February 16, 2016
6:00 PM
CITY HALL CONFERENCE ROOM
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CITIZEN COMMENTS:
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MINUTES FOR CORRECTION/APPROVAL:
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1. January 19, 2016
□ Approved ________
□ As presented
□ With corrections
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NEW BUSINESS:
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1. PW 2016-07 Countryside Subdivision Phase III Engineering Agreement
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2016-08 Fountainview Subdivision – Lots 1 and 2 – IDOT Highway Permit and Resolution
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2016-09 Raintree Village Units 4, 5 and 6 – Acceptance of Improvements
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2016-10 Well No. 8 Rehabilitation – Change Order No. 1
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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5. PW 2016-11 2016 Sanitary Sewer Lining – Bid Award
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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6. PW 2016-12 Salt Usage Update
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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OLD BUSINESS:
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1. PW 2015-56 Maintenance of Stormwater Management Facilities
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2015-74 Mowing and Maintenance of Public Parkways
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2015-45 E-Waste Recycling
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements
□ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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ADDITIONAL BUSINESS:
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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 – January 19, 2016
Public Works Committee – February 16, 2016
Majority
Committee Approval
Minute Taker
Name Department
Page 1 of 3
DRAFT
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, January 19, 2016, 6:00pm
Yorkville City Hall, Conference Room
800 Game Farm Road
IN ATTENDANCE:
Committee Members
Chairman Chris Funkhouser Alderman Ken Koch
Alderman Jackie Milschewski Alderman Larry Kot
Other City Officials
City Administrator Bart Olson
Community Development Director Krysti Barksdale-Noble
Public Works Director Eric Dhuse
Engineer Brad Sanderson, EEI
Other Guests: None
The meeting was called to order at 6:00pm by Chairman Chris Funkhouser.
Citizen Comments:
Previous Meeting Minutes: December 15, 2015
The minutes were approved as presented.
New Business:
1. PW 2016-01 Water Department Reports for September-December 2015
Mr. Dhuse said these were the standard reports with a few watermain breaks. He said the 10-year old
outside readers are being replaced as some of the batteries are dying. This item moves to the consent
agenda.
2. PW 2016-02 Bond/LOC Update
This is the quarterly update and concludes with December. The report covers only those bonds just
released or reduced. A running spreadsheet of all bonds/LOC's is maintained and Mr. Olson will email
to all committee members. This item is information only.
Page 2 of 3
3. PW 2016-03 Nicor Franchise Agreement
Mr. Olson said the City has been part of a consortium to modernize the natural gas franchise
agreement. There were 45 municipalities originally. Following some Nicor leadership changes, a new
agreement was drafted. There are several components to the agreement, the most important being a
more favorable compensation structure and signing bonus. It has been requested that the municipalities
and Nicor approve the agreement by the end of the month and staff has reviewed it. A partial census
might be considered for the most up-to-date population figures, thus allowing for additional money for
the City. Mr. Olson will research this possiblity and present in 1-2 months. This moves to the next
Council consent agenda
4. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements
Mr. Sanderson gave a general overview and then more specific details. He said an IEPA permit has
been applied for, a February public meeting is planned, bid-letting will occur on March 3rd for an April
start date and construction is expected to be completed by end of June 2017.
Engineer Sanderson said a roundabout is being considered for Countryside Park and Center since so
much curb needs to be replaced. He said there are benefits including the safety of the intersection.
Additional right of way would not be needed and would allow for a lane reduction, thus also saving
money. However, he noted that about half of the LAFO funds (if approved) would be lost if a
roundabout is built. Additionally, there are other decreases and increases resulting in a final savings
over a 20-year period. Mr. Sanderson said he is seeking direction from the committee.
The following comments were made. Alderman Kot said he is concerned with the increased cost,
however, there is money remaining from the Game Farm project. Alderman Funkhouser said he likes
the roundabout concept though he would like to keep the islands and that a larger radius would make it
more functional. Alderman Koch noted that if the LAFO funds are not received and the roundabout is
built, the cost of the project is increased. Ms. Milschewski asked if the 4 lanes would be necessary as
things get built out, but liked the idea of the roundabout.
A berm in the center of the roundabout was recommended to prevent drivers from driving over the
intersection and to limit the visibility over the berm. Mr. Dhuse said plowing would not be a problem.
Mr. Sanderson said the construction budget is estimated to be $5.4 million. Overall he said the curbs
are in bad shape as well as very poor pavement thickness of only two inches, with four inches
recommended. Mr. Dhuse noted that the water main bids have not been finalized yet and this work will
be balanced with the road construction. The Courts were also discussed and some may be improved at
a later time depending on bids.
The road aprons were also discussed. Asphalt wedges on the roll curb will be removed since they are
not good for drainage. When the roll curb is replaced, it is difficult to not damage the apron, so a
recommended 5 foot section will be replaced when necessary. A 3 inch roll curb will be installed along
with the apron. Alderman Koch asked about the possibility of residents needing to replace more of
the apron. Estimates will be based on the bids and additional work must be paid by the homeowners.
Undamaged aprons can be replaced at owner's cost as well. Letters will be sent to residents in advance
of a public meeting to be held in February. Alderman Kot suggested a flier be delivered to households
as well. Social media and the website will also be used.
Page 3 of 3
This item will come back to committee for further discussion.
5. PW 2016-05 Mill Street LAFO
Mr. Sanderson said the joint agreement has been received from IDOT. There will be a bid-letting on
March 4 and work will be done June through August. The contract amount is $32,500 for the
engineering agreement. This item moves to the Council consent agenda.
6. PW 2016-06 Caledonia Subdivision – Proposed Dormant SSA
Ms. Noble said there was a re-clarification of the PUD agreement and a backup SSA will be activated.
A Public Hearing will be held on February 23rd. This moves to the Council consent agenda.
Old Business:
1. PW 2015-56 Maintenance of Stormwater Management Facilities
Mr. Dhuse reported on plans for detention basin inspections. He said about 20% of the 130-150 basins
could be inspected each year, based on staff time. A part-time person was suggested if needed, and
Alderman Koch asked if an intern could assist. Alderman Milschewski suggested summer help.
Chairman Funkhouser said that when a complete list of basins is made, the owners should be sent a
letter to indicate the maintenance needed. It was noted that a safety ledge is built into the basins. This
item will come back for discussion next month.
2. PW 2015-78 Shared Services Intergovernmental Agreement Template
Mr. Olson noted that a meeting was held with Oswego and Montgomery regarding the sharing of staff
and both were in favor of the concept. More information will be brought back to this committee in
February.
3. PW 2015-45 E-Waste Recycling
Discussions are ongoing regarding e-waste and the costs. An inside storage area is being considered
also. It is hoped to fold this program into the next waste-hauler contract. This will come back to
committee for more discussion when more information is available.
Additional Business:
Alderman Kot inquired again about the engine braking signs which Mr. Dhuse will check again. Mr.
Kot also mentioned a letter to the editor written by a resident asking about a guard rail on the Rt. 47
curve at Apple Tree Ct. This was a result of a school bus landing his yard. Mr. Olson said this matter
will be addressed.
There was no further business and the meeting was adjourned at 7:13pm.
Minutes respectfully transcribed by
Marlys Young, Minute Taker
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 2016-07
Countryside Subdivision Phase III Engineering Agreement
Public Works Committee – February 16, 2016
See attached.
Brad Sanderson Engineering
Name Department
Summary
Approval of engineering agreements with EEI for construction engineering during the
Countryside watermain and road project.
Background
The Countryside watermain and roadway rehabilitation projects are set to wrap up design
engineering shortly, and be put out to bid this Spring for construction commencement in 2016. EEI has
served as the design engineer on the project and we recommend them to continue as construction
engineer.
The attached contract covers all construction engineering on the project for an estimated cost of
$548,109. All services will be billed hourly at the rates in Exhibit 3 and Exhibit 5. Given the scope of
the project, the actual construction and expenditures will be accrued in FY 17 and FY 18. These
expenditures are included within the five-year budget as approved in FY 16.
Recommendation
Staff recommends approval of the construction engineering agreements with EEI.
Memorandum
To: Public Works Committee
From: Bart Olson, City Administrator
CC:
Date: February 11, 2016
Subject: Wrigley EDP Engineering Agreement
Countryside Street and Water Main Improvements
United City of Yorkville, Kendall County, IL
Professional Services Agreement - Construction Engineering
THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred
to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as
the "Contractor" or “ENGINEER” agrees as follows:
A. Services:
ENGINEER agrees to furnish to the City the following services: The ENGINEER shall
provide any and all necessary engineering services to the City as indicated on the
included exhibits. Construction engineering will be provided for street and water main
improvements within the Countryside subdivision (see Exhibit 5 for project limits).
Engineering will be in accordance with all City, Standard Specifications for Water and
Sewer Construction in Illinois, Illinois Department of Transportation, and Illinois
Environmental Protection Agency requirements.
B. Term:
Services will be provided beginning on the date of execution of this agreement and
continuing, until terminated by either party upon 7 days written notice to the non-
terminating party or upon completion of the Services. Upon termination the ENGINEER
shall be compensated for all work performed for the City prior to termination.
C. Compensation and maximum amounts due to ENGINEER:
ENGINEER shall receive as compensation for all work and services to be performed
herein, an amount based on the Estimate of Level of Effort and Associated Cost included
in Exhibit 3. Construction Engineering will be paid for Hourly (HR) at the actual rates
for services to be performed, currently estimated at $517,609. Direct expenses are
estimated at $30,500. The hourly rates for this project are shown in the attached 2015
Standard Schedule of Charges (Exhibit 6). All payments will be made according to the
Illinois State Prompt Payment Act and not less than once every thirty days.
D. Changes in Rates of Compensation:
In the event that this contract is designated in Section B hereof as an Ongoing Contract,
ENGINEER, on or before February 1st of any given year, shall provide written notice of
any change in the rates specified in Section C hereof (or on any attachments hereto) and
said changes shall only be effective on and after May 1st of that same year.
Countryside Street and Water Main Improvements
United City of Yorkville
Professional Services Agreement
Construction Engineering
E. Ownership of Records and Documents:
ENGINEER agrees that all books and records and other recorded information developed
specifically in connection with this agreement shall remain the property of the City.
ENGINEER agrees to keep such information confidential and not to disclose or
disseminate the information to third parties without the consent of the City. This
confidentiality shall not apply to material or information, which would otherwise be
subject to public disclosure through the freedom of information act or if already
previously disclosed by a third party. Upon termination of this agreement, ENGINEER
agrees to return all such materials to the City. The City agrees not to modify any original
documents produced by ENGINEER without contractors consent. Modifications of any
signed duplicate original document not authorized by ENGINEER will be at OWNER’s
sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned
document will, likewise, be at the OWNER’s sole risk and without legal liability to the
ENGINEER.
F. Governing Law:
This contract shall be governed and construed in accordance with the laws of the State of
Illinois. Venue shall be in Kendall County, Illinois.
G. Independent Contractor:
ENGINEER shall have sole control over the manner and means of providing the work
and services performed under this agreement. The City’s relationship to the ENGINEER
under this agreement shall be that of an independent contractor. ENGINEER will not be
considered an employee to the City for any purpose.
H. Certifications:
Employment Status: The Contractor certifies that if any of its personnel are an employee
of the State of Illinois, they have permission from their employer to perform the service.
Anti-Bribery : The Contractor certifies it is not barred under 30 Illinois Compiled
Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of
bribery or attempted bribery of an officer or employee of the State of Illinois or any
other state.
Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not
in default for a period of six months or more in an amount of $600 or more on the
repayment of any educational loan guaranteed by the Illinois State Scholarship
Commission made by an Illinois institution of higher education or any other loan made
from public funds for the purpose of financing higher education (5 ILCS 385/3).
Countryside Street and Water Main Improvements
United City of Yorkville
Professional Services Agreement
Construction Engineering
Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois
Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any
agency as a result of being convicted of a felony.
Barred from Contracting : The Contractor certifies that it has not been barred from
contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois
Compiled Statutes 5/33E or similar law of another state.
Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug
Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this
contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or
more employees certify and agree to take steps to ensure a drug free workplace by
informing employees of the dangers of drug abuse, of the availability of any treatment or
assistance program, of prohibited activities and of sanctions that will be imposed for
violations; and that individuals with contracts certify that they will not engage in the
manufacture, distribution, dispensation, possession, or use of a controlled substance in
the performance of the contract.
Non-Discrimination, Certification, and Equal Employment Opportunity : The Contractor
agrees to comply with applicable provisions of the Illinois Human Rights Act (775
Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities
Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The
equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights
Rules is specifically incorporated herein. The Contractor shall comply with Executive
Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order
11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter
60). The Contractor agrees to incorporate this clause into all subcontracts under this
Contract.
International Boycott: The Contractor certifies that neither it nor any substantially owned
affiliated company is participating or shall participate in an international boycott in
violation of the provisions of the U.S. Export Administration Act of 1979 or the
regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS
582).
Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the
Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of
the date of completion of this Contract or the date of final payment under the Contract, all
books and records relating to the performance of the Contract and necessary to support
amounts charged to the City under the Contract. The Contract and all books and records
related to the Contract shall be available for review and audit by the City and the Illinois
Auditor General. If this Contract is funded from contract/grant funds provided by the
U.S. Government, the Contract, books, and records shall be available for review and
audit by the Comptroller General of the U.S. and/or the Inspector General of the federal
Countryside Street and Water Main Improvements
United City of Yorkville
Professional Services Agreement
Construction Engineering
sponsoring agency. The Contractor agrees to cooperate fully with any audit and to
provide full access to all relevant materials.
United States Resident Certification: (This certification must be included in all contracts
involving personal services by non-resident aliens and foreign entities in accordance with
requirements imposed by the Internal Revenue Services for withholding and reporting
federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen
___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that
taxes be withheld on payments made to non resident aliens for the performance of
personal services at the rate of 30%.
Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its
Federal Tax Payer Identification Number or Social Security Number is (provided
separately) and is doing business as a (check one): ___ Individual ___ Real Estate
Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax
Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation
___ Trust or Estate ___ Medical and Health Care Services Provider Corp.
I. Indemnification:
ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and
employees against all loss, damage, and expense which it may sustain or for which it will
become liable on account of injury to or death of persons, or on account of damage to or
destruction of property resulting from the performance of work under this agreement by
ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful
act or negligence of ENGINEER or its Subcontractors of any employee of any of them.
In the event that the either party shall bring any suit, cause of action or counterclaim
against the other party, the non-prevailing party shall pay to the prevailing party the cost
and expenses incurred to answer and/or defend such action, including reasonable attorney
fees and court costs. In no event shall the either party indemnify any other party for the
consequences of that party’s negligence, including failure to follow the ENGINEER’s
recommendations.
J. Insurance :
The ENGINEER agrees that it has either attached a copy of all required insurance
certificates or that said insurance is not required due to the nature and extent of the types
of services rendered hereunder. (Not applicable as having been previously supplied)
K. Additional Terms or Modification:
The terms of this agreement shall be further modified as provided on the attachments.
Except for those terms included on the attachments, no additional terms are included as a
part of this agreement. All prior understandings and agreements between the parties are
merged into this agreement, and this agreement may not be modified orally or in any
Countryside Street and Water Main Improvements
United City of Yorkville
Professional Services Agreement
Construction Engineering
manner other than by an agreement in writing signed by both parties. In the event that
any provisions of this agreement shall be held to be invalid or unenforceable, the
remaining provisions shall be valid and binding on the parties. The list of exhibits is as
follows:
Exhibit 1: Professional Engineering Services
Exhibit 2: Limitation of Authority, Duties and Responsibilities of the
Resident Construction Observer
Exhibit 3: Estimate of Level of Effort and Associated Cost
Exhibit 4: Anticipated Project Schedule
Exhibit 5: Location Map
Exhibit 6: 2015 Standard Schedule of Charges
L. Notices:
All notices required to be given under the terms of this agreement shall be given mail,
addressed to the parties as follows:
For the City: For the ENGINEER:
City Administrator and City Clerk Engineering Enterprises, Inc.
United City of Yorkville 52 Wheeler Road
800 Game Farm Road Sugar Grove Illinois 60554
Yorkville, IL 60560
Either of the parties may designate in writing from time to time substitute addresses or
persons in connection with required notices.
Agreed to this _____day of __________________, 2016.
United City of Yorkville: Engineering Enterprises, Inc.:
_________________________________ ________________________________
Gary Golinski Brad Sanderson, P.E.
Mayor Vice President
_________________________________ ________________________________
Beth Warren Angie Smith
City Clerk Executive Assistant
1
EXHIBIT 1
SECTION A - PROFESSIONAL CONSTRUCTION ENGINEERING SERVICES
The ENGINEER shall furnish professional construction engineering services as follows:
1. The ENGINEER will review, for conformance with the design concept, shop and working
drawings required by the construction Contract Documents and indicate on the drawings the
action taken. Such action shall be taken with reasonable promptness.
2. The ENGINEER will interpret the intent of the drawings and specifications to protect the
OWNER against defects and deficiencies in construction on the part of the contractors. The
ENGINEER will not, however, guarantee the performance by any contractor.
3. The ENGINEER will evaluate and determine acceptability of substitute materials and equipment
proposed by Contractor(s).
4. The ENGINEER will establish baselines for locating the work together with a suitable number of
bench marks adjacent to the work as shown in the contract documents.
5. The ENGINEER will provide general engineering review of the work of the contractor(s) as
construction progresses to ascertain that the contactor is conforming to the design concept.
(a) ENGINEER shall have authority, as the OWNER’s representative, to require special
inspection of or testing of the work, and shall receive and review all certificates of
inspections, testing and approvals required by laws, rules, regulations, ordinances, codes,
orders or the Contract Documents (but only to determine generally that their content
complies with requirements of, and the results certified indicate compliance with, the
Contract Documents).
(b) During such engineering review, ENGINEER shall have the authority, as the OWNER’s
representative, to disapprove of or reject contractor(s)’ work while it is in progress if
ENGINEER believes that such work will not produce a completed Project that conforms
2
generally to the Contract Documents or that it will prejudice the integrity of the design
concept of the Project as reflected in the Contract Documents.
6. The ENGINEER will provide resident construction observation. Resident construction
observation shall consist of visual inspection of materials, equipment, or construction work for
the purpose of ascertaining that the work is in substantial conformance with the contract
documents and with the design intent. Such observation shall not be relied upon by others as
acceptance of the work. The ENGINEER’s undertaking hereunder shall not relieve the
contractor of contractor’s obligation to perform the work in conformity with the drawings and
specifications and in a workmanlike manner; shall not make the ENGINEER an insurer of the
contractor’s performance; and shall not impose upon the ENGINEER any obligation to see that
the work is performed in a safe manner. Exhibit 2 - The Limitations of Authority, Duties and
Responsibilities of the Resident Construction Observer is attached to this Agreement.
7. The ENGINEER will cooperate and work closely with representatives of the OWNER.
8. Based on the ENGINEER’s on-site observations as an experienced and qualified design
professional, on information provided by the Resident Construction Observer, and upon review
of applications for payment with the accompanying data and schedules by the contractor, the
ENGINEER:
(a) Shall determine the amounts owing to contractor(s) and recommend in writing payments
to contractor(s) in such amounts. Such recommendations of payment will constitute a
representation to OWNER, based on such observations and review, that the work has
progressed to the point indicated, and that, to the best of the ENGINEER’s knowledge,
information and belief, the quality of such work is generally in accordance with the
Contract Documents (subject to an evaluation of such work as a functioning whole prior
to or upon substantial completion, to the results of any subsequent tests called for in the
Contract Documents, and to any other qualifications stated in the recommendation).
(b) By recommending any payment, ENGINEER will not hereby be deemed to have
represented that exhaustive, continuous or detailed reviews or examinations have been
made by ENGINEER to check the quality or quantity of contractor(s)’ work as it is
3
furnished and performed beyond the responsibilities specifically assigned to ENGINEER
in the Agreement and the Contract Documents. ENGINEER’s review of contractor(s)’
work for the purposes of recommending payments will not impose on Engineer
responsibility to supervise, direct or control such work or for the means, methods,
techniques, sequences, or procedures of construction or safety precautions or programs
incident thereto or contractor(s) compliance with laws, rules, regulations, ordinances,
codes or orders applicable to their furnishing and performing the work. It will also not
impose responsibility on ENGINEER to make any examination to ascertain how or for
what purposes any contractor has used the moneys paid on account of the Contract Price,
or to determine that title to any of the work, materials equipment has passed to OWNER
free and clear of any lien, claims, security interests, or encumbrances, or that there may
not be other matters at issue between OWNER and contractor that might affect the
amount that should be paid.
9. The ENGINEER will prepare necessary contract change orders for approval of the OWNER, and
others on a timely basis.
10. The ENGINEER will make a final review prior to the issuance of the statement of substantial
completion of all construction and submit a written report to the OWNER. Prior to submitting
the final pay estimate, the ENGINEER shall submit the statement of completion to and obtain the
written acceptance of the facility from the OWNER.
11. The ENGINEER will provide the OWNER with an electronic version of the record (as-built)
drawings, and two sets of prints at no additional cost to the OWNER. Such drawings will be
based upon construction records provided by the contractor during construction and reviewed by
the resident construction observer and from the resident construction observer’s construction
data.
12. If State Statutes require notices and advertisements of final payment, the ENGINEER shall assist
in their preparation.
13. The ENGINEER will be available to furnish engineering services and consultations necessary to
correct unforeseen project operation difficulties for a period of one year after the date of
4
statement of substantial completion of the facility. This service will include instruction of the
OWNER in initial project operation and maintenance but will not include supervision of normal
operation of the system. Such consultation and advice shall be at the hourly rates as described in
the attached Exhibit 6: Standard Schedule of Charges dated January 1, 2015. The ENGINEER
will assist the OWNER in performing a review of the project during the 11th month after the
date of the certificate of substantial completion.
14. The ENGINEER further agrees to obtain and maintain, at the ENGINEER’s expense, such
insurance as will protect the ENGINEER from claims under the Workman’s Compensation Act
and such comprehensive general liability insurance as will protect the OWNER and the
ENGINEER from all claims for bodily injury, death, or property damage which may arise from
the performance by the ENGINEER or by the ENGINEER’s employees of the ENGINEER’s
functions and services required under this Agreement.
15. The ENGINEER will provide construction engineering services in accordance with the periods
summarized in Exhibit 4: “Anticipated Project Schedule – Countryside Street and Water Main
Improvements” February 1, 2016.
If the above is not accomplished within the time period specified, this Agreement may be terminated by
the OWNER. The time for completion may be extended by the OWNER for a reasonable time if
completion is delayed due to unforeseeable cases beyond the control and without the fault or negligence
of the ENGINEER. Pursuant to Paragraph D “Changes in Rates of Compensation”, the contract shall be
designated on-going consistent with the project schedule.
5
SECTION B – COMPENSATION FOR ENGINEERING SERVICES
1. The OWNER shall compensate the ENGINEER for the construction administration, construction
staking, construction observation (including the Resident Construction Observer), and any
additional consultation and surveying services on the basis of Hourly Rates (HR) as described on
the attached Exhibit 6: Standard Schedule of Charges dated January 1, 2015. The estimated
values are included in Exhibit 3: “Estimate of Level of Effort and Associated Cost for
Professional Engineering Services for Countryside Street and Water Main Improvements” dated
February 1, 2016 and are estimated at $517,609 Hourly (HR).
(a) The compensation for the construction administration, construction staking, construction
observation (including the Resident Construction Observer), and any additional
consultation and surveying services shall be payable as follows:
(1) A sum which equals any charges for work actually completed and invoiced shall
be paid at least once per month.
2. The OWNER shall compensate the ENGINEER for direct expenses as identified in the contract
and as noted on Exhibit 3 at the actual cost or hourly cost for the work completed.
(1) A sum which equals any charges for work actually completed and invoiced shall be paid
at least once per month.
3. The compensation for any additional engineering services authorized by the OWNER pursuant to
Section D shall be payable as follows:
(a) A sum which equals any charges for work actually completed and invoiced shall be paid
at least once per month.
6
SECTION C – ADDITIONAL ENGINEERING SERVICES
In addition to the foregoing being performed, the following services may be provided UPON PRIOR
WRITTEN AUTHORIZATION OF THE OWNER.
1. Site surveys outside of the project limits and other similar special surveys as may be required.
2. Laboratory tests, well tests, borings, specialized geological soils hydraulic, or other studies
recommended by the ENGINEER.
3. Property surveys, detailed description of sites, maps, drawings, or estimates related thereto;
assistance in negotiating for land and easement rights.
4. Necessary data and filing maps for litigation, such as condemnation.
5. Redesigns ordered by the OWNER after final plans have been accepted by the OWNER and
IEPA.
6. Appearances before courts or boards on matters of litigation or hearings related to the project.
7. Preparation of environmental impact assessments or environmental impact statements.
8. Making drawings from field measurements of existing facilities when required for planning
additions or alterations thereto.
9. Services due to changes in the scope of the Project or its design, including but not limited to,
changes in size, complexity, schedule or character of construction.
10. Revising studies or reports which have previously been approved by the OWNER, or when
revisions are due to cases beyond the control of the ENGINEER.
7
11. Preparation of design documents for alternate bids where major changes require additional
documents.
12. Preparation of detailed renderings, exhibits or scale models for the Project.
13. Providing special analysis of the OWNER’s needs such as owning and operating analysis, plan
for operation and maintenance, OWNER’s special operating drawings or charts, and any other
similar analysis.
14. The preparation of feasibility studies, appraisals and evaluations, detailed quantity surveys of
material and labor, and material audits or inventories by the OWNER.
15. Additional or extended services during construction made necessary by (1) work damaged by
fire or other cause during construction, (2) defective or incomplete work of the contractor, and/or
(3) the contractor’s default on the Construction Contract due to delinquency or insolvency.
16. Providing design services relating to future facilities, systems and equipment which are not
intended to be constructed or operated as a part of the Project.
17. Providing other services not otherwise provided for in this Agreement, including services
normally furnished by the OWNER as described in Section D – SPECIAL PROVISIONS –
Owner’s Responsibilities.
Payment for the services specified in this Section C shall be as agreed in writing between the OWNER
and the ENGINEER prior to commencement of the work. The ENGINEER will render to OWNER for
such services an itemized bill, separate from any other billing, once each month, for compensation for
services performed hereunder during such period, the same to be due and payable by OWNER to the
ENGINEER on or before the 10th day of the following period. Payment for services noted in C shall be
at Actual Cost (AC), Fixed Fee (FF) or Hourly (HR).
8
SECTION D - SPECIAL PROVISIONS
1. OWNER’S RESPONSIBILITIES
(a) Provide to the ENGINEER all criteria, design and construction standards and full
information as to the OWNER’s requirements for the Project.
(b) Designate a person authorized to act as the OWNER’s representative. The OWNER or
his representative shall receive and examine documents submitted by the ENGINEER,
interpret and define the OWNER’s policies and render decisions and authorizations in
writing promptly to prevent unreasonable delay in the progress of the ENGINEER’s
services.
(c) Furnish laboratory tests, air and water pollution tests, reports and inspections of samples,
materials or other items required by law or by governmental authorities having
jurisdiction over this Project, or as recommended by the ENGINEER.
(d) Provide legal, accounting, right-of-way acquisition and insurance counseling services
necessary for the Project, legal review of the construction Contract Documents, and such
auditing services as the OWNER may require to account for expenditures of sums paid to
the contractor.
(e) Furnish above services at the OWNER’s expense and in such manner that the
ENGINEER may rely upon them in the performance of his services under this Agreement
and in accordance with the Project timetable.
(f) Guarantee full and free access for the ENGINEER to enter upon all property required for
the performance of the ENGINEER’s services under this Agreement.
(g) Give prompt written notice to the ENGINEER whenever the OWNER observes or
otherwise becomes aware of any defect in the Project or other event which may
substantially affect the ENGINEER’s performance of services under this Agreement.
9
(h) Protect and preserve all survey stakes and markers placed at the project site prior to the
assumption of this responsibility by the contractor and bear all costs of replacing stakes
or markers damaged or removed during said time interval.
2. Delegation of Duties - Neither the OWNER nor the ENGINEER shall delegate his duties under
this Agreement without the written consent of the other.
3. The ENGINEER has not been retained or compensated to provide design services relating to the
contractor’s safety precautions or to means, methods, techniques, sequences, or procedures
required by the contractor to perform his work but not relating to the final or completed
structure. Omitted services include but are not limited to shoring, scaffolding, underpinning,
temporary retainment of excavations and any erection methods and temporary bracing.
4. The ENGINEER intends to render his services under this Agreement in accordance with
generally accepted professional practices for the intended use of the Project.
5. Since the ENGINEER has no control over the cost of labor, materials, equipment or services
furnished by others, or over the contractor(s) methods of determining prices, or over competitive
bidding or market conditions, his opinions of probable Project Costs and Construction Costs
provided for herein are to be made on the basis of his experience and qualifications and represent
his best judgment as an experienced and qualified professional engineer, familiar with the
construction industry. The ENGINEER cannot and does not guarantee that proposals, bids or
actual project or construction cost will not vary from opinions of probable cost prepared by him.
If prior to the bidding or negotiating phase OWNER wishes greater assurance as to project or
construction costs he shall employ an independent cost-estimator.
6. Access to Records:
(a) The ENGINEER agrees to include subsections E-6(b) through E-6(e) below in all
contracts and all subcontracts directly related to project services which are in excess of
$25,000.
10
(b) The ENGINEER shall maintain books, records, documents and other evidence directly
pertinent to performance of Agency loan work under this Agreement consistent with
generally accepted accounting standards in accordance with the American Institute of
Certified Public Accountants Professional Standards (666 Fifth Avenue, New York, New
York 10019; June 1, 1987). The Agency or any of its duly authorized representatives
shall have access to such books, records, documents and other evidence for the purpose
of inspection, audit and copying. The ENGINEER will provide facilities for such access
and inspection.
(c) Audits conducted pursuant to this provision shall be in accordance with generally
accepted auditing standards.
(d) The ENGINEER agrees to the disclosure of all information and reports resulting from
access to records pursuant to subsection E-6(b) above, to the Agency. Where the audit
concerns the ENGINEER, the auditing agency shall afford the ENGINEER an
opportunity for an audit exit conference and an opportunity to comment on the pertinent
portions of the draft audit report. The final audit report will include the written
comments, if any, of the audited parties.
(e) Records under subsection E-6(b) above shall be maintained and made available during
performance on Agency loan work under this agreement and until three years from date
of final Agency loan audit for the project. In addition, those records which relate to any
“dispute” appeal under an Agency loan agreement, or litigation, or the settlement of
claims arising out of such performance, costs or items to which an audit exception has
been taken, shall be maintained and made available until three years after the date of
resolution of such appeal, litigation, claim or exception.
7. Covenant Against Contingent Fees - The ENGINEER warrants that no person or selling agency
has been employed or retained to solicit or secure this contract upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee, excepting bonafide
employees. For breach or violation of this warranty, the loan recipient shall have the right to
annul this agreement without liability or in its discretion to deduct from the contract price or
11
consideration or otherwise recover, the full amount of such commission, percentage, brokerage,
or contingent fee.
8. Covenant Against Contingent Fees - The loan recipient warrants that no person or agency has
been employed or retained to solicit or secure a PWSLP loan upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee. For breach or
violation of this warranty, the Agency shall have the right to annul the loan or to deduct from the
loan or otherwise recover, the full amount of such commission, percentage, brokerage, or
contingent fee.
9. Certification Regarding Debarment – The ENGINEER certifies that the services of anyone that
has been debarred or suspended under Federal Executive Order 12549 has not, and will not, be
used for work under this Agreement.
10. Affirmative Action – The ENGINEER agrees to take affirmative steps to assure that
disadvantaged business enterprises are utilized when possible as sources of supplies, equipment,
construction and services in accordance with the Clean Water Loan Program rules. As required
by the award conditions of USEPA's Assistance Agreement with IEPA, the ENGINEER
acknowledges that the fair share percentages are 5% for MBEs and 12% for WBEs.
11. The ENGINEER shall not discriminate on the basis of race, color, national origin or sex in the
performance of this contract. The contractor shall carry out applicable requirements of 40 CFR
Part 33 in the award and administration of contracts awarded under EPA financial assistance
agreements. Failure by the contractor to carry out these requirements is a material breach of this
contract which may result in the termination of this contract or other legally available remedies.
12
EXHIBIT 2
THE LIMITATIONS OF AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE RESIDENT
CONSTRUCTION OBSERVER ARE AS FOLLOWS:
1. The Resident Construction Observer shall act under the direct supervision of the ENGINEER,
shall be the ENGINEER’s agent in all matters relating to on-site construction review of the
contractor’s work, shall communicate only with the ENGINEER and the contractor (or
contractor’s), and shall communicate with subcontractors only through the contractor or his
authorized superintendent. The OWNER shall communicate with the Resident Construction
Observer only through the ENGINEER.
2. The Resident Construction Observer shall review and inspect on-site construction activities of
the contractor relating to portions of the Project designed and specified by the Engineer as
contained in the Construction Contract Documents.
3. Specifically omitted from the Resident Construction Observer’s duties is any review of the
contractor’s safety precautions, or the means, methods, sequences, or procedures required for the
contractor to perform the work but not relating to the final or completed Project. Omitted design
or review services include but are not limited to shoring, scaffolding, underpinning, temporary
retainment of excavations and any erection methods and temporary bracing.
4. The specific duties and responsibilities of the Resident Construction Observer are enumerated as
follows:
(a) Schedules: Review the progress schedule, schedule of Shop Drawing submissions and
schedule of values prepared by contractor and consult with ENGINEER concerning their
acceptability.
(b) Conferences: Attend preconstruction conferences. Arrange a schedule of progress
meetings and other job conferences as required in consultation with ENGINEER and
notify those expected to attend in advance. Attend meetings and maintain and circulate
copies of minutes thereof.
13
(c) Liaison:
(1) Serve as ENGINEER’s liaison with contractor, working principally through
contractor’s superintendent and assist him in understanding the intent of the
Contract Documents.
(2) Assist ENGINEER in serving as OWNER’s liaison with contractor when
contractor’s operations affect OWNER’s on-site operations.
(3) As requested by ENGINEER, assist in obtaining from OWNER additional details
or information, when required at the job site for proper erection of the work.
(d) Shop Drawings and Samples:
(2) Receive and record date of receipt of Shop Drawings and samples.
(3) Receive samples which are furnished at the site by contrctor, and notify
ENGINEER of their availability for examination.
(3) Advise ENGINEER and contractor or its superintendent immediately of the
commencement of any work requiring a Shop Drawing or sample submission if
the submission has not been approved by ENGINEER.
(e) Review of Work, Rejection of Defective Work, Inspections and Tests:
(1) Conduct on-site inspection of the work in progress to assist ENGINEER in
determining if the work is proceeding in accordance with the Contract Documents
and that completed work will conform to the Contract Documents.
(2) Report to ENGINEER whenever he believes that any work is unsatisfactory,
faulty or defective or does not conform to the Contract Documents, or does not
meet the requirements of any inspections, test or approval required to be made or
14
has been damaged prior to final payment; and advise ENGINEER when he
believes work should be corrected or rejected or should be uncovered for
inspection, or requires special testing, inspection or approval.
(3) Verify that tests, equipment and systems start-ups, and operating and maintenance
instructions are conducted as required by the Contract Documents and in presence
of the required personnel, and that contractor maintains adequate records thereof;
observe, record and report to ENGINEER appropriate details relative to the test
procedures and start-ups.
(4) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the Project, record the outcome of these inspections and report to
ENGINEER.
(f) Interpretation of Contract Documents: Transmit to contractor ENGINEER’s clarifications
and interpretations of the Contract Documents.
(g) Modifications: Consider and evaluate contractor’s suggestions for modifications in
Drawings or Specifications and report them with recommendations to ENGINEER.
(h) Records:
(1) Maintain at the job site orderly files for correspondence, reports of job
conferences, Shop Drawings and samples submissions, reproductions of original
Contract Documents including all addenda, change orders, field orders, additional
drawings issued subsequent to the execution of the Contract, ENGINEER’s
clarifications and interpretations of the Contract Documents, progress reports, and
other Project related documents.
(2) Keep a diary or log book, recording hours on the job site, weather conditions, data
relative to questions of extras or deductions, list of visiting officials and
representatives of manufacturers, fabricators, suppliers and distributors, daily
15
activities, decisions, observations in general and specific observations in more
detail as in the case of observing test procedures. Send copies to ENGINEER.
(4) Record names, addresses and telephone numbers of all contractor’s,
subcontractors and major suppliers of materials and equipment.
(i) Reports:
(1) Furnish ENGINEER periodic reports as required of progress of the work and
contractor’s compliance with the approved progress schedule and schedule of
Shop Drawing submissions.
(2) Consult with ENGINEER in advance of schedule major tests, inspections or start
of important phases of the work.
(3) Report immediately to ENGINEER upon the occurrence of any accident.
(j) Payment Requisitions: Review applications for payment with contractor for compliance
with the established procedure for their submission and forward them with
recommendations to ENGINEER, noting particularly their relation to the schedule of
values, work completed and materials and equipment delivered at the site but not
incorporated in the work.
(k) Certificates, Maintenance and Operating Manuals: During the course of the work, verify
that certificates, maintenance and operation manuals and other data required to be
assembled and furnished by contractor are applicable to the items actually installed; and
deliver this material to ENGINEER for his review and forwarding to OWNER prior to
final acceptance of the work.
(l) Completion:
(1) Before ENGINEER issues a Statement of Substantial Completion, submit to
contractor a list of observed items requiring completion or correction.
16
(2) Conduct final review in the company of ENGINEER, OWNER and contractor
and prepare a final list of items to be completed or corrected.
(3) Verify that all items on final list have been completed or corrected and make
recommendations to ENGINEER concerning acceptance.
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United City of Yorkville Countryside Water Main And Roadway Improvements4 March 20154000400800200Feet H:\GIS\Public\Yorkville\2014\YO1440\YO1440_Roadway-Lndscp.mxd
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Legend LAFO Project ($415,000 STP Funds-Construction)Streets Included In $5.4 Million Construction Budget Streets To Be Included As Alternate Bids CountrysideExhibit No.5
Standard Schedule of Charges
January 1, 2015
EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE
Senior Principal E-4 $190.00
Principal E-3 $185.00
Senior Project Manager E-2 $175.00
Project Manager E-1 $158.00
Senior Project Engineer/Planner/Surveyor II P-6 $146.00
Senior Project Engineer/Planner/Surveyor I P-5 $137.00
Project Engineer/Planner/Surveyor P-4 $125.00
Senior Engineer/Planner/Surveyor P-3 $114.00
Engineer/Planner/Surveyor P-2 $105.00
Associate Engineer/Planner/Surveyor P-1 $ 94.00
Senior Project Technician II T-6 $137.00
Senior Project Technician I T-5 $125.00
Project Technician T-4 $114.00
Senior Technician T-3 $105.00
Technician T-2 $ 94.00
Associate Technician T-1 $ 82.00
Administrative Assistant A-3 $ 78.00
CREW RATES, VEHICLES AND REPROGRAPHICS
1 Man Field Crew with Standard Survey Equipment $149.00
2 Man Field Crew with Standard Survey Equipment $233.00
1 Man Field Crew with RTS or GPS * $184.00
2 Man Field Crew with RTS or GPS * $268.00
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
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
Agenda Item Number
NB #2
Tracking Number
PW 2016-08
Fountainview – Lots 1 and 2
Public Works Committee – February 16, 2016
Consideration of Approval
Consideration of Resolution
Brad Sanderson Engineering
Name Department
The proposed development is seeking a right-in / right-out connection to IL Rt 47 as part of the
site improvements. IDOT has determined that the proposed connection is acceptable and they
have issued a draft permit to the developer for execution (see attached).
One of the requirements to obtain the permit is that City approve the attached resolution. In
addition, IDOT will be requiring a $10,000 bond for assurances that the connection will be
constructed correctly.
We are recommending approval of the resolution. If you have any questions, please let me
know.
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: February 3, 2016
Subject: Fountainview Subdivision –Lots 1 and 2
FOUNTAINVIEW DRIVE IL ROUTE 47
dunkin way
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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,
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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
Agenda Item Number
NB #3
Tracking Number
PW 2016-09
Raintree Village – Units 4, 5 and 6
Public Works Committee – February 16, 2016
Consideration of Approval
Subdivision Acceptance Consideration
Brad Sanderson Engineering
Name Department
As are you aware, the City took over the responsibility to complete the public improvements for
the above referenced development. All of the planned scheduled work has been completed.
Funds do remain to complete the remainder of the street lights and street sign installations at a
later date.
At this time, we are recommending that the City accept the water main, sanitary sewer, storm
sewer, roadways, sidewalk, landscaping and detention basins as described in the attached Bill of
Sale for ownership and maintenance by the City.
Please place this item on the Public Works Committee agenda of February 16, 2016 for
consideration.
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: February 3, 2016
Subject: Raintree Village – Units 4, 5 and 6
1
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 for the
development know as Raintree Village, and generally shown on Exhibit B.
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
EXHIBIT A
UNITED CITY OF YORKVILLE
UTILITIES UNITS TOTAL ROADWAY UNIT QUANTITY
P.C.C. SIDEWALK SQ FT 4,040 HAWK HOLLOW DRIVE FOOT 2728
8" SAN SEWER, PVC SDR 26 FOOT 12,243 BLUEBERRY HILL FOOT 445
8" SAN SEWER. PVC SDR 21 FOOT 157 WREN ROAD FOOT 490
10" SAN SEWER, PVC SDR 26 FOOT 2,896 GOLDFINCH AVENUE FOOT 938
10" SAN SEWER, PVC SDR 21 FOOT 1,710 WARBLER LANE FOOT 1014
SAN MH, TYPE A, 48" DIA EACH 80 PARKSIDE LANE FOOT 450
SANITARY SERVICE - SHORT EACH 214 FAIRFIELD AVENUE FOOT 2098
SANITARY SERVICE - LONG INCL. TBF EACH 154 FAIRFAX WAY FOOT 1443
8" UNDER DRAIN W/ STONE & FABRIC FOOT 560 MANCHESTER LANE FOOT 1199
8" STORM SEWER, PVC, SDR 26 FOOT 1,464 HEARTHSTONE AVENUE FOOT 1294
12" STORM SEWER., RCP, CL V FOOT 10,607 HARTSFIELD AVENUE FOOT 747
15" STORM SEWER, RCP CL V FOOT 4,262 COACH ROAD FOOT 1407
18" STORM SEWER, RCP, CL IV FOOT 2,918 ASHWORTH LANE FOOT 902
18" STORM SEWER, RCP, CL III FOOT 1,242 BRAEMORE LANE FOOT 711
21" STORM SEWER, RCP, CL IV FOOT 408 RICHMOND AVENUE FOOT 1504
21" STORM SEWER, RCP CL III FOOT 643 COUNTRY HILL DRIVE FOOT 821
24" STORM SEWER, RCP, CL IV FOOT 2,316 TREMONT AVENUE FOOT 800
24" STORM SEWER, RCP, CL III FOOT 1,232
27" STORM SEWER, RCP, CL IV FOOT 183
27" STORM SEWER, RCP, CL III FOOT 405
30" STORM SEWER, RCP, CL IV FOOT 579
30" STORM SEWER, RCP, CL III FOOT 1,156
36" STORM SEWER, RCP, CL IV FOOT 728 DETENTION PONDS LOT AREA (AC)
36" STORM SEWER, RCP, CL III FOOT 366 UNIT 4 319 9.27
42" STORM SEWER, RCP, CL IV FOOT 288 UNIT 5 484 5.20
42" STORM SEWER, RCP, CL III FOOT 804 UNIT 6 468 2.52
48" STORM SEWER, RCP, CL III FOOT 457
INLET TYPE A, 24" DIA.EACH 94
CATCH BASIN TYPE B, 36" DIA.EACH 57
CATCH BASIN TYPE A, 48" DIA.EACH 16
CATCH BASIN TYPE A. 60" DIA.EACH 1
CATCH BASIN TYPE A, 72" DIA.EACH 1
CATCH BASIN TYPE A, 84" DIA.EACH 1
MANHOLE TYPE A, 36" DIA.EACH 27
MANHOLE TYPE A, 48" DIA.EACH 37
MANHOLE TYPE A, 60" DIA.EACH 43
MANHOLE TYPE A, 72" DIA.EACH 7
SPECIAL MANHOLE, 5'X5' BOX EACH 6
MANHOLE, T-42"EACH 1
CONC. FL. END. SECT., 12"EACH 1
CONC. FL. END. SECT., 15" W/GRATE EACH 1
CONC. FL. END. SECT., 18" W/GRATE EACH 3
CONC. FL. END. SECT., 21" W/GRATE EACH 1
CONC. FL. END. SECT., 24" W/GRATE EACH 4
CONC. FL. END. SECT., 27" W/GRATE EACH 2
CONC. FL. END. SECT., 30" W/GRATE EACH 1
CONC. FL. END SECT., 42" W/GRATE EACH 3
CONC. FL. END SECT., 48" W/GRATE EACH 1
8" WM, DIP CL 52 W/ FITGS FOOT 14,082
12" WM, DIP CL 52 W/ FITGS FOOT 2,550
16" WM, DIP CL 52 W/ FITGS FOOT 2,400
8" VALVE IN 48" VAULT EACH 39
12" VALVE IN 60" VAULT EACH 5
16" VALVE IN 60" VAULT EACH 7
FIRE HYD. W/AUX. VALVE & VALVE BOX EACH 63
WATER SERVICE, SHORT, 1" W/B-BOX EACH 177
WATER SERVICE, LONG, 1" W/B-BOX EACH 191
STREET LIGHT (COMPLETE)EACH 31
RETAINING WALL SQ FT 1,200
NOTE: INCLUDES ALL ROADWAY AND CURB & GUTTER
RAINTREE VILLAGE - UNITS 4, 5 & 6
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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 2016-10
Well No. 8 Rehabilitation
Public Works Committee – February 16, 2016
Consideration of Approval
Consideration of Change Order
Brad Sanderson Engineering
Name Department
The purpose of this memo is to present Change Order No. 1 for the above referenced project.
A Change Order, as defined in the General Conditions of the Contract Documents, is a written
order to the Contractor authorizing an addition, deletion or revision in the work within the
general scope of the Contract Documents, or authorizing an adjustment in the Contract Price or
Contract Time.
Background:
The United City of Yorkville and Layne Christensen Co. entered into an agreement for a contract
value of $86,929.00 for the above referenced project. The intent of this project was to
rehabilitate Well No. 8 pumping equipment.
Questions Presented:
Should the City approve the items within Change Order No. 1 which would increase the contract
amount by $10,510.00?
Discussion:
The following discussion points address the items listed on Change Order No. 1:
1) Item No. 1 reflects the need to replace the flat motor cable due to deficiencies, which
were discovered during testing of the existing cable.
2) Items No. 2 and 3 reflect the need to replace wear rings and bushings within the pump
due to wear throughout 10 years of service, which has resulted in these components not
meeting the manufacturer’s recommended clearances.
3) Item No. 4 reflects an upgraded coating system to help increase the life of the bowl
casting surfaces of the pump.
The project is partially complete with a required date for completion of April 8, 2016. The
work within this change order will not affect the expected completion date of this project.
Change Order No. 1 will likely be followed by one other change request, after reinstallation
of the pumping equipment.
Action Required:
Consideration of approval of items on Change Order No. 1 in the amount of $10,510.00.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Lisa Pickering, Deputy City Clerk
Date: February 4, 2016
Subject: Water Well No. 8 Rehabilitation
(continued) CO-01
CHANGE ORDER
Order No. 1
Date: January 27, 2016
Agreement Date: November 23, 2015
NAME OF PROJECT: Water Well No. 8 Rehabilitation and associated appurtenances
OWNER: United City of Yorkville
CONTRACTOR: Layne Christensen Company
The following changes are hereby made to the CONTRACT DOCUMENTS:
PCO 1: Replace Flat Motor Cable
PCO 2: Replace All Wear Rings for Pumping Assembly
PCO 3: Replace All Bushings for Pumping Assembly
PCO 4: Apply Ceramic Coating to Bowl Casting Surfaces
Justification:
PCO 1: The hypot test of the flat and power cable showed insulation leakage, which
was traced to the flat cable. While the power cable itself is suitable for reuse,
the BJ flat cable should be replaced. Replacement of the BJ flat cable is
included as a mandatory alternate bid item (Item 11A). The PCO includes the
furnishing of a new flat motor cable to match the existing cable and any work
associated with the installation of the cable. (Add: $4,800.00)
PCO 2: During the inspection of the pump, it was discovered that the wear rings are not
within the pump manufacturer’s recommended clearances. All of the wear
rings should be replaced. Replacement of the wear rings is a mandatory
alternate bid item (Item 7E). The PCO includes the furnishing of 12 new wear
rings at the cost of $218.00/each and any work associated with their
installation. (Add: $2,616.00)
PCO 3: During the inspection of the pump, it was discovered that all the bushings are
not within the pump manufacturer’s recommended clearances. Replacement of
the bushings is a mandatory alternate bid item (Item 7F). The PCO includes
the furnishing of 13 new bushings at $199.00/each and any work associated
with their installation. (Add: $2,587.00)
PCO 4: The inspection of the pump revealed mild pitting on the bowl casting surfaces
just above wear rings. While this pitting has not yet reached the point where
bowl replacement should be considered, the option to add a ceramic coating to
the bowls to inhibit further erosion on this surface is available. This was not
included in the base bid or mandatory alternates bid items. The PCO includes
3 hours of work at $169/hr to add the ceramic coating to each of the pump
bowls as well as any materials needed for the work. (Add: $507.00)
CHANGE ORDER NO. C-01
Page 2
CO-02
Change of CONTRACT PRICE:
Original CONTRACT PRICE: $ 86,929.00
Current CONTRACT PRICE adjusted by previous CHANGE ORDER(S) $ 86,929.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased)
by: $ 10,510.00
The new CONTRACT PRICE including this CHANGE ORDER will be $ 97,439.00
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by 0 calendar days.
The date for completion of all work will be April 8, 2016.
Approvals Required:
To be effective this order must be approved by the agency if it changes the scope or
objective of the PROJECT, or as may otherwise be required by the SUPPLEMENTAL
GENERAL CONDITIONS.
Requested by: Layne Christensen Co.
Recommended by: Engineering Enterprises, Inc.
Accepted by: The United City of Yorkville
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 2016-11
2016 Sanitary Sewer Lining Program
Public Works Committee – February 16, 2016
Consideration of Award
Recommendation of Contract Award
Brad Sanderson Engineering
Name Department
Bids were received, opened and tabulated for work to be done on the 2016 Sanitary Sewer
Lining Program at 11:30 a.m., February 10, 2016. Representatives of contractors bidding the
project, the City, and our firm were in attendance. A tabulation of the bids and the engineer’s
estimate is attached for your information and record. The low bid was below our engineer’s
estimate and within the FY2017 budget.
Therefore, we recommend the acceptance of the bid and approval of award be made to the low
bidder, Visu-Sewer of Illinois, LLC, 9014 S. Thomas Avenue, Bridgeview, IL 60455 in the
amount of $180,914.90.
Note that work cannot begin until after May 1, 2016.
If you have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: February 10, 2016
Subject: 2016 Sanitary Sewer Lining Program
Page 1 of 1
BID TABULATION
2016 SANITARY SEWER LINING
UNITED CITY OF YORKVILLE
BID TABULATION VISU-SEWER, INC.
BIDS RECD 2/9/2016 9014 S. Thomas Avenue
Bridgeview, IL 60455
ITEM UNIT UNIT UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
1 CURED-IN-PLACE PIPE LINING, 6"FOOT 1119 26.00$ 29,094.00$ 27.80$ 31,108.20$ 28.00$ 31,332.00$ 29.00$ 32,451.00$ 32.00$ 35,808.00$ 40.00$ 44,760.00$
2 CURED-IN-PLACE PIPE LINING, 8"FOOT 3,094 30.00$ 92,820.00$ 29.60$ 91,582.40$ 27.00$ 83,538.00$ 29.50$ 91,273.00$ 31.00$ 95,914.00$ 30.00$ 92,820.00$
3 CURED-IN-PLACE PIPE LINING, 10"FOOT 262 34.00$ 8,908.00$ 35.75$ 9,366.50$ 34.00$ 8,908.00$ 33.00$ 8,646.00$ 41.00$ 10,742.00$ 35.00$ 9,170.00$
4 CURED-IN-PLACE PIPE LINING, 12"FOOT 573 38.00$ 21,774.00$ 36.30$ 20,799.90$ 35.00$ 20,055.00$ 32.00$ 18,336.00$ 43.00 24,639.00$ 45.00 25,785.00$
5 CURED-IN-PLACE PIPE LINING, 15"FOOT 549 42.00$ 23,058.00$ 47.10$ 25,857.90$ 49.00$ 26,901.00$ 50.00$ 27,450.00$ 49.50 27,175.50$ 55.00 30,195.00$
6 PROTRUDING TAP REMOVAL EACH 25 215.00$ 5,375.00$ 50.00 1,250.00$ 362.00$ 9,050.00 50.00 1,250.00 300.00 7,500.00$ 400.00 10,000.00$
7 HEAVY ROOT CLEANING FOOT 150 10.00$ 1,500.00$ 3.00 450.00$ 6.00$ 900.00 3.00 450.00 5.00 750.00$ 15.00 2,250.00$
8 GROUT JOINTS EACH 10 500.00$ 5,000.00$ 50.00 500.00$ 500.00$ 5,000.00 650.00 6,500.00 520.00 5,200.00$ 1,300.00 13,000.00$
TOTAL BID 187,529.00 180,914.90 185,684.00 186,356.00 207,728.50 227,980.00
ENGINEER'S ESTIMATE
52 Wheeler Road
Sugar Grove, IL 60554
BENCHMARK CONSTRUCTION
2260 Southwind Blvd.
Bartlett, IL 60103
HOERR CONSTRUCTION
1601-D W. Luthy Drive
Peoria, IL 61612Chesterfield, MO 63005
817 W. Main Street
MICHELS CORPORATION
17988 Edison Avenue
Brownsville, IL 53006
INSITUFORM TECHNOLOGIES
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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 2016-12
Salt Usage Update
Public Works Committee – February 16, 2016
None
None
Update of salt usage for winter 2016.
Informational item only.
Eric Dhuse Public Works
Name Department
Bart,
With the reasonably mild winter so far and the addition of salt brine, we have been able to
conserve salt this year. Our contract this year was for 1500 tons of which we are mandated to
take 80% or 1200 tons. We have ordered the 1200 tons and do not expect to order more this
year. Our current supply is approximately 500 tons at the shop and an additional 400 tons in
storage at Kendall County’s facility. Even though we still have all of February and most likely
the first half of March to contend with snow, I feel that we should not have to order any more
salt if the current weather patterns hold true.
What this means to the City:
If we have to take our full allotment of salt (1500 ton)
Budget $150,000
Salt costs $103,485
Savings $46,515
If we do not have to order any more salt (1200 ton)
Budget $150,000
Salt costs $82,788
Savings $67,212
Memorandum
To: Bart Olson, Administrator
From: Eric Dhuse, Director of Public Works
CC:
Date: January 28, 2016
Subject: Salt usage update
This Money will return to the MFT fund and can be re-appropriated for other approved projects
throughout the city such as RTBR, striping, crack sealing, material storage building, patching, or
many other projects.
Hopefully we can add 200-300 tons of salt to Kendall County salt storage facility. We would
then have 600-700 tons in reserve to use in case of emergency or to offset our order if the prices
skyrocket as they did a few years ago.
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 2015-56
Maintenance of Stormwater Management Facilities
Public Works Committee – February 16, 2016
Bart Olson Administration
Name Department
Summary
Review of process for inspecting storm water basins and explanation of how this service
will benefit the City.
Preparation for Inspection
The first step is to identify the owner and maintainer of the basin. We can do this by
using the PIN number to identify owner of record. Once this is done, we will find out if the
owner is performing maintenance or if there is a person/company hired to be the maintainer.
Next, we will determine the following:
Is the basin an accepted or unaccepted improvement?
What type of basin is it?
Is there an approved landscape plan for this basin?
What is the approximate age of the basin?
All of these items will assist us in performing a complete inspection to gain the overall health
and functionality of the basin.
Inspection Sheet
Basin Location – Besides a physical address that we can input into our GIS system, I am
going to give each basin an identifiable tag for public works and engineering to use for
our annual inspection program. Example: Heartland Circles pond could be B-15. “B”
equals the quadrant and 15 would be the 15th pond in that basin.
Basin Type – simply categorizes the basins into 3 categories; dry, wet, or naturalized.
Owner and Maintainer information – this information will be used to communicate
with the proper individuals for any problems with the basin(s) and to send the inspection
reports.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, Administrator
Date: December 14, 2015
Subject: Storm Water Basins
Annual Inspection Items – these specific items will guide us in determining the
functionality of the basin and specify deficiencies that need to be remedied. In addition
to specific items, we will be able to determine the overall condition of the basin and the
condition of the landscaping or naturalized area. Specifically letters C, D, E, and F will
help us in determining the health and functionality of the landscape materials.
Post Inspection
All inspection sheets will be sent to the owner and maintainer for their use to remedy any
deficiencies and to have on file.
In addition to keeping a paper copy, we will be creating a database of basins that include any
deficiencies along with general notes. This database will be used to assist in generating the 5
year re-inspection and track the basin’s health and functionality over time.
Expectations, Remedies and Potential Action Items
In a perfect scenario, we would send out deficiency letters and they would all be addressed in a
reasonable time and achieve a satisfactory outcome. But, we all know that is not likely to
happen so we have to have a plan in place to ensure that our recommendations are being
followed and remedies to the deficiencies are being addressed properly and in a timely manner.
Expectations – Our expectations are that, the owner/maintainer will address any
deficiencies within a reasonable time frame. These time frames will vary greatly due to
the time of the year the inspection is performed and the scale of the deficiency that needs
to be repaired. For instance, if we perform our inspection now and we find that there is
some minor erosion near the outfall of a pond, we would have to take into consideration
that no work could be completed at this time. Therefore, we would most likely make the
deadline June 1, 2016. If we were to perform the inspection on April 15th of the coming
year, we would probably make the deadline the same date as the one we inspected in
December. If the repairs were much more in depth, such as elimination of weeds and re-
naturalizing the bank, we would most likely give them the entire growing season to
perform this work. When the work is completed to our satisfaction, it will be noted in
the file and rechecked during the 5th year re-inspection.
Remedies – Each remedy will be specific to a basin. Remedies will vary in scope, cost
and time frame for repair in each basin depending on the issue. We will be specific and
concise for each issue, stating clear direction for remedy with a reasonable time frame for
completion.
Potential Action Items – If there are cases where the owner/maintainer is unresponsive
to our request to remedy deficiencies in their basin, we have the following options to
ensure that the basin is brought into compliance.
1. We would be able to cite the owner/maintainer for violating the City’s approved
storm water management program plan or through the property maintenance
standards. Once they are cited, they realize that we are serious and the work gets
done in a timely manner, or we proceed with the administrative adjudication
process. The City Code identifies the following sections that we would use in
most cases
4-1-5 Nuisances and Offensive Conditions, Generally (weeds)
4-3-1 Junk, Trash and Refuse
8-17-9 through 8-17-13 Provisions regulating non-storm water discharges
and connections to the municipal separate storm sewer system
2. In cases where this approach is not effective in getting our desired results, we still
have the following recourse.
In areas developments where there is a dormant SSA, we can enact it to have
the funds to perform the required repair or maintenance. These areas would
most likely be developments that were annexed and constructed in the 2000’s.
This accounts for the largest percentage of our basins which I would estimate
at upwards of 75%-80%. Basins with no dormant SSA would be 15%-20%
and city owned basins would be approximately 5%. Of that 75-80%, that
does include developments that are not accepted.
In those areas that are not accepted, we can add it to the punch list if it is an
active development (ie- Windett Ridge water level issue).
In areas where there the basins are privately owned or have no dormant SSA,
the City can perform or contract out work that needs to be done and bill the
owner for said work following the guidelines set forth in Ord 2009-78 section
7-1 d.
I would ask that this be placed on the January 19th public works committee for discussion. If you
have questions or need further information, please let me know.
Ordinance No. 2016-___
Page 1
Ordinance No. 2016-______
AN ORDINANCE OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS,
AMENDING TITLE 4, CHAPTER 1, SECTION 4-1-5 OF THE YORKVILLE CITY CODE
WHEREAS, the United City of Yorkville, Kendall County, Illinois (the “City”) is a duly
organized and validly existing non home-rule municipality created in accordance with the
Constitution of the State of Illinois of 1970 and the laws of the State; and,
WHEREAS, the continuing maintenance of the City’s storm water basins is essential to
protect against flooding, soil erosion and any negative impact to the City’s stream systems and
requires repairing erosion, removing sediment and managing vegetation on an annual basis; and,
WHEREAS, failure to maintain storm sewer basins on a regular basis can also result in
restrictions to the outflow causing the loss of control of the flow of storm water into the City’s
storm sewer system; and,
WHEREAS, in order to address this potential problem, the City hereby declares the
failure to maintain a storm water basin as a nuisance, the abatement of which is enforceable as
hereinafter provided.
NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the
United City of Yorkville, Kendall County, Illinois, as follows:
Section 1. The above recitals are incorporated and made a part of this Ordinance.
Section 2. That Title 4, Chapter 1, Section 5 of the Yorkville City Code is hereby
amended by adding the following so said Section 3:
“8. Lack of Maintenance of a Storm Water Basin:
a. failure to repair erosion;
b. failure to prevent restrictions on outflow;
c. failure to remove overgrown vegetation limiting capacity or outflow; or,
Ordinance No. 2016-___
Page 2
d. permitting build-up of sediment reducing capacity.”
Section 3. Title 4, Chapter 1, Section 5 is further amended by deleting paragraphs C and
D therefrom and renumbering paragraphs E and F as C and D.
Section 4. This Ordinance shall be in full force and effect from and after its passage,
approval, and publication in pamphlet form as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois,
this _____ day of _________________, A.D. 2016.
___________________________________
City Clerk
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
DIANE TEELING ________ SEAVER TARULIS ________
APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois,
this _____ day of _________________, A.D. 2016.
___________________________________
Mayor
Attest:
________________________________
City Clerk
Published in pamphlet form:
_________________, 2016
Mr. John Smith August 14, 2016
123 Main St.
Yorkville, IL 60560
Re: Parcel 02-32-100-100
Mr. Smith,
While conducting a mandatory inspection of parcel number 02-32-100-100 commonly known as
the heartland subdivision retention basin, it was found that the following deficiencies or
violations were observed:
Yorkville City Code 4.1.5, section 3, number 8
8. Lack of Maintenance of a Storm Water Basin:
A. failure to repair erosion;
B. failure to prevent restrictions on outflow;
C. failure to remove overgrown vegetation limiting capacity or outflow; or,
D. permitting build-up of sediment reducing capacity.”
Storm water basin functionality is crucial for the prevention of flooding and the proper
conveyance of storm water to its ultimate destination. Any deficiency needs to be addressed in a
timely manner with attention to detail.
The remedies for these deficiencies in this basin are as follows:
A. - Repair erosion at the northeast corner by grading, placing black dirt, seed and fertilize.
Secure erosion control blanket over the affected area.
B. – Remove debris from the outfall located at the southwest corner of the basin
C. - Remove all cattails, willow saplings and volunteer trees from the basin area.
United City of Yorkville
Public Works Department
800 Game Farm Rd.
Yorkville, IL 60560
Phone – 630-553-4370
Fax – 630-553-4377
D. - Does not apply to this basin, no action needed.
All remedies must be completed by ___ days from the date on this notice. Failure to do so will
result in an ordinance violation citation and a fine of up to _______ per day as determined by the
City’s adjudication hearing officer.
If you have any questions, you may call Inspector listed on the report at 630-553-4350.
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S
B
r
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g
e
S
t
G a le n a R d
F o x R d
R o c k C r e e k R d
C an n o n ball Trl
Fox Rd
Va n E m m o n R d
W
H
i
g
h
p
o
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n
t
R
d
Galena Rd
Eldamain Rd
Walker Rd
Walker Rd
S t a g e c o a c h T r l
N Bri
dge St
Schoolhouse
R
d
E V e te r a n s P k w y
W Veterans Pkwy
POND LOCATIONS
DATE:
PROJECT NO.:
FILE:
BY:
SEPTEMBER 2015
YO1500
YO1500_PONDS.MXD
KKP
UNITED CITY OF YORKVILLE
KENDALL COUNTY,ILLINOIS
02,0004,000
Feet
Legend
Dry Pond
Wet Pond
Naturalized Pond
Engineering Enterprises, Inc.
52 Wheeler Road
Sugar Grove, Illinois 60554
(630) 466-6700
www.eeiweb.com
PATH:H:\GIS|PUBLIC\YORKVILLE\2015\YO1500
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
NORTH
°
United City of Yorkville
Stormwater Management
Program Plan
Kendall County, Illinois
March 9, 2010
25
3.6A Measurable Goals
• Maintain records for number curb miles swept each year.
• Maintain records on amount of leaves collected each fall.
• Maintain records on amount of road salt used each winter.
• Maintain records for number of catch basins cleaned.
• Maintain records for amount of herbicides and pesticides used each year.
• Maintain records on type and number of training sessions and employees in
attendance.
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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 2015-74
Mowing and Maintenance of Public Parkways
Public Works Committee – February 16, 2016
Proposed changes to rural parkway mowing and maintenance standards.
Eric Dhuse Public Works
Name Department
Summary
Review of the current practices for mowing and maintenance of public parkways.
Background
Currently the City mows and maintains undeveloped or partially developed parkways in
many areas. I have included a spreadsheet that outlines the parkways and gives an area of each
one. These areas were obtained by using Google earth, so the accuracy is relatively good, but
not precise.
Public Works mows these areas 3-4 times per year depending on the rainfall during the
mowing season. Each time we mow it takes approximately 8 full days to complete. If we were
to charge for these services, I would use the following equation to figure out the cost.
Using the Schedule of average annual equipment ownership expense from IDOT the
tractor and mower equate to a cost per hour of $36.92 and an employee cost of $30 per hour
which include benefits. That total cost is $66.92 per hour X 8 hours per day X 8 days to mow
the parkways gives us a total of $4346.88 per mowing. This equates to $17,387.52 if we mow 4
times per year.
Before the construction boom, we mowed very little except for our own property. There
was no need, since almost all of the areas within city limits were developed.
Once construction started booming, and we started annexing areas that created infill areas
that were not being developed. This is when we started mowing those areas that were not being
developed due to the fact that we were now starting to get complaints from residents that were
living in the developed areas. The perfect example of that is River’s Edge. The area between
White Oak and River’s edge is still not developed today, and we still mow and maintain those
parkway areas.
In any developed areas, regardless of zoning, the city does not perform any mowing or
maintenance on public parkways unless we are the owner of the adjacent property or perform
infrastructure repair and/or maintenance.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, Administrator
Date: January 12, 2016
Subject: Mowing and Maintenance of Public Parkways
In areas that are not developed, or even partially developed are not as clearly defined as
areas that are developed. Some developments are maintained by the owner or maintainer and
some are mowed by other entities such as the City, County and even IDOT.
Options
Continue current practices
By doing this, the parkways are managed and mowed at least 3 times per year.
We know the route and we have it built into our schedule. The drawbacks are that we are
mowing some parkways, but not others. We also do not conform to our own ordinance;
we do not maintain a grass height or 8” or less. If we were to maintain it to ordinance
height, we would have to mow each area once per week. If we were to mow these areas
once per week, we would have to dedicate a full time employee to do nothing but mow
parkways from April until November. As of now, we do not have the manpower to do
this.
Modify current practices
We could mow only twice per year to cut down on manpower and cost. We
would cut it once around the 4th of July and once late in the fall. While this would put is
further out of compliance with our ordinance, it would still manage these parkways,
albeit at a lesser level of service.
Another modification option would be to not maintain any area that has any type
of approved plan on it or the owners are taking care of some portions of parkway and not
others. These areas would include:
Subdivision or Area Road and Approximate Area
Prestwick Ashley Rd. – 5000 lf, both sides
St. Patrick’s McHugh Rd. – 250 lf, Includes trees
Longford Lakes McHugh Rd. – 350 lf, Includes trees
Kendall Market Place Beecher Rd – 700 lf, west side only
Whispering Meadows Faxon Rd. – 4300 lf, north side only
Westbury Corneils Rd – 10780 lf, both sides
Westbury Beecher Rd. – 3600 lf, both sides
Grand Reserve Mill Rd. – 9742 lf, both sides
Grande Reserve Bristol Ridge Rd – 1900 lf, plus Blvds.
Grande Reserve Kennedy Rd – 6336 lf, both sides
This proposal eliminates one half of our mowing and maintenance of parkways,
but would increase the responsibilities of the property maintenance inspections for at
least the first year after the transition is made to make sure compliance is achieved. If
compliance is not achieved, PW would still end up mowing and maintaining these areas.
I have included these areas in the attached spreadsheet under the title “Possible
Modification to Current Practices”.
Discontinue current practice
By discontinuing this practice, we would place all of the responsibility on the
owner of the property to maintain the parkways. Obviously this would allow public
works to free up time and manpower to work on other projects, but this would increase
the burden on property standards to try to bring all of these areas into compliance. If we
choose to discontinue this service, I would recommend that certified letters be sent to
each owner to ensure they are aware of the change and outline our expectations for
mowing and maintenance of their parkway.
Combination of practices
There is always the possibility to use a combination of any or all of the options
outlined above, or use something completely different that I haven’t thought of yet.
Recommendation
It would be my recommendation to modify our practices to mow only the areas outlined
in red on the attached map. These are areas that are not developed, in the process of
development, have entitlements such as approved plans or an active developer that owns the
land. It would also be my recommendation to mow these areas no more than twice per year.
Maintaining these areas to an 8” height is obtainable only by dedicating an employee full time to
continually mow these areas. These areas are mostly rural in nature, undeveloped and generally
used for agricultural purposes. Therefore, I do not believe that the taller grasses will be an
eyesore or that we will receive complaints regarding this issue.
For areas that we will no longer maintain, we will have to issue letters the owners
outlining the changes, expectations and consequences for noncompliance. I will work with our
code enforcement officer to put together that letter in early spring.
I would ask that this be placed on the February 16, 2016 public works committee meeting
for discussion. If you have any questions or need further information, please let me know.
I l l i n o i s R a i l w a y R R
B N S F RR
ek
H
o
l
l
e
n
b
a
c
k
C
r
e
e
k
Rob Roy Creek
Rob Roy Creek
F o x R i v e r
Rob Roy Creek
Rob Roy Creek
R o b R o y C reek
B la c k b erry C re e k
Blackberry Creek
F o x Ri v e r
M
id
dle A
u
x S
a
ble C
re
e
k
Ro
b
R
o
y
C
r
e
e
k
B la c k b e r r y C reek
B l a c k b e r r y C r e e k
Fox River
B l a c k b e r r y C r e e k
Blackberry Creek
F o x R iv er
F o x R i v e r
R o b R o y C r e e k
Big Rock Creek
Big Rock Creek
B i g R o c k C r e e k
Middle Aux Sable Creek
Blackberry Creek
M i d d l e Au x S a b l e C r e e k
M o r gan C r e e k
Middle Aux Sable Creek
Big Rock Creek
B i g R o c k C r e e k
Middle Aux Sable Creek
Fo x R i v e r
Fox River
Eldamain Rd
S Bridge St
Cannonball Trl
Rock Creek Rd
Rock Creek Rd
Walker Rd
E South St
Eldamain Rd
Ca nno n ba l l Tr l
E South St
Fox Rd
F o x R d
W Veterans Pkwy
W
H
i
g
h
p
o
i
n
t
R
d
S Bridge St
N Bridge St
Galena Rd
Galena Rd
N Bridge St
N
Br
idge St
N
Br
id
g
e
S
t
W Veterans Pkwy
S t a g e c o a c h T r l
S t a g e c o a c h T rl
Walker Rd
Sta g e c o a c h Trl
Walker Rd
Eldamain Rd
Eldamain Rd
S t a g e c o a c h T rl
W Beecher Rd
N
B
r
i
d
g
e
S
t
N Bridge St
Schoolhouse Rd
I l l i n o i s R o u t e 7 1
Illin ois R o ute 7 1
US Route 30
Galena Rd
C an n o n ball Trl
S t a g e c o a c h T r l
Illi n o i s R o u t e 7 1
Illinois R
oute 126
S
B
ri
d
g
e
S
t
G ale n a R d
Eldamain Rd
US Route 34
Illino
is Rout
e 47
US Route 30
US Route 34
Schoolhouse Rd
LOCATION MAP
DATE:
PROJECT NO.:
FILE:
BY:
FEBRUARY 2016
YO1402
YO1402-MOWING.MXD
KKP
PUBLIC PROPERTY - MOWING
AND MAINTENANCE
UNITED CITY OF YORKVILLE, ILLINOIS
Engineering Enterprises, Inc.
52 Wheeler Road
Sugar Grove, Illinois 60554
(630) 466-6700
www.eeiweb.com
PATH:H:\GIS\PUBLIC\YORKVILLE\2014\YO1402
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
NORTH
°
Legend
Mowing Maintained by City
Mowing Previously Maintained by City
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 #3
Tracking Number
PW 2015-45
E-Waste Recycling
Public Works Committee – February 16, 2016
An update will be given at the meeting.
Bart Olson Administration
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
Agenda Item Number
OB #4
Tracking Number
PW 2016-04
Countryside Subdivision Water main and Roadway Improvements
Public Works Committee – February 16, 2016
Project Direction
Project Update
Brad Sanderson Engineering
Name Department
The purpose of this memo is to present a couple of potential alternatives for improving the
intersection of Center and Countryside Parkway as directed by the Public Works Committee.
We have reviewed two alternatives with respect to the roundabout option. The exact layouts of
options are conceptual at this point and are subject to change if the City elects to move forward
with final design and construction. Also as noted previously, in order for the roundabout options
to work, transitions from four lanes to two lanes should occur prior to reaching the intersection.
The exact location of the transition may be modified from what has been shown.
As a reminder some of the advantages of the roundabout are as follows:
A roundabout installation would offer an opportunity to improve the safety of the
intersection.
The proposed roundabout footprint based on a WB-55 design vehicle would fit within
existing right-of-way.
The proposed roundabout would offer the opportunity to reduce the lane widths of the
approaching roadways from four to two lanes, thus providing savings in long term
maintenance. This is true not only for pavement, but for the elimination of the grassed
median as well.
The existing curb on the medians is in poor condition and is in need of replacement.
Alternative No. 1 reduces the lane widths at West and East Kendall drives as you approach the
intersection.
Alternative No. 2 also reduces the lane widths at West and East Kendall drives but maintains a
grassed median (newly constructed) as you approach the intersection.
Alternative No. 3 would be to maintain the existing geometry and rehabilitate the streets as
originally planned. For this option, it should be noted that we are planning to utilize LAFO
funds to fund the milling and resurfacing of Center Parkway (from Rt 34 to Countryside) and
Countryside Parkway (from Rt 47 to Center). The initial projected funding for this project is
$475,000 STP and $200,000 local funds. By constructing the roundabout, we anticipate not
being able to utilize approximately ½ the STP funds or $237,500. Also as a reminder, we are
currently not within the KKCOM’s five year program, but must petition if we elect to move the
LAFO project forward.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Lisa Pickering, Deputy City Clerk
Date: February 5, 2016
Subject: Countryside Water main and Roadway Improvements
The estimated construction costs associated with the alternatives are summarized in the table
below:
Description Estimated Costs
Alternative No. 1 - Center/Countryside
(Roundabout)
$1,080,000
Alternative No. 2 - Center/Countryside
(Roundabout w/Grass Median)
$1,140,000
Alternative No. 3 - Center/Countryside
(Existing Geometry)
$785,000
Cost Difference (Alt. No. 1 – Alt. No. 3)
$295,000
Cost Difference (Alt. No. 2 – Alt. No. 3)
$355,000
* Loss of LAFO funds are estimated at $237,500.
The other factor that comes into play is that by reducing the lane widths and adjusting the center
island for a portion of the area, the long term maintenance costs are reduced. We estimate the
savings (20 year projection) to be as follows:
Alternative No. 1
Description Estimated Savings
Future Pavement Maintenance
(Mill/Resurfacing)
$160,000
Median Maintenance $140,000
Total $300,000
Alternative No. 2
Description Estimated Savings
Future Pavement Maintenance
(Mill/Resurfacing)
$130,000
Median Maintenance $45,000
Total $175,000
To summarize, the roundabout alternatives are estimated to cost approximately $295-355,000
more to construct versus utilizing the existing geometry. In addition, we are estimating that we
would lose approximately $237,500 in LAFO funding. We do anticipate long term maintenance
cost savings of around $300,000 for Alternative No. 1 and $175,000 for Alternative No. 2.
At this time, we are looking for direction from the City Council as to whether they would like to
move forward with a roundabout in this area. If this is the direction, we would recommend that
this be handled as a separate project to allow enough time for proper design and for public
education and input.