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Public Works Minutes 2016 03-15-16Page 1 of 3 APPROVED 4/19/2016 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 15, 2016, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Larry Kot Alderman Jackie Milschewski Alderman Ken Koch Other City Officials City Administrator Bart Olson 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: None Previous Meeting Minutes: February 16, 2016 The minutes were approved as presented. New Business: 1. PW 2016-13 Countryside Water Main and Roadway Improvements – Bid Award Mr. Sanderson reported bids were taken on March 3rd and 7 favorable bids were received. Geneva Construction was the low bidder at $4,306,188.03 with 2 alternate bids. This amount was substantially below estimates. Alderman Kot asked for an explanation of “alternate” bids. If favorable bids were received, the City would add in other projects as well. As a result, it was recommended to add Blackberry Lane, Blackberry Court and Mulberry Court for improvements. There are still 4 streets not scheduled for improvements under the original bid, but will be recommended for repair under a Change Order or separate bid according to Mr. Olson. These roads are passable, however, they would have been scheduled in the next road improvements. Repair for the additional 4 streets is estimated at $400,000 to $420,000. There will be roughly $300,000 left that could be used for the Road to Better Roads project. Most watermain will also be replaced. Bond proceeds will cover part of the costs of the overall project. Mr. Olson will send a spreadsheet detailing the funding sources. The low bids in the last 2 years are due to timing, early bidding and the fact that contractors need work. Lower fuel prices influence asphalt prices as they are running 10-15% below normal. This item moves to the consent agenda. Page 2 of 3 2. PW 2016-14 2016 Road to Better Roads Program – Bid Award Bids were taken at the end of February and were below estimate. D Construction was low bidder at $515,056.39 which was recommended for approval. Since the bids were low, Alderman Kot asked if other projects would be added such as the alley between State and Main. That will be postponed until next year, but part of Freemont and Walnut will be repaired and reimbursement will be requested from Heartland Meadows. A Change Order will be brought to the next meeting. This item moves to the consent agenda. 3. PW 2016-15 Mill Street LAFO – IDOT Bid Review The bidding and contracting for this project is handled by IDOT and Mr. Sanderson said D Construction was the low bidder at $157,730.33, lower than estimated. This project will start in June and be finished in August. It extends from Rt. 126 to Washington St. Mr. Dhuse said there is an additional block south of Fox St. that should be added for improvements. He will work with EEI for a Change Order. Mr. Sanderson said there are some limitations since it is a federal job. It was noted by Alderman Funkhouser that all the LAFO funds should be used, or the funds are lost. EEI will attend a pre-construction meeting with IDOT for the project kick-off. This item is informational. 4. PW 2016-16 MFT General Maintenance Appropriation Resolution for FY 2017 5. PW 2016-17 Hot Mix and Cold Patch MFT FY 2017-RFP - Award These 2 items were discussed together. Mr. Dhuse recommended D Construction since they were the low bidder. The total estimated cost is $257,650. He also reduced the amount of salt ordered as well. These items move to the consent agenda. 6. PW 2016-18 Well No. 8 Rehabilitation – Change Order No. 2 This is a balancing Change Order for an increase of $1,567.00 to close out the project since the work is now complete. This amount is below contract and approval is recommended. The Change Order moves to the consent agenda. 7. PW 2016-19 Kendall County Transportation Alternative Program (KC-TAP) – Route 47 Sidewalks Mr. Olson said the County has given $35,000 to the City for sidewalks and it will be used to pay expenses already incurred on the Rt. 47 project. The City can reapply for additional funds next year. This moves to the Council consent agenda. 8. PW 2016-20 Windett Ridge Traffic Control Requests a. Fairfax Way and Windett Ridge Intersection b. Claremont Court and Windett Ridge Road Intersection Mr. Sanderson said there were 2 requests for stop controls at these intersections due to sight distance issues. Stop signs are recommended for both. Alderman Koch said there is heavy school traffic there and it is warranted. This moves to the Council consent agenda. Old Business: 1. PW 2015-45 E-Waste Recycling Mr. Dhuse said there is no further update at this time, but he will keep working with the recyclers. Ms. Milschewski noted there is an upcoming shredding event at First National Bank. Events such as this will be placed on Facebook in the future. Page 3 of 3 2. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements Mr. Olson referred to the packet maps that show the plans for the improvements. He said the roundabout idea was discarded at this time to take advantage of LAFO funds which allow other funds to be used throughout the City. He noted the cost of the roundabout was 1.5 times more money. All committee members agreed with this decision. A letter to the Council of Mayors will be submitted to request this project be moved forward. Alderman Kot asked if a press release will be issued to inform residents when the project begins. An updated packet of information will be sent to the residents in April following a meeting with the construction company. Information will also be placed on social media. Additional Business: Alderman Koch asked to have reflective paint on the curbs at the 2 entrances to Windett Ridge. He said it is difficult to see the curb at night. If warranted, Mr. Olson said the City will ask Cal Atlantic to make modifications. Mr. Koch also said Walsh is in bad condition—it will be repaired. Alderman Kot requested an update on the Rt. 47 streetlights. The lights have been delayed by IDOT, but are expected to be approved soon. A brief explanation of the obstacles was given. Chairman Funkhouser said it is unacceptable that this has not been finished and asked how this project could be swiftly concluded. He asked for email updates as information is obtained. The flashing beacons for Rt. 47 were also discussed. Approval is expected soon from IDOT and then the lights will be ordered. Alderman Kot asked about unresolved issues at the YBSD. Mr. Olson said they are moving forward for upgrades to the plant to increase capacity. Officials from YBSD said they might be interested in doing other targeted improvements, but they would need to do studies first. He added there is no longer discussion of any mergers with Fox Metro, however, they are looking for an executive director prior to the retirement of Mr. Collman. There was no further business and the meeting was adjourned 6:51pm. Minutes respectfully transcribed by Marlys Young, Minute Taker