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Public Works Packet 2016 10-18-16 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, October 18, 2016 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: September 20, 2016 New Business: 1. PW 2016-68 Backflow Report Tracking Services – Agreement with BSI 2. PW 2016-69 Wrigley EDP Project – Change Order No. 1 3. PW 2016-70 Disposal and Purchase of Vehicles 4. PW 2016-71 Capital Improvement Projects Update 5. PW 2016-72 Bond/LOC Reduction Summary 6. PW 2016-73 2016 Sanitary Sewer Lining – Change Order No. 2 Old Business: Additional Business: 2016/2017 City Council Goals – Public Works Committee Goal Priority Staff “Municipal Building Needs and Planning” 3 Bart Olson & Eric Dhuse “Capital Improvement Plan” 4 Bart Olson & Eric Dhuse “Vehicle Replacement” 5 Bart Olson & Eric Dhuse “Sidewalks and Trails Funding and Planning” 15 Bart Olson, Eric Dhuse, Brad Sanderson & 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, October 18, 2016 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. September 20, 2016 □ Approved ________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2016-68 Backflow Report Tracking Services – Agreement with BSI □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2016-69 Wrigley EDP Project – Change Order No. 1 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2016-70 Disposal and Purchase of Vehicles □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2016-71 Capital Improvement Projects Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2016-72 Bond/LOC Reduction Summary □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2016-73 2016 Sanitary Sewer Lining – Change Order No. 2 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – September 20, 2016 Public Works Committee – October 18, 2016 Majority Committee Approval Minute Taker Name Department Page 1 of 2 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, September 20, 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 Interim Assistant City Administrator Erin Willrett Public Works Director Eric Dhuse Engineer Brad Sanderson Other Guests: None The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: None Previous Meeting Minutes: August 16, 2016 The minutes were approved as presented. New Business: 1. PW 2016-63 Church Street Parking Mr. Dhuse said there is additional parking since the completion of Church St. He would like to form a pickup parking line by Parkview Christian Academy with no parking Monday through Friday and some other restrictions on the surrounding streets. This would require an ordinance, signage and minimal cost. This moves to the September 27th consent agenda. 2. PW 2016-64 2016 RTBR/MFT – Change Order No. 1 Mr. Sanderson said the project is nearly complete and this is the balancing change order reflecting a decrease of $4,469.39. This moves to the September 27th consent agenda. 3. PW 2016-65 2016 RTBR/Additional Work – Change Order No. 1 Additional work was done by D Construction with money saved on the Game Farm Road project and bond money from Countryside. The balancing change order for this portion reflected a decrease of $48,318.03. This also moves to the September 27th consent agenda. Page 2 of 2 4. PW 2016-66 Game Farm Road – Somonauk Improvements – Local Public Agency Amendment No. 1 Mr. Sanderson said the City did not use all the funds for land acquisition for this project, so it was switched to the construction side. This reduces the City portion of the costs and the City will receive about $41,000. This moves to the consent agenda for September 27th. 5. PW 2016-67 Hamman – USPS Water Main (Development Status) This is an ongoing project with some punchlist items left. There have been attempts to contact the developer with minimal response and no action. It was decided to send a letter of default and move this to the consent agenda on September 27th. Old Business: 1. PW 2016-61 RFP for Solid Waste Ms. Willrett updated and finished this RFP with inclusion of e-waste recycling and organics composting. Mr. Olson asked for a formal Council endorsement due to the amount. It was noted all the containers should be issued by the company, however, pickup will still be done if other containers are used. This also moves to the consent agenda. 2. PW 2016-21 Leopardo Energy Update Mr. Olson reported Leopardo had completed some preliminary work and pulled some invoices. It is hoped to have a report from them in about 2-3 weeks to see if the City could realize some cost savings. ComEd energy efficiency grants were also re-examined and Mr. Dhuse will also work on water reports. Additional Business: Alderman Kot ascertained that wires on the unfinished street light bases are not live at this time. The installers have 35 working days to finish. Mr. Olson also noted that the poles were bent when received. The manufacturer forgot to “unbend” them after the manufacturing process and they were sent back for “unbending”. Mr. Kot asked about the railroad work. Rails and crossings were replaced. Mr. Olson commented on RFP's and said some require Council approval while others do not. Ms. Willrett is working on some of them and Mr. Olson listed those being drafted. He will do a report on the RFP's along with deadlines and it will be part of the administrator's weekly report and be placed on the website. Mr. Kot asked if any fines had been collected from the sawmill which has property violations. None has been collected and the appeal window is closed, with enforcement being the next step. It was noted the property is somewhat hidden by trees and an eight-foot fence would be needed to help screen the property. Chairman Funkhouser discussed Blackberry Shore Lane (behind Home Depot) which is a dead-end street that has become a dumping ground. It was requested to block this off pending approvals. There was no further business and the meeting was adjourned at 6:20pm. 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: See attached staff memorandum. 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 2016-68 Backflow Report Tracking Service – Agreement with BSI Public Works Committee – October 18, 2016 N/A Approval Recommendation to enter into an agreement with Backflow Solutions, Inc. (BSI) to provide tracking of annual reports for backflow prevention devices. Krysti Barksdale-Noble, AICP Community Development Name Department Summary Recommendation to enter into a subscription agreement with Backflow Solutions, Inc. to perform notification and data management functions on the behalf of the City of Yorkville related to tracking compliance of backflow prevention devices in accordance with the city’s adopted Cross Connection Control Ordinance. Background What is Cross Connection Control? All drinking water systems in Illinois must have a cross connection control program, more commonly known as a backflow prevention program. Backflow prevention standards are intended to protect the public water supply from contaminates derived from non-drinkable sources. Cross- connection hazards can originate from a variety of places, such as intensive manufacturing uses where processing operations occur, laundromats or dry cleaners, dental and medical offices as well as more benign uses as car washes and beauty salons. For residential uses, in-ground sprinkler systems and swimming pools are also capable of contaminating the public drinking water if they are not properly protected. In 2008, the City of Yorkville approved ordinance requirements for cross connection controls (see attached Section 7-5B-1) and required backflow prevention devices (RPZs) on all commercial and residential properties where contamination hazards may exist. These devices must be maintained and tested annually to ensure that they are working properly. Further, the State of Illinois requires that every backflow device be inspected annually by a certified backflow tester, and every city that operates a public water system is responsible for making sure that this is done. How Annual Certifications are Currently Handled in Yorkville Since the adoption of the Cross Connection Control Ordinance, the City’s building department has received, documented and manually filed all submitted annual backflow tests by address in a table format in Word. The test results are often times submitted via fax, however postal mail and e-mail reports are also taken in by various vendors the City’s Building Department Administrative Assistant. This process is time consuming and inefficient, and ineffective in identifying non-reporters. Benefits of a Third Party Reporting Service The benefits of using a third party reporting service, such as Backflow Solutions, Inc. (BSI), for tracking compliance of backflow prevention devices is that the entire process is automated, from submitting reports, tracking backflow systems and verifying compliance. In addition, web-based services store data off-site and continually back up information, whereas manual data tracking and paper files maybe inaccurate and potentially damaged or destroyed. Also having a third party Memorandum To: Public Works Committee From: Krysti J. Barksdale-Noble, Community Development Director CC: Bart Olson, City Administrator Eric Dhuse, Public Works Director Brad Sanderson, EEI, City Engineer Date: October 7, 2016 Subject: Backflow Report Tracking Services – Agreement with BSI reporting service allows Building Department support staff to invest more time on other specialized projects or daily work tasks. BSI Services and Proposal Backflow Solutions Inc. (BSI) has experience managing similar programs for numerous municipalities of varying sizes across the country, including many in nearby communities such as Naperville, Aurora, Montgomery, Oswego, and Sugar Grove. While BSI does not be perform any backflow testing in the communities they contract with, they do, however, serve as the primary point of contact for backflow inspections and are available to residents and licensed testing contractors via telephone or through their website at www.bsiprograms.com. Their online service is tester driven, meaning the testing companies will enter test results on BSI’s web portal and the program automatically verifies each test as passing or failing in real-time, with notices sent to the City of all website transactions. City staff will also have access to the online system to run reports and conduct searches and queries. A detailed summary of the program provided by BSI has been attached for your review. The annual subscription fee to the City for the program is $495.00. The base price to the testing contractor to upload report results is $12.95 per devise. According to BSI, the licensed testing contractor will charge the resident or business a fee for the testing services which will include the $12.95 documentation fee. As drafted, the proposed subscription agreement prepared by BSI has an option to increase the base reporting fee per devise to cover any city administrative costs. The additional fees above the $12.95 per devise cost will be rebated back to the city on a monthly basis less credit card processing charges. While some BSI community clients have opted to increase the base reporting fee (Aurora, Joliet, Sugar Grove), others have chosen to charge a lesser fee than the $12.95 or no fee at all (North Aurora, South Elgin, Villa Park). Should Yorkville engage BSI, their initial task will be importing all the City’s current paper backflow records into their database. Yorkville water customers with previously registered backflow devices will then receive a notification and reminder directly from BSI Online that testing is due. It is anticipated that services from BSI would be up and running within a few weeks of executing the agreement, providing our backflow records and water billing customer contacts, and payment of the annual fee. Staff Recommendation Staff recommends contracting with Backflow Solutions Inc. (BSI) to manage the City’s backflow inspection program. Although the contact amount is with staff’s budgetary authority to approve, we do suggest that an amendment to Section 7-5B-5-E Testing and Records of the current Cross Connection Control Ordinance is needed to state that the filing of all test results will be done electronically through the City’s third party reporting service for a set fee. Draft ordinance language will be prepared by the City Attorney and presented at an upcoming City Council meeting should the Public Works Committee decide to move forward with the recommendation. Additionally, staff also suggests that should the City consider charging an additional fee above the $12.95 cost per devise, that the fee not exceeds $14.95 and the rebated monies be dispersed to the water fund. Should the Public Works Committee have any questions, staff and representatives from BSI Online will be present at Tuesday night’s meeting to go over the program in a detailed presentation. Ordinance No. 2016-___ Page 1 Ordinance No. 2016-_____ AN ORDINANCE OF THE UNITED CITY OF YORKVILLE, ILLINOIS, ESTABLISHING A FILING FEE FOR THE PROGRAM OF NOTICE AND REPORTING OF THE TESTING RESULTS OF BACKFLOW PREVENTION DEVICES WHEREAS, the United City of Yorkville (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, pursuant to State statute the City has established an inspection, testing and maintenance program for backflow prevention devices; and, WHEREAS, the City desires to have as a part of that program notice of required testing and the filing of the testing reports with an authorized agent of the City; and, WHEREAS, City desires to establish a filing fee for the costs of that program for notice and filing of the testing results. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1: That Subsection 5 is hereby added to Section 7-5B-5E of the Yorkville City Code to read as follows: “5. The test results shall be filed electronically as designated by the City Administrator with the City or the City’s authorized reporting service provider in compliance with Section 7-5B-9G.” Section 2: That Subsection G. is hereby added to Section 7-5B-9 of the Yorkville City Code to read as follows: “G. The City Administrator shall have the authority to designate qualified personnel as the City’s authorized reporting service for the City to administer the program for the filing of test results. Copies of all test results shall be forwarded to the City Administrator or the City’s authorized reporting service, as determined by the City Administrator, at the time of each inspection. A filing fee of fourteen dollars and ninety- five cents ($14.95) per device shall be paid to the City or its authorized reporting service at the time the testing records are submitted for filing. All test records shall be retained by the City or its authorized reporting service for a period of five (5) years or in accordance with state law, whichever is greater. After May 1, 2018, the filing fee shall be calculated based on actual expenses to the City plus a fifteen percent (15%) administrative fee.” Section 3: This Ordinance shall be in full force and effect upon its passage, approval, and publication as provided by law. Ordinance No. 2016-___ Page 2 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ________ day of ____________________, 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 ____________________, 2016. ______________________________ MAYOR ARTICLE B. CROSS CONNECTION CONTROL 75B1: PURPOSE: The purpose of this article: A. To protect the public water supply system from contamination or pollution by isolating within the customer's water system contaminants or pollutants which could backflow through the service connection into the public water supply system. B. To promote the elimination or control of existing cross connections, actual or potential, between the public or consumer's potable water system and nonpotable water systems, plumbing fixtures and sources or systems containing substances of unknown or questionable safety. C. To provide for the maintenance of a continuing program of cross connection control which will prevent the contamination or pollution of the public and consumer's potable water systems. (Ord. 200899, 11102008) 75B2: DEFINITIONS: The following definitions shall apply to the terms as used in this article: AGENCY: Illinois environmental protection agency. APPROVED: Backflow prevention devices or methods approved by the Research Foundation for Cross Connection Control of the University of Southern California, Association of State Sanitary Engineers, American Water Works Association, American National Standards Institute or certified by the National Sanitation Foundation, or listed in the Illinois plumbing code, 77 Illinois administrative code 890. AUXILIARY WATER SYSTEM: Any water source or system on or available to the premises other than the public water supply system and includes the water supplied by the system. These auxiliary waters may include water from another purveyor's public water supply system; or water from a source such as wells, lakes, or streams, or process fluids; or used water. These waters may be polluted or contaminated or objectionable or constitute a water source or system over which the water purveyor does not have control. BACKFLOW: The flow of water or other liquids, mixtures, or substances into the distribution pipes of a potable water system from any source other than the intended source of the potable water supply. BACKFLOW PREVENTION DEVICE: Any device, method, or type of construction intended to prevent backflow into a potable water system. All devices used for backflow prevention in Illinois must meet the standards of the Illinois plumbing code and the Illinois environmental protection agency. CONSUMER OR CUSTOMER: The owner, official custodian or person in control of any premises supplied by or in any manner connected to a public water system. CONSUMER'S WATER SYSTEM: Any water system located on the customer's premises. A building plumbing system is considered to be a customer's water system. CONTAMINATION: An impairment of the quality of the water by entrance of any substance to a degree that could create a health hazard. CROSS CONNECTION: Any physical connection or arrangement between two (2) otherwise separate piping systems, one of which contains potable water and the other a substance of unknown or questionable safety or quality, whereby there may be a flow from one system into the other. Direct Cross Connection: A cross connection formed when a water system is physically joined to a source of unknown or unsafe substance. Indirect Cross Connection: A cross connection through which an unknown substance can be forced, drawn by vacuum or otherwise introduced into a safe potable water system. DOUBLE CHECK VALVE ASSEMBLY: An assembly composed of two (2) single, independently acting check valves approved under ASSE standard 1015. A double check valve assembly must include tight shutoff valves located at each end of the assembly and suitable connections for testing the watertightness of each check valve. FIXED PROPER AIR GAP: The unobstructed vertical distance through the free atmosphere between the water discharge point and the flood level rim of the receptacle. HEALTH HAZARD: Any condition, device or practice in a water system or its operation resulting from a real or potential danger to the health and well being of consumers. The word "severe" as used to qualify "health hazard" means a hazard to the health of the user that could be expected to result in death or significant reduction in the quality of life. INSPECTION: A plumbing inspection to examine carefully and critically all materials, fixtures, piping and appurtenances, appliances and installations of a plumbing system for compliance with requirements of the Illinois plumbing code, 77 Illinois administrative code 890. NONPOTABLE WATER: Water not safe for drinking, personal, or culinary use as determined by the requirements of 35 Illinois administrative code 601 et seq. PLUMBING: The actual installation, repair, maintenance, alteration or extension of a plumbing system by any person. Plumbing includes all piping, fixtures, appurtenances and appliances for a supply of water for all purposes, including, without limitation, lawn sprinkler systems, from the source of a private water supply on the premises or from the main in the street, alley or at the curb to, within and about any building or buildings where a person or persons live, work or assemble. Plumbing includes all piping, from discharge of pumping units to and including pressure tanks in water supply systems. Plumbing includes all piping, fixtures, appurtenances, and appliances for a building drain and a sanitary drainage and related ventilation system of any building or buildings where a person or persons live, work or assemble from the point of connection of such building drain to the building sewer or private sewage disposal system five feet (5') beyond the foundation walls. POLLUTION: The presence of any foreign substance (organic, inorganic, radiological, or biological) in water that tends to degrade its quality so as to constitute a hazard or impair the usefulness of the water. POTABLE WATER: Water which meets the requirements of 35 Illinois administrative code 601 et seq., for drinking, culinary, and domestic purposes. POTENTIAL CROSS CONNECTION: A fixture or appurtenance with threaded hose connection, tapered spout, or other connection which would facilitate extension of the water supply line beyond its legal termination point. PROCESS FLUID(S): Any fluid or solution which may be chemically, biologically or otherwise contaminated or polluted in a form or concentration such as would constitute a health, pollution, or system hazard if introduced into the public or a consumer's potable water system. This includes, but is not limited to: A. Polluted or contaminated waters; B. Process waters; C. Used waters originating from the public water supply system which may have deteriorated in sanitary quality; D. Cooling waters; E. Questionable or contaminated natural waters taken from wells, lakes, streams, or irrigation systems; F. Chemicals in solution or suspension; G. Oils, gases, acids, alkalis and other liquid and gaseous fluids used in industrial or other processes, or for firefighting purposes. PUBLIC WATER SUPPLY: All mains, pipes and structures through which water is obtained and distributed to the public, including wells and well structures, intakes and cribs, pumping stations, treatment plants, reservoirs, storage tanks and appurtenances, collectively or severally, actually used or intended for use for the purpose of furnishing water for drinking or general domestic use and which serve at least fifteen (15) service connections or which regularly serve at least twenty five (25) persons at least sixty (60) days per year. A public water supply is either a "community water supply" or a "noncommunity water supply". REDUCED PRESSURE PRINCIPLE BACKFLOW PREVENTION DEVICE: A device containing a minimum of two (2) independently acting check valves together with an automatically operated pressure differential relief valve located between the two (2) check valves and approved under ASSE standard 1013. During normal flow and at the cessation of normal flow, the pressure between these two (2) checks shall be less than the supply pressure. In case of leakage of either check valve, the differential relief valve, by discharging to the atmosphere, shall operate to maintain the pressure between the check valves at less than the supply pressure. The unit must include tightly closing shutoff valves located at each end of the device, and each device shall be fitted with properly located test cocks. SERVICE CONNECTION: The opening, including all fittings and appurtenances, at the water main through which water is supplied to the user. SURVEY: The collection of information pertaining to a customer's piping system regarding the location of all connections to the public water supply system and must include the location, type and most recent inspection and testing date of all cross connection control devices and methods located within that customer's piping system. The survey must be in written form, and should not be an actual plumbing inspection. SYSTEM HAZARD: A condition through which an aesthetically objectionable or degrading material not dangerous to health may enter the public water supply system or a consumer's potable water system. USED WATER: Any water supplied by a public water supply system to a consumer's water system after it has passed through the service connection and is no longer under the control of the water supply official custodian. WATER PURVEYOR: The owner or official custodian of a public water system. (Ord. 200899, 11102008) 75B3: WATER SYSTEM: A. The water system shall be considered as made up of two (2) parts: the public water supply system and the consumer's water system. B. The public water supply system shall consist of the source facilities and the distribution system, and shall include all those facilities of the potable water system under the control of the director of public works up to the point where the consumer's water system begins. C. The source shall include all components of the facilities utilized in the production, treatment, storage, and delivery of water to the public water supply distribution system. D. The public water supply distribution system shall include the network of conduits used to deliver water from the source to the consumer's water system. E. The consumer's water system shall include all parts of the facilities beyond the service connection used to convey water from the public water supply distribution system to points of use. (Ord. 200899, 11102008) 75B4: CROSS CONNECTION PROHIBITED: A. Connections between potable water systems and other systems or equipment containing water or other substances of unknown or questionable quality are prohibited except when and where approved cross connection control devices or methods are installed, tested and maintained to ensure proper operation on a continuing basis. B. 1. No physical connection shall be permitted between the potable portion of a supply and any other water supply not of equal or better bacteriological and chemical quality as determined by inspection and analysis by the agency. 2. There shall be no arrangement or connection by which an unsafe substance may enter a supply. (Ord. 200899, 11102008) 75B5: SURVEY AND INVESTIGATIONS: A. Inspection: The consumer's premises shall be open at all reasonable times to the approved cross connection control device inspector for the inspection of the presence or absence of cross connections within the consumer's premises, and testing, repair and maintenance of cross connection control devices and assemblies within the consumer's premises. B. Verification Of Information: On request by the director of public works, or his authorized representative, the consumer shall furnish information regarding the piping system or systems or water use within the customer's premises. The consumer's premises shall be open at all reasonable times to the director of public works for the verification of information submitted by the consumer to the public water supply custodian regarding cross connection survey or inspection results. C. Periodic Surveys: It shall be the responsibility of the water consumer to arrange periodic surveys of water use practices on his premises to determine whether there are actual or potential cross connections to his water system through which contaminants or pollutants could backflow into his or the public potable water system. All cross connection control or other plumbing inspections must be conducted in accordance with the Illinois plumbing license law, 225 Illinois Compiled Statutes 320/3(1). D. Backflow Prevention: It is the responsibility of the water consumer to prevent backflow into the public water system by ensuring that: 1. All cross connections are removed; or approved cross connection control devices are installed for control of backflow and back siphonage. 2. Cross connection control devices shall be installed in accordance with the manufacturer's instructions. 3. Cross connection control devices shall be inspected at the time of installation and at least annually by a person approved by the agency as a cross connection control device inspector (CCCDI). The inspection of mechanical devices shall include physical testing in accordance with the manufacturer's instructions. E. Testing And Records: 1. Each device shall be tested at the time of installation and at least annually or more frequently if recommended by the manufacturer. 2. Records submitted to the community public water supply shall be available for inspection by agency personnel in accordance with 415 Illinois Compiled Statutes 5/19. 3. Each device shall have a tag attached listing the date of most recent test, name of CCCDI, and type and date of repairs. 4. A maintenance log shall be maintained and include: a. Date of each test; b. Name and approval number of person performing the test; c. Test results; d. Repairs or servicing required; e. Repairs and date completed; and f. Service performed and date completed. (Ord. 200899, 11102008) 75B6: WHERE PROTECTION IS REQUIRED: A. An approved backflow device shall be installed on all connections to the public water supply as described in the plumbing code, 77 Illinois administrative code 890 and the agency's regulations, 35 Illinois administrative code 653. In addition, an approved backflow prevention assembly shall be installed on each service line to a consumer's water system serving premises, where, in the judgment of the director of public works, actual or potential hazards to the public water supply system exist. B. An approved backflow prevention device shall be installed on each service line to a consumer's water system serving premises where the following conditions exist: 1. Premises having an auxiliary water supply, unless such auxiliary supply is accepted as an additional source by the director of public works and the source is approved by the Illinois environmental protection agency. 2. Premises on which any substance is handled which can create an actual or potential hazard to the public water supply system. This shall include premises having sources or systems containing process fluids or waters originating from the public water supply system, which are no longer under the sanitary control of the director of public works. 3. Premises having internal cross connections that, in the judgment of the director of public works and the cross connection control device inspector, are not correctable or intricate plumbing arrangements which make it impractical to determine whether or not cross connections exist. 4. Premises where, because of security requirements or other prohibitions or restrictions, it is impossible or impractical to make a complete cross connection survey. 5. Premises having a repeated history of cross connections being established or reestablished. C. An approved backflow device shall be installed on all connections to the public water supply as described in the plumbing code, 77 Illinois administrative code 890 and the agency's regulations, 35 Illinois administrative code 653. In addition, an approved backflow prevention device shall be installed on each service line to a consumer's water system serving, but not necessarily limited to, the following types of facilities unless the director of public works determines that no actual or potential hazards to the public water supply system exist: 1. Hospitals, mortuaries, clinics, nursing homes. 2. Laboratories. 3. Piers, docks, waterfront facilities. 4. Sewage treatment plants, sewage pumping stations or stormwater pumping stations. 5. Food or beverage processing plants. 6. Chemical plants. 7. Metal plating industries. 8. Petroleum processing or storage plants. 9. Radioactive material processing plants or nuclear reactors. 10. Car washes. 11. Pesticide, or herbicide or extermination plants and trucks. 12. Farm service and fertilizer plants and trucks. (Ord. 200899, 11102008) 75B7: TYPE OF PROTECTION REQUIRED: A. The type of protection required under section 75B6 of this article shall depend on the degree of hazard, which exists as follows: 1. An approved fixed proper air gap separation shall be installed where the public water supply system may be contaminated with substances that could cause a severe (high) health hazard. 2. An approved fixed proper air gap separation or an approved reduced pressure principle backflow prevention device shall be installed where the public water supply system may be contaminated with a substance that could cause a system or (high) health hazard. 3. An approved fixed proper air gap separation or an approved reduced pressure principle backflow prevention assembly, or a double check valve assembly, shall be installed where the public water supply system may be polluted with substances that could cause a pollution hazard not dangerous to health (low health hazard). B. Where a public water supply or an auxiliary water supply is used for a fire protection system, reduced pressure principle backflow preventers shall be installed on fire safety systems connected to the public water supply when: 1. The fire safety system contains antifreeze, fire retardant or other chemicals; 2. Water is pumped into the system from another source; 3. Water flows by gravity from a nonpotable source, or water can be pumped into the fire safety system from any other source; or 4. There is a connection whereby another source can be connected to the sprinkler system. C. All other fire safety systems connected to the potable water supply shall be protected by a double check valve assembly on metered service lines and a double detector check valve assembly on unmetered service. (Ord. 200899, 11102008) 75B8: BACKFLOW PREVENTION DEVICES: A. All backflow prevention devices or methods required by these rules and regulations shall be approved by the Research Foundation for Cross Connection Control of the University of Southern California, American Water Works Association, American Society of Sanitary Engineering, or American National Standards Institute or certified by the National Sanitation Foundation to be in compliance with applicable industry specification, and listed in the Illinois plumbing code, 77 Illinois administrative code 890. B. Installation of approved devices shall be made in accordance with the manufacturer's instructions and 35 Illinois administrative code 653.802, and only as specified by the Research Foundation for Cross Connection Control of the University of Southern California or applicable industry specifications. Maintenance as recommended by the manufacturer of the device shall be performed. Manufacturer's maintenance manual shall be available on site. (Ord. 200899, 11102008) 75B9: INSPECTION AND MAINTENANCE: A. It shall be the duty of the consumer at any premises on which backflow prevention devices required by these regulations are installed to have inspection, tests, maintenance and repair made in accordance with the following schedule or more often where inspections indicate a need or are specified in manufacturer's instructions: 1. Fixed proper air gap separations shall be inspected to document that a proper vertical distance is maintained between the discharge point of the service line and the flood level rim of the receptacle at the time of installation and at least annually thereafter. Corrections to improper or bypassed air gaps shall be made within twenty four (24) hours. 2. Double check valve assemblies shall be inspected and tested at time of installation and at least annually thereafter, and required service performed within fifteen (15) days. 3. Reduced pressure principle backflow prevention devices shall be tested at the time of installation and at least annually or more frequently if recommended by the manufacturer, and required service performed within five (5) days. B. Testing shall be performed by a person who has been approved by the agency as competent to service the device. Proof of approval shall be in writing. C. Each device shall have a tag attached listing the date of most recent test or visual inspection, name of tester, and type and date of repairs. D. A maintenance log shall be maintained and include: 1. Date of each test or visual inspection; 2. Name and approval number of person performing the test or visual inspection; 3. Test results; 4. Repairs or servicing required; 5. Repairs and date completed; and 6. Servicing performed and date completed. E. Whenever backflow prevention devices required by these regulations are found to be defective, they shall be repaired or replaced at the expense of the consumer without delay as required by subsection A of this section. F. Backflow prevention devices shall not be bypassed, made inoperative, removed or otherwise made ineffective without specific authorization by the director of public works. (Ord. 200899, 11102008) 75B10: BOOSTER PUMPS: A. Where a booster pump has been installed on the service line to or within any premises, such pump shall be equipped with a low pressure cutoff device designed to shutoff the booster pump when the pressure in the service line on the suction side of the pump drops to twenty (20) psi or less. B. It shall be the duty of the water consumer to maintain the low pressure cutoff device in proper working order and to certify to the director of public works, at least once a year, that the device is operable. (Ord. 200899, 11102008) 75B11: VIOLATIONS: A. The director of public works shall deny or discontinue, after reasonable notice to the occupants thereof, the water service to any premises wherein any backflow prevention device required by these regulations is not installed, tested, maintained and repaired in a manner acceptable to the director of public works, or if it is found that the backflow prevention device has been removed or bypassed, or if an unprotected cross connection exists on the premises, or if a low pressure cutoff required by these regulations is not installed and maintained in working order. B. Water service to such premises shall not be restored until the consumer has corrected or eliminated such conditions or defects in conformance with these regulations and to the satisfaction of the director of public works, and the required reconnection fee is paid. C. Water service to such premises shall not be restored until the consumer has corrected or eliminated such conditions or defects in conformance with these regulations to the satisfaction of the superintendent of utilities/operations. D. Neither the director of public works, or its agents or assigns shall be liable to any customers of the united city of Yorkville for any injury, damages, or lost revenues which may result from termination of said customer's water supply in accordance with the terms of this article, whether or not said termination of the water supply was with or without notice. E. The consumer responsible for back siphoned material or contamination through backflow, if contamination of the potable water supply system occurs through an illegal cross connection or an improperly installed, maintained or repaired device, or a device which has been bypassed, must bear the cost of cleanup of the potable water supply system. F. Any person found to be violating any provision of these rules and regulations shall be served with written notice stating the nature of the violation and providing a reasonable time limit for the satisfactory correction thereof. The offender shall, within the period of time stated in such notice, permanently cease all violation. G. Any person who has knowledge of a backflow into any potable water system or the public water system must report that backflow to the water department immediately upon becoming aware of the backflow. Any person violating any of the provisions of these rules and regulations in addition to the fine provided, shall become liable to the united city of Yorkville for any expense, loss or damage occasioned by reason of such violations, whether the same was caused before or after notice. (Ord. 200899, 11102008) Backflow Solutions Inc. | 800-414-4990 | www.bsiprograms.com For over 15 years, BSI has been the country’s leader in backflow management. To better assist municipalities, BSI has developed a revolutionary way to administer the mandated backflow tracking portions of a cross-connection control program. This program, called BSI Online, is a completely tester driven and environmentally friendly system. Better yet, BSI Online is NOT software that municipal staff must constantly update and maintain - i.e. NO time consuming data entry and NO expensive start up and support fees. BSI Online eliminates the time needed to administer a tracking program, while allowing you to maintain complete control of your backflow program. continued on next page All existing backflow assemblies within your municipality will be added to the BSI Online database by BSI staff. This information is garnered from your existing database and past test reports, as well as any additional backflow data discovered during inspections and surveys. BSI will perform in initial tester meeting with all companies doing backflow testing in your community. This meeting is designed to train the tester as to how to submit test reports via the BSI Online system, answer any questions they may have and also to serve as a way to get to know all the local testing companies. BSI will send written notifications via U.S. Mail (postage paid, letters sent with your municipal logo) to water customers informing them of their backflow testing requirements. BSI Online sends multiple notices, which are all 100% customizable. To assist your water customers and increase compliance, BSI Online also includes the company name and contact information for the last tester of record on each notification. BSI will handle all returned mail, ensuring that each customer is properly notified. Lastly, we keep a detailed log of all notices sent, should the municipality ever need copies. All test reports for existing or replacement backflow assemblies are entered by the backflow tester via the BSI Online program. BSI Online requires all information to be filled in, eliminating incomplete test reports and automatically verifies whether the test is passing or failing per State standards. The system is easy to use and provides many benefits to the testing companies as well, such as email reminders and past history reports for their company. The tester will pay a $12.95 filing fee when submitting each backflow test report. As each report is successfully submitted, PDF copies of the report are automatically sent via email to both the municipality and the tester. The tester also receives a receipt via email detailing all test reports submitted. continued from page 1 Backflow Solutions Inc. | 800-414-4990 | www.bsiprograms.com BSI Online takes the security of your system very seriously. All customers are protected by an individual confirmation number that keeps their information private. Your data is backed up multiple times a day on separate, off site servers (which utilize the most up to date firewalls and system protections). The municipality will have complete access into the system. Your data will always be accessible to you, and you will be able to view the backflow information for your customers, as well as track the companies working in your town. We have developed a comprehensive dashboard which will immediately allow you to view non-compliant customers, as well as a customizable reporting system which is constructed to fit your specific needs. BSI will provide consulting services to the municipality on all backflow related issues for the duration of the agreement. BSI will also provide representation/consulting during any inspections or inquiries from your local governing agency. BSI is comprised of industry experts willing to assist you in any way possible. BSI will handle all customer service issues and questions from water customers and testers via our 24 hour, 800 customer service number. This includes assistance with BSI Online, statutory and code questions, technical plumbing and fire protection questions, as well as general customer inquiries. Your customers will speak to a live, human being who can answer their questions, and will never be directed to automated menus. The goal of BSI Online is to provide you with a comprehensive and budget friendly way to administer your backflow program. BSI Online provides extensive reporting features, GIS integration and allows you to maintain complete control of your program while taking advantage of BSI Online’s capabilities and expertise. Please contact us with any questions. We thank you for considering us and look forward to becoming a member of your community.Sincerely, Brad StancampianoExecutive Vice PresidentBackflow Solutions Inc. BSI Onlinewww.bsiprograms.com800.414.4990 (includes both non-residential and residential connections, no limit as to the number of connections or back�low assemblies) BSI ONLINE SUBSCRIPTION AGREEMENT Effective this 1st day of October, 2016, Backflow Solutions, Inc., an Illinois corporation (“BSI”) and the City of Yorkville, Illinois hereby enter into an online subscription agreement whereby BSI will perform certain notification and data management functions on behalf of The City of Yorkville. The City will provide BSI with the information described hereafter, and require that all companies that perform mandated backflow assemblies tests within The City of Yorkville be directed to the BSI website to enter the result of each Backflow Test performed within The City of Yorkville Jurisdiction. 1. BSI Responsibilities. In addition to any other responsibilities set forth elsewhere in this agreement, BSI shall, through the use of its proprietary software, BSI Online. a. Maintain the secure Online Database to insure a functional backflow assembly tracking system that is easy to understand and use by licensed testers. BSI shall also maintain an internet website where testers shall input all data related to Backflow Tests they conduct within the water authorities’ jurisdiction. b. Send up to two (2) notices to water customers that have Assemblies, advising them that their Assembly is due for testing. The “Test Due Notice” shall be mailed approximately 30 days prior to the scheduled test date. The second notice (the “Overdue Notice”) shall be sent after the Test Date has passed if Backflow Test results have not been entered to the Online Data Base. The Overdue Notice will advise the water customer of its delinquent test status. BSI shall immediately transmit an electronic copy of each Test Report to the Municipality. To facilitate the testing procedure, the Test Due Notice will include the identity of the water customer’s last Tester of record, together with all relevant contact information, provided that information is available to BSI. At the time the Test Due Notice is mailed to the water customer, BSI will also transmit a notice to the last Tester of record advising that Tester that the water customer’s assembly is due to be tested. The Tester Notification is designed to increase test compliance, thereby reducing enforcement costs incurred by The City of Yorkville. 2. Inducement. The City of Yorkville acknowledges and agrees that in order to induce BSI to provide the service contemplated by this Agreement, for each Test Report submitted to the Online Data Base the Data Entry Charge ($12.95 per report) shall be paid (by the “tester”) prior to uploading the test data to the Online Data Base. Additional cost added to the $12.95 will be rebated back to the municipality less credit card processing fee on a monthly basis. 3. Cost. Municipality shall pay BSI the sum of $495.00 per calendar year as the annual “Subscription Fee”. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first set forth above. BACKFLOW SOLUTIONS, INC., An Illinois corporation a body politic and corporate By: By: Name: Michelle Bever Name: Title: Marketing Manager Title: Address: Address: 12609 South Laramie Ave. Alsip, Illinois 60803 United City of Yorkville Cross-Connection Control Program PO Box 246 Worth, IL 60482 Jewel-Osco 123 Main St Attn: John Smith Yorkville, IL 12345 Your Customer Confirmation Number: 0A00-A0AA September 21, 2016 Use this # to see when your reports have been submitted at www.bsionlinetracking.com RE: Backflow Assembly Test Due at 123 Main, Yorkville, IL 12345 Dear Water Customer, The State of Illinois requires that backflow prevention assemblies be installed on all hazardous cross- connections in an effort to keep our water supply safe. These assemblies must be tested and certified every year to ensure that they are working properly. The United City of Yorkville has partnered with BSI Online to assist in administering the backflow program in your community. Our records show the following backflow assembly(s) at your property, which are due to be tested by October 21, 2016. Size Manufacturer Model Serial Number Hazard Location 1” Febco 860 H07692 Irrigation NE corner You are responsible for hiring a licensed backflow tester to perform the annual test and certification of the backflow assembly(s) listed above (BSI does not test backflow assemblies). Please provide the CCN listed in the top right corner of this letter to your backflow tester, as they will need this number to properly file your backflow test reports via BSI Online. You may also use this CCN at www.bsionlinetracking.com to verify when your backflow test has been filed, locate a list of testers in your area, or to simply learn more about backflow. Please contact BSI via e-mail (bsionline@backflow.com) or phone (800-414-4990) if you have any questions. Thank you for your cooperation and for helping to protect our water resources. Sincerely, Christine Walsh, Vice President Agent for the United City of Yorkville For your convenience, your last testing company of record (if available) is listed below: John’s Plumbing (630) 555-4568 United City of Yorkville Cross-Connection Control Program PO Box 246 Worth, IL 60482 Jewel-Osco 123 Main St Attn: John Smith Yorkville, IL 12345 Your Customer Confirmation Number: 0A00-A0AA October 22, 2016 Use this # to see when your reports have been submitted at www.bsionlinetracking.com RE: Backflow Assembly Test Due at 123 Main St, Yorkville, IL 12345 Dear Water Customer, Several weeks ago, you were notified that the backflow assembly(s) at the property listed above was due to be tested per State of Illinois regulations by October 21, 2016. Annual backflow testing is vital in ensuring the safety of our water resources. As of today, we have not received the required certification, which means you are now OVERDUE. Size Manufacturer Model Serial Number Hazard Location 1” Febco 860 H07692 Irrigation NE corner You are responsible for hiring a licensed backflow tester to perform the annual test and certification of the backflow assembly(s) listed above (BSI does not test backflow assemblies). The results from your backflow test must be submitted by your testing company within 15 DAYS from the date of this letter. Please provide the CCN listed in the top right corner of this letter to your backflow tester, as they will need this number to properly file your backflow test reports via BSI Online. Please visit www.bsionlinetracking.com and use the CCN listed above to check on your test report status or to find a list of local backflow testers. Please contact BSI via e-mail (bsionline@backflow.com) or phone (800-414-4990) if you have any questions. Thank you for your cooperation and for helping to protect our water resources. Sincerely, Christine Walsh, Vice President Agent for the United City of Yorkville For your convenience, your last testing company of record (if available) is listed below: John’s Plumbing (630) 555-4568 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 2016-69 Wrigley EDP Project – Change Order No. 1 Public Works Committee – October 18, 2016 Consideration of Approval Consideration of Approval 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 by 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 Geneva Construction Co. entered into an agreement for a contract value of $400,504.10 for the above referenced project. The awarded value was well below the project construction budget of $586,438.00, therefore the City requested that combination lighting be added to the project. Combination lighting exists at the majority of the other signalized intersections in the City as is recommended for safety considerations. IDOT has approved this change. Questions Presented: Should the City approve Change Order No. 1 which would increase the contract amount by $21,387.50? Discussion: Change Order No. 1 includes additions/deductions to the contract quantities to reflect the addition of the combination lighting quantities as well as plan updates based on IDOT review (see attached for detail). We are recommending approval of the Change Order. Action Required: Consideration of approval from the City Council for Change Order No. 1. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: September 30, 2016 Subject: Wrigley EDP Project–Change Order No. 1 Date: Request No.Final Contractor: Address: I recommend that thisbe made the above contract. The estimated quantities are shown below and the contractor agrees to furnish the materials and do the work at the unit prices. Total Changes: -$ 79,147.00$ 100,534.50$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 32,868.00$ 1.00 FAC T4 CAB SPLEACH -$ 6,490.00$ -$ -$ -$ 6,490.00 A 14,680.00$ RE-OPTIMIZE SIG SYS 1EACH 1.0032,868.00 A -$ -$ -$ -$ -$ -$ 1,803.00$ 1.001,803.00 MOD EX CONTREACHA EACH 110.002.85 AELCBL C SERV 6 2C -$ -$ -$ FOOT 4.00665.00 ALUM SV HOR MT 250WEACH 11,560.00$ 30,946.00$ 5,415.00$ 13,950.00$ 14,012.00$ 313.50$ 10,425.00$ STL COMB MAA&P 60EACH 1.0013,950.00 ASTL COMB MAA&P 56 1.0014,680.00 ASTL COMB MAA&P 64EACH EACH 1.0014,012.00 A 1.0010,425.00 ASTL COMB MAA&P 50 -$ 1.0011,560.00 D 2,898.00$ 2,660.00$ 3.15 AEC C XLP USE 3-1C 10EACH -$ 30.0014.50 A435.00$ 1.0030,946.00 D-$ UNDGRND CONDUIT, PVC,2" FOOT 920.00 Item Description Unit 1 United City of Yorkville GENEVA CONSTRUCTION Road District or Municipality: 1.0011,444.00 D-$ 1.0011,082.00 D 8,700.00$ 11,082.00$ 11,444.00$ Total Deduction 1.008,700.00 DEACH-$ QuantityUnit Price Addition(A) or Deduction(D)Total Addition Section No. -$ 14-00046-00-TL Request for Approval of Change in Plans 9/21/2016County:Kendall S MAA & P 56EACH S MAA & P 60EACH S MAA & P 64EACH FAC T4 CAB SPLEACH RE-OPTIMIZE SIG SYS 1EACH1.005,415.00 D (addition, extension, deduction)(to, from) S MAA & P 50 P.O. Box 998 Aurora, IL 60507 additionto -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Printed 9/27/20161 of 2 BLR 13210 (Rev. 11/07/13) Amount of Original Contract: Amount of Previous Change Orders: Amount of adjusted/final contract: Total net to date which is % of the contract price. State fully the nature and reason for the change: When the net increase or decrease in the cost of the contract is $10,000.00 or more, or the time of completion is increased or decreased by 30 days or more, one of the following statements must be checked: XThe undersigned has determined that the change is germane to the original contract as signed. The undersigned has determined that this change is in the best interest of the Local Agency and is authorized by law. Prepared by: Submitted/Approved Approved Note: Make out separate form for change in length quantities. Give net quantities Submit 6 Originals If plans are required attached 3 sets. Date For County and Road District Projects Date County Engineer/Superintendent of Highways Date Date David Schultz, P.E. Project Manager Title of Preparer Mayor, United City of Yorkville Title of Municipal Officer Regional Engineer Highway Commissioner For Municipal Projects Municipal Officer Request for combination lighting per the United City of Yorkville (addition, deduction) The undersigned has determined that the circumstances which necessitate this change were not reasonably foreseeable at the time the contract was signed. 21,387.50$ 5.34 Total Net Change:21,387.50$ 421,891.60$ -$ 400,504.10$ addition Printed 9/27/20162 of 2 BLR 13210 (Rev. 11/07/13) *DATE 9/20/2016 * * * PROPOSAL UNIT DESCRIPTION UNIT PRICE TOTAL 920 SF EC C XLP USE 3-1C 10 $3.15 $2,898.00 4 EACH LUM SV HOR MT 250W $665.00 $2,660.00 110 FOOT ELCBL C SERV 6 2C $2.85 $313.50 1 EACH FAC T4 CAB SPL $32,868.00 $32,868.00 1 LS RE-OPTIMIZE SIG SYS 1 $6,490.00 $6,490.00 TOTAL $45,229.50 The above proposal is accepted: Name, Title,Date Page 1 of 2 NOTES: If accepted, this work will not be scheduled for construction until one signed copy of the proposal has been received at our office. GENEVA CONSTRUCTION COMPANY INDIAN TRAIL and Route 25 * P.O. Box 998 - AURORA, ILLINOIS 60507 Phone: (630) 892-4357 - Fax: (630) 892-7738 RT 47 AND WRIGLEY INTERSECTION IMPROVEMENTS YORKVILLE We propose to furnish the following described construction, including all labor, materials and equipment according to standard construction practices. made a part of this proposal. * This proposal is made in DUPLICATE and will constitute a binding agreement providing it is accepted within 60 days from date hereof. * This proposal is subject to the terms, specifications and conditions of sale printed on the second page of this proposal hereof, which are TERMS: Final settlement will be based upon actual units of work completed at the bid price per unit. Cass W. Price, Vice President GENEVA CONSTRUCTION COMPANY HR GREEN DAVID SCHULTZ * For information regarding scheduling of construction, please contact our Paving Department at (630) 892-4357. GENEVA CONSTRUCTION COMPANY INDIAN TRAIL and Route 25 * P.O. Box 998 - AURORA, ILLINOIS 60507 Phone: (630) 892-4357 - Fax: (630) 892-7738 2. Wherever alterations or the intent of the plans and specifications of this project vary from this proposal or original plans and specifications the Buyer agrees to fully reimburse the GENEVA CONSTRUCTION COMPANY for the cost incurred in connection the GENEVA CONSTRUCTION COMPANY. 4. This quotation is subject to correction of clerical errors. with such changes including punitive costs or damages incurred as the result thereof. 6. The Purchaser agrees to make payment to the GENEVA CONSTRUCTION COMPANY in accordance with the terms specified herein. If any delinquent sums are to be collected by suit or demand of an attorney or collection agency or other, then the 5. If the Purchaser's form of purchase order accompanies this contract, all terms or conditions of such purchase order inconsistent acts of GOD, warfare, vandalism, government laws and regulations, availability of materials and conditions beyond the control of 3. The deliverance and ability of the GENEVA CONSTRUCTION COMPANY to perform the intent of this proposal is subject to strikes, 1. Wherever, under this contract, construction by this contractor is required to be placed over or effected by work performed by others, the GENEVA CONSTRUCTION COMPANY assumes no responsibility for the adequacy or dependability of this work. with this proposal are null and void unless specifically waived in writing by the GENEVA CONSTRUCTION COMPANY. Purchaser agrees to pay all costs incurred by the GENEVA CONSTRUCTION COMPANY as a result thereof. restoration, traffic control, remobilization, binder repair, winter protection, permits, bonds, and fees. writing. 7. Interest to accrue on unpaid balance at the rate of 1 1/2% per month after 30 days from the date of invoice, unless agreed to in 8. Unless specifically noted, all prices exclude all excavation within 0.1' of proposed subgrade, layout, testing, backfill, landscape CONDITIONS OF SALE Page 2 of 2 Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #3 Tracking Number PW 2016-70 Disposal and Purchase of Vehicles Public Works Committee – October 18, 2016 Positive Approval Asking permission to sell trucks and purchase new trucks Eric Dhuse Public Works Name Department Summary The PW department would like to dispose vehicles due to replacement or that are no longer in running condition that we would like to rotate out of the fleet. The PW department would like to purchase two (2) 1-ton dump trucks and one (1) Ford F150 pick up truck that are currently budgeted in the water fund and the PW capital fund. I would like to outfit the small dump trucks with v-box salt spreaders to assist in the snow removal process. Background The following vehicles would be disposed of due to replacement or rotation out of the fleet. 1. 2002 Ford F350 4x4 utility truck. Vin # 1FDWF37S92ED27323, current mileage of 61,431. Mileage is low due to the fact that the truck was not usable for quite some time and the bed is rotting out of the utility body. We currently can’t use any of the lower compartments of the box and there is a plywood floor where there once was metal. This truck is the oldest in the fleet and needs to be replaced. Estimated Value of $2000 2. 2003 Ford F350 4x4 utility truck. Vin # 1FDWF37S83ED42302, current mileage of 108,028. Water department utility truck, high mileage, high maintenance costs, needs to be replaced. Estimated Value of $2000 3. 2004 Ford F150 4x2 pick up truck. Vin # 2FTRF17W63CA55586 mileage is in excess of 100,000. Currently out of service and not safe to drive. Not worth spending any money to try and repair. Estimated value of $500 4. 2004 Ford F150 4x2 pickup truck. Vin # 2FTRF17WX4CA17005, mileage is currently 108,567. High mileage truck that is no longer cost effective to repair. Estimated value of $500 Recommendation I would recommend that we accept sealed bids for these four (4) vehicles at the same time the police department is accepting sealed bids for their five (5) police vehicles. This way we split the cost of the postings and try creating more interest by having 9 different vehicles to choose from. In addition, it is my recommendation to purchase the following trucks from the winning state purchase vendors and equipment that matches our current fleet. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, Administrator Date: October 3, 2016 Subject: Disposal and purchase of vehicles and equipment Truck 1 & 2 (In stock in white available immediately) 2016 Ford F350 4x4 cab and chassis (spec sheet attached) $28,689.00 Henderson Stainless Steel 9’ dump body (spec sheet attached) $12,160.00 Boss 8’- 6” snow plow $5,363.00 Henderson V-box salt spreader (spec sheet attached) $5,557.00 Price per truck $51,769.00 Total Cost for 2 trucks $103,538.00 Truck 3 Ford F150 4x2 pickup truck (spec sheet attached) $23,881.00 The current budget is $108,000 for all three (3) trucks and the total expense is proposed to be $127,419.00 for a difference of $19,419.00. Part of the difference would be made up from the sale of our trucks which would be approximately $5000, which leaves a shortfall of $14,419.00. Of that amount, $11,114.00 is for the v-box spreaders which would need to be found out of the general fund since the sole use is for the street department. The remaining $3305.00 should come out of the water fund for the overage on the F150. If we can find the additional funds that are needed for the spreaders, it would greatly help the efficiency of the snow removal operations this year and for years to come. We could also remove the stainless steel body and replace it with a standard mild steel dump body, but I do not recommend that. Our current dump bodies are mild steel and we have had to have one of them sandblasted and powder coated because it was rusting to a point where there were holes in the body that needed to be patched. Stainless steel bodies will not rust and will add significantly to the resale value when the city decides to rotate these trucks out of the fleet. We also specified a stainless steel spreader for the exact same reasons as listed for the dump body. I feel that the extra cost up front will be made up in the end with higher resale value and more reliability over the life of the truck and spreader. I would ask that this be placed on the October 18, 2016 public works committee for discussion. If you have any questions or need further information, please let me know. 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 #4 Tracking Number PW 2016-71 Capital Improvement Projects Update Public Works Committee – October 18, 2016 None Status Update Brad Sanderson Engineering Name Department The purpose of this memo is to update the Public Works Committee as to the status of the several projects. A brief summary on the status of the projects is provided below: Construction Projects Countryside Street and Water main Improvements  Construction initiated in April. It is currently planned that the water main and at least the binder course will be installed this year. To date, approximately 75% of the water main has been installed. The final lift is planned for early 2017. Rt 47 Street Lighting – ITEP  Street light wire installation should take approximately two weeks, followed by the installation of the poles. The contractor has 35 working days to complete the project. Wrigley EDP  Work is scheduled to begin any day with installation of the signal bases and wiring. The milling and resurfacing of Rt 47 will occur this month. Final installation of the signal poles will not be completed for an estimated 12-16 weeks due to the long lead times of these items. Blackberry Woods - Completion of Improvements  Work is substantially complete. The major remaining work item is the powering of the street lights that were installed. We are waiting on Comed at this point. Stagecoach Crossing - Completion of Improvements  The contactor began work the week of September 26th. The completion date for the work is October 30th. 2016 RTBR  Work is substantially complete. Mill Street LAFO  Work is substantially complete. Church Street Water Main Improvements  Work is substantially complete. 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: October 6, 2016 Subject: Capital Improvement Projects Update 2016 Sanitary Sewer Lining  Work is substantially complete. Grande Reserve – Park A  Work is substantially complete. Sunflower/Greenbrier Pond Naturalization  The new plantings have been installed. We are in the second year of a three-year maintenance contract with Encap. Planning/Design Projects Kennedy Shared Use Path – ITEP  The plans have been approved by IDOT. Land acquisition is complete. The final item that is necessary before we can let the project is the ICC approval (railroad crossing). The City Attorney is working on scheduling a hearing with the ICC. We are targeting a January 2017 letting, pending final approval. Rt 71 Water main and Sanitary Sewer Relocation  Final plans and special provisions have been submitted to IDOT. Center Parkway and Countryside Parkway LAFO  Final design has been initiated. We are tentatively targeting a March 2017 letting. 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 2016-72 Bond/LOC Reduction Summary – 9/30/16 Public Works Committee – October 18, 2016 Informational Informational Brad Sanderson Engineering Name Department Please see the attached reduction summary through September 30, 2016. 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: October 6, 2016 Subject: 2016 Bond/LOC Reduction Summary –To Date 30-Sep-16 2016 Bond and Letter of Credit Reduction Report Date Development/Project Engineer Concurrence City Administrator Concurrence Mayor Concurrence Reduction Final Release Reduction Value Remaining Balance 2/2/2016 Ashley Point X X X $371,150.30 $178,770.50 6/22/2016 Stagecoach Crossing - Erosion Control X X X $26,039.10 $0.00 6/22/2016 Stagecoach Crossing X X X $128,573.88 $65,000.00 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 2016-73 2016 Sanitary Sewer Lining Program Public Works Committee – October 18, 2016 Consideration of Approval Consideration of Change Order No. 2 Brad Sanderson Engineering Name Department The purpose of this memo is to present Change Order No. 2 for the above referenced project. A Change Order, as defined by 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 Visu-Sewer of Illinois, LLC entered into an agreement for a contract value of $180,914.90 for the above referenced project. The total value of the contract was previously reduced to $143,476.30 via Change Order No. 1. The intent of this project was to rehabilitate various sewers using cured-in-place liners. Questions Presented: Should the City approve Change Order No. 2 which would increase the contract amount by $757.45? Discussion: Changes are per as-built quantities measured in the field. Please see the attached summary spreadsheet. We are recommending approval of the change order. Action Required: Consideration of approval of Change Order No. 2 in the amount of $757.45. 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: October 11,2016 Subject: 2016 Sanitary Sewer Lining CHANGE ORDER Order No. 2 Date: October 12, 2016 Agreement Date: May 6, 2016 NAME OF PROJECT: 2016 Sanitary Sewer Lining OWNER: United City of Yorkville CONTRACTOR: Visu-Sewer of Illinois, LLC The following changes are hereby made to the CONTRACT DOCUMENTS: 1) See Attached Change of CONTRACT PRICE: Original CONTRACT PRICE: $180,914.90 Current CONTRACT PRICE adjusted by previous CHANGE ORDER(S): $ 143,476.30 The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 757.45 The new CONTRACT PRICE including this CHANGE ORDER will be: $ 144,233.75 Change to CONTRACT TIME: The CONTRACT TIME will be (increased) (decreased) by 0 calendar days. The date for completion of all work will be November 30, 2016 Justification 1-8) Changes per as-built quantities measured in the field. Approvals Required Requested by: Visu-Sewer of Illinois, LLC Recommended by: Engineering Enterprises, Inc. Accepted by: United City of Yorkville CHANGE ORDER NO. 2 2016 SANITARY SEWER LINING UNITED CITY OF YORKVILLE QUANTITY COST QUANTITY COST 1 FOOT 524 27.80$ -$ 23 639.40$ 2 FOOT 2388 29.60$ -$ 140 4,144.00$ 3 FOOT 262 35.75$ 461 16,480.75$ -$ 4 FOOT 573 36.30$ -$ 319 11,579.70$ 5 FOOT 549 47.10$ 38 1,789.80$ -$ 6 EACH 25 50.00$ -$ 11 550.00$ 7 FOOT 150 3.00$ -$ 150 450.00$ 8 EACH 10 50.00$ -$ 3 150.00$ $18,270.55 ($17,513.10) 180,914.90$ 143,476.30$ $757.45 144,233.75$ ITEM NO.UNIT CONTRACT QUANTITY UNIT PRICE ADDITIONS DEDUCTIONSITEMS CURED-IN-PLACE PIPE LINING, 8" CURED-IN-PLACE PIPE LINING, 6" CURED-IN-PLACE PIPE LINING, 10" CURED-IN-PLACE PIPE LINING, 12" CURED-IN-PLACE PIPE LINING, 15" REMOVE PROTRUDING TAP HEAVY ROOT CLEANING CURRENT CONTRACT PRICE ADJUSTED BY PREVIOUS CHANGE ORDERS: AMOUNT OF CURRENT CHANGE ORDER: NEW CONTRACT PRICE: GROUT JOINTS TOTAL ADDITIONS = TOTAL DEDUCTIONS = ORIGINAL CONTRACT PRICE: