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Public Works Packet 2003 08-25-03
United City of Yorkville °mcsiD County Seat of Kendall County EST. 1836 800 Game Farm Road i Cl) Yorkville, Illinois 60560 1lEl r Q Phone:630-553-4350 c �Z Fax:630-553-7575 e •‘" PUBLIC WORKS COMMITTEE MEETING AGENDA Monday, August 25, 2003 7:00 PM City Hall Conference Room REVISED: 8/22/03 Approval/Correction of Minutes: March 24, 2003, June 23, 2003 and July 28, 2003 Presentations: None New Business: 1. Longford Lakes - Letter of Credit Reduction 2. July 2003 Water Report 3. Occupancy Check Sheet 4. Sewer Foreman 5. HRC List of Street Name Nominees 6. River Crossing Watermain Connections 7. ComEd Tree Trimming Agreement Old Business: 1. Update of 5-Year Capital Improvement Program 2. In-Town Road Program - Smith Engineering Services Contract Additional Business: R , United City of Yorkville County Seat of Kendall County EST.ell Mil 1836 800 Game Farm Road fA ! F° le, Illinois 6 p � � \ Q /4 L.E NN' PUBLIC WORKS COMMITTEE MEETING AGENDA Monday, August 25, 2003 7:00 PM City Hall Conference Room Approval/Correction of Minutes: March 24, 2003, June 23, 2003 and July 28, 2003 Presentations: None New Business: 1. Longford Lakes - Letter of Credit Reduction 2. July 2003 Water Report 3. Occupancy Check Sheet 4. Sewer Foreman 5. HRC List of Street Name Nominees 6. River Crossing Watermain Connections Old Business: 1. Update of 5-Year Capital Improvement Program 2. In-Town Road Program - Smith Engineering Services Contract Additional Business: An Exelon Company August 4, 2003 Mayor Arthur F. Prochaska Jr. and City Council: United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Dear Mayor Prochaska and City Council: ComEd has created a Model Tree Trimming Agreement to encourage a uniform approach to tree trimming throughout our service territory. Through this agreement, which exceeds the legal requirements of P.A. 92-224, ComEd and participating municipalities are working together to address our shared objectives: reliable electric service, and the concerns of our customers. Please fmd enclosed the Model Tree Trimming Agreement. I am again asking you to please review and approve this agreement. A member of ComEd's Vegetation Department and I will happy to meet with you and answer any questions or concerns you may have. Thank you in advance for your cooperation. �ordially, Marsha Hudson ComEd External Affairs Manager (630) 723-2311 —Office (630) 399-0104—Mobile Telephone cc: Jose Andrade— ComEd External Affairs Director w/out Enc Eric Dhuse —United City of Yorkville w/o Enc. Enc. Resolution WHEREAS, the Village of , County, Illinois (the "Village") finds that the proper management of vegetation near the electric power lines in the Village will promote the efficient, reliable, and safe delivery of electricity at the least cost, and is a benefit to the public, and WHEREAS, Commonwealth Edison Company distributes electrical power to residents in the Village, and WHEREAS, the Village hereby finds and determines that entering into an Agreement regarding vegetation management with Commonwealth Edison Company will serve the public purposes of the Village, NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of as follows: 1. The Village intends to enter into an Agreement, in the form attached hereto, with Commonwealth Edison Company, regarding the management of vegetation near the electric power lines in the Village. 2. The President is authorized and directed to sign the Agreement on the Village's behalf AYES: NAYS: ABSENT: Passed this day of , 2002 Approved this day of , 2002 APPROVED: Village President ATTEST: Village Clerk [SEAL] 2 Agreement This agreement, dated as of , 2002, is between Commonwealth Edison Company ("ComEd"), an Illinois electric public utility, and (the "Municipality"), an Illinois municipal corporation. Whereas, ComEd provides electric delivery services to electric customers in the Municipality; and Whereas, ComEd and the Municipality agree to the common goal of providing adequate, efficient,reliable, and safe electricity at the least cost; and Whereas, ComEd and the Municipality agree that vegetation should be maintained so as to minimize the risk of electrocution from distribution circuit wires; and Whereas, ComEd and the Municipality agree that proper management of vegetation, including the trimming of trees and the proper selection of appropriate species near electric distribution wires is critical to the maintenance of adequate, efficient, reliable, and safe electric delivery service; Whereas, ComEd and the Municipality agree that ComEd's vegetation management should be performed so as to minimize the effect on trees, to the extent reasonably possible given the goal of maintaining adequate, efficient, reliable, and safe electric delivery service; NOW, THEREFORE, ComEd and the Municipality agree as follows: 1. Specific Vegetation Management Practices. ComEd will periodically trim trees in the Municipality, consistent with the standards set forth below. A. Vegetation Management Cycle. ComEd will inspect the trees and other vegetation along its distribution lines within the Municipality on a regular cycle, not to exceed four years,_trimming as necessary to meet required clearances. ComEd may also perform emergent trimming of particular trees when a need for it is identified by ComEd, by the Municipality, or by customer request. B. General Clearances. ComEd will trim trees in accordance with the following table, using, where practical, the trimming techniques specified by the American National Standards Institutes' ANSI A300 standard: Table of Recommended Line Clearances (in feet) Clearance Rate of Service Isolated Open Wire Secondary Primary Primary 34 kV From Re-growth Wire Open Wire Secondary Cable Voltage Aerial Trees (120-480v) Secondary (120-480v) (120-480v) (2-13.2k0 Cable (120-480v) Side Slow (a) 4(e)(0 4(e) (a) 6(e) 4(e) 8(g) Fast (a) 4(e)(1) 4(e) (a) 8(e) 4(e) 12(g) Over Slow (a) 4(e)(1) 4(e) (a) 6(b)(e) 4(e) 12(b)(c) Fast (a) 4(e)(f) 4(e) (a) 8(b)(e) 4(e) 12(b)(c) Under Slow (a) 6(1) 6 (a) 8 4(e) 12 (d) Fast (a) 8(1) 8 (a) 12 4(e) 12(d) Notes: (a) ComEd will remove broken limbs that may damage equipment. (b) ComEd will remove all hazardous overhang. (c) ComEd will trim to keep overhang to a minimum. (d) ComEd will remove all fast-growing trees when practical at the discretion of ComEd's trained arborists and. if necessary, when permission has been obtained. (e) Large tree trunks or major limbs of established trees may be allowed to remain as close as 2 feet from the conductors if(1) movement of either the conductor or the tree will not result in contact between the tree and the conductor,(2)the tree is not easily or readily climbed without the use of ladders or specialized climbing equipment, and(3)there is no evidence of re-growth or sprouting from the tree trunk towards the line. (f) ComEd may perform isolated secondary clearance when trimming is required. (g) Dangerous trees located off of ComEd's right-of-way fkl-lshould be removed if practical and if the owner's permission has been obtained. 2 C. Exceptions to General Clearances. The following are exceptions to the general clearance standards shown above: i. ComEd may trim to special clearances because of field conditions, or when ANSI A300 standards cannot be achieved. Except as noted below deviation from the eneral clearances and deviation from the ANSI A300 standards shall be approved in each case by a trained arborist employed by or acting as a consultant to ComEd. ii. ComEd may make additional allowances for multi-phase construction, wires that will sag due to hot weather, or wires that will swing sideways due to strong winds. When trimming, ComEd will take into consideration that the greatest wire sag or blowout occurs at mid-span. iii. In the case of coniferous (evergreen) trees, ComEd will achieve proper clearance by using any one of the following methods: (a) removal of the tree, (b) topping to a point 6 feet from primary voltage conductors, or (c) trimming to achieve the provisions of subsection B above, and removal of all lower limbs within 10 feet of the ground or within 10 feet of an adjacent climbable object. iv. ComEd will not trim trees along single-building service drops on private property. D. Debris Removal. ComEd shall remove the brush and debris associated with cyclic tree trimminu. 3 2. Notice of Cyclic Trimming. ComEd will give notice at least 21 days and not more than 90 days before commencing cyclic trimming in the Municipality, as follows: A. ComEd will notify the Municipality at the address shown in section 11 below where cyclic trimming in the Municipality is upcoming. ComEd will provide the Municipality with a description of the areas, by common street address,in which the trimming will occur. B. ComEd will notify affected customers directly, by mail or by hanging a card on the customer's door. The notice shall contain at a minimum the followin. information: the nature of the •lanned ve.etation mana!ement activities the address of a website and a toll-free telephone number at which a written disclosure of all dispute resolution opportunities and .rocesses, rights, and remedies provided by the ComEd ma be obtained a statement that the customer and the property owner may dispute the planned vegetation management activities through ComEd and the Illinois Commerce Commission, a toll-free telephone number through which communication ma be had with a re.resentatives of ComEd re_ardin. the veetation management activities, and the telephone number of the Consumer Affairs Officer of the Illinois Commerce Commission. The notice shall also include a statement that the location of the area of planned vegetation management activities is on file with the Municipality. C. ComEd will publish notice in a newspaper in general circulation and widely distributed in the area in which the cyclic trimming will occur. 3. Non-Cyclic Vegetation Management. The provisions of Sections 1 and 2 above apply to routine, cyclic vegetation management. ComEd may conduct vegetation management, including trimming or removing particular trees, without prior notice, when and where such activities are urgently needed .ursuant to state re•ulations to restore electrical service or to prevent an imminent interruption of service. Althou h ComEcLas the electric utility responsible 4 for reliabilit of service shall make the determination as to when non-c clic ve'etation management is a enrojriate, ComEd will send notice to the Municipalit within 10 business days after the activities occur at the address shown below for notices informing the Munici'alit of the location and nature of the non-cyclic activities. 4. Removal and Replacement of Municipally Owned Trees. ComEd and the Municipality agree to develop a cooperative program for the removal and replacement of certain municipally owned trees located in the public ways or on public property which conflict or potentially conflict with the overhead facilities. A. Tree Removal and Replacement. The trees to be removed and replaced shall be designated by the Municipality after consultation with ComEd. Within 30 days after receipt of a written notice from the Municipality of trees to be removed, the ComEd shall schedule a removal date acceptable to the Municipality, and shall remove the designated trees and dispose of all tree brush except that the Municipality shall dispose of all stumps and logs over four inches in diameter. The Municipality shall purchase,plant and maintain all trees planted pursuant to the tree removal and replacement program, and ComEd shall reimburse the Municipality for one- half of the Municipality's cost of tree replacement, up to a maximum amount of$125 per tree. The reimbursement shall be made to the Municipality within 60 days after ComEd's receipt of a written request for reimbursement. B. Tree Selection. The Municipality agrees to implement a policy for the purpose of regulating tree planting on the public ways or public properties so as to allow only such low-growing trees species as will not attain a mature height that will conflict with primary electrical lines and thereby require line clearance maintenance. Such policy shall not preclude 5 - planting upright, columnar or pyramidal shaped trees to the side of power lines, thereby avoiding the need for severe and disfiguring line clearance tree trimming. C. Tree Location. The Municipality agrees that it will attempt to locate new trees and other new vegetation on the public ways and public property so as to minimize contact with utility facilities. 5. Removal and Replacement of Privately Owned Trees. Prior to cyclic trimming, ComEd will examine the distribution circuits to identify privately owned trees that, because of their type and close proximity to overhead lines, would need extensive pruning or removal. Upon identifying such trees for removal: A. ComEd will contact the tree's owner, recommend removal of the tree, and obtain a signed permission from the owner to remove the tree. B. For each tree over 4 inches in diameter (breast high) that is to be removed, CornEd may, at ComEd's discretion, offer to the owner a replacement voucher. Each voucher will be redeemable at a participating vendor for one replacement tree on ComEd's approved replacement list, or for an equal dollar amount of other approved landscape materials. C. ComEd will mail the voucher, along with a planting guide and other appropriate publications, to the owner after the removal of the existing tree. D. If the owner agrees to the removal of the tree, ComEd will cut down the tree, remove and chip associated brush, cut all wood into firewood length, and leave the wood on site. E. The owner of the tree will be responsible for any stump removal and disposal of logs left on site. This responsibility will be specified in the signed agreement of the owner before removal of the tree commences. 6 • 6. Cooperation on New Private and Public Tree Plantings. ComEd and the Municipality will work together to promote the planting of appropriate species of trees on private and public property throughout the Municipality, including education of the public as to appropriate types of trees and vegetation for locations near electric power lines, and encouraging developers of new projects within the Municipality to plant only appropriate types of trees and vegetation near electric power line rights-of-way. ComEd will supply the Municipality with a copy of a publication identifying tree species that are compatible and incompatible with electric power lines. Programs developed pursuant to this section that require expenditures by ComEd or the Munici•alit shall be sub'ect to the •nor mutual consent of the •arties. 7. Applicability of Public Utilities Act and Municipal Ordinances. It is the intent of the parties that this agreement constitutes a written agreement mandating specific vegetation management practices within the meaning of Section 8-505.1(c) of the Illinois Public Utilities Act, and will supersede the provisions of Section 8-505.1(a) & (d) of that Act (220 ILCS 5/8- 505.1(a) & (d)). ComEd's ve'etation mana!ement activities will conform with and this A=reement shall not •reem it the ordinances of the Munici'alit includin! the re•uirement if any, to obtain a permit for the removal of a tree within the Municipality. 8. Term of Agreement. The initial term of this agreement is fivefour years from its effective date. The agreement shall automatically be renewed for successive #i-vefour year terms, unless one of the parties notifies the other of its intention not to renew the agreement by so notifying the other party at least thiftysixty days before the end of any fivefour year term. 9. Benefit and Assignment. This Agreement shall be binding upon and inure to the benefit of the Parties, and their respective successors and assigns. 7 10. Entire Agreement and Amendment. This Agreement contains the entire agreement between the Parties with respect to the matters described herein and it is a complete and exclusive statement of the terms thereof and supersedes all previous agreements. This Agreement may not be altered or modified except by a writing signed by the Parties hereto. 11. Notices to ComEd and Municipality. All notices, demands, and requests required or permitted to be given under the provisions of this Agreement shall be in writing and shall be deemed given: (a) when personally delivered to the Party to be given such notice or other communication; (b) on the business day that such notice or other communication is sent by facsimile; (c) on the third business day following the date of deposit in the United States Mail as such notice or other communication is sent by certified or registered mail with return receipt requested and postage thereon fully prepaid; or (d) on the business day following the day such notice or other communication is sent by reputable overnight courier, to the following: If to ComEd: [...] If to the Municipality: [...] or to such other address as the Parties may designate in writing. 12. Representations and Warranties. The Municipality hereby represents and warrants to ComEd as follows as of the date hereof: (a) This Agreement has been properly authorized by a duly adopted ordinance or resolution of the Municipality and any and all other necessary corporate action of the Municipality has been taken and this Agreement has been duly executed 8 • and delivered by the Municipality and constitutes a valid and legally binding agreement, enforceable against the Municipality in accordance with its terms; and (b) Neither the execution and delivery of this Agreement, nor the performance of the provisions of the agreements therein contained on the part of the Municipality, will contravene, violate, or cause a default under any applicable law, statute, ordinance, regulation, encumbrance, or agreement binding upon the Municipality, or result in a violation of any judgment, order, writ, injunction, decree, or rule of any court, administrative agency or other governmental authority binding upon the Municipality. 13. No Third Party Beneficiaries. The sole Parties to this Agreement are ComEd and the Municipality; and nothing contained herein creates any right, title, or interest in any other person or entity, whether under a third party beneficiary theory or otherwise. 14. Miscellaneous. If any provision of this Agreement or its application to any person or circumstance shall to any extent be invalid or unenforceable, the remainder of this Agreement shall not be affected thereby; and each provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. This Agreement does not waive or modify, and shall not be construed as waiving or modifying, ComEd's rates, tariffs, or terms and conditions of service. • - - - - . The language in all parts of this Agreement shall in all cases be construed as a whole according to its fair meaning and not strictly for or against ComEd or the Municipality, regardless of the involvement of either Party in drafting this instrument. The headings in this Agreement are for convenience only and shall not be utilized in the construction of the language of this instrument. This Agreement shall be governed and construed under the laws of the State of Illinois. 9 IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the date first above written. COMED: COMMONWEALTH EDISON COMPANY, an Illinois corporation By: Its: Municipality: [Municipality], an Illinois municipal corporation By: Its: Attest: Its: 10 Page 1 of 4 UNITED CITY OF YORKVILLE • PUBLIC WORKS COMMITTEE MEETING MONDAY,MARCH 24,2003 6:30 P.M. In Attendance: Alderman Larry Kot Alderman Joe Besco Alderman Rich Sticka Guests: Philippe Moreau of Walter Deuchler Associates Jeffrey W. Freeman of EEI APPROVAL CORRECTION OF MINUTES: December 23, 2002 and January 27, 2003 PRESENTATIONS: EEI— GIS PROPOSAL The presentation covered the following items: • Executive Summary • Project Approach • Project Schedule • • Resource Allocation • Project Team • Related Experience • Project Locations WALTER DEUCHLER—GIS PROPOSAL The presentation covered the following items: • Company Information • Project Understanding o Background o Project Approach o Estimated Man hours and Tentative Schedule • Relevant Experience • References • Project Team • Task Estimation and Work Approach NEW BUSINESS: GEOGRAPHIC INFORMATION SYSTEM —REVIEW of SUBMITTALS This item will be brought back to the next Public Works meeting on April 28, 2003 for 1111 review. Page 2 of 4 SEWER RATE STUDY—DEUCHLER PROPOSAL • City Engineer Joe Wywrot stated that this proposal is for Walter E. Deuchler Associates to perform a rate study for the City of Yorkville's sanitary system. He felt that since Deuchler was familiar with the City's sanitary system that they would be a good choice to perform the study. This item will go to COW on April 2, 2003. REGIONAL LIFT STATION REPORT This item regards the proposed regional lift station that would serve the area of Route 34 up to the east of McHugh Road. This report from Walter E. Deuchler Associates was commissioned by the City. The report indicates that by Deuchler's estimates, Heartland Circle would need to contribute about 33% (952 PE/2869 PE), which equates to about $800,000. The City would fund the balance of$1,700.000. Alderman Larry Kot recommended sending this item to COW on April 2, 2003. WATER REPORTS for FEBRUARY 2003 Public Works Director Eric Dhuse recommended sending this item to COW on April 2, 2003. ROUTE 34/GAME FARM ROAD TRAFFIC SIGNAL Mr. Wywrot stated that the City would need additional MFT funds to front the entire • construction costs of the Route 34/Hame Farm Road traffic signal project. Other MFT funds will be used for crack filling ($27,000), material for Public Works ($57,000)and a joint project with Kendall County on Van Emmon Street (approximately $80,000). This item will be sent to COW on April 2, 2003. RIVER'S EDGE PHASE I—LETTER OF CREDIT REDUCTION #2 City Engineer Joe Wywrot stated that S & K Development requested for a reduction of the letter of credit. Mr. Wywrot recommended approval for the reduction amount of $2,357,149.98. This item will go to COW on April 2, 2003. MILL & VAN EMMON WATERMAIN—IDOT HIGHWAY PERMIT Mr. Wywrot stated that this permit is needed for the proposed watermain project on Mill Street and Van Emmon Street this coming summer. It is also need so that the City can bore a new watermain under Route 47 and Van Emmon. This item will go to COW on April 2, 2003. SUNFLOWER ESTATES PHASE 2 —BOND REDUCTION#1 This item was tabled. • Page 3 of 4 COUNTRY HILLS PHASE 2 —BOND REDUCTION #1 • Mr. Wywrot stated that there are 2 bond reductions that are being requested from Country Hills Subdivision. The first reduction request is for the amount of$589,306.35. The second request is for $616,213.99. Mr. Wywrot recommends approval for these reductions. This item will go to COW on April 2, 2003. MFT APPROPRIATION 03/04 Mr. Dhuse stated that this is for general maintenance of the coming fiscal year. It is their annual appropriation for hot patch, cold patch, and rock salt. This item will go to COW on April 2, 2003. TOWER CLEANING Mr. Dhuse stated he is working with EEI to build a room for tower cleaning. The committee approved of the request. This item will go to COW on April 2, 2003. WATER TREATMENT BUILDING DESIGN Mr.Wywrot stated that EEI is asking the City to select a look for the treatment buildings and booster stations that will soon be put in throughout the town. Mr. Wywrot and Mr. • Dhuse chose 2 designs out of the 4 that were given to them by EEI. Alderman Larry Kot suggested for Mr. Dhuse to bring these 2 designs to COW, with costs differences and design pictures. This item will go to COW on April 2, 2003. OLD BUSINESS: PW TIME STUDY Mr. Dhuse pointed out that the data from the study showed that in each of the 3 departments that were studied that they are short one employee. He asked the committee if they should look to hire new employees and when would be appropriate to do so. Alderman Rich Sticka asked when the last time a Public Works employee was hired. Mr. Dhuse said that they have not hired any additional employees since 1995. Alderman Kot felt that since it was budget time that now would be the best time to do that. He asked Mr. Dhuse how many employees would be most needed. Mr. Dhuse said he would like to see 2 hired for streets/sewer, and water. He said that in order to keep the services working well, they need to start putting people out in the field. He said that there are funds in the Enterprise Fund for water and sewer. • Page 4 of 4 The committee gave their support to the request to hire 2 new employees for Public • Works if they can fmd the funding. This item will go to COW on April 15, 2003. ADDITIONAL BUSINESS Alderman Kot asked Mr. Wywrot when the anticipated time of the Kennedy Road street. lights would be finished. Mr. Wywrot said that they should be done by mid April. He said that the reconstruction work at Kennedy Road should be continuing shortly, but also that traffic might have to be shut down there for a day or two. Doris Dick asked if Spring Street would be under construction to tie the sewer line in. Mr. Wywrot said that if the plans to proceed with an on-site lift station occur, then construction at Spring Street would not happen until late summer. Meeting adjourned: 8:32 Minutes by Theresa Brady Tape malfunctioned. • • • Page l of 4 UNITED CITY OF YORKVILLE DRAFT PUBLIC WORKS COMMITTEE MEETING MONDAY,JUNE 23,2003 7:00 P.M. In Attendance: Alderman Joe Besco—Chairman Alderman Larry Kot Alderman Rich Sticka Mayor Art Prochaska City Engineer Joe Wywrot Director of Public Works Eric Dhuse APPROVAL/CORRECTION OF MINUTES None NEW BUSINESS March and April Water Reports The Committee reviewed and accepted the water reports. Results of Bid Openings City Engineer Joe Wywrot stated that all the bids came in where he expected. The asphalt treatment bid went to Boecker Road Maintenance, Inc., who bid $31,917.42 for the project. The Committee discussed that a letter would be sent to the residents affected by the project and Alderman Kot suggested that St. Patrick's Church also be notified. Walnut Street was discussed; a portion of the street is outside city limits but will still be treated. In the past the county has repaired the City's portion of the street so the City is returning a favor. The bid for sidewalk repair came in a few thousand dollars higher than last year and was awarded to R.A. Ubert Construction for$39,423.75. School Superintendent Dr. Engler will be sent a letter regarding an easement to the Mill Street sidewalk. This item was sent to the July 7, 2003 Committee of the Whole meeting. Water Conservation Ordinance—FYI Update Director of Public Works Eric Dhuse reported that he reviewed the Oswego and Batavia Water Conservation Ordinances because they are similar to the one the City is proposing. Alderman Sticka expressed his concern regarding residents who have automatic sprinkling systems. He explained that they can be set for every other day usage however they are thrown off when a month has thirty-one days. If a person was out of town when this occurred, they would be watering on the wrong days. Mayor Prochaska recommended a notice be sent to residents recommending that if they have this type of system they should notify the City before going out of town. Page 2 of 4 Also discussed was the proposed times for watering; 6:00 to 9:00 A.M. and 9:00 to 10:00 P.M.; the percentage of residents who might feel this is an intrusion and adding a clause to the ordinance to address sprinkling systems. Modification to Subdivision Ordinance Mr. Wywrot stated that most of the items listed in his June 20, 2003 were discussed at previous meetings. However, there were items not resolved. The Committee discussed these: • Construction Guarantees- requiring construction guarantees for developments that aren't subdivisions such as Walgreen's, Shell, etc. After some discussion, it was decided that the current method of withholding the certificate of occupancy should continue. • Best Management Practices - BMP's that may be required to improve stormwater quality. They discussed writing this into agreements with developers. • Collector Street Streetlight Standards. After some discussion it was decided to use the local-style street lights on residential collector streets and the Menard-style lights in commercial areas. • Street Cleaning. The Committee agreed to a collection of a $5,000.00 deposit from developers for street sweeping. If the streets are kept clean, the deposit will be returned. If the streets are not kept clean, the cost of street sweeping will be deducted from the deposit and if it is used up, it will need to be replenished. • Streetlight Maintenance. It was agreed that once streetlights are activated, the City would perform normal maintenance such as burned out bulbs and blown fuses. • Pavement Standards. The Committee discussed that Portland Cement Concrete be used for street pavement. They agreed that this has already been requested of some developers and should be continued. • Mandrel-testing Equipment—They discussed that the use of a 9-point mandrel is a better indicator that the pipe has retained its shape. The Committee agreed that this should be added to the ordinance. The Committee also discussed newly suggested revisions: • Location of Storm Sewers. It was suggested that the storm sewers be constructed down the middle of the street. The Committee discussed the benefits and cost of this application and felt that this should be used on collector streets and anything more than a residential street. • Separate Storm Water Ordinance. Engineering Enterprise, Inc. (EEI)has recommended that the City adopt a separate stormwater control ordinance. The Committee was given a copy of the Northeastern Illinois Plan Commission(NIPC) as an example to review. • Methodologies for Generating Hydrology. The specification of a single method to be used throughout Yorkville was discussed. This applies to storm runoff, and the retention and/or detention of water. Consistency would aid in eliminating potential problems. Page 3 of 4 • Streetlight Poles and Related Hardware. The Committee discussed developers providing the City with additional streetlight poles and hardware for use after the City accepts the streetlights. It was decided that developers provide one pole for every 25 streetlights but that the City does not want them until after acceptance. • Cul-de-sac Fee. The Committee discussed that this type of fee acknowledges the extra cost to the City necessary to maintain cul-de-sacs. Mr. Wywrot provided an Algonquin ordinance for review and stated he would call Algonquin to get more information about the fee and bring it back to the Committee. Also discussed was an update regarding the requirement that any existing trees deemed dead, dying or of an undesirable species be removed at the direction of the Public Works Department. It was decided that the Engineering Department should also be included in this update. Mayor Prochaska suggested checking with Building Inspector Bill Dettmer to see if there was similar language in the appearance code and verify that they don't conflict. Mr. Wywrot stated that he would have Jennifer Woodrick in the Engineering Department revise the text and bring the ordinance to a future Committee of the Whole meeting. ADDITIONAL BUSINESS Retention Pond Safety Alderman Kot asked if the City was doing everything possible to ensure that retention ponds are safe. Mr. Wywrot stated that Conservation Design Forum(CDF) encourages that detention areas be designed as wetlands to discourage people from going into the water. Also,they are designed with a safety shelf. The installation of signs and the liability to the City was discussed. Mr. Wywrot stated that he would look into the standards for retention ponds and bring the information back to the Committee. Hydraulic Street Watermain Alderman Sticka brought up a letter to the editor of the Record Newspaper regarding the condition of Hydraulic Street. Mayor Prochaska stated that the street is in bad shape however the sewer is beingbrought in alongthe street and it will be repaired when this g p project is finished. Mill and Washington Street The Committee discussed the necessity for a right of way at Mill and Washington Streets. School buses have been causing ruts in the owner's, Karin Harris, property. Stone will be placed in the area. Route 34 Traffic Backups Mr. Wywrot reported on the backups on Route 34 due the paving near Eldamain Road and Countryside Parkway. He reported that the paving should be done on June 24, 2003. Upgrading CAD Mr. Wywrot reported that the Engineering Department needs to update its CAD program. They are using the 2002 edition and the 2004 will be out soon. The update will cost $3,117.20 and there is $1,500.00 available in the budget under computer maintenance and funds in the Miscellaneous Service Contract line item. He stated that there may be an Page 4 of 4 issue with upgrading because of the hardware the department has. He stated he would check the system requirements and if the update will work with his system he would order it. It was decided that Chairman Besco would need to sign the purchase order because the update is over $1,000.00. Local Agency Pavement Preservation (LAPP) Mr. Wywrot reported on LAPP projects which apply to simple projects needed on federally designated routes. Since the City is in the process of identifying Federal and Urban(FAU) routes there may be funds available to use on street projects such as Cannonball Trail, Van Emmon, Mill and McHugh Streets. He stated that after he receives the Phase I report from Smith Engineering on these streets he was going to apply for federal funds. He stated that he didn't know what the chances were of getting funds but he wanted to try. He stated he would get a proposal together to bring to COW in July. There was no further additional business so the meeting adjourned at 8:40 P.M. Minutes respectfully submitted by: Jackie Milschewski City Clerk *Note: The tape for the meeting broke. Page 1 of 5 UNITED CITY OF YORKVILLE DRAFT PUBLIC WORKS COMMITTEE MEETING MONDAY,JULY 28, 2003 7:00 P.M. In Attendance: Alderman Joe Besco —Chairman Alderman Larry Kot City Engineer Joe Wywrot Director of Public Works Eric Dhuse Mayor Art Prochaska(arrived at 7:10) APPROVAL/CORRECTION OF MINUTES The April 28, 2003 minutes were approved with one correction on page 5. Dixon Court should be Dickson Court. NEW BUSINESS Dickson Court—Results of Bid Opening Joe Wywrot reported that Meyer Paving, Inc. had the lowest bid at $64,659.46. He stated that they did the 2000 Naden Court project which went well. He noted that the difference in the bid amounts had to do with curb removal and replacement. Meyer bid it the lowest at $5/linear foot. Mr. Wywrot recommended that this item move on to the August 5, 2003 Committee of the Whole (COW) meeting. In-Town Road Program Mr. Wywrot reported that Smith Engineering has revised their report of the three original areas of concern to include three additional streets. They have recommended that all the streets be repaired by using the pulverization method along with minor storm sewer construction. The total probable cost is $3,564,588.65 which has been increased from $2.8 million before the addition of the three streets. Mr. Wywrot clarified that the storm sewers would be new construction in the older areas of town that do not have existing sewers. He stated that the next step would be to enter into a contract with Smith Engineering for the preparation of bid documents. In order for Smith Engineering to do this, they would need to know how the City intends to phase the project. The cost of engineering is approximately 10% of the total cost of the project. Mayor Prochaska stated that Finance Director Traci Pleckham has prepared information on financing options however he did not have time to review it. She felt that two-year financing may be possible. Mr. Wywrot noted that the engineering cost should be included in the financing. Mr. Wywrot explained that he had the project split into three phases but Smith Engineering recommended doing utilities in year one and roadway in year two for each Page 2 of 5 specific section. The three separate areas of work create a four year program. The Committee further discussed the pros and cons of five-year versus two-year phasing. Mayor Prochaska suggested a proposal for the two-year phasing along with financial information be done and presented to the Committee. Director of Public Works Eric Dhuse noted that other projects such as the Bruell lift station should be taken into consideration. Also discussed was the time of year the projects would be done;the ground settling; mechanical compaction versus natural compaction and obtaining easements in some areas for watermains. Alderman Kot expressed his concern that residents aren't seeing the project being done; they don't understand all that is involved. He stated that he would like to get the project moving along. Update of 5 Year Capital Improvement Program Mr. Wywrot went over items noted in his July 24, 2003 memo regarding the program: • Water—Includes mandated water projects and those that correspond with the road projects • Sanitary—Includes interceptor and lift station projects. The Rob Roy Creek Interceptor is estimated to be done in three phases and it is not known what part the City will play in the project. • Streets—Includes the continuation of the asphalt pavement treatment;the sidewalk replacement program(funding increased from$15,000/year to $35,000/year); crack filling project;the Van Emmon Street overlay;projects that correspond with the Grande Reserve Development and individual street projects such as Hillcrest, Leisure and Sunset. Alderman Kot asked for clarification of the Van Emmon Streetro'ect and Mr. Wywrot P J Y�'r explained that the City is waiting for Kendall County to move on the project since they are the lead agency. He hoped it would begin in the spring of 2004. The drainage situation east of Mill Street was also discussed. Mr. Dhuse noted that before anything is done regarding the drainage, the Mill Street watermain has to be completed. Mr. Wywrot stated that if the Committee was agreeable to this program, he could modify it to change the In-Town Road Program to a two year program, get more information on financing from Mrs. Pleckham and bring it back to the Committee in August. Alderman Kot agreed that it should be brought back to the Committee but at some time should be presented at a COW meeting. NPDES Phase 2 Storm Sewer Water Requirements Mr. Wywrot reported on the June 30, 2003 Illinois Environmental Protection Agency (IEPA) memo and his July 28, 2003 memo regarding the National Pollutant Discharge Elimination System(NPDES)requirements. He explained that he contacted the IEPA almost a year ago about the March 10, 2003 deadline and was told that Yorkville was not Page 3 of 5 on their list yet and when it would be added we would have 180 days to comply. The June 30, 2003 memo now states that the City has 45 days to comply. Mr. Wywrot recommended using Engineering Enterprises, Inc. (EEI)to help with the project because they are already working on the Geographic Information System(GIS) which is one of the components of the regulation requirements. He stated that he met with EEI earlier today and due to the timeframe to respond,they are willing to work with the City before entering into a contract. An hourly rate contract will need to be executed in the next month or so. EEI stated that the schedule the City submits obligates it to do certain things over the next five years and then do them annually thereafter. EEI recommended that the City commit to as little as possible because THE City will be held responsible to do everything it commits to. It is easier to add things later. EEI will come up with suggested best management practices (BMPs) that the City will be obligated to perform. The notice of intent needs to be submitted by August 15, 2003 and there is a$1,000.00 application fee. There will also be an annual cost of$1,000.00. Once it is submitted, the City will wait for a response from the IEPA. The Committee further discussed items that are required by the IEPA such as the Wetland Ordinance, public education, employee training and various BMPs. This item was sent to the August 5, 2003 COW meeting for an update. Route 34/Game Farm Road Traffic Signal—Change Order No. 2 Mr. Wywrot reported that the change order in the amount of$1,253.37 is for pavement striping. The Illinois Department of Transportation(IDOT) has approved the calculations and hopefully they will pay their share (93%) of the work. This item was sent to the August 5, 2003 COW meeting. Truck Purchase Mr. Dhuse reported that he would like to go to bid for two V2 ton pickup trucks. He estimated the cost of the trucks at $13,000.00 each. Funds for the vehicles are available in the Public Works capital plan for this year. He explained that he has to go out to bid rather than obtaining the trucks through state purchase because factories are closed down to retool for the 2004 models. These trucks will replace the old squad cars being used by the summer help. The Committee authorized Mr. Dhuse to go out to bid. Leaf Vacuum Mr. Dhuse reported that he would like to go out to bid for a leaf vacuum in order to have one by September. He estimated the cost at $35,000.00 and noted that this is a budgeted line item in the Public Works capital program. The vacuum is a hand-held, 110 horsepower John Deere Diesel unit that will hook on to a truck. The vacuum sucks up Page 4 of 5 leaves, chops them up to an 18:1 ratio and throws them into a 30-yard hopper. Hopefully the use of the vacuum will eliminate the need to use Waste Management. Mr. Dhuse explained that he may need to RFP (request for proposal) the unit out in trade publications because there are only two known dealers in the northern Illinois area. He stated he would bring back any information to the Committee. ADDITIONAL BUSINESS Compliments for Public Works Department Mayor Prochaska complimented the Public Works Committee for their fast response to the storm on Sunday, July 27, 2003. He stated that he drove through the City and was stopped by residents complimenting the workers. Mr. Dhuse explained to the Committee how the day unfolded; how all the employees pitched in to get the job done; who he was in communication with and the plan for cleanup after the storm. Mayor Prochaska stated that WSPY would be running public service announcements regarding brush pickup. Mr. Dhuse stated that the City would be picking up brush all through the week and residents should place the brush by the curb, not in the street. He also stated that they will be doing multiple passes. Liberty Street Mr. Wywrot asked how the residents should be notified of the Liberty Street watermain project. After the poor turn out at the meeting for the Mill/Van Emmon Street project it was decided to send the effected residents a letter and ask them to call the City if they have any questions. Tree Removal Mr. Dhuse explained that the City will be outsourcing some of the big tree removal. Mr. Wywrot asked if the dead elm tree on Walnut Street could be removed while they are in the area. Dump Truck Mr. Dhuse explained that the City may be able to get a dump truck by Christmas due to the state backing out of purchases. The City qualifies due to the MPI project adding seven more miles of road to the City. He will keep the Committee advised. . New Public Works Facility Chairman Besco reported that he and Mr. Dhuse have discussed the need for a larger public works facility in the future. Mr. Dhuse is in the process of getting the numbers together. Alderman Besco stated that it would be nice to get funding from developers for the facility. Mr. Dhuse stated that when the City Hall renovation is finished the building fee will still be in place to use on other municipal buildings. He noted that Oswego's Page 5 of 5 facility cost approximately$3 million and Sugar Grove's was about $4 million. It was also suggested that the facility could also include the Parks Department. There was no further additional business so the meeting adjourned at 7:55 P.M. Minutes respectfully submitted by: Jackie Milschewski City Clerk UNITED CITY OF YORKVILLE To: Tony Graf City Administrator ^ From: Joe Wywrot, City Engineer rrU w • Subject: Longford Lakes—Letter of Cr 't R uction No. 1 Date: August 11, 2003 Attached find a request from Montalbano Homes to reduce the letter of credit for the Longford Lakes Subdivision. I have reviewed the request and concur with most of the work completed to date. Montalbano has requested that we reduce the Letter of Credit to zero, which we cannot do at this time because we are not ready to accept the improvements. They also mistakenly claimed that all of the landscaping, sidewalks, and bituminous surface course were completed. Recently we retained changed our policy to allow reductions down to 15% of the engineer's estimate of cost of substantially completed improvements prior to final acceptance. Making corrections for the uncompleted items and the minimum percentage reduction result in the calculations below and on the attached spreadsheet. There is a$0.01 discrepancy on the spreadsheet due to rounding. I recommend that the letter of credit be reduced by the amount of$476,517.04. A summary of the letter of credit for Longford Lakes is as follows: Original Letter of Credit: $ 684,980.86 Previous Reductions $ 0.00 This Reduction: $476,517.04 Remaining Amount: $ 208,463.82 Please place this item on the Public Works Committee agenda of August 25, 2003 ror consideration. Cc: Bill Griffin, Montalbano Homes 1 /V(O2'd6IIJWj1O7ne5 July 25, 2003 United City of Yorkville Attn: Joe Wyrodt 800 Game Farm Road Yorkville, IL.60560 Re: Longford Lakes Gentlemen, As we discussed by telephone, the following table representing the original Letter of Credit amounts and our requested reduction for the various categories of work completed to date: Original Reduced Amount Earthwork: $149,814.00 10% Contingency $14,918.40 $164,795.40 $0.00 Storm Sewer $91,024.88 10% Contingency $9,102.48 $100,127.36 $0.00 Watermain $100,630.00 10% Contingency $10,063.00 $110,693.00 $0.00 . Sanitary Sewer $71,028.00 10% Contingency $7,102.80 $78,130.80 $0.00 2208 Midwest Road • Oak Brook, IL 60523 • 630.571.8877 General Fax: 630.571.9788 • Purchasing/Warranty Fax: 630.571.9792 Roadway Improvements $220,213.00 10% Contingency $22,021.30 $242,234.30 $170,000.00 $695,980.86 $170,000.00 Subsequent to your review, please advise me of your approval of the above mentioned figures, and we will forward an updated Letter of Credit. Very Truly Yours, Larit .,e;u6tuit./ William Griffin( Vice President of Land Development 2 l � %(',1"3 / ENGINEER'S OPINION OF PROBABLE COST LONGFORD LAKES-UTILITIES AND ROADWAY IMPROVEMENTS MARCH 12,2003 REVISED MARCH 27,2003 ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENSION SCHEDULE I-EXCAVATION AND GRADING IMPROVEMENTS 1 Clay Excavation and Embankment 18,000 CY $3.45 $62,100.00 2 Topsoil Stripping and Stockpiling 7,400 CY $2.59 $19,147.50 3 Porous Granular Embankment 100 CY $19.55 $1,955.00 4 6"Topsoil Respread and Seeding 4,000 SY $1.50 $5,980.00 5 Erosion Control 1 LUMP SUM $3,500.00 $3,500.00 i , lam. 6 Tree Removal-6"to 15"Diameter 1 LUMP SUM $3,000.00 $3,000.00 (. ..ii 7 Seeding Class I 1 ACRE $3,500.00 $3,500.00 8 Siltation Fence 2,500 LF $3.62 $9,056.25 , 9 Tree Protection Fence 60 LF $2.59 $155.25 Q) 10 Hay or Straw Bales Staked 50 EACH $18.40 $920.00 11 Construction Entrance 1 LUMP SUM $3,000.00 $3,000.0 12 Landscaping 1 LUMP SUM $20,000.00 $20,000.00' - 1,),A g4.--, 13 Parkway Trees(2.5"diameter) 50 Each $350.00 $17,500.00 -i;9 , TOTAL SCHEDULE I-EXCAVATION AND GRADING IMPROVEMENTS $149,814.00 -So,R - SCHEDULE II-UNDERGROUND IMPROVEMENTS if ll 11 ct 1.4 c...,0 A. STORM SEWER IMPROVEMENTS(ASSUMES 3'-5'DEPTHS,ADD FOR GREATER DEPTHS) 1 12"RCP Storm Sewer 1,200 LF $19.55 $23,460.00 2 15"RCP Storm Sewer 400 LF $26.45 $10,580.00 3 18"RCP Storm Sewer 175 LF $28.75 $5,031.25 4 Precast Concrete Flared End Section 12" 7 EACH $450.00 $3,150.00 5 Precast Concrete Flared End Section w/Grate 18" 1 EACH $1,200.00 $1,200.00 [a,,,,e\at 6 2'-0"Diameter Inlet(Frame and Grate) 9 EACH $920.00 $8,280.00 7 4'-0"Diameter Catchbasin(Frame and Grate) 7 EACH $1,600.00 $11,200.00 8 4'-0"Diameter Manhole(Frame and Grate) 11 EACH $1,500.00 $16,500.00 9 4'-0"Special Manhole(Restrictor Plate) 1 EACH $2,300.00 $2,300.00 10 Rip Rap 16.5 SY $63.25 $1,043.63 11 Trench Backfill 400 CY $20.70 $8,280.00 SUBTOTAL A-STORM SEWER IMPROVEMENTS $91,024.88 B. WATER MAIN IMPROVEMENTS 1 8"DIP Water Main 1,850 LF $27.60 $51,060.00 2 8"Valve and Box 11 EACH $920.00 $10,120.00 3 8"Valve&Vault, STD 4'Dia.w/FR&Lid 2 EACH $1,500.00 $3,000.00 4 8"Valve&Vault, Pressure Connect 2 EACH $2,500.00 $5,000.00 L.nl1 5 2"Water Service 950 LF $13.80 $13,110.00 6 Fire Hydrant with Auxiliary Valve 7 EACH $1,800.00 $12,600.00 7 Trench Backfill-Mains 300 LF $13.80 $4,140.00 8 Trench Backfill-Services 200 LF $8.00 $1,600.00 SUBTOTAL B-WATER MAIN IMPROVEMENTS $100,630.00 C. SANITARY SEWER IMPROVEMENTS 1 6"PVC Sanitary Sewer-SDR 26 400 LF $21.85 $8,740.00 2 8"PVC Sanitary Sewer-0'-12'Depth 1,100 LF $25.30 $27,830.00 3 8"DIP Sanitary Sewer-8'-12' 20 LF $38.00 $760.00 ..t.. 4 4'Diameter Manhole-0'-8' 5 EACH $1,600.00 $8,000.00 V--I 5 4'Diameter Manhole-8'-12' 2 EACH $1,800.00 $3,600.00 6 Trench Backfill-Mains 8'-12' 400 LF $23.00 $9,200.00 7 Trench Backfill-Services 150 LF $19.32 $2,898.00 8 Alternative sanitary sewer design 1 LUMP SUM $10,000.00 SUBTOTAL C-SANITARY SEWER IMPROVEMENTS $ 00 liir l i0'L B, TOTAL SCHEDULE Il-UNDERGROUND IMPROVEMENTS $26 lk 25-2.)(, SZ, A ENGINEER'S OPINION OF PROBABLE COST LONGFORD LAKES-UTILITIES AND ROADWAY IMPROVEMENTS MARCH 12,2003 REVISED MARCH 27,2003 ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENSION SCHEDULE III-ROADWAY IMPROVEMENTS 1 Aggregate Base Course-10" 7,000 SY $9.20 $64,400.00 2 Bituminous Concrete Binder Course-2.5" 7,000 SY $5.75 $40,250.00 C- 3 Bituminous Concrete Surface Course-1.5" 7,000 SY $4.03 $28,175.00 " N o+ S.ra 4 Concrete Curb Type B-6.12 1,000 LF $11.50 $11,500.00 5 Concrete Curb Type M3.12 1,500 LF $9.20 $13,800.00 C''"?7 6 PCC Sidewalk-6"w/sub-base 9,200 SF $4.14 $38,088.00- �.4 •""' 7 Street Lights 6 EACH $4,000.00 $24,000.00 TOTAL SCHEDULE III-ROADWAY IMPROVEMENTS $220,213.00 V — 41*2.430.6.1 SUBTOTAL SCHEDULES I-Ill61_7„ '1° Iq' $2 CONTINGENCY @10% $ ,270.99 TOTAL 95,980.86 Prepared By: Manhard Consulting, Ltd. 21 I15o cen 3050 Finley Road Suite 302 �1 Downers Grove, Illinois 60515 \ NOTE:This Engineer's Opinion of Probable Cost is made on the basis of Engineer's experience and qualifications using plan -2)1A(''3 quantities and represents Engineer's best judgment as an experienced and qualified professional engineer generally familiar with the construction industry.However,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, or over quantities of work actually performed, Engineer cannot and does not guarantee that proposals, bids or actual Construction Cost will not vary from Opinions of Probable Cost prepared by Engineer.This Opinion of Probable Construction Cost is limited to those items stated herein and does not include permit fees,recapture costs,consultant fees, landscaping,maintenance,bonds or the like. 11-Aug-03 Letter of Credit/Bond Reduction Subdivision: Longford Lakes Original Approved Letter of Credit Substantially complete Remaining Item Eno. Est. Amount prior to Red. #1 Reduction No.1 Amount Earthwork $149,814.00 $164,795.40 $118,964.00 $113,015.80 $51,779.60 Storm Sewer $91,024.88 $100,127.37 $91,024.88 $86,473.64 $13,653.73 Watermain $100,630.00 $110,693.00 $100,630.00 $95,598.50 $15,094.50 Sanitary Sewer $61,028.00 $67,130.80 $61,028.00 $57,976.60 $9,154.20 Pavement $220,213.00 $242.234.30 $129.950.00 $123,452.50 $118,781.80 Totals $622,709.88 $684,980.87 $501,596.88 $476,517.04 $208,463.83 Notes: 1) LOC/Bond amt. to be 15% of subsantially completed items plus 110% of uncompleted items. MOM Y ®® CITY OF YORKVILLE .11 rn1 WATER DEPARTMENT REPORT I . I MONTHJULY 03 20 — WELLS WELL DEPTH PUMP DEPTH WATER ABOVE THIS MONTH'S PUMPAGE NO. (FEET) ( FEET) PUMP (FEET) (MILLION GALLONS) 3 1335 455 184 12,480 4 1393 449 162 17,646 TOTAL 30;12'6 CURRENT MONTH'S PUMPAGE IS 797'000 GALLONS ® MORE THAN LAST MONTH ❑ LESS 5,480,000 � GALLONS ❑ THAN THIS MONTH LAST YEAR LESS DAILY AVERAGE PUMPED: 972,000GALLONS DAILY MAXIMUM PUMPED: 1,499,000 GALLONS DAILY AVERAGE PER CAPITA USE: 157 GALLONS WATER TREATMENT CHLORINE FED: 371 LBS. CALCULATED CONCENTRATION: 1'5 MG/L FLUORIDE FED: 351 LBS. CALCULATED CONCENTRATION: 0.30 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 9 SAMPLES TAKEN 9 SATISFACTORY UNSATISFACTORY (EXPLAIN FLUORIDE : 2 SAMPLE(S) TAKEN CONCENTRATION : 1.0 MG/L MAINTENANCE NUMBER OF METERS REPLACED : 10 NUMBER OF LEAKS OR BREAKS REPAIRED : 1 NEW CUSTOMERS RESIDENTIAL 26 COMMERCIAL 2 INDUSTRIAL/GOVERNMENTAL COMMENTS 1 WATERMAIN BREAK ON 7/13/03 ON E. WASHINGTON ST. LOST 130,000 GALLONS OF WATER DUE TO MAIN BREAK. JULY 2003 124756 756 FIR COURT - NEW 128324 324 GARDEN CIRCLE -NEW 128343 343 GARDEN CIRCLE - NEW 128345 345 GARDEN CIRCLE -NEW 130833 1833 WALSH DRIVE -NEW 130849 1849 WALSH DR-NEW 145532 532 POPLAR DRIVE - NEW 146521 521 KELLY AVE-NEW 146562 562 KELLY AVE-NEW 147885 885 FLINT CREEK LANE 148542 542 REDHORSE LANE 265054 2054 KINGSMILL COURT -NEW 317062 702 GAME FARM ROAD-REPLACEMENT 324439 1439 CANNONBALL TR-NEW - COMMERCIAL 344321 1321 CHESTNUT CIRCLE -NEW 344361 1361 CHESTNUT CIRCLE - NEW 344365 1365 CHESTNUT CIRCLE-NEW 352611 1611 COTTONWOOD TR -NEW 356302 1302 EVERGREEN LANE-NEW 356313 1313 EVERGREEN LANE - NEW 421910 1185 HEARTLAND DRIVE - NEW 425180 874 HOMESTEAD DR-NEW 425200 896 HOMESTEAD DR-NEW 425410 1023 HOMESTEAD DR - NEW 426060 1156 WHEATLAND DR -NEW 428190 688 ARROWHEAD DRIVE-NEW 607170 1755-1785 MARKETVIEW DR-NEW-COMMERCIAL United City of Yorkville Public Works/Engineering Certificate of Occupancy Check Sheet Address Date Remote Meter Reader Pass Fail Parkway Tree Pass Fail B-Box Operation Pass Fail Mailbox Position Pass Fail Storm Structures Pass Fail Water Structures Pass Fail Sanitary Structures Pass Fail Sidewalk Condition Pass Fail Drainage Overflow Path Pass Fail Notes: Signature 7/1 0/03 eJ\ 0 United City of Yorkville County Seat of Kendall County EST.411 '— _ _ 1836 800 Game Farm Road ,� _ Cl) Yorkville, Illinois 60560 l• i 0, �o ��� Q Phone:630-553-4350 �„ Kentl.p#oum •.,7- - 4.). Fax:630-553-7575 ii C To: Joe Besco, Chairman //I/From. Eric Dhuse, Public Works 2, > Date: August 19, 2003 Re: Sewer Foreman Joe, I would like to recommend that Dave Behrens be moved into the position of Sewer Department Foreman. Dave has been running the day-to-day operations of the Sewer Maintenance Department for over a year since the retirement of Miff Mikkelson. Dave has shown good decision making abilities under extreme conditions, such as the coordination of efforts when the Woodworth lift station went down. He is dedicated to his job, and makes sure a problem gets solved correctly the first time. This is the type of person that I need on my staff to build a strong foundation and ensure continued quality service in the sewer maintenance department. I am working with Traci to make sure we have enough money in the sewer maintenance budget. I would ask that this be placed on the agenda for the Public Works meeting on August 25, 2003. NOMINATION OF STREET NAMES MEMORANDUM DATE: August 19, 2003 TO: Public Works Committee FROM: Human Resource Commission RE: Street Name Nominee The following name(s) are in the process of being reviewed and are being recommended by the Human Resource Commission to be placed on the official list of potential street names for the City of Yorkville. Bud Farren Dr. William E. Kinnett Chancy Goddard Albert H. Litchfield William Goddard Robert McMurtrie James McClellan Gale Dr. Robert Alexander McClelland, Sr. Rulief F. Duryea James McClellan, Sr. William T. Boston Justus Nading Jacob P. Black Jack Purcell Elias A. Black Dale Perkins Andrew H. Arnold Ira Perkins Benjamin Franklin Alden Edward Symes Lang Richardson Albert M. Hobbs George D. Richardson Franklin M. Hobbs Absalom Townsend Seely Titus Howe John Short, Sr. Luther J. Jeter Susan E. Surre Short Daniel G. Johnson Dr. Calvin Wheeler Jesse Ketchum Judge James Wilson Lenora Wissmiller Ellsworth Windett It is now the Public Works Committee's responsibility to contact the following groups to verify this name is not a duplicate of any United City of Yorkville street name. (a) United City of Yorkville's Engineering Department (b) Yorkville Post Office (c)Ken Com When this is completed, please forward the name to the Committee of the Whole. Respectfully, Human Resource Commission UNITED CITY OF YORKVILLE To: Tony Gram City Administrat r } ,� From: Joe Wywrot, City Engineer l_J Subject: River Crossing Watermain Connection Date: August 21, 2003 We currently have two watermain projects under construction that will connect to both ends of our 16"watermain that crosses the Fox River. At both locations the plans currently call for shutting down the existing watermain to make connections to the new watermain. Please refer to the attachments for details. At Mill Street, we ran into problems with the casing pipe that forced us to change the alignment of fittings and valves. This in turn led us to re- consider whether we want to shut down the watermains to make these connections. The City currently has two watermains crossing the Fox River. There is a 10" cast iron main that crosses at South Main Street that is about 45 years old, and a 16" ductile iron main that crosses at Mill Street that is about 5 years old. The advantages and disadvantages of these alternate methods of connection are as follows: Shut Down Alternate • The 16"watermain would be out of service for several days while the new connection is pressure tested and chlorinated. If a main break were to occur on the 10"watermain at the same time,the south side of town north of the Beaver Street would experience a wider range of pressures. This is because Well No. 3 and the booster station at Beaver Street would be alternately turning on and off in an attempt to maintain system pressures, and that combination of operations would result in the wider range of pressures. In the unlikely event of either Well No. 3 or Well No. 4 going out of service and also experiencing a break on the 10"watermain, half the town could be out of water in a period of time. • There is no increase in contract cost. • The connection doesn't create any restrictions in the watermain system. Live Tap Alternate • The 16"watermain would remain in service throughout the construction period, reducing the potential for problems with water system. • There would be an increase in cost of about $11,000 for the connection at Mill Street. We don't have a cost yet for the connection at Liberty, but it would probably be about the same. • When a pressure tap is made, the opening cut into the existing watermain is smaller than the size of the new watermain. For a 16"watermain, the opening diameter is about 12". The cross-sectional area of a 12"watermain is about 56%that of a 16" watermain. I F T l ` e f! EX. VALVE VAULT r G� � ,,: W = _.-�- __-w"� , ,�" �' RIM 582.97 OE. of 0 0 aC) TOP OF MAIN 576.97 ® " III EX. STORM MANHOLE MAfLBOX --_ ` I- IP RIM 583.12 0 26+09 \ * 1►„+70.9.61 I INV. 577.12, 12" CI, S _ - - i— m I INV. 577.19, 24" HDPE, rie ._44,4 tet, *��141! - ptZion=tea REMOVE STC ifa 4k. �_ 4 --------- I-fic40'��r 34 FOOT ST " ® �� GASKET, CL) - - �, ,111 EX. 16" WATER SB #6 MAIN :ORE PIT LOCATION I SEE CONNEC EX. STORM MANHOLE DETAIL K I� ORE AND JACK FQOT RIM 582.04 Ex. STORM F.E.S. 30" STEEL CASI� PIPE o INV. 574.01, 24" HDPE, W INV. 583.65, SW 11 INV. 574.00, N 0.469" WALL THI„ NESS TO BE REMOVED FOOT PIPE CULVER REMOVAL FOOT PIPE CULVERT, TYPE 1, -STORM MANHOLE 4SS D, 12" EX. STORM CATCH BASIN 5' RIM 583.16 TYPE A, DIA. )T STORM SEWER REMOVAL INV. 580.56, 12" CI, N TYPE 1, FRAME, CLOSED UD )T STORM SEWER RUBBER RIM = 582.04 I', CLASS A, TYPE 2, 15" INV. = 577.02, W INV. = 574.00, N AGGREGATE 6 TONS !AIN r DETAIL K CONNECTION TO EXISTING 12" WATER MAIN EXIST. 12" WM EX. 16"X17" REDUCER 16" DIP WM - 16 EXIST. 16" WM Y w U W REMOVE EX. 16"x15"x16" TEE 16" PLUG (MJ) AND REPLACE W/ 16"x16" CROSS (MJ) AULT EX. STORM F.E.S. EX. SA NOTE: CONTRACTOR SHALL PROVIDE DISINFECTION IN EX. ( ACCORDANCE WITH IEPA REQUIREMENTS AND - AWWA STD 651 SECTION 10 (REFER TO SHEET r12) ---v - ___ /- , _ SING 575.96 i 1 I1 -_ i.... I/I.HJIV . J/3.`.!O II -_ I 580 ``= _ __ I 24" RUBBER GASKET -__ STORM SEWER — — _ i - 18" MIN. . 08/12/2003 TUE 15:58 FAX 630 "q 9380 EEInc. ?001/001 Engineering Enterprises, Inc. 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'' , • . : ; ; !. • • ' : : R I ,� d,, EXISTING VALVE VAULT I © Q D W w w w _ _ w w w - w_ _ F-- 1toa LIBERTY STREE pc C., , ► It>-,----4r--- I �' r� -rt Q+e SB #1 16" 45' BI=NDS (MJ•° _ —.,. — — n• 1 A *44 r, OE dE 0 OE - W T OE OE o- \ La 1 o • EXISTING VALVE VAULT WATER SERVICE CONNECTION r I TO BE REMOVED SEE CONNECTION DETAIL A EXISTING 8" - WATER MAIN EXISTING VALVE BOX EXISTING 16" WATER MAIN I DETAIL CONNECTION 1 A TO EXISTING 16" WATER MAIN 3 O 0 EX. 16"X8" CROSS (MJ) REMOVE EX. 8" WM REPLACE W/ 16" DIP VOA/ W , w EX. 16' WM REMOVE EX. 16"X8" REDUCER 3 640 EX. 8" WM -�4 i i NOTE: CONTRACTOR SHALL PROVIDE DISINFECTION IN ACCORDANCE WITH IEPA REQUIREMENTS AND AWWA STD 651 SECTION 10 (REFER TO SHEET - 2) J I 63 - - -L • A pressure tap requires the use of a gate valve. For 16"watermain,we like to have butterfly valves because they can be closed more quickly and they don't create as much water hammer problems when they are closed. There are good reasons for choosing either alternate. Because of the cost implications of the live tap alternate, we would like to have the concurrence of the Public Works Committee if we choose that alternate. Please place this item on the Public Works Committee agenda of August 25, 2003 for discussion. Cc: Eric Dhuse, Director of Public Works UNITED CITY OF YORKVILLE To: Tony Graff, City Administrat r From: Joe Wywrot, City Engineer Subject: 5-Year Capital Improvement P gram Date: August 20, 2003 Attached find proposed revisions to last year's 5-year Capital Improvement Program. This list also shows projects completed or planned for the current fiscal year. Multi-year projects are listed with their total cost only in the year they are scheduled to begin, unless they will be constructed as separate, phased projects. All project costs are for construction and related construction engineering unless indicated otherwise. Debt service for past projects are no longer listed as separate projects. The attached schedule has been refined based on Public Works Committee and staff input. Proposed revisions to last year's approved plan are as follows: Water • The Van Emmon Watermain Replacement scheduled for 06-07 was incorporated into the 03-04 Mill/Van Emmon Watermain project. • The Apple Tree Court Watermain project was added in Year 03-04 to coincide with the Apple Tree Court roadway project. • The State Street Watermain 04-05 project and the State/Beecher/Main Watermain 05-06 project would be merged and become the 05-06 State Street Watermain project. • Watermain replacement projects on Adams, Fox, Heustis, Washington, Orange, and Olsen would be added to coincide with the street projects in these areas. • Well No. 6 and its treatment plant would be pushed back 3 years due to lack of sanitary sewers at the North Tower site. • South Tower painting was moved up to Year 05-06. The paint deterioration is getting worse, and we want to get the tower painted before any new development occurs in the vicinity. • The Main Street Watermain Replacement project would be added in Year 07-08 and West Ridge Watermain Replacement in Year 08-09 to replace these 100-year old watermains. Sanitary • The Blackberry Creek Interceptor project was renamed as the Countryside Interceptor and Lift Station. • The 412 Center Parkway Service Replacement was merged into the Countryside Interceptor and Lift Station project. • The Wooddale Lift Station project was renamed as the Bruell Street Lift Station. • The Hydraulic Ave. Interceptor Replacement became a city project. • Heartland Circle Interceptor costs(reimbursement to developer)was added for Year 03-04 per recently approved development agreement. • Rob Roy Creek Interceptor design engineering would be moved up one year to accommodate anticipated demand. • Construction of the Rob Roy Creek Interceptor would be split into phases to be constructed over three years, from 04-05 to 06-07. • Projects for Miscellaneous Sewer Repairs and Extensions would be added in Year 08-09. Streets • Van Emmon Street Overlay(Ball Field to Route 47)was added in Year 04-05. This is joint MFT project, with Kendall County being the lead agency. • The Countryside Parkway(Center Pkwy to E. Kendall) project was pushed back one year due to construction of the Countryside Interceptor and Lift Station project. This project would also be merged with the Countryside Parkway(W. Kendall to Center Pkwy)project,which was already programmed for Year 04-05. • Game Farm Road Phase 1 Engineering and ROW acquisition was moved up one year. This is a federally funded project, and FHWA requirements result in a slow, methodical design process that can take years to complete. We should begin work on this project,therefore, so that construction can occur before the road deteriorates to an unacceptable level. • The 2002 Road Program was renamed to the In-Town Road Program and separated into two distinct project areas, those being north (Phase 1) and south (Phase 2)of the Fox River. We are planning to begin engineering design in the current fiscal year, followed by utility work in FY 04-05 in the Phase 1 area. In FY 05-06, we would construct the roads in the Phase 1 area and also construct utilities in the Phase 2. In FY 06-07, we would finish the project by constructing the streets in the Phase 2 area. • Fox Road Overlay(west of Morgan)was added in Year 05-06. This roadway needs attention soon. • Fox Road Reconstruction(Route 47-Morgan)was added in Year 06-07. The improvement would be a 3-lane collector road with curb& gutter, storm sewer, and sidewalk, and would be constructed as recommended by the Smith Engineering safety report. The project cost includes the acquisition and demolition of the home at 402 W. Fox to soften the curve. • The Year 07-08 East Main Street project was merged with the In-Town Roadway program. • Two individual street projects would be added for Year 08-09. The MFT project would be East Kendall Drive and Mulhern Court. The General Fund project would be the streets in Countryside Subdivision Units 8 & 9. These streets are Hillcrest Avenue, Leisure Street, and those parts of Sunset Avenue and Prairie Lane north of Pleasure Drive. • The reconstruction of Bristol Ridge Road, Kennedy Road, and Mill Road adjacent to the Grande Reserve subdivision were added to the program. • Sidewalk replacement funding would be increased from $15,000/yr to $35,000/yr. We have included some new sidewalk construction in our annual sidewalk project for the past several years, and this increase in funding would formally commit to continuing that pattern. • Funding for crack filling would be increased by $10,000/year to place more emphasis on proactive maintenance. • Widening and seal coating of Quinsey Lane was added in FY 04-05. This work is a condition of obtaining the easement for the Bruell Street lift station. Please place this item on the Public Works Committee agenda of August 25,2003 for discussion. cc: Eric Dhuse, Director of Public Works Traci Pleckham, Director of Finance 8/20/03 Proposed Water Capital Improvement Program Year Project Estimated Cost 03-04 a) Cannonball Trail Booster Station $1,100,000 &Route 47 Watermain to North Tower b)Wells 3 & 4 Treatment Plant $1,650,000 c)Well No. 3 Raw Watermain $1,530,000 d)1VIil Nan Emmon Watermain $ 780,000 e)Liberty Street Watermain $ 400,000 1) South Tower Construction $1,600,000 g) South Booster Station $ 380,000 h) South Pressure Reducing Station $ 110,000 i)Well No. 7 $ 690,000 j)Well No. 7 Treatment Plant $1,710,000 k)Apple Tree Court Watermain $ 40,000 $9,990,000 04-05 a)Well No. 4 Rehabilitation $ 100,000 b) SCADA System $ 420,000 $ 520,000 05-06 a) State Street Watermain $ 500,000 b)Fox/Washington Watermain Replacement $ 105,000 c) Orange/Olsen Watermain Loop $ 40,000 c)Heustis Watermain Replacement $ 110,000 d)Adams Street Watermain Replacement $ 55,000 e)Game Farm/Somonauk Road Watermains $ 65,000 f) South Water Tower Painting $ 100,000 $ 975,000 06-07 a)Well No. 6 $ 550,000 b)Well No. 6 Treatment Plant $1,710,000 c)Well No. 6 Lift Station&Forcemain $ 540,000 $2,800,000 07-08 Main Street Watermain Replacement $ 200,000 08-09 W. Ridge Watermain Replacement $ 140,000 SUB-TOTAL $14,625,000 8/20/03 Proposed Sanitary Capital Improvement Program Year Project Estimated Cost 03-04 a) Countryside Interceptor&Lift Station $3,240,000 b)Bruell Lift Station $2,460,000 c)Hydraulic Ave. Interceptor $1,900,000 d)Heartland Circle Onsite Interceptors $ 200,000 $7,800,000 04-05 Rob Roy Creek Interceptor(Phase 1) $5,580,000 05-06 a)Rob Roy Creek Interceptor(Phase 2) $4,570,000 b) Game Farm Road Sanitary Sewer Repairs $ 30,000 c)Palmer Court Sanitary Sewer Replacement $ 40,000 $4,640,000 06-07 Rob Roy Creek Interceptor(Phase 3) $1,140,000 07-08 a)Miscellaneous Repairs $ 30,000 b) Sewer Extensions $ 150,000 $ 180,000 08-09 a)Miscellaneous Repairs $ 30,000 b) Sewer Extensions $ 150,000 $ 180,000 SUB-TOTAL $19,520,000 8/20/03 Proposed Street Capital Improvement Program Year Project Estimated Cost 03-04 a)Asphalt Pavement Treatment $ 32,000 b) Sidewalk Replacement Program $ 35,000 c) Crack Sealing(MFT) $ 22,000 d)Apple Tree Ct. $ 44,000 e)Dickson Ct. $ 65,000 f) City Hall Parking Lot $ 83,000 g) In-Town Road Program(Phase 1)Utility Design $ 40,000 $ 321,000 04-05 a)Asphalt Pavement Treatment $ 40,000 b) Sidewalk Replacement Program $ 35,000 c) Crack Sealing(MFT) $ 30,000 d)Van Emmon Street Overlay(Ball Fields to Route 47) $ 100,000 e)Countryside Pkwy(W. Kendall to E. Kendall) -MFT $ 260,000 f) Cannonball Trail overlay(Rt. 34 to 2500' north) $ 100,000 g)In-Town Road Program(Phase 1) Storm Sewer $ 460,000 h)In-Town Road Program(Phase 1)Roadway Design $ 80,000 i)In-Town Road Program(Phase 2)Utility Design $ 60,000 j)Bristol Ridge Road(Rt.34 to Kennedy) $2,390,000 k) Game Farm Road (Phase 1 Engineering)-MFT $ 75,000 1) Game Farm Road (ROW)—MFT $ 10,000 m) Quinsey Lane widening& seal coating $ 25,000 $3,665,000 05-06 a)Asphalt Pavement Treatment $ 50,000 b) Sidewalk Replacement Program $ 35,000 c)Crack Sealing(MFT) $ 40,000 d)Palmer Court $ 60,000 e) In-Town Road Program(Phase 1)—Roadway $ 950,000 f)In-Town Road Program(Phase 2)— Storm Sewer $ 440,000 g)In-Town Road Program(Phase 2)—Roadway Design $ 100,000 h)Kennedy Road(Bristol Ridge to RR tracks) $2,540,000 i)Game Farm Road (Phase 2 Engineering) -MFT $ 100,000 j)Fox Road Overlay(Morgan to Poplar) $ 175,000 $4,490,000 8/20/03 Proposed Street Capital Improvement Program 06-07 a)Asphalt Pavement Treatment $ 50,000 b) Sidewalk Replacement Program $ 35,000 c) Crack Sealing(MFT) $ 40,000 d)Powers Ct. (MFT) $ 60,000 e)In-Town Road Program(Phase 2)—Roadway $1,210,000 f)Kennedy Road(RR tracks to Galena) $1,430,000 g)Mill Road (Kennedy to east end Grande Reserve) $2,640,000 h) Game Farm Road(Construction)—MFT& STP $ 400,000 i)Fox Road Reconstruction(Route 47 to Morgan) $ 700,000 $6,565,000 07-08 a)Asphalt Pavement Treatment $ 50,000 b) Sidewalk Replacement Program $ 35,000 c) Crack Sealing(MFT) $ 40,000 d) Strawberry Lane/Conover Ct. (MFT) $ 100,000 e)Kennedy Road(Bristol Ridge to west end of $1,090,000 Grande Reserve) $1,315,000 08-09 a)Asphalt Pavement Treatment $ 50,000 b) Sidewalk Replacement Program $ 35,000 c) Crack Sealing(MFT) $ 40,000 d)E.Kendall Drive&Mulhern Court- MFT $ 200,000 e) Countryside Subdivision Units 8 & 9 $ 200,000 $ 525,000 SUB-TOTAL $ 16,881,000 MFT -Project to be funded either wholly or in part with MFT funds STP—Federal project (75%/25% split). Dollar amount listed is 100% of cost. 8/20/03 Summary of Proposed Capital Improvement Program Year Project Estimated Cost 03-04 a)Water Improvements $ 9,990,000 b) Sanitary Improvements $ 7,800,000 c) Street Improvements $ 321,000 $18,111,000 04-05 a)Water Improvements $ 520,000 b) Sanitary Improvements $ 5,580,000 c) Street Improvements $ 3,665,000 $ 9,765,000 05-06 a)Water Improvements $ 975,000 b) Sanitary Improvements $ 4,640,000 c) Street Improvements $ 4,490 000 $10,105,000 06-07 a)Water Improvements $ 2,800,000 b) Sanitary Improvements $ 1,140,000 c) Street Improvements $ 6,565 000 $10,505,000 07-08 a)Water Improvements $ 200,000 b) Sanitary Improvements $ 180,000 c) Street Improvements $ 1,315,000 $ 1,695,000 08-09 a)Water Improvements $ 140,000 b) Sanitary Improvements $ 180,000 c) Street Improvements $ 525,000 $ 845,000 Total Cost of 6-year Program $51,026,000 UNITED CITY OF YORKVILLE To: Tony Grafi, City Administrator From: Joe Wywrot, City Engineer Subject: In-Town Road Program—Ph e 1 Engineering Design Date: August 21, 2003 Attached find a proposal from Smith Engineering Consultants, Inc. to prepare plans and specifications for Phase 1 of the In-Town Road Program. Phase 1 includes those streets north of the Fox River. The proposal is in the amount of$87,870. We had originally requested Smith to submit a proposal only for design of utilities(storm sewer). When we discussed it further, it became apparent that it would be more cost effective to design both roadways and storm sewers at the same time. This is because you need to know the location and profile of one to properly design the other. Smith would prepare separate plans, however, so we can construct the sewers and roadways as separate projects. The cost of this engineering work is about 6%of the construction estimate, which is reasonable, therefore I recommend approval. Please place this proposal on the August 25, 2003 Public Works Committee agenda for consideration. Cc: Traci Pleckham, Director of Finance CivilSmith/Structural Engineeringgineers ConsultantsandSurve , Inc. Enyors PROPOSAL/AGREEMENT ENGINEERING AND PREPARATION OF CONTRACT PLANS AND SPECIFICATIONS Mr. Joe Wywrot The United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Phone: 630-553-4340 Fax: 630-553-7575 PHASE I ROAD PROGRAM ROADWAY AND UTILITY PLANS Job No. YORK-C-1,0781-3, 4 August 21, 2003 Prepared by: Camie R. Ferrier,P.E. Project Manager Reviewed by: James F. Hoving, P.E. Vice President 759 John Street,Yorkville,IL 60560 www.smithengineering.com Telephone 630.553.7560 Fax 630.553.7646 Mr.Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 2 Project Understanding The City of Yorkville is seeking professional engineering services to prepare plans and specifications for the Phase I Road Improvement Program. A preliminary engineering study, previously completed in the summer of 2003 by Smith Engineering Consultants, Inc., analyzed several streets within the original part of the City of Yorkville that required roadway and utility improvements. The streets included in the Phase I Program are located both north and south of the Fox River. Due to budget and fiscal constraints, the City is splitting the work into two phases. Phase I will include the studied streets north of the Fox River, while Phase II will include the studied streets south of the Fox River. The City is planning to complete the utility work for Phase I in the summer of 2004,the roadway work for Phase I and the utility work for Phase II in the summer of 2005, and the roadway work for Phase II in the summer of 2006. Scope of Work The following table lists the streets and the limits to be included in the plans and specifications for the Phase I Road Program: Street Limits Colton Street Main Street to Somonauk Street Liberty Street Main Street to Park Street Center Street West Street to Liberty Street Main Street Bridge Street to Bruell Street Mr.Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 3 The following items will be conducted to develop the Phase I Road Program plans and specifications: 1. Complete a topographic survey including cross sections of the above listed streets. The survey will encompass the existing ROW and 10' beyond the ROW lines. 2. Determine drainage areas to be served by proposed storm sewer 3. Determine location of storm sewer and outlets 4. Design storm sewer system. 5. Analyze areas for ditch and/or swale grading. 6. Prepare typical sections and plan and profile sheets for proposed improvements (drawing scale is assumed to be 1" = 50'). Roadway improvements will be as presented in the preliminary engineering study. 7. Currently, there are no plans for water main improvements along the above listed streets. This will be verified with the City Engineer. If there are proposed improvements for water main, they will be incorporated into the plans. 8. Prepare specifications and bid documents for Phase I utility improvements. 9. Prepare specifications and bid documents for Phase I roadway improvements separate from utility improvements. 10. Prepare an Engineer's Opinion of Probable Cost for both the utility improvements and the roadway improvements. 11. Attend two (2)meetings with City staff to review the plans and specifications in progress. It is expected that one (1)meeting with the public works committee will be required to present the plan. Mr.Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 4 Man-hour and Fee Summary Based upon our understanding of the project, we believe a maximum of 1,006 hours will be required to complete the project. Following is a summary of the man-hour estimate and costs associated with this project. Final Engineering to be administered on a time and material basis not to exceed $87,870.00. ITEM MAN-HOURS LABOR COST ' DIRECT COST Roadway Survey (-4) 218 $16,620.00 $ 100.00 Roadway Design (-3) 280 $23,000.00 $ 200.00 Drainage Study (-3) 324 $29,360.00 Specifications (-3) 120 $11,700.00 $ 200.00 Meetings/Coordination(-3) 32 $ 2,770.00 QA/QC (-3) 32 $ 3,920.00 Sub-Total 1,006 $87,370.00 $ 500.00 TOTAL $87,870.00 Mr.Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 5 Extra Work Any work required but not included as part of this contract shall be considered extra work. Extra work will be billed on a Time and Material basis with prior approval of the CLIENT. Outside Consultants SMITH ENGINEERING CONSULTANTS, INC. (SEC)is not responsible for accuracy of any plans, surveys or information of any type including electronic media prepared by any other consultants,etc.provided to SEC for use in preparation of plans. SEC is not responsible for accuracy of topographic surveys provided by others. A field check of a topographic survey provided by others will not be done under this contract unless indicated in the Scope of Work. • Design Without Construction Review It is agreed that the professional services of SEC do not extend to or include the review or site observation of the contractor's work or performance. It is further agreed that the CLIENT will defend, indemnify and hold harmless SEC from any claim or suit whatsoever, including but not limited to all payments,expenses or costs involved,arising from the contractor's performance or the failure of the contractor's work to conform to the design intent and the contract documents. SEC agrees to be responsible for its employees negligent acts,errors or omissions. Attorneys' Fees In the event of any litigation arising from or related to the services provided under this AGREEMENT,the prevailing party will be entitled to recovery of all reasonable costs incurred,including staff time,court costs, attorneys'fees and other related expenses. Certificate of Merit The CLIENT shall make no claim fot professional negligence,either directly or in a third party claim,against SEC unless the CLIENT has first provided SEC with a written certification executed by an independent design professional currently practicing in the same discipline as SEC and licensed in the State of Illinois. This certification shall: a)contain the name and license number of the certifier;b)specify each and every act or omission that the certifier contends is a violation of the standard of care expected of a Design Professional performing professional services under similar circumstances;and c)state in complete detail the basis for the certifier's opinion that each such act or omission constitutes such a violation. This certificate shall be provided to SEC not less than thirty(30)calendar days prior to the presentation of any claim or the institution of any arbitration or judicial proceeding. Standard of Care Services provided by SEC under this AGREEMENT will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. Job Site Safety Neither the professional activities of SEC,nor the presence of SEC'S employees and subconsultants at a construction site,shall relieve the General Contractor and any other entity of their obligations,duties and responsibilities including,but not limited to, construction means,methods,sequence,techniques or procedures necessary for performing,superintending or coordinating all portions of the work of construction in accordance with the contract documents and any health or safety precautions required by any regulatory agencies. SEC and its personnel have no authority to exercise any control over any construction contractor or other entity or their employees in connection with their work or any health or safety precautions. The CLIENT agrees that the General Contractor is solely responsible for job site safety,and warrants that this intent shall be made evident in the CLIENT's I Mr.Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 6 AGREEMENT with the General Contractor. The CLIENT also agrees that the CLIENT, SEC and SEC'S consultants shall be indemnified and shall be made additional insureds under the General Contractor's general liability insurance policy. Reuse of Documents All project documents including,but not limited to,plans and specifications furnished by SEC under this project are intended for use on this project only. Any reuse,without specific written verification or adoption by SEC,shall be at the CLIENT's sole risk, and CLIENT shall indemnify and hold harmless SEC from all claims,damages and expenses including attorney's fees arisingout of or resulting therefrom. Ownership of Instruments of Service All reports,plans,specifications,field data,field notes, laboratory test data,calculations,estimates and other documents including all documents on electronic media prepared by SEC as instruments of service shall remain the property of SEC. SEC shall retain these records for a period of five(5)years following completion/submission of the records,during which period they will be made available to the CLIENT at all reasonable times. Drywells, Underdrains and Other Infiltration Devices Services provided by SEC under this AGREEMENT do NOT include the geotechnical design of drywells,underdrains, injection wells or any other item that may be devised for the purpose of removing waterfrom the CLIENT'S property by infiltration into the ground. Due to the high variability of soil types and conditions such devices will not be reliable in all cases. While for this reason SEC does not recommend the use of these devices,in some cases their use may be necessary to obtain an adequate amount of area for development on the CLIENT'S property. Since the use of these devices is intended to enhance the value of the CLIENT'S property and, in some cases,allow development that would otherwise not be possible,the CLIENT will assume all risks inherent in the design and construction of these devices, unless the contractor or a Geotechnical Engineer assumes these risks. Typical risks include but are not limited to: 1. Failure to obtain the required release rate; 2. Variability of the soils encountered during construction from those encountered in soil borings;(Soils can vary widely over a small change in location,horizontal or vertical,particularly with regards to permeability.) 3. Failure of the device due to siltation,poor construction or changes in the water table; 4. Need to obtain additional soils information(i.e.borings etc.)to evaluate the function of installed devices; 5. Reconstruction of failed or inadequate devices; 6. Enlargement of detention/retention facilities to make up for release rates that are lower than those used in the stormwater design, including engineering design and additional land required for such enlargement;and 7. Regular maintenance to remove accumulated silt over the device's life span. If the use of these devices is required SEC will advise the CLIENT that a Geotechnical Engineer must be retained to consult on the project. The CLIENT must enter into a separate agreement directly with this consultant. They wil not be sub-contracted through SEC nor are their fees included as part of this AGREEMENT. SEC will work together with this consultant to obtain a final design. Our collaboration may include the use of a common standard detail or the creation of a new standard detail. SEC may make suggestions to the Geotechnical Engineer on ways to tailor these devices to meet the needs of the overall site design. The Geotechnical Engineer will evaluate these suggested details and modifications based on his experience and measured soils information to estimate the release rate for each detail considered. SEC may use a release rate of these devices as provided by the Geotechnical Engineer for the design of the stormwater system. This rate may be faxed to us,as a draft cgpy of the Geotechnical Mr. Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 7 Engineers report or as a final copy of that report. In no case will SEC accept responsibility for the determination of the expected release rate of these devices. If certification of the contractor's construction of these devices is required by the municipality or desired by the CLIENT a Geotechnical Engineer must also be obtained for these services. This is highly recommended in order to observe the actual soils where the devices are being constructed and to verify that the construction methods used do not violate any assumptions made by the Geotechnical Engineer during the design and evaluation of the standard detail. If a Geotechnical Engineer is not retained by the CLIENT to provide construction review,the CLIENT shall assume all risks that the devices may fail requiring additional geotechnical investigation or reconstruction. Any construction inspection services provided by SEC shall not include inspection of these devices. Failure to Abide by Design Documents or to ObtainGuidance The CLIENT agrees that it would be unfair to hold SEC liable for problems that might occur should SEC'S plans,specifications or design intents not be followed,or for problems resulting from others'failure to obtain and/or follow SEC'S guidance with respect to any errors,omissions, inconsistencies,ambiguities or conflicts which are detected or alleged to exist in or as a consequence of implementing SEC'S plans,specifications or other instruments of service. Accordingly,the CLIENT waives ary claim against SEC,and agrees to defend, indemnify and hold SEC harmless from any claim for injury or losses that results from failure to follow SEC'S plans,specifications or design intent,or for failure to obtain and/or follow SEC'S guidance with respect to any alleged errors,omissions, inconsistencies,ambiguities or conflicts contained within or arising as a result of implementing SEC'S plans,specifications or other instruments of services. The CLIENT also agrees to compensate SEC for any time spent and expenses incurred by SEC'S prevailing fee schedule and expense reimbursement policy. Opinion of Probable Construction Cost SEC shall submit to the CLIENT an opinion of probable cost required to construct work recommended,designed,or specified by SEC. SEC is not a construction cost estimator or construction contractor,nor should SEC'S rendering an opinion of probable construction costs be considered equivalent to the nature and extent of service a construction cost estimator or construction contractor would provide. SEC'S opinion will be based solely upon his or her own experience with construction. This requires SEC to make a number of assumptions a.to actual conditions that will be encountered on site;the specific decisions of other design professionals engaged;the means and methods of construction the contractor will employ;the cost and extent of labor, equipment and materials the contractor will employ;contractor's techniques in determining prices and market conditions at the time,and other factors over which SEC has no control. Given the assumptions that must be made, SEC cannot guarantee the accuracy of his or her opinions of cost,and in recognition of that fact,the CLIENT waives any claim against SEC relative to the accuracy of SEC'S opinion of probable construction cost. Design Information in Electronic Form Because CADD information stored in electronic form can be modified by other parties, intentionally or otherwise,without notice or indication of said modifications, SEC reserves the right to remove all indicia of its ownership and/or involvement in the material from each electronic medium not held in its possession. The CLIENT shall retain copies of the work performed by SEC in CADD form only for information and use by the CLIENT for the specific purpose for which SEC was engaged. Said materials shall not be used by the CLIENT,or transferred to any other party,for use in other projects,additions to the current project,or any other purpose for which the material was not strictly intended by SEC without SEC'S express written permission. Any use or reuse of original or altered CADD design materials by the CLIENT,agents of the CLIENT,or other parties without the review and written approval of SEC shall be at the sole risk of the CLIENT. Furthermore,the CLIENT agrees to defend, indemnify,and hold SEC harmless from all claims, injuries,damages,losses,expenses,and attorney's fees arising out of the modification or reuse of these materials. The CLIENT recognizes that designs,plans,and data stored on electronic media including,but not limited to computer disk and magnetic tape,may be subject to undetectable alteration and/or uncontrollable deterioration. The CLIENT,therefore,agrees that SEC shall not be liable for the completeness or accuracy of any materials provided on electronic media after a 30 day inspection Mr. Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 8 period,during which time SEC shall correct any errors detected by the CLIENT to complete the design in accordance with the intent of the contract and specifications. After 40 days,at the request of the CLIENT, SEC shall submit a final set of sealed drawings,and any additional services to be performed by SEC relative to the submitted electronic materials shall be subject to separate AGREEMENT. Dispute Resolution In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project,the Consultant and CLIENT agree that all disputes between them arising out of or relating to this AGREEMENT shall be submitted to nonbinding mediation unless the parties mutually agree otherwise. If the dispute cannot be settled amicably,it shall then be settled by arbitration in the State of Illinois in accordance with the American Arbitration Associates. The Award of the arbitrator shall be conclusive and binding upon the parties. The CLIENT agrees,to the fullest extent permitted by law,to limit the liability of SEC and its subconsultants to the CLIENT for any and all claims,losses,costs,damages of any nature whatsoever or claims expenses from any cause or causes,including attorneys'fees and costs and expert witness fees and costs,so that the total aggregate liability of SEC and its subconsultants to all those named shall not exceed SEC'S total fee for services rendered on this project,whichever is greater. It is intended that this limitation apply to any and all liability or cause of action however alleged or arising, unless otherwise prohibited by law. Hazardous Materials It is acknowledged by both parties that SEC'S scope of services does not include any services related to asbestos or hazardous or toxic materials. In the event SEC or any other party encounters asbestos or hazardous or toxic materials at the job site,or should it become known in any way that such materials may be present at the job site or any adjacent areas that may affect the performance of SEC'S services,SEC may,at its option and without liability for consequential or any other damages,suspend performance of services on the project until the CLIENT retains appropriate specialist consultant(s)or contractor(s)to identify, abate and/or remove the asbestos or hazardous or toxic materials,and warrant that the job site is in full compliance with applicable laws and regulations. Exclusion This fee does not include attendance at any meetings or public hearings other than those specifically listed in the Scope of Services. These work items are considered extra and are billed separately on an hourly basis. Payment 1. All work will be invoiced on a monthly basis. All invoices shall be paid within 45 days of the invoice date. 2. This AGREEMENT shall not be enforceable by either party until each has in its possession a copy of this AGREEMENT signed by the other. Time Limit This AGREEMENT must be executed within thirty(30)days of the composition date to be accepted under the terms set forth herein. Work cannot begin until we have your signed AGREEMENT. If this AGREEMENT merits your approval and acceptance, please sign both copies,retain one copy for your files and return one to our office. Mr. Joe Wywrot United City of Yorkville Phase I Road Improvement Program YORK-030781-3,4 August 21,2003 Page 9 If you have any questions or comments,please feel free to contact our office. We sincerely appreciate this opportunity to offer our services. Sincerely, SMITH ENGINEERING CONSULTANTS, INC. Camie R. Ferrier, P.E. Project Manager CRF/jmk Approved by:�`.-._-.. Jam•: . Hovin. P. . 4 Title: Vice President Date: Accepted by: Title: Date: Client: Y:\Jobs\Smith\2003\030781-Yville Phase I Road Prograthadministratioricontract030781-Yvi1le Phase I Road Program Proposalcrf-082103.doc UNITED CITY OF YORKVILLE To: Tony Graff, City Administrat r From: Joe Wywrot, City Engineer Subject: 2003 Joint & Crack Filling— ange Order No. 1 Date: August 25, 2003 Attached find one copy of proposed Change Order No. 1 for the referenced project. This change order, in the amount of a $727.20 increase, is the fmal balancing change order for this project. This year's crack filling project was initially planned only for the streets in White Oak and Blackberry Creek North subdivisions. As work progressed, we saw that quantity of material being used was substantially less than projected. This presented an opportunity to include additional streets in the project without exceeding the budgeted cost. Most of the streets added to the project were east of Route 47 between Route 34 and the Fox River because that area is also planned for our Asphalt Surface Treatment project this year. Combining crack filling and surface treatments will extend the life of these roads to the maximum extent possible. The MFT appropriation resolution we passed several months ago was in excess of the final contract amount, so we will not need to appropriate additional funds. Please place this item on the Public Works Committee agenda of August 25, 2003 as an additional business item. Cc: Traci Pleckham, Director of Finance Eivois Department Request for Approval of Transportation of Change in Plans Date 08/25/2003 County Kendall Contractor Midwest Tar Sealer Co. Road District or Municipality Yorkville Address 1485 E. Thomdale Ave. Section 03-00000-00-GM Itasca, Illinois 60143 Request No. 1 (Final) ® addition I recommend that an ❑ extension be made to the above contract. ❑ deduction 0 from Between Station N/A and Station N/A a net length of N/A (Do not fill in unless a change in length is involved) The estimated quantities are shown below and the contractor agrees to furnish the materials and do the work at the unit prices. Show station location for major items. Items Description and Unit Quantity Unit Price Additions Deductions 1. Crack Filling 808 LB 0.90 727.20 Totals $727.20 Net Change $727.20 Amount of original contract$ 22,870.80 ® addition Total net ❑ deduction to date $ 727.20 which is 3.2 %of Contract Price RI R Fi401 (Row 7/011 State fully the nature and reason for the change final balance of quantities. When the net increase or decrease in the cost of the contract is$10,000 or more or the time of completion is increased or decreased by 30 days or more, one of the following statements shall be checked. ❑ The undersigned has determined that the circumstances which necessitate this change were not reasonably foreseeable at the time the contract was signed. ❑ The 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. Signed N/A Signed Highway Commissioner Municipal Officer Mayor Title of Municipal Officer Date Date Approved Recommended Approved City Engineer District Engineer Date Date Note Make out separate form for change in length quantities. Give net quantities only. Submit 3 copies of this form to District Engineer(4 copies for road district). If plans are required attach 3 sets. BIR 6301 (Rev.2/01) Page 2 of 2 Illinois Department of Transportation Municipal Maintenance Operations Location Surface Maintenance Operation Existing Street From To Type Length Width No. Description Quantity BOOMER LANE CANNONBALL TRAIL FAIRHAVEN LANE BIT. 400 28 1 CRACK FILLING 400 LB FAIRHAVEN LANE BOOMER LANE CANNONBALL TRAIL BIT 2700 28 1 CRACK FILLING 2510 LB NEWBURY LANE FAIRHAVEN LANE TERMINUS BIT 300 28 1 CRACK FILLING 300 LB ESSEX CT FAIRHAVEN LANE TERMINUS BIT 300 28 1 CRACK FILLING 300 LB DOVER CT NORTH FAIRHAVEN LANE TERMINUS BIT 400 28 1 , CRACK FILLING 350 LB DOVER CT SOUTH FAIRHAVEN LANE TERMINUS BIT 200 28 1 CRACK FILLING 200 LB CHESHIRE CT FAIRHAVEN LANE TERMINUS BIT 300 28 1 CRACK FILLING 300 LB WHITE OAK WAY FOX ROAD WHITE OAK WAY BIT 4500 28 1 CRACK FILLING 4500 LB NORWAY CIRCLE WHITE OAK WAY WHITE OAK WAY BIT 2100 28 1 CRACK FILLING 1350 LB FIR CT NORWAY CIRCLE TERMINUS BIT 300 28 1 CRACK FILLING 200 LB SPRUCE CT WHITE OAK WAY TERMINUS BIT , 500 28 1 CRACK FILLING 500 LB RIVER BIRCH LANE WHITE OAK WAY RIVER BIRCH DRIVE BIT 400 28 , 1 CRACK FILLING 400 LB RIVER BIRCH DRIVE WEST TERMINUS EAST TERMINUS BIT 1500 28 1 CRACK FILLING 1500 LB E. MAIN STREET BRUELL STREET JOHNSON STREET BIT 900 28 1 CRACK FILLING 1460 LB JOHNSON STREET E. MAIN STREET BEHRENS STREET BIT 500 28 1 CRACK FILLING 800 LB BEHRENS STREET JOHNSON STREET OAKWOOD AVENUE BIT 600 28 1 CRACK FILLING 900 LB OAKWOOD AVENUE BEHRENS STREET TERMINUS BIT 700 28 1 CRACK FILLING 1100 LB BRUELL STREET E. MAIN STREET WOODDALE DRIVE BIT 500 28 1 CRACK FILLING 650 LB WOODDALE DRIVE BRUELL STREET TERMINUS , BIT 100 28 1 CRACK FILLING 100 LB PARK STREET IL. ROUTE 47 LIBERTY STREET BIT 900 24 1 CRACK FILLING 700 LB SOMONAUK STREET IL. ROUTE 47 LIBERTY STREET BIT 900 28 1 CRACK FILLING 1300 LB SPRING STREET IL. ROUTE 47 WACKER DRIVE BIT 3100 33 1 CRACK FILLING 4500 LB McHUGH ROAD 100' S. OF SPRING 200' N. OF SPRING BIT 300 33 1 CRACK FILLING 500 LB FREEMONT STREET 200' N. OF SPRING TERMINUS BIT 600 28 1 CRACK FILLING 700 LB ANDREA COURT OVERLOOK COURT TERMINUS BIT 400 28 . 1 CRACK FILLING 250 LB _OVERLOOK COURT CANNONBALL TRAIL TERMINUS BIT 700 28 1 _ CRACK FILLING 450 LB Submit Four(4) copies to District Engineer BLR 8203(Rev.8/96)