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Public Works Packet 2019 04-16-19 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, April 16, 2019 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: March 19, 2019 New Business: 1. PW 2019-22 Snow Operations Report – Year End Report 2. PW 2019-23 Water Department Reports for January, February and March 2019 3. PW 2019-24 Capital Projects Quarterly Report 4. PW 2019-25 Letter of Credit and Bond Reduction Quarterly Report 5. PW 2019-26 East Orange Street Water Main Improvements – Construction Engineering Agreement 6. PW 2019-27 Crosswalk at Route 47 and Main Street 7. PW 2019-28 Plow Trucks – Status 8. PW 2019-29 Water Department Superintendent/Foreman – Personnel Recruitment/Update 9. PW 2019-30 Fox Hill Park and Trail Crossing Old Business: 1. PW 2018-102 East Alley Parking Lot – Update Additional Business: 2018/2019 City Council Goals – Public Works Committee Goal Priority Staff “Road to Better Roads Funding” 5 Bart Olson, Eric Dhuse & Rob Fredrickson “Water Planning” 6 Eric Dhuse & Brad Sanderson “Municipal Building Needs & Planning” 7 Bart Olson, Eric Dhuse, Rob Fredrickson, Tim Evans & Erin Willrett “Traffic Patrol” 9 Eric Dhuse & Rich Hart “Whispering Meadows” 10 Bart Olson & Brad Sanderson “Vehicle Replacement” 12 Bart Olson, Eric Dhuse, Rob Fredrickson, Rich Hart & Tim Evans “Water Conservation Plan” 14 Eric Dhuse & Brad Sanderson “Capital Improvement Plan” 16 Eric Dhuse, Rob Fredrickson & Brad Sanderson United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, April 16, 2019 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. March 19, 2019 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2019-22 Snow Operations Report – Year End Report □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2019-23 Water Department Reports for January, February and March 2019 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2019-24 Capital Projects Quarterly Report □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2019-25 Letter of Credit and Bond Reduction Quarterly Report □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2019-26 East Orange Street Water Main Improvements – Construction Engineering Agreement □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2019-27 Crosswalk at Route 47 and Main Street □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2019-28 Plow Trucks - Status □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 8. PW 2019-29 Water Department Superintendent/Foreman – Personnel Recruitment/Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 9. PW 2019-30 Fox Hill Park and Trail Crossing □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2018-102 East Alley Parking Lot – Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – March 19, 2019 Public Works Committee – April 16, 2019 Majority Committee Approval Minute Taker Name Department Page 1 of 3 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 19, 2019, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Joel Frieders Alderman Ken Koch Alderman Jackie Milschewski Alderman Seaver Tarulis Other City Officials City Administrator Bart Olson Engineer Brad Sanderson, EEI Assistant City Administrator Erin Willrett Public Works Director Eric Dhuse Alderman Chris Funkhouser Other Guests: None The meeting was called to order at 6:00pm by Chairman Joel Frieders. Citizen Comments: None Previous Meeting Minutes: February 19, 2019 The minutes were approved as presented. New Business: 1. PW 2019-13 Snow Operations Report Director Dhuse reported only small amounts of snow in this time period. 2. PW 2019-14 Fox Highlands – Raintree Village Water Main Interconnect – Change Order No. 1 This is the balancing change order to close out the project and Mr. Sanderson reported a decrease of $49,859.32 due to items not used. This moves to the March 26th Council meeting consent agenda. 3. PW 2019-15 Church Street Sanitary Sewer Improvements – Engineering Agreement Mr. Olson said this is part of the Roads to Better Road project. Design engineering is $13,000 and construction engineering is $15,999. He recommended approval and said it is budgeted. The committee agreed and it moves forward to the March 26th consent agenda. 4. PW 2019-16 2019 Road to Better Roads Program – Contract Award There were 4 bidders with D Construction being the low bid. A portion of the project is in Bristol Township and they have not yet agreed to pay for their $38,000 portion. If not approved, it will be removed from the contract. Mr. Sanderson recommended approval of the $624,997.07 bid. Page 2 of 3 Alderman Frieders questioned the difference in the bid prices. Staff is trying to tighten up cleanup schedules and restoration with D Construction or fines could result. Construction will not start until May 1 and this moves to the consent agenda. 5. PW 2019-17 Fox Hill Unit 7 – Easement Abrogation Mr. Sanderson explained some of the foundations in Fox Hill encroached on city easements. The City met with the builder and it was determined the encroachment would not affect maintenance, so easement rights were vacated for these areas. He recommended approval by the city. Chairman Frieders asked if more frequent city visits were necessary to prevent further situations and if it should be factored into the cost. Mr. Dhuse said the developer has been asked to have contractors familiar with these types of projects, in place in the future. This moves to the March 26th consent agenda. 6. PW 2019-18 Wyland National Mayors Challenge for Conservation This is the second year for this challenge which will take place in April and Ms. Willrett proposed a resolution for the conservation effort. This moves to the March 26th Council meeting on the regular agenda. 7. PW 2019-19 Hanging Baskets Mr. Dhuse suggested flower baskets in the downtown on private buildings and the city will be responsible for the maintenance. The flowers are budgeted and he hopes to expand the program. Alderman Milschewski cautioned about not placing them where the sun will be extremely hot and locations were discussed. Mr. Dhuse is working with Winding Creek Nursery and will order soon. This moves to the consent agenda. 8. PW 2019-20 Utility Box Art Alderman Frieders proposed a program of painting utility boxes similar to those in Aurora. He said each box is painted differently. Contracts are signed along with a release of liability. The artists are not paid and sponsors can be secured for the boxes. Mr. Frieders said this idea gets people involved in city meetings and engaged in the community and builds a list of artists for other projects. He suggested a point of contact person who could act as a curator. Alderman Koch commented he thought it was a good idea and asked who would determine what art is allowed. Mr. Frieders said the city would make the decision. He said the art was well-received in Aurora and it will liven up the downtown. The committee was OK with this project. 9. PW 2019-21 Speed Sign Update There are currently speed devices on Kennedy Rd. and Cannonball Trail and will be rotated to other locations during the year. The various speeds recorded were discussed. Public Works Director Dhuse said there are about 7,000 cars on Cannonball and 5,500-6,000 on Kennedy Rd. per day. It was noted that 20,000 cars a day on a given road is the threshhold for a 4-lane road. Old Business: 1. PW 2018-102 East Alley and Van Emmon Mr. Olson said he now has a revised cost estimate and a timeline for this project. Mr. Dhuse had spoken with the business owners who had differing opinions on how this area should be improved. It was decided to proceed with option #3 discussed at previous meetings. Written consent from Imperial Investments will be needed and they have already verbally approved. City Council approval will also be needed. Page 3 of 3 Additional Business: Chairman Frieders asked if it was possible to speed up the Rt. 34 improvements. Mr. Dhuse explained the status of the project and said it should move faster now. Mr. Olson noted that the city cannot force quicker construction, but he said the IDOT phone number is on the website so citizens can register complaints. Mr. Dhuse noted that the original engineer is back and issues are being addressed. The committee also discussed the location of the shared use path along Rt. 34. Alderman Funkhouser asked if the stop lights on Rt. 34 west could be re-timed since it is becoming more difficult to get across town. It was noted that Rt. 71 improvements will begin soon and the city has been getting competitive prices with D Construction. There was no further business and the meeting was adjourned at 6:49pm. Minutes respectfully transcribed by Marlys Young, Minute Taker Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PW 2019-22 Snow operations report year end report winter 18-19 Public Works Committee - April 16, 2019 None Informational only Year end report Eric Dhuse Public Works Name Department Summary Year end snow report detailing snow removal operations for the winter of 2018-2019. Background The year started off with a bang on November 15th with an early season storm, and did not let up for 3 weeks. Our crews were in the middle of leaf pickup utilizing one large truck, another truck was in the shop getting fitted with a new box and a third truck was being repaired. In addition to trucks being down, we were down manpower as well. My staff along with Parks staff really stepped up to get the job done well with what we had. Everyone was willing to do whatever it took to make sure the roads were as clear as possible for the motoring public. From December 5th through Christmas we had a small lull in the action to be able to catch our breath, repair what we could and finish up leaf pick up. At this time, we were still waiting on the truck with the new box to be completed. Dec 29- Feb 14 was the return of winter. We plowed, salted and plowed again for days on end. We finally got our truck with the new box and were able to put it right in the fleet. Unfortunately, our aging fleet took some serious hits during this time, and we were never able to get up to full strength and plow with a full fleet. Again, the staff was incredible. Led by John Sleezer, our crews cleared the streets and salted over and over. They worked on their own trucks when they could, and even tackled some jobs that seemed too big for us to handle. In the end, our crews were able to get the job done and done well. Yearly Highlights  ~1600 tons of salt used. This is up from 1190 tons last year.  ~15,000 gallons of brine used. This is down from 35,000 last year. Colder temps prevented us from using brine as frequently.  5771 lane miles of roadway were salted  ~1000 tons in storage for future use  Over 11,000 miles driven during snow removal by dump trucks only. This statistic does not include all pickups or small dump trucks. In actuality, the miles driven is probably closer to 20,000 if those are added. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, Administrator Date: April 3, 2019 Subject: Year End Snow Report Mailbox Damage  29 reported, down from 40 last year.  2 struck by city vehicles  Route 1 – 1 in Caledonia  Route 2 – 5 in Kylyn’s, Whispering Meadows, Fox Hill  Route 3 – 5 in Countryside, Prairie Meadows, Autumn Creek  Route 4 – 1 Grande Reserve  Route 5 – 7 in Heartland, Heartland Circle, old part of town east of 47 and north of river  Route 6 – 1 White Oak  Route 7 – 3 in Greenbriar and Wildwood II  Route 8 – 6 in Raintree, Windett and Fox Highlands 11/15‐2/20 3/11/2019 Recorder ED Total Miles Average Lbs of Tons of Lbs of Gallons of Gal Brine/ Salt Brine Route Truck ID Driven MPH Salt Used Salt Used Salt/Mi. Brine Used Ton Salt Miles Miles 1 9 1955.90 12.41 368078.00 184.04 397.66 1779.00 9.67 925.60 752.00 2 27 1645.10 8.77 343298.00 171.65 400.30 3665.00 21.35 857.60 735.60 3 13 1822.20 9.72 333286.00 166.64 366.81 2699.00 16.20 908.60 784.70 4 23 1485.80 13.40 334178.00 167.09 401.70 1949.00 11.66 831.90 699.00 5 10 775.00 7.51 202861.00 101.43 430.25 32.00 471.50 258.00 6 28 1504.70 5.26 328784.00 164.39 486.87 1687.00 10.26 675.30 569.00 7 22 0.00 0.00 0.00 0.00 0.00 0.00 0.00 8 11 2265.10 10.79 457103.00 228.55 415.51 2479.00 10.85 1100.10 740.00 11454 8.48 2367588 1184 414.16 14290 13.33 5771 4538 Avg. Avg. Avg. Additional tons of salt estimated to be used by truck 22 185 Additional tons of salt estimated to be used by one ton trucks 167 Additional tons of salt estimated to be used in brine making process 40 TOTAL ESTIMATED SALT USAGE 1576 Date of Recording EVENT TOTALS Snow Event Date Yearly Totals Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #2 Tracking Number PW 2019-23 Water Department Reports for January, February and March 2019 Public Works Committee – April 16, 2019 Majority Approval Monthly water reports. Eric Dhuse Public Works Name Department United City of Yorkville WATER DEPARTMENT REPORT __ JANUARY 2019 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 3 Abandoned 4 1386 664 384 16,339,000 7 1527 1125 563 6,811,700 8 1375 840 490 18,644,000 9 1353 867 522 2,582,000 TOTAL TREATED 41,158,000 CURRENT MONTH’S PUMPAGE IS 1,317,000 GALLONS LESS THAN LAST MONTH _4,604,000 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: _1,431,500 GALLONS DAILY MAXIMUM PUMPED: _2,280,000 GALLONS DAILY AVERAGE PER CAPITA USE: __69.88 _ GALLONS WATER TREATMENT: CHLORINE: 1,055_ LBS. FED CALCULATED CONCENTRATION: _ 3.07 MG/L FLUORIDE _ 31 LBS. FED CALCULATED CONCENTRATION: __0.05 __ MG/L POLYPHOSPHATE: _1,097 LBS. FED CALCULATED CONCENTRATION: ___1.12___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: ________SATISFACTORY ___0___ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLUORIDE: __ ___ SAMPLES TAKEN CONCENTRATION: _ __ MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __13 __ NUMBER OF LEAKS OR BREAKS REPAIRED: ______ MXU’S: __19 ____ BATTERIES REPLACED: _32_____ NEW CUSTOMERS: RESIDENTIAL: __13_ _ COMMERCIAL: ______ _ INDUSTRIAL/GOVERNMENTAL: ____ ___ COMMENTS: Main break at 104 W. Countryside Parkway (Congregational Church). 12” cast iron main. Fixed on the coldest day of the year. Estimated loss 50,000 gallons United City of Yorkville WATER DEPARTMENT REPORT __ FEBRUARY 2019 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 3 Abandoned 4 1386 664 384 14,985,000 7 1527 1125 563 6,938,500 8 1375 840 490 19,145,000 9 1353 867 522 1,311,000 TOTAL TREATED 36,650,000 CURRENT MONTH’S PUMPAGE IS 1,997,000 GALLONS LESS THAN LAST MONTH _ 420,500 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _1,513,500 GALLONS DAILY MAXIMUM PUMPED: _2,483,000 GALLONS DAILY AVERAGE PER CAPITA USE: __62.22 _ GALLONS WATER TREATMENT: CHLORINE: 1,217_ LBS. FED CALCULATED CONCENTRATION: _ 3.98 MG/L FLUORIDE _ 25 LBS. FED CALCULATED CONCENTRATION: __0.04 __ MG/L POLYPHOSPHATE: _1,087 LBS. FED CALCULATED CONCENTRATION: ___1. 42___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: ________SATISFACTORY ___0___ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLUORIDE: __ ___ SAMPLES TAKEN CONCENTRATION: _ __ MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __5 __ NUMBER OF LEAKS OR BREAKS REPAIRED: ______ MXU’S: __1 ____ BATTERIES REPLACED: ______ NEW CUSTOMERS: RESIDENTIAL: ___ 10_ COMMERCIAL: ___-___ _ INDUSTRIAL/GOVERNMENTAL: ____ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT __ MARCH 2019 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1386 664 384 18,826,000 7 1527 1125 430 7,123,000 8 1384 840 456 21,201,000 9 1368 861 509 579,000 TOTAL TREATED 44,235,500 CURRENT MONTH’S PUMPAGE IS _ 5,349,500 GALLONS more THAN LAST MONTH _ _ 2,275,000 _ GALLONS more THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,704,600___GALLONS DAILY MAXIMUM PUMPED: __ 1,984,000__ GALLONS DAILY AVERAGE PER CAPITA USE: ___ 75.10 __ GALLONS WATER TREATMENT: CHLORINE: 1,435 LBS. FED CALCULATED CONCENTRATION: _____3.9__ MG/L FLUORIDE: _ 0 LBS. FED CALCULATED CONCENTRATION: _____.0 __ MG/L POLYPHOSPHATE: 1,295_LBS. FED CALCULATED CONCENTRATION: ___1.23____ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __ ____SATISFACTORY ___0___ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ __ SAMPLE(S) TAKEN CONCENTRATION: _ MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __ 10 NUMBER OF LEAKS OR BREAKS REPAIRED: __ ___ MXU’S: ___25 _ BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __ 18 COMMERCIAL: ____- _ _ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: 3/30 - Main break at Colton and E. Main. 8” cast iron main Est. loss 60,000 gal. 3/30 – Main break at Sunset and Pleasure. 8” cast iron main. Est. loss – 120,000 gal. Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #3 Tracking Number PW 2019-24 Capital Project Update Public Works Committee – April 16, 2019 None Informational Status Update Brad Sanderson Engineering Name Department The purpose of this memo is to update the Public Works Committee as to the status of the several projects. A summary on the status of the projects is provided below: Construction Projects Whispering Meadows – Completion of Improvements The project is substantially complete. The contractor will complete the remaining punchlist items in the spring. The contactor has been contacted. Rt 71 Water main and Sanitary Sewer Relocation Work will begin in the Spring. Initial meetings with the contactor have occurred. Planning/Design Projects 2019 RTBR Contract has been awarded to D Construction. The contract completion date is July 12th East Orange Street Water Main Improvements We are scheduled for a May 13th letting. Construction will take place from June until August. Church Street Sanitary Sewer Improvements We are scheduled for a May 13th letting. Construction will take place from June until August. Pavillion Road Streambank Stabilization Permits have been received. Cooperation with adjacent land owners is required. Mill Road Reconstruction Final design is approximately 95% complete. Final plans have been submitted to BNSF and the private utility companies. ROW acquisition is needed from three parcels; City Attorney is currently negotiating. Project funding is contingent on Grande Reserve agreement. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: April 4, 2019 Subject: Capital Improvement Projects Update Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #4 Tracking Number PW 2019-25 Bond/LOC Reduction Summary – March 31, 2019 Public Works Committee – April 16, 2019 Informational Informational Brad Sanderson Engineering Name Department Please see the attached reduction summary through March 31, 2019. If you have any questions, please let me know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: April 4, 2019 Subject: 2019 Bond/LOC Reduction Summary – To Date 31-Mar-19 2019 Bond and Letter of Credit Reduction Report Date Development/Project Engineer Concurrence City Administrator Concurrence Mayor Concurrence Reduction Final Release Reduction Value Remaining Balance 3/7/2019 Kendall Marketplace - Residential X X X 267,271.60$ 115,980.40$ 3/28/2019 Heartland Meadows X X X 71,711.75$ 326,754.00$ Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #5 Tracking Number PW 2019-26 East Orange Street Water Main – Construction Engineering Agreement Public Works Committee – April 16, 2019 N / A Supermajority (6 out of 9) Approval See attached memo. Bart Olson Administration Name Department Summary Approval of a construction engineering agreement with EEI for construction engineering related to the East Orange Street Water Main infrastructure project. Background This item was discussed by the City Council in January 2018. At that time, the City Council approved a design engineering contract with EEI for the East Orange Water Main project. This project is part of our 2019 Road to Better Roads program. Design engineering has wrapped up and the project is due to begin in the 2019 construction season. Accordingly, EEI has submitted an engineering agreement for our consideration for construction engineering. The attached contract contains a $45,000 estimate for construction engineering, to be paid at hourly rates listed in the agreement. These amounts are included in the FY 20 budget. Construction is expected to occur in June and July 2019. Recommendation Staff recommends approval of the engineering agreement with EEI for construction engineering related to the East Orange Street Water Main infrastructure project. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: April 11, 2019 Subject: East Orange Street Water Main – construction engineering East Orange Street Water Main Improvements United City of Yorkville, Kendall County, IL Professional Services Agreement - Construction Engineering THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as the "Contractor" or “ENGINEER” agrees as follows: A. Services: ENGINEER agrees to furnish to the City the following services: The ENGINEER shall provide any and all necessary engineering services to the City as indicated on the included exhibits. Construction engineering will be provided for approximately 1,650 linear feet of 8-inch water main improvements on East Orange Street (see Exhibit 5 for project limits). Engineering will be in accordance with all City, Standard Specifications for Water and Sewer Construction in Illinois, Illinois Department of Transportation, and Illinois Environmental Protection Agency requirements. B. Term: Services will be provided beginning on the date of execution of this agreement and continuing, until terminated by either party upon 7 days written notice to the non- terminating party or upon completion of the Services. Upon termination the ENGINEER shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to ENGINEER: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimate of Level of Effort and Associated Cost included in Exhibit 3. Construction Engineering will be paid for Hourly (HR) at the actual rates for services to be performed, currently estimated at $45,000. The hourly rates for this project are shown in the attached 2019 Standard Schedule of Charges (Exhibit 6). All payments will be made according to the Illinois State Prompt Payment Act and not less than once every thirty days. D. Changes in Rates of Compensation: In the event that this contract is designated in Section B hereof as an Ongoing Contract, ENGINEER, on or before February 1st of any given year, shall provide written notice of any change in the rates specified in Section C hereof (or on any attachments hereto) and said changes shall only be effective on and after May 1st of that same year. East Orange Street Water Main Improvements United City of Yorkville Professional Services Agreement Construction Engineering E. Ownership of Records and Documents: ENGINEER agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. ENGINEER agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, ENGINEER agrees to return all such materials to the City. The City agrees not to modify any original documents produced by ENGINEER without contractors consent. Modifications of any signed duplicate original document not authorized by ENGINEER will be at OWNER’s sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned document will, likewise, be at the OWNER’s sole risk and without legal liability to the ENGINEER. F. Governing Law: This contract shall be governed and construed in accordance with the laws of the State of Illinois. Venue shall be in Kendall County, Illinois. G. Independent Contractor: ENGINEER shall have sole co ntrol over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the ENGINEER under this agreement shall be that of an independent contractor. ENGINEER will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery : The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). East Orange Street Water Main Improvements United City of Yorkville Professional Services Agreement Construction Engineering Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting : The Contractor certifies that it has not been barred from contracting as a result o f a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity : The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illino is Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal East Orange Street Water Main Improvements United City of Yorkville Professional Services Agreement Construction Engineering sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contracto r certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of ENGINEER or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance : The ENGINEER agrees that it has either attached a copy of all required insurance certificates or that said insurance is not required due to the nature and extent of the types of services rendered hereunder. (Not applicable as having been previously supplied) K. Additional Terms or Modification: The terms of this agreement sha ll be further modified as provided on the attachments. Except for those terms included on the attachments, no additional terms are included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any East Orange Street Water Main Improvements United City of Yorkville Professional Services Agreement Construction Engineering manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of exhibits is as follows: Exhibit 1: Professional Engineering Services Exhibit 2: Limitation of Authority, Duties and Responsibilities of the Resident Construction Observer Exhibit 3: Estimate of Leve l of Effort and Associated Cost Exhibit 4: Anticipated Project Schedule Exhibit 5: Location Map Exhibit 6: 2019 Standard Schedule of Charges L. Notices: All notices required to be given under the terms of this agreement shall be given mail, addressed to the parties as follows: For the City: For the ENGINEER: City Administrator and City Clerk Engineering Enterprises, Inc. United City of Yorkville 52 Wheeler Road 800 Game Farm Road Sugar Grove Illinois 60554 Yorkville, IL 60560 Either of the parties may designate in writing from time to time substitute addresses or persons in connection with required notices. Agreed to this _____day of __________________, 2019. United City of Yorkville: Engineering Enterprises, Inc.: _________________________________ ________________________________ Gary Golinski Brad Sanderson, P.E. Mayor Vice President _________________________________ ________________________________ Beth Warren Angie Smith City Clerk Executive Assistant 1 EXHIBIT 1 SECTION A - PROFESSIONAL DESIGN ENGINEERING SERVICES For purposes of this Exhibit 1 and all attachments hereto, the term “contractor” shall not refer to Engineering Enterprises, Inc., but shall instead refer to individuals or companies contracted with, to construct or otherwise manage the project described herein. The ENGINEER shall furnish professional design engineering services as follows: 1. The ENGINEER will attend conferences with the OWNER, or other interested parties as may be reasonably necessary. 2. The ENGINEER will perform the necessary design surveys, accomplish the detailed design of the project, prepare construction drawings, specifications and contract documents, and prepare a final cost estimate based on final design for the entire system. It is also understood that if subsurface explorations (such as borings, soil tests, rock soundings and the like) are required, the ENGINEER will furnish coordination of said explorations without additional charge, but the costs incident to such explorations shall be paid for by the OWNER as set out in Section D hereof. 3. The contract documents furnished by the ENGINEER under Section A-2 shall utilize IEPA endorsed construction contract documents, including Supplemental General Conditions, Contract Change Orders, and partial payment estimates. 4. Prior to the advertisement for bids, the ENGINEER will provide for each construction contract, not to exceed 10 copies of detailed drawings, specifications, and contract documents for use by the OWNER, appropriate Federal, State, and local agencies from whom approval of the project must be obtained. The cost of such drawings, specifications, and contract documents shall be included in the basic compensation paid to the ENGINEER. 2 5. The ENGINEER will furnish additional copies of the drawings, specifications and contract documents as required by prospective bidders, material suppliers, and other interested parties, but may charge them for the reasonable cost of such copies. Upon award of each contract, the ENGINEER will furnish to the OWNER five sets of the drawings, specifications and contract documents for execution. The cost of these sets shall be included in the basic compensation paid to the ENGINEER. Original documents, survey notes, tracings, and the like, except those furnished to the ENGINEER by the OWNER, are and shall remain the property of the ENGINEER. 6. The drawings prepared by the ENGINEER under the provisions of Section A-2 above shall be in sufficient detail to permit the actual location of the proposed improvements on the ground. The ENGINEER shall prepare and furnish to the OWNER without any additional compensation, three copies of map(s) showing the general location of needed construction easements and permanent easements and the land to be acquired. Property surveys, property plats, property descriptions, abstracting and negotiations for land rights shall be accomplished by the OWNER, unless the OWNER requests, and the ENGINEER agrees to provide those services. In the event the ENGINEER is requested to provide such services, the ENGINEER shall be additionally compensated as set out in Section D hereof. 7. The ENGINEER will attend the bid opening and tabulate the bid proposal, make an analysis of the bids, and make recommendations for awarding contracts for construction. 8. The ENGINEER further agrees to obtain and maintain, at the ENGINEER’s expense, such insurance as will protect the ENGINEER from claims under the Workman’s Compensation Act and such comprehensive general liability insurance as will protect the OWNER and the ENGINEER from all claims for bodily injury, death, or property damage which may arise from the performance by the ENGINEER or by the ENGINEER’s employees of the ENGINEER’s functions and services required under this Agreement. 3 9. The ENGINEER will complete the final plans, specifications and contract documents and submit for approval of the OWNER, and all State regulatory agencies to meet the project schedule(s) as summarized in Exhibit 4: “Anticipated Project Schedule – East Orange Street Water Main Improvements” dated March 14, 2019. SECTION B - PROFESSIONAL CONSTRUCTION ENGINEERING SERVICES The ENGINEER shall furnish professional construction engineering services as follows: 1. The ENGINEER will review, for conformance with the design concept, shop and working drawings required by the construction Contract Documents and indicate on the drawings the action taken. Such action shall be taken with reasonable promptness. 2. The ENGINEER will interpret the intent of the drawings and specifications to protect the OWNER against defects and deficiencies in construction on the part of the contractors. The ENGINEER will not, however, guarantee the performance by any contractor. 3. The ENGINEER will evaluate and determine acceptability of substitute materials and equipment proposed by Contractor(s). 4. The ENGINEER will establish baselines for locating the work together with a suitable number of bench marks adjacent to the work as shown in the contract documents. 4 5. The ENGINEER will provide general engineering review of the work of the contractor(s) as construction progresses to ascertain that the contactor is conforming to the design concept. (a) ENGINEER shall have authority, as the OWNER’s representative, to require special inspection of or testing of the work, and shall receive and review all certificates of inspections, testing and approvals required by laws, rules, regulations, ordinances, codes, orders or the Contract Documents (but only to determine generally that their content complies with requirements of, and the results certified indicate compliance with, the Contract Documents). (b) During such engineering review, ENGINEER shall have the authority, as the OWNER’s representative, to disapprove of or reject contractor(s)’ work while it is in progress if ENGINEER believes that such work will not produce a completed Project that conforms generally to the Contract Documents or that it will prejudice the integrity of the design concept of the Project as reflected in the Contract Documents. 6. The ENGINEER will provide resident construction observation. Resident construction observation shall consist of visual inspection of materials, equipment, or construction work for the purpose of ascertaining that the work is in substantial conformance with the contract documents and with the design intent. Such observation shall not be relied upon by others as acceptance of the work. The ENGINEER’s undertaking hereunder shall not relieve the contractor of contractor’s obligation to perform the work in conformity with the drawings and specifications and in a workmanlike manner; shall not make the ENGINEER an insurer of the contractor’s performance; and shall not impose upon the ENGINEER any obligation to see that the work is performed in a safe manner. Exhibit 2 - The Limitations of Authority, Duties and Responsibilities of the Resident Construction Observer is attached to this Agreement. 5 7. The ENGINEER will cooperate and work closely with representatives of the OWNER. 8. Based on the ENGINEER’s on-site observations as an experienced and qualified design professional, on information provided by the Resident Construction Observer, and upon review of applications for payment with the accompanying data and schedules by the contractor, the ENGINEER: (a) Shall determine the amounts owing to contractor(s) and recommend in writing payments to contractor(s) in such amounts. Such recommendations of payment will constitute a representation to OWNER, based on such observations and review, that the work has progressed to the point indicated, and that, to the best of the ENGINEER’s knowledge, information and belief, the quality of such work is generally in accordance with the Contract Documents (subject to an evaluation of such work as a functioning whole prior to or upon substantial completion, to the results of any subsequent tests called for in the Contract Documents, and to any other qualifications stated in the recommendation). (b) By recommending any payment, ENGINEER will not hereby be deemed to have represented that exhaustive, continuous or detailed reviews or examinations have been made by ENGINEER to check the quality or quantity of contractor(s)’ work as it is furnished and performed beyond the responsibilities specifically assigned to ENGINEER in the Agreement and the Contract Documents. ENGINEER’s review of contractor(s)’ work for the purposes of recommending payments will not impose on Engineer responsibility to supervise, direct or control such work or for the means, methods, techniques, sequences, or procedures of construction or safety precautions or programs incident thereto or contractor(s) compliance with laws, rules, regulations, ordinances, codes or orders applicable to their furnishing and performing the work. It will also not impose responsibilit y on ENGINEER to make any examination to ascertain how or for what 6 purposes any contractor has used the moneys paid on account of the Contract Price, or to determine that title to any of the work, materials equipment has passed to OWNER free and clear of any lien, claims, security interests, or encumbrances, or that there may not be other matters at issue between OWNER and contractor that might affect the amount that should be paid. 9. The ENGINEER will prepare necessary contract change orders for approval of the OWNER, and others on a timely basis. 10. The ENGINEER will make a final review prior to the issuance of the statement of substantial completion of all construction and submit a written report to the OWNER. Prior to submitting the final pay estimate, the ENGINEER shall submit the statement of completion to and obtain the written acceptance of the facility from the OWNER. 11. The ENGINEER will provide the OWNER with one set of reproducible record (as-built) drawings, and two sets of prints at no additional cost to the OWNER. Such drawings will be based upon construction records provided by the contractor during construction and reviewed by the resident construction observer and from the resident construction observer’s construction data. 12. If State Statutes require notices and advertisements of final payment, the ENGINEER shall assist in their preparation. 13. The ENGINEER will be available to furnish engineering services and consultations necessary to correct unforeseen project operation difficulties for a period of one year after the date of statement of substantial completion of the facility. This service will include instruction of the OWNER in initial project operation and maintenance but will not include supervision of normal operation of the syste m. Such consultation and advice shall be at the hourly rates as described in the attached Exhibit 6: Standard Schedule of Charges dated January 1, 2019. 7 The ENGINEER will assist the OWNER in performing a review of the project during the 11th month after the date of the certificate of substantial completion. 14. The ENGINEER further agrees to obtain and maintain, at the ENGINEER’s expense, such insurance as will protect the ENGINEER from claims under the Workman’s Compensation Act and such comprehensive gener al liability insurance as will protect the OWNER and the ENGINEER from all claims for bodily injury, death, or property damage which may arise from the performance by the ENGINEER or by the ENGINEER’s employees of the ENGINEER’s functions and services requ ired under this Agreement. 15. The ENGINEER will provide construction engineering services in accordance with the periods summarized in Exhibit 4: “Anticipated Project Schedule – East Orange Street Water Main Replacement” dated March 14, 2019. If the above is not accomplished within the time period specified, this Agreement may be terminated by the OWNER. The time for completion may be extended by the OWNER for a reasonable time if completion is delayed due to unforeseeable cases beyond the control and without the fault or negligence of the ENGINEER. Pursuant to Paragraph D “Changes in Rates of Compensation”, the contract shall be designated on-going consistent with the project schedule. 8 SECTION C – COMPENSATION FOR ENGINEERING SERVICES 1. The OWNER shall compe nsate the ENGINEER for professional design engineering services in the amount of $XX,XXX (FF) as summarized on Exhibit 3: “Estimate of Level of Effort and Associated Cost for Professional Engineering Services for East Orange Street Water Main Improvements” dated March 14, 2019. (a) The compensation for the professional design engineering services shall be payable as follows: (1) A sum which does not exceed ninety percent (90%) of the total compensation payable under Section C-1 shall be paid in monthly increments for work actually completed and invoiced, for grant administration and for the preparation and submission to the OWNER and/or IEPA of the construction drawings, specifications, cost estimates and contract documents. (2) A sum which, together with the compensation paid pursuant to Section C-1(a)(1) above, equals one hundred percent (100%) of the total compensation due and payable in accord with Section C-1 above, shall be due immediately after the award of construction contract(s) is approved by the corporate authorities. 2. The OWNER shall compensate the ENGINEER for the construction administration, construction staking, construction observation (including the Resident Construction Observer), and any additional consultation and surveying services on the basis of Hourly Rates (HR) as described on the attached Exhibit 6: Standard Schedule of Charges dated January 1, 2019. The estimated values are included in Exhibit 3: “Estimate of Level of Effort and Associated Cost for Professional Engineering Services for East Orange Street Water Main Improvements” dated April 5, 2019 and are estimated at $45,000 Hourly (HR). 9 (a) The compensation for the construction administration, construction staking, construction observation (including the Resident Construction Observer), and any additional consultation and surveying services shall be payable as follows: (1) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 3. The OWNER shall compensate the ENGINEER for direct expenses as identified in the contract and as noted on Exhibit 3 at the actual cost or hourly cost for the work completed. (1) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 4. The compensation for any additional engineering services authorized by the OWNER pursuant to Section D shall be payable as follows: (a) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 10 SECTION D – ADDITIONAL ENGINEERING SERVICES In addition to the foregoing being performed, the following services may be provided UPON PRIOR WRITTEN AUTHORIZATION OF THE OWNER. 1. Site surveys outside of the project limits and other similar special surveys as may be required. 2. Laboratory tests, well tests, borings, specialized geological soils hydraulic, or other studies recommended by the ENGINEER. 3. Property surveys, detailed description of sites, maps, drawings, or estimates related thereto; assistance in negotiating for land and easement rights. 4. Necessary data and filing maps for litigation, such as condemnation. 5. Redesigns ordered by the OWNER after final plans have been accepted by the OWNER and IEPA. 6. Appearances before courts or boards on matters of litigation or hearings related to the project. 7. Preparation of environmental impact assessments or environmental impact statements. 8. Making drawings from field measurements of existing facilities when required for planning additions or alterations thereto. 9. Services due to changes in the scope of the Project or its design, including but not limited to, changes in size, complexity, schedule or character of construction. 11 10. Revising studies or reports which have previously been approved by the OWNER, or when revisions are due to cases beyond the control of the ENGINEER. 11. Preparation of design documents for alternate bids where major changes require additional documents. 12. Preparation of detailed renderings, exhibits or scale models for the Project. 13. Providing special analysis of the OWNER’s needs such as owning and operating analysis, plan for operation and maintenance, OWNER’s special operating drawings or charts, and any other similar analysis. 14. The preparation of feasibility studies, appraisals and evaluations, detailed quantity surve ys of material and labor, and material audits or inventories by the OWNER. 15. Additional or extended services during construction made necessary by (1) work damaged by fire or other cause during construction, (2) defective or incomplete work of the contractor, and/or (3) the contractor’s default on the Construction Contract due to delinquency or insolvency. 16. Providing design services relating to future facilities, systems and equipment which are not intended to be constructed or operated as a part of the Project. 17. Providing other services not otherwise provided for in this Agreement, including services normally furnished by the OWNER as described in Section E – SPECIAL PROVISIONS – Owner’s Responsibilities. Payment for the services specified in this Section E shall be as agreed in writing between the OWNER and the ENGINEER prior to commencement of the work. The ENGINEER will render to OWNER for such services an itemized bill, separate from any other billing, once each month, for compensation for services performed hereunder during such period, 12 the same to be due and payable by OWNER to the ENGINEER on or before the 10th day of the following period. Payment for services noted in D shall be at Actual Cost (AC), Fixed Fee (FF) or Hourly (HR). SECTION E - SPECIAL PROVISIONS 1. OWNER’S RESPONSIBILITIES (a) Provide to the ENGINEER all criteria, design and construction standards and full information as to the OWNER’s requirements for the Project. (b) Designate a person authorized to act as the OWNER’s representative. The OWNER or his representative shall receive and examine documents submitted by the ENGINEER, interpret and define the OWNER’s policies and render decisions and authorizations in writing promptly to prevent unreasonable delay in the progress of the ENGINEER’s services. (c) Furnish laboratory tests, air and water pollution tests, reports and inspections of samples, materials or other items required by law or by governmental authorities having jurisdiction over this Project, or as recommended by the ENGINEER. (d) Provide legal, accounting, right-of-way acquisition and insurance counseling services necessary for the Project, legal review of the construction Contract Documents, and such auditing services as the OWNER may require to account for expenditures of sums paid to the contractor. 13 (e) Furnish above services at the OWNER’s expense and in such manner that the ENGINEER may rely upon them in the performance of his services under this Agreement and in accordance with the Project timetable. (f) Guarantee full and free access for the ENGINEER to enter upon all property required for the performance of the ENGINEER’s services under this Agreement. (g) Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project or other event which may substantially affect the ENGINEER’s performance of services under this Agreement. (h) Protect and preserve all survey stakes and markers placed at the project site prior to the assumption of this responsibility by the contractor and bear all costs of replacing stakes or markers damaged or removed during said time interval. 2. Delegation of Duties - Neither the OWNER nor the ENGINEER shall delegate his duties under this Agreement without the written consent of the other. 3. The ENGINEER has not been retained or compensated to provide design services relating to the contractor’s safety precautions or to means, methods, techniques, sequences, or procedures required by the contractor to perform his work but not relating to the final or completed structure. Omitted services include but are not limited to shoring, scaffolding, underpinning, temporary retainment of excavations and any erection methods and temporary bracing. 4. The ENGINEER intends to render his services under this Agreement in accordance with generally accepted professional practices for the intended use of the Project. 14 5. Since the ENGINEER has no control over the cost of labor, materials, equipment or services furnished by others, or over the contractor(s) methods of determining prices, or over competitive bidding or market conditions, his opinions of probable Project Costs and Construction Costs provided for herein are to be made on the basis of his experience and qualifications and represent his best judgment as an experienced and qualified professional engineer, familiar with the construction industry. The ENGINEER cannot and does not guarantee that proposals, bids or actual project or construction cost will not vary from opinions of probable cost prepared by him. If prior to the bidding or negotiating phase OWNER wishes greater assurance as to project or construction costs he shall employ an independent cost-estimator. 6. Access to Records: (a) The ENGINEER agrees to include subsections E-6(b) through E-6(e) below in all contracts and all subcontracts directly related to project services which are in excess of $25,000. (b) The ENGINEER shall maintain books, records, documents and other evidence directly pertinent to performance of Agency loan work under this Agreement consistent with generally accepted accounting standards in accordance with the American Institute of Certified Public Accountants Professional Standards (666 Fifth Avenue, New York, New York 10019; June 1, 1987). The Agency or any of its duly authorized representatives shall have access to such books, records, documents and other evidence for the purpose of inspection, audit and copying. The ENGINEER will provide facilities for such access and inspection. (c) Audits conducted pursuant to this provision shall be in accordance with generally accepted auditing standards. 15 (d) The ENGINEER agrees to the disclosure of all information and reports resulting from access to records pursuant to subsection E-6(b) above, to the Agency. Where the audit concerns the ENGINEER, the auditing agency shall afford the ENGINEER an opportunity for an audit exit conference and an opportunity to comment on the pertinent portions of the draft audit report. The final audit report will include the written comments, if any, of the audited parties. (e) Records under subsection E-6(b) above shall be maintained and made available during performance on Agency loan work under this agreement and until three years from date of final Agency loan audit for the project. In addition, those records which relate to any “dispute” appeal under an Agency loan agreement, or litigation, or the settlement of claims arising out of such performance, costs or items to which an audit exception has been taken, shall be maintained and made available until three years after the date of resolution of such appeal, litigation, claim or exception. 7. Covenant Against Contingent Fees - The ENGINEER warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bonafide employees. For breach or violation of this warranty, the loan recipient shall have the right to annul this agreement without liability or in its discretion to deduct from the contract price or consideration or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee. 8. Covenant Against Contingent Fees - The loan recipient warrants that no person or agency has been employed or retained to solicit or secure a PWSLP loan upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee. For breach or violation of this warranty, the Agency shall have the right to annul the loan or to deduct from the loan or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee. 16 9. Certification Regarding Debarment – The ENGINEER certifies that the services of anyone that has been debarred or suspended under Federal Executive Order 12549 has not, and will not, be used for work under this Agreement. 10. Affirmative Action – The ENGINEER agrees to take affirmative steps to assure that disadvantaged business enterprises are utilized when possible as sources of supplies, equipment, construction and services in accordance with the Clean Water Loan Program rules. As required by the award conditions of USEPA's Assistance Agreement with IEPA, the ENGINEER acknowledges that the fair share percentages are 5% for MBEs and 12% for WBEs. 11. The ENGINEER shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR Part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requirements is a material breach of this contract which may result in the termination of this contract or other legally available remedies. 17 EXHIBIT 2 THE LIMITATIONS OF AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE RESIDENT CONSTRUCTION OBSERVER ARE AS FOLLOWS: 1. The Resident Construction Observer shall act under the direct supervision of the ENGINEER, shall be the ENGINEER’s agent in all matters relating to on-site construction review of the contractor’s work, shall communicate only with the ENGINEER and the contractor (or contractor’s), and shall communicate with subcontractors only through the contractor or his authorized superintendent. The OWNER shall communicate with the Resident Construction Observer only through the ENGINEER. 2. The Resident Construction Observer shall review and inspect on-site construction activities of the contractor relating to portions of the Project designed and specified by the Engineer as contained in the Construction Contract Documents. 3. Specifically omitted from the Resident Construction Observer’s duties is any review of the contractor’s safety precautions, or the means, methods, sequences, or procedures required for the contractor to perform the work but not relating to the final or completed Project. Omitted design or review services include but are not limited to shoring, scaffolding, underpinning, temporary retainment of excavations and any erection methods and temporary bracing. 4. The specific duties and responsibilities of the Resident Construction Observer are enumerated as follows: (a) Schedules: Review the progress schedule, schedule of Shop Drawing submissions and schedule of values prepared by contractor and consult with ENGINEER concerning their acceptability. 18 (b) Conferences: Attend preconstruction conferences. Arrange a schedule of progress meetings and other job conferences as required in consultation with ENGINEER and notify those expected to attend in advance. Attend meetings and maintain and circulate copies of minutes thereof. (c) Liaison: (1) Serve as ENGINEER’s liaison with contractor, working principally through contractor’s superintendent and assist him in understanding the intent of the Contract Documents. (2) Assist ENGINEER in serving as OWNER’s liaison with contractor when contractor’s operations affect OWNER’s on-site operations. (3) As requested by ENGINEER, assist in obtaining from OWNER additional details or information, when required at the job site for proper erection of the work. (d) Shop Drawings and Samples: (2) Receive and record date of receipt of Shop Drawings and samples. (3) Receive samples which are furnished at the site by contrctor, and notify ENGINEER of their availability for examination. (3) Advise ENGINEER and contractor or its superintendent immediately of the commencement of any work requiring a Shop Drawing or sample submission if the submission has not been approved by ENGINEER. (e) Review of Work, Rejection of Defective Work, Inspections and Tests: 19 (1) Conduct on-site inspection of the work in progress to assist ENGINEER in determining if the work is proceeding in accordance with the Contract Documents and that completed work will conform to the Contract Documents. (2) Report to ENGINEER whenever he believes that any work is unsatisfactory, faulty or defective or does not conform to the Contract Documents, or does not meet the requirements of any inspections, test or approval required to be made or has been damaged prior to final payment; and advise ENGINEER when he believes work should be corrected or rejected or should be uncovered for inspection, or requires special testing, inspection or approval. (3) Verify that tests, equipment and systems start-ups, and operating and maintenance instructions are conducted as required by the Contract Documents and in presence of the required personnel, and that contractor maintains adequate records thereof; observe, record and report to ENGINEER appropriate details relative to the test procedures and start-ups. (4) Accompany visiting inspectors representing public or other agencies having jurisdiction over the Project, record the outcome of these inspections and report to ENGINEER. (f) Interpretation of Contract Documents: Transmit to contractor ENGINEER’s clarifications and interpretations of the Contract Documents. (g) Modifications: Consider and evaluate contractor’s suggestions for modifications in Drawings or Specifications and report them with recommendations to ENGINEER. 20 (h) Records: (1) Maintain at the jo b site orderly files for correspondence, reports of job conferences, Shop Drawings and samples submissions, reproductions of original Contract Documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execut ion of the Contract, ENGINEER’s clarifications and interpretations of the Contract Documents, progress reports, and other Project related documents. (2) Keep a diary or log book, recording hours on the job site, weather conditions, data relative to questions of extras or deductions, list of visiting officials and representatives of manufacturers, fabricators, suppliers and distributors, daily activities, decisions, observations in general and specific observations in more detail as in the case of observing test procedures. Send copies to ENGINEER. (4) Record names, addresses and telephone numbers of all contractor’s, subcontractors and major suppliers of materials and equipment. (i) Reports: (1) Furnish ENGINEER periodic reports as required of progress of the work and contractor’s compliance with the approved progress schedule and schedule of Shop Drawing submissions. (2) Consult with ENGINEER in advance of schedule major tests, inspections or start of important phases of the work. 21 (3) Report immediately t o ENGINEER upon the occurrence of any accident. (j) Payment Requisitions: Review applications for payment with contractor for compliance with the established procedure for their submission and forward them with recommendations to ENGINEER, noting particularly their relation to the schedule of values, work completed and materials and equipment delivered at the site but not incorporated in the work. (k) Certificates, Maintenance and Operating Manuals: During the course of the work, verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by contractor are applicable to the items actually installed; and deliver this material to ENGINEER for his review and forwarding to OWNER prior to final acceptance of the work. (l) Completion: (1) Before ENGINEER issues a Statement of Substantial Completion, submit to contractor a list of observed items requiring completion or correction. (2) Conduct final review in the company of ENGINEER, OWNER and contractor and prepare a final list of items to be completed or corrected. (3) Verify that all items on final list have been completed or corrected and make recommendations to ENGINEER concerning acceptance. ENTITY:ADMIN. WORKPRINCIPAL SENIORSENIOR SENIOR SENIOR ITEM COSTWORKIN PROJECTPROJECT PROJECT PROJECT PROJECT CAD PROJECT HOUR PERITEMCHARGE MANAGERENGINEER I TECHNICIANMANAGER MANAGER TECHNICIAN MANAGER TECHNICIAN I ADMIN. SUMM. ITEMNO. WORK ITEM HOURLY RATE: $208 $197 $153 $106 $197 $178 $153 $153 $141 $70CONSTRUCTION ENGINEERING3.1 Contract Administration4 28 11 11 - - - - - - 54 9,197$ 3.2 Construction Layout and Record Drawings- 1 3 - 4 - 28 - - - 36 5,728$ 3.3 Observation and Documentation- 4 - 258 - - - - - 1 263 28,206$ Construction Engineering Subtotal: 4 33 14 269 4 - 28 - - 1 353 43,131$ PROJECT TOTAL: 4 33 14 269 4 - 28 - - 1 353 43,131 Printing = -$ 37,989$ Mileage = 1,820$ 5,072$ Material Testing = -$ -$ -$ 70$ DIRECT EXPENSES = 1,820$ 43,131$ 44,951$ G:\Public\Yorkville\2017\YO1751-P East Orange Water Main Replacement\PSA - Construction\[03.Exhibit 3 - Level of Effort - Phase III.xlsx]Fee SummaryTOTAL EXPENSES = ENGINEERING SURVEYING DRAFTINGEngineering Expenses = DIRECT EXPENSESLABOR SUMMARYEnvironmental Assessment =PROJECT ROLE:Surveying Expenses = Drafting Expenses = Administrative Expenses = TOTAL LABOR EXPENSES = April 5, 2019ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST FORPROFESSIONAL ENGINEERING SERVICES FOREXHIBIT 3EAST ORANGE STREET WATER MAIN IMPROVEMENTSUnited City of Yorkville, IL WORK Year: ITEM Month: NO.WORK ITEM Week Starting:1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 CONSTRUCTION ENGINEERING 3.1 Contract Administration 3.2 Construction Layout and Record Drawings 3.3 Observation and Documentation G:\Public\Yorkville\2017\YO1751-P East Orange Water Main Replacement\PSA - Construction\[04.Exhibit 4 - Schedule.xls]Schedule - May letting Project Management & QC/QA Permitting Meeting(s)Bidding and Contracting Design Construction October EXHIBIT 4 ANTICIPATED PROJECT SCHEDULE EAST ORANGE STREET WATER MAIN IMPROVEMENTS UNITED CITY OF YORKVILLE, IL April 5, 2019 2019 November Legend February March April May June July August September GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GF GFGF !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!( !(!( !( !(!( !( !( !( !(!( !(!(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!(MillFox BridgeMainOrange Washington Colonial S c h o ol h o u s eHeustis Illini Olsen WalterBell DeerDolph Beecher Elizabeth Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 Legend !(VALVE GF HYDRANT UNKNOWN WATER MAIN 3" WATER MAIN AND SMALLER 4" WATER MAIN 6" WATER MAN 8" WATER MAIN 10" WATER MAIN 12" WATER MAIN 16" WATER MAIN WATER IMPROVEMENT LIMITS LOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: December 2017 YO1751 YO1751_Location Map.mxd.MXD H:\GIS\PUBLIC\YORKVILLE\2016\ MJT ³ 300 0 300150 Feet Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #6 Tracking Number PW 2019-27 Discussion of Illinois Route 47/Main Street Pedestrian Crosswalk Public Works Committee – April 16, 2019 N/A Majority Approval Discuss the pedestrian crossing on IL Route 47 at Main Street due to safety Concerns. Erin Willrett Administration Name Department Summary Discuss the pedestrian crossing on IL Route 47 at Main Street due to safety concerns. Background Discussion regarding pedestrian crossing signage on IL Route 47 began in 2015 during the reconstruction and widening of the roadway. An analysis was performed by EEI and approval to construct the crosswalk signage and pavement markings was given by the City Council and IDOT in April 2016. The original investigation in December 2015, was performed by EEI. The December 8, 2015 staff memo is attached with the detail of the analysis. From that investigation, it was determined that IL Route 47 at the intersection with Main Street is a five (5)-lane roadway, two (2) lanes each direction with a left-turn lane on the northbound approach and a bidirectional left-turn lane on the southbound approach. The width of the roadway is 63 feet. The Average Daily Traffic (ADT) along IL Route 47 at this intersection is 19,500 vehicles per day (taken from the traffic count map on IDOT’s website). Because of the traffic counts, minimal pedestrian traffic, and very few gaps in traffic long enough for pedestrians to cross at this location, EEI recommended that the signage and markings NOT be installed at this location. Because IDOT had already constructed the crosswalk into the pavement, the City installed other measures to enhance driver awareness, such as adding LED lights to the sign, and additional pavement markings to provide active warning of pedestrian presence. There have been several concerns from residents and council members, since the installation of the signage and pavement markings, regarding the safety of the crosswalk. Most recently, City Council members and staff received a complaint, via email accompanied with a video on March 24, 2019, showing an adult and child crossing the intersection with vehicles ignoring the state law to yield for pedestrians. The vehicles continued to travel by while the pedestrians were running across the street while staying within the crosswalk. It was shown that the pedestrians and motorists came close to a collision at least once as they were crossing IL Route 47. This was very concerning to watch. Because of the location of Town Square Park and the number of children and adults that cross in this area because of the perceived safety of the crosswalk with the pavement markings and signage there is doubt about the safety of this crosswalk. Currently, at this location, vehicles per day has increased from 19,500 ADT in 2015 to 22,400 ADT in 2019 (source: https://www.gettingaroundillinois.com/gai.htm?mt=aadt). Staff has pre-emptively discussed the removal of the crosswalk with IDOT. Preliminarily, they noted that, the crosswalk (different pavement type and color than the roadway) would need to be removed. Also, the pavement markings, signage, depressed curb and sidewalk leading up to the crossing would need to be removed. Additional work to be completed would encompass, a replacement of the depressed curb with a barrier curb and grass would need to be planted where the sidewalk leading Memorandum To: Public Works Committee From: Erin Willrett, Assistant City Administrator CC: Bart Olson, City Administrator Date: April 17, 2019 Subject: Illinois Route 47/Main Street Pedestrian Crosswalk up to the crossing was removed. A permit would be required from IDOT to move forward with the project. At that point, IDOT would formally investigate all requirements of removing the crosswalk based on the requirements of the Illinois Access Code and also review the agreement for cost participation and maintenance. Recommendation After further review of the crosswalk and verifying the increase in vehicles per day, as recorded by IDOT, it is recommended that a permit be applied for from IDOT to remove the crossing at IL Route 47 and Main Street. There are 11 pedestrian crossings across IL Route 47 within Yorkville city limits. Of the 11 crossings, only three (3) locations are located outside of a traffic signal: one (1) at Orange Street, one (1) at Hydraulic Street and one (1) at Main Street. At Orange Street, a set of school crossing signs have been installed that light up when a pedestrian push button is activated. A crossing guard is also present before and after school to aid the students in crossing IL Route 47. The crossings at Hydraulic Street and Main Street do not currently have lighted signs. A map showing the crossings along IL Route 47 is attached. As requested, we investigated the pedestrian crossing on IL Route 47 at Main Street due to safety concerns raised by the City. Our findings are below. Existing Conditions and Observations: On Friday, December 4th, 2015, EEI personnel completed field investigations of the existing conditions and traffic patterns along IL Route 47 at Main Street. IL Route 47 at the intersection with Main Street is a five (5)-lane roadway, two (2) lanes each direction with a left-turn lane on the northbound approach and a bidirectional left-turn lane on the southbound approach. The width of the roadway is 63 feet. The average daily traffic along IL Route 47 at this location is 19,500 vehicles per day (taken from the traffic count map on IDOT’s website). Signage/Markings On northbound IL Route 47, a pedestrian crossing ahead sign is provided approximately 250’ in advance of the crosswalk at Main Street, with a pedestrian crossing sign also located at the crosswalk. On southbound IL Route 47, a pedestrian crossing ahead sign is provided approximately 260’ in advance of the crosswalk, with a pedestrian crossing sign also located at the crosswalk. The crosswalk is delineated by two (2) 6” wide white transverse markings with red colored concrete in between. Main Street is controlled by stop signs at both approaches and IL Route 47 is uncontrolled. A view of the crossing facing northbound is on the following page. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI Collette Frohlich, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Director Lisa Pickering, Deputy City Clerk Date: December 8, 2015 Subject: Rt 47 and Main Street – Pedestrian Crossing Photo 1. Crosswalk on IL Route 47 at Main Street, Facing Northbound Traffic and Pedestrian Patterns Vehicular and pedestrian traffic was counted from 6:45am to 8:45 am and from 2:00 pm to 4:00 pm for the intersection of IL Route 47 and Main Street. During each of the time periods counted, a peak 30- minute period was identified. The table below shows the AM and PM ½ hour peak observed. Time Period December 2015 Opposing Traffic Pedestrians 7:56-8:25 AM 911 1 3:25-3:54 PM 985 3 All pedestrians that crossed IL Route 47 at Main Street crossed the first two (2) lanes of traffic, waited in the bi-directional left turn lane, and crossed the other two (2) lanes of traffic when there was a large enough gap for them to continue. It was generally observed that the majority of the pedestrian traffic crossed IL Route 47 at Somonauk Street. In addition to vehicular and pedestrian traffic counts, gaps in traffic greater than 21 seconds were also recorded as a gap long enough for a pedestrian to cross at this location. The 21 second interval was estimated using a crossing speed of 3.5 feet per second (taken from the MUTCD) and a pedestrian startup time of 3 seconds. There were five (5) gaps in the traffic on IL Route 47 that met that length in the AM period and five (5) gaps recorded in the PM period. According to the Institute of Transportation Engineers, longer crossing times are needed for school-aged children. They recommend using 2.0 feet per second for elementary school children, 2.5 feet per second for middle school children, and 3.0 feet per second for high school children. Based on those crossing speeds, only one (1) gap in the PM period was long enough for elementary and middle school students, and two (2) additional gaps in the AM period were long enough for high school students. There were no gaps in the AM period that were long enough for elementary or middle school students. Sight Distance One concern raised by the City was possible sight distance constraints of northbound motorists due to the steep grade of the approach. According to the AASHTO Green Book, the stopping sight distances on upgrades of 3% and 6% are 237 feet and 229 feet, respectively. Since the IL Route 47 improvement plans show a grade of 5.5% on the northbound approach, the stopping sight distance required would be slightly over 230 feet. When viewing the crossing from the pedestrian ahead crossing on the northbound approach, the pedestrian crossing sign is visible (see Photo 2 below). Since the pedestrian ahead sign is located approximately 250 feet from the crossing as stated earlier in this memo, it appears that the stopping sight distance requirement is fulfilled, although it may be more difficult for motorists to see smaller pedestrians at that distance. Photo 2. Northbound Approach of Pedestrian Crossing Street Lighting Another concern raised by the City was visibility of the pedestrians to passing motorists during nighttime conditions. There is currently an overhead light at the southeast corner of the intersection which provides some illumination. Similar lighting was also present before the recent IL Route 47 improvements. With the IL Route 47 lighting project, there will be four (4) additional light poles installed near the intersection in early 2016; two (2) on IL Route 47 and two (2) on Main Street. This will increase the visibility of the crosswalk and pedestrians and will meet the current standards. Analysis and Review of Conditions The section on crosswalks in the MUTCD is in the process of being updated. The updated portion will read as follows: “New marked crosswalks alone, without other measures (enhancements) designed to reduce traffic speeds, shorten crossing distances, enhance driver awareness of the crossing, and/or provide active warning of pedestrian presence, should not be installed across uncontrolled roadways where either: A. The roadway has four or more lanes of travel without a raised median or pedestrian refuge island and an ADT of 12,000 vehicles per day or greater; or B. The roadway has four or more lanes of travel with a raised median or pedestrian refuge island and an ADT of 15,000 vehicles per day or greater, or: C. The speed limit exceeds 35 mph (60 km/h).” Since there are five (5) lanes of travel, no raised median or pedestrian refuge island present, an ADT of 19,500 vehicles per day, minimal pedestrian traffic, and very few gaps in traffic long enough for pedestrians to cross at this location, we would recommend that a pedestrian crossing not be installed at this location. However, since the crossing has already been established, we have evaluated installing other measures to enhance driver awareness of the crossing and provide active warning of pedestrian presence. Signal Warrants First, we reviewed the traffic signal warrants based on pedestrian volume. According to the MUTCD, Signal Warrant 4, Pedestrian Volume, the minimum required number of pedestrians crossing the major street at an intersection during an average day is 107 or more for each of any four hours or 133 or more for any one hour period. For Signal Warrant 5, School Crossing, the minimum required number of pedestrians is 20 during the highest crossing hour. Since neither warrant is met based on pedestrian volume observed, the need for a traffic signal is not justified. Pedestrian Hybrid Beacons A pedestrian hybrid beacon is used to control traffic at an unsignalized location to assist pedestrians in crossing at a marked crosswalk. It can be used at locations where a traffic signal is not warranted or the decision was made to not install a traffic control signal. However, the guidelines for installation of a pedestrian hybrid beacon require a minimum pedestrian volume of 20 for one hour of an average day. The pedestrian volume observed does not fit this criterion, so installing a pedestrian hybrid beacon is not justified. Increasing Sign Conspicuity Since traffic signals and pedestrian hybrid beacons are not warranted, another option is increasing the sign conspicuity of the pedestrian crossing signs. Section 2A.15 of the MUTCD offers several suggestions to accomplish this. Some options that could be used include: adding a red or orange flag above signs, adding a warning beacon to the sign, adding LED lights to the sign, or adding a strip of retroreflective material to the sign support. Pavement Markings Pavement markings can also be used to supplement the conspicuity of a crosswalk, such as adding ladder markings within the transverse crosswalk lines. However, because of the grade of the northbound approach, motorists cannot see the crosswalk markings until they are fairly close. For that reason, this may not be an appropriate option. Conclusions and Recommendation If the City chooses to enhance driver awareness, based on our observations we would recommend signage enhancements to the pedestrian crossing. We recommend the Rectangular Rapid Flashing Beacon (RRFB) as it is more conspicuous to motorists. Photo 3 (below) shows an example of a RRFB assembly at a crosswalk. We recommend replacing the existing pedestrian crossing signs accompanying the “AHEAD” plaque to be replaced with LED blinker signs. We also recommend replacing the existing signage assemblies at the crosswalk (pedestrian crossing signs with diagonal downward arrow plaques) with RRFB assemblies with pedestrian push buttons (new assemblies to include the pedestrian crossing sign and diagonal downward arrow plaque). A signage enhancement exhibit is attached. Photo 3. Sample RRFB Installation in Phoenix, AZ Signage Costs The flashing blinker signs are approximately $1,800 per sign. The RRFB assemblies with pedestrian push button (including the pedestrian crossing sign and diagonal downward arrow plaque) cost approximately $5,000 per assembly. The total cost of the proposed signage enhancements is approximately $13,600. IDOT/FHWA Requirements Since the signage enhancements would be performed within state right-of-way, an IDOT highway permit will be required. The Highway Permit form (OPER 1045) will need to be filled out including a description of the proposed work, location map, detailed drawings, traffic studies, traffic control plan and other pertinent information. IDOT will review the permit request and determine if anything other information is required to be submitted, such as the Individual Highway Permit Bond (OPER 1046). The RRFB is not in the current version of the MUTCD but an Interim Approval (IA-11) Memorandum has been issued. In order to install the RRFB, the Federal Highway Administration requires a letter to request approval of installation. Future Considerations Further study may be prudent in warmer weather as pedestrian counts may be higher in the spring or summer months than what was observed at this time. In addition, more commercial development may warrant review of the safety of the crossing to ensure that no changes in traffic patterns or pedestrians affect the safety and mobility. 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Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #7 Tracking Number PW 2019-28 Plow truck condition report Public Works Committee – April 16, 2019 none Informational only Brief synopsis of the current state of the fleet of large trucks used to plow snow Eric Dhuse Public Works Name Department Summary A current assessment of the condition of all large plow trucks. I have included the smaller dump trucks that spread salt as well. Background Below please find a brief synopsis of the current condition of the large truck plow fleet. I have also attached a vehicle replacement guideline evaluation form. This is the form that Oswego uses, and is being looked at for us to use as well. Lastly, I have attached a working spreadsheet of repairs done to each truck from our main vendor (Illinois Truck Maintenance) only. This will represent work completed by only Illinois Truck Maintenance from 2013 – January of 2019. Y9 – 2009 International tandem axle dump truck. This is our second newest truck in the fleet. It is used quite frequently for hauling material due to the large size of the box. At the beginning of the plow season we noticed a hole in the box where salt was able to leak out. We repaired the hole, but the condition of the box is fair at best. This truck is also very underpowered for its size. We find it difficult to get up to speed when hauling material, and very sluggish response when plowing snow. Y10 – 2004 International single axle dump truck. One of the oldest in the fleet, but a decent running truck. Electronic plow controls are outdated and not serviced any longer. Plow and spreader have seen better days. The body is wearing out as well, I have attached pictures that show the hole in the floorboard that we patched and sealed with a street sign. Y11 – 2016 Peterbilt tandem axle dump truck. Newest truck in the fleet, no problems. Y13 – 2008 International single axle dump truck. Serviceable truck. Not many problems yet due to being one of the newest in the fleet. Will most likely start to see larger problems develop if the truck is kept in the fleet for any length of time. Y22 – 2006 International tandem axle dump truck. This has been our workhorse of the fleet. We had used it to a point where we had to replace the box this season. In addition, while it was torn apart we had the frame sandblasted and powder coated along with any steel components such as air tanks, rims, hydraulic tank, etc. This is the unit we put the removable anti-icing unit in as well. Although this truck has had a large number of repairs over the years, it is because it Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, Administrator Date: April 11, 2019 Subject: Plow truck fleet condition status was used more than any other truck by far. It is our recommendation to keep this truck in the fleet for at least another 5 years. Y23 - 2006 International single axle dump truck. Decent truck, as you can see from the repair spreadsheet, the repairs are starting to become more frequent as the truck ages. I would expect that trend to continue with the replacement of the fuel tank, oil pan, and the rest of the exhaust. We have seen it on other trucks as well. Y27 – 2007 International single axle dump truck. This truck and the next unit are sister trucks that have had their share of issues. We have had to replace the engine an/or transmission bell housings on these trucks numerous times. We have found out that it was a known problem with this particular year truck, so much so that they actually made an aftermarket stiffener kit to try and solve the problem. When we contacted International Harvester, they took no responsibility for any of the repairs, nor did they admit any type of problem. Instead, they tried to blame it on the snow plowing. Even though this truck has been through some issues, we now feel that most, if not all, wear parts have been replaced, and we think that we could turn this into an anti-icing unit that can be used for years for the cost of the system which is about $15,000-$20,000. If this is possible, we would recommend keeping this truck. If not, we recommend selling it. Y28 – 2007 International single axle dump truck. Same issues as above truck, with more repairs. This truck broke down at the end of the season, that is why you see the hand-written notes on the spreadsheet print out. Although this is one of the newest by year, its repair bills tell a completely different story. Small Dump Trucks These trucks are all Ford F350 dual rear wheel dump trucks. Two of the trucks have small salt spreader units in them that we use to plow route 6 which is the old downtown area to Elizabeth St. along with White Oak and River’s Edge. We have found the small trucks highly effective on the old narrow streets. Y3 – 2016 Ford one-ton dump truck. Had to move salt spreading unit from Y19 to this unit due to a mechanical failure. This truck is in good shape, recommend keeping in fleet for 4-5 years. Y6 – 2016 Ford one-ton dump truck. Good truck. Will have to be fitted with salt spreader due to the wearing out of Y14 soon. Hopefully get one more season out of Y14 first. Y14 – 2008 Ford one-ton dump truck. As mentioned above, this truck is wearing out. We have used this daily in the street department since it was purchased new. Y19 – 2004 Ford one-ton dump truck. This truck has been used as a daily driver and hauler for the street department for 15 years. it is worn out and needs to be replaced. Recommendation I would ask that this be placed on the April 16, 2019 Public Works Committee meeting for discussion. If you have any questions or need further information, please let me know. Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #8 Tracking Number PW 2019-29 Water Department Superintendent/Foreman – Personnel Recruitment/Update Public Works Committee – April 16, 2019 See attached memo. Bart Olson Administration Name Department Summary Review of two recent failed recruitments for water positions. Background This item was requested by Alderman Frieders. The City’s Water Foreman retired in mid-2018. The City posted for the job vacancy thereafter at a salary range of $67,000 to $95,000, and only received 4 applications at the time. None of the applicants during that recruitment were selected. Subsequently, the City’s Sewer Foreman retired, and rather than hire a replacement the City created the combined position of Superintendent of Water and Sewer. The thought was to create a higher level position to attract a better water operator candidate and have a manager-type position to assist with high level Public Works operations and management. The City posted for the Superintendent of Water and Sewer position in early 2019 at a range of $75,000 to $105,000. The City received 6 applications and were prepared to hire one candidate that was making more money than the top of the salary range in their current position. The City went back and forth with the candidate for a few weeks with some additional compensation considerations (vacation, COBRA coverage, etc.) before the candidate withdrew entirely. The City has not moved forward with the other candidates for a variety of reasons, including lack of qualifications for each applicant. The City has posted both recruitments in various professional organization outlets for Public Works employees and Water Operators. The number of applicants in each recruitment reflects the high demand, low-supply of highly capable water operators. Accordingly, we believe that our salary ranges for both positions, which were externally compared as recently as last year, are not at market rate. Recommendation This agenda item is for discussion only. We anticipate a future agenda item where new salary ranges are proposed, but no research had been done at time of packet publication. Memorandum To: Public Works Committee From: Bart Olson, City Administrator CC: Date: April 11, 2019 Subject: Water Superintendent/Foreman Recruitment Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #9 Tracking Number PW 2019-30 Fox Hill Park and Trail Crossing Public Works Committee – April 16, 2019 N / A None Discussion Please see attached. Bart Olson Administration Name Department 1 Bart Olson From:Chris Funkhouser <funkhouser.ward3@gmail.com> Sent:Thursday, April 11, 2019 11:51 AM To:Ward3 Frieders; Bart Olson; Eric Dhuse Subject:Re: PW agenda updates Attachments:FH-trailheads.pdf This may be something that can be added to the PWC, but staff may be able to address it as well. I have had two residents bring up a concern over the trail crossing on John street adjacent to the park at Fox Hill. The issue is people parking in the space where the trail crossing existing. I included a map of the location as well as a set of options to remedy the problem. Options for solution:  Add striped crosswalk  Stripe the no parking area  Add "No parking between signs" sign Chris Funkhouser Alderman - Ward 3 The United City of Yorkville Funkhouser.ward3@gmail.com p. 630-708-6605 On Thu, Apr 11, 2019 at 10:12 AM Joel Frieders <joelfrieders.ward3@gmail.com> wrote: anything else you want to add to this month's PW? this is also on there: Minutes for Correction/Approval: March 19, 2019 New Business: 1. PW 2019-22 Snow Operations Report – Year End Report 2. PW 2019-23 Water Department Reports for January, February and March 2019 3. PW 2019-24 Capital Projects Quarterly Report 4. PW 2019-25 Letter of Credit and Bond Reduction Quarterly Report 5. PW 2019-26 East Orange Street Water Main Improvements – Construction Engineering Agreement 6. PW 2019-27 Crosswalk at Route 47 and Main Street Old Business: Additional Business: 2 ‐‐‐‐‐‐‐‐‐‐ Forwarded message ‐‐‐‐‐‐‐‐‐ From: Bart Olson <BOlson@yorkville.il.us> Date: Thu, Apr 11, 2019 at 10:06 AM Subject: PW agenda updates To: Jori Behland <jBehland@yorkville.il.us>, Lisa Pickering <LPickering@yorkville.il.us> Cc: Eric Dhuse <edhuse@yorkville.il.us>, Brad Sanderson <bsanderson@eeiweb.com>, Erin Willrett <ewillrett@yorkville.il.us>, Ward3 Frieders <joelfrieders.ward3@gmail.com> Please add “Plow Trucks – Status” to new business. Eric, I’ll need you to put together a memo of status of each truck as you have in previous months (age, mileage, current repair status, etc.). If that can be done yet this morning, great – if not we can send out a supplemental memo or present the information at the meeting. Please add “Water Dept Superintendent/Foreman – personnel recruitment/update”. Erin, please provide the approved salary ranges for exempt positions which should have both the Supt and Foreman positions in it (If not, please add it). Please also provide the number of applications received for each of the previous Foreman and Supt recruitments. I will have a further verbal update at the meeting. Please add “East alley parking lot – Update”. Jori, please do a tracking document for this agenda item. I will have a verbal update at the meeting. Bart Olson, ICMA‐CM City Administrator United City of Yorkville 630‐553‐8537 direct 630‐553‐4350 City Hall 630‐308‐0582 cell bolson@yorkville.il.us City of Yorkville 2.0: Facebook, Twitter, and YouTube ‐‐ Joel Frieders Alderman, Third Ward $5($2)&21&(51 123$5.,1*%(7:((16,*16123$5.,1*%(7:((16,*16 Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Old Business #1 Tracking Number PW 2018-102 East Alley Parking Lot – Update Public Works Committee – April 16, 2019 A verbal update will be given at the meeting. Bart Olson Administration Name Department