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Public Works Packet 2019 08-20-19 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, August 20, 2019 6:15 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: July 16, 2019 New Business: 1. PW 2019-54 Grande Reserve Unit 2 – Bond Release 2. PW 2019-55 Grande Reserve Unit 5 – Bond Release 3. PW 2019-56 Casey’s – Letter of Credit Release 4. PW 2019-57 Well #4 Autotransformer Purchase 5. PW 2019-58 Hydrant Flushing 6. PW 2019-59 Materials Storage Shed – Bid Award and Budget Amendment 7. PW 2019-60 Mill Road Land Acquisition – Plats of Dedication Old Business: 1. PW 2018-102 East Alley Parking Lot – Update 2. PW 2019-52 Galena Road / Kennedy Road / Mill Road 3. PW 2019-53 Mill Road Resurfacing Additional Business: 2019/2020 City Council Goals – Public Works Committee Goal Priority Staff “Municipal Building Needs & Planning” 2 Bart Olson, Rob Fredrickson, Eric Dhuse, Rich Hart, Tim Evans & Erin Willrett “Road to Better Roads Funding” 3 Bart Olson, Rob Fredrickson & Eric Dhuse “Water Planning” 6 Eric Dhuse & Brad Sanderson “School Safety (Exterior & Traffic)” 8 (tie) Eric Dhuse & Rich Hart “Quiet Zones” 14 (tie) Eric Dhuse, Erin Willrett & Brad Sanderson “Route 47 Crossings” 19 Eric Dhuse & 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, August 20, 2019 6:15 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. July 16, 2019 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2019-54 Grande Reserve Unit 2 – Bond Release □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2019-55 Grande Reserve Unit 5 – Bond Release □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2019-56 Casey’s – Letter of Credit Release □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2019-57 Well #4 Autotransformer Purchase □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2019-58 Hydrant Flushing □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2019-59 Materials Storage Shed – Bid Award and Budget Amendment □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2019-60 Mill Road Land Acquisition – Plats of Dedication □ Moved forward to CC __________ □ 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 __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2019-52 Galena Road / Kennedy Road / Mill Road □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2019-53 Mill Road Resurfacing □ Moved forward to CC __________ □ 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 – July 16, 2019 Public Works Committee – August 20, 2019 Majority Committee Approval Minute Taker Name Department Page 1 of 3 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, July 16, 2019, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Joe Plocher Alderman Jackie Milschewski Alderman Ken Koch Alderman Seaver Tarulis Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Other Guests: Katie Finlon, Kendall County Record The meeting was called to order at 6:00pm by Chairman Joe Plocher. Citizen Comments: None Previous Meeting Minutes: June 18, 2019 The minutes were approved as presented. New Business: 1. PW 2019-45 Water Department Reports for April, May and June 2019 Mr. Dhuse said these were normal reports for the IEPA and that the average daily per capita usage has risen in the warmer weather. This moves to the City Council. 2. PW 2019-46 Capital Improvement Summary Mr. Sanderson said this is the quarterly update. Some Rt. 71 construction started this week according to Mr. Dhuse, with the real construction starting very soon. Social media comments have questioned why all the road projects in the area are occurring simultaneously. Mr. Olson commented that the state planned to do all three at the same time. 3. PW 2019-47 Quarterly Bond and Letter of Credit Reduction Summary These are routine quarterly reports. No further discussion. 4. PW 2019-48 Cedarhurst Living – Acceptance of Public Improvements The punchlist is done and Mr. Sanderson recommended acceptance of the water main and sidewalk along with a letter of credit reduction. This moves to the City Council. Page 2 of 3 5. PW 2019-49 Re-Piping of Water Main and Demolition of Well #3 Building – Change Order No. 1 Mr. Sanderson reported a contract was awarded a year ago to Performance Pipeline. This is the balancing change order reflecting a decrease of over $14,000. He recommended approval and the final payment will be made. 6. PW 2019-50 Mill Road Intergovernmental Agreement The County Board has approved the draft agreement for Mill Road improvements, said Mr. Olson. They recommend a full overlay for Mill Rd. from Kennedy Rd. to the city limits near Oswego. The agreement gives the city the ability to re-bid or modify the scope if a roundabout is desired. The County is doing all engineering work at no cost to the city. The project should be done in the next few months. Alderman Koch asked how much is being saved since the County is doing the engineering. It is being done in-house and will save the city about $5,000 to $10,000. This moves to the City Council. 7. PW 2019-51 Heustis Street Stop Sign Alderman Milschewski stated that vehicles are not stopping at the Heustis/VanEmmon stop signs even with the blinking lights. She asked about rumble strips/grooves in the pavement, however, they are usually reserved for higher traffic areas. She also noted that motorcyclists have also blocked the intersection to allow other cyclists to all proceed at one time. Alderman Koch said a photo flash gets drivers' attention and an empty squad car was also suggested. This matter will be forwarded to the Chief of Police. Old Business: 1. PW 2018-102 East Alley Parking Lot - Update Mr. Olson said the easement draft has been started, but the city is waiting for further information. A 1996 recorded document was found by an EEI surveyor and suggests the area on which the easement would be located, might require the developer to turn it over to the city. The document labeled the area as an access and a formal dedication may be needed. This will move to the August 13th City Council meeting. 2. PW 2019-27 Crosswalk at Route 47 and Main Street There is no IDOT update at this time, however, their latest response was “no” to the crosswalk request. Mr. Sanderson suggested writing a letter to IDOT as the next step. 3. PW 2019-28 Plow Trucks – Purchase Authorization and FY 20 Budget Amendment Mr. Olson said there is a $91,000 surplus in the FY 19 Public Works capital fund that has to be used. One idea is to repair two trucks to gain an additional 3-5 years of use and also authorize the purchase of one new plow truck. He discussed possible payment arrangements and will discuss further with the Finance Director. He said the idea will be revisited after the final 2019 FY numbers are available. Mr. Olson said the $91,000 overage was a result of impact fees and commitments from Raintree and Grande Reserve. Mr. Dhuse was in agreement with rehabbing trucks and said it will take 10-12 months to receive the new truck. The committee was OK with the recommendations. 4. PW 2019-41 Chemical Feed Systems – NSF Information This is information relating to the discussion last month. The City Council approved this item already. Page 3 of 3 Additional Business: Alderman Koch asked if there was follow-up information on the Windett Ridge street lights. Mr. Dhuse replied that the construction manager has turned them over to the land group for repair. As a follow-up to a discussion last month, Alderman Tarulis reported that people are parking over the newly striped parking areas on McHugh Road. Mr. Dhuse will work on signs and police enforcement. There was no further business and the meeting was adjourned at 6:31pm. Minutes respectfully transcribed by Marlys Young, Minute Taker Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PW 2019-54 Grande Reserve – Unit 2 Bond Release Public Works Committee – August 20, 2019 Majority Consideration of Approval Recommendation to release remaining performance security Brad Sanderson Engineering Name Department The developer has completed the remaining punchlist items from the one-year warranty period and we are now recommending a full release of their remaining performance security. The value of the remaining security is $124,225.41 per the attached. The public improvements were accepted on March 27, 2018. Please let us know if you have any questions. 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, City Clerk Date: July 17, 2019 Subject: Grande Reserve Unit 2 Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #2 Tracking Number PW 2019-55 Grande Reserve – Unit 5 Bond Release Public Works Committee – August 20, 2019 Majority Consideration of Approval Recommendation to release remaining performance security Brad Sanderson Engineering Name Department The developer has completed the remaining punchlist items from the one-year warranty period and we are now recommending a full release of their remaining performance security. The value of the remaining security is $109,456.65 per the attached. The public improvements were accepted on March 27, 2018. Please let us know if you have any questions. 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, City Clerk Date: July 17, 2019 Subject: Grande Reserve Unit 5 Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #3 Tracking Number PW 2019-56 Casey’s Letter of Credit Release Public Works Committee – August 20, 2019 Majority Consideration of Approval Recommendation to release remaining performance security Brad Sanderson Engineering Name Department The developer has completed the remaining punchlist items from the one-year warranty period and we are now recommending a full release of their remaining performance security. The value of the remaining security is $7,603.80 per the attached. The public improvements were accepted on August 28, 2018. Please let us know if you have any questions. 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, City Clerk Date: July 17, 2019 Subject: Casey’s 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 2019-57 Well 4 Autotransformer Purchase Public Works Committee – August 20, 2019 Positive Approval Discussion of a sole-source purchase of an autotransformer to repair Well 4. Eric Dhuse Public Works Name Department Summary Discussion of the sole-source purchase of an autotransformer within the size 6 bucket in section 4F of MCC-1A power for Well 4 that is in need of repair and no longer serviceable in the amount of $48,750. Background As an integral component of the City’s water system, Well 4, located on Tower Lane, serves the central parts of the City on both sides of the river. This water treatment plant has been online since 2004, and since then the City has had to replace the autotransformer once before. The autotransformer directs power through the starter components to the motor controlling the flow of water between the well and water tower. With the autotransformer failing twice since 2004, staff proposes to replace it with a new solid- state model. The new solid-state transformer can actively regulate voltage and current needed to run the Well motor efficiently as it operates at a higher frequency. The power flows at a more regulated and controlled rate with the solid-state versus the conventional transformer which is what staff believes is affecting the existing autotransformer. The other treatment plants have the same autotransformer, however, do not have the same issues as the usage is reduced allowing for less wear and tear on the autotransformer. The autotransformer is a small part of the Eaton starter system for Well 4 (see Exhibit A). According to the City Municipal Code (Chapter 1-7-3(a)(i)), this purchase is exempt from the bidding requirements as the autotransformer must be compatible with the existing water system structure provided by Eaton Corporation resulting in a sole-source purchase. Although it is very expensive, this is a crucial part of the system that should be replaced and installed by the Eaton Corporation. This purchase is budgeted in FY2020 in the water operations fund (51). Recommendation Staff requests the Committee recommend to the Council the authorization to purchase a solid- state autotransformer with Eaton Corporation, Glendale Heights, IL, in the amount not to exceed $48,750. Attachment  Exhibit A – Well 4 Autotransformer Pictures  Exhibit B – Eaton Corporation Cost Proposal Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works Carri Parker, Purchasing Manager CC: Bart Olson, Administrator Date: August 20, 2019 Subject: Well 4 Autotransformer Purchase EXHIBIT A Image 1: This is a picture of the autotransformer that needs replacing. Image 2: This is a picture of the motor control cabinet for Well 4 where the autotransformer is housed. EXHIBIT B 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 2019-58 Hydrant Flushing Public Works Committee - August 20, 2019 None None A brief overview of hydrant flushing Eric Dhuse Public Works Name Department Summary A brief overview hydrant flushing practices in the city Background Currently, the city has nearly completed flushing all hydrants in the system. We started in late May and only have the areas of Cimmeron Ridge and Fox Hill left to flush. In addition to this flushing, we routinely flush many dead-end hydrants in areas such as Prestwick, Fox Hill, and Grande Reserve. Our goal is to provide clean, safe drinking water for all residents always. In the past, we have tried different flushing techniques such as operating every second or third hydrant to create a 2-3 year full flush, flushing the ends of the pressure zone only while operating hydrants with the caps closed, or just flushing the ends of the pressure zones. These different techniques were used to try and conserve water, time and manpower. Although these methods are adequate, they are not as complete as a full flush for removing and sediment from the pipes and performing a thorough flush. To better understand how we flush each pressure zone, I will bring a map to the meeting that will show all four pressure zones and how we flush each zone to ensure a complete flush. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, Administrator Date: August 13, 2019 Subject: Hydrant Flushing 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 2019-59 Invitation to Bid the Construction of the Public Works Materials Storage Shed Public Works Committee – August 20, 2019 N/A Supermajority (6 out of 9) Approval See Attached Memo Carri Parker, Purchasing Manager Administration Name Department Summary Discussion of the bid results and contract award for the Construction of the Public Works Materials Storage Shed Invitation To Bid (ITB) and corresponding budget amendment. Background The former materials storage shed was constructed in the 1980’s. The structure has been degrading and in April 2019 staff observed the deterioration of the support columns and the degradation of the tin walls from the salt. The entire building was leaning, resulting in the danger of the building falling over causing a public safety concern. The building was demolished on May 10, 2019. In 2015, the City had plans and specifications developed to begin the competitive bidding process to replace this building. The City had a State grant to assist in the cost of the building replacement and the remaining proceeds were going to be funded out of the Motor Fuel Tax (MFT) Fund. Due to the State not passing a budget in 2015, the grant funding was not received, and the project was put on hold. Staff has worked with EEI to update the plans and specifications to solicit bids through the Invitation To Bid process. The only change to the original plans was to add additional siding on the face of the building to protect the stored material from the weather. The main structural difference between the new plans and the original plans for the Materials Storage Shed is that the material storage bins will be poured concrete instead of wood. Once the concrete has been sealed this will create a barrier between the concrete and salt to stop corrosion. In addition, the poured concrete will be much stronger and hold up to more use than wooden bins. On August 2, 2019, the City held a public bid opening for the construction of the new Public Works materials storage shed. Three (3) bids were received: Schramm Construction, R. Berti Building Solutions and Lite Construction. Lite Construction, located in Montgomery, IL, was the lowest responsible bidder. The bids received from Schramm Construction and R. Berti Building Solutions are disqualified as both of them did not submit the correct bid tab per Addendum #2. The bid tab is attached for reference. Memorandum To: Public Works Committee From: Eric Dhuse, Public Works Director Carri Parker, Purchasing Manager CC: Bart Olson, City Administrator Date: August 20, 2019 Subject: Public Works Materials Storage Shed ITB Results Discussion Recommendation Staff requests the Committee to recommend to the Council authorizing the execution of a contract with Lite Construction, Montgomery, IL, for the construction of the Public Works materials storage shed in the amount not to exceed $249,700. In addition, a budget amendment would also need to be approved in order to appropriate funds for this project. As shown on Schedule A of Exhibit 3, $250,000 would need to be transferred out of the General Fund (i.e. other financing use out of the 640-Administrative Services cost center on page 4) into the City-Wide Capital Fund (i.e. other financing source on page 6). The expenditures related to the proposed construction of the material storage shed would be shown on page 7, under the line item 23-216-60-00-6003. This amendment has no budgetary impact on the City-Wide Capital Fund, since the expenditure is offset by a transfer from the General Fund. This proposed amendment would cause the General Fund budget to go into a deficit position; however, it should be noted that even with the proposed $250,000 transfer, amended fund balance is ~ $130,000 higher than originally budgeted, due to the surplus of ~$380,000 generated in FY 2019. Furthermore, staff recommends that the building facilities master plan study (budgeted at $150,000 under Property & Building Maintenance Services 23-216-5446) and the fueling station project (budgeted at $41,250 under Buildings & Structures 23-216-6020) be deferred; for a budgeted cost savings of $191,250 in the City-Wide Capital Fund. Staff proposes that these two deferred projects remain in the budget to facilitate future discussions regarding their potential funding, as warranted by financial circumstances. Attachments  Ordinance – Proposed Budget Amendment  Exhibit A – Bid Tab  Exhibit B – Lite Construction Contract o Schedule A – General Fund Ordinance No. 2019-____ Page 1 Ordinance No. 2019-____ AN ORDINANCE AUTHORIZING THE FOURTH AMENDMENT TO THE ANNUAL BUDGET OF THE UNITED CITY OF YORKVILLE, FOR THE FISCAL YEAR COMMENCING ON MAY 1, 2019 AND ENDING ON APRIL 30, 2020 WHEREAS, the United City of Yorkville (the “City”) is a duly organized and validly existing non-home rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, pursuant to 65 ILCS 5/8-2-9.4, the City adopted Ordinance No. 2019-24 on April 9, 2019 adopting an annual budget for the fiscal year commencing on May 1, 2019 and ending on April 30, 2020; and, WHEREAS, pursuant to 65 ILCS 5/8-2-9.6, by a vote of two-thirds of the members of the corporate authorities then holding office, the annual budget of the United City of Yorkville may be revised by deleting, adding to, changing or creating sub-classes within object classes and object classes themselves. No revision of the budget shall be made increasing the budget in the event funds are not available to effectuate the purpose of the revision; and, WHEREAS, funds are available to effectuate the purpose of this revision. NOW THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1: That the amounts shown in Schedule A, attached hereto and made a part hereof by reference, increasing and/or decreasing certain object classes and decreasing certain fund balances in the General and City-Wide Capital funds with respect to the United City of Yorkville’s 2019-2020 Budget are hereby approved. Section 2: This ordinance shall be in full force and effect from and after its passage and approval according to law. Ordinance No. 2019-____ Page 2 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ______ day of ___________________, 2019. ______________________________ CITY CLERK KEN KOCH ________ DAN TRANSIER ________ JACKIE MILSCHEWSKI ________ ARDEN JOE PLOCHER ________ CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________ SEAVER TARULIS ________ JASON PETERSON ________ Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this ______ day of ___________________, 2019. ______________________________ MAYOR United City of Yorkville - Bid Tab Public Works Materials Storage Shed Construction ITB Required attachments: No.Item Description Unit Quantity Unit Price Amount UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL 1 CONCRETE SLAB REMOVAL, 6”SY 252 $ 15.00 $ 3,780.00 $ 23.96 $ 6,635.00 $ 10.50 $ 2,646.00 2 HMA REMOVAL, 5” SY 116 $ 20.00 $ 2,320.00 $ 25.88 $ 2,950.00 $ 13.00 $ 1,508.00 3 PERIMETER EROSION BARRIER LF 95 $ 4.00 $ 380.00 $ 6.00 $ 600.00 $ 4.00 $ 380.00 4 INLET PROTECTOR EACH 1 $ 250.00 $ 250.00 $ 150.00 $ 150.00 $ 300.00 $ 300.00 5 AGGREGATE BASE COURSE, 4”SY 303 $ 12.00 $ 3,636.00 $ 8.58 $ 2,600.00 $ 12.00 $ 3,636.00 6 CAST-IN-PLACE CONCRETE LS 1 $ 125,000.00 $ 125,000.00 $ - $ 109,390.00 $ 144,961.00 $ 144,961.00 7 PRE-ENGINEERED POST FRAME BUILDING SYSTEM LS 1 $ 110,000.00 $ 110,000.00 $ - $ 81,500.00 $ 76,000.00 $ 76,000.00 8 BOLLARD EACH 6 $ 800.00 $ 4,800.00 $ 300.00 $ 1,800.00 $ 500.00 $ 3,000.00 9 RESTORATION, CA-6, 6”SY 50 $ 30.00 $ 1,500.00 $ 20.00 $ 1,000.00 $ 8.00 $ 400.00 10 RESTORATION, HMA, SC, MIX “D”, IL9.5, N50, 6” (2 LIFTS)TON 14 $ 400.00 $ 5,600.00 $ - $ - $ 321.00 $ 4,494.00 11 NON-SPECIAL, NON- HAZARDOUS SOIL WASTE DISPOSAL – TYPE 1 TON 25 $ 100.00 $ 2,500.00 $ - $ - $ 95.00 $ 2,375.00 12 ALLOWANCE UNIT 10,000 $ 1.00 $ 10,000.00 $ 1.00 $ 10,000.00 $ 1.00 $ 10,000.00 OTHER FEES $ 35,428.00 Bid Opening - Friday, August 2, 2019 at 9:00 a.m. Yorkville City Hall - 800 Game Farm Road Yes Yes Lite Construction, Montgomery, IL Yes Yes Yes Signed Bid Sheet Signed Bid Sheet with Certifications Yes YesYes $ 252,053.00 Engineer's Estimate Schramm Construction, Saint Charles, IL (Non-Responsive - did not use new bid sheet) Yes or No Yes Yes Yes Yes Yes $ 269,766.00 R Berti Building Solutions, Joliet, IL (Changed Quantity on Bid Sheet) Yes or No Yes $ 340,000.00 Yes or No Yes Yes Yes No $ 249,700.00 Yes Yes Yes Yes Yes Yes Yes No TOTAL PROJECT AMOUNT Signed Addendum 2 Yes No Yes Bid Bond (10%) Signed Addendum 1 No References Signed Contract Detailed Exception Sheet (optional) Equipment List Subcontracting List INVITATION TO BID THE CONSTRUCTION OF THE PUBLIC WORKS MATERIALS STORAGE SHED Deadline: Friday, August 2, 2019 at 9:00 a.m. TABLE OF CONTENTS Legal Notice ..........................................................................................................................3 Instructions To Bidders - General Conditions ......................................................................4 Special Conditions ................................................................................................................12 Insurance Requirements ........................................................................................................15 General Special Provisions ...................................................................................................18 Bid Sheet ...............................................................................................................................35 Detail Exception Sheet ..........................................................................................................38 Equipment List ......................................................................................................................39 Subcontractor Listing ............................................................................................................40 References .............................................................................................................................42 Contract .................................................................................................................................44 Exhibit A ...............................................................................................................................45 Exhibit B ...............................................................................................................................50 Exhibit C ...............................................................................................................................103 Exhibit D ...............................................................................................................................104 UNITED CITY OF YORKVILLE, ILLINOIS LEGAL NOTICE INVITATION FOR BID The United City of Yorkville, Illinois will accept sealed bids for the Construction of the Public Works Material Storage Shed. Sealed bids will be received at the address listed below until Friday, August 2, 2019 at 9:00 a.m. local time. Bids will be publicly opened and read aloud at the date and time stated above. Proposals not physically received by the date and time listed above will be returned, unopened to the firm. Emailed or faxed bids will not be accepted. All proposals should be addressed to: United City of Yorkville Re: (vendor name) Invitation to Bid – Material Storage Shed Attention: Carri Parker, Purchasing Manager 800 Game Farm Road Yorkville, IL 60560 Proposal packets are available online at http://www.yorkville.il.us. The link can be found under the Business Tab-Bids & RFPs. Additional packets may be picked up at the United City of Yorkville City Hall, 800 Game Farm Road, Yorkville, IL 60560. Please contact the Purchasing Manager to schedule a time to pick up the packet. Bidders are advised of the following requirements of this contract: 1. Applicability of Illinois Prevailing Wage Act, 2. 10% bid security with the bid submittal, 3. performance bond on award of contract, and 4. labor and material payment bond on award of contract. Any questions regarding this Legal Notice or actual bid specifications shall be directed to Carri Parker, Purchasing Manager in writing at cparker@yorkville.il.us not less than ten (10) business days prior to the scheduled bid opening date. The bidder shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and City which may in any manner affect the preparation of bids or the performance of the contract. Carri Parker Purchasing Manager UNITED CITY OF YORKVILLE, ILLINOIS INSTRUCTIONS TO BIDDERS - GENERAL CONDITIONS These Instructions to Bidders and General Conditions apply to all bids requested and accepted by the City and become a part of the contract unless otherwise specified. Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids. The City assumes that submission of a bid means that the Bidder has familiarized himself with all conditions and intends to comply with them unless noted otherwise. 1. Forms – All bids must be submitted on the forms provided, complete with all blank spaces filled in and properly signed in ink in the proper spaces and submitted in a sealed envelope. All bid forms may be obtained from the United City of Yorkville City Hall, 800 Game Farm Road, Yorkville, IL 60560. Please contact the Purchasing Manager to schedule a time to pick up the packet. When completed deliver to the United City of Yorkville City Hall, Attn. Carri Parker, Purchasing Manager, 800 Game Farm Road, Yorkville, IL 60560 prior to the bid opening date and time. Bids must be identified as such on the outside of the sealed envelope by marking the envelope “SEALED BID” and with the following information: Company’s name, address, item bid, date and time of opening. Bidders may attach separate sheets for the purpose of explanation, exception, or alternative proposal and to cover required unit prices. 2. Submittal of Bid – Bids must be submitted to the attention of the Carri Parker, Purchasing Manager at the above address no later than Friday, August 2, 2019 at 9:00 a.m. local time. Bids arriving after the specified time will not be accepted. Mailed bids which are delivered after the specified hour will not be accepted regardless of postmarked time on the envelope. Bidders should carefully consider all bid delivery options and select a method that will successfully deliver their bid by the required time and date. 3. Examination of Bid Forms, Specifications, and Site – The bidder shall carefully examine the bid forms which may include the invitation to bid, instruction to bidders, general conditions, special conditions, plans, specifications, bid form, bond, contract, and any addenda to them, and sites of the proposed work (when known) before submitting the bid. The bidder shall verify all measurements relative to the work, shall be responsible for the correctness of same. The bidder will examine the site and the premises and satisfy themselves as to the existing conditions under which the bidder will be obligated to operate. Failure of the bidder to notify the City, in writing, of any condition(s) or measurement(s) making it impossible to carry out the work as shown and specified, will be construed as meaning no such conditions exist and no additional moneys will be added to the contract. The successful bidder must notify all utility companies that are a part of J.U.L.I.E. of the responsibility of each utility company to locate its utilities. The submission of the bid shall be considered conclusive evidence that the bidder has investigated and is satisfied as to all conditions to be encountered in performing the work, and is fully informed as to character, quality, quantities, and costs of work to be performed and materials to be furnished, and as to the requirements of the bid forms. If the bid is accepted, the bidder will be responsible for all errors in his proposal resulting from his failure or neglect to comply with these instructions, and the City shall not be responsible for any charge for extra work or change in anticipated profits resulting from such failure or neglect. 4. Scope of Work – The bidder shall supply al required supervision, skilled labor, transpiration, new materials, apparatus, and tools necessary for the entire and proper completion of the work. The bidder shall supply, maintain and remove all equipment for the performance of the work and be responsible for the safe, proper and lawful construction, maintenance and use of the same. This work shall be completed to the satisfaction of the City. The bidder shall provide adequate protection of the job site to protect the general public and adjacent property. The City is not responsible for site safety. The bidder is solely and exclusively responsible for construction means, methods, technologies and site safety. 5. Interpretation of Bid Documents – Questions regarding bid documents, discrepancies, omissions, or intent of the specifications or plans shall be submitted in writing to the Purchasing manager at cparker@yorkville.il.us at least ten (10) working days prior to opening of bids to provide time for issuing and forwarding an addendum. Any interpretations of the Contract Documents will be made only by addendum duly issued or delivered by the City to each person receiving a set of bid documents. The City will not be responsible for any other explanations for interpretations of the Contract Documents. Letters, requested interpretations, clarifications, and/or explanations shall be so noted on the outside of the envelope and on the first page of the letter with the words, INTERPRETATION REQUEST. Letters not properly marked will not be considered as a formal request. Any letter received within ten working days of the bid date will be returned unopened. 6. Bid Guarantee – Unless specifically waived, each bid shall be accompanied by a bid security in an amount of ten percent (10%) or such other percentage as stated in the supplementary conditions of the full amount of the bid in the form of a certified or bank cashier’s check or bid bond. In a reasonable time after the bid opening, bid deposits of all except the three lowest responsible bidders will be released. The remaining deposits will be released after the successful bidder has entered into the contract and furnished the required insurance and bonds. The bid deposit shall become the property of the City if the successful bidder within fourteen (14) days from awarding the contract refuses or is unable to comply with the contract requirements, not as a penalty, but as liquidated damages. 7. Receiving Bids – Bids received prior to the time of opening will be securely kept, unopened. The Purchasing manager, whose duty it is to open them will decide when the specified time has arrived, and no bid received thereafter will be considered. No responsibility will be attached to the Purchasing manager or the City for the premature or nonopening of a bid not properly addressed and identified, except as otherwise provided by law. 8. Late and Fax Bids – Bids arriving after the specified time, whether sent by mail, courier, or in person, will not be accepted and will be refused and returned unopened. It is the bidder’s responsibility for timely delivery regardless of the methods used. Mailed bids which are delivered after the specified hour will not be accepted regardless of postmarked time on the envelope. Facsimile machine transmitted bids will not be accepted, nor will the City transmit bid documents to prospective bidders by way of a facsimile machine. 9. Completeness – All information required by the Invitation to Bid must be supplied to constitute a responsive bid. The Bidder’s submittal shall include the completed Bid Sheet found in the contract documents. The City will strictly hold the bidder to the terms of the bid. The bid must be executed by a person having the legal right and authority to bind the bidder. 10. Error in Bids – When an error is made in extending total prices, the unit bid price and/or written words shall govern. Otherwise, the bidder is not relieved from errors in bid preparation. Erasures in bids must be explained over signature of bidder. 11. Withdrawal of Bids – A written request for the withdrawal of a bid or any part thereof may be granted if the request is received by the Purchasing manager prior to the specified time of opening. After the opening, the bidder cannot withdraw or cancel his bid for a period of forty-five (45) calendar days, or such longer time as stated in the bid documents. 12. Bidder Interested in More than One Bid – Unless otherwise specified, if more than one bid is offered by any one party, by or in the name of his or their agent, partner, or other persons, all such bids may be rejected. A party who has quoted prices on work, materials, or supplies to other bidders is not thereby disqualified from quoting prices to other bidders or from submitting a bid directly for the work, materials, or supplies. 13. Bidder’s Qualifications – No award will be made to any bidder who cannot satisfy to the City that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The City’s decision or judgment on these matters shall be final and binding. The City may make such investigations as it deems necessary. The bidder shall furnish to the City all information and data the City may request for the purpose of investigation. 14. Bid Award for All or Part – Unless otherwise specified, bids shall be submitted for all of the work or items for which bids are requested. The City reserves the right to make award on all items, or any of the items, according to the best interests of the City. 15. Samples – Samples or drawings requested shall be delivered and removed at no cost to the City. The City shall not be responsible for damage to samples. Samples shall be removed by the bidder within thirty (30) days after notification. Samples must be submitted prior to the time set for the opening of bids. 16. Equipment or Materials – Each bidder shall submit catalogs, descriptive literature, and detailed drawings necessary to fully describe those features or the material or work not covered in the specifications. The parts and materials bids must be of current date (latest model) and meet specifications. This provision excludes surplus, remanufactured, and used products except as an alternate bid. The brand name and/or manufacturer of each item proposed must be clearly stated in the bid. Guarantee and/or warranty information must be included with this bid. 17. Toxic Substance – Prior to delivery of any material which is caustic, corrosive, flammable or dangerous to handle, the supplier shall provide written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid (Material Safety Data Sheet). 18. Delivery – Where applicable all materials shipped to the City must be shipped F.O.B. delivered, designated location, Yorkville, Illinois. If delivery is made by truck, arrangements must be made in advance by the bidder, with concurrence by the City, for receipt of the materials. The materials must be delivered where directed. Truck deliveries will be accepted at the Public Works Facility between 7:00 AM and 3:30 PM and at all other City locations 8:00 AM and 4:00 PM, weekdays only. 19. Estimated Bid Quantities – On “Estimated Quantities”, the City may purchase more or less than the estimates. The Contractor shall not be required to deliver more than ten (10) percent in excess of the estimated quantity of each item, unless otherwise agreed upon. 20. Trade Names – Alternative Bid – When an item is identified in the specifications by a manufacturer’s or trade name or catalog number, the bidder shall bid upon the item so identified. If the specifications state “or equal” bids on other items will be considered, provided the bidder clearly identifies in his proposal the item to be furnished, together with any descriptive matter which will indicate the character of the item. Bidders desiring to bid on items which deviate from these specifications, but which they believe are equivalent, are requested to submit alternate bids. However, ALTERNATE BIDS MUST BE CLEARLY INDICATED AS SUCH AND DEVIATIONS FROM THE APPLICABLE SPECIFICATIONS PLAINLY NOTED. The bid must be accompanied by complete specifications for the items offered. Bidders wishing to submit a secondary bid must submit it as an alternate bid. The City shall be the sole and final judge unequivocally as to whether any substitute from the specifications is of equivalent or better quality. 21. Price – Unit prices shall be shown for each unit on which there is a bid as well as the aggregate price and shall include all packing, crating, freight and shipping charges, and cost of unloading at the destination unless otherwise stated in the bid. Unit prices shall not include any local, state, or federal taxes. The City is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service Occupation and Use Tax and Federal Excise Tax. The City will supply the successful bidder with its tax exemption number. Cash discounts will not be considered in determining overall price but may be used in an overall evaluation. 22. Consideration of Bid – No bid will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City or had failed to perform faithfully any previous contract with the City. The bidder, if requested, shall present within 48 hours evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary recourses and adequate insurance to comply with the terms of these specifications and contract documents. 23. Award or Rejection – The City reserves the right to reject and/or award any and all bids or parts thereof and to waive formalities and technicalities according to the best interests of the City. Any bid submitted will be binding for forty-five (45) days subsequent to the date of the bid opening. A contract will be awarded to the lowest responsible bidder complying with the conditions of the contract documents only when it is in the best interest of the City to accept the bid. The City shall be the sole judge of compliance with the specifications and reserves the right to accept or reject any and/or all bids or parts thereof. 24. Execution of Contract – The successful bidder shall, within fourteen (14) days after notification of the award: (a) enter into a contract in writing with the City covering all matters and things as are set forth in the specifications and his bid and (b) carry insurance acceptable to the City, covering public liability, property damage, and workmen’s compensation. After the acceptance and award of the bid and upon receipt of a written purchase order executed by the proper officials of the City, this Instruction to Bidders, including the specifications, will constitute part of the legal contract between the United City of Yorkville and the successful bidder. 25. Performance and Labor and Material Payment Bonds – Unless specifically waived or amended in the Special Conditions, the successful bidder shall furnish at the time of execution of the contract a performance bond for the full amount of the contract acceptable in form and surety to the City to guarantee the completion of any work to be performed by the contractor under the contract Unless specifically waived or amended in the Special Conditions, the successful bidder shall furnish at the time of execution of the contract a bond for the full amount of the contract acceptable in form and surety to the City conditioned upon the faithful performance and completion of the contract, payment of material used in such work, and for all labor performed in such work including by subcontractors. In the event that the bidder fails to furnish the bonds within 14 days after notification of the award, then the bid guarantee shall be retained by the City as liquidated damages and not as a penalty. It is agreed that the sum is a fair estimate of the amount of damages that the City will sustain due to the bidder's failure to furnish the bonds. 26. Compliance with All Laws – All work under the contract must be executed in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations which may in any manner affect the preparation of the bid or performance of the contract. 27. Prevailing Wage – Not less than the prevailing rate of wages as established by the City shall be paid by the Contractor and each subcontractor to its laborers, workers, and mechanics constructing public works under this contract as determined by the Illinois Department of Labor pursuant to the Prevailing Wage Act (820 ILCS 130/0.01 et seq.). It shall be the responsibility of the Contractor to monitor the prevailing wage rates for any increase in rates during the contract and adjust wage rates accordingly. The current prevailing wage rates are available on the Illinois Department of Labor web site at www.state.il.us/agency/idol. The Contractor and its subcontractors shall comply with Section 5 of the Act that requires the Contractor and its subcontractors to submit to the City monthly certified payroll records along with a statement affirming that such records are true and accurate, that the wages paid to each worker are not less than the required prevailing rate and that the Contractor or subcontractor is aware that filing records it knows to be false is a Class B misdemeanor. Each month's certified payroll(s) must be filed with the City before the end of the next month or prior to payment by the City for work that includes that payroll. 28. Compliance with the Substance Abuse Prevention on Public Works Projects Act – The Contractor and its Subcontractors shall comply with the Substance Abuse Prevention on Public Works projects Act (820 ILCS 265/1 et seq.) and prior to commencing work on a “public works” project (as defined in the Prevailing Wage Act) file with the City its program to comply with the Act or file that portion of its collective bargaining agreement that deals with the matters covered by the Act. 29. Equal Employment Opportunity – During the performance of the contract and/or supplying of materials, equipment, and suppliers, bidder must be in full compliance with all provisions of the Acts of the General Assembly of the State of Illinois relating to employment, including equal opportunity requirements. 30. Contract Alterations – No amendment of a contract shall be valid unless made in writing and signed by the City Manager or his authorized agent. 31. Notices – All notices required by the contract shall be given in writing. 32. Nonassignability – The Contractor shall not assign the contract, or any part thereof, to any other person, firm, or corporation without the previous written consent of the City Manager. Such assignment shall not relieve the Contractor from his obligations or change the terms of the contract. 33. Default – The City may terminate a contract by written notice of default to the Contractor if: • fails to make delivery of the materials or perform the services within the time specified in the proposal, or • fails to make progress so as to endanger performance of the contract, or • fails to provide or maintain in full force and effect, the liability and indemnification coverages or performance bond as required. If the City terminates the contract, the City may procure supplies or services similar to those so terminated, and the Contractor shall be liable to the City for any excess costs for similar supplies and services, unless the Contractor provides acceptable evidence that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Contractor. 34. Inspection – The City shall have a right to inspect, by its authorized representative, any material, components, or workmanship as herein specified. Materials, components, or workmanship that has been rejected by the authorized representative as not in accordance with the terms of the specifications shall be replaced by the Contractor at no cost to the City. 35. Supplementary Conditions – Wherever special conditions are written into the specifications or supplementary conditions which are in conflict with conditions stated in these Instructions to Bidder, the conditions stated in the specifications or supplementary conditions shall take precedence. 36. Permits and Licenses – The successful bidder and their subcontractor(s) shall obtain, at their own expense, all permits and licenses which may be required to complete the contract. Fees for all City permits, and licenses shall be waived. 37. Bidder's Certification – - In compliance with the Illinois State Law that requires each bidder to file a certification regarding bid rigging and bid rotating and that it is not delinquent in its taxes, the bidder shall file with its bid the attached Bid Proposal Certification. 38. Change Orders – After the contract award, changes in or additions to the work and/or a change in the amount of money to be paid to the bidder must be the result of an approved change order first ordered by the Director of the lead department and approved by the City Administrator and/ or City Board. 39. Time of Completion – The successful bidder shall completely perform its bid in strict accordance with its terms and conditions within the number of consecutive calendar days after notification of award of the contract as stated in the bid proposal. 40. Payment – Payment will be made within thirty (30) days after acceptance of the job by the City after the completion of the work as covered within the contract documents. 41. Guarantees and Warranties – All guarantees and warranties required shall be furnished by the successful bidder and shall be delivered to the City before final payment on the contract is issued. 42. Waiver of Lien – where applicable a waiver of lien and contractor’s affidavit must be submitted by the successful bidder, verifying that all subcontractors and material invoices have been paid prior to the City approving final payment. 43. Bid Schedule – Selection Process Steps Estimated Date(s) Release of Invitation to Bid (ITB) Friday, July 5, 2019 Pre-Bid Meeting (Optional) Monday, July 15, 2019 Final Date for Contractors to Submit Questions Friday, July 26, 2019 at 12:00 p.m. Addenda posted Tuesday, July 30, 2019 at 12:00 p.m. Proposals Due Friday, August 2, 2019 at 9:00 a.m. Public Works Committee Contract Approval Tuesday, August 20, 2019 City Council Contract Approval Tuesday, August 27, 2019 Pre-Construction Meeting (mandatory) Wednesday, September 4, 2019 Not to proceed Monday, September 9, 2019 Project Completion Deadline November 1, 2019 UNITED CITY OF YORKVILLE, ILLINOIS SPECIAL CONDITIONS 1. Bidders Qualifications. If requested, the interested Bidder must provide a detailed statement regarding the business and technical organization of the Bidder that is available for the work that is contemplated. Information pertaining to financial resources, experiences of personnel, previously completed projects, plant facilities, and other data may also be required to satisfy the City that the Bidder is equipped and prepared to fulfill the Contract should the Contract be awarded to him. The competency and responsibility of Bidders and of their proposed subcontractors will be considered in making awards. If requested by the City, the Bidder shall include a complete list of all equipment and manpower available to perform the work intended on the Plans and Specifications. The list of equipment and manpower must prove to the City that the Bidder is well qualified and able to perform the work, and it shall be taken into consideration in awarding the Contract. The list shall be included with the sealed bid package. The City may make such investigations as it deems necessary, and the Bidder shall furnish to the City under oath, if so required, all such information and data for this purpose as the City may request. A responsible Bidder is one who meets all of the following requirements: • Have adequate financial resources or the ability to secure such resources. • Have the necessary experience, organization, and technical qualifications, and has or can acquire, the necessary equipment to perform the proposed Contract. • Is able to comply with the required performance schedule or completion date, taking into account all existing commitments. • Has a satisfactory record of performance, integrity, judgment, and skills. • Is qualified and eligible to receive an award under all applicable laws and regulations. If the Bidder possesses a current Illinois Department of Transportation “Certificate of Eligibility” with an amount for the work specified at least equal to the minimum amount of qualification indicated on the Legal Notice, he may choose to provide the City a copy of the certificate in lieu of providing the above-mentioned Bidders Qualification requirements. 2. Basis of Payment. The Contractor shall submit with each payment request the Contractor’s Partial Waiver of Lien for the full amount of the requested payment. Beginning with the second payment request, and with each succeeding payment request, the Contractor shall submit partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to each is at least equivalent to the total value of that subcontractor’s work, less retainage, included on the previous payment request. The Contractor’s request for final payment shall include the Contractor’s Final Waiver of Lien which shall be for the full amount of his Contract, including any change orders thereto, and Final Waivers of Lien from all subcontractors and suppliers for which Final Waivers of Lien have not previously been submitted. 3. Project Acceptance Procedures. All final pay item quantities shall be agreed upon between the City and the Contractor, and a final invoice shall be submitted by the Contractor, complete with all required waivers of lien and surety. Approval of the final pay estimate by the Director of Public Works shall constitute acceptance of the project by the United City of Yorkville, and written notice of such action shall be given to the Contractor. The date of approval of the final pay estimate shall be the Date of Acceptance and shall also be the date of the Start of Guarantee. Prior to the required Date(s) of Substantial Completion, a partial project acceptance may be granted in accordance with the foregoing procedure for entire project acceptance, with the exception that the pay estimate for the quantities of items included in the partial project acceptance shall not be the final pay estimate for the entire project. In the case of the City’s acceptance of any portion of the work as may be required because of the inclusion of a Date of Substantial Completion requirement, or for other reasons as may be agreed to by the United City of Yorkville, such partial acceptance action shall not constitute acceptance of any other portion of the project not noted in the written notice of partial acceptance which shall be provided to the Contractor by the Director of Public Works. 4. General Guarantee. Neither the final certificate of payment nor any provision in the Contractor Documents, nor partial or entire occupancy of the premises by the City, shall constitute an acceptance of work not done in accordance with the Contract Documents or relieve the Contractor of liability in respect to any express warranties or responsibility for faulty materials or workmanship. The Contractor shall remedy any defects in the work and pay for any damage to other work resulting therefrom, which shall appear within a period of one (1) year from the date of final acceptance of the work unless a longer period is specified. The United City of Yorkville will give notice of observed defects with reasonable promptness. The Contractor shall guarantee all materials and workmanship as defined by the Performance Bond, Labor and Material Payment Bond, and Maintenance Bond requirements. Unless otherwise amended in writing by the Director of Public Works, the date of the Start of any G uarantees, Warranties and Maintenance Bonds shall be coincident with the Date of Acceptance of the entire project. 5. Maintenance Bond. The Maintenance Bond shall be in a penal sum of twenty percent (20%) of the final Contract amount for a period of one (1) year after the date of acceptance of the entire project. The Contractor may elect to reduce the Performance Bond, and the Labor and Material Bond to twenty percent (20%) of the final Contract amount in lieu of a separate Maintenance Bond. Such bond shall guarantee the work against defective workmanship and materials for a period of not less than one (1) year following acceptance of work. 6. Termination of Contract. The United City of Yorkville reserves the right to terminate the whole or any part of this Contract, upon written notice to the Contractor, in the event that sufficient funds to complete the Contract are not appropriated by the Board of Trustees of the United City of Yorkville. The United City of Yorkville further reserves the right to terminate the whole or any part of this Contract, upon written notice to the Contractor, in the event of default by the Contractor. Default is defined as failure of the Contractor to perform any of the provisions of this Contract, or failure to make sufficient progress so as to endanger performance of this Contract in accordance with its terms. In the event of default and termination, the United City of Yorkville may procure, upon such terms and in such manner as the United City of Yorkville may deem appropriate, supplies or services similar to those so terminated. The Contractor shall be liable for any excess costs for such similar supplies or service unless acceptable evidence is submitted to the United City of Yorkville that failure to perform the Contract was due to causes beyond the control and without the fault or negligence of the Contractor. 7. Notification of Work. The Contractor shall notify the City’s Director of Public Works 48 hours prior to commencement of work and 24 hours prior to each inspection at 630.878.7102. 8. Cleaning. During construction, the Contractor and his subcontractors shall remove from the premises, rubbish, waste material, and accumulations, and shall keep the premises clean. The Contractor shall keep the premises clean during construction to the satisfaction of the Director of Public Works. 9. Restoration. The calculation of quantities and limits of Restoration which will be allowed for payment will be in accordance with the “Standard Specifications.” Restoration, fill sand, stone, etc., required outside of the limits as indicated in the Contract Documents will be considered incidental to the Contract. The Contractor shall at all times maintain all equipment and materials within the limits of restoration as specified. 10. Removal and Replacement. All removal and replacement items will be marked and measured for payment prior to removal by the Contractor. Any removal beyond these lines will be replaced to the satisfaction of the Director Public Works with no additional compensation. 11. Business/Resident Notification. The Contractor shall not close any street or private driveway without the consent of the Director of Public Works, and the proper notification of the affected business/resident. 12. Use of Fire Hydrants. No fire hydrants shall be used to obtain water for non-emergency use. Contact the City’s Director of Public Works at 630.878.7102 for access. UNITED CITY OF YORKVILLE, ILLINOIS INSURANCE REQUIREMENTS Contractor shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. I. Minimum Scope Of Insurance Coverage shall be at least as broad as: A. Insurance Services Office Commercial General Liability Occurrence Form CG 0001 with the City named as additional insured; on a form at least as broad as the endorsement in paragraph 10 including ISO Additional Insured Endorsement CG 2026, CG 2010. B. Owners and Contractors Protective Liability (OCP) policy is required with the City as insured (for contracts with subcontractors and projects that are inherently dangerous). C. Insurance Service Office Business Auto Liability Coverage Form Number CA 0001, Symbol 01 "Any Auto." D. Workers' Compensation as required by the Worker's Compensation Act of the State of Illinois and Employers' Liability insurance. E. Builder Risk Property Coverage with City as loss payee. II. Minimum Limits Of Insurance Contractor shall maintain limits no less than if required under above scope: A. Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. The general aggregate shall be twice the required occurrence limit. Minimum General Aggregate shall be no less than $2,000,000 or a project/contract specific aggregate of $1,000,000. B. Owners and Contractors Protective Liability (OCP): $1,000,000 combined single limit per occurrence for bodily injury and property damage. C. Businesses Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. D. Workers' Compensation and Employers' Liability: Workers' Compensation coverage with statutory limits and Employers' Liability limits of $1,000,000 per accident. E. Builder's Risk shall insure against "All Risk" of physical damage, including water damage (flood and hydrostatic pressure not excluded), on a completed value, replacement cost basis. (Protection against loss of materials during construction, renovation, or repair of a structure.) F. Umbrella Excess Insurance: $3,000,000. “Following form” of the underlying and excess policies including listing the City as an additional insured. III. Deductibles And Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officials, agents, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigation, claim administration, and defense expenses. IV. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: A. General Liability and Automobile Liability Coverages 1. The City, its officials, agents, employees, volunteers and Engineering Enterprises, Inc. are to be covered as additional insureds as respects: liability arising out of the Contractor's work, including activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased, or used by the Contractor; or automobiles owned, leased, hired, or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, agents, employees, volunteers and Engineering Enterprises, Inc. 2. The Contractor's insurance coverage shall be primary as respects the City, its officials, agents, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officials, agents, employees, and volunteers shall be excess of Contractor's insurance and shall not contribute with it. 3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, agents, employees, and volunteers. 4. The Contractor's insurance shall contain a Severability of Interests/Cross Liability clause or language stating that Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5. If any commercial general liability insurance is being provided under an excess or umbrella liability policy that does not "follow form," then the Contractor shall be required to name the City, its officials, agents, employees, and volunteers as additional insureds. 6. All general liability coverages shall be provided on an occurrence policy form. Claims-made general liability policies will not be accepted. B. All Coverages Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage, or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. V. Acceptability Of Insurers Insurance is to be placed with insurers with a Best's rating of no less than A-, VII, and licensed to do business in the State of Illinois. VI. Verification Of Coverage Contractor shall furnish the City with certificates of insurance naming the City, its officials, agents, employees, volunteers and Engineering Enterprises, Inc. as additional insureds, and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the City before any work commences. Other additional insured endorsements may be utilized, if they provide a scope of coverage at least as broad as the coverage stated in paragraph 10, such as ISO Additional Insured Endorsements CG 2026 or CG 2010. The City reserves the right to request full certified copies of the insurance policies and endorsements. VII. Subcontractors Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. VIII. Assumption Of Liability The contractor assumes liability for all injury to or death of any person or persons including employees of the contractor, any subcontractor, any supplier, or any other person and assumes liability for all damage to property sustained by any person or persons occasioned by or in any way arising out of any work performed pursuant to this agreement. IX. Indemnity/Hold Harmless Provision To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify, and hold harmless the City, its officials, agents, and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, cost, and expenses, which may in anywise accrue against the City, its officials, agents, and employees, arising in whole or in part or in consequence of the performance of this work by the Contractor, its employees, or subcontractors, or which may anywise result therefore, except that arising out of the sole legal cause of the City, its agents, or employees, the Contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the City, its officials, agents, and employees, in any such action, the Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance policies required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep, and save harmless and defend the City, its officials, agents, and employees as herein provided. X. Additional Insured Endorsement The "WHO IS AN INSURED" section of the policy/coverage document shall be amended to include as an insured, the City, but only with respect to liability arising out of your work. For purpose of this endorsement, "arising out of your work" shall mean: (1) Liability the Additional Insured may incur resulting from the actions of a contractor it hires, (2) Liability the Additional Insured may incur for negligence in the supervision of the Named Insured Contractors work, (3) Liability the Additional Insured may incur for failure to maintain safe worksite conditions, and (4) Liability the Additional Insured may incur due to joint negligence of the Named Insured Contractor and the Additional Insured. GENERAL SPECIAL PROVISIONS XI. Location of improvements The Public Works Materials Storage Shed will be located at 610 Tower Lane, United City of Yorkville, Kendall County, Illinois. The project limits are defined in the plans. XII. Description of improvements This project consists of completing improvements in accordance with the United City of Yorkville Public Works Storage Facility Plans and all applicable specifications. These improvements include but are not limited to pavement and concrete slab removal, installation of new concrete pavement, concrete footings, concrete walls, construction of a 30’x80’, 5-bay wood-frame and metal-sided material storage building and other ancillary work necessary to complete this contract. XIII. Subcontractor approval Prior to awarding the contract to the lowest qualified bidder, the selected general contractor must submit a list of all subcontractors and material suppliers for approval by the City. The City reserves the right to reject any subcontractor or material supplier for any reason. This same requirement applies to any subcontractor or material supplier being substituted for another after construction has started. XIV. Construction observation Prior to the installation of any material, construction observation and any required testing shall be coordinated with Engineering Enterprises, Inc. (EEI). The Engineer will require a minimum of 48 hours notice prior to the scheduling of any such work items and a minimum of 24 hours notice prior to the cancellation of any proposed work items that have been scheduled for observation. The contact for EEI shall be provided at the pre-construction conference. XV. Control of work and prosecution and progress It is the intent of the United City of Yorkville that the project be constructed in an orderly and timely manner. The Contractor shall take special note of the provisions of Article 105.05, Article 108.01 and Article 108.02 of the Standard Specifications, which shall be adhered to. The work on this project shall be completed by November 1, 2019. No extensions will be permitted in accordance with Article 108.08(b) of the “Standard Specifications for Road and Bridge Construction”, adopted April 1, 2016. Should the Contractor fail to complete the work by November 1, 2019, he/she will be held liable to the United City of Yorkville pursuant to amounts specified in the Supplemental Specification for Section 108 “Prosecution and Progress.” XVI. Pre-bid site visit All bidders are encouraged to visit the site prior to preparation of bid. Submission of the bid is acknowledgement that the Bidder is aware of and accepting of existing conditions prior to the installation of the improvements. XVII. Pre-construction conference Following the award of the Contract, the Contractor will be required to attend a Preconstruction Conference prior to beginning work. At that time, the Contractor will be required to furnish as a minimum, but not limited to: Written progress schedule, Names of Project Manager and Field Superintendent, names of Sub Contractors and material suppliers, name of person responsible for traffic control installation and maintenance, and name of the contact person and emergency phone numbers of the Contractor’s representative for contact after construction hours. A Preconstruction Conference Notice will be sent to the Contractor to notify him/her of the complete listing of items to be furnished at the meeting, as well as the time and location of the meeting and the required personnel. XVIII. Construction debris The following shall be added to the third paragraph of Article 202.03 of the Standard Specifications: “The Contractor shall not conduct any generation, transportation, or recycling of construction or demolition debris, clean or general or uncontaminated soil generated during construction, remodeling, repair, and demolition of utilities structures, and roads that is not commingled with any waste, without the maintenance of documentation identifying the hauler, generator, place of origin of the debris or soil, the weight or volume of the debris or soil, and the location, owner, and operator of the facility where the debris or soil was transferred, disposed, recycled, or treated. This documentation must be maintained by the Contractor for 3 years.” XIX. Construction restrictions All engines and engine driven equipment used in relation to this project shall be equipped with an adequate muffler in constant operation and properly maintained to prevent excessive noise. Construction shall not be permitted between the hours of 8:00 p.m. to 7:00 a.m. during standard weekdays (excluding holidays). These hours shall be amended to 5:00 p.m. to 7:00 a.m. on Saturdays and no work on Sundays or Holidays. Any requested variations to these hours shall be approved by the City in writing, in advance of any operations outside of the hours detailed above. XX. Uncontaminated soil disposal Any excavated material that meets the requirements of disposal at a CCDD facility and not needed for backfill or embankment shall be removed and disposed of off the site at a location or locations provided by the Contractor. The cost of removal, transportation and disposal of the excavated material (“uncontaminated soil”) is considered incidental to the pay item requiring excavation. A signed LPC-663 form with supporting documentation is attached. Any additional testing or documentation beyond what is provided with the LPC-663 and preliminary analysis that is necessary to dispose of the material shall be the Contractor’s responsibility. The LPC-663 was completed in 2015 and attached to the form is a cover letter stating that there have been no changes to the site since the original LPC-663 form was completed. Fox Ridge Stone in Oswego, IL has indicated that they will accept the material based on this documentation. If the Contractor chooses to dispose of the material at a permitted CCDD facility, the Contractor shall coordinate with said facility or facilities prior to bidding to determine if the information provided with the LPC-663 is adequate. The Engineer should be informed immediately of any deficiencies. XXI. Location of existing utilities Existing public and private utilities are shown on the plans according to information obtained from utility companies, municipalities, and surveys. The Contractor shall familiarize himself/herself with the location of all utilities and structures that may be found in the vicinity of the construction and assume responsibility for all utilities whether shown or not and must realize that the actual locations and/or elevations of the utilities may be different than indicated. It is understood and agreed that the Contractor has considered in his/her bid all of the permanent and temporary utility appurtenances in their present or relocated positions and that no additional compensation will be allowed for any delays, inconvenience or damage. It is also suggested that the Contractor call the concerned utility companies for further information. Contractor shall bring to the attention of the Engineer any potential conflicts after receiving all necessary JULIE information. In areas where JULIE locates reveal potential conflicts, the Contractor shall field verify the depth of these utility crossings. In any such area, the Engineer will verify if potential adjustments to the proposed utility installations will be required. All overhead utilities and associated poles shall be temporarily supported when working nearby. Should any damages occur due to the Contractor’s negligence, repairs shall be made by the Contractor at his/her expense in a manner acceptable to the Engineer. XXII. Protection of existing drainage facilities During construction, if the contractor encounters or otherwise becomes aware of any sewer, underdrains or field drains within the right-of-way other than those shown on the plans; he shall so inform the Engineer. The Engineer shall direct the work necessary to maintain or to replace the facilities in service and to protect them from damage during construction if to be maintained. Existing facilities to be maintained that are damaged because of non-compliance with this provision shall be replaced at the Contractor’s own expense. XXIII. Cooperation between contractors Other contracts and/or contractors may simultaneously be in process and working within or adjacent to the subject project improvement site limits and the Contractor shall take special note of the applicable provisions of Section 105 and of particular, Article 105.08 of the Standard Specifications which shall be adhered to. XXIV. Incidental work All work shown on the Plans, described in the applicable specifications or in these Special Provisions and not covered by a pay item, will be considered as included in the cost of the Contract. XXV. Notification to utilities The Contractor shall notify all utility companies including the local electrical, telephone, gas and the United City of Yorkville, a minimum of 72 hours prior to beginning any construction. The Contractor shall then have the responsibility to determine from the public utility companies the locations of underground pipes, conduits or cables adjoining or crossing the construction area. XXVI. Keeping roads open to traffic All roads shall remain open during construction. All work associated with this shall be included in the cost of the Contract. XXVII. Maintenance of roadways, drives and parking areas The Contractor shall be responsible for repair of any damage to existing roadways, drives and parking areas within the project limits. There will be no additional payment for any repairs necessary due to the Contractor’s operations. XXVIII. Working environment It is the sole responsibility of the Contractor, not the Owner or Owner’s representative, to ensure a safe working environment and to comply with all applicable OSHA, or other, safety requirements. XXIX. Mobilization This contract contains no provisions for mobilization. Therefore, article 671 of the Standard Specifications is deleted. XXX. Construction staking and marking Construction staking and marking, establishing the location, alignment, elevation and grade of the work, shall conform to article 105.09 of the Standard Specifications. Requests for control information must be made 72 hours prior to the date needed. Construction staking will be discussed at the preconstruction meeting prior to commencement of work, at which meeting the proper contact information will be provided. The costs for construction staking are the responsibility of the Contractor. This will not be paid for separately but shall be considered incidental to the cost of the project. This special provision shall take precedence over any other references to construction layout in the plans or specifications. XXXI. Submittals Shop drawings, cut sheets and or mix designs shall be submitted for the following items: • Concrete Mix Design • Quality Control Plan • Pre-Engineered Post Frame Building System XXXII. Retention Ten percent (10%) retention will be held on the project until all construction items have been satisfactorily completed. Retention will be reduced to 0% once all punch list items are completed (as determined by the City Engineer). XXXIII. Pay item special provisions A. Concrete Slab and Pavement Removal This work shall consist of saw cutting, removing and off-site disposal of the existing concrete slab or hot-mix asphalt pavement as required for the construction of the proposed material storage shed. This work shall also consist of excavation of any material measured down to a depth of 10 inches below the proposed concrete slab finished grade, per the grades indicated on the drawings. The excavated material is to be disposed of off-site. Once subgrade is achieved the subgrade shall be proof rolled prior to aggregate base course installation. This work will be paid for at the contract unit price per square yard for CONCRETE SLAB REMOVAL or PAVEMENT REMOVAL which price shall include the excavation and disposal of material. B. Aggregate Base Course, 4” This work shall consist of furnishing and placing new aggregate base course prior to concrete slab construction operations in the areas designated on the plans and in accordance with Sections 202 and 311 of the Standard Specifications. All aggregate base course placed shall be mechanically compacted in maximum one-foot lifts. This work will be paid for at the contract unit price per square yard for AGGREGATE BASE COURSE, 4” which price shall include the excavation and disposal of any unsuitable material. C. Cast-In-Place Concrete This work shall consist of excavation, furnishing and placing concrete, backfilling and compacting fill material above and adjacent to the footing and concrete walls as shown on the plans and in accordance with the applicable parts of Divisions 400 and 500 of the Standard Specifications, American Concrete Institute (ACI) 318 and ACI 301, latest editions, the “Foundation Plan Sections & Notes” detail in the plans, and with these Special Provisions. The notes and details in the plans shall supersede any Standards and Provisions referenced herein. A delivery ticket shall be required for each load of concrete delivered to the site and must be presented at the time of the concrete pour. The information recorded on each delivery ticket shall be in accordance with Sections 109 and 1020 of the Standard Specifications. All concrete shall be mixed with Sika Fibermesh 650 synthetic fibers or an approved equal conforming to ASTM C1116 Type III and ACI 318. All exposed areas of concrete shall be treated with W.R. Meadows Pentreat 244-40 Water Repellent Sealer or approved equal. The Contractor shall comply with the requirements of the IDOT Recurring Special Provisions for Check Sheet #24 Special Provision for Quality Control of Concrete Mixtures at the Plant and Check Sheet #25 Special for Quality Control/Quality Assurance of Concrete Mixtures. The excavation, concrete, associated reinforcement, including reinforcement bars and synthetic fibers, sealer and backfill shall not be measured separately but shall be included in the Lump Sum price. This work will be paid for at the contract unit price per Lump Sum for CAST-IN-PLACE CONCRETE which price shall include excavation, furnishing, placing, and reinforcing the concrete and backfilling and compacting the fill material as shown in the plans and on Contractor shop drawings to be submitted to the architect for review prior to fabrication. Any excavated material used on site will not be paid for separately. D. Pre-Engineered Post Frame Building Systems General The metal building systems included in this section were designed around Wick Buildings. If another manufacturer is submitted other than Wick Buildings, Contractor to prepare and submit to the Engineer for approval as part of his bid, a detailed list of all exceptions to the following specifications and engineering plans of the building proposed to be furnished and installed. Such changes, if approved, shall be accomplished at no additional cost to the Owner and time extensions associated with the changes will not be approved by the Engineer. The Contractor will reimburse the Owner and Engineer for review or redesign services associated with re-approval. The Contractor shall assume the cost of, and responsibility for, satisfactorily accomplishing the necessary changes corresponding to the dimensions and characteristics of the building submitted by the Contractor and approved by the Engineer. 1. This Section Includes the following: A. Factory fabricated Pre-Engineered wall column. B. Factory fabricated Pre-Engineered roof rafters. C. Factory fabricated Pre-Engineered siding panels and metal roofing. D. Factory fabricated Pre-Engineered building system accessories including, but not limited to, doors and windows. E. Prefinished metal trim items. F. Prefinished ridge vents and soffits. G. Prefinished gutter and downspouts. 2. Reference Standards: A. Preservative Treated Lumber i. American Wood Preservers Association (AWPA) ii. Treated item shall comply with AWPA standard C15 minimum. iii. Treated items shall bear the quality mark with appropriate specification information, along with and stamped by the participating mill or agency involved. B. Framing Lumber i. Lumber grading rules and wood species a. National Design Specifications for Wood Construction, current edition. b. Northeastern Lumber Manufacturer’s Association, Inc. (NELMA). c. Southern Pine Inspection Bureau (SPIB): Southern Pine. d. West Coast Lumber Inspection Bureau (WCLIB): Douglas Fir. e. Western Wood Products Association (WWPA): Douglas Fir and Ponderosa Pine. C. Wood LVL Rafters i. Contractor must submit manufacturer’s descriptive literature indicating material composition, thickness, dimensions, loading and fabrication details. ii. LVL rafters shall be qualified to ASTM D5456 by APA -The Engineered Wood Association. iii. LVL rafters shall be pressure bonded, lap-jointed wood veneers, with grain of veneers running parallel in the long direction. iv. LVL rafters shall be designed by the contractor or manufacturer in accordance with the applicable building codes. All rafter designs must be accompanied by complete and accurate shop drawings and contain the following information: a. Slope or depth, span and spacing of the rafter. b. Heel bearing height. c. Design loading. d. Adjustments to lumber and fastener design values for conditions of use. e. Fastener type, thickness of gauge, and size. f. Lumber size, species and grade for each member. 3. System Description: A. Clear span frame – coordinate with drawings. B. Primary framing – wood roof rafters and columns. C. Secondary framing – purlins, girts, bracing and other items as required. D. Wall and roof systems – preformed metal panels. 4. Design Requirements: A. Coordinate building loads. Refer to design load tables on plans. B. Building Code: IBC, International Building Code C. Including unbalanced roof loads required by the most current version of ASCE-7 5. Submittals: A. Supply four (4) sets of the following bearing a Professional Engineering Seal registered in the State of Illinois: i. Complete detailed shop and erection drawings indicating size and location of each building component and part. Certify that specified roof and wind load requirements are met. ii. Rafter engineering calculations and design calculation should include the following: a. Bending moments and axial forces for each member. b. Basic plate design values. c. Design analysis for each joint indicating that proper plates have been used. d. Successful bidder shall provide written proof of a third-party inspection program in force for the rafter manufacturer used on project. iii. Standard color chart supplied by Manufacturer for the owner/engineer to choose from. iv. Brochures/details/samples of specialty accessory products used or specified on this project. 6. Quality Assurance: A. Building package by a Pre-engineered building Manufacturer with 50 years of doing business. B. Building Manufacturer must own manufacturing facilities. C. Exterior fastened steel panel shall be roll-formed in Manufacturer’s manufacturing facility. D. Columns shall be factory fabricated by Manufacturer, in their manufacturing facility. They shall not be manufactured or assembled on-site. E. Rafters shall be factory fabricated by Manufacturer, not the contractor. F. Building package shall be supplied by a pre-engineered building Manufacturer, with fully staffed engineering department. All structural components shall be supplied by a source with one warranty. G. All building packages shall be delivered by the Manufacturer’s trucks and personnel. H. Package (shell) erection shall be supervised by Manufacturer’s representative builder or Manufacturer employed field superintendent. 7. Qualifications: A. Structural components shall be designed under direct supervision of a Professional Engineer employed by the Manufacturer. B. An adequate number of skilled work people shall be employed who are thoroughly trained and experienced in the necessary skills. They will be completely familiar with the specified requirements and methods for proper performance of work. 8. Regulatory Requirements: A. All applicable building codes and/or ordinances covering this work shall be the responsibility of the contractor. B. Work together with regulatory agencies or authorities to provide data as requested. C. Panels shall not be stored such that they are in contact with any other material that could create staining or discoloration. 9. Environmental Requirements: A. Material packaging for minimum natural resource waste on project. B. Building delivery package materials must be reused in the building system, i.e., metal panel cribbing 2x’s used as part of secondary framing systems (nonstructural.) 10. Delivery, Storage and Handling: A. Prefabricated components, i.e., rafters, columns, steel sheathing and other items, shall be delivered and stored so they will not be damaged or deformed. B. Roofing and siding panels will be stored so water will drain freely. C. Panels shall not be stored such that they are in contact with any other material that could create staining or discoloration. 11. Warranty: Contractor to warrant to the original owner, commencing on the date of its substantial completion and subject to limitations, exclusions and conditions set forth herein, as follows: FOR FIFTY (50) YEARS Free of Charge, Contractor will replace or repair, at its option, treated structural posts that fail because of insect damage or because of decay that occurs under normal conditions and proper use. FOR FORTY (40) YEARS Free of Charge, Contractor will replace or refinish, at its option, painted steel roofing or siding panels if the paint peels, cracks, checks, flakes, or blisters to an extent that is apparent by ordinary outdoor visual observation when exposed to normal weather and atmospheric conditions. Damage or loss resulting from exposure to atmospheric pollutants, including but not limited to animal waste or other corrosive conditions, is excluded under this warranty. FOR THIRTY (30) YEARS Free of Charge, Contractor will replace or refinish, at its option, painted steel roofing or siding panels should the color change or chalk more than the specifications shown in the following table: Vertical Installation Non-Vertical Installation Chalk (ASTM D-4214) 8 6 Color Change (ASTM D-2244) 5 7 FOR TWENTY (20) YEARS Free of Charge, Contractor will replace or repair, at its option, acrylic coated Galvalume® steel roofing or siding panels should they rupture, perforate, or fail structurally when exposed to normal weather and atmospheric conditions. Damage or loss resulting from exposure to atmospheric pollutants, including but not limited to animal waste or other corrosive conditions, is excluded under this warranty. FOR SEVEN (7) YEARS Free of Charge, Contractor will repair leaks in steel roofing panels that result from defects in material or workmanship except those leaks occurring where the building is connected to an adjacent structure. FOR FIVE (5) YEARS Free of Charge, Contractor will replace or repair, at its option, those portions of the structural framework, including roofing and siding panels, damaged by wind or snow loads that do not exceed design specifications. Free of Charge, Contractor will replace or repair, at its option, sliding doors damaged by wind or snow so long as the door is in a locked-open or locked-closed position when the damage occurs. Free of Charge, Contractor will replace or repair, at its option, painted steel or acrylic coated steel roofing or siding panels perforated by hail. FOR ONE (1) YEAR Free of Charge, Contractor will repair any other defects in materials or workmanship. Products 12. Building System Manufacturers: A. Wick Buildings, 800-356-9682 WickBuildings.com i. Mazomanie, Wisconsin B. Other Systems – Pre-approved Acceptable: i. Approved equals meeting specification requirement sections 2,6,9,11,13 and 14. ii. Must be approved 7 days prior to submission of the bid. a. Lester b. Morton 13. Materials – Framing: A. Sill Plate i. 2”x8” #1 or better Southern Yellow Pine (SYP). ii. This member shall be pressure treated with a wood preservative to a net retention as specified by the American Wood Preservers Association (AWPA) for ground contact conditions. Treatment shall be Osmose MicroPro copper Azol (MCA) with 15 pounds of preservative per cubic foot of wood. Member shall be Kiln dried to a maximum of 19% moisture content. The preservative shall penetrate 100% of the sapwood. B. Columns i. Full Length Laminated Column Factory fabricated from minimum 3 ply 2”x6” 2400 MSR Southern Yellow Pine (SYP). Columns shall be full-length (unspliced) nail laminated plys up through 20’ with middle ply to have short truss support block. Columns over 20’ length shall be spliced (a minimum of 3’ length) with reinforced metal truss plates pressed in place over splice on the outside laminate. Refer to Section B, Reference Standards / 3. Wood rafters / letter c. referencing LVL construction. a. Columns shall be pressure treated. This is in accordance with the “American Wood Preserves Association“(AWPA) standards latest edition, with a wood preservative to a net retention of .60 pounds per cubic foot of CCA Type – C formulation. C. Wood Rafters i. Rafters shall be constructed of surfaced lumber, smooth and free of all cracks and checks. ii. Plates: Connector plates shall be fabricated from ASTM A 653 SS, 20-gauge Grade 40, or 18-gauge, Grade 80, steel sheets galvanized with G-60 coating. iii. Design and fabricate rafters and connections to withstand designated snow and wind loads and all dead loads. iv. Fabricate rafters in plant, using mechanical or hydraulic fixtures as required to bring members into contact. Install plates in accordance with Manufacturer’s instruction. D. Baseboards i. 2”x8” #1 or better Southern Yellow Pine (SYP). ii. This member shall be pressure treated with a wood preservative to a net retention as specified by the American Wood Preservers Association (AWPA) for ground contact conditions. Treatment shall be Osmose MicroPro copper Azol (MCA) with 15 pounds of preservative per cubic foot of wood. Member shall be Kiln dried to a maximum of 19% moisture content. The preservative shall penetrate 100% of the sapwood. iii. This treated member shall be attached to columns with a minimum of 3 hot dipped galvanized nails (ASTM A153). E. Wall Girts i. 2”x6” 1650 MSR Spruce Pine Fir (SPF) as required by design at appropriate spacings. F. Purlins and Truss Ties i. 2”x4” 1650 MSR or better Spruce Pine Fir (SPF) as required by design dependent upon roof loading specification. G. Wind Bracing i. Provide “T’d” 2”x6”/2”x4” 1650 MSR or better Spruce Pine Fir (SPF) from endwall column to first rafter back. ii. Provide 2”x4” 1650 MSR diagonal in roofline bracing as required by design. H. Framing Around Openings i. Provide 2”x6”/2”x4” 1650 MSR or better Spruce Pine Fir (SPF) around personnel doors and windows. ii. Provide 2”x6”/2”x4” 1650 MSR or better Spruce Pine Fir (SPF) around overhead door openings. I. Headers i. Provide built-up Machine Stress Rated (MSR) or better wood headers per building manufacturer as required to meet proper loading. J. Incidental framing i. Provide 1650 MSR or better 2”x4” Spruce Pine Fir (SPF). K. Bent Anchor Bolts: ASTM F 1554, Grade 36. i. Nuts: ASTM A 563 heavy hex carbon steel. ii. Washers: ASTM F 436 hardened carbon steel. iii. Finish: Hot-dip zinc coating, ASTM A 153/A 153M, Class C. L. Column Anchor. i. The building manufacturer will provide the bolt and bracket design for anchoring their building to the columns. The building manufacturer will supply stamped engineering to support their calculation for bolts and brackets. 14. Materials – Prefinished Materials: A. Roofing Panel Options i. Exposed Fastened Steel Panels a. All roofing panels shall be 29-gauge (.015 minimum thickness) steel with a G- 90 galvanized zinc coating. Panels shall be a minimum structural strength ASTM A446 grade E, 82,000 PSI tensile strength. All panels shall include a zinc phosphate pre-treatment, and then covered with a total of 1.5 mil thick paint system. Paint system shall consist of a corrosion-resistant prime coat and an architectural finish coat of Ceram-A-Star 1050. b. All metal roof shall be fastened with minimum of 1” color-matched EPDM washered #9 screw fasteners placed in the flat of the steel next to all major ribs along every row of girts and purlins. All fasteners shall be color-matched to wall and roof panels and trim. B. Sidewall Siding i. Exposed Fastened Steel Panels a. All siding panels shall be 29-gauge (.015 minimum thickness) steel with a G- 90 galvanized zinc coating. Panels shall be a minimum structural strength ASTM A446 grade E, 82,000 PSI tensile strength. All panels shall include a zinc phosphate pre-treatment, and then covered with a total of 1.5 mil thick paint system. Paint system shall consist of a corrosion-resistant prime coat and an architectural finish coat of Ceram-A-Star1050. b. All metal sidewall panels shall be fastened with minimum of 1” color-matched EPDM washered #9 screw fasteners placed in the flat of the steel next to all major ribs along every row of girts and purlins. All fasteners shall be color- matched to wall and roof panels and trim. C. Metal Trim Items i. Trim: Roofing and siding panels shall be trimmed using painted trim with the same paint product specifications as the roofing and siding panels. Standard trim to be placed at all corners, ridge line, rake (intersection of roof and endwall), eave (intersection of roof and sidewall) and base (bottom of sidewall and endwall steel.) All standard trims, overhang fascias, track covers, slide door jambs and trims to be available in building panel covers. Overhead door trims and slide door jamb trims shall be one piece up to 16’. All other trims shall be a minimum of 12’ in length to eliminate splices. ii. Fasteners: All framing lumber shall be fastened with 10d, 16d and 60d ring shank nails. All machine bolts used shall be a minimum grade 1, A307. All metal roof and sidewall panels shall be fastened with minimum of 1” color-matched EPDM washered #9 screw fasteners placed in the flat of the steel next to all major ribs along every row of girts and purlins. All fasteners shall be color-matched to wall and roof panels and trim. D. Gutter and Downspouts i. If shown and specified on drawings, provide 5” style “K” gutter. Material shall be the same specification as trim. ii. Silicone sealant shall be used at laps to maintain leak prevention and to relieve stress due to thermal movement. iii. Provide 3”x4” downspouts with appropriate elbows and connector bands. iv. Gutter shall be attached with screw fasteners and internal brackets of a maximum of 3’ on center. Exposed nail heads are unacceptable. 15. Materials – Other: A. Closure Strips i. Closed cell foam premolded to match configuration of panels. B. Sealant i. Silicone sealant shall be used. Execution 16. Examination: A. Verify that site conditions meet Manufacturer’s requirements and design requirements for this region. i. Verify that mechanical and electrical utilities are in correct position. 17. Erection – Framing – General: A. Erect framing in accordance with Manufacturer’s established construction procedures. B. Make all components and building plumb, square, straight and true to lines. C. Provide adequate temporary bracing to assure structure remains plumb and square. D. Altering of structural members will not be permitted. 18. Erection Framing: A. Columns i. Position column over fastener on top of the concrete wall in accordance with the building manufactured recommendations. B. Baseboards i. Install 2”x8” treated plank, at grade, using Manufacturer recommended fasteners. C. Wall Girts i. Install 2”x6” girts at centers called for on plan. ii. Install 2”x6” overhang nailer, if required, at the top. D. Rafters i. Set rafters in place in the center member of the column using lifting methods as approved by the Manufacturer and use hangers as accessories as recommended by the manufacturer. ii. Brace rafters as recommended by Manufacturer. E. Purlins i. Install 2”x4” purlins at 24” on center and attach to rafters in accordance with rafter manufacturer recommendations. F. Truss Ties i. Install 2”x4” truss ties at location recommended by Manufacturer. ii. Truss ties shall run from endwall to endwall. G. Incidental Framing i. Install 2”x4” or 2”x6” blocking as required according to building Manufacturers recommendations. 19. Erection – Prefinished Metals, General: A. In accordance with Manufacturer’s established construction procedures, install prefinished metal parts. B. All components made to be plumb, square, straight and true to lines. C. Care shall be taken when cutting prefinished materials to ensure cuttings do not remain on finished surface. D. Fasteners shall be properly installed. Do not under- or overdrive. E. Components shall be properly installed to assure freedom from rattles. 20. Erection – Prefinished Metals: A. Roofing Panels. i. Panels shall be installed perpendicular to supports aligned straight with end fascias. ii. Panels shall be fastened to purlins with 1” EPDM washered #9 screw fasteners. B. Siding Panels i. Panels shall be installed perpendicular to supports aligned level and plumb. Attach to wall girts and purlins with 1” EPDM washered #9 screw fasteners. C. Trim Items i. Trim items shall be installed at the base, at any wainscot transition, corners, top of steel siding, fascias, gables and ridge using appropriate 1” screw fasteners. D. Ridges i. Use screw fasteners to install applicable vent option. ii. Insure that the minimum Manufacturer’s clear throat opening is maintained. E. Gutters and Downspouts i. Gutters shall be installed with concealed gutter brackets, with screw fasteners 36” on center. ii. Silicone sealant and silicone rubber gaskets shall be used at laps to maintain leak prevention and to relieve stress due to thermal movement. F. Strips i. Closed cell foam filler strips shall be provided at the top and bottom of the roofing panels. 21. Tolerances/Quality Assurance: A. Framing Members. i. Shall follow and adhere to the NFBA document “Accepted Practices for Post- frame Construction Framing Tolerances.” B. Siding and Roofing i. Shall be installed in their “True Position.” This work will be measured and paid for at the contract price for Lump Sum for PRE- ENGINEERED POST FRAME BUILDING SYSTEMS. No additional compensation will be provided for additional materials required, labor, or warranties listed herein. E. Bollard This work shall consist of installation of bollards at the locations shown on the plans complete in place. This work will be paid for at the contract unit price per each for BOLLARD which price shall include but is not limited to all excavation, concrete base, cement filled steel post, paint, disposal of excess material and all material, equipment and labor necessary to complete this work. F. Restoration The Contractor shall restore all areas disturbed during construction of the improvements or as part of any of his or her activities to a condition equal to or better than the original condition. This work shall include the stripping, stockpiling, and replacement of topsoil as specified on the plans. Topsoil shall be defined as friable clay loam surface soil found in a depth of not less than six inches. Satisfactory topsoil is free of subsoil, clay lumps, stones and other objects, and without weeds, roots and other objectionable material. Topsoil stripping and stockpiling shall be completed as follows: 1. Strip topsoil to whatever depths encountered in a manner to prevent intermingling with underlying subsoil or other objectionable material. a. Remove heavy growths of grass from areas before stripping. b. Where existing trees are indicated to remain, leave existing topsoil in place within drip lines to prevent damage to root system. 2. Stockpile topsoil in temporary construction easement as directed by Engineer. Construct storage piles to provide free drainage of surface water. Cover storage piles, if required, to prevent wind erosion. 3. Topsoil stockpiles are to remain separated from excavated material stockpiles throughout construction. Topsoil replacement shall be completed as follows: 1. Preparation of subsoil a. Prepare sub-soil to eliminate uneven areas and low spots. Maintain lines, levels, profiles and contours. Make changes in grade gradual. Blend slopes into level areas. b. Remove foreign materials, weeds and undesirable plants and their roots. Remove contaminated sub-soil. 2. Placing topsoil a. Spread topsoil to the depth that existed prior to disturbance. Chisel plow to a depth of 18 inches and rake topsoil until smooth. b. Place topsoil during dry weather and on dry unfrozen sub-grade. c. Remove vegetable matter and foreign non-organic material from topsoil while spreading. d. Grade topsoil to eliminate rough, low or soft areas, and to ensure positive drainage. All ditches, parkways, and other grassed areas disturbed during construction shall be restored to their original shape, contour and condition. Seeding, including finish grade preparation of seedbed, fertilizer and planting shall be as set forth in Section 250 of the Standard Specifications. All disturbed areas must be covered with mulch hydraulically per method 3 as described in Section 251 of the Standard Specifications. The seeding mixture used shall be Class 1A (lawn mixture salt tolerant). Topsoil (six-inch (6”) minimum thickness) shall be provided. The Contractor shall be responsible for maintaining all restored areas until such a time as the City accepts these areas. This acceptance will be granted after the Contractor has both fulfilled the minimum required maintenance items and has established a stand of grass (where required) which meets the acceptance standards set forth in these Special Provisions. Acceptance of seeded areas will be determined by inspection by the City and Engineer. In order for an area to be accepted, it shall conform the following: 1. Grass shall display a reasonably uniform distribution of grass plants 2. Grass shall display vigorous growth and be green and healthy in appearance. Areas having bare spots larger than one (1) square foot will not be accepted. In this situation, the bare spots must be re-seeded in accordance with seeding and maintenance specifications. The Contractor shall have a representative on the job at all time when work is being performed. Additional areas damaged by machinery, construction equipment, Contractor negligence or over- excavation beyond the limits shown on the plans shall be repaired in accordance with this Special Provision, at the Contractor’s expense. Unless otherwise listed for payment separately, all work under the general heading RESTORATION will be paid for at the contract unit price per square yard for which price shall be payment in full for restoring the areas disturbed. G. Water Required for Restoration Water necessary for the restoration of the disturbed areas will be provided by the City free of charge. Water can be obtained at 610 Tower Lane. H. Erosion Control Erosion control measures shall be required as stated on the Plans or as deemed necessary by the Engineer and shall be in compliance with the most recent revisions to the Illinois Urban Manual. It should be noted that inlet protection is required at all open grate inlets tributary to disturbed areas and shall be periodically monitored for silt build up and should be emptied once the baskets are over half full. All areas disturbed during construction shall be seeded as soon as possible after final grading. The Contractor will be responsible for cleaning the pavement, drainage structures, swales, storm sewers and culverts prior to final acceptance and at such times during construction as necessary to maintain drainage and protect adjacent property. All costs related to erosion control not paid for separately shall be incidental to the contract. I. Non-Special, Non-Hazardous Soil Waste Disposal – Type 1 Any excess excavated material that does not meet the requirements for disposal at a CCDD facility and not needed for backfill or embankment shall be removed and disposed of at a permitted receiving facility (i.e. landfill) provided by the Contractor or other approved location. The cost of removal, transportation and disposal of the non-special, non-hazardous soil will be paid for at the contract unit price per ton for NONSPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL – TYPE 1. Documentation from the permitted receiving facility indicating date, time, weight, driver, truck number, etc. shall be provided to the Engineer as requirement for payment for this work item. Based on the information provided in the LPC-663, it is not anticipated that any contaminated material will be encountered; however, if any material is rejected from the CCDD facility it shall be brought back to the site or other location as determined by the Engineer. At that time, the Engineer will determine the level of testing required for necessary disposal of NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL – TYPE 1. All testing shall be paid for by the United City of Yorkville. Any cost to the contractor for additional hauling, dumping, airing out soil, reloading, etc. shall be considered in the unit price per ton for NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL – TYPE 1. J. Allowance When additional work not indicated in the contract drawing is requested in writing by the Engineer during construction, this additional work shall be measured and paid for as described in Articles 104.02 and 109.04 of the Standard Specifications. Payment for all additional work shall be made from the ALLOWANCE - ITEMS ORDERED BY THE ENGINEER pay item which shall be measured in units. A unit shall be valued at one dollar. FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Actual Actual Budget Actual Budget Budget Revenue Taxes 10,736,464 10,962,693 11,014,213 11,232,397 11,388,715 11,388,715 Intergovernmental 2,235,395 2,296,435 2,512,487 2,725,393 2,703,232 2,703,232 Licenses & Permits 315,862 364,499 336,000 552,416 413,500 413,500 Fines & Forfeits 140,250 123,617 130,400 100,726 125,400 125,400 Charges for Service 1,465,678 1,508,994 1,535,112 1,598,662 1,616,211 1,616,211 Investment Earnings 21,197 49,018 20,000 90,321 80,000 80,000 Reimbursements 66,449 85,579 55,000 66,824 75,000 75,000 Miscellaneous 19,848 19,243 21,750 25,667 20,000 20,000 Other Financing Sources 9,645 92,125 18,000 29,917 47,180 47,180 Total Revenue 15,010,788 15,502,203 15,642,962 16,422,323 16,469,238 16,469,238 Expenditures Salaries 4,212,964 4,522,164 4,901,639 4,726,744 5,206,755 5,206,755 Benefits 2,635,062 2,905,833 3,056,457 2,901,328 3,273,617 3,273,617 Contractual Services 4,793,382 4,765,498 5,046,691 5,025,825 5,193,468 5,193,468 Supplies 197,932 246,655 346,098 344,700 464,998 464,998 Other Financing Uses 2,649,065 2,779,764 3,044,911 3,040,283 2,330,400 2,580,400 Total Expenditures 14,488,405 15,219,914 16,395,796 16,038,880 16,469,238 16,719,238 Surplus (Deficit)522,383 282,289 (752,834)383,443 -(250,000) Ending Fund Balance 6,214,089 6,496,373 5,468,778 6,879,816 6,496,572 6,629,816 42.9%42.7%33.4%42.9%39.4%39.7% GENERAL FUND (01) The General Fund is the City’s primary operating fund. It accounts for major tax revenue used to support administrative and public safety functions. $0 $2,000 $4,000 $6,000 $8,000 ThousandsFund Balance 1 FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Actual Actual Budget Actual Budget Budget Expenditures Salaries 800 17,640 500 - 500 500 Benefits 331,679 334,909 375,608 335,729 379,699 379,699 Contractual Services 2,770,751 2,925,753 2,945,232 2,953,274 3,079,351 3,079,351 Supplies 11,106 14,929 15,000 2,809 15,000 15,000 Other Financing Uses 2,649,065 2,779,764 3,044,911 3,040,283 2,330,400 2,580,400 Total Administrative Services Department 5,763,401 6,072,995 6,381,251 6,332,095 5,804,950 6,054,950 ADMINISTRATIVE SERVICES DEPARTMENT The Administrative Services Department accounts for General Fund expenditures that are shared by all departments and cannot be easily classified in one department. $5,400 $5,500 $5,600 $5,700 $5,800 $5,900 $6,000 $6,100 $6,200 $6,300 $6,400 $6,500 Thousands2 640 FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget Budget 01-640-50-00-5016 SALARIES - SPECIAL CENSUS - 16,740 - - - - 01-640-50-00-5092 POLICE SPECIAL DETAIL WAGES 800 900 500 - 500 500 01-640-52-00-5214 FICA CONTRIBUTION-SPECIAL CENSUS - 1,281 - - - - 01-640-52-00-5230 UNEMPLOYMENT INSURANCE 11,298 6,402 20,000 16,317 15,000 15,000 01-640-52-00-5231 LIABILITY INSURANCE 286,792 294,582 313,712 298,408 316,374 316,374 01-640-52-00-5240 RETIREES - GROUP HEALTH INSURANCE 33,255 31,857 41,367 20,877 47,796 47,796 01-640-52-00-5241 RETIREES - DENTAL INSURANCE 260 554 449 86 449 449 01-640-52-00-5242 RETIREES - VISION INSURANCE 74 233 80 41 80 80 01-640-54-00-5418 PURCHASING SERVICES 5,187 54,535 53,419 42,953 50,465 50,465 01-640-54-00-5423 IDOR ADMINISTRATION FEE - 51,945 57,357 45,372 44,689 44,689 01-640-54-00-5427 GC HOUSING RENTAL ASSISTANCE - 1,034 12,000 6,555 7,800 7,800 01-640-54-00-5428 UTILITY TAX REBATE - 14,375 14,375 3,305 14,375 14,375 01-640-54-00-5432 FACILITY MANAGEMENT SERVICES - 1,072 50,000 53,471 57,425 57,425 01-640-54-00-5439 AMUSEMENT TAX REBATE 61,613 47,723 60,000 44,548 60,000 60,000 01-640-54-00-5449 KENCOM 74,842 119,698 110,958 106,287 126,109 126,109 01-640-54-00-5450 INFORMATION TECHNOLOGY SERVICES 117,691 203,809 136,000 203,631 225,000 225,000 01-640-54-00-5456 CORPORATE COUNSEL 102,825 99,701 110,000 134,248 115,000 115,000 01-640-54-00-5461 LITIGATION COUNSEL 211,454 188,411 120,000 78,469 120,000 120,000 01-640-54-00-5462 PROFESSIONAL SERVICES - - - 21,042 27,000 27,000 01-640-54-00-5463 SPECIAL COUNSEL 4,815 9,511 20,000 55,901 25,000 25,000 01-640-54-00-5465 ENGINEERING SERVICES 350,899 379,663 390,000 385,933 390,000 390,000 01-640-54-00-5473 KENDALL AREA TRANSIT 23,550 23,550 25,000 23,550 25,000 25,000 01-640-54-00-5475 CABLE CONSORTIUM FEE 92,765 96,010 92,000 101,403 96,000 96,000 01-640-54-00-5478 SPECIAL CENSUS 108,093 3,349 - - - - 01-640-54-00-5481 HOTEL TAX REBATE 65,166 71,642 72,000 69,807 72,000 72,000 01-640-54-00-5486 ECONOMIC DEVELOPMENT 160,359 145,989 145,000 161,950 146,000 146,000 01-640-54-00-5491 CITY PROPERTY TAX REBATE 1,286 1,233 1,500 1,233 1,500 1,500 01-640-54-00-5492 SALES TAX REBATE 879,408 879,122 928,303 862,920 912,900 912,900 01-640-54-00-5493 BUSINESS DISTRICT REBATE 387,157 401,611 425,320 402,177 421,088 421,088 01-640-54-00-5494 ADMISSIONS TAX REBATE 122,007 130,766 120,000 148,133 140,000 140,000 01-640-54-00-5499 BAD DEBT 1,634 1,004 2,000 386 2,000 2,000 01-640-56-00-5625 REIMBURSABLE REPAIRS 11,106 14,929 15,000 2,809 15,000 15,000 $3,079,351 $15,000 $15,000 $2,945,232 $2,953,274 $2,809$11,106 $500 $379,699 $0$500 $335,729$375,608 $14,929Total: ADMINISTRATIVE SERVICES DEPARTMENT Description Benefits $17,640 Salaries Total:Salaries $800 Supplies Total:Contractual Services $2,770,751 $2,925,753 United City of Yorkville General Fund $500 $379,699 $3,079,351 $15,000Supplies Total:Benefits $331,679 $334,909 Contractual Services 3 640 FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget Budget ADMINISTRATIVE SERVICES DEPARTMENT Description United City of Yorkville General Fund 01-640-99-00-9915 TRANSFER TO MOTOR FUEL TAX 33,750 268 - - - - 01-640-99-00-9923 TRANSFER TO CITY-WIDE CAPITAL 71,602 - 569,725 569,725 - 250,000 01-640-99-00-9942 TRANSFER TO DEBT SERVICE 266,979 309,972 318,725 315,781 319,379 319,379 01-640-99-00-9952 TRANSFER TO SEWER 1,134,052 1,137,166 856,583 856,583 575,030 575,030 01-640-99-00-9979 TRANSFER TO PARK & RECREATION 1,118,638 1,308,583 1,274,699 1,274,699 1,410,988 1,410,988 01-640-99-00-9982 TRANSFER TO LIBRARY OPERATIONS 24,044 23,775 25,179 23,495 25,003 25,003 $3,040,283 Total: ADMINISTRATIVE SERVICES $2,330,400 $5,804,950$5,763,401 $6,072,995 $6,381,251 $3,044,911$2,649,065 $2,779,764Total:Other Financing Uses $6,054,950 $2,580,400 $6,332,095 Other Financing Uses 4 FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Actual Actual Budget Actual Budget Budget Revenue Intergovernmental 534,354 206,028 - 32,878 - - Licenses & Permits 196,003 448,616 91,500 300,743 152,180 152,180 Charges for Service 718,872 731,535 730,000 752,262 746,500 746,500 Investment Earnings 3,703 21,033 1,000 34,012 7,500 7,500 Reimbursements 199,851 373,768 1,109,077 1,169,174 3,013,849 3,013,849 Miscellaneous - - 2,000 - 2,000 2,000 Other Financing Sources 73,502 1,018,308 569,725 569,725 - 250,000 Total Revenue 1,726,285 2,799,288 2,503,302 2,858,794 3,922,029 4,172,029 Expenditures Contractual Services 116,729 340,339 228,675 155,621 391,795 391,795 Supplies 27,847 17,997 25,000 36,642 25,000 25,000 Capital Outlay 2,816,305 2,846,631 2,197,774 1,923,491 3,657,339 3,907,339 Debt Service 404,138 403,588 407,563 407,563 322,188 322,188 Other Financing Uses 9,645 157,366 82,866 94,947 152,086 152,086 Total Expenditures 3,374,664 3,765,921 2,941,878 2,618,264 4,548,408 4,798,408 Surplus (Deficit)(1,648,379)(966,633)(438,576)240,530 (626,379)(626,379) Ending Fund Balance 1,355,530 388,897 (30,817)629,427 (71,657)3,048 40.2%10.3%-1.0%24.0%-1.6%0.1% The City-Wide Capital Fund is used to maintain existing and construct new public infrastructure, and to fund other improvements that benefit the public. CITY-WIDE CAPITAL FUND (23) ($1,000) ($500) $0 $500 $1,000 $1,500 Thousands5 23 CITY-WIDE CAPITAL FUND REVENUE FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget Budget Intergovernmental 23-000-41-00-4161 FEDERAL GRANTS - ITEP DOWNTOWN 31,109 540 ---- 23-000-41-00-4169 FEDERAL GRANTS - MILL STREET LAFO 24,606 (1,306) ---- 23-000-41-00-4178 FEDERAL GRANTS - ITEP KENNEDY RD TRAIL 2,475 223,344 - - - - 23-000-41-00-4188 STATE GRANTS - EDP WRIGLEY (RTE 47)476,164 (16,550) - 32,878 - - 23-000-42-00-4210 BUILDING PERMITS 35,365 139,758 - 1,499 - - 23-000-42-00-4214 DEVELOPMENT FEES - CW CAPITAL 1,085 6,929 3,500 5,512 5,000 5,000 23-000-42-00-4216 BUILD PROGRAM PERMITS 61,908 95,804 - 1,815 - - 23-000-42-00-4218 DEVELOPMENT FEES - MUNI BLDG 9,645 92,125 18,000 29,917 47,180 47,180 23-000-42-00-4222 ROAD CONTRIBUTION FEES 88,000 114,000 70,000 262,000 100,000 100,000 23-000-44-00-4440 718,872 731,535 730,000 752,262 746,500 746,500 23-000-45-00-4500 3,703 10,271 1,000 34,012 7,500 7,500 23-000-45-00-4550 GAIN ON INVESTMENT -10,762 ---- 23-000-46-00-4607 REIMB - BLACKBERRY WOODS 131,574 7,797 7,549 4,125 7,549 7,549 23-000-46-00-4608 REIMB - KENNEDY RD IMPROVEMENTS -160,000 ---- 23-000-46-00-4612 REIMB - MILL ROAD IMPROVEMENTS ---195,781 2,926,300 2,926,300 23-000-46-00-4621 REIMB - FOUNTAIN VILLAGE -19,346 256,528 99,284 -- 23-000-46-00-4622 REIMB - WHISPERING MEADOWS -2,762 800,000 797,238 -- 23-000-46-00-4630 REIMB - STAGECOACH CROSSING 63,404 ----- 23-000-46-00-4660 REIMB - PUSH FOR THE PATH 1,413 182,033 29,000 --- 23-000-46-00-4690 3,460 1,830 16,000 72,746 80,000 80,000 23-000-48-00-4845 DONATIONS --2,000 -2,000 2,000 23-000-49-00-4910 1,900 ----- 23-000-49-00-4923 71,602 -569,725 569,725 -250,000 23-000-49-00-4951 SALE OF CAPITAL ASSETS TRANSFER FROM GENERAL TRANSFER FROM WATER -1,018,308 ---- $3,013,849 Miscellaneous REIMB - MISCELLANEOUS $0Miscellaneous Total:Reimbursements $199,851 $373,768 $1,109,077 $1,169,174 $2,000$2,000Total:$0 $0 $0 $730,000 $752,262 $21,033 $731,535 Reimbursements Total: $0 $448,616 $91,500 Total:Investment Earnings $3,703 Investment Earnings INVESTMENT EARNINGS $0 $152,180 Description $32,878 $300,743 $206,028 Licenses & Permits Licenses & Permits $196,003 $534,354Total:Intergovernmental $746,500 $1,000 $34,012 $7,500 $2,503,302 $1,018,308 $569,725 $2,799,288 $569,725 $2,858,794Total: CITY-WIDE CAPITAL REVENUE Other Financing Sources Total:Other Financing Sources $73,502 $1,726,285 $2,000 $250,000 $4,172,029 United City of Yorkville City-Wide Capital Fund $0 $152,180 $746,500 $7,500 $3,013,849 Charges for Service ROAD INFRASTRUCTURE FEE Total:Charges for Service $718,872 $3,922,029 6 216 CITY-WIDE BUILDING & GROUNDS EXPENDITURES FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget Budget 23-216-54-00-5405 BUILD PROGRAM 4,850 9,956 - - - - 23-216-54-00-5446 PROPERTY & BLDG MAINT SERVICES 43,755 193,257 150,000 71,157 225,000 225,000 23-216-54-00-5482 STREET LIGHTING - - - - 102,820 102,820 23-216-56-00-5626 HANGING BASKETS - - 2,000 1,496 2,000 2,000 23-216-56-00-5619 SIGNS - - - - 15,000 15,000 23-216-56-00-5656 PROPERTY & BLDG MAINT SUPPLIES 27,847 17,997 25,000 36,642 25,000 25,000 23-216-60-00-6003 MATERIALS STORAGE BUILDING - - - - - 250,000 23-216-60-00-6013 BEECHER CENTER - - 319,725 320,386 - - 23-216-60-00-6020 BUILDINGS & STRUCTURES - - 40,000 - 41,250 41,250 Other Financing Uses 23-216-99-00-9901 TRANSFER TO GENERAL 9,645 92,125 18,000 29,917 47,180 47,180 $152,000 $72,653 $344,820 Description Contractual Services Total:Contractual Services $48,605 $203,213 $47,180 Total: CW B&G EXPENDITURES $86,097 $313,335 $554,725 $459,598 $458,250 Total:Other Financing Uses $9,645 $92,125 $18,000 $29,917 $36,642 $25,000 Supplies Total:Supplies $27,847 $17,997 $344,820 $25,000 $47,180 $708,250 United City of Yorkville City-Wide Capital Fund Capital Outlay Total:Capital Outlay $0 $0 $359,725 $320,386 $41,250 $291,250 $25,000 7 230 CITY-WIDE CAPITAL EXPENDITURES FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget Budget 23-230-54-00-5405 BUILD PROGRAM 57,058 85,848 - 1,815 - - 23-230-54-00-5462 PROFESSIONAL SERVICES 8,649 5,318 5,000 2,360 5,000 5,000 23-230-54-00-5465 ENGINEERING SERVICES - 35,063 65,000 58,195 - - 23-230-54-00-5497 PROPERTY TAX PAYMENT - 8,054 - 1,239 - - 23-230-54-00-5498 PAYING AGENT FEES 475 475 475 475 475 475 23-230-54-00-5499 BAD DEBT 1,136 1,420 1,200 685 1,500 1,500 23-20-56-00-5632 ASPHALT PATCHING - - - - 35,000 35,000 23-230-56-00-5637 SIDEWALK CONSTRUCTIONS SUPPLIES 806 948 5,000 18,199 5,000 5,000 23-230-60-00-6009 WRIGLEY (RTE 47) EXPANSION 454,548 - - 32,878 - - 23-230-60-00-6011 PROPERTY ACQUISITION 160,877 - - - - - 23-230-60-00-6012 MILL ROAD IMPROVEMENTS - - - 195,781 3,105,000 3,105,000 23-230-60-00-6014 BLACKBERRY WOODS 131,574 7,797 7,549 4,125 7,549 7,549 23-230-60-00-6016 US 34 (CENTER/ELDAMIAN RD) PROJECT - 19,500 110,226 127,534 110,226 110,226 23-230-60-00-6017 STAGECOACH CROSSING 63,304 - - - - - 23-230-60-00-6019 BRISTOL BAY ACCESS ROAD - 40,754 - - - - 23-230-60-00-6021 PAVILLION ROAD STREAMBANK STABILIZATION - - 110,000 260 137,500 137,500 23-230-60-00-6023 FOUNTAIN VILLAGE SUBDIVISION - 19,346 256,528 99,284 - - 23-230-60-00-6025 ROAD TO BETTER ROADS PROGRAM 695,767 761,759 100,000 69,633 80,000 80,000 23-230-60-00-6034 WHISPERING MEADOWS SUBDIVISION - 2,762 1,070,000 974,071 22,500 22,500 23-230-60-00-6048 39,088 675 - - - - 23-230-60-00-6058 RT 71 (IL 47/ORCHARD RD) PROJECT - - 30,333 8,351 30,333 30,333 23-230-60-00-6059 US 34 (IL 47/ORCHARD RD) PROJECT 16,497 78,682 98,413 84,854 90,981 90,981 23-230-60-00-6073 GAME FARM ROAD PROJECT 13,364 328,913 - - - - 23-230-60-00-6082 COUNTRYSIDE PKY IMPROVEMENTS 1,211,639 561,550 - - - - 23-230-60-00-6084 CENTER & COUNTRYSIDE IMPROVEMENTS - 227,760 - - - - 23-230-60-00-6086 KENNEDY ROAD IMPROVEMENTS 25,753 391,763 10,000 404 - - 23-230-60-00-6094 KENNEDY ROAD BIKE TRAIL 3,894 405,370 45,000 5,930 32,000 32,000 Debt Service - 2014A Bond 23-230-78-00-8000 PRINCIPAL PAYMENT 185,000 190,000 190,000 190,000 195,000 195,000 23-230-78-00-8050 INTEREST PAYMENT 144,138 138,588 132,888 132,888 127,188 127,188 Kendall County Loan - River Road Bridge 23-230-97-00-8000 PRINCIPAL PAYMENT 75,000 75,000 84,675 84,675 - - $322,188 $0Total:Kendall Co Loan - River Rd Bridge Total:Debt Service - 2014A Bond $84,675$84,675$75,000 Description $46,975 Contractual Services Total:Contractual Services $68,124 $322,888$322,888$328,588$329,138 $82,968$137,126 $76,675 Capital Outlay DOWNTOWN STREETSCAPE IMPROVEMENT $0 United City of Yorkville City-Wide Capital Fund Capital OutlayTotal: $46,975 $3,616,089 $322,188 $3,616,089$1,603,105$1,838,049$2,846,631$2,816,305 $75,000 8 230 CITY-WIDE CAPITAL EXPENDITURES FY 2019 Unaudited FY 2020 FY 2020 FY 2017 FY 2018 Adopted FY 2019 Adopted Amended Account Actual Actual Budget Actual Budget BudgetDescription United City of Yorkville City-Wide Capital Fund Other Financing Uses 23-230-99-00-9951 TRANSFER TO WATER - 65,241 64,866 65,030 104,906 104,906 Total:Other Financing Uses $0 $65,241 $64,866 $65,030 $104,906 $4,090,158Total: CITY-WIDE CAP EXPENDITURES $3,288,567 $2,158,666$3,452,586 $2,387,153 $104,906 $4,090,158 9 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 Agenda Item Number New Business #7 Tracking Number PW 2019-60 Mill Road Land Acquisition – Plats of Dedication Public Works Committee – August 20, 2019 Majority Consideration of Acceptance Consideration of Acceptance Brad Sanderson Engineering Name Department The City has come to agreement with two land owners regarding the acquisition of right-of-way that is necessary for the project. The parcels are shown in the attached overall exhibit and in the detailed Plats of Dedication. The Magana LLC parcel (Parcel 1) has agreed to a price of $4,000. The Loghmani parcel (Parcel 2) has agreed to a price of $13,000. The City Attorney and City Clerk are making final arrangements to have the necessary documents executed. We recommend acceptance of the Plats of Dedication upon receipt of the final executed documents. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Kathy Field-Orr, City Attorney Lisa Pickering, Deputy City Clerk Date: August 14, 2019 Subject: Mill Road Land Acquisition 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 – August 20, 2019 Please see attached. Bart Olson Administration Name Department This memo is to update the committee on the status of the planned improvements. A verbal agreement has been made with the property owner on the granting of the proper easements for the work to be completed. Previous documentation/agreements that were in place were not clear, therefore it was determined the best course of action was to create a new grant of easement document. A draft of the document is attached. As far as timing of the improvements, once the easement is executed by both parties, the striping and signage should be able to be completed within 1-2 weeks. The far east entrance improvements should be able to be completed within 4-6 weeks after execution. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: August 15, 2019 Subject: East Alley 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 #2 Tracking Number PW 2019-52 Galena Road / Kennedy Road / Mill Road Public Works Committee – August 20, 2019 A discussion will take place at the meeting. Bart Olson Administration Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Old Business #3 Tracking Number PW 2019-53 Mill Road Public Works Committee – August 20, 2019 Majority Consideration of Approval Consideration of Bid Award and General Discussion Brad Sanderson Engineering Name Department The purpose of this memo is to present the bid results taken from Kendall County as well as to discuss an update on the overall project. Patching and Resurfacing Bid Results Bids were received by Kendall County on August 9th. The detailed bid tab is attached. Geneva Construction is the apparent low bidder in the amount of $140,797.50. The bids were above the engineer’s estimate. The cost per ton of the surface mix was $84 as compared to $63 for the 2019 RTBR program. In discussions with the County Engineer, there may be way to save $10-15,000 by modifying the paving and pavement marking specifications that were included in the base bid. These base bid items included higher end paving and pavement marking specifications that may not be needed since this is a temporary fix. A detailed discussion is anticipated at the Committee Meeting. Overall Project Update The plans and specifications for the overall project are at 95% and we would be able to schedule a bid letting in a short period of time. Based on the current design, there are three (3) parcels of land that are needed for right-of-way acquisition. As of the date of this memo, two (2) of the parcels have agreed to terms and are in the process of being finalized. The parcels acquired are on the eastern portion of the project. The acquisition of the third parcel had been placed on hold pending the County’s roundabout review. There are utility relocates that need to occur with the roadway reconstruction. We are nearing approval of the Comed relocation permit. Once the permit is approved, the relocates will then be scheduled. We are anticipating that this will be complete by Spring 2020. There are railroad crossing improvements that are necessary as part of this project. The BNSF has provided us with a complete list of the improvements required along with their costs. We are awaiting a formal agreement from them for approval by the City Council. It should be noted that work can proceed on either side of the railroad right-of-way without an 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: August 14, 2019 Subject: Mill Road There was recent discussion at the County’s Transportation Committee meeting held on August 13th regarding improvements at the Galena and Kennedy Road intersection. Generally, it is our understanding that the results of the analysis and discussion were as follows:  The 4-legged roundabout concept (Galena, Kennedy and Mill) will not work as a single lane roundabout.  The preferred concept is a traditional intersection at Galena and Kennedy (Signal) with the originally planned realigned Mill Road connecting to Kennedy. There was also discussion that perhaps this intersection would be suited for a roundabout. It is anticipated that a meeting will be held with Kendall County officials to further discuss. The funding of the City’s portion of the project is tied into the Grande Reserve development. It is our understanding that the development remains committed to fronting the funds, however this will most likely not occur until a revised annexation agreement has been approved. We further understand that an application will be submitted to the City soon. A detailed discussion is anticipated at the Committee Meeting. AGENCY:KENDALL Builders Asphalt, LLC D Construction Inc. Geneva Construction Co. SECTION:19-00000-03-GM, Mill Road 4413 Roosevelt Rd. 1488 S. Broadway P. O. Box 998 DATE:August 9, 2019 Hillside, IL 60162 Coal City, IL 60416 Aurora, IL 60507 TIME:10:00 A.M. LOW BIDDER Item Description Unit Quantity Unit Price Total Unit Price Total Unit Price Total Unit Price Total 40600290 BIT MATL (TACK COAT)POUND 5,000.0 0.50 2,500.00 0.01 50.00 0.01 50.00 0.01 50.00 40600400 MIX CR JTS FLANGEWYS TON 20.0 250.00 5,000.00 385.00 7,700.00 290.00 5,800.00 220.00 4,400.00 40600982 HMA SURF REM BUTT JT SQ YD 100.0 25.00 2,500.00 38.00 3,800.00 15.00 1,500.00 20.00 2,000.00 406003535 P HMA SC "D" N50 TON 1,250.0 70.00 87,500.00 84.00 105,000.00 88.00 110,000.00 84.00 105,000.00 40800050 INCIDENTAL HMA SURF TON 30.0 125.00 3,750.00 130.00 3,900.00 95.00 2,850.00 150.00 4,500.00 48101200 AGG SHLDS B TON 375.0 30.00 11,250.00 40.00 15,000.00 30.00 11,250.00 33.00 12,375.00 70100460 TRAF CONT - PROT 701306 L SUM 1.0 2,000.00 2,000.00 2,140.25 2,140.25 4,000.00 4,000.00 1,800.00 1,800.00 70300100 SHORT TERM PAVT MKING FOOT 500.0 1.00 500.00 1.75 875.00 1.00 500.00 0.75 375.00 70301000 WORK ZONE PAVT MK REM SQ FT 167.0 2.50 417.50 3.25 542.75 1.00 167.00 2.50 417.50 78009004 MOD URETH PM LINE 4"FOOT 13,000.0 0.35 4,550.00 0.76 9,880.00 0.63 8,190.00 0.76 9,880.00 TOTALS: 119,967.50 148,888.00 144,307.00 140,797.50 NAME & ADDRESS OF BIDDERS TABULATION OF BIDS APPROVED ENGINEER'S ESTIMATE BNSF RRAnna MariaJ u s t i c e M a t l o c kShoegerCrookerPreston GrandeBaileyBeresfordEvansBig RockSeeleyHollyH a v e n h i l l K e n n e d y AllegianceMillPine RidgeBradyL e h ma nTuscany HighlandB i s s e l BerrywoodGalenaEngineering Enterprises, Inc.52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700 / www.eeiweb.conEXHIBIT 5LOCATION MAPDATE:MARCH 2018United City of Yorkville800 Game Farm RoadYorkville, IL 60560(630) 553-4350http://www.yorkville.il.usMILL ROADRECONSTRUCTIONUNITED CITY OF YORKVILLEKENDALL COUNTY, ILLINOISCONSULTING ENGINEERSNO. DATE REVISIONSPROJECT NO.:YO1726PATH:H:/GIS/PUBLIC/YORKVILLE/2017/YO1726_ MILL RD EXHIBIT A.MXDFILE:fffääNORTHGALENA / KENNEDYINTERSECTION IMPROVEMENTSKENDALL COUNTY CONSTRUCTION ANTICIPATED 2020