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Public Works Packet 2021 07-21-21 special AGENDA SPECIAL PUBLIC WORKS COMMITTEE MEETING Wednesday, July 21, 2021 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: June 15, 2021 New Business: 1. PW 2021-46 Capital Improvement Projects Update 2. PW 2021-47 Quarterly Bond and Letter of Credit Reduction Summary 3. PW 2021-48 E. Main Street Improvements – Design Engineering Agreement 4. PW 2021-49 2021 Sidewalk Program – Contract Award 5. PW 2021-50 Building Updates 6. PW 2021-51 Bucket Truck Purchase & FY 22 Budget Amendment Old Business: Additional Business: 2019/2020 City Council Goals – Public Works Committee Goal Priority Staff “Municipal Building Needs & Planning” 2 Bart Olson, Rob Fredrickson, Eric Dhuse, James Jensen, 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 & James Jensen “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 SPECIAL PUBLIC WORKS COMMITTEE Wednesday, July 21, 2021 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. June 15, 2021 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2021-46 Capital Improvement Projects Update □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2021-47 Quarterly Bond and Letter of Credit Reduction Summary □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2021-48 E. Main Street Improvements – Design Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2021-49 2021 Sidewalk Program – Contract Award □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2021-50 Building Updates □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2021-51 Bucket Truck Purchase & FY 22 Budget Amendment □ 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 Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – June 15, 2021 Special Public Works Committee – July 21, 2021 Majority Committee Approval Minute Taker Name Department Page 1 of 2 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, June 15, 2021, 6:00pm Yorkville City Hall, Council Chambers 800 Game Farm Road In accordance with Public Act 101-0640 and Gubernatorial Disaster Proclamation issued by Governor Pritzker pursuant to the powers vested in the Governor under the Illinois Emergency Management Agency Act, the United City of Yorkville is encouraging social distancing during the pandemic by allowing remote attendance for this meeting. IN ATTENDANCE: Committee Members Chairman Matt Marek, in-person Alderman Jason Peterson, in-person Alderman Ken Koch, in-person Alderman Joe Plocher (arr. 6:05pm), in-person Other City Officials City Administrator Bart Olson, in-person Assistant City Administrator Erin Willrett, remote Engineer Brad Sanderson, EEI, in-person Other Guests: Irene Kaufman, Autumn Creek, in-person Tom Mattera, Autumn Creek, in-person The meeting was called to order at 6:00pm by Chairman Matt Marek. Citizen Comments: Ms. Kaufman said traveling in/out of the subdivision by car or on foot onto Kennedy is very difficult due to cars speeding. She thanked the city for the crosswalk signs and signs installed to slow traffic. Previous Meeting Minutes: May 18, 2021 Chairman Marek noted a correction as follows--guest attending was Ken McKeown, (rather than Matt). The minutes were approved with that correction. New Business: 2. PW 2021-45 Kennedy Road/Emerald Lane Traffic Control Discussion (out of sequence) As a result of requests from staff and Aldermen, Mr. Sanderson said this location had been studied and 3 separate memos were written. One is a specific analysis of the crossing, the second suggested a possible 4-way stop and the 3rd was an update of the speed analysis performed in November. Page 2 of 2 Taking a more-in-depth look, Mr. Sanderson said the first memo is specific to the crossing. Data was collected through equipment and by an individual. He said the 45 mph is still appropriate and the current signage is appropriate. They also looked at other factors such as sight distance, lighting etc. They determined that the location does not meet the guidelines for a flashing beacon, but he said they could consider a more obvious sign, more markings or striping or flashing LED signs. The cost would be $20-$25,000. Mr. Olson said that is the recommendation and if it's over $25,000, it would need Council approval. It is not currently budgeted. Alderman Peterson said he fully supports all efforts since he has witnessed cars that are not stopping for pedestrians. He said digital signs have helped, but the location is still an issue. Alderman Koch also asked about crossing guards, though the location is too far from the school. Alderman Plocher suggested pulling the flashing signs from Rt. 47, however, it was noted that in some situations, the lights give a false sense of security. Mr. Sanderson also mentioned that the location does not meet the criteria for a 4-way stop and he recommended against it. Alderman Plocher explained to the guests about the state and national guidelines and that the city cannot arbitrarily install stop signs. Ms. Kaufman noted that parents are not allowing children to cross the intersection alone. She asked if the data was gathered during covid or while school was in session, however, the kids attended school the entire year. This matter will move to City Council on the Public Works agenda with the committee's recommendations. 1. PW 2021-44 Well Rehabilitation and Media Replacement Plan – FY 2022 Mr. Sanderson said the city had planned to rehab well #7 and improve well #4, but a short time ago Public Works noticed a decline in #4 well levels. A recommendation is being made to address #4 immediately and drop the pump to a lower level. It is also showing signs of immediate failure and is close to exceeding the radium standards. If the radium numbers improve, then well #7 will be addressed. If the media results [media removes radium] are poor, then staff would like to have immediate replacement. Recommendation is to move ahead with #4 and possible rehab of #7. Mr. Olson said the recommendations would be put on the Council agenda with a sole source bid for lowering the #4 well and to do an RFP for the other 2 projects. Old Business: 1. PW 2021-33 Sidewalk Locations Mr. Olson said this is improvement for the Autumn Creek section which was pulled out of the sidewalk program. There are four options and the one being recommended is city-installed limestone aggregate at $740. The committee was OK with the limestone option. Additional Business: None There was no further business and the meeting adjourned at 6:35pm Minutes respectfully transcribed by Marlys Young, Minute Taker, in-person 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 Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PW 2021-46 Capital Project Update Special Public Works Committee – July 21, 2021 None Status Update Brad Sanderson Engineering Name Department The purpose of this memo is to update the Public Works Committee as to the status of the several projects. A summary on the status of the projects is provided below: Construction Projects 2021 RTBR Program D Construction is expected to be substantially complete with the base bid work by the end of July. The additional work should be substantially complete by mid-August. Mill Road Reconstruction Construction has begun. Work will continue until November. Elizabeth and Appletree Court Water Main Improvements Construction of the water main improvements on Elizabeth is nearly complete. Water main work on Appletree should begin soon. All work, including roadway and landscaping should be complete by September 1. Fox Hill Improvements (Rebuild Illinois) The construction contract has been approved by IDOT. A preconstruction meeting should be scheduled soon. Work is anticipated to start in early August and continue into October. 2021 Sidewalk Replacement Bids were received on June 25th. Work is expected to start in September and to be completed by end of October. Beaver Street BPS Generator A preconstruction meeting should be scheduled soon. Work is expected to start in August 2021 and to be completed by February 2022. Planning/Design Projects Well No. 4 Rehabilitation Design engineering has been initiated. Kennedy and Mill Road Intersection Improvements Design engineering is underway. Coordination with Kendall County will be taking place soon. 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 1, 2021 Subject: Capital Improvement Projects Update Bristol Ridge Road LAFO Design engineering is underway. AWSS Update The study update is underway. We anticipate staff review in late August and September updated to the City Council. Risk and Resilience Assessment and Emergency Response Plan The RRA plan is complete and has been submitted. The ERP plan will be due in December. 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 Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #2 Tracking Number PW 2021-47 Bond/LOC Reduction Summary – June 30, 2021 Special Public Works Committee – July 21, 2021 Informational Informational Brad Sanderson Engineering Name Department Please see the attached reduction summary through June 30, 2021. If you have any questions, please let me know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, City Clerk Date: July 1, 2021 Subject: 2021 Bond/LOC Reduction Summary – To Date 30-Jun-21 2021 Bond and Letter of Credit Reduction Report Date Development/Project Engineer Concurrence City Administrator Concurrence Mayor Concurrence Reduction Final Release Reduction Value Remaining Balance 1/12/2021 Grande Reserve - Unit 23 X X X 1,024,153.05$ 856,777.79$ 1/25/2021 Popeye's - Lot 4 Mendards Commmons X X X 40,892.00$ 40,892.00$ 3/23/2021 Kendall Marketplace Townhomes - Lot 52 (Phase 1)X X X 612,355.00$ 163,898.00$ 5/4/2021 Restore Church X X X 9,600.00$ -$ Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #3 Tracking Number PW 2021-48 E. Main Street Improvements – Design Engineering Agreement Special Public Works Committee – July 21, 2021 Majority Approval Bart Olson Administration Name Department Summary Approval of a design engineering agreement with EEI for the East Main Street watermain project. Background The City Council last discussed this project during the Fall 2020 discussions on the Road to Better Roads program, and during the FY 22 budget approval process. This watermain project is funded in the water fund, Road to Better Roads line-item. The project will result in a new watermain and new pavement on East Main Street generally between Route 47 and Bruell St. Accordingly, EEI has submitted a design engineering agreement for our consideration. The attached design engineering agreement contains a $96,015 fixed fee amount. This amount is included in the FY 22 budget. Recommendation Staff recommends approval of a design engineering agreement with EEI for the East Main watermain project. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: July 15, 2021 Subject: E Main St watermain improvements E. Main Street Improvements United City of Yorkville, Kendall County, IL Professional Services Agreement - Design Engineering THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as the "Contractor" or “ENGINEER” agrees as follows: A. Services: ENGINEER agrees to furnish to the City the following services: The ENGINEER shall provide any and all necessary engineering services to the City as indicated on the Scope of Services (Attachment B). Design engineering will be provided for approximately 1,900 linear feet of 8-inch water main improvements on E. Main Street. In addition, the street will be milled and resurfaced from IL Route 47 to Bruell. Sidewalk replacement will also be included. (see Attachment E for project limits). Engineering will be in accordance with all City, Standard Specifications for Water and Sewer Construction in Illinois, Illinois Department of Transportation, and Illinois Environmental Protection Agency requirements. B. Term: Services will be provided beginning on the date of execution of this agreement and continuing, until terminated by either party upon 7 days written notice to the non- terminating party or upon completion of the Services. Upon termination the ENGINEER shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to ENGINEER: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimate of Level of Effort and Associated Cost included in Attachment C. Design Engineering will be paid for as a Fixed Fee (FF) in the amount of $96,015. Direct expenses are estimated at $4,100. The hourly rates for this project are shown in the attached 2021 Standard Schedule of Charges (Attachment F). All payments will be made according to the Illinois State Prompt Payment Act and not less than once every thirty days. D. Changes in Rates of Compensation: In the event that this contract is designated in Section B hereof as an Ongoing Contract, ENGINEER, on or before February 1st of any given year, shall provide written notice of any change in the rates specified in Section C hereof (or on any attachments hereto) and said changes shall only be effective on and after May 1st of that same year. E. Main Street Improvements United City of Yorkville Professional Services Agreement Design Engineering E. Ownership of Records and Documents: ENGINEER agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. ENGINEER agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, ENGINEER agrees to return all such materials to the City. The City agrees not to modify any original documents produced by ENGINEER without contractors consent. Modifications of any signed duplicate original document not authorized by ENGINEER will be at OWNER’s sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned document will, likewise, be at the OWNER’s sole risk and without legal liability to the ENGINEER. F. Governing Law: This contract shall be governed and construed in accordance with the laws of the State of Illinois. Venue shall be in Kendall County, Illinois. G. Independent Contractor: ENGINEER shall have sole control over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the ENGINEER under this agreement shall be that of an independent contractor. ENGINEER will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery: The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). E. Main Street Improvements United City of Yorkville Professional Services Agreement Design Engineering Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting: The Contractor certifies that it has not been barred from contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity: The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal E. Main Street Improvements United City of Yorkville Professional Services Agreement Design Engineering sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of ENGINEER or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance: The ENGINEER agrees that it has either attached a copy of all required insurance certificates or that said insurance is not required due to the nature and extent of the types of services rendered hereunder. (Not applicable as having been previously supplied) K. Additional Terms or Modification: The terms of this agreement shall be further modified as provided on the attachments. Except for those terms included on the attachments, no additional terms are included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any E. Main Street Improvements United City of Yorkville Professional Services Agreement Design Engineering manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of exhibits is as follows: Attachment A: Standard Terms and Conditions Attachment B: Scope of Services Attachment C: Estimate of Level of Effort and Associated Cost Attachment D: Anticipated Project Schedule Attachment E: Location Map Attachment F: 2021 Standard Schedule of Charges L. Notices: All notices required to be given under the terms of this agreement shall be given mail, addressed to the parties as follows: For the City: For the ENGINEER: City Administrator and City Clerk Engineering Enterprises, Inc. United City of Yorkville 52 Wheeler Road 800 Game Farm Road Sugar Grove Illinois 60554 Yorkville, IL 60560 Either of the parties may designate in writing from time to time substitute addresses or persons in connection with required notices. Agreed to this _____day of __________________, 2021. United City of Yorkville: Engineering Enterprises, Inc.: _________________________________ ________________________________ John Purcell Brad Sanderson, P.E. Mayor Chief Operating Officer / President _________________________________ ________________________________ Jori Behland Angie Smith Deputy City Clerk Executive Assistant STANDARD TERMS AND CONDITIONS Agreement: These Standard Terms and Conditions, together with the Professional Services Agreement, constitute the entire integrated agreement between the OWNER and Engineering Enterprises, Inc. (EEI) (hereinafter “Agreement”), and take precedence over any other provisions between the Parties. These terms may be amended, but only if both parties consent in writing. Standard of Care: In providing services under this Agreement, the ENGINEER will endeavor to perform in a matter consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under same circumstances in the same locality. ENGINEER makes no other warranties, express or implied, written or oral under this Agreement or otherwise, in connection with ENGINEER’S service. Construction Engineering and Inspection: The ENGINEER shall not supervise, direct, control, or have authority over any contractor work, nor have authority over or be responsible for the means, methods, techniques sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety of the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor’s furnishing and performing of its work. The ENGINEER neither guarantees the performance of any contractor nor assumes responsibility for contractor’s failure to furnish and perform the work in accordance with the contract documents. The ENGINEER is not responsible for the acts or omissions of any contractor, subcontractor, or supplies, or any of their agents or employees or any other person at the site or otherwise furnishing or performing any work. Shop drawing and submittal review by the ENGINEER shall apply to only the items in the submissions and only for the purpose of assessing if upon installation or incorporation in the project work they are generally consistent with the construction documents. OWNER agrees that the contractor is solely responsible for the submissions and for compliance with the construction documents. OWNER further agrees that the ENGINEER’S review and action in relation to these submissions shall not constitute the provision of means, methods, techniques, sequencing or procedures of construction or extend or safety programs or precautions. The ENGINEER’S consideration of a component does not constitute acceptance of the assembled items. The ENGINEER’S site observation during construction shall be at the times agreed upon in the Project Scope. Through standard, reasonable means the ENGINEER will become generally familiar with observable completed work. If the ENGINEER observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and OWNER for them to address. Opinion of Probable Construction Costs: ENGINEER’S opinion of probable construction costs represents ENGINEER’S best and reasonable judgment as a professional engineer. OWNER acknowledges that ENGINEER has no control over construction costs of contractor’s methods of determining pricing, or over competitive bidding by contractors, or of market conditions or changes thereto. ENGINEER cannot and does not guarantee that proposals, bids or actual construction costs will not vary from ENGINEER’S opinion of probable construction costs. Copies of Documents & Electronic Compatibility: Copies of Documents that may be relied upon by OWNER are limited to the printed copies (also known as hard copies) that are signed or sealed by the ENGINEER. Files in electronic media format of text, data, graphics, or of other types that are furnished by ENGINEER to OWNER are only for convenience of OWNER. Any conclusion or information obtained or derived from such electronic files will be at the user's sole risk. When transferring documents in electronic media format, ENGINEER makes no representations as to long term compatibility, usability, or readability of documents resulting from the use of software application packages, operating systems, or computer hardware differing from those used by ENGINEER at the beginning of the project. Changed Conditions: If, during the term of this Agreement, circumstances or conditions that were not originally contemplated by or known to the ENGINEER are revealed, to the extent that they affect the scope of services, compensation, schedule, allocation of risks, or other material terms of this Agreement, the ENGINEER may call for renegotiation of appropriate portions of this Agreement. The ENGINEER shall notify the OWNER of the changed conditions necessitating renegotiation, and the ENGINEER and the OWNER shall promptly and in good faith enter into renegotiation of this Agreement to address the changed conditions. If terms cannot be agreed to, the parties agree that either party has the absolute right to terminate this Agreement, in accordance with the termination provision hereof. Hazardous Conditions: OWNER represents to ENGINEER that to the best of its knowledge no Hazardous Conditions (environmental or otherwise) exist on the project site. If a Hazardous Condition is encountered or alleged, ENGINEER shall have the obligation to notify OWNER and, to the extent of applicable Laws and Regulations, appropriate governmental officials. It is acknowledged by both parties that ENGINEER's scope of services does not include any services related to a Hazardous Condition. In the event ENGINEER or any other party encounters a Hazardous Condition, ENGINEER may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the project affected thereby until OWNER: (i) retains appropriate specialist consultant(s) or contractor(s) to identify and, as appropriate, abate, remediate, or remove the Hazardous Condition; and (ii) warrants that the project site is in full compliance with applicable Laws and Regulations. Consequential Damages: Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, neither the OWNER nor the ENGINEER, their respective officers, directors, partners, employees, contractors, or subcontractors shall be liable to the other or shall make any claim for any incidental, indirect, or consequential damages arising out of or connected in any way to the Project or to this Agreement. This mutual waiver of consequential damages shall include, but is not limited to, loss of use, loss of profit, loss of business, loss of income, loss of reputation, or any other consequential damages that either party may have incurred from any cause of action including negligence, strict liability, breach of contract, and breach of strict or implied warranty. Both the OWNER and the ENGINEER shall require similar waivers of consequential damages protecting all the entities or persons named herein in all contracts and subcontracts with others involved in this project. Termination: This Agreement may be terminated for convenience, without cause, upon fourteen (14) days written notice of either party. In the event of termination, the ENGINEER shall prepare a final invoice and be due compensation as set forth in the Professional Services Agreement for all costs incurred through the date of termination. Either party may terminate this Agreement for cause upon giving the other party not less than seven (7) calendar days’ written notice for the following reasons: (a) Substantial failure by the other party to comply with or perform in accordance with the terms of the Agreement and through no fault of the terminating party; (b) Assignment of the Agreement or transfer of the project without the prior written consent of the other party; (c) Suspension of the project or the ENGINEER’S services by the OWNER for a period of greater than ninety (90) calendar days, consecutive or in the aggregate. (d) Material changes in the conditions under which this Agreement was entered into, the scope of services or the nature of the project, and the failure of the parties to reach agreement on the compensation and schedule adjustments necessitated by such changes. Third Party Beneficiaries: Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the OWNER or the ENGINEER. The ENGINEER’S services under this Agreement are being performed solely and exclusively for the OWNER’S benefit, and no other party or entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. The OWNER and ENGINEER agree to require a similar provision in all contracts with contractors, subcontractors, vendors and other entities involved in this Project to carry out the intent of this provision. Force Majeure: Each Party shall be excused from the performance of its obligations under this Agreement to the extent that such performance is prevented by force majeure (defined below) and the nonperforming party promptly provides notice of such prevention to the other party. Such excuse shall be continued so long as the condition constituting force majeure continues. The party affected by such force majeure also shall notify the other party of the anticipated duration of such force majeure, any actions being taken to avoid or minimize its effect after such occurrence, and shall take reasonable efforts to remove the condition constituting such force majeure. For purposes of this Agreement, “force majeure” shall include conditions beyond the control of the parties, including an act of God, acts of terrorism, voluntary or involuntary compliance with any regulation, law or order of any government, war, acts of war (whether war be declared or not), labor strike or lock-out, civil commotion, epidemic, failure or default of public utilities or common carriers, destruction of production facilities or materials by fire, earthquake, storm or like catastrophe. The payment of invoices due and owing hereunder shall in no event be delayed by the payer because of a force majeure affecting the payer. Additional Terms or Modification: All prior understandings and agreements between the parties are merged into this Agreement, and this Agreement may not be modified orally or in any manner other than by an Agreement in writing signed by both parties. In the event that any provisions of this Agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. Assignment: Neither party to this Agreement shall transfer or assign any rights or duties under or interest in this Agreement without the prior written consent of the other party. Subcontracting normally contemplated by the ENGINEER shall not be considered an assignment for purposes of this Agreement. Waiver: A party’s waiver of, or the failure or delay in enforcing any provision of this Agreement shall not constitute a waiver of the provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Attorney’s Fees: In the event of any action or proceeding brought by either party against the other under this Agreement, the prevailing party shall be entitled to recover from the other all costs and expenses including without limitation the reasonable fees of its attorneys in such action or proceeding, including costs of appeal, if any, in such amount as the Court may adjudge reasonable. Headings: The headings used in this Agreement are inserted only as a matter of convenience only, and in no way define, limit, enlarge, modify, explain or define the text thereof nor affect the construction or interpretation of this Agreement. E. Main Street Improvements United City of Yorkville, IL Professional Services Agreement - Design Engineering Attachment B – Scope of Services DESIGN ENGINEERING 2.1 Project Management and Administration • Budget Tracking • Management of Personnel and the Engineering Contract • Coordination with the City and Other Regulatory Agencies (IEPA and IDOT) 2.2 Project Meetings • Project Kick-Off Meeting Between the City and EEI • One (1) Design Progress Meeting Between the City and EEI prior to Bidding 2.3 Topographic Survey • Field Survey • Drafting to Create Base File 2.4 Utility Coordination • Design JULIE • Plan Submission and Coordinate with Private Utilities 2.5 Final Plans, Specifications and Estimates • Preparation of 60%, 90%, and 100% Engineering Plans • Preparation of 90% and 100% Project Manual and Engineer’s Opinion of Probable Construction Cost. Project Manual Shall Include Bidding and Contract Documents, General Conditions, and Special Provisions. 2.6 Permits • Prepare IEPA Documentation for CCDD Management of Soils • Prepare IEPA Construction Permit Application and Acquire Permit • Prepare IDOT and Acquire IDOT Permit for Work Along IDOT Right-of-Way 2.7 Bidding and Contracting • Prepare Bidders List and Ad for Bid • Submit Ad for Bid to the Local Paper and Post Bidding Documents on QuestCDN • Address Bid Questions and Prepare Addenda • Attend Bid Opening • Prepare Bid Tab, Bid Summary, and Recommendation of Award • Execute Contract Documents ENTITY:ADMIN. WORKPRINCIPAL SENIOR SENIOR SENIOR SENIOR SENIOR ITEM COSTWORKIN PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT CAD PROJECT HOUR PERITEMCHARGE MANAGER ENGINEER ENGINEER MANAGER MANAGER TECHNICIAN II MANAGER TECHNICIAN I ADMIN. SUMM. ITEMNO. WORK ITEM HOURLY RATE: $217 $212 $162 $147 $206 $185 $158 $158 $147 $70DESIGN ENGINEERING2.1 Project Management and Administration 4 28 14 - - - - - - - 46 9,072$ 2.2 Project Meetings2 2 8 - - - - - - - 12 2,154$ 2.3 Topographic Survey- - - - 24 - 60 - - - 84 14,424$ 2.4 Utility Coordination- - 10 - - - - - - - 10 1,620$ 2.5 Final Plans, Specifications and Estimates 5 36 120 55 - - - 12 136 - 364 58,130$ 2.6 Permits- - 11 - - - - - - - 11 1,782$ 2.7 Bidding and Contracting 1 6 17 - - - - - - 7 31 4,733$ Design Engineering Subtotal: 12 72 180 55 24 - 60 12 136 7 558 91,915$ PROJECT TOTAL: 12 72 180 55 24 - 60 12 136 7 558 91,915 Printing = 100$ 55,113$ Mileage = -$ 14,424$ Geotechnical = 4,000$ 21,888$ -$ 490$ DIRECT EXPENSES = 4,100$ 91,915$ 96,015$ \\Milkyway\EEI_Storage\Docs\Public\Yorkville\2021\YO2124-P E. Main Street Improvements\PSA\[04. Attachment C - Level of Effort.xlsx]Fee SummaryJuly 9, 2021ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST FORPROFESSIONAL ENGINEERING SERVICES FORATTACHMENT CE. MAIN STREET IMPROVEMENTSUnited City of Yorkville, ILPROJECT ROLE:Surveying Expenses = Drafting Expenses = Administrative Expenses = TOTAL LABOR EXPENSES = TOTAL EXPENSES = ENGINEERING SURVEYING DRAFTINGEngineering Expenses = DIRECT EXPENSESLABOR SUMMARYEnvironmental Assessment = WORKYear:ITEMMonth:NO. WORK ITEM Week Starting:123412341234123412341234123412341234DESIGN ENGINEERING2.12.22.32.42.5 Final Plans, Specifications, and Estimates2.62.7\\Milkyway\EEI_Storage\Docs\Public\Yorkville\2021\YO2124-P E. Main Street Improvements\PSA\[05. Attachment D - Project Schedule-UPDATED-2020-11.xls]Schedule Project Management & QC/QA PermittingMeeting(s) Bidding and ContractingDesign ConstructionUNITED CITY OF YORKVILLE, ILJuly 9, 2021LegendAugust SeptemberProject Management and AdministrationProject MeetingsTopographic SurveyUtility CoordinationAprilNovember December JanuaryPermittingBidding and ContractingFebruaryOctoberMarch 20212022ATTACHMENT DANTICIPATED PROJECT SCHEDULEE. MAIN STREET IMPROVEMENTS Somonauk River Main WooddaleWacker WoodlandWalnut Martin JeffersonVictoria Hydraulic Van Emmon Marie HeustisMillAppletree Center ChurchGawneTowerSandersWorsley OakwoodMcHughWoodworthSpring Elm ColtonBruellBristolLibertyJackson FreemontPark Bridge0 100 200 Feet Engineering Enterprises52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700 EAST MAIN STREETIMPROVEMENTSLOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: MAY 2021 YO2124 YO2124- E Main Street Water Main.mxd H:\GIS\PUBLIC\YORKVILLE\2011\ MJT ³ PROJECT LOCATION ATTACHMENT F 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 Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #4 Tracking Number PW 2021-49 2021 Sidewalk Program Special Public Works Committee – July 21, 2021 Majority Consideration of Contract Award 2021 Sidewalk Program – Recommendation to Award Brad Sanderson Engineering Name Department Bids were received, opened and tabulated for work to be done on the 2021 Sidewalk Program at 10:00 a.m., June 25, 2021. Representatives of contractors bidding the project, the City, and our firm were in attendance. A tabulation of the bids and the engineer’s estimate is attached for your information and record. The low bid was below our engineer’s estimate and within the FY2022 budget. We recommend the acceptance of the bid and approval of award be made to the low bidder, Schroeder & Schroeder, Inc., 7306 Central Park, Skokie, IL 60076, in the amount of $139,654.75. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Lisa Pickering, City Clerk Rob Fredrickson, Finance Director Date: July 2, 2021 Subject: 2021 Sidewalk Program BIDS RECD 6/25/2021 ITEM UNIT UNIT UNIT UNIT UNIT UNIT UNIT UNIT NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 1 TREE REMOVAL, OVER 15 UNIT DIAMETER UNIT 36 75.00$ 2,700.00$ 65.00$ 2,340.00$ 35.00$ 1,260.00$ 35.00$ 1,260.00$ 50.00$ 1,800.00$ 130.00$ 4,680.00$ 35.00$ 1,260.00$ 50.00$ 1,800.00$ 2 TREE ROOT PRUNING EACH 22 100.00$ 2,200.00$ 90.00$ 1,980.00$ 125.00$ 2,750.00$ 35.00$ 770.00$ 150.00$ 3,300.00$ 130.00$ 2,860.00$ 135.00$ 2,970.00$ 100.00$ 2,200.00$ 3 SIDEWALK REMOVAL SQ FT 12,629 1.00$ 12,629.00$ 1.10$ 13,891.90$ 1.65$ 20,837.85$ 2.75$ 34,729.75$ 2.00$ 25,258.00$ 3.00$ 37,887.00$ 1.50$ 18,943.50$ 1.50$ 18,943.50$ 4 PORTLAND CEMENT CONCRETE SIDEWALK, 5-INCH SQ FT 12,689 6.75$ 85,650.75$ 7.10$ 90,091.90$ 8.00$ 101,512.00$ 7.25$ 91,995.25$ 8.50$ 107,856.50$ 9.10$ 115,469.90$ 13.00$ 164,957.00$ 7.00$ 88,823.00$ 5 CONCRETE CURB & GUTTER REMOVAL AND REPLACEMENT FOOT 19 45.00$ 855.00$ 30.00$ 570.00$ 64.00$ 1,216.00$ 75.00$ 1,425.00$ 50.00$ 950.00$ 87.50$ 1,662.50$ 100.00$ 1,900.00$ 50.00$ 950.00$ 6 AGGREGATE DRIVEWAY REMOVAL AND REPLACEMENT, 6-INCH SQ YD 43 38.00$ 1,634.00$ 70.00$ 3,010.00$ 19.50$ 838.50$ 35.00$ 1,505.00$ 35.00$ 1,505.00$ 20.00$ 860.00$ 40.00$ 1,720.00$ 10.00$ 430.00$ 7 HOT-MIX ASPHALT DRIVEWAY REMOVAL AND REPLACEMENT, 3- INCH SQ YD 209 47.00$ 9,823.00$ 45.00$ 9,405.00$ 36.00$ 7,524.00$ 85.00$ 17,765.00$ 75.00$ 15,675.00$ 57.00$ 11,913.00$ 65.00$ 13,585.00$ 60.00$ 12,540.00$ 8 HOT-MIX ASPHALT DRIVEWAY REMOVAL AND REPLACEMENT, 2- INCH SQ YD 26 45.00$ 1,170.00$ 30.00$ 780.00$ 25.00$ 650.00$ 80.00$ 2,080.00$ 60.00$ 1,560.00$ 52.00$ 1,352.00$ 60.00$ 1,560.00$ 50.00$ 1,300.00$ 9 PCC DRIVEWAY REMOVAL AND REPLACEMENT, 6-INCH SQ YD 4 72.00$ 288.00$ 90.00$ 360.00$ 50.00$ 200.00$ 25.00$ 100.00$ 15.00$ 60.00$ 14.50$ 58.00$ 25.00$ 100.00$ 125.00$ 500.00$ 10 DETECTABLE WARNINGS SQ FT 140 35.00$ 4,900.00$ 30.00$ 4,200.00$ 26.00$ 3,640.00$ 35.00$ 4,900.00$ 30.00$ 4,200.00$ 30.00$ 4,200.00$ 25.00$ 3,500.00$ 30.00$ 4,200.00$ 11 PAVEMENT MARKING, 4"FOOT 147 20.00$ 2,940.00$ 23.50$ 3,454.50$ 20.00$ 2,940.00$ 23.50$ 3,454.50$ 20.00$ 2,940.00$ 8.00$ 1,176.00$ 23.50$ 3,454.50$ 10.00$ 1,470.00$ 12 RESTORATION (SEED, FERTILIZER, MULCH METHOD 3)SQ YD 1,115 1.00$ 1,115.00$ 20.00$ 22,300.00$ 13.00$ 14,495.00$ 10.00$ 11,150.00$ 10.00$ 11,150.00$ 11.00$ 12,265.00$ 2.00$ 2,230.00$ 10.00$ 11,150.00$ 13 RAILROAD PROTECTIVE LIABILITY INSURANCE LSUM 1 3,750.00$ 3,750.00$ 5,500.00$ 5,500.00$ 4,000.00$ 4,000.00$ 7,000.00$ 7,000.00$ 2,500.00$ 2,500.00$ 4,500.00$ 4,500.00$ 500.00$ 500.00$ 3,500.00$ 3,500.00$ 14 ALLOWANCE - ITEMS ORDERED BY THE ENGINEER UNIT 10,000 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ 1.00$ 10,000.00$ BID TOTAL 139,654.75$ 167,883.30$ 171,863.35$ 188,134.50$ 188,754.50$ 208,883.40$ 226,680.00$ 157,806.50$ % BELOW/ABOVE ENGINEER'S ESTIMATE -11.50%6.39%8.91%19.22%19.61%32.37%43.64% Skokie, IL 60076 7306 Central Park ENGINEER'S ESTIMATE 52 Wheeler Road Sugar Grove, IL 60554 SCHROEDER & SCHROEDER CONSTRUCTION CO Monee, IL 60449 TRIGGI CONSTRUCTION INC 1166 Lake Avenue20502 S. Cherry Hill Road Joliet, IL 60433 D'LAND CONSTRUCTION, LLCBID TABULATION DAVIS CONCRETE GENEVA CONSTRUCTION PO Box 998 11244 W. Manhattan Monee Road PO Box 2351300 Chase Street Algonquin, IL 60102 BID TABULATION 2021 SIDEWALK PROGRAM UNITED CITY OF YORKVILLE Aurora, IL 60507 West Chicago, IL 60186 ALLIANCE CONTRACTORS INC Woodstock, IL 60098 ADVANTAGE PAVING SOLUTIONS INC ENGINEERING ENTERPRISES, INC. 52 WHEELER ROAD, SUGAR GROVE, ILLINOIS ()- ()-()-()-()-()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()- ()-()-()-()-()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-Van Emmon B u h rm a s te rW S o m o n a u k S t Morgan StN Bridge StBristol AveMorgan StChurch StW Ridge St S Bridge StBell StFreemont StS Main StState StAdams StJeffersonStS Main StW VanEmmon St W Madison St W Hydraulic Ave State StE Fox St E Hydraulic Ave E Van Emmon St S Main StAdrian StColton StW Washington St Heustis StW Main St Mill StBenjamin StW Spring St E Main St W Center St King StW River St E Center St W Fox St Liberty StTower LnWest StE Park St E S o m o n a u k S t E Spring St Sanders CtE Ridge St Worsley StE Washington St G a m e Far m R d Legend Sidewalk Replacement .WalshEngineering Enterprises, Inc.52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700 PROPOSED SIDEWALK REPLACEMENT PROGRAMLOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: JUNE 2021 YO2013 YO2021_Sidewalk Replacement Location Revised H:\GIS\PUBLIC\YORKVILLE\2020\ MJT United City of Yorkville800 Game Farm RoadYorkville, IL 60560630-553-4350 ³ 1,000 0500 Feet E CENTER STNORTH SIDEWALK S MAIN STWEST SIDEWALK W VAN EMMON STSOUTH SIDEWALK STATE STEAST SIDEWALK MORGAN STWEST SIDEWALK E FOX STNORTH SIDEWALK Game Farm RdGame Farm RdLegend Beecher Center Sidewalk Replacement .WalshEngineering Enterprises, Inc.52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700 PROPOSED SIDEWALK REPLACEMENT PROGRAMBEECHER CENTERLOCATION MAPwww.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: MARCH 2021 YO2013 YO2013_Sidewalk Replacement Beecher .MXD H:\GIS\PUBLIC\YORKVILLE\2020\ MJT United City of Yorkville800 Game Farm RoadYorkville, IL 60560630-553-4350 ³ 140 070 Feet BEECHER CENTER 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 Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #5 Tracking Number PW 2021-50 Building Updates Special Public Works Committee – July 21, 2021 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/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 2021-51 FY 22 Budget Amendment and Bucket Truck Purchase Authorization Special Public Works Committee – July 21, 2021 Supermajority (6 out of 9) Approval Request to purchase unbudgeted bucket truck due to mechanical condition of Current truck and lead time to build new unit Eric Dhuse Public Works Name Department Summary Staff is seeking approval of a budget amendment in order to commit to purchasing a new bucket truck to replace our current unit. This commitment and subsequent budget amendment is necessary due to the condition of our current bucket truck and the extended length of time it will take to acquire the new unit. Background After our current (FY 22) budget was approved, we found out that our bucket truck may not have as much time left as we thought. Our current truck is a 2006 Ford F550 with 76,629 miles on it and 5554 hours on the engine. Although the miles are relatively low for a diesel vehicle, the hours are fairly high since we have to run the motor when we run the bucket. This, along with age has caused our motor to weaken. Nothing catastrophic at this point, but if it does go, a new motor is almost $23,000 to purchase and have it installed. This particular motor has known issues with engine trouble and have “bulletproofing” parts you can buy to extend the life of the truck. These parts can be anywhere from $2000-$5000 plus the labor to install them which can be $2000 or more. Our truck has been serviced its entire life by a professional diesel mechanic and we have followed their recommendations along the way, so no replacement parts are necessary at this time, but the mechanics are the ones that told us that we should start thinking about a new unit. Currently our truck is only worth $8500 as a trade in on a new vehicle from our Altec dealer, so putting $4000-$7000 into the motor hoping that it limps it along for another few years does not seem like the best solution. Instead, I feel it is best to order one now and do the bare minimum that needs to be done to keep our current truck running and safe. In addition to the engine problems, our truck no longer suits all of our needs. This truck can change all our residential streetlights, but it cannot change bulbs or work on any of the decorative streetlights on Bridge St., or at any new traffic signal lighting. These lights are much taller than normal streetlights and we can no longer reach them. We did have a local electrician that we used to change these for a reasonable price, but he has since retired and is no longer performing this work. Finally, our current bucket truck is not a material handling truck. For us that means we cannot set our own streetlight poles with our current truck. At this time, we are using the backhoe and the sewer department crane truck to set 24’35’ concrete light poles. This works but is hard on both machines and can damage the concrete poles very easily. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works Rob Fredrickson, Finance Director CC: Bart Olson, Administrator Date: July 12, 2021 Subject: Bucket Truck Purchase & FY 22 Budget Amendment We reached out to our local Altec dealer to get an idea of what to expect when ordering a new unit and they shocked us when they said it could be up to 600+ days, but more than likely closer to 400 days. With this kind of lead time, we should commit to purchasing the truck now in order to take delivery of the unit next fiscal year. The dealer stated that if we committed now, we would not have to pay any money until we take delivery of the unit. The normal process is to pay for the chassis up front and then the balance when the unit is delivered. By delaying the chassis cost until the end, it allows us to purchase the unit entirely in the FY 23 budget year. Recommendation I recommend that we commit to purchase an Articulating Telescopic Aerial Device with Material Handling capabilities model TA60, mounted on a Peterbilt model 548 chassis from Altec Industries through Sourcewell Contract 02418-ALT. The total cost for this truck and equipment will not exceed $230,658. Please note, that in order to formally commit to the purchase of the bucket truck in FY 23, we must amend the current year (FY 22) budget, as any commitment by the City to expend funds must be followed by a subsequent appropriation per State Statute. Since the actual transaction will not take place until next fiscal year, staff would roll the current year amended amount of $231,000 into FY 23, as part of the annual budget process. To keep the amendment as simple as possible, only the vehicle line in the Public Works Capital cost center of the (25) Vehicle and Equipment Fund has been adjusted. The actual financing mechanisms (i.e., chargebacks, building permits, etc.) will be determined as part of the FY 23 budget process. On paper, this amendment will reduce fund balance by $231,000; however, in actuality this amend will have no budgetary effect, since the actual purchase will not be executed until sometime in FY 23. This approval will require a super-majority vote of the City Council, since we are amending the budget and using a Sourcewell (single source) contract and did not solicit sealed bids. Ordinance No. 2021-____ Page 1 Ordinance No. 2021-____ AN ORDINANCE AUTHORIZING THE SECOND AMENDMENT TO THE ANNUAL BUDGET OF THE UNITED CITY OF YORKVILLE, FOR THE FISCAL YEAR COMMENCING ON MAY 1, 2021 AND ENDING ON APRIL 30, 2022 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. 2021-11 on April 27, 2021 adopting an annual budget for the fiscal year commencing on May 1, 2021 and ending on April 30, 2022; 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 Vehicle & Equipment fund with respect to the United City of Yorkville’s 2021-2022 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. 2021-____ Page 2 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ______ day of ___________________, 2021. ______________________________ CITY CLERK KEN KOCH _________ DAN TRANSIER _________ JACKIE MILSCHEWSKI _________ ARDEN JOE PLOCHER _________ CHRIS FUNKHOUSER _________ MATT MAREK _________ SEAVER TARULIS _________ JASON PETERSON _________ Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this ______ day of ___________________, 2021. ______________________________ MAYOR FY 2022 FY 2022 FY 2019 FY 2020 FY 2021 Adopted Amended Actual Actual Projected Budget Budget Revenue Licenses & Permits 243,142$ 368,456$ 244,573$ 109,500$ 109,500$ Fines & Forfeits 8,640 6,799 3,650 7,800 7,800 Charges for Service 232,472 92,968 1,232,289 325,830 325,830 Investment Earnings 862 2,233 1,000 1,000 1,000 Reimbursements - 44,082 7,190 102,096 102,096 Miscellaneous 511 645 1,000 1,000 1,000 Other Financing Sources 6,068 558,996 17,932 - - Total Revenue 491,695$ 1,074,179$ 1,507,634$ 547,226$ 547,226$ Expenditures Contractual Services 8,517$ 4,879$ 10,752$ 11,100$ 11,100$ Supplies 18,162 66,720 5,329 13,232 13,232 Capital Outlay 251,163 369,888 558,493 1,551,096 1,782,096 Debt Service 75,058 68,765 71,570 71,570 71,570 Other Financing Uses - 548,273 - - - Total Expenditures 352,900$ 1,058,525$ 646,144$ 1,646,998$ 1,877,998$ Surplus (Deficit)138,795$ 15,654$ 861,490$ (1,099,772)$ (1,330,772)$ Ending Fund Balance 496,042$ 511,692$ 1,373,182$ 273,410$ 42,410$ VEHICLE & EQUIPMENT FUND (25) This fund primarily derives its revenue from monies collected from building permits, fines and development fees. Revenues are used to purchase vehicles and equipment for use in the operations of the Police, General Government, Public Works Street Operations and Park & Recreation departments. $0 $500 $1,000 $1,500 ThousandsFund Balance 1 25 FY 2022 FY 2022 FY 2019 FY 2020 FY 2021 Adopted Amended Account Actual Actual Projected Budget Budget 25-000-41-00-4170 STATE GRANTS -$ 4,795$ -$ -$ -$ 25-000-42-00-4215 DEVELOPMENT FEES - POLICE CAPITAL 63,225 92,100 63,000 30,000 30,000 25-000-42-00-4216 BUILD PROGRAM PERMITS 2,720 - - - - 25-000-42-00-4217 WEATHER WARNING SIREN FEES 217 1,536 1,573 - - 25-000-42-00-4218 ENGINEERING CAPITAL FEES 19,550 11,550 20,000 10,000 10,000 25-000-42-00-4219 DEVELOPMENT FEES - PW CAPITAL 147,655 252,600 150,000 64,500 64,500 25-000-42-00-4220 DEVELOPMENT FEES - PARK CAPITAL 9,775 5,875 10,000 5,000 5,000 25-000-43-00-4315 DUI FINES 7,994$ 6,023$ 3,000$ 7,000$ 7,000$ 25-000-43-00-4316 ELECTRONIC CITATION FEES 646 776 650 800 800 25-000-44-00-4418 2,167$ 2,215$ 2,065$ 2,000$ 2,000$ 25-000-44-00-4419 COMMUNITY DEVELOPMENT CHARGEBACK 44,985 - - 31,000 31,000 25-000-44-00-4420 77,158 24,032 218,344 91,732 91,732 25-000-44-00-4421 - - 622,551 100,000 100,000 25-000-44-00-4427 PARKS & RECREATION CHARGEBACK 90,000 - 385,000 88,866 88,866 25-000-44-00-4428 COMPUTER REPLACEMENT CHARGEBACK 18,162 66,721 4,329 12,232 12,232 25-000-45-00-4522 862$ 1,084$ 1,000$ 1,000$ 1,000$ 25-000-45-00-4550 - 1,149 - - - 25-000-46-00-4691 -$ 10,368$ -$ -$ -$ 25-000-46-00-4692 - 33,714 7,190 102,096 102,096 25-000-48-00-4850 -$ 492$ -$ -$ -$ 25-000-48-00-4852 412 87 - - - 25-000-48-00-4854 99 39 1,000 1,000 1,000 25-000-48-00-4855 - 27 - - - 1,000$ United City of Yorkville Vehicle & Equipment Fund 109,500$ 7,800$ 325,830$ 1,000$ 102,096$ Total:Licenses & Permits Charges for Service MOWING INCOME Total:Charges for Service 1,000$ 1,000$ Total:6,799$ Total:Investment Earnings 862$ 109,500$ 7,800$ VEHICLE & EQUIPMENT FUND REVENUE Description Licenses & Permits 7,190$ 102,096$ Investment Earnings Total:Reimbursements -$ 44,082$ MISCELLANEOUS REIMB - PW CAPITAL INVESTMENT EARNINGS - PARK CAPITAL MISCELLANEOUS REIMB - PARK CAPITAL 325,830$ Reimbursements 3,650$ 368,456$ 1,232,289$ 92,968$ 2,233$ GAIN ON INVESTMENT 244,573$ POLICE CHARGEBACK PUBLIC WORKS CHARGEBACK Fines & Forfeits Fines & Forfeits 8,640$ 243,142$ 232,472$ 1,000$ Total:Miscellaneous Miscellaneous MISCELLANEOUS INCOME -GEN GOVT MISCELLANEOUS INCOME - PARK CAPITAL MISCELLANEOUS INCOME - POLICE CAPITAL MISCELLANEOUS INCOME - PW CAPITAL 511$ 645$ 1,000$ 2 25 FY 2022 FY 2022 FY 2019 FY 2020 FY 2021 Adopted Amended Account Actual Actual Projected Budget Budget United City of Yorkville Vehicle & Equipment Fund VEHICLE & EQUIPMENT FUND REVENUE Description 25-000-49-00-4906 -$ 548,273$ -$ -$ -$ 25-000-49-00-4910 - 450 - - - 25-000-49-00-4920 6,068 8,523 12,020 - - 25-000-49-00-4921 - 1,300 - - - 25-000-49-00-4922 - 450 5,912 - - -$ 547,226$ Other Financing Sources LOAN ISSUANCE SALE OF CAPITAL ASSETS - GEN GOV SALE OF CAPITAL ASSETS - POLICE CAPITAL SALE OF CAPITAL ASSETS - PW CAPITAL SALE OF CAPITAL ASSETS - PARK CAPITAL 17,932$ -$ Total: VEHICLE & EQUIP REVENUE 491,695$ 1,074,179$ 1,507,634$ 547,226$ Total:Other Financing Sources 6,068$ 558,996$ 3 215 FY 2022 FY 2022 FY 2019 FY 2020 FY 2021 Adopted Amended Account Actual Actual Projected Budget Budget 25-215-54-00-5405 BUILD PROGRAM 2,720$ -$ -$ -$ -$ 25-215-54-00-5448 FILING FEES 784 580 402 750 750 25-215-56-00-5620 OPERATING SUPPLIES -$ -$ 1,000$ 1,000$ 1,000$ 25-215-60-00-6060 EQUIPMENT 8,435$ -$ 115,946$ 15,000$ 15,000$ 25-215-60-00-6070 VEHICLES 33,497 201,110 99,369 680,000 911,000 25-215-92-00-8000 PRINCIPAL PAYMENT 43,922$ 42,905$ 51,612$ 53,527$ 53,527$ 25-215-92-00-8050 INTEREST PAYMENT 28,856 23,771 17,784 15,869 15,869 25-215-99-00-9960 PAYMENT TO ESCROW AGENT -$ 531,617$ -$ -$ -$ 997,146$ 750$ 1,000$ 926,000$ 69,396$ -$ PUBLIC WORKS CAPITAL EXPENDITURES Description Contractual Services United City of Yorkville Vehicle & Equipment Fund 402$ 750$ Supplies Total:Supplies -$ -$ 1,000$ 1,000$ Total:Contractual Services 3,504$ 580$ Capital Outlay Total:Capital Outlay 41,932$ 201,110$ 69,396$ 69,396$ 215,315$ 695,000$ Debt Service - Public Works Building Total:Debt Service - PW Building 72,778$ 66,676$ Other Financing Uses Total:Other Financing Uses -$ 531,617$ -$ -$ Total: PW CAPITAL EXPENDITURES 118,214$ 799,983$ 286,113$ 766,146$ 4