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Public Works Packet 2022 05-17-22 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, May 17, 2022 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: March 15, 2022 New Business: 1. PW 2022-31 Snow Operations Report 2. PW 2022-32 Water Department Reports for March and April 2022 3. PW 2022-33 Capital Improvement Projects Update 4. PW 2022-34 Quarterly Bond and Letter of Credit Reduction Summary 5. PW 2022-35 Timber Ridge Street Name Changes 6. PW 2022-36 Lead Service Line Replacement Overview 7. PW 2022-37 Lake Michigan/DuPage Water Commission Preliminary Engineering Agreement 8. PW 2022-38 Bristol Ridge Road Phase III Request for Quote Recommendation and Construction Engineering Agreement 9. PW 2022-39 Resolution Authorizing the City’s Share of Construction & Construction Engineering Costs for the Roadway Improvement of the Bristol Ridge Road Resurfacing Project 10. PW 2022-40 Prairie Pointe Site Improvements – Bid Award 11. PW 2022-41 Public Works Facility – Interim Space Needs 12. PW 2022-42 Vehicle and Equipment Purchases 13. PW 2022-43 Resolution Approving an Amendment to the Mailbox Standards and Replacement Policy 14. PW 2022-44 Park and Freemont Street Stop Sign 15. PW 2022-45 Supplemental MFT Resolution for Bulk Rock Salt 16. PW 2022-46 Leak Detection Survey Proposal Old Business: Additional Business: United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us Public Works Committee Agenda May 17, 2022 Page 2 2019/2020/2021 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 WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, May 17, 2022 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. March 15, 2022 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2022-31 Snow Operations Report □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2022-32 Water Department Reports for March and April 2022 □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2022-33 Capital Improvement Projects Update □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2022-34 Quarterly Bond and Letter of Credit Reduction Summary □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2022-35 Timber Ridge Street Name Changes □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2022-36 Lead Service Line Replacement Overview □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2022-37 Lake Michigan/DuPage Water Commission Preliminary Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 8. PW 2022-38 Bristol Ridge Road Phase III Request for Quote Recommendation and Construction Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 9. PW 2022-39 Resolution Authorizing the City’s Share of Construction & Construction Engineering Costs for the Roadway Improvement of the Bristol Ridge Road Resurfacing Project □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 10. PW 2022-40 Prairie Pointe Site Improvements – Bid Award □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 11. PW 2022-41 Public Works Facility – Interim Space Needs □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 12. PW 2022-42 Vehicle and Equipment Purchases □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 13. PW 2022-43 Resolution Approving an Amendment to the Mailbox Standards and Replacement Policy □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 14. PW 2022-44 Park and Freemont Street Stop Sign □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 15. PW 2022-45 Supplemental MFT Resolution for Bulk Rock Salt □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 16. PW 2022-46 Leak Detection Survey Proposal □ 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 – March 15, 2022 Public Works Committee – May 17, 2022 Majority Committee Approval Minute Taker Name Department DRAFT Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 15, 2022, 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 Ken Koch, in-person Alderman Joe Plocher, in-person Absent: Alderman Jason Peterson Other City Officials City Administrator Bart Olson, in-person Assistant City Administrator Erin Willrett-electronic attendance Engineer Brad Sanderson, EEI, in-person Public Works Director Eric Dhuse, in-person Other Guests: Nadia Schweisthal, EEI The meeting was called to order at 6:00pm by Chairman Matt Marek. Citizen Comments: None Previous Meeting Minutes: February 15, 2022 Alderman Jason Peterson was absent at the February meeting, not Seaver Tarulis as noted. The minutes were then approved with this correction. New Business: 1. PW 2022-18 Snow Operations Report Mr. Dhuse reported 2 snow events over 3 days, but he said it was an average winter overall. Two trucks are now back from Indiana after repairs. 2. PW 2022-19 Water Department Reports October 2021 – February 2022 Director Dhuse said these are the normal reports required by IEPA. In February there were 5 water breaks or leaks and 7-8 have occurred already this year. All water samples passed. This moves to the Council consent agenda. 3. PW 2022-20 2022 Road to Better Roads Program – Bid Award Engineer Sanderson said there were 3 bids. The low bidder was Geneva Construction in the amount of $1,409,944 and staff recommends awarding the project to them. He said there is a FY23 budget impact Page 2 of 3 statement from Rob Fredrickson in the packet indicating the bid came in over budget. He said there are 2 options and he recommended doing E. Main St. and only half of Fox Road. Mr. Olson commented that the project would either have to be funded through another method or reduce the scope. He said $600,000 was budgeted, but the cost will be $300,000 spread over 2 years. The committee agreed to move forward with Mr. Sanderson's recommendation. 4. PW 2022-21 2022 Road to Better Roads – Construction Engineering Agreement Mr. Olson said this is the construction agreement for the above item and is budgeted at $99,000. He recommended approving it with EEI. The committee was OK with this and it will move to the regular Council agenda. 5. PW 2022-22 E. Main Street Water Main Improvements – Bid Award Mr. Sanderson said bids were taken on March 4 with 8 bidders. This project will replace old water main on E. Main, do roadwork and sidewalk replacement. He detailed the amount of money for each project and said the low bidder was Holiday Sewer and Water from Wauconda. He said they have done other municipal projects with positive comments. The project amount is $1,111,222.33 and he recommended awarding the project to them. This moves forward to the regular Council agenda. 6. PW 2022-23 E. Main Street Water Main Improvements – Construction Engineering Agreement Mr. Olson said the agreement value is $106,000 and is also with EEI. He recommended approval and the Committee agreed to move it forward to the City Council. 7. PW 2022-24 Kennedy Road and Mill Road Intersection Improvements– Bid Award Bids were taken for the improvements at the intersection and at the park entrance at this location. This project will be done one construction season ahead of the county project at Galena and Kennedy. Geneva Construction was the low bidder at $384,526.38 and this will move forward to the consent agenda. 8. PW 2022-25 Kennedy Road and Mill Road Intersection Improvements – Construction Engineering Agreement This bid was $60,202 and Mr. Olson recommended proceeding with EEI. This also moves to the Council consent agenda. 9. PW 2022-26 Fox Hill Roadway Improvements – Pavement Condition Update Mr. Sanderson said last fall there was a push for D Construction to complete this work prior to the completion date. The contract was awarded early June and work was not started until August. Mr. Dhuse added that D Construction was asked several time when the project would begin. The first issue was a problem with low density of the final surface and the aggregate degraded. A second issue was the workmanship was not the best due to hurried work and consequently there are concerns for asphalt life expectancy. Tests were done during the winter and findings were either right at density or slightly below. The asphalt content was in compliance. The third issue was the cosmetic effect. A couple areas were very apparent showing bumps and center line joint issues and were they were added to the punchlist. D Construction was asked to complete all work by November 1st, but did not complete until early December. Mr. Sanderson said the city could charge the construction company with penalties up to $39,000. Recommendations were made by Mr. Sanderson: Update the punchlist, inspect the project and have the issues repaired at their expense. The second recommendation is to also apply an asphalt rejuvenator on the whole project to mitigate loss of pavement. A third recommendation is to collect damages since the contract was not met. In response to a query by Alderman Koch about D Construction's reaction to these requests, Mr. Sanderson said they may do a counter offer. He said preservation costs are about $30,000-$40,000. Chairman Marek asked how many concerns were raised by residents of Fox Hill and Mr. Olson replied that multiple concerns were voiced. Chairman Marek said this will move forward based on recommendations and complaints, to the regular Page 3 of 3 agenda for the full Council. 10. PW 2022-27 Bucket Truck Price Increase Director Dhuse said a price increase of $4,303 has been passed along on a double axle bucket truck from Peterbilt. He added there will be a dump truck price increase coming to City Council next week. Mr. Dhuse said a bucket truck will be delivered in April of next year. This moves to the consent agenda. 11. PW 2022-28 Fiscal Year 2023 Budget Proposal Mr. Olson asked the committee for any budget questions regarding sewer/water or other. Alderman Koch asked if there could be a discussion at the next Council meeting regarding Oswego's real estate transfer tax proposal. Mr. Olson summarized this tax as a means of increasing revenue for the upcoming water project. Mr. Plocher expressed reservations for Yorkville citizens approving this on a referendum. 12. PW 2022-29 Resolution Authorizing a Contract for Street Light Heads, Arms and Poles with Amperage Electrical Supply, Roselle, Illinois in the Amount not to Exceed $80,534.00 Mr. Dhuse said this is a budgeted item for replacement of street lights in Fox Hill, part of a 3-year program. He said the steel is failing at the bottom of the poles and one fell over. Most were installed in 1993. He said Public Works will do this project but the poles will not be here until June. Mr. Olson noted that a lower bidder did not quote the specs and they were disqualified. The replacements will be all LED lights. This will move forward to the regular agenda. 13. PW 2022-30 Resolution in Support of the “Wyland Mayor's Challenge for Water Conservation” Ms. Willrett said this is the fifth year the city has participated in this challenge. She said the city has ranked as high as 5th place nationally and last year went to 18th place. It is an on-line promotion and data is entered into a website to participate. Information about the challenge will be placed on social media. It was noted that underground tanks, rain barrels or other means are used by citizens to channel rainwater. Chairman Marek asked what 18th place was based on and Ms. Willrett said it is based on citizens meeting their goals for the month. This will move to the consent agenda. Old Business: None Additional Business: Since the city will be replacing street lights in Fox Hill, Alderman Koch asked if the city could install a light at Tuma Rd. Mr. Olson replied it would need to be a much larger light and would need to be permitted through IDOT with permission from Bristol Township. Mr. Dhuse said he would again forward the information to ComEd that a light is needed. In another matter, Mr. Koch asked if the tree stumps at Coach & Windett will be removed. Mr. Dhuse said the sidewalk that needs adjustment will need to be taken out and then the stumps will be removed. Chairman Marek asked about the transition to the new garbage service April 1st and if there is another method besides social media where information will be posted. Mr. Olson replied that Groot will be using postcards, hangcards and other methods to inform citizens. There was no further business and the meeting was adjourned at 6:51pm. 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 Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PW 2022-31 Snow Operations Report Public Works Committee – May 17, 2022 None Informational item Monthly snow operations report Eric Dhuse Public Works Name Department Summary Monthly snow operation report. Background Since last month, we did have one salting event which you will see below. In addition, I have created a year end report for your review. As you see, this year was a salting year for sure. Our pounds of salt per mile usually averages around 400, but this year we estimate it up over 500 pounds per mile. We attribute this to a few conditions: 1. Ice – any mention of ice in the forecast, we increase the amount of salt on the roadway to try to make it as safe as possible. 2. Prolonged light snow – This year it seemed to be the norm. To combat this, we try to time the salting to get maximum effect and put down additional salt to give us more time between salting while keeping the roads safe and passable. 3. Nuisance snows – anytime the forecast called for scattered snow showers, they seemed to happen in Yorkville. It is just enough snow to make the roads slick, but not quite enough to push. In this case, we turn up the brine and salt to melt it off quickly and keep it off if the snow continues after we salt. 3/10/2022 Set to 3/14/2022 Salt Varies G-Temp Brine Varies Recorder ED Total Miles Average Salt Lbs of Lbs of Brine Gallons of Gal Brine/Tons of RT-Truck ID Driven MPH Miles Salt Used Salt/Mi. Miles Brine Used Ton Salt Salt Used R1-#9 45.3 13.6 23.10 10145 439.10 23 74 14.80 5.07 R2-#27 36.3 6.1 27.20 10888 400.50 1 0 0.50 5.44 R3-#10 45.1 16.4 24.90 12969 520.80 0 0 0.00 6.48 R4-#13 0 0.0 0.00 0 0.00 0 0 0.00 0.00 R5-#23 40.5 10.8 30.40 12307 404.80 0 0 0.00 6.15 R6-#18 30.4 10.3 29.00 12691 436.90 29 24 3.90 6.35 R7-#28 29.3 3.1 16.90 5220 388.40 17 0 0.00 2.61 R8-#22 37.4 5.9 19.10 7589 443.80 0 0 0.00 3.79 R9-#11 74.9 6.1 22.80 11627 418.20 28 114 20.00 5.81 R7-#3 40 26 10400 400 5.2 R7-#14 40 26 10400 400 5 R6-#6 40 26 10400 400 5 R3-#19 30 20 8000 400 4 Total 489.2 8 193.4 122636 388.65 98 212 7.74 61.32 Out of Service Estimated. Small trucks not equipped with recording hardware. Snow Operations Salt and Brine Data Snow Event Date Date of Recording Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 13, 2022 Subject: Snow operations report 12/28 - 3/10 Set to 3/14/2022 Salt Varies G-Temp Brine Varies Recorder ED Total Miles Average Salt Lbs of Lbs of Brine Gallons of Gal Brine/Tons of RT-Truck ID Driven MPH Miles Salt Used Salt/Mi. Miles Brine Used Ton Salt Salt Used R1-#9 1511 12 467 268643 576 358 1640 15 134 R2-#27 499 10 176 99893 566 1 0 1 50 R3-#10 725 13 345 162390 471 0 0 0 81 R4-#13 1083 9 451 306191 680 110 404 0 153 R5-#23 1056 12 618 264329 428 200 578 0 132 R6-#18 831 10 431 226448 525 271 1150 4 113 R7-#28 478 4 223 86641 388 136 496 0 43 R8-#22 1391 7 436 258383 593 81 323 0 135 R9-#11 1341 8 503 275673 548 245 1530 20 138 R7-#3 834 416 259400 624 130 R7-#14 834 416 259400 624 130 R6-#6 855 416 265400 638 133 R3-#19 750 380 236000 621 118 Total 12188 9 3650 2968791 560 1402 6121 8 1490 Out of Service Estimated. Small trucks not equipped with recording hardware. Date of Recording Snow Operations Salt and Brine Data Snow Event Date Another item of note would be the amount of trucks that were out of service. We had two trucks, Y27 and Y28, out of service for most of the winter. These were the trucks that were being rehabbed and the body manufacturer could not get the boxes from their supplier. In addition to those trucks, Y10 gave us fits all year. This is the truck that is being replaced with the truck we have had on order since March of 2021. The recording system does not work all the time, the brine pump does not work any longer, and is obsolete. We also had to repair an exhaust leak to keep our drivers safe. The other truck to give us problems was Y13. This truck is being replaced in this year’s budget, which is not soon enough. Towards the end of the season, the rear differential blew apart which cost us approximately $6000 to repair. Unfortunately, we will need to use this truck again next season while we wait for our new truck to be built. We will continue to repair as needed to try and keep a full fleet on the road. A huge positive note was the addition of 4 employees to assist with winter operations. We were able to hire 2 street department employees, 1 building maintenance employee, and 1 parks department employee. The addition of these employees was a tremendous help to our snow removal efforts. These employees assisted on routes and performed snow removal in parking lots to gain experience. We will be giving them more responsibilities next season to be able to assist in a larger role making our overall snow removal efforts more efficient. Lastly, please note that our fleet of small dump trucks are only estimates. We calibrate them in the fall, but to change the rate, we only have a chute adjustment and the engine rpms. These adjustments are estimates at best, but its all we have at this time. In the end, our total amount of salt used agrees with what we ordered compared to what we have left in the bins. Looking ahead to next year, I am hesitantly positive. We should have a new truck to replace Y10, and we will start the season with a full fleet including 6 new pickup trucks from the street, water and parks department. The addition of new, reliable vehicles should make the plowing season more efficient and less costly. Recommendation This is an informational item. 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 2022-32 Water Department Reports for March – April 2022 Public Works Committee – May 17, 2022 Majority Approval Monthly water reports as required by IEPA Eric Dhuse Public Works Name Department United City of Yorkville WATER DEPARTMENT REPORT March 2022 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1386 664 382 4,041,000 7 1527 1125 379 9,082,000 8 1384 840 540 17,804,000 9 1368 861 507 17,421,000 TOTAL PUMPED 48,348,000 CURRENT MONTH’S PUMPAGE IS 2,119,600 GALLONS MORE THAN LAST MONTH 1,496,900 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,559,613 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,241,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 72.43 __ GALLONS WATER TREATMENT: CHLORINE: 1138 LBS. FED CALCULATED CONCENTRATION: ___3.12__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.73 __ MG/L POLYPHOSPHATE: 1066 _ LBS. FED CALCULATED CONCENTRATION: ___1.02___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __25 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.75 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __27 NUMBER OF LEAKS OR BREAKS REPAIRED: __ 2___ MXU’S: __8 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __35 COMMERCIAL: ____ 0_ _ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT April 2022 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1386 664 382 0 7 1527 1125 356 11,480,400 8 1384 840 541 20,056,000 9 1368 861 505 16,771,000 TOTAL PUMPED 48,297,400 CURRENT MONTH’S PUMPAGE IS 50,600 GALLONS LESS THAN LAST MONTH 4,600,000 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,609,913 ___GALLONS DAILY MAXIMUM PUMPED: __ 1,970,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 75.13 __ GALLONS WATER TREATMENT: CHLORINE: 1181 LBS. FED CALCULATED CONCENTRATION: ___3.06__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.75 __ MG/L POLYPHOSPHATE: 1066 _ LBS. FED CALCULATED CONCENTRATION: ___0.85___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __25 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.75 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __16 NUMBER OF LEAKS OR BREAKS REPAIRED: __ ___ MXU’S: __17 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __21 COMMERCIAL: ____ 0_ _ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: 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 2022-33 Capital Project Update Public Works Committee – May 17, 2022 None 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 The contractor is substantially complete. Restoration to be monitored in the spring. Mill Road Reconstruction D Construction plans to begin work again on April 25th. All work is to be completed by May 20th. Elizabeth and Appletree Court Water Main Improvements The contractor is substantially complete. Restoration to be monitored in the spring. Fox Hill Improvements (Rebuild Illinois) The contractor is substantially complete. Striping and edge sealing to be completed in the spring and restoration to be monitored in the spring. Other punchlist repairs will also be completed this spring. 2021 Sidewalk Replacement The contractor is substantially complete. Restoration to be monitored in the spring. Beaver Street BPS Generator There have been delays in the VFD’s due to supply chain issues. We are now anticipating a June delivery. Well No. 4 Rehabilitation Rehabilitation has begun. The contractor is planning to re-install the equipment the week of May 16th. 2022 RTBR Program Contract has been awarded to Geneva Construction. Work is expected to start in May and to be substantially complete by mid-August. E. Main Street Improvements Contract has been awarded to Holiday Sewer & Water. Work is expected to start in May and to be substantially complete by mid-August. Kennedy and Mill Road Intersection Improvements Contract has been awarded to Geneva Construction. Work is expected to start in early June and to be complete by August 19th. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Jori Behland, City Clerk Date: April 11, 2022 Subject: Capital Improvement Projects Update North Central EWST Rehabilitation Contract has been awarded to Jetco. Work is expected to start in August and to be completed by October 31st. Planning/Design Projects Bristol Ridge Road LAFO Design engineering has commenced. We are targeting a June IDOT letting. It is anticipated that work will be completed this fall. Well No. 7 Rehabilitation Design engineering has commenced. Corneils Road Interceptor Design engineering has commenced. We are targeting a September letting. Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/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 2022-34 Bond/LOC Reduction Summary – March 31, 2022 Public Works Committee – May 17, 2022 None Informational Informational Brad Sanderson Engineering Name Department Please see the attached reduction summary through March 31, 2022. 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. Jori Behland, City Clerk Date: April 11, 2022 Subject: 2022 Bond/LOC Reduction Summary – To Date 31‐Mar‐222022 Bond and Letter of Credit Reduction ReportDate Development/ProjectEngineer ConcurrenceCity Administrator ConcurrenceMayor ConcurrenceReduction Final Release Reduction Value Remaining Balance2/3/2022 Grande Reserve ‐ Unit 12XXX 76,124.00$ 60,400.00$ 2/3/2022 Grande Reserve ‐ Unit 15XXX 121,413.00$ 142,800.00$ 2/3/2022 Grande Reserve ‐ Unit 22XXX 38,434.00$ 117,200.00$ 2/14/2022 Heartland MeadowsXXX 71,688.10$ 255,065.90$ 2/22/2022 Grande Reserve ‐ Unit 13XXX 123,062.00$ 87,600.00$ 2/22/2022 Grande Reserve ‐ Unit 14XXX 176,242.00$ 125,600.00$ 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 #5 Tracking Number PW 2022-35 Timber Ridge (formerly Kendallwood Estates) – Street Name Change Public Works Committee – May 17, 2022 Majority Consideration of Street Name Change Potential Street Name Change Brad Sanderson Engineering Name Department Rally Homes has made a request to the City to rename the streets within Timber Ridge subdivision (formerly known as Kendallwood Estates) Current Street Name Proposed Street Name Benjamin Street Timber Oak Lane Cul-de-sac at the end of Benjamin Street Timber Oak Court Buhrmaster Court Alder Court Rodak Street Juniper Lane Tomasik Court Ash Court Dydyna Court Cherry Court Bator Street Pine Road The proposed changes have been reviewed with Kendall County GIS. 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 Jori Behland, City Clerk Krysti Barksdale-Noble, Community Development Director Date: April 7, 2022 Subject: Timber Ridge (formerly Kendallwood Estates) – Street Name Change ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-( )- ()- ()- ()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-( )- ()- ()- ()- ()- ()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-()-IllinoisRoute #126 E Van Emmon St VAN EMMON RD SCHOOLHOUSE RD TIMBEROAKLNDEER STPINER D A LD E R C T VAN EMMON ST D EER S T CHERRYC T OLSEN ST WASHINGTON ST ORANGE ST RIDGE ST WALTER ST FOX ST ASH CT ILLINI DR WOODLANDDR 308 303 306304302 1106 304 303 304 303 306 303 304 303 1204 1203 304 1201 306 304 303 303 1108 305 307 305 306 308 306 306 307 310 306 308 305 305 310 307 309 312 308 309 310 310 310 309 308 311 311 312 307 307 314 314 311 310 311 312 310 313 316 311 309 311 315 313 314 312 312 315 312 311 314 320 318 320 316 318 320 320 9719 319 313 314 314 316 316 328 975 621 641 681 661 355 721 875 935 741 972 601 495 485 1025 465 992 952 505 435 925 395 761 1045 365 325 525 602 942 692 672 569 632 652 932 573 545 572 805 795 781 565 772 585 1085 492 579 922 1042 855 462 432 892 392 574 583 1082 1165 362 332 575 578 589 576 882 532 782 587 822 742 872 552 586 692 652 592 572 672 632 591 1132 593 862 832 1222 852 842 348 597 1162 1192 595 598 592 596 599 597 596 9490 9488 9490 22 9401 14 30 9375 9361 9336 70 9305 46 62 9297 54 9288 9285 9750 8 38 Copyright nearmap 2015 WalshEngineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 TIMBER RIDGEADDRESSLOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: MARCH 2022 YO2130 YO2130_ Kendall Wood Estates Fire Flow.MXD H:\GIS\PUBLIC\YORKVILLE\2021\ MJT United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630-553-4350 ³ 800 0400 Feet JUNIPER CT TIMBER OAK CT 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 #6 Tracking Number PW 2022-36 Presentation on Lead Water Service Lines Public Works Committee – May 17, 2022 None Informational Brad Sanderson Engineering Name Department INTRODUCTION TO LEAD WATER SERVICE LINES United City of Yorkville Public Works Committee May 17, 2022 1.Background 2.Current & Pending Rules 3.Roadmap to Compliance 4.No Partial Replacements 5.Material Inventory 6.LSLR Plan 7.Funding 8.Recommendations/Next Steps 9.Q & A Agenda BACKGROUND Source: https://www.lslr-collaborative.org/intro-to-lsl-replacement.html TYPICAL WATER SERVICE LINE History of Lead in Water Services • • • – – RULEMAKING Illinois (IEPA) Federal (USEPA) •Illinois Lead Service Line Replacement & Notification Act •Bans Partial LSLR •Complete Material Inventories •LSLR Plan & Replacement Goals •Notification Requirements •Lead & Copper Rule Revisions •Sets Action Levels •Water Quality Monitoring •Corrosion Control Treatment •Find-and-Fix •LSL Inventory & LSLR Plan •Outreach CURRENT LEGISLATION ILLINOIS LEAD SERVICE LINE REPLACEMENT & NOTIFICATION ACT Goal: Protect public health by addressing the estimated 680,000 lead-based service lines in Illinois. •Public Act 102-0613 passed August 27, 2021 •Effective Date: Jan. 1, 2022 LSL Inventories LSLR Plan No Partial LSLR Notifications Funding ACT HIGHLIGHTS PROVIDE OWNER WITH REQUIRED NOTIFICATION(S) OWNER SIGNS WAIVER DOCUMENT REFUSAL & REMAINING LEAD NO PARTIAL LSLR? WHAT IF A PROPERTY OWNER REFUSES? Replacement Schedule NUMBER OF LEAD SERVICE LINES REPORTED ON APRIL 15, 2027 TIMELINE FOR COMPLETION ANNUAL REPLACEMENT RATE 1,200 OR FEWER 15 YEARS 7% 1,200 –4,999 17 YEARS 6% 5,000 –9,999 20 YEARS 5% 10,000 –99,999 34 YEARS 3% ≥ 100,000 50 YEARS 2% No Partial Replacements •Once disturbed, a lead service line must be replaced in its entirety •Added responsibility for Municipality to notify homeowners •Requires coordination & signoff from homeowner Applies to emergency repairs, planned construction, and customer-initiated LSLR. WATER SERVICE LINE MATERIAL INVENTORY RECOMMENDED STEPS FOR CREATING A MATERIAL INVENTORY HISTORICAL ANALYSIS SUPPLEMENTAL HISTORICAL ANALYSIS INDIVIDUAL INSPECTIONS ON-GOING DATA COLLECTION Paper atlases, property data, local lead plumbing code changes, historical service lateral cards, etc. Building permits (e.g., service upsizing), meter changeouts, historical service docs, etc. Homeowner outreach surveys and/or staff inspections. Start noting material at every chance available – water main replacements, meter replacements, building inspections, etc. NEXT STEP: LSLR PLAN A complete Material Inventory positions the City for a comprehensive LSLR plan Material Inventory LSLR Goal Rate LSLR Plan LSLR PLAN •Initial Plan due April 2024 •Updated Plans due annually until 2027 •Includes: •Material Inventory •Analysis of costs and financing options •Plan for prioritizing high-risk facilities •Schedule •Maps •Public Comment PURPOSE: The LSLR Plan lays out how the utility progresses towards 100% Non-Lead FUNDING IEPA STATE REVOLVING FUND (SRF) •Low-interest or principal forgiveness loans •Community submits Project Plan •Preparation, review, and approval process for a Project Plan can take up to a year An approved Project Plan positions a community for potential funding for the following 5 years INFRASTRUCTURE INVESTMENT & JOBS ACT ILLINOIS LSLR FUND POTENTIAL FUTURE FUNDING SOURCES •Up to $55 billion investment nationwide for LSLR •Most likely to be allocated through IEPA •Included under the new IL Act •Funding source to be determined in future MUNICIPAL POLICIES / ORDINANCES •A community may decide policy for how lead service line replacement costs will be handled RECOMMENDATIONS / NEXT STEPS START NOW Preparing now will ease transition to full compliance and position your community for success! INVENTORY ASSISTANCE Purpose: Identify all service line materials in preparation for future replacement work •Survey Questionnaire for Resident Data Request •Assist with Postcard to Residents •Setup & Manage Database •Surveys/Databases for City Staff Exterior & Interior Inspections IMMEDIATE CONSIDERATIONS •No Partial LSL Replacements Starting January 1st, 2021 •Begin Inventorying ASAP •If Inventorying Identifies Significant Number of Lead Service Lines: •Develop Policy for Handling LSLR Costs •Consider Preparing Project Plan for Funding Opportunities through IEPA Questions or Comments? 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 #7 Tracking Number PW 2022-37 Lake Michigan/DuPage Water Commission Preliminary Engineering Agreement Public Works Committee – May 17, 2022 Majority Approval Eric Dhuse Public Works Name Department Summary Approval of a preliminary engineering agreement with EEI for connection to Lake Michigan water through DuPage Water Commission (DWC). Background Lake Michigan water connection is an ongoing discussion, and this is the next step to continue to move forward to meet our target date of Lake Michigan water sometime in 2027. This proposed agreement will provide a more detailed analysis of the proposed improvements and cost estimates, as well as the necessary funding. In addition, a phasing and implementation plan will be developed to identify the schedule for planning, design, and construction of the various improvements and timeline for switching over to Lake Michigan water. A detailed breakdown of services is listed in attachment B of the proposed engineering agreement. This proposed agreement is a flat lump sum agreement for $153,958. This expense is in the approved FY 23 budget in the Water Sourcing DWC line item (51-510-60-00-6011) in the water fund. Recommendation Staff recommends approval of a preliminary engineering agreement with EEI for connection to Lake Michigan water. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: May 12, 2022 Subject: Lake Michigan Connection CIP: Preliminary Engineering Agreement Agreement for Professional Services United City of Yorkville, Kendall County, IL Lake Michigan Connection CIP: Preliminary 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: The Engineer shall furnish the necessary personnel, materials, equipment, and expertise to make the necessary investigations, analysis, and calculations along with exhibits, cost estimates, and narrative to complete all necessary engineering services to the City as indicated on the included Attachment B. Services to be provided include engineering services for the Lake Michigan Connection CIP: Preliminary Engineering as indicated on Attachment C. 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 Contractor shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to Contractor: Contractor 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 as Attachment C, which will be paid for as a lump sum in the amount of $153,958. 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, Contractor, on or before February 1st of every given year, shall provide written notice of any change in the rates specified in Attachment C hereof (or on any attachments hereto) and said changes shall only be effective on and after May 1st of that same year. E. Ownership of Records and Documents: Contractor agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. Contractor 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, Contractor agrees to return all such materials to the City. The City agrees not to modify any original documents produced by Contractor without contractor’s 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: Contractor 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 Contractor under this agreement shall be that of an independent contractor. Contractor 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). 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 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: Contractor 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 Contractor or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of Contractor 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 contractor 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 attached Exhibits. Except for those terms included on the Exhibits, 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 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 Attachments are as follows: Attachment A: Standard Terms and Conditions Attachment B: Scope of Services Attachment C: Estimated Level of Effort and Associated Cost Attachment D: Anticipated Project Schedule Attachment E: 2022 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 Contractor: City Administrator and City Clerk Engineering Enterprises, Inc. United City of Yorkville 52 Wheeler Road 800 Game Farm Road Sugar Grove, IL 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 ____________, 2022. United City of Yorkville: Engineering Enterprises, Inc.: _________________________________ ________________________________ John Purcell Bradley P. Sanderson, P.E. Mayor Chief Operating Officer / President _________________________________ ________________________________ Jori Behland Stephen Dennison, P.E. City Clerk Senior Project Manager / Principal Attachment A: 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 seven (7) 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. Payment of Invoices: Invoices are due and payable within 30 days of receipt unless otherwise agreed to in writing. 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. Attachment B: SCOPE OF SERVICES Introduction: The United City of Yorkville, along with its Waterlink partners (Villages of Montgomery and Oswego), have selected Lake Michigan as their long-term sustainable water source and intend to connect to the DuPage Water Commission (DWC). The Alternative Water Source Study (AWSS) Update recently completed included preliminary evaluation of the necessary improvements, proposed sites, and cost estimates and potential financing for the improvements for each of the supply alternatives. Now that the City has selected Lake Michigan-DWC, a more detailed analysis of the proposed improvements and cost estimates, as well as the necessary funding. Additionally, a phasing and implementation plan will be developed to identify the schedule for planning, design, and construction of the various improvements and timeline for switching over to Lake Michigan supply. The proposed work items for this project are as follows: PROJECT FACILITATION & PROJECT TEAM MEETINGS 0.1 Project Administration 0.2 Project Initiation Meeting (1 Online Meeting) 0.3 Progress Review Meetings with City Staff (2 Online Meetings) NEEDS ASSESSMENT AND SITE EVALUATIONS 1.1 Coordinate Data Collection and Complete Updated Needs Assessment 1.2 Complete Receiving Station/Ground Storage Tank Site Evaluations  Assumes Two (2) Previously Selected Sites – Raintree Village – WTP/EWST Site and Grande Reserve – WTP/EWST Site  Includes Topographic Surveys of Sites  Does Not Include New Geotechnical Field Testing of Sites 1.3 Evaluate DuPage Water Commission, Receiving Station Requirements 1.4 Develop Preliminary Site Concept Plans COST ESTIMATES, FUNDING EVALUATION, AND PHASING & IMPLEMENTATION PLAN (PIP) 2.1 Prepare Updated Cost Estimates for All Improvements 2.2 Evaluate Funding Alternatives  Includes (but Not Limited to) WIFIA and IEPA SRF Funding Options  Does Not Include Preparation of Funding Program Applications 2.3 Evaluate Water Rates  Financial Evaluation Limited to Impacts of Lake Michigan Connection o Assumes City Assistance to Provide Information and Analysis Related to Historic and Projected Water Expenses and Revenues (Non-Lake Michigan Connection Items)  Connection Fee and Rate Options for Three (3) Alternatives Maximum 2.4 Develop Phasing & Implementation Plan PRELIMINARY ENGINEERING – PROJECT PLAN REPORT 3.1 Prepare Draft Preliminary Engineering Report 3.2 City Council Presentation 3.3 Finalize Preliminary Engineering Report  Preliminary Engineering Report Will Satisfy IEPA SRF Requirements for a Project Plan, and Scope Includes Preparation and Submittal of Associated Project Plan Submittal Forms (Funding Nomination Form, O,M&R Certification, etc.) The following items are excluded from the above scope (included/to be included in separate contracts):  Illinois Department of Natural Resources (IDNR) Lake Michigan Allocation Application  Corrosion Control Study  Non-Revenue Water Reduction Plan Preparation  Funding Sources Applications  Land Acquisition Coordination The above scope summarizes the work items that will be completed for this contract. Additional work items, including additional meetings beyond the meetings defined in the above scope, shall be considered outside the scope of the base contract and will be billed in accordance with the Standard Schedule of Charges.  ATTACHMENT C: ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COSTPROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBERUnited City of YorkvilleYO2230-PPROJECT TITLEDATE PREPARED BYLake Michigan Connection-Preliminary EngineeringROLE PIC QA/QC SPM PE PE SPM CAD Tech Survey ADMINPERSON BPS JWF STD CRW AG MGS KKP JB DRARATE $223 $223 $216 $183 $154 $216 $139 $159 $70PROJECT FACILITATION & PROJECT TEAM MEETINGS0.1 Project Administration 8 8 16 32 6,440$ 0.2 Project Initiation Meeting (Online Meeting) 4 4 4 6 6 24 4,670$ 0.3 Progress Review Meetings with City Staff (2 Online Meetings) 6 8 8 8 12 42 8,162$ Project Facilitation & Project Team Meetings Subtotal: 18 12 20 30 18 - - - - 98 19,272$ NEEDS ASSESSMENT AND SITE EVALUATIONS1.1 Coordinate Data Collection and Complete Updated Needs Assessment 2 4 4 6 16 2,966$ 1.2 Complete Receiving Station/Ground Storage Tank Site Evaluations 1 4 8 16 32 61 11,095$ 1.3 Evaluate DuPage Water Commission, Receiving Station Requirements 1 2 4 8 8 23 4,229$ 1.4 Develop Preliminary Site Concept Plans 2 2 8 12 40 32 96 15,424$ Needs Assessment and Site Evaluations Subtotal: 6 4 20 32 54 16 32 32 - 196 33,714$ COST ESTIMATES, FUNDING EVALUATION, AND PHASING & IMPLEMENTATION PLAN (PIP)2.1 Prepare Updated Cost Estimates for All Improvements 4 2 8 16 32 62 10,922$ 2.2 Evaluate Funding Alternatives 8 8 16 24 24 80 15,112$ 2.3 Evaluate Water Rates 4 4 20 24 40 92 16,656$ 2.4 Develop Phasing & Implementation Plan 2 2 8 8 12 32 5,932$ Cost Estimates, Funding Evaluation, and PIP Subtotal: 18 16 52 72 108 - - - - 266 48,622$ PRELIMINARY ENGINEERING - PROJECT PLAN REPORT3.1 Prepare Draft Preliminary Engineering Report 2 8 24 56 4 2 96 15,886$ 3.2 City Council Presentation 4 4 4 12 24 4,844$ 3.3 Finalize Preliminary Engineering Report 2 4 4 8 16 2 36 6,270$ Preliminary Engineering - Project Plan Report Subtotal: 8 8 16 44 72 - 4 - 4 156 27,000$ 50 40 108 178 252 16 36 32 4 716 128,608 EEI STAFFLABOR SUMMARYBPS Bradley P. Sanderson, P.E.EEI Labor Expenses = 128,608$ JWF Jeffrey W. Freeman, P.E., CFM, LEED APTOTAL LABOR EXPENSES128,608$ STD Stephen T. Dennison, P.E.CRW Christopher R. Walton, P.E.DIRECT EXPENSESAG Ali Ghasemi, Ph.D, E.I.Printing/Scanning = 250$ MGS Mark G. Scheller, PLSMileage = 100$ KKP Kristopher K. PungJB Joshua BoatmanDIRECT EXPENSES = 350$ DRA Deborah R. AndersonSUBCONSULTANT EXPENSESStantec (WIFIA Funding) = 25,000$ SUBCONSULTANT EXPENSES =25,000$ TOTAL COSTS 153,958$ 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comPROJECT TOTAL:5/12/22 ALI/STDTASK NO.TASK DESCRIPTIONHOURS COST ATTACHMENT D: ESTIMATED SCHEDULECLIENT PROJECT NUMBERUnited City of YorkvilleYO2230-PPROJECT TITLEDATE PREPARED BYLake Michigan Connection-Preliminary EngineeringALI/STDJUNE JULYAUG SEPT OCT NOV DEC JAN FEB MARAPR MAYPROJECT FACILITATION & PROJECT TEAM MEETINGS0.1 Project Administration0.2 Project Initiation Meeting (Online Meeting)0.3 Progress Review Meetings with City Staff (2 Online Meetings)NEEDS ASSESSMENT AND SITE EVALUATIONS1.1 Coordinate Data Collection and Complete Updated Needs Assessment1.2 Complete Receiving Station/Ground Storage Tank Site Evaluations1.3 Evaluate DuPage Water Commission, Receiving Station Requirements1.4 Develop Preliminary Site Concept PlansCOST ESTIMATES, FUNDING EVALUATION, AND PHASING & IMPLEMENTATION PLAN (PIP)2.1 Prepare Updated Cost Estimates for All Improvements2.2 Evaluate Funding Alternatives2.3 Evaluate Water Rates2.4 Develop Phasing & Implementation PlanPRELIMINARY ENGINEERING - PROJECT PLAN REPORT3.1 Prepare Draft Preliminary Engineering Report3.2 City Council Presentation3.3 Finalize Preliminary Engineering Report 52 Wheeler Road Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comTASK NO.TASK DESCRIPTION5/12/222022 2023 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 #8 Tracking Number PW 2022-38 Bristol Ridge Road Phase III RFQ and Construction Engineering Agreement Public Works Committee – May 17, 2022 Majority Approval Eric Dhuse Public Works Name Department Summary Approval of a construction engineering agreement with EEI for Bristol Ridge Road improvements. Background This item was last discussed in April 2021 when the City Council approved a design engineering agreement for the Bristol Ridge Road resurfacing improvements. Since then, the project has been designed, and the construction engineering agreement is up for discussion at the May PW meeting. Accordingly, EEI has prepared an agreement for the City Council’s consideration. Since the project is funded through the Kane Kendall Council of Mayors, and is a 75%-25% cost sharing, there are specific rules in place as to the steps we must follow to obtain funding. The next step will be a letting of the project that is slated for some time in June, after this agreement is passed. This contract is included in the FY 23 budget. The attached construction engineering agreement contains an estimated $66,683 total value, which will be charged at hourly rates. Recommendation Staff recommends approval of a construction engineering agreement with EEI for the Bristol Ridge Road resurfacing improvements. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: May 12, 2022 Subject: Bristol Ridge Road Construction Engineering Agreement Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works Shanel Gayle, Purchasing Manager CC: Bart Olson, City Administrator Date: March 17, 2022 Subject: Bristol Ridge Road Resurfacing Project Summary Qualification Summary of the Bristol Ridge Road Resurfacing. Background On March 31, 2022, staff released a Request for Qualification seeking a qualified Consulting Engineering Firm for the Bristol Ridge Road Resurfacing project. The City currently anticipates construction for this project to start in late-summer 2022 and construction being completed by the end of October. Sealed qualifications were due on April 19, 2022, four (4) Consulting Engineering Firms submitted qualifications. On April 20, 2022, the Selection Committee, which included Eric Dhuse, Public Works Director, and Erin Willrett, Assistant City Administrator, began reviewing and evaluating qualifications in the categories of firm experience, staff capabilities, past performance, and local presence. The final results from the Selection Committee were due on May 4, 2022, and Engineering Enterprises, Inc., of Sugar Grove, IL received the highest score a 97.5 average out of 100. Name of Firm Total Engineering Enterprises, Inc. 97.5 Engineering Services Group, Inc. 78 Hutchison Engineering, Inc. 90 Thomas Engineering Group 83 Recommendations Staff recommends authorizing the agreement for the Consulting Engineering Firm for the Bristol Ridge Road Resurfacing project with Engineering Enterprises, Inc., of Sugar Grove, Illinois in an amount of $66,683.00. Attachments Exhibit A – Local Public Agency Engineering Services Agreement with Engineering Enterprises, Inc. Local Public Agency Engineering Services Agreement BLR 05530 (Rev. 08/05/21)Page 1 of 11Completed05/10/22 Using Federal Funds?Yes No Agreement For Federal CE Agreement Type Original LOCAL PUBLIC AGENCY Local Public Agency United City of Yorkville County Kendall Section Number 21-00052-00-RS Job Number C-93-002-23 Project Number AQ5Y(681) Contact Name Eric Dhuse Phone Number (630) 553-4370 Email edhuse@yorkville.il.us SECTION PROVISIONS Local Street/Road Name Bristol Ridge Road Length 0.71 Key Route FAU 1555 Add Location Structure Number N/A Remove Location Location Termini Kennedy Road to US Route 34 Project Description The project consists of hot-mix asphalt surface course removal, pavement patching, hot-mix asphalt binder course, hot-mix asphalt surface course, portland cement concrete sidewalk removal and replacement, combination concrete curb and gutter removal and replacement, structure adjustments, pavement markings, traffic control and all other work required to complete the project. Engineering Funding Anticipated Construction Funding MFT/TBPFederal State Other OtherStateMFT/TBPFederal Local Funds AGREEMENT FOR Phase III - Construction Engineering CONSULTANT Consultant (Firm) Name Engineering Enterprises, Inc. Contact Name Chris Ott Phone Number (630) 466-6757 Address 52 Wheeler Road City Sugar Grove State IL Zip Code 60554 Email cott@eeiweb.com Local Funds THIS AGREEMENT IS MADE between the above Local Public Agency (LPA) and Consultant (ENGINEER) and covers certain professional engineering services in connection with the improvement of the above SECTION. Project funding allotted to the LPA by the State of Illinois under the general supervision of the State Department of Transportation, hereinafter called the "DEPARTMENT," will be used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS. Since the services contemplated under the AGREEMENT are professional in nature, it is understood that the ENGINEER, acting as an individual, partnership, firm or legal entity, qualifies for professional status and will be governed by professional ethics in its relationship to the LPA and the DEPARTMENT. The LPA acknowledges the professional and ethical status of the ENGINEER by entering into an AGREEMENT on the basis of its qualifications and experience and determining its compensation by mutually satisfactory negotiations. WHEREVER IN THIS AGREEMENT or attached exhibits the following terms are used, they shall be interpreted to mean: Regional Engineer Deputy Director, Office of Highways Project Implementation, Regional Engineer, Department of Transportation Resident Construction Supervisor Authorized representative of the LPA in immediate charge of the engineering details of the construction PROJECT In Responsible Charge A full time LPA employee authorized to administer inherently governmental PROJECT activities BLR 05530 (Rev. 08/05/21)Page 2 of 11Completed05/10/22 Contractor Company or Companies to which the construction contract was awarded AGREEMENT EXHIBITS The following EXHIBITS are attached hereto and made a part of hereof this AGREEMENT: EXHIBIT A: Scope of Services EXHIBIT B: Project Schedule EXHIBIT C: Direct Costs Check Sheet EXHIBIT E: Cost Plus Fixed Fee Cost Estimate of Consultant Services Worksheet (BLR 05513 or BLR 05514 ) EXHIBIT D: Qualification Based Selection (QBS) Checklist Exhibit F: Location Map Exhibit G: Rubino Proposal I. THE ENGINEER AGREES, 1. To perform or be responsible for the performance of the Scope of Services presented in EXHIBIT A for the LPA in connection with the proposed improvements herein before described. 2. The Classifications of the employees used in the work shall be consistent with the employee classifications and estimated staff hours. If higher-salaried personnel of the firm, including the Principal Engineer, perform services that are to be performed by lesser-salaried personnel, the wage rate billed for such services shall be commensurate with the payroll rate for the work performed. 3. That the ENGINEER shall be responsible for the accuracy of the work and shall promptly make necessary revisions or corrections required as a result of the ENGINEER'S error, omissions or negligent acts without additional compensation. Acceptance of work by the LPA or DEPARTMENT will not relieve the ENGINEER of the responsibility to make subsequent correction of any such errors or omissions or the responsibility for clarifying ambiguities. 4. That the ENGINEER will comply with applicable Federal laws and regulations, State of Illinois Statutes, and the local laws or ordinances of the LPA. 5. To pay its subconsultants for satisfactory performance no later than 30 days from receipt of each payment from the LPA. 6. To invoice the LPA for Preliminary and/or Design Engineering: The ENGINEER shall submit all invoices to the LPA within three months of the completion of the work called for in the AGREEMENT or any subsequent Amendment or Supplement. 7. To submit a completed BLR 05613, Engineering Payment Report, to the DEPARTMENT within three months of the completion of the work called for in this AGREEMENT or any subsequent Amendment or Supplement. The form shall be submitted with the final invoice. 8. The ENGINEER or subconsultant shall not discriminate on the basis of race, color, national origin or sex in the performance of this AGREEMENT. The ENGINEER shall carry out applicable requirements of 49 CFR part 26 in the administration of US Department of Transportation (US DOT) assisted contract. Failure by the Engineer to carry out these requirements is a material breach of this AGREEMENT, which may result in the termination of this AGREEMENT or such other remedy as the LPA deems appropriate. 9. That none of the services to be furnished by the ENGINEER shall be sublet assigned or transferred to any other party or parties without written consent of the LPA. The consent to sublet, assign or otherwise transfer any portion of the services to be furnished by the ENGINEER shall be construed to relieve the ENGINEER of any responsibility for the fulfillment of this AGREEMENT. 10. For Construction Engineering Contracts: (a) The ENGINEER shall be prequalified with the STATE in Construction Inspection. All employees of the ENGINEER serving as the onsite resident construction supervisor or providing construction inspection shall have a valid Documentation of Contract Quantities certification. (b) For all projects where testing is required, the ENGINEER shall obtain samples according to the STATE Bureau of Materials. "Manual of Test Procedures for Materials," submit STATE Bureau of Materials inspection reports; and verify compliance with contract specifications. 11. That the engineering services shall include all equipment, instruments, supplies, transportation and personnel required to perform the duties of the ENGINEER in connection with this AGREEMENT See Exhibit C). II. THE LPA AGREES, BLR 05530 (Rev. 08/05/21)Page 3 of 11Completed05/10/22 1. To certify by execution of this AGREEMENT that the selection of the ENGINEER was performed in accordance with the following: (a) Professional Services Selection Act (50 ILCS 510), The Brooks Act (40 USC 11), and the Procurement, Management, and Administration of Engineering, and Design Related Services (23 CFR part 172). Exhibit D is required to be completed with this AGREEMENT. 2. To furnish the ENGINEER all presently available survey data, plans, specifications, and project information. 3. For Construction Engineering Contracts: (a) To furnish a full time LPA employee to be In Responsible Charge authorized to administer inherently governmental PROJECT activities. (b) To submit approved forms BC 775 and BC 776 to the DEPARTMENT when federal funds are utilized. 4. To pay the ENGINEER: Specific Rate Cost plus Fixed Fee:Fixed (Maximum Fee $40,000) (For federal funds the lump sum shall be developed using Cost Plus Fixed Fee Formula.)Lump Sum Total Compensation = DL + DC + OH + FF Where: DL is the total Direct Labor, DC is the total Direct Cost, OH is the firm's overhead rate applied to their DL and FF is the Fixed Fee. Where FF = (0.33 + R) DL + %SubDL, where R is the advertised Complexity Factor and %SubDL is 10% profit allowed on the direct labor of the subconsultants. The Fixed Fee cannot exceed 15% of the DL + OH. Field Office Overhead Rates: Field rates must be used for construction engineering projects expected to exceed one year in duration or if the construction engineering contract exceeds $1,000,000 for any project duration. 6. The recipient shall not discriminate on the basis of race, color, national original or sex in the award and performance of any US DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of US DOT-assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by US DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as violation of this AGREEMENT. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C 3801 et seq.). 7. To certify by execution of the AGREEMENT that the selection of the ENGINEER was performed n accordance with the Local Government Professional Services Selection Act 50 ILCS 510, the Brooks Act 40 USC 11, and Procurement, Management, and Administration of Engineering and Design related Services (23 CRF part 172). Exhibit C is required to be completed with this agreement. (a) For progressive payments - Upon receipt of monthly invoices from the ENGINEER and the approval thereof by the LPA, monthly payments for the work performed shall be due and payable to the ENGINEER, such payments to be equal to the value of the partially completed work minus all previous partial payments made to the ENGINEER. (b) Final Payment - Upon approval of the work by the LPA but not later than 60 days after the work is completed and reports have been made and accepted by LPA and DEPARTMENT, a sum of money equal to the basic fee as determined in this AGREEMENT less the total of the amount of partial payments previously paid to the ENGINEER shall be due and payable to the ENGINEER. 5. To pay the ENGINEER as compensation for all services rendered in accordance with the AGREEMENT on the basis of the following compensation method as discussed in 5-5.10 of the BLR Manual. Method of Compensation: 1. No work shall be commenced by the ENGINEER prior to issuance by the IDOT of a written Notice to Proceed. 2. To maintain, for a minimum of 3 years after the completion of the contract, adequate books, records and supporting documents to verify the amount, recipients and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records and supporting documents related to the contract shall be available for review and audit by the Auditor General, and the DEPARTMENT, the Federal Highways Administration (FHWA) or any authorized representative of the federal government, and to provide full access to all relevant materials. Failure to maintain the books, records and supporting documents required by this section shall establish a presumption in favor of the DEPARTMENT for the recovery of any funds paid by the DEPARTMENT under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement. 3. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER's work and shall indemnify and save harmless the LPA, the DEPARMTENT, and their officers, agents, and employees from all suits, claims, actions or damage liabilities, costs or damages of any nature whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy. III. IT IS MUTUALLY AGREED, BLR 05530 (Rev. 08/05/21)Page 4 of 11Completed05/10/22 The LPA will notify the ENGINEER of any error or omission believed by the LPA to be caused by the negligence of the ENGINEER as soon as practicable after the discovery. The LPA reserves the right to take immediate action to remedy any error or omission if notification is not successful; if the ENGINEER fails to reply to a notification; or if the conditions created by the error or omission are in need of urgent correction to avoid accumulation of additional construction costs or damages to property and reasonable notice is not practicable. 4. This AGREEMENT may be terminated by the LPA upon giving notice in writing to the ENGINEER at the ENGINEER's last known post office address. Upon such termination, the ENGINEER shall cause to be delivered to the LPA all drawings, plats, surveys, reports, permits, agreements, soils and foundation analysis, provisions, specifications, partial and completed estimates and data, if any from soil survey and subsurface investigation with the understanding that all such material becomes the property of the LPA. The LPA will be responsible for reimbursement of all eligible expenses incurred under the terms of this AGREEMENT up to the date of the written notice of termination. 5. In the event that the DEPARMENT stops payment to the LPA, the LPA may suspend work on the project. If this agreement is suspended by the LPA for more than thirty (30) calendar days, consecutive or in aggregate, over the term of this AGREEMENT, the ENGINEER shall be compensated for all services performed and reimbursable expenses incurred as a result of the suspension and resumption of its services, and the ENGINEER's schedule and fees for the remainder of the project shall be equitably adjusted. 6. This AGREEMENT shall continue as an open contract and the obligations created herein shall remain in full force and effect until the completion of construction of any phase of professional services performed by others based upon the service provided herein. All obligations of the ENGINEER accepted under this AGREEMENT shall cease if construction or subsequent professional services are not commenced within 5 years after final payment by the LPA. 7. That the ENGINEER shall be responsible for any and all damages to property or persons arising out of an error, omission and/or negligent act in the prosecution of the ENGINEER's work and shall indemnify and have harmless the LPA, the DEPARTMENT, and their officers, employees from all suits, claims, actions or damages liabilities, costs or damages of any nature whatsoever resulting there from. These indemnities shall not be limited by the listing of any insurance policy. 8. The ENGINEER and LPA certify that their respective firm or agency: (a) has not employed or retained for commission, percentage, brokerage, contingent fee or other considerations, any firm or person (other than a bona fide employee working solely for the LPA or the ENGINEER) to solicit or secure this AGREEMENT, (b) has not agreed, as an express or implied condition for obtaining this AGREEMENT, to employ or retain the services of any firm or person in connection with carrying out the AGREEMENT or (c) has not paid, or agreed to pay any firm, organization or person (other than a bona fide employee working solely for the LPA or the ENGINEER) any fee, contribution, donation or consideration of any kind for, or in connection with, procuring or carrying out the AGREEMENT. (d) that neither the ENGINEER nor the LPA is/are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency, (e) has not within a three-year period preceding the AGREEMENT been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or local) transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property, (f) are not presently indicated for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (e) and (g) has not within a three-year period preceding this AGREEMENT had one or more public transaction (Federal, State or local) terminated for cause or default. Where the ENGINEER or LPA is unable to certify to any of the above statements in this certification, an explanation shall be attached to this AGREEMENT. 9. In the event of delays due to unforeseeable causes beyond the control of and without fault or negligence of the ENGINEER no claim for damages shall be made by either party. Termination of the AGREEMENT or adjustment of the fee for the remaining services may be requested by either party if the overall delay from the unforeseen causes prevents completion of the work within six months after the specified completion date. Examples of unforeseen causes include but are not limited to: acts of God or a public enemy; act of the LPA, DEPARTMENT, or other approving party not resulting from the ENGINEER's unacceptable services; fire; strikes; and floods. If delays occur due to any cause preventing compliance with the PROJECT SCHEDULE, the ENGINEER shall apply in writing to the LPA for an extension of time. If approved, the PROJECT SCHEDULE shall be revised accordingly. 10. This certification is required by the Drug Free Workplace Act (30 ILCS 580). The Drug Free Workplace Act requires that no grantee or contractor shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property or service from the DEPARTMENT unless that grantee or contractor will provide a drug free workplace. False certification or violation of the certification may result in sanctions including, but not limited or suspension of contract on grant payments, termination of a contract or grant and debarment of the contracting or grant opportunities with the DEPARTMENT for at least one (1) year but not more than (5) years. For the purpose of this certification, "grantee" or "Contractor" means a corporation, partnership or an entity with twenty-five (25) or more employees at the time of issuing the grant or a department, division or other unit thereof, directly responsible for the specific performance under contract or grant of $5,000 or more from the DEPARTMENT, as defined the Act. BLR 05530 (Rev. 08/05/21)Page 5 of 11Completed05/10/22 The contractor/grantee certifies and agrees that it will provide a drug free workplace by: (a) Publishing a statement: (1) Notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance, including cannabis, is prohibited in the grantee's or contractor's workplace. (2) Specifying actions that will be taken against employees for violations of such prohibition. (3) Notifying the employee that, as a condition of employment on such contract or grant, the employee will: (a) abide by the terms of the statement; and (b) notify the employer of any criminal drug statue conviction for a violation occurring in the workplace no later than (5) days after such conviction. (b) Establishing a drug free awareness program to inform employees about: (1) The dangers of drug abuse in the workplace; (2) The grantee's or contractor's policy to maintain a drug free workplace; (3) Any available drug counseling, rehabilitation and employee assistance program; and (4) The penalties that may be imposed upon an employee for drug violations. (c) Providing a copy of the statement required by subparagraph (a) to each employee engaged in the performance of the contract or grant and to post the statement in a prominent place in the workplace. (d) Notifying the contracting, or granting agency within ten (10) days after receiving notice under part (b) of paragraph (3) of subsection (a) above from an employee or otherwise, receiving actual notice of such conviction. (e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program. (f) Assisting employees in selecting a course of action in the event drug counseling, treatment and rehabilitation is required and indicating that a trained referral team is in place. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act, the ENGINEER, LPA and the Department agree to meet the PROJECT SCHEDULE outlined in EXHIBIT B. Time is of the essence on this project and the ENGINEER's ability to meet the PROJECT SCHEDULE will be a factor in the LPA selecting the ENGINEER for future project. The ENGINEER will submit progress reports with each invoice showing work that was completed during the last reporting period and work they expect to accomplish during the following period. 11. Due to the physical location of the project, certain work classifications may be subject to the Prevailing Wage Act (820 ILCS 130/0.01 et seq.). 12. For Construction Engineering Contracts: (a) That all services are to be furnished as required by construction progress and as determined by the LPA employee In Responsible Charge. The ENGINEER shall complete all services herein within a time considered reasonable to the LPA, after the CONTRACTOR has completed the construction contract. (b) That all field notes, test records and reports shall be turned over to and become the property of the LPA and that during the performance of the engineering services herein provided for, the ENGINEER shall be responsible for any loss or damage to the documents herein enumerated while they are in the ENGINEER's possession and any such loss or damage shall be restored at the ENGINEER's expense. (c) That any difference between the ENGINEER and the LPA concerning the interpretation of the provisions of this AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the ENGINEER, one member appointed by the LPA, and a third member appointed by the two other members for disposition and that the committee's decision shall be final. (d) That in the event that engineering and inspection services to be furnished and performed by the LPA (including personnel furnished by the ENGINEER) shall, in the opinion of the STATE be incompetent employed on such work at the expense of the LPA. (e) Inspection of all materials when inspection is not provided by the sources by the STATE Central Bureau of Materials, and submit inspection reports to the LPA and STATE in accordance with the STATE Central Bureau of Materials "Project Procedures Guide" and the policies of the STATE. AGREEMENT SUMMARY Prime Consultant TIN/FEIN/SS Number Agreement Amount Engineering Enterprises, Inc.36-3150869 $59,434.00 Subconsultants TIN/FEIN/SS Number Agreement Amount -Rubino Engineering, Inc.80-0450719 $7,249.00 Subconsultant Total $7,249.00 Prime Consultant Total $59,434.00 Total for all work $66,683.00 Add Subconsultants BLR 05530 (Rev. 08/05/21)Page 6 of 11Completed05/10/22 AGREEMENT SIGNATURES Local Public Agency Type City Name of Local Public Agency Yorkville Local Public Agency Type City Clerk (SEAL) Title Mayor Attest: The of Name of Local Public Agency Yorkville Executed by the ENGINEER: Consultant (Firm) Name Engineering Enterprises, Inc. Title Chief Operating Officer/President Attest: Title Project Manager By (Signature & Date)By (Signature & Date) By (Signature & Date)By (Signature & Date) BLR 05530 (Rev. 08/05/21)Page 7 of 11Completed05/10/22 Section Number 21-00052-00-RS County Kendall Local Public Agency United City of Yorkville EXHIBIT A SCOPE OF SERVICES To perform or be responsible for the performance of the engineering services for the LPA, in connection with the PROJECT herein before described and enumerated below Attend Pre-Construction Meeting Review Contractors Proposed Construction Schedule Set up field books, quantity books, diary, job box and all other forms of proper project documentation, including Prepare a project contact list Provide resident engineering for on-site observation Keep inspectors daily reports and quantity book records up to date Maintain orderly files of all relevant project documents Perform quantity measurements to prepare pay estimates and change orders for City & IDOT approval Provide liaison functions related to the coordination of contractors, utilities, developers, other agencies and Monitor adherence to project specifications Maintain daily contact with the Contractor to monitor schedule Maintain daily contact with City and IDOT Gather material inspection and coordinate any required testing on behalf of the City Provide guidance to the contractor when questions arise during construction Provide construction layout Provide information to residents as required Perform punch list inspections and provide follow up inspections and recommend acceptance when appropriate Communicate activities with City weekly or as required based on on-site activities Complete job box and conduct all audits with IDOT Complete required pay estimates and change orders to complete the project Prepare necessary IDOT closeout paperwork BLR 05530 (Rev. 08/05/21)Page 8 of 11Completed05/10/22 Section Number 21-00052-00-RS County Kendall Local Public Agency United City of Yorkville EXHIBIT B PROJECT SCHEDULE 1. Target Letting: 6/17/2022 2. Pre-Construction Meeting: 8/5/2022 3. Start of Construction: 8/22/2022 4. End of Construction: 9/30/2022 5. Project Closeout: 7/28/2023 BLR 05530 (Rev. 08/05/21)Page 9 of 11 Section Number 21-00052-00-RS County Kendall Local Public Agency United City of Yorkville Completed05/10/22 Exhibit C Direct Costs Check Sheet List ALL direct costs required for this project. Those not listed on the form will not be eligible for reimbursement by the LPA on this project. Item Allowable Quantity Contract Rate Total Lodging (per GOVERNOR'S TRAVEL CONTROL BOARD) Actual cost (Up to state rate maximum) Lodging Taxes and Fees (per GOVERNOR'S TRAVEL CONTROL BOARD) Actual Cost Air Fare Coach rate, actual cost, requires minimum two weeks' notice, with prior IDOT approval Vehicle Mileage (per GOVERNOR'S TRAVEL CONTROL BOARD) Up to state rate maximum Vehicle Owned or Leased $32.50/half day (4 hours or less) or $65/full day 30 $65.00 $1,950.00 Vehicle Rental Actual cost (Up to $55/day) Tolls Actual cost Parking Actual cost Overtime Premium portion (Submit supporting documentation) Shift Differential Actual cost (Based on firm's policy) Overnight Delivery/Postage/Courier Service Actual cost (Submit supporting documentation) Copies of Deliverables/Mylars (In-house)Actual cost (Submit supporting documentation) Copies of Deliverables/Mylars (Outside)Actual cost (Submit supporting documentation) Project Specific Insurance Actual Cost Monuments (Permanent)Actual Cost Photo Processing Actual Cost 2-Way Radio (Survey or Phase III Only)Actual Cost Telephone Usage (Traffic System Monitoring Only)Actual Cost CADD Actual cost (Max $15/hour) Web Site Actual cost (Submit supporting documentation) Advertisements Actual cost (Submit supporting documentation) Public Meeting Facility Rental Actual cost (Submit supporting documentation) Public Meeting Exhibits/Renderings & Equipment Actual cost (Submit supporting documentation) Recording Fees Actual Cost Transcriptions (specific to project)Actual Cost Courthouse Fees Actual Cost Storm Sewer Cleaning and Televising Actual cost (Requires 2-3 quotes with IDOT approval) Traffic Control and Protection Actual cost (Requires 2-3 quotes with IDOT approval) Aerial Photography and Mapping Actual cost (Requires 2-3 quotes with IDOT approval) Utility Exploratory Trenching Actual cost (Requires 2-3 quotes with IDOT approval) Testing of Soil Samples Actual Cost Lab Services Actual Cost (Provide breakdown of each cost) Equipment and/or Specialized Equipment Rental Actual Cost (Requires 2-3 quotes with IDOT approval) Total Direct Costs $1,950.00 BLR 05530 (Rev. 08/05/21)Page 10 of 11 Section Number 21-00052-00-RS County Kendall Local Public Agency United City of Yorkville Completed05/10/22 Exhibit D Qualification Based Selection (QBS) Checklist The LPA must complete Exhibit D. If the value meets or will exceed the threshold in 50 ILCS 510, QBS requirements must be followed. Under the threshold, QBS requirements do not apply. The threshold is adjusted annually. If the value is under the threshold with federal funds being used, federal small purchase guidelines must be followed. Form Not Applicable (engineering services less than the threshold) Items 1-13 are required when using federal funds and QBS process is applicable. Items 14-16 are required when using State funds and the QBS process is applicable. No Yes 1 Do the written QBS policies and procedures discuss the initial administration (procurement, management and administration) concerning engineering and design related consultant services? 2 Do the written QBS policies and procedures follow the requirements as outlined in Section 5-5 and specifically Section 5-5.06 (e) of the BLRS Manual? 3 Was the scope of services for this project clearly defined? 4 Was public notice given for this project? If yes Due date of submittal 04/19/22 Method(s) used for advertisement and dates of advertisement Website & Aurora Beacon News (3/31/2022) 5 Do the written QBS policies and procedures cover conflicts of interest? 6 Do the written QBS policies and procedures use covered methods of verification for suspension and debarment? 7 Do the written QBS policies and procedures discuss the methods of evaluation? Project Criteria Weighting -Firm Experience 30% -Staff Capabilities 30% -Past Performance 30% -Local Presence 10% Add 8 Do the written QBS policies and procedures discuss the method of selection? Selection committee (titles) for this project Eric Dhuse (Public Works Director), Shanel Gayle (Purchasing Manager), Erin Willrett (Assistant City Administrator) Top three consultants ranked for this project in order 1 Engineering Enterprises, Inc. 2 3 9 Was an estimated cost of engineering for this project developed in-house prior to contract negotiation? 10 Were negotiations for this project performed in accordance with federal requirements. 11 Were acceptable costs for this project verified? 12 Do the written QBS policies and procedures cover review and approving for payment, before forwarding the request for reimbursement to IDOT for further review and approval? 13 Do the written QBS policies and procedures cover ongoing and finalizing administration of the project (monitoring, evaluation, closing-out a contract, records retention, responsibility, remedies to violations or breaches to a contract, and resolution of disputes)? 14 QBS according to State requirements used? 15 Existing relationship used in lieu of QBS process? BLR 05530 (Rev. 08/05/21)Page 11 of 11 Section Number 21-00052-00-RS County Kendall Local Public Agency United City of Yorkville Completed05/10/22 16 LPA is a home rule community (Exempt from QBS). Local Public Agency County Section NumberConsultant (Firm) Name Prepared By DateCONTRACT TERM 15 MONTHS OVERHEAD RATE 192.72%START DATE 7/1/2022 COMPLEXITY FACTOR 0RAISE DATE 2/28/2023 % OF RAISE 2.00%END DATE9/30/2023Year First Date Last Date Months% of Contract0 7/1/2022 2/28/2023 8 53.33%1 3/1/2023 9/30/2023 7 47.60%The total escalation =0.93%ESCALATION PER YEARPAYROLL ESCALATION TABLEEXHIBIT ECOST ESTIMATE OF CONSULTANT SERVICES WORKSHEETFIXED RAISEUnited City of Yorkville Kendall 21-00052-00-RSEngineering Enterprises, Inc. Christopher J. Ott 5/10/2022Printed 5/10/2022 4:45 PM Page 1 of 6BLR 05514 (Rev. 04/30/21)Payroll Escalation Local Public Agency County Section Number United City of Yorkville 21-00052-00-RS MAXIMUM PAYROLL RATE 78.00 ESCALATION FACTOR 0.93% IDOT CLASSIFICATION PAYROLL RATES CALCULATED RATE ON FILE E-4 Senior Principal $88.92 $78.00 E-3 Principal $71.21 $71.87 E-2 Senior Project Manager $65.10 $65.71 E-1 Project Manager $52.76 $53.25 P-6 Sr. Project Engineer/Planner/Surveyor II $45.03 $45.45 P-4 Project Engineer/Planner/Surveyor $34.23 $34.55 T-6 Sr. Project Technician II $46.76 $47.20 T-5 Sr. Project Technician I $41.85 $42.24 T-4 Project Technician $36.75 $37.09 T-3 Senior Technician $28.07 $28.33 T-2 Technician $24.04 $24.26 I-1 Engineering/Land Surveying Intern $18.00 $18.17 A-3 Administrative Assistant $33.03 $33.34 Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise PAYROLL RATES Kendall Printed 5/10/2022 4:45 PM Page 2 of 6 BLR 05514 (Rev. 04/30/21) Payroll Rates Local Public Agency County Section Number United City of Yorkville Kendall 21-00052-00-RS NAME Direct Labor Total Contribution to Prime Consultant Total 0.00 0.00 SUBCONSULTANTS Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise Printed 5/10/2022 4:45 PM Page 3 of 6 BLR 05514 (Rev. 04/30/21) Subconsultants Local Public Agency County Section NumberOVERHEAD RATE 192.72% 0TASK STAFF HOURS PAYROLLOVERHEAD & FRINGE BENEFITSDIRECT COSTS FIXED FEESERVICES BY OTHERSTOTAL% OF GRAND TOTALProject Management and Administration 36 2,116 4,077 698 6,891 10.33%Project Startup and Closeout 90 3,545 6,833 1,170 11,548 17.32%Construction Layout 10 383 738 126 1,247 1.87%Construction Inspection and Documenation 268 9,409 18,133 1,950 3,105 32,597 48.88%Preparation of Project Pay Estimates 46 1,950 3,759 644 6,353 9.53%Material Testing 6 245 472 81 7,249 8,047 12.07%- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Subconsultant DL0 - TOTALS456 17,648 34,012 1,950 5,824 7,249 66,683 100.00%51,660COMPLEXITY FACTORUnited City of Yorkville Kendall 21-00052-00-RSExhibit E Cost Estimate of Consultant Services Worksheet Fixed RaiseCOST ESTIMATE WORKSHEETPrinted 5/10/2022 4:45 PM Page 4 of 6BLR 05514 (Rev. 04/30/21)Cost Estimate Worksheet Local Public Agency County Section NumberAVERAGE HOURLY PROJECT RATESSHEET 1OF2PAYROLLAVG TOTAL PROJ. RATESHOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % WgtdCLASSIFICATIONRATES Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg Part. AvgE-4 Senior Principal 78.00 8.0 1.75% 1.37 4 11.11% 8.67 2 2.22% 1.73 2 4.35% 3.39E-3 Principal 71.87 0.0 E-2 Senior Project Manager 65.71 16.0 3.51% 2.31 8 22.22% 14.60 4 4.44% 2.92 4 8.70% 5.71E-1 Project Manager 53.25 56.0 12.28% 6.54 24 66.67% 35.50 12 13.33% 7.10 2 20.00% 10.65 8 2.99% 1.59 8 17.39% 9.26P-6 Sr. Project Engineer/Planner/Surveyor II 45.45 0.0 P-4 Project Engineer/Planner/Surveyor 34.55 376.0 82.46% 28.49 72 80.00% 27.64 8 80.00% 27.64 260 97.01% 33.52 32 69.57% 24.03T-6 Sr. Project Technician II 47.20 0.0 T-5 Sr. Project Technician I 42.24 0.0 T-4 Project Technician 37.09 0.0 T-3 Senior Technician 28.33 0.0 T-2 Technician 24.26 0.0 I-1 Engineering/Land Surveying Intern 18.17 0.0 A-3 Administrative Assistant 33.34 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 TOTALS456.0 100% $38.70 36.0 100.00% $58.77 90.0 100% $39.39 10.0 100% $38.29 268.0 100% $35.11 46.0 100% $42.40Exhibit E Cost Estimate of Consultants Services Worksheet Fixed Raise21-00052-00-RSKendallUnited City of YorkvilleProject Management and AdministrationProject Startup and Closeout Construction LayoutConstruction Inspection and DocumenationPreparation of Project Pay EstimatesPrinted 5/10/2022 4:45 PM Page 5 of 6BLR 05514 (Rev. 04/30/21) Avg Hourly 1 Local Public Agency County Section NumberAVERAGE HOURLY PROJECT RATESSHEET 2 OF 2PAYROLLAVGHOURLY Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % Wgtd Hours % WgtdCLASSIFICATIONRATES Part. Avg Part. Avg Part. Avg Part. Avg Part. Avg Part. AvgE-4 Senior Principal 78.00 E-3 Principal 71.87 E-2 Senior Project Manager 65.71 E-1 Project Manager 53.25 2 33.33% 17.75 P-6 Sr. Project Engineer/Planner/Surveyor II 45.45 P-4 Project Engineer/Planner/Surveyor 34.55 4 66.67% 23.03 T-6 Sr. Project Technician II 47.20 T-5 Sr. Project Technician I 42.24 T-4 Project Technician 37.09 T-3 Senior Technician 28.33 T-2 Technician 24.26 I-1 Engineering/Land Surveying Intern 18.17 A-3 Administrative Assistant 33.34 TOTALS6.0 100% $40.78 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00 0.0 0% $0.00Exhibit E Cost Estimate of Consultant Services Worksheet Fixed RaiseKendall 21-00052-00-RSUnited City of Yorkville Material Testing Printed 5/10/2022 4:45 PM Page 6 of 6BLR 05514 (Rev. 04/30/21)Avg Hourly 2 Madden CtHobbs Ct PROPOSAL 425 Shepard Drive -- May 10, 2022 To: Chris Ott Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, IL 60554 D: 630-466-6757 C:630-742-2051 Re:Testing Services Bristol Ridge Road Resurfacing Section: 21-00052-00-RS IDOT Contract: 87786 Yorkville, IL Proposal No. Q22.220 Via email: cott@eeiweb.com Dear Mr. Ott, Rubino Engineering, Inc. is pleased to submit the following proposal to provide QA and construction material testing and inspection services for the above referenced project. PROJECT UNDERSTANDING Rubino Engineering, Inc. received material quantities from you via email on May 6, 2022 and the following outlines our understanding of the requested scope of services: BITUMINOUS PAVING AND EXTERIOR CONCRETE QA Field testing of uncured concrete – Slump, air, temperature, and casting of cylinders QA Laboratory testing of cured concrete – Strength QA Field testing of hot mix asphalt (HMA) – Density by the nuclear method QA Laboratory testing of HMA – Bulk SG, Max SG, and Loss on Ignition Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 2 of 7 Re-inspection for failed tests Work areas not ready for inspection at the time scheduled Delays by the contractor Cancellations Overtime Any services not described and listed above Rubino Engineering, Inc. proposes to provide experienced, technical personnel to perform the requested testing in general accordance with the client-provided project specifications. If any of the above information is incorrect, please notify us or change it on the signed copy of the proposal. FEES The work will be accomplished on a cost plus fixed fee basis and will be performed pursuant to the attached General Conditions. Copies of our IDOT BLR Forms 05514 and BDE 436 as well as Rubino’s General Conditions are enclosed herewith and incorporated into this proposal. Rubino Engineering, Inc.’s fees will be determined by the actual amount of technical time expended for this project and the amount of laboratory testing performed by the client’s request. Rubino Engineering, Inc. will proceed with the planned work only after receiving a signed copy of this proposal. Please complete the attached Project Data Sheet before returning the proposal to enable your file to be properly established. PROJECT SCHEDULING Item Description Type Quantity Unit Concrete Sidewalks, 5 inch PCC 555 SF 1 6 4 1 1 CC&G PCC 188 FT 1 6 4 1 1 HMA Binder Course, IL-9.5, N50 QC/QA and QCP HMA 1205 TON 1 1 1 1 10 3 1 1 HMA Surface Course, IL-9.5, N50 QC/QA and QCP HMA 1205 TON 1 1 1 1 10 3 1 1 Class D Patches, Various Types HMA 856 SY 2 8 2 2 8 12 2 2 2 36 10 4 4 Please book testing services prior to 4pm the day before testing is needed via our website: --testing The office and field project manager will be notified, and you will receive a confirmation email and possibly a follow up phone call or email for additional project information. Changes to the schedule or cancellations: scheduling@rubinoeng.com Please call the office with any questions or changes to the schedule between 8am to 4pm. Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 3 of 7 CLOSING Rubino appreciates the opportunity to offer our services for this project and we look forward to working with your company. Please contact me with questions pertaining to this proposal or requests for additional services. Respectfully submitted, RUBINO ENGINEERING, INC. Michelle A. Lipinski, PE President michelle.lipinski@rubinoeng.com RUBINO ENGINEERING,INC.IS: AN AASHTO-ACCREDITED LABORATORY IDOTPREQUALIFIED IDOTDBE-CERTIFIED WOMAN-OWNED Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 4 of 7 AUTHORIZATION AND PROPOSAL ACCEPTANCE If this proposal is acceptable to you, Rubino Engineering, Inc. will perform the work in accordance with the attached General Conditions that are incorporated into and made a part of this proposal. Please sign below as notice to proceed and return one copy of this proposal intact to our office. We will proceed with the work upon receipt of signed authorization. AGREED TO, THIS _________ DAY OF _____________________ __. BY (please print):___________________________________________________ TITLE:___________________________________________________ COMPANY: ___________________________________________________ SIGNATURE: ___________________________________________________ PROJECT INFORMATION: 1. Project Name: _____________________________________________________________ 2. Project Location: ___________________________________________________________ 3. Your Job No: _____________________ Purchase Order No.: ____________________ 4. Project Manager: _______________________ Telephone No.: ____________________ 5. Site Contact: ___________________________ Telephone No.: ____________________ 6. Number and Distribution of Reports: ( ) Copies To: _________________________ ( ) Copies To: ____________________ Attn: ________________________________ Attn: ____________________________ ______________________________ __________________________ ( ) Copies To: _________________________ ( ) Copies To: ____________________ Attn: ________________________________ Attn: ____________________________ ______________________________ __________________________ 7. Invoicing Address: _________________________________________________________ ________________________________________________________ ________________________________________________________ Attn: ____________________________________________________ __________________________________________________ 8. Other Pertinent Information Or Previous Subsurface Information Available: ________________________________________________________________________ ________________________________________________________________________ Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 5 of 7 FEE REMARKS 1) All fees and services are provided in accordance with the attached Rubino Engineering, Inc. General Conditions. 2) Unit prices/rates are in effect for 6 months from the date of this proposal and are subject to change without notice thereafter if not noted above. 3) Overtime rates are applicable for services performed in excess of 8 hours per day Monday through Friday, before 7:00 AM or after 3:00 PM, and for all hours worked on Saturdays, Sundays and holidays. The overtime rate is 1.5 times the applicable hourly rate. Sundays and holidays are double time. 4) All rates are billed on a portal-to-portal basis. 5) Standby time due to delays beyond our control will be charged at the applicable hourly rate. 6) Transportation and per diem are charged at the applicable rates per trip. 7) Rates involving mileage (including transportation, mobilization, vehicle and trip charges) are subject to change based upon increases in the national average gasoline price. 8) A minimum charge of 4 hours applies to field testing and observation services. 9) Scheduling or cancellation of field testing and observation services is required no less than the working day prior to the date the services are to be performed. Services cancelled without advance and/or inadequate notice will be assessed a minimum 4-hour charge. 10) For all Rubino Engineering, Inc. services, a project management/engineering review charge will be billed for all reports issued for the scheduling/supervision of personnel and the evaluation/review of data and reports. 11) The minimum billing increment for time is a half hour. 12) A project set-up charge of a minimum of two hours applies to all projects. 13) Professional Services rates are exclusive of expert deposition or testimony time. 14) This proposal is based on Rubino Engineering, Inc. being scheduled on an on-call basis and letters of certification will not be provided unless Rubino Engineering, Inc. is notified in advance and Rubino Engineering, Inc. is scheduled for full time inspection and testing of the area or item to be certified. 15) If special inspections are required by the city where the construction is to take place, it must be brought to the attention of Rubino Engineering, Inc. prior to the start of construction as additional charges will apply. 16) Prevailing wage fees are subject to change based on the Illinois Department of Labor. 17) Services and fees not listed on this schedule may be quoted on request. Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 6 of 7 Bristol Ridge Road Resurfacing, Yorkville– QA Material Testing May 10, 2022 Rubino Proposal No: Q22.220 Rubino Engineering, Inc. Page 7 of 7 GENERAL CONDITIONS SERVICES: Rubino Engineering, Inc. shall include said company or its particular division, subsidiary or affiliate performing the services. “Services” means the specific geotechnical, analytical, testing or other service to be performed by Rubino Engineering, Inc. as set forth in Rubino Engineering, Inc.’s proposal, Client’s acceptance thereof and these General Conditions. Additional services ordered by Client shall also be subject to these General Conditions. “Client” refers to the person or business entity ordering the services to be done by Rubino Engineering, Inc. If Client is ordering the services on behalf of another, Client represents and warrants that it is the duly authorized agent of said party for the purpose of ordering and directing said services. Unless otherwise stated in writing, Client assumes sole responsibility for determining whether the quantity and the nature of the services ordered by the client is adequate and sufficient for Client’s intended purpose. Client shall communicate these General Conditions to each and every third party to whom Client transmits any part of Rubino Engineering, Inc.’s services. Rubino Engineering, Inc. shall have no duty or obligation to any third party greater than that set forth in Rubino Engineering, Inc.’s proposal, Client’s acceptance thereof and these General Conditions. The ordering of services from Rubino Engineering, Inc., or the reliance on any of Rubino Engineering, Inc.’s work, shall constitute acceptance of the terms of Rubino Engineering, Inc.’s proposal and these General Conditions, regardless of the terms of any subsequently issued document. 2. TESTS AND INSPECTIONS: Client shall cause all tests and inspection of the site, materials and work performed by Rubino Engineering, Inc. or others to be timely and properly performed in accordance with the plans, specifications and contract documents and Rubino Engineering, Inc.’s recommendations. No claims for loss, damage or injury shall by brought against Rubino Engineering, Inc. by Client or any third party unless all tests and inspections have been so performed and unless Rubino Engineering, Inc.’s recommendations have been followed. Client agrees to indemnify, defend and hold Rubino Engineering, Inc., its officers, employees and agents harmless from any and all claims, suits, losses, costs and expenses, including, but not limited to, court costs and reasonable attorney’s fees in the event that all such tests and inspections are not so performed or Rubino Engineering, Inc.’s recommendations are not so followed except to the extent that such failure is the result of the negligence, willful or wanton act of omission of Rubino Engineering, Inc., its officers, agents or employees, subject to the limitation contained in paragraph 9. SERVICES: The services set forth in Rubino Engineering, Inc.’s proposal and Client’s acceptance will be accomplished in a timely, workmanlike and professional manner by RUBINO ENGINEERING, INC. personnel at the prices quoted. If Rubino Engineering, Inc. is required to delay commencement of the services or if, upon embarking upon its services, Rubino Engineering, Inc. is required to stop or interrupt the progress of its services as a result of changes in the scope of the services requested by Client, to fulfill the requirements of third parties, interruptions in the progress of construction, or other causes beyond the direct reasonable control of Rubino Engineering, Inc., additional charges will be applicable and payable by Client. 4. ACCESS TO SITE: Client will arrange and provide such access to the site as is necessary for Rubino Engineering, Inc. to perform the services. Rubino Engineering, Inc. shall take reasonable measures and precautions to minimize damage to the site and any improvements located thereon as the result of its services or the use of its equipment; however, Rubino Engineering, Inc. has not included in its fee the cost of restoration of damage which may occur. If Client desires or requires Rubino Engineering, Inc. to restore the site to its former condition, upon written request Rubino Engineering, Inc. will perform such additional services as is necessary to do so and Client agrees to pay Rubino Engineering, Inc. for the cost. 5. CLIENT’S DUTY TO NOTIFY ENGINEER: Client represents and warrants that it has advised Rubino Engineering, Inc. of any known or suspected hazardous materials, utility lines and pollutants at any site at which Rubino Engineering, Inc. is to perform services hereunder, and unless Rubino Engineering, Inc. has assumed in writing the responsibility of locating subsurface objects, structures, lines or conduits. Rubino Engineering, Inc. may use such information in performing its services and is entitled to rely upon the accuracy and completeness thereof. Client agrees to defend, indemnify and save Rubino Engineering, Inc. harmless from all claims, suits, loses costs and expenses, including reasonable attorney’s fees as a result of personal injury, death or property damage occurring with respect to Rubino Engineering, Inc.’s performance of its work and resulting to or caused by contact with subsurface of latent objects, structures, lines or conduits where the actual or potential presence and location thereof were not revealed to Rubino Engineering, Inc. by Client and/or by any of Client’s subcontractors or sub consultants Rubino Engineering, Inc.’s services shall not include determining, supervising or implementing the means, methods, techniques, sequences or procedures of construction. Rubino Engineering, Inc. shall not be responsible for evaluating, reporting or affecting job conditions concerning health, safety or welfare. Rubino Engineering, Inc.’s services or failure to perform same shall not in any way excuse any contractor, subcontractor or supplier from performance of its work in accordance with the contract documents. Rubino Engineering, Inc. has no right or duty to stop the contractor’s work. Unless otherwise agreed in writing, test specimens or samples will be disposed immediately upon completion of the test. All drilling samples or specimens will be disposed sixty (60) days after submission of Rubino Engineering, Inc.’s report. Client shall be invoiced once each month for services performed during the preceding period. Client agrees to pay each invoice within thirty (30) days of its receipt. Client further agrees to pay interest on all amounts invoiced and not paid or objected to for valid cause in writing with said thirty (30) day period at the rate of eighteen (18) percent per annum (or the maximum interest rate permitted under applicable law), until paid. Client agrees to pay Rubino Engineering, Inc.’s cost of collection of all amounts due and unpaid after sixty (60) days, including court costs and reasonable attorney’s fees. Rubino Engineering, Inc. shall not be bound by any provision or agreement requiring or providing for arbitration or disputes or controversies arising out of this agreement, any provision wherein Rubino Engineering, Inc. waives any rights to a mechanics’ lien, or any provision conditioning Rubino Engineering, Inc.’s right to receive payment for its services upon payment to Client by any third party. These General Conditions are notice, where required, that Rubino Engineering, Inc. shall file a lien whenever necessary to collect past due amounts. Release of such lien shall be given only when payment in full has been received for services duly rendered. Failure to make payment within thirty (30) days of invoice shall constitute a release of Rubino Engineering, Inc. from any and all claims which Client may have, whether in tort, contract or otherwise and whether known or unknown at the time. STANDARD OF CARE: RUBINO ENGINEERING, INC.’S SERVICES WILL BE PERFORMED, ITS FINDINGS OBTAINED AND ITS REPORTS PREPARED IN ACCORDANCE WITH ITS PROPOSAL, CLIENT’S ACCEPTANCE THEREOF, THESE GENERAL CONDITIONS AND WITH GENERALLY ACCEPTED PRINCIPLES AND PRACTICES. IN PERFORMING ITS PROFESSIONAL SERVICES, RUBINO ENGINEERING, INC. WILL USE THAT DEGREE OF CARE AND SKILL ORDINARILY EXERCISED UNDER SIMILAR CIRCUMSTANCES BY MEMBERS OF ITS PROFESSION. RUBINO ENGINEERING, INC. MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED, IN CONNECTION WITH ITS SERVICES PROVIDED AS SET FORTH IN ITS PROPOSAL, CLIENT’S ACCEPTANCE THEREOF, AND THESE GENERAL CONDITIONS. STATEMENTS MADE IN RUBINO ENGINEERING, INC. REPORTS ARE OPINIONS BASED UPON ENGINEERING JUDGMENT AND ARE NOT TO BE CONSTRUED AS REPRESENTATIONS OF FACT. SHOULD RUBINO ENGINEERING, INC. OR ANY OF ITS PROFESSIONAL EMPLOYEES BE FOUND TO HAVE BEEN NEGLIGENT IN THE PERFORMANCE OF ITS WORK, OR TO HAVE MADE AND BREACHED ANY EXPRESSED OR IMPLIED WARRANTY, REPRESENTATION OR CONTRACT, CLIENT, ALL PARTIES CLAIMING THROUGH CLIENT AND ALL PARTIES CLAIMING TO HAVE IN ANY WAY RELIED UPON RUBINO ENGINEERING, INC.’S WORK, AGREE THAT THE MAXIMUM AGGREGATE AMOUNT OF THE LIABILITY OF RUBINO ENGINEERING, INC., ITS OFFICERS, EMPLOYEES AND AGENTS SHALL BE LIMITED TO $10,000.00 OR THE TOTAL AMOUNT OF THE FEE PAID TO RUBINO ENGINEERING, INC. FOR ITS WORK PERFORMED WITH RESPECT TO THE PROJECT, WHICHEVER AMOUNT IS GREATER. NO ACTION OR CLAIM, WHETHER IN TORT, CONTRACT OR OTHERWISE, MAY BE BROUGHT AGAINST RUBINO ENGINEERING, INC., ARISING FROM OR RELATED TO RUBINO ENGINEERING, INC.’S WORK, MORE THAN TWO (2) YEARS AFTER THE CESSATION OF RUBINO ENGINEERING, INC.’S WORK HEREUNDER. To the fullest extent permitted by law, Client and Rubino Engineering, Inc. each agree to indemnify the other party and the other party’s officers, directors, partners, employees, and representatives, from and against losses, damages, and judgments arising from claims by third parties, including reasonable attorneys’ fees and expenses recoverable under applicable law, but only to the extent they are found to be caused by a negligent act, error, or omission of the indemnifying party or any of the indemnifying party’s officers, directors, members, partners, agents, employees, subcontractors, or subconsultants in the performance of services under this Agreement. If claims, losses, damages, and judgments are found to be caused by the joint or concurrent negligence of Client and Rubino Engineering, Inc., they shall be borne by each party in proportion to its negligence. This Agreement may be terminated by either party upon seven (7) days’ prior written notice. In the event of termination, Rubino Engineering, Inc. shall be compensated by Client for all services performed up to and including the termination date, including reimbursable expenses and for the completion of such services and records as are necessary to place Rubino Engineering, Inc.’s files in order and/or protect its professional reputation. Failure of Client to make payments when due shall be cause for suspension of services or, ultimately, termination, unless and until Rubino Engineering Inc. has been paid in full all amounts due for services, expenses and other related changes. DISPUTE RESOLUTION: In the event of a dispute arising out of or relating to this Agreement or the services to be rendered hereunder, the Client and Rubino Engineering, Inc. agree to attempt to resolve such disputes in the following manner: 1) The parties agree to attempt to resolve any and all unsettled claims, counterclaims, disputes and other matters in question through direct negotiations between the appropriate representatives of each party; 2) If such negotiations are not fully successful, the parties agree to submit any and all remaining unsettled claims, counterclaims, disputes and other matters in question to mediation in accordance with the Construction Industry Mediation Rules of the American Arbitration Association, effective as of the date of this Agreement. WITNESS FEES: Rubino Engineering, Inc.’s employees shall not be retained as expert witnesses except by separate written agreement. Client agrees to pay Rubino Engineering, Inc.’s legal expenses, administrative costs and fees pursuant to Rubino Engineering, Inc.’s then current fee schedule for Rubino Engineering, Inc. to respond to any subpoena. NO HIRE:Client agrees not to hire Rubino Engineering, Inc.’s employees except through Rubino Engineering, Inc. In the event Client hires a Rubino Engineering, Inc. employee, Client shall pay Rubino Engineering, Inc. an amount equal to one-half of the employee’s annualized salary, with Rubino Engineering, Inc. waiving other remedies it may have. 5. HAZARDOUS MATERIALS:Nothing contained within this agreement shall be construed or interpreted as requiring Rubino Engineering, Inc. to assume the status of an owner, operator, generator, storer, transporter, treater or disposal facility as those terms appear within RCRA, CERCLA, or within any Federal or State statute or regulation governing the generation, transportation, treatment, storage and disposal of pollutants. Client assumes full responsibility for compliance with the provisions of RCRA, CERCLA, and any other Federal or State statute or regulation governing the handling, treatment, storage and disposal of pollutants. . PROVISIONS SEVERABLE:The parties have entered into this agreement in good faith and it is the specific intent of the parties that the terms of the General Conditions be enforced as written. In the event any of the provisions of these General Conditions should be found to be unenforceable, it shall be stricken and the remaining provisions shall be enforceable. . ENTIRE AGREEMENT: This agreement constitutes the entire understanding of the parties, and there are no representations, warranties or undertakings made other than as set forth herein. This agreement may be amended, modified or terminated only in writing, signed by each of the parties hereto. Local Public Agency County Section Number United City of Yorkville 21-00052-00-RS MAXIMUM PAYROLL RATE 78.00 ESCALATION FACTOR 0.00% IDOT CLASSIFICATION PAYROLL RATES CALCULATED RATE ON FILE Material Tester 1 & 2 $41.92 $41.92 Project Manager / Engineer $45.26 $45.26 Staff Enginer / Geologist / Soil Scienti $32.24 $32.24 Administrative $27.17 $27.17 Laboratory Staff $26.00 $26.00 Principal $70.00 $70.00 Exhibit E Cost Estimate of Consultant Services Worksheet Fixed Raise PAYROLL RATES Kendall Printed 5/10/2022 4:13 PM Page 2 of 4 BLR 05514 (Rev. 03/12/21) Payroll Rates COMPANY NAME: PTB NUMBER: TODAY'S DATE: ITEM ALLOWABLE UTILIZE W.O. ONLY QUANTITY J.S. ONLY CONTRACT RATE TOTAL Per Diem (per GOVERNOR’S TRAVEL CONTROL BOARD)Up to state rate maximum $0.00 $0.00 Lodging (per GOVERNOR’S TRAVEL CONTROL BOARD)Actual cost (Up to state rate maximum) $0.00 $0.00 Air Fare Coach rate, actual cost, requires minimum two weeks' notice, with prior IDOT approval $0.00 $0.00 Vehicle Mileage (per GOVERNOR’S TRAVEL CONTROL BOARD)Up to state rate maximum $0.00 $0.00 Vehicle Owned or Leased $32.50/half day (4 hours or less) or $65/full day 8 $65.00 $520.00 Vehicle Rental Actual cost (Up to $55/day) $0.00 $0.00 Tolls Actual cost $0.00 $0.00 Parking Actual cost $0.00 $0.00 Overtime Premium portion (Submit supporting documentation) $0.00 $0.00 Shift Differential Actual cost (Based on firm's policy) $0.00 $0.00 Overnight Delivery/Postage/Courier Service Actual cost (Submit supporting documentation) $0.00 $0.00 Copies of Deliverables/Mylars (In-house) Actual cost (Submit supporting documentation) $0.00 $0.00 Copies of Deliverables/Mylars (Outside) Actual cost (Submit supporting documentation) $0.00 $0.00 Project Specific Insurance Actual cost $0.00 $0.00 Monuments (Permanent) Actual cost $0.00 $0.00 Photo Processing Actual cost $0.00 $0.00 2-Way Radio (Survey or Phase III Only) Actual cost $0.00 $0.00 Telephone Usage (Traffic System Monitoring Only) Actual cost $0.00 $0.00 CADD Actual cost (Max $15/hour) $0.00 $0.00 Web Site Actual cost (Submit supporting documentation) $0.00 $0.00 Advertisements Actual cost (Submit supporting documentation) $0.00 $0.00 Public Meeting Facility Rental Actual cost (Submit supporting documentation) $0.00 $0.00 Public Meeting Exhibits/Renderings & Equipment Actual cost (Submit supporting documentation) $0.00 $0.00 Recording Fees Actual cost $0.00 $0.00 Transcriptions (specific to project) Actual cost $0.00 $0.00 Courthouse Fees Actual cost $0.00 $0.00 Storm Sewer Cleaning and Televising Actual cost (Requires 2-3 quotes with IDOT approval) $0.00 $0.00 Traffic Control and Protection Actual cost (Requires 2-3 quotes with IDOT approval) $0.00 $0.00 Aerial Photography and Mapping Actual cost (Requires 2-3 quotes with IDOT approval) $0.00 $0.00 Utility Exploratory Trenching Actual cost (Requires 2-3 quotes with IDOT approval) $0.00 $0.00 Testing of Soil Samples* Actual cost $0.00 $0.00 Lab Services* Actual cost (Provide breakdown of each cost) $0.00 $0.00 Equipment and/or Specialized Equipment Rental* Actual cost (Requires 2-3 quotes with IDOT approval) $0.00 $0.00 Compression Testing of Concrete Cylinders In house direct cost 12 $19.25 $231.00 HMA Core Densities In house direct cost $38.50 $0.00 HMA Max SG In house direct cost 2 $134.75 $269.50 HMA Bulk SG In house direct cost 2 $115.50 $231.00 HMA Ignition / Extraction In house direct cost 2 $154.00 $308.00 Nuclear Density Gauge In house direct cost 4 $54.00 $216.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL DIRECT COST $1,775.50 *If other allowable costs are needed and not listed, please add in the above spaces provided. LEGEND W.O. = Work Order J.S. = Job Specific Rubino Engineering, Inc Rubino proposal # Q22.220 Bristol Ridge Rsfc - Yorkville 5/10/2022 Direct Costs Check Sheet PRINTED 5/10/2022 BDE 436 (Rev. 09/30/13) 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 #9 Tracking Number PW 2022-39 Bristol Ridge Road LAFO Public Works Committee – May 17, 2022 Majority Consideration of Approval Consideration of Resolution and Joint Agreement Brad Sanderson Engineering Name Department The purpose of this memo is to provide an update on the project schedule as well as introduce copies of the required Resolution and Joint Agreement. The general schedule associated with the construction of the project is listed below: • Bid Letting June • Construction Start September • Construction Complete October IDOT requires that a specific resolution be passed as part of projects that have Federal funding. A draft resolution is attached. The Joint Agreement specifies the funding for the project, which is 75% Federal STP Funds ($474,900) and 25% Local Funds ($158,300). The funding will be for both construction and construction engineering. Per Finance Director Fredrickson, Bristol Ridge Road expenditures, as well as corresponding grant proceeds, are fully funded within the FY 23 budget as noted below: • 23-230-60-00-6032 – Bristol Ridge Road Expenditures - $635,500 • 23-000-41-00-4163 – Federal Grants – STP Bristol Ridge – ($476,475) When netted together, these budgeted funds show an overall expenditure of $159,025, which is slightly more ($725) than the City’s anticipated cost of $158,300. If you have any further questions or need additional information, please call. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Jori Behland, City Clerk Rob Fredrickson, Finance Director Shanel Gayle, Purchasing Manager Date: May 10, 2022 Subject: Bristol Ridge Road LAFO Resolution No. 2022-____ Page 1 Resolution No. 2022-_____ A RESOLUTION AUTHORIZING THE CITY’S SHARE OF CONSTRUCTION & CONSTRUCTION ENGINEERING COSTS FOR THE ROADWAY IMPROVEMENT OF THE BRISTOL RIDGE ROAD RESURFACING PROJECT United City of Yorkville Location: Bristol Ridge Road (FAU 1555) Section No.: 21-00052-00-RS Project No.: AQ5Y(681) Job No.: C-93-002-23 WHEREAS, the City endeavors to improve a segment of Bristol Ridge Road from Kennedy Road to US Route 34 that is approximately 0.71 miles in length and known to the Illinois Department of Transportation as Section Number 21-00052-00-RS and State Job Number C-93-002-23. WHEREAS, the cost of said improvement has necessitated the need for the use of federal funds. WHEREAS, the federal fund source requires a match of local funds. WHEREAS, the use of federal funds requires a joint funding agreement (AGREEMENT) with the Department of Transportation. NOW, THEREFORE, BE IT RESOLVED that the United City of Yorkville authorizes one hundred fifty eight thousand three hundred and 00/100, ($158,300), or as much of such sum as may be needed to match federal funds in the completion of aforementioned project known as Section Number 21-00052-00-RS. BE IT FURTHER RESOLVED that the Mayor is hereby authorized and directed to execute the above-mentioned AGREEMENT and any other such documents related to advancement and completion of said project. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ____ day of __________________, A.D. 2022. ______________________________ CITY CLERK Resolution No. 2022-____ Page 2 KEN KOCH _________ DAN TRANSIER _________ ARDEN JOE PLOCHER _________ CRAIG SOLING _________ 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 __________________, A.D. 2022. ______________________________ MAYOR Attest: ______________________________ CITY CLERK Joint Funding Agreement for State-Let Construction Work BLR 05310C (Rev. 03/10/22)Page 1 of 7Printed05/10/22 LOCAL PUBLIC AGENCY Local Public Agency United City of Yorkville County Kendall Section Number 21-00052-00-RS Fund Type STU ITEP, SRTS, HSIP Number(s) N/A MPO Name CMAP MPO TIP Number 09-20-0045 Construction State Job Number C-93-002-23 Project Number AQ5Y(681) Construction on State Letting Construction Engineering Utilities Railroad Work This Agreement is made and entered into between the above local public agency, hereinafter referred to as the "LPA" and the State of Illinois, acting by and through its Department of Transportation, hereinafter referred to as "STATE". The STATE and LPA jointly propose to improve the designated location as described below. The improvement shall be consulted in accordance with plans prepared by, or on behalf of the LPA and approved by the STATE using the STATE's policies and procedures approved and/or required by the Federal Highway Administration, hereinafter referred to as "FHWA". LOCATION Stationing Local Street/Road Name Bristol Ridge Road Key Route FAU 1555 Length 0.71 mi. From 1.01 To 1.72 Location Termini Kennedy Road to US Route 34 Current Jurisdiction United City of Yorkville Existing Structure Number(s) N/A Add Location Remove PROJECT DESCRIPTION The project consists of hot-mix asphalt surface course removal, pavement patching, polymerized hot-mix asphalt binder course, hot-mix asphalt surface course, portland cement concrete sidewalk removal and replacement, combination concrete curb and gutter removal and replacement, structure adjustments, and pavement marking. LOCAL PUBLIC AGENCY APPROPRIATION - REQUIRED FOR STATE LET CONTRACTS By execution of this Agreement the LPA attests that sufficient moneys have been appropriated or reserved by resolution or ordinance to fund the LPA share of project costs. A copy of the authorizing resolution or ordinance is attached as an addendum. METHOD OF FINANCING - (State-Let Contract Work Only) Check One METHOD A - Lump Sum (80% of LPA Obligation ) Lump Sum Payment - Upon award of the contract for this improvement, the LPA will pay the STATE within thirty (30) calendar days of billing, in lump sum, an amount equal to 80% of the LPA's estimated obligation incurred under this agreement. The LPA will pay to the STATE the remainder of the LPA's obligation (including any nonparticipating costs) in a lump sum within thirty (30) calendar days of billing in a lump sum, upon completion of the project based on final costs. METHOD B -Monthly Payments of due by the of each successive month. Monthly Payments - Upon award of the contract for this improvement, the LPA will pay to the STATE a specified amount each month for an estimated period of months, or until 80% of the LPA's estimated obligation under the provisions of the agreement has been paid. The LPA will pay to the STATE the remainder of the LPA's obligation (including any nonparticipating costs) in a lump sum, upon completion of the project based upon final costs. METHOD C - LPA's Share $141,325.00 divided by estimated total cost multiplied by actual progress payment. Progress Payments - Upon receipt of the contractor's first and subsequent progressive bills for this improvement, the LPA will pay to the STATE within thirty (30) calendar days of receipt, an amount equal to the LPA's share of the construction cost divided by the estimated total cost multiplied by the actual payment (appropriately adjust for nonparticipating costs) made to the contractor until the entire obligation incurred under this agreement has been paid. Joint Funding Agreement for State-Let Construction Work BLR 05310C (Rev. 03/10/22)Page 2 of 7Printed05/10/22 Failure to remit the payment(s) in a timely manner as required under Methods A, B, or C shall allow the STATE to internally offset, reduce, or deduct the arrearage from any payment or reimbursement due or about to become due and payable from the STATE to the LPA on this or any other contract. The STATE at its sole option, upon notice to the LPA, may place the debit into the Illinois Comptroller's Offset System (15 ILCS 405/10.05) or take such other and further action as may be required to recover the debt. THE LPA AGREES: 1. To acquire in its name, or in the name of the STATE if on the STATE highway system, all right-of-way necessary for this project in accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, and established State policies and procedures. Prior to advertising for bids, the LPA shall certify to the STATE that all requirements of Titles II and III of said Uniform Act have been satisfied. The disposition of encroachments, if any, will be cooperatively determined by representatives of the LPA, the STATE, and the FHWA if required. 2. To provide for all utility adjustments and to regulate the use of the right-of-way of this improvement by utilities, public and private, in accordance with the current Utility Accommodation Policy for Local Public Agency Highway and Street Systems. 3. To provide for surveys and the preparation of plans for the proposed improvement and engineering supervision during construction of the proposed improvement. 4. To retain jurisdiction of the completed improvement unless specified otherwise by addendum (addendum should be accompanied by a location map). If the improvement location is currently under road district jurisdiction, a jurisdictional addendum is required. 5. To maintain or cause to be maintained the completed improvement (or that portion within its jurisdiction as established by addendum referred to in item 4 above) in a manner satisfactory to the STATE and the FHWA. 6. To comply with all applicable Executive Orders and Federal Highway Acts pursuant to the Equal Employment Opportunity and Nondiscrimination Regulations required by the U.S. Department of Transportation. 7. To maintain for a minimum of 3 years after final project close out by the STATE, adequate books, records and supporting documents to verify the amounts, recipients and uses of all disbursements of funds passing in conjunction with the contract. The contract and all books, records, and supporting documents related to the contract shall be available for review and audit by the Auditor General and the STATE. The LPA agrees to cooperate fully with any audit conducted by the Auditor General, the STATE, and to provide full access to all relevant materials. Failure to maintain the books, records, and supporting documents required by this section shall establish presumption in favor of the STATE for recovery of any funds paid by the STATE under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement. 8. To provide if required, for the improvement of any railroad-highway grade crossing and rail crossing protection within the limits of the proposed improvement. 9. To comply with Federal requirements or possibly lose (partial or total) Federal participation as determined by the FHWA. 10. To provide or cause to be provided all of the initial funding, equipment, labor, material, and services necessary to complete locally administered portions of the project. 11. (Railroad Related Work) The LPA is responsible for the payment of the railroad related expenses in accordance with the LPA/ railroad agreement prior to requesting reimbursement from the STATE. Requests for reimbursement should be sent to the appropriate IDOT District Bureau of Local Roads and Streets Office. Engineer's Payment Estimates shall be in accordance with the Division of Cost. 12. Certifies to the best of its knowledge and belief that it's officials: a. are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency; b. have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State anti-trust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements receiving stolen property; c. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, Local) with commission of any of the offenses enumerated in item (b) of this certification; and d. have not within a three-year period preceding the agreement had one or more public transactions (Federal, State, Local) terminated for cause or default. 13. To include the certifications, listed in item 12 above, and all other certifications required by State statutes, in every contract, including procurement of materials and leases of equipment. 14. That execution of this agreement constitutes the LPA's concurrence in the award of the construction contract to the responsible low bidder as determined by the STATE. 15. That for agreements exceeding $100,000 in federal funds, execution of this agreement constitutes the LPA's certification that: Joint Funding Agreement for State-Let Construction Work BLR 05310C (Rev. 03/10/22)Page 3 of 7Printed05/10/22 a. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress, or any employee of a member of congress in connection with the awarding of any federal contract, the making of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. b. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress or an employee of a member of congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit standard form - LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions. c. The LPA shall require that the language of this certification be included in the award documents for all subawards (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements), and that all subrecipients shall certify and disclose accordingly 16. To regulate parking and traffic in accordance with the approved project report. 17. To regulate encroachments on public rights-of-way in accordance with current Illinois Compiled Statutes. 18. To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in accordance with the current Illinois Compiled Statutes. THE STATE AGREES: 1. To provide such guidance, assistance, and supervision to monitor and perform audits to the extent necessary to assure validity of the LPA's certification of compliance with Title II and III Requirements. 2. To receive bids for construction of the proposed improvement when the plans have been approved by the STATE (and FHWA, if required) and to award a contract for construction of the proposed improvement after receipt of a satisfactory bid. 3. To provide all initial funding and payments to the contractor for construction work let by the STATE. The LPA will be invoiced for their share of contract costs per the method of payment selected under Method of Financing based on the Division of Costs shown on Addendum 2. 4. For agreements with federal and/or state funds in construction engineering, utility work and/or railroad work: a. To reimburse the LPA for federal and/or state share on the basis of periodic billings, provided said billings contain sufficient cost information and show evidence of payments by the LPA; b. To provide independent assurance sampling and furnish off-site material inspection and testing at sources normally visited by STATE inspectors for steel, cement, aggregate, structural steel, and other materials customarily tested by the STATE. IT IS MUTUALLY AGREED: 1. Construction of the project will utilize domestic steel as required by Section 106.01 of the current edition of the Standard Specifications for Road and Bridge Construction and federal Buy America provisions 2. That this Agreement and the covenants contained herein shall become null and void in the event that the FHWA does not approve the proposed improvement for Federal-aid participation within one (1) year of the date of execution of this agreement. 3. This agreement shall be binding upon the parties, their successors, and assigns. 4. For contracts awarded by the LPA, the LPA shall not discriminate on the basis of race, color, national origin or sex in the award and performance of any USDOT - assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The LPA shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of USDOT - assisted contracts. The LPA's DBE program, as required by 49 CFR part 26 and as approved by USDOT, is incorporated by reference in this agreement. Upon notification to the recipient of its failure to carry out its approved program, the STATE may impose sanctions as provided for under part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S. C 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C 3801 et seq.). In the absence of a USDOT - approved LPA DBE Program or on state awarded contracts, this agreement shall be administered under the provisions of the STATE'S USDOT approved Disadvantaged Business Enterprise Program. 5. In cases where the STATE is reimbursing the LPA, obligation of the STATE shall cease immediately without penalty or further payment being required if, in any fiscal year, the Illinois General Assembly or applicable federal funding source fails to appropriate or otherwise make available funds for the work contemplated herein. 6. All projects for the construction of fixed works which are financed in whole or in part with funds provided by this agreement and/or amendment shall be subject to the Prevailing Wage Act (820 ILCS 130/0.01 et seq.) unless the provisions of the act exempt its application. FISCAL RESPONSIBILITIES: 1. Reimbursement Requests: For reimbursement requests the LPA will submit supporting documentation with each invoice. Joint Funding Agreement for State-Let Construction Work BLR 05310C (Rev. 03/10/22)Page 4 of 7Printed05/10/22 Supporting documentation is defined as verification of payment, certified time sheets or summaries, vendor invoices, vendor receipts, cost plus fix fee invoice, progress report, personnel and direct cost summaries, and other documentation supporting the requested reimbursement amount (Form BLR 05621 should be used for consultant invoicing purposes). LPA invoice requests to the STATE will be submitted with sequential invoice numbers by project. 2. Financial Integrity Review and Evaluation (FIRE) program: LPA’s and the STATE must justify continued federal funding on inactive projects. 23 CFR 630.106(a)(5) defines an inactive project as a project which no expenditures have been charged against Federal funds for the past twelve (12) months. To keep projects active, invoicing must occur a minimum of one time within any given twelve (12) month period. However, to ensure adequate processing time, the first invoice shall be submitted to the STATE within six (6) months of the federal authorization date. Subsequent invoices will be submitted in intervals not to exceed six (6) months. 3. Final Invoice: The LPA will submit to the STATE a complete and detailed final invoice with applicable supporting documentation of all incurred costs, less previous payments, no later than twelve (12) months from the date of completion of work or from the date of the previous invoice, whichever occurs first. If a final invoice is not received within this time frame, the most recent invoice may be considered the final invoice and the obligation of the funds closed. Form BLR 05613 (Engineering Payment Record) is required to be submitted with the final invoice for engineering projects. 4. Project Closeout: The LPA shall provide the final report to the appropriate STATE district office within twelve (12) months of the physical completion date of the project so that the report may be audited and approved for payment. If the deadline cannot be met, a written explanation must be provided to the district prior to the end of the twelve (12) months documenting the reason and the new anticipated date of completion. If the extended deadline is not met, this process must be repeated until the project is closed. Failure to follow this process may result In the immediate close-out of the project and loss of further funding. 5. Project End Date: The period of performance (end date) for state and federal obligation purposes is five (5) years for projects under $1,000,000 or seven (7) years for projects over $1,000,000 from the execution date of the agreement. Requests for time extensions and joint agreement amendments must be received and approved prior to expiration of the project end date. Failure to extend the end date may result in the immediate close-out of the project and loss of further funding. 6. Single Audit Requirements: If the LPA expends $750,000 or more a year in federal financial assistance, they shall have an audit made in accordance with 2 CFR 200. LPA's expending less than $750,000 a year shall be exempt from compliance. A copy of the audit report must be submitted to the STATE (IDOT’s Office of Internal Audit, Room 201, 2300 South Dirksen Parkway, Springfield, Illinois, 62764) within 30 days after the completion of the audit, but no later than one year after the end of the LPA's fiscal year. The CFDA number for all highway planning and construction activities is 20.205. Federal funds utilized for construction activities on projects let and awarded by the STATE (federal amounts shown as “Participating Construction” on Addendum 2) are not Included in a LPA’s calculation of federal funds expended by the LPA for Single Audit purposes.. 7. Federal Registration: LPA’s are required to register with the System for Award Management or SAM, which is a web-enabled government-wide application that collects, validates, stores, and disseminates business Information about the federal government's trading partners in support of the contract award and the electronic payment processes. To register or renew, please use the following website: https://www.sam.gov/SAM/ 8. Required Uniform Reporting: For work not included on a state letting, the Grant Accountability and Transparency Act (30 ILCS 708) requires a uniform reporting of expenditures. Uniform reports of expenditures shall be reported no less than quarterly using IDOT’s BoBS 2832 form available on lDOT’s web page under the "Resources" tab. Additional reporting frequency may be required based upon specific conditions or legislation as listed In the accepted Notice of State Award (NOSA). Specific conditions are based upon the award recipient/grantee's responses to the Fiscal and Administrative Risk Assessment (ICQ) and the Programmatic Risk Assessment (PRA).. NOTE: Under the terms of the Grant Funds Recovery Act (30 ILCS 705/4.1), "Granter agencies may withhold or suspend the distribution of grant funds for failure to file requirement reports" if the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for detail about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/ Pages/ ResourceLibrary.aspx) ADDENDA Additional information and/or stipulations are hereby attached and identified below as being a part of this agreement. 1.Location Map 2.Division of Cost 3.Resolution* 4. *Appropriation and signature authority resolution must be in effect on, or prior to, the execution date of the agreement. Joint Funding Agreement for State-Let Construction Work BLR 05310C (Rev. 03/10/22)Page 5 of 7Printed05/10/22 The LPA further agrees as a condition of payment, that it accepts and will comply with the applicable provisions set forth in this agreement and all Addenda indicated above. APPROVED Name of Official (Print or Type Name) John Purcell Title of Official Mayor Signature Date The above signature certifies the agency's TIN number is 366006169 conducting business as a Governmental Entity. DUNS Number 112382973 Local Public Agency Omer Osman, P.E., Secretary of Transportation Date By: George A. Tapas, P.E., S.E., Engineer of Local Roads & Streets Date Stephen M. Travia, P.E., Director of Highways PI/Chief Engineer Yangsu Kim, Chief Counsel Date Vicki Wilson, Chief Fiscal Officer Date Date APPROVED State of Illinois Department of Transportation NOTE: A resolution authorizing the local official (or their delegate) to execute this agreement and appropriation of local funds is required to be attached as an addendum. The resolution must be approved prior to, or concurrently with, the execution of this agreement. If BLR 09110 or BLR 09120 are used to appropriate local matching funds, attach these forms to the signature authorization resolution. Please check this box to open a fillable Resolution Form within this Addenda. BLR 05310C (Rev. 03/10/22)Page 6 of 7ADDENDA NUMBER 2Printed05/10/22Local Public AgencyUnited City of YorkvilleCountyKendallSection Number21-00052-00-RSState Job NumberC-93-002-23Project NumberAQ5Y(681)DIVISION OF COSTFederal FundsState FundsLocal Public AgencyType of WorkFund TypeAmount%Fund TypeAmount%Fund TypeAmount%TotalsParticipating ConstructionSTU $423,975.00 *Local $141,325.00 BAL $565,300.00 Construction EngineeringSTU $50,925.00 **Local $16,975.00 BAL $67,900.00 Total $474,900.00 Total Total $158,300.00 $633,200.00 If funding is not a percentage of the total place an asterisk (*) in the space provided for the percentage and explain below:* 75% STU funds NTE $474,900 (Construction Engineering Portion 75% NTE $50,925)NOTE: The costs shown in the Division of Cost table are approximate and subject to change. The final LPA share is dependent on the final Federal and State participation. The actual costs will be used in the final division of cost for billing and reimbursement. BLR 05310C (Rev. 03/10/22)Page 7 of 7ADDENDA NUMBER 2Printed05/10/22Local Public AgencyUnited City of YorkvilleCountyKendallSection Number21-00052-00-RSState Job NumberC-93-002-23Project NumberAQ5Y(681)Sample Resolution Kennedy RdBri s t o l R i d g e R d Grande Trl Em e r a l d L n Pa r k w a y D r E Veterans PkwyBurr StMcLel lan B lvd Coral DrCrimson LnHobbs Ln Sq u i r e C i rAldenAve Linden AveA m erican W aySunset AveSageCt Hennin g L n Cranston CirOl d G l o r y D r Oaklawn AveLy m a n L o o p Orchid StCryder WaySundown LnPatriot CtRood StCobalt DrMadden CtBurr Ct Hobbs CtGrande T r a i l C t Old Glory Ct Cranston Cir Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 BRISTOL RIDGE ROAD LOCATION MAP www.eeiweb.com DATE DATE: PROJECT NO.: FILE: PATH: BY: FEBRUARY 2020 YO2004 YO2004_W Fox St H:\GIS\PUBLIC\YORKVILLE\2011\ MJT NO.REVISIONS ³United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630-553-4350www.yorkville.il.us 400 0 400200 Feet Legend Project Limits 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 #10 Tracking Number PW 2022-40 Prairie Pointe Parking Lot Improvements Public Works Committee – May 17, 2022 Majority Consideration of Contract Award Prairie Pointe Parking Lot Improvements – Recommendation to Award Brad Sanderson Engineering Name Department Bids were received, opened, and tabulated for work to be done for the Prairie Pointe Parking Lot Improvements at 11:00 a.m., May 10, 2022. 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 FY2023 budget. We recommend the acceptance of the Bid and approval of award be made to the low bidder, Abbey Paving Co, Inc. 1949 County Line Road Aurora, IL 60502 in the total amount of $365,542.25. 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 Jori Behland, City Clerk Rob Fredrickson, Finance Director Shanel Gayle, Purchasing Manager Date: May 10, 2022 Subject: Prairie Pointe Parking Lot Improvements Page 1 of 1BID TABULATIONENGINEER'S ESTIMATEGENEVA CONSTRUCTION CO.BUILDERS PAVING LLCBIDS RECEIVED 11:00 A.M. 05/10/2022 52 Wheeler RoadP.O. BOX 9984401 Roosevelt RoadSugar Grove, IL 60554AURORA,ILHillside, IL 60162TOTAL BID$464,976.00$388,848.50NO BIDBID BOND N/AXN/ASIGNED BID N/AXN/ABID TABULATIOND. CONSTRUCTION, INC.MANEVAL CONSTRUCTIONBIDS RECEIVED 11:00 A.M. 05/10/2022 1488 S. Broadway St.28090 W. Concrete DriveCoal City, IL 60416Ingleside, IL 60041ABBEY PAVING CO, INC. 1949 County Line Road Aurora, IL 60502TOTAL BID$430,511.00NO BID365,542.25BID BOND XN/AXSIGNED BID XN/AXBID SUMMARYPRAIRIE POINTE PARKING LOT IMPROVEMENTSUNITED CITY OF YORKVILLEENGINEERING ENTERPRISES, INC.52 WHEELER ROAD, SUGAR GROVE, ILLINOIS BIDS REC'D 5/10/2022ITEMUNIT UNIT UNIT UNITNO.DESCRIPTIONUNIT QUANTITY PRICEAMOUNTPRICEAMOUNTPRICEAMOUNTPRICEAMOUNT40600400 MIXTURE FOR CRACKS, JOINTS, AND FLANGEWAYSTON 10.0180.00$ 1,800.00$ 200.00$ 2,000.00$ 0.01$ 0.10$ 290.00$ 2,900.00$ 40602978 HOT-MIX ASPHALT BINDER COURSE, IL-9.5, N50TON 190.091.45$ 17,375.50$ 110.00$ 20,900.00$ 83.00$ 15,770.00$ 120.00$ 22,800.00$ 40604060 HOT-MIX ASPHALT SURFACE COURSE, IL-9.5, MIX "D" N50TON 950.091.45$ 86,877.50$ 96.00$ 91,200.00$ 95.00$ 90,250.00$ 94.00$ 89,300.00$ 40800029 BITUMINOUS MATERIALS (TACK COAT)POUND 4180.00.10$ 418.00$ 0.90$ 3,762.00$ 0.01$ 41.80$ 0.20$ 836.00$ 42000100 PORTLAND CEMENT CONCRETE PAVEMENT 6 INCHSQ YD 55.088.00$ 4,840.00$ 81.00$ 4,455.00$ 80.00$ 4,400.00$ 85.00$ 4,675.00$ 42400200 PORTLAND CEMENT CONCRETE SIDEWALK 5 INCHSQ FT 3110.07.85$ 24,413.50$ 8.40$ 26,124.00$ 9.00$ 27,990.00$ 8.00$ 24,880.00$ 42400800 DETECTABLE WARNINGSSQ FT 94.024.50$ 2,303.00$ 36.00$ 3,384.00$ 35.00$ 3,290.00$ 30.00$ 2,820.00$ 44000100 PAVEMENT REMOVALSQ YD 830.018.20$ 15,106.00$ 17.00$ 14,110.00$ 15.00$ 12,450.00$ 10.00$ 8,300.00$ 44000500 COMBINATION CURB & GUTTER REMOVALFOOT 1280.06.55$ 8,384.00$ 9.00$ 11,520.00$ 8.00$ 10,240.00$ 5.00$ 6,400.00$ 44000600 SIDEWALK REMOVALSQ FT 3800.01.50$ 5,700.00$ 1.35$ 5,130.00$ 4.00$ 15,200.00$ 2.00$ 7,600.00$ 60255500 MANHOLES TO BE ADJUSTEDEACH 1.0250.00$ 250.00$ 865.00$ 865.00$ 800.00$ 800.00$ 750.00$ 750.00$ 60260100 INLETS TO BE ADJUSTEDEACH 3.0250.00$ 750.00$ 610.00$ 1,830.00$ 800.00$ 2,400.00$ 400.00$ 1,200.00$ 60266600 VALVE BOXES TO BE ADJUSTEDEACH 1.0250.00$ 250.00$ 385.00$ 385.00$ 400.00$ 400.00$ 250.00$ 250.00$ 60404800 FRAMES AND GRATES, TYPE 11EACH 3.0675.00$ 2,025.00$ 470.00$ 1,410.00$ 400.00$ 1,200.00$ 500.00$ 1,500.00$ 60603800 COMBINATION CONCRETE CURB AND GUTTER, TYPE B-6.12FOOT 1450.027.10$ 39,295.00$ 32.50$ 47,125.00$ 24.00$ 34,800.00$ 37.00$ 53,650.00$ 72000100 SIGN PANEL - TYPE 1SQ FT 18.018.25$ 328.50$ 15.50$ 279.00$ 27.50$ 495.00$ 60.00$ 1,080.00$ 78001100 PAINT PAVEMENT MARKING - LETTERS AND SYMBOLSSQ FT 25.08.60$ 215.00$ 16.00$ 400.00$ 10.00$ 250.00$ 20.00$ 500.00$ 78001110 PAINT PAVEMENT MARKING - LINE 4"FOOT 4550.00.65$ 2,957.50$ 0.43$ 1,956.50$ 2.00$ 9,100.00$ 0.80$ 3,640.00$ X0326440 SURFACE REMOVAL, VARIABLE DEPTH (SPECIAL)SQ YD 7700.03.15$ 24,255.00$ 2.95$ 22,715.00$ 2.00$ 15,400.00$ 3.00$ 23,100.00$ X1400428 MEDIAN BARRIER GATE SYSTEMEACH 2.015,030.00$ 30,060.00$ 13,241.00$ 26,482.00$ 19,610.80$ 39,221.60$ 42,000.00$ 84,000.00$ X2200004 CHAIN LINK FENCE, 6' (SPECIAL)FOOT 75.0135.00$ 10,125.00$ 123.58$ 9,268.50$ 91.10$ 6,832.50$ 80.00$ 6,000.00$ X2200011 ORNAMENTAL FENCE, 6' (SPECIAL)FOOT 750.085.00$ 63,750.00$ 79.43$ 59,572.50$ 83.48$ 62,610.00$ 100.00$ 75,000.00$ X2200017 GATE, SPECIAL 6' (15' DOUBLE SWING GATE)EACH 2.04,650.00$ 9,300.00$ 4,343.00$ 8,686.00$ 3,564.00$ 7,128.00$ 2,500.00$ 5,000.00$ X6060714 CONCRETE MEDIAN (SPECIAL)FOOT 46.035.00$ 1,610.00$ 54.00$ 2,484.00$ 160.00$ 7,360.00$ 200.00$ 9,200.00$ X6640302 CHAIN LINK FENCE REMOVAL (SPECIAL)FOOT 70.05.00$ 350.00$ 30.00$ 2,100.00$ 6.60$ 462.00$ 30.00$ 2,100.00$ X7240300 SIGN REMOVALEACH 6.050.00$ 300.00$ 15.00$ 90.00$ 165.00$ 990.00$ 70.00$ 420.00$ X7280105 TELESCOPING STEEL SIGN SUPPORT (SPECIAL)FOOT 135.020.35$ 2,747.25$ 22.50$ 3,037.50$ 22.00$ 2,970.00$ 25.00$ 3,375.00$ XX009224 CLASS D PATCHES, (SPECIAL)SQ YD 790.012.35$ 9,756.50$ 22.25$ 17,577.50$ 74.00$ 58,460.00$ 30.00$ 23,700.00$ TOTAL BID365,542.25388,848.50430,511.00464,976.00% BELOW/ABOVE ENGINEER'S ESTIMATE-21.38%-16.37%-7.41%BID TABULATION PRAIRIE POINTE PARKING LOT IMPROVEMENTSUNITED CITY OF YORKVILLEBID TABULATIONGENEVA CONSTRUCTION CO.Sugar Grove, IL 60554Coal City, IL 60416P.O. BOX 998AURORA,IL 60507ENGINEER'S ESTIMATE52 Wheeler Road1488 S. Broadway St.ABBEY PAVING CO, INC. 1949 County Line Road Aurora, IL 60502D. CONSTRUCTION, INC.ENGINEERING ENTERPRISES, INC.52 WHEELER ROAD, SUGAR GROVE, ILLINOIS 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 #11 Tracking Number PW 2022-41 Public Works Facility Interim Phase Space Needs Public Works Committee – May 17, 2022 Majority Approval Bart Olson Administration Name Department Summary Consideration of a professional services agreement with Kluber, Inc. for space needs planning and analysis for the new Public Works building. Background This item was last discussed in late 2021, when the City Council reviewed a space needs analysis and presentation from Kluber related to the City’s Public Works building. A few City Council members at that time had expressed interest in diving further into the plans to more tightly control the budget and initial buildout. Staff has provided a proposal from Kluber to do that work, as well as provide for a site-specific analysis for whenever the City identifies a property for the Public Works building. Chris Hansen, Architect with Kluber, will be present at the meeting to answer questions. The attached agreement contains a $17,600 fee for Kluber’s work on various items under the scope (page 1) which will satisfy the City’s wishes to further tailor the Public Works building. This study will also allow us to transition more easily into a design contract in the future (procurement method and consultant selection TBD). Recommendation While this agreement cost is less than the threshold for City Council approval, the City already contracted with Kluber recently and this new contract would put the aggregate spend with this vendor above $25,000 within a 12-month period. Thus, we recommend City Council approval of this agreement. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: May 11, 2022 Subject: Interim phase space needs, Public Works building 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 #12 Tracking Number PW 2022-42 Vehicle and Equipment Purchase Public Works Committee – May 17, 222 Majority Approval Proposed purchase of tractor and utility vehicle. Trade in of tractor. Eric Dhuse Public Works Name Department Summary Below please find a list of vehicles that PW is proposing to purchase, and a list of vehicles and equipment that PW is proposing to dispose of. Background As part of the budgeting process, Public Works was asked to submit a list of vehicles and equipment for purchasing in the upcoming budget year. This year the list was made up of: Single Axle Dump Truck - $240,000 Leaf Vacuum - $110,000 One Ton Pickup (2) - $110,000 Tractor - $95,000 UTV - $15,000 Sealcoat Machine - $60,000 Striping Machine - $8500 Transit Van (2) Water Dept. $80,000 F250 Pickup Sewer Dept. $48,000 At this time, we are working on obtaining bids or quotes for all the vehicles and equipment, but we have only received to quotes back at this time for the tractor and utility vehicle. Proposed Tractor Purchase This tractor will be used to mow ditches and large right of way areas. It is a 100 horsepower tractor which is a significant increase in power over the old unit. This increase in horsepower will give us the option to purchase a boom mower in the future as well as giving us increased power to pull our batwing mower. Our current tractor struggled at times pulling our mower, it was right at the minimum horsepower needed run that piece of equipment. When the grass got thick or tall, we would have to slow down to a crawl and sometimes mow the area twice to get it all cut evenly. This tractor will also have 4 wheel drive which our current tractor does not. This will allow us to use this tractor for snow removal if needed. I would envision using this tractor in parking lots, such as new city hall behind the fence, with a 10’ snow pusher on the front. With the independent brakes, and a 10’ snow pusher, this is a much more efficient snow mover in a parking lot. Lastly, this tractor is large enough and powerful enough to use with a boom mower. A boom mower mounts on the rear or under the middle of the tractor and has a jointed arm with a rotary mower attached to it. It allows you to reach out, in our case 15- Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Rob Fredrickson, Finance Director Date: May 2, 2022 Subject: PW Vehicle & Equipment Purchases and Disposal of Property 20’, and mow uneven areas such as the bottoms of steep ditches, it will clear brush and small branches as well all while sitting on level ground which is a tremendous safety improvement. The boom mower will also let us mow behind guardrails, over the sides of bridge embankments, and along creeks such as the Rob Roy at the west end of Fox Hill. Trade in of Current Tractor Our current tractor is a 2012 Kubota M7040F with a loader bucket. This tractor has served its purpose but was never the tractor we thought it was going to be. The tractor was capable of pulling our 10’ batwing mower, but just barely. It was not quite big enough to load trucks with material, it does not have 4 wheel drive, and you cannot spread the axles out wide enough to make a stable stance for mowing steep ditches safely. When we purchased this tractor in 2013, we bought what we could, not what was truly needed. After 10 years of service, it is time to upgrade to the tractor we should have purchased in the first place. Proposed UTV purchase We are proposing a new John Deere gator to replace our current gator that I believe was purchased in the late 1990’s. Our current unit has been a reliable unit, but it is old and tired and needs to be replaced. I do not think it has any trade in value, so we will keep our current unit for a spare for PW and Parks. If we find it does not have any use as a spare, staff will bring for a recommendation to dispose at that time. Below please find a cost break down of the tractor and utility vehicle. Tractor Budgeted - $95,000 Quoted - $83,326 Balance - $11,674 Trade in budgeted - $40,000 Trade in quoted - $24,000 Difference $16,000 Balance $4,326 UTV Budgeted - $15,000 UTV Quote - $11,385 Difference $3,615 Ending Balance $711 I am not worried about the small negative impact to the overall budget, we will more than make up for that with the sale of other vehicles later this year. The reason for the discrepancy in the budgeted price and trade in price of the tractor is that I started gathering information last November, since that time the used market has cooled down slightly, prices are not where they were last fall for small utility tractors. I also was conservative with the new tractor price because the salesmen couldn’t give an exact answer so far out from the time of the actual purchase. To make sure we were getting a fair price for the trade in, I contacted a nationwide equipment auction service to ask them if they were interested in selling it for us at an upcoming auction. They also told me that the tractor was worth somewhere in the $20,000-$25,000 range, and they take a 10% commission. This tells me that our vendor was being honest with the trade in price. Both of these purchases are from Sourcewell contracts and both have been budgeted for purchase in the FY 23 budget. Recommendation I recommend approval of the purchase of the John Deere 6120E tractor as specified from AHW, LLC in the amount of $83,326.33 I recommend the purchase of the John Deere Gator HPX615E as specified from AHW, LLC in the amount of $11,385.85 I recommend the trade in of a 2012 Kubota M7040F, as is, to AHW, LLC in the amount of $24,000. If information is not included, the Purchase Order or Letter of Intent will be returned. Vendor: Deere & Company 2000 John Deere Run Cary, NC 27513 Signature Shipping address Billing address Billing email address Quotes are valid for 30 days from the creation date of the quote OR until the contract expires. A Purchase Order or Letter of Intent is required for all orders. To expedite the delivery of equipment, the below information must be included on your Purchase Order or Letter of Intent. George Ohara AHW LLC 559 South Main Elburn,IL 60119 Tel: 630-365-6020 Fax: 630-365-6101 Email:gohara@ahwllc.com For any questions, please contact: The John Deere Government Sales Team ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: AHW LLC 559 South Main Elburn, IL 60119 630-365-6020 dlelburn@ahwllc.com Confidential Salesperson : X ______________Accepted By : X ______________ Quote Summary Prepared For: Eric Dhuse UNITED CITY OF YORKVILLE Eric Dhuse 800 GAME FARM RD YORKVILLE, IL 60560 Business: 630-553-4370 edhuse@yorkville.il.us Delivering Dealer: AHW LLC George Ohara 559 South Main Elburn, IL 60119 Phone: 630-365-6020 gohara@ahwllc.com Quote ID:26534572 22 April 2022 22 April 2022 Created On: Last Modified On: Expiration Date:23 May 2022 Equipment Summary Suggested List Selling Price Qty Extended JOHN DEERE GATOR™HPX615E (Model Year 2022) $ 13,094.01 $ 11,260.85 X 1 =$ 11,260.85 Customer Delivery Charge - Commercial & Utility $ 125.00 X 1 =$ 125.00 Contract: Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date: April 21, 2022 Sub Total $ 11,385.85 Equipment Total $ 11,385.85 * Includes Fees and Non-contract items Quote Summary Equipment Total $ 11,385.85 Trade In SubTotal $ 11,385.85 Est. Service Agreement Tax $ 0.00 Total $ 11,385.85 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 11,385.85 Quote Id: 26534572 Customer Name:UNITED CITY OF YORKVILLE Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: AHW LLC 559 South Main Elburn, IL 60119 630-365-6020 dlelburn@ahwllc.com JOHN DEERE GATOR™HPX615E (Model Year 2022) Hours: Stock Number: Contract:Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date:April 21, 2022 Suggested List * $ 13,094.01 Selling Price * $ 11,260.85 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount%Discount Amount Contract Price Extended Contract Price 57G6M GATOR™HPX615E (Model Year 2022) 1 $ 11,899.00 14.00 $ 1,665.86 $ 10,233.14 $ 10,233.14 Standard Options - Per Unit 001A US/Canada 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 0505 Build To Order 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 1011 High-Performance All- Purpose (HPAP) Tires 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 2006 Bench Seat Yellow 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 2350 Park Position in Transmission 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 3003 Cargo Box with Spray In Liner, Brake and Tail Lights 1 $ 490.00 14.00 $ 68.60 $ 421.40 $ 421.40 3120 Cargo Box Manual Lift with Prop Rod 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 4000 OPS with Nets 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 4030 Black Poly Roof 1 $ 506.00 14.00 $ 70.84 $ 435.16 $ 435.16 4249 Less Front Brush Guard 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 Standard Options Total $ 996.00 $ 139.44 $ 856.56 $ 856.56 Dealer Attachments/Non-Contract/Open Market BM26583 Seat-Belt Comfort Strap (2)1 $ 107.00 14.00 $ 14.98 $ 92.02 $ 92.02 BUC10608 Front Turn Signal Light Kit 1 $ 92.01 14.00 $ 12.88 $ 79.13 $ 79.13 Dealer Attachments Total $ 199.01 $ 27.86 $ 171.15 $ 171.15 Value Added Services Customer Delivery Charge - Commercial & Utility 1 $ 125.00 $ 125.00 $ 125.00 Value Added Services Total $ 125.00 $ 125.00 $ 125.00 Total Selling Price $ 13,094.01 $ 1,833.16 $ 11,260.85 $ 11,385.85 Quote Id: 26534572 Customer Name:UNITED CITY OF YORKVILLE Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: AHW LLC 559 South Main Elburn, IL 60119 630-365-6020 dlelburn@ahwllc.com 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 #13 Tracking Number PW 2022-43 Mailbox Reimbursement Policy Amendment Public Works Committee – May 17, 2022 Majority Approval Bart Olson Administration Name Department Summary Review of a change in the amount of the reimbursement under the City’s mailbox replacement policy. Background In 2006, the City Council approved a mailbox reimbursement policy which covers City reimbursement of mailbox damage during snow removal operations. This policy has been used ever since, with no change in the value of the reimbursement at $75. During the 2021/2022 winter season, the City had a handful of direct mailbox strikes, and the receipts generated by residents to replace the mailbox were much greater than $75. In most cases, these receipts were between $150 and $200. Recommendation We’ve drafted an amendment to the mailbox reimbursement policy to change the reimbursement amount to account for inflation between 2006 and current, and then to peg the amount to inflation going forward. We think this is a reasonable change to the policy and staff recommends its approval. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: Subject: Resolution No. 2022-___ Page 1 Resolution No. 2022-_____ A RESOLUTION OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, APPROVING AN AMENDMENT TO THE MAILBOX STANDARDS AND REPLACEMENT POLICY WHEREAS, the United City of Yorkville, Kendall County, Illinois (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 this State; and, WHEREAS, the City desires to amend the reimbursement rate of the Mailbox Standards and Replacement Policy due to inflation; and, WHEREAS, it has been determined to be in the best interests of the City to amend the Mailbox Standards and Replacement Policy, in the form attached hereto in Exhibit “A”. NOW, THEREFORE, BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois as follows: 1. That the Mailbox Standards and Replacement Policy approved pursuant to Resolution No.2006-13 passed on February 28, 2006 is hereby repealed; and 2. That the Mailbox Standards and Replacement Policy in the form set forth on Exhibit “A” attached hereto and incorporated herein are hereby adopted. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ____ day of __________________, A.D. 2022. ______________________________ CITY CLERK KEN KOCH _________ DAN TRANSIER _________ ARDEN JOE PLOCHER _________ CRAIG SOLING _________ CHRIS FUNKHOUSER _________ MATT MAREK _________ SEAVER TARULIS _________ JASON PETERSON _________ Resolution No. 2022-___ Page 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois this ____ day of __________________, A.D. 2022. ______________________________ MAYOR United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us United City of Yorkville Mailbox Standards and Replacement Policy Mailbox Standards The United City of Yorkville follows the guidelines set forth by the United States Postal Service regarding mailbox placement and standards. (Exhibit 1) The full version of the document is United States Postal Service Bulletin 21997 (5-6 9- 9). Mailbox Replacement Criteria for mailbox replacement 1. Mailbox must meet City standards for installation and material. 2. Only mailboxes that are struck directly by a City vehicle or piece of equipment will be eligible for replacement. Damage caused by snow will not be eligible for replacement. Mailbox Replacement Procedure 1. Resident must notify the Public Works Department within three (3) days of the occurrence. During this time, a temporary mailbox will be placed until a determination can be made as to whether or not the City is responsible. 2. A Public Works representative will inspect the mailbox and make a determination as to whether or not the mailbox was properly installed, the material was in good condition, and if it was struck by a city vehicle. 3. If the determination is made that the City is responsible for replacement of the mailbox, the homeowner is eligible for reimbursement of up to $125.00 for material to replace the mailbox, said amount increased or decreased annually pursuant to the consumer price index for the prior calendar year. Reimbursement may be submitted to the City after the homeowner installs a new mailbox and it is inspected by a Public Works representative. 4. If it is determined that the City is not responsible for the damage, it will be the homeowner's responsibility to replace the mailbox following City Standards. UNITED CITY OF YORKVILLE STANDARDS FOR MAILBOX PLACEMENT I 0 1 post not to be larger than 4'W" wood post 41 12 " Dia. wood post I z " steel post 36" TO 42" FROM STREET g round level I anchor no deeper than 24" STREET BACK OF CURB 1. Mailbox height is 36" to 42" measured from the bottom of the mailbox to street level. 2. The front of the mailbox may NOT extend beyond the back of the curb or overhang the curb or street. A 6" setback measured from the back of the curb to the front of the mailbox is suggested. However, the front of the mailbox should NOT be greater than 6" from the back of the curb. 3. UNACCEPTABLE SUPPORT STRUCTURES Brick Concrete Block Masonry Columns Stone Large Dimensional Lumber or Steel 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: Discussion will take place during the meeting. Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #14 Tracking Number PW 2022-44 Park and Freemont Street Stop Sign Public Works – May 12, 2022 None Informational Verbal discussion will take place during the meeting. Erin Willrett Administration Name Department Hiding Spot Park Caledonia Autumn Creek Cannonball Fox Hill Town Square Park 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 #15 Tracking Number PW 2022-45 Supplemental MFT Resolution for Bulk Rock Salt Public Works Committee – May 17, 2022 CC – 5/25/21 Approved PW 2021-36 Positive Approval Annual resolution appropriating MFT funds for the purchase of bulk rock salt. Eric Dhuse Public Works Name Department Summary As with any MFT project, a resolution is required to be submitted to IDOT for approval. Background Each year we must submit to IDOT our intent (or not) to purchase salt through them. This year staff is requesting a maximum purchase of 2160 tons of salt @ $95.00 per ton. The price is a conservative estimate based on last years price, the volatility of the market, and the high inflation. In years past, we have been allowed to roll over our contract for 1 year to hold the price steady. This option was NOT offered this year. I took this into consideration when estimating the price as well. Our price last year was $60.79 per ton which was up approximately $15/ton from the previous year. My instinct tells me that, if they don’t offer a roll over to hold the current price, they are expecting a significant price increase and do not think the salt vendors will honor the lower prices. To put it bluntly, I am preparing for the worst. On a positive note, if the salt bids come in lower than anticipated, we will have more money in the MFT account next year to put towards other projects. Recommendation Staff recommends approval of this resolution. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: May 10, 2022 Subject: MFT resolution for bulk rock salt purchase BLR 14220 (Rev. 02/08/19) Resolution for Maintenance Under the Illinois Highway Code Printed 05/10/22 Resolution Type Supplemental Section Number 23-00000-00-gm BE IT RESOLVED, by the Governing Body Type Council of the Local Public Agency Type City of Name of Local Public Agency Yorkville Illinois that there is hereby appropriated the sum of DollarsTwo Hundred Five Thousand Two Hundred () $205,200.00 of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from Beginning Date 05/01/22 to Ending Date 04/30/23 Resolution Number . BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that Local Public Agency Type City of Name of Local Public Agency Yorkville shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for expenditure by the Department under this appropriation, and BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) ceritified originals of this resolution to the district office of the Department of Transportation. I Name of Clerk Local Public Agency Type City Clerk in and for said Local Public Agency Type City of Name of Local Public Agency Yorkville in the State of Illinois, and keeper of the records and files thereof, as provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the Governing Body Type Council of Name of Local Public Agency Yorkville at a meeting held on Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this . Day day of Month, Year . (SEAL) Clerk Signature APPROVED Regional Engineer Department of Transportation Date BLR 14220 (Rev. 02/08/19)Printed 05/10/22 Instructions for BLR 14220 This form shall be used when a Local Public Agency (LPA) wants to perform maintenance operations using Motor Fuel Tax (MFT) funds. Refer to Chapter 14 of the Bureau of Local Roads and Streets Manual (BLRS Manual) for more detailed information. This form is to be used by a Municipality or a County. Road Districts will use BLR 14221. For signature requirements refer to Chapter 2, Section 3.05(b) of the BLRS Manual. When filling out this form electronically, once a field is initially completed, fields requiring the same information will be auto-populated. Resolution Number Insert the resolution number as assigned by the LPA, if applicable. Resolution Type From the drop down box, choose the type of resolution: -Original would be used when passing a resolution for the first time for this project. -Supplemental would be used when passing a resolution increasing appropriation above previously passed resolutions. -Amended would be used when a previously passed resolution is being amended. Section Number Insert the section number of the improvement covered by the resolution. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Resolution Amount Insert the dollar value of the resolution for maintenance to be paid for with MFT funds in words, followed by the same amount in numerical format in the (). Beginning Date Insert the beginning date of the maintenance period. Maintenance periods must be a 12 or 24 month consecutive period. Ending Date Insert the ending date of the maintenance period. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Name of Clerk Insert the name of the LPA Clerk. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. Name of LPA Insert the name of the LPA. Date Insert the date of the meeting. Day Insert the day the Clerk signed the document. Month, Year Insert the month and year of the clerk's signature. Clerk Signature Clerk shall sign here. Approved The Department of Transportation representative shall sign and date here upon approval. Three (3) certified signed originals must be submitted to the Regional Engineer's District office. Following IDOT's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Municipal, Consultant or County) District BLR 14222 (03/31/22) Local Public Agency General Maintenance Page 1 of 1Printed05/10/22 Estimate of Maintenance Costs Submittal Type Supplemental Estimate of Cost for Municipality Maintenance Period Local Public Agency City of Yorkville County Kendall Section Number 23-00000-00-GM Beginning 05/01/22 Ending 04/30/23 Maintenance Items Maintenance Operation Maint Eng Category Insp. Req. Material Categories/ Point of Delivery or Work Performed by an Outside Contractor Unit Quantity Unit Cost Cost Total Maintenance Operation Cost Snow Removal IIA Bulk Rock Salt ton 2,160 $95.00 $205,200.00 $205,200.00 Total Operation Cost $205,200.00 Estimate of Maintenance Costs Summary Maintenance MFT Funds RBI Funds Other Funds Estimated Costs Local Public Agency Labor Local Public Agency Equipment Materials/Contracts(Non Bid Items) Materials/Deliver & Install/Materials Quotations (Bid Items) Formal Contract (Bid Items) Maintenance Total Estimated Maintenance Eng Costs Summary Maintenance Engineering MFT Funds RBI Funds Other Funds Total Est Costs Preliminary Engineering Engineering Inspection Material Testing Advertising Bridge Inspection Engineering Maintenance Engineering Total Total Estimated Maintenance Remarks SUBMITTED Local Public Agency Official Date Title County Engineer/Superintendent of Highways Date APPROVED Regional Engineer Department of Transportation Date BLR 14222 (03/31/22)Printed 05/10/22 Instructions for BLR 14222 - Page 1 of 4 NOTE: Form instructions should not be included when the form is submitted This form is used by all Local Public Agencies (LPAs) to submit their maintenance program and also submit their maintenance expenditure statements. A resolution (BLR 14220) must be submitted and approved by the Illinois Department of Transportation (IDOT) prior to incurring any expenditures. For items required to be bid the estimate of cost must be submitted prior to submittal of required bidding documents. Authorizations will be made based on the resolution and/or the approved contract/acceptance/material quotations documents. The maintenance expenditure statement must be submitted within 3 months of the end of the maintenance period. Maintenance resolutions and estimates submitted for future maintenance periods after that date will not be processed until the delinquent maintenance expenditure statement has been submitted. Only one form needs to be completed per maintenance period, combine all operations on one form. For additional information refer to the Bureau of Local Roads Manual (BLRS), Chapter 14. For signature requirements refer to Chapter 2, section 3.05(b) of the BLRS Manual. For items being completed for the estimate all materials, equipment, labor and contract amounts are considered estimates. For estimates where LPA equipment is completed, an Equipment Rental Schedule (BLR 12110) must also be submitted for approval. When completing the form for the Maintenance Expenditure all items must be actual amounts spent. Maintenance — From the drop down choose which type of document is being submitted. Choose Estimate of Cost if an estimate is being submitted, choose Maintenance Expenditure Statement if a maintenance expenditure statement is being submitted Submittal — Choose the type of submittal, if this is the first submittal choose original, if revising a previous submittal choose, revised. If adding to a previous submittal choose supplemental. Estimate of Cost For — Select the type of LPA submitting this form from the drop down. Types to choose are County, Municipality, or Road District/Township. Local Public Agency — Insert the name of the Local Public Agency. County — Insert the County in which the Local Public Agency is located. Maintenance Period Beginning — Insert the beginning date of the maintenance period. Ending — Insert the ending date of the maintenance period. Section — Insert the section number assigned to this project. The letters at the end of the section number will always be a "GM". Maintenance Operations — List each maintenance operation separately Maintenance Eng. Category — From the drop down choose the maintenance engineering category as it applies to the operation listed to the left. The definitions of the categories can be found in the BLRS Manual Chapter 14, section 14-2.04 Maintenance Engineering Categories are: Category I — Services purchased without a proposal such as electric energy or materials purchased from Central Management Services' Joint Purchasing Program or another joint purchasing program that has been approved by the District BLRS or CBLRS. Category II-A — Maintenance items that are not included in Maintenance Engineering Category I or do not require competitive sealed bids according to Section 12-1.02(a) or a local ordinance/resolution. Category II-B — Routine maintenance items that require competitive sealed bids according to Section12-1.02(a) or a local ordinance/resolution. Routine maintenance includes all items in the following work categories: snow removal, street sweeping, lighting and traffic signal maintenance, cleaning ditches or drainage structures, tree trimming or removal, mowing, crack sealing, pavement marking, shoulder maintenance limited amounts of concrete curb and gutter repair, scour mitigation, pavement patching, and minor drainage repairs. Category III — Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and require competitive bidding with a material proposal, a deliver and install proposal or material quotation. Category IV — Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and require competitive bidding with a formal contract proposal. BLR 14222 (03/31/22)Printed 05/10/22 Instructions for BLR 14222 - Page 2 of 4 The instructions listed below only apply to the maintenance estimate of cost. For LPA's using Local Public Agency Labor and/or Local Public Agency Equipment Rental, the estimated amounts are only listed on those specific lines and are not to be included with each operation on the estimate of cost. Insp Req — From the drop down choose No or Yes as it applies to the maintenance operation listed to the left. Items requiring no engineering inspection should be no. Material Categories/Point of Delivery or Work Performed by an Outside Contractor — List the items for each operation on a separate line, grouping items for the same operation together, for the operation listed to the left. If work being done as a contract list work by contractor. Unit — Insert the unit of measure for the material listed to the left, if applicable. Quantity — Insert the quantity for the material listed to the left, if applicable. Unit Cost — Insert the unit cost of the material listed to the left, if applicable. Cost — No entry necessary, this is a calculated field. This is the quantity times the unit cost. Total Maintenance Operation Cost — Insert the total of the Maintenance Operation Cost, for items done by a contract insert the estimated contract amount. Maintenance Estimate of Maintenance Costs Summary — Under each item listed below, list the amount of estimated MFT funds, Rebuild Illinois (RBI) funds and local funds to be expended, if applicable. The total Estimated cost is a calculated field. Local Public Agency Labor — Insert the estimated amount for LPA labor for all maintenance operations, if applicable. Local Public Agency Equipment Rental — Insert the estimated amount for LPA equipment rental for all maintenance operations, if applicable. Materials/Contracts (Non Bid Items) — Insert the estimated amount for materials and/or contracts for items the LPA is not required to bid, if applicable. Materials/Deliver & Install, Material Quotations — For the operation listed to the left insert the estimate amount to be expended using a bidding process for material/deliver & install proposal and/or material quotations, if applicable. Formal Contracts — Insert the total amount estimated to be expended on formal contracts. This will be for items required to be bid. Total Estimated Cost — This is a calculated field and will be automatically filled in for each type. This is the sum of all funding for the item. Total Maintenance Operation Cost — This is a calculated field, no entry is necessary. This is the sum of all items estimated to be expended on this operation. Total Maintenance Cost — This is a calculated field, no entry is necessary. This is the sum of all maintenance operation costs. Maintenance Engineering Cost Summary — For each item listed below, list under the funding type what the estimated amount to be expended for each item. Preliminary Engineering Fee — Insert the amount of funds estimated to be expended for Preliminary Engineering, if applicable. Engineering Inspection Fee — Insert the amount of funds estimated to be expended for Engineering Inspection, if applicable. Material Testing Costs — Insert the dollar amount of funds estimated to be expended on material testing costs, if applicable. BLR 14222 (03/31/22)Printed 05/10/22 Instructions for BLR 14222 - Page 3 of 4 Advertising Costs — Insert the amount of funds estimated to be expended on advertising costs, if applicable. Bridge Inspection Costs — Insert the amount of funds estimated to be expended on bridge inspection costs, if applicable. Total Maintenance Engineering — This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Totals — This is a calculated field. It is the total of the estimated maintenance cost plus the estimated maintenance engineering cost. These instructions apply to the Maintenance Expenditure Statement. Maintenance Operation — Type in the name of the maintenance operation for which the amounts to the right will be completed. For a form that was completed as an Estimate of Cost and is now being changed to a Maintenance Expenditure Statement, this field will be completed from the estimate. Maint Eng Category — From the drop down select the Maintenance Engineering Category that applies to the operation listed to the left. LPA Labor — For the operation listed to the left insert the amount expended for LPA labor, if applicable. LPA Equipment Rental — For the operation listed to the left insert the amount expended on LPA equipment rental if applicable. Materials/Contracts (Non-Bid) — For the operation listed to the left insert the amount expended for materials and/or contracts that was not required to be bid, if applicable. Materials/Deliver & Install/Material Quotations (Bid Items) — Insert the total amount expended on Materials Proposals, Deliver and Install proposals, Materials Quotations (Bid Items). This will be for items that were required to be bid. Formal Contract — For the operation listed to the left insert the amount expended for items bid using the formal contract process, if applicable. Total Operation Cost — This is a calculated field, it will sum the amounts expended for the operation listed to the left. Operation Engineering Inspection Fee — For the operation listed to the left insert the amount of engineering inspection charged for this operation, if applicable. Total Maintenance — This is a calculated field, no entry necessary. It is the sum of all maintenance operations. Maintenance Engineering Cost Summary Preliminary Engineering Fee — Insert the dollar amount of funds spent on preliminary engineering for this maintenance section. Engineering Inspection Fee — Insert the amount of funds expended for Engineering Inspection, if applicable. Material Testing Costs — Insert the dollar amount of funds spent on material testing costs, if applicable. Advertising Costs — Insert the dollar amount of funds spent on advertising costs, if applicable. Bridge Inspection Costs — Insert the dollar amount of funds spent on bridge inspection costs, if applicable. Total Maintenance Engineering — This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Total Maintenance Program Costs — Insert the total cost of the Maintenance and Maint. Engineering. The maintenance amount will be the amount from the Total Cost from the Maintenance Items table. The Maint. Eng will be the Maintenance Engineering Total from above. BLR 14222 (03/31/22)Printed 05/10/22 Instructions for BLR 14222 - Page 4 of 4 Contributions, Refunds, Paid with Other Funds — Enter the dollar amount of contributions, refunds or amounts paid with other funds for this maintenance section, if applicable, for both maintenance and maintenance engineering. Total Motor Fuel Tax/Rebuild Illinois Portion — These are calculated fields, no entry is necessary. This is the sum of the total cost minus the amount paid with local funds. Motor Fuel Tax Portion — Insert the amount of the total cost that was paid for with Motor Fuel Tax funds for Maintenance and Maint. Engineering, as applicable. Motor Fuel Tax Funds Authorized — Insert the net amount of Motor Fuel Tax Funds authorized for each type. Motor Fuel Tax Surplus/Deficit — These are calculated fields, no entry is necessary. This is the sum of the Total Motor Fuel Tax funds expended minus the amount of Motor Fuel Tax funds authorized. A positive number will result in a credit to the unobligated fund of the Motor Fuel Tax fund. A negative number means more funds were spent than authorized. If the negative number has a resolution to cover the overage, the item(s) that resulted in the overage have been approved by IDOT, and are covered in the overrun policy, this amount will be authorized. If these conditions are not met you must contact your District office for guidance. Rebuild Illinois Portion — Insert the amount of the total cost that was paid for with Rebuild Illinois funds for Maintenance and Maint. Engineering, as applicable. Rebuild Illinois Funds Authorized — Insert the net amount of Rebuild Illinois Funds authorized for each type. Rebuild Illinois Surplus/Deficit — These are calculated fields, no entry is necessary. This is the sum of the Total Rebuild Illinois funds expended minus the amount of Rebuild Illinois funds authorized. A positive number will result in a credit to the unobligated fund of the Motor Fuel Tax fund. A negative number means more funds were spent than authorized. If the negative number has a resolution to cover the overage, the item(s) that resulted in the overage have been approved by IDOT, and are covered in the overrun policy, this amount will be authorized. If these conditions are not met you must contact your District office for guidance. Difference — No entry necessary, this field is automatically calculated. It is the difference between Total Motor Fuel Tax/Rebuild Illinois Portion for Maintenance and Maint. Engineering. The fields must equal zero; if not, review the amounts inserted under Motor Fuel Tax and Rebuild Illinois need to be corrected. Remarks — Enter remarks as applicable covering the items entered. Certification — Upon submittal of this form as the maintenance expenditure statement the LPA official shall check this box as certification. End of instructions for Maintenance Expenditure Statement Submitted Local Public Agency Official — The proper official shall sign, insert their title and date here. For Estimates of Cost covering a Township/Road District the road commissioner shall sign and date as Local Public Agency Official. For Municipalities the municipal official shall sign and date here. County Engineer/Superintendent of Highways — For County project and/or Township/Road District projects the county engineer/ superintendent of highways shall sign here. Approved — Upon approval the Regional Engineer shall sign and date here. This approval is subject to change based upon a documentation review by the Department. A minimum of three (3) signed originals must be submitted to the Regional Engineer's District office. Following the Regional Engineer's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Consultant or County Engineer) District File 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 #16 Tracking Number PW 2022-46 Leak Detection Survey Proposal Public Works Committee – May 17, 2022 Majority Approval Proposed contract to survey 100 miles of water main for leaks Eric Dhuse Public Works Name Department Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: May 10, 2022 Subject: Leak Detection Survey Contract Summary Staff is proposing a sole source contract for a leak detection survey with M.E. Simpson for our water system. Background Staff had programmed a leak detection survey in FY 22, FY 23, and FY 24 to have all 150 miles of water main surveyed for leaks. We did this to break up cost and to give the water department a chance to repair all the leaks before the next survey. A 50 mile survey was performed this past winter by M.E. Simpson and an astonishing 24 leaks were found. The strange thing is that the worst leaks were found on newer pipe and hydrants. Out of the 24 leaks, 16 of the worst leaks have been repaired, 3 other leaks were able to be isolated and shut down. This leave only 5 smaller leaks that are live and still need to be repaired. The number of leaks is reason for some concern due to water loss and revenue loss. It is not a doomsday scenario, but there are more leaks then expected. According to our vendor, they estimate we were losing almost 121,000 gallons a day. If this number is accurate, we are losing 43,800,000 gallons per year. This means that we are losing production cost of $21,000 and the potential sales loss on this water is a staggering $237,500 per year at our current rates. The non- revenue water loss is the key component of this survey. If we take an average day in April 2022, we pumped 1,609,913 gallons per day. This means that our non-revenue water loss is 7.5% of our average day. If we can reduce our non-revenue water loss by 7.5%, we will be under the 10% threshold that IDNR places on Lake Michigan water users. If we stay under the 10% threshold, we will not need to submit a non-revenue water loss prevention plan each year to IDNR, and we will not have to be as aggressive with our water main replacement program. We would still have to replace old water mains, but we would not have to replace as many in a shorter period of time to get under the 10% threshold. In turn, this would show a large savings in the water fund over time. Instead of spending an additional $500,000-$1,000,000 on water main replacement, we will spend approximately $40,000 on leak detection surveys every year and an additional ~$30,000 on repairs. Even if we spend an additional $100,000 per year on leak detection and repairs it is still much more cost effective than spending that extra money on main replacement. For these reasons, I asked M.E. Simpson to send us a proposal to conduct a leak survey on the balance of our mains which is approximately 100 miles. When the water department obtained quotes for the last survey, M.E. Simpson was not the low quote, but we decided on them for the quality of their work and the thoroughness of their work compared to the other vendor. We did ask for a quote from a third vendor, but they declined because their specialty is more the emergency leak locates, not the system wide surveys. We have used M.E. Simpson in the past for emergency locates as well and have always had good luck. I have attached the proposal for your review as well. This money has been budgeted in the approved FY 23 budget in the professional services line item of the water operations fund. Recommendation I recommend that we approve the proposal from M.E. Simpson in the amount of $23,500 to conduct a water leak survey on 100 miles of city owned water main and authorize the Public Works Director to execute the contract. Joe Nepras Regional Manager 3406 Enterprise Avenue Valparaiso, IN 46383 800.255.1521 P 888.531.2444 F Joe.Nepras@mesimpson.com April 4, 2022 Mr. John Bauer Water Distribution Foreman City of Yorkville 800 Game Farm Rd. Yorkville, IL 60560 RE: PROPOSAL FOR A WATER DISTRIBUTION SYSTEM LEAK SURVEY Dear Mr. Bauer M.E. Simpson Co., Inc. is pleased to present the City of Yorkville our proposal for a Water Distribution System Leak Detection Survey Program. We are honored to be considered for this work and are confident our team will help make the project a success. M.E. Simpson Co., Inc. is a Professional Services Firm dedicated to developing and providing programs and services designed to maximize peak performance for our clients’ water distribution systems. Many of these programs are universally recognized as a part of “Best Management Practices” (BMPs) for utilities. We pride ourselves on delivering solid solutions using the highest quality technical and professional services by way of state-of-the-art technology and a skilled and well-trained staff of professionals. Our highly-educated engineers and technical team are committed to the success of this project. They will be ready at a moment’s notice to relieve your staff's burden and ensure a seamless continuation of your services. Our services were developed and refined to provide utilities with programs that can be customized to meet their needs. From complete “Turn-Key” services to assisting with the development of “in-house” programs for utilities, M.E. Simpson Co., Inc. serves our clients with this ultimate goal: to deliver to the public the implicit faith that “the water is always safe to drink”. Thank you for your consideration and this opportunity to acquaint you with our Water Distribution System Leak Detection Services and offer this response. We are committed to exceeding your expectations. Sincerely, Joe Nepras Regional Manager M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 2 SCOPE OF WORK Water Distribution System Leak Survey The Field Scope of Service for the Leak Survey is understood to be the following: M.E. Simpson Co., Inc. will furnish all labor, material, transportation, tools, and equipment necessary to survey the water distribution system areas selected by the City. M.E. Simpson Co., Inc. shall be required to provide such skilled and trained personnel and equipment necessary to complete the work herein specified. There will be a minimum of Two Persons per team working on the survey at all times. Work in an orderly and safe manner to insure protection of the local residents, Utility employees, and the Field Staff so that no avoidable accidents occur. All Field Staff will have readily observable identification badges worn while in the field. The leak detection equipment to be used will be that which was described in the “Equipment to be used” section. Initially listen to all fire hydrants, all accessible main line valves, and when necessary, selected service connections in the entire distribution system by making physical contact with the valve, hydrant, pipe, or B-box. (Listening points that are not accessible will be given to the Utility and when corrected they will be listened to.) Listening points of contact will be: valves, hydrants, service valves or meter settings. The preference of listening points in order as follows; direct contact with the pipe, main line valves, hydrant valves, hydrants, then service valves or meter settings. Specific listening distances will be determined by pipe material. Metallic type pipes; no greater than 500’ between listening points. Non-Metallic AC/Concrete type pipes; no greater than 300’ between listening points. Non-Metallic PVC/HDPE type pipes; no greater than 150’ between listening points. A “suspected leak” log shall be maintained indicating all areas where suspected leak noise was heard. This log will be reviewed when the Project Team is verifying the suspected leak area for confirmation of the actual existence of a leak. This log will be a part of the periodic reports turned into the Utility regardless of an actual leak located in the area or not, with an explanation of the noise source. When leak noise has been detected and or suspected, the Project Team will verify the suspected area a second time to confirm the noise. At least four hours will pass between the initial listening of the area before a second listen and confirmation is attempted. The Project Team will line locate the water main and service lines in the immediate area so the correct pipe distances can be input into the leak correlator and also so that the Water Utility will have an idea of where the water main is located prior to excavation. Non-metallic pipe locations will be “interpolated” as best that can be identified, given the line location of metallic services, Utility knowledge of the area, or other information regarding the actual location of the main. M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 3 The Project Team will use “State of the Art” Electronic Leak Correlators to determine if a leak is present and use the same equipment to pinpoint the leak. For PVC water mains only the Echologics LeakFinder-ST w/hydrophones leak correlator or Fluid Conservation Systems (FCS) TriCorr Touch leak correlator, will be used for correlations because of the ability for these correlators to be able to analyze the particular sound frequencies inherent to PVC pipe. The leak location will be marked in the field (on the surface) using environmentally formulated Precautionary Blue paint. The Project Team will document all leak locations with a diagram indicating the location of the leak. Other information related to that correlation will be included as part of the field sheet such as the filters used for the correlation, line locations, distances between sensors, etc. The locations of leaks requiring immediate attention (immediate threat to life, injury or traffic) will be turned in as quickly as possible to facilitate the repair process. The Project Team will report daily or per request of the Utility, to assigned Utility Professional and go over the progress of the previous day, as well as cover what will be surveyed the current day. It may be necessary to conduct parts of the Leak Survey during “off hours” such as at night. This may be required in areas of high traffic volume where traffic noise may affect the ability to detect leak noise, and traffic volume may affect the ability of the Project Team to be able to safely access main line valves in the middle of the street. The Project Team will give 24-hour advanced notice of intent to survey a particular area that may require after hours surveying or nighttime surveying. This is so the Utility can plan for the area to be surveyed, give notification to the Police department, as well as other Public Works Divisions as to the activity that will take place. As a part of the leak program, mapping discrepancies found, distribution assets found in disrepair will be noted and turned into the utility. Leaks verified on the customer’s side of a service shut-off will not be located beyond the shut- off. If a leak appears to be on the Customers’ side, the Utility will be notified first, then the customer notified and permission granted prior to the water being shut off even for short periods of time where possible and as time allows, as well as the ability for the customer to respond. If the Utility requests leak locations beyond the service shut off on the customer’s side of the service line, this will result in an additional charge to the leak survey based on an hourly rate and this service must be agreed upon between the Utility and M.E. Simpson Co., Inc. prior to the start of the survey. Valves and hydrants will not be operated without Utility permission. Valves and hydrants that break during this type of operation are the sole responsibility of the Utility. M.E. Simpson Co., Inc. cannot be responsible for valves and hydrants that break due to pre-existing conditions. M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 4 The Utility is encouraged to dig up and repair the leaks located as soon as possible so that the area may be re-surveyed while the Project Team is still working on the survey in that general geographical location to ensure no other leaks are present in that area. Equipment List FCS S30 Gutermann AquaScope electronically enhanced listening device. Echologics LeakFinder-ST w/hydrophones; FCS AC Digital, TriCorr Touch or Vivax-Metrotech HL6000X leak correlator systems. RADIO Detection Line Locators. Chicago Tape, Fisher M-Scope or Schonstedt magnetic locators. All necessary valve keys and hand tools Truck mounted arrow board/signage and warning lights. Traffic control equipment, including properly sized traffic cones with reflective stripes. Quality Control and Accuracy of Leak Locations The level of accuracy of leak detection is a matter of taking in all the above considerations and applying those considerations to each individual potential leak location as it is being evaluated. Any statement made as to the level of accuracy of leak locations must be considered based on the individual conditions of each leak. Locating leaks on a distribution system can be very challenging. It is not a perfect science. Pipes and fittings can leak for a variety of reasons (age, poor installation, material failures, bad soils, etc.), and the ability to locate leaks is dependent on the stated variables listed in the “Project Approach”. By employing a strict methodology in the field for conducting a leak survey, these variables can be accounted for and mitigated. The depth of experience of the Project Team is extremely important to maintaining the ability to have accurate locations of leaks. Additionally, crews work as Two-Person Teams in the field, double checking the progress of the work as the survey progresses. The systematic procedure for leak confirmation has been stated in the Scope of Field Service and is restated here. “Suspected leak areas are always listened to a second time, preferably at a different time of day than originally listened to. The mains and services will be line located to insure correct pipe distances are used for the correlations. Correlations may need to be performed several times with several configurations to insure all the possible scenarios have been covered. Sewer manholes may need to be opened and flows observed. If there is any doubt as to the existence of a leak, the area may be checked and correlated at different times to rule out water usage or other factors. The progress of the survey will be monitored by the use of daily logs and a progression map with suspected leak noise indications marked and possible leak locations will be maintained. Field leak location forms will be turned into the Utility according to the agreed schedule. The Project Team will follow up on leak locations by monitoring the repair schedule of the Utility. That way in case a potential leak location is wrong, the Project Team can return to the site and determine why the leak location was incorrect, and correct it. This means maintaining a good level of communication between the Project Team in the field, and the Utility. M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 5 As a matter of Quality Control for leaks in the field, our Correlators, FCS TriCorr Touch and Echologics LeakFinder-ST have the distinct ability to be able to detect and pinpoint more than one leak in the same relative area, thus allowing better leak coverage and insuring that one leak is not “masking” another leak in the same area. The use of progress reports and meetings will allow for open discussions of problems encountered so solutions can be examined.” Utility Observations The M.E. Simpson Co., Inc. Project Team will welcome having staff of the Utility observe field procedures while the Leak Survey is in progress. They will be happy to explain and demonstrate the equipment and techniques that are employed by M.E. Simpson Co., Inc. for detecting and locating leaks on the Water System. Final Reports, Documentations & Communications M.E. Simpson Co, Inc. will perform the following: Project Team will meet daily with assigned Utility personnel to go over areas of survey for prior workday and plan current day and area to survey. The field technicians will be readily available by cellular phone. This will facilitate communications between the Utility and the field technicians. A 24- hour toll-free 800 number is available for direct contact with M.E. Simpson Co., Inc. for emergencies. Diagram all leak locations, date of location, and classify according to severity and an estimate of loss. The Project Manager will meet with the Utility regularly for a progress report. Prepare a progress report at monthly intervals for the Utility if requested. Develop a Leak Survey log of activity which will also have confirmed leaks listed and this list will be turned in weekly (in Excel format). The list will also be included with the final report that will include the following; 1. Mechanical deficiencies discovered 2. Mapping errors on the water atlas 3. Type of monitored appurtenances 4. Location of same for leaks discovered 5. Total estimated loss Effective communication… accurate documentation… Insuring the success for the leak survey M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 6 Prepare the final report at the completion of the project which will include all leak location reports with drawings, total of estimated water loss, total pipe distance investigated, a description of the area surveyed, and other problems found in the system during the course of the survey that need the attention of the Water Utility. The leak summary will list leak types such as main leaks, service line leaks, valve leaks, or hydrant leaks. A cost benefit analysis of the survey based on the “cost to produce” water will also be included that describes the financial impact to the Utility for water loss. Recommendations for system maintenance will be a part of this report based on field observations made during the survey. This final report shall be made available for submission to the Utility within thirty (30) working days of the completion of the fieldwork. Assumptions & Services Provided by the Utility The Utility will furnish all maps in an electronic format or paper atlases (two copies), and records necessary to properly conduct the survey. The Utility will assist as necessary to clean out service valves, meter pits and valve-boxes needed for listening. The Utility will provide a Primary Contact Person and/or secondary contact person for the Field Staff to report to on a periodic basis. This person shall act as the official liaison for the duration of the Leak Survey. This person shall have a working knowledge of the water system and will be helpful in attempting to locate particularly hard-to-find water valves for listening and for general information about the water system. This person will not need to assist the Project Team on a full time basis, but only on an “as needed” basis. The Utility will assist, if needed, to help gain entry into sites that may be difficult to get into due to security issues or other concerns. The Utility will assist, if needed, to locate all nonmetallic pipe within the service area. This would include all Concrete Cylinder pipe, Asbestos Cement Pipe, PVC pipe and HDPE pipe. We will encourage the immediate digging of major leaks (main breaks) so that if there are problems with the leak location, the problems can be corrected while the Project Team is close by and can verify the site. M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 7 PROJECT SAFETY PLAN M.E. Simpson Co., Inc.’s Safety Programs cover all aspects of the work performed by M.E. Simpson Co., Inc. We take great pride in our safety plan/policy/program and that is evident in our EMR scores over the last five years. The safety of our employees, the utilities employees and that of the general public is our #1 priority. Our Safety Plan/Policy/Program, with all of its parts, is 60 pages in length. In an effort to be more efficient and less wasteful we do not print copies of the safety program for RFPs. There is nothing secretive or proprietary contained within our plan/policy/program and we are happy to share its contents. If you would like a PDF copy of our plan/policy/program please contact Terrence Williams, Operations Manager, at 800.255.1521 and a copy of our program will be sent via email to you. Below is an overview of our plan/policy/program: Safety is a major part of any project. M.E. Simpson Co., Inc. always provides a safe work environment for its employees. Our staff is trained in General Industry OSHA rules, Confined Space Entry & Self-Rescue, First Responder First Aid, CPR, and Traffic Control. While in the field on your project, M.E. Simpson Co., Inc. and its employees will follow all of the necessary safety procedures to protect themselves, your staff and the general public. M.E. Simpson Co., Inc. uses Two-Man Teams for Safety and Quality Assurance. The use of a “one-person” leak detection team is dangerous and impractical where water mains run under roadways. It would be a dangerous precedent to allow a “one-person” team to access main line valves located in the roadway, attempt to listen to the valve with headphones on, and at the same time try to control traffic flow at that person’s location in the street. Therefore M.E. Simpson Co., Inc. adheres to the following: The Project Manager and the Field Manager will be trained in accordance with OSHA Standard 1910 (General Industry) and be in possession of an OSHA 10 Hour or 30 Hour Card. Any listening points located in a "confined space" such as pit and vault installations that require entry will be treated in accordance with the safety rules regarding Confined Space Entry, designated by the Utility, The Department of Labor and OSHA. o All personnel are trained and certified in Confined Space Entry & Self-Rescue. We will follow all safety rules regarding First Responder First Aid & CPR, designated by the Utility, The Department of Labor and OSHA. o All personnel are trained and certified in First Responder First Aid & CPR. We will follow all traffic safety rules, designated by the Utility, The Department of Labor, OSHA, and the Illinois Department of Transportation (per MUTCD). M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 8 o All personnel are trained and certified, by the AMERICAN TRAFFIC SAFETY SERVICES ASSOCIATION (ATSSA) in Traffic Control and Safety. Current documentations of safety training and certifications can be provided for all project personnel for the Utility. These certifications are current and up to date (for 2022) for all project personnel. M.E. Simpson Co., Inc. | Water Distribution System Leak Detection Program Page 9 INVESTMENT A commitment to improving and maximizing the City of Yorkville’s water distribution system for future generations. M.E. Simpson Co., Inc. is pleased to present our “Proposal” for a Water Distribution System Leak Detection program for the City of Yorkville. M.E. Simpson Co., Inc. will perform our leak detection services on approximately 100 miles of watermain within the City of Yorkville’s water distribution system. The survey will be completed by listening on the accessible main line valves, fire hydrants and as needed services by one of our two-man teams with all necessary equipment furnished by M.E. Simpson Co., Inc. as described within this document. The project will also include complete reporting of all issues found, with a final comprehensive report. 2022 Leak Survey Water Distribution System Leak Survey Program Fee (lump sum) $23,500.00** **Any water main surveyed in addition to the above 100 original miles of watermain will be surveyed at the rate of $235.00 per mile of pipe. We thank you for this opportunity to acquaint you with our Water Distribution System Leak Detection services and offer this proposal. If you have further inquiries or you wish to discuss our service in more detail, do not hesitate to call us. City of Yorkville, IL Water Distribution System Leak Survey 2022 Summary Report Joe Nepras Regional Manager 3406 Enterprise Avenue Valparaiso, IN 46383 800.255.1521 T 888.531.2444 F Joe.Nepras@mesimpson.com March 28, 2022 Mr. John Bauer Water Division Foreman City of Yorkville 800 Game Farm Road Yorkville, IL 60560 RE: REPORT FOR A WATER DISTRIBUTION SYSTEM LEAK SURVEY Dear Mr. Bauer, M.E. Simpson Co., Inc. is a Professional Services Firm dedicated to developing and providing programs and services designed to maximize peak performance for our clients’ water distribution systems. Many of these programs are universally recognized as a part of “Best Management Practices” (BMPs) for utilities. We pride ourselves on delivering solid solutions using the highest quality technical and professional services by way of state-of-the-art technology and a skilled and well-trained staff of professionals. These “Professional Services” offered by M. E. Simpson Company are designed to aid a utility in reducing non-revenue water and enhance distribution system performance. M. E. Simpson Company is pleased to submit this report of our leak detection survey for the City of Yorkville. This survey addressed the Yorkville water distribution system, consisting of approximately 56 miles of water main. The report contains the results of our investigation that includes the following: 1. A DESCRIPTION OF THE AREA SURVEYED. 2. METHODOLOGY OF THE SURVEY. 3. A LIST OF LEAKS AND TYPE OF LEAK LOCATED. 4. GENERAL RECOMMENDATIONS BASED ON OUR INVESTIGATION. DESCRIPTION OF THE AREA SURVEYED Approximately 295,680 lineal feet were surveyed as part of the system investigation. This included all fire hydrants, all accessible mainline valves and selected services. LEAKAGE LOCATED All water mains within the Project area were surveyed and 24 leaks were located. These leaks have been grouped as follows: Main Line Leak - 5, Service Line Leak - 4, Fire Service Leak -0, Valve Leak - 0, Hydrant Leak - 15, Other Type Leak - 0. All of these leaks have been verbally report to your office with these locations, so many have probably been repaired already. Following are the leak locations with an estimated GPD (Gallons Per Day) leakage potential. Type Location SIZE Northing Easting GPS Date GPS Time 143 Garden Street Main Line see enclosed diagram GPD28,800 1189 Walsh Drive Main Line see enclosed diagram GPD7,200 201 Main Street Main Line see enclosed diagram GPD7,200 605 State Street Main Line see enclosed diagram GPD7,200 Raintree Road & Stagecoach TrailMain Line see enclosed diagram GPD7,200 209 Center Street Service Line see enclosed diagram GPD7,200 702 Main Street Service Line see enclosed diagram GPD7,200 71 Trillium Court Service Line see enclosed diagram GPD7,200 864 Heartland Drive Service Line see enclosed diagram GPD7,200 1095 Auburn Drive Hydrant see enclosed diagram GPD4,320 1995 Meadowlark CourtHydrant see enclosed diagram GPD4,320 610 White Oak Way Hydrant see enclosed diagram GPD2,880 Type Location SIZE Northing Easting GPS Date GPS Time 7250B State Route 47Hydrant see enclosed diagram GPD2,880 Bridge Street & Greenbriar Road Hydrant see enclosed diagram GPD2,880 Church Street & Spring Street Hydrant see enclosed diagram GPD2,880 Marketplace Drive & Veterans Parkway Hydrant see enclosed diagram GPD2,880 1010 Game Farm Road **Fixed**Hydrant see enclosed diagram GPD1,440 1203 Badger Street **Fixed**Hydrant see enclosed diagram GPD1,440 1208 Badger Street **Fixed**Hydrant see enclosed diagram GPD1,440 1267 Walsh Drive Hydrant see enclosed diagram GPD1,440 5111-5134 Marketplace Drive Hydrant see enclosed diagram GPD1,440 577 Barberry CircleHydrant see enclosed diagram GPD1,440 603 River Birch Drive Hydrant see enclosed diagram GPD1,440 Walsh Drive & Greenbriar RoadHydrant see enclosed diagram GPD1,440 ESTIMATED LEAKAGE TOTAL GPD24 Leaks Located 120,960 M.E. Simpson Co., Inc. | Water Distribution System Leak Survey METHODOLOGY Your survey was conducted using the latest state of the art leak computers; the FLUID CONSERVATION SYSTEMS’ FCS Accu-Corr / Digi-Corr / Tri-Corr Touch, Vivax Metrotech HL6000 leak correlator or Echologics LeakfinderRT Hydrophone Correlator. The FCS S-30 or Gutermann Aquascope is a tool used as an electronically enhanced listening device. These electronic instruments are microprocessor units that measure the time it takes the sound of the leak to travel from the leak to the point where the leak correlator is connected to the water line. By connecting the leak correlator to the water line at two locations, it will compute the distance from the leak to each connection point thus enabling us to determine the exact leak location. Our experienced technicians used these devices, along with the S-30 electronically enhanced listening device, or the Gutermann Aquascope electronic listening device, as listening equipment to survey your pipeline network. Each hydrant and accessible valve was used as listening points to identify leaks. Selected services and b-boxes were used on an as needed basis to keep the listening distances under five hundred feet (500’). "Pin-Pointing" of the leak, as well as locating leaks that other methods fail to reveal was also done with this equipment. LEAK QUANTITIES Quantifying leaks is difficult because there is not any accurate means of doing so. Pipe material, size of the leak, system pressure, soil material and water table will affect the noise that a leak makes. Small leaks under high system pressure will make more noise than a large leak under low system pressure. However, the above leaks are of sufficient noise levels that the above estimates should be very conservative. Using a production price of $0.48 per thousand gallons, these leaks were costing your utility in excess of $58.06 per day or $21,192.19 annually. Using a sale price of $5.38 per thousand gallons, these leaks were costing your utility in excess of $650.76 per day or $237,529.15 annually. It’s obvious that this Leak Survey Program has proven to be cost effective. Naturally the main line leaks have the greatest potential for loss followed by service line, valves, and finally hydrants. Once leaks have been repaired, we would recommend that the Utility compare pumping rates before and after. This information will be more meaningful and accurate. RECOMMENDATIONS This survey confirms that the City of Yorkville’s water distribution system will benefit from this project by a reduction in underground leakage. There is always a concern over the cost effectiveness of leak detection because of the uncertainty of the number of leaks located. However, with your present cost of water and the discovery of these 24 leaks, the cost of this 2022 leak survey will pay for itself within 7 months. It only takes a recovery of about 62,785 gallons per day on an annual basis (62,785 gallons per day is only 43.6 gallons per minute throughout your entire water distribution system) to recover your investment. We would recommend that you conduct a Leak Survey Program every year. This recommendation becomes more critical as your cost of water increases. We appreciate your cooperation and that of the utility staff who were available to answer our questions during this project. If you have any questions with the information in this report, please do not hesitate to contact us. Sincerely Yours, Joe Nepras Regional Manager M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:11:02 AM Date:February 07, 2022 Tech:Chris H. & Gerald M. Address:143 Garden Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:299' from A to B / 192' from A to C Connection point:A= Hydrant Connection point:B= Main Line Valve Connection point:C= Service Line Inside 143Connection point:D= Fire Line Valve Leak Location:46' from A Comments:This is a leak on an 8" main. Our correlations put us near "D". We shut off the line and the noise continued. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:3:12 PM Date:February 15, 2022 Tech:Chris H. & William W. Address:1189 Walsh Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:28' from A to B / 35' from A to C Connection point:A= Hydrant Connection point:B= Main Line Valve Connection point:C= Main Line Valve Leak Location:4' from A Comments:This is a leak on a 10" main, near a dead end line hydrant. We closed the hydrant auxiliary valve to confirm the leak is not on the hydrant. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:10:20 AM Date:March 03, 2022 Tech:Chris H. & Daniel G. Address:201 Main Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:528' from A to B / 57' from A to C Connection point:A= Main Line Valve Connection point:B= Hydrant Auxiliary Valve Connection point:C= Hydrant Auxiliary Valve Leak Location:5' from C Comments:This is a leak on a hydrant leg or on a main line valve. Our correlations puts us at both points when correlating. We closed the hydrant auxiliary valve and the noise continued. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:2:38 PM Date:February 23, 2022 Tech:Chris H. & Daniel G. Address:605 State Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:326' from A to B / 169' from A to C Connection point:A= Main Line Valve Connection point:B= Main Line Valve Connection point:C= Hydrant Leak Location:166' from A Comments:This is a leak on a 12" main. Our correlation brings us to where the hydrant ties into the 12" main. We closed the hydrant auxiliary valve and the noise continued. The area services are quiet. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:11:35 AM Date:January 10, 2022 Tech:Chris H. & Gerald M. Address:Raintree Road & Stagecoach Trail Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Main Line Valve Leak Location:0' from A Comments:This is a leak on a main line valve. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:2:30 PM Date:February 28, 2022 Tech:Chris H. & Daniel G. Address:209 Center Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:498' from A to B Connection point:A= Main Line Valve Connection point:B= Hydrant Leak Location:157' from A Comments:This is a leak at or near the service to 209 Center Street. We are unable to determine where the service is because it is damaged and is unable to be keyed. The service is in a gravel driveway, and near a new sidewalk that was put in. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:12:19 PM Date:March 03, 2022 Tech:Chris H. & Daniel G. Address:702 Main Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:129' from A to B / 470' from C to D / 99' from E to F Connection point:A= Hydrant Auxiliary Valve Connection point:B= Main Line Valve Connection point:C= Hydrant Connection point:D= Hydrant Connection point:E= Service to 702 Connection point:F= Main Line Valve Leak Location:12' from E Comments:This is a leak at or near the service corporation to 702 Main Street. We shut off the service to make sure the leak is on the city side. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:2:24 PM Date:February 16, 2022 Tech:Chris H. & Daniel G. Address:71 Trillium Court Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:230' from A to B / 227' from B to C / 227' from B to D Connection point:A= Hydrant Connection point:B= Main Line Valve Connection point:C= Hydrant Auxiliary Valve Connection point:D= Service to 71 Leak Location:25' from D Comments:This is a leak at or near the service corporation to 71 Trillium Court. The service has noise, but the correlation puts us 2' southeast of the corporation. Both marks are within our box. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:12:06 PM Date:March 07, 2022 Tech:Chris H. & Daniel G. Address:864 Heartland Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:282' from A to B / 120' from A to C Connection point:A= Hydrant Connection point:B= Hydrant Connection point:C= Service to 864 Leak Location:48' from C Comments:This is a leak at the service corporation to 864 Heartland Drive. The service is extremely loud, and both correlations brought us to the corporation. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:11:20 AM Date:February 25, 2022 Tech:Chris H. & Daniel G. Address:1095 Auburn Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We can hear the leak without a listening device. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:54 PM Date:January 13, 2022 Tech:Chris H. & Gerald M. Address:1995 Meadowlark Court Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We tightened the hydrant operating nut and the noise continued. We closed the hydrant auxiliary valve and the noise quit. We re- opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:20 PM Date:February 17, 2022 Tech:Alfred K. & Jerrell R. Address:610 White Oak Way Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:30 PM Date:March 03, 2022 Tech:Chris H. & Daniel G. Address:Bridge Street & Greenbriar Road Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returns. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:10:35 AM Date:March 03, 2022 Tech:Chris H. & Daniel G. Address:Church Street & Spring Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:12:40 PM Date:March 04, 2022 Tech:Chris H. & Daniel G. Address:Marketplace Drive & Veterans Parkway Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:02 PM Date:March 07, 2022 Tech:Chris H. & Daniel G. Address:1010 Game Farm Road Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This was a hydrant leak. We tightened the hydrant operating nut and the leak noise quit. This leak is fixed. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:2:09 PM Date:February 15, 2022 Tech:Chris H. & William W. Address:1203 Badger Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This was a hydrant leak. We tightened the hydrant operating nut and the leak noise quit. This leak is fixed. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:58 PM Date:February 15, 2022 Tech:Chris H. & William W. Address:1208 Badger Street Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This was a hydrant leak. We tightened the hydrant operating nut and the leak noise quit. This leak is fixed. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:40 PM Date:March 03, 2022 Tech:Chris H. & Daniel G. Address:1267 Walsh Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We found the auxiliary valve 12 turns closed, but it is now fully open. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:10 PM Date:March 04, 2022 Tech:Chris H. & Daniel G. Address:5111-5134 Marketplace Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:14 PM Date:February 17, 2022 Tech:Chris H. & Daniel G. Address:577 Barberry Circle Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:11:50 AM Date:February 21, 2022 Tech:Chris H. & Daniel G. Address:603 River Birch Drive Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returned. We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. M.E. SIMPSON COMPANY, INC. LEAK LOCATION REPORT Client:Yorkville, Illinois Time:1:00 PM Date:February 17, 2022 Tech:Chris H. & Daniel G. Address:Walsh Drive & Greenbriar Road Below is a diagram of the area surveyed for a suspect leak. This drawing is not to scale. Distance:0' from A Connection point:A= Hydrant Leak Location:0' from A Comments:This is a hydrant leak. We closed the hydrant auxiliary valve and the noise quit. We re-opened the auxiliary valve and the noise returns We thank you for the opportunity to work for your Utility and look forward to serving you again. If you have any questions please don't hesitate to call. Technicians: Map Page or Section #Street Cross Street Date of Initial Listening Date of Pinpoint Listening Point (H,V,S,P) Leak (Y / N) Leak Fixed? (Y / N) Leak Type (Main, Service, Hydrant, Valve) Noise Source (if not a leak)GPM Leak DWG # (Field Sheet #) 36 Raintree Road Stagecoach Trail 1/10/2022 1/10/2022 Valve Yes No Main 5 1 36 Banbury Avenue Hazeltine Way 1/12/2022 1/12/2022 Hydrant/ Valve No PRV 36 Kingsmill Street 2212 Kingsmill Street 1/12/2022 1/12/2022 Hydrant/ Valve No PRV 36 Banbury Avenue Kingsmill Street 1/12/2022 1/12/2022 Hydrant/ Valve No PRV 36 Meadowlark Court 1995 Meadowlark Court 1/12/2022 1/13/2022 Hydrant Yes No Hydrant 3 2 35 State Route 47 7250B State Route 47 1/13/2022 1/20/2022 Hydrant Yes No Hydrant 2 3 35 Walsh Drive Stagecoach Trail 1/20/2022 1/20/2022 Hydrant/ Valve No Traffic 31 Elizabeth Street 219 Elizabeth Street 2/1/2022 2/1/2022 Hydrant No Usage 33 Cornerstone Drive Westwind Drive 2/1/2022 2/1/2022 Hydrant No Usage 33 Garden Street 143 Garden Street 2/1/2022 2/7/2022 Hydrant/ Service/ Valve Yes No Main 20 4 33 Walsh Drive Greenbriar Road 2/1/2022 2/17/2022 Hydrant Yes No Hydrant 1 9 33 Bridge Street Greenbrier Road 2/1/2022 3/3/2022 Hydrant Yes No Hydrant 2 19 33 Badger Street 1208 Badger Street 2/15/2022 2/15/2022 Hydrant Yes Yes Hydrant 1 5 33 Badger Street 1203 Badger Street 2/15/2022 2/15/2022 Hydrant Yes Yes Hydrant 1 6 33 Walsh Drive 1189 Walsh Drive 2/15/2022 2/15/2022 Hydrant/ Valve Yes No Main 5 7 33 Coral Berry Court 1321 Coral Berry Court 2/15/2022 2/15/2022 Hydrant No Usage 33 Barberry Circle 577 Barberry Circle 2/15/2022 2/17/2022 Hydrant Yes No Hydrant 1 10 33 Walsh Drive 1267 Walsh Drive 2/15/2022 3/3/2022 Hydrant Yes No Hydrant 1 20 33 Trillium Court 71 Trillium Court 2/16/2022 2/16/2022 Hydrant/ Service/ Valve Yes No Service 5 8 31 White Oak Way 610 White Oak Way 2/17/2022 2/17/2022 Hydrant Yes No Hydrant 2 11 28 River Birch Drive 603 River Birch Drive 2/21/2022 2/21/2022 Hydrant Yes No Hydrant 1 12 30 Poplar Drive Stony Creek Lane 2/21/2022 2/21/2022 Hydrant No Usage 31 State Street 605 State Street 2/21/2022 2/23/2022 Hydrant/ Service/ Valve Yes No Main 5 13 31 Bridge Street Fox Road 2/24/2022 2/24/2022 Hydrant No Traffic M. E. Simpson Company, Inc. - Leak Survey Log Leak Survey Client:Yorkville, Illinois Chris, Daniel, Gerald, William, Alfred, & Jerrell Technicians: Map Page or Section #Street Cross Street Date of Initial Listening Date of Pinpoint Listening Point (H,V,S,P) Leak (Y / N) Leak Fixed? (Y / N) Leak Type (Main, Service, Hydrant, Valve) Noise Source (if not a leak)GPM Leak DWG # (Field Sheet #) M. E. Simpson Company, Inc. - Leak Survey Log Leak Survey Client:Yorkville, Illinois Chris, Daniel, Gerald, William, Alfred, & Jerrell 31 Main Street 702 Main Street 2/24/2022 3/3/2022 Hydrant/ Service/ Valve Yes No Service 5 18 29 Auburn Drive 1095 Auburn Drive 2/25/2022 2/25/2022 Hydrant Yes No Hydrant 3 14 28 Center Street 209 Center Street 2/28/2022 2/28/2022 Hydrant/ Service/ Valve Yes No Service 5 15 28 Main Street 201 Main Street 2/28/2022 3/3/2022 Hydrant/ Valve Yes No Main 5 16 28 Church Street Spring Street 3/1/2022 3/3/2022 Hydrant/ Valve Yes No Hydrant 2 17 28 Bridge Street Main Street 3/1/2022 3/3/2022 Hydrant/ Valve No Traffic 25 Game Farm Road 1010 Game Farm Road 3/2/2022 3/7/2022 Hydrant Yes Yes Hydrant 1 24 26 Marketplace Drive Veterans Parkway 3/4/2022 3/4/2022 Hydrant/ Service/ Valve Yes No Hydrant 2 21 26 Market place Drive 5111-5134 Marketplace Drive 3/4/2022 3/4/2022 Hydrant Yes No Hydrant 1 22 26 Heartland Drive 864 Heartland Drive 3/7/2022 3/7/2022 Valve Yes No Service 5 23