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Public Works Committee Minutes 2022 03-15-22APPROVED 5/17/22 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