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Public Works Packet 2023 03-21-23 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, March 21, 2023 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: February 21, 2023 New Business: 1. PW 2023-24 Snow Operations Report 2. PW 2023-25 Bristol Bay – Grant of Easement 3. PW 2023-26 Well No. 10 and Raw Water Main Agreement – Design Engineering 4. PW 2023-27 Lake Michigan WIFIA Letter of Interest – Engineering Agreement 5. PW 2023-28 Seal Coat Machine Purchase 6. PW 2023-29 Compact Wheel Loader Purchase 7. PW 2023-30 Resolution in Support of the “Wyland Mayor’s Challenge for Water Conservation” 8. PW 2023-31 Lake Michigan Capital Improvement Plan – Overview 9. PW 2023-32 Water Department Transit Van Purchase Old Business: Additional Business: United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, March 21, 2023 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. February 21, 2023 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2023-24 Snow Operations Report □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2023-25 Bristol Bay – Grant of Easement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2023-26 Well No. 10 and Raw Water Main Agreement – Design Engineering □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2023-27 Lake Michigan WIFIA Letter of Interest – Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2023-28 Seal Coat Machine Purchase □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2023-29 Compact Wheel Loader Purchase □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2023-30 Resolution in Support of the “Wyland Mayor’s Challenge for Water Conservation” □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 8. PW 2023-31 Lake Michigan Capital Improvement Plan – Overview □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 9. PW 2023-32 Water Department Transit Van Purchase □ 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 – February 21, 2023 Public Works Committee – March 21, 2023 Majority Committee Approval Minute Taker Name Department DRAFT Page 1 of 4 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, February 21, 2023, 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 ongoing pandemic by allowing remote attendance for this meeting. IN ATTENDANCE: Committee Members Chairman Matt Marek Alderman Ken Koch Alderman Joe Plocher Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Alderman Chris Funkhouser (via Zoom) Other Guests: Mike Krempski Cathy ???/Windett Ridge (via Zoom) David Guss Melissa Valerio/Windett Ridge Mr. Kyle Lighthiser/Windett Ridge Dave Gaydos/Windett Ridge Abigail Cooling/Windett Ridge Ken Spranger/Windett Ridge Richard Fisher/Windett Ridge John Pinion/Windett Ridge The meeting was called to order at 6:00pm by Chairman Matt Marek. Citizen Comments: Old Business: (Moved forward on agenda) 1. 2022-82 Windett Ridge Road Parking Change Windett Ridge residents were present to speak about the proposed parking change to allow parking on both sides of Windett Ridge Road. There has been parking only on one side since 2014. Dave Gaydos: He prefers to keep the parking as it is now for safety reasons. He said parking on both sides will not reduce speed. Secondly, there is a bus stop on Claremont Court where there are crosswalks and by law, you are not allowed to park 30 feet from the crosswalk or intersection. He said it was enforced at first, but on the first day of school his daughter nearly got hit at the bus stop because the car behind the bus could not see when he and his daughter came out on the crosswalk. If the area is changed to parking on both sides, we need enforcement for speed and parking and how will the city control that? Kenneth Spranger: He is a school administrator with 2 daughters. He prefers the road to remain parking on one side only for safety. Abby Cooling: She lives on Fairfax which also has parking on only one side and the parking restriction is one reason why they bought there. She read that part of the reason for the proposal is because the construction is Page 2 of 4 done on Windett. However, she said it is not done and construction has just begun at the end of Windett Ridge and she is wondering why the ban would be reversed now. She believes all residents of Windett Ridge should have received a letter about the proposal. She said her family often walks on Windett Ridge and the proposal affects all residents even if they don't live on Windett Ridge. She does not want it reversed and it's safer for the bus stop on Fairfax She has seen cars and construction vehicles speed down the road and do not respect the buses. Alderman Koch asked why only residents of Windett Ridge received a letter and Mr. Olson explained that at the direction of past City Councils, letters were only sent to residents who live directly adjacent to the parking restrictions. Mr. Koch said he received feedback from about 70 residents about this. Kyle Lighthiser: He lives at Windett Ridge and Fairfax Rd. He has a company vehicle that is wide, making it difficult with parking on both sides. He said the proposal will not stop speeding vehicles. He said the speed limit is 35 and he suggested maybe the speed should be 25 in this area. Maybe more stop signs will help too. He bought his house partly due to the parking restrictions in place at that time in 2015. Kids will not be able to see around cars parking on both sides. There are also fire hydrants on his side. If the parking is kept on one side only, can we make an exception for handicapped? He wants to keep the parking as is. Melissa Valerio: She lives on Sutton St. and also supports keeping the ban in place. She lived in Aurora in areas where there was double-sided parking and got hit numerous times. Rich Fisher: He moved to Caulfield Point in October and does not support changing the parking. He came from Aurora where there was parking on both sides and cars got nicked and pets got hit. He said it is a safety concern. A friend of his works for IDOT and does not know of any studies that support this proposal. Speed restrictions are only helpful if they are enforced. John Pinion: He lives on Windett Ridge and has seen a significant increase in traffic-related events such as mirrors damaged. He does not support the proposed change in an effort to reduce property damage issues. He would like to see the speed limit sign again as it catches attention and speeds were reduced. Alderman Koch commented that they worked with the Chief of Police last fall. Cathy via Zoom: Mr. Olson read comments that she provided. She has counted cars 3x a day on this .8 mile long street. She does support both side parking. After informal tallies and the those who spoke tonight, Chairman Marek said the committee would not support any change to the current parking in Windett Ridge. Previous Meeting Minutes: January 17, 2023 The minutes were approved as presented. New Business: 1. PW 2023-12 Snow Operations Report Mr. Dhuse said the winter has been very mild for Public Works, Minimal salt has been needed and if no more is used this season, it will save $23,000. There has been one large equipment repair of $6,900 and he is waiting on parts for another repair. 2. PW 2023-13 Ordinance Approving a First Amendment TL Lease Agreement by and Between the United City of Yorkville and SprintCom LLC Mr. Dhuse said the city has had this agreement since 2004. Sprint wants to amend the agreement to move their cabinet from outside the tower to the south side of the Public Works building. He said his department is in favor of this since it will give the city more space. Sprint will fence the area and the equipment will not be very visible. He said Public Works personnel must go there whenever Sprint needs to access their equipment in an Page 3 of 4 emergency. They are not asking to change their payment of $3,000 a month and there is an automatic renewal every 5 years. The committee approved and this moves to the Council consent agenda. 3. PW 2023-14 Baseline Road – Contract Award Bids were taken on February 13th for patching and resurfacing of Baseline Rd. There were 3 bidders with Builders Paving being the lowest at $526,888 which Mr. Sanderson recommended for approval. Chairman Marek said some residents had reached out about the notification process before work starts. EEI will notify the residents, the city will send letters to the 3 homes on that road and Ms. Willrett will do a social media outreach. The committee approved the bid and it moves forward to the Council consent agenda. 4. PW 2023-15 Baseline Road - Construction Engineering Agreement Mr. Olson said this agreement is needed to manage the project on-site. The agreement is for $41,983 based on last year's rates and is budgeted. Approval was recommended by the committee and it will move forward to the Council consent agenda where it will require a vote. 5. PW 2023-16 Bristol Ridge Road Resurfacing – Balancing Authorization No. 1 Mr. Sanderson said the project is mostly complete with a couple punchlist items for the spring. This change order is for $60,000 below the contracted price. He recommended approval and this moves forward to the Council consent agenda. 6. PW 2023-17 Prairie Pointe Parking Lot Improvements – Change Order No. 1 (Balancing) This project is nearly complete and Mr. Sanderson said there is a Change Order for $450 below the contract. He recommended approval and this moves forward to the Council consent agenda. 7. PW 2023-18 Fox Hill – Supplemental Resolution and Request for Expenditure Mr. Sanderson said paperwork is needed for IDOT in order to close out this project. This needs a resolution along with a Request for Expenditure form. He recommended approval and this moves forward to the Council consent agenda. 8. PW 2023-19 2023 Road to Better Roads – MFT Resolution and Cost Estimate The Road to Better Roads program has been submitted to IDOT for their review. MFT funds have been used in the past which requires a resolution to be approved by City Council and approval is recommended. The committee approved this and and it moves forward to the Council regular agenda. 9. PW 2023-20 2023 Water Main Replacement Contract A – Contract Award Mr. Sanderson said bids were taken on February 14th with many received. Performance Construction and Engineering of Plano was the low bidder at $1,799,287. This work will begin in early May and is part of the accelerated water main replacement. With the committee's approval, this moves forward to the regular City Council agenda. 10. PW 2023-21 2023 Water Main Replacement Contract A – Construction Engineering Agreement Mr. Olson said engineers are needed to manage the project and EEI has a contract for $185,100. This is an estimate based on time at the site and it is budgeted. This also moves forward to the regular Council agenda. 11. PW 2023-22 Corneils Road Interceptor – Change Order No. 1 Mr. Sanderson said the city had a contract with Fisher Excavating as of last fall. It was delayed by 90 days due to funding so the contractor asked for 90 days on the back end if needed. They are making good progress and a second crew has been brought in to help at the site at Bright Farms. He recommended approval of the time extension and will give a progress report at the next meeting. This moves to the Council consent agenda with committee approval. Page 4 of 4 12. PW 2023-23 EEI Rate Increase Request A schedule of new EEI rates was presented and is based on inflationary rates, generally 7% and Mr. Olson recommended approval. In the original 2012 contract, a retainer rate of $240,000 was set as a minimum. That value will need to be changed at some point in the future as each rate increase chips away at the retainer. Mr. Olson also explained some other details relating to the rates. Alderman Funkhouser noted the 3-4% increase last year. He said the rate increase also affects the city contracts and feels the 7% is significantly higher and adds ramifications to other projects the city does. This item will move forward to the regular City Council agenda. Old Business: (Discussed beginning of agenda) Additional Business: Alderman Koch asked if work had been done at Sunset and Leisure. Mr. Dhuse said core samples had been taken and they were filled in today. Alderman Funkhouser asked if there had been an update regarding the Rt. 47 and Bristol Bay connection. The design phase is far along and it could be in construction in a time frame that would be similar if the city was doing it. It is getting ready to be bid and construction will start in 2024. Utility poles and gas mains will be moved this year, bids will be let in early 2024 and final plans will be available to review this summer. This will be a 2.5 year project. There was no further business and the meeting adjourned at 6:43pm. Minutes respectfully transcribed by Marlys Young, Minute Taker Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PW 2023-24 March 2023 Snow Report Public Works Committee – March 21, 2023 None Informational Monthly and year-end report. Eric Dhuse Public Works Name Department Summary A brief report of the snow removal operations from Feb 15th – March 15th, 2023. Background With only one new salting operation to report, and above freezing temperatures predicted, staff is attaching the update for the month, and the year end totals. Overall, this has been one of the least active winters ever as far as snow removal operations. When we started off the season with the Christmas weekend blizzard, brutally cold temps, and high winds I thought we were in for a long winter. Luckily for us, that was not the case. In total, we performed snow removal operations 6 times with an additional 2 passes throughout the town of anti-icing operations in preparation for storms. The lack of events also meant that our repair bills lessened. We had 2 major repairs, with one still ongoing. This was a much needed break from seemingly endless repair bills. Below please find the report for our lone operation in this reporting period along with a year end summary. Salt usage was down over 400 tons which is a tremendous savings of money, time, and wear and tear on the equipment. To put it in monetary terms, our salt price was $79.12 per ton this year so a savings of 400 tons is equal to ~$31,600. This money will be able to be used for salt purchase next year, or other MFT projects. 2/17/2023 Setto 2/21/2023 Salt600 GͲTemp BrineON Recorder ED TotalMiles Average SaltLbsofLbsofBrineGallonsof GalBrine/ Tonsof RTͲTruckID Driven MPH Miles SaltUsed Salt/Mi. Miles BrineUsed Ton Salt SaltUsed R1Ͳ#9 109.4 10.0 51.00 31355 614.80 51 178 11.35 15.68 R2Ͳ#27 110 13.0 56.00 35215 628.84 56 0 0.00 17.61 R3Ͳ#10 90 7.0 57.00 35451 621.95 0 0 17.73 R4Ͳ#13 0 0.0 0.00 0 0 0 0.00 R5Ͳ#23 80 9.0 64.00 35129 548.89 64 0 0.00 17.56 R6Ͳ#18 74 9.0 65.00 39982 615.11 65 219 10.95 19.99 R7Ͳ#28 59 12.0 43.00 25560 594.42 43 87 6.81 12.78 R8Ͳ#22 75 7.0 38.00 22980 604.74 0 0 16.21 R9Ͳ#11 122 9.0 56.00 32428 579.07 56 240 14.80 16.21 R7Ͳ#3 74 9 43.00 21500 500 10.75 R7Ͳ#14 74 9 43.00 21500 500 11 R6Ͳ#6 80 9 64 32000 500 16 R3Ͳ#19 90 7 57 28500 500 14 Total 793.4 8 430.0 361600 600.98 335 724 7.32 185.52 DateofRecording SnowOperationsSaltandBrineData2022Ͳ2023 SnowEventDate Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: March 14, 2023 Subject: March Snow Report YEAREND Setto 3/13/2023 Salt GͲTemp Brine Recorder ED TotalMiles Average SaltLbsofLbsofBrineGallonsof GalBrine/ Tonsof RTͲTruckID Driven MPH Miles SaltUsed Salt/Mi. Miles BrineUsed Ton Salt SaltUsed R1Ͳ#9 593.4 12.3 312.5 176075 563.44 221.5 778 8.84 88.04 R2Ͳ#27 564 11.5 309 194925 630.83 147 196 2.01 97.46 R3Ͳ#10 483 10.0 267.6 95961 358.60 0 0 47.98 R4Ͳ#13 220 3.5 141.6 82672 583.84 0 0 41.34 R5Ͳ#23 603 13.8 432.7 220979 510.70 247 700 6.34 110.49 R6Ͳ#18 496 10.3 375 216905 578.41 236 973 8.97 108.45 R7Ͳ#28 482 10.3 311.4 161180 517.60 167 302 3.75 80.59 R8Ͳ#22 575 11.5 254.8 134980 529.75 0 0 67.49 R9Ͳ#11 546.5 9.5 327.9 178522 544.44 256.9 1083 12.13 89.26 R7Ͳ#3 496 10.25 311.40 155700 500 77.85 R7Ͳ#14 496 10.25 311.40 155700 500 78 R6Ͳ#6 603 13.75 432.7 216350 500 108 R3Ͳ#19 483 10 267.6 133800 500 67 Total 5058.9 10 2732.5 2123749 535.29 1275 4032 7.01 1061.87 SnowOperationsSaltandBrineData2022Ͳ2023 SnowEventDate DateofRecording 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 2023-25 Bristol Bay – Unit 10 Public Works Committee – March 21, 2023 Majority Approval Plat of Easement Brad Sanderson Engineering Name Department The attached Plat of Easement document is part of the Unit 10 development. The document has been reviewed and it is found to be acceptable. Staff is recommending acceptance of the easement. 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: March 9, 2023 Subject: Plat of Dedication and Plat of Easement 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 2023-26 Well No. 10 and Raw Water Main Agreement – Design Engineering Public Works Committee – March 21, 2023 Please see attached memo. Bart Olson Administration Name Department Summary Consideration of a design engineering contract with EEI for the City’s upcoming Well #10 and raw water main project. Background This item was last discussed by the City Council at the March 14th City Council meeting during the FY 24 budget presentation. During the presentation, the City Council heard an update that the previously named Well #6 would have to be renamed to Well #10 and was included within the budget. The necessity of the new Well #10 is both to provide adequate water supply to the community before Lake Michigan water is received, but also to provide adequate backup water supply after Lake Michigan water is received. Prior to the March 14th budget presentation, the Public Works Committee discussed this new well at the December 2022 meeting (materials attached). In short, this new well is expected to be located ~0.5 mile away from the existing Well at 610 Tower Lane, and the raw water from Well #10 would be sent over to 610 Tower Lane’s water treatment plant via a new water main. In order to bring this new well on line in advance of any water source issues, we need to begin design this Spring. Accordingly, EEI has submitted a design engineering agreement for the Well #10 and raw water main. The agreement contains a fixed fee amount of $249,500 with additional direct estimated expenses at $33,370 for an expected total expenditure of $282,870. This amount is included in the FY 23 and FY 24 budgets. Recommendation Staff recommends approval of the design engineering contract with EEI for the City’s upcoming Well #10 and raw water main project. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: March 16, 2023 Subject: Well No. 10 and Raw Water Main – design engineering Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement - Design Engineering THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as the "Contractor" or “ENGINEER” agrees as follows: A. Services: ENGINEER agrees to furnish to the City the following services: The ENGINEER shall provide any and all necessary engineering services to the City as indicated on the Scope of Services (Attachment B). Design engineering will be provided for well No. 10 and approximately 4,000 linear feet of raw water main improvements in a location to be determined. (see Attachment E for project limits). Engineering will be in accordance with all City, Standard Specifications for Water and Sewer Construction in Illinois, Illinois Department of Transportation, and Illinois Environmental Protection Agency requirements. B. Term: Services will be provided beginning on the date of execution of this agreement and continuing, until terminated by either party upon 7 days written notice to the non- terminating party or upon completion of the Services. Upon termination the ENGINEER shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to ENGINEER: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimate of Level of Effort and Associated Cost included in Attachment C. Design Engineering will be paid for as a Fixed Fee (FF) in the amount of $249,500. Direct expenses are estimated at $33,370. The hourly rates for this project are shown in the attached 2023 Standard Schedule of Charges (Attachment F). All payments will be made according to the Illinois State Prompt Payment Act and not less than once every thirty days. D. Changes in Rates of Compensation: In the event that this contract is designated in Section B hereof as an Ongoing Contract, ENGINEER, on or before February 1st of any given year, shall provide written notice of any change in the rates specified in Section C hereof (or on any attachments hereto) and said changes shall only be effective on and after May 1st of that same year. Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement Design Engineering E. Ownership of Records and Documents: ENGINEER agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. ENGINEER agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, ENGINEER agrees to return all such materials to the City. The City agrees not to modify any original documents produced by ENGINEER without 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: ENGINEER shall have sole control over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the ENGINEER under this agreement shall be that of an independent contractor. ENGINEER will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery: The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement Design Engineering Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting: The Contractor certifies that it has not been barred from contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity: The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement Design Engineering sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of ENGINEER or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance: The ENGINEER agrees that it has either attached a copy of all required insurance certificates or that said insurance is not required due to the nature and extent of the types of services rendered hereunder. (Not applicable as having been previously supplied) K. Additional Terms or Modification: The terms of this agreement shall be further modified as provided on the attachments. Except for those terms included on the attachments, no additional terms are included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement Design Engineering manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of exhibits is as follows: Attachment A: Standard Terms and Conditions Attachment B: Scope of Services Attachment C: Estimate of Level of Effort and Associated Cost Attachment D: Estimated Schedule Attachment E: Location Map Attachment F: 2023 Standard Schedule of Charges L. Notices: All notices required to be given under the terms of this agreement shall be given mail, addressed to the parties as follows: For the City: For the ENGINEER: City Administrator and City Clerk Engineering Enterprises, Inc. United City of Yorkville 52 Wheeler Road 800 Game Farm Road Sugar Grove Illinois 60554 Yorkville, IL 60560 Either of the parties may designate in writing from time to time substitute addresses or persons in connection with required notices. Agreed to this _____day of __________________, 2023. United City of Yorkville: Engineering Enterprises, Inc.: _________________________________ ________________________________ John Purcell Brad Sanderson, PE Mayor Chief Operating Officer / President _________________________________ ________________________________ Jori Behland Angie Smith City Clerk Executive Assistant STANDARD TERMS AND CONDITIONS Agreement: These Standard Terms and Conditions, together with the Professional Services Agreement, constitute the entire integrated agreement between the OWNER and Engineering Enterprises, Inc. (EEI) (hereinafter “Agreement”), and take precedence over any other provisions between the Parties. These terms may be amended, but only if both parties consent in writing. Standard of Care: In providing services under this Agreement, the ENGINEER will endeavor to perform in a matter consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under same circumstances in the same locality. ENGINEER makes no other warranties, express or implied, written or oral under this Agreement or otherwise, in connection with ENGINEER’S service. Construction Engineering and Inspection: The ENGINEER shall not supervise, direct, control, or have authority over any contractor work, nor have authority over or be responsible for the means, methods, techniques sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety of the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor’s furnishing and performing of its work. The ENGINEER neither guarantees the performance of any contractor nor assumes responsibility for contractor’s failure to furnish and perform the work in accordance with the contract documents. The ENGINEER is not responsible for the acts or omissions of any contractor, subcontractor, or supplies, or any of their agents or employees or any other person at the site or otherwise furnishing or performing any work. Shop drawing and submittal review by the ENGINEER shall apply to only the items in the submissions and only for the purpose of assessing if upon installation or incorporation in the project work they are generally consistent with the construction documents. OWNER agrees that the contractor is solely responsible for the submissions and for compliance with the construction documents. OWNER further agrees that the ENGINEER’S review and action in relation to these submissions shall not constitute the provision of means, methods, techniques, sequencing or procedures of construction or extend or safety programs or precautions. The ENGINEER’S consideration of a component does not constitute acceptance of the assembled items. The ENGINEER’S site observation during construction shall be at the times agreed upon in the Project Scope. Through standard, reasonable means the ENGINEER will become generally familiar with observable completed work. If the ENGINEER observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and OWNER for them to address. Opinion of Probable Construction Costs: ENGINEER’S opinion of probable construction costs represents ENGINEER’S best and reasonable judgment as a professional engineer. OWNER acknowledges that ENGINEER has no control over construction costs of contractor’s methods of determining pricing, or over competitive bidding by contractors, or of market conditions or changes thereto. ENGINEER cannot and does not guarantee that proposals, bids or actual construction costs will not vary from ENGINEER’S opinion of probable construction costs. Copies of Documents & Electronic Compatibility: Copies of Documents that may be relied upon by OWNER are limited to the printed copies (also known as hard copies) that are signed or sealed by the ENGINEER. Files in electronic media format of text, data, graphics, or of other types that are furnished by ENGINEER to OWNER are only for convenience of OWNER. Any conclusion or information obtained or derived from such electronic files will be at the user's sole risk. When transferring documents in electronic media format, ENGINEER makes no representations as to long term compatibility, usability, or readability of documents resulting from the use of software application packages, operating systems, or computer hardware differing from those used by ENGINEER at the beginning of the project. Changed Conditions: If, during the term of this Agreement, circumstances or conditions that were not originally contemplated by or known to the ENGINEER are revealed, to the extent that they affect the scope of services, compensation, schedule, allocation of risks, or other material terms of this Agreement, the ENGINEER may call for renegotiation of appropriate portions of this Agreement. The ENGINEER shall notify the OWNER of the changed conditions necessitating renegotiation, and the ENGINEER and the OWNER shall promptly and in good faith enter into renegotiation of this Agreement to address the changed conditions. If terms cannot be agreed to, the parties agree that either party has the absolute right to terminate this Agreement, in accordance with the termination provision hereof. Hazardous Conditions: OWNER represents to ENGINEER that to the best of its knowledge no Hazardous Conditions (environmental or otherwise) exist on the project site. If a Hazardous Condition is encountered or alleged, ENGINEER shall have the obligation to notify OWNER and, to the extent of applicable Laws and Regulations, appropriate governmental officials. It is acknowledged by both parties that ENGINEER's scope of services does not include any services related to a Hazardous Condition. In the event ENGINEER or any other party encounters a Hazardous Condition, ENGINEER may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the project affected thereby until OWNER: (i) retains appropriate specialist consultant(s) or contractor(s) to identify and, as appropriate, abate, remediate, or remove the Hazardous Condition; and (ii) warrants that the project site is in full compliance with applicable Laws and Regulations. Consequential Damages: Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, neither the OWNER nor the ENGINEER, their respective officers, directors, partners, employees, contractors, or subcontractors shall be liable to the other or shall make any claim for any incidental, indirect, or consequential damages arising out of or connected in any way to the Project or to this Agreement. This mutual waiver of consequential damages shall include, but is not limited to, loss of use, loss of profit, loss of business, loss of income, loss of reputation, or any other consequential damages that either party may have incurred from any cause of action including negligence, strict liability, breach of contract, and breach of strict or implied warranty. Both the OWNER and the ENGINEER shall require similar waivers of consequential damages protecting all the entities or persons named herein in all contracts and subcontracts with others involved in this project. Termination: This Agreement may be terminated for convenience, without cause, upon fourteen (14) days written notice of either party. In the event of termination, the ENGINEER shall prepare a final invoice and be due compensation as set forth in the Professional Services Agreement for all costs incurred through the date of termination. Either party may terminate this Agreement for cause upon giving the other party not less than seven (7) calendar days’ written notice for the following reasons: (a) Substantial failure by the other party to comply with or perform in accordance with the terms of the Agreement and through no fault of the terminating party; (b) Assignment of the Agreement or transfer of the project without the prior written consent of the other party; (c) Suspension of the project or the ENGINEER’S services by the OWNER for a period of greater than ninety (90) calendar days, consecutive or in the aggregate. (d) Material changes in the conditions under which this Agreement was entered into, the scope of services or the nature of the project, and the failure of the parties to reach agreement on the compensation and schedule adjustments necessitated by such changes. Third Party Beneficiaries: Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the OWNER or the ENGINEER. The ENGINEER’S services under this Agreement are being performed solely and exclusively for the OWNER’S benefit, and no other party or entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. The OWNER and ENGINEER agree to require a similar provision in all contracts with contractors, subcontractors, vendors and other entities involved in this Project to carry out the intent of this provision. Force Majeure: Each Party shall be excused from the performance of its obligations under this Agreement to the extent that such performance is prevented by force majeure (defined below) and the nonperforming party promptly provides notice of such prevention to the other party. Such excuse shall be continued so long as the condition constituting force majeure continues. The party affected by such force majeure also shall notify the other party of the anticipated duration of such force majeure, any actions being taken to avoid or minimize its effect after such occurrence, and shall take reasonable efforts to remove the condition constituting such force majeure. For purposes of this Agreement, “force majeure” shall include conditions beyond the control of the parties, including an act of God, acts of terrorism, voluntary or involuntary compliance with any regulation, law or order of any government, war, acts of war (whether war be declared or not), labor strike or lock-out, civil commotion, epidemic, failure or default of public utilities or common carriers, destruction of production facilities or materials by fire, earthquake, storm or like catastrophe. The payment of invoices due and owing hereunder shall in no event be delayed by the payer because of a force majeure affecting the payer. Additional Terms or Modification: All prior understandings and agreements between the parties are merged into this Agreement, and this Agreement may not be modified orally or in any manner other than by an Agreement in writing signed by both parties. In the event that any provisions of this Agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. Assignment: Neither party to this Agreement shall transfer or assign any rights or duties under or interest in this Agreement without the prior written consent of the other party. Subcontracting normally contemplated by the ENGINEER shall not be considered an assignment for purposes of this Agreement. Waiver: A party’s waiver of, or the failure or delay in enforcing any provision of this Agreement shall not constitute a waiver of the provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Attorney’s Fees: In the event of any action or proceeding brought by either party against the other under this Agreement, the prevailing party shall be entitled to recover from the other all costs and expenses including without limitation the reasonable fees of its attorneys in such action or proceeding, including costs of appeal, if any, in such amount as the Court may adjudge reasonable. Headings: The headings used in this Agreement are inserted only as a matter of convenience only, and in no way define, limit, enlarge, modify, explain or define the text thereof nor affect the construction or interpretation of this Agreement. Well No. 10 and Raw Water Main United City of Yorkville, IL Professional Services Agreement - Design Engineering Attachment B – Scope of Services DESIGN ENGINEERING – WELL NO. 10 0.0 Project Management and Administration x Budget Tracking x Management of Personnel and the Engineering Contract x Coordination with the City and Other Regulatory Agencies (IEPA) x Project Kick-Off Meeting Between the City and EEI 1.0 Design Phase x Prepare Proposed Well Schematic x Prepare Required Technical Specifications x Prepare Permit Issue Plans and Specifications x Prepare IEPA Construction Permit Application x Prepare Project Manual x Prepare 100% Engineer’s Opinion of Probable Construction Cost x Includes Design of Permanent Well Equipment, Including Pump and Motor x Includes Electrical Engineering Design for 2,300V Electrical Service, Distribution, and Starter Equipment at the Well 10 Site. Assumes Pre-Engineered Electrical Building for Distribution and Starter Equipment and Structural Engineering for Equipment Pads. Assumes adequate 2,300V ComEd service is available nearby, along Game Farm Road. Coordination with ComEd for Service is Included. x Assumes No Treatment Modifications Required to Treat Water from New Well No. 10 – Existing Well No. 4 Water Treatment Plant to Treat Flow without Modifications with the Exception of SCADA Programming Modifications at the Facility. Scope Includes SCADA Design. x Assumes One Project Manual for Bidding All Work Noted Herein for Design Engineering for Well No. 10. 2.0 Bidding and Negotiating Phase x Prepare Advertisement for Bids x Submit Ad for Bid to the Local Paper and Post Bidding Documents on QuestCDN x Pre-Bid Meeting x Address Bid Questions and Prepare Addenda x Assist in Bid Review, Prepare Bid Tabulation, and Prepare Contracts DESIGN ENGINEERING – RAW WATER MAIN 2.1 Project Management and Administration x Budget Tracking x Management of Personnel and the Engineering Contract x Coordination with the City and Other Regulatory Agencies (IEPA) x Coordination with school district 2.2 Project Meetings x Project Kick-Off Meeting Between the City and EEI x One (1) Design Progress Meeting Between the City and, EEI prior to Bidding x One (1) Design Meeting Between the City, school district, and EEI prior to Bidding. Well No. 10 and Raw Water Main United City of Yorkville Professional Services Agreement Design Engineering Attachment B - Scope of Services 2.3 Topographic Survey x Field Survey x Drafting to Create Base File 2.4 Utility Coordination x Design JULIE x Plan Submission and Coordinate with Private Utilities 2.5 Final Plans, Specifications and Estimates x Preparation of 60%, 90%, and 100% Engineering Plans x Preparation of 90% and 100% Project Manual and Engineer’s Opinion of Probable Construction Cost. Project Manual Shall Include Bidding and Contract Documents, General Conditions, and Special Provisions. 2.6 Permits x Prepare IEPA Documentation for CCDD Management of Soils x Prepare IEPA Construction Permit Application and Acquire Permit 2.7 Bidding and Contracting x Prepare Bidders List and Ad for Bid x Submit Ad for Bid to the Local Paper and Post Bidding Documents on QuestCDN x Address Bid Questions and Prepare Addenda x Attend Bid Opening x Prepare Bid Tab, Bid Summary, and Recommendation of Award x Execute Contract Documents DIRECT EXPENSES The following scope of services will be provided by EEI’s subconsultant’s: Geotechnical and CCDD (Rubino Engineering, Inc.) x Five (5) Soil Borings x Prepare Geotechnical Report and CCDD Analysis x Prepare LPC 662/663 Permit EXCLUSIONS The above scope of services for the Well No. 10 and Raw Water Main includes the following exclusions: x Easement Negotiations x Land Acquisition x Environmental Surveys Including but Not Limited to Tree Surveys The above scope for “Well No. 10 and Raw Water Main” 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 United City of YorkvillePROJECT TITLEPREPARED BYWell No. 10 and Raw Water MainROLE PIC PM SPE 2 PE SPM SPT 2 ST PM SPT 1 ADMINRATE $239 $204 $192 $162 $227 $167 $135 $167 $156 $70WELL NO. 100.0 Project Administration and Meetings 8 8 - 6 - - - - - - 22 4,516$ 1.0 Design Phase 12 60 - 94 9 18 - - 40 2 235 41,765$ 2.0 Bidding and Negotiating Phase 4 20 - 28 - - - - - 1 53 9,642$ RAW WATER MAIN2.1 Project Management and Administration 8 46 14 - - - - - - - 68 13,984$ 2.2 Project Meetings 6 12 12 - - - - - - - 30 6,186$ 2.3 Topographic Survey - 18 - - 117 49 27 - - - 211 42,059$ 2.4 Utility Coordination - - 8 12 - - - - - - 20 3,480$ 2.5 Final Plans, Specifications, and Estimates 12 102 160 90 - - - 60 180 - 604 107,076$ 2.6 Permits 8 28 18 - - - - - - - 54 11,080$ 2.7 Bidding and Contracting 3 23 12 9 - - - - - 8 55 9,731$ Design Subtotal: 37 229 224 111 117 49 27 60 180 8 - 1,042 249,519$ 37 229 224 111 117 49 27 60 180 8 - 1,042 249,519 DIRECT EXPENSESMileage = -$ Printing = 370$ Legal Surveying = 10,000$ Environmental Assessment = 10,000$ Electrical Engineering = 10,000$ Structural Engineering = 3,000$ DIRECT EXPENSES = 33,370$ LABOR SUMMARYEEI Labor Expenses = 249,519$ TOTAL LABOR EXPENSES249,519$ TOTAL COSTS 282,889$ 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comPROJECT TOTAL:KDWCOSTTASK NO.TASK DESCRIPTIONHOURS ATTACHMENT D: ESTIMATED SCHEDULECLIENT PROJECT NUMBERUnited City of YorkvilleYO2303-PPROJECT TITLEDATE PREPARED BYWell No. 10 and Raw Water MainKDW2024FEB MARAPR MAYJUNE JULYAUG SEPT OCT NOV DEC JANWELL NO. 100.0 Project Administration and Meetings1.0 Design Phase2.0 Bidding and Negotiating PhaseRAW WATER MAIN2.1 Project Management and Administration2.2 Project Meetings2.3 Topographic Survey2.4 Utility Coordination2.5 Final Plans, Specifications, and Estimates2.6 Permits2.7 Bidding and Contracting 52 Wheeler Road Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comTASK NO.TASK DESCRIPTION3/14/232023 GFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGFGF!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(!(GFi!(W Somonauk StChurch StGameFarmRdCody Ct CarlyDrPrairi e LnCarlyCtWest StE Park StKing StNBridgeStSunset AveESomonaukStCannonball TrlAppletree CtW Spring StTower LnGeorgeanna StConover LnCopyright nearmap 2015Engineering Enterprises, Inc.52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700WATER MAINLOCATION MAPwww.eeiweb.comDATEDATE:PROJECT NO.:FILE:PATH:BY:FEBRUARY 2023YO2303YO2303_ Water Main - Tower Sites.mxd H:\GIS\PUBLIC\YORKVILLE\2023\MJTNO.REVISIONS³United City of Yorkville800 Game Farm RoadYorkville, IL 60560630-553-4350www.yorkville.il.us600 0300 FeetLegendi!ELEVATED WATER STORAGE TANK (EWST)GFWATER TREATMENT PLANT45BP/PRV STATION#PRV STATION(WELL!(VALVEGFHYDRANTEXISTING RAW WATER MAINUNKNOWN WATER MAIN3" WATER MAIN AND SMALLER4" WATER MAIN6" WATER MAN8" WATER MAIN10" WATER MAIN12" WATER MAIN16" WATER MAINFLOODWAYFLOODPLAINOPTION 1OPTION 2Attachment E EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $239.00 Principal E-3 $234.00 Senior Project Manager E-2 $227.00 Project Manager E-1 $204.00 Senior Project Engineer/Surveyor II P-6 $192.00 Senior Project Engineer/Surveyor I P-5 $179.00 Project Engineer/Surveyor P-4 $162.00 Senior Engineer/Surveyor P-3 $149.00 Engineer/Surveyor P-2 $135.00 Associate Engineer/Surveyor P-1 $122.00 Senior Project Technician II T-6 $167.00 Senior Project Technician I T-5 $156.00 Project Technician T-4 $146.00 Senior Technician T-3 $135.00 Technician T-2 $122.00 Associate Technician T-1 $107.00 GIS Technician II G-2 $119.00 GIS Technician I G-1 $110.00 Engineering/Land Surveying Intern I-1 $ 79.00 Executive Administrative Assistant A-4 $ 75.00 Administrative Assistant A-3 $ 70.00 VEHICLES. REPROGRAPHICS, DIRECT COSTS, DRONE AND EXPERT TESTIMONY Vehicle for Construction Observation $ 15.00 In-House Scanning and Reproduction $0.25/Sq. Ft. (Black & White) $1.00/Sq. Ft. (Color) Reimbursable Expenses (Direct Costs) Cost Services by Others (Direct Costs) Cost + 10% Unmanned Aircraft System / Unmanned Aerial Vehicle / Drone $ 216.00 Expert Testimony $ 271.00 STANDARD SCHEDULE OF CHARGES ~ JANUARY 1, 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 #5 Tracking Number PW 2022-83 Water Capacity Presentation and Recommendation Public Works Committee – December 20, 2022 None Informational A presentation on the water supply will take place. Brad Sanderson Engineering Name Department Packet materials from PW 12/20/22 meeting Water Supply EvaluationUnited City of YorkvilleDecember 2022 1. Needs Assessment Overview2. Alternative Supply Options3. Summary and RecommendationsAgenda NEEDS ASSESSMENT OVERVIEW Needs Assessment Calculations Utilize Analysis of Historic Water Demands to Predict Future Water DemandsCURRENTTRENDS:• Assumes Future Water Usage will be Similar to Recent Historic Usage• Avg. Day Demand = 85 GPCD• Max. Day to Avg. Day Ratio = 2.0• Reliable Water Supply (Wells) is Critical Item• Breakeven P.E. Addition is ~3,000LESS RESOURCE INTENSIVE:• Assumes Future Water Usage will be Reduced Through Conservation• Avg. Day Demand = 80 GPCD• Max. Day to Avg. Day Ratio = 1.8• Reliable Water Supply (Wells) is Critical Item• Breakeven P.E. Addition is ~8,000 NEAR TERM ANALYSISADDITIONAL WATER SOURCE NEEDEDSomewhere Between 3,000 & 8,000 Additional P.E. (Depending on Future Water Use and Efficiency of Water Conservation Measures)MITIGATE MAX DAY DEMANDSWater Use Ordinance Modifications/Enforcement & Increase Water Conservation Measures, Pursue Water LossesEVALUATEAlternative Water Supply OptionsCURRENT ESTIMATED TIMEFRAMECompletion of Lake Michigan Connection is 2028-2029 ALTERNATIVE SUPPLY OPTIONS ALTERNATIVE AALTERNATIVE WATER SUPPLY OPTIONS –NEAR TERMInterconnection with MontgomeryALTERNATIVE BDrill New Well 6 and Connect to Existing Well 4 WTPALTERNATIVE CDrill New Well 6 and Construct New Well 6 WTP ALTERNATIVE A:Interconnect with Montgomery• 16-Inch Connection Between Dickson Rd and Galena RdMontgomery YorkvilleFairfield Way Tank North TankTCL 832 810MO Side 657.6 75.5 66.0YO Side 650 78.8 69.3BCL 780 770MO Side 657.6 53.0 48.7YO Side 650 56.3 51.9Elevation from ModelHydraulic Profile Comparison:• Overlap Between Range of Pressures in Both Communities’ Systems so Interconnect Would Be Mutually Beneficial ALTERNATIVE A: Interconnection with Montgomery16-Inch Connection with Village of MontgomeryDISADVANTAGESVariable Reliability – MO May Not Always be Able to Provide Required Water Based Upon Their Own NeedsWould Require Water Transfer Plan and Corrosion Control Study if Routinely Utilized (Adds to Time & Cost)Requires Negotiation and IGA with MOIMPLEMENTATION TIME: 1 – 2 Years to Become Operational*PRELIMINARY COST ESTIMATE: $880,000*ADVANTAGESBeneficial to Both YO and MOLowest Cost AlternativeShorter Implementation TimeCan be Used as Emergency Interconnection After LMConnection*Does NotInclude Water Transfer Plan and Corrosion Control Study ALTERNATIVE B:Drill New Well 6 & Connect to Existing Well 4 WTP• Size New Well for 1,000 gpm; Allows For Future Abandonment of Well 4• Typically Locate Deep Wells at Least 1-Mile Apart to Minimize Overlapping Influence – New Well 6 <1-Mile from Existing Well 4• Preliminary Analysis Indicates Wells 4 and 6 Could Operate Simultaneously for Short Duration; Not Recommended for Long Duration ALTERNATIVE B: Drill New Well 6 and Connect to Existing Well 4 WTPADVANTAGESAdditional Well for Future Backup Supply – Allows for Abandonment of Well 4 After LM ConnectionUtilizing Existing WTP is Cost Effective and Shortens ScheduleDISADVANTAGESLimitations for Operating Two 1,000 gpm Wells Simultaneously for Long DurationsLong Raw Water MainDoes Not Improve Treatment Plant Redundancy/ReliabilityIMPLEMENTATION TIME: 1.5 – 2.5 Years to Become OperationalPRELIMINARY COST ESTIMATE: $6,850,000ADVANTAGESAdditional Well for Future Backup Supply – Allows for Abandonment of Well 4 After LM ConnectionUtilizing Existing WTP is Cost Effective and Shortens Schedule ALTERNATIVE C:Drill New Well 6 and Construct Well 6 WTP• New 1,000 gpm Well• New Cation Exchange WTP – Similar to Existing WTPs ALTERNATIVE C: Drill New Well 6 and Construct Well 6 WTPNew 1,000 gpm Well 6 and Cation Exchange WTPADVANTAGESAdditional Well for Future Backup SupplyAdditional Water Treatment Redundancy/ReliabilityLess Concern About Interference with Other Deep WellsDISADVANTAGESHighest Cost Alternative Longest Anticipated Implementation TimeIMPLEMENTATION TIME: 2.5 – 3 Years to Become OperationalPRELIMINARY COST ESTIMATE: $11,130,000 SUMMARY AND RECOMMENDATIONS Long-Term Backup Well Supply Needs2050 LRI ADD Projected Water Use: ~3.8 MGD (~2,640 gpm)• Equates to 3 Deep Wells, Plus 1 Additional For Backup• Currently Have 4 Deep Wells (4, 7, 8 & 9)Long-Term Performance and Water Quality Concerns for Well 4• Benefits for Drilling New Well Soon and Abandoning Well 4 After Lake Michigan ConnectionCurrent Development Activity and Anticipated Growth/TimingGrowth of ~500 P.E. in 2022Any Changes/Increase May Accelerate Need for Additional Water SourceImpact of Potential Industrial Demands and TimingPhase I – 1,000 PE; Total Needs – TBDTiming of Phase I Alongwith Current Growth PatternADDITIONAL CONSIDERATIONS ALTERNATIVE AALTERNATIVES COMPARISONInterconnection with MontgomeryIMPLEMENTATION TIME: 1 – 2 YearsPRELIMINARY COST ESTIMATE: $880,000ALTERNATIVE BDrill New Well 6 and Connect to Well 4 WTPIMPLEMENTATION TIME: 1.5 – 2.5 YearsPRELIMINARY COST ESTIMATE: $6,850,000ALTERNATIVE CDrill New Well 6 and Construct Well 6 WTPIMPLEMENTATION TIME: 2.5 – 3 YearsPRELIMINARY COST ESTIMATE: $11,130,000 IMMEDIATE RECOMMENDATIONAlternative B:Construct New Well and Connect to Well 4 WTP as an Additional Supply Source Short-Term and Backup Supply Source Long-Term, Post-Lake Michigan Connection NEAR FUTURE RECOMMENDATIONAlternative A:Construct Interconnection with Montgomery to be Used as a Mutually Beneficial EmergencySupply Source Short- and Long-Term 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 #4 Tracking Number PW 2023-27 Lake Michigan WIFIA Letter of Interest – Engineering Agreement Public Works Committee – March 21, 2023 Please see attached memo. Bart Olson Administration Name Department Summary Consideration of a professional services agreement with EEI and their subconsultant Stantec for the first phase (Letter of Interest – LOI) of the WIFIA program. Background This item was last discussed by the City Council at the March 14th City Council meeting during the FY 24 budget presentation. The City Council briefly saw the first draft of a Lake Michigan Water Source Project capital improvement plan and discussed the WIFIA impacts of population thresholds under the special census discussion. In short, the City Council needs to move on submitting a letter of interest to the EPA and the WIFIA program in order to meet our construction and funding timelines next year. The WIFIA application process is somewhat technical, and so we’ve asked EEI and their subconsultant Stantec (who has completed WIFIA loans for other municipalities) to manage our application process. Accordingly, EEI has submitted a professional services agreement for the first phase of the WIFIA loan application, which is a letter of interest. The agreement contains a fixed fee of $30,000 and is included in both the FY 23 and FY 24 budgets. This LOI phase of the process will take 8-12 weeks, and the EPA will review our overall construction plan and funding eligibility and give us preliminary feedback on the program. At the end of the EPA review of our LOI, they will sign off on a number of application components and invite us to formally apply for a loan at the end of the LOI process. That loan process will have its own professional services agreement, will take 9-12 months and will end with loan closing and the City having access to bond proceeds. Recommendation Staff recommends approval of the professional services agreement with EEI and their subconsultant Stantec for the first phase (Letter of Interest – LOI) of the WIFIA program. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: March 16, 2023 Subject: WIFIA Letter of Interest – engineering agreement 3/10/23 AGREEMENT FOR CONSULTING ENGINEERING SERVICES LAKE MICHIGAN – WIFIA LOI This Agreement, made this day of , 20 by and between the United City of Yorkville, Kendall County, Illinois, a municipal corporation of the State of Illinois (hereinafter referred to as the “CITY”) and Engineering Enterprises, Inc. of 52 Wheeler Road, Sugar Grove, Illinois, 60554 (hereinafter referred to as the “ENGINEER”). In consideration of the mutual covenants and agreements contained in this Agreement, the CITY and the ENGINEER agree, covenant and bind themselves as follows: 1. Services: ENGINEER agrees to perform for the CITY the scope of services described in Attachment B. 2. Direction: The City Administrator or his written designee, shall act as the CITY’S representative with respect to the Services to be provided by the ENGINEER under this Agreement and shall transmit instructions and receive information with respect to the Consulting Engineering Services. 3. Compensation: The work items, estimated staff time, and projected fees for each work item are summarized within Attachment C. Based on this computation, the CITY agrees to pay the ENGINEER for providing the Services set forth herein a fixed fee amount of $30,000. 4. Term: The term of this Agreement shall be active through April 30, 2024, unless otherwise extended through written confirmation by both parties. It is anticipated that this work will be complete within eight (8) weeks of notice to proceed. 5. Payment: Engineer shall invoice the CITY on a monthly basis for Services performed and any costs and expenses incurred during the previous thirty (30) day period. The CITY shall pay the ENGINEER within thirty (30) days of receipt of said invoice. 6. Termination: This Agreement may be terminated upon fourteen (14) days written notice of either party. In the event of termination, the ENGINEER shall prepare a final invoice and be due compensation calculated as described in paragraph 3 for all costs incurred through the date of termination. 7. Documents: All related writings, notes, documents, information, files, etc., created, compiled, prepared and/or obtained by the ENGINEER on behalf of the CITY for the Services provided herein shall be used solely for the intended project. Lake Michigan – WIFIA LOI 3/10/23 Page 2 8. Notices: All notices given pursuant to this Agreement shall be sent Certified Mail, postage prepaid, to the parties at the following addresses: The CITY: The ENGINEER: United City of Yorkville Engineering Enterprises, Inc. 800 Game Farm Road 52 Wheeler Road Yorkville, IL 60560 Sugar Grove, IL 60554 Attn: Bart Olson Attn: Brad Sanderson, P.E. City Administrator 9. Waiver: The failure of either party hereto, at any time, to insist upon performance or observation of any term, covenant, agreement or condition contained herein shall not in any manner be constructed as a waiver of any right to enforce any term, covenant, agreement or condition hereto contained. 10. Amendment: No purported oral amendment, change or alteration hereto shall be allowed. Any amendment hereto shall be in writing by the governing body of the CITY and signed by the ENGINEER. 11. Succession: This Agreement shall ensure to the benefit of the parties hereto, their heirs, successors and assigns. IN WITNESS WHEREOF, we have hereunto signed our names the day and year first above written. UNITED CITY OF YORKVILLE: ENGINEERING ENTERPRISES, INC.: John Purcell, Mayor Brad Sanderson, COO/President ATTEST: ATTEST: Title: _____________________ Administrative Assistant STANDARD TERMS AND CONDITIONS Agreement: These Standard Terms and Conditions, together with the Professional Services Agreement, constitute the entire integrated agreement between the OWNER and Engineering Enterprises, Inc. (EEI) (hereinafter “Agreement”), and take precedence over any other provisions between the Parties. These terms may be amended, but only if both parties consent in writing. Standard of Care: In providing services under this Agreement, the ENGINEER will endeavor to perform in a matter consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under same circumstances in the same locality. ENGINEER makes no other warranties, express or implied, written or oral under this Agreement or otherwise, in connection with ENGINEER’S service. Construction Engineering and Inspection: The ENGINEER shall not supervise, direct, control, or have authority over any contractor work, nor have authority over or be responsible for the means, methods, techniques sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety of the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor’s furnishing and performing of its work. The ENGINEER neither guarantees the performance of any contractor nor assumes responsibility for contractor’s failure to furnish and perform the work in accordance with the contract documents. The ENGINEER is not responsible for the acts or omissions of any contractor, subcontractor, or supplies, or any of their agents or employees or any other person at the site or otherwise furnishing or performing any work. Shop drawing and submittal review by the ENGINEER shall apply to only the items in the submissions and only for the purpose of assessing if upon installation or incorporation in the project work they are generally consistent with the construction documents. OWNER agrees that the contractor is solely responsible for the submissions and for compliance with the construction documents. OWNER further agrees that the ENGINEER’S review and action in relation to these submissions shall not constitute the provision of means, methods, techniques, sequencing or procedures of construction or extend or safety programs or precautions. The ENGINEER’S consideration of a component does not constitute acceptance of the assembled items. The ENGINEER’S site observation during construction shall be at the times agreed upon in the Project Scope. Through standard, reasonable means the ENGINEER will become generally familiar with observable completed work. If the ENGINEER observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and OWNER for them to address. Opinion of Probable Construction Costs: ENGINEER’S opinion of probable construction costs represents ENGINEER’S best and reasonable judgment as a professional engineer. OWNER acknowledges that ENGINEER has no control over construction costs of contractor’s methods of determining pricing, or over competitive bidding by contractors, or of market conditions or changes thereto. ENGINEER cannot and does not guarantee that proposals, bids or actual construction costs will not vary from ENGINEER’S opinion of probable construction costs. Copies of Documents & Electronic Compatibility: Copies of Documents that may be relied upon by OWNER are limited to the printed copies (also known as hard copies) that are signed or sealed by the ENGINEER. Files in electronic media format of text, data, graphics, or of other types that are furnished by ENGINEER to OWNER are only for convenience of OWNER. Any conclusion or information obtained or derived from such electronic files will be at the user's sole risk. When transferring documents in electronic media format, ENGINEER makes no representations as to long term compatibility, usability, or readability of documents resulting from the use of software application packages, operating systems, or computer hardware differing from those used by ENGINEER at the beginning of the project. Changed Conditions: If, during the term of this Agreement, circumstances or conditions that were not originally contemplated by or known to the ENGINEER are revealed, to the extent that they affect the scope of services, compensation, schedule, allocation of risks, or other material terms of this Agreement, the ENGINEER may call for renegotiation of appropriate portions of this Agreement. The ENGINEER shall notify the OWNER of the changed conditions necessitating renegotiation, and the ENGINEER and the OWNER shall promptly and in good faith enter into renegotiation of this Agreement to address the changed conditions. If terms cannot be agreed to, the parties agree that either party has the absolute right to terminate this Agreement, in accordance with the termination provision hereof. Hazardous Conditions: OWNER represents to ENGINEER that to the best of its knowledge no Hazardous Conditions (environmental or otherwise) exist on the project site. If a Hazardous Condition is encountered or alleged, ENGINEER shall have the obligation to notify OWNER and, to the extent of applicable Laws and Regulations, appropriate governmental officials. It is acknowledged by both parties that ENGINEER's scope of services does not include any services related to a Hazardous Condition. In the event ENGINEER or any other party encounters a Hazardous Condition, ENGINEER may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the project affected thereby until OWNER: (i) retains appropriate specialist consultant(s) or contractor(s) to identify and, as appropriate, abate, remediate, or remove the Hazardous Condition; and (ii) warrants that the project site is in full compliance with applicable Laws and Regulations. Consequential Damages: Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, neither the OWNER nor the ENGINEER, their respective officers, directors, partners, employees, contractors, or subcontractors shall be liable to the other or shall make any claim for any incidental, indirect, or consequential damages arising out of or connected in any way to the Project or to this Agreement. This mutual waiver of consequential damages shall include, but is not limited to, loss of use, loss of profit, loss of business, loss of income, loss of reputation, or any other consequential damages that either party may have incurred from any cause of action including negligence, strict liability, breach of contract, and breach of strict or implied warranty. Both the OWNER and the ENGINEER shall require similar waivers of consequential damages protecting all the entities or persons named herein in all contracts and subcontracts with others involved in this project. Termination: This Agreement may be terminated for convenience, without cause, upon fourteen (14) days written notice of either party. In the event of termination, the ENGINEER shall prepare a final invoice and be due compensation as set forth in the Professional Services Agreement for all costs incurred through the date of termination. Either party may terminate this Agreement for cause upon giving the other party not less than seven (7) calendar days’ written notice for the following reasons: (a) Substantial failure by the other party to comply with or perform in accordance with the terms of the Agreement and through no fault of the terminating party; (b) Assignment of the Agreement or transfer of the project without the prior written consent of the other party; (c) Suspension of the project or the ENGINEER’S services by the OWNER for a period of greater than ninety (90) calendar days, consecutive or in the aggregate. (d) Material changes in the conditions under which this Agreement was entered into, the scope of services or the nature of the project, and the failure of the parties to reach agreement on the compensation and schedule adjustments necessitated by such changes. Third Party Beneficiaries: Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the OWNER or the ENGINEER. The ENGINEER’S services under this Agreement are being performed solely and exclusively for the OWNER’S benefit, and no other party or entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. The OWNER and ENGINEER agree to require a similar provision in all contracts with contractors, subcontractors, vendors and other entities involved in this Project to carry out the intent of this provision. Force Majeure: Each Party shall be excused from the performance of its obligations under this Agreement to the extent that such performance is prevented by force majeure (defined below) and the nonperforming party promptly provides notice of such prevention to the other party. Such excuse shall be continued so long as the condition constituting force majeure continues. The party affected by such force majeure also shall notify the other party of the anticipated duration of such force majeure, any actions being taken to avoid or minimize its effect after such occurrence, and shall take reasonable efforts to remove the condition constituting such force majeure. For purposes of this Agreement, “force majeure” shall include conditions beyond the control of the parties, including an act of God, acts of terrorism, voluntary or involuntary compliance with any regulation, law or order of any government, war, acts of war (whether war be declared or not), labor strike or lock-out, civil commotion, epidemic, failure or default of public utilities or common carriers, destruction of production facilities or materials by fire, earthquake, storm or like catastrophe. The payment of invoices due and owing hereunder shall in no event be delayed by the payer because of a force majeure affecting the payer. Additional Terms or Modification: All prior understandings and agreements between the parties are merged into this Agreement, and this Agreement may not be modified orally or in any manner other than by an Agreement in writing signed by both parties. In the event that any provisions of this Agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. Assignment: Neither party to this Agreement shall transfer or assign any rights or duties under or interest in this Agreement without the prior written consent of the other party. Subcontracting normally contemplated by the ENGINEER shall not be considered an assignment for purposes of this Agreement. Waiver: A party’s waiver of, or the failure or delay in enforcing any provision of this Agreement shall not constitute a waiver of the provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Attorney’s Fees: In the event of any action or proceeding brought by either party against the other under this Agreement, the prevailing party shall be entitled to recover from the other all costs and expenses including without limitation the reasonable fees of its attorneys in such action or proceeding, including costs of appeal, if any, in such amount as the Court may adjudge reasonable. Headings: The headings used in this Agreement are inserted only as a matter of convenience only, and in no way define, limit, enlarge, modify, explain or define the text thereof nor affect the construction or interpretation of this Agreement. 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 City has identified the USEPA WIFIA program as a viable option for project financing. In order to determine if the project is eligible, a letter of interest is required to be prepared and submitted. The proposed work items for this project are as follows: WIFIA LETTER OF INTEREST SUPPORT 1.1 Project Administration and Meetings. 1.2 Letter of Interest development and coordination with Waterlink Partners and Stantec. 1.3 Coordination with agencies, workshops and/or presentations regarding funding options. The above scope summarizes the work items that will be completed for this contract. Additional work items 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 YorkvilleYO2311-PPROJECT TITLEDATE PREPARED BYLake Michigan WIFIA LOIROLE PIC SPM PM PERATE $228 $223 $194 $154WIFIA LETTER OF INTEREST SUPPORT1.1 Project Administration and Meetings 6 6 12 2,706$ 1.2 Letter of Interest Development and Coordination 6 6 10 10 32 6,186$ 1.3 Coordination with Agencies, Workshops and/or Presentations 2 4 4 4 14 2,740$ WIFIA Letter of Interest Support Subtotal: 14 16 14 14 - - - - - 58 11,632$ 14 16 14 14 - - - - - 58 11,632 LABOR SUMMARYEEI Labor Expenses = 11,632$ TOTAL LABOR EXPENSES11,632$ DIRECT EXPENSESPrinting/Scanning = 50$ Mileage = -$ DIRECT EXPENSES = 50$ SUBCONSULTANT EXPENSESStantec (WIFIA Funding) = 18,300$ SUBCONSULTANT EXPENSES =18,300$ TOTAL COSTS 29,982$ 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comPROJECT TOTAL:3/10/23 BPSTASK NO.TASK DESCRIPTIONHOURS COST 6WDQWHF&RQVXOWLQJ6HUYLFHV,QF 350 North Orleans Street, Suite 1301 Chicago IL 60654-1983 0DUFK 3URMHFW)LOH&LW\RI<RUNYLOOH)XQGLQJ6XSSRUW6HUYLFHV:,),$/HWWHURI,QWHUHVW -HIIUH\)UHHPDQ :KHHOHU5G6XJDU*URYH,/ 'HDU-HII)UHHPDQ 5HIHUHQFH &LW\RI<RUNYLOOH)XQGLQJ6XSSRUW6HUYLFHV±:,),$/HWWHURI,QWHUHVW 6WDQWHF&RQVXOWLQJ6HUYLFHV,QFLVSOHDVHGWRVXEPLWDSURSRVDOWR(QJLQHHULQJ(QWHUSULVHV,QF((,WR SURYLGHGIXQGLQJVXSSRUWVHUYLFHVIRUWKH&LW\RI<RUNYLOOH,OOLQRLVDOWHUQDWLYHZDWHUVRXUFHSURMHFW Funding Support Services 6WDQWHFZLOOSHUIRUPWKHVHUYLFHVDVGHVFULEHGEHORZWRVXSSRUW((,¶VUHTXHVW 7DVN±:,),$/HWWHURI,QWHUHVW6XSSRUW $VUHTXHVWHG6WDQWHFZLOOOHDGWKHGHYHORSPHQWVXEPLWWDODQGFRRUGLQDWLRQZLWK:,),$VWDIIIRUWKH:,),$ /HWWHURI,QWHUHVWZLWKVXSSRUWIURP((,DQGWKH&LW\$VQHHGHGIXQGLQJVXSSRUWVHUYLFHVPD\FRQVLVWRI EXWQRWOLPLWHGWR  5HYLHZRIH[LVWLQJ&LW\GRFXPHQWDWLRQDQGLGHQWLILFDWLRQRIJDSVIRU/2,  /HWWHURI,QWHUHVWGHYHORSPHQWLQFRRUGLQDWLRQZLWK0RQWJRPHU\DQG2VZHJR  0HHWLQJDWWHQGDQFHFRRUGLQDWLRQZLWKDJHQFLHVDQGZRUNVKRSVDQGRUSUHVHQWDWLRQVUHJDUGLQJ IXQGLQJVXSSRUWRSWLRQV $QWLFLSDWHGVFKHGXOHIRUWKLVWDVNLVZHHNVDIWHU1RWLFHWR3URFHHG 7DVN'HOLYHUDEOHV /HWWHURI,QWHUHVW3DFNDJH Basis for Compensation 7DEOHVXPPDUL]HV6WDQWHF¶VHVWLPDWHOHYHORIHIIRUWDQGIHHIRUSHUIRUPLQJWKHVHVHUYLFHV&RPSHQVDWLRQ ZLOOEHEDVHGRQ7LPHDQG0DWHULDOV7RWDOFRPSHQVDWLRQIRUWKHVHVHUYLFHVZLOOQRWH[FHHG ZLWKRXWSULRUZULWWHQDSSURYDOIURP((, March 3, 2023 Jeffrey Freeman Page 2 of 3 Reference: City of Yorkville Funding Support Services Table 1 – Estimated Level of Effort and Fee 7DVN/DERU +RXUV /DERU %LOOLQJV 'LUHFW &RVW %LOOLQJV 7RWDO %LOOLQJV 7DVN±:,),$/HWWHURI ,QWHUHVW6XSSRUW 7RWDO$OO7DVNV 7RWDO/DERU%LOOLQJV 5HLPEXUVDEOH'LUHFW&RVWV 7RWDO)HH 7KDQN\RXIRUWKLVRSSRUWXQLW\WREHRIDVVLVWDQFHWR((,3OHDVHLQGLFDWH\RXUDFFHSWDQFHRIWKLVSURSRVDO DQGWKHDWWDFKHGWHUPVDQGFRQGLWLRQVE\VLJQLQJWKLVOHWWHUSURSRVDOLQWKHVSDFHEHORZDQGUHWXUQRQHIXOO\ H[HFXWHGFRS\WRP\DWWHQWLRQ6KRXOG\RXKDYHDQ\TXHVWLRQVUHJDUGLQJWKLVSURSRVDOSOHDVHIHHOWR FRQWDFWPH 6LQFHUHO\ 67$17(&&2168/7,1*6(59,&(6,1& 7RQ\D:HOOVPE, CFM Business Center Practice Leader Phone: (312) 262-2220 Mobile: 773-718-6578 tonya.wells@stantec.com Attachment: Attachment 1 Professional Services Terms and Conditions March 3, 2023 Jeffrey Freeman Page 3 of 3 Reference: City of Yorkville Funding Support Services %\VLJQLQJWKLVSURSRVDO(QJLQHHULQJ(QWHUSULVHV,QFDXWKRUL]HV6WDQWHFWRSURFHHG ZLWKWKHVHUYLFHVKHUHLQGHVFULEHGDQGWKH&OLHQWDFNQRZOHGJHVWKDWLWKDVUHDGDQGDJUHHVWREHERXQGE\ WKHDWWDFKHG3URIHVVLRQDO6HUYLFHV7HUPVDQG&RQGLWLRQV 7KLVSURSRVDOLVDFFHSWHGDQGDJUHHGRQWKHRI 3HU &OLHQW&RPSDQ\1DPH 3ULQW1DPH 7LWOH 6LJQDWXUH &OLHQW&RPSDQ\1DPH 'D\<HDU0RQWK Attachment 1 PROFESSIONAL SERVICES TERMS AND CONDITIONS Page 1 of 2 Professional Services Terms and Conditions on StanNet Forms> Company Forms>Risk Management> Standard Form Agreements The following Terms and Conditions are attached to and form part of a proposal for services to be performed by Consultant and together, when the Client authorizes Consultant to proceed with the services, constitute the Agreement. Consultant means the Stantec entity issuing the Proposal. DESCRIPTION OF WORK: Consultant shall render the services described in the Proposal (hereinafter called the “Services”) to the Client. TERMS AND CONDITIONS: No terms, conditions, understandings, or agreements purporting to modify or vary these Terms and Conditions shall be binding unless hereafter made in writing and signed by the Client and Consultant. In the event of any conflict between the Proposal and these Terms and Conditions, these Terms and Conditions shall take precedence. This Agreement supercedes all previous agreements, arrangements or understandings between the parties whether written or oral in connection with or incidental to the Project. COMPENSATION: Payment is due to Consultant upon receipt of invoice. Failure to make any payment when due is a material breach of this Agreement and will entitle Consultant, at its option, to suspend or terminate this Agreement and the provision of the Services. Interest will accrue on accounts overdue by 30 days at the lesser of 1.5 percent per month (18 percent per annum) or the maximum legal rate of interest. Unless otherwise noted, the fees in this agreement do not include any value added, sales, or other taxes that may be applied by Government on fees for services. Such taxes will be added to all invoices as required. The Client will make payment by Electronic Funds Transfer when requested by Consultant. NOTICES: Each party shall designate a representative who is authorized to act on behalf of that party. All notices, consents, and approvals required to be given hereunder shall be in writing and shall be given to the representatives of each party. TERMINATION: Either party may terminate the Agreement without cause upon thirty (30) days notice in writing. If either party breaches the Agreement and fails to remedy such breach within seven (7) days of notice to do so by the non-defaulting party, the non-defaulting party may immediately terminate the Agreement. Non-payment by the Client of Consultant’s invoices within 30 days of Consultant rendering same is agreed to constitute a material breach and, upon written notice as prescribed above, the duties, obligations and responsibilities of Consultant are terminated. On termination by either party, the Client shall forthwith pay Consultant all fees and charges for the Services provided to the effective date of termination. ENVIRONMENTAL: Except as specifically described in this Agreement, Consultant’s field investigation, laboratory testing and engineering recommendations will not address or evaluate pollution of soil or pollution of groundwater. Consultant is entitled to rely upon information provided by the Client, its consultants, and third-party sources provided such third party is, in Consultant’s opinion, a reasonable source for such information, relating to subterranean structures or utilities. The Client releases Consultant from any liability and agrees to defend, indemnify and hold Consultant harmless from any and all claims, damages, losses and/or expenses, direct and indirect, or consequential damages relating to subterranean structures or utilities which are not correctly identified in such information. PROFESSIONAL RESPONSIBILITY: In performing the Services, Consultant will provide and exercise the standard of care, skill and diligence required by customarily accepted professional practices normally provided in the performance of the Services at the time and the location in which the Services were performed. INDEMNITY: The Client releases Consultant from any liability and agrees to defend, indemnify and hold Consultant harmless from any and all claims, damages, losses, and/or expenses, direct and indirect, or consequential damages, including but not limited to attorney’s fees and charges and court and arbitration costs, arising out of, or claimed to arise out of, the performance of the Services, excepting liability arising from the sole negligence of Consultant. LIMITATION OF LIABILITY: It is agreed that, to the fullest extent possible under the applicable law, the total amount of all claims the Client may have against Consultant under this Agreement, including but not limited to claims for negligence, negligent misrepresentation and/or breach of contract, shall be strictly limited to the lesser of professional fees paid to Consultant for the Services or $50,000.00. No claim may be brought against Consultant more than two (2) years after the cause of action arose. As the Client’s sole and exclusive remedy under this Agreement any claim, demand or suit shall be directed and/or asserted only against Consultant and not against any of Consultant’s employees, officers or directors. Consultant’s liability with respect to any claims arising out of this Agreement shall be absolutely limited to direct damages arising out of the Services and Consultant shall bear no liability whatsoever for any consequential loss, injury or damage incurred by the Client, including but not limited to claims for loss of use, loss of profits and/or loss of markets. In no event shall Consultant’s obligation to pay damages of any kind exceed its proportionate share of liability for causing such damages. DOCUMENTS: All of the documents prepared by or on behalf of Consultant in connection with the Project are instruments of service for the execution of the Project. Consultant retains the property and copyright in these documents, whether the Project is executed or not. These documents may not be used for any other purpose without the prior written consent of Consultant. In the event Consultant’s documents are subsequently reused or modified in any material respect without the prior consent of Consultant, the Client agrees to defend, hold harmless and indemnify Consultant from any claims advanced on account of said reuse or modification. Any document produced by Consultant in relation to the Services is intended for the sole use of Client. The documents may not be relied upon by any other party without the express written consent of Consultant, which may be withheld at Consultant’s discretion. Any such consent will provide no greater rights to the third party than those held by the Client under the contract and will only be authorized pursuant to the conditions of Consultant’s standard form reliance letter. Consultant cannot guarantee the authenticity, integrity or completeness of data files supplied in electronic format (“Electronic Files”). Client shall release, indemnify and hold Consultant, its officers, employees, Consultant’s and agents harmless from any claims or damages arising from the use of Electronic Files. Electronic files will not contain stamps or seals, remain the property of Consultant, are not to be used for any purpose other than that for which they were transmitted, and are not to be retransmitted to a third party without Consultant’s written consent. PROFESSIONAL SERVICES TERMS AND CONDITIONS Page 2 of 2 Professional Services Terms and Conditions on StanNet Forms> Company Forms>Risk Management> Standard Form Agreements FIELD SERVICES: Consultant shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with work on the Project, and shall not be responsible for any contractor’s failure to carry out the work in accordance with the contract documents. Consultant shall not be responsible for the acts or omissions of any contractor, subcontractor, any of their agents or employees, or any other persons performing any of the work in connection with the Project. Consultant shall not be the prime contractor or similar under any occupational health and safety legislation. GOVERNING LAW/COMPLIANCE WITH LAWS: The Agreement shall be governed, construed and enforced in accordance with the laws of the jurisdiction in which the majority of the Services are performed. Consultant shall observe and comply with all applicable laws, continue to provide equal employment opportunity to all qualified persons, and to recruit, hire, train, promote and compensate persons in all jobs without regard to race, color, religion, sex, age, disability or national origin or any other basis prohibited by applicable laws. DISPUTE RESOLUTION: If requested in writing by either the Client or Consultant, the Client and Consultant shall attempt to resolve any dispute between them arising out of or in connection with this Agreement by entering into structured non-binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties. The Parties agree that any actions under this Agreement will be brought in the appropriate court in the jurisdiction of the Governing Law, or elsewhere by mutual agreement. Nothing herein however prevents Consultant from any exercising statutory lien rights or remedies in accordance with legislation where the project site is located. ASSIGNMENT: The Client shall not, without the prior written consent of Consultant, assign the benefit or in any way transfer the obligations under these Terms and Conditions or any part hereof. SEVERABILITY: If any term, condition or covenant of the Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of the Agreement shall be binding on the Client and Consultant. FORCE MAJEURE: Any default in the performance of this Agreement caused by any of the following events and without fault or negligence on the part of the defaulting party shall not constitute a breach of contract, labor strikes, riots, war, acts of governmental authorities, unusually severe weather conditions or other natural catastrophe, disease, epidemic or pandemic, or any other cause beyond the reasonable control or contemplation of either party. Nothing herein relieves the Client of its obligation to pay Consultant for services rendered. COVID-19: The parties acknowledge the ongoing COVID-19 pandemic and agree that the fee and schedule in the proposal is based on what is currently understood. Where conditions change, the parties may have further discussions to manage and mitigate the impact of this evolving situation on the Project. CONTRA PROFERENTEM: The parties agree that in the event this Agreement is subject to interpretation or construction by a third party, such third party shall not construe this Agreement or any part of it against either party as the drafter of this Agreement. BUSINESS PRACTICES: Each Party shall comply with all applicable laws, contractual requirements and mandatory or best practice guidance regarding improper or illegal payments, gifts, or gratuities, and will not pay, promise to pay or authorize the payment of any money or anything of value, directly or indirectly, to any person (whether a government official or private individual) or entity for the purpose or illegally or improperly inducing a decision or obtaining or retaining business in connection with this Agreement or the Services. FLORIDA CONTRACTS: PURSUANT TO FLORIDA STATUTES CHAPTER 558.0035 AN INDIVIDUAL EMPLOYEE OR AGENT MAY NOT BE HELD INDIVIDUALLY LIABLE FOR DAMAGES RESULTING FROM NEGLIGENCE. EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $228.00 Principal E-3 $223.00 Senior Project Manager E-2 $216.00 Project Manager E-1 $194.00 Senior Project Engineer/Planner/Surveyor II P-6 $183.00 Senior Project Engineer/Planner/Surveyor I P-5 $170.00 Project Engineer/Planner/Surveyor P-4 $154.00 Senior Engineer/Planner/Surveyor P-3 $142.00 Engineer/Planner/Surveyor P-2 $129.00 Associate Engineer/Planner/Surveyor P-1 $116.00 Senior Project Technician II T-6 $159.00 Senior Project Technician I T-5 $149.00 Project Technician T-4 $139.00 Senior Technician T-3 $129.00 Technician T-2 $116.00 Associate Technician T-1 $102.00 GIS Technician G-1 $105.00 Engineering/Land Surveying Intern I-1 $ 79.00 Administrative Assistant A-3 $ 70.00 VEHICLES. REPROGRAPHICS, DIRECT COSTS, DRONE AND EXPERT TESTIMONY Vehicle for Construction Observation $ 15.00 In-House Scanning and Reproduction $0.25/Sq. Ft. (Black & White) $1.00/Sq. Ft. (Color) Reimbursable Expenses (Direct Costs) Cost Services by Others (Direct Costs) Cost + 10% Unmanned Aircraft System / Unmanned Aerial Vehicle / Drone $ 206.00 Expert Testimony $ 258.00 STANDARD SCHEDULE OF CHARGES ~ JANUARY 1, 2022 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 2023-28 Seal Coat Machine Purchase Public Works Committee – March 21, 2023 Supermajority (6 out of 9) Approval Eric Dhuse Public Works Name Department Summary Staff is proposing a sole source purchase of a seal coat machine for maintenance of all city trails and parking lots. These funds are in the FY 24 proposed budget in the amount of $75,000. Background Last year, staff proposed this purchase to save money over hiring this out. Unfortunately, we were unable to purchase the unit in time to perform the work before the weather was not conducive to seal coating due to long build times. Staff then requested that the purchase be carried forward to the FY 24 budget and ordered now to make sure to have the machine in time to use it this summer. Currently, the lead time for the machine is between 8-12 weeks with 8 weeks being the norm. This would allow us to take possession of the machine in June/July and be able to have the scheduled sealing done well before the weather turns cold. Staff looked at many options but lead times for building the machines and the location of the machines led us to ask the permission to sole source purchase a unit from SealMaster in Streamwood. SealMaster is a nationwide company with 6 locations in Illinois, including one in Plainfield where we currently get our seal coat supplies. With such specialized equipment, staff would recommend that we purchase a well-known brand that we can have serviced locally. This will be the first time that the city will own this type of equipment. In the past, we have performed the work by hand, or hired it out as was proposed, but not completed, for this past fiscal year. With all the trails we must maintain along the state highways coupled with our own trails and parking lots, it makes sense to purchase the equipment needed to maintain our infrastructure on a regular basis. I have attached a worksheet outlining the cost difference between contracting this work out and performing it in house. I used a 5 year rotation for performing the work with a 5% increase in cost each year. As you can see, performing the work in house is proposed to save the city $173,000 over the course of the full 5 year rotation. There is currently $75,000 budgeted for this purchase in the proposed FY 24 budget in the PW Capital fund in the equipment line item. In addition to budgeting funds for the equipment purchase, we have budgeted $25,000 for supplies such as the seal coat material, paint, squeegees, blowers, and edgers. Staff is seeking approval of this purchase through a super-majority vote since it is a single source bid. As a comparison, I have attached one other quote we received which was close to the same price and the lead time was 6 months. This company was also located in Pennsylvania. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: March 9, 2023 Subject: Seal Coat Machine Purchase Recommendation Staff recommends the purchase of a Sealmaster SP 300 Dual Spray Squeegee Machine with 28 gallon water system from SealMaster Pavement Products and Equipment of Streamwood, IL in a cost not to exceed $72,265.00. SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost SouthMainSt.300 $1.20 $360.00 300 $5.50 $1,650.00 $2,010.00 OldJaillot 600 $1.20 $720.00 360 $5.50 $1,980.00 $2,700.00 VACLot 3,235 $1.20 $3,882.00 1,520 $5.50 $8,360.00 $12,242.00 EastAlley 3,800 $1.20 $4,560.00 1,100 $5.50 $6,050.00 $10,610.00 Hydrualicand47 1,200 $1.20 $1,440.00 600 $5.50 $3,300.00 $4,740.00 Rt.47Trail 13,489 $1.20 $16,186.80 $16,186.80 Rt.34WestTrail 11,200 $1.20 $13,440.00 $13,440.00 RiceRiver'sEdge 673 $1.20 $807.60 $807.60 VanEmmon 750 $1.20 $900.00 $900.00 ParksGarage 4,000 $1.20 $4,800.00 560 $5.50 $3,080.00 $7,880.00 $71,516.40 SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BeecherCenter 4,800 $1.26 $6,048.00 1,960 $5.78 $11,319.00 $17,367.00 Library 3,500 $1.26 $4,410.00 1,520 $5.78 $8,778.00 $13,188.00 CityHall/PoliceDept. 3,100 $1.26 $3,906.00 1,400 $5.78 $8,085.00 $11,991.00 KennedyRd.Trail 16,356 $1.26 $20,608.56 $20,608.56 BlackberryShoreLane 1,555 $1.26 $1,959.30 $1,959.30 CannonballTrail 2,222 $1.26 $2,799.72 $2,799.72 ClarkE.MainSt. 136 $1.26 $171.36 $171.36 ClarkParkingLot 186 $1.26 $234.36 $234.36 $68,319.30 Year1StripingandSealcoatingContractorCosts Year2StripingandSealcoatingContractorCosts SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BridgeParkParkingLot 6,944 $1.32 $9,186.91 2,640 $6.06 $16,008.30 $25,195.21 Well9 244 $1.32 $322.81 $322.81 CannonballKylyn'sRidge 398 $1.32 $526.55 $526.55 Rt.34EastTrail 17,777 $1.32 $23,518.97 $23,518.97 PrairieMeadows 1,222 $1.32 $1,616.71 $1,616.71 FoxHill/RushCopley 3,860 $1.32 $5,106.78 $5,106.78 WhiperingMeadows 3,333 $1.32 $4,409.56 $4,409.56 CannonballBooster 200 $1.32 $264.60 $264.60 BruellSt.LiftStation 75 $1.32 $99.23 $99.23 FoxHillEast 559 $1.32 $739.56 $739.56 FoxHillWest 1147 $1.32 $1,517.48 $1,517.48 GreensAutumnCreek 942 $1.32 $1,246.27 $1,246.27 HeartlandCircle 1616 $1.32 $2,137.97 $2,137.97 BridgeParkTrail 2,222 $1.32 $2,939.71 $2,939.71 PWGarage 4,500 $1.32 $5,953.50 500 $6.06 $3,031.88 $8,985.38 $78,626.77 SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BristolBayParkingLot 3,850 $1.39 $5,348.23 2,100 $6.37 $13,370.57 $18,718.80 RotaryParkingLot 2185 $1.39 $3,035.29 1,000 $6.37 $6,366.94 $9,402.23 BristolBayDriveway 3,177 $1.39 $4,413.33 $4,413.33 RagingWaves 1,333 $1.39 $1,851.74 $1,851.74 NorthTower 665 $1.39 $923.78 $923.78 Well8&9TreatmentFacility 2,250 $1.39 $3,125.59 $3,125.59 BristolBayTrail 14,163 $1.39 $19,674.53 $19,674.53 RotaryPath 2953 $1.39 $4,102.16 $4,102.16 McClellentoSteppingStone 7605 $1.39 $10,564.49 $10,564.49 TuscanyTrail 3333 $1.39 $4,630.04 $4,630.04 FreedomPl/GrandeTr. 1250 $1.39 $1,736.44 $1,736.44 $79,143.12 Year3StripingandSealcoatingContractorCosts Year4StripingandSealcoatingContractorCosts SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost RiverfrontBuilding 1,500 $1.46 $2,187.91 760 $6.69 $5,080.82 $7,268.73 RiverfrontEastParking4,100 $1.46 $5,980.29 1,600 $6.69 $10,696.46 $16,676.75 RiversEdgeLiftStation 50 $1.46 $72.93 $72.93 RaintreeLiftStation 50 $1.46 $72.93 $72.93 PrestwickLiftStation 700 $1.46 $1,021.03 $1,021.03 BeaverSt.BoosterStation 300 $1.46 $437.58 $437.58 Well7TreatmentFacility 2,200 $1.46 $3,208.94 $3,208.94 RaintreeBoosterStation 100 $1.46 $145.86 $145.86 Rt.71 10,400 $1.46 $15,169.52 $15,169.52 RaintreeVillageTrail 7,400 $1.46 $10,793.70 $10,793.70 WindettRidge 3,300 $1.46 $4,813.40 $4,813.40 River'sEdge 1,600 $1.46 $2,333.77 $2,333.77 Rt.126 1,200 $1.46 $1,750.33 $1,750.33 Sunflower 383 $1.46 $558.65 $558.65 RiverfrontPath 19 $1.46 $27.71 $27.71 RiverfrontPath1 33 $1.46 $48.13 $48.13 RiverfrontPath2 127 $1.46 $185.24 $185.24 RiverfrontPath3 263 $1.46 $383.61 $383.61 KiwanisCountryHills 371 $1.46 $541.14 $541.14 CrawfordRiver'sEdge 1440 $1.46 $2,100.39 $2,100.39 Rec.Offices 1,900 $1.46 $2,771.35 500 $5.00 $2,500.00 $5,271.35 $72,881.70 $370,487.29 Year5StripingandSealcoatingContractorCosts TotalCycleCost SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost SouthMainSt.300 $0.40 $120.00 300 $1.30 $390.00 $510.00 OldJaillot 600 $0.40 $240.00 360 $1.30 $468.00 $708.00 VACLot 3,235 $0.40 $1,294.00 1,520 $1.30 $1,976.00 $3,270.00 EastAlley 3,800 $0.40 $1,520.00 1,100 $1.30 $1,430.00 $2,950.00 Hydrualicand47 1,200 $0.40 $480.00 600 $1.30 $780.00 $1,260.00 Rt.47Trail 13,489 $0.40 $5,395.60 $5,395.60 Rt.34WestTrail 11,200 $0.40 $4,480.00 $4,480.00 RiceRiver'sEdge 673 $0.40 $269.20 $269.20 VanEmmon 750 $0.40 $300.00 $300.00 ParksGarage 4,000 $0.40 $1,600.00 560 $1.30 $728.00 $2,328.00 $21,470.80 SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BeecherCenter 4,800 $0.42 $2,016.00 1,960 $1.37 $2,675.40 $4,691.40 Library 3,500 $0.42 $1,470.00 1,520 $1.37 $2,074.80 $3,544.80 CityHall/PoliceDept. 3,100 $0.42 $1,302.00 1,400 $1.37 $1,911.00 $3,213.00 KennedyRd.Trail 16,356 $0.42 $6,869.52 $6,869.52 BlackberryShoreLane 1,555 $0.42 $653.10 $653.10 CannonballTrail 2,222 $0.42 $933.24 $933.24 ClarkE.MainSt. 136 $0.42 $57.12 $57.12 ClarkParkingLot 186 $0.42 $78.12 $78.12 $20,040.30 Year1StripingandSealcoatingCityCosts Year2StripingandSealcoatingDityCosts SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BridgeParkParkingLot 6,944 $0.44 $3,062.30 2,640 $1.43 $3,783.78 $6,846.08 Well9 244 $0.44 $107.60 $107.60 CannonballKylyn'sRidge 398 $0.44 $175.52 $175.52 Rt.34EastTrail 17,777 $0.44 $7,839.66 $7,839.66 PrairieMeadows 1,222 $0.44 $538.90 $538.90 FoxHill/RushCopley 3,860 $0.44 $1,702.26 $1,702.26 WhiperingMeadows 3,333 $0.44 $1,469.85 $1,469.85 CannonballBooster 200 $0.44 $88.20 $88.20 BruellSt.LiftStation 75 $0.44 $33.08 $33.08 FoxHillEast 559 $0.44 $246.52 $246.52 FoxHillWest 1147 $0.44 $505.83 $505.83 GreensAutumnCreek 942 $0.44 $415.42 $415.42 HeartlandCircle 1616 $0.44 $712.66 $712.66 BridgeParkTrail 2,222 $0.44 $979.90 $979.90 PWGarage 4,500 $0.44 $1,980.00 500 $1.43 $716.63 $2,696.63 $24,358.10 SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost BristolBayParkingLot 3,850 $0.46 $1,782.74 2,100 $1.50 $3,160.32 $4,943.06 RotaryParkingLot 2185 $0.46 $1,011.76 1,000 $1.50 $1,504.91 $2,516.68 BristolBayDriveway 3,177 $0.46 $1,471.11 $1,471.11 RagingWaves 1,333 $0.46 $617.25 $617.25 NorthTower 665 $0.46 $307.93 $307.93 Well8&9TreatmentFacility 2,250 $0.46 $1,041.86 $1,041.86 BristolBayTrail 14,163 $0.46 $6,558.18 $6,558.18 RotaryPath 2953 $0.46 $1,367.39 $1,367.39 McClellentoSteppingStone 7605 $0.46 $3,521.50 $3,521.50 TuscanyTrail 3333 $0.46 $1,543.35 $1,543.35 FreedomPl/GrandeTr. 1250 $0.46 $578.81 $578.81 $24,467.10 Year3StripingandSealcoatingCityCosts Year4StripingandSealcoatingCityCosts SealCostPer Sealcost Striping/StripeCostPer Striping Total Location Area(sy) SquareYard Cost linearft LinearFt. Cost Cost RiverfrontBuilding 1,500 $0.49 $729.30 760 $1.58 $1,200.92 $1,930.22 RiverfrontEastParking4,100 $0.49 $1,993.43 1,600 $1.58 $2,528.25 $4,521.68 RiversEdgeLiftStation 50 $0.49 $24.31 $24.31 RaintreeLiftStation 50 $0.49 $24.31 $24.31 PrestwickLiftStation 700 $0.49 $340.34 $340.34 BeaverSt.BoosterStation 300 $0.49 $145.86 $145.86 Well7TreatmentFacility 2,200 $0.49 $1,069.65 $1,069.65 RaintreeBoosterStation 100 $0.49 $48.62 $48.62 Rt.71 10,400 $0.49 $5,056.51 $5,056.51 RaintreeVillageTrail 7,400 $0.49 $3,597.90 $3,597.90 WindettRidge 3,300 $0.49 $1,604.47 $1,604.47 River'sEdge 1,600 $0.49 $777.92 $777.92 Rt.126 1,200 $0.49 $583.44 $583.44 Sunflower 383 $0.49 $186.22 $186.22 RiverfrontPath 19 $0.49 $9.24 $9.24 RiverfrontPath1 33 $0.49 $16.04 $16.04 RiverfrontPath2 127 $0.49 $61.75 $61.75 RiverfrontPath3 263 $0.49 $127.87 $127.87 KiwanisCountryHills 371 $0.49 $180.38 $180.38 CrawfordRiver'sEdge 1440 $0.49 $700.13 $700.13 Rec.Offices 1,900 $0.49 $923.78 500 $1.00 $500.00 $1,423.78 $22,430.65 $112,767 $75,000 $9,000 $196,767 SealCoatMachine StripingMachine TotalCycleCost Year5StripingandSealcoatingCityCosts CycleCost 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 2023-29 Compact Wheel Loader Purchase and Disposal of Surplus Equipment Public Works Committee – March 21, 2023 Supermajority (6 out of 9) Approval Proposed trade-in of skid steer and purchase of compact wheel loader Eric Dhuse Public Works Name Department Summary Staff is proposing to trade in our 2020 Bobcat S76 Skid Steer for a new Bobcat L85 compact wheel loader. This is a pre-order for the FY24 budget year due to a 6 month build time. Background Currently, PW has 2 skid steers in their fleet. We have a Bobcat S76 (photo 1) and a Taceuchi T8 (photo 2). The bobcat is a rubber tire machine that is much larger and able to lift heavier loads. The Taceuchi is a track machine that is great for grading and small dirt jobs that require a smaller machine. We have utilized 2 machines since 2015 and have kept both machines busy between the PW and Parks department. PW currently uses the Bobcat machine for brush pick up, sidewalk repairs, street patching, stump grinding, shoulder grading, grading, loading material, leaf pickup, and snow removal, etc. The machine is very good at all these tasks, but staff feels that a compact wheel loader would be more efficient and would be more suited to what we do. The biggest area of improvement would be brush pickup and leaf pickup. The maneuverability, speed, field of vision for the driver are far superior in the compact loader, and the wear and tear would be much less because of the design of the machine. The compact loader is articulated which allows it to turn without creating the drag or friction as a skid steer does with hydraulic steering. When using the skid steer on asphalt, we average a set of replacement tires per year at a cost of approximately $1500 per set. By comparison, we only changed 1 set of tires on our full-sized wheel loader in 15 years. Staff understands that this comparison is not a truly apples to apples because of the size difference, but we feel the design will greatly lessen the wear and tear and save us money. This purchase is proposed as part of the FY 24 budget, but staff is asking to order now due to a 6 month build time. This would put delivery close to October which would help for leaf pickup this year and for the next snow removal season which would be right around the corner. This would be a sole source quote which would require a supermajority vote. We have a great relationship with Atlas Bobcat for sales and service for years. They have a location and service center on Beaver St. in the industrial park which is very convenient for us. We have utilized Bobcat skid steers since our first purchase back in the very early 2000’s and have been very happy. Currently, we also have many attachments for the skid steer that will mount right to the compact loader. These attachments are a grader, stump grinder, breaker bar, snow pusher, and broom. Using these attachments with the loader will allow for much better sight lines for the operator. If we were to go to another brand of tractor, the attachments would not work. We would need to sell the current attachments and buy new. I have compared the price of this machine with other comparable machines from Caterpillar and John Deere and found this machine tends to be less expensive than the big-name Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: March 8, 2023 Subject: Purchase and Trade in of Equipment tractors. The cost of this machine is quoted at $86,476 and our skid steer has a trade in value of $40,000 making the impact to the budget $46,476. Recommendation Staff recommends the purchase of a Bobcat L85 Compact Wheel Loader from Atlas Bobcat at a cost not to exceed $86,476. Staff Also recommends accepting the trade in offer of $40,000 for our Bobcat S76 Skid steer SN – B4CD11787. Photo 1 - Bobcat S76 Skid Steer. Photo 2 – Takeuchi T8 Skid Steer Photo 3 – Bobcat L85 compact loader. 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 #7 Tracking Number PW 2023-30 Discussion of Wyland National Mayors Challenge for Conservation Public Works Committee – March 21, 2023 Approval Majority Consideration of Support for the Wyland National Mayors Challenge for Conservation Erin Willrett Administration Name Department CC – 03/22/22 Approved Resolution supporting Wyland Mayor’s Challenge for Conservation PW 2022-30 Summary Continue participation in a national program to challenge the residents to conserve water, energy and other natural resources. Background Once again, the Wyland Foundation, in partnership with the National League of Cities and the U.S. Environmental Protection Agency, invited the United City of Yorkville to participate in the 11th annual National Mayor’s Challenge for Water Conservation. The commitment from the City to participate is as simple as drafting the statement of support below. There is no cost to the City. There were several items that were sent out to market this program in 2018, 2019, 2020, 2021 and 2022. Yorkville placed 5th in 2018, and in 2022 Yorkville placed 5th in the 5,000-29,999 population category nation-wide! Residents who are interested in conservation efforts and who would like to accept the challenge can go online (www.mywaterpledge.com) and make a pledge to conserve water, energy, and other natural resources over the next year by selecting from different pledge options. Some options are as easy as wasting less food and recycling. When the resident enters their location, the drop-down menu for pledges will contain our draft statement about water conservation. Our draft statement will read as: “A sustainable water source for the City’s future water supply is a main focus for our community and its residents. Yorkville currently obtains its water from the deep sandstone aquifer, which is being steadily drawn down as it is being pumped beyond its long-term sustainable yield due to increasing water demands and growth of the region. The City is committed to building strong, collaborative relationships regionally for sustainable water use. We hope to partner with our neighboring communities and our actual neighbors to promote water conservation efforts in the home. By taking the water pledge, you can help extend the capacity of the City’s water supply.” When a resident goes online to accept the challenge, they will search for “Yorkville, IL”, the website will then walk the resident through the process to pledge to make thoughtful conservation choices at home. There are several check boxes that the residents can choose from depending on the changes they are pledging to make. At the end of the “choices” portion of the pledge, an email address is required and the option for the resident to be entered into the prize drawing is made as a check box. After the resident enters their email address the pledge process is complete. Additionally, the website has several informational items for the resident to read through and learn about. City standings in the challenge are on the website and the residents can check back and see how their “choices” positively affect the community. This program is designed to get residents to think about how their choices impact the natural environment and if changes are made, no matter how small, benefits add up quickly. There Memorandum To: Public Works Committee From: Erin Willrett, Assistant City Administrator CC: Bart Olson, City Administrator Date: March 21, 2023 Subject: Wyland National Mayors Challenge for Conservation is no further commitment and no additional information that is needed from the residents other than those listed above. The City will also be posting several items on social media and on our website to promote this challenge. The City’s main goal by promoting this program is to help residents be aware of the importance of the natural resources that are used on a daily basis and the pressing need to protect those precious resources. Recommendation While not a requirement to participate in the program, staff recommends an acknowledgment by the City Council in the attached Resolution for support of the statement above and participation in marketing the program. Resolution No. 2023-____ Page 1 Resolution No. 2023-_____ A RESOLUTION OF THE UNITED CITY OF YORKVILLE, ILLINOIS IN SUPPORT OF THE “WYLAND MAYOR’S CHALLENGE FOR WATER CONSERVATION” WHEREAS, the United City of Yorkville (the “City”) is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, the City continue to explore ways to manage residential consumption of water and power, and to inspire its residents to care for our natural resources; and WHEREAS, cities can engage in efforts to inspire their own communities, as well as their neighboring cities, to become better environmental stewards; and WHEREAS, the eighth annual National Mayor’s Challenge for Water Conservation presented by the Wyland Foundation with support from the U.S EPA WaterSense, The Toro Company, and the National League of Cities, is a non-profit challenge to residents to encourage pollution reduction and smart water use; and WHEREAS, with the encouragement of their Mayors, residents may register their participation in their city's Challenge, online, by making simple pledges to decrease their water use and to reduce pollution for the period of one year, thereby assisting their cities to apply State and Federal water conservation strategies and to target mandated reductions; and WHEREAS, from April 1- 30, 2023, the City of Yorkville wishes to inspire its residents and its neighboring communities to take the "Wyland Mayor's Challenge for Water Conservation" by making a series of online pledges at mywaterpledge.com to reduce their impact on the environment and to see immediate savings in their water, trash, and electricity bills; Residents will further be provided with tools to take specific measurable actions throughout the year to improve the sustainable use of natural resources; NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1. That the City agrees and supports the "Wyland Mayor's Challenge for Water Conservation" emphasis. Section 2. That the program is to be implemented from April 1- 30, 2023, through a series of communication and outreach strategies, whether new or existing, to encourage Yorkville residents to take the conservation "Challenge." Section 3. This Resolution shall be in full force and effect upon its passage and approval as provided by law. Resolution No. 2023-____ Page 2 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this ____ day of __________________, A.D. 2023. ______________________________ CITY CLERK KEN KOCH _________ DAN TRANSIER _________ ARDEN JOE PLOCHER _________ CRAIG SOLING _________ CHRIS FUNKHOUSER _________ MATT MAREK _________ SEAVER TARULIS _________ APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois this ____ day of __________________, A.D. 2023. ______________________________ MAYOR 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 2023-31 Lake Michigan Capital Improvement Plan Overview Public Works Committee – March 21, 2023 None Informational A discussion will take place. Bart Olson Administration Name Department ESTIMATED SCHEDULECLIENT PROJECT NUMBERUnited City of YorkvilleYO2244-CPROJECT TITLEDATE PREPARED BYDWC / Lake Michigan Work ItemsAG/CRW/BPSJFMAMJJASONDJFMAMJJASONDJFMAMJJASONDJFMAMJJASONDJFMAMJJASONDJFMAMJAWSS - IDNR AllocationDesign EngineeringAWSS - Preliminary EngineeringPreliminary EngineeringAWSS - Corrosion Control Study / Source Water Transfer PlanDesktop Study, Demonstration Studies and Field TestingDWC Water Transmission MainsDesign, Permitting, Bidding and ContractingConstructionStart-upNorth Delivery and Receiving Station (BPS) and NE EWST Altitude ValveDesign, Permitting, Bidding and ContractingConstructionStart-upNorth Receiving Station Ground Storage Tank (2.0 MG) Design, Permitting, Bidding and ContractingConstructionStart-upSouth Delivery Station and Reciving Station (BPS) Design, Permitting, Bidding and ContractingConstructionStart-upSouth Receiving Station Ground Storage Tank (2.0 MG) Design, Permitting, Bidding and ContractingConstructionStart-upBlue Stem Drive Water Main ImprovementsDesign, Permitting, Bidding and ContractingConstructionWater Treatment Plant DecommissioningDesign, Permitting, Bidding and ContractingConstructionBi-Directional Flow Meters - BPS's and PRV'sDesign, Permitting, Bidding and ContractingConstructionMontgomery InterconnectDesign, Permitting, Bidding and ContractingConstruction 52 Wheeler Road Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com2/22/23FY24 FY25 FY26 FY27 FY282027 2028>>TO 12/2028>>TASK NO.TASK DESCRIPTION2023 2024 2025 2026 UNITED CITY OF YORKVILLE2/22/2023CAPITAL IMPROVEMENT PROGRAM FY2024-2028PROJECT COST SUMMARYProject ProjectFuture TotalCode Title FY24 FY25 FY26 FY27 FY28 Years Cost City Grants / Developer UnfundedLM01 AWSS - IDNR Allocation 50,000 - - - - - 50,000 50,000 - 50,000 LM02 AWSS - Preliminary Engineering 150,000 - - - - - 150,000 150,000 150,000 LM03 Annual Water Audit / Non-Revenue Water Reduction Plan 40,000 42,000 44,000 46,000 48,000 50,000 270,000 270,000 - 270,000 LM04 Annual Leak Detection 40,000 42,000 44,000 46,000 48,000 50,000 270,000 270,000 - 270,000 LM05 Meter Retrofit Program 700,000 500,000 500,000 500,000 - - 2,200,000 2,200,000 - 2,200,000 LM06 AWSS - Corrosion Control Study / Source Water Transfer Plan 335,000 345,000 178,000 - - - 858,000 858,000 - 858,000 LM07 DWC Water Transmission Mains 801,000 106,850,000 - - - - 107,651,000 107,651,000 - 107,651,000 LM08 DWC Buy-In Costs- - - - 295,200 8,560,800 8,856,000 8,856,000 - 8,856,000 LM09 North Delivery Station and Receiving Station (BPS) and NE EWST Altitude Valve - 151,000 203,000 2,117,000 2,182,000 - 4,653,000 4,653,000 - 4,653,000 LM10 North Receiving Station Ground Storage Tank (2.0 MG) 200,000 2,183,000 2,058,000 1,058,000 - - 5,499,000 5,499,000 - 5,499,000 LM11 South Delivery Station and Receiving Station (BPS) - 142,000 189,000 1,958,000 2,017,000 - 4,306,000 4,306,000 - 4,306,000 LM12 South Receiving Station Ground Storage Tank (2.0 MG) 300,000 2,182,000 2,058,000 1,058,000 - - 5,598,000 5,598,000 - 5,598,000 LM13 Blue Stem Drive Water Main Improvements 34,000 413,000 - - - - 447,000 447,000 - 447,000 LM14 Water Treatment Plant Decommissioning - - - 19,000 233,000 453,000 705,000 705,000 - 705,000 LM15 Bi-Directional Flow Meters - BPS's and PRV's - - 25,000 115,000 - - 140,000 140,000 - 140,000 LM16 Montgomery Interconnect - - 80,000 825,000 - - 905,000 905,000 - 905,000 ANNUAL PROGRAM TOTALS 2,650,000 112,850,000 5,379,000 7,742,000 4,823,200 9,113,800 142,558,000 142,558,000 - 142,558,000 \\Milkyway\EEI_Storage\Docs\Public\Yorkville\2012\YO1227-C Capital Improvement Program\CIP Summary Workbooks\FY24-28\Lake Michigan\[2. FY24-28-LM Summary Sheet with 5 year CIP.xlsx]SUMMARYPROJECT FUNDINGFunded Project #LM01 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet AWSS - IDNR Allocation Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering 50,000 50,000 Construction Engineering - Land Acquisition - Infrastructure - Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST 50,000 - - - - - 50,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES An application for Lake Michigan allocation is needed to the IDNR. Project initiated in FY22. Project #LM02 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet AWSS - Preliminary Engineering and WIFIA Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering 125,000 125,000 Construction Engineering - Land Acquisition - Infrastructure - Building - Machinery/Equipment - Other/Miscellaneous 25,000 25,000 TOTAL COST 150,000 - - - - - 150,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES Preliminary Engineering for the AWSS - DWC Improvements, including but not limited to: preparing conceptual site plan, updating EOPCC, and developing a phasing and implementation plan for the improvements. This also includes WIFIA related LOI's and application. Project initiated in FY22. Project #LM03 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Annual Water Audit / Non-Revenue Water Reduction Plan Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering - Construction Engineering - Land Acquisition - Infrastructure - Building - Machinery/Equipment - Other/Miscellaneous 40,000 42,000 44,000 46,000 48,000 50,000 270,000 TOTAL COST 40,000 42,000 44,000 46,000 48,000 50,000 270,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES As required by the IDNR, an annual water audit and non-revenue water reduction plan is required to be submitted. Project initiated in FY22. Project #LM04 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Annual Leak Detection Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering - Construction Engineering - Land Acquisition - Infrastructure - Building - Machinery/Equipment - Other/Miscellaneous 40,000 42,000 44,000 46,000 48,000 50,000 270,000 TOTAL COST 40,000 42,000 44,000 46,000 48,000 50,000 270,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES As required by the IDNR, an annual leak detection survey will need to be performed for the complete system. Project #LM05 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Meter Retrofit Program Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering - Construction Engineering - Land Acquisition - Infrastructure X 700,000 500,000 500,000 500,000 2,200,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST 700,000 500,000 500,000 500,000 - - 2,200,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES As required by the IDNR, an annual leak detection survey will need to be performed.Meter accuracy is critical in reducing apparent losses with the water system as well as being able to capture revenue. We currently have over 700 meters are obsolete and can no longer be relied on and hundreds of meters that are still read manually each billing cycle. These meters are inaccurate and the reading method is inefficient. With Lake Michigan selected as the future water source, it will be necessary to upgrade the meters to collect accurate data to comply with non revenue water loss requirements. Meters have a useful life of approximately 15 years. Project Not Initiated.None Project #LM06 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet AWSS - Corrosion Control Study / Source Water Transfer Plan Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering - Construction Engineering - Land Acquisition - Infrastructure X 335,000 345,000 178,000 858,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST 335,000 345,000 178,000 - - - 858,000 3.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES CompletionofaCorrosionControlStudy/SourceWaterTransferPlan(CCS/SWTP)wouldberequiredpriortoswitchingtoLakeMichiganasa source. ThisisrequiredbytheIEPAandisanevaluationofsupply,treatmentanddistributionssystemcomponentstodetermine corrosivityof watertowardsleadandcopper,theimpactsonthesystem,andrecommendedstepsforminimizingtheimpacts. TheStudywouldincludea DesktopStudyandlikelyalsoDemonstrationStudiesandFieldTesting,inaccordancewithUSEPALeadandCopperRulerequirementsand associatedguidance. Federal Grant - TBD Project #LM07 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet DWC Water Transmission Mains Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 801,000 3,301,000 4,102,000 Construction Engineering x 4,249,000 4,249,000 Land Acquisition - Infrastructure x 99,300,000 99,300,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST 801,000 106,850,000 - - - - 107,651,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES ThisprojectconsistsofdesignandconstructionofthewatertransmissionmainsfromDWCtobothconnectionpointsonYorkville'ssystem (totalcosttobesharedbetweenYorkville,Montgomery,andOswegoͲ costsbelowreflectYorkville'sshareofthetotalcosts). Project #LM08 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet DWC Buy-In Costs Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering - Construction Engineering - Land Acquisition - Infrastructure X 295,200 8,560,800 8,856,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST - - - - 295,200 8,560,800 8,856,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES Cost for Yorkville to connect to DWC (Buy-In Cost). Assumes all cost assigned to FY in which connection is made and Yorkville begins receiving water from DWC. Costs are expected to be spread over 30 years. . Project #LM9 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet North Delivery and Receiving Station (BPS) and NE EWST Altitude Valve Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 131,000 203,000 - 334,000 Construction Engineering x 174,000 180,000 354,000 Land Acquisition - Infrastructure x 1,943,000 2,002,000 3,945,000 Building - Machinery/Equipment - Other/Miscellaneous 20,000 20,000 TOTAL COST - 151,000 203,000 2,117,000 2,182,000 - 4,653,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Funding Source(s) TOTAL FUNDING SOURCES Project Costs Public Works This project consists of the North DWC Delivery Station required to connect to/receive supply from DWC (separate building owned by DWC, constructed by City), new components to be constructed at the BP/PRV and Receiving Station which is separate from the DWC- controlled Delivery Station (same site). Items include above ground pumping and chlorine station, additional structure and piping associated with receiving station at BPS, architectural components, electrical, connection to existing water main, associated water main piping and valves, SCADA upgrades, and generator. Also includes new Altitude Valve for NE EWST. Project #LM10 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet North Receiving Station Ground Storage Tank (2.0 MG) Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 180,000 180,000 360,000 Construction Engineering x 144,000 144,000 72,000 360,000 Land Acquisition - Infrastructure x 1,859,000 1,914,000 986,000 4,759,000 Building - Machinery/Equipment - Other/Miscellaneous 20,000 20,000 TOTAL COST 200,000 2,183,000 2,058,000 1,058,000 - - 5,499,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Funding Source(s) TOTAL FUNDING SOURCES Project Costs Public Works This project consists of the dome roof, prestressed wirewound concrete tank (assumes no special construction for aesthetic features), mixing system, yard piping and site work, SCADA implementation, electrical service, landscaping and security fencing. The tank capacity is assumed to be two million gallons (2 MG). Project #LM11 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet South Delivery Station and Reiving Station (BPS) Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 122,000 189,000 - 311,000 Construction Engineering x162,000 167,000 329,000 Land Acquisition - Infrastructure x 1,796,000 1,850,000 3,646,000 Building - Machinery/Equipment - Other/Miscellaneous 20,000 20,000 TOTAL COST - 142,000 189,000 1,958,000 2,017,000 - 4,306,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES This project consists of the South DWC Delivery Station required to connect to/receive supply from DWC (separate building owned by DWC, constructed by City), new components to be constructed at the BP/PRV and Receiving Station which is separate from the DWC- controlled Delivery Station (same site). Items include above ground pumping and chlorine station, additional structure and piping associated with receiving station at BPS, architectural components, electrical, connection to existing water main, associated water main piping and valves, SCADA upgrades, and generator. Also includes new electrical service, security fencing, and Land Acquisition Project #LM12 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet South Receiving Station Ground Storage Tank (2.0 MG) Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 180,000 180,000 360,000 Construction Engineering x 144,000 144,000 72,000 360,000 Land Acquisition 100,000 100,000 Infrastructure x 1,858,000 1,914,000 986,000 4,758,000 Building - Machinery/Equipment - Other/Miscellaneous 20,000 20,000 TOTAL COST 300,000 2,182,000 2,058,000 1,058,000 - - 5,598,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES This project consists of the dome roof, prestressed wirewound concrete tank (assumes no special construction for aesthetic features), mixing system, yard piping and site work, SCADA implementation, electrical service, landscaping and security fencing. The tank capacity is assumed to be two million gallons (2 MG). Project #LM13 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Blue Stem Drive Water Main Improvements Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 34,000 34,000 Construction Engineering x 35,000 35,000 Land Acquisition - Infrastructure x 378,000 378,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST 34,000 413,000 - - - - 447,000 1.00 - 1.00 - 6.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES This project consists of replacing an estimated 716 LF of existing 8" water main with 16" water main along Bluestem Drive, between McHugh Road and Prairie Rose Lane, which is the minimum recommended water main improvements for hydraulics to ensure adequate distribution from the North Receiving Station. Does not include NRW reduction water main improvements and is considered separate from ongoing water main replacement CIP. Project #LM14 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Water Treatment Plant Decommissioning Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering x 19,000 44,000 63,000 Construction Engineering x 19,000 46,000 65,000 Land Acquisition - Infrastructure x 170,000 407,000 577,000 Building - Machinery/Equipment - Other/Miscellaneous - TOTAL COST - - - 19,000 233,000 453,000 705,000 1.00 - 1.00 - 6.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES Decommissioning of all three (3) Cation Exchange WTPs, including: Well 4 WTP, Well 7 WTP, and Wells 8 & 9 WTP. Construction will not begin until after all other DWC-LM improvements are completed and Yorkville begins receiving LM supply from DWC. Project #LM15 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Bi-Directional Flow Meters - BPS's and PRV's Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering 25,000 25,000 Construction Engineering 15,000 15,000 Land Acquisition - Infrastructure - Building - Machinery/Equipment - Other/Miscellaneous 100,000 100,000 TOTAL COST - - 25,000 115,000 - - 140,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Project Costs Public Works Funding Source(s) TOTAL FUNDING SOURCES For purposes of identifying and controlling Non-Revenue Water, install bi-directional flow meters at the Cannonball Trail Booster Pump/Pressure Reducing Valve (BP/PRV) Station, Kennedy Road PRV Station, and Beaver Street BP/PRV Station to develop district metered areas to better understand and track water used within smaller areas and identify potential areas of water loss into the future. Project #LM16 Project Description Project summary, justification and alignment to Strategic Plan 2024-2028 Capital Project Sheet Montgomery Interconnect Cost Summary NewMaintenanceReplacementExpansionFY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Years TOTAL Design Engineering X75,000 75,000 Construction Engineering X 75,000 75,000 Land Acquisition - Infrastructure X 750,000 750,000 Building - Machinery/Equipment - Other/Miscellaneous X5,000 5,000 TOTAL COST - - 80,000 825,000 - - 905,000 1.00 - 1.00 - 1.00 - 1.00 - - - - - - - - Project status and completed work Grants (funded or applied for) related to the project. FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Future Yrs TOTAL - Map/Pictures of Project Department: Funding Source(s) TOTAL FUNDING SOURCES Project Costs Public Works This project consists of construction water main and valves to provide an interconnection with hte Village of Montgomery. This is recommended to reduce risks in case of emergency. An IGA will be needed. . Project Not Initiated.None 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 2023-32 Water Department Vehicle Purchase Public Works Committee – March 21, 2023 Supermajority (6 out of 9) Approval Proposed purchase of small van for water department. Eric Dhuse Public Works Name Department Summary Staff is seeking to sole source purchase a new 2022 Ford Transit van for an amount not to exceed $45,730. This would be a sole source since this dealer has it on the lot, we would not have to order and wait an unknown amount of time. This is budgeted in the current fiscal year in the water department vehicle line item. Background Staff is looking to purchase a transit van to add to the fleet in the water department. This van would be the vehicle that goes to all meter appointments, replacements, outside reader installation, meter reads, etc. Right now, we are using a full size 1 ton pickup for this job. We feel that we can better utilize that vehicle elsewhere in the department, in a capacity that doesn’t put as many miles on the vehicle. In addition, the transit van will get much better gas mileage around town going from appointment to appointment. With the lack of vehicles available on the ground, this is proposed as a sole source purchase from Haggerty Ford of West Chicago. They have multiple units on the ground, ready to go. We have been looking since the start of the fiscal year and have not had any luck finding vehicles on the ground or even with short delivery times. I have attached a couple of emails staff received that confirm that there is not any set timeline for delivery of units or availability in the future. I have attached a photo from the dealership website of a transit connect long wheelbase unit. This is a budgeted item within the water department in the vehicle line item 51-510-60- 00-6070. We currently have ~$123,000 budgeted with $0 spent to date because we haven’t been able to find vehicles. With the addition of a vehicle, we will have a surplus vehicle to sell. Staff feels that we should sell Y8 which is a 2003 Ford F350 with 103,483 miles. This truck has been a very good truck for 20 years, but it has definitely been used past its useful life and its now time to part ways. Recommendation Staff recommends approving this purchase of a 2022 Ford Transit Connect van from Haggerty Ford of West Chicago in an amount not to exceed $45,730. The vote must be a supermajority due to sole source bid. Staff also recommends the sale of surplus property, a 2003 Ford F350 VIN# -1FTSF31SXEA32518, with snowplow. Staff recommends that this be done through consignment with AutoSmart, Inc of Oswego. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: March 14, 2023 Subject: Transit Van Purchase and disposal of property