The URL can be used to link to this page

Public Works Packet 2024 04-16-24 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, April 16, 2024 6:00 p.m. East Conference Room #337 651 Prairie Pointe Drive, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: March 19, 2024 New Business: 1. PW 2024-31 Water Reports for July 2023 – March 2024 2. PW 2024-32 Capital Improvement Projects Update 3. PW 2024-33 Quarterly Bond and Letter of Credit Reduction Summary 4. PW 2024-34 Leak Detection Contract with M.E. Simpson 5. PW 2024-35 Pavement Management Program Update – Preliminary Engineering Agreement 6. PW 2024-36 Kennedy Road and Freedom Place Intersection Improvements – Contract Award 7. PW 2024-37 Kennedy Road and Freedom Place Intersection Improvements – Construction Engineering Agreement 8. PW 2024-38 Supplemental MFT Resolution for Bulk Rock Salt 9. PW 2024-39 Oak Street Parking Restriction 10. PW 2024-40 Tuscany Trail Parking Restriction Old Business: 1. PW 2023-84 Route 47 Expansion and Improvements – Update and Overview – Follow-Up Additional Business: United City of Yorkville 651 Prairie Pointe Drive Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, April 16, 2024 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. March 19, 2024 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2024-31 Water Reports for July 2023 – March 2024 □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2024-32 Capital Improvement Projects Update □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2024-33 Quarterly Bond and Letter of Credit Reduction Summary □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2024-34 Leak Detection Contract with M.E. Simpson □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2024-35 Pavement Management Program Update – Preliminary Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2024-36 Kennedy Road and Freedom Place Intersection Improvements – Contract Award □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2024-37 Kennedy Road and Freedom Place Intersection Improvements – Construction Engineering Agreement □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 8. PW 2024-38 Supplemental MFT Resolution for Bulk Rock Salt □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 9. PW 2024-39 Oak Street Parking Restriction □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 10. PW 2024-40 Tuscany Trail Parking Restriction □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2023-84 Route 47 Expansion and Improvements – Update and Overview – Follow-Up □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – March 19, 2024 Public Works Committee – April 16, 2024 Majority Committee Approval Minute Taker Name Department DRAFT Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 19, 2024, 6:00pm Yorkville City Hall, East Conference Room #337 651 Prairie Pointe Drive, Yorkville, IL IN ATTENDANCE: Committee Members Chairman Ken Koch Alderman Rusty Corneils Alderman Craig Soling Alderman Matt Marek Other City Officials City Administrator Bart Olson Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Public Works Director Eric Dhuse Alderman Chris Funkhouser Other Guests: Richard Vinyard, Cannonball Estates The meeting was called to order at 6:00pm by Chairman Ken Koch. Citizen Comments: None Previous Meeting Minutes: February 20, 2024 The minutes were approved as presented. New Business: 1. PW 2024-22 2024 Road to Better Roads – Contract Award Mr. Sanderson reported 3 bids were received late February for the base road program. All bids were about the same and he recommended D Construction be awarded the work for $1,382,442.77. This moves to the regular agenda. 2. PW 2024-23 2024 Road to Better Roads – Construction Engineering Agreement This agreement pertains to the contract discussed above. It is with EEI in the amount of $112,791 and is included in the budget. This moves to the consent agenda. 3. PW 2024-24 2024 Asphalt Rejuvenation – Contract Award Engineer Sanderson said this year the rejuvenating program was separated out from the Road to Better Roads since it was found a higher amount is being paid by combining them. Mr. Marek noted that the price difference was 30-40%. Only 2 contractors in this area do rejuvenating work and CAM (Corrective Asphalt Materials) was the only bidder, in the amount of $82,748.25 and they are being recommended. The rejuvenation is being done to extend the life of the asphalt. This moves forward to the City Council regular agenda. 4. PW 2024-25 2024 Water Main Replacement Contract A – Contract Award Bids were taken on March 7th and Mr. Sanderson said they were substantially below the estimate. He recommended awarding the contract to Conley Excavating at $2,312,286.15 and work is expected to start mid- summer through fall. He said Conley has been very good to work with in the past. Alderman Funkhouser asked if penalties are added into contracts for delays not outside their control. Mr. Sanderson said there are clauses in every contract allowing the city to recoup costs. To avoid any problems, EEI will work with Ms. Willrett and Page 2 of 3 Mr. Dhuse to post information and weekly meetings can be conducted to stay on track. This moves to the regular agenda. 5. PW 2024-26 2024 Water Main Replacement Contract A – Construction Engineering Agreement Mr. Olson said this item goes hand in hand with the above contract. This contract is with EEI and is $191,659 which is budgeted this year and next year. This moves to the consent agenda. 6. PW 2024-27 Resolution Authorizing the Execution of Certain Contracts (Certificate of Authority for Rock Salt Purchases) Mr. Dhuse said this is a new procedure and in order to file for salt purchases, this contract must be approved by the City Council. Approval will give Mr. Dhuse and Mr. Olson authority to enter these contracts with the state and to bid on and purchase the salt. This moves forward to the consent agenda. 7. PW 2024-28 Road Resurfacing Intergovernmental Agreement with Bristol Township Mr. Dhuse said the city and Bristol Township will trade some paving that needs to be done. Bristol Township will do paving in the Conover Subdivision and the city will do paving near McHugh and Walnut. The specs are the same and no money will change hands. The agreement holds each party harmless and EEI will oversee the McHugh paving and the county engineer will monitor the Conover paving. Alderman Soling noted a water drainage problem on Sunset which will be corrected. This moves to the Council consent agenda. 8. PW 2024-29 2024 EEI Hourly Rates Mr. Olson said EEI has requested an hourly rate change. He said it impacts the city in 3 ways 1) base contracts, 2) hourly rates get incorporated into supplemental agreements and 3) developer work. The rate increase request is approximately 3.89%. Alderman Soling asked if this is in line with other rate increases. Mr. Olson gave a few examples and compared previous EEI requests which he said were inflationary. If approved, these rates will be effective for 2024. Alderman Funkhouser asked for some numbers for some of the EEI classifications. This moves forward to the regular agenda with committee approval. 9. PW 2024-30 Rob Roy Drainage District – Additional Work This work is being done as part of an agreement between the city and the Drainage District at the request of the area farmers. Mr. Dhuse said some work remains and there are many trees on the downslope side of the ditch. Alderman Funkhouser said if the stumps are cleared, 18-19 acres of land could be gained as tillable land. He said he had issue with spending money on this, however, he noted this had been agreed upon. He believes the farmers should be responsible. Alderman Corneils asked why the city is overseeing this since it seems like a county project. and Mr. Dhuse replied that the city is involved since the Drainage District lacks funds and personnel. Mr. Olson added that in a court hearing, it was determined the city would manage the contract and the work as long as the District got the funds from the county. All work must be done by December 31st this year or unspent money will be returned to Kendall County. Alderman Koch asked what would happen if the costs are more than the $500,000 allotted. The Drainage District can then levy a tax, but staff thought that was doubtful. This moves to the regular agenda. Old Business: 1. PW 2023-83 Kylyns Ridge Subdivision Traffic Sign Analysis Mr. Sanderson reported the traffic study was done last fall and presented to the committee then with several discussion points. Striping was requested to slow the traffic. He said the locations for striping are limited but one was found on High Ridge between Faxon and Blackberry Shore. It is expected this would slow the traffic by 1-7 mph, but is less effective on a low-speed road. He said the average speed on High Ridge Rd. is 28-29 mph in the posted 30-mph zone. Alderman Funkhouser also suggested clustered trees to help create a tunnel effect. He would like a solution for Northland also. He said there is a lot of cut-through traffic from Whispering Meadows. Thermoplastic striping plus signs would be installed. These type of stripes have not been done before. Mr. Dhuse commented that snowplows will basically destroy the stripes after a couple years and paint would be used Page 3 of 3 then. Alderman Marek asked how results would be measured--another analysis would be done afterward. Repaving will be done this year and the stripes would be applied afterward. Alderman Funkhouser said the PD could also monitor speeds as part of a program they are putting in place to monitor traffic. Signs mounted on trees are also collecting data. Mr. Richard Vinyard of Northland Lane provided input as well. He said Northland Lane and Blackberry Shore did not connect previously and speeding was not an issue until it opened to through traffic. He said residents in the area have been parking cars on both sides in an effort to narrow the street and slow traffic. The townhomes being built will also increase traffic and there is limited parking already. He suggested contacting Home Depot to install “No Trespassing” signs to eliminate using the area as a cut-through since it is private property. He said drivers cannot see kids there and cars have to yield to one another. Mr. Olson said any discussion with Home Depot must be reviewed by the attorney first and must be discussed with engineering Mr. Marek added that Home Depot gets upset with people driving through there. Mr. Vinyard noted that in his town of employment, the police have entered into agreements with retailers to be able to police their parking lots to reduce issues. The striping will go forward and Mr. Sanderson will include the work in the bid package. This moves to the consent agenda with committee approval. Additional Business: There was discussion about the proposed new Public Works facility. Committee members brought forth suggestions and ideas for the new building as well as the shape of the building and salt dome. Mr. Olson encouraged all ideas to be forwarded to city administrators. Input from Public Works and Parks employees is being provided and Mr. Olson will discuss with the architect. The committee also talked about the new facilities at South Elgin and Montgomery and some of the features they thought useful. In another matter, Alderman Soling asked to revisit the Adams St. and Van Emmon area where the residents have asked to have the stumps removed and a steep bank remediated. Mr. Dhuse has been working with the Conservation Association who advised the stumps should remain to keep the bank intact. Public Works will be doing work there. There was no further business and the meeting adjourned at 7:16pm. 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 2024-31 Water Reports for July 2023 – March 2024 Public Works Committee – April 16, 2024 Majority Approval Acceptance of the monthly water reports per IEPA regulations. Eric Dhuse Public Works Name Department Summary Monthly water reports need to be approved by the City Council per IEPA regulations. Background Each month the Water Department provides a monthly report to the IEPA on each of our wells. This report is summarized in the attached monthly sheets. The IEPA mandates that the governing body approve the water reports as a check to make sure the governing body is given an opportunity to review the data. Recommendation Staff recommends approval of the monthly water reports as presented. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 9, 2024 Subject: Water Reports United City of Yorkville WATER DEPARTMENT REPORT July 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 392 23,376,000 7 1527 1125 520 15,517,600 8 1384 840 303 16,344,000 9 1368 861 370 15,437,000 TOTAL PUMPED 70,674,600 CURRENT MONTH’S PUMPAGE IS 11,769,000 GALLONS LESS THAN LAST MONTH 4,441,600 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 2,279,826 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,716 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 92.55 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1698 LBS. FED CALCULATED CONCENTRATION: ___3.09__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.75 __ MG/L POLYPHOSPHATE: 1678 _ LBS. FED CALCULATED CONCENTRATION: ___1.07___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.75 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __4 NUMBER OF LEAKS OR BREAKS REPAIRED: __ ___ MXU’S: _ BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __35 COMMERCIAL: ___0_ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT August 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 393 29,546,000 7 1527 1125 510 13,028,000 8 1384 840 301 16,750,000 9 1368 861 374 15,042,000 TOTAL PUMPED 74,366,000 CURRENT MONTH’S PUMPAGE IS 3,691,400 GALLONS LESS THAN LAST MONTH 12,153,300 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 2,398,903 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,970 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 100.23 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1733 LBS. FED CALCULATED CONCENTRATION: ___2.91__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.75 __ MG/L POLYPHOSPHATE: 1643 _ LBS. FED CALCULATED CONCENTRATION: ___0.96___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.75 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __1 NUMBER OF LEAKS OR BREAKS REPAIRED: __ _1__ MXU’S: _ 1 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __44 COMMERCIAL: ___0_ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT September 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 393 7,076,000 7 1527 1125 510 20,475,000 8 1384 840 300 19,864,000 9 1368 861 370 17,557,000 TOTAL PUMPED 64,972,000 CURRENT MONTH’S PUMPAGE IS 9,394,000 GALLONS LESS THAN LAST MONTH 2,987,000 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 2,165,733 ___GALLONS DAILY MAXIMUM PUMPED: __ 3,080 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 88.57 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1425 LBS. FED CALCULATED CONCENTRATION: ___2.80__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.77 __ MG/L POLYPHOSPHATE: 1643 _ LBS. FED CALCULATED CONCENTRATION: ___0.84___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.75 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __12 NUMBER OF LEAKS OR BREAKS REPAIRED: __ ___ MXU’S: _ 1 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __30 COMMERCIAL: ___1_ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT October 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 392 340,000 7 1527 1125 571 21,932,500 8 1384 840 300 17,199,000 9 1368 861 388 18,279,000 TOTAL PUMPED 57,750,500 CURRENT MONTH’S PUMPAGE IS 7,221,500 GALLONS LESS THAN LAST MONTH 2,469,500 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,862,919 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,331,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 76.44 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1579 LBS. FED CALCULATED CONCENTRATION: ___3.47__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.77 __ MG/L POLYPHOSPHATE: 1139 _ LBS. FED CALCULATED CONCENTRATION: ___0.88___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.77 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __24 NUMBER OF LEAKS OR BREAKS REPAIRED: _4_ ___ MXU’S: _ BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __29 COMMERCIAL: ___1_ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT November 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 393 165,000 7 1527 1125 508 22,770,000 8 1384 840 302 16,675,000 9 1368 861 404 15,044,000 TOTAL PUMPED 54,645,000 CURRENT MONTH’S PUMPAGE IS 3,096,500 GALLONS LESS THAN LAST MONTH 5,510,400 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,821,800 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,317,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 78.76 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1395 LBS. FED CALCULATED CONCENTRATION: ___3.08__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.75 __ MG/L POLYPHOSPHATE: 1048 _ LBS. FED CALCULATED CONCENTRATION: ___0.81___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.77 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __18 NUMBER OF LEAKS OR BREAKS REPAIRED: _2_ ___ MXU’S: _6 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __29 COMMERCIAL: ____ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT December 2023 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 394 14,246,000 7 1527 1125 512 16,308,000 8 1384 840 299 13,664,000 9 1368 861 360 13,521,000 TOTAL PUMPED 57,739,000 CURRENT MONTH’S PUMPAGE IS 3,085,000 GALLONS MORE THAN LAST MONTH 7,348,200 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,862,548 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,543,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 94.45 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1336 LBS. FED CALCULATED CONCENTRATION: ___2.38__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.71 __ MG/L POLYPHOSPHATE: 1095 _ LBS. FED CALCULATED CONCENTRATION: ___0.68___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.71 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __12 NUMBER OF LEAKS OR BREAKS REPAIRED: _1_ ___ MXU’S: _21 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __19 COMMERCIAL: ____ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT January 2024 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 392 18,844,000 7 1527 1125 508 11,280,500 8 1384 840 328 14,955,000 9 1368 861 365 12,133,000 TOTAL PUMPED 57,212,500 CURRENT MONTH’S PUMPAGE IS 526,500 GALLONS LESS THAN LAST MONTH 7,723,800 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,845,565 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,200,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 100.49 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1232 LBS. FED CALCULATED CONCENTRATION: ___2.06__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.65 __ MG/L POLYPHOSPHATE: 1044 _ LBS. FED CALCULATED CONCENTRATION: ___0.61___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.65 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __11 NUMBER OF LEAKS OR BREAKS REPAIRED: _2_ ___ MXU’S: _5 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __21 COMMERCIAL: ____ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT February 2024 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 393 15,078,000 7 1527 1125 506 10,846,000 8 1384 840 319 13,619,000 9 1368 861 358 11,269,000 TOTAL PUMPED 50,812,000 CURRENT MONTH’S PUMPAGE IS 6,400,500 GALLONS LESS THAN LAST MONTH 5,450,500 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,752,138 ___GALLONS DAILY MAXIMUM PUMPED: __ 1,978,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 71.60 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1163 LBS. FED CALCULATED CONCENTRATION: ___2.06__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.64 __ MG/L POLYPHOSPHATE: 1039 _ LBS. FED CALCULATED CONCENTRATION: ___0.91___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.65 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __16 NUMBER OF LEAKS OR BREAKS REPAIRED: _1_ ___ MXU’S: _1 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __21 COMMERCIAL: ____ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: United City of Yorkville WATER DEPARTMENT REPORT March 2024 _ MONTH / YEAR WELLS NO WELL DEPTH (FEET) PUMP DEPTH (FEET) WATER ABOVE PUMP (FEET) THIS MONTH’S PUMPAGE (GALLONS) 4 1394 795 393 16,052,000 7 1527 1125 550 12,431,700 8 1384 840 323 13,384,000 9 1368 861 390 12,290,000 TOTAL PUMPED 54,157,700 CURRENT MONTH’S PUMPAGE IS 3,345,700 GALLONS MORE THAN LAST MONTH 4,017,700 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,747,023 ___GALLONS DAILY MAXIMUM PUMPED: __ 2,289,000 GALLONS DAILY AVERAGE PER CAPITA USE: ___ 71.44 __ GALLONS (Population 23,000) WATER TREATMENT: CHLORINE: 1243 LBS. FED CALCULATED CONCENTRATION: ___2.93__ MG/L FLUORIDE: _ 0 LBS. FED MEASURED CONCENTRATION: _____0.66 __ MG/L POLYPHOSPHATE: 1123 _ LBS. FED CALCULATED CONCENTRATION: ___0.93___ MG/L WATER QUALITY: BACTERIOLOGICAL SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY: __30 SATISFACTORY _____ UNSATISFACTORY (EXPLAIN) ___________________________________________________________________________________________ FLOURIDE: __ 3 __ SAMPLE(S) TAKEN CONCENTRATION: _ 0.65 MG/L MAINTENANCE: NUMBER OF METERS REPLACED: __7 NUMBER OF LEAKS OR BREAKS REPAIRED: _2_ ___ MXU’S: _12 BATTERIES REPLACED: _ NEW CUSTOMERS: RESIDENTIAL: __16 COMMERCIAL: ____ INDUSTRIAL/GOVERNMENTAL: ___ ___ COMMENTS: Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #2 Tracking Number PW 2024-32 Capital Project Update Public Works Committee – April 16, 2024 None Informational A status update on projects will be given. Brad Sanderson Engineering Name Department The purpose of this memo is to update the Public Works Committee as to the status of the several projects. A summary on the status of the projects is provided below: Construction Projects 2023 Water Main Replacement Program – Contract A The work is substantially complete. Punchlist items are expected to be addressed this spring. 2023 Water Main Replacement Program – Contract B The work is substantially complete. Punchlist items are expected to be addressed this spring. 2024 Water Main Replacement Program – Contract B Construction is underway and estimated to be 40% complete. The contract completion date is July 31st. Planning/Design Projects Downtown Riverwalk Feasibility Study Design engineering has commenced. WIFIA Loan Application Work has begun on the application. Kennedy / Freedom Place Intersection Improvements Design engineering is complete. We are working on land acquisition with the City Attorney. A letting is scheduled for April 8th. 2024 RTBR The contract has been awarded. The contract substantial completion date is July 26th with a final of September 27th. 2024 Local Road Program Design engineering has begun and is approximately 70% complete. We are targeting a May letting. Van Emmon Street STP Design engineering has begun and is approximately 70% complete. We are targeting a fall letting. Well 10 Raw Water Main The contract has been awarded pending IGA approval. The contract substantial completion date is August 10th with a final of October 15th. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Jori Behland, City Clerk Date: April 4, 2024 Subject: Capital Improvement Projects Update Well 10 The contract has been awarded pending IGA approval. The contract completion date is April 2025. 2024 Water Main Improvements – Contract A The contract has been awarded. Work is projected to begin in May. The contract completion date is November 8th. Center Street Water Main Design engineering has begun and is approximately 80% complete. We are anticipating a May letting. Rt 47 Water Main Replacement – Water Park Way to Jericho Design engineering has begun and is approximately 90% complete. We have made an initial submittal to IDOT for their review. Well No. 7 Electrical Design engineering has commenced. We are anticipating a May letting. Eldamain Water Main Loop Design engineering has commenced. Easement acquisition is in process. Corneils Sanitary Sewer Design engineering has commenced. Easement acquisition is in process. Southern Sanitary Sewer Connection Design engineering has commenced. Easement acquisition is in process. 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 2024-33 Bond/LOC Reduction Summary Through March 31, 2024 Public Works Committee – April 16, 2024 None Informational Brad Sanderson Engineering Name Department Please see the attached reduction summary through March 31, 2024. If you have any questions, please let me know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Jori Behland, City Clerk Date: March 31, 2024 Subject: 2024 Bond/LOC Reduction Summary 31-Mar-24 2024 Bond and Letter of Credit Reduction Report Date Development/Project Engineer Concurrence City Administrator Concurrence Mayor Concurrence Reduction Final Release Reduction Value Remaining Balance 1/4/2024 Bristol Bay Unit 10 X X X 1,935,804.50$ 486,992.50$ 1/4/2024 Bristol Bay Unit 12 X X X 737,852.00$ 217,451.80$ 1/25/2024 Grande Reserve Units 13, 14 and 23 Sidewalk X X X 26,120.00$ 18,760.00$ 2/27/2024 Ashley Road Improvements X X X 48,401.17$ -$ 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: Please note, there is no page 7 of 9 for the Associated Technical Services LTD (ATS) proposal. 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 2024-34 Leak Detection Proposal Public Works Committee – April 16, 2024 Supermajority (6 out of 9) Approval Proposals from leak detection companies to leak detection services on all water main as part of the non-revenue water loss calculation as required for LM water. Eric Dhuse Public Works Name Department Summary Staff is proposing a multi-year contract with M.E.Simpson to perform leak detection on all 156 miles of water main as required by our decision to use Lake Michigan water. The proposal is for a 3-year term. Background Each year we are required to survey all our water mains for leaks. This is to ensure that we stay below the mandated 10% non-revenue water loss that has been set for Lake Michigan water users. Even though we are not current users, we must be below the 10% threshold to receive Lake Michigan water. For the past few years, we have used M.E.Simpson to perform the leak detection surveys. They have been thorough, affordable, and good to work with. There are very few companies that perform this service, and even fewer that perform to the level we expect. They have earned our respect and trust by being thorough with their surveys, and very accurate with pinpointing the location of leaks. This is a very important aspect of the service, having accurate locations saves time, energy, and money when staff repairs the leaks. To be sure that we are getting the best price, we asked another leak detection company to provide a quote for the same services that M.E. Simpson provides for us. We solicited Associated Technical Services, ATS, to provide the quote. I have attached the proposal for your review. ATS is a good company, we have used their services on and off for over 25 years. When we compare the quotes, ATS did not quote 3 years, but the 1-year quote was $54,834.20 which was considerably higher than M.E. Simpson’s quote of $40,560. ATS also offered an incentive-based survey for $30,957.16 plus $425 for any water main leaks, and $125 for any fire hydrant leaks. I do not recommend this service at this time. Once we have our non - revenue water losses consistently under 10%, we can look at that type of option. When we asked ATS to amend their quote for 3 years, they simply changed the dates, but nothing else. I take that as the price will stay at $54,834.20 for each year. M.E. Simpson quoted us $40,560 in year 1, $40,560 in year 2, and $41,340 in year 3 of the contract. The increase in year 3 is a 2% increase. I feel that we are getting better pricing from M.E. Simpson, and we have been very satisfied with their work through the years. At this time, we have $40,000 budgeted within the Lake Michigan Capital Project Projection that was approved as part of the FY 25 budget. Recommendation Staff recommends the approval of the quote from M.E. Simpson Co., Inc. for the 3 year term. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 8, 2024 Subject: Proposed Leak Detection Quote www.ATSLIMITED.com Office: 630.834.1558 ASSOCIATED TECHNICAL SERVICES LTD 321 E Kenilworth Ave., VILLAPARK, IL February 21, 2024 City of Yorkville 610 Tower Ln. Yorkville, Illinois 60560 Attn: Mr. Jon Bauer Water/Sewer Department Foreman RE: 2024-26 Water Distribution System Leak Detection & Location Survey Proposal Dear Mr. Bauer, We are pleased to present the following proposal to perform a multi-phase “ATS COMPREHENSIVE LEAK DETECTION & LOCATION SURVEY” for the City of Yorkville. With an "ATS Leak Survey Program" your water conservation program will fast track to its best possible course. Of the three factors that create an "unaccounted for water loss figure" (UAW): System Leakage, Metering Errors, and Accounting Procedures, an "ATS Leak Survey Program" is the most cost- effective and time-efficient measure that a water utility can take to reduce its Unaccounted-for Water Loss. This is water which is treated and pumped out to your customers only to be lost through leaks into the ground and adjacent sewers lines without generating any revenue. As each newly discovered leak is repaired, the Village will realize immediate returns on your leak survey dollars. In fact, over the years, ATS Leak Surveys have averaged a $15: $1 return in recovered water vs. the cost of hiring ATS. Nationwide studies have determined that of these three major factors, a properly performed leak survey will have the biggest positive impact in reducing water loss in the least amount of time while spending a fraction of the cost of a typical meter testing & replacement program. We also recommend that both metering and accounting procedures be assessed as an important part of any comprehensive water system audit. Annual Fire Hydrant Flushing and Flow Testing, plus Valve Assessment Programs will help ensure that your water system operates at peak efficiency. “Why Is ATS Your Best Choice?” QUALITY: “Quality is never an accident. It is always the result of high intention, sincere effort, intelligent direction, and skillful execution. It represents the wise choice of many alternatives.” ATS has earned its standing as one of the most innovative and successful leak location firms in America. We have conducted literally hundreds of leak surveys in cities of all sizes, ages, and make- ups, all across the Midwest region. Many of these cities have also had experience with other leak survey firms in addition to ATS. In every one of those cities, ATS has never failed to find less than 2 to 10 times the amount of leakage than the competitor’s survey that preceded the ATS Survey. Established 1979 WATER CONSERVATION SPECIALISTS EMERGENCY LEAK PINPOINTING ● LEAK DETECTION SURVEYS ● UNDERGROUND UTILITY LOCATION ● GIS / GPS SURVEYS VALVE EXERCISING ● CCTV PIPE INSPECTIONS ● HYDRANT TESTING & FLUSHING ● LOCATION EQUIPMENT SALES & TRAINING City of Yorkville 2 of 9 February 21, 2024 2024-26 Leak Survey Proposal A Comprehensive ATS Leak Survey is typically accomplished with these steps:  Pre-Survey Meeting – conducted with ATS Survey Project Manager, to discuss all aspects of the project from methodology, equipment, documentation, and results with the Village.  The Designated Survey Area is divided up into manageable “survey sub-areas” which are scaled directly from your maps to get the quantity of water main in each area.  ATS Crews will check in with the Village at the start of every survey workday. You will always know where we will be that day and what kind of progress we are making. Our office never closes. ATS Crews and Offices are available 24 hours a day / 365 days a year.  Ultrasonic Leak Detection Phase of each survey sub-area. We will log every monitored appurtenance, every detected suspect leak site, all map discrepancies and any inaccessible points that need to be found or exposed, so they can be surveyed.  Map Discrepancies - All appurtenances that are shown incorrectly or not shown at all on your maps will be logged on our survey sheets.  Computerized Electronic Leak Location Phase – Re-survey every suspect leak site and accurately pinpoint every subsequently detected leak.  Leak Location Reports are submitted as leaks are located. Leak locations are marked, diagramed, and documented in detail.  Final Survey Report - Gather Leak Repair Data, Recovery calculations, Leak Locations and assemble Final Report. Present the comprehensive Final Survey Report to the Village WATER SYSTEM DATA AND SURVEY HISTORY The New Lenox Water Distribution System contains 156 lineal miles (836,680 lineal feet) of Gray Cast Iron and Ductile Iron Water Main. All these pipe materials adequately transmit leak sounds for leak detection. The New Lenox water system serves a population of 26,141 residents through approx. 8,900 metered water services. This is significant because water service line leaks are the most common leak that we find with ATS Leak Surveys. The water system contains 2,250 Fire Hydrants and 2,160 Mainline Valves. Every single one of them in the designated survey area will be used as primary checkpoints for leak sounds. Every accessible Hydrant Auxiliary Valve will also be monitored for leak sounds. Hundreds of Curb Stops (B-Boxes) will also be checked for leak sounds as needed. City of Yorkville 3 of 9 February 21, 2024 2024-26 Leak Survey Proposal There are good reasons why choosing ATS makes excellent business sense. Superior Experience - ATS helped introduce leak location correlators, and subsequently started to specialize in leak detection in 1979. As a result, ATS has performed more leak surveys and pinpointed more leaks with this technology than anyone. ATS developed the leak survey techniques, correlator survey specs and field strategies that have become the standards for the industry. Over the years many of FCS – Fluid Conservation Systems’ top people including Regional Managers, Sales Staff, Instructors, and their longtime Director of Operations also received training from ATS. FCS also uses ATS for Beta testing new equipment innovations plus software upgrades and developments. Conserving Municipal Manpower and Resources - Many public works departments are already stretched to their limit, providing quality services to your citizens. With our tremendous amount of municipal leak survey experience, ATS frees up your staff so that they can concentrate on their normal duties without distraction. Municipal involvement is normally answering questions and freeing up inaccessible points \ during the location phase on an “as-needed basis”. 24 Hour Customer Support During and After the Survey – ATS never has less than two crews on call 24 hours a day / 365 days a year. ATS has a fleet of 10 Correlator Equipped “ATS Leakmobiles” out in the field five days a week. Every mobile van is fully equipped with an experienced and trained two-person crew capable of handling any leak location or utility location situation you will ever have. While other water suppliers typically wait 3 or more hours for our competitors to arrive, ATS is almost always on the scene in 60 - 90 minutes or less of your call for help. No other firm consistently responds to emergencies as quickly as ATS. Superior Results - Like anything in life, the person who practices their craft every day is going to have distinct and measurable advantages over the person that does not do it as often, and subsequently, as well. For 43 years, ATS has been out in the field everyday performing leak surveys, utility locations and leak pinpointing. Subsequently our listening skills are going to be that much more acute. Your survey is more effectively accomplished while we detect more leaks and pinpoint them with more consistent accuracy than a more infrequent correlator operator can do.  No one listens more intently to every accessible access point than ATS. Therefore, we detect more suspect leak sounds than anyone else.  No one works at a suspect leak site more aggressively than ATS. Therefore, we turn more suspect leak sounds into confirmed leak locations than anyone else.  No one spends more time analyzing a suspect leak site as thoroughly as ATS. Therefore no one pinpoints more leaks as accurately as ATS does. For our clients, more precise leak pinpointing means less digging and less restoration costs.  ATS spends more time performing your leak survey so you can spend less time repairing them and get a greater return in recovering precious water and reducing your water losses. City of Yorkville 4 of 9 February 21, 2024 2024-26 Leak Survey Proposal ESTIMATE OF COST The ATS Comprehensive Leak Survey Program is the most thorough and successful leak survey program in business on two fronts – Superior Findings and Consistently Accurate Pinpointing. Put it all together and you will get the most cost-effective leak survey possible. OPTION A: All-Inclusive (lump sum) Based Survey Pricing - With this type of contract proposal, the detection phase is a lump sum figure and pinpointing is priced per pinpointed leak. Final billing will be based upon the total amount of surveyed water main. Total price is locked in regardless of the actual total number and types of pinpointed leaks. This is our most popular survey program. Without guaranteed money beyond the detection phase, this unique contract pricing puts the incentive on ATS to produce results. OPTION B: Incentive-Based Pricing gives the Village the most flexibility and the opportunity to save money if the water system turns out to be tighter than expected. The Village still wins if it ends up that your water system contains a good number of leaks because you won’t spend an extra dollar without getting an accurate leak location in return. Since there are no fee guarantees for ATS beyond the detection phase, there is obvious incentive for ATS to find as many leaks as possible for the Village. The more leaks we find, the more money you save. OPTION C: Fire Hydrant Survey allows ATS to move through system swiftly and timely. This is your best choice when you have limited funds in your budget. Also allows for repairs to be done in a timely fashion and prepare for the next year’s fiscal budget. All-Inclusive Based Pricing Detection and Location Phase: 836,680 lineal feet of water main @ $ 0.065 per L.F. = $ 54,384.20 Incentive- Based Pricing Detection Phase: 836,680 @ $ 0.037 per lineal foot of water main = $ 30,957.16 Location Phase: $ 425.00 per leak that is pinpointed in the field. $ 125.00 per leak that is determined to be a leaking Fire Hydrant. Hydrant Survey Only Option C: Detection Phase: 836,680 per lineal feet of water main @ $ 0.025 per LF = $ 20,917.00 Location Phase: $ 425.00 for Every Pinpointed Main Line and Service Line Leak. $ 125.00 for Every Fire Hydrant Leak and Valve Leak. SURVEY COMPLETION TIME: We estimate the DETECTION PHASE of the survey can be completed in approximately 35 - 50 workdays (Weather permitting). The duration of the LOCATION PHASE will depend upon the number of suspect leak sites to investigate and actual number, type and location of those pinpointed leaks. Based upon our experience, another 15 - 20 workdays for pinpointing are possible. City of Yorkville 5 of 9 February 21, 2024 2024-26 Leak Survey Proposal Scope of Work ATS Comprehensive Survey Program: Every fire hydrant, accessible hydrant auxiliary valve, and every mainline valve will be monitored for leak sounds. When a water system starts to get tighter, there is more emphasis on the surveyor to have to dig deeper to find the leaks that are not making obvious leak sounds. This fact makes monitoring every valve essential to finding these tough leaks. Valves are the best quality listening point possible. The thoroughness of this technique ensures that every detectable leak is found. ULTRASONIC LEAK DETECTION: The existence and general neighborhood of every detected suspect leak is established with FCS S-30 Ultrasonic Leak Detection Equipment. A preliminary leak size and leak type classification is also made at that time. A significant difference between an ATS Leak Survey and the other surveyors is in the ultrasonic leak detection phase’s number of checkpoints. You put yourself in the best position to detect more leaks by listening to as many points as possible, especially mainline valves. No one checks more points for leak sounds as accurately and as thoroughly as ATS. DETECTION SURVEY RECORDS: Every accessible fire hydrant, hydrant auxiliary valve and mainline valve is monitored for suspect leak sounds. B-Boxes are checked only in the vicinity of a detected suspect leak site. Valuable survey and system data is collected and logged on these records. This data includes Appurtenance Type and Location, General Conditions Encountered, Accessibility, Map Discrepancies and Leak Sound Characteristics. COMPUTERIZED LEAK ANALYSIS & PINPOINTING: Every suspect leak site, no matter how slight the sound, is electronically confirmed with one of our 10 computerized FCS AccuCorr, FCS Tri-Corr 2002, FCS 9090 or Sewerin SeCorr Leak Noise Correlator Systems. The pinpointing phase begins with ultrasonically resurveying every suspect leak site, electronic Correlator analysis of every suspect leak site to either eliminate a suspect leak site or accurately confirm the presence of the leak and pinpoint its exact location. By analyzing, timing, and measuring leak sound waves simultaneously from two monitoring points, the leak’s exact location is pinpointed with unmatched consistent accurately. WATER MAIN and VALVE LOCATION: All of the water main and service connections are accurately located in the vicinity of every leak location. This helps ensure that every survey leak is pinpointed as accurately as possible. All utility line location work is expertly performed with Radiodetection RD7000, RD8000 High Performance Utility Location Systems, Schonstedt, CTS Berger and Radiodetection Ferromagnetic Metal Locators. No one works a leak site harder than ATS! “X” MARKS THE SPOT! The pinpointed location of every mainline, service line and valve leak will be marked in the field with spray marking paint with an “X”. The exceptions are homeowner’s side service leaks and hydrant leaks. A “Leak Location Report” form documents the location and type, characteristics of every pinpointed leak. LEAK LOCATION REPORTS: This is an individual report form that details the exact location and characteristics of each pinpointed leak. These forms are submitted daily as the leaks are pinpointed. The Village with actual leak repair information updates each Leak Report which is used to calculate water loss and revenue recovery data for the Final Report City of Yorkville 6 of 9 February 21, 2024 2024-26 Leak Survey Proposal FINAL REPORT: Three (3) copies of a comprehensive FINAL SURVEY REPORT will be submitted after the completion of the survey. Additional copies are available upon request. Your Final Report will concisely detail all our survey activities and findings, estimated & calculated leak sizes, and revenue recovery calculations for each leak. We also include survey area maps showing leak locations in each area and system-wide leak locations, plus each individual leak location report with Village repair and calculated leak size information, general observations, and recommendations. INITIATING THE SURVEY: We only need your verbal authorization followed by your Purchase Order and / or signed ATS Leak Survey Contracts, to schedule your Pre-Survey Meeting, and initiate your Survey. The Pre-Survey Meeting details all aspects of the survey. Yours Truly, ASSOCIATED TECHNICAL SERVICES LTD. Marcia A. Kaplar Marcie A. Kaplar Survey Manager City of Yorkville 8 of 9 February 21, 2024 2024-26 Leak Survey Proposal GENERAL CONDITIONS LEAK DETECTION & LOCATION SURVEYS Responsibility of ATS / Associated Technical Services Ltd. A) Two-Person crew qualified to operate the ATS Leak Detection & Location System. B) The “ATS Leak Detection & Location System” consists of:  FCS S30 Ultrasonic Leak Surveyor Instruments (Leak Detection Phase)  FCS/Fluid Conservation Systems and Sewerin Leak Noise Correlators (Leak Location Phase)  FCS and Sewerin Ultrasonic Preamplifiers (Leak Location Phase)  FCS, Wilcoxen, Vibrometer, Sewerin Accelerometers, Gas Sensors, Hydrophone Sensors  Radcom FCS SoundSens Programmable Leak Correlation / Localization System  Radiodetection RD7000 and RD8000 Utility Location Systems; CST Berger, Fisher, Schonstedt and Radiodetection Ferro Magnetic Location Equipment for buried valve enclosures. C) “ATS Leakmobile” - Mobile Van with self-contained power supply and /or capability of operating from an alternate VAC 60 Hz source, or suitable alternate vehicle at the discretion of ATS. D) Mobilization / Mileage – Round Trip, Portal-to-Portal and On-Site. E) On-Site Consultation with the Owner or their representatives, as necessary. F) The entire area designated by the Owner shall be surveyed for leakage. Detected leaks shall be pinpointed only on that part of the water system maintained by the Owner. Unless it is previously specified and ordered, customer service line leaks will only be pinpointed up to the municipal side of the curb stop without additional charges. Leaks on the customer side of the curb stop typically require a separate appointment so ATS can contact the service line inside the building. G) Only those leaks that are detected by the ATS Leak Survey are to be included in the pinpointing phase of this contract. Unless other previous arrangements are made, any pinpointing of any incidentally or coincidentally occurring leakage, main breaks or previously known leakage that was not initially included in our proposal or as a part of this agreement shall be charged at our normal rates for scheduled / emergency service callouts. H) If the “Re-monitoring of Repaired Leak Sites” service is specified, included in our proposal and ordered, this agreement, leak repairs to that site must be completed within 30 days after that leak’s location report was submitted to the Owner. The Owner then must notify ATS at the time of repairs so re-monitoring can be scheduled. All subsequently detected leakage will be located. I) ATS will establish and mark the location of a leak or leaks in the field with either marking paint, a field stake and / or written individual “ATS Leak Location Report”. J) ATS will provide basic traffic warning equipment and traffic control and re-direction with flagmen. on an as-needed basis, whenever conditions dictate the necessity of these safety precautions. ATS Work Zone Safety Equipment includes but is not limited to safety vests, vehicle arrow. boards, strobe warning lights and safety cones that are used whenever our vehicles are parked during the leak survey on residential and other light or slower traffic areas. City of Yorkville 9 of 9 February 21, 2024 2024-26 Leak Survey Proposal GENERAL CONDITIONS FOR LEAK SURVEYS RESPONSIBILITY OF OWNER The Owner will ensure easy access to all main line valves, valve boxes or other strategically necessary access points. This may also include exposing and cleaning out auxiliary valves and b-boxes on an as-needed basis if they will facilitate the accurate confirmation and pinpointing of a detected leak. This could include breaking loose needed valve covers; pumping water out all valve vaults and boxes and, if necessary, removing debris from those enclosures to make the valves and adjoining pipelines accessible. The Owner will also make access available to any point or location strategically needed by ATS to perform said work at the discretion of ATS.  If the Owner orders leak pinpointing between the curb stop and the customer’s building, the Owner shall be responsible for contact with the customer. Pinpointing can be performed on a weekday from 9:00 AM to 1:00 PM without incurring overtime charges.  The Owner will make available to ATS all available location maps, schematics, as-built drawings, final reports from previous leak surveys, and any other data pertaining to the area being surveyed. Access to the “IDOT LMO-2” Annual Water Audit Reports is also very helpful.  The Owner will make available knowledgeable, qualified personnel for consultation and assistance regarding the Owner’s water system.  Identify the authorized representatives of the Owner to act on behalf of the Owner and sign ATS agreements, purchase orders and additional work orders.  Give ATS right of access, and necessary identification required, and notify appropriate authorities (Police, Fire Dept., Public Works Dept., etc.) as needed of program underway.  The Owner will at its option, provide Traffic Warning Equipment, Traffic Control and Re-Direction with Flagmen on an as-needed basis, should conditions dictate the necessity of this safety precaution. Instances such as a lane closure in a heavy traffic area may require hiring the services of a Work Zone Safety Vendor to provide the necessary traffic control equipment such as barricades, warning lights, arrow panels and temporary barriers. The Owner must approve any use of a Work Zone Safety Vendor in advance. The owner will be responsible for the costs of the Work Zone Safety Vendor.  Owner’s repair crews shall make a reasonable effort to provide ATS with accurate leak repair information whenever this data is available. Repair data should detail the following: Date of repair; type of leak; approximate size and shape of the leak orifice; approximate water pressure; and method of repair. This information is necessary for ATS to make leak size, water loss and revenue recovery calculations for a comprehensive “Leak Survey Final Report”. Please Note: ATS does not guarantee the detection or accurate pinpointing of a leak or leaks but does assure that the best effort in that regard will be put forward. Certain input data to the ATS Leak Detection & Location System is based upon information received from the Owner. The accuracy of the Owner’s data will directly affect the results of the Leak Survey. ATS will attempt to verify such data by consultation with the Owner and thereupon will have a right to rely upon the accuracy of the Owner’s data. ATS is not liable for any costs to the Owner as a result of incomplete or inaccurate data supplied by the Owner or their representatives. Intentionally Left Blank 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 2024-35 Pavement Management Program Update – Preliminary Engineering Agreement Public Works Committee – April 16, 2024 Majority Approval Please see the attached memo. Eric Dhuse Public Works Name Department Summary Proposed construction engineering agreement with EEI for the Pavement Management Update. Background Attached is the proposed Construction Engineering Agreement for the Pavement Management Update. This update will score the roads for us and assist us in deciding which roads need attention in the 5-year CIP. This will be the second update to the plan, the original work was performed in 2013, an update in 2018, and now an update in 2023. EEI’s proposed contract would manage the project, process and analyze the data, make recommendations, and assist in the budgeting for the projects. The cost for these services would be a fixed fee of $89,920. This money is budgeted in the approved FY25 budget in the Engineering Services line within the City-Wide Capital Fund. Recommendation Staff recommends approval of the construction engineering agreement with EEI for the Pavement Management Update. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 10, 2024 Subject: Pavement Management Update Engineering Agreement UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 1 Pavement Management Program Update United City of Yorkville Professional Services Agreement – Preliminary Engineering THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as the "Contractor" or “ENGINEER” agrees as follows: A. Services: 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). Preliminary Engineering for a Pavement Management System update for the City’s approximate 120 miles of roadways will be provided. B. Term: Services will be provided beginning on the date of execution of this agreement and continuing, until terminated by either party upon 7 days written notice to the non- terminating party or upon completion of the Services. Upon termination the Contractor shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to Contractor: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimated Level of Effort and Associated Cost included in Attachment C. Preliminary Engineering will be paid for as a Fixed Fee (FF) in the amount of $89,920, of which direct expenses are estimated at $45,500. The hourly rates for this project are shown in the attached 2024 Standard Schedule of Charges (Attachment E). 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. UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 2 E. Ownership of Records and Documents: Contractor agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. Contractor agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, Contractor agrees to return all such materials to the City. The City agrees not to modify any original documents produced by Contractor without contractors consent. Modifications of any signed duplicate original document not authorized by ENGINEER will be at OWNER’s sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned document will, likewise, be at the OWNER’s sole risk and without legal liability to the ENGINEER. F. Governing Law: This contract shall be governed and construed in accordance with the laws of the State of Illinois. Venue shall be in Kendall County, Illinois. G. Independent Contractor: Contractor shall have sole control over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the Contractor under this agreement shall be that of an independent contractor. Contractor will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery: The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 3 Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting: The Contractor certifies that it has not been barred from contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity: The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 4 sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: Contractor shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by Contractor or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of Contractor or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance: The 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 attached Exhibits. Except for those terms included on the Exhibits, no additional terms are UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 5 included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of Attachments are as follows: Attachment A: Standard Terms and Conditions Attachment B: Scope of Services Attachment C: Estimate of Level of Effort and Associated Cost Attachment D: Estimated Schedule Attachment E: 2024 Standard Schedule of Charges UNITED CITY OF YORKVILLE PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 6 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 651 Prairie Pointe Drive 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 __________________, 2024. 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 ENGINEERING ENTERPRISES, INC. ATTACHMENT A – APRIL 2024 PAGE 1 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 furn ish 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 docum ents.  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 provisio n 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 opinio n 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 el ectronic 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 th e 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 ENGINEERING ENTERPRISES, INC. ATTACHMENT A – APRIL 2024 PAGE 2 profit, loss of business, loss of income, loss of reputation, or any other consequential damages that either party may have i ncurred from any cause of action including negligence, strict liability, breach of contract, and breach of strict or implied warran ty. 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. Payment of Invoices: Invoices are due and payable within 30 days of receipt unless otherwise agreed to in writing. Third Party Beneficiaries: Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the OWNER or the ENGINEER. The ENGINEER’S services under this Agreement are being performed solely and exclusively for the OWNER’S benefit, and no other party or entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. The OWNER and ENGINEER agree to require a similar provision in all contracts with contractors, subcontractors, vendors and other entities involved in this Project to car ry 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 b eing taken to avoid or minimize its effect after such occurrence, and shall take reasonable efforts to remove the condition constituting su ch 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 in voices 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 th e 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 reasonab le fees of its attorneys in such action or proceeding, including costs of appeal, if any, in such amount as the Court may adjudge reasonable. Fiduciary Duty: Nothing in this Agreement is intended to create, nor shall it be construed to create, a fiduciary duty owed to either party to the other party. EEI makes no warranty, express or implied, as to its professional services rendered. 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. UNITED CITY OF YORKVILLE, IL PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 1 Pavement Management Program Update United City of Yorkville, IL Professional Services Agreement - Preliminary Engineering Attachment B – Scope of Services 1. Project Management and Coordination • Budget Tracking • Management of Personnel and the Engineering Contract • Coordination with the City • Coordination with Sub-Consultants 2. Project Meetings • Kick-Off Meeting with IMS and City Staff • Progress Meeting to Review Data with City Staff • Progress Meeting to Review Project Budgeting & 5-Year Plan with City Staff 3. Yearly Pavement Management Update • Update City’s Pavement Management Database • Gather Most Up to Date Budget Information • Update Roadway Costs Based on Current Unit Prices • Finalize 2025 Roadway Program and Get Approval from City Council 4. Data Inventory & Processing • Perform Surface Condition Assessment on City Maintained Streets (includes 2-passes on all roads) • Conduct Pavement Surface Distress Testing including the following: o Linear Cracking, o Fatigue Cracking o Block Cracking o Rutting o Raveling • Distresses Will be Captures by Type, Extent and Severity • Gather Asset Management Information o Crosswalks o Parkway Trees • Obtain Photographs at 25’ Intervals • Identify Other Appurtenances and Include General Notes Regarding Items such as Presence of Curbing and Type of Roadway Surface 5. Data Analysis/Condition Evaluation • Utilize Road Inspection Pavement Distress Detection to determine PCI Calculation for Each Street (0-100) • Perform QC/QA check on all data in comparison to 2019 Pavement Management Study • Make Future Condition Projections • Meet with City Staff to Review Data for Any Discrepancies or Issues 6. Budgeting • Review Past Road Program Budgets with City Staff UNITED CITY OF YORKVILLE, IL PAVEMENT MANAGEMENT PROGRAM UPDATE PAGE 2 • Run Different Budget Scenarios for New 5-Year Plan • Establish Unit Costs Based on Local Cost Factors and Historical Bid Tabs • Compute Conceptual Cost Estimates Based on Factors Above 7. Five Year Plan Development • Compile and Tabulate a Priority Listing of the Maintenance, Rehabilitation or Reconstruction Request For Each Street in the Program System • Meet with City Staff to Determine Future Priorities for Rehabilitation Work and Determine Draft 5-Year Plan • Develop Draft 5-Year Plan for Repair of the System Streets That Takes Into Account Different Funding Scenarios 8. Final Memo and Exhibits • Make Revisions to Draft 5-Year Plan based on Input from City Staff • Put Together Final 5-Year Plan, Memo and Exhibits for Approval by City Council • Provide a Presentation to the City Council for Final 5-Year Plan Approval 9. GIS Integration • Integrate Pavement Inspection Data into City’s GIS Database • Integrate Paving History and 5-Year Plan into City’s GIS Database ATTACHMENT C: ESTIMATED LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER United City of Yorkville YO2413-P PROJECT TITLE DATE PREPARED BY Pavement Management Program Update ROLE PIC PM SPE 1 PE SPT 2 ST ADMIN PERSON RATE $246 $210 $186 $168 $175 $140 $72 PRELIMINARY ENGINEERING 1.1 4 12 16 3,504$ 1.2 4 4 6 14 2,832$ 1.3 2 8 8 16 6 40 7,188$ 1.4 2 4 2 4 12 2,002$ 1.5 2 6 8 1,428$ 1.6 2 6 8 8 24 4,584$ 1.7 2 12 8 28 2 6 58 10,394$ 1.8 2 12 8 28 2 6 4 62 10,682$ 1.9 2 2 8 12 1,806$ Insert Task Subtotal:16 58 32 98 8 30 4 246 44,420$ 16 58 32 98 8 30 4 246 44,420 EEI STAFF DIRECT EXPENSES PIC Principal In Charage Printing/Scanning = 500$ PM Project Manager IMS (Data Collection) = 45,000$ SPE 1 Senior Project Engineer I PE Project Engineer DIRECT EXPENSES =45,500$ SPT 2 Senior Project Technician II ST Senior Technician LABOR SUMMARY ADMIN Adminstrative Assistant EEI Labor Expenses = 44,420$ TOTAL LABOR EXPENSES 44,420$ TOTAL COSTS 89,920$ 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com PROJECT TOTAL: CJO4/5/24 COSTTASK NO.TASK DESCRIPTION HOURS Project Management and Coordination Final Memo and Exhibits GIS Integration Project Meetings Yearly Pavement Management Update Data Inventory and Processing Data Analysis & Condition Evaluation Budgeting Five Year Plan Development ATTACHMENT D: ESTIMATED SCHEDULE CLIENT PROJECT NUMBER United City of Yorkville YO2413-P PROJECT TITLE DATE PREPARED BY Pavement Management Program Update CJO MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 52 Wheeler Road Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com GIS Integration Final Memo and Exhibits Project Meetings Yearly Pavement Management Update Data Inventory and Processing Data Analysis & Condition Evaluation Budgeting Five Year Plan Development TASK NO.TASK DESCRIPTION 4/5/24 Project Management and Coordination 2024 2025 EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $246.00 Principal E-3 $241.00 Senior Project Manager E-2 $234.00 Project Manager E-1 $210.00 Senior Project Engineer/Surveyor II P-6 $200.00 Senior Project Engineer/Surveyor I P-5 $186.00 Project Engineer/Surveyor P-4 $168.00 Senior Engineer/Surveyor P-3 $155.00 Engineer/Surveyor P-2 $140.00 Associate Engineer/Surveyor P-1 $127.00 Senior Project Technician II T-6 $175.00 Senior Project Technician I T-5 $164.00 Project Technician T-4 $153.00 Senior Technician T-3 $140.00 Technician T-2 $127.00 Associate Technician T-1 $111.00 GIS Technician II G-2 $125.00 GIS Technician G-I 1 $114.00 Engineering/Land Surveying Intern I-1 $ 82.00 Executive Administrative Assistant A-4 $ 77.00 Administrative Assistant A-3 $ 72.00 VEHICLES. REPROGRAPHICS, DIRECT COSTS, DRONE AND EXPERT TESTIMONY Vehicle for Construction Observation $ 20.00 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 $ 225.00 Expert Testimony $ 275.00 STANDARD SCHEDULE OF CHARGES ~ JANUARY 1, 2024 ATTACHMENT E 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 2024-36 Kennedy Road and Freedom Place Intersection Improvements Public Works Committee – April 16, 2024 Consideration of Contract Award Kennedy Road and Freedom Place Intersection Improvements – Recommendation of Award Brad Sanderson Engineering Name Department Bids were received, opened and tabulated for work to be done on the Kennedy Road and Freedom Place Intersection Improvements at 10:00 a.m., April 8, 2024. Representatives of contractors bidding the project and our firm were in attendance. A tabulation of the bids and the engineer’s estimate is attached for your information and record. The low bid was below our Engineer’s Estimate and within the FY2025 budget. We recommend the acceptance of the bid and approval of award be made to the low bidder, “D” Construction, Inc., 1488 So. Broadway, Coal City, IL 60416, in the total amount of $567,530.89. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Jori Behland, City Clerk Rob Fredrickson, Finance Director Date: April 8, 2024 Subject: Kennedy Road and Freedom Place Intersection Improvements Page 1 of 1 BID TABULATION ENGINEER'S ESTIMATE GENEVA CONSTRUCTION D CONSTRUCTION BUILDERS PAVING, LLC BIDS RECEIVED 10:00 A.M. 04/08/24 52 Wheeler Road 1350 Aurora Ave 1488 S. Broadway 4413 Roosevelt Road Suite 108 Sugar Grove, IL 60554 Aurora, IL 60505 Coal City, IL 60416 Hillside, IL 60514 TOTAL BID $724,707.65 $592,433.83 $567,530.89 $682,000.88 BID BOND N/A X X X SIGNED BID N/A X X X CURRAN CONTRACTING CO. 286 Memorial Court Crystal Lake, IL 60014 TOTAL BID $684,376.38 BID BOND X SIGNED BID X BID SUMMARY KENNEDY ROAD AND FREEDOM PLACE INTERSECTION IMPROVEMENTS UNITED CITY OF YORKVILLE ENGINEERING ENTERPRISES, INC. 52 WHEELER ROAD, SUGAR GROVE, ILLINOIS BIDS REC'D 4/8/2024 ITEM UNIT UNIT UNIT UNIT UNIT NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT 1 TREE REMOVAL (OVER 15 UNITS DIAMETER)UNIT 326 26.40$ 8,606.40$ 22.75$ 7,416.50$ 22.75$ 7,416.50$ 24.00$ 7,824.00$ 40.00$ 13,040.00$ 2 NITROGEN FERTILIZER NUTRIENT POUND 69 2.20$ 151.80$ 3.00$ 207.00$ 2.00$ 138.00$ 3.00$ 207.00$ 3.00$ 207.00$ 3 PHOSPHORUS FERTILIZER NUTRIENT POUND 69 2.20$ 151.80$ 3.00$ 207.00$ 2.00$ 138.00$ 3.00$ 207.00$ 3.00$ 207.00$ 4 POTASSIUM FERTILIZER NUTRIENT POUND 69 2.20$ 151.80$ 3.00$ 207.00$ 2.00$ 138.00$ 3.00$ 207.00$ 3.00$ 207.00$ 5 EARTH EXCAVATION CU YD 465 40.00$ 18,600.00$ 55.00$ 25,575.00$ 80.00$ 37,200.00$ 85.00$ 39,525.00$ 70.00$ 32,550.00$ 6 REMOVAL AND DISPOSAL OF UNSUITABLE MATERIAL CU YD 832 40.00$ 33,280.00$ 50.00$ 41,600.00$ 55.00$ 45,760.00$ 40.00$ 33,280.00$ 50.00$ 41,600.00$ 7 POROUS GRANULAR EMBANKMENT CU YD 465 50.00$ 23,250.00$ 55.00$ 25,575.00$ 35.00$ 16,275.00$ 60.00$ 27,900.00$ 75.00$ 34,875.00$ 8 GEOTECHNICAL FABRIC FOR GROUND STABILIZATION SQ YD 2,046 3.00$ 6,138.00$ 2.00$ 4,092.00$ 2.00$ 4,092.00$ 1.25$ 2,557.50$ 3.00$ 6,138.00$ 9 TOPSOIL FURNISH AND PLACE, 8"SQ YD 3,722 12.10$ 45,036.20$ 10.74$ 39,974.28$ 11.00$ 40,942.00$ 6.00$ 22,332.00$ 15.00$ 55,830.00$ 10 SEEDING, CLASS 2A ACRE 0.8 2,662.00$ 2,129.60$ 4,500.00$ 3,600.00$ 3,611.00$ 2,888.80$ 4,500.00$ 3,600.00$ 6,000.00$ 4,800.00$ 11 EROSION CONTROL BLANKET SQ YD 3,399 2.75$ 9,347.25$ 3.25$ 11,046.75$ 1.50$ 5,098.50$ 3.55$ 12,066.45$ 2.00$ 6,798.00$ 12 TURF REINFORCEMENT MAT SQ YD 323 6.60$ 2,131.80$ 8.50$ 2,745.50$ 4.50$ 1,453.50$ 9.00$ 2,907.00$ 15.00$ 4,845.00$ 13 TEMPORARY EROSION CONTROL SEEDING POUND 77 11.00$ 847.00$ 3.00$ 231.00$ 6.00$ 462.00$ 3.00$ 231.00$ 6.50$ 500.50$ 14 TEMPORARY DITCH CHECKS FOOT 210 19.80$ 4,158.00$ 12.00$ 2,520.00$ 8.00$ 1,680.00$ 12.00$ 2,520.00$ 20.00$ 4,200.00$ 15 PERIMETER EROSION BARRIER FOOT 2,435 2.75$ 6,696.25$ 3.00$ 7,305.00$ 2.00$ 4,870.00$ 3.00$ 7,305.00$ 5.00$ 12,175.00$ 16 INLET AND PIPE PROTECTION EACH 8 198.00$ 1,584.00$ 210.00$ 1,680.00$ 250.00$ 2,000.00$ 210.00$ 1,680.00$ 275.00$ 2,200.00$ 17 AGGREGATE SUBGRADE IMPROVEMENT 12"SQ YD 1,486 17.00$ 25,262.00$ 23.07$ 34,282.02$ 26.00$ 38,636.00$ 35.00$ 52,010.00$ 25.00$ 37,150.00$ 18 SUBBASE GRANULAR MATERIAL, TYPE B 6"SQ YD 560 12.00$ 6,720.00$ 12.00$ 6,720.00$ 18.00$ 10,080.00$ 15.00$ 8,400.00$ 11.00$ 6,160.00$ 19 HOT-MIX ASPHALT BASE COURSE, 6"SQ YD 1,486 26.00$ 38,636.00$ 38.00$ 56,468.00$ 30.00$ 44,580.00$ 45.00$ 66,870.00$ 55.00$ 81,730.00$ 20 BITUMINOUS MATERIALS (TACK COAT)POUND 3,443 0.01$ 34.43$ 0.01$ 34.43$ 0.01$ 34.43$ 0.01$ 34.43$ 0.75$ 2,582.25$ 21 LONGITUDINAL JOINT SEALANT FOOT 3,388 7.70$ 26,087.60$ 4.00$ 13,552.00$ 3.75$ 12,705.00$ 3.75$ 12,705.00$ 4.00$ 13,552.00$ 22 HOT-MIX ASPHALT SURFACE REMOVAL - BUTT JOINT SQ YD 41 0.01$ 0.41$ 32.00$ 1,312.00$ 35.00$ 1,435.00$ 21.00$ 861.00$ 30.00$ 1,230.00$ 23 HOT-MIX ASPHALT BINDER COURSE, IL- 9.5, N50 TON 450 75.00$ 33,750.00$ 100.00$ 45,000.00$ 125.00$ 56,250.00$ 100.00$ 45,000.00$ 80.00$ 36,000.00$ 24 HOT-MIX ASPHALT SURFACE COURSE, IL-9.5, MIX "D", N50 TON 520 85.00$ 44,200.00$ 100.00$ 52,000.00$ 140.00$ 72,800.00$ 85.00$ 44,200.00$ 85.00$ 44,200.00$ 25 PORTLAND CEMENT CONCRETE SIDEWALK 5 INCH SQ FT 318 20.00$ 6,360.00$ 15.00$ 4,770.00$ 23.00$ 7,314.00$ 23.00$ 7,314.00$ 16.00$ 5,088.00$ 26 DETECTABLE WARNINGS SQ FT 48 50.00$ 2,400.00$ 45.00$ 2,160.00$ 40.00$ 1,920.00$ 40.00$ 1,920.00$ 45.00$ 2,160.00$ 27 PAVEMENT REMOVAL SQ YD 168 20.00$ 3,360.00$ 20.00$ 3,360.00$ 61.00$ 10,248.00$ 60.00$ 10,080.00$ 40.00$ 6,720.00$ 28 DRIVEWAY PAVEMENT REMOVAL SQ YD 278 20.00$ 5,560.00$ 11.35$ 3,155.30$ 12.00$ 3,336.00$ 17.00$ 4,726.00$ 20.00$ 5,560.00$ 29 COMBINATION CURB AND GUTTER REMOVAL FOOT 168 10.00$ 1,680.00$ 8.00$ 1,344.00$ 25.00$ 4,200.00$ 16.00$ 2,688.00$ 13.00$ 2,184.00$ 30 SIDEWALK REMOVAL SQ FT 301 5.00$ 1,505.00$ 1.50$ 451.50$ 6.00$ 1,806.00$ 3.50$ 1,053.50$ 5.00$ 1,505.00$ 31 AGGREGATE SHOULDERS, TYPE B 6"SQ YD 828 9.00$ 7,452.00$ 22.00$ 18,216.00$ 11.50$ 9,522.00$ 17.00$ 14,076.00$ 15.00$ 12,420.00$ 32 PIPE CULVERT REMOVAL FOOT 33 20.00$ 660.00$ 43.00$ 1,419.00$ 135.00$ 4,455.00$ 200.00$ 6,600.00$ 40.00$ 1,320.00$ CURRAN CONTRACTING CO. 286 Memorial Court Crystal Lake, IL 60014Coal City, IL 60416 1488 S. Broadway Aurora, IL 60505 UNITED CITY OF YORKVILLE Sugar Grove, IL 60554 BUILDERS PAVING, LLC 4413 Roosevelt Road Suite 108 Hillside, IL 60514 BID TABULATION D CONSTRUCTION BID TABULATION KENNEDY ROAD AND FREEDOM PLACE INTERSECTION IMPROVEMENTS 52 Wheeler Road GENEVA CONSTRUCTION ENGINEER'S ESTIMATE 1350 Aurora Ave ENGINEERING ENTERPRISES, INC. 52 WHEELER ROAD, SUGAR GROVE, ILLINOIS BIDS REC'D 4/8/2024 ITEM UNIT UNIT UNIT UNIT UNIT NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT CURRAN CONTRACTING CO. 286 Memorial Court Crystal Lake, IL 60014Coal City, IL 60416 1488 S. Broadway Aurora, IL 60505 UNITED CITY OF YORKVILLE Sugar Grove, IL 60554 BUILDERS PAVING, LLC 4413 Roosevelt Road Suite 108 Hillside, IL 60514 BID TABULATION D CONSTRUCTION BID TABULATION KENNEDY ROAD AND FREEDOM PLACE INTERSECTION IMPROVEMENTS 52 Wheeler Road GENEVA CONSTRUCTION ENGINEER'S ESTIMATE 1350 Aurora Ave 33 PRECAST REINFORCED CONCRETE FLARED END SECTIONS 12"EACH 1 2,000.00$ 2,000.00$ 1,795.00$ 1,795.00$ 2,700.00$ 2,700.00$ 4,000.00$ 4,000.00$ 1,500.00$ 1,500.00$ 34 STORM SEWERS, CLASS A, TYPE 1 12"FOOT 495 80.00$ 39,600.00$ 97.00$ 48,015.00$ 47.00$ 23,265.00$ 70.00$ 34,650.00$ 90.00$ 44,550.00$ 35 STORM SEWERS, CLASS B, TYPE 1 6"FOOT 20 100.00$ 2,000.00$ 51.00$ 1,020.00$ 115.00$ 2,300.00$ 170.00$ 3,400.00$ 75.00$ 1,500.00$ 36 CONCRETE HEADWALLS FOR PIPE DRAINS EACH 1 500.00$ 500.00$ 560.00$ 560.00$ 1,100.00$ 1,100.00$ 1,650.00$ 1,650.00$ 800.00$ 800.00$ 37 MANHOLES, TYPE A, 4'-DIAMETER, TYPE 1 FRAME, OPEN LID EACH 1 4,000.00$ 4,000.00$ 3,315.00$ 3,315.00$ 8,500.00$ 8,500.00$ 13,000.00$ 13,000.00$ 7,500.00$ 7,500.00$ 38 INLETS, TYPE A, TYPE 8 GRATE EACH 3 2,000.00$ 6,000.00$ 2,406.00$ 7,218.00$ 2,100.00$ 6,300.00$ 3,100.00$ 9,300.00$ 2,000.00$ 6,000.00$ 39 INLETS TO BE ADJUSTED EACH 2 1,000.00$ 2,000.00$ 636.00$ 1,272.00$ 1,050.00$ 2,100.00$ 1,555.00$ 3,110.00$ 1,200.00$ 2,400.00$ 40 COMBINATION CONCRETE CURB AND GUTTER, TYPE B-6.12 FOOT 198 40.00$ 7,920.00$ 50.00$ 9,900.00$ 60.00$ 11,880.00$ 58.65$ 11,612.70$ 55.00$ 10,890.00$ 41 SHORT TERM PAVEMENT MARKING FOOT 1,156 0.01$ 11.56$ 1.15$ 1,329.40$ 1.00$ 1,156.00$ 0.35$ 404.60$ 1.00$ 1,156.00$ 42 SHORT TERM PAVEMENT MARKING REMOVAL SQ FT 249 0.01$ 2.49$ 1.75$ 435.75$ 5.00$ 1,245.00$ 2.50$ 622.50$ 4.00$ 996.00$ 43 TEMPORARY PAVEMENT MARKING - LINE 4"- PAINT FOOT 2,190 0.01$ 21.90$ 0.50$ 1,095.00$ 0.85$ 1,861.50$ 0.10$ 219.00$ 1.75$ 3,832.50$ 44 THERMOPLASTIC PAVEMENT MARKING - LETTERS AND SYMBOLS SQ FT 78 5.50$ 429.00$ 6.00$ 468.00$ 5.00$ 390.00$ 5.00$ 390.00$ 6.50$ 507.00$ 45 THERMOPLASTIC PAVEMENT MARKING - LINE 4"FOOT 6,129 1.00$ 6,129.00$ 1.00$ 6,129.00$ 0.90$ 5,516.10$ 0.90$ 5,516.10$ 1.60$ 9,806.40$ 46 THERMOPLASTIC PAVEMENT MARKING - LINE 6" FOOT 473 1.22$ 577.06$ 1.50$ 709.50$ 1.10$ 520.30$ 1.10$ 520.30$ 2.50$ 1,182.50$ 47 THERMOPLASTIC PAVEMENT MARKING - LINE 12" FOOT 831 3.30$ 2,742.30$ 3.00$ 2,493.00$ 3.00$ 2,493.00$ 3.00$ 2,493.00$ 3.50$ 2,908.50$ 48 THERMOPLASTIC PAVEMENT MARKING - LINE 24"FOOT 22 6.60$ 145.20$ 6.00$ 132.00$ 6.00$ 132.00$ 6.00$ 132.00$ 6.00$ 132.00$ 49 REMOVE EXISTING FLARED END SECTION EACH 1 1,000.00$ 1,000.00$ 295.00$ 295.00$ 710.00$ 710.00$ 1,050.00$ 1,050.00$ 400.00$ 400.00$ 50 BIKE PATH REMOVAL SQ YD 571 20.00$ 11,420.00$ 6.00$ 3,426.00$ 17.50$ 9,992.50$ 8.50$ 4,853.50$ 15.00$ 8,565.00$ 51 TRIAXIAL GEOGRID REINFORCEMENT, TYPE I SQ YD 1,486 8.00$ 11,888.00$ 7.65$ 11,367.90$ 5.00$ 7,430.00$ 3.00$ 4,458.00$ 6.00$ 8,916.00$ 52 PARTIAL DEPTH PATCHING (SPECIAL)SQ YD 150 100.00$ 15,000.00$ 70.50$ 10,575.00$ 65.00$ 9,750.00$ 85.00$ 12,750.00$ 85.00$ 12,750.00$ 53 EXPLORATION TRENCH, SPECIAL FOOT 100 50.00$ 5,000.00$ 25.00$ 2,500.00$ 100.00$ 10,000.00$ 50.00$ 5,000.00$ 80.00$ 8,000.00$ 54 TEMPORARY ACCESS (COMMERCIAL ENTRANCE)EACH 2 500.00$ 1,000.00$ 400.00$ 800.00$ 250.00$ 500.00$ 555.00$ 1,110.00$ 1,200.00$ 2,400.00$ 55 TEMPORARY ACCESS (ROAD)EACH 1 1,000.00$ 1,000.00$ 300.00$ 300.00$ 500.00$ 500.00$ 775.00$ 775.00$ 1,500.00$ 1,500.00$ 56 HOT-MIX ASPHALT SURFACE REMOVAL, VARIABLE DEPTH SQ YD 3,612 5.42$ 19,577.04$ 6.00$ 21,672.00$ 5.50$ 19,866.00$ 4.15$ 14,989.80$ 6.00$ 21,672.00$ 57 TRAFFIC CONTROL AND PROTECTION, (SPECIAL)L SUM 1 30,000.00$ 30,000.00$ 8,000.00$ 8,000.00$ 74,830.75$ 74,830.75$ 80,000.00$ 80,000.00$ 50,000.00$ 50,000.00$ 57 TEMPORARY PAVEMENT MARKING REMOVAL SQ FT 730 5.00$ 3,650.00$ 1.50$ 1,095.00$ 1.00$ 730.00$ 0.10$ 73.00$ 2.00$ 1,460.00$ 58 RELOCATE SIGN PANEL AND POST EACH 5 200.00$ 1,000.00$ 260.00$ 1,300.00$ 200.00$ 1,000.00$ 150.00$ 750.00$ 400.00$ 2,000.00$ 59 ALLOWANCE - ITEMS ORDERED BY THE ENGINEER UNIT 20,000 1.00$ 20,000.00$ 1.00$ 20,000.00$ 1.00$ 20,000.00$ 1.00$ 20,000.00$ 1.00$ 20,000.00$ 60 HOT-MIX ASPHALT DRIVEWAY PAVEMENT, 2"SQ YD 233 30.00$ 6,990.00$ 30.00$ 6,990.00$ 23.00$ 5,359.00$ 20.00$ 4,660.00$ 50.00$ 11,650.00$ TOTAL BID (Items 1 - 60) 567,530.89$ 592,433.83$ 682,000.88$ 684,376.38$ 724,707.65$ % BELOW/ABOVE ENGINEER'S ESTIMATE -21.69%-18.25%-5.89%-5.57% ENGINEERING ENTERPRISES, INC. 52 WHEELER ROAD, SUGAR GROVE, ILLINOIS Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #7 Tracking Number PW 2024-37 Kennedy Rd. & Freedom Pl. – Construction Engineering Agreement Public Works Committee – April 16, 2024 Majority Approval Please see the attached memo. Eric Dhuse Public Works Name Department Summary A proposed Construction Engineering Agreement for the Kennedy Road and Freedom Place intersection improvements. Background A tentative agreement has been reached with Blackberry Oaks which may be in front of the council on April 23rd, and bids have been opened and will soon be awarded. With the passage of this construction engineering agreement, we will have our items in place to be able to get this project completed in a timely manner. The agreement is structured as an hourly rate with an estimated cost of $88,621. This money is included in the approved FY25 budget in the City-Wide Capital fund. Recommendation Staff recommends approval of the construction engineering agreement with EEI for the Kennedy Road and Freedom Place Intersection Improvements. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 11, 2024 Subject: Kennedy and Freedom Pl. Construction Engineering Agreement UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 1 Kennedy Road & Freedom Place Intersection Improvements United City of Yorkville Professional Services Agreement – Construction 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). Construction Engineering for all roadways indicated on Attachment E will be provided. Engineering will be in accordance with all City and Illinois Department of Transportation 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 Contractor shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to Contractor: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimated Level of Effort and Associated Cost included in Attachment C. Construction Engineering will be paid for as an Hourly Rate in the amount of $88,621. The hourly rates for this project are shown in the attached 2024 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. UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 2 E. Ownership of Records and Documents: Contractor agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. Contractor agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, Contractor agrees to return all such materials to the City. The City agrees not to modify any original documents produced by Contractor without contractors consent. Modifications of any signed duplicate original document not authorized by ENGINEER will be at OWNER’s sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned document will, likewise, be at the OWNER’s sole risk and without legal liability to the ENGINEER. F. Governing Law: This contract shall be governed and construed in accordance with the laws of the State of Illinois. Venue shall be in Kendall County, Illinois. G. Independent Contractor: Contractor shall have sole control over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the Contractor under this agreement shall be that of an independent contractor. Contractor will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery: The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 3 Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting: The Contractor certifies that it has not been barred from contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity: The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 4 sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: Contractor shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by Contractor or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of Contractor or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance: The 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 attached Exhibits. Except for those terms included on the Exhibits, no additional terms are UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 5 included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of Attachments are as follows: Attachment A: Standard Terms and Conditions Attachment B: Scope of Services Attachment C: Estimate of Level of Effort and Associated Cost Attachment D: Estimated Schedule Attachment E: Location Map Attachment F: 2024 Standard Schedule of Charges UNITED CITY OF YORKVILLE KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 6 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 651 Prairie Pointe Drive 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 __________________, 2024. 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 ENGINEERING ENTERPRISES, INC. ATTACHMENT A – APRIL 2024 PAGE 1 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 ENGINEERING ENTERPRISES, INC. ATTACHMENT A – APRIL 2024 PAGE 2 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. Payment of Invoices: Invoices are due and payable within 30 days of receipt unless otherwise agreed to in writing. Third Party Beneficiaries: Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the OWNER or the ENGINEER. The ENGINEER’S services under this Agreement are being performed solely and exclusively for the OWNER’S benefit, and no other party or entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. The OWNER and ENGINEER agree to require a similar provision in all contracts with contractors, subcontractors, vendors and other entities involved in this Project to carry out the intent of this provision. Force Majeure: Each Party shall be excused from the performance of its obligations under this Agreement to the extent that such performance is prevented by force majeure (defined below) and the nonperforming party promptly provides notice of such prevention to the other party. Such excuse shall be continued so long as the condition constituting force majeure continues. The party affected by such force majeure also shall notify the other party of the anticipated duration of such force majeure, any actions being taken to avoid or minimize its effect after such occurrence, and shall take reasonable efforts to remove the condition constituting such force majeure. For purposes of this Agreement, “force majeure” shall include conditions beyond the control of the parties, including an act of God, acts of terrorism, voluntary or involuntary compliance with any regulation, law or order of any government, war, acts of war (whether war be declared or not), labor strike or lock-out, civil commotion, epidemic, failure or default of public utilities or common carriers, destruction of production facilities or materials by fire, earthquake, storm or like catastrophe. The payment of invoices due and owing hereunder shall in no event be delayed by the payer because of a force majeure affecting the payer. Additional Terms or Modification: All prior understandings and agreements between the parties are merged into this Agreement, and this Agreement may not be modified orally or in any manner other than by an Agreement in writing signed by both parties. In the event that any provisions of this Agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. Assignment: Neither party to this Agreement shall transfer or assign any rights or duties under or interest in this Agreement without the prior written consent of the other party. Subcontracting normally contemplated by the ENGINEER shall not be considered an assignment for purposes of this Agreement. Waiver: A party’s waiver of, or the failure or delay in enforcing any provision of this Agreement shall not constitute a waiver of the provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Attorney’s Fees: In the event of any action or proceeding brought by either party against the other under this Agreement, the prevailing party shall be entitled to recover from the other all costs and expenses including without limitation the reasonable fees of its attorneys in such action or proceeding, including costs of appeal, if any, in such amount as the Court may adjudge reasonable. Fiduciary Duty: Nothing in this Agreement is intended to create, nor shall it be construed to create, a fiduciary duty owed to either party to the other party. EEI makes no warranty, express or implied, as to its professional services rendered. 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. UNITED CITY OF YORKVILLE, IL KENNEDY ROAD AND FREEDOM PLACE INTERSECTION IMPROVEMENTS PAGE 1 Kennedy Road and Freedom Place Intersection Improvements United City of Yorkville, IL Professional Services Agreement - Construction Engineering Attachment B – Scope of Services The United City of Yorkville intends to widen and resurface Kennedy Road at Freedom Place. Our proposed scope of services for Construction Engineering will include the following: 3.1 Construction Administration • Prepare for, Attend and Facilitate the Preconstruction Meeting with the Contractor Including Preparation of Meeting Minutes • Shop Drawing Review • Coordinate with City Services (Garbage, Mail, Etc.) • Review Engineering Plans, Specifications and Prepare Field Book • Prepare/Verify Pay Estimates and Change Orders • Gather Invoices and Waivers of Lien • Provide Weekly Updates to City or as Required Based on Onsite Activities 3.2 Construction Layout and Record Drawings • Stake Proposed Storm Sewer, Roadway Excavation and Widening • Perform Post Construction Field Survey for Record Drawings • Prepare and Review Record Drawings 3.3 Construction Observation and Documentation • Review Construction Layout • Take Pre-Construction Videos and Photos of Pre-Existing Conditions • Provide Resident Engineering Services for Construction • Monitor Adherence to Specifications • Monitor Adherence to Construction Schedule and Make Recommendations When Appropriate. • Monitor Traffic Control on a Regular Basis. • Coordinate Any Required Testing on Behalf of the City and Review Test Reports • Provide Daily Quantity Tracking, Documentation and Daily Field Reports • Perform Punch Walks, Prepare Punch List Letters and Provide Follow Up Inspections and Recommend Acceptance When Appropriate (2 Each) • Prepare project Closeout Paperwork The following scope of services will be provided by EEI’s Subconsultant: Rubino Engineering – Material Testing for Quality Assurance ATTACHMENT C: ESTIMATED LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER United City of Yorkville YO2219-P PROJECT TITLE DATE PREPARED BY Kennedy Road and Freedom Place Intersection Improvements ROLE PIC SPM PM SPE 1 SPT 2 SPT 1 ADMIN PERSON RATE $246 $234 $210 $186 $175 $164 $72 CONSTRUCTION ENGINEERING 3.1 2 4 10 2 18 3,672$ 3.2 2 4 8 16 16 46 8,220$ 3.3 8 372 2 382 71,016$ Insert Task Subtotal:2 6 22 380 16 16 4 446 82,908$ 2 6 22 380 16 16 4 446 82,908 EEI STAFF DIRECT EXPENSES PIC Principal In Charge Printing/Scanning = -$ SPM Senior Project Manager Rubino (Material Testing) = 2,788$ PM Project Manager Vehicle Charges ($65/day) = 2,925$ SPE 1 Senior Project Engineer I DIRECT EXPENSES =5,713$ SPT T 2 Senior Project Technician II SPT 1 Senior Project Technician II LABOR SUMMARY ADMIN Adminstrative Assistant EEI Labor Expenses = 82,908$ TOTAL LABOR EXPENSES 82,908$ TOTAL COSTS 88,621$ 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com PROJECT TOTAL: CJO4/3/24 COSTTASK NO.TASK DESCRIPTION HOURS Contract Administration Construction Layout and Record Drawings Observation and Documentation ATTACHMENT D: ESTIMATED SCHEDULECLIENT PROJECT NUMBERUnited City of Yorkville YO2210-PPROJECT TITLEDATE PREPARED BYKennedy Road and Freedom Place Intersection Improvements CJOAPR MAYJUN JULAUG SEP OCT NOVCONSTRUCTION ENGINEERING3.13.23.3 52 Wheeler Road Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.comObservation and DocumentationConstruction LayoutTASK NO.TASK DESCRIPTION4/3/242024Contract Administration GrandeConstit uti o n J e t e r FreedomKennedy Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: JUNE 2022 YO2219 H:\GIS\PUBLIC\ELGIN\2022\ MJT ³ATTACHMENT E KENNEDY ROAD & FREEDOM PLACE INTERSECTION IMPROVEMENTS LOCATION MAP YO2219_Kennedy Road & Freedom Place Intersection Improvements Service Layer Credits: 400 0 400200 Feet PROJECT LIMITS EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $246.00 Principal E-3 $241.00 Senior Project Manager E-2 $234.00 Project Manager E-1 $210.00 Senior Project Engineer/Surveyor II P-6 $200.00 Senior Project Engineer/Surveyor I P-5 $186.00 Project Engineer/Surveyor P-4 $168.00 Senior Engineer/Surveyor P-3 $155.00 Engineer/Surveyor P-2 $140.00 Associate Engineer/Surveyor P-1 $127.00 Senior Project Technician II T-6 $175.00 Senior Project Technician I T-5 $164.00 Project Technician T-4 $153.00 Senior Technician T-3 $140.00 Technician T-2 $127.00 Associate Technician T-1 $111.00 GIS Technician II G-2 $125.00 GIS Technician I G-1 $114.00 Engineering/Land Surveying Intern I-1 $ 82.00 Executive Administrative Assistant A-4 $ 77.00 Administrative Assistant A-3 $ 72.00 VEHICLES. REPROGRAPHICS, DIRECT COSTS, DRONE AND EXPERT TESTIMONY Vehicle for Construction Observation $ 20.00 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 $ 225.00 Expert Testimony $ 275.00 STANDARD SCHEDULE OF CHARGES ~ JANUARY 1, 2024 ATTACHMENT F Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #8 Tracking Number PW 2024-38 Supplemental MFT Resolution for Bulk Rock Salt Public Works Committee – April 16, 2024 Majority Approval Annual resolution appropriating MFT funds for the purchase of bulk rock salt Eric Dhuse Public Works Name Department Summary Staff is brining forward the required forms to purchase bulk rock salt using MFT funds. Background Each year we participate in the bulk rock salt purchasing program through the State of Illinois using MFT funds. The program opens in March of each year, but we won’t learn the winning bidder or price until late October of this year. In the meantime, we need to formally approve anticipated spending of MFT funds through a resolution (attached) and submit the Maintenance Expenditure Statement which tracks our fund usage. Once this is completed and approved by IDOT, we will be allowed to use MFT funds to purchase bulk rock salt for the upcoming snow removal season. Our bid for this year was for 1600 tons of salt. The program we selected allows us to purchase a minimum of 80% (1280 tons) up to 120% (1920 tons) under the contract price. I have asked to appropriate $190,000 for salt purchase this year. This amount is the total amount that is in the approved FY 25 budget. This is a conservative number and I do not expect to spend all the funds. This past year the salt bid came in at $79.22 per ton and I have budgeted upwards of $100/per ton to be safe. If we do not use the funds, it will return to our MFT fund as an unencumber amount of money that can be used on other approved projects. Recommendation I recommend the approval of the IDOT resolution for maintenance to allow the City to purchase bulk rock salt using MFT funds. Memorandum To: Public Works Committee From: Eric Dhuse, Director of Public Works CC: Bart Olson, City Administrator Date: April 8, 2024 Subject: MFT Resolution for Salt Purchase Resolution for Maintenance Under the Illinois Highway Code BLR 14220 (Rev. 12/13/22)Completed04/09/24 District 3 County Kendall Resolution Number Resolution Type Supplemental Section Number 25-00000-00-GM BE IT RESOLVED, by the Governing Body Type Council of the Local Public Agency Type City of Name of Local Public Agency Yorkville Illinois that there is hereby appropriated the sum of DollarsOne Hundred Ninety Thousand Dollars () $190,000.00 of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from Beginning Date 05/01/24 to Ending Date 04/30/25 . BE IT FURTHER RESOLVED, that only those operations as listed and described on the approved Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that Local Public Agency Type City of Name of Local Public Agency Yorkville shall submit within three months after the end of the maintenance period as stated above, to the Department of Transportation, on forms available from the Department, a certified statement showing expenditures and the balances remaining in the funds authorized for expenditure by the Department under this appropriation, and BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office of the Department of Transportation. I Name of Clerk Jori Behland Local Public Agency Type City Clerk in and for said Local Public Agency Type City of Name of Local Public Agency Yorkville in the State of Illinois, and keeper of the records and files thereof, as provided by statute, do hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the Governing Body Type Council of Name of Local Public Agency Yorkville at a meeting held on Date . IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this Day day of Month, Year . (SEAL, if required by the LPA) Clerk Signature & Date APPROVED Regional Engineer Signature & Date Department of Transportation Instructions for BLR 14220 BLR 14220 (Rev. 12/13/22)Completed04/09/24 This form shall be used when a Local Public Agency (LPA) wants to perform maintenance operations using Motor Fuel Tax (MFT) funds. Refer to Chapter 14 of the Bureau of Local Roads and Streets Manual (BLRS Manual) for more detailed information. This form is to be used by a Municipality or a County. Road Districts will use BLR 14221. For signature requirements refer to Chapter 2, Section 3.05(b) of the BLRS Manual. When filling out this form electronically, once a field is initially completed, fields requiring the same information will be auto-populated. Resolution Number Insert the resolution number as assigned by the LPA, if applicable. Resolution Type From the drop down box, choose the type of resolution: -Original would be used when passing a resolution for the first time for this project. -Supplemental would be used when passing a resolution increasing appropriation above previously passed resolutions. -Amended would be used when a previously passed resolution is being amended. Section Number Insert the section number of the improvement covered by the resolution. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Resolution Amount Insert the dollar value of the resolution for maintenance to be paid for with MFT funds in words, followed by the same amount in numerical format in the (). Beginning Date Insert the beginning date of the maintenance period. Maintenance periods must be a 12 or 24 month consecutive period. Ending Date Insert the ending date of the maintenance period. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Name of Clerk Insert the name of the LPA Clerk. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. LPA Type From the drop down box choose the LPA body type; County, City, Town or Village. Name of LPA Insert the name of the LPA. Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or President and Board of Trustees for a City, Village or Town. Name of LPA Insert the name of the LPA. Date Insert the date of the meeting. Day Insert the day the Clerk signed the document. Month, Year Insert the month and year of the clerk's signature. Clerk Signature Clerk shall sign here. Seal The Clerk shall seal the document here, if required. If a seal is required, electronic signatures should not be used. Approved The Department of Transportation representative shall sign and date here upon approval. A minimum of three (3) certified signed originals must be submitted to the Regional Engineer's District office OR email PDF completed form with electronic signatures to your local District LRS office. Following IDOT's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Municipal, Consultant or County) BLR 14222 (Rev. 05/26/23) Local Public Agency General Maintenance Page 1 of 2Completed04/09/24 Submittal Type Supplemental Estimate of Maintenance Costs District 3 Estimate of Cost For Municipality Maintenance Period Local Public Agency City of Yorkville County Kendall Section Number 25-00000-00-GM Beginning 05/01/24 Ending 04/30/25 Maintenance Items Maintenance Operation Maint Eng Category Insp. Req. Material Categories/ Point of Delivery or Work Performed by an Outside Contractor Unit Quantity Unit Cost Cost Total Maintenance Operation Cost Snow Removal IIA TON 1,900 $100.00 $190,000.00 $190,000.00 Total Operation Cost $190,000.00 Estimate of Maintenance Costs Summary Maintenance MFT Funds RBI Funds Other Funds Estimated Costs Local Public Agency Labor Local Public Agency Equipment Materials/Contracts(Non Bid Items) Materials/Deliver & Install/Materials Quotations (Bid Items) Formal Contract (Bid Items) Maintenance Total Estimated Maintenance Eng Costs Summary Maintenance Engineering MFT Funds RBI Funds Other Funds Total Est Costs Preliminary Engineering Engineering Inspection Material Testing Advertising Bridge Inspection Engineering Maintenance Engineering Total Total Estimated Maintenance Remarks SUBMITTED Local Public Agency Official Signature & Date Title APPROVED Regional Engineer Signature & Date Department of TransportationCounty Engineer/Superintendent of Highways Signature & Date BLR 14222 (Rev. 05/26/23)Page 2 of 2Completed04/09/24 Estimate of Maintenance Costs Submittal Type Supplemental Local Public Agency City of Yorkville County Kendall Section 25-00000-00-GM Maintenance Period Beginning 05/01/24 Ending 04/30/25 IDOT Department Use Only Received Location Received Date Additional Location? WMFT Entry By Entry Date BLR 14222 (Rev. 05/26/23)Completed04/09/24 Instructions for BLR 14222 - Page 1 of 4 NOTE: Form instructions should not be included when the form is submitted This form is used by all Local Public Agencies (LPAs) to submit their maintenance program and also submit their maintenance expenditure statements. A resolution (BLR 14220) must be submitted and approved by the Illinois Department of Transportation (IDOT) prior to incurring any expenditures. For items required to be bid the estimate of cost must be submitted prior to submittal of required bidding documents. Authorizations will be made based on the resolution and/or the approved contract/acceptance/material quotations documents. The maintenance expenditure statement must be submitted within 3 months of the end of the maintenance period. Maintenance resolutions and estimates submitted for future maintenance periods after that date will not be processed until the delinquent maintenance expenditure statement has been submitted. Only one form needs to be completed per maintenance period, combine all operations on one form. For additional information refer to the Bureau of Local Roads Manual (BLRS), Chapter 14. For signature requirements refer to Chapter 2, section 3.05(b) of the BLRS Manual. For items being completed for the estimate all materials, equipment, labor and contract amounts are considered estimates. For estimates where LPA equipment is completed, an Equipment Rental Schedule (BLR 12110) must also be submitted for approval. When completing the form for the Maintenance Expenditure all items must be actual amounts spent. Maintenance — From the drop down choose which type of document is being submitted. Choose Estimate of Cost if an estimate is being submitted, choose Maintenance Expenditure Statement if a maintenance expenditure statement is being submitted Submittal — Choose the type of submittal, if this is the first submittal choose original, if revising a previous submittal choose, revised. If adding to a previous submittal choose supplemental. Estimate of Cost For — Select the type of LPA submitting this form from the drop down. Types to choose are County, Municipality, or Road District/Township. Local Public Agency — Insert the name of the Local Public Agency. County — Insert the County in which the Local Public Agency is located. Maintenance Period Beginning — Insert the beginning date of the maintenance period. Ending — Insert the ending date of the maintenance period. Section — Insert the section number assigned to this project. The letters at the end of the section number will always be a "GM". Maintenance Operations — List each maintenance operation separately Maintenance Eng. Category — From the drop down choose the maintenance engineering category as it applies to the operation listed to the left. The definitions of the categories can be found in the BLRS Manual Chapter 14, section 14-2.04 Maintenance Engineering Categories are: Category I — Services purchased without a proposal such as electric energy or materials purchased from Central Management Services' Joint Purchasing Program or another joint purchasing program that has been approved by the District BLRS or CBLRS. Category II-A — Maintenance items that are not included in Maintenance Engineering Category I or do not require competitive sealed bids according to Section 12-1.02(a) or a local ordinance/resolution. Category II-B — Routine maintenance items that require competitive sealed bids according to Section12-1.02(a) or a local ordinance/ resolution. Routine maintenance includes all items in the following work categories: snow removal, street sweeping, lighting and traffic signal maintenance, cleaning ditches or drainage structures, tree trimming or removal, mowing, crack sealing, pavement marking, shoulder maintenance limited amounts of concrete curb and gutter repair, scour mitigation, pavement patching, and minor drainage repairs. Category III — Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and require competitive bidding with a material proposal, a deliver and install proposal or material quotation. Category IV — Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and require competitive bidding with a formal contract proposal. BLR 14222 (Rev. 05/26/23)Completed04/09/24 Instructions for BLR 14222 - Page 2 of 4 The instructions listed below only apply to the maintenance estimate of cost. For LPA's using Local Public Agency Labor and/or Local Public Agency Equipment Rental, the estimated amounts are only listed on those specific lines and are not to be included with each operation on the estimate of cost. Insp Req — From the drop down choose No or Yes as it applies to the maintenance operation listed to the left. Items requiring no engineering inspection should be no. Material Categories/Point of Delivery or Work Performed by an Outside Contractor — List the items for each operation on a separate line, grouping items for the same operation together, for the operation listed to the left. If work being done as a contract list work by contractor. Unit — Insert the unit of measure for the material listed to the left, if applicable. Quantity — Insert the quantity for the material listed to the left, if applicable. Unit Cost — Insert the unit cost of the material listed to the left, if applicable. Cost — No entry necessary, this is a calculated field. This is the quantity times the unit cost. Total Maintenance Operation Cost — Insert the total of the Maintenance Operation Cost, for items done by a contract insert the estimated contract amount. Maintenance Estimate of Maintenance Costs Summary — Under each item listed below, list the amount of estimated MFT funds, Rebuild Illinois (RBI) funds and local funds to be expended, if applicable. The total Estimated cost is a calculated field. Local Public Agency Labor — Insert the estimated amount for LPA labor for all maintenance operations, if applicable. Local Public Agency Equipment Rental — Insert the estimated amount for LPA equipment rental for all maintenance operations, if applicable. Materials/Contracts (Non Bid Items) — Insert the estimated amount for materials and/or contracts for items the LPA is not required to bid, if applicable. Materials/Deliver & Install, Material Quotations — For the operation listed to the left insert the estimate amount to be expended using a bidding process for material/deliver & install proposal and/or material quotations, if applicable. Formal Contracts — Insert the total amount estimated to be expended on formal contracts. This will be for items required to be bid. Total Estimated Cost — This is a calculated field and will be automatically filled in for each type. This is the sum of all funding for the item. Total Maintenance Operation Cost — This is a calculated field, no entry is necessary. This is the sum of all items estimated to be expended on this operation. Total Maintenance Cost — This is a calculated field, no entry is necessary. This is the sum of all maintenance operation costs. Maintenance Engineering Cost Summary — For each item listed below, list under the funding type what the estimated amount to be expended for each item. Preliminary Engineering Fee — Insert the amount of funds estimated to be expended for Preliminary Engineering, if applicable. Engineering Inspection Fee — Insert the amount of funds estimated to be expended for Engineering Inspection, if applicable. Material Testing Costs — Insert the dollar amount of funds estimated to be expended on material testing costs, if applicable. BLR 14222 (Rev. 05/26/23)Completed04/09/24 Instructions for BLR 14222 - Page 3 of 4 Advertising Costs — Insert the amount of funds estimated to be expended on advertising costs, if applicable. Bridge Inspection Costs — Insert the amount of funds estimated to be expended on bridge inspection costs, if applicable. Total Maintenance Engineering — This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Totals — This is a calculated field. It is the total of the estimated maintenance cost plus the estimated maintenance engineering cost. These instructions apply to the Maintenance Expenditure Statement. Maintenance Operation — Type in the name of the maintenance operation for which the amounts to the right will be completed. For a form that was completed as an Estimate of Cost and is now being changed to a Maintenance Expenditure Statement, this field will be completed from the estimate. Maint Eng Category — From the drop down select the Maintenance Engineering Category that applies to the operation listed to the left. LPA Labor — For the operation listed to the left insert the amount expended for LPA labor, if applicable. LPA Equipment Rental — For the operation listed to the left insert the amount expended on LPA equipment rental if applicable. Materials/Contracts (Non-Bid) — For the operation listed to the left insert the amount expended for materials and/or contracts that was not required to be bid, if applicable. Materials/Deliver & Install/Material Quotations (Bid Items) — Insert the total amount expended on Materials Proposals, Deliver and Install proposals, Materials Quotations (Bid Items). This will be for items that were required to be bid. Formal Contract — For the operation listed to the left insert the amount expended for items bid using the formal contract process, if applicable. Total Operation Cost — This is a calculated field, it will sum the amounts expended for the operation listed to the left. Operation Engineering Inspection Fee — For the operation listed to the left insert the amount of engineering inspection charged for this operation, if applicable. Total Maintenance — This is a calculated field, no entry necessary. It is the sum of all maintenance operations. Maintenance Engineering Cost Summary Preliminary Engineering Fee — Insert the dollar amount of funds spent on preliminary engineering for this maintenance section. Engineering Inspection Fee — Insert the amount of funds expended for Engineering Inspection, if applicable. Material Testing Costs — Insert the dollar amount of funds spent on material testing costs, if applicable. Advertising Costs — Insert the dollar amount of funds spent on advertising costs, if applicable. Bridge Inspection Costs — Insert the dollar amount of funds spent on bridge inspection costs, if applicable. Total Maintenance Engineering — This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering costs listed above. Total Maintenance Program Costs — Insert the total cost of the Maintenance and Maint. Engineering. The maintenance amount will be the amount from the Total Cost from the Maintenance Items table. The Maint. Eng will be the Maintenance Engineering Total from above. BLR 14222 (Rev. 05/26/23)Completed04/09/24 Instructions for BLR 14222 - Page 4 of 4 Contributions, Refunds, Paid with Other Funds — Enter the dollar amount of contributions, refunds or amounts paid with other funds for this maintenance section, if applicable, for both maintenance and maintenance engineering. Total Motor Fuel Tax/Rebuild Illinois Portion — These are calculated fields, no entry is necessary. This is the sum of the total cost minus the amount paid with local funds. Motor Fuel Tax Portion — Insert the amount of the total cost that was paid for with Motor Fuel Tax funds for Maintenance and Maint. Engineering, as applicable. Motor Fuel Tax Funds Authorized — Insert the net amount of Motor Fuel Tax Funds authorized for each type. Motor Fuel Tax Surplus/Deficit — These are calculated fields, no entry is necessary. This is the sum of the Total Motor Fuel Tax funds expended minus the amount of Motor Fuel Tax funds authorized. A positive number will result in a credit to the unobligated fund of the Motor Fuel Tax fund. A negative number means more funds were spent than authorized. If the negative number has a resolution to cover the overage, the item(s) that resulted in the overage have been approved by IDOT, and are covered in the overrun policy, this amount will be authorized. If these conditions are not met you must contact your District office for guidance. Rebuild Illinois Portion — Insert the amount of the total cost that was paid for with Rebuild Illinois funds for Maintenance and Maint. Engineering, as applicable. Rebuild Illinois Funds Authorized — Insert the net amount of Rebuild Illinois Funds authorized for each type. Rebuild Illinois Surplus/Deficit — These are calculated fields, no entry is necessary. This is the sum of the Total Rebuild Illinois funds expended minus the amount of Rebuild Illinois funds authorized. A positive number will result in a credit to the unobligated fund of the Motor Fuel Tax fund. A negative number means more funds were spent than authorized. If the negative number has a resolution to cover the overage, the item(s) that resulted in the overage have been approved by IDOT, and are covered in the overrun policy, this amount will be authorized. If these conditions are not met you must contact your District office for guidance. Difference — No entry necessary, this field is automatically calculated. It is the difference between Total Motor Fuel Tax/Rebuild Illinois Portion for Maintenance and Maint. Engineering. The fields must equal zero; if not, review the amounts inserted under Motor Fuel Tax and Rebuild Illinois need to be corrected. Remarks — Enter remarks as applicable covering the items entered. Certification — Upon submittal of this form as the maintenance expenditure statement the LPA official shall check this box as certification. End of instructions for Maintenance Expenditure Statement Submitted Local Public Agency Official — The proper official shall sign, insert their title and date here. For Estimates of Cost covering a Township/Road District the road commissioner shall sign and date as Local Public Agency Official. For Municipalities the municipal official shall sign and date here. County Engineer/Superintendent of Highways — For County project and/or Township/Road District projects the county engineer/superintendent of highways shall sign here. Approved — Upon approval the Regional Engineer shall sign and date here. This approval is subject to change based upon a documentation review by the Department. When submitting the form via USPS mail, submit a minimum of three (3) signed original must be submitted to the Regional Engineer's District office. This form may be submitted electronically with electronic signatures. Following the Regional Engineer's approval, distribution will be as follows: Local Public Agency Clerk Engineer (Consultant or County Engineer) District File IDOT Department Use Only The Following fields are for IDOT use only. Received Location Enter the location received from the drop down. Date Enter the date the document was received. WMFT Entry By Enter the name of the person entering the information into the WMFT system. Date Enter the date on which the information was entered. 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: Staff is looking for feedback. 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 2024-39 Oak Street Parking Restriction Public Works Committee – April 16, 2024 None Informational Please see the attached memo. Erin Willrett Administration Name Department Memorandum To: Public Works Committee From: Erin Willrett, Assistant City Administrator CC: Bart Olson, City Administrator Date: April 16, 2024 Subject: Oak Street Parking Restriction Summary Discussion of a proposal to direct staff to notify residents of a proposal to enact parking restrictions on Oak Street. Background Alderman Corneils received a complaint that there have been parking issues on Oak Street (near Cannonball Trail). From initial reports, it appears that employees or customers of the industrial building to the north of Oak Street are parking on Oak St, preventing free flow of traffic. Alderman Corneils does not have a specific parking restriction proposal (i.e. one side vs. both sides) at this time. The City only has jurisdiction on Oak Street from Cannonball Trail to approximately mid-block to the east. Please see the red shaded area on the attached map. Further east is controlled by Bristol Township. Please see the green shaded area on the attached map. The City Council has historically followed this process for implementing parking restrictions: 1) A committee reviews the request and makes a recommendation to proceed as outlined below a. This can occur during this meeting. Feedback would need to be provided on whether the parking restriction to be considered is one side of the street or both sides of the street. 2) The City Council approves the recommendation of the committee to proceed a. This could occur at the April 23, 2024 City Council meeting 3) The staff send mailers to all homes adjacent to the proposed parking restriction inviting them to provide written comment or attend a future committee meeting a. If approved, we would send these letters out by the end of April for the PW committee meeting on May 21, 2024. 4) The committee reviews public comment on the parking restriction a. If approved, we propose the May 21, 2024 PW committee meeting 5) The City Council reviews the committee recommendation and takes final action on the proposed parking restriction a. If approved, we propose the May 28, 2024 City Council meeting Recommendation Staff is looking for feedback regarding initiating the parking restriction process along the portion of Oak Street that the City has control of and asks the City Council to direct staff to send resident mailers for a potential May Public Works committee meeting. O a k S t r e e tCannonballTrail CrossStreetO a k S t r e e t CrossStreet003 001 003 004 002 007 Oak Street Map data from OpenStreetMap 4/11/2024, 11:50:19 AM 0 0.01 0.020.01 mi 0 0.02 0.040.01 km 1:1,048 Kendall County GIS 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: Staff is looking for feedback. Reviewed By: Legal Finance Engineer City Administrator Community Development Purchasing Police Public Works Parks and Recreation Agenda Item Number New Business #10 Tracking Number PW 2024-40 Tuscany Trail Parking Restriction Public Works Committee – April 16, 2024 None Informational Please see the attached memo. Erin Willrett Administration Name Department Memorandum To: Public Works Committee From: Erin Willrett, Assistant City Administrator CC: Bart Olson, City Administrator Date: April 16, 2024 Subject: Tuscany Trail Parking Restriction Summary Discussion of a proposal to direct staff to notify residents of a proposal to enact parking restrictions on Tuscany Trail. Background Alderman Corneils received neighborhood resident complaints that there will be parking issues, once the cricket stadium is built near this subdivision. The Police have gotten a few complaints of overnight parking along this roadway in recent months. Despite Tuscany Trail being a no-load street, it has been observed that there is an Oswego resident parking along the Yorkville curve approaching the Oswego boundary overnight. Oswego prohibits overnight parking and Yorkville does not. In other locations of the City, parking restrictions have been placed on the interior radius of the curve. On the attached map, the highlighted area is approximately 675 feet of restriction from the Yorkville City limits along the interior radius of the curve. Allowing parking in this area may lead to a sight line issue if there was more traffic along this roadway because of the stadium. The City could also restrict the area south or west of the curve as well. The City Council has historically followed this process for implementing parking restrictions: 1) A committee reviews the request and makes a recommendation to proceed as outlined below a. This can occur during this meeting. Feedback would need to be provided on whether the parking restriction should be considered. 2) The City Council approves the recommendation of the committee to proceed a. This could occur at the April 23, 2024, City Council meeting. 3) The staff send mailers to all homes adjacent to the proposed parking restriction inviting them to provide written comment or attend a future committee meeting. a. If approved, we would send these letters out by the end of April for the PW committee meeting on May 21, 2024. 4) The committee reviews public comment on the parking restriction a. If approved, we propose the May 21, 2024, PW committee meeting. 5) The City Council reviews the committee recommendation and takes final action on the proposed parking restriction. a. If approved, we propose the May 28, 2024, City Council meeting. Recommendation Staff is looking for feedback regarding initiating the parking restriction process along the Tuscany Trail and asks the City Council to direct staff to send resident mailers for a potential May Public Works committee meeting. E a s tM illb r o o k Circle GainsCourt TuscanyTrailEastMillbrookCircleWest Millbr ook Cir c l e ConcordDriveSouthGrapeVineTrailC o n c ord Driv e S o uth Tuscany TrailEastMillbrookCircle GrapeVineTrailGrapeVineTrail001 001 003 Tuscany Trail Restriction Map data from OpenStreetMap 4/11/2024, 1:29:04 PM 0 0.06 0.110.03 mi 0 0.09 0.180.04 km 1:4,514 Kendall County GIS 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 Old Business #1 Tracking Number PW 2023-84 Proposed Rt 47 Improvements Public Works Committee – April 16, 2024 PW – 11/21/23 A discussion took place at the 11/21/23 PW meeting. PW 2023-84 None Informational Brad Sanderson Engineering Name Department Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Rob Fredrickson, Finance Director Jori Behland, City Clerk Date: April 4, 2024 Subject: Rt 47 Improvements This memo is to provide an update on the materials presented at the November 2023 Public Works Committee Meeting. At the time, there was a request to provide more detail on the proposed medians for all three proposed Rt 47 Improvement projects. The three proposed projects are as follows:  Rt 47 – Water Park Way to Jericho  Rt 47 – Carpenter to Water Park Way  Rt 47 – Caton Farm Road to Rt 71 Attached are the pre-final plans that IDOT has provided the City for the projects noted above. The proposed grassed medians have been highlighted in green. Median design is based on the IDOT Design Manual which governs the design of all IDOT highway features. In general, the following items are taken into account during the design process:  Access needs, design speeds, availability of right-of-way, safety, capacity, intersection spacing, traffic signals and intersection design.  Raised medians near the intersections generally narrow to 8-10’ wide and are planned to be concrete in the IDOT projects on the north side of the City. Grassed medians in these areas are generally discouraged due to worker safety concerns.  Grassed medians are provided on the project south of Rt 71, south of Ament Road. It appears that right-of-way and access issues may have governed the median design north of Ament Road.