Public Works & Utilities Committee

AGENDA Public Works & Utilites Committee Regular Meeting Village Hall 1900 Hassell Road, Hoffman Estates, IL 60169 September 23, 2024 Council Chambers 7:00 PM 1. CALL TO ORDER/ROLL CALL 2. APPROVAL OF MINUTES A. Public Works & Utilities Committee 08-19-2024 B. Public Works & Utilities Committee 09-09-2024 Special 3. PUBLIC COMMENT 4. REPORTS A. Public Works Department Monthly Report B. Engineering Division Monthly Report 5. PRESIDENT'S REPORT 6. ITEMS IN REVIEW 7. OTHER 8. ADJOURNMENT Further details and information can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.hoffmanestates.org and/or in person in the Village Clerk's office. The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847/882-9100. Page 1 Page 1 of 19 Village of Hoffman Estates DRAFT PUBLIC WORKS & UTILITIES COMMITTEE August 19, 2024 MEETING MINUTES I. Roll call Members in Attendance: Anna Newell, Chairperson Karen Mills, Vice Chairman Gary Pilafas, Trustee Gary Stanton, Trustee Karen Arnet, Trustee Pat Kinnane, Trustee William McLeod, Mayor Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Art Janura, Corp. Counsel Jon Pape, Assistant Village Manager Bryan Ackerlund, Asst. Dir. PW Rachel Musiala, Finance Director Peter Gugliotta, Director of Dev. Services Cathy Docezkalski, Asst. HRM Director Patrick Seger, Director HRM Freddy Segura, GIS Manager Monica Saavedra, Director of HHS Alan Wax, Fire Chief Kasia Cawley, Police Chief Justin Roach, IT Infrastructure Manager Darek Raszka, Director of IS Patty Richter, Village Clerk Missy Brito, Communications Director Alan Wenderski, Dir. Of Engineering Ben Gibbs, GM Now Arena Ric Signorella, Multimedia Production Mgr. Guests: Mike Rapp (Lions Club) Jennifer Hamilton (Share Services, CEO) The Public Works and Utilities meeting was called to order at 7:11 p.m. II. Approval of Minutes – Page 2 of 19 Public Works & Utilities Committee -2- August 19, 2024 A. Public Works & Utilities Committee 07-15-2024 Motion by Trustee Pilafas, seconded by Trustee Arnet, to approve the Public Works & Utilities Committee meeting minutes of July 15, 2024. Voice vote taken. All ayes. (Abstain: Mills). Motion carried. III. Public Comment NEW BUSINESS a. Discussion of National Pollutant Discharge Elimination System (NPDES) General Permit ILR40 for Discharge from Small Municipal Separate Sewar Systems (MS4). An item summary sheet from Oscar Gomez and Alan Wenderski was presented to Committee. b. Authorization to award contract to Core and Main LP, Aurora, IL for Mueller fire hydrant purchase in an amount not to exceed $95,270. An item summary sheet from Ryan Christensen was presented to Committee. Mr. Ackerlund provided comment. Trustee Stanton inquired the cost of a hydrant and if insurance coverage is included. Mr. Ackerlund responded with $4,700 for the average cost of a hydrant. Mr. Palm indicated general liability insurance covers the hydrants. Motion by Trustee Kinnane, seconded by Trustee Arnet, to award contract to Core and Main LP, Aurora, IL for Mueller fire hydrant purchase in an amount not to exceed $95,270. Voice vote taken. All ayes. Motion carried. c. Approval of professional services agreement with ME Simpson Co., Valparaiso, IN for a Village-wide water distribution system leak survey for a three-year term in an amount not to exceed $67,000 year one, $71,000 year two and $75,000 year three. An item summary sheet from Ryan Christiansen was presented to Committee. Mr. Ackerlund provided background on the request and indicated a request for proposal was put out in July. Two proposals were returned. Staff felt the winning bid had the best understanding of the project and ability to take the project on. Better ability to forecast budget based on three-year term. Page 3 of 19 Public Works & Utilities Committee -3- August 19, 2024 Trustee Kinnane inquired about action plans when leaks are detected. Mr. Ackerlund responded that staff prioritizes leaks depending on the nature of leaks and is evaluated on a case-by-case basis. Trustee Mills asked if the company was used before. Mr. Ackerlund confirmed the Village has used this company and felt comfortable with them. Motion by Trustee Pilafas, seconded by Trustee Kinnane, to approve professional services agreement with ME Simpson Co., Valparaiso, IN for a Village-wide water distribution system leak survey for a three-year term in an amount not to exceed $67,000 year one, $71,000 year two and $75,000 year three. Voice vote taken. All ayes. Motion carried. REPORTS (INFORMATION ONLY) 1. Department of Public Works Monthly Report The Department of Public Works Monthly Report was received and filed. Mr. Ackerlund announced the upcoming Electronics Recycling Event happening on August 24th at the Village Hall. 2. Engineering Division Monthly Report The Engineering Division Monthly Report was received and filed. IV. President’s Report V. Other VI. Items in Review VII. Adjournment Motion by Trustee Kinnane, seconded by Trustee Arnet, to adjourn the meeting at 7:20 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations Date & Outreach, Office of the Mayor & Board Page 4 of 19 Village of Hoffman Estates SPECIAL PUBLIC WORKS & UTILITIES COMMITTEE MEETING MINUTES September 9, 2024 1. ROLL CALL Members in Attendance: Anna Newell, Chairperson Karen Mills, Vice Chairman Gary Pilafas, Trustee Gary Stanton, Trustee Karen Arnet, Trustee Pat Kinnane, Trustee William McLeod, Mayor Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Arthur Janura, Corporation Counsel Jon Pape, Assistant Village Manager Alan Wax, Fire Chief Kathryn Cawley, Police Chief Patrick Seger, Director of HRM Bryan Ackerland, Director of Code Enf. Andy LoBosco, Sr. Program Mgr. – Eng. Jennifer Horn, Dir. Planning and Trans. Phil Green, Trans. & Long Range Planner Kevin Kramer, Econ. Dev. Director Sonia Zala, St. Transportation Eng. Ric Signorella, Multimedia Production Mgr. The Public Works and Utilities meeting was called to order at 8:14 p.m. 2. PUBLIC COMMENT 3. NEW BUSINESS A. Approval of design engineering services agreement with Hey & Associates of Chicago, IL for the Grand Canyon Parkway and Illinois Boulevard Storm Sewer Projects, in an amount not to exceed $92,170. An item summary sheet from Al Wenderski and Andy LoBosco was presented to Committee. Page 5 of 19 Special Public Works & Utilities Committee -2- September 9, 2024 Motion by Trustee Pilafas, seconded by Trustee Mills, to approve design engineering services agreement with Hey & Associates of Chicago, IL for the Grand Canyon Parkway and Illinois Boulevard storm sewer projects in an amount not to exceed $92,170 Voice vote taken. All ayes. Motion carried. 4. ADJOURNMENT Motion by Trustee Mills, seconded by Trustee Kinnane, to adjourn the meeting at 8:17 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Debbie Schoop, Executive Assistant Date Page 6 of 19 Page 7 of 19 Page 8 of 19 Page 9 of 19 Page 10 of 19 Page 11 of 19 Page 12 of 19  VILLAGE OF HOFFMAN ESTATES DEPARTMENT OF DEVELOPMENT SERVICES ENGINEERING DIVISION MONTHLY REPORT SUBMITTED TO: PUBLIC WORKS & UTILITIES COMMITTEE BY: Alan Wenderski, P.E. Director of Engineering September 2024 VILLAGE PROJECT UPDATES 2024 Preventative Maintenance Contract awarded to Patriot Pavement Maintenance. Preconstruction meeting scheduled for late September. Work tentatively scheduled to begin in early October. 2024 Storm Sewer Rehabilitation Design complete. Bid opening scheduled for October 7. 2025 Storm Sewer Rehabilitation Design engineering agreement with Hey & Associates for the Grand Canyon Parkway and Illinois Boulevard locations approved on September 16. Awaiting scheduling of kick-off meeting. 2023 Street Revitalization Completion of minor punch list items ongoing. 2024 Street Revitalization – Contract 1 and 2 Contract 1: Work ongoing. See attached project update. Contract 2: Work ongoing. See attached project update. 2025 Street Revitalization Design ongoing. 925 Grand Canyon Parkway Basin Living Waters Consultants is contracted to complete conceptual design and evaluate alternatives to address shoreline erosion concerns at this location. Concept plan has been completed and reviewed by staff. Grant application for IEPA Section 319 funding submitted on May 1. Barrington Square Town Center Sanitary Sewer Design in lining rehabilitation portion complete. Bid opening scheduled for October 7. V3 contracted for design engineering services. Batavia Lane (Rebuild Illinois Funds) Work substantially complete. Punch list completion is ongoing. Chastain & Associates contracted for construction engineering services. Beverly Road Path & Resurfacing (Beacon Pointe Drive – Prairie Stone Parkway) (STP-L funding) Work is ongoing. Stage 1 work complete and Stage 2 lane closures are in effect. Bridge deck work is ongoing. Civiltech contracted for construction engineering services. Page 13 of 19 Public Works & Utilities Committee -2- September 23, 2024 Bridge Inspections Agreement with Civiltech for 2024-2025 program management approved. Required 2024 inspections expected to begin in late summer/early fall 2024. Collector Street Lighting Work on Thacker St and Illinois Blvd ongoing. Foundations have been installed and installation of conduits is ongoing. Installation of poles and lighting controller scheduled to begin the week of September 23. Floodplain Elevation Surveying Services Elevation certificates currently under review. V3 contracted for surveying services. Gannon Drive (Golf Road – Higgins Road) FHWA Local Coordination Meeting was held on June 4. Received IDOT Traffic Section Review Comments. Environmental Survey Request (ESR) review by IDOT ongoing. Completion of Phase 1 and design approval expected in January 2025. Funding for construction/construction engineering has been included in the Northwest Council of Mayors Proposed FFY 2025-2029 STP-L Program that was approved on April 29. Draft Project Development Report (PDR) submitted to IDOT for review. TranSystems contracted for Phase I engineering services. Hassell Road STP Resurfacing (2025) (Fairway Court – Rosedale Lane) Agreement for Phase II design engineering approved and executed in October 2023. Project kick-off meeting was held in December 2023. IDOT Phase II kick-off meeting was held on February 22. Pre-final plans submitted to IDOT for review. RFP for construction engineering to be released at end of September. Environmental Survey Request (ESR) sent to IDOT for review and approval. Design ongoing. Civiltech contracted for design engineering. Hoffman Boulevard Bridge Deck Resurfacing Design engineering contract was awarded to Civiltech. Kick-off meeting was held in September 2023. Staff submitted funding request to IDOT. Huntington Boulevard Water Main Replacement (South of Lakewood Boulevard – Mundhank Road) Staff reviewing final plans. Bidding scheduled for late fall 2024. IEPA permits submitted for review and approval. Awaiting submittal of final plans for review. HR Green contracted for design engineering. Jones Road STP Resurfacing (2026) (Highland Boulevard – IL 72) Released and reviewed an RFP for Phase II design engineering services. Staff completing review of proposals and scheduled to present recommendation to award at the October Transportation & Road Improvement Committee. Village Hall Parking Lot Improvements MWRD Green Infrastructure Partnership kick-off meeting was held on May 30. Review of draft IGA complete and comments sent to MWRD. Site survey work completed, and final design is ongoing. 30% plan submittal to MWRD completed at end of August. 60% plan submittal scheduled in October 2024. Construction will be required to be completed in 2025. Hey & Associates contracted for design engineering services. COMMERCIAL PROJECT UPDATES Advocate Outpatient Center – 4847 Hoffman Boulevard Mass grading work complete. Water, sanitary, and storm installation substantially complete. Building work and site paving work is ongoing. Page 14 of 19 Public Works & Utilities Committee -3- September 23, 2024 ComEd Substation Expansion – 2480 Pembroke Avenue Site work complete and record drawing review complete. Currently scheduling MWRD final inspection. Compass – 3333 Beverly Road Demolition ongoing. Staff review of site mass grading permit complete. Staff reviewing site final engineering plans. Overall project preconstruction meeting with Power Construction held on September 19. Microsoft Data Center – 2190-2200 Lakewood Boulevard Substation – 2200 Lakewood Boulevard Underground Electric Installation (Pembroke – Lakewood) Site work for Substation complete. MWRD final inspection complete. Construction of underground electric between 2480 Pembroke substation and Microsoft substation is underway. Staff completed review of CHI06 building permit. Plans reviews ongoing for CHI07 site. Roselle TIF Culvert Replacement Work substantially complete. Staff reviewing record drawings for LOMR submittal to FEMA. RESIDENTIAL PROJECT UPDATES Bell Works Townhomes – SW Corner of Lakewood Boulevard & Huntington Boulevard Site development permit preconstruction meeting held on September 6. Awaiting performance guarantee and payment of fees prior to site development permit issuance. Seasons – SE Corner of IL 72 & Moon Lake Boulevard Site work ongoing. Final occupancy granted for all buildings. Walnut Pond Estates – NE Corner of Rohrssen Road & McDonough Road (Formerly Airdrie Estates) Staff completed review of underground utility CCTV and awaiting response from comments. Several lots are under construction. Detention basin improvements complete, record drawing reviewed and approved by staff. MISCELLANEOUS UPDATES Personnel Welcomed the start of Sonia Zala, Senior Transportation Engineer. Rebuild Illinois Capital Plan Funds The Village has received notification that four grants allocated in the 2019 State Capital Bill have been released. To receive funds, grant applications must first be submitted. Once the grant application has been received and reviewed the state will provide a Grant Agreement for execution. Each grant requires completion of the corresponding project within a 2-year term starting on the date of state bond release of the funding. See below for the status of the four active grants. Project Grant Funding Status Term Batavia Ln Infrastructure Grant agreement fully $250,000 12/1/23 – 11/30/25 Improvements executed Grant agreement fully Huntington Blvd Water Main $1,000,000 7/1/23 – 6/30/25 executed Storm Sewer Improvements $300,000 NOSA Issued 7/1/23 – 6/30/25 Page 15 of 19 Public Works & Utilities Committee -4- September 23, 2024 Flagstaff Lane Infrastructure Grant application submitted $300,000 7/1/23 – 6/30/25 Improvements by staff Meetings and Training Attended • IL58/Barrington Road Design Meeting with IDOT (August 22) – Alan Wenderski • APWA PWX Conference (September 8-10) – Alan Wenderski • Communication Committee (September 10) – Marquelle Cnota • Infrastructure Teams Meetings with Public Works (September 16) – Various • Design and Construction Considerations for Modular Bridges Webinar (September 19) – Andy LoBosco Engineering Site Plan Reviews • Microsoft CHI07 • Compass • 1180-1190 Apple Street • Bell Works Apartments Floodplain Inquiries Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 0 1 2 1 0 1 0 0 5 2 2 0 14 2024 0 0 0 0 0 0 2 0 0 2 Freedom of Information Requests Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 1 0 2 0 0 0 0 0 0 0 1 0 4 2024 1 1 1 2 0 1 2 0 1 9 Permit Inspections Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 58 15 22 32 26 45 53 44 54 100 72 56 577 2024 22 8 13 45 67 57 68 77 54 411 Permit Reviews Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 5 11 15 27 41 37 22 49 36 32 12 13 300 2024 13 10 31 63 39 34 42 37 37 306 Residential Drainage Investigations Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 1 0 5 25 13 2 4 1 4 2 0 0 57 2024 0 1 1 13 10 3 5 3 1 37 Page 16 of 19  2024 Street Revitalization Project Schedule Update: (Week of September 16, 2024) Pre-Construction Construction Landscaping Start Date1 RECONSTRUCTION Sawcutting Storm Sewer Fine Grading Sod & Seed Earth Sidewalks STREETS Tree Root Concrete Asphalt Sub base Driveway Percent Asphalt Striping Curb & Asphalt Backfill Layout Pruning Removal Removal Excavation Backfill Gutter Aprons Binder Surface Topsoil Complete ALMOND LANE Higgins Rd to End of Street 9/18/2024 P P P 0% ASH ROAD Batavia Ln to Arizona Blvd 7/8/2024 C N/A C C C C C C C C C C C C C C C 100% ASH ROAD Arizona Blvd to Higgins Rd 7/8/2024 C N/A C C C C C C C C C C C C C C C 100% BATAVIA LANE Ash Rd to Bradley Ln 4/3/2024 C C C C C C C C C C C C C C N/A C C 100% GOLDENROD LANE Mumford Dr to Sumac Tr 4/2/2024 C C C C C C C C C C C C C C C C C 100% 1 Tentative / Actual P In Progress C Completed Page 17 of 19  2024 Street Revitalization Project Schedule Update: (Week of September 16, 2024) Pre-Construction Construction Landscaping Start Date1 RESURFACING Sawcutting Storm Sewer Sidewalks Sod & Seed STREETS Concrete Asphalt Driveway Asphalt Percent Asphalt Striping Curb & Asphalt Backfill Layout Removal Removal Gutter Aprons Binder Patching Surface Topsoil Complete ARIZONA BOULEVARD Roselle Rd to Higgins Rd 6/28/2024 C C C C C C C C C C C C C C 100% ARLINGTON STREET Thacker St to Alhambra Ln 5/16/2024 C C C C C C C C C C C C C C 100% ASCOT COURT Partridge Hill Dr to End of Street 4/19/2024 C C C C N/A C N/A C C C C N/A C C 100% ASHLEY ROAD Cambridge Ln to Evergreen Ln 8/15/2024 C C C C N/A C C C C C C C C 99% BICEK COURT Bicek Dr to End of Street 3/20/2024 C C C C N/A C C C C C C C C C 100% BICEK DRIVE Huntington Blvd to Sapphire Dr 3/20/2024 C C C C C C C C C C C C C C 100% CAMERON COURT Rochester Dr to End of Street 3/18/2024 C C C C N/A C C C C C C N/A C C 100% CANDLEWOOD LANE Kingsdale Rd to Darlington Cir 4/22/2024 C C C C C C C C C N/A C N/A C C 100% CARMEL COURT Pebble Beach Dr to End of Street 5/14/2024 C C C C C C C C C C C N/A C C 100% CHIPPENDALE ROAD Hassell Rd to End of Street 6/13/2024 C C C C C C C C C C C C C C 100% COOPER ROAD Cambridge Ln to Durham Ln 8/12/2024 C C C C N/A C C C C C C N/A C C 100% CRESCENT LN Brookside Dr to Volid Dr 4/23/2024 C C C C C C C C C C C C C C 100% CUMBERLAND STREET Bradley Ln to Berkley Ln (E) 5/29/2024 C C C C C C C C C C C C C C 100% DEXTER LANE N Wainsford Dr to Dovington Dr 4/11/2024 C C C C N/A C C C C C C C C C 100% 1 Tentative / Actual P In Progress C Completed Page 18 of 19  2024 Street Revitalization Project Schedule Update: (Week of September 16, 2024) Pre-Construction Construction Landscaping Start Date1 RESURFACING Sawcutting Storm Sewer Sidewalks Sod & Seed STREETS Concrete Asphalt Driveway Asphalt Percent Asphalt Striping Curb & Asphalt Backfill Layout Removal Removal Gutter Aprons Binder Patching Surface Topsoil Complete DOUGLAS COURT Decatur St to End of Street 8/9/2024 C C C C C C C C C C C C C 90% EVANSTON STREET Illinois Blvd to Bode Rd 8/28/2024 C C C P N/A C C C P P 70% EXETER COURT Kingston Dr to End of Street 3/20/2024 C C C C N/A C C C C C C N/A C C 100% FAIRMONT ROAD Golf Rd to Higgins Rd 5/1/2024 C C C C N/A C C C C C C C C C 100% FLAGSTAFF LANE Woodlawn St to Western St 5/20/2024 C C C C C C N/A C C C C C C C 100% LICHFIELD DRIVE (S) Chambers Dr to Somerton Dr 3/19/2024 C C C C C C C C C C C C C C 100% MAYWOOD LANE Washington Blvd to Olive St 9/5/2024 C C C P N/A C C C P P 70% MORGAN LANE Payson St to Illinois Blvd 8/21/2024 C C C C N/A C C C C C C C C 90% NEWTON STREET Mohave St to End of Street 6/7/2024 C C C C C C C C C C C N/A C C 100% PEBBLE BEACH DRIVE Moon Lake Blvd to Volid Dr 5/6/2024 C C C C C C C C C C C C C C 100% RED OAK DRIVE Essex Dr to Rohrssen Rd 4/1/2024 C C C C N/A C N/A N/A C C C C C C 100% ROCHESTER DRIVE Chambers Dr to Kingston Dr 3/18/2024 C C C C C C C C C C C C C C 100% WARWICK CIRCLE (S) Gannon Dr to Worthington Dr 4/12/2024 C C C C N/A C C C C C C C C C 100% WILDWOOD COURT Westbury Dr to End of Street 4/1/2024 C C C C N/A C C C C C C C C C 100% 1 Tentative / Actual P In Progress C Completed Page 19 of 19