Public Works Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Tuesday, November 13, 2012 7:00 PM Lorraine G. Gerhardt Community Room Public Works Committee Trustee Bill Ware - Chairperson Trustee Dan Whittington - Alternate Chairperson Art Kuehl, John Kaforski, Ken Blakeslee, Mike Kuderna, Dan Mahal, David Arnold, Robert Bachner and Joe Glazier Staff Liaison: David Dratnol Public Works Committee Minutes November 13, 2012 1.0 Call to Order and Pledge of Allegiance The meeting was called to order by Chairperson Ware at 7:00 p.m. 2.0 Roll Call Present 7 - Trustee Bill Ware, Arthur Kuehl, Ken Blakeslee, Mike Kuderna, Dan Mahal, Joe Glazier Jr., and Robert Bachner Absent 2 - John Kaforski, and David Arnold Staff Present: Dave Dratnol, Village Engineer 3.0 Public Participation Mr. Jon Steuwe, 159 S. Charlotte Street Chairperson Ware introduced and welcomed new committee member Joe Glazier. 4.0 Approval of Minutes A motion was made by Mike Kuderna, seconded by Dan Mahal, that the Minutes of the August 14, 2012 meeting be approved. The motion carried unanimously. 5.0 Unfinished Business 120396 Charlotte/Martha Alley Improvements Staff recommendation to prepare plans and specifications and to consider including this project in the FY2013 CIP pending sufficient financial resources. (DISTRICT #4) Dratnol gave an update on the proposed project. Terracon did three soil borings and the profile was consistent, 7"-8" of gravel on top of a good clay sub-base, so there shouldn't be problems with undercutting. Engineering is proposing two sections. On the east half a v-shaped section will be installed to channel water to the middle of the alley toward Martha. On the west end it will channel toward Charlotte. In front of 159 it is proposed to install curb and gutter (an asphalt curb would not be durable enough for plowing.) After 159 the curb and Village of Lombard Page 1 Public Works Committee Minutes November 13, 2012 gutter will end and the water will drain across the front of the yard. The proposed cost is $80,000 for construction. Fiscal year '13 contains $25,000 for material purchases of asphalt. Public Works could do most of the work with in-house an paving crew, then the out-of-pocket is for materials. Chairperson Ware asked if the cost would then be closer to $25,000. Dratnol explained that although the $80,000 also contains contractor costs and mark up, it is not an apples to apples cost. Further discussion ensued regarding the drainage. Dratnol explained that at 159 the alley will be sloped toward the curb & gutter. That is a function of the existing ground. Chairperson Ware asked if staff has approached Waste Management yet regarding changing the pick up to the front so their trucks are not entering the alley. Dratnol replied that staff will talk to them, but there is no reason that they can't continue to use it until the project is being constructed. Kuderna asked why, if the alley is improved, coudn't the trucks use the alley. Dratnol explained that if there is the opportunity to not have them on the new pavement, we should take it. Mahal added that the residents that were at the previous meeting didn't seem to have an issue with taking the garbage to the front. Bachner asked if the grade will be changed. Dratnol replied that it would not for the most part except at the high point it where will probably get lowered a little bit. Glazier pointed out that there seems to be a slight curve and asked if that just developed over time. Dratnol answered that it did just develop over time, the alley is straight. Mahal asked if there are any utilities to worry about. Dratnol answered that there are not. Chairperson Ware asked if residents should sign a hold harmless. Dratnol replied that there is no reason to do that. It is a public alley and the Village will still be maintaining it. Chairperson Ware reiterated that staff should notify Waste Management well ahead of time of the change from the alley pick up to curbside pick up. Kuehl asked if a letter will be sent to the affected residents. Dratnol assured that they will be notified. Kuderna asked if staff has a preference as to whether it's contracted out or if in-house crews do the work. Dratnol answered that it can be done in-house, with the exception of the curb and gutter. Kuderna commented that it would be nice to do in house and save some cash. Dratnol explained that the cost is still there. Chairperson Ware asked how long the project will take. Dratnol answered that it will take about one month. Kuderna pointed out that the Village policy says the Village doesn't reconstruct alleys. Dratnol explained that is the policy, this would be a deviation from policy. Mahal commented that he would like to make sure the resident at 159 understands that there's Village of Lombard Page 2 Public Works Committee Minutes November 13, 2012 still going to be some debris going down there, so they may still get it in the yard. Jon Steuwe, 159 S. Charlotte Mr. Steuwe said that he is happy that the committee is discussing the project and that he thinks it will be a nice improvement for the area. Mahal reiterated that he wants there to be some awareness that there will still be flow and could still be debris. Mr. Steuwe replied that he understands that and realizes that not all of the issues can be corrected. Dratnol added that they can not install the gutter all the way to Charlotte because of the grades. Mr. Steuwe thanked the committee for inviting him to the meeting. There was a consensus among the committee members present to delay a vote on this item until December when all of the committee members could be in attendance. 6.0 New Business 120538 FY2012B Sewer Lining Program, Change Order No. 1 Reflecting an increase to the contract with Visu Sewer of Illinois LLC in the amount of $17,145.00. (DISTRICTS - ALL) Dratnol reviewed the change order. This change order increases the contract to the budget amount. A motion was made by Dan Mahal, seconded by Ken Blakeslee, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 120561 FY2012B Asphalt Paving and Patching Program, Change Order No. 3 Reflecting a decrease to the contract with Brothers Asphalt Paving, Inc. in the amount of $33,554.01. (DISTRICTS - ALL) Dratnol reviewed the change order. It is a decrease based on the final quantities. A motion was made by Arthur Kuehl, seconded by Robert Bachner, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 120562 FY2012 Pinebrook Subdivision Asphalt Paving and Patching, Change Order No. 1 Reflecting a decrease to the contract with Brothers Asphalt Paving, Inc. in the amount of $84,901.35. (DISTRICT #2) Dratnol reviewed the change order. It is a decrease based on final quantities. The contractor did not have to do any significant patching. A motion was made by Mike Kuderna, seconded by Arthur Kuehl, that this Resolution be recommended to the Board of Trustees for approval . The Village of Lombard Page 3 Public Works Committee Minutes November 13, 2012 motion passed by an unanimous vote. 120583 Finley Road Pavement Rehabilitation, Phase 1, Change Order No. 2 Reflecting an increase to the contract with "D" Construction, Inc. in the amount of $35,326.97. (DISTRICTS #1, #2 & #6) Dratnol reviewed the change order. It reflects time and material billings for difficulties, conflicts and delays. The contractor ran into a lot of sand used as backfill which resulted in very large holes and it taking him more time to do the work. This has been an uncomfortable, very difficult underground project. Chairperson Ware asked if the project was still on schedule. Dratnol replied that it is a little bit behind schedule, but still in good shape. If the weather cooperates the contractor will be placing the second half of the pavement on Friday. General discussion ensued regarding issues that have been encountered. Dratnol commented that we'll be better prepared for what we may run into on Phase 2 (the north end). Chairperson Ware asked how long ago the sand was put in. Dratnol answered that it was probably done when they constructed Finley. Kuehl added that it was about 30 years ago. Kuderna asked what the unidentified buried structure was. Dratnol replied that it was a a buried storm structure. Mahal commented on the note about seeking reimbursement. Dratnol explained that staff will seek reimbursement for items that were missed by the engineer. Kuehl mentioned an issue with the sewer lateral at a house north of him. Dratnol told him that if they are able, they will fix it with the project. A motion was made by Arthur Kuehl, seconded by Robert Bachner, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 7.0 Items for Ratification 120418 FY2012B Concrete Rehabilitation & Utility Cuts Patching, Change Order No. 2 Reflecting an increase to the contract with G&M Cement Construction in the amount of $57,462.39. (DISTRICT #3) approved 120421 Maple Street Concrete Rehabilitation, Final Balancing Change Order No. 1 Reflecting a decrease to the contract with G&M Cement Construction in the amount of $16,648.01. (DISTRICT #4) Village of Lombard Page 4 Public Works Committee Minutes November 13, 2012 approved 120441 Westmore-Meyers Road CDBG Sidewalk Improvements, Change Order No. 1 Reflecting a decrease to the contract with Copenhaver Construction in the amount of $17,378.32. (DISTRICT #6) approved 120477 2012B Asphalt Paving & Patching Program, Change Order No. 2 Reflecting a decrease to the contract with Brothers Asphalt Paving, Inc. in the amount $31,737.01. (DISTRICTS - ALL) approved 120548 Finley Road Pavement Rehabilitation, Phase 1, Change Order No. 1 Reflecting an increase to the contract with D Construction in the amount of $154,800.00. (DISTRICTS #1, #2 & #6) approved A motion was made by Mike Kuderna, seconded by Arthur Kuehl, that items 120418, 120421, 120441, 120477 and 120548 be approved. The motion carried unanimously. 8.0 Other Business 9.0 Information Only 970045 Project Status Report 980212 Change Order Report 10. Adjournment 0 Village of Lombard Page 5 Public Works Committee Minutes November 13, 2012 A motion was made by Joe Glazier, Jr., seconded by Arthur Kuehl, to adjourn the meeting at 7:45 p.m. The motion carried unanimously. Village of Lombard Page 6