Public Works Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Tuesday, August 13, 2013 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, David Arnold, Robert Bachner and Joe Glazier Staff Liaison: Public Works Committee Minutes August 13, 2013 1.0 Call to Order and Pledge of Allegiance The meeting was called to order at 7:00 p.m. A motion was made by Dave Arnold, seconded by Joe Glazier, to elect John Kaforski as interim Chair until Chairperson Wares arrival. The motion carried unanimously. 2.0 Roll Call Present 1 - Ken Blakeslee Staff Present: Dave Dratnol, Village Engineer 3.0 Public Participation Ms. Andi Cooper Ms. Deb Dynako 4.0 Approval of Minutes A motion was made by Mike Kuderna, seconded by Joe Glazier, Jr., that the Minutes of the July 9, 2013 meeting be approved. The motion carried unanimously. 5.0 Ratification 130324 FY2013 Asphalt Paving and Patching, Change Order No. 2 Resolution reflecting an increase to the contract with James D. Fiala Paving in the amount of $8,414.50. This change order reflects the amount necessary to bring the contract to the budget amount. (DISTRICTS - ALL) Ratification of phone poll approval. A motion was made by Dan Mahal, seconded by Mike Kuderna, to approve the Change Order. The motion passed by an unanimous vote. 6.0 New Business 130289 Second Draft: FY 2014-FY 2023 Capital Improvement Program Staff has attached several CIP summary documents that have been used to develop the FY 2014-FY 2023 Capital Improvement Plan. Village of Lombard Page 1 Public Works Committee Minutes August 13, 2013 Dratnol reviewed the item and added that any changes are denoted by bold text. Fuel Dispensing Station Kaforski asked if School District 44 is paying a portion of the cost. Dratnol answered that they pay for the fuel that they use. Kaforski suggested that staff look into the school district paying part of it, because if they are paying a discounted price for fuel they should participate in the cost of the construction. Kaforski went on to point out that we don't know how bad the remediation will be at the site of the old tanks and asked if a Superfund would cover the remediation. Kuehl suggested that the Village get a card for one of the gas stations for the diesel. Dratnol explained that if you're doing the diesel, it's not that significant to do the gasoline as well. Kaforski suggested that staff should get a ballpark price for remediation. Dratnol replied that the Department already has monitoring in place and we are not seeing leakage in the tanks at this time. Chairperson Ware suggested that staff add funds for possible remediation. Kaforski added that he would really like to know if there's a Superfund. Dratnol replied that there is a separate fund for fuel tanks, but he doesn't know how much funding is actually in there. He also said that staff can look at the cost and and add funds for the potential for contaminated soil. Eisenhower Lane Reservoir Facility Dratnol commented that the storage issues were dealt with when the Booster Station was constructed. Transmission Main (Civic Center to South Booster) Chairperson Ware asked if this was new dollars and where the funding was coming from. He also asked why it has to be moved up. Dratnol explained that this is one of the items that was recommended in the Water System Analysis. Chairperson Ware commented that he is surpised at the cost. Kaforski asked if the project is for fire safety as well. Dratnol answered that part of the storage capacity issue is related to fire protection. Kaforski asked what would happen if the project is delayed a year. Dratnol replied that one of the reasons the project was advanced is to use $10 million in bond funding that must be used. Originally the funding was to be used for Roosevelt Road Watermain, however, since that project has been delayed, this project is a good fit for the funds as well. Chairperson Ware asked how Roosevelt Road Watermain will funded and how they should then be comfortable approving the CIP with this $2 million in it. Dratnol explained that the Roosevelt Road Watermain project is being delayed until 2015 to allow time for the State to update how they consider different methodologies. Current requirements do not address lining mains and it is hoped that they will update State Staute to reflect current technologies. We're thinking 2015 is when that change would Village of Lombard Page 2 Public Works Committee Minutes August 13, 2013 be made. Kaforski asked how much was funded for Roosevelt Road Watermain. Dratnol answered about $2.3 million. Kaforski asked if the cost is based on actual engineering. Dratnol replied that it is based on an estimate from Benesh. Chairperson Ware commented that he understands replacing dollar for dollar for another project if that is a better use of that money or is there is there another project that may be better. Dratnol answered that staff looked at the projects and this was the best use of the money. Glazier commented that it's just swapping projects, so the money that was available in 2017 is still there. 130353 2013 Driveway Apron, Curb and Sidewalk Restoration Program, Change Order No. 1 Reflecting an increase in the contract with Kings Point General Cement, Inc. in the amount of $80,300.00. This change order reflects the amount necessary to bring the contract to the budget amount. (DISTRICTS - ALL) Dratnol reviewed the change order. A motion was made by Robert Bachner, seconded by David Arnold, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 130358 Terrace View Pond Improvements, Change Order No. 1 Reflecting an increase to the contract with Martam Construction in the amount of $32,218.33 for supplying and installing a pond aeration system. (DISTRICT #1) Dratnol reviewed the change order. Kaforski asked if the aerator was in the original plans. Dratnol answered that it was not. Bachner asked if vegetation will get lodged in the aerator. Dratnol explained that it is a bubbler, not an aerator, and is designed for shallow water. Mahal asked if we need these in other ponds. Dratnol answered that the Village does require them in most ponds. A motion was made by Arthur Kuehl, seconded by Mike Kuderna, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. Chairperson Ware resumed chairing the meeting at this point. 130360 Finley Road Pavement Rehabilitation, Phase 1, Final Balancing Change Order No. 4 Resolution reflecting an increase to the contract with "D" Construction in the amount of $39,743.24 due to major dollar items for time and material billings related to difficulties, conflicts and delays encountered during the construction of the underground utility improvements. Village of Lombard Page 3 Public Works Committee Minutes August 13, 2013 (DISTRICTS #1, #2 & #6) Dratnol reviewed the change order. Mahal asked if the $10,000 includes the cost of the pipe. Dratnol clarified that it is the cost of the pipe, contractor mark-up and storage. The Phase 2 contractor will be paid to install it, but not for materials. A motion was made by Joe Glazier, Jr., seconded by Robert Bachner, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 130388 Hammerschmidt Learn & Play Gardens Presentation A presentation was given by Ms. Andi Cooper and Ms. Deb Dynako. A parent committee is pursuing building a new playground, garden and recreation area for students and the community. However, before beginning it, there are major water issues on the property to address. The Village and School District 44 have an Intergovernmental Agreement in place for the existing retention basin, however, the basin is not functioning well. There is also a lot of water on the northeast section of the property. The committee has already procured a grant for $30,000, 20% of the estimated cost of remediation, from DuPage County for flooding issues. This was worked on in conjunction with the Village and Hammerschmidt School. The committee is asking for Village support for the project. Ms. Cooper introduced herself. She is a Lombard resident, parent of a Hammerschmidt School student and a practicing landscape architect. This project started out just looking to improve the school property and ailing play equipment. The School Districts view is that it's a parent initiative to fund. Another issue at hand is the water on site. They end up with a lot of standing water and mud. Ms. Dynako interjected that the property was used for making bricks, so of course it is clay based. It was eventually donated to Lombard. Dynako went on to say that during the April flood event this area was highly impacted and because it's such a vast green space, the students were impacted for weeks after. We are looking at how to make the property as useful as possible for the kids. It's also a community green space. Cooper presented a slideshow showing the water issues. She has talked to Carl Goldsmith, Dave Gorman and Jana Bryant about the proposed plan. She passed out a hand out that proposes how to work together. The committee has already been working on this for about 18 months. They have talked to key stakeholders and analyzed existing site conditions. Goldsmith has some ideas on how to fix the street portion of it. The plan for the property is to raise the elevation on the east side to flow that water into the detention basin to hold it before it gets to the city system. There is capacity. Another option is to make the pipe bigger that would get it to the street, but in a rain Village of Lombard Page 4 Public Works Committee Minutes August 13, 2013 event that would already be full so we need to hold it. Dynako added that concerning the grant, they have access to use $30,000 to go towards any improvements that are envinronmentally sustainable. They will concentrate on infiltration and cleansing by using native plant species to help do that. The parent body is working really hard and have raised $50,000 so far. The goal is $100,000. We're trying to make things happen and want the Village to partner with us. She added that they anticipate getting a couple more grants upwards of $20,000 and there are still many grants we're pursung. This plan can improve the neighborhood as well as the quality of the kids school experience. The amenities that will be installed include walking paths, a soccer field and basketball hoops and will be a value to the neighborhood. We're also looking to install water fountains. It can be a neighborhood oasis that can be used by all sorts of people. Chairperson Ware asked what the total cost the project might be. Dynako responded that the water remediation only is $153,000. Cooper clarified that 20% is coming from grants, and we're hoping for $60,000 from the school district and $60,000 from the village. The parents will deal with the playground equipment, etc. Kuderna asked if the project has to be done in its entirety to receive the $30,000. Cooper replied that there are a lot of amenities in there, but that money has to be used for the stormwater aspect. Dratnol explained that the street can not be drained directly to the pond. The pond would have to be excavated further and a pump station would have to be installed. Kaforski asked if the Village is looking at doing a pump station. Dratnol answered that is what would have to be done, however, it would be a stand alone project. These are completely separate issues. Chairperson Ware interjected that he got the impression that it would be a stand alone project done in conjunction with this. Bachner stated that he thought the committee had talked about increasing the capacity there. Dratnol explained that there are three houses at the low point. The only way to fix the situation would be to buy the three houses. Mahal asked where the $150,000 estimate originated. Dratnol replied that it's the group's estimate. Village staff has only looked at if the pond work can be done. Mahal asked if the property would slope to the pond then. Cooper answered that the water would travel overland to a bioswale then to the detention area. She further mentioned that they are open to brainstorming. This group includes some parents who are engineers and this is the concept we came up with to try to solve the problem. Chairperson Ware asked what the time frame is. Cooper replied that they would like to be able to get money to do engineering drawings around January/February and send out for bid March/April to start construction when the kids get out of school. Village of Lombard Page 5 Public Works Committee Minutes August 13, 2013 Kaforski stated that he thinks it's a great idea and asked if the engineering could be done in-house. Dratnol replied that the proposed work for the pond itself could not be done in-house. Kaforski asked if the engineering is included in the $150,000. Cooper responded that there is $12,000 budgeted for the engineering. There was a consensus among the committee members to conceptually support the project. Chairperson Ware that they should continue moving foward and he will talk to Mr. Goldsmith about earmarking $60,000. Cooper added that they will likely receive a $10,000 grant from ComEd for the engineering and that they are working on building a coalition of partners. They are working with the Historical Society on a timeline, DuPage Forward for an edible garden and Trees Forever on funding for trees. The Lombard Park District has committed to helping with installation of equipment. Cooper closed with stating that it is exciting to think of all these taxing bodies are listening to each other and supporting a parent group. 7.0 Other Business 8.0 Information Only 130367 Multi-Space Parking Pay Station Award of a contract to VenTek International, the lowest responsible bid of three bidders, in the amount of $27,908.00 for the purchase and installation of three venSTATION pay stations. Bid in compliance with Public Act 85-1295. (DISTRICT #1) Kaforski and Mahal commented that they thought a presentation was going to made to the committee regarding this, however it appears that no fees are being set as part of this item. Dratnol confirmed that this is for the equipment and installation. Chairperson Ware pointed out that it is on the Consent Agenda for the Board of Trustees on Thursday. He asked the committee if they would like him to table it. Glazier added that he thought the committee was going to look at the different types of meters as well. Kaforski asked if there is a time constraint for awarding the contract. Dratnol answered that we are running out of time for how long the vendor will have to maintain their price. Mahal expressed concern about the discrepancy between the low bid and the second lowest. General discussion ensued regarding power for the pay stations. Dratnol added that staff evaluated and decided that the solar option is Village of Lombard Page 6 Public Works Committee Minutes August 13, 2013 the way to go. Bachner asked if the price includes the monthly maintenance and if after the 12 month maintenance period the Village would take over maintenance. Dratnol answered that we would probably continue to have them do the maintenance. Glazier asked if the maintenance costs would come out of the parking fund. Dratnol answered that they would. Glazier commented that he does not have a problem wit the equipment if they were vetted properly, but he is a little upset that they did not get all of information that they thought they were going to have. He further commented that they thought they were going to discuss parking fees and other associated costs. Chairperson Ware stated that he thinks the fee will be raised a little to reflect the true cost of maintenance. Kaforski added that he drove through the commuter lots and there appears to be a lot of people from other towns parking there, all the more reason to make sure that we're charging enough for the maintenance of those parking lots. There was a consensus among the committee members to move forward with the item and ask staff to revisit it for discussion at the next meeting. 130385 Combined Sewer Areas 970045 Project Status Report 980212 Change Order Report 030008 Engineering Monthly Report 9.0 Adjournment A motion was made by Dan Mahal, seconded by Arthur Kuehl, to adjourn the meeting at 9:00 p.m. The motion carried unanimously. Village of Lombard Page 7