Committee of the Whole

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Tuesday, July 5, 2022 6:00 PM Village Hall Committee of the Whole Village President Keith Pekau Village Clerk Patrick R. O'Sullivan Trustees, William R. Healy, Cynthia Nelson Katsenes, Michael R. Milani, Sean Kampas, Brian Riordan and Joni Radaszewski Committee of the Whole Meeting Minutes July 5, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 6:04 P.M. Present: 6 - President Pekau; Trustee Healy; Trustee Nelson Katsenes; Trustee Milani; Trustee Kampas and Trustee Riordan Absent: 1 - Trustee Radaszewski APPROVAL OF MINUTES 2022-0522 Approval of the June 20, 2022, Committee of the Whole Minutes I move to approve the Minutes of the Regular Meeting of the Committee of the Whole of June 20, 2022. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, and Trustee Riordan Nay: 0 Absent: 1- Trustee Radaszewski ITEMS FOR SEPARATE ACTION 2022-0502 Winter After Action Summary Presentation Assistant Public Works Director Brian Fei gave a brief presentation on the 2021-2022 snow season, with a proposed plan to incorporate additional Samsara Automatic Vehicle Locator units. (refer to audio) Trustee Healy had a question. (refer to audio) Assistant Director Fei responded to Trustee Healy. (refer to audio) President Pekau had comments. (refer to audio) This item was a presentation. NO ACTION was required. 2022-0500 2022 Asphalt Parking Lot and Path Maintenance - Bid Award ITB 22-038 The 2022 Asphalt Parking Lot and Path Maintenance project comprises the required maintenance upkeep for a large amount of asphalt parking lot and multi-use path paving/patching at various spot-locations throughout the Village. For 2022, the locations for the above-described Asphalt Parking Lot and Path Maintenance projects are listed below by targeted location. The attached Project Site Locations from ITB 22-038 is provided to indicate the initial target locations VILLAGE OF ORLAND PARK Page 2 of 6 Committee of the Whole Meeting Minutes July 5, 2022 within the Village. These locations include: Village Hall, 14700 Ravinia Avenue Humphrey Complex Fields Public Works, 15655 Ravinia Avenue Recreation Administration, 14601 Ravinia Avenue Police Station, 15100 Ravinia Avenue Ravinia Path, 153rd Street to Police Station Ishnala Park, 8300 West Red Oak Lane Ishnala Woods Park, 13600 S. 80th Avenue Sunny Pine Park, 13701 S. 88th Avenue Spring Creek Estates Park, 11300 Poplar Creek Lane Eagle Ridge Multi-Use Path, 179th Street to 108th Avenue to 183rd Street An Invitation to Bid for the 2022 Asphalt Parking Lot and Path Maintenance project was published on BidNet Direct on June 9, 2022. BidNet data indicates fifteen (15) vendors downloaded some or all of the bid documents. On Thursday June 24, 2022 at 11:00am, two (2) sealed bids were opened by the Clerk’s Office for this project. The attached Bid Tabulation Sheet and Bid Responsiveness Sheet shows details of the bids for reference, and a summary of lump sum bid amounts is below: Matthew Paving of Oak Lawn, Illinois - $263,714.00 M&J Asphalt Paving Company of Cicero, Illinois - $324,979.34 Matthew Paving of Oak Lawn, Illinois is identified as the lowest responsible bidder for the 2022 Asphalt Parking Lot and Path Maintenance project, with a submitted project cost of $263,714.00. Therefore, it is staff's recommendation that Matthew Paving of Oak Lawn, Illinois be awarded the project for the 2022 Asphalt Parking Lot and Path Maintenance project for $263,714.00. A $10,000.00 contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed, for a total project cost of $273,714.00. I move to recommend to the Village Board to award ITB 22-038 2022 Asphalt Parking Lot and Path Maintenance to Matthew Paving of Oak Lawn, Illinois for a total amount not to exceed $273,714.00 ($263,714.00 plus a $10,000.00 contingency). A motion was made by Trustee Milani, seconded by Trustee Riordan, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, and Trustee Riordan Nay: 0 Absent: 1- Trustee Radaszewski VILLAGE OF ORLAND PARK Page 3 of 6 Committee of the Whole Meeting Minutes July 5, 2022 2022-0286 2022 Sanitary Sewer Rehabilitation and Construction Oversight - Bid Award The Metropolitan Water Reclamation District of Greater Chicago (MWRD) governs the Village’s sanitary sewer system. MWRD requires sanitary sewer systems that discharge into MWRD facilities to implement measures to reduce excessive Infiltration and Inflow (I&I) from entering the system. In 2015, the Village selected RJN Group, Inc., of Joliet, Illinois (RJN) as the consultant to provide assistance in developing and implementing a Village-wide Comprehensive Sanitary Sewer Evaluation and repair program in order to meet the MWRD requirements for the Inflow and Infiltration Control Program (IICP). In 2016, RJN conducted comprehensive flow monitoring for the Village sanitary sewer system. Based on those results, three (3) sewer basin areas came up as the highest priority. One (1) of these basins was also identified as the Short-Term High Priority Area, and was submitted to the MWRD for the IICP. Through several testing and inspection programs over the past years, RJN and staff have identified “high priority” defects requiring rehabilitation or repair. RJN assisted Village staff with the development of a list of recommended repairs to begin a multi-year sanitary sewer system rehabilitation to meet MWRD compliance. ITB 22-041 for the 2022 Sanitary Sewer Rehabilitation Program work was published on BidNet Direct on June 13, 2022, and closed on June 27, 2022. The work will consist of the rehabilitation of approximately seven thousand one hundred eighty-eight (7,188) linear feet of eight to fifteen inch (8” to 15”) sanitary sewer cleaning and televising with cured-in-place lining; installation of four (4) T-Liners; air testing and grouting of twenty (20) mainline joints varying from 8”-15” in diameter; protruding tap removals; and one hundred fifty-six (156) lateral joints, and four (4) point repairs. The contractor shall provide all supervision, labor, equipment, and materials to complete this project. Through BidNet, six (6) vendors were sent a courtesy email. Twenty-one (21) vendors downloaded all of the bid documents. Three (3) bids were submitted for consideration. Bids were opened publicly and evaluated for completeness by the Finance Department at 11:00 a.m. on Monday, June 27, 2022. A summary of the proposals is below. Hoerr Construction Inc. of Goodfield, IL - $571,069.00 Insituform Technologies of Chesterfield, OH - $667,900.20 Performance Pipelining of Ottawa, IL - $713,315.00 Village staff and RJN reviewed the bid submittals, and are recommending Hoerr Construction, of Goodfield, Illinois, the lowest bidder, be awarded the 2022 Sanitary Sewer Rehabilitation Project in an amount of $571,069.00, plus a 10% contingency of $57,106.90, for a total cost of $628,175.90. RJN Group and the VILLAGE OF ORLAND PARK Page 4 of 6 Committee of the Whole Meeting Minutes July 5, 2022 Village both have positive past experiences working with Hoerr Construction on sanitary sewer rehabilitation projects. In addition, to ensure the work is completed according to contract specification, RJN Group has submitted a proposal for Professional Engineering Services - 2022 Sanitary Sewer Rehabilitation Construction Oversight Services with a scope including contractor oversight and contract management (see attached proposal) in an amount of $47,200.00. A 5% contingency of $2,360.00 is being requested for a total cost of $49,560.00. President Pekau had comments. (refer to audio) I move to recommend to the Village Board to accept the bid for the 2022 Sanitary Sewer Rehabilitation Project from Hoerr Construction, of Goodfield, Illinois for an amount not to exceed $628,175.90 ($571,069.00 plus 10% contingency of $57,106.90); AND Accept the proposal from RJN Group, Inc., of Joliet, Illinois for Professional Engineering - 2022 Sanitary Manhole Rehabilitation Project Construction Oversight Services in an amount not to exceed $49,560.00 ($47,200.00 plus 10% contingency $2,360.00). A motion was made by Trustee Riordan, seconded by Trustee Milani, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, and Trustee Riordan Nay: 0 Absent: 1- Trustee Radaszewski VILLAGE OF ORLAND PARK Page 5 of 6 Committee of the Whole Meeting Minutes July 5, 2022 ADJOURNMENT: 6:12 P.M. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, and Trustee Riordan Nay: 0 Absent: 1- Trustee Radaszewski 2022-0542 Audio Recording for the July 5, 2022, Committee of the Whole Meeting NO ACTION /AS APPROVED: July 18, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 6 of 6