Village of Western Springs Public Works & Water Committee met May 14.
Here is the minutes provided by the committee:
Meeting held using the Zoom on-line platform
Call to Order: 7:30 AM
Committee Members Present
Alan Fink-Trustee Chairman
Scott Lewis-Trustee
Staff Present
Matthew Supert- Staff
Casey Biernacki-Staff
Chris Breakey-Staff
Jenny Pesek-Staff
Erin Duffy-Staff
Liam Sullivan-Staff Intern
Others
Alice Gallagher, Village President
Ingrid Velkme, Village Manager
1. Public Comment -None
2. Approval of Minutes
Motion to approve by Chair-Trustee Alan Fink and seconded by Trustee Scott Lewis
3. Well #5 IEPA Loan: Bakers Hughes Sensor
Erin Duffy Water Plant Superintendent presented the Well No.5 Baker Hughes E6 Package. The same proposal includes a credit for approximately $7,980.00 to the account for a change in costs due to utilizing approximately 780 feet of refurbished column pipe from Well No. 4 to make up for part of the 1100 feet of column pipe needed for Well No 5.
The Baker Hughes E6 downhole sensor/monitoring assembly package proposal includes the required sensors and subsequent labor in order to monitor pump intake pressure, motor oil and winding temperature, vibration and y-axis, and current leakage. The Municipal Services Department was reviewing deep well pumps and motors. The proposed functionality was one of the main features that peaked the department’s interest. The Village is waiting to hear from Baxter & Woodman regarding the eligibility for this equipment and labor to be included on the IEPA loan.
Well No. 4 Update and Final Invoices
The Water department was able to monitor pressures and flow while reintroducing Well No. 4 to distribution on Saturday, May 9, 2020 only undergoing chemical treatment. Pressures and flow remained stable through the first 48 hours; therefore, allowing Well No.4 to be brought through the plant to undergo complete RO treatment beginning Monday, May 11. The Village now has a 400hp Mercury seal Byron-Jackson motor as a spare (not entirely free from issues) and has refurbished the nearly brand-new pipe from Well No.4 to be utilized in Well No.5.
Erin Duffy, Water Plant Superintendent advised the Committee they brought Well No.5 on-line on Monday morning May 11, 2020. Chair Alan Fink asked if we were under budget. Erin Duffy Water Plant Superintendent responded yes. President Gallagher asked if in an emergency are you confident and can we rely with it functioning with no problem. Superintendent Duffy replied it would be no problem. President Gallagher asked if there are spare pumps. Erin Duffy replied no, and we may need to investigate.
Well No. 5 SCADA Modifications
Director Matt Supert presented the Well No. 5 SCADA Modifications to the Committee. He reported this is a computer system utilized to control and monitor the water plant and subsequent equipment in the absence of a water operator. During normal operation, the water department utilizes SCADA as an additional employee to control and monitor the water system between the hours of 5pm and 7am. Modifications will need to be made to our SCADA package with the addition of Well No.5. Director Supert reported the total cost of the equipment and labor in the proposal is $41,810. Chair Alan Fink asked if money is allocated. In late fall, the Village Board voted, contract was awarded for the master plan. Motion to bring before the board Trustee Scott Lewis and seconded by Chair Fink.
4. 2020 Roadway Project Bid Tabs and Recommendations: Casey Biernacki Assistant Director of Municipal Services presented to the Committee.
2020 Motor Fuel Tax (MFT) Resurfacing Project
Casey Biernacki Assistant Director of Municipal Services reported the Village opened bids for the 2020 MFT Resurfacing Program on May 1, 2020 at 2:00PM. Christopher B. Burke did the bid tabulation. The lowest qualified bidder was M&J Asphalt Paving with a bid proposal of $375,956.81 which is 8.9% lower than the engineering estimate of $411,215.50. Staff concurs with the recommendation from CBBEL to award the 2020 MFT Resurfacing Program contract to M&J Asphalt Paving for a total contract cost of $375,956.81.
2020 Prospect Avenue Roadway Improvements Project
Casey Biernacki Assistant Director of Municipal Services presented the information to the Committee. He reported the Village opened bids for the 2020 Prospect Avenue Roadway Improvements on May 5, 2020 at 10:00am. The bid tabulation was done by HR Green. The lowest qualified bidder was G&M Cement Construction with a bid proposal of $1,045,788.99, which is 28.7% lower than the engineering estimated of $1,396,231.80. Additionally, the bids included an alternate total bid price for the use of high-density polyethylene (HDPE) instead of reinforced concrete pipe (RCP) for the new storm sewer on Prospect Avenue. G&M alternate bid price was $1,039,407.99 which is 29.3% below the engineer’s estimate. G&M Cement Construction has completed various projects of this size and scope for Western Springs in the past and their work met all project criteria.
2020 Clausen Avenue Water Main and roadway Improvements Project Casey Biernacki Assistant Director of Municipal Services presented to the Committee. He reported the Village opened bids for the 2020 Clausen Avenue Water Main and Roadway Improvements project on May 11, 2020 at 9:00am. Bid tabulation was completed by Baxter & Woodman. The lowest qualified bidder was DiNatale Construction Inc. with a bid proposal of $1,091,424, which is 22% lower than the engineering estimate of $1,400,000. DiNatale completed the 2019 Clausen Avenue Water Main and Roadway Improvements program and their work met all project criteria. Staff concurs with the recommendation from Baxter & Woodman to award the 2020 Clausen Avenue Water Main and Roadway Improvements project to DiNatale Construction Inc. for a total contract cost of $1,091,424. Chair Fink recommended to award the contract to DiNatale Construction and motion to approve to M&J Asphalt, G&M Cement. Motion seconded by Trustee Scott Lewis.
Springdale Drainage Study Update
Casey Biernacki Assistant Director of Municipal Services presented to the Committee. He reported Staff and Christopher B. Burke Engineering (CBBEL) met on March 2, 2020 to kick-off the Springdale Stormwater Study. The online survey was developed, and letters were sent on March 6, 2020 to 173 homes. Most homes were within the Western Springs limits but some homeowners from LaGrange, LaGrange Highlands and Countryside were included within the study area. Village Staff and CBBEL received sixteen responses to the survey. An open house resident meeting was scheduled for March 31, 2020 but postponed due to COVID-19 pandemic until further notice. CBBEL has continued surveying the study area, collecting sewer system information, modeling a variety of storm events and observing the area during any significant rain events. They also met with residents who reported issues to the Village Staff in the last two months which resulted in excellent data collection. Trustee Fink stated the timeframe would be by summer.
Capital Summary
Ridgewood Oak Detention Basin
Director Matt Supert reported to the Committee they are in the final stages and Staff will schedule a public hearing in August once the SSA is done. The ordinance drafting SSA #8 for the project will be presented to the Village Board during the May cycle with work anticipated to begin sometime in July.
Well 5 Transmission Main
Director Matt Supert reported the Village is only holding remaining retainage on the project of approximately $32,812.85. Loan disbursement #5 has been processed by the IEPA. The Village is awaiting the funds to be deposited to close out the project. The project is substantially complete.
Well 5 Drilling
Director Matt Supert reported to the Committee the Village processed loan disbursement #4 on February 13, 2020. Approximately $99,240.90 remains in retainage to be paid to the contractor. Loan disbursement #5 has been processed by the IEPA and the Village is awaiting the funds to be deposited to close out the project.
Well 5 Electrical and Pumping Equipment
Director Matt Supert reported to the Committee the Village signed and executed IEPA Loan Offer and Acceptance on 3/5/2020. A preconstruction meeting was held in March and work is expected mid- late July.
2020 Roadway Referendum Program-Prospect Avenue
Director Matt Supert reported to the Committee bids were opened on 5/5/2020 at 10:00am. Prospect resident meeting will be held mid-late June. Bid tabulations and award recommendations were presented by Assistant Director Casey Biernacki to the Committee. See above.
2020 Roadway Referendum Program and IEPA Water Main Improvement Project-Clausen Avenue. Bids were opened on May 11, 2020 at 9:00AM. Please see information regarding bid tabulations and award recommendations presented to the Committee by Assistant Director Casey Biernacki previously during this meeting.
2020 Motor Fuel Tax (MFT) Resurfacing Program
Assistant Director Casey Biernacki and reported the bids were opened on 5/1/2020 this was presented and see memo on bid tabulations and award recommendations.
2019 Roadway Referendum Program
Director Matt Supert reported to the Committee restoration is complete. Final pay quantities and estimates are being finalized.
2019 MFT Resurfacing Program
Casey Biernacki Assistant Director of Municipal Services reported the project area restoration will be completed during the week of 5/18/2020.
IEPA LOAN Clausen Water Main Replacement (North Branch)
Casey Biernacki Assistant director of Municipal Services reported the project is complete. One final invoice will be submitted to the IEPA once the project has closed out to cover retainage.
Central Avenue Reconstruction/MWRD Sewer Separation
Casey Biernacki Assistant Director of Municipal Services reported to the Committee the comments from the resident meeting are being complied and responses are being developed. Village is coordinating with the Park District and Illinois Tollway on easements needed for a new storm sewer. Phase I Project Development Report (PDR) will be submitted to IDOT once easements have been secured.
West Suburban Mass Transit District (WSMTD) Grant-Phase 2 Project
Casey Biernacki Assistant Director of Municipal Services presented to the Committee. He reported the contractor has completed all base work for the brick paver area. Brick pavers are being installed during the week of 5/11/2020. The contractor will install the bike shelter, EV charging station and signage. He reported we are waiting on ComEd to install their service connection this month or next month. Chair Al Fink asked why ComEd and Assistant Director advised ComEd was waiting for us to finish.
Motion to adjourn by Trustee Alan Fink, Chairman and seconded by Trustee Scott Lewis Meeting adjourned at 8:03 AM
RECESS TO CLOSED MEETING 8:03 AM Closed Session: The purchase or lease of real property for use by the Village (5ILCS 120/2(c)(5)).
https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_05142020-1061
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