electronic document

VILLAGE OF SCHAUMBURG
ENGINEERING & PUBLIC WORKS DEPARTMENT / 714 S. PLUM GROVE ROAD /SCHAUMBURG, IL 60193-4329
847.895.7100 /FAX 847.895.6086 / WWW VILLAGEOFSCHAUMBURG.CoM
I have reviewed the following minutes and to the best of my knowledge, they correctly represent the
actions taken at the meeting.
David Lawry
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Director of Engineering Public Works
Village of Schaumburg
Engineering & Public Works Committee
December 17, 2015
MEMBERS PRESENT:
Marge Connelly, Chairperson
Mark Madej, Trustee
Tom Dailly, Trustee
OTHERS PRESENT:
Brian Townsend, Village Manager
Dave Lawry, Director of Engineering & Public Works
Mike Hall, Assistant Director of EPW
Scott Kasper, EPW Engineering Manager
John Williams, EPW Superintendent of Field Services
Kristin Mehl, Senior Civil Engineer - EPW
Rob Covey, Community Development Engineer
Others: see attached
All items for Consent Agenda — Village Board Meeting of January 12, 2016.
APPROVAL OF NOVEMBER 19, 2015 MINUTES:
Trustee Madej made a motion to approve the minutes of November 19, 2015, seconded by Trustee
Dailly. All Ayes. Motion Carried.
EPW Committee Meeting
December 17, 2015
Page 2 of 8
CONSENT AGENDA:
NONE
NEW BUSINESS:
1. APPROVAL OF STATE PARKWAY AND NATIONAL PARKWAY IMPROVEMENTS
— AWARD OF PHASE II PROFESSIONAL ENGINEERING SERVICES
Ms. Kristin Mehl, Senior Civil Engineer, stated this item was for approval to complete the final
design for the State Parkway and National Parkway improvements as discussed with the EPW
Committee previously. She explained that staff solicited five proposals and Civiltech was
recommended based on their project team, experience, and understanding of this project.
Civiltech submitted a proposal for $597,305.93 that encompassed final design and right-of-way
acquisition services including appraisals and negotiations. Staff presented this project during the
Capital Improvement review and projected spending at approximately $470K during FY 16/17 with
the remainder during FY 17/18. Ms. Mehl stated the project was approved for federal funding for
50% of the Phase II and Right-of-Way Acquisition costs and 80% of the construction costs. The total
village share for Phase I and Phase II is $298,652.97. Trustee Dailly clarified that staff was
requesting an expenditure approval of $597K to front the entire cost, and would request
reimbursement as services are rendered. Mr. Brian Townsend, Village Manager, concurred.
Trustee Dailly made a motion, seconded by Trustee Madej, to concur with staff's recommendation
and recommend the Village Board award the State Parkway and National Parkway Improvements,
Phase II Professional Engineering Services to Civiltech Engineering, Inc. of Itasca, IL in the amount
of $597,305.93, and approve the required Resolution subject to approval of the FY 16/17 budget. All
Ayes. Motion Carried.
2. APPROVAL OF STATE PARKWAY AND NATIONAL PARKWAY IMPROVEMENTS
- LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION
Chairperson Connelly introduced this agenda item as a request for a Local Agency Agreement for
the State Parkway and National Parkway Improvements, and verified that the costs were reviewed in
the previous item. Ms. Mehl agreed and added that this agreement sets up the federal funding.
Hearing no further questions, the Chairperson called for a motion.
Trustee Madej made a motion, seconded by Trustee Dailly, to concur with staff's recommendation
and recommend the Village approve the Illinois Department of Transportation Local Agency
Agreement for Federal Participation for the State Parkway and National Parkway Improvements, and
approve the required Resolution. All Ayes. Motion Carried.
EPW Committee Meeting
December 17, 2015
Page 3 of 8
3. ILLINOIS DEPARTMENT OF TRANSPORTATION RESOLUTION ELIMINATING
THE NEED FOR SURETY BOND REQUIREMENT FOR PERMIT WORK TO BE
PERFORMED BY THE VILLAGE ON STATE MAINTAINED RIGHTS-OF-WAY
Chairperson Connelly commented that the Village Board has previously approved resolutions to
eliminate the need for Surety Bonds with the Illinois Department of Transportation. The current
resolution expires on December 31, 2015. The chairperson added that the report was thorough and
hearing no questions from the committee, called for a motion.
Trustee Madej made a motion, seconded by Trustee Dailly, to concur with staff's recommendation
and recommend the Village Board approve a Resolution Eliminating the Need for a Surety Bond
Requirement for Permit Work to be performed by the Village of Schaumburg on State Maintained
Rights-of-Way. All Ayes. Motion Carried.
4. APPROVAL OF FIRE DEPARTMENT ADMINISTRATION SPACE ANALYSIS CHANGE ORDER NO. 1
Ms. Mehl introduced this request for a change order to the Fire Department Administration Space
Analysis project and stated that DLA Architects was hired to assess the needs for the admin staff.
The current offices were built 23 years ago, and operational and staffing needs have changed.
The original contract with DLA requested an assessment of the differences between remodeling the
existing office area at Fire Station 54 and constructing an addition to Fire Station 51. Following
completion of the study, staff was directed to consider a third option — utilization of underused space
within the existing bunkhouse and restroom area at Fire Station 54. DLA submitted a change order
for $3,500 for completion of that work. When added to the original contract of $18K, the new total
exceeds the $20K threshold that necessitates Village Board approval.
Trustee Dailly questioned whether this third option would be added to the first option. Mr.
Townsend clarified the initial study was for two options, and this was a third, separate option. In
summary, two of the options would involve changes to Station 54 and one of them to Station 51. He
explained that the fire chief requested some of the remaining space issues at Station 54 be assessed,
particularly because of the number of staff in the administration division. Trustee Dailly pointed out
that parking is another issue at Fire Station 54.
Mr. Townsend drew attention to the fact that these improvements were not included in the 5-year
Capital Improvement Plan (CIP) Presentation on Tuesday night because not all options have been
considered. Chairperson Connelly understood that staff preferred to complete the study before
including it in CIP. The chairperson went on to question elevator accessibility and American
Disability Act (ADA) requirements for the firehouses and wondered whether this type of project
would trigger compliance issues. Ms. Mehl indicated that the scope of the project and extent of
proposed renovations could prompt some additional work. Chairperson Connelly reasoned that this
was not an area typically open to the public, and no current employees have need of an elevator, but
if a certain percentage of work were proposed, ADA conditions would apply and need to be funded.
EPW Committee Meeting
December 17, 2015
Page 4 of 8
Trustee Dailly made a motion, seconded by Trustee Madej, to concur with staff's recommendation
and recommend the Village Board approve the Fire Department Administration Space Analysis
Change Order No. 1 in the amount of $3,500 with DLA Architects, Ltd. of Itasca, IL, and approve
the required Resolution. All Ayes. Motion Carried.
5. APPROVAL OF IL-390 (ELGIN O'HARE) FRONTAGE ROADS REHABILITATION PHASE II DESIGN SERVICES
Mr. Dave Lawry, Director of Engineering & Public Works, stated village staff had participated in
several dialogs with the Illinois Tollway (Tollway) regarding reconstruction along the IL-390 (ElginO'Hare Expressway). The Tollway will take over jurisdiction of 1-390 next July from the Illinois
Department of Transportation (IDOT). One of the hang-ups in negotiations between IDOT and the
Tollway is how to handle the frontage roads. By legislation, the Tollway cannot own a public street
that is not tolled. The Tollway held discussions with IDOT (refused), Cook County (refused) and
then to the Village of Schaumburg. There is some value for the village to take over the frontage
roads and EPW requested these roads be included in the Street Assessment project to provide a
clearer picture of the condition of the streets. The study concluded the streets were generally in good
condition — the base course was sound, but the surface course needed some work. Additional
projected traffic on the frontage roads would also warrant additional roadwork.
Staff received a verbal agreement from the Tollway to fund 100% of the rehabilitation work
including a minimum 5" overlay with structural reinforcements on the roads, minor drainage
improvements, and replacement of the existing street lighting and traffic signals with LED
technology. (Work would take place along the frontage roads between Springinsguth Road and
Wright Boulevard). The Tollway requested that Schaumburg manage the project. Following
discussions with the Village Manager, staff concluded it would be best to retain control over the
project to ensure the work was completed on time and at village standards.
Mr. Lawry reiterated the work had to be complete prior to July 1. Staff turned to Chastain &
Associates — the firm who completed the Pavement Condition Analysis and requested a proposal for
Phase II design. Chastain submitted a proposal for $70,375 that would include design, preparation of
bid documents, plans and specifications. This would require a waiver of competitive proposals
because work needs to begin quickly to meet the July deadline. Mr. Lawry advised that work has
begun on RFPs (Requests for Proposals) for the Phase III Construction as per the normal
procurement process.
Trustee Madej verified this work would be reimbursed at 100% because construction along 1-390 has
damaged the roads. He also questioned whether the village would have input in the style and design
of the LED lighting. Mr. Lawry stated all construction would be paid by the Tollway, but staff would
spec the lighting. Mr. Townsend questioned how turf maintenance would be handled along the
frontage roads. Mr. Lawry stated EPW would be responsible for mowing and maintenance. Mr. John
Williams, Superintendent of Field Services, advised that EPW already subcontracted substantial
mowing along the frontage roads. Chairperson Connelly clarified that IDOT mowed on their side of
the fence, and EPW mowed on the other side and Mr. Williams agreed. Mr. Lawry indicated that
village maintenance was included in the original agreement with IDOT, so there would be no
additional costs. The pavement improvements should be good for twenty years. The chairperson
summarized that the village would gain the twenty years on the pavement and future improvements,
EPW Committee Meeting
December 17, 2015
Page 5 of 8
and snow removal and maintenance costs were already borne by the village. She stated that this
project was important for the village as an alternate route to Springinsguth Road traffic as well as
access to a number of businesses.
Mr. Lawry reviewed next steps with the trustees. An Intergovernmental Agreement (IGA) from the
Tollway will be forthcoming that will require execution. Any future contracts, particularly
construction contracts, should be approved after the execution so there is no risk associated with the
project. Additionally, an arrangement with Schaumburg Township will be necessary to cover the
property in front of Long Avenue. (Mr. Townsend clarified the township property ran from the
eastern property line of the baseball stadium to the Schaumburg Park District land).
Trustee Dailly made a motion, seconded by Trustee Madej, to concur with staff's recommendation
and recommend the Village Board waive competitive proposals, award the IL-390 (Elgin O'Hare)
Frontage Roads Rehabilitation - Phase II Design Services to Chastain & Associates, LLC of
Schaumburg, IL in the amount of $70,375, and approve the required Resolution. All Ayes. Motion
Carried.
6. ACCEPTANCE OF PUBLIC WATER MAIN ALONG ALGONQUIN ROAD
Mr. Rob Covey, Community Development Engineer, recalled that the owner/developer of the former
Dakota's property installed a water main along their frontage as part of an annexation agreement
with the village. He noted the new Wendy's Restaurant has been built and connected to the main.
The new water main is located in a dedicated public easement. All construction was completed and
inspected by village staff. A maintenance bond was received and the Bill of Sale will be provided
prior to the next Village Board Meeting. A resolution was included in the meeting packet.
Trustee Madej made a motion, seconded by Trustee Dailly, to concur with staff's recommendation
and recommend the Village Board accept the public water main along the frontage of the former
Dakota's property, along Algonquin Road and approve the required Resolution. All Ayes. Motion
Carried.
7. APPROVAL OF PAYMENT FOR SALT CONVEYOR REPAIRS
Mr. Williams advised the committee that EPW staff requested quotes from Motion Industries in
November 2014 for maintenance and repairs to the salt conveyor. A quote for $14,800 was
submitted and work scheduled to begin spring of 2015. At that time, pricing for replacement parts
had increased, so a change order was submitted and approved. A second cost change occurred when
damage to the head pulley was discovered; a second change order for $2,495 was submitted. Motion
Industries continued repairing and replacing parts without consulting with staff, so additional change
orders were not submitted. Mr. Williams pointed out that all work was necessary; however, the final
cost of this project was $21,837. Mr. Lawry assured the trustees that all work and parts were vetted,
and agreed with Mr. Williams' statement that all work was necessary. Climate, salt, and age all
played a role in the need for maintenance.
Trustee Dailly made a motion, seconded by Trustee Madej, to concur with staff's recommendation
and recommend the Village Board approve payment for salt conveyor repairs and service to Motion
Industries in a total amount of $21,837.83. All Ayes. Motion Carried.
EPW Committee Meeting
December 17, 2015
Page 6 of 8
8. RECOMMENDATION TO AWARD BID TO LEWELLYN TECHNOLOGY FOR ARC
FLASH ANALYSIS
Mr. Mike Hall, Assistant Director of EPW, stated the department published a Request for
Qualifications (RFQ) and proposals for an Are Flash Analysis and sent it to three firms. Two
qualified responses were received. Mr. Hall alluded to the packet of information submitted to the
EPW Committee and summarized that the analysis was required under training standards to protect
the safety of employees. The analysis will include specific requirements such as on-site data
collection, and single-line drawings of all electrical work. Since this work must be completed by
April 30, printing and installation of labels was deferred until the analysis is finished. Staff will
budget for labeling from the Operating Fund. Chairperson Connelly verified that the labeling would
begin as soon as possible and Mr. Hall agreed, pending availability of funding. The chairperson
commented that "Some things are nice to have and some things that involve the safety of
employees...are have-to-haves — both from a moral obligation to our folks, and a legal obligation."
She recommended staff get this work started even if labeling had to defer to the next fiscal year. Mr.
Hall indicated scheduling was one of the reasons this firm was recommended for selection — work
can proceed and the analysis should be complete by the end of the fiscal year, allowing the labeling
to begin just after May 1. Chairperson Connelly questioned whether the labeling would have to go
out to bid and Mr. Hall replied staff would get quotes and it could be approved at the Village
Manager level.
Trustee Dailly questioned the targeted locations for the study because he was uncertain if the study
encompassed all buildings. Mr. Hall explained the list includes all village-owned facilities, even the
pump and well stations, as well as street lighting cabinets and transformers. Mr. Lawry simplified
the concept and noted anything with a shut-off switch and fusing would require labeling and
additional protection. Mr. Hall advised that staff accompanied Lewellyn on a tour of village facilities
and outdoor locations to ensure awareness of the scope of the work. Mr. Townsend added that
ComEd equipment was not included, only equipment maintained by EPW. Chairperson Connelly
supposed the reason why so many account numbers were listed under the budget information had to
do with water account funds versus general funds. Mr. Hall agreed and noted the Water Fund would
pay for analyses of the well houses and pump stations, while individual buildings such as the
Schweilcher House or ballpark were handled separately.
Trustee Madej made a motion, seconded by Trustee Dailly, to concur with staffs recommendation
and recommend the Village Board award the Arc Flash Analysis professional services to Lewellyn
Technology, Indianapolis, IN in a not to exceed amount of $162,307.46 and approve the required
Resolution. All Ayes. Motion Carried.
OLD BUSINESS:
NONE
EPW Committee Meeting
December 17, 2015
Page 7 of 8
CONTINUING ITEMS:
NONE
DEFERRALS:
NONE
COMMENTS FROM THE AUDIENCE/STAFF:
The audience in attendance had no comments.
TRUSTEE COMMENTS/MENTIONS:
Chairperson Connelly refrained from discussing Snow & Ice Operations to avoid jinxing employees.
She took a moment to wish all EPW Staff a Happy and Safe Holiday Season.
ADJOURNMENT:
It was moved by Trustee Madej, and seconded by Trustee Dailly, to adjourn the meeting at
7:23 p.m. All Ayes. Motion Carried.
Respectfully submitted,
Colleen Schlenker
Secretary
Engineering & Public Works
v:\epw minutes\2015 meeting minutes & agenda\december\2015-12-17 epw committee meeting minutes.docx
EPW Committee Meeting
December 17, 2015
Page 8 of 8
ENGINEERING & PUBLIC WORKS
Committee Meeting - Sign In
714 S. Plum Grove Road, Schaumburg, IL 60193-4329
Phone 847.895.7100 • Fax 847.895,6086
VILLAGE OF SCHAUMBURG
Date: December 17, 2015
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