Loading...
HomeMy WebLinkAboutPacket - 06/02/2003 - City Council R E V I S I O N REGULAR CITY COUNCIL MEETING AGENDA Monday, June 2, 2003, 7:30 P.M. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Presentation Honoring McHenry Police and McHenry Township Fire Protection District 5. Public Input Session – 10 Minute Limitation 6. Consent Agenda:  Special Use/Picnic Permit Requests;  Block Party Requests;  Request to Advertise for Requests for Qualifications (RFQ) - Fireworks Display Contract for Services;  Final Payment - D.L. Franzen, Excavation/Aggregate Work, Petersen Park Waterfront Improvements $19,918.66;  Final Payment - Custom Landscaping, Sod Installation, Petersen Park Waterfront Improvements $7,752;  Parks & Recreation Department - request to purchase Risograph RN 2030 Digital Duplicator from Integra Business Systems not to exceed $5,995 7. Request for Fence Variance from James & Valeria Sieman, 2101 Hazelwood Drive 8. Request for Fence Variance from Mario Fiorita, 4716 Joyce Lane 9. Request for Fence Variance from Mario & Maliea Penuela, 4720 Joyce Lane 10. Request for Annexation, Rezoning, and Use Variance – Concetta Arcuri, 2905 W. Route 120 11. Request for Preliminary and Final Plat Approval, Expansion of existing Conditional Use Permit, and Variances - Jeff Kleinhans, 2911 and 2913 West Route 120 12. Request to Connect to Municipal Sanitary Sewer System – Patricia Bour, 1902 Orchard Beach Road 13. Recommendation to enter into an Engineering Services Agreement with Baxter & Woodman, Inc. for the Overflow Storm Sewer in Olde Mill Ponds Subdivision not to exceed $9,700 14. Request for Expansion of an existing Conditional Use Permit from McHenry Lube Express, 5200 W. Elm Street 15. Request for a Conditional Use Permit from Boncosky Oil Co., 4712 Bull Valley Road 16. Recommendation approve the Engineering Services Agreement with Smith Engineering Consultants, Inc. for Freund Field Phase III Improvements not to exceed $11,996.40 17. Recommendation to approve the Engineering Services Agreement with Baxter & Woodman for the Waukegan Road/Water Main Improvements in an amount not to exceed $18,400 18. Ordinance granting a Use Variance from Paul DeCarlo, 5016 West Elm Street 19. Request for Addendum No. 3 from Smith Engineering Consultants, Inc. for additional services performed relating to the McCullom Lake Road/Route 31 Intersection Improvements Project not to exceed $68,299 20. Mayor – Statement and Reports 21. Committee Reports 22. Department Head Reports 23. New Business 24. Executive Session: Personnel 25. Adjournment Posted and Mailed: May 30, 2003 C O N S E N T A G E N D A The Consent Agenda for the June 2, 2003 City Council meeting consists of the following items:  Special Use/Picnic Permit Requests;  Block Party Requests;  Request to Advertise for Requests for Qualifications (RFQ) - Fireworks Display Contract for Services;  Final Payment - D.L. Franzen, Excavation/Aggregate Work, Petersen Park Waterfront Improvements $19,918.66;  Final Payment - Custom Landscaping, Sod Installation, Petersen Park Waterfront Improvements $7,752;  Parks & Recreation Department - request to purchase Risograph RN 2030 Digital Duplicator from Integra Business Systems not to exceed $5,995 Attachments PRESENTATION TO: Mayor and City Council FROM: Douglas K. Maxeiner, City Administrator FOR: June 2, 2003 Regular City Council Meeting Representatives from the McHenry Police Department and McHenry Township Fire Protection District will be in attendance to present Letters of Commendation to McHenry Police Officers, Sgt. John Jones, Officer Dan Kreassig, and Officer Larry Popp and McHenry Firefighters and Rescue Personnel for conduct above and beyond the call of duty while rescuing the Pakula Family during their house fire that occurred on May 14, 2003 at 5508 Chasefield Circle. In addition to the Police Officers and Fire/Rescue personnel, Mr. & Mrs. Pakula will be in attendance along with their neighbors, Sean Hough and Bryan Buellesbach who also assisted in the safe removal of the Pakula’s children. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 2, 2003 Regular City Council Meeting RE: Waukegan Road/Water Main Improvements ATTACHMENT: Engineering Services Agreement RECOMMENDATION: Approve the attached Engineering Services Agreement with Baxter & Woodman, Inc. for Waukegan Road/Water Main Improvements relating to the Riverwalk Place Townhome Development in an amount not to exceed $18,400. Background: At its January 20, 2003 meeting, the City Council approved conceptual plans for the Riverwalk Place Townhome Development. As part of the Developer Agreement, the city will make various infrastructure improvements within the Waukegan Road right-of-way in anticipation of the development. As a point of information, it was anticipated that these improvements would have to be made in the next several years. Attached is a copy of an Engineering Services Agreement for the design of the following improvements on Waukegan Road: 1. Reconstruction and widening of Waukegan Road to 27-feet and the installation of curb and gutter along the north and south sides of Waukegan Road; 2. Installation of storm sewer main and service laterals to the proposed Riverwalk Place Townhomes development; 3. Restoration of right-of-way disturbed by construction and the relocation or replacement of existing trees; and 4. Replacement of approximately 1,630-lineal feet of water main along Waukegan Road from Green Street to the Central Wastewater Treatment Plant. Recommendation: It is recommended that the City Council approve the execution of the attached Engineering Services Agreement with Baxter & Woodman for the Waukegan Road/Water Main Improvements in an amount not to exceed $18,400. AGENDA SUPPLEMENT To: Mayor and City Council From: Pete Merkel, Director of Parks & Recreation For: June 2, 2003 City Council Meeting Committee Recommendation: To approve the Engineering Services Agreement with Smith Engineering Consultants, Inc. for contract plans and specifications for Phase III Improvements at Freund Field. The total for engineering services as proposed is $11,996.40. Background Smith Engineering Consultants, Inc. has submitted an Engineering Services Agreement to prepare plans and specifications for the Phase III Improvements at Freund Field. It is anticipated that City Council will be asked to approve the advertisement for bids in the summer; work will begin on the parking lot and ball field renovations in the fall; and final landscaping to be installed in spring 2004. This project is included in the FY 2003-04 budget for the amount of $135,000. Committee Recommendation A recommendation was made at the May 15, 2003 Parks and Recreation Committee to forward the engineering services agreement to the City Council for action. /PM/klq /Pete/Agenda Supplement/FF Phase III Plans AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 2, 2003 Regular City Council Meeting RE: McCullom Lake Road and Illinois Route 31 Road Widening RECOMMENDATION: To authorize the Mayor to execute Addendum #3 in the amount of $68,299 to Smith Engineering’s contract for this project bringing the total engineering design contract to $315,303.29. ATTACHMENTS: Contract outlining the additional scope of work, direct costs and fees. Background: Smith Engineering is in the final stages of roadway design for the Route 31/McCullom Lake Roadway improvement. Since the inception of this project, the project limits, complexity and scope have expanded. Originally, the total project cost was estimated at $2.2 million with constructions costs totaling $1.8 million. Smith’s original fees for engineering were $130,705 or 7.3% of construction costs. The scope of the project has increased considerably with changes in construction standards and right-of-way acquisition. Currently, the project is expected to total $3.3 million with construction costs amounting to $2.8 million. Fortunately, funding contributions from outside sources have increased as well. The original grant from the Council of Mayors totaled $520,000. Since then, the Council of Mayors has increased the federal contribution to $1.0 million, a CMAQ (Congestion Mitigation Air Quality) grant is adding $312,400, an Illinois First Grant has been obtained totaling $750,000, and IDOT has provided a probable commitment of $660,000. In total, grants for this project are expected to total $2.723 million. Smith Engineering has previously requested and received City approval for two addenda to the original contract. The first addendum, totaling $97,358.14, is to perform the necessary right-of-way acquisition work which consists of determining the additional ROW needed, the required appraisals of the property to be acquired, negotiations with property owners and the coordination of the acquisition process. The second addendum, amounting to $18,941.00, is to revise plans to account for additional work due to extended project limits and signal interconnections requested by IDOT. The reasons for this third addendum are spelled out in a letter from Smith Engineering dated March 31, 2003 and in Exhibit A to the addendum agreement. Analysis: The current engineering fee, including the two approved addendums and this third requested addendum, is 11.3% of the revised construction cost of $2.8 million. In addition to the increase in the project’s scope, the complexity has also increased. Exhibit B details the history of engineering and construction costs of this project. Recommendation: In order for Smith to recoup the additional expenses incurred, staff requests approval of addenda #3 in the amount of $68,299. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 2, 2003 Regular City Council Meeting RE: North Interceptor Sewer Project ATTACHMENTS: Baxter & Woodman Change Order and recommendation for approval for payment. Background: Bids for the North Interceptor Sewer Project were opened in July of 2001 and the City Council awarded the contract to George W. Kennedy Construction in the amount of $2,598,707.20. The contract included three parts: Part A covered the actual interceptor sewer; Part B called for extending a water main from the City Limits to McCullom Lake Road on Riverside Drive; and, Part C entailed the reconstruction of Riverside Drive. The project began in August of 2001 with a scheduled substantial completion date of November 1, 2001 and a target final completion date of May 2, 2002. As the City Council is aware, this project had numerous challenges and obstacles for the contractor and the City, which in turn added financial burden to the project. Some of these challenges are as follows:  Township improvements: the township provided the material and the City absorbed the labor cost for the installation of drainage improvements  Unforeseen conditions through Timber Trails subdivision (floating of the sanitary sewer main) had an estimated cost of $100,000 which the contractor submitted actual costs of approx. $48,000.00  Underground utilities through the Timber Trails Subdivision $40,000.  Poor soils conditions under Riverside Drive $19,500.  Shared costs in overlaying Court Street from Pine Street to the dead end of Court Street. Analysis: George W. Kennedy Inc. has submitted their final invoice for the North Interceptor Sewer Project. The final construction cost was $290,463.85 higher than the original bid amount, which reflects an 11.1% increase. The typical contingency allowance for construction costs on a project of this magnitude is between 9 and 12 percent. Due to the complexities surrounding the project, the 11.1% increase is well within an acceptable level. The original contract and the subsequent changes are as follows: Original contract price $2,598,707.20 Change Order No. 1 (change in the unit prices: no dollar change) Change Order No. 2 (Riverside Dr.) 19,262.44 Change Order No. 3 (Final unit quantities) 271,201.41 Final Cost of Construction: $2,889,171.05 In an effort to avoid liquidated damages, the contractor has absorbed numerous changes to the contract and has provided exceptional service to the City of McHenry. Some of the costs that were absorbed were the service line at Broad Street and Riverside Drive, 50% of the cost of paving Court Street, removal and replacement of the curb and gutter on Riverside Drive and numerous residential landscape concerns within the project. The contractor also had an excellent response time to the unfortunate sanitary sewer backup on Riverside Drive. With the exception of one outstanding claim, the contractor has addressed all of the residential sewer back-ups on Riverside Drive. It is the opinion of Public Works and Baxter and Woodman that George W. Kennedy Construction Company has performed to the highest level of production that could have been expected under these project conditions. It is obvious from the above that the contractual deadline for substantial completion of November 1, 2001 was unrealistic. This would also make the May 2, 2002 deadline for final completion unattainable. As a result of the situations and conditions encountered with this project, staff is proposing that the contractual deadlines for the project are revised to reflect the final substantial completion of the work on Riverside Drive for September 15, 2002 and the final project completion date of November 1, 2002. Recommendation: Staff recommends approval of change order #3 and to authorize the final payment to George W. Kennedy Construction Company, Inc., in an amount, not to exceed $83,147.85 for the North Interceptor Sewer Project bringing the cumulative payout on this project to $2,889,171.05.