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HomeMy WebLinkAboutPacket - 06/30/2003 - City Council A G E N D A REGULAR CITY COUNCIL MEETING Monday, June 30, 2003, 7:30 P.M. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Presentation: Mr. George Johnson, Shamrock Farms LLC 5. Public Input Session – 10 Minute Limitation 6. Consent Agenda: a) Year 2003/2004 Prevailing Wage Ordinance b) Request to Connect to City Alarm Panel, Dunhill’s Prime Steakhouse, 1501 S Rt 31 c) Shamrock Farms/Kimball Hill Homes Bond Reduction d) Recommendation to authorize repairs to Public Works Hi-Ranger not to exceed $16,600 7. TIF Redevelopment Proposal from Ron Bykowski for former Eby Brown building, 3710 West Elm Street 8. Discussion of the City of McHenry Downtown Plan 9. Recommendation to award contract to VOA for design, construction preparation and architectural services relating to the McHenry Riverwalk Project 10. Request from American Heritage Development Corp. for a Side Yard Variance at 5814 Stonebridge Trail 11. Request for Conditional Use Permit for operation of motor vehicle body shop and outside storage of damaged vehicles at 3006 W. Route 120 12. Preliminary and Final Plats of Subdivision - Prairie Pointe Business Park 13. Ordinances Annexing and granting Zoning Map Amendment and Use Variance, 2905 W. Route 120 14. Engineering Services Agreement with Baxter & Woodman, Inc. for Construction Services relating to the Edgebrook Drainage Way Phase 2 Improvements not to exceed $45,000 15. Engineering Services Agreement with Baxter & Woodman, Inc. for Construction Services relating to the installation of standby generators at Water Treatment Plant 4 and Donovan Street Pumping Station not to exceed $12,000 16. Recommendation to approve Change Order No. 3 and final payment to George W. Kennedy Construction in an amount not to exceed $112,838.75 for the North Interceptor Sewer Project 17. Possible Annexation of Unincorporated Tracts of Land Surrounding the City of McHenry 18. Discussion: Comprehensive Transportation Study 19. Mayor – Statement and Reports 20. Committee Reports 21. Department Head Reports 22. New Business 23. Adjournment Posted and Mailed: June 25, 2003 C O N S E N T A G E N D A The Consent Agenda for the June 30, 2003 City Council meeting consists of the following items: a) Year 2003/2004 Prevailing Wage Ordinance b) Request to Connect to City Alarm Panel, Dunhill’s Prime Steakhouse, 1501 S Rt. 31 c) Shamrock Farms/Kimball Hill Homes Bond Reduction d) Recommendation to authorize repairs to Public Works Hi-Ranger not to exceed $16,600 Attachments AGENDA SUPPLEMENT TO: Mayor and City Council FROM: John T. Lockerby, Assistant City Administrator FOR: June 30, 2003 Regular City Council Meeting RE: 2003/2004 MCMRMA Renewal Recommendation: To approve payment to the McHenry County Municipal Risk Management Agency in the amount of $557,251 divided into two payments of $278,626 due July 1 and October 1, 2003 for Year 2003/2004 Insurance Renewal Year. The City of McHenry has been a member of the McHenry County Municipal Risk Management Agency (MCMRMA) insurance pool since its inception in 1988. MCMRMA consists of eight communities and provides risk-financing mechanisms for funding of workers compensation claims, property loss, general liability, and public officials insurance in addition to providing loss prevention and claims administration services. The pool is administered by Nugent Risk Management Services and Gallagher Bassett Services, Inc. provides loss prevention support. Since the events of September 11, 2001 insurance rates have been steadily increasing as the insurance market continues to deteriorate. McHenry’s portion of the 2003/2004 renewal is increasing $10,104 from last year, which compared to past year’s increases is significantly small. This is due in part to proper fund management of the pool and the improved efforts of the members towards loss control. Risk management is funded through internal premium charges to each department in the 2003/2004 fiscal year budget for a total of ________________ . Staff recommends payment of $557,251 to the McHenry County Risk Management Agency for the Year 2003/2004 Insurance Renewal Year to be divided into two payments of $278,626 due July 1 and October 1, 2003. mmg PRESENTATION TO: McHenry City Council FROM: Mayor Pamela J. Althoff FOR: June 30, 2003 Regular City Council Meeting Mr. George Johnson of Shamrock Farms LLC requested time at the City Council meeting to make a brief presentation regarding the Riverwalk. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 30, 2003 Regular City Council Meeting RE: North Interceptor Sewer Project ATTACHMENTS: Change Order #3 from George W. Kennedy Construction and recommendation for approval for payment from Baxter and Woodman. 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  Underground utilities through the Timber Trails subdivision  Poor soils conditions under Riverside Drive Analysis: George W. Kennedy Inc. has submitted their final invoice for the North Interceptor Sewer Project amounting to $112,838.75 bringing the final construction cost to $2,858,630.69, $259,923.49 higher than the original bid amount. 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 10.0% 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) 240,661.05 Final Cost of Construction: $2,858,630.69 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. By approving the final payment this will not affect any outstanding issues surrounding the sewer backup on Riverside Drive, due to the fact that the contactor’s insurance company has been addressing each claim as it has been reported. To date, Public Works is aware of only one unresolved claim related to the sewer backup. 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 $112,838.75 for the North Interceptor Sewer Project bringing the cumulative payout on this project to $2,858,630.69. CONSENT AGENDA TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 16, 2003 RE: Shamrock Farms/Kimball Hill Homes Bond Reduction RECOMMENDATION: Approve the reduction of the Surety Bonds for the restoration and grading of Shamrock Farms Neighborhoods 2,3,4,5 and 9 to the amount of $6,250.00 each. Background In accordance with a request from Kimball Hill Homes, Baxter & Woodman completed a review of the surety bonds required for the restoration and grading of Shamrock Farms Neighborhoods 2,3,4,5 and 9. Kimball Hill is requesting a reduction in the bonds due to the completion of the mass grading for these neighborhoods. Based upon the Developer Engineer’s Opinion of Probable Cost and visits from Baxter and Woodman’s Resident Project Representative, the following is a current analysis of the project costs: Shamrock Farms Current Bond Amount Proposed Bond Amount Neighborhood 2 $276,175.00 $6,250.00 Neighborhood 3 $417,000.00 $6,250.00 Neighborhood 4 $369,400.00 $6,250.00 Neighborhood 5 $468,600.00 $6,250.00 Neighborhood 9 $464,800.00 $6,250.00 Staff concurs with Baxter & Woodman’s analysis and recommendation to reduce each Surety Bond for Shamrock Farms Neighborhoods 2,3,4,5 and 9 to $6,500. If the recommendation is implemented, the City will have Surety Bonds totaling $31,250.00 for any remaining grading and restoration warranty work. The City still has a separate Letter of Credit in the amount of 125% of the engineers estimate on file for the public improvements. Recommendation Staff requests authorization to reduce the surety bonds for the restoration and grading of Shamrock Farms Neighborhoods 2,3,4,5 and 9 to $6,250.00 each. CONSENT AGENDA TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 30, 2003 Regular City Council Meeting RE: Street Division Hi-Ranger Repair ATTACHMENT: Estimates RECOMMENDATION: Authorize Certified Fleet Services, Inc. to perform repairs to the Hi- Ranger for State Certification in an amount not to exceed $16,600. Background: The Street Division’s Hi-Ranger truck is required to pass an inspection every 5 years as part of the State certification process. This piece of equipment allows safe access to high places and is used to install banners, trim storm damage and maintain traffic signals and street lights. During this year’s inspection, various items were identified as needing attention prior to the State issuing its approval for certification. Staff obtained three estimates from mechanics capable of performing the necessary repairs as follows: Certified Fleet Services - Elmhurst, Illinois $16,600.00 Dueco – Waukesha, Wisconsin $16,648.81 Utility Equipment Leasing Corp. – Waukesha, Wisconsin $19,489.00 These repairs are not an emergency and are for certification purposes only. The Hi-Ranger will continue to remain in service and if approved the repairs will take approximately one week. This item is budgeted in the City’s 2003/03 fiscal year budget. Recommendation: Staff recommends authorizing Certified Fleet Services, Inc. to perform the necessary repairs to the Hi-Ranger for State certification in an amount not to exceed $16,600.00. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 30, 2003 Regular City Council Meeting RE: Edgebrook Drainageway Project Improvements, Phase 2 RECOMMENDATION: Approve the Engineering Services Agreement from Baxter and Woodman for Construction Services relating to the Edgebrook Drainageway Project Improvements, Phase 2 in an amount not to exceed $45,000. Background: At the May 19, 2003 Regular City Council Meeting, the Council approved the request to advertise for bids for the construction of the Edgebrook Drainageway Project Improvements, Phase 2. All of the necessary easements have been obtained from the residents along Anne Street and Grove Avenue and the bid opening has been scheduled for July 1, 2003. Per staff’s request, Baxter and Woodman has submitted an Engineering Services Agreement for Construction Services including serving as the City’s representative in all phases of the project. Analysis: The Engineering Services Agreement from Baxter and Woodman will provide consultation and the customary engineering and construction related services for the period from the bid opening to the original construction contract final completion date. The proposed Agreement provides a full time Resident Project Representative (RPR) to be on site to observe the contractor’s work and assure it conforms the final design documents. Due to the magnitude of this project, which includes approximately 1800 lineal feet of stream bank grading and stabilization with numerous landscape challenges and the complexity surrounding the Community Development Block Grant (CDBG) submittals, it is recommended to hire Baxter and Woodman for construction related services and to authorize the Mayor’s execution of the attached agreement. Recommendation: It is recommended to the Mayor and City Council to approve the Engineering Services Agreement from Baxter and Woodman for Construction Services relating to the Edgebrook Drainageway Project Phase 2 in an amount not to exceed $45,000. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: June 30, 2003 Regular City Council Meeting RE: Water Treatment Plant No. 4 and Donovan Street Pumping Station Engine Generators RECOMMENDATION: Approve the Engineering Services Agreement from Baxter and Woodman for Construction Services relating to the installation of standby generators at Water Treatment Plant No. 4 and Donovan Street Pumping Station in an amount not to exceed $12,000. Background: At the May 19, 2003 Regular City Council Meeting, the Council approved the request to advertise for bids for the installation of standby generators and all related components at Water Treatment Plant No. 4 and Donovan Street Pumping Station to stay in compliance with Illinois Environmental Protection Agency (IEPA) regulations. As the Council may recall, the standby generators are necessary to avoid an interruption in service in the event these locations experience a power failure. The bid opening has been scheduled for July 1, 2003. Per Staff’s request, Baxter and Woodman has submitted an Engineering Services Agreement for Construction Services including serving as the City’s representative in all phases of the project. Analysis: The Engineering Services Agreement from Baxter and Woodman will provide consultation and the customary engineering and construction related services for the period from the bid opening to the original construction contract final completion date. The proposed Agreement provides a periodic part-time Resident Project Representative (RPR) to be on site to observe the contractor’s work and assure that the installation of the generators conform to the final design documents. Recommendation: It is recommended to the Mayor and City Council to approve the Engineering Service Agreement from Baxter and Woodman for Construction Services relating to the installation of standby generators at the Water Treatment Plant No. 4 and Donovan Street Pumping Station in an amount not to exceed $12,000.