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HomeMy WebLinkAboutMinutes - 2/26/2014 - Public Works Committee PUBLIC WORKS COMMITTEE MEETING � February 26, 2014 Training Room at the Municipal Center, 6:00 p.m. In Attendance: Committee Members: Chairman Alderman Blake, Alderman Wimmer and Alderman Santi. Absent: None. Staff in Attendance: Public Works Director Schmitt, Wastewater Treatment Plant Superintendent Ruzicka, City Engineer Pieper, and Administrative Assistant Lorch Chairman Alderman Blake called the meeting to order at 6 p.m. Public Comment: None Agenda Item 1: Central Wastewater Treatment Plant Electric Service Upgrade Director Schmitt explained that the Central Wastewater Treatment Plant has an emergency generator that in normal operation should start up and engage within seconds of an electrical power failure. This immediate transfer of power is necessary to insure that all the pumps, essential equipment and computers continue to operate to prevent a sanitary sewer overflow and discharge into the river. The generator is equipped with an automatic transfer switch that � senses when there is a loss of electrical power supplied by ComEd. When the switch senses a loss of electrical power it calls for the generator to start. Currently the automatic transfer switch will not start the emergency generator or automatically transfer the electrical power supply. This means that during an electrical power outage the CWWTP is without electricity until a Wastewater Division employee arrives onsite and manually starts the generator and then manually transfers the load. The employee actually uses a 2x4 to push the lever. Director Schmitt and City Engineer Pieper gave an explanation that after a review of this project, it was determined that it would fall in between the size of a small maintenance project that could be handled by city staff and a larger replacement project requiring a contractor to be hired. Since providing the standard engineering drawings and contract documents for bidding would result in a apparently high percentage of engineering work compared to the construction costs, HR Green took a second look at the project using a project delivery method that would allow HR Green to take control of the contractor doing the work and reduce the amount of engineering work that needed to be provided. (Design/Build contract attached). This will allow HR Green to deliver to the city the highest quality project at the lowest possible costs. City Engineer Pieper works hand in hand with the contractors and said that it works out well when the engineer and contractors work together because they both have something at stake. City Engineer Pieper clarified that the original capital budget for this project was $90,000. This � included design engineering, bidding services, construction observation and construction costs February 26, 2014 Committee Meeting • Page 2 for the project. Utilizing HR Green alternative project delivery method of design/build the costs `— of this project would be a lump sum amount of$68,350 compared to the traditional design, bid and construction services of$23,800.50 plus unknown construction costs. This reduced cost reflects the reduction in engineering, bidding costs and the indicated comfort factor a contractor has working directly for the engineer. Director Schmitt said that City Attorney McArdle has reviewed the attached contract between owner and design/builder and states "this is not a public improvement in the sense of construction of a project but simply the city engineer's work to maintain an existing public works facility". Per city attorney McArdle's advice, the city council should consider waiving the public bidding process in order to proceed with the proposed design/build contract. He also stated that both of these projects are perfect for this alternative type of contract and that a lot of municipalities are doing this. City Engineer Pieper opined this is an ideal job for this kind of contract and said it worked well in Monmouth and other places in the United Sates. When the method of design/build is used, contractors are on the same team with the engineer and they like it as well. From an engineer's stand point, the amount of design work, engineer drawings and assembling are reduced, and it eliminates the whole bidding process. It costs about $5,000 to bid a project out, no matter how big or small the project is. The city saves time, and money. If you use the bidding process, you never know which contractor will win the bid. � Alderman Blake asked if it is safe to assume that if we did not waive the bidding process, the cost would be much closer to the $90,000.00. City Engineer Pieper replied yes. He also stated that the costs were developed by sitting down with staff and asked what was needed. The city received quotes from electrical contractors which assisted in coming up with a price. Alderman Blake inquired if Director Schmitt was comfortable with this and he said yes and that we will be seeing more and more of this. Alderman Wimmer commented that the process will be expedited too. Alderman Wimmer asked if the contractors would be local and City Engineer Pieper said yes, maybe Hometown Electric for the CWWTP project and Donnley Mechanicals for SWWTP project. Director Schmitt commented that we have used these contractors in recent projects at both the CWWTP and SWWTP and they are very good. He also stated that if they weren't good, they would not be recommended. � February 26, 2014 Committee Meeting • Page 3 Superintendent Ruzicka stated that working with contractors we have used in the past is the �-- way to go. He also said that when a good working relationship has been established, trust has also been established. This gives the city more control and leverage. Alderman Wimmer stated that Director Schmitt and Superintendent Ruzicka seem confident and stated that he has no issue with this at all. Alderman Blake agreed. Alderman Santi is very concerned about not going out for bid. He stated that if we did go out for bids, the costs might come back cheaper than figures noted in the agenda. He said that the figures in the agenda don't add up. City Engineer Pieper explained that engineering and construction observation costs are lumped together; he does not have the broken down figures with him. He will send them to Alderman Santi on Thursday. Motion by Alderman Wimmer, and seconded by Alderman Blake for recommendation to the City Council for the approval of the Central Wastewater Treatment Plant Electric Service Upgrade utilizing the HR Green Contract between Owner and Design/Builder Voting Aye: Blake, Wimmer Voting Nay: Santi Motion carried. `-' Agenda Item 2: South Wastewater Treatment Plant (SWWTP) Chlorine Contact Gate Replacement Director Schmitt explained that during normal operations and routine maintenance by city staff, it was noticed that the mechanical gates in the chlorine contact tanks at the South Wastewater Treatment Plant (SWWTP) had became worn and reached the end of their useful life. Chlorine contact tanks are the final step in the wastewater treatment process. This is where the chlorine comes in contact with the treated wastewater and any remaining pathogens are removed or neutralized. Approximately once a month these chlorine contact tanks have to be drained and cleaned. The way this is accomplished is to close the gates that allow the wastewater to enter the contact tanks and open the drain valve. Once the contact tank is empty it can be cleaned of any grit or solids that may have accumulated. Over the years small holes have developed in the gates. This is due to oxidation, which is a natural occurrence in this type of operation. The holes have become so big that the drain in the chlorine contact tanks cannot sufficiently empty them to be cleaned. Even with the gates closed the contact tanks cannot be drained without the aid of a large gasoline powered pump which must be kept running during the process. In addition, the tanks cannot be drained completely to perform any needed maintenance. The project would consist of installing new operating mechanisms and new fiberglass gates. The fiberglass gates will prevent holes from rusting through in the future. Replacing the gates will allow the tanks to be completely isolated and drained for cleaning, repair and maintenance. � February 26, 2014 Committee Meeting Page 4 City Engineer Pieper spelled out that after a review of this project, it was determined that this L project would fall in between the size of a small maintenance project that could be handled by city staff and a larger replacement project requiring a contractor to be hired. Since providing the standard engineering drawings and contract documents for bidding would result in a apparently high percentage of engineering work compared to the construction costs, HR Green took a second look at the project using a project delivery method that would allow HR Green to take control of the contractor doing the work and reduce the amount of engineering work that needed to be provided. (Design/Build contract attached). This will allow HR Green to deliver to the city the highest quality project at the lowest possible costs. City Engineer Pieper then went on to clarify that the original capital budget for this project was $118,000. This included estimates for design engineering, bidding services, construction observation and construction costs for the project. Utilizing HR Green alternative project delivery method of design/build the costs of this project would be a lump sum amount of $96,625. This reduced cost reflects the reduction in engineering, bidding costs and the indicated comfort factor a contractor has working directly for the engineer. This delivery method is utilized by HR Green throughout the country, most recently in the City of Monmouth on a $1.5 million lift station upgrade,to provide cost and project time savings. City Engineer also stated that HR Green has several contractors they have worked with repeatedly and he feels comfortable with working with them in the future. Director Schmitt said that City Attorney McArdle has reviewed the attached contract between �— owner and design/builder and states "this is not a public improvement in the sense of construction of a project but simply the city engineer's work to maintain an existing public works facility". Per City Attorney McArdle's advice, the City Council should consider waiving the public bidding process in order to proceed with the proposed design/build contract. Alderman Santi does not feel comfortable with this agreement either citing the same reasons as he did for the CWWTP. City Engineer Pieper said that chlorine gate should be done when it is cold before the spring rains. Motion by Alderman Wimmer, seconded by Alderman Blake for recommendation to the City Council for the approval of the South Wastewater Treatment Plant (SWWTP) Chlorine Contact Gate Replacement utilizing the HR Green Contract between Owner and Design/Builder. Voting Aye: Alderman Blake, Alderman Wimmer Voting Nay: Alderman Santi Motion carried. � February 26, 2014 Committee Meeting • Page 5 �-- Agenda Item 3:Water Conservation Ordinance Using Color Coding System Director Schmitt explained that in March of 2011, he was appointed to serve on the Technical Advisory Committee (TAC) of the Northwest Water Planning Alliance (NWPA). NWPA's goal is to provide a sustainable water supply for the NWPA region in a manner that is both economically and environmentally sound. NWPA represents five councils of government, including approximately 80 communities and five counties (DeKalb, Kane, Kendall, Lake and McHenry), encompassing over 1.3 million people. A water conservation ordinance was developed by the TAC and recommended for adoption by the NWPA to all communities within the five council of governments. The Illinois State Water Survey recently released a comprehensive groundwater study. The study stated if not immediately addressed groundwater resources in McHenry County by 2050 could be strained to a point of water shortages and adverse effects on rivers, streams and wetlands. ANALYSIS: Section 26-7 of the Municipal Code currently reads as follows: "Temporary prohibition against use of water for sprinkling lawns". For the safeguard of the public health, safety and welfare, the Mayor and, in the Mayor's absence from the city, the Director of Public Works is authorized, from time to time, to � temporarily prohibit the use of water from the municipal water supply system for the purpose of sprinkling lawns. Such prohibition shall be in full force and effect upon publication of notice thereof in a newspaper published in the city, or receipt of other actual notice of such prohibition." At the recommendation of the NWPA, staff is recommending replacing Section 26-7 of the Municipal Code in it's entirely with a three colored tier system as attached on the draft water conservation ordinance and outlined below: • Green Condition: Lawn sprinkling is permitted only on odd/even days between the hours of 6:OOam and 9:OOam and between 6:OOpm and 9:OOpm. Property addresses ending in odd numbers shall be permitted to use water on odd numbered calendar dates and even numbered addresses on even numbered dates. There are no restrictions on other outdoor uses of water. • Yellow Condition: All outdoor water use shall be restricted to odd/even days between the hours of 6:OOam and 9:00 am and between 6:OOpm and 9:OOpm. Property addresses ending in odd numbers shall be permitted to use water on odd numbered calendar dates and even numbered addresses on even numbered dates. � February 26, 2014 Committee Meeting Page 6 • Red Condition: All outdoor use from the city's water supply is prohibited. � Water conservation status signs will be posted at entry points on arterial roads within the city and residents can also be notified of the water conservation status via the city's website, newsletter, and/or the message board. Discussion ensued and everyone agreed that passing a water conservation ordinance is the right thing to do. Alderman Blake suggested that the time restrictions be removed from the "Green Condition". He said that this is a good place to start with the restrictions and in the future the city can always change the ordinance if need be. Motion by Alderman Santi seconded by Alderman Blake, to recommend to the City Council the approval of the Water Conservation Ordinance as presented but with the following change: Omit the time restrictions from the "Green Condition". Voting Aye: Alderman Blake, Alderman Wimmer, Alderman Santi Motion carried. Other Business: � Director Schmitt explained that as part of the National Pollutant Discharge Eliminatory System's (NPDES) requirements state that one of the measurable goals for the program is to discuss a summary of the current program status at least once annually at a Public Works Committee meeting. Superintendent Ruzicka began by explaining the city's M54 program. MS-4 stands for Municipal Separate Storm Sewer Systems. The program started in 1990 with Phase I when the Environmental Protection Agency (EPA) began issuing NPDES storm water permits to municipalities over 100,000. The city was issued its NPDES permit in 1999 under Phase 2. As part of the permitting process the city developed a Storm Water Management Program (SWMP). Superintendent Ruzicka told the Committee that we currently have 195 outfalls. They have been getting inspected every three years. During the last MS4 audit in 2011 it was suggested by the EPA that we inspect one third of them annually instead. The department is complying. Every year all Public Works employees watch a training video on best management practices (BMP)for storm water runoff and spills. In addition they are trained on how to spot illicit discharges and report them. All illicit discharge reports are investigated. � February 26, 2014 Committee Meeting - Page 7 The EPA suggests the city develop an inventory of industries and businesses within the city. We � can then access this inventory and can begin to look for pollutants of concern in the storm water runoff. This concluded the presentation. Alderman Santi asked Director Schmitt his opinion of how the Venice Avenue meeting went. Director Schmitt said that he was disappointed with the low turnout and that perhaps it is not as big of a concern as what the city first thought. He also opined that it is a good thing to have a traffic light for Venice Avenue residents to exit from. Director Schmitt reported that the city wants to have a written agreement with the Gendes giving them permission to keep their possessions on city property if they continue to maintain the area as they do now. Director Schmitt also reminded everyone that on March 12 there will be another Public Works Committee meeting concerning the south Route 31 project. It will be at 6:00 pm and held in the City Council chambers at the Municipal Center. Adjournment Motion by Alderman Santi, seconded by Alderman Blake to adjourn the meeting at 6:58 pm. Motion carried. Respectfully submitted, �. ; fi'� �� �l-' , Chairman \►