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HomeMy WebLinkAboutMinutes 2001-2005"DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMUSSION January 17, 2001 Alderman Joe Kent Ned Ladegbach Maspret Woad David Urban Members Absent: Staff Present: Richard J.1~igurelli, Water & Sewer David Stoneback, Water & Sewer Regina Loofas, Water & Sewer Tan Jackson, Water & Sewer Otbea Prese u John V6n, Hara Engineering Dan Gallagher. Harry Engineering Roger Schiller, Ham Engineering Cheryl Judice Powell, resident Joan Baffle, resident Janelle Joseph, resident f The Flood & Pollution Control Commission met on January 17, 2000 in Room 2404 at the Civic Center. As Alderman Kea had not yet arrived, David Urban acted as Chair and called the to order at 7.05 p.m.. h[MU'TES The minutes of the September 20. 2000 Flood & Pollution Control Commission moiling were unanimously approved. CITIZEN t,:Q1011� David Urban spoke to the citizens present indkatmg that he understood their deske to comment on the sewer project and inviting them to speak Cheryl Judice Powell of 1000 Maple Avenue in Evanston began by thanking Alderman Drummer for all of the information he had provided to her aad her neighbors regarding the sewer project in the area of Maple and Lee Street. She stated that she wanted it to be on record just how disruptive the project is for the residents in the immediate area. She relayed her feeling that her and her immediate neighbors have born the brunt of the disruption caused by this project and that there should be compensation for this disruption. FPCC MRJEnES Jutuary 17.2001 Pop 2 bb. Powell described the number of pieces of equipment on site with a large SwAraw oa one ije, two cranes, and tics coming in and out with equipment. Work begins daily at 7:00 a.m. and does not quit until 7:00 p.m.. Site strongly stressed the kcal of infonnadon that was coed to her and her neighbors regarding the extent of the disruption and feh that those immef d* adjacent to the equipment and shaft !cannon needed to be communicated with direc dy and in advance. She emphzibed that both Harm and the contractors have been doing what they can and that she is not blaming theme; however, the:City needs to get better information out there and specifically to those so immediately affected. When you are the one to be &recdy affected, it is appropriate to knock on the door and explain what is going on. Originally the shag location was to be at Main St. and Maple. When it was moved to Main and Lee, no one even notified the residents of the change until the construction began in their front yard. Ms. Powell distributed copies of a letter that the residents had prepared and mailed to the City Manager on November 13, 2000. She stressed her frustration that the letter has not been responded to. She informed the Commission that she had contacted the City Manager in late November to follow up and was informed that the letter had been referred to the "Insurance Division" and she would receive a response in December. She has not yet received a response. She does not fed this is acceptable. Ms. Battle of 1001 Maple explained the situation that had occurred in which her sewer pipe was crushed by the large equipment resulting in a sewer backup in her home. She relayed the frustration of dealing with the issue for five days, being continuously told it is a private problem, firing a plumber and repeatedly rodding the line and finally staying at the Holiday Inn. All of this took place before the contractor dug up the line and found that the weight of the crane had crushed her sewer lateral and the repair was made. She noted the cortractoes responsiveness once the problem was determined to be his and that her expenses had been reimbursed however, it does not make up for the total frustration and anguish that takes place at the time. Ms. Battle stressed the inappropriateness of having this much construction take place in such a small area. Feels the City has done nothing. Feels taxpayers would be less irate if more communication_ Ms. Janelle Joseph emphasized the length of the project and reiterated the need for better communication. She stated for the record her concern over the future stability of her home as a result of the intensive construction in the area and her feeling that damage that may be associated with this project over the next few years must be addressed. She stated she has been appalled by the shabby treatment received by the neighbors and her frustration in being told that it was communicated to than in a meeting held last spring and a Byer in July. FPCC MINUTES January 17, 2001 Page 3 Rich Figurelli explained that he had first heard of the neighborhood concerns through a discussion with Alderman Drununer and had invited the neighbors to the Commission to share their concerns. He expressed his feeling that their concams need to be addressed and that we need to provide better communication and response. He stated that with the length of this project, it is easy to get used to doing things a certain way and the impact on individuals is not always looked at and the focus beoonm the entire arcs. He explained that the first portion of this project, the installation of the water main, experienced several delays. First, difficulty with the premm test and then later it was necessary to disinfect the pipe several times befiore it was thoroughly dean. Construction plans are often flexible and equked to change as a project is underway and the residents need to be better bdbraiai He apoio&W to the residents and assured them if ever needed to call him directly. Marge Wold asked Hama to explain the current status of this project and what could be aruticipated for the thture. Roger Schiller, Ham Engineering, explained that currently at the comer of Lee and Maple the tunneling is finished. At that corner on Maple, on the north side of Lee, we are now building a shaft 'structure. The settlement in the street just to the north of the shaft structure was caused by the raining operation and we were concerned that the sanitary sewer lateral into the Powell household may have been in jeopardy. That was dug up today to investigate and found that it is still in tact. Now the cantmctor will be building the drop shaft and that is scheduled for completion about the end of February, 2001. At that point, Maple will be reopened. There is another phase of work at the intersection which is shallow relief sewer work Relief sewers need to be installed on each of the corners of the intersection and will require temporary rerouting of traffic during those periods. David Urban spoke for the Commission in expressing their concern for the neighbors and the need to better identify these areas in the future so that they can be addressed in advance. He suggested that face to face visits night be appropriate for these individual locations that are so heavily impacted. Marge Wold expressed her feeling that this Commission needs to ensure that the City Manager responds to the November 13, 2000 letter referred to in this meeting. Marge Wold stated that while there is little that can be done to rectify what has already taken place, what can be done is to emphasize that the restoration which will take place in the future be done as quickly, beautifully and completely as possible, Alderman Kent suggested that the Commission take the letter to the City Manager. He asked that the pictures Ms. Powell had referred to be delivered to Mr. Figurelli so that they could be reviewed in conjunction with their letter. The Commission thanked Ms. Powell, Ms.Batlle and Ms. Joseph for sharing their concerns this evening LONG RANGE SEWER IMPROVEMENT PROGRAM CONSTRUCTION UPDATES Alderman Kent asked if the Commission had any questions regarding the construction updates for Phases VI, VII and VIII that were supplied in the packet. David Urban asked if the conflicts between the contractor, McNally Tunneling, and the City resulting from the construction along Noyes Street in Phase VI had been resolved. Rich ligurelli explained that the City is still in the process of dealing with this issue. Currently McNally Tunneling has filed a lawsuit to take the case to arbitration. The City's attorneys are of the opinion that it would be in the City's best interest to take the matter to court. In the meantime, the contractor is continuing the work included in Phase VI, Contract A. The project which was originally scheduled for a March completion should be completed by the end of November, 2001. FP C MMJTES January 17, 2001 Page 4 Margo Wail Made a motion to recommend to City Counci the award of the Pima VI, Comul t B. oaOstrudion ooatraat to Keefo-S mJoint Ventura pending Iqpd review. RichF� 0~ dot DiPado Company was do apparent low biddar fix this Contract, bmvew there is conomn as b wiatirr the bid is responsive in that the umnefng cgwience rogWmd is the specifications may not be amd rat and is still under review. DiPsoio's bid may be deemed-non-rtsponsiW due to 5ilra to meat the rdquiranestts for dmaelag —* ... that are outlined in the specifications. if this is the asq our recosunendation would be to award the bid to the second low bidder, Keefe -Shea Joint Ventura. David Stooebas# explained to the Commission the current states of the Phase VL B project. When staff preparod the original loan preparation umaits for the Phase VI project, the amount for Phase VI, Cam A. was a bstsnda0y less than the actual work once bids were received. As a rauk, the original ordinance authorizing the City to borrow funds for Phase VI did not provide adequate fimding for Phase VI, Contract B and C. To be eligible for additional funding, an ordinsm is ragWrW by the iEPA to increase the fiunding level authorized by City Council for the Phase VI projects. Currently, a draft of this ordinsnce is in the hands of the IEPA awaking their review before aubmitti g to council for adoption. Once this ordinance has been adopted and the construction and acgisoairg services contract awarded pending fiuk&q the City will be eligible for IEPA by-pass fundi g which is very likely to�be available this spring. David Urban seoonded the motion to reconunerul approval of the Phase VI, Contract B Coasbuction project to Keefe -sheer Joint Ventures pending legal review. The motion was unanimously approved. Margaret Weld made a motion to recommend to City Council the approval of the proposal for Engineering Services during Construction from Harza Engineering for Phrase Vl, Contract B of the Long Range Sewer Improvement Program. Award of the contract will be pending EEPA Revolving Loan Program fiunding Ned Lauterbach seconded the motion. The motion was unanimously approved. There being no fiuther business the meeting was adjourned at 8:15 p.m.. actfulIy,Submittcd,� Regina IL Loolcis "DRA 1, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL. COMMISSION November 29, 2001 Members Present: Alderman Stephen Engelman Ned Lauterbach Margaret Wold Members Absent: Alderman Joseph Kent David Urban Staff Present: Richard J. FigurdlL Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Keith Fujihara, Public Works Department Others Present: John Velon, Montgomery Watson Harza Dan Gallagher, Montgomery Watson Ham Rick Cook, Montgomery Watson Harza The Flood & Pollution Control Commission met on November 29, 2001 in Room 2404 at the Civic Center. In Alderman Kenes absence, Alderman Engelman chaired the meeting and called the meeting to order at 7: to p.m.. MINUTES The minutes of the January 17, 2001 Flood & Pollution Control Commission meeting were unanimously approved. LONG RANGE SEWER IMPROVEMENT PROGRAM CONSTRUCTION UPDATE, Rick Cook, Montogomery Watson Harry (MWH), provided the commission with an update on the status of the sewer improvement program. He informed the commission that the deep dropshaft that was a part of the Phase VI, Contract A project and located at the Ladd Arboretum passed its final inspection last Tuesday. The shaft was inspected by city staff, MWH engineers and the Metropolitan Water Reclamation District. The contractor is currently in the process of completing the landscaping and final punch list items associated with this contract. FPCC MINUTES November 29, 2001 Page 2 Ned Lauterbach asked staff for an update on the status of the lawsuit on the Phase VI, Contract A project. Mr. Stoneback stated that there have been several meetings and attempts to negotiate between the City and McNally Tunneling. Unfortunately. no settlement has been reached and the case is going to court. Mr. Stoneback clarified that the lawsuit was filed by McNally Tunneling against the City. Rick Cook, MWH, provided an update on the status of Phase VI, Contract B with DiPaolo. Mr. Figurelli explained to the commission that the original recommendation to the FPCC had been for the award of contract to go to Keefe -Shea. After review from the legal department, it was recommended that the bid award be given to DiPaolo Construction as the low bidder. Keefe -Shea then filed a lawsuit against the City stating that DiPaolo did not meet the experience and MBE requirements outlined in the specifications. As a result, the courts have required all work on the project be stopped until such time as the matter is dealt with. In response to Alderman Engelman, it was clarified that this project (Phase VI, B) will tie into the shaft at Orrington and Noyes that was installed during Phase VI -A_ Rich Figurelli informed the commission that Northwestern University has agreed to install their line from the campus to the shaft and to reinforce the Noyes/Orrington shaft at their cost. This will reduce the City's cost by enabling the shaft to be used for Phase VI - B when it moves forward. It was clarified that the delay in Phase VI, Contract B construction does not impact future phases. Rick Cook updated the commission on the status of Phase VII, Contract H. This project involved the installation of restrictors in the northwestern section of the city. All of the restrictors included in this contract have been installed. This contract is complete and the balancing change order which will be a deduction from the original contract will be submitted in the near future. Alderman Engelman asked if with the heavy rains this fall did we see an increase in problems from the restrictors? It was explained that in certain areas we did see excessive street flooding beyond what is tolerable and these sections are being addressed. The primary area of concern is the BrummeVCuster area and the next contract in Phase VIII will incorporate extending the relief sewer into this area to alleviate the problem. In terms of basement backups, when mapping the complaints it was easy to identify the areas that are unprotected from areas that now have protection. There were much fewer complaints of basement flooding in the protected areas. Due to the enormity of the August 2od storm we were unable to investigate all of the complaints, however we did find in the protected area that those that were investigated were private problems rather than the result of the surcharge of the City's sewer system. The primary difference between our system and that of Chicago's is the installation of relief sewer pipe in conjunction with the installation of restrictors. The relief sewers provide a place for the water to drain. In addition as we move forward in the future and find areas where street flooding is excessive, the relief sewer can be extended into these areas. Rick Cook gave an update on the status of Phase VIA, Contract A This project involved the installation of a 72" sewer on Maple. The project is primarily complete with the final punch list items to be done by next week. A balancing change order will be prepared which will be a deduct from the original contract price. FPCC MINUTES November 29, 2001 Page 3 LONG RANGE SEWER IMPROVEMENT PROGRAM DESIGN UPDATES Dan Gallagher, MWH, provided the commission with updates on the status of the Long Range Sewer Improvement Program. Mr. Gallagher stated that currently the emphasis has been on the design of the Phase IX, Contract A project. The work included in this contract will focus in the northeast portion of the city. The scope of work includes the installation of relief sewer installed by tunneling on Isabella, some open cut sewer installation as well as some water main replacement and combined sewer rehab in the surrounding area. There is a section on Sheridan Rd east of Euclid that will be installed with open cut construction techniques. Sheridan Rd. will remain open during construction. The golf course will not be affected directly though they would Like to utilize the area on the north end of the 1` hole (north of the green) for a construction yard. This would not impact the course itself. Alderman Engelman asked when construction is likely to occur on this project. It was explained that it appears IEPA funding will be available for this project in the near future. It is possible that funding may be available as early as the first of the year which would enable construction to begin this summer. However, the more likely scenario would be funding would be approved in the fall of 2002. This would enable tunnel work to begin on Isabella from Euclid to the canal during the winter of 2002/03. The open cut construction would then take place during the spring/summer of 2003. David Stoneback explained that the design of the remaining projects in Phases MII, IX and X has been delayed. Phase XIIi. Contract B involves the downtown area. This area is being closely reviewed to determine the best method of protection. Street flooding in the downtown area is of particular concern as well as concern over damage to the pavers. It is anticipated design of these remaining phases will move forward after Phase VI, Contract B and Phase IX, Contract A are underway. Ned Lauterbach asked if the new facilities plan update will address the new schedule and specifically when construction of Phase X will take place. David Stoneback informed him that the facilities plan does include an updated schedule. It is currently being reviewed to ensure recent changes are incorporated into the plan and to include addressing the problem in the downtown area. LONG RANGE SEWER IMPROVEMENT PROGRAM ENGINEERING SERVICES Margaret Wold made a motion to approve the proposal from Montgomery Watson Harza to provide engineering services during construction of the Phase VI, Contract C Sewer Project. Ned Lauterbach seconded the motion. Alderman Engelman opened the matter for discussion. David Stoneback explained that the proposal and agreement for the engineering services during construction was submitted in the standard format that has been used between Harza and the City since the inception of the sewer program. In light of the recent litigation problems with the sewer program, the Legal Department has reviewed the document in terms of language not in terms of dollars, and is recommending a number of changes. This will not impact the scope of work, however, at this time we do not know if these changes to the language will effect MWH's cost proposal. FPCC MINUTES November 29, 2001 Page 4 Rich Figurelli clarified that the Legal Department is proposing changes in the wording of the document, particularly with respect to the liabilities and warranties. Having sufficient construction oversight is a requirement for funding from the iiEPA for loan approval. The construction work for Phase V1, Contract C will be bid in January. It is anticipated that the construction contract and contract for engineering services could be brought before council at the same time. It was the consensus of the commission to table the proposal from MWH for engineering services enuring construction of the Phase VL Contratct C project until the language of the document is agreed upon. Staff may need to poll the committee in euly January or taill a special FPCC meeting to allow for review of this document and the construction bids prior to submittal to council. Alderman Engelman stressed to the commission and to staff that the council has become nervous about the sewer program and time for thorough review is needed. There being no f ether business the meeting was adjourned at 8:00 p.m.. Respectfully Submitted, -T Regina R. Lookis "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION .January 16, 2002 Members Present: Alderman Stephen Engelman Alderman Joseph Kent Ned Lauterbach Margaret Wold David Urban Members Absent: None Staff Present: Richard J. Figurelli, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Keith Fujihara, Public Works Department Others Present: John Velon, Montgomery Watson Harza Dan Gallagher, Montgomery Watson Harza Rick Cook, Montgomery Watson Harza The Flood & Pollution Control Commission met on January 16, 2002 in Room 2404 at the Civic Center. In Alderman KeWs absence, Alderman Engelman called the meeting to order at 7:00 p.m.. MINUTES The minutes of the November 24, 2002 Flood & Pollution Control Commission meeting were unanimously approved. LONG RANGE SEWER IMPROVEMENT PROGRAM CONSTRUCTION UPDATE Phase Vl. Contract A - McNally Tunneling Cara. Alderman Engelman asked commission members if there were any questions regarding the Phase VI, Contract A construction update provided in the commission packet. Marge Wold asked what the status was on the strut by Greenbay Rd. and McCormick Blvd. that is currently dosed and had been used as a construction staging area. Mr. Figurelli stated that currently the area is temporarily dosed with the intent to again use it as a construction staging area. After completion of the construction work, the intention is to propose to City Council the permanent closure of the street. Discussions with the Engineering Department and Traffic Engineering have been that the street has acted as a cut -through from Greenbay Rd. and McCormick and posed a danger due to the volume of pedestrian traffic from the school. The idea is to propose the area be used as park space. There being no additional comments the update on Phase VI, Contract A was marked received. Alderman Kent arrived at 7:10 p.m. FPCC MINUTES January lb, 2002 Page 2 Phase Vt. Contract B - DiPaolo Comoanv Ned Lauterbach asked what the current status is regarding the delay in the construction of the Phase VI, Contract B project due to the court order. Alderman Engelman informed citizen members of the commission that the lawsuit which has resulted in the requirement to stop work on this contract has been up and down the appellate court. He explained that there had been a decision by the trial court that had been appealed to the appellate court. The appellate court ruled that the trial judge did not make sufficient findings to address the appeal so they sent it back to the trial court. The trial court has now made sufficient findings and it has been returned to the appellate court. It was clarified that the findings by the trial court have been in the City's favor. Phase VIL Contract H - Civil Contractor & Emmneers. Inc. Alderman Kent asked if there were any comments on the Phase VII, Contract H update. There being no conunents the update was accepted into the record. Phase VIIL Contract A - JavDee Contractors. Inc, David Urban commented that he noticed that a couple of people in the employment program had worked quite a few hours on a number of contracts. Rick Cook, MWH Americas, stated that one gentleman in particular was one of the first to pass through the training program and had been working on various contracts in the relief sewer project for the past eight years. He originally got into open cut work and from there went into tunneling work with the McNally contract. He informed the commission that we do require certified payrolls and check the number of hours indicated on the employment reports to the certified payrolls. LONG RANGE SEWER IMPROVEMENT PROGRAM DESIGN UPDATES Dan Gallagher, MWH, provided the commission with updates on the status of the design projects for the Long Range Sewer Improvement Program. Mr. Gallagher stated that currently the emphasis has been on the design of the Phase IX, Contract A project. The work included in this contract will focus generally in the northeast portion of the city around Isabella and Sheridan. The scope of work includes both open cut and tunneling of relief sewers and storm sewers. We have had discussions with the hiWRD and both agreed to construct this as a storm sewer which will outfall to the North Shore Channel This will avoid the need for a dropshaft structure to the deep tunnel at that location. Open cut construction of sewers will go on Euclid and Orrington down to the general area of Central Street. Mr. Gallagher indicated that the design work is approximately eighty to ninety percent complete. There are strong indications that the IEPA will have funding for this project this year. Mr. Gallagher clarified that being able to avoid building a dropshali structure to the deep tunnel provides a savings of somewhere between one half to a million dollars. The bulk of the relief sewers in Evanston discharge to the tunnel and are combined sewers that during storm events are 99% storm water. However, where we can have access to the channel it is generally more economical to run storm water directly into the channel. In this case we cannot have a combined sewer connection. We have done that previously in Phase I also in the area around Ryan Stadium and in Phase II at Main Street. FPCC MINUTES January 16, 2002 Page 3 John Velon explained that the MWRD Tunnel and Reservoir Plan is still underway. The tunnel portion of the plan is approximately 909/o complete. The reservoir portion of the plan is not yet on line. When the reservoirs are complete it will provide needed storage capacity and prevent the channel overflow and the need to open the 1Wllmette locks. David Urban asked if Evanston was going to be required to change its practices as a result of the new rules relating to storm water discharges and NPDES permits. Dan Gallagher explained that the overflows from the combined sewer relief should not be effected. The channel is regulated but is operated under the jurisdiction of the MWRD. Alderman Engelman commented that his perception was that turmeling was less disruptive than open cut sewer construction. Mr. Figurelli responded that open cut construction was generally more disruptive to the entire area, however, in tunnel construction the shaft site does cause a disruption for a longer period of time. Alderman Engelman asked why the plan is to constrict the sewers from Euclid Park to Sheridan Place with open cut construction techniques. Mr. Gallagher responded that the open cut construction cast of Euclid Park is a 24 inch line and it is much less expensive for this size sewer to be installed by open cut construction. For this size line the plan is to quickly complete the job in a two week period. Also, because of the smaller size of the sewer, the trench is not as large and two way traffic should be able to be maintained. Mr. Gallagher informed the commission that currently they are not in the process of designing the rest of the contracts within Phases VIIL IX and X. Mr. Gallagher clarified that Phase M Contract B is a restrictor installation project. Phase X generally serves the southeast portion of the community with Contract A being the major construction contract. There is a restrictor contract remaining for Phase VI which cannot be constructed until the remainder of the work in Phase VI is completed. Mr. Figurelli stated that one of the reasons we wait on design until funding is closer is that we have found if we wait and design closer to construction, the design is more accurate. We are still keeping the pace so that as funds are available, we have a project ready to go forward. This has enabled the City to be so succesful at obtaining funding. LONG RANGE SEWER iiMPROVEMENT PROGRAM ENGINEERING SERVICES Proposal for Ensdneerinrt Services During Construction of Phase V1. Contract C Alderman Kent introduced the proposal from MWH Americas, Inc. to provide engineering services during construction of the Phase V1, Contract C Relief Sewer Project. He asked Rich F'ugurefli to comment on the proposal. Mr. Figurelli stated that staff has reviewed the proposal from MWH and recommends approval. He emphasized that the background and experience provided by MWH has been a great asset to the project's success. He commented that his experience with construction projects is that the engineers you have on the job are your eyes and ears and can either cost you or save you money. We have been able to complete the construction projects primarily underneath the bid prices. The reason for this is because the engineers working with the City for as long as they have, know our expectations and have not let contractors get away with charging for materials not used. He added that the citizens of Evanston have not been short changed. The engineers have been very responsive to citizen needs and requests and provided excellent follow through and closure. For that reason staff recommends approval. FPCC MINUTES January 16, 2002 Page 4 Ned Lauterbach moved to recommend to City Council approval of the proposal from MWH Americas, Inc. to provide engineering services during construction of the Phase VI, Contract C Relief Sewer Project. Margaret Wold seconded the motion. Alderman Engelman asked what is the general percentage of costs for engineering service as compared to construction cost. Rich Figurelli indicated that 15% is typically the rule of thumb for the combined design and construction oversight of a construction project. This contract is in line with this figure. In addition the construction bidding climate is currently Ewemeiy favorable so that construction bids have come in extremely low. The cost of engineering services do not necessarily track the consumer price index. Alderman Engelman commented on the average 4% per year on labor costs indicated in the proposal. He noted that there are those who believe that post September 11d' , pay raises in the future are going to be significantly less. He added that there has been a huge growth in building over the past years, however, we are now seeing a significant downturn. This means there will not be the same pressure on prices. He asked if there is anything that can be done to reduce the 4% figure. John Velon explained that the 4% in the contract is not an actual figure. The City is charged for actual salaries and actual hours worked He stated that as an engineering firm they need to have competitive prices for two things. The first is they must be competitive in their efforts to win jobs from clients. The second area of competition is in the need to retain good employees or become a revolving door. Good employees are in great demand. He emphasized that the charge for employees to the City of Evanston is the cost to retain good employees. Alderman Engelman commented that he felt certain with his experience on the City Council that the salary increases would be a concern to City Council members. David Urban stated that his experience in the consulting and engineering field is that the 4% increase in this contract is less than what he has seen in the industry for this year. Mr Velon stated that in the past several years, the increases necessary to retain goad employees in the industry have been greater than 4%. He agreed that he could not speak to the future. David Urban informed the commission that the engineering firm that he is employed with is still having a very difficult time recruiting good people and increases to retain good employees have been in excess of 4%. Margaret Wold agreed that different professions have been affected differently in terms of salaries. Alderman Engelman commented that he befieves MWH has done a terrific job in overseeing the projects. He wants to be sure that these issues are addressed. Keith Fujiham stated that both David Jennings and himself recommend approval of the MWH proposal. He encouraged FPCC members to attend the Council when this item is brought forward to clarify the FPCC position. FPCC NIINMS, January 16, 2002 Page 5 Alderman Kent noted that his perception is that there is some concern on the City Council as to whether there is someone out there that could do the job for less. The FPCC feels that the expertise is herewith the MWH staff who have dealt with almost any land of problem you could imagine. This includes every aspect of the project, from field outreach and community involvement to construction completion. He stated that he does not feel the job can be done as well for less, but, there are shades of gray. Mr. Fgurelli commented on the delay that would take place in trying to get another company on board. A new company would have to learn what the project is and because they were not involved in the design, this is a much more extensive task. The requirement for city staff time would be greatly impacted. The most significant result of a delay would be falling off of the IEPNs "intended use" list jeopardizing our funding source. We are so close to seeing the end of this project. Much of the projeces total success in accomplishing getting rid of basement backups, is contingent upon completion of the final phases. Mr. Figurelli stated that he does believe there are other engineers who could do the job, but to bring them aboard now and expect to achieve the same goals he does not believe is realistic. Ned Lauterbach emphasized the not -to -exceed aspect of the proposal and the need to clearly relay that to Cc,xwU members. Alderman Kent and Alderman Engelman indicated that while they are not in A&PW, they are across the hall and can be present when this proposal is presented. Ned Lauterbach added an additional comment regarding the legal changes that were made to the contract ageement for engineering services during the construction of the project. He noted that the memorandum from staff said that these changes to the contract had not increased the cost of the proposal. He asked if the changes would have increased the proposal costs had the legal language changes been known prior to the initial proposal. Mr. Velon said that the changes did result in an increase in MWH's risk which is difficult to quantify. The initial proposed language changes would have resulted in an unacceptable level of risk and required new insurance and a substantial increase in direct costs. MWH was able to negotiate with Evanston so that while the risk did go up moderately, MWH was able to make the business decision to not increase the contract amount. Alderman Kent stated that a motion has been made to recommend to City Council the approval of the proposal from MWH Americas, Inc. to provide engineering services during construction of the PhaseVI, Contract C Relief Sewer Project. The commission unanimously approved the motion. BAlvaluation and Recommendation of Award for the Contruction of Phase VL Contract C Rich Figurelli stated that the low bid for the Phase VI, Contract C construction project was DiPaolo Company. He commented that the bid came in well below the engineer's estimated costs and that the bid response did include meeting the MBE/WBE goals specified in the contract specifications. Ned Lauterbach moved to recommend to Council the approval of the award of the Phase VI, Contract C Construction project to DiPaolo Company in the amount of S5,337,488. Ned Lauterbach asked why we always include the alternate bid price request for PVC pipe. It always is more expensive and has never been approved. John Velon explained that the IEPA recommended this be done back in 1990 as a part of the value engineering requirements and this item is actually on the IEPA's checklist for funding approval. FPCC MINUTES January 16, 2002 Page 6 Alderman Kent asked if there is any way we can make sure that these contracts get not only minority businesses but Evanston businesses. We are getting more Evanston businesses than we have ever had but we have to accept the minority status if they are state certified. What we can basically do is pitch the Evanston businesses to the contractors and make the information available to then. Alderman Kent stated that since the project began we have been able to provide people with the opportunity to get in on the ground floor. As this project has progressed, it would be nice to hold the contractors accountable with the Evanston small businesses. John Velon responded that there are really two aspects of the program; the employment aspect and the MBE goal. The employment aspect has definitely been a success. We are somewhat limited by the funding requirements as to how far we can go in terms of requiring the use of Evanston businesses. However, that is not to say that making a list of businesses readily available to the contractor cannot increase this aspect of the program. Rick Cook, MWH, commented that if he had a list to provide the contractors and just encourage them to utilize the services of these businesses, it could definitely help. Alderman Kent believed that Lloyd Shephard has this type of list available now. Mr. Figurelli stated that he would contact Mr. Shephard and see what could be done. The commission unanimously approved the motion to recommend approval to award the contract for the Phase VI, Contract C construction project to DiPaolo Company in the amount of $5,337,488. Alderman Kent asked whether there was a report made on the August rain events this past year. Mr. Figurelli stated that there was a short report that he believed went to City Council. He will forward a copy to the commission. He steed that the problem with the August 2"d storm was that the rain came so rapidly and in such a volume, that the MWRD tunnel was quickly filled and city staff was unable to investigate all of the problems. The location of the basement backups were plotted on a map. While we did receive complaints of basement backups in the protected areas of the city, those we were able to investigate were found to be private problems. The City experienced street flooding city wide. The project protects street flooding to the level of a 10 year storm and the August 2°d event was in the order of a 70 year storm event. There being no further business, the meeting was adjourned at 8:20 p.m. Respectfully Submitted, TZLo� F.P.C.0 MEMD UM March 15, 2002 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. FigureW Superintendent of Water & Sewers SUBJECT: CANCELLATION OF MARCH 2O,2002 MEEITNG Due to a schedule conflict the March 20, 2002 Flood and Pollution Control Commission meeting has been canceled. We would like to reschedule the meeting for April 4, 2002 as there are a number of items for the Commission's review. If you have any problem with that date, please Iet us know immediately, otherwise we will begin preparing a packet for delivery to you prior to that date. If you should have any questions or comments, please give us a call. Sincerely, 195- "Ir 4� M.'Z/ 1A "DRAFT, NOT APPROVED" MINUTES OF FLAOD AND POLLUTION CONTROL COMMISSION April 17, 2002 Membern Present: Alderman Stephen Engelman Ned Lauterbach Margaret Wold Members Absent: Alderman Joseph Kent David Urban Staff Present: Richard J. FigureH4 Water & Sewer David Stoneback, Wader & Sewer Regina Lookis, Water & Sewer David Jennings, Public Works Department Others Present: John Velon, Montgomery Watson Harza Americas, Inc. Dan Gallagher, Montgomery Watson Harza Americas, Inc. The Flood & Pollution Control Commission met on April 17, 2002 in Room 2403 at the Civic Center. In Alderman Kent's absence, Alderman Engelman called the meeting to order at 6:15 p.m.. MINUTES Alderman Engelman made a motion to approve the minutes of the January 16, 2002 meeting. Margaret Wold seconded the motion. Ned Lauterbach noted on page 5 of the minutes, the notation of the motion made by Alderman Kern did not include a second. Margaret Wold made a second motion to approve the minutes of the January 16, 2002 minutes as amended by the inclusion of a second on the motion noted on page 5. Alderman Engelman seconded the motion. The minutes were unanimously approved as modified. DISCUSSION ON PREVIOUS SCHEDULED MEETING OF APRI'L 4. 2002 On April 4, 2002 the FPCC commission had scheduled a meeting. Due to the lack of a quorum, the meeting was cancelled and rescheduled to April 17, 2002. Ned Lauterbach and Alderman Engelman had been present on April 0 and discussed the updated facilities plan prepared by MWH Americas, Inc. and requested some changes. This discussion, and its outcome was discussed with Margaret Wold. Ned Lauterbach reiterated his discussion with MWH regarding the need to clarify and provide more information on the work at Custer & Brummel that had been added to the Updated Facilities Plan in Phase VIII, Contract B. The Plan had not provided sufficient clarification of the addition of this project to an area that had previously been indicated as being complete. David Stoneback explained that after we had put the restrietors in the drainage structures in that area, we found that we were getting unacceptable street flooding to the point in which parked cars were FPCC MINUTES April 17, 2002 Page 2 sustaining damage. To solve the problem we have to find somewhere to store the water. The proposal included in the plan for Phase VUL Contract B is to put underground storage underneath the parking lot at Clyde and Brummel. Discussion took place regarding the overall concept of the Long Range Sewer Plan which allows for extending the relief sewer as areas are evaluated. The plan was set up in ten phases based on known elevations. After installation, the situation is further analyzed to determine if the relief sewer needs to be extended to provide the level of protection of a 10 year storm against street flooding and protection against a 100 year storm for basement backup. The Clyde/Brummel situation is unique in that we are limited due to its location between the CTA, Ridge Avenue and City of Chicago. Richard Figurelfi noted the importance of including this section of work in the plan to enable funding from the IEPA. It was emphasized that the entire Long Range Sewer improvement Program is designed to protect against basement backup up to a 100 year storm event. Protection against street flooding is designed against a 10 year storm event after which you have street flooding but no basement backups. The ClydeBrummel area has street flooding to a level that will flood cars at less than a 10 year storm level. In a rain event such as the one we experienced last August, which was approximately a 60 year storm event, the Clyde/Brummel area had water up to the front doors of buildings. Ned Lauterbach noted that the Long Range Sewer Program had originally been designed to allow for extending the partial relief sewer in areas if necessary. The entire concept of partial relief reduced the total cost of the solution by about 50% from installing an entire auxiliary storm sewer system. Discussion took place on the original design allowing for the installation of partial relief sewers and reducing costs by not putting sewers on every street. At that time, the idea was that in the event of particular problem areas, the plan would provide for extensions as necessary. The additional work proposed in the C1yde/Brummel area is consistent with this concept. Dave Stoneback explained that we are continuously adding and adjusting the relief system as needed. An example is Brown Street between Church and Emerson. There is a low spot there and during the resurfacing project this year, the sewer will be extended up to the low spot to relieve the problem. LONG RANGE SEWER IMPROVEMENT PROGRAM ENGINEERING SERVICES Margaret Wold moved to recommend to City Council approval of the amendment to the Engmeering Services Contract with MWH Americas, Inc. for the design of Phases VK IX and X of the Long Range Sewer Improvement Program. Ned Lauterbach seconded the motion. Alderman Engelman noted the salary changes are consistent with salary changes in the industry and in fact are on the low side. The motion was unanimously approved. It was clarified that the amendment would be brought to council at the fast meeting in May, 2002. Ned Lauterbach made a motion to recommend that City Council approve the amendment to the Engineering Services Contract with MWH Americas, Inc. for the services provided during the construction of Phase VE1, Contract A. Margaret Wold seconded the motion. Ned Lauterbach asked if this amendment could be revised to include the descriptive language describing the reasons for the amendment in the body of the legal document. This description could be taken from the accompanying cover letter. Ned Lauterbach moved to amend the motion to include a direction to staff when presenting the amendment to City Council to include a preamble describing the reason for the amendment in the body of the document. The motion was approved as modified. r rsk� • FPCC MINUTES April I7, 2002 Page 3 UPDATED LONG RANGE SEWER IMPROVEMENT PROGRAM FACILITIES PLAN Alderman Engelman asked if there was any additional comments regarding the Updated Facilities Platy report. Ned Lauterbach commended the quality of the MWH plan. He stated that he has gone through the report very closely and they have done a wonderfiil job. Staff informed the Commission that the plan has been accepted by the IEPA and the IEPA has commented on how impressed they were with how close the projected cost increase is to industry standards. The Updated Facilities Plan report reflects a total cost increase from 1990 of 390/6. The Engineering Newsletter states the increase in construction costs have been 38•/.. Especially in tight of the expanded scope of this project, it is amazing to keep it so close. LONG RANGE SEWER IMPROVEMENT PROGRAM PROJECT UPDATE & COST SUMMARY MEMORANDUM Alderman Engelman asked if there were any comments on the memorandum which provided a cost and project update on the sewer program to date. Ned Lauterbach stated he had found the memo very clear and easy to understand. Dave Stoneback explained that the memo would be forwarded to City Council at the first meeting in May. There be no further comment, the memorandum was accepted into the record. OTHER BUSINESS Margaret Wold asked if the next scheduled meeting, May 15d% was likely to take place. There is a conflicting meeting with the Budget Committee scheduled for that evening. It was decided that project updates would be delivered to commission members, but no meeting would be necessary. Alderman Engelman asked staff when work was likely to begin on Phase K Contract A in the Sheridan and Euclid area. Dave Stoneback explained that we are hoping for funding in August. The tunnel work between Girard and Euclid and the related shafts would begin first. Work along Orrington that is included in Phase IX, north of Colfax, is not anticipated until March or April of next year. Due to the delay of Phase Vl, Contract B, we do not know when work at On ngton, south of Noyes will resume. Rich Figurelli discussed with the Commission the work that is being done with the shaft at Onington and Noyes by Northwestern University. In conjunction with their work they are strengthening the lower portion of the shaft at no cost to the city. As the delay in Phase VI, Contract B continues and the shaft is required to remain for an extended period, we are becoming concerned with the structural integrity of the upper portion of the shaft and the liability and risk. MWH is investigating if it can be stabilized or if we have to do some repairs. The status of the Phase VI, Contract B court delay was discussed. Oral arguments were heard today and the panel indicated that the result of these arguments should be available in two to four weeks. Staff informed the commission that any change in status in the case would be forwarded to them in the next packet. • - , iFPCC MR4UTES April 17, 2002 Page 4 John Velon, MWH Americas, brought up the previous discussious that have been held regarding developing a public information strategy to bring back mornenumn into the Long Range Sewer Iniproveanew Program. Margaret Wold suggested that we are so close to the end now that we need to emphasize that. John Velon commented on the need to let people know that while we are close to the end, until we are complete, they may not have full protection in their area Alderman Engelman suggested that we all think about these issues and we will disan it at the next meeting. There being no further business, the meeting was adjourned at 6:40 p.m. Rcwecffufly Submitted, to Regina R. Leo F.P. C. C. MEMORANDUM To: Chair and Members Flood & Pollution Control Commission From: Richard J. Figurelli Date May 10, 2002 Subject: CANCELLATION OF THE May 15, 2002 MEETING The Chair, in accordance with the previous Commission decision concerning the Commission's desire to meet on an as needed basis, has canceled the July 17, 2002 meeting. Faoi Ina DuKor_ RXXARDJ. FKXnVLU EVANST'ON WATER DrASM 555 LOKOLN STREET EVANSTON. ILUN fS 6M I (147M64-29/2 Fu: (147)-4754951 F.P. C. C. MEMORANDUM To: Chair and Members Flood & Pollution Control Commission From: Richard J. Figurelb Date July 15, 2002 Subject: CANCELLATION OF THE JULY 17, 2002 MEETING The Chair, in accordance with the previous Commission decision concerning the Commission's desire to meet on an as needed basis, has canceled the July 17, 2002 meeting. For your information, copies of the progress reports and status on construction and design projects are enclosed. FROM THI DUK Or— Rtcww J. FjGuRELts SulFxwnxUENT EvANmxw WATu Dwism 555 L04COLN STREET EVANSTON. ILUNOIS 60201 (847yU&2442 Fax:(847y475-8851 "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION September 18, 2002 Members Present: Alderman Stephen Engelman Ned Lauterbach David Urban Members Absent: Alderman Joseph Kent Margaret Wald Stan' Present: Richard J. Figurelli, Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Keith Fujihara, Public Works Department Others Pment: John Velon, Montgomery Watson Harza Americas, Inc. (MWH) Dan Gallagher, Montgomery Watson Harry Americas, Inc. Rick Cook, Montgomery Watson Harza Americas, Inc. The Flood & Pollution Control Commission met on September 18, 2002 in Room 2403 at the Civic Center. In Alderman Kent's absence, Alderman Engelman called the meeting to order at 6:35 p.m.. MINUTES Ned Lauterbach made a motion to approve the minutes of the April 17, 2002 meeting. Alderman Engelman seconded the motion. The minutes were unanimously approved. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES Phase VI, Contract B, DiPaolo Company, Inc. Rick Cook informed the Conunission that there was no change in the status of the contract with DiPaolo for the Phase VI, Contract B project. This project is still being held up in court as a result of the lawsuit filed by the second low bidder. The court has issued a stop work order. Alderman Engelman informed the Commission that the lawsuit has now been referred back to the trial court from the appellate court and we are awaiting further action. At this time we do not know what kind oftime it will take before we get a decision and can take further action. Ned Lauterbach stated that he would like for MWH to include the status of the suit in their construction updates. FPCC NUNUTES September 18, 2002 Page 2 Phase VI, Contract C, DiPaolo Company, Inc. Rick Cook informed the Commission that the contract is approximately 13% complete. The installation of the new 8" water main on Payne St. and on Jackson Ave., between Ashland Ave., Greenbay Rd., and Simpson St., is complete. The contractor was in the process of replacing the curb, gutter, sidewalks, driveways and road base in this area. The 54" relief sewer and 16" combined sewer replacement is complete on Ashland between Noyes and Simpson. The contractor is slightly behind schedule due to the discovery of "special waste" during the excavation of this area. The waste is currently being disposed of. The contractor is also in the process of installing the 48" relief sewer and 12" combined sewer on Ashland between Simpson and Foster. The lining of the 72" combined sewer on Emerson is planned for November. David Stoneback explained that all open cut work must stop by November I' and restored by December 3&. LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES Phase VM,1X and X Dan Gallagher, MWH, informed the Commission that the design of Phase VIII-Contract B, Phase DC - Contract A and Phase X-Contract A was underway. The plan is to complete the design, advertising and bid process for these contracts by late November, early December to enable the City to be ready to receive funding from the 1EPA. Currently the IEPA has Phase X, Contract A and Phase VIII, Contract B listed as fully funded on the proposed intended use plan for next year. Phase IX, Contract A is fisted as funded for one-half million. These figures can change when the final intended use plan is available in January and it is not uncommon to receive full funding for a project that is only partially funded on the preliminary list. Therefore, the plan is to have all three projects ready. Phase VUL Contract B involves relief sewer and detention in the southern section of the City in the Custer and Brummel area. This area has historically had severe !loading problems. The project involves the installation of an inverted syphon under the CTA tracks and a detention area near Clyde and Brummel. The project also includes the installation of restrictors in the catchbasins. Phase IX, Contract A is located in the northeast section of the City bordering Wilmette. Due to the topography of the area it involves the installation of storm sewer to flow directly into the channel. The permit for the construction of the water main on Monticello and Orrington has been issued. MWH is in the process of applying for the MWRD permit for this project. Phase X, Contract A is located east of Ridge Ave. and south Davis St. It includes water main replacement on Judson and Greenwood south of Davis Street. It also includes relief sewer installation on Judson from South Blvd to Davis, on Michigan Avenue and short segments in the surrounding area OTHER BUSINESS Alderman Engelman noted that staff had presented an additional item for discussion, the request to amend the design contract with MWH to include the preparation of a Geotechnical Baseline Report (GBR). David Stoneback explained that a GBR is a report that identifies what the contractor can expect to find during construction and establishes a baseline for determining if a change order is needed. These reports are now being used to help reduce the subjective nature of the contracts and resulting lawsuits. FPCC MINUTES September 18, 2002 Page 3 Examples of items that would be included in a baseline report are the number and size of boulders that a contractor can expect to hit during a tunneling operation. While this does not prevent a claim for a change order, it does establish at what point a claim is legitimate. Another example would be establishing a baseline for the rate of removal of groundwater that the contractor can expel to experience. If the amount of groundwater exceeds the amount specified in the report, then a claim is wan -anted. Otherwise, the contractor acknowledges the risk when submitting his/her bid. John Velon, MWH, informed the Commission that it has been his experience that the inclusion of a baseline report in the specifications has been a tool that can reduce litigation. The trick is also to design and specify extras so that if or when you need a change order you get competitive prices. David Urban made a motion to recommend to the Administration and Public Works Committee the approval and recommendation to City Council of the amendment to the contract with Montgomery Watson Harza Americas to include the preparation and inclusion of a Geotechnical Baseline Report in the design contract for Phase VIII, Contract B, Phase IX Contract A and Phase X, Contract A Ned Lauterbach seconded the motion. The motion was unanimously approved. There being no father business, the meeting was adjourned at 7:25 p.m. Respectfully Sub . , Regina R. L.00kis F.P. C. C MEMORANDUM November 12, 2002 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF NOVEMBER 20, 2002 MEETING The Chair, in accordance with the Commission's desire to mat on as needed basis, has canceled the November 20, 2002 FPCC meeting. The packet of information enclosed includes the status updates on both the construction and design of the Long Range Sewer Improvement Program. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, /lUbhard J. F rell' "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION Members Present: Members Absent: January 17, 2001 Alderman Joe Kent Ned Lauterbach Margaret Wold David Urban Alderman Dennis Drummer Staff Present: Richard J. Figurelli, Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Others Present: John Velon, Harza Engineering Dan Gallagher, Harza Engineering Roger Schiller, Harza Engineering Cheryl Judice Powell, resident Joan Batlle, resident Janelle Joseph, resident elViq i 'Tk. are. 1'Y11 h 4& �ar acted. The Flood & Pollution Control Commission met on January 17, 2000 in Room 2404 at the Civic Center. As Alderman Kent had not yet arrived, David Urban acted as Chair and called the meeting to order at 7:05 P.M.. MINUTES The minutes of the September 20, 2000 Flood & Pollution Control Commission meeting were unanimously approved. CnUEN COMMENT David Urban spoke to the citizens present indicating that he understood their desire to comment on the sewer project and inviting them to speak. Cheryl Judice Powell of 1000 Maple Avenue in Evanston began by thanking Alderman Drummer for all of the information he had provided to her and her neighbors regarding the sewer project in the area of Maple and Lee Street. She stated that she wanted it to be on record just how disruptive the project is for the residents in the immediate area. She relayed her feeling that her and her immediate neighbors have born the brunt of the disruption caused by this project and that there should be compensation for this disruption. FPCC NUNUTES January 17, 2001 Page 2 Ms. Powell described the number of pieces of equipment on site with a large generator on one side, two cranes, and trucks coming in and out with equipment. Work begins daily at 7:00 a.m, and does not quit until 7:00 p.m.. She strongly stressed the lack of information that was communicated to her and her neighbors regarding the extent of the disruption and felt that those immediately adjacent to the equipment and shaft location needed to be communicated with directly and in advance. She emphasized that both Harza and the contractors have been doing what they can and that she is not blaming them; however, the City needs to get better information out there and specifically to those so immediately affected. When you are the one to be directly affected, it is appropriate to knock on the door and explain what is going on. Originally the shaft location was to be at Main St. and Maple. When it was moved to Main and Lee, no one even notified the residents of the change until the construction began in their front yard. Ms. Powell distributed copies of a letter that the residents had prepared and mailed to the City Manager on November 13, 2000. She stressed her frustration that the letter has not been responded to. She informed the Commission that she had contacted the City Manager in late November to follow up and was informed that the letter had been referred to the "Insurance Division" and she would receive a response in December. She has not yet received a response. She does not feel this is acceptable. Ms. Batlle of 1001 Maple explained the situation that had occurred in which her sewer pipe was crushed by the large equipment resulting in a sewer backup in her home. She relayed the frustration of dealing with the issue for five days, being continuously told it is a private problem, hiring a plumber and repeatedly rodding the line and finally staying at the Holiday Inn. All of this took place before the contractor dug up the fine and found that the weight of the crane had crushed her sewer lateral and the repair was made. She noted the contractor's responsiveness once the problem was determined to be his and that her expenses had been reimbursed however, it does not make up for the total frustration and anguish that takes place at the time. his. Batile stressed the inappropriateness of having this much construction take place in such a small area. Feels the City has done nothing. Feels taxpayers would be less irate if more communication. Ms. Janelle Joseph emphasized the length of the project and reiterated the need for better communication. She stated for the record her concern over the future stability of her home as a result of the intensive construction in the area and her feeling that damage that may be associated with this project over the next few years must be addressed. She stated she has been appalled by the shabby treatment received by the neighbors and her frustration in being told that it was communicated to them in a meeting held last spring and a flyer in July. FPCC MINUTES January 17, 2001 Page 3 Rich Figurelli explained that he had first heard of the neighborhood concerns through a discussion with Alderman Drummer and had invited the neighbors to the Commission to share their concerns. He expressed his feeling that their concerns need to be addressed and that we need to provide better communication and response. He stated that with the length of this project, it is easy to get used to doing things a certain way and the impact on individuals is not always looked at and the focus becomes the entire area. He explained that the first portion of this project, the installation of the water main, experienced several delays. First, difficulty with the pressure test and then later it was necessary to disinfect the pipe several times before it was thoroughly clean. Construction plans are often flexible and required to change as a project is underway and the residents need to be better informed. He apologized to the residents and assured them if ever needed to call him directly. Marge Wold asked Harry to explain the current status of this project and what could be anticipated for the future. Roger Schiller, Haas Engineering, explained that currently at the corner of Lee and Maple the tunneling is finished. At that comer on Maple, on the north side of Lee, we are now building a shaft structure. The settlement in the street just to the north of the shaft structure was caused by the training operation and we were concerned that the sanitary sewer lateral into the Powell household may have been in jeopardy. That was dug up today to investigate and found that it is still in tact. Now the contractor will be building the drop shaft and that is scheduled for completion about the end of February, 2001. At that point, Maple will be reopened. There is another phase of work at the intersection which is shallow relief sewer work Relief sewers need to be installed on each of the corners of the intersection and will require temporary rerouting of traffic during those periods. David Urban spoke for the Commission in expressing their concern for the neighbors and the need to better identify these areas in the future so that they can be addressed in advance. He suggested that face to face visits might be appropriate for these individual locations that are so heavily impacted. Marge Wold expressed her feeling that this Commission needs to ensure that the City Manager responds to the November 13, 2000 letter referred to in this meeting. Marge Wold stated that while there is little that can be done to rectify what has already taken place, what can be done is to emphasize that the restoration which will take place in the future be done as quickly, beautifully and completely as possible. Alderman Kent suggested that the Commission take the letter to the City Manager. He asked that the pictures Ms. Powell had referred to be delivered to Mr. Figurelli so that they could be reviewed in conjunction with their letter. The Commission thanked Ms. Powell, Ms.Batlle and Ms. Joseph for sharing their concerns this evening LONG RANGE SEWER BIPROVEMENT PROGRAM CONSTRUCTION UPDATES Alderman Kent asked if the Commission had any questions regarding the construction updates for Phases VI, VU and VIII that were supplied in the packet. David Urban asked if the conflicts between the contractor, McNally Tunneling, and the City resulting from the construction along Noyes Street in Phase V1 had been resolved. Rich Figurelli explained that the City is still in the process of dealing with this issue. Currently McNally Tunneling has filed a lawsuit to take the case to arbitration. The City's attorneys are of the opinion that it would be in the City's best interest to take the matter to court. In the meantime, the contractor is continuing the work included in Phase Vl, Contract A. The project which was originally scheduled for a March completion should be completed by the end of November, 2001. FPCC MINUTES January 17, 2001 Page 4 LONG RANGE SEWER FMPROVEMENT PROGRAM DESIGN UPDATES Marge Wold made a motion to recommend to City Council the award of the Phase VI, Contract B construction contract to Keefe -Shea Joint Venture pending legal review. Rich Figurelli explained that DiPaolo Company was the apparent low bidder for this contract, however there is concern as to whether the bid is responsive in that the tunneling experience required in the specifications may not be sufficient and is still under review. DiPaolo's bid may be deemed "non -responsive" due to failure to meet the requirements for tunneling experience that are outlined in the specifications. If this is the case, our recommendation would be to award the bid to the second low bidder, Keefe -Shea Joint Venture. David Stoneback explained to the Commission the current status of the Phase VI, B project. When staff prepared the original loan preparation documents for the Phase VI project, the estimated amount for Phase V1, Contract A, was substantially less than the actual work once bids were received. As a result, the original ordinance authorizing the City to borrow funds for Phase VI did not provide adequate funding for Phase VI, Contract B and C. To be eligible for additional funding, an ordinance is required by the IEPA to increase the funding level authorized by City Council for the Phase VI projects. Currently, a draft of this ordinance is in the hands of the IEPA awaiting their review before submitting to council for adoption. Once this ordinance has been adopted and the construction and engineering services contract awarded pending funding, the City will be eligible for IEPA by-pass funding which is very likely to be available this spring. David Urban seconded the motion to recommend approval of the Phase V1, Contract B Construction project to Keefe -Shea Joint Ventures pending legal review. The motion was unanimously approved. Margaret Wold made a motion to recommend to City Council the approval of the proposal for Engineering Services during Construction from Harza Engineering for Phase VI, Contract B of the Long Range Sewer improvement Program. Award of the contract will be pending IEPA Revolving Loan Program funding. Ned Lauterbach seconded the motion. The motion was unanimously approved. There being no further business the meeting was adjourned at 8:15 p.m.. Res ectfully Submitted, Regina R Loolas W F.P. C. C MEMORAND UM March 15, 2001 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF MARCH 21, 2001 MEETING The March 21, 2001 Flood and Pollution Control Commission meeting has been canceled. The packet of information enclosed includes the status updates on both the construction and design of the Long Range Sewer Improvement Program. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, F.P. C. C MEMORANDUM May 14, 2001 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF MAY 16, 2001 MEETING The Chair, in accordance with the Commission's desire to meet on as needed basis, has canceled the May 16, 2001 FPCC meeting. The packet of information enclosed includes the status updates on both the construction and design of the Long Range Sewer Improvement Program as well as the updated Facilities Plan. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, and J. Fi lli F.P. C. C MEMORANDUM July 16, 2001 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF JULY 18, 2001 MEETING Due to a schedule conflict with the Budget Policy Committee, the July 18, 2001 Flood and Pollution Control Commission meeting has been canceled. FPCC information packets were delivered last week and included the status updates on both the construction and design of the Long Range Sewer Improvement Program. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, chard J. Figurel F.P. C. C MEMORANDUM September 19, 2001 TO- Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF SEPTEMBER 19, 2001 MEETING Due to a schedule conflict with the Budget Policy Committee, the September 19, 2001 Flood and Pollution Control Commission meeting has been canceled. FPCC information packets were delivered last week and included the status updates on both the construction and design of the Long Range Sewer Improvement Program. If you should have any questions or comments regarding any of the enclosed information, please give us a call Sincerely, "W, 1� . . -! i "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION Members Present: Members Absent: November 29, 2001 Alderman Stephen Engelman Ned Lauterbach Margaret Wold Alderman Joseph Kent David Urban Staff Present: Richard J. Figurelli, Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Keith Fujihara, Public Works Department Others Present: John Velon, Montgomery Watson Harza Dan Gallagher, Montgomery Watson Harza Rick Cook, Montgomery Watson Harza The Flood & Pollution Control Commission met on November 29, 2001 in Room 2404 at the Civic Center. In Alderman Kent's absence, Alderman Engelman chaired the meeting and called the meeting to order at 7:10 p.m.. MINUTES The minutes of the January 17, 2001 Flood & Pollution Control Commission meeting were unanimously approved. LONG RANGE SEWER IMPROVEMENT PROGRAM CONSTRUCTION UPDATE Rick Cook, Montogomery Watson Harza (MWH), provided the commission with an update on the status of the sewer improvement program. He informed the commission that the deep dropshaft that was a part of the Phase Vl, Contract A project and located at the Ladd Arboretum passed its final inspection last Tuesday. The shaft was inspected by city staff, MWH engineers and the Metropolitan Water Reclamation District. The contractor is currently in the process of completing the landscaping and final punch list items associated with this contract. FPCC NUNUTES November 29, 2001 Page 2 Ned Lauterbach asked staff for an update on the status of the lawsuit on the Phase VI, Contract A project. Mr. Stoneback stated that there have been several meetings and attempts to negotiate between the City and McNally Tunneling. Unfortunately, no settlement has been reached and the case is going to court. Mr. Stoneback clarified that the lawsuit was filed by McNally Tunneling against the City. Rick Cook, MWH, provided an update on the status of Phase VI, Contract B with DiPaolo. Mr. Figurelli explained to the commission that the original recommendation to the FPCC had been for the award of contract to go to Keefe -Shea. After review from the legal department, it was recommended that the bid award be given to DiPaolo Construction as the low bidder. Keefe -Shea then filed a lawsuit against the City stating that DiPaolo did not meet the experience and MBE requirements outlined in the specifications. As a result, the courts have required all work on the project be stopped until such time as the matter is dealt with. In response to Alderman Engelman, it was clarified that this project (Phase VI, B) will tie into the shaft at Orrington and Noyes that was installed during Phase VI -A. Rich Figurelfi informed the commission that Northwestern University has agreed to install their line from the campus to the shaft and to reinforce the Noyes/Orrington shaft at their cost. This will reduce the City's cost by enabling the shaft to be used for Phase VI - B when it moves forward. it was clarified that the delay in Phase VI, Contract B construction does not impact future phases. Rick Cook updated the commission on the status of Phase VII, Contract H. This project involved the installation of restrictors in the northwestern section of the city. All of the restrictors included in this contract have been installed. This contract is complete and the balancing change order which will be a deduction from the original contract will be submitted in the near future. Alderman Engelman asked if with the heavy rains this fall did we see an increase in problems from the restrictors? It was explained that in certain areas we did see excessive street flooding beyond what is tolerable and these sections are being addressed. The primary area of concern is the Brummel/Custer area and the next contract in Phase VIII will incorporate extending the relief sewer into this area to alleviate the problem. In terms of basement backups, when mapping the complaints it was easy to identify the areas that are unprotected from areas that now have protection. There were much fewer complaints of basement flooding in the protected areas. Due to the enormity of the August 2:m storm we were unable to investigate all of the complaints, however we did find in the protected area that those that were investigated were private problems rather than the result of the surcharge of the City's sewer system. The primary difference between our system and that of Chicago's is the installation of relief sewer pipe in conjunction with the installation of restrictors. The relief sewers provide a place for the water to drain. In addition as we move forward in the future and find areas where street flooding is excessive, the relief sewer can be extended into these areas. Rick Cools gave an update on the status of Phase VIR, Contract A This project involved the installation of a 72" sewer on Maple. The project is primarily complete with the final punch list items to be done by next week. A balancing change order will be prepared which will be a deduct from the original contract price. 4 .' I FPCC MINUTES November 29, 2001 Page 3 LONG RANGE SEWER FMPROVEMENT PROGRAM DESIGN UPDATES Dan Gallagher, MWH, provided the commission with updates on the status of the Long Range Sewer Improvement Program. Mr. Gallagher stated that currently the emphasis has been on the design of the Phase IX, Contract A project. The work included in this contract will focus in the northeast portion of the city. The scope of work includes the installation of relief sewer installed by tunneling on Isabella, some open cut sewer installation as well as some water main replacement and combined sewer rehab in the surrounding area. There is a section on Sheridan Rd east of Euclid that will be installed with open cut construction techniques. Sheridan Rd. will remain open during construction. The golf course will not be affected directly though they would like to utilize the area on the north end of the I" hole (north of the green) for a construction yard. This would not impact the course itself. Alderman Engelman asked when construction is likely to occur on this project. It was explained that it appears IEPA funding will be available for this project in the near future. It is possible that funding may be available as early as the first of the year which would enable construction to begin this summer. However, the more likely scenario would be funding would be approved in the fall of 2002. This would enable tunnel work to begin on Isabella from Euclid to the canal during the winter of 2002/03. The open cut construction would then take place during the spring/summer of 2003. David Stoneback explained that the design of the remaining projects in Phases XHI, IX and X has been delayed. Phase XIII, Contract B involves the downtown area. This area is being closely reviewed to determine the best method of protection. Street flooding in the downtown area is of particular concern as well as concern over damage to the pavers. It is anticipated design of these remaining phases will move forward after Phase VI, Contract B and Phase IX, Contract A are underway. Ned Lauterbach asked if the new facilities plan update will address the new schedule and specifically when construction of Phase X will take place. David Stoneback informed him that the facilities plan does include an updated schedule. It is currently being reviewed to ensure recent changes are incorporated into the plan and to include addressing the problem in the downtown area. LONG RANGE SEWER IMPROVEMENT PROGRAM ENGINEERING SERVICES Margaret Wold made a motion to approve the proposal from Montgomery Watson Harza to provide engineering services during construction of the Phase VI, Contract C Sewer Project. Ned Lauterbach seconded the motion. Alderman Engelman opened the matter for discussion. David Stoneback explained that the proposal and agreement for the engineering services during construction was submitted in the standard format that has been used between Harza and the City since the inception of the sewer program. In light of the recent litigation problems with the sewer program, the Legal Department has reviewed the document in terms of language not in terms of dollars, and is recommending a number of changes. This will not impact the scope of work, however, at this time we do not know if these changes to the language will effect MWH's cost proposal. FPCC MINUTES Novrrnber 29, 2001 Page 4 Rich Figurelli clarified that the Legal Department is proposing changes in the wording of the document, particularly with respect to the liabilities and warranties. Having sufficient construction oversight is a requirement for funding from the IEPA for loan approval. The construction work for Phase V1, Contract C will be bid in January. It is anticipated that the construction contract and contract for engineering services could be brought before council at the same time. It was the consensus of the commission to table the proposal from MWH for engineering services during construction of the Phase V1, Contract C project until the language of the document is agreed upon. Staff may need to poll the committee in early January or call a special FPCC meeting to allow for review of this document and the construction bids prior to submittal to council. Alderman Engelman stressed to the commission and to staff that the council has become nervous about the sewer program and time for thorough review is needed. There being no further business the meeting was adjourned at 8:66 p.m.. Respectfully Submitted, Regina R. Lookis "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION January 28, 2003 Members Present: Margaret Wold Ned Lauterbach David Urban Alderman Joseph Kent Members Absent: Alderman Stephen Engelman Staff Present: David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Others Present: John Melon, Montgomery Watson Harza American, Inc. (MWi) Dan Gallagher, Montgomery Watson Harza Americas, Inc. Rick Cook, Montgomery Watson Harza Americas, Inc. The Flood & Pollution Control Commission met on January 28, 2003 in Room 2403 at the Civic Center. In Alderman Kenfs absence, Ned Lauterbach called the meeting to order at 7:10 p.m.. MINUTES Margaret Wold made a motion to approve the minutes of the September 18, 2002 meeting. David Urban seconded the motion. The minutes were unanimously approved. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES, Phase VI, Contract C, DiRsolo Company, Inc. Rick Cook informed tl a Commission that this project is currently shut -down for the winter. The installation of the new 8" water main on Payne St. and on Jackson Ave., between Ashland Ave., Greenbay Rd., and Simpson St., is complete. The contractor has also completed the installation of the relief sewer and combined sewer on Ashland, Foster, and Darrow. The final road surface is complete on Ashland Ave., between Noyes and Foster, Foster, between Wesley and Dewey, and on Payne and Jackson. Punch list items remain to be completed in these areas as well as a portion of the sod restoration. The road base is complete on Dewey, from Foster to the alleymorth of Emerson, however, the curb and gutter replacement on the east side of Dewey, cold milling, and final surface pavement will 4 be completed when construction activities resume in the Spring. Construction will also begin in the Spring in the area east of Green Bay Road from Noyes St. to Simpson St. and east to Ashland Ave.. FPCC MINMS January 28, 2003 Page 2 Phase VI, Contract C, DiPaolo Company, Inc. (coat) David Stoneback explained that the project was currently within budget. A change order is being investigated to widen Asbury between Simpson and Leonard Pl. In addition, we have TV inspected the 36" brick sewer on Asbury. The contract currently does not include its replacement however, the condition and age of the sewer indicate that it may not be capable of withstanding the intensive construction in the area. We are currently looking into the alternatives of replacing or lining the sewer. This additional work may result in a change order. Phase VI, Contract B, DiPaolo Company, Inc Ned Lauterbach asked the status of the Phase VI, Contract B project. David Stoneback explained that at this time we have no further information and the project is still on a stop work order from the courts. John Velon asked when the lack of movement in this project will result in holding up the rest of the Long Range Sewer Improvement Program. Mr. Stoneback stated that in approximately 2 years we will be moving forward with Phase IX, Contract B which includes the restrictor installation for the area that relief sewers were to be installed as a part of Phase V1, Contract B. The scope of work will have to be reduced if the sewer installation has not taken place. Also Phase X, Contract B includes sewer installation that ties to the work that was to be done in Phase VI, Contract B. The Phase VI, Contract B project was originally bid in December of 2000. LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES, Phase VIII, IX and X Dan Gallagher, MWK informed the Commission that the design of Phase VIII-Contract B, Phase IX - Contract A and Phase X-Contract A has been completed. These projects have been advertised and bids received earlier this month. The [EPA currently has these projects included on the intended use plan and funding looks good for these projects if all necessary submittals are made prior to March 31 st. Phase V1m, Contract B Phase VIII, Contract B involves relief sewer and detention in the southern section of the City in the Custer and Brummel area. This area has historically had severe flooding problems. The project involves the installation of an inverted syphon under the CTA tracks and a detention area near Clyde and Brummel. Mr. Gallagher explained that the installation of the box culverts for detention are designed to provide protection for a 10 year storm event. The construction of the inverted syphon under the CTA tracks will require the installation of two shafts, one on either side of the tracks. The project also includes the installation of restrictors in the catchbasins in the area north of Main Street, between Ridge Avenue and the railroad. Phase IX, Contract A Phase IX Contract A is located in the northeast section of the City bordering Wilmette. Due to the topography of the area it involves the installation of storm sewer to flow directly into the channel. This project includes the installation of a 60" tunnel on Sheridan Rd. and Isabella as well as relief sewer installation installed by open cut in the area east of Ridge Avenue from Sheridan Rd. to Milburn St.. New water main installation is included on Monticello and on Orrington from Lincoln St. to Monticello. FPCC N(INLrrES January 28, 2003 r Page 3 Phase X, Contract A Phase X, Contract A is located east of Ridge Ave. and south of Davis St. It includes water main replacement on Judson and Greenwood south of Davis Street. It also includes relief sewer installation on Judson from South Blvd to Dais, on Mchigan Avenue and short segments in the surrounding area. The installation of sewers in this area is anticipated to be somewhat challenging due to the sandy soil conditions and the presence of groundwater. Phase IX, Contract B And Pbxw X, Contract B Mr. Gallagher explained that NfWH would be beginning the design of these two projects this year. Phase IX, Contract B is primarily a restrictor installation project. It includes the installation of restrictors primarily in the area where relief sewer was installed as a part of Phase VI, Contract C and Phase IX, Contract A It will also include a short section of relief sewer installation in the area of Oak and Grove. Phase X, Contract B will include the installation of restrictors in the area east of Chicago Ave. from Davis St. to South Blvd. It will also include relief sewer installation in the area west of the highschool from Church St. to Dempster and water main installation on Fowler Ave. David Urban asked how much time was anticipated to complete the design of these two projects. Mr. Gallagher indicated that the design should be complete by the end of the year. Dave Stoneback informed the Commission that MWH was originally contracted with for the design of these projects in 1997. MWH and staff will need to address design modifications that have arisen since the initial agreement was executed. If the scope of services has changed significantly, MWH might request an amendment to the agreement. Additionally, the work will be performed 5 years later than anticipated and an amendment may be required to address this issue. Mr. Lauterbach asked if the Long Range Relief Sewer Project will be completed at the conclusion of these projects. Mr. Stoneback responded that we currently have a Phase X, Contract C project schedu)ed, however, its design and construction will be delayed until we determine the need. This project would include construction around the downtown area and depending upon the flow conditions after the rest of the program is installed, may not need to be constructed. PROPOSALS FOR ENGINEERING SERVICES DURING CONSTRUCTION Proposal from MWH Americas, Inc. to provide Engineering Services During Construction of Phase VM - Contract B, Phase LX - Contract A and Phase X - Contract A of the Long Range Sewer Improvement Program At this time Alderman Kent arrived David Stoneback explained that part of the requirements for IEPA funding is the need to show adequate oversight during project construction. In keeping with the Commission and Council's resolution in 1995 to retain MWH (then Harza) as the City's consultant for the completion of the program, staff requested a proposal from MWH to perform the engineering services during construction of these three projects. Staff has closely reviewed the scope of services and particularly the proposed staffing levels to reduce and minimize the costs wherever possible. He noted that the proposal includes 15% utilization of MBEAVBE businesses. FPCC MRNI TTFS January 28, 2003 Page 4 John Velon explained that the MBEAVBE involvement in the project will be to provide publicity services with the use of Martha Rosenberg as well as the services of an administrative assistant. They had anticipated utilizing the firm of CCJM, a minority engineering company, to provide the administrative services component of the project. However, it has been discussed that MWH could possibly hire an Evanston minority resident to fill this capacity which may better address the intent and goal of the program even though it may reduce the percentage of the job that is subcontracted to a minority or woman owned firm. He asked the Commission's feelings on this subject. Margaret Wold indicated that while it may not meet the precise description of the MBE/WBE goals, it did address the spirit intended in the goal. She suggested that when reporting on this topic, the use of an Evanston resident hired directly by MWH be highlighted and clarified. John Velon asked the Commission if they could recommend services that would help provide a good match for this position. Alderman Kent indicated that he could look into names of places that provide and deal with job readiness. He asked when this individual would be needed. Mr. Velon indicated that services would be needed beginning in either May or June and would be required during the peak construction season. Alderman Kent suggested he speak with Lloyd Shepherd, the Township High School and Oakton Community College as a start. He requested a job description detailing the requirements and expected length of employment. David Stoneback discussed the scope of work included in the proposal from MWH and the duration of each of the construction projects. Phase VIII - Contract B is scheduled for a 13 month duration, Phase IX - Contract A is for 17 months and Phase X - Contract A is for 23 months. The proposal would provide for two full time positions throughout the duration of the projects. Additional inspection services are provided during the peak construction season. Phase X - Contract A includes the services of two inspectors during the construction season due to the size of the area and the assumption that the contractor will be utilizing two crews. Margaret Wold moved to recommend to City Council approval of the proposal from MWH Americas, Inc. to provide Engineering Services during Construction of Phase VIII - Contract B, Phase IX - Contract A and Phase X - Contract A of the Long Range Sewer Improvement Program. David Urban seconded the motion. Alderman Kent asked if there is anything that is perceived as particularly troublesome in the projects besides the groundwater and sandy soil condition. Rick Cook responded that he did not believe there was. The Geotechnical Baseline Report (GBR) was done as a precautionary measure to learn what we can anticipate and what the contractor can anticipate. David Stoneback discussed the contract provisions for July 4's and various other special situations in an effort to eliminate surprises. The motion to recommend to City Council the approval of the proposal from MWH Americas, Inc. to provide Engineering Services During Construction of Phase VIII - Contract B, Phase IX - Contract A and Phase X - Contract A of the Long Range Sewer Improvement Program was unanimously approved. FPCC MR4UTES January 28, 2003 Page 5 BID EVALUATIONS AND RECOMMENDATIONS FOR AWARD Phase VIII - Contract B Evaluation of Bids and Recommendation of Award Dan Gallagher stated that Phase VQI - Contract B had been advertised in December and bids received on January 6, 2003. The low bidder was Glenbrook Excavating & Concrete Inc. in an amount of $3,248,323.40. Glenbrook has done work previously for the City and completed these jobs successfully. Their bid meets the 15% M 3EAVBE utilization goal. Ned Lauterbach moved to recommend to City Council award of the contract for Phase VIII - Contract B of the Long Range Sewer Improvement Program to Glenbrook Excavating & Concrete Inc in the amount of 53,248,323.40. David Urban seconded the motion. The motion was unanimously approved. Phase IX - Contract A Evaluation of Bids and Recommendation of Award Dan Gallagher stated that bids for this project were received on January 15, 2003. The low bidder was Civil Contractor and Engineers, Inc. in the amount of 55,480,431.50. Civil has been a general contractor on previous projects with the City and successfully completed Phase VII - Contract H. They also were a sub -contractor for Marino in the Phase II project_ Phase IX - Contract A includes a fair amount of tunneling and Civil has submitted three possible sub -contractors to complete this portion of the work. All of the potential tunneling sub -contractors listed meet the experience requirements specified. Civil is a Minority Business Enterprise. Margaret Wold moved to recommend to City Council award of the contract for Phase IX - Contract A of the Long Range Sewer Improvement Program to Civil Contractor and Engineers, Inc. in the amount of 55,480,431.50. David Urban seconded the motion. Alderman Kent asked about the training and employment requirements associated with the contract. David Stoneback explained that the contractor will be required to begin the training program within 60 days into the contract and must hire 50% of the employment quota from the training group. This contract requires 3000 hours from Evanston residents and 1500 of those hours must be from newly trained individuals. The motion to recommend to City Council award of the contract for Phase IX - Contract A of the Long Range Sewer Improvement Program to Civil Contractor and Engineers, Inc. in the amount of $5.480,431.50 was unanimously approved. FPCC MINUTES January 28, 2003 Page 6 Phase X - Contract A Evaluation of Bids and Recommendation of Award Dan Cmllagher stated that bids were received for the Phase X - Contract A project on January 10, 2003. The low bidder on the project was DiPaolo Company in the amount of $9,960,000. DiPaolo has successfully completed several other projects in the Long Range Sewer Program. The bid was well below engineering estimates and includes 15% MBE/WBE participation. Ned Lauterbach moved to recommend to City Council award of the contract for Phase X - Contract A of the Long Range Sewer Improvement Program to DiPaolo Company in the amount of $9,960,000. David Urban seconded the motion. The motion was unanimously approved. Alderman Kent asked if during the pre -bid process if the Directory of Businesses that was created by Lloyd Shepherd was distributed to the prospective bidders. David Stoneback stated that the directory was distributed. Alderman Kent noted the success of the job training program and how it has evolved. He felt it is particularly exciting to see individuals that received training in the beginning of the program who now have continuous employment and a set of skills. David Stoneback added that the job training program was modified in this contract to ensure that new employment opportunities were provided by requiring that 50''Jo of the required employment hours be from newly trained individuals. OTHER BUSINESS Alderman Kent requested an overview of where we are in the Long Range Sewer Improvemait Program and what is left in the project. David Stoneback stated he will be revising the annual update of the program in the coming month. Alderman Kent also requested that this include the evolution of the MBE/EBE program and its success. The next scheduled FPCC meeting is March 19, 2003. There being no further business the meeting was adjourned at 8:30 p.m Respectfully Submitted, ,�-40 4na RLoblds FPCC MEMORANDUM March 4, 2003 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF MARCH 19, 2003 MEETING In accordance with the Commission's desire to meet on as needed basis, the March 19, 2003 FPCC meeting has been canceled. Enclosed is the draft of the January 28, 2003 FPCC minutes for your review. Also enclosed, is a copy of the Long Range Sewer Improvement Program - Job Training and Employment Programs Status Update. This communication was included in the February 24, 2003 City Council packet for information. To date, we are awaiting communication from the IEPA on the status of the loan applications for Phase VIII-Contract B, Phase IX -Contract A and Phase X-Contract A Depending on the award of funds, construction on these contracts as well as the currently awarded contract for Phase VI - Contract C, will resume this spring. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, F.P.C.C. MEmoRAND um To: Chair and Members Flood & Pollution Control Commission From: Richard J. Figurelli Date May 15, 2003 Subject: CANCELLATION OF -THE MAY 21, 2003 MEETING The Chair, in accordance with the previous Commission decision concerning the Commission's desire to meet on an as needed basis, has canceled the May 21, 2003 meeting. For your information, copies of the progress reports and status on construction and design projects are enclosed. neon Tm mm o._ RXUARa 1. FKAFRELU EVARTM WATER EMS OK 555 r RX" STREET EVAww. tumQm 6M01 (UT}E66 M2 Fav (847)- 75-UJ c FACCMEMORANDUM July 8, 2003 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurdli Superintendent of Water & Sewers SUBJECT: CANCELLATION OF DULY 16, 2003 MEETING In accordance with the Commission's desire to meet on as needed basis, the July 16, 2003 FPCC meeting has been canceled. For your information, copies of the progress reports and status on the construction and design projects are enclosed. If you should have any questions or continents regarding any of the enclosed information, please give us a call. Sincerely, i N t F.P. C. C MEMORANDUM September 11, 2003 TO: Chair and Members Flood and Pollution Control Commission FROM: Richard J. Figurelli . Superintendent of Water & Sewers SUBJECT: CANCELLATION OF SEPTEMBER 17, 2003 MEETING In accordance with the Commission's desire to meet on as needed basis, the September 17, 2003 FPCC meeting has been canceled. For your information, copies of the progress reports and status on the construction and design projects are enclosed. If you should have any questions or comments regarding any of the enclosed information, please give us a call. Sincerely, Ric d J. i rell' "DRAFT, NOT APPROVED" MUfUTES OF FLOOD AND POLLUTION CONTROL COMMISSION November 19, 2003 Members Present: Margaret Wold Ned Lauterbach David Urban Alderman Joseph Kent Members Absent: Alderman Elizabeth Tisdahl Stab Present: Richard Figurelli, Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Others Present: Nick Bilandic, Evanston 7* Ward Resident Dan Gallagher, Montgomery Watson Harry Americas, Inc. Rick Cook, Montgomery Watson Harza Americas, Inc. The Flood & Pollution Control Commission met on November 19, 2003 in Room 2403 at the Civic Center. The meeting was called to order at 7:05 p.m.. Alderman Kent introduced Nick Bilandic, an Evanston resident present at the meeting on behalf of Alderman Tisdahl. MINUTES Margaret Wold made a motion to approve the minutes of the January 28, 2003 meeting. Ned Lauterbuch seconded the motion. The minutes were unanimously approved. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES Phase VI, Contract C„ DiPaolo Company, Inc. Rick Cook informed the Commission that this project is currently complete and the contractor is finishing the punch list items which should be done within 2 weeks. He stated that at the conclusion of the project the contractor should meet the MIWIEBE participation goal of 15%. The job training component of the program was also successful. Margaret Wold commented on the employees that have worked or are working for a number of different contracts. David Stoneback explained that once an employee has been trained, we have seers several that have been able to go from one sewer contract to the next. There are also several that have stayed on with a particular contractor to work on other jobs including those out of Evanston. FPCC MINUTES November 19, 2003 Page 2 Phase VM, Contract B Phase VHL Contract B project involves relief sewer and detention in the southern section of the City in the Custer and Brummel area. This area has historically had severe flooding problems. The project involves the installation of an inverted siphon under the CTA tracks and a detention area near Clyde and Brummel. The second portion of this contract involves the installation of catchbasin restrictors in the area north of Main Street, between Ridge Avenue and the railroad. The installation of the siphon and the detention is complete with the paving of the parking lot where the detention is installed scheduled for this week. Approximately 98% of the restrictor work is completed and the remaining portion of this contract is scheduled for completion by April 1, 2004. Phase IX, Contract A Phase IX, Contract A is located in the northeast section of the City bordering Wilmette. Due to the topography of the area it involves the installation of storm sewer flowing directly into the channel. This project includes the installation of a 60" tunnel on Sheridan Rd. and Isabela as well as relief sewer installation installed by open cut in the area east of Ridge Avenue from Sheridan Rd. to Milburn St.. New water main installation is included on Monticello and on Orrington from Lincoln St. to Monticello. To date this contract is approximately 45% complete. The contractor has finished installing the relief sewers on Euclid Park PI, Ingleside Ave., Orrington St., and Sherman. He has also completed the installation of the 16" watermain on Orrington Ave. The contractor is ahead of schedule and anticipates starting construction of the 60" tunnel on Isabella approximately December 8, 2003. Isabella will be closed between Garrison and the alley from December 8, 2003 until around March, 2004. Phrase X, Contract A Phase X, Contract A is located east of Ridge Ave. and south of Davis St. It includes water main replacement on Judson and Greenwood. It also includes relief sewer installation on Judson from South Blvd to Davis, on Michigan Avenue and short segments in the surrounding area. The relief sewers on Judson between Main and Hamilton, on Michigan between Main and Greenleaf and on Michigan between Hamilton and Dempster are completed. Restoration of this area is scheduled for this week. The contractor will be working on the construction of the shaft at the intersection of Main and Judson throughout the winter. The remaining restrictor installation will resume in March 2004. LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES, Phase IX and X Dan Gallagher, MWH, informed the Commission that the design of Phase IX, Contract B is approximately 901/c complete. This project is scheduled for bid solicitation in December and bid opening in January. The IEPA currently has this project included on the intended use plan and funding looks good if all necessary submittals are made prior to March 31 st. The project includes the installation of restrictors where relief sewer construction has been completed in the Phase K Contract A and Phase VI, Contract C construction areas. It will also include a short section of relief sewer installation in the area of Oak and Grove. FPCC NQNUTBS November 19, 2003 Page 3 Phase X, Contract B Phase X, Contract B will include the installation of restrictors in the area east of Chicago Ave. from Davis St. to South Blvd. It will also include relief sewer installation in the area west of the highschool from Church St. to Dempster and water main installation on Fowler Ave. This project cannot begin until the relief sewer construction is completed as part of the Phase X, Contract A project. Phase X, Contract C Phase X Contract C is a potential project in the downtown area This work remains unscheduled. When the remaining phases are complete, this area will be evaluated to determine if there is a need for additional work in the downtown area. Construction in this area will be avoided, if possible. STATUS OF PHASE VI — CONTRACT B David Stoneback summarized the background of the Phase VI, Contract B project. This project was awarded to DiPaolo Co. in 2001. Work was immediately stopped as a result of a court issued Injunctive Order resulting from the second low bidder, Keefe -Shea, contesting the contract award. Negotiations with DiPaolo and Keefe -Shea have been unsuccessful and the City has filed a petition to the court requesting approval to abandon the project for public convenience. The delay of the Phase VI-B project created two immediate concerns for the Ctiy. First, a section of the temporary construction shaft, installed in January 2001, has been in place far longer than was ever intended by its designers. This situation could result in a catastrophic collapse of the shaft located on Orrington Avenue just south of Noyes Street. Second, the relief sewers temporarily connected to the combined sewer system could cause sewage to flow into basements and onto the street level. At the City's request the Court issued Order was modified to permit the City to take bids on and to complete emergency work in the area. This work includes construction of the permanent concrete junction box structure within the temporary shaft at Noyes and Orrington, filling the annular space between the junction box structure and the shaft, installing and connecting the relief sewers in the intersection to the junction box structure, replacement of the combined sewer to its original position, and final street restoration of the intersection. Mr. Stoneback explained that a change order was approved by Council for MWH, Americas, Inc. to complete the design for this emergency work. It is anticipated that this project will be bid in December with contract award scheduled for January 2004 at the same time as Phase IX, Contract B. Mr. Stoneback informed the commission that assuming the Court accepts the City's petition to abandon the Phase VI, Contract B project, it is anticipated that the remaining work from this contract would be broken up into smaller projects. The City should here a response from the court in January or February 2004 regarding the City's request to abandon. Y . � a F CC NID&TrES November 19, 2003 Page 4 2004 Calendar of weetings Margaret Wold accepted the proposed 2004 FPCC Calendar of Meetings. Ned Lavterbach seconded the calendar. The Calendar was unanimously approved. There being no fcuther business, the'mecting was adjourned at 9:06 p.m. 4ResHy Submitted, r R. 1. ookis ors "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION January 23, 2004 Members Present: Alderman Elizabeth Tisdahl Ned Lauterbach David Urban Members Absent: Alderman Joseph Kent Margaret Wold Staff Present: Richard Figurelk Water & Sewer David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Tom Jackson, Water & Sewer Others Present: Dan Gallagher, Montgomery Watson Hatza Americas, Inc. Rick Cook, Montgomery Watson Harza Americas, Inc. The Flood & Pollution Control Commission met on January 28, 2004 in Room 2200 at the Civic Center. The meeting was called to order at 7:15 p.m.. MINUTES Ned Lauterbach made a motion to approve the minutes of the November I9, 2003 meeting. David Urban seconded the motion. The minutes were unanimously approved. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES Phase VI, Contract C, DiPaolo Company, Inc. Rick Cook informed the Commission that this project is complete. The final change order is being processed and is S329,000 less than the original bid price. The MBE/EBE participation is currently at 15.19% and will actually go up when the final paperwork is completed. The job training component of the program was also successful. Alderman Tisdahl asked if there were many women who have been involved in the job training program. DiPaolo has had two trainees that were women and one that has completed the program. In general, the type of work has not seemed to attract many women candidates. FPCC N194MS January 28, 2004 Page 2 Phase VM, Contract B The Phase VIII, Contract B project involves relief sewers and detention in the southern section of the City in the Custer and Brummel area and the installation of restrictors. The project is 95% complete with 16 restrictors left to install. Restoration is complete in the areas where restrictors have already been installed and in the parking lot. Currently the MBEIWBE/EBE component of the program is at 6.3%. This will increase as the paving portion represents a large portion of the MBE component and is not currently reflected in the calculation. The employment component has exceeded the requirement. Phase IX, Contract A Phase IX, Contract A is located in the northeast section of the City bordering Wilmette. Due to the topography of the area it involves the installation of a storm sewer flowing directly into the channel, This project includes the installation of a 60" tunnel on Sheridan Rd. and Isabella as well as relief sewers installed by open cut construction methods in the area east of Ridge Avenue from Sheridan Rd. to Milburn St.. New water main installation is included on Monticello and on Orrington from Lincoln St. to Monticello. To date this contract is approximately 51% complete. The contractor has finished installing the relief sewers on Euclid Park PI, Ingleside Ave., Orrington St., and Sherman. He has also completed the installation of the 16" watermain on Orrington Ave. Restoration is 75% complete on Sherman Ave. between Central St. and Milbum St. and on Monticello St. between Orrington Ave. and Ridge Ave. The Contractor is scheduled to place sod in the spring. He is currently jacking pipe and plans to be done with the tunnel by the end of March. The training component of this program requires five graduates and currently three trainees have graduated. The employment program requires 3000 hours and currently 1358 hours have been recorded. Phase X, Contract A Phase X, Contract A is located east of Ridge Ave. and south of Davis St. The Contractor has completed 100% of the work on the following streets; on Judson Ave., between Lee St. and HarrWton St.; on Lee St. between Judson Ave and Michigan Ave; on Michigan Ave. between Lee St. and Green Leo on Michigan Ave. between Hamilton St and Burnham St.; on Burnham St between Michigan Ave and Forest Ave.; on Forest Ave. between Burnham St. and Dempster St.; and on Hamilton St. between Michigan and Sheridan Rd. The construction shaft in the parking lot at the intersection of Main and Judson is 80% complete. The construction of the permanent structure is scheduled to begin in early February and is to be completed by the end of May. The MBEJEBE participation to date is at 2%. Much of the participation is in the form of pipe supply and asphalt therefore, this percentage will go up substantially in the sprung. The training program has been successful with 8 graduates of the program. The contractor should also have no difficulty meeting the 4000 required employment hours. FPCC MINUTES January 28, 2004 Page 3 LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES Phase VI — Orrington/Noyes Junction Box Dan Gallagher, MWK discussed with the Commission the history of the temporary construction shaft originally constructed by McNally at the intersection of Noyes and Orrington. The use of the shaft was to be completed with the Phase VI, Contract B sewer project which as been delayed extensively in court. The City has now received court approval to move forward with emergency repairs to the shaft. This work includes construction of a permanent concrete junction box structure within the temporary shaft at Noyes and Orrington, filling the annular space between the junction box structure and the shaft, installing and connecting the relief sewers in the intersection to the junction box structure, replacement of the combined sewer to its original position, and final street restoration of the intersection. M" has proceeded with the design and specifications. The project was bid on January 22, 2004 and bid opening is scheduled for February 10, 2004. To date 8 contractors have picked up bid packets. This project will be funded from the Sewer Reserve fund. The duration of the project is short with 90 days anticipated for substantial completion of the work and total completion within 120 days. The market appears favorable and we also anticipate aggressive bids. Phase IX, Contract B The design of this project is complete and bid results and the recommendation for award of contract will be discussed with the commission later on in the agenda. The project includes the installation of restrictors where relief sewer construction has been completed in the Phase IX, Contract A and Phase VI, Contract C construction areas. It will also include a short section of relief sewer installation in the area of Oak and Grove. Phase X, Contract B Phase X, Contract B will include the installation of restrictors in the area east of Chicago Ave. from Davis St. to South Blvd. It will also include relief sewer installation in the area west of the highschool from Church St. to Dempster and water main installation on Fowler Ave. This project cannot begin until the relief sewer construction is completed as part of the Phase X, Contract A project. It is anticipated that construction of this project will begin in the Spring of 2005. RECOMMENDATION FOR CONTRACT AWARD Phase IX, Contract B Construction Contract David Stoneback discussed the results of the bid opening for the construction work on Phase IX, Contract B. The bid opening was January 20, 2004. Six bids were received with Pan Oceanic Engineering Company, Inc. submitting the low bid at $2,411,816.30. The bid contained no irregularities and only minor arithmetic errors totaling S 12.96. The bid price of S2.4 million is very good and substantially below the engineer's estimate of almost $3 million. Pan Oceanic provided references including work for the City of Chicago and these references were checked out providing favorable reviews. FPCC MINUTES January 28, 2004 Page 4 Ned Lauterbach made a motion to recommend to City Council approval of the low bid from Pan Oceanic Engineering Company, Inc. in the amount of 52,411,816.30 for the Phase K Contract B construction project. David Urban seconded the motion. The motion was unanimously approved. Phase IX, Contract B Engineering Services during Construction David Stoneback explained to the Commission that in keeping with the 1994 Council Resolution, staff had requested MWN to prepare a cost proposal to pro�ide engineering services during the construction of the Phase IX, Contract B project. The 1994 council resolution had specified retaining the services of Harza Engineering throughout the completion of the Long Range Sewer Improvement Program. David Urban commented on the extensive amount of discussion that had taken place in 1994 resulting in the conclusion that retaining one engineering firm throughout project completion would provide needed continuity and cost savings by working with multiple projects. David Stoneback explained that the cost proposal for engineering services during the construction of Phase K Contract B is in a not to exceed amount of $373,000. This cost represents roughly 15% of the total construction cost. This ratio is slightly higher than industry standards for primarily two reasons; the extremely low bid price and the complexity of watching a restrictor installation type of job. The installation of the restrictors results in several ongoing work sites at one time. While the duration of disruption at any one location is shorter, the number of jobsites results in more required oversight and more extensive public contact. The multiplier used in MWH's proposal is consistent with past contracts with a 2.85 multiplier for field work and 3.00 for office. MWH will be subcontracting 15% of the contract to MBEJEBE firms. Staff has closely reviewed the proposal and feel that it is reasonable. Mr. Figurelh emphasized that the proposal represents a not to exceed cost. Ned Lauterbach made a motion to recommend to City Council approval of the proposal from MWH Americas, Inc. to provide engineering services during the construction of Phase IX, Contract B in the amount of 5373,000. David Urban seconded the motion. The motion was unanimously approved. Other Business David Stoneback discussed the current status of the Phase VI, Contract B court proceedings. The City has entered a motion to the court to abandon the project. The motion was received by the court and the 2"d low bidder on the project submitted a list of questions. The judge has given the city until March to answer the questions and indicated a decision an abandoning the project will be made at that time. Alderman Tisdahl commented on the success of working with the neighbors on Girard. She made a motion to adjourn. The motion was seconded by David Urban and unanimously approved. There being no further business, the meeting was adjourned at 8:15 p.m. Respectfully Submitted, R. Loo 's "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION Much 31, 2004 Members Present: Alderman Elizabeth Tisdahl Ned Lauterbach David urban Margaret Wold Members Absent: Alderman Joseph Kent Stab Present: David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Others Present: Rick Cook, Montgomery Watson Hama Americas, Inc. The Flood & Pollution Control Commission met on March 31, 2004 in Room 2404 at the Civic Center. The meeting was called to order at 7:00 p.m.. PUBLIC HEARING & PRESENTATION OF PUBLIC NOTIFICATION PLAN FOR EVANSTON'S COMBINED SEWER OVERFLOWS. David Stoneback made a presentation on the Public Notification Plan for Evanston's Combined Sewer Overflows (CSO). He explained that the Public Notification Plan is a requirement to maintain National Pollutant Discharge Eliminations System (NPDES) permits from the EPA for CSOs. He described what a CSO is and how it acts as a relief for excess flows during rain events. The Evanston Plan is now posted to our website and linked to the MWRD website. Mr. Stoneback provided illustrations of each of Evanston's CSO locations and how the Evanston sewer conveyance system connects to the MWRD system. He explained how the MWRD website provides an interactive color -coded mapping component which depicts the occurrence of CSOs and the waterway diversions to Lake Michigan. Mr. Lauterbach asked if the fact that Evanston is located at the top end of the MWRD system helps to reduce the overflow occurrence. Mr. Stoneback explained that it did not because the system fills consistently. The Pubfic Hearing on the Public Notification Plan for the City of Evanston Combined Sewer Overflows concluded at 7:30 p.m. MINUTES Ned Lauterbach made a motion to approve the minutes of the January 28, 2004 meeting. David Urban seconded the motion. The motion was unanimously approved. FPCC MINUTES March 31, 2004 Page 2 LONG RANGE SEWER BIPROVENIENT CONSTRUCTION UPDATES Rick Cook, MWH, briefly provided the Commission with an update of the construction status of each of the Long Range Sewer improvement Program current contracts. Phase VI, Contract C Mr. Cook explained that Phase VI C is complete and the final change order and payout application has been approved. The final amount of the contract was reduced by approximately $316,000. Phase Vffl, Contract B The Phase VIB, Contract B project involves relief sewers and detention in the southern section of the City in the Custer and Brummel area and the installation of restrictors. The relief sewer installation portion of the project is 100% complete. Approximately 16 restrictors remain to be installed as a part of this contract and completion is anticipated by mid May. The contract has complied with both the MBE and Employment Program requirements. Phase IX, Contract A Phase 1X, Contract A is located in the northeast section of the City bordering Wilmette. Due to the topography of the area it involves the installation of a storm sewer flowing directly into the channel. This project includes the installation of a 60" tunnel on Sheridan Rd. and Isabella as well as relief sewers installed by open cut construction methods in the area east of Ridge Avenue from Sheridan Rd. to Milburn St.. The contractor is approximately 9016 complete with the relief sewer tunnel on Isabella Street between the North Shore Channel and Euclid Park Place. Their sub -contractor L.J. Keefe, has completed the 60 inch tunnel between Garrison and the channel and is approximately 75% complete with the tunnel between Garrison and Euclid. The contractor is working on the installation of relief sewers by open cut construction and will begin working on Sheridan Road next week. Phase IX, Contract B This contract was recently awarded to Pan Oceanic Engineering Co. and a notice to proceed was issued on March 15, 2004. The contractor is currently in the subnuttal process and we anticipate an April 12, 2004 start date. This contract involves the installation of restrictors in the areas where relief sewers were installed as a part of Phase IX A and Phase VI C. It also involves two short segments of relief sewer installation in the area around Oak Ave. and Grove St. Phase X, Contract A Phase X, Contract A is located east of Ridge Ave. and south of Davis St_ Mr. Cook explained that the structure at Main and Judson is approximately 75% complete. The contractor is on schedule to complete the structure by the end of May. They are currently working on the relief sewers on Michigan Ave. between Hamilton and Greenwood and on Judson between Hamilton St. and Dempster St.. There has been one change order to include an additional $86,000 in combined sewer repairs. These repairs were found necessary when the sewers were video taped. re- FPCC MINUTES March 31, 2004 Page 3 LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES Phase VI — Orrington/Noyes Junction Box The Orrington and Noyes Junction Box Contract has been awarded to Glenbrook Excavating & Concrete Inc. The Notice to Proceed was issued on March 29, 2004 and it is anticipated that construction will begin next week. Rick explained that the Contractor will be constructing a permanent concrete junction box within the temporary shaft at Noyes and Orrington and filling the annular space between the junction box and the shaft. The contractor will be connecting the relief sewer in the intersection to the junction box structure, replacing the combined sewer to its original position and completing final street restoration of the intersection. David Stoneback explained that the use of the shaft was to be completed with the Phase VI, Contract B sewer project which has been delayed extensively in court. The work had originally been included in the Phase VI, Contract A McNally project and transferred to Phase VI, Contract B project before that project was delayed. The shaft was built as a temporary shaft and it is considered a safety risk to leave this structure as it exists any longer. LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES Phase X, Contract B Phase X, Contract B will include the installation of restrictors in the area east of Chicago Ave. from Davis St. to South Blvd. It will also include relief sewer installation in the area west of the highschool from Church St. to Dempster and water main installation on Fowler Ave. The Design of this project is approximately 50a/a complete. It is anticipated that construction of this project will begin in the Spring of 2005. This project is currently the last project under design. There is a Phase X„ Contract C included in the facilities plan which would take place in the downtown area. This area will be monitored a the completion of the project to determine if the construction of relief sewers is necessary in the downtown area. Other Business David Stoneback distributed the revised maps of the Long Range Sewer Improvement Program. One map depicts the status of the installation of restrictors and the second map depicts the status of the installation of relief sewers. There being no further business, the meeting was adjourned at 7:45 p.m. Respectfully Submitted, �R- okis �Wi -DRAFT, NOT APPROVED - .MINUTES OF FLOOD AND POLLUTION CONTROL CO.MM1SSIOti January 19, 2005 Members Present: Alderman Elizabeth Tisdahl Ned Lauterbach David Urban Members Absent: Alderman Joseph Kent Margaret Wold Staff Present: David Stoneback, Water & Sewer Regina Lookis, Water & Sewer Others Present: Dan Gallagher, Montgomery Watson Harza Americas, Inc. (MWH) Mike Thorstenson, MWH John Velon, MWH The Flood & Pollution Control Commission met on January 19, 2005 in Room 2404 at the Civic Center. In the absence of Alderman Kent, Alderman Tisdahl called the meeting to order at 7:00 p.m.. MINUTES Ned Lauterbach made a motion to approve the minutes of the March 19, 2004 meeting. David Urban seconded the motion. Mr. Lauterbach noted a correction on page 3 of the minutes, paragraph 1, third sentence. He noted that the reference to "Rick" should be changed to "Mr. Cook". The minutes were unanimously approved with the above noted correction. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES David Stoneback introduced Mike Thorstenson to the Commission. He noted that.% r. Thorstenson is now the Resident Engineer with MWH observing the current ongoing Long Range Sewer Improvement Construction projects in Evanston. Mr. Thorstenson has taken over for Rick Cook who left the employment of MW'H in October. Mr. Stoneback noted that Mr. Thorstenson is not new to Evanston's projects as he has been field engineer here in Evanston for the past several years. FPCC MNUTES January 19, 2005 Page 2 Mike Thorstenson, pro%ided the Commission with an update of the construction status of each of the Long Range Sewer Improvement Program current contracts. Phase IX, Contract A Mike Thorstenson informed the Commission that the Phase IX, Contract A project has been completed though the final closeout has not taken place. The project was located in the northeast section of the City bordering Wilmette and involved the installation of a storm sewer flowing directly into the channel. It included the installation of 60" tunnel on Sheridan Rd, and Isabella as well as relief sewers installed by open cut construction methods in the area east of Ridge Avenue from Sheridan Rd. to Milbum St.. The project was completed approximately $120,000 under the contract amount. Alderman Tisdahl asked if we can come up with a better system of responding to damage claims. Mr. Thorstenson explained that the contract specifications require the contractor to respond to claims within 60 days from the time the claim was filed. Alderman Tisdahl spoke of a particular case in which she felt it did not get resolved until she was forced to make daily calls regarding the issue. In this case, it was not that the claim did not eventually get approved and paid out, it simply took too long. Mr. Thorstenson suggested that he could send reminders of open claims to contractors more frequently and work to encourage faster resolution. Phase IX, Contract B This contract was awarded to Pan Oceanic Engineering Co. and involved the installation of restrictors in the areas where relief sewers were installed as a part of Phase IX A and Phase VI C. It also involved two short segments of relief sewer installation in the area around Oak Ave. and Grove St. Mr. Thorstenson informed the Commission that this project is primarily complete. There are a few minor punch list items remaining. Most of the remaining work involves sod replacement. This is warranty work that resulted from the contractor laying the sod too late in the season. Phase X, Contract A The Phase X, Contract A project is located east of Ridge Ave. and south of Davis St. Mr. Thorstenson explained to the Commission that this project is being completed in two phases. The first phase, located north of Main St, south of Davis St., east of Hinman Ave. and west of Sheridan Rd. is complete. The second phase, south of Main Street, is substantially complete. Three blocks remain to be completed in this contract; Michigan Ave., between Kedzie and Main; Judson Ave., between Keeney St. and South Blvd; and Michigan Ave., between Keeney St. and South Blvd. Final completion is scheduled for May 26, 2005. The project should be completed on time and within the contract amount. FPCC .\iL\-MES January 19, 2005 Page 3 Phase X, Contract A (Continued) Ned Lauterbach commented that the contractor did a remarkable job and he did not get complaints. He noted that the signs directing traffic were left up too long and were confusing. Mike Thorstenson informed Mr. Lauterbach that the signage has been a topic of discussion and is being addressed. LONG RANGE SEWER IMPROVEMENT DESIGN UPDATES Dave Stoneback introduced Dan Gallagher, MWH, who provided the Commission with updates on the design status of the Long Range Sewer Improvements. Phase X, Contract B Phase X, Contract B will include the installation of restrictors in the area east of Chicago Ave. from Davis SL to South Blvd. It will also include relief sewer installation in the area west of the highschool from Church St, to Dempster and water main installation on Fowler Ave. The design of this project was completed in the fall of 2004. Bids were opened on January 11, 2005. We will be seeking recommendation for award of this project contingent upon receiving IEPA loan funds later in the Agenda. Mr. Gallagher informed the Commission that we expect a loan offer in the spring 2005. This would result in a project completion date of fall 2006. Alderman Tisdahl asked if there had been discussions with the high school and King Lab School. Dave Stoneback stated that they will be having public meetings and will be inviting contacts from the schools. In addition, they will work with the contractor and the schools to limit disruption as much as feasible. David Urban asked why the project duration is scheduled for 18 months. Mr. Gallagher responded that the project consists of 370 sites for restrictor installation and redirection of catch basins. This large number of individual sites results in a longer contract length. Mr. Gallagher stated that Phase X, Contract B is the last contract that MWH has an active contract for design. Phase VI, Contract B David Stoneback discussed the status of Phase VI, Contract B. This project was awarded approximately 4 years ago and has been held up in the courts since that time. Mr. Stoneback stated that there is a meeting set up for January 24, 2005 with the attorneys and it is hopeful that we will be able to rebid the project for construction next year. FPCC MDXTES January 19, 2005 Page 4 Phase VI, Contract B (Continued) Mr. Lauterbach asked about the plan for the dou mtown area David Stoneback clarified that the original Facilities Plan included reference to a Phase X, Contract C which addressed the downtown area. It was included in the Facilities Plan so that in the event it was necessary, we would be able to apply for loan funding from the IEPA. Our plan is that after all of the phases are completed, particularly Phase %rL Contract B, we will analyze the flows and determine if any additional work is necessary in the downtown area We are hoping that the additional relief sewers installed in the surrounding area will provide adequate relief and that construction in the downtown area will be avoided. David Urban asked if the neu• buildings coming up in the area are required to have storm water detention. Mr. Stoneback informed him that new construction is required to restrict flows into the sewer to 0.15 cfs/acre and provide detention accordingly. The Commission discussed that even after all of the phases of the Sewer Improvement Program are completed, we will be continuing to identify low spots where restrictors cause unacceptable street flooding. The additional projects developed in the CusterBrummel area and the new proposed project at ColfaxBry-ant are results of this type of analysis. RECOMMENDATIONS FOR AWARD Phase X, Contract B Construction Dan Gallagher summarized the work included in Phase X, Contract B. The low bidder on the project is Benchmark Construction in the amount of 57,148,765.60. Benchmark was a subcontractor in Phase VI, Contract A and did a good job. Mr. Gallagher noted that the bid prices came in higher that the engineer's estimate. Evaluation of the bid results found that no single item reflected a particularly large cost differentiation, but rather all of the line items have increased. He felt that the bids were good and the three low bids were within 520,000 of each other. Benchmark Construction is a Minority Business Enterprise. Ned Lauterbach made a motion for the Commission to recommend to City Council the award of the contract for Phase X, Contract B Construction to Benchmark Construction Co., Inc in the amount of 57,148,765.60. David Urban seconded the motion. The motion passed unanimously. Phase X, Contract B Engineering Services During Construction David Stoneback discussed the Proposal from MWH, Inc. to provide engineering services during construction of the Phase X, Contract B Sewer Improvement Project, The proposal is in the amount of 5912,3I8. Mr. Stoneback noted that the proposal is in a not to exceed amount. We have been working with MWH to determine staffing needs for this project. He assured the Commission that staff closely oversees the billing to insure it is consistent with the work performed. The proposal represents 12.8% of the construction costs. This is felt to be realistic in light of the numerous separate sites involved in the scope of work. FPCC .MEN --TES January 19, ?005 Page 5 Phase X, Contract B Engineering Services During Construction (Cont.) David Urban made a motion to the Commission to recommend to City Council the approval of the proposal from MNVH, Inc. to provide engineering services during the construction of the Phase X, Contract B Sewer Improvement Project. Ned Lauterbach seconded the motion. The motion was unanimously approved. Design Services for Colfax/Bryant Storm Sewer Project David Stoneback discussed the proposal from MWH, Inc. to provide design services for the Colfax/Bryant Storm Sewer Project. This is an area where we found that once the restrictors were installed, an unacceptable level of street flooding was experienced due to the topography of the area. Additionally, residents on the north side of Colfax experience backyard flooding from storm water runoff from Leahy Park located just north and across the unimproved alley from these properties. In order to resolve these issues, we are proposing to install a storm sewer system that will alleviate the street flooding as well as provide an outlet for the proposed storm sewer that would be installed in the alley between the properties on Colfax and Leahy Park when the alley is improved. MWH was requested to prepare a proposal to provide design services for this project. The proposed design cost is 568,000 and represents 5.6% of the estimated construction cost of 51,200,000 for this project. The proposal does not include the sewer in the alley or the paving of the alley. The proposal from MWH indicates that they anticipate subcontracting services estimated at 191/o of their proposed cost to minority, women, and Evanston businesses. Mr. Stoneback informed the Commission that Staff has reviewed the proposal from MWH and is seeking their approval. Ned Lauterbach moved approval to recommend to City Council the award of the proposal from MWH, Inc. to provide design services for the Colfax/Bryant Storm Sewer Project in the amount of 568,000. David Urban seconded the motion. The motion was unanimously approved. Ned Lauterbach commented that he felt it is very important that we all recognize that since the inception of the Long Range Sewer Improvement Program, we have expected that there would be additional projects. Since the Facilities Plan was first outlined in 1990, there has always been the understanding of the possibility of future needs to address individual low lying areas. Other Business There being no further business, the meeting was adjourned at 8:00 p.m. Respectfully Submitted, "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION December 7, 2005 Members Present: Alderman Melissa Wynne Ned Lauterbach David Urban Members Absent: Alderman Elizabeth Tisdahl Margaret Wold Stan Present: David Stoneback, Water & Sewer Regina Lookis, Water & Sewer David Jennings, Public Works Director Others Present: Dan Gallagher, Montgomery Watson Harza Americas, Inc. (MWH) Gerald Resario, MWH Cynthia Collyard, MWH The Flood & Pollution Control Commission met on December 7, 2005 in Room 2402 at the Civic Center. In the absence of Alderman Tisdahl, Alderman Wynne called the meeting to order at 7:20 P.m.. MINUTES Ned Lauterbach made a motion to approve the minutes of the January 19, 2005 meeting. David Urban seconded the motion. The minutes were unanimously approved. LONG RANGE SEWER IMPROVEMENT CONSTRUCTION UPDATES David Stoneback referred the Commission to the construction updates provided in the packets for Phase XA and Phase XB of the Long Range Sewer Improvement Program. Phase X, Contract A David Stoneback asked if the Commission had any questions or comments on the status report for Phase X, Contract A. The Phase X, Contract A project is Iocated east of Ridge Ave. and south of Davis St. The project is substantially complete, however we will be holding rotainage in anticipation of the need for sod replacement next spring. He noted we anticipate a change order reducing the contract amount by approximately S700,000. Mr. Stoneback explained that the change order reduction was the result of under utilization of quantities for several of the pay items used on the job. FPCC MINUTES December 7, 2005 Page 2 Phase X, Contract B The Phase X, Contract B includes the installation of restrictors in the area east of Chicago Ave. from Davis St. to South Blvd. It also includes relief sewer installation in the area west of the highschool from Church St. to Dempster and water main installation on Fowler Ave. The project completion date is December 2006 and is anticipated to be completed by summer 2006. LONG RA.\GE SEWER IMPROVEMENT DESIGN UPDATES Phase S8213, Contract 1 Dave Stoneback discussed the design status of the Basin S82B Contract 1 project. He stated that the project addressed the same area as Phase 6B which had been delayed for the past five years by the courts. Work will be done in the area bounded by Emerson St, Noyes St, Sheridan Rd. and the CTA tracks. The design is near completion and we anticipate bidding the project this month with a bid opening in late January. RECOMMENDATIOtiS FOR AWARD ColfaY/Bryant Storm Sever Construction Contract David Stoneback introduced the Colfax/Bryant Storm Sewer contract award. He informed the Commission that staff was seeking their recommendation for the approval of a contract with the apparent low bidder on the project, Joel Kennedy Constructing Corp., in the amount of S2,505,461.50. Joel Kennedy Constructing has done work in the City as a sub -contractor but has not been the general contractor on any of the previous projects. MWH has checked references which were found to be favorable. Joel Kennedy has done a substantial amount of work for I[30T. Ned Lauterbach asked why there were only three bidders for this project. Mr. Stoneback responded that the ground in the area around the golf course requires stabilization. This may have something to do with the hesitancy of some contractors to respond. Alderman Wynne asked if Kennedy has done this type of work. David responded that they have done several similar projects and will not be hiring a sub contractor for the ground stabilization as they are qualified to perform that work themselves. Mr. Stoneback explained that the project high costs were the result of the current inflated construction costs, the need for ground stabilization and the narrowness of the streets which result in the need for dictating the staging of the construction. Parking will need to be stripped on one side of the street on a temporary basis during construction to enable the passage of large construction vehicles. However, because parking is at such a premium in the area, the contract requires that work on each street be completed before beginning disruption on the next block. David Jennings clarified that in addition to the temporary stripping of one side parking, the Colfax/Bryant area is currently being surveyed to determine the long term approach for emergency access. This survey is somewhat unusual as it is being done on a block by block basis. Residents are being asked their preference of either one side parking, widening their street to the minimum 24' width to allow two sided parking, or widening their street to the recommended 26' width to allow 2 sided parking and enable easier access for emergency vehicles. FPCC \4l]\VrES December T, 2005 Page 3 RECOMMENDATIONS FOR AWARD Colfax/Bryant Storm Sewer Construction Contract (continued) It was discussed that the existing Colfax/Br)-ant project does not include work on the full length of Colfax and Grant Streets. As a result. should the residents determine that they want to widen their street; we will need a change order to address the engineering and construction involved to widen the street in the construction area as well as to add the additional length of the street that is currently not addressed in this project. Ned Lauterbach made a motion to recommend approval to the City Council the award of the Colfax/Bryant Storm Sewer Project to Joel Kennedy Constructing Corp. in the amount of $2,505,461.50. David Urban seconded the motion. The motion was unanimously approved. Colfax/Bryant Engineering Services during Construction Ned Lauterbach made a motion to recommend approval of the Colfax/Bryant Engineering Services during Construction to M H Americas, Inc. in the amount of $198,444. David Urban seconded the motion. The motion was unanimously approved. OTHER BUSINESS FPCC 2006 Calendar of Meetings David Stoneback discussed staffs request to revise the proposed schedule to reflect the cancellation of the January 18'h meeting and the addition of a meeting on February e. This timing will enable staff to have received bids for Phase S82B Contract 1 and then have the FPCC review them and make a recommendation on the bid results to City Council. David Stoneback informed the Commission that staff is working on the preparation of an ordinance for storm water retention. We currently require storm water detention based on a City Policy and we are working to develop this policy into an ordinance. We will be seeking FPCC review and approval of this ordinance prior to presenting it to City Council. David Urban volunteered his assistance as this is the type of work he does professionally and he would be glad to assist. David Jennings thanked him and indicated that as soon as a draft is completed he will forward it to fir. Urban for review and comment. David Urban made a motion for the Commission to continue to meet on an as needed basis and to approve the proposed schedule of meetings % ith the deletion of the January 18, 2006 meeting and replacing it with February 8, 2006. Ned Lzuterbach seconded the motion. The motion was unanimously approved. Their being no further business, the meeting was adjourned at 8:00 p.m. Respectfully Submitted, Regina R. T ookis