Public Works & Utilities Committee

AGENDA Public Works & Utilities Committee Regular Meeting Village Hall 1900 Hassell Road, Hoffman Estates, IL 60169 December 9, 2024 Council Chambers Immediately Following Planning, Building & Zoning Committee 1. CALL TO ORDER/ROLL CALL 2. APPROVAL OF MINUTES A. Public Works & Utilities 11-25-2024 Draft Minutes 3. PUBLIC COMMENT 4. REPORTS A. Public Works Department Monthly Report B. Engineering Division Monthly Report 5. PRESIDENT'S REPORT 6. ITEMS IN REVIEW 7. OTHER 8. ADJOURNMENT Further details and information can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.hoffmanestates.org and/or in person in the Village Clerk's office. The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847/882-9100. Page 1 Page 1 of 15 Village of Hoffman Estates PUBLIC WORKS & UTILITIES COMMITTEE November 25, 2024 MEETING MINUTES 1. Roll call Members in Attendance: Anna Newell, Chairperson Karen Mills, Vice Chairman Gary Pilafas, Trustee Gary Stanton, Trustee Karen Arnet, Trustee Pat Kinnane, Trustee William McLeod, Mayor Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Jon Pape, Assistant Village Manager Art Janura, Corporation Counsel Rachel Musiala, Finance Director Audra Marks, Asst. Director of HHS Alan Wax, Fire Chief Joe Nebel, Director PW Patty Richter, Village Clerk Kasia Cawley, Police Chief Darek Raszka, Director of IS Alan Wenderski, Dir. Of Engineering Ben Gibbs, NOW Arena GM Ric Signorella, Multimedia Production Mgr. The Public Works and Utilities meeting was called to order at 7:13 p.m. 2. Approval of Minutes – A. Public Works & Utilities Committee 10-28-2024 Motion by Trustee Stanton, seconded by Mayor McLeod, to approve the Public Works & Utilities Committee meeting minutes of October 28, 2024. Voice vote taken. All ayes. Motion carried. 3. Public Comment Page 2 of 15 Public Works & Utilities Committee -2- November 25, 2024 4. NEW BUSINESS A. Approval of: a. Amendments and extension of existing contract between the Village of Hoffman Estates and Groot Industries, Inc. for Collection of Residential Dwelling Unit Solid Waste; and b. Amendments and extension of existing contract between the Village of Hoffman Estates and Groot Industries, Inc. for Collection of Commercial and Institutional Solid Waste; and c. Ordinance amending Section 7-9-1, Solid Waste and Recycling, of the Hoffman Estates Municipal Code. An item summary sheet was presented by Jon Pape to Committee. Trustee Stanton inquired if the collection dates will remain the same. Mr. Pape stated that the current policy will run through November 30th and that each year the extensions are evaluated and determined by weather, etc. This year Groot leaf and branch pick up will continue through December 11th. Christmas greenery pick up program will run for the first three weeks of January as in years past. Motion by Trustee Pilafas, seconded by Mayor McLeod, to a.) approve amendments and extension of existing contract between the Village of Hoffman Estates and Groot Industries, Inc. for Collection of Residential Dwelling Unit Solid Waste; and b.) amendments and extension of existing contract between the Village of Hoffman Estates and Groot Industries, Inc. for Collection of Commercial and Institutional Solid Waste; and c.) approve ordinance amending Section 7-9-1, Solid Waste and Recycling, of the Hoffman Estates Municipal Code. All ayes. Motion carried. B. Approval of a Memorandum of Understanding with the Illinois Department of Natural Resources for Spring Creek watershed floodway construction rules. An item summary sheet was presented by Alan Wenderski to Committee. Mr. Wenderski provided background on the request. Trustee Stanton inquired if this was the property adjacent to the Arboretum. Mr. Wenderski confirmed. Mr. Palm noted that the regulation changes provide additional clarity and consistency around floodway management when the property is developed. Page 3 of 15 Public Works & Utilities Committee -3- November 25, 2024 Motion by Trustee Kinnane, seconded by Trustee Arnet, to approve of a memorandum of Understanding with the Illinois Department of Natural Resources for Spring Creek watershed floodway construction rules. All ayes. Motion carried. C. Authorization to award contract to H. Linden & Sons Sewer and Water, Inc. of Plano, IL for the Huntington Boulevard Watermain Replacement Project in an amount not to exceed $1,211,319. An item summary sheet was presented by Alan Wenderski to Committee. Mr. Wenderski indicated the company provided the lowest qualified bid and met requirements leveraged by the state to receive the grant funding. The contract is well under the Village’s budget. The company expressed desire to start as early as January. Motion by Mayor McLeod, seconded by Trustee Arnet, to award contract to H. Linden & Sons Sewer and Water, Inc. of Plano, IL for the Huntington Boulevard Watermain Replacement Project in an amount not to exceed $1,211,319. All ayes. Motion carried. D. Authorization to: a. waive formal bidding (due to state joint purchasing master contract); and b. purchase up to 4,080 tons of road salt through the 2024/25 State of Illinois joint purchasing contract with Morton Salt Inc., Chicago, IL in an amount not to exceed $276,787. An item summary sheet was presented by Kevin McGraw and Joe Nebel to Committee. Mr. Nebel noted that the price of salt came down $7.54 per ton. The village currently has approximately 45,000 tons in the dome right now. Motion by Trustee Kinnane, seconded by Trustee Mills, to a.) waive formal bidding (due to state joint purchasing master contract); and b.) purchase up to 4,080 tons of road salt through the 2024/25 State of Illinois joint purchasing contract with Morton Salt Inc., Chicago, IL in an amount not to exceed $276,787. All ayes. Motion carried. E. Authorization to: a. waive formal bidding (due to sole source); and b. purchase a replacement Flygt submersible pump for the WDA lift station from Xylem Water Solutions USA, Inc., Mokena, IL in an amount not to exceed $84,950.50 An item summary sheet was presented by Ryan Christensen and Joe Nebel to Committee. Mr. Nebel indicated these pumps are part of the WDA lift station in West Hoffman Estates. The pumps are designed to pump 2,000 gallons per minute. While the prices are Page 4 of 15 Public Works & Utilities Committee -4- November 25, 2024 cheaper for the existing pumps – about ½ the cost, they are only doing about 1/3 of the service that the Flygt pumps can do. Trustee Stanton asked if the Village has two original Flygt pumps working? Nebel confirmed and noted these will be replaced in future years. Mr. Nebel - Motion by Trustee Arnet, seconded by Trustee Stanton, to a.) waive formal bidding (due to sole source); and b.) purchase a replacement Flygt submersible pump for the WDA lift station from Xylem Water Solutions USA, Inc., Mokena, IL in an amount not to exceed $84,950.50. All ayes. Motion carried. 5. REPORTS (INFORMATION ONLY) A. Department of Public Works Monthly Report The Department of Public Works Monthly Report was received and filed. B. Engineering Division Monthly Report Trustee Stanton inquired when the lights would be turned on off Illinois Blvd. Mr. Wenderski indicated there are a few technical items ComEd is wrapping up. It may take two to three weeks. Trustee Stanton also noted the light posts are very close together. Mr. Wenderski indicated the posts are spaced a little tighter due to the use of LED bulbs which put out a more concentrated beam of light. The lights are not expected to affect homeowners but there are deflectors to keep the light in the right-of-way if this were to occur. Trustee Pilafas assumed the same for Thacker Street. All of lights are controlled by a single controller. Will not affect billing but they are metered so Schaumburg The Engineering Division Monthly Report was received and filed. 6. President’s Report 7. Other – Happy Birthday to Mayor McLeod 8. Items in Review 9. Adjournment Motion by Trustee Arnet, seconded by Trustee Kinnane, to adjourn the meeting at 7:31 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations Date & Outreach, Office of the Mayor & Board Page 5 of 15 Page 6 of 15 Page 7 of 15 Page 8 of 15 Page 9 of 15 Page 10 of 15 Page 11 of 15  VILLAGE OF HOFFMAN ESTATES DEPARTMENT OF DEVELOPMENT SERVICES ENGINEERING DIVISION MONTHLY REPORT SUBMITTED TO: PUBLIC WORKS & UTILITIES COMMITTEE BY: Alan Wenderski, P.E. Director of Engineering December 2024 VILLAGE PROJECT UPDATES 2024 Storm Sewer Rehabilitation Contract awarded to Hoerr Construction. Awaiting scheduling of the preconstruction meeting. 2025 Storm Sewer – Illinois Boulevard and Grand Canyon Parkway Alternative analysis technical memorandum completed and reviewed by staff. Design work is ongoing. Hey & Associates contracted for design engineering services. 2024 Street Revitalization – Contract 1 and 2 Contract 1: Work complete. Contract 2: Work complete. 2025 Street Revitalization Design ongoing. 925 Grand Canyon Parkway Basin Living Waters Consultants is contracted to complete conceptual design and evaluate alternatives to address shoreline erosion concerns at this location. Concept plan has been completed and reviewed by staff. Grant application for IEPA Section 319 funding submitted on May 1. Barrington Square Town Center Sanitary Sewer Contract awarded to Insituform Technologies USA. Awaiting scheduling of the preconstruction meeting. Beverly Road Path & Resurfacing (Beacon Pointe Drive – Prairie Stone Parkway) (STP-L funding) Work substantially complete. Civiltech contracted for construction engineering services. Bridge Inspections Agreement with Czaplicki Lopez for remainder of 2024 program management approved. Required 2024 inspections completed. Staff awaiting inspection reports. Collector Street Lighting All light installations are complete. Awaiting ComEd to schedule power connection for the system to be energized. Floodplain Elevation Surveying Services Elevation certificates are currently being revised per staff comments. V3 contracted for surveying services. Gannon Drive (Golf Road – Higgins Road) FHWA Local Coordination Meeting was held on June 4. Received IDOT Traffic Section Review Comments. Environmental Survey Request (ESR) review by IDOT ongoing. Completion of Phase 1 and design approval Page 12 of 15 Public Works & Utilities Committee -2- December 09, 2024 expected in January 2025. Funding for construction/construction engineering has been included in the Northwest Council of Mayors Proposed FFY 2025-2029 STP-L Program that was approved on April 29. Draft Project Development Report (PDR) submitted to IDOT for review. TranSystems contracted for Phase I engineering services. Staff recommendation for award of Phase II engineering agreement scheduled for December Transportation & Road Improvement Committee. Hassell Road STP Resurfacing (2025) (Fairway Court – Rosedale Lane) Draft funding and construction engineering services agreement submitted to IDOT. Final plans submitted to IDOT. Project scheduled for IDOT’s March 2025 letting. Civiltech contracted for design engineering. Hoffman Boulevard Bridge Deck Resurfacing Design engineering contract was awarded to Civiltech. Kick-off meeting was held in September 2023. Staff submitted funding request to IDOT. Huntington Boulevard Water Main Replacement (South of Lakewood Boulevard – Mundhank Road) Contract awarded to H. Linden & Sons. Preconstruction meeting held on December 2. HR Green contracted for construction engineering services. Jones Road STP Resurfacing (2026) (Highland Boulevard – IL 72) Phase II engineering agreement approved in October 2024. Kick-off meeting held on December 3. Chastain & Associates contracted for design engineering. NOW Arena Loading Dock Retaining Wall Design kick-off meeting held on October 30. Design is ongoing with bidding expected in March 2025. Civiltech contracted for design engineering. Village Hall Parking Lot Improvements MWRD Green Infrastructure Partnership kick-off meeting was held on May 30. Review of draft IGA complete and comments sent to MWRD. Site survey work completed, and final design is ongoing. 90% plans submitted to MWRD and Village staff for review at the end of November. Construction will be required to be completed in 2025. Hey & Associates contracted for design engineering services. COMMERCIAL PROJECT UPDATES Advocate Outpatient Center – 4847 Hoffman Boulevard Project complete. Awaiting completion of punch list items and revised record drawings. Compass – 3333 Beverly Road Demolition is ongoing. Mass grading permit issued. Staff reviewing site final engineering plans. Microsoft Data Center – 2190-2200 Lakewood Boulevard Substation – 2200 Lakewood Boulevard Underground Electric Installation (Pembroke – Lakewood) Site work for Substation complete. MWRD final inspection complete. Construction of underground electric between 2480 Pembroke substation and Microsoft substation is underway. Staff completed review of CHI06 building permit. Plans reviews ongoing for CHI07 site. Page 13 of 15 Public Works & Utilities Committee -3- December 09, 2024 Roselle TIF Culvert Replacement Work substantially complete. Staff reviewing record drawings for LOMR submittal to FEMA. RESIDENTIAL PROJECT UPDATES Bell Works Townhomes – SW Corner of Lakewood Boulevard & Huntington Boulevard Site development permit preconstruction meeting held on September 6. Awaiting performance guarantee and payment of fees prior to site development permit issuance. Seasons – SE Corner of IL 72 & Moon Lake Boulevard Final inspection for site development permit complete but not approved. Punch list items are ongoing. Walnut Pond Estates – NE Corner of Rohrssen Road & McDonough Road (Formerly Airdrie Estates) Staff completed review of underground utility CCTV and awaiting response from comments. Several lots are under construction. Detention basin improvements complete, record drawing reviewed and approved by staff. MISCELLANEOUS UPDATES Rebuild Illinois Capital Plan Funds The Village has received notification that six grants have been released. To receive funds, grant applications must first be submitted. Once the grant application has been received and reviewed the state will provide a Grant Agreement for execution. Each grant requires completion of the corresponding project within a 2-year term starting on the date of state bond release of the funding. See below for the status of the four active grants. Project Grant Funding Status Term Grant agreement fully Batavia Ln Infrastructure $250,000 executed; partial 12/1/23 – 11/30/25 Improvements reimbursement received Grant agreement fully Huntington Blvd Water Main $1,000,000 7/1/23 – 6/30/25 executed Grant agreement fully Storm Sewer Improvements $300,000 executed; reimbursement 7/1/23 – 6/30/25 submitted Flagstaff Lane Infrastructure Grant application submitted $300,000 7/1/23 – 6/30/25 Improvements by staff 2023 Stormwater Grant application submitted $250,000 TBD Improvements by staff Village Green Grant application being $250,000 TBD Improvements prepared by staff Meetings and Training Attended • IDOT T2 – Demand for Transit in the RTA Service Area post-Covid (November 26) – Andy LoBosco Engineering Site Plan Reviews • 2060 Stonington Avenue Page 14 of 15 Public Works & Utilities Committee -4- December 09, 2024 Floodplain Inquiries Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 0 1 2 1 0 1 0 0 5 2 2 0 14 2024 0 0 0 0 0 0 2 0 0 1 0 0 3 Freedom of Information Requests Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 1 0 2 0 0 0 0 0 0 0 1 0 4 2024 1 1 1 2 0 1 2 0 1 6 0 1 16 Permit Inspections Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 58 15 22 32 26 45 53 44 54 100 72 56 577 2024 22 8 13 45 67 57 68 77 83 81 64 11 596 Permit Reviews Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 5 11 15 27 41 37 22 49 36 32 12 13 300 2024 13 10 31 63 39 34 42 37 57 47 46 4 423 Residential Drainage Investigations Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total 2023 1 0 5 25 13 2 4 1 4 2 0 0 57 2024 0 1 1 13 10 3 5 3 3 2 0 0 41 Page 15 of 15