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R-816 - 09/10/2002 - OFFENSE - Resolutions Supporting Documents-,n a _ as ^ial amm AW in AAW PAVEMENT STRIPING CO. 695 Church Road 0 E191n, 1111nols 60123 0 Phone (847) 214 -9500 0 Fax:i (847) 214 -9078 August 21, 2002 Village! of Oakbrook 1200 Oak Brook Road Oak Book, 1L 60523 -2255v 302002 Attn: Jim Bosma Re: 2002 Micro - Surfacing Project 1 Dear Jim: Per our conversation and agreement when we met in Wood Dale, you had asked us to supply further explanations in writing by today (Aug. 21). The factors regarding our request for extension for microsurfacing relate to weather delays experienced in the beginning of the year, as well as material supply problems. Beginning May ) , we experienced 22 rain days out of 46 possible work days, which put us over 3 weeks behind ;schedule. You are aware of this per our previous communications. Compounding this situation is a material supply problem regarding microsurfacing asphalt emulsion. The only local supplier (Tristate Asphalt) is on allocation for emulsion -base asphalt from BP Amoco, due to asphalt production issues at their Whiting IN facility. In fact, all "paving - grade" asphalt from BP Amoco is on allocation, and prices have been increased substantially. We switched to the only other IDOT- approved supplier for microsurfacing emulsion for MFT funded jobs (out of St. Louis, MO), and found their material to be unusable (and which caused further schedule delays). We communicated this situation to IDOT Bureau of Materials, and they were in agreement. You are also aware of this from when we met in Wood Dale. We were forced to push back our microsurfacing schedule to fit Tristate Asphalt's microsurfacing emulsion availability. In an attempt to loosen up our schedule to fit Oak Brook in more quickly, we have even subcontracted out a significant job. Our updated schedule has microsurfacing commencing the nights of Aug. 28/29/30. The pavement striping and markers will commence at least 5 days after completion of microsurfacing, as we discussed this time is necessary for microsurfacing to i dry out I will meet with you to discuss using your facilities as the construction yard for microsurfacing activities, as there are no other available locations in the area. incer J taRusso, Manager — Microsurfacing Cc: Scott Kline, Pres. <<� VILLAGE OF OAK BROOK Village Board Transmittal Memorandum -7 ©h ._____.__w. '04 DATE: September 5, 2002 SUBJECT: 2002 Micro - Surfacing Project — Jorie Boulevard FROM: Dale L. Durfey, Jr., P.E., Village Engineer i' RECOMMENDATION: That the Village Board adopt the attached resolution granting approval for nightime work during the hours of 6:00 PM to 7:00 AM along all of Jorie Boulevard for the 2002 Micro - Surfacing Project. Per the attached letter dated August 21, 2002 the contractor has requested to perform nighttime work along Jorie Boulevard for the 2002 Micro - Surfacing Project. Section 6 -1 -2 of the Village Code of Ordinances permits the use of "heavy equipment" in residential areas only between 7:00 AM and 6:00 PM Monday through Friday and between 8:00 AM and 5:00 PM on Saturdays and Sundays. It also permits the use of "heavy" equipment in commercial areas only between 6:00 AM and 6:00 PM for the entire week. Section 6 -1 -2 states that the Board of Trustees may waive the above limitations by resolution for work undertaken by any public body for the benefit of the public. Per the same section, the Village Manager may waive the above limitations only for areas zoned for nonresidential uses. Since the Forest Gate Subdivision, Butler National Golf Course, the Village's municipal complex and the Mayor's and Manager's property are zoned residential, the waiver can only be made by the Village Board. The Engineering Department recommends that the Village Board allow nighttime work during the hours of 6:00 PM to 7:00 AM along all of Jorie Boulevard for the 2002 Micro - Surfacing Project for the reasons listed below. Such work should only require three nights and should proceed continously and relatively quietly compared to typical night traffic along Jorie Boulevard., 1. Quality: Most of the fresh micro - surfacing material will be protected by temporarily closing lanes which requires typically only an hour. However, nightime work should have less unavoidable traffic over the fresh material to and from driveways and intersections and should also allow more continous operations resulting in less undesirable joints. 2. Safety: The contractor has stated that nighttime work along Jorie Boulevard will be a much safer operation due to significantly less traffic. The street is ideal for nighttime work due to its significant lighting. 3. Transportation: Although two -way traffic will always be maintained, nighttime work will minimize temporary traffic disruptions that may result from construction vehicles crossing traffic to supply the micro - surfacing machine and from closing lanes. This item is being placed on the Board agenda of September 10, 2002 for your consideration. nighttime -memo doc cvt/ 4. (5) Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Minutes of the Special Board of Trustees Meeting of August 22, 2002 as amended and waive the full reading thereof. VOICE VOTE: Motion carried. j Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Minutes of the Regular Board of Trustees Meeting of August 27, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. CONSENT AGENDA: All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Consent Agenda as presented and that the Board has determined that the circumstances necessitating the change orders were not reasonably foreseeable at the time the contract was signed and that the change orders are in the best interest of the Village and are authorized by law. ROLL CALL VOTE: Ayes: 4 - Trustees Caleel, Craig, Korin and Savino. Nays: 0 - None. Absent: 2 - Trustees Aktipis and Miologos. Motion carried. A. APPROVAL OF BILLS - $420,914.90 Significant items included above: 1) Oak Brook Bank — Debt Service Payment - $91,885.25 2) SKC Construction, Inc. — Payout #1 & Final — 2002 Crack Sealing Project - $66,422.71 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING AUGUST 31 2002 - $633,994.90 C. CHANGE ORDERS: None. D. REFERRALS: SPEC BOT 8 -22 -02 REG BOT 8 -27 -02 C AGENDA BILLS - $420,914 90 ,PYRL - $633,994 90 REFERRALS 1) PARILLE — 214 FOREST TRAIL — FLOOD PLAIN SPECIAL USE IPARILLE - 214 IFOREST TRAIL - REFER TO PLAN COMMISSION MEETING OF SEPTEMBER 16 FLD PLN SPEC USE 2002 AND TO THE ZONING BOARD OF APPEALS MEETING OF OCTOBER 1, 2002 VILLAGE OF OAK BROOK Minutes 110, Page 2 of 10 September 10, 2002 r^ s yr y 5 E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE I APPROVE BIDS CONTRACTS. 1) AUTHORIZATION TO NEGOTIATE CONTRACT FOR 2003 AUTH TO NEG MARKETING CAMPAIGN — OAK BROOK HOTEL CONVENTION C GNP OB HT, AND VISITORS COMMITTEE I CONV & V1S CTE F /'RESOLUTION 2002- PD -OF -R -816 "A RESOLUTION AUTHORIZING TH cNST OF -R -816 CONSTRUCTION ACTIVITIES FROM 6.00 P M. TO 7.00 A.M. ALONG ACTH C 6PM -7AM ALL OF JORIE BOULEVARD (OAK BROOK, ILLINOIS) " 6. ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD C AGNDA 7. BOARD & COMMISSION RECOMMENDATIONS • None. BD /COMM RECOM 8. ACTIVE AGENDA (Items for Final Actionh ACTIVE AGENDA A CONFIRMATION OF APPOINTMENTS. None. B. ORDINANCES & RESOLUTIONS: 1) RESOLUTION 2002- SD- FP -R -8L7 "A RESOLUTION APPROVING RES 02- SD -FP -R -817 APV THE FINAL PLAT OF SUBDIVISION KNOWN AS TROPINSKI & SUBB V N L8 O& JACHE\40WICZ RESUBDIVISION (806 AND 808 COVENTRY 808 COVENTRY LANE, OAK BROOK, IL 60523)." Resolution 2002- SD -FP -R -817, "A resolution approving the final plat of subdivision known as Tropinski & Jachimowicz Resubdivision (806 and 808 Coventry Lane, Oak Brook, IL 60523)" approves the final plat of the Tropinski and Jachimowicz Resubdivision subject to the conditions set forth in Section 2. Motion by Trustee Savino, seconded by Trustee Caleel, that the Board of Trustees approve Resolution 2002- SD -FP -R -817, "A resolution approving the final plat of subdivision known as Tropinski & Jachimowicz Resubdivision (806 and 808 Coventry Lane, Oak Brook, IL 60523)." ROLL CALL VOTE - Ayes- 4 - Trustees Caleel, Craig, Konn and Savino. Nays: 0 - None Absent: 2 - Trustees Aktipis and Miologos. Motion carried. C. AWARD OF CONTRACTS: None. i VILLAGE OF OAK BROOK Minutes Page 3 of 10 September 10, 2002 AWARD CT