PUBLIC WORKS COMMITTEE 2021/02/11 Minutes
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PUBLIC WORKS COMMITTEE MEETING
THURSDAY, FEBRUARY 11, 2021 – 3:30 P.M.
REMOTE ACCESS MEETING
MINUTES
ROLL CALL/CALL TO ORDER
Chairman Raymond Buschmann called the virtual meeting to order at 3:30 P.M.
Aldermen Ted Notz and Jim Preschlack were present.
Chairman Buschmann stated that in accordance with state statute, he made the
determination that it was not practical or prudent to schedule an in-person Public
Works Committee meeting because of the COVID-19 pandemic, and therefore the
meeting was being held remotely.
Staff virtually attending the meeting included Michael Thomas, Director of Public Works;
Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering;
Brian Joyce, Supervisor of Engineering and Jim Lockefeer, Management Analyst.
ACTION ITEMS
I. APPROVAL OF THE JANUARY 28, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Alderman Preschlack moved to approve the January 28, 2021 Public Works
Committee meeting minutes. Alderman Notz seconded the motion, which
carried unanimously.
II. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE OLD ELM
PARKING LOT RESURFACING PROJECT BID – BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
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The Committee and City staff discussed the historic, current, and future usage of
the parking lot, the installation of the electric vehicle charging station, and the
installation and maintenance of the special storm water structure.
Alderman Notz moved to recommend approval to City Council the Old Elm
Parking Lot resurfacing low bid to Schroeder Asphalt Services, Inc.in the amount
of $107,747 plus a 10% contingency in the amount of $10,774 for a total of
$118,521. Alderman Preschlack seconded the motion, which carried
unanimously.
Alderman Preschlack moved to recommend approval to City Council the Old
Elm Parking Lot electric vehicle charging station low quote to Winston Electric,
Inc. in the amount of $22,950. Alderman Notz seconded the motion, which
carried unanimously.
III. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL IDOT RESOLUTION FOR
CONSTRUCTION ON STATE HIGHWAYS – BOB ELLS
Superintendent Ells reviewed the below summary presentation slide on the topic.
The Committee and City staff discussed the past frequency IDOT required
municipalities to approve of the Resolution.
Alderman Preschlack moved to recommend approval to City Council the IDOT
Resolution for Construction on State Highways. Alderman Notz seconded the
motion, which carried unanimously.
IV. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
RINGWOOD RAVINE PROJECT BID – JIM LOCKEFEER & MICHAEL THOMAS
Director Thomas and Management Analyst Lockefeer reviewed the below
summary presentation slide on the topic.
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Director Thomas reviewed the public bid process in detail. He explained that
following the review of apparent low bid from Schwartz Construction Group, staff
discovered an issue with their submitted bid forms. A requirement of the bid
process was to submit “Related Project Experience” that was most comparable
to the City’s Ringwood Ravine Project. For this project experience, Schwartz
Construction Group listed three other projects types: a lift station, a baseball
facility, and concrete work. In addition, Schwartz Construction Group did not
provide any of the requested information concerning the specific role
(contractor/subcontractor), contract amount, and date completed associated
with the listed projects. In reviewing these issues with the City Attorney’s Office, it
was found that Schwartz Construction Group failed to follow bidding instructions
and bid submittal requirements, and therefore were subsequently found to be
non-responsive. He explained that Staff was in agreement with the City
Attorney’s Office recommendation. Following the review of the next apparent
low bid from V3 Construction Group, staff found V3 Construction Group’s bid to
be both responsive and responsible. V3 Construction Group followed the bidding
instructions and submittal requirements. He explained that V3 Construction
Group has a great deal of local experience in completing ravine and similar
bank stabilization projects. He explained that City Council will ultimately decide
to reject or approve the Schwartz Construction group bid.
The Committee and City staff discussed the City Attorney’s Office concerns in
approving the Schwartz Construction bid after failing to following bidding
instructions and submittal requirements.
Alderman Preschlack moved to recommend approval to City Council reject
Schwartz Construction Group’s non-responsive low bid for the Ringwood Ravine
Project and award the bid to the lowest responsive and responsible bidder, to V3
Construction Group in the amount of $955,590 plus a 10% contingency in the
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amount of $95,559 for a total of $1,051,149. Alderman Notz seconded the
motion, which carried unanimously.
PUBLIC COMMENT
There was no public comment.
NEXT MEETING – FEBRURAY 25, 2021
ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
4:08 P.M. Alderman Preschlack seconded the motion, which carried
unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst