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PUBLIC WORKS COMMITTEE 2021/07/01 Minutes 1 PUBLIC WORKS COMMITTEE MEETING THURSDAY, JULY 1, 2021 – 3:30 P.M. IN-PERSON / REMOTE ACCESS MEETING CITY HALL / ZOOM MEETING MINUTES I. ROLL CALL/CALL TO ORDER Chairman Jim Preschlack called the meeting to order at 3:30 P.M. Alderman Jennifer Karras was present. Alderman Ted Notz was in attendance remotely via Zoom. Chairman Preschlack introduced himself as the new Public Works Committee Chairman and welcomed Alderman Karras to the Public Works Committee. Chairman Preschlack explained that he had met with Public Works staff to develop a new strategic agenda format. Staff attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of Engineering and Jim Lockefeer, Assistant to the Director of Public Works. II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS Chairman Preschlack explained that this new standing item would be an informational agenda item on Public Works services, assets, and infrastructure. He explained that staff might look to highlight a particular item for the Committee’s review and discussion on an as needed basis. Director Thomas reviewed the below summary presentation slide on the topic. 2 The Committee and City staff discussed various Operating Section services. Chairman Preschlack recommended that the Water Plant be highlighted for the Committee’s next meeting. III. PROJECT ROADMAP Chairman Preschlack explained that this new standing item would be a discussion and review of in-flight capital Public Works projects. Director Thomas reviewed the below summary presentation slides on the topic. The Committee and City staff discussed grant funding opportunities and grant program impacts to project timing. 3 IV. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE APRIL 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the April 1, 2021 Public Works Committee meeting minutes. Chairman Preschlack seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) HVAC MAINTENANCE CONTRACT BID – JIM LOCKEFEER Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. Alderman Notz moved to recommend approval to City Council the award of bid for the two-year HVAC Preventative Maintenance Contract to Hayes Mechanical in the amount of $106,907. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SUBURBAN PURCHASING COOPERATIVE (SPC) FY22 LONG LINE STRIPING CONTRACT – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 4 The Committee and City staff discussed the annual budgeted amount for the program and the program zones. Alderman Notz moved to recommend approval to City Council the award of the FY22 Long Line Striping Program to Superior Road Striping, Inc. in the amount of $75,000. Alderman Karras seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) VALVE EXERCISING PROGRAM BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed repairs to valves that cannot be exercised or turned, the frequency that all valves are turned, and water system pressure sensors. Alderman Notz moved to recommend approval to City Council the award of the award the three-year Valve Exercising Program bid to Wach Water Services in the amount of $52,245. Alderman Karras seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE MUNICIPAL PARTNERSHIP INITIATIVE (MPI) LEAK DETECTION PROGRAM BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. The Committee and City staff discussed follow up repairs identified through the Leak Detection Program. Alderman Karras moved to recommend approval to City Council the award of the three-year Leak Detection Program bid to Consulting Engineering, Inc. in the amount of $60,690. Alderman Notz seconded the motion, which carried unanimously. 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE RECYCLING PROCESSING AGREEMENT – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. 6 The Committee and City staff discussed recycling processing firm ability for contamination audits and reviewed the status of the intern curbside recycling cart audit program. Superintendent Martin explained that staff was not yet seeking any Committee approval related to this item. 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL CHANGE ORDER FOR LAKE-WOODBINE BRIDGE RECONSTRUCTION DESIGN – MICHAEL THOMAS Director Thomas reviewed the below summary presentation slide on the topic. 7 The Committee and City staff discussed the design process related to neighborhood communications and the Historical Preservation Commission. Alderman Notz moved to recommend approval to City Council a change order agreement with H.W. Lochner, Inc. and an IDOT Resolution for additional MFT funds for Phase I Design of the Lake / Woodbine Bridge in the amount of $27,328 for a total design sum of $114,798. Alderman Karras seconded the motion, which carried unanimously. V. BUDGET / HIRING / INNOVATION UPDATES 1. INTRODUCTION OF CITY’S NEW SUPERINTENDENT OF ENGINEERING, BYRON KUTZ Director Thomas introduced the City’s new Superintendent of Engineering, Byron Kutz. Superintendent Kutz provided the Committee with background on his career experiences. The Committee welcomed Superintendent Kutz. VI. PUBLIC COMMENT There was no public comment. NEXT MEETING – THURSDAY, SEPTEMBER 16, 3:30 P.M. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 4:47 P.M. Alderman Karras seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Assistant to the Director of Public Works