PUBLIC WORKS COMMITTEE 2021/09/08 Minutes
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PUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, SEPTEMBER 8, 2021 – 3:30 P.M.
WATER PLANT
MINUTES
I. ROLL CALL/CALL TO ORDER
Following a Committee tour of the Water Plant Facility, Chairman Jim Preschlack
called the meeting to order at 4:18 P.M. Aldermen Jennifer Karras and Ted Notz
were present.
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 – WATER PLANT
The Committee explained that the tour was very informative and helpful in
understanding the Water Plant and its importance to the City. The Committee
thanked staff for the tour of the Water Plant. The Committee recommended that
a tour of the Municipal Services Building in conjunction with the next scheduled
Public Works Committee meeting.
III. FY ’22 PROJECT ROADMAP STATUS CHART
Director Thomas and the Committee reviewed the below summary presentation
slides on the topic.
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Chairman Preschlack recommended that the list is further organized by specific
project asset categories.
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE JULY 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the July 1, 2021 Public Works Committee
meeting minutes. Alderman Karras seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
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The Committee and City staff discussed the bid process and project
contingency funds.
Alderman Notz moved to recommend approval to City Council the award of bid
for the Dickinson Hall Exterior Tuck Pointing Project Bid to the lowest and
responsible bidder, Bruce Brugioni Construction, in the amount of $130,533.47, to
a include a 10% project contingency of $13,053.35, for a grand total of
$143,586.82. Alderman Karras seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE FIRE
ALARM TESTING & INSPECTION SERVICES CONTRACT BID – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
The Committee and City staff discussed the original bid process that resulted in
the rejection of the three original bids received.
Alderman Notz moved to recommend approval to City Council the award of bid
for the three-year Fire Alarm Testing & Inspection Program Contract to Esscoe in
the amount of $30,016. Alderman Karras seconded the motion, which carried
unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO
ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY MECHANICAL
ENGINEERING SERVICES – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
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The Committee and City staff discussed example projects that would fall under
these service agreements and the process staff would follow to obtain proposals
from the approved firms.
Alderman Notz moved to recommend approval to City Council to authorize the
City Manager to enter into professional service agreements with 20-10
Engineering Group and HOH Group for Facility Mechanical Engineering Services.
Alderman Karras seconded the motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION OF
FINANCIAL COMMITMENT FOR THE SAFE ROUTES TO SCHOOL PROGRAM GRANT
APPLICATION – JIM LOCKEFEER & BYRON KUTZ
Superintendent Kutz and Assistant to the Director Lockefeer reviewed the below
summary presentation slide on the topic.
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The Committee and City staff discussed the application submittal process and
application review and scoring criteria.
Alderman Notz moved to recommend approval to City Council approval of a
resolution of financial commitment for the City’s Safe Routes to School Program
grant application. Alderman Karras seconded the motion, which carried
unanimously.
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SNOW
PROGRAM HAND SHOVELING CONTRACT BID – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed contractor response frequency,
scheduling, and coordination.
Alderman Notz moved to recommend approval to City Council award of
proposal for the four-year Snow Program Hand Shoveling Contract to Kaplan in
the annual amount not to exceed $60,000. Alderman Karras seconded the
motion, which carried unanimously.
7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60
PLOWING AND SALTING AGREEMENT – MICHAEL THOMAS
Director Thomas reviewed the below summary presentation slide on the topic.
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The Committee and City staff discussed the IDOT reimbursement process and the
IDOT formula used to calculate the annual contract payment amount.
Alderman Notz moved to recommend approval to City Council approval of the
Route 43 & 60 Plowing and Salting Intergovernmental Agreement with IDOT.
Alderman Karras seconded the motion, which carried unanimously.
V. BUDGET / HIRING / INNOVATION UPDATES
The Committee and City staff discussed challenges associated with filling open
seasonal employee positions.
VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING – NOVEMBER 3, 2021
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:23 P.M. Alderman Karras seconded the motion, which carried unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Assistant to the Director of Public Works