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PUBLIC WORKS COMMITTEE 2021/09/08 Minutes 1 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. 2 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. 3 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. 4 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. 5 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. 6 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