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City of Moline Committee of the Whole met December 12.

Here is the agenda provided by the Committee:

Oaths of Office & Appointments:

Oaths of office for promotion of Fire Engineers Kris Johnson, James Hudson, and Scott Houzenga to Fire Lieutenants effective January 1, 2018.

Appointments of Firefighter/Paramedics Nathen Paxton, Justin Mitton, and Marco Leone to Fire Engineer effective January 1, 2018.

Questions on the Agenda

Agenda Items:

1. Change Order #8 with Williams Brothers Construction Inc. (Tony Loete, Utilities General Manager)

2. Sole Source Purchase from Swaploader U.S.A. LTD., for Hooklift Hoist and Accessories (Dave Mallum, Fleet Manager)

3. Purchase of 30 Airpacks from Sandry Fire Equipment LLC (Jeff Snyder, Interim Fire Chief)

4. USI Insurance Agreement for Liability, Property and Workers’ Compensation Insurance (Alison Fleming, Human Resources Manager)

5. UnitedHealthcare-BP Policy for Reinsurance Coverage for Medical and Prescription Drug Benefit Claims (Alison Fleming, Human Resources Manager)

6. Policy Prohibiting Sexual Harassment (Maureen Riggs, City Attorney)

7. Other

Informational:

Capital Improvement Program Funding (Scott Hinton, City Engineer)

Public Comment:

Members of the Public are permitted to speak after coming to the podium and stating their names.

Explanation:

1.A Resolution authorizing the Utilities General Manager to approve Change Order #8 with Williams Brothers Construction Inc., for the North Slope Wastewater Treatment Plant Improvements Project, in the amount of -$5,803.93. (Tony Loete, Utilities General Manager)

Explanation: Change Order #8 consists of 17 individual changes to the North Slope Wastewater Plant Improvements Project and includes many miscellaneous additions or deletions. Said change order reflects adjustments to meet field conditions encountered during construction or enhancements to the efficiency, functionality or longevity of the completed project that are summarized in the attached documentation. Change Order #8 decreases the current contract amount of $38,005,085.23 to $37,999,281.30. Additional documentation attached.

Staff Recommendation: Approval

Fiscal Impact: Funds are budgeted in account #320-1838-433.08-06.

Total Beginning Project Contingency $3,039,960.00

Change Order #1 $156,665.00

Change Order #2 $279,352.00

Change Order #3 $234,850.00

Change Order #4 $27,506.00

Change Order #5 $132,569.00

Change Order #6 $120,615.00

Change Order #7 -$28,471.77

Change Order #8 -5,803.93

Total Change Orders to Date $917,281.30

Current Contingency Balance $2,122,678.70

IEPA Project Contingency Only $1,112,460.00

Total Change Orders to Date $917,281.30

Current IEPA Contingency Balance $195,178.70

Public Notice/Recording: n/a

Goals Impacted: Upgrade City Infrastructure & Facilities

2. A Resolution authorizing approval of a sole source purchase from Swaploader U.S.A. LTD., for a Hooklift Hoist and Accessories in the amount of $109,009.60. (Dave Mallum, Fleet Manager)

Explanation: In 2016, Fleet Services budgeted to purchase a hooklift hoist and attachments for installation on four (4) new cab and chassis units for the Streets Division. The continued use of SwapLoader U.S.A. LTD., Hooklift Hoist and Accessories will maintain the versatility of the City’s Fleet by allowing the reuse of existing attachments. The City’s use of SwapLoader U.S.A. LTD., Hooklift Hoist and Accessories began in 1996, and since then, the City has been allowed to purchase these items at dealer pricing. Staff requested and received a quote from SwapLoader U.S.A. LTD., for four (4) hooklift hoists and accessories in the amount of $109,009.60. Additional documentation attached.

Staff Recommendation: Approval

Fiscal Impact: Funds are available in 448-0867-437.07-03

Public Notice/Recording: n/a

Goals Impacted: Upgrade City Infrastructure & Facilities

3. A Resolution authorizing the Interim Fire Chief to accept a quotation from Sandry Fire Equipment LLC, for the purchase of 30 MSA G1 SCBA Airpacks in the amount of $219,789. (Jeff Snyder, Interim Fire Chief)

Explanation: The Fire Department has budgeted annually for a number of years into a special fund for the purchase of airpacks. This fund currently has a balance of $210,160.83; however, the Department has sufficient funds budgeted in the Station Alerting Fund to cover the excess of $9,628.17 needed to make the purchase. Sandry Fire Supply LLC, based in DeWitt, Iowa, is the only authorized local distributor for the MSA G1 SCBA with a thermal imaging camera integrated into its design. The sole source acceptance of this quotation is recommended pursuant to Chapter 27, Sections 27-3105 and 27- 4101, of the Moline Code of Ordinances. Additional documentation attached. This item will also appear on the City Council Agenda on December 12, 2017, under “Items Not on Consent.”

Staff Recommendation: Approval

Fiscal Impact: 444-9944-420.07-50 ($219,789)

Public Notice/Recording: n/a

Goal Impacted: Strong Local Economy

4. A Resolution authorizing the Mayor and City Clerk to execute an Agreement with USI Insurance for liability, property and workers’ compensation insurance for a period of one year commencing on December 31, 2017. (Alison Fleming, Human Resources Manager)

Explanation: USI Insurance is the current broker for the City’s liability, property and workers’ compensation insurance. USI has submitted an Agreement to provide coverage from December 31, 2017, through December 31, 2018. At $788,982, the proposal is 0.80% ($6,257) more than the amount budgeted for 2018. The increase from 2017 is 3.1% and is due, in part, to the increase in employment practices liability, property and workers’ compensation premium expenses. Of note, the cyber liability coverage was enhanced in 2017 for a premium of $11,753 and is not included in these figures because that policy does not expire until May 23, 2018. The cyber policy will be adjusted to a calendar year starting in 2019. Additional documentation attached.

Staff Recommendation: Approval

Fiscal Impact: These items are budgeted for annually in the Liability Fund

Public Notice/Recording: n/a

Goals Impacted: Financially Strong City

5. A Resolution authorizing the Human Resources Manager to execute a policy with UnitedHealthcare-BP to provide reinsurance coverage for medical and prescription drug benefit claims for a one-year period commencing on January 1, 2018. (Alison Fleming, Human Resources Manager)

Explanation: A request for proposals was published, and UnitedHealthcare-BP provided the proposal most advantageous to the City. UnitedHealthcare-BP will provide specific and aggregate reinsurance for the City’s medical and prescription drug benefit plans for active employees and their dependents, as well as retirees under 65 and retirees’ dependents under 65. The City’s insurance is secondary to Medicare for medical claims of retirees 65 and older and retirees’ dependents 65 and older. This group will be shifted to a fully insured prescription drug plan (Employer Group Waiver Plan – EGWP) in 2018 with no change in benefits. Due to this transition, they are not being included in the reinsurance policy, because the exposure to the City is low. Expected annual costs for reinsurance total $275,117. The proposal reflects a 13% increase from 2017 rates, but is 20% ($70,693) less than the amount budgeted for 2018. Additionally, the fully insured prescription drug plan is estimated to save the Retiree Health Fund $120,327 in 2018.

Staff Recommendation: Approval

Fiscal Impact: Budgeted in the Active and Retiree Health Funds

Public Notice/Recording: n/a

Goal Impacted: Financially Strong City

6. A Special Ordinance adopting a City of Moline policy entitled Policy Prohibiting Sexual

Harassment. (Maureen Riggs, City Attorney)

Explanation: The Illinois General Assembly recently enacted Public Act 100-0554, dated November 16, 2017, which mandates that all Illinois governmental units adopt an ordinance or resolution establishing a policy to prohibit sexual harassment. The policy is to be adopted by January 15, 2018. Per the Act, all prior existing sexual harassment policies enacted by the City of Moline shall be superseded upon adoption of the new policy. Additional documentation attached. This item will also appear on the City Council Agenda on December 12, 2017, under “Items Not on Consent” for first reading.

Staff Recommendation: Approval

Fiscal Impact: n/a

Public Notice/Recording: n/a

Goals Impacted: None Identified

http://www.moline.il.us/ArchiveCenter/ViewFile/Item/4425