City of East Moline Committee of the Whole met Dec. 20.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed City Clerk Wanda Roberts-Bontz to call the roll. The following Aldermen were present: Larry Toppert, Gary Almblade, Nancy Mulcahey, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. 7:25 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
WATER CHEMICAL BIDS 2022 (Ms. Huber, Director of Water Filtration) Each year Bi-State Joint Purchasing Council solicits bids for water treatment chemicals. East Moline, along with other communities in the Illinois Quad Cities participates in this process to seek discounts and better pricing on larger volumes of chemicals purchased. This process guarantees our chemical prices and our supplies for the next calendar year. Due to issues supply chain issues related to drivers, shipping and availability of product, this year is slightly different, with two vendors only guaranteeing prices per quarter, and prices of several chemicals having increased significantly.
Attached are the results of the prices received for East Moline's chemicals for the next calendar year starting January 1, 2022. Adjustments to the 2022 budget were made based on these bid prices.
The lowest responsive bidder meeting bid specs and requirements is listed in bold for each chemical on the attached sheet.
FINANCIAL:
This is a budgeted item.
Line Item#: Varies Title: Varies
Departments: Water Treatment Plant
This is not a CIP.
RECOMMENDATION:
Approve the purchase of chemicals from the lowest responsive bidder meeting bid specs and requirements, listed in bold on the attachment sheet for the 2022 calendar year.
Mr. Maxeiner stated that this contract is for chemicals that have a yearlong bid, so this price will be honored throughout the year. This does not cover all the chemicals we are going to need for the year. Some of them are reluctant to give us a yearlong bid so they were excluded from the bid process. So, we are going to find another avenue to go out for these bids.
Alderman Almblade asked if it would be worth while toconsider buying a 3 month or 6-month supply? If the prices go up?
Ms. Huber stated what we do not have a choice. There are very few suppliers for these type of chemicals that can be delivered, for example chloride there are multiple vendors but only one vendor that ever bids to supply to us. We cannot take a full truck load with the storage capacity that we have. So we really do not have a choice.
A motion was made by Alderman Almblade, seconded by Alderman O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Toppert, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
28TH AVENUE IMPROVEMENTS (Mr. Kammler, Engineering Director) 28th Avenue (7th St – 9 1/2 St) is in poor condition, and the pavement and subgrade have been deteriorating for some time due to age and poor drainage. This roadway was identified some time ago as a collector street in need of reconstruction and is part of the city's 5-Year Capital Improvement Program. East Moline has been receiving "REBUILD Illinois" funds from the State that will ultimately total $1,403,885.64. As this money is from general obligation bond proceeds, it has specific requirements for eligibility for which the city previously identified and assigned specific projects. 14th Avenue wasreconstructed earlier this year with these funds, and 28th Avenue is scheduled for reconstruction in 2022 usingREBUILD funds.
The 28th Avenue project includes complete reconstruction of the street and storm sewers, construction of new sidewalks, and drive approach replacements. Two blocks of water main under the road is also in poor condition and warrants replacement as well. An exhibit showing the project location is attached, as is a detailed cost estimate of the improvements proposed. With material labor and equipment costs escalating rapidly, there is a good deal of uncertainty on estimated costs at the current time. The project construction cost is currently estimated at $835,418.00 REBUILD Funds and $125,820.00 Water Funds, totaling $961,238.00. All eligible street, storm sewers, and sidewalk work will be paid withREBUILD funds; water main and water service pipe replacement will be funded with local water funds. The city retained Hutchison Engineering (Moline) last year to perform the necessary survey, design, plan preparation and submittals required; these plans are 95%+ complete and pending final review and approval by IDOT. All the construction documents are available for examination at the Engineering & Maintenance Building. Pending COW approval of the plans, specifications and bidding, a letting will be conducted, and the results brought back to Council for final consideration for award of construction contract.
FINANCIAL:
This is a budgeted item.
Line Item#: Varies Title: See below
Amount Budgeted: $940,000.00 (REBUILD); $130,000.00 (Water CIP)
Actual Cost: T.B.D. by bids
Funding Sources: REBUILD Funds 950-4300-880.0
Water Capital Improvements 220-4546-452.0
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve plans, specifications, and bidding for the proposed 28th Avenue Reconstruction Project.
A motion was made by Alderman Toppert, seconded by Alderman Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Toppert, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
LANDFILL MONITORING WELL REPAIRS (Mr. Kammler, Engineering Director)
An array ofground water monitoring wells existsforsampling and testing in-and-around the city's old landfill. The ground water testing and reporting is part of the mandated post-closure care that is required by the IllinoisEPA. During the most recent IEPA inspection, a number of deficiencies were noted and listed in a Non-Compliance Advisory letter dated October 1, 2021.
The city retained Andrews Engineering earlier this year to perform the ongoing post-closure environmental engineering services for this facility. As such, staff have obtained a proposal from Andrews for the necessary repairs. The corrective work requested is routine but is estimated to cost approximately $6,300.00.
FINANCIAL:
This is a budgeted item.
Line Item#: Landfill Title: Post Closure Care
Amount Budgeted: $25,000.00
Actual Cost: $6,300.00 (est.)
Under/(Over): $18,700.00
Funding Sources: Facility Imp’s and Closure 022-4200-730.0
Departments: Engineering
RECOMMENDATION:
Approve proposal from Andrews Engineering to address IEPA non-compliance items at the East Moline Landfill.
A motion was made by Alderman Toppert, seconded by Alderman Almblade to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Toppert, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
ADJOURMENT:
A motion was made by Alderman Almblade, seconded by Alderman Mulcahey to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Tapia, Rico, Toppert, Almblade, Mulcahey, O’Brien and Oakes. Motion carried. 7:40 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_12202021-760
Alerts Sign-up