City of East Moline Committee of the Whole met Sept. 19.
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 Alderpersons were present: Kenneth Porter, Gary Almblade, Nancy Mulcahey, Jayne O’Brien, Rhea Oakes, Maria Tapia and Jose Rico. 7:15 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
FLOCK SAFETY – PRESENTATION OF LICENSE PLATE READERS (Mr. Ramsey, Police Chief)
Policing is always changing, and the job is becoming more technology dependent. Investigations are depending more and more on technology to help solve crimes and License Plate Reader (LPR) cameras are a proven tool to help accomplish successful investigations, deter crime, protect citizens, and make cities safer places to live. Flock Safety provides a sole source solution that has many benefits other LPR camera systems do not (see attachment). Currently one of our neighboring cities, Silvis, has implemented these cameras and they have had great results with them, to include helping us with investigations. One of the great tools Flock Safety LPR's provide is sharing of camera data from other agencies. This means we will have access to other cities Flock Safety LPR cameras to help with our investigations. Currently several other cities in Rock Island County are looking at implementing Flock Safety LPR's. The LPR's are also capable of notifying law enforcement within seconds when a stolen vehicle, wanted person, or even a missing/endangered person passes by a camera.
Flock Safety owns the equipment and handles all installation or replacement issues. The cost is $2,500 per camera per year, $2,500 per year for the advanced search package, and a one-time installation cost of $350 on city property and $750 on IDOT property. I have worked with staff at Flock Safety and have attached a quote for 10 cameras along with the advanced search package. This would be a 2-year contract with the cost for the first year being $31,800 that includes the one-time installation cost, and then the second year being $27,500. Also attached is a map of the proposed locations along with several documents from Flock Safety that explain their product and how it works.
Possible sources of funding: Budget for FY2023/24, ARPA Funds, Drug Asset Forfeiture Funds.
This is for informational purposes and will be brought back at the next COW to seek approval.
Hector Soliman-Valdez, Flock Safety presented a 10-minute presentation regarding Flock Safety LPR cameras.
SQUAD CAR REPLACEMENT (2) (Mr. Ramsey, Police Chief) Two new squad cars were budgeted for the FY 2022 budget. I am requesting the replacement of Squad 516 (2014 Marked Police Interceptor Utility 121,394 miles) and Squad 511 (2014 Unmarked Police Interceptor Utility 109,126 miles). These squads are among the oldest and have the highest mileage in the fleet. Costs of repairs and maintenance for both of these squads is getting costly and that trend will likely continue due to their age and mileage.
Bids were received from Kunes Country Ford (East Moline) in the amount of $43,361.00 per squad, Lindquist Ford (Bettendorf) in the amount of $43,247.00 per squad, and Sexton Ford (Moline) in the amount of $38,961.00 per squad. A bid was also received from Federal Signal for the up-fitting of each squad with a cost listed at $12,550.25 for the unmarked and $12,075.25 for the marked. A bid was sought from Racom for up-fitting of each squad, but they declined to provide a quote due to issues of being able to get pricing for the equipment we use.
My recommendation is to go with the lowest bidder, Sexton Ford, for the purchase of the two new squads (total $77,922.00), and the bid by Federal Signal for the parts and build costs of the two new squads (total $24,625.50). The final overall total for the purchase of the two Squads to include parts/build, graphics ($590 for one), and title/plates ($160 each) would be $103,457.50 $85,000.00 was budgeted for the purchase of the two new squads through the Motor Pool-Capital Purchase Fund. With the increase in cost being unexpectedly significant over the last year there is an overage of $18,457.50. This overage will be paid through the State Drug Asset Forfeiture Fund. The police department will dispose of squad 516 (2014 Police Interceptor Utility
#1FM5K8AR9EGA38509) and Squad 511 (2014 Police Interceptor Utility #1FM5K8AR5EGA33436) through one of the following methods: “sealed bid, live auction, trade or sell for scrap”. *See attached documentation.
FINANCIAL:
This is a budgeted item.
Line Item# 150-4000-28-743.0 Title: Motor Pool – Capital Purchase
Amount Budgeted: $85,000.00
Actual Cost: $103,457.50
Under/(Over): ($18,457.50)
Funding Sources: Motor Pool – Capital Purchase State Drug Asset Forfeiture Fund Departments: Police Department
This is not a CIP.
RECOMMENDATION:
Approve purchase of two 2023 Police Interceptor Utility vehicles with additional listed expenses along with disposal of used Squads 516 and 511.
A motion was made by Alderperson Porter, seconded by Alderperson Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
PROFESSIONAL SERVICE AGREEMENT – LEAD SERVICE LINE REPLACEMENT PLAN (Ms. Huber, Water Plant Director)
Federal and State legislation have mandated that all drinking water utilities complete a lead service line replacement plan for replacing lead and galvanized service lines within their area. This replacement plan must be completed by April 2024. The City does not have the staff to complete this project internally. Two proposals were sought for professional services to develop a lead service line replacement plan per Federal and State legislative requirements. The lead service line replacement plan is a required and critical component of applying for State Revolving Funds to offset the City's expense to replace said lead and galvanized service lines. One of the two firms' proposals demonstrated that they have experience and a clear understanding of the Federal and State requirements for lead service line replacement plans. The second proposal did not include several major components of the legislative requirements, and therefore is an invalid proposal. Staff is recommending proceeding with CMT Engineering for the development of a lead service line replacement plan in the amount of $17,500.
FINANCIAL:
This is a budgeted item.
Line Item# 200-422-24-300.2
Amount Budgeted: $10,000.00
Actual Cost: $17,500.00
Under/(Over): ($7,500.00) Reappropriate funds from meter replacement acct.
Funding Sources: Water Utility System
Departments: Water Utility
This is not a CIP.
RECOMMENDATION:
Staff recommends moving forward with CMT Engineering for professional services to complete a City lead service line replacement plan.
A motion was made by Alderperson Porter, seconded by Alderperson O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
SRF FUNDING – LEAD SERVICE LINE PROJECT (Ms. Huber, Water Plant Director)
Federal and State legislation have mandated that all drinking water utilities replace lead service lines and galvanized service lines that have ever been downstream of a lead service line, within their area. Replacement of said services lines is anticipated to be completed over the next seventeen (17) years as dictated by the IL EPA. The City does not currently have a source of funding to pay for said service line replacements. It is our understanding that the City qualifies for 49% forgivable loans up to $4M/year from the SRF. City staff does not have experience applying for SRF funds for this type of project, and we do not have the staff to complete this project internally. Two proposals were sought for professional services to assist City staff to apply for SRF funds for lead service line replacement. One of the two firms' proposals demonstrated that they have experience and a clear understanding of the IEPA requirements of a SRF application. The second proposal did not include several major components of the SRF application requirements. Staff is recommending proceeding with CMT Engineering for assistance applying for SRF funding for an amount not to exceed $19,000.00.
FINANCIAL:
Line Item# 200-4022-24-300.0
Title: Water distribution – Professional Services Amount Budgeted: $0
Actual Cost: $19,000.00
Under/(Over): ($1,000.00)
Funding Sources: Water Utility System
Departments: Water Utility
This is not a CIP.
RECOMMENDATION:
Staff recommends moving forward with CMT Engineering for professional services to assist City staff in applying for SRF for lead service line replacement.
A motion was made by Alderperson Rico, seconded by Alderperson Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
2022 SEWER LINING PROJECT - HOERR (Mr. Kammler, Engineering Director) Per the 2022 CIP, the East Moline Engineering Department has prepared recommendations for a cured-in-place-pipe (CIPP) sewer lining program for this year. Based on the CIP budget of $250,000 of sewer capital improvement funds, approximately 7,025 LF (1.3 miles) of sewers are recommended for cleaning and/or lining. Recommendations continue to be based upon prior citywide robotic inspection and recommendations from maintenance services staff.
For some time, East Moline has continued to extend Hoerr Construction's contract and terms with a nominal annual price increase, so long as the city provides a similarly large lineal footage of pipe for lining. East Moline staff have been pleased with the customer service and quality work product from Hoerr Construction, who has been performing sewer lining work in East Moline for more than 10 years. Hoerr has submitted a letter (attached) showing their pricing for 2022; please note that the price of materials has resulted in a larger price increase than in years past.
Pending approval of the City Council, work quantities and mapping will be provided to the contractor. Staff will obtain the customary bonds and insurance certs as usual. As with all unit-price construction contracts, the final amount paid will vary slightly from the budget figure as final cost is dependent upon field measurements and actual work performed during construction. A letter from Hoerr Construction with breakdown of unit pricing for 2022 and the past five (5) years is attached for review and reference, as is a map of the proposed 2022 lining areas.
FINANCIAL:
This is a budgeted item.
Line Item# 270-4547-259.0
Title: Sewer Collection Improvements Amount Budgeted: $250,000.00
Actual Cost: <$250,000.00
Funding Sources: Sewer Capital Improvement
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve 2022 Sewer Lining Program and additional one-year extension of existing contract with Hoerr Construction, Inc. (Peoria, IL) with cost of work not to exceed $250,000.00.
ADDITIONAL COMMENTS:
The pricing East Moline has been able to obtain through contract extension negotiations has consistently been significantly less than bid-pricing on similar projects in neighboring cities.
A motion was made by Alderperson Porter, seconded by Alderperson O’Brien to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
WATERMAIN REPLACEMENT PROJECT (Mr. Kammler, Engineering Director)
Prior to construction of the streetscaping improvements forthcoming to the 15th Avenue corridor, the remaining portion of a deteriorated watermain pipe needs replaced to avoid main breaks under brand new streetscape. Three blocks of this existing watermain from 9th St - 12th St were replaced in an emergency repair effort in 2020; the remainder of the pipe replacement from 6th St to 9th St is now a priority. Improvements would include replacement of water main piping, cross-connections, valves, and hydrants. New pipe would be C900 PVC as opposed to ductile iron. Additionally, per new IEPA mandate, lead service pipes encountered will be replaced from main to the building structure.
Staff have obtained a proposal from Shive Hattery (attached) to perform the necessary survey, design engineering, and construction plan preparation for both watermain replacement and lead service pipe replacements. Once plans and bid documents are completed, the projects and cost estimates will be brought back to COW for discussion and consideration for bidding.
FINANCIAL:
This is a budgeted item.
Line Item# 200-4023-24-300.2
Title: Water CIP – Professional Services
Amount Budgeted: $40,000.00
Actual Cost: $27,000.00
Under/(Over): $13,000.00 Under
Funding Sources: Water CIP
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve consultant contract for engineering services as proposed.
A motion was made by Alderperson Almblade, seconded by Alderperson Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Almblade, seconded by Alderperson Porter to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Tapia, Rico, Porter, Almblade, Mulcahey, O’Brien and Oakes. Motion carried. 7:36 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_09192022-828
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