City of East Moline Mayor and the Committee of the Whole met Sept. 5.
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: Olivia Dorothy, Jeffrey Deppe, Nancy Mulcahey, Adam Guthrie, Rhea Oakes, and Lynn Segura. Absent: Jose Rico 6:42 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
ROBINSON ENGINEERING FOR LSL INVENTORY PROFESSIONAL SERVICES (Brianna Huber, Director – Water Treatment)
Last September, I came to Council seeking approval to hire 120Water to do our lead service line inventory (LSLI), which is a legislative requirement per the Lead and Copper Rule Revisions. The inventory is due in April 2024. At the time, staff watched demos and sought proposals from 120Water, Blue Conduit, and CMT Engineering. At the time 120Water appeared to be the best choice, with great reviews, flexibility in services (to address other Lead and Copper Rule Revision requirements), great accuracy in their predictive model, and the lowest price. Unfortunately, staff turnover at 120Water has rendered the company incapable of delivering on the services they promised, in the timeline they promised, and with the predictive model accuracy that they promised. They are no longer a good choice for East Moline's LSLI.
In the meantime, staff recently sought two more proposals, from Augustana College and Robinson Engineering, to complete the City's LSLI, as the deadline is quickly approaching. Robinson Engineering's proposal offered more in-depth services which we believe will produce a more accurate inventory, at a cheaper expense, and their proposal included applying for the Lead Service Line Inventory Grant Program through IEPA, for up to a $50,000.00 grant to complete the LSLI. Should we receive grant funding, it could cover the entire expense of Robinson's proposal.
Staff therefore recommends moving forward with Robinson Engineering for the LSLI, which includes a grant application to the IEPA.
Please note: the line item listed below is over budget due to the required need to have a Lead Service Line Project Plan and Lead Service Line Replacement Plan in place to apply for the State Revolving Loan Fund to pay for lead service line replacements.
FINANCIAL:
This is not a budgeted item.
Line Item# 200-4020-24-300.2 Title: Professional Services
Amount Budgeted: $18,000.00
Actual Cost: $50,000.00
Under/(Over): YTD Over/(Under) = ($15,853.25) * Noted updated figures
+ Current request = ($50,000.00) * Noted updated figures
= Over/(Under) after current request ($65,853.25) * Noted updated figures
Funding Sources: Water Filtration Plant
This is not a CIP.
RECOMMENDATION:
Approval to move forward with Robinson Engineering for Professional Services for our LSLI.
Brianna Huber, Director – Water Treatment informed the City Council that the reason for the over budget was due to of new Legislation that was unfunded and unbudgeted mandates.
Diane Moeller and Jonathan Flowers with Robinson Engineering answered questions regarding the LSL Inventory Professional Services.
Ms. Huber stated that Robinson Engineering would look at all the records from the GIS Department, Engineering Department, and Maintenance Services Department. The EPA standards public side would be up to the curb box and private side would be curb box to the home. Robinson Engineering would review all the records first, then a survey to be sent out to all the residents involved. The residents would send pictures back to Robinson Engineering to evaluate the photos. All the information would be put into a database. Robinson Engineering has allowed up to fifty separate excavations which would allow going out and digging down to the lead pipelines.
Alderperson Mulcahey asked Brianna Huber how we will let residents know what is going on?
Ms. Huber stated that they would receive information through the mail. The homeowner would be allowed up to three pictures to be submitted online.
Diane Moeller from Robinson Engineering stated they would identify the material from the photos. Diane Moeller stated that a video explains what a lead service line is, where to go to find it, and how to take the pictures.
Ms. Huber stated that anyone can report their lead service line on the web site under the Water Filtration Plant page.
A motion was made by Alderperson Guthrie, seconded by Alderperson Dorothy to concur with the recommendation as presented. Upon roll call the following voted in favor: Dorothy, Deppe, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
iWorQ SOFTWARE PROGRAM FOR WTP (Brianna Huber, Director – Water Treatment)
The water filtration plant is looking to improve asset management and work management practices. One of our 2023 goals was to optimize asset management through a Computerized Maintenance Management System (CMMS). Currently, we have hundreds of assets in the water filtration plant and pumping stations. However, approximately 5-8 assets are tracked via an antiquated Microsoft Access database and a few additional assets are tracked via paper, with very few characteristics of each asset and histories of each asset tracked. This does not allow us to properly track asset inventory; asset maintenance and inspections; refer back to previous maintenance on an asset when troubleshooting; predict asset failure; assess the value of an asset; track time and costs of employees and equipment; or extend asset life.
Water Treatment Plant (WTP) staff watched demos and acquired quotes from three vendors: iWorQ, Cityworks and iMaint. All three programs function and perform similarly. However, iWorQ was the lowest quote, and because the health and inspections departments recently signed on with iWorQ, the implementation, data conversion, GIS integration and setup fees were waived for the WTP.
Staff therefore recommends moving forward with iWorQ CMMS for asset management. The annual cost for this software is $12,500. Fees may increase by up to, but no more than, 5% per year.
FINANCIAL:
This is not a budgeted item.
Line Item# 200-4020-24-430.0
Title: Equipment Repairs
Amount Budgeted: $40,000.00
Actual Cost: $12,500.00
Under/(Over): YTD Over/(Under) = $25,458.08
+ Current request = ($12,500.00)
= Over/(Under) after current request $12,958.08
Departments: Water Filtration Plant
This is not a CIP.
RECOMMENDATION:
Approval to move forward with iWorQ CMMS for asset management at WTP. Matt Hanover with iWorQ CMMS provided an overview of the asset management program.
A motion was made by Alderperson Dorothy, seconded by Alderperson Mulcahey to concur with the recommendation as presented. Upon roll call the following voted in favor: Dorothy, Deppe, Mulcahey, Guthrie, Oakes, and Segura. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Oakes, seconded by Alderperson Deppe to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Dorothy, Deppe, Mulcahey, Guthrie, Oakes, and Segura. Motion carried. 7:09 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_09052023-958
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