City of East Moline Committee of the Whole met Sept. 18.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Freeman called the meeting to order and directed the Acting City Clerk Kathryn Motzer to call the roll. The following Alderpersons were present: Olivia Dorothy, Jeffrey Deppe, Adam Guthrie, Rhea Oakes, Lynn Segura and Jose Rico. Absent: Nancy Mulcahey 7:07 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None.
HEATING UNITS FOR WWTP BUILDINGS (Parker Prochaska, Director – WWTP)
A hot water line heading to buildings at the City's wastewater treatment plant has had a significant leak. Staff located the leak and temporarily mitigated this issue to stop any flows from coming out of it; however, a more permanent repair is needed. Wastewater Treatment Plant staff conferred with the City’s Maintenance Services Department and determined that a fix could not be completed by city staff.
Staff then proceeded to receive quotes on the repair of the line. However, none of the businesses contacted were willing to patch the line but could bore in new lines and abandon the old ones. The lowest quote to do this work was around $120,000. As an alternative, staff received estimates on how much it would cost to install heating units for each building. The lowest quote for this option was $64,491.00 from Kale Heating and Air Conditioning, nearly half the cost of new water lines. Staff also reached out to other contractors such as Ruyle Mechanical quoting the project at $89,730.00, as well as, Daikin and Northwest Mechanical, who declined to bid on the job.
Due to the timeframe to bid-out the project, award a bid, and make the necessary improvements, which may take up to two months depending on scheduling, staff is recommending the City waive its formal process and award the repair project to the lowest bidder in order to make repairs before colder weather sets in.
FINANCIAL:
This is not a budgeted item.
Actual Cost: $64,491.00
Departments: Sewer Fund -WWTP
This is not a CIP.
RECOMMENDATION:
Due to the timeframe to bid-out the project, award a bid, and make the necessary improvements, which may take up to two months depending on scheduling, staff is recommending the City waive its formal bidding process and e repair project to the lowest bidder at the next city council meeting in order to make repairs before colder weather sets in.
A motion was made by Alderperson Guthrie, seconded by Alderperson Oakes to concur with the recommendation as presented. Upon roll call the following voted in favor: Dorothy, Deppe, Guthrie, Oakes, Segura and Rico. Motion carried.
REAL ESTATE PURCHASE (Robert DeFrance – Fire Chief)
There are two (2) small parcels directly adjacent to the alley behind the Morton Drive Fire Station bordering 19th street that have been placed for auction by the Rock Island County Tax Agent. The lots can be purchased directly by the City of East Moline at the minimum fixed amount of $824.00 each. This amount is not negotiable and represents the back tax amount and minimum fee. The City along with all taxing bodies would receive their portion of the paid back due taxes on these lots as a disbursement at the end of tax year. As of today (9/15) Rock Island County could not identify the amount these two parcels would generate for the City. These lots are small and non-buildable due to setbacks and current zoning regulations. City staff has discussed purchasing these lots for future increased parking for the fire station. The Morton Drive Fire station houses our training room. When hosting training classes and other larger gatherings parking was not sufficient and arrangements for overflow parking at the UAW Hall were needed. This overflow location is a lengthy walk involving the crossing of a busy intersection at Morton Drive and 19th street. These additional lots will not always eliminate the need for overflow parking but will be helpful. Additionally, while there are no plans for station expansion at this time, these lots may be beneficial if a station expansion is ever needed. Attached are the sales contracts and additional information regarding the lots' dimensions and location for your review. Parcel Numbers: 0930111007 & 0930111008
FINANCIAL:
This is not a budgeted item.
Line Item# 020-4000-29-550.0
Title: Departmental Projects Amount Budgeted:
Actual Cost: $1,648.00
Available Funds: $77,867.97
Funding Sources: Departmental Projects – Fire
Departments: Fire Department
This is not a CIP.
RECOMMENDATION:
I recommend the City of East Moline purchase these lots for future use of the fire department. Parcel Numbers: 0930111007 & 0930111008.
A motion was made by Alderperson Rico, seconded by Alderperson Segura to concur with the recommendation as presented. Upon roll call the following voted in favor: Dorothy, Deppe, Guthrie, Oakes, Segura and Rico. Motion carried.
ENGINEERING DESIGN SERVICES – RAVINE A (Tim Kammler – Director of Engineering)
The city's Ravine Sewer Access-Way project has been an ongoing project for a number of years. East Moline has miles of sanitary sewers located in ravines and rough wooded areas which do not permit ease of access for inspection and maintenance. In many areas, the city lacks easements for these utilities and their access. The boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline has retained consultants to facilitate final design, construction plans, and the necessary easement acquisition in phases to meet the city's budget constraints. Three (3) ravine access-ways have been completed, and another is under construction (D) to be completed this year.
A proposal for final design services for the next phase of this project (Ravine A) has been obtained from Klingner Engineering and is attached for review and consideration. Details of the scope of work to be performed includes final plan, profile, and cross-section design, construction plan preparation, projects specifications, and survey exhibit preparation for 32 easements along these two ravines. For construction to occur, the city must have rights to the necessary property. Land acquisition services for the necessary easements will be managed under separate contract.
FINANCIAL:
This is a budgeted item.
Line Item# 250-4036-29-300.2
Title: Sewer CIP – Prof. Services Amount Budgeted: $120,000.00 for this project design
Actual Cost: $115,00.00
Under/(Over): $5,000 under
Funding Sources: Sewer Capital Improvement Funds 250-4036-29-300.2 Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve contract proposal for Ravine "A" easement acquisition services.
A motion was made by Alderperson Deppe, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor: Dorothy, Deppe, Guthrie, Oakes, Segura and Rico. Motion carried.
ENGINEERING DESIGN SERVICES – RAVINE A (Tim Kammler – Director of Engineering)
The city's Ravine Sewer Access-Way project has been an ongoing project for a number of years. East Moline has miles of sanitary sewers located in ravines and rough wooded areas which do not permit ease of access for inspection and maintenance. In many areas, the city lacks easements for these utilities and their access. The boundary survey work and preliminary design for the access-ways was completed in all of the subject ravines throughout the city under previous contract. Subsequently, East Moline has retained consultants to facilitate final design, construction plans, and the necessary easement acquisition in phases to meet the city's budget constraints. Three (3) ravine access-ways have been completed, and another is under construction (D) to be completed this year.
A proposal for the Phase 3 (Ravine A) land acquisition services has been obtained from Kaskaskia Engineering Group and is attached for review and consideration. Details of the scope of work to be performed includes outreach to impacted residents, property appraisal, easement negotiations, and legal document preparation for 32 easements along these two ravines. For final design to be completed and construction to occur, the city must have rights to the necessary property. As such, land acquisition services are anticipated to start immediately upon approval by council.
FINANCIAL:
This is a budgeted item.
Line Item# 250-4036-29-300.2
Title: Sewer CIP – Prof. Services Amount Budgeted: $112,000.00
Actual Cost: $96,000.00 (Land cost T.B.D.)
Under/(Over): $16,000.00 under
Funding Sources: Sewer Capital Improvement Funds 250-4036-29-300.2
Departments: Engineering
This is a CIP.
RECOMMENDATION:
Approve contract proposal for Ravine "A" easement acquisition services.
A motion was made by Alderperson Guthrie, seconded by Alderperson Deppe 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 Rico, seconded by Alderperson Oakes to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Dorothy, Deppe, Guthrie, Oakes, Segura and Rico. Motion carried.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_09182023-959
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