City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Mayor Reggie Freeman | City of East Moline
City of East Moline Committee of the Whole met March 17.
Here are the minutes provided by the committee:
ROLL CALL
Mayor Pro Tem Lynn Segura called the meeting to order and directed the City Clerk Wanda Roberts Bontz 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 6:42 p.m.
ADDITIONS/CORRECTIONS TO AGENDA
None
Self-Contained Breathing Apparatus (SCBA) – Bid Award (Robert DeFrance, Fire Chief)
The City Council previously accepted a FEMA grant to purchase new Self-Contained Breathing Apparatus (SCBA) for the fire department.
The fire department published specifications for this equipment and advertised for bids from February 12 to March 12, 2025. At least sixteen (16) prospective bidders and interested parties accessed and downloaded our bid documents and specifications.
On March 12, 2025 at 2:00 PM a bid opening was conducted at the Morton Drive Fire Station.
One (1) bid was received as follows:
Bidder: Municipal Emergency Services (MES), Deer Creek, IL - $167,321.08
18- Full SCBA units with
35- High Temperature (HT-AV3000) face masks.
36 - 45-minute cylinders
1 - RIT PAK 3 (Rescue SCBA kit)
This bid was found to be fully compliant with our specifications. It is recommended that this bid be accepted and the Fire Chief be directed to order this equipment by March 27th to avoid manufacturer price increases effective April 1, 2025.
Since the grant award exceeds the initial equipment requested by $9,504.00 I would like to add an additional pack assembly, cylinders, and accessory adapter to fully utilize the 90/10 match. The price is included in the financial impact statement below.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 010-220-52774.30 | Capital Purchase | Fire | $17,000.00 | $17,000.00 | $16,075.00 |
| Federal Grant | $160,750.00 | $160,750.00 | $160,750.00 | ||
| TOTALS | $176,825.00 | $176,825.00 | $176,825.00 |
A motion was made by Alderperson Oakes, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
Greater Downtown Revitalization Project – ESA Amendment #2 (Tim Kammler, Director of Engineering)
As the city's consultant team, Crawford, Murphy & Tilly (CMT) has been working through the design and permitting required for this multi-faceted project, the scope of additional environmental investigation along the Rust Belt and Bend Blvd. Extension project corridors has been quantified. The work required involves Preliminary Site Investigation (PSI) work including subsurface investigation, soil borings, material testing, groundwater sampling and testing, and related items. Along with the environmental work, a small amount of additional field survey was required along 15th Avenue for final design.
A second amendment to the city's Engineering Services Agreement (ESA) with Crawford, Murphy & Tilly has been prepared for the work required and is attached for review and consideration. The full scope of services and work proposed are detailed therein.
Staff will briefly discuss the scope and fee of the extra work identified, and CMT will have staff on hand to provide additional context and answer questions as needed. in short, the additional fees required are as follows:
− Additional Field Survey, 15th Avenue $4,543
− PSI for 12th Avenue & 7th Street $81,740
− PSI for Bend Boulevard Extension $106,300
TOTAL: $192,583
The cost for the additional engineering services in Amendment #2 are eligible for RAISE cost sharing at the same 80-20 ratio as the original ESA. Funding remains per the GDRP project funding strategy discussed at 2/17/25 City Council Meeting.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 101-000-52986.00 | RAISE Grant | $192,583.00 | |||
| TOTALS | $192,583.00 |
RECOMMENDATION/REQUESTED ACTION: Approve ESA Amendment #2
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: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
PSA for Water & Sewer Design – Bend Blvd Extension (Tim Kammler, Director of Engineering)
The extension of Bend Boulevard from the Hyatt hotel to 7th Street is an important piece of the city's Greater Downtown Revitalization Project. The design and construction of this roadway - including stormwater drainage is included with the overall RAISE-funded project. However, the design and construction of public utilities (namely city water & sewer) is not included as these are not "transportation" related features and therefore not RAISE grant eligible pay items.
Continued development of this corridor will be dependent on the roadway completion, as well as the ability for developers to readily hook onto city water and sewer utilities. To facilitate this development, staff recommends the extension of water & sewer mains along this roadway corridor so that these utilities are ready when needed.
As this work is not included in the RAISE grant-funded project, staff have obtained a professional services agreement from Crawford, Murphy and Tilly (CMT) for the design and permitting of the water distribution & sewer collection facilities needed along the new section of roadway. Designing these utilities in combination with the roadway will provide a cost savings to the city. The CMT proposal assumes showing the proposed water and sewer pipes, manholes, etc. on the same set of plans as the roadway; when bidding the project through the State bid letting bulletin, the ineligible utility related pay items would be tabulated separately and construction funded with local water & sewer funds.
Depending on the final estimated cost of the water & sewer, these utilities could be constructed along with the roadway extension, or constructed after the fact, as budget and other factors permit.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 200-024-52830.02 | Professional Services | Water Engineering | $20,600.00 | $20,600.00 | $13,750.00 |
| 250-034-52830.02 | Professional Services | Sewer Engineering | $15,000.00 | $15,000.00 | $13,750.00 |
| TOTALS | $35,600.00 | $35,600.00 | $27,500.00 |
A motion was made by Alderperson Dorothy, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
Archer Dr/Avenue of the Cities Traffic Signal Video Detection (Tim Kammler, Director of Engineering)
The traffic signals at Archer Drive & Avenue of the Cities have broken and outdated detector loops. These are the wires embedded in the pavement that detect vehicles via magnetic impulse. To provide lasting repair, the pavement throughout the intersection and turn lanes would need to be replaced and new detector wires cut into the new pavement slabs.
Due to the maintenance issues that have been ongoing for some time, along with their shared ownership of this signal, the Illinois Department of Transportation has offered to fund 100% of the cost to convert this traffic signal from magnetic detector loops to video vehicle detection. In this configuration, video cameras are used to tell the traffic controller when vehicles are at the intersection. The city has been upgrading to video detection in a number of intersections (or on 1-2 legs of an intersection) around the city, in locations where the old magnetic detector loops have repeatedly broken or shorted-out.
A cost proposal for the installation of video detection has been obtained from Davenport Electric Contract Company (DECCO) for this traffic signal. IDOT District 2 Traffic Engineer has approved the work and cost. Per the city's IGA with IDOT, the city would front the money for the equipment replacement and be reimbursed 100% by the State through our highway maintenance agreement.
As the city is "fronting" the money temporarily, staff felt it appropriate to run this request through COW/Council for approval. Cost would be $60,640 pass-through to IDOT, zero cost to the city.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 010-310-52362.22 | Traffic Signal Maint | Lights & Signals | $93,000.00 | $93,000.00 | $60,640.00 |
| TOTALS | $93,000.00 | $93,000.00 | $60,640.00 |
A motion was made by Alderperson Oakes, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
15th Avenue Watermain Replacement (1st Street – 6th Street) (Tim Kammler, Director of Engineering)
At the direction of the City Council, plans and specifications have been prepared by Shive- Hattery, Inc. for bidding and construction of this project. Proposed improvements will replace the existing deteriorated 6" water main pipes along 15th Avenue from 1st Street to 6th Street with new 12" transmission-sized pipe. The project scope includes new connection to City of Moline 12" watermain (incl. pipes, valves, fittings) which will permit use of Moline's water distribution system as a functional back-up to East Moline, should the need arise. The previous interconnect between East Moline and Moline was 6" dia. and was insufficiently sized to provide the flow volume required to back-up East Moline' distribution network.
Work will also include cross-connections, new valves and hydrants. The concrete street will be cut and patched as required for the watermain construction. ADA ramps at intersections will be improved to current standards. New pipe would be C900 PVC as opposed to ductile iron. Additionally, according to the new IEPA mandate, all portions of lead service pipes encountered will be replaced from main to the building structure. It is anticipated that many of the water services in this area are lead service lines.
Once the underground work is complete, the roadway will be resurfaced with hot-mix asphalt. An exhibit showing the location of the proposed construction is attached.
Complete plans, specifications and bidding documents are available for review at the East Moline Engineering & Maintenance Building. Pending COW approval, the bid letting will be formally advertised and conducted. After receiving bids, staff will provide a complete bid tabulation and recommendation for award of contract to the City Council, pending reasonable bid prices.
Project Budget: The project scope was expanded to include the full length of connection to Moline's 12" watermain west of 1st Street, as well as an up-sized connection to loop-in The Bend at 3rd Street; these features were not in the original budget estimate. Additionally, construction pricing has continued to rise. Due to these factors, the current Engineer's estimate is approximately $600,000 over the FY'25 project budget of $2,000,000.
Staff will discuss options to accommodate the differential, including pushing back the project to FY'26, or using reserve funds to bridge the difference.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 200-023-52445.20 | Construction | Water CIP | $1,552,500.00 | $1,552,500.00 | TBD |
| 025-000-52445-20 | Construction | NHR Sales Tax | $475,000.00 | $475,000.00 | TBD |
| TOTALS | $2,027,500.00 | $2,027,500.00 | TBD |
A motion was made by Alderperson Rico, seconded by Alderperson Guthrie to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
Purchase of Bearings for Basin 4 (Briana Huber, Director of Water Filtration)
Eight bearings in the basin 4 drag system are very old, severely worn, and no longer functioning. These bearings facilitate smooth, efficient rotation between the shaft that moves the gears and the wall housing that holds the shaft. This equipment is unique to our facility and we are unable to replace these parts with after-market parts. Because these bearings will have to be fabricated, estimated shipping is 12-14 weeks out, which will delay putting basin 4 back into service. Staff requested a quote from the original manufacturer of our equipment (attached) and is requesting approval to purchase. We sought a second quote from a dealer of the original manufacturer's parts, but did not received a response.
Replacement of these bearings was not expected. We did not know they had became non-functional until we began moving parts again after the basin rehab project was complete. Rust accumulation during the rehab project in combination with the bearings being severely worn rendered them non functional. Therefore, replacement was not budgeted for. Staff recommends using contingency to pay for this purchase.
FINANCIAL IMPACT:
| Line Item # | Line-Item Title | Department | Amount Budgeted | Available Funds | Amount Requested |
| 200-020-52980.00 | Contingencies | WTP | $25,000.00 | $25,000.00 | $23,878.00 |
| TOTALS | $25,000.00 | $25,000.00 | $23,878.00 |
A motion was made by Alderperson Guthrie, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
Revitalize and Develop East Moline (REDEEM) Land Ownership Transfer (Tim Wymes, Community Development Director)
The City of East Moline in partnership with Revitalize and Develop East Moline (REDEEM) has collaborated on economic development opportunities throughout East Moline. Economic development is the focal point for retention, expansion, and recruitment for business opportunities and housing.
Throughout the partnership, the City and REDEEM has worked with B & L Development on several phases of the Quarter Development to create new housing opportunities. REDEEM is currently the owner of Outlet A in the Quarter subdivision No.3, Sheet 71 of The Quarter, East Moline, IL 61244 and identified as parcel (PIN) 08-25-202-006 with a total area of 0.08 acres. This parcel is adjacent to city owned property used for green space purposes and is not suitable for housing development. Please see the attached resolution document.
On February 20, 2025, the REDEEM board passed Resolution 2025-01, authorizing the transfer of real estate and conveyance of land to the City. Because of the irregular shape, size, and location of the parcel, REDEEM is requesting that the City takes ownership. If approved, the land would increase the size of City owned property between the Quarter subdivision No. 3 and John Deere Company. The increase in land ownership shall not be burdensome, due to city staff currently maintaining the property.
Staff recommends approval of the resolution due to special circumstances and irregular shape, size, and location of the property.
RECOMMENDATION/REQUESTED ACTION: Recommendation to approve.
A motion was made by Alderperson Guthrie, seconded by Alderperson Rico to concur with the recommendation as presented. Upon roll call the following voted in favor: Guthrie, Oakes, Rico, Dorothy, and Deppe. Motion carried.
ADJOURMENT:
A motion was made by Alderperson Oakes, seconded by Alderperson Dorothy to adjourn the Committee-of-the-Whole meeting. A voice vote was taken. Motion carried. 7:11 p.m.
https://www.eastmoline.com/AgendaCenter/ViewFile/Minutes/_03172025-1088
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