CITY OF WASHINGTON
WASHINGTON, ILLINOIS
CITY COUNCIL MEETING
MONDAY, APRIL 5, 2010 -
6:30 P.M.
LIBRARY MEETING ROOM
AGENDA
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
REVIEW AGENDA - ADDITIONS OR DELETIONS (DISCUSSION ITEMS ONLY)
CONSENT AGENDA
ANNOUNCEMENTS/AWARDS/PRESENTATIONS/RECOGNITIONS
AUDIENCE COMMENTS
STANDING COMMITTEES
FINANCE & PERSONNEL – NEWMAN, CHAIRMAN
PUBLIC SAFETY – DINGLEDINE,
CHAIRMAN
PUBLIC SERVICES – GEE,
CHAIRMAN
CITY ATTORNEY – KENNETH L. BLACK / DAVID BROWN
MAYOR – GARY W. MANIER
CITY ADMINISTRATOR - ROBERT MORRIS
STAFF REPORTS
ALDERMEN’S COMMENTS
ADJOURNMENT
BACKGROUND INFORMATION
From:
Bob Morris
Subject: Caterer’s Liquor License
Date: March 12, 2010
Several months ago, the City Council was asked by a local business to create a liquor license classification that would allow liquor to be sold off-premise, by the drink, in conjunction with a food catering business. The attached ordinance would create such a license. Among other things, the ordinance will:
This ordinance will be presented for first reading at the March 15, 2010 City Council meeting.
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From:
Kenneth B. Newman, City Engineer
Date: March 25, 2010
Subject: Additional Engineering Services
– Dallas Road Reconstruction
Austin Engineering Company was hired in September 2007 to complete the preliminary engineering for the reconstruction of Dallas Road from Newcastle Road to Cruger Road and to complete the design engineering work for the first phase of the project between Newcastle Road and the bridge. As of this time, the preliminary engineering has been completed and the project development report has been approved by IDOT. Design for the first phase is about 90% complete and final plans are being prepared for IDOT approval.
As the work has progressed, Austin has had to devote considerably more time to the project than originally anticipated. Much of this additional work has been in the form of responding to review comments from IDOT and working with the City to address concerns related to construction phasing. In addition, a significant amount of time and expense has been expended analyzing and determining how much of the existing roadway base material can be utilized in hopes of reducing the overall construction cost and making the job easier to construct while maintaining access to local residents.
Austin has requested they be allowed additional compensation in the amount of $14,700 for the work they have and still need to complete. Their original proposal was to complete the entire project for an amount of $55,000. This amount was about $45,000 less than the next lowest of three other proposals that were received from consultants for this project.
It is staff’s opinion that Austin is deserving of the additional compensation and as such, authorization is being requested to increase the total compensation amount from $55,000.00 to $69,700.00.
This matter is being placed on the Council’s agenda for review and action at the meeting of April 5, 2010.
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From:
Bob Morris
Subject: Radio Antenna Replacement
Date: April 1, 2010
Funds were budgeted for the purchase and installation of multiple replacement antennae on the tower at the Police Station for use by the Police Department, Public Services Department and the Fire Department. Staff requests concurrence with its decision to have this work performed by Ragan Communications in the total amount of $5,015.12 (Public Services) PLUS $8,776.46 (Police).
The Washington Fire Department will be billed directly for its share of the cost.
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From:
Kenneth B. Newman, City Engineer
Date: April 1, 2010
Subject: Bid Award – FY10-11 Hot-mix
Asphalt
On Wednesday, March 31, 2010, bids were opened and publicly read for the City’s purchase of approximately 250 tons of hot-mix asphalt, which is used by the Public Services Department for general street patching and restoration of sewer and water repairs. The estimated quantity of 250 Tons was used for canvassing purposes only and the City is not obligated to purchase this quantity. Bid documents were forwarded to two prospective suppliers and two proposals were received. The following is a summary of bid results.
|
Supplier |
Estimated Quantity |
Unit Price |
Total |
|
River City Supply, Inc. |
250 Tons |
$75.00 |
$18,750.00 |
|
Tazewell County Asphalt Co., Inc. |
250 Tons |
$71.00 |
$17,750.00 |
The above price compares to last year’s awarded unit price of $68.75/Ton, which represents a 3.3% increase in cost.
Based on the above, it is recommend that the City Council award the bid for the City’s purchase of hot-mix asphalt for FY 10-11 to Tazewell County Asphalt of East Peoria at a unit price of $71.00/ton.
This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 5, 2010.
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From:
Kenneth B. Newman, City Engineer
Date: April 1, 2010
Subject: Bid Award – FY 10-11 Class SI
Ready-mix Concrete
On Wednesday, March 31, 2010, bids were opened and publicly read for the City’s purchase and delivery of Class SI ready-mix concrete for various uses by the Public Services Department. The estimated quantities listed below were used for canvassing purposes only and the City is not obligated to purchase these quantities. Bid documents were forwarded to four prospective suppliers and three proposals were received. The following is a summary of bid results.
|
Supplier |
Quantity Delivered |
Estimated
Contract |
Unit |
Extended |
Calcium Charge per %/C.Y. |
Winter Charge per C.Y. |
|
Washington Ready Mix |
1.0
to 1.75 C.Y. |
25
C.Y. |
$147.00 Total |
$ 3,675.00 5,400.00 6,525.00 $ 15,600.00 |
$ 5.00 |
$ 5.00 |
|
Roanoke Concrete |
1.0
to 1.75 C.Y. |
25
C.Y. |
$115.00 Total |
$ 2,875.00 5,000.00 6,375.00 $ 14,250.00 |
$ 2.00 |
$ 4.00 |
|
United Ready Mix |
1.0
to 1.75 C.Y. |
25
C.Y. |
$89.85 Total |
$ 2,246.25 4,442.50 6,588.75 $ 13,277.50 |
$ 2.00 |
$ 4.00 |
Based on the above, it is recommend that the City Council award the bid for the City’s purchase and delivery of Class SI ready-mix concrete for FY 10-11 to United Ready Mix, at the above noted unit prices. These unit prices compare to last year’s awarded unit price of $85.00/C.Y., which represents a 3.3 to 5.7 % increase in cost.
This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 5, 2010.
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From:
Kenneth B. Newman, City Engineer
Date: April 1, 2010
Subject: Bid Award – FY 10-11 Water &
Sewage Treatment Chemicals
On Wednesday, March 31, 2010, bids were opened and publicly read for the City’s purchase and delivery of liquid chlorine, hydrofluosilicic acid and sodium hypochlorite for use at Water Treatment Plants 1 & 2 and Sewage Treatment Plant 2. Bid documents were forwarded to four prospective suppliers. Three proposals were returned. Attached is a bid tab showing the summary of the quoted prices.
As can be seen from the bid tab, it would be most cost advantageous to split the award for the purchase of the various chemicals between JCI Jones and Brenntag Mid-South. By purchasing the liquid chlorine from JCI Jones and the hydrofluosilicic acid and sodium hypochlorite from Brenntag, we would save about $780.00 over the course of the year, based on the estimated quantities. However, this would require ordering and scheduling deliveries from two suppliers versus one. Staff believes the convenience and time saved by dealing with only one supplier would essentially off-set the higher cost of purchasing all the chemicals from the single supplier. As such, it is recommended that the City Council award the bid for the City’s purchase and delivery of all the above listed chemicals for FY 10-11 to Brenntag Mid-South, Inc., Bartonville, IL, at the unit prices set forth in the Contract Documents and as noted on the attached bid tab.
Assuming the award is made to Brenntag, the following is an analysis of the comparative difference in cost of chemicals from last year.
|
FY 09-10 Cost |
FY 10-11 Cost |
% Increase |
|
|
Liquid Chlorine – 150 lbs cylinders |
$ 57.00 |
$ 63.00 |
10.5 % |
|
Liquid Chlorine – 1 ton containers |
474.00 |
480.00 |
1.3% |
|
Sodium Hypochlorite |
92.00 |
97.00 |
5.4% |
|
Hydrofluosilicic Acid |
155.30 |
155.30 |
0% |
This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 5, 2010.
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From:
Kenneth B. Newman, City Engineer
Date: April 1, 2010
Subject: Bid Award – FY 10-11 Water
Softener Salt
On Wednesday, March 31, 2010, bids were opened and publicly read for the City’s purchase and delivery of approximately 1,300 tons of Industrial Grade Water Softener Salt for use at the Water Treatment Plants. Bid documents were forwarded to four prospective suppliers and proposals were received from three. Below is a summary of bid prices for the estimated quantity of 1,300 tons that was used for canvassing purposes.
|
Supplier |
Unit Price |
Total Cost |
|
Morton International |
$80.10 |
$104,130.00 |
|
Cargill Salt |
No Bid |
- |
|
North American Salt |
$81.60 |
$106,080.00 |
|
Gunther Salt Company |
$98.37 |
$127,881.00 |
Based on the above, it is recommend that the City Council award the bid for the City’s purchase and delivery of Industrial Grade Coarse Water Softener Salt for FY 10-11 to Morton International, Inc. – Morton Salt Division, Chicago, IL, at a unit price of $80.10/ton. This compares to last year’s awarded unit price of $80.10/ton, which represents no change in cost.
This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 5, 2010.
**************************************************On February 15, 2010, the City Council approved the scope of this year’s street maintenance program and appropriated $400,000 of MFT funds for the program. At that time the estimated cost of the program was $423,500 with approximately $20,000 for spray patch work, $390,000 for seal coat work and $13,500 for heat scarification. Subsequently, staff reevaluated the condition of the portions of both Nofsinger and Dallas Roads, which we were recommending to be heat scarified, and determined that it would be more appropriate to spray patch and seal coat these sections. Consequently, we deleted the heat scarification work from this year’s program and increased the amount of spray patch.
Plans and bid documents were prepared to complete the spray patch and seal coat work under two separate contracts. The plans and bid documents for the two projects were submitted for IDOT approval and the projects were advertised for bids.
On Thursday, March 25, 2010, bids for each of the two projects were opened and publicly read. The City received three proposals for the spray patch work and only one proposal for the seal coat project. Attached are bid tabs on which the bid proposals for each project have been summarized.
As can be seen, bids for both the spray patch and seal coat work were slightly under estimates. With the two proposals, the cost of the street maintenance work will be about $405,200, which is $18,300 under the original estimated cost.
Based upon the above, it is recommended that the City Council award the contract for the spray patch work to Midwest Asphalt Repair, Inc. for an amount of $29,400.00 and the contract for the seal coat project to R.A Cullinan, Inc. for the amount of $375,790.80. In addition, I request that the Council direct the Mayor and City Clerk to execute the contract documents for the two projects and request the Illinois Department of Transportation, Bureau of Local Roads and Streets to concur with the contract awards.
This matter has been placed on the agenda for the City Council meeting of Monday, April 5, 2010, for review and consideration.
**************************************************On March 2, 2009 the City Council approved the award of a contract to Kemper Construction, Inc. to construct a new concrete reaction basin at water treatment plant #1. Construction was started in early May 2009 and the concrete tank was completed in early September 2009. Following construction, the tank was filled to test it to determine that there was not excessive leakage of water through the structure. The specified allowable leakage rate was 75 gallons over a 24 hour period. The initial test showed leakage in excess of 20,000 gallons per day. Following this testing, the Contractor performed some "unauthorized" patching. A subsequent test showed that leakage was still in the range of 2,900 gallons per day.
The Public Services Committee and staff have met with the Contractor on two occasions to discuss the matter and try to obtain a satisfactory corrective action plan. At this time, the Committee is of the opinion that further testing and evaluation needs to be performed to determine if the tank is structurally sound and to try to identify the location of the leaks. A proposal has been obtained from CTL Group of Skokie, Illinois to perform "non-destructive" evaluation and testing. The estimated cost for this work is $10,000.00.
Based on the above, staff requests the Council’s authorization to spend an amount of $10,000.00 and approval to enter into a contract with CTL Group to complete the evaluation and testing. This matter has been included on the agenda for consideration and action at the April 5, 2010 meeting of the City Council.
**************************************************The enclosed IMRF resolution needs to be adopted to confirm the fact that the City Clerk’s position is covered by IMRF by virtue of the 1,000 hour per year rule. Pat Brown participated in IMRF when she held a non-elected covered position in the past. Carol Moss previously participated in IMRF under the then non-elected 600 hour per year standard.
Adoption of this resolution will formally confirm to IMRF that the elected City Clerk’s position, currently held by Pat Brown, will continue to be IMRF eligible under the 1,000 hour standard, effective with term of office beginning on May 1, 2009.
**************************************************Staff recently opened bids for contract grass/weed spraying and mowing services. Bid tabulation sheets are attached. Please note the following:
TruGreen was low bidder for the Contract Spraying Services in the amount of $7,834. Staff would recommend the award of the contract to TruGreen.
The contract mowing services were bid in two component parts. The low bidder for the Bid A component was Staley Lawn Care in the amount of $20,971.00; the low bidder for the Bid B component was Eagle Enterprises in the amount of $16,832.40. The total bid amount for both components was $37,803.40. Please note that these total cost estimates are based on assumed mowing/trimming frequencies.
Staff calculated the estimated cost of performing mowing services with in-house personnel and equipment to be $35,375.80. While it is impossible to calculate a precise, apples to apples comparison, it is staff’s recommendation to continue to provide these services with in-house personnel and equipment. It is important to note that this outcome was largely the result of a significant reduction in total labor hours (535 hours) incurred by city grounds maintenance personnel in 2009.
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From:
Kenneth B. Newman, City Engineer
Date: March 30, 2010
Subject: Pay Request #4 – STP #2, Phase 1
Improvements
On October 5, 2009 the City Council approved the award of a contract for construction of the phase 1 improvements to sewage treatment plant #2 to River City Construction, LLC of East Peoria, IL for an amount of $6,654,300.00. The contract was fully executed and notice to proceed was given on October 22, 2009. We are now in receipt of payment application #4 from the Contractor for the amount of $505,494.90.
This pay application is for the period ending March 26, 2010. Since the previous pay request, the remainder of the concrete walls have been formed and poured for the screen building. Forming and steel work has been started for the influent flow splitter structure. Backfilling around the oxidation ditch has been started and work has begun on forming, setting steel and pouring deck beams on the oxidation ditch. The outer perimeter walls for the sludge drying beds have been poured. The new plant effluent piping has been installed and the clarifier return sludge and scum return piping has been completed. Work has continued on installing electric conduits in the control building as well as stubbing conduits to the oxidation ditch and screen building. Based on the schedule of values, the value of completed work and stored materials stands at $1,760,153.00. The payment of $505,494.90 represents the total value of work minus previous payments of $1,078,642.80 and retainage of $176,015.30.
Based on the above, it is staff’s recommendation that the City Council approve making payment in the amount of $505,494.90 to River City Construction, LLC.
This matter has been included on the consent agenda for review and consideration at the City Council meeting of April 5, 2010.
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