From:  Kenneth B. Newman, City Engineer
Date:  July 28, 2010
Subject:  Pay Request #1 & Final – 2010 Street Maintenance Seal Coat

On April 5, 2010 the City Council approved the award of the contract for the 2010 street maintenance seal coat work to R.A. Cullinan, & Son, Inc. for an amount of $375,790.80. The seal coat work was completed between June 23 and 30, 2010. The initial sweeping was finished on July 15, 2010.

The City is now in receipt of the first and final invoice for an amount of $378,263.23. This amount represents the value of the total completed project. The final costs were slightly more than the original contract amount. The actual application rate of the seal coat oil was about 4% over the specified rate, while the application rate of the seal coat aggregate was about 2% under the specified rate.

All the work included in the original plans was completed except for a small portion of Taft Street. All total, approximately 8.22 miles of City streets were seal coated.

Overall, R.A. Cullinan’s work appeared to be satisfactory and it is recommended that payment in full be made at this time. Therefore, Council approval is requested to make payment to R.A. Cullinan & Son, Inc. in the amount of $378,263.23.

This matter has been included on the consent agenda for City Council’s consideration and action at the meeting of August 2, 2010.

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From:  Bob Morris
Subject:  Five Points
Date:  July 27, 2010

Two ordinances involving transactions with the Washington Area Community Center, Inc. are scheduled for second reading and adoption at the August 2, 2010 City Council meeting.

The first is an ordinance establishing a procedure for the sale of surplus real estate…more specifically, the city-owned 1.068 acre site located immediately south of Five Points Washington. If this ordinance is adopted, a separate resolution will be presented at that same meeting authorizing the sale of the property to WACC for the price of $116,805.20 which represents the appraised value of $116,305.20 plus the city’s out of pocket expenses for the appraisal ($500.00).

The second ordinance will authorize the execution of a Use Agreement between WACC and the City of Washington. Among other things, this agreement provides the city with certain use privileges of the Five Points facility and establishes a payment schedule by which Five Points will reimburse the city for a portion of the costs incurred in the $5.0 million bond issue sold to finance the construction of the original facility. This ordinance is also expected to be scheduled for second reading and adoption on August 2^nd.

On a related note, we have yet to receive formal notification from the Illinois Department of Commerce and Economic Opportunity regarding the parking lot grant. DCEO has recently advised that it expects to approve our grant agreement in late August. A third ordinance regarding WACC’s use of the grant proceeds will be scheduled immediately following receipt of the grant agreement.

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From:  Chief of Police James W. Kuchenbecker
Date:  July 27^th, 2010
Re:  Declaration of Surplus Property – Three (3) Old Police Squad Cars

Please find enclosed in your City Council packets for your review and deliberation a City of Washington resolution and ordinance requesting the declaration of ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car and TWO (2) White 2007 Ford Crown Victoria Police Interceptor Squad Cars as surplus property.

These vehicles have been previously used by the Washington Police Department for over that past 4 years and have very high millage. These vehicle are in fair condition are of no use to us and we would like to sell the vehicles.

I am respectfully requesting your approval to dispose of these vehicles.

WHEREAS, The City of Washington, Tazewell County, Illinois, presently owns TWO (2) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347 and 2FAHP71W77X155348 respectively and ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974 on Exhibit "1" attached hereto and by reference expressly made a part hereof.; and

WHEREAS, the said TWO (2) used White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347 and 2FAHP71W77X155348 respectively and ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974 are no longer necessary nor will it be necessary for use by the City of Washington and/or officials due to the availability of new or other vehicles; and

WHEREAS, the Chief of Police of the City of Washington has advised the Washington City Council that said vehicles are no longer necessary or useful to the City of Washington in its operations or in the performance of its programs and services; and

WHEREAS, the City Administrator of the City of Washington, Tazewell County, Illinois has caused to be prepared a list of said personal property. Which list has been forwarded to the Mayor and City Council for review and disposition and is attached hereto, marked Exhibit "1";

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, TAZEWELL COUNTY, ILLINOIS, as follows:

That the vehicles identified on Exhibit "1" hereto attached and referenced expressly made a part hereof, used by the City of Washington be, and the same hereby are, declared to be surplus property as same are no longer necessary or useful to the City of Washington in its operation or in the performance of its programs and services.

EXHIBIT "1"

• ONE (1) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347
• ONE (1) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W77X155348
• ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974

WHEREAS, on the 2^nd day of August, 2010, the corporate authorities did, by no less than a three-fourths vote thereof, declare the personal property identified on Exhibit "1" attached hereto, and by reference expressly made a part hereof, to be "surplus property" as same was no longer necessary or useful to the City of Washington in its operations or in the performance of its programs or services; and

WHEREAS, it is the best interests of the City of Washington and its residents that said surplus property be sold by private sale, or otherwise as the Chief of Police shall determine to be acceptable, upon such price and such terms as the Chief of Police shall deem advisable:

NOW, THEREFORE, IT IS HEREBY ORDAINED BY THE BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, TAZEWELL COUNTY, ILLINOIS, as follows:

Section 1. That TWO (2) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347 and 2FAHP71W77X155348 respectively and ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974 identified on Exhibit "1" hereto attached and by reference expressly made a part hereof, previously designated by the corporate authorities as "surplus property" shall be sold by a private sale to be negotiated by the Chief of Police or his designee, for cash for such sum or sums, or as a trade-in on the purchase of other property for use of the Washington Police Department, as the Chief of Police shall determine, and the Chief of Police is hereby authorized to sell or trade-in such property.

Section 2. That the Chief of Police shall advertise the sale of TWO (2) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347 and 2FAHP71W77X155348 respectively and ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974 as he shall deem appropriate and necessary.

Section 3. That the City Administrator shall keep a complete inventory of the items of TWO (2) White 2007 Ford Crown Victoria Police Interceptor Squad Cars VIN Numbers of 2FAHP71W57X155347 and 2FAHP71W77X155348 respectively and ONE (1) 2006 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAHP71W16X100974 in such detail as shall be necessary to verify its proper and lawful disposition.

Section 4. That the Bill of Sale hereto attached, marked Exhibit "2, 3 & 4" and by reference expressly made a part hereof, be, and the same hereby is, approved for the use in connection with the transfer of title to said vehicle, and that the Mayor and the City Clerk be, and hereby are, specifically authorized to enter hereto, marked Exhibit "2, 3 $ 4" and by reference expressly made part hereof for the transfer and sale of said vehicle.

Section 6. That all ordinances or parts thereof in conflict herewith are hereby expressly repealed.

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From:  Kenneth B. Newman, City Engineer
Date:  July 28, 2010
Subject:  Bid Award – Kern Road Recreation Trail Connections

An amount of $30,000 was included in the current FY 10-11 budget for construction of sidewalk to fill in the three gaps of recreation trail along Kern Road between Hillcrest Drive and South Cummings Lane. Plans, specifications and bid documents were prepared and the project was advertised for bids on July 7^th and 14^th, 2010. Bid documents were obtained by twelve contractors. Bids were received and publicly opened and read on Thursday July 22, 2010. Proposals were received from ten contractors. All proposals were deemed to be complete and satisfactory. A bid tab summarizing the proposals is attached. As can be seen, Horowitz Concrete is the low bidder with their proposal in the amount of $21,091.00.

Based on the above, it is my recommendation that the City Council award the contract for construction of the subject improvements to Horowitz Concrete of East Peoria, IL for an amount of $21,091.00, and authorize the Mayor and City Clerk to execute the contract for this project.

This matter has been placed on the agenda for City Council’s consideration and action at the meeting of August 2, 2010.

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From:  Kenneth B. Newman, City Engineer
Date:  July 30, 2010
Subject:  Authorization of Expenditure – G.I.S. Monumentation

Staff has been giving consideration to installing a system of survey monuments throughout the City to aid in maintaining and updating our G.I.S. mapping. These monuments would provide a permanent reference for future aerial photography updates. In addition, they would be used as reference for any future developments so plans for future infrastructure improvements can easily be incorporated into our G.I.S. mapping. Ultimately, we would like to set between 50 and 60 monuments.

The monuments would essentially be 10 inch diameter steel reinforced concrete posts that are set to a depth of 6 feet and exposed about 2 inches above the adjacent ground surface. A brass survey disc would be placed in the top of each monument. Once the monument is installed, the horizontal and vertical position would be established using survey grade G.P.S. equipment.

An amount of $15,000 is included in the current year’s budget for this project, with 50% coming from the planning and zoning fund and the water and sewer funds each contributing 25%. We are currently in receipt of a proposal from Austin Engineering Company to perform all the work required to set 26 monuments for a cost of $26,435.00. Austin would subcontract the actual installation of the monuments to P.A. Atherton Construction. Austin would be responsible for overseeing the installation, performing the survey work and producing control data sheets for each monument that will include location sketches with ties to existing features.

While the cost to set 26 monuments at this time is considerably greater than what has been include in the budget, staff would like to be able to get this number of monuments in place before the next aerial flight, which is currently being planned for early next year. Staff is of the opinion that there are sufficient funds available in each of the three funds to cover the cost of this project.

Based on the above, staff will be requesting Council approval to enter into an agreement with Austin Engineering Company, Inc. to proceed with the installation of 26 monuments for an amount not to exceed $26,345.00.

This matter has been included on the agenda for consideration and action at the August 2, 2010 meeting of the City Council.

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From:  Bill Bimrose, Public Services Manager
Date:  July 28, 2010
Subject:  Purchase Authorization – Snow Plow Truck

We budgeted funds ($135,000) to replace our 2000 International 4900 this year. This is a specialty vehicle and is available through the Illinois Department of Central Management Services, contract PSD # 4015050. 

Staff would recommend authorization to purchase the above described vehicle in the amount of $109,377 (includes license and title) from Prairie Archway International Trucks.

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From:  Jon R. Oliphant, Planning & Development Director
Date:  July 30, 2010
Subject: ITEP Resolution

Staff will be submitting a grant application to IDOT for its Illinois Transportation Enhancement Program to complete the remainder of the recreation trail along North Cummings Lane. The program provides for 80% of the eligible costs with the city responsible for the 20% share. The total project is expected to cost just under $200,000, including all engineering and design expenses. The grant is due by the end of August and awards are expected to be announced sometime in early 2011. A resolution is on the Council agenda for the August 2 meeting to formally support the city's grant request.

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