MINUTES OF THE MEETING OF THE MAYOR
AND THE COMMITTEE-OF-THE-WHOLE
OF THE CITY OF EAST MOLINE, ILLINOIS
OCTOBER 1, 2007
Mayor Thodos called the meeting to order and directed City Clerk Arletta D. Holmes to call the roll. The following Aldermen were present: Helen Heiland, Luis Puentes, Luis Moreno, Cheri Bustos, David Kelley, Roseann Cervantes, Gary Westbrook, and Mayor Thodos. 7:37p.m.
ADDITIONS/CORRECTIONS TO AGENDA
RE-DESIGNATE INTERSTATE 280 BRIDGE (Mayor Thodos)
Mayor Thodos has received a letter from William Albrecht, President of Chapter 299 of the Vietnam Veterans of America, dated September 18, 2007. The letter requests that the City of East Moline support the re-designation of the Interstate 280 Bridge as, "Sergeant John F. Baker Jr. Bridge". Sergeant John F. Baker Jr. is a Vietnam Veteran who was born in Davenport, Iowa, and raised in Moline, Illinois. He received the Medal of Honor at the White House on October 24, 1968.
RECOMMENDATION: Resolution of Support for the re-dedication of the I-280 Bridge.
BUDGET IMPACT: None
Mr. Ray Hamilton addressed the City Council giving background information on Mr. Barker's contributions to his country. Mr. Hamilton stated that it is the goal of Chapter 299 of the Vietnam Veterans of American to bring recognition to an American hero. This is the Nations highest military honor. Therefore he would like for the City of East Moline to support a resolution to re-name the Bridge to the "Sgt. John F. Baker Jr. Bridge".
A motion was made by Alderman Westbrook, seconded by Alderman Puentes, to direct the City Attorney to draft a resolution in support of re-naming the I-280 to "Sgt. John F. Baker Jr. Bridge". Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried.
ENGINEERING CONTRACT FOR IMPROVEMENT TO THE WATER TREATMENT PLANT (Mr. Drake)
The City of East Moline is required by the Illinois Environmental Protection Agency (IEPA) to make improvements to the wastewater treatment plant as outlined in the Wastewater Facility Comprehensive Study completed by the Howard R. Green Company and presented to the Council in March of 2006. These improvements are to insure that plant operations meet the required National Pollutant Discharge Elimination System (NPDES) permit limits the estimated cost of $9 million.
The estimated $9 million in improvements included: Improvements to the Grit Chambers, Secondary Pumps and Controls, Aeration Basins, Final Clarifiers, Dissolved Air Floatation, Sludge Filtration, Standby Power, Motor Controls and Electrical Improvements, Primary Clarifiers, Disinfections Basin including Storage and Control Rooms, Anaerobic Digestion Improvements, Yard Piping, Improvements to All Buildings, Concrete and Parking Lot Repairs, and Improvements to the Lift Stations.
After reviewing statements of qualifications, and interviewing engineering firms, it was determined that Veenstra & Kimm, Inc teamed with McClure Engineering, with Veenstra & Kimm Inc being the primary firm, would best meet the needs of East Moline on this project. Listed below is the cost for engineering services on this project.
Costs: Design $778,000 8.6 % of the estimated $9 Million in improvements
General Services During Construction $173,000 1.9% of the estimated $9 Million in improvements
Resident Review $259,000 2.9 % of the estimated $9 Million in improvements
Total Contract $1,210,000 13.4% of the estimated $9 Million in improvements
The total percentage of 13.4% for engineering services is in line with similar projects of this scope and size.
City Attorney Phares, and Tim Kammler, Director of Engineering, have reviewed the contract and a copy is attached for your review.
RECOMMENDATION: Request the City Attorney to Draft a Resolution or Ordinance and pass on to full Council for consideration.
BUDGET IMPACT: Contract will be paid out the $7 Million bond issue.
Discussion was held with regards to payment of bills, use of grant dollars, and a detailed explanation of the services that McClure Engineering and Veenstra & Kimm Engineering will provide for the design phase of the project. Mr. Kammler informed the City Council that they are working together on the projects. Mr. Leo Foley from Veenstra & Kimm was in attendance to answer any questions.
A motion was made by Alderman Moreno, seconded by Alderman Puentes, to concur with the recommendation as presented and direct the City Attorney to draft the appropriate document and pass on to full Council for consideration. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried.
FIRST STREET CONSTRUCTION ENGINEERING (Mr. Kammler)
The City of East Moline has received a $100,000 grant from Representative Boland for the replacement of the water main under 1st Street between 16th Avenue and the "dead-end" of 1st Street south of Cattleman's Meat Market. Pursuant to the direction of City Council, this project has been designed, bid, and awarded to Valley Construction Company at their base bid price of $227,868.00 (this action was taken by Council on 9/17/07).
It was originally anticipated that existing Engineering Staff would coordinate construction inspection and administration duties for this project. However, due to continuing street construction inspection and administration responsibilities, as well as the implementation of the new Storm Water Control Ordinance and responsibilities associated with this, the Engineering Department simply needs the added temporary assistance of a consultant to oversee this work. This is particularly true as the work involves underground utility construction, which requires almost constant, full-time supervision (as opposed to street work or other "above-ground" construction).
Staff has obtained a proposal from McClure Engineering to perform construction-phase engineering services to assist our department on a time and material basis. The contract is a time and material agreement with an estimated cost of $25,000.00. The McClure proposal and contract are attached for reference.
Approve the McClure Engineering Associates, Inc. proposal to perform construction phase engineering services for the 1st Street Water Main Replacement Project.
Approximately $25,000.00 to be paid out of the $7 Million Water and Sewer Improvement Bond.
A motion was made by Alderman Heiland, seconded by Alderman Kelley, to concur with the recommendation as presented and direct the City Attorney to draft the appropriate document and pass on to full Council for consideration. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried.
A motion was made by Alderman Moreno, seconded by Alderman Westbrook, to adjourn the Committee-of-the-Whole meeting. Upon roll call the following voted in favor: Kelley, Cervantes, Westbrook, Heiland, Puentes, Moreno, and Bustos. Motion carried. 7:58p.m.
Minutes taken and submitted by,
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