I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
IV. REPORTS AND COMMUNICATIONS:
• Mayor
• Council Members
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Minutes of City Council Meetings –
pdf
05/29/18
(162 KB)
b) Approve Exceptions –
pdf
05/23/18- 6/4/18
(87 KB)
c) Approve Bills –
pdf
6/5/18
(191 KB)
d) Approve Payroll –
pdf
5/7/18-5/20/18
(54 KB)
e) Approve Request from Living Water Community Church – Family Fest 2018 -
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July 14, 2018
(32 KB)
2) Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes
3) Reject all bids for the Meadowbrook Sanitary Sewer Lining Project
4) Construction Engineering Services for Freight Rail Expansion Project
VII. DISCUSSION ITEMS:
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
The Council Meeting will be broadcast live on Facebook
Agenda Item #2 - Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes
Staff Contact: Adam Lanning
Summary: Rochelle owns and maintains 1470 sanitary manholes and a large percentage are in need of rehabilitating to prevent collapses as well as groundwater infiltration. In the past, we have used LMK technologies to install a cure in place liner rather than replacing the existing manhole that is roughly half the replacement cost. No road openings are needed when lining the manhole and life expectancy of the liner is equal to or greater than replacement. The technology and technique LMK uses exceeds Rochelle’s standards and therefore staff recommends sole sourcing this project.
| Funding Sources | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Cash Reserve | $60,000 | $50,907 |
Recommendation: Approve an Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes in the amount of $50,907.
Supporting Documents:
pdf
Quote from LMK Technologis, LLC
(331 KB)
pdf
Ordinance Waiving Competitive Bidding Requirements and Awarding LMK Technologies, LLC the Contract for Rehabilitating Certain Sanitary Sewer Manholes
(53 KB)
Agenda Item #3 - Reject all bids for the Meadowbrook Sanitary Sewer Lining Project
Staff Contact: Adam Lanning
Summary: The City of Rochelle was awarded a community development block grant from the Illinois Department of Commerce and Economic Opportunity in the amount of $284,652 to line approximately 4,000 feet of sanitary sewer. The grant award was based on various factors such as basement back up occurrences, income levels and bypass pumping occurrences. The project will line the sewers along Sunnymeade, Springdale, part of Fairview and Short Ct. This project is a critical component of a larger sewer rehabilitation program in that area in an attempt to stop frequent flooding occurrences and basement backups. As part of the grant requirements, the City is required to provide $88,680 in local funds and we have budgeted $100,000 this year to meet those requirements. A bid opening was held on May 31st with bids ranging from $418,800 to $504,325.90. The major cost discrepancy on this bid was the partial lining of the sewer laterals since the cost estimate from the manufacturer was not correct when we originally estimated the cost. There is another, more affordable method, to address the sewer lateral rehabilitation that should keep the project within budget. Therefore, I recommend we reject all bids and rebid the project with a new sanitary sewer service rehabilitation technique.
| Funding Sources | ||
| Source: | Budgeted Amount: | Proposed Expenditure: |
| Equipment Replacement Fund | $100,000 | |
| Grant | $284,652 |
Recommendation: Reject all bids.
Supporting Documents:
pdf
Willett Hofmann Bid Summary
(42 KB)
Agenda Item #4 - Construction Engineering Services for Freight Rail Expansion Project
Staff Contact: Jason Anderson
Summary: The City of Rochelle Railroad recently advertised a Request for Qualifications for Construction Services as part of Project Co-Op, the CIR rail expansion project. The Engineer’s fee shall cover all services necessary for the successful execution of the project, including:
- Construction observation, construction documentation and materials testing;
- Review and approval of submittals and other contractor pay application verifications and forwarding to the City of Rochelle with appropriate recommendations for payments;
- Construction Close Out (punch-lists, final inspections, receipt and forwarding to Rochelle of final lien waivers and Affidavits of Compliance with Federal & State Wage Rates, etc.);
- Preparation and submittal of all EDA/IDOT-required grant progress, financial, and close-out reports;
- EDA and IDOT grant administration and the preparation and submittal of all grant related documentation;
- Inspection of and review of warranty work 1 year after close-out; and
- All incidental costs.
Five engineering firms replied to the RFQ and the staff, after reviewing all five responses, along with cross checking references, has selected Hanson Engineering and Professional Services of Lisle IL. The specific scope of services and cost of services will be negotiated upon approval of the selection. EDA will cover 48.9% of the costs associated with Construction services. EDA regulations provide that the fee shall not exceed that prevailing for comparable services in the project area. The use of the cost-plus-a-percentage-of-cost and percentage of construction cost forms of compensation are prohibited by EDA regulations.
| Funding Sources: | ||
| Source: | Budgeted Amount: | Proposed Expenditure |
| EDA | TBD | 49% of the contract |
| CIR | TBD | 51% of the contract |
Recommendation: Authorize the City Manager and Economic Development Director to negotiate a contract with Hanson Engineering and Professional Services for Construction Phase Engineering Services for a Freight Rail Expansion Project.
Supporting Documents:
