===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] CIiTY OF WEST CHICAGO WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE June 1, 2023 7:00 P.M. 1, Call to Order, Roll Call, and Establishment of a Quorum. Vice-Chairman Smith called the meeting to order at 7:00 P.M. Roll call found Aldermen Dan Beebe, Heather Brown, Sandra Dimas, Alton Hallett, Jeanne Short, and John C. Smith, Jr., present. Alderman Joe Morano was absent. Staff present included Director of Public Works, Mehul Patel, and Administrative Assistant, Ashley Heidorn. 2. Approval of Minutes A. Infrastructure Committee Minutes of May 4, 2023. Alderman Brown made a motion, seconded by Alderman Hallett to approve the Meeting Minutes of May 4, 2023. Motion was unanimously approved by voice vote. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 3. Public Participation / Presentations. None. 4. Items for Consent. Alderman Brown requested discussion on Consent Items A, B, C, and D. Alderman Dimas made a motion, seconded by Alderman Short to approve: E. Purchase of Two 2024 International Model HV613 SBA Single Axle Truck Chassis Equipped By Bonnell Industries Inc. with 10’ Commander Stainless Steel Muni Dump Body, 11’ Bonnell Snow Plow with Quick Link Hitch, 300-gallons Pre-Wetting and appurtenances from Rush Truck Centers of Springfield, Illinois in an amount not to exceed $592,858.62 F. Resolution No. 23-R-0050 — License Agreement with the Commuter Rail Division of the Regional Transportation Authority (Metra) for the use of its property to install a Sanitary Forcemain associated with Lift Station 5 Rehabilitation Project G. Resolution No. 23-R-0051 — Contract Award — Corrective Asphalt Materials, LLC for the 2023 Pavement Preventative Maintenance Program in an Amount Not to Exceed $49,914.00 H. Resolution No. 23-R-0052 — Contract Award — Boller Construction Company, Inc. for the Headworks Gate Improvement Project at the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant in the amount not to exceed $529,300.00 475 Main Street T (630) 293-2200 Ruben Pineda West Chicago, Illinois F (630) 293-3028 mayor oe Committee Meeting 60185 www.westchicago.org Page | of 3 Nancy M. Smith Michael L. Guttman CITY CLERK CITY ADMINISTRATOR ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 5. Items for Discussion. 4.A. Rejection of all Bids and Re-bid - Klein Road Culvert Replacement Project. Alderman Brown inquired if it was feasible to re-bid the project this year and if staff would be reapplying for the grant. Mr. Patel explained that the grant has already been awarded and does not expire until December 31, 2024, so staff is just trying to get ahead of the project. The plan is to re-bid in a couple months to receive bids that are more competitive as industry workload and demand typically softens during winter months for projects of this size and scope. Staff will also work with the County to see ifthere is any additional funding to help close the gap. It is also a possibility to stagger the project to be budgeted over two years if necessary. Alderman Dimas made a motion, seconded by Alderman Brown to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 4.B. 2023 Asphalt Materials Procurement-DuPage County Joint Purchasing Program - Plote Construction, Inc. Alderman Brown requested clarification on why staff was looking to choose Plote Construction, Inc. over Superior Asphalt Co. Mr. Patel noted that the County itself was not awarding to Superior Asphalt, potentially based on a performance issue, and they did not bid on everything the County needs either. The City hauls its own materials, so using a local plant saves a lot of transit time and keeps the materials hotter, which is helpful in the application process. These factors will help offset the higher purchase price. Alderman Dimas made a motion, seconded by Alderman Hallett to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 4.C. Purchase of Road Salt from Compass Minerals America, Inc. of Overland Park, Kansas, for the 2023-2024 Winter Season. Alderman Brown requested further information regarding how much salt the City has on-hand currently and how much is used annually. Mr. Patel explained that annual usage is dependent upon how heavy the snowfall is each season. Last winter was very light, and staff have also come to utilize more liquid agents for smaller snow events, which reduced the amount of salt used; about 1,600 tons of salt were used this past winter. Currently the City's salt barn is full, estimated to be holding about 5,000 tons, which is the goal going into each winter season. Alderman Dimas made a motion, seconded by Alderman Short to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 4.D. Purchase of One 2023 John Deere 410 P-Tier Backhoe Loader from West Side Tractor Sales of Lisle, Illinois. Alderman Brown requested more information about this Infrastructure Committee Meeting June I, 2023 Page 2 of3 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] equipment purchase. Mr. Patel elaborated that this backhoe loader (Combo) would replace a 2007 Combo with roughly 3,500 hours on it, which is no longer used and would be traded in for the new one. It is a heavily utilized piece of equipment used in both the Street and Utility Divisions. This particular one would be for the Utility Division and is used for most digs and projects handled by that Division. Alderman Dimas made a motion, seconded by Alderman Brown to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Short, and Smith. Voting Nay: 0. 5.A. City of West Chicago 2022 Hydraulic Water System Model Update. Mr. Patel explained that the water model is a tool to analyze the City's current water system as a whole by simulating various operating conditions without causing damage or interrupting existing service. It also assists in identifying areas in need of future improvements such as watermain replacements and storage capacity. Key takeaways from the model are that the City should be implementing a more sustainable watermain replacement program, add an additional 2.75 million gallons of storage, and consider installing a watermain along Klein Road to loop the water distribution system to Meadow Wood subdivision for better reliability and redundancy. 6. Unfinished Business. Alderman Dimas asked ifthere were any updates regarding the painting of the Fremont Street water tower. Mr. Patel indicated that the grant is moving along, and he has been in communication with the grant manager to provide additional information as requested to eventually get the grant agreement and then go out to bid. 7. New Business. Alderman Short noted that she and other residents have noticed more debris on the road, and she wondered whose responsibility it is to clean up. Mr. Patel explained that on local streets the City's street sweeper tries to go through the entire town once a week, but streets like Route 59 and the ramp to Route 38 are State routes, which get cleaned by IDOT less frequently. Alderman Short also commended Public Works employees for their professionalism and great work, particularly on the lawn restorations done recently following some watermain repairs. 8. Reports from Staff. Mr. Patel stated there are many projects currently underway that are running on schedule, with the exception of the Lift Station 5 project, which is still experiencing some materials delays. 9. Adjournment. At 7:34 P.M., Alderman Hallett made a motion to adjourn, seconded by Alderman Brown. Motion was unanimously approved by voice vote. Respectfully submitted, Ashley Heidorn Administrative Assistant of Public Works Infrastructure Committee Meeting June I, 2023 Page 3 of3