===== PDF PAGE 3 ===== [Extraction: embedded PDF text] ~Illf~ ©if WES'T CHICAG WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE February 1, 2024 7:00 P.M. 1. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Morano called the meeting to order at 7:00 P.M. Roll call found Aldermen Dan Beebe, Heather Brown, Sandra Dimas, Alton Hallett, Joe Morano, Jeanne Short, and John C. Smith, Jr., present. 1: Staff present included Director of Public Works, Mehul Patel, and Administrative Assistant, Ashley Heidorn. 2. Approval of Minutes A. Infrastructure Committee Minutes of January 4, 2024. Alderman Brown made a motion, seconded by Alderman Hallett to approve the Meeting Minutes of January 4, 2024. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Morano, Short, and Smith. Voting Nay: O. 3. Public Participation I Presentations. None. 4. Items for Consent. Alderman Morano requested discussion on Consent Item F. Alderman Dimas made a motion, seconded by Alderman Brown to approve: A. Purchase a New Rodder Pump - 2014 "Vactor" Sewer Cleaning Truck- Standard Equipment Company of Chicago, Illinois for an Amount Not to Exceed $21,586.50 B. Resolution No. 24-R-0008 - Local Public Agency General Maintenance - Maintenance Expenditure Statement (BLR 14222) for Motor Fuel Tax Funds in FY 2022 - Section No. 22-00000-00-GM C. Resolution No. 24-R-0009 - Local Public Agency General Maintenance - Maintenance Expenditure Statement (BLR 14222) for Motor Fuel Tax Funds in FY 2023 - Section No. 23-00000-00-GM D. Resolution No. 24-R-0010 - 2023 General Professional Engineering Services - Thomas Engineering Group, LLC - Amendment No. 1 in the Amount Not to Exceed $90,747.47 E. Resolution No. 24-R-0011 - Contract Award - Addlawn Landscaping, Inc for the 2024 Right-of-Way (ROW) Maintenance Program (Base Bid+ Alternate) for an Amount Not to Exceed $252,060.00 G. Resolution No. 24-R-0013 - Jacobs Solutions, Inc. - Professional Services related to the Condition Assessment Study at the Water Treatment Plant in the Amount Not to Exceed $38,000.00 475 Main Street T (630) 293-2200 Ruben Pineda West Chicago, lllinois F (630) 293-3028 MAYOR Infrastructure Committee Meeting 60 185 www.westchicago.org NancyCITY CLERKM. Smith MichaelCITY ADMINISTRATORL. Guttman February 1, 2024 Page 1 of 3 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] H. Resolution No. 24-R-0014 - Contract Award - Era Valdivia Contractors, Inc for the 2024 Fremont Water Tower Rehabilitation Project for an Amount Not to Exceed $719,900.00 I. Resolution No. 24-R-0015 - Contract Award - Pacific Construction Services, LLC for the North Public Works Garage Insulation Project in an Amount Not to Exceed $160,380.00 Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Morano, Short, and Smith. Voting Nay: 0. 5. Items for Discussion. 4.F. Resolution No. 24-R-0012 - Contract Award - Plote Construction, Inc. for the 2024 Harvester Road Reconstruction Project in an Amount Not to Exceed $3,900,000.00. Mr. Patel explained that the as-read bid results differ from the as-corrected bid results, and the as- read lowest bidder has filed a formal protest to award the bid to Plote Construction. Addendum No. 1 was issued during the bidding process, which revised the quantity for one of the items in the bid. All eight bidders submitted the acknowledgment of Addendum No. 1 with their respective bids. However, seven out of the eight bidders didn't address changes made via Addendum No. 1 in their respective bids. Only one bidder, Plote Construction, Inc. (Plote) addressed the change in its bid. This matter was referred to the City's Legal Counsel for advice. After review of all documentation, Legal Counsel advised that the City should deem all those bidders that acknowledged Addendum No. 1 but did not address the change in pricing as non- responsive. Due to the size of the project and for an accurate comparison of all bids, the City undertook the extrapolation method of the unit price applied to the item impacted by Addendum No. 1 for all seven other bidders. Plote's bid did not require any corrections. After this comparison, Plote's bid was the lowest responsible bid at a value of $3,900,000.00. Mr. Patel explained that there are contract provisions that say the bid proposal form should not be changed, but in this case they were directed to do so; that is where the protest comes in because R.W. Dunteman Co. contests that Plote should not have changed the bid proposal form, and they should be deemed non-responsive. Staff consulted with the City's Legal Counsel, IDOT, and other people in the industry to get some idea of how to address the situation. IDOT's determination in this case was that because staff extrapolated the quantity with the unit price that was given by each bidder, it is a fair approach, and we could award the project to Plote. Discussion followed. Alderman Dimas made a motion, seconded by Alderman Hallett, to approve a contract award to Plote Construction Inc. in the amount of $3,900,000.00 for the 2024 Harvester Road Project based on the bid extrapolation approach and feedback from the Illinois Department of Transportation with an option to reject all bids if there is a different final determination by the Illinois Procurement Office in response to the bid protest by February 16, 2024. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Dimas, Hallett, Morano, Short, and Smith. Voting Nay: 0. 5.A. City of West Chicago - Space Needs Assessment Study Final. Mr. Patel noted that previously City Council approved an agreement with FGMA Architects to conduct a Space Needs Assessment (SNAS) for a future City Hall facility and a consolidated Public Works facility to evaluate the proper facility size for the current and future needs of the City to serve its residents. The final report has now been received, and staff are seeking direction on the next Infrastructure Committee Meeting February 1, 2024 Page 2 of 3 ===== PDF PAGE 5 ===== [Extraction: embedded PDF text] steps. Due to the size and expense of both large buildings, the focus would be on a new City Hall to start. Alderman Morano supports and understands the need for a new City Hall facility but does not want to lose sight of the fact that making the Public Works facility a priority as well is important to make the department more efficient with one centralized location. Discussion followed, including suggestions for a parking garage and green spaces. The Committee directed staff to move to the next steps in the process to investigate financing options for construction of the City Hall facility, surrounding public spaces, and associated public site improvements and to begin design of them. 6. Unfinished Business. None. 7. New Business. None. 8. Reports from Staff. None. 9. Adjournment. At 7:52 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 February 1, 2024 Page 3 of 3