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      W lES'T CH[CA  0
                      WHERE HISTORY & PROGRESS MEET
Draft
                              MINUTES

                     INFRASTRUCTURE COMMITTEE

                           March 7, 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, Alton
Hallett, Joe Morano, and John C. Smith, Jr., present. Alderman Jeanne Short was present via
teleconference. Alderman Sandra Dimas 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 February 1, 2024. Alderman Brown
made a motion, seconded by Alderman Beebe to approve the Meeting Minutes of
February 1, 2024.

Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown,
Hallett, Morano, Short, and Smith. Voting Nay: 0.

3.     Public Participation I Presentations. None.

4.     Items for Consent. Alderman Morano requested discussion on Consent Item D.
Alderman Brown requested discussion on Consent Item D as well and Item E. Alderman
Hallett made a motion, seconded by Alderman Brown to approve:

        A.      Rejection of all Bids and Re-Bid - A20 Phosphorous Removal Project for the
            West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment
               Plant
         B.     Resolution No. 24-R-0018 - Contract Award - KLM Engineering, Inc. for
               Professional Engineering Services Related to the 2024 Fremont Street Water
            Tower Rehabilitation Project for an Amount Not to Exceed $71,090.00
        C.     Resolution No. 24-R-0019 - Christopher B. Burke Engineering LTD. -
               Professional Services Related to the Water Treatment Plant Natural Area Basins
             Maintenance and Monitoring for an Amount Not to Exceed $25,970.00 for
            FY2024-2026
        F.     Resolution No. 24-R-0022 - Contract Award - BLA, Inc. for Professional
              Construction Engineering Services for IL-38 & Technology Boulevard Traffic
               Signal Installation Project in an Amount Not to Exceed $74,391.00
       G.     Resolution No. 24-R-0023 - 2024 Local Limits Study Evaluation Report
       H.     Resolution No. 24-R-0024 - Contract Award - RJN Group, Inc. for Professional
             Design Engineering Services Related to the 2024 SSES Repair Program in the
             Not to Exceed Amount of $25,000.00


                                   475 Main Street           T (630) 293-2200
Infrastructure Committee Meeting      West Chicago, lllinois       F (630) 293-3028
March 7, 2024                                                                           Ruben Pineda           Michael L. Guttman
                                    60185                    wes tell i C<lfl o.o r~J              MAYOR                    CITY ADMINISTRATORPage 1 of 3

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I.      Resolution No. 24-R-0026 - Contract Award - Christopher B. Burke Engineering
             LTD. - Professional Design Engineering Services Related to the Elevated Water
            Tower Project for an Amount Not to Exceed $138,290.00
         J.     Resolution No. 24-R-0027 - Contract Award - Schroeder Asphalt Services, Inc.
                 for the 2024 Roadway Rehabilitation Project in an Amount Not to Exceed
             $940,368.23

Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown,
Hallett, Morano, Short, and Smith. Voting Nay: 0.

5.     Items for Discussion.

4.0.   Resolution No. 24-R-0020 - Change Order No. 1 - Boller Construction Company,
Inc. for the Headworks Gate Improvement Project at the West Chicago/Winfield
Wastewater Authority Regional Wastewater Treatment Plant in an Amount Not to Exceed
$278,800.00 for a Revised Contract Value of $808, 100.00. Mr. Patel explained that this
change order is not actually due to unforeseen work but is intended to exercise the alternate bid
which was not part of the originally awarded contract.  Boller has agreed to hold their pricing  if
the alternate bid was awarded prior to July 1, 2024. The West Chicago/Winfield Wastewater
Authority (WCWWA) wanted to spray protective lining on all four of the Plant's primary clarifiers,
but there were only enough funds to coat two last year. This change order would take care of
the remaining two primary clarifiers and was effectively a way to spread the cost across two
fiscal years. Alderman Morano made a motion, seconded by Alderman Brown to approve.

Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown,
Hallett, Morano, Short, and Smith. Voting Nay: O.

4.E.   Resolution No. 24-R-0021 - Contract Amendment No. 1 - Cemetery Management,
Inc. (John B. Reynolds) for Cemetery Sexton Services in an Amount of $25,000.00 for a
Revised Not to Exceed Amount of $45,000.00 for FY 2024. Mr. Patel explained that
Cemetery Management, Inc. (CMI) has supervised and directed all activities in the Glen Oak
and Oakwood Cemeteries since 1990.  Prior to the expiration of the Cemetery Sexton Services
Contract in 2023, staff discussed renewal options with CMI and received a proposal for
continued services through 2026, with price increases for most of its services. The most
notable increase was in the ground maintenance activities, so a short-term contract was signed
with CMI to continue other services, excluding ground maintenance activities, while staff
included those services as part of the City's 2024 Rights-of-Way (ROW) Maintenance Program
bid for pricing comparison. Staff received much more favorable pricing through that bid, so the
grounds maintenance of both cemeteries will now be included as part of the ROW Maintenance
Program. The current contract with CMI expires on March 31, 2024, so  it is staff's
recommendation to extend the contract through the end of FY2024. Alderman Morano made
a motion, seconded by Alderman Brown to approve.

Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown,
Hallett, Morano, Short, and Smith. Voting Nay: 0.

6.     Unfinished Business. None.

7.    New Business.


Infrastructure Committee Meeting
March 7, 2024
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A.    Lead Service Line Replacement Plan. Mr. Patel noted that the Lead Service Line
Replacement and Notification Act (LSLRNA) was passed and signed by Governor Pritzker with
an effective date of January 1, 2022. The Act requires the City to submit its lead service line
inventory on an annual basis, as well as submit an initial Lead Service Line Replacement Plan
for the community by April 15, 2024, with the final plan due April 15, 2027, after annual
revisions. The current plan proposes 56 lead service line replacements per year beginning in
2027, and the City has 14 years to complete all replacements. Doing  it at this pace will cost the
City more as material and labor costs continue to increase, and neighboring communities will be
fighting for the same resources as well. The funding source the City intends on using for this
project is the IEPA State Revolving Funds (SRF), which is a 0% interest loan to the community
specifically for lead service line replacements.   It is staff's intention to do as much of the lead
service line replacements prior to 2027 before all communities are fighting for the same
resources. The Lead Service Line Replacement Plan also includes financial responsibility
determinations, most of which involve the City paying the cost, except in cases where the
property owner wants to replace their service ahead of what is scheduled. Alderman Brown
asked if there were any other grant funds we could seek for assistance with this project.  Mr.
Patel said he was not aware of any additional grants at this moment, but there is a possibility for
loan principal forgiveness based on median household income since there has been a push for
eligibility to be based on where the project is taking place rather than the community as a whole.
The Committee agreed to approve the Lead Service Line Replacement Plan and directed
staff to submit said Plan to the IEPA as well as seek funding through the IEPA SRF.

8.     Reports from Staff. None.

9.     Adjournment. At 7:39 P.M., Alderman Brown made a motion to adjourn, seconded by
Alderman Hallett. Motion was unanimously approved by voice vote.

Respectfully submitted,


Ashley Heidorn
Administrative Assistant of Public Works


Infrastructure Committee Meeting
March 7, 2024
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