DuPage County Public Works Committee met Sept. 5.
Here is the minutes provided by the Committee:
1. Call To Order
9:15 AM meeting was called to order by Chair James Healy at 9:15 AM.
2. Roll Call
Present: Fichtner, Grant, Grasso (Remote), Healy, Larsen, Noonan
Absent:
Member Grasso observed the meeting via phone in.
3. Public Comment
4. Approval Of Minutes
A. Public Works Committee - Regular Meeting - Aug 15, 2017 9:15 AM
Result: Accepted [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Amy L Grant, District 4
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
5. Budget Transfers
A. Budget Transfers -- Authorization for Transfer of Funds - $23,000.00 from 1000-3200- 54120 (Automotive Equipment) to 1000-3200-54060 (Drainage System Infrastructure) $23,000.00. Transfer needed for budget correction, vehicle was budgeted and paid for in Company 1000-1160, not Company 1000-3200. Budget was returned to original line.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Amy L Grant, District 4
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
B. Budget Transfers -- Authorization for Transfer of Funds - $77,000.00 from 2000-2555- 52250 (Auto/Mech/Equip Parts); $5,000.00 from 2000-2555-53806 (Software Licenses); $15,000.00 from 2000-2555-53818 (Refunds & Forfeitures); $22,000.00 from 2000-2665-50050 (Temporary Salaries/On Call); $10,000.00 from 2000-2665-52250 (Auto/Mach/Equip Parts); $13,500.00 from 2000-2665-53110 (Workers Compensation Insurance) to 2000-2555-50010 (Overtime) $90,000.00; to 2000-2555-50050 (Temporary Salaries/On Call) $12,000.00; to 2000-2555-53250 (Wired Communication Services) $12,000.00; to 2000-2555-53830 (Other Contractual Expenses) $20,000.00; to 2000-2665-53830 (Other Contractural Expenses) $6,500.00; to 2000-2665-53410 (Rental Of Machinery & Equipmnt) $2,000.00. Transfer needed to cover staff overtime for multiple in-house projects for Public Works as well as other County Departments. Transfer needed for temporary salary budget from central admin accounting unit to sewer accounting unit to cover temporary salaries for the paint program. Transfer needed to cover cost of land line service, sewer clean-up and overhead sewer program reimbursements to County residents, rental of equipment, and meter reads and other contractual services.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Amy L Grant, District 4
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
C. Budget Transfers -- Authorization for Transfer of Funds - $2,250.00 from 2000-2640- 53828 (Contingencies); $900.00 from 2000-2555-52000 (Furn/Mach/Equip Small Value); to 2000-2640-53250 (Wired Communication Services) $1,000.00; to 2000-2640-53260 (Wireless Communication Svc) $750.00; to 2000-2640-53610 (Instruction & Schooling) $500.00; to 2000-2665-53807 (Software Maint Agreements) $900.00. Transfer needed for staff training, land line and cell phone. Transfer needed for phone system maintenance agreement.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
6. Consent Items
The motion was to combine and approve the Consent Items as presented.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
A. Consent Item -- Alpine Demolition - Contract Extension
B. Consent Item -- Commercial Mechanical, Inc. – Contract Close
C. Consent Item -- Fastenal Company – Contract Close
D. Consent Item -- Anderson Lock Company, LTD– Contract Close
E. Consent Item -- Weatherproofing Technologies, Inc. – Contract Close
F. Consent Item -- Trane U.S. Inc. – Contract Extension
G. Consent Item -- ComEd – Contract Close
H. Consent Item -- Johnson Controls – Contract Close
I. Consent Item -- Extend Purchase Order 2437SERV issued to RentalMax, L.C.C. to November 30, 2017, no change in the contract amount.
J. Consent Item -- Safe-Way Tuckpointing Company - Contract Extension
K. Consent Item -- Chicago Metro Construction d/b/a Arlington Glass & Mirror Co – Contract Close
L. Consent Item -- Sid Tool Co., Inc. d/b/a MSC Industrial Supply Company – Contract Close
M. Consent Item -- Wight & Company – Contract Extension
7. Claims Report
A. Payment of Claims -- Public Works, Drainage, Facilities Management
The motion was to combine and approve the Claims Reports as presented.
Result: Approved [Unanimous]
Mover: Robert L Larsen, District 6
Seconder: Paul Fichtner, District 1
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
8. Intergovernmental Agreements
A. PW-R-0380-17 Resolution -- Intergovernmental Agreement between the County of DuPage, Illinois and the State of Illinois for Vacuum Truck (Vactors) Waste Dumping
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
B. PW-R-0381-17 Resolution -- Intergovernmental Agreement between Highland Hills Sanitary District, Flagg Creek Water Reclamation District, and County of DuPage, Illinois for review of accounts and operations in preparation for dissolution.
Result: Adopted [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
9. Professional Services Agreement
A. PW-R-0373-17 RESOLUTION -- Agreement between the County of DuPage, Illinois and Crown Castle USA, Inc., for management of Cellular Antennae Leases at certain designated County-owned Facilities
Result: Approved [Unanimous]
Mover: Paul Fichtner, District 1
Seconder: Sean T Noonan, Vice Chair
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
10. Low Quote
The motion was to combine and approve the Low Quote items as presented.
Result: Approved [Unanimous]
Mover: Robert L Larsen, District 6
Seconder: Sean T Noonan, Vice Chair
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
A. 2017-251 Recommendation for the approval of a contract purchase order to Evoqua Water Technologies LLC, to provide deionized water, for the Power Plant and the Coroner's Office, as needed, for the period October 17, 2017 through October 16, 2020, for Facilities Management, for a contract total amount not to exceed $13, 911.00, per low quote Q17-158-GV.
B. 2017-252 Recommendation for the approval of a contract purchase order to International Test & Balance Inc, for an Air and Hydronic Survey for Coroner's Office for Facilities Management, for the period September 13, 2017 to March 31, 2018, for a total contract amount not to exceed $11,200.00, per low quote Q17-159-GV
11. Bid Award
The motion was to combine and approve the Bid Awards as presented.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
A. FM-P-0371-17 Recommendation for the approval of a contract purchase order to Youna Mechanical, Inc. dba The YMI Group, Inc., to provide time and material HVAC and refrigeration services, as needed, for County facilities, for Facilities Management, for the period September 13, 2017 through September 12, 2018, for a total contract amount not to exceed $25,000.00, per lowest responsible bid #17-120-BF
B. PW-P-0372-17 Recommendation for the approval of a contract purchase order to Joseph J. Henderson & Son, Inc., to provide biological phosphorus removal at the Knollwood Wastewater Facility, for Public Works, for a contract total amount not to exceed $2,477,000.00, per lowest responsible bid #17-116-DT.
C. PW-P-0373-17 Recommendation for the approval of a contract purchase order to Hoerr Construction, Inc., for the lining of two (2) storm sewers located within the County, for the period of September 12, 2017 to November 30, 2017, for Public Works, for a total contract amount not to exceed $104,103.60, per lowest responsible bid #17-139-DT.
D. 2017-253 Recommendation for the approval of a contract purchase order to LDT Solutions, LLC for surveying of County owned water mains for leak detection and emergency locates, for Public Works, for a total contract amount not to exceed $22,800.00, per lowest responsible bid #17-122-BF.
12. Bid Renewal
A. 2017-254 Recommendation for the approval of a contract purchase order to Airways Systems, Inc., for semi-annual cleaning of the kitchen ducts, hoods, and fans for the Judicial Office Facility, JTK Administration Building, Jail and Care Center, for Facilities Management, for the period October 12, 2017 through October 11, 2018, for a total contract amount not to exceed $16,451.00, per renewal option under bid award #16-178- BF, first option to renew
Result: Approved [Unanimous]
Mover: Robert L Larsen, District 6
Seconder: Sean T Noonan, Vice Chair
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
13. Action Items
The motion was to combine and approve the Action Items as presented.
Result: Approved [Unanimous]
Mover: Sean T Noonan, Vice Chair
Seconder: Robert L Larsen, District 6
Ayes: Fichtner, Grant, Healy, Larsen, Noonan
Absent: Grasso
A. Fi-R-0360-17 Resolution -- Correction of Scrivener's Error in Resolution FI-R-0360-17 2017 Urban and Community Forestry Program Grant to Correct Accounting Unit
B. FM-P-0374-17 Recommendation for the approval of a contract purchase order to Ashland Door Solutions, to provide door supplies and installation, for the renovation and build out on the 3rd Floor South and as needed for the Judicial Office Facility, for Facilities Management, for the period through April 14, 2018, for a total contract amount not to exceed $90,000.00, per lowest responsible bid #15-054-DT.
C. PW-P-0375-17 Recommendation for the approval of a contract purchase order to ComEd for electrical services, for Public Works, for the period October 1, 2017 through September 30, 2021, for a total contract amount not to exceed $645,000.00. Per 55 ILCS 5/5-1022 “Competitive Bids” (c) Not Suitable For Competitive Bidding) Public Utility
D. FM-P-0376-17 Recommendation for the approval of a contract purchase order to ComEd, for electric utility services for the non-connected County facilities, for Facilities Management, for the four year period October 1, 2017 through September 30, 2021, for a total contract amount not to exceed $46,410.00; per 55ILCS 5/5-1022(c) (Not suitable for competitive bids. Public Utility
E. FM-P-0368-17 Recommendation for the approval of a contract purchase order to the City of Wheaton, for water utility services for the County campus, for Facilities Management, for the period October 1, 2017 through September 30. 2018, for a total contract amount not to exceed $690,000. Per 55 ILCS 5/5-1022 “Competitive Bids” (c) Not Suitable For Competitive Bidding - Public Utility (Facilities Management portion is $540,000 and the DuPage Care Center's portion is $150,000)
F. FM-P-0367-17 Recommendation for the approval of a contract purchase order to Wheaton Sanitary District, for sanitary sewer utility services, for the County campus, for Facilities Management, for the period October 1, 2017 through September 30, 2018, for a total contract amount not to exceed $336,000.00. Per 55 ILCS 5/5-1022 “Competitive Bids” (c) Not Suitable For Competitive Bidding - Public Utility (Facilities Management portion is $246,000 and the DuPage Care Center's portion is $90,000)
G. 2017-255 Recommendation for the approval of a contract purchase order to the Village of Winfield, for sanitary sewer utility services for Building #2, Standby Power Facility and Children's Advocacy Neutral Exchange Center, for Facilities Management, for the period October 1, 2017 through September 30, 2018, for a total contract amount not to exceed $7,000.00; per 55ILCS 5/5-1022(c) Not suitable for competitive bids. Public Utility
H. FM-P-0369-17 Recommendation for the approval of a contract purchase order to Nicor Gas, for natural gas utility and distribution services for County facilities, for Facilities Management, for the four year period October 1, 2017 through September 30, 2021, for a total contract amount not to exceed $937,482. Per 55 ILCS 5/5-1022 “Competitive Bids” (c) Not Suitable For Competitive Bidding. Public Utility (Facilities Management portion is $788,970 and the DuPage Care Center's portion is $148,512)
I. 2017-250 Recommendation for the approval of a contract purchase order to Azteca Systems, LLC for renewal of software support and maintenance for Cityworks, for Public Works, Drainage, and Stormwater Management, for the period October 1, 2017 through September 30, 2018, for a total contract amount not to exceed $13,820.00 (Public Works share $4,607.00 - Drainage share $4,607.00 - Stormwater Management share $4,606.00)
J. PW-P-0377-17 Recommendation for the approval of a contract purchase order to Nicor Gas, for natural gas services, for Public Works, for the period October 1, 2017 through September 30, 2021, for a total contract amount not to exceed $515,000.00. Per 55 ILCS 5/5-1022 “Competitive Bids” (c) Not Suitable For Competitive Bidding - Public Utility
14. Discussion
A. Modifications of the Procurement Procedure - Public Works & Facilities Management
Public Works and Facilities Management can and have incurred costs from the same vendor in a calendar year for different projects causing the $5,000 threshold to be exceeded. When the threshold is exceeded without Committee approval, it is a violation of the procurement procedures established by the County Board. Staff is requesting to raise the staff approval threshold to $10,000. Discussions have taken place with the Auditor, CFO, County Administrator, and now Committee. Staff has full concurrence and will move this forward to Finance Committee for approval.
15. Informational
A. Informational -- Mansfield Power and Gas, LLC - Natural Gas Utility Management and Supply Services for Facilities Management, DuPage Care Center, Health Department, Public Works and the Division of Transportation
This item was presented to Committee for informational purposes only. No action is required.
16. Old Business
17. New Business
18. Adjournment
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