VILLAGE OF ORLAND PARK

Transcription

1 14700 Ravinia Avenue Orland Park, IL Monday, 6:00 PM Village Hall Public Works Committee Chairman Edward G. Schussler Trustees James V. Dodge and Carole Griffin Ruzich Village Clerk John C. Mehalek

2 CALL TO ORDER/ROLL CALL The meeting was called to order at 6:06 PM. Present: 2 - Chairman Schussler and Trustee Dodge Absent: 1 - Trustee Griffin Ruzich APPROVAL OF MINUTES Approval of the April 7, 2014 Public Works Committee Minutes I move to approve the Minutes of the Regular Meeting of the Public Works Committee of April 7, A motion was made by Trustee Dodge, seconded by Chairman Schussler, that this matter be APPROVED. The motion carried by the following vote: 2 - Chairman Schussler and Trustee Dodge Absent: 1 - Trustee Griffin Ruzich ITEMS FOR SEPARATE ACTION Disposal of Certain Village Equipment - Recommended Ordinance The Village s Public Works Department is requesting that the Village declare the following equipment described below as surplus property and to dispose of through Public Surplus.com (online auction).these items are no longer necessary or useful for the Village of Orland Park. The copiers are either Konica brand model K7155 or Konica 7022 Administration: Serial # 56EE01416 (Equipment ID 13277) Serial #26WE03578 (Equipment ID 14312) Public Works: Serial # 56EE00472 (Equipment ID 13213) Development Services: Serial #56EE00158 (Equipment ID 12536) Serial #56EE10236 (Equipment ID 13712) In order to legally dispose of municipal property, the Village must adopt an ordinance that describes the items to be sold. The ordinance attached to the Committee Packet identifies the items to be sold Page 2 of 11

3 through Public Surplus.com on-line auction service. I move to recommend to the Village Board to pass an Ordinance entitled: AN ORDINANCE AUTHORIZING DISPOSAL BY PUBLIC AUCTION OF PERSONAL PROPERTY OWNED BY THE, ILLINOIS. A motion was made by Trustee Dodge, seconded by Chairman Schussler, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: 2 - Chairman Schussler and Trustee Dodge Absent: 1 - Trustee Griffin Ruzich ROLL CALL Trustee Ruzich arrived at 6:08 PM. Present: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich Shotcrete Curb and Gutter Repair Program - Bid Award Director of Infrastructure Maintenance John Ingram reported that the Public Works Department has been utilizing the shotcrete concrete repair method for more than 30 years to repair concrete curb and gutter. The shotcrete method can be used with little or no excavation of the surrounding area which reduces or eliminates the need for restorations to the repair site. Thousands of feet of curb repairs have been completed using this method, yielding durable and long lasting repairs. Utilizing the language from the IDOT special provision for shotcrete curb & gutter repair, a bid specification was drafted and advertised in the SouthtownStar Newspaper on Wednesday, April 2, Bids were requested to provide services for a three (3) year period - Calendar years 2014, 2015 and One (1) sealed bid was received and opened by the Village Clerk s Office on Wednesday April 16, Robert H. Ward & Assoc., Inc. of South Chicago Heights, Illinois, was the only responding vendor at a cost of $28.50 per linear foot for each of the three years. In addition, Ward & Associates have performed shotcrete repairs for the Village for several years with a high level of quality and workmanship. The 2014 Fiscal Year Capital Improvement Fund has a Board approved Line Item in the amount of $2,720,000 for infrastructure repairs. $80,000 has been earmarked and will be needed to perform the shotcrete curb repairs throughout the Village. Trustee Dodge asked if this method had been used for a long time. Director Ingram reported yes. Page 3 of 11

4 Trustee Dodge asked if the village was familiar with the vendor that bid. Director Ingram reported that the vendor has been used for a number of years. He added that he cannot say why there was only one bid received, but that the specification is an IDOT specification. The specification is standard and there are not many vendors that do that type of work being asked for. He stated that Ward and Associates does all the work for the state and other local municipalities. Trustee Dodge asked if it was a reasonable solution to the problem. Director Ingram stated that other methods have been tried with very limited success and that process that Ward uses has been extremely successful. I move to recommend to the Village Board to approve awarding a three (3) year contract to Robert H. Ward & Associates, Inc. of South Chicago Heights, Illinois for shotcrete curb and gutter repair at a cost of $28.50 per linear foot for an amount not to exceed $80,000 for fiscal year 2014; and an amount not to exceed Board approved funding for fiscal years 2015 and A motion was made by Trustee Dodge, seconded by Trustee Griffin Ruzich, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich Development Services Compact SUV - Purchase Director Ingram reported that the 2014 Fiscal Year Budget includes a Board approved line item to purchase one (1) Compact SUV for the Development Services Department at a cost not to exceed $26,000. Currie Motors of Frankfort, Illinois is the Suburban Purchasing Cooperative Contract vendor for this type of vehicle. Currie Motors submitted a total vehicle cost of $23,989 for a 2014 Ford Escape SE 4-door, four wheel drive (4x4) sport utility vehicle. Currie Motors can deliver in 8 to10 weeks after receipt of order. As part of the review process, the Vehicle and Equipment Division looked at other vehicles to fill the requirements for this application including the Jeep Compass, Chevy Equinox, and Jeep Patriot. The Escape SUV has the most cost effective price in its class and is the only compact SUV being offered in the Suburban Purchase Cooperative. Staff also evaluated and compared a purchase versus leasing option [see attached Total Cost of Ownership (TCO) Analysis]. The TCO Analysis is based on a 5-year lease term. Under typical conditions, this vehicle would remain in the fleet Page 4 of 11

5 for up to ten (10) years. A lease term of that length is generally not available. Because the lease term is only five years, and the Village would generally keep this vehicle in service for approximately 10 years, the lease option as not cost efficient in this case; therefore, staff recommends the purchase of this vehicle. Chairman Schussler asked if it was a replacement of an existing vehicle. Director Ingram replied yes. Trustee Ruzich asked if it was a car that was meant to be used for ten years. Director Ingram replied yes. Trustee Dodge asked if it was difficult to populate the cost of ownership or if it was pretty straight-forward to get the cost. Director of Finance Annmarie Mampe stated that it was straight-forward. She added that it just does not pan out with the lease versus buying. Trustee Dodge asked if the vehicles get heavy use. Director Ingram stated that this vehicle specifically would be used by Kurt Corrigan. Chairman Schussler asked what was going to be done with the red truck. Director Ingram stated that it would be repurposed and a different vehicle will be eliminated from the fleet. I move to recommend to the Village Board to approve the purchase of one (1) 2014 (4WD) Ford Escape SE Vehicle from Currie Motors Fleet of Frankfort, Illinois, in an amount not to exceed $23,989. A motion was made by Trustee Griffin Ruzich, seconded by Trustee Dodge, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich Main Pump Station High Service Pump #5 Emergency Repairs Director Ingram reported that in mid-march, Pump #5, a 200 horsepower high service pump at the Main Pump Station (MPS) failed. This pump is one of two small pumps along with four large pumps at the MPS which provide potable water for the Village s entire service area. Four of the six pumps, including pump #5, were scheduled for evaluation in 2014 as part of normal maintenance procedures. After evaluation by Utility Division staff, it was determined the problem existed Page 5 of 11

6 somewhere below the pumping assembly. To facilitate further evaluation, Water Well Solutions Illinois Division of Elburn, Illinois was contacted and completed an initial review. In response, they submitted a proposal for the removal and complete evaluation in an amount of $4,600. On April 16th & 17th Water Well Solutions removed pump #5 from the MPS for detailed evaluation. Upon completion of their inspection, it was found that the column pipes were significantly corroded and required replacement. On April 28th a proposal was received from Water Well solutions for the replacement of the column pipe, rehabilitation of the bowl assembly and motor, along with other ancillary items in the amount of $29,968. Utility Division staff has reviewed the findings and concurs with the recommendations for this emergency repair, which will begin upon Board approval. This agenda item is being considered by the Public Works Committee and the Village Board of Trustees on the same night. Village Board approval will be contingent upon receiving an approval recommendation at the Public Works Committee meeting. Chairmen Schussler asked if it was a common problem with those pumps. Director Ingram stated that these types of problems can be anticipated. He said that in the past the columns have been pulled and relocated, but at some point they will deteriorate. The environment that they are in has a high chlorine content which tears away at the metal on the column. He added that the new column that is installed will be coated and maintenance will be done on it. Chairmen Schussler asked how other pumps were evaluated and if the pool shuts off each pump to do so. Director Ingram stated that 4 of the six will be pulled to look at. The other two were only installed about three years ago. Trustee Dodge asked if this cost is assumed in the fund balance that is carried. Director Ingram responded yes. Trustee Dodge asked if the timing of the failures are surprising. Director Ingram said that if it was caught earlier the pump could have been saved before the fail but the same repairs would have to be done. I move to recommend to the Board to waive the bid process; And Page 6 of 11

7 Accept the proposals for the main pump station high service pump #5 emergency repairs from Water Well Solutions Illinois Division, LLC of Elburn, Illinois for an amount not to exceed $34,968. A motion was made by Trustee Dodge, seconded by Trustee Griffin Ruzich, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich FlexNet Fixed Meter Reading - Proposal Director Ingram reported that between 1996 and 2008, the Utility Division conducted a water meter conversion program changing from Badger meters to the Sensus meter system. Along with complete meter replacement, meter reading technology was changed to a radio read format utilizing an MXU transmitter installed with each meter. Initially using handheld devices, meter reads were collected by walking near each metered property. As technology advanced and provided for improved meter reading efficiency, a vehicle mounted unit, a VXU, was purchased in 2002 to allow for drive-by meter reading. The existing MXU transmitters are battery powered and are reaching the end of their life span. Battery failure rates are rapidly increasing; more than 2,000 batteries have already failed and more battery failures are found each billing period. Taking advantage of improved technology, as we respond to failures, we are installing new Smart Point transmitters. Staff has purchased a second Trimble Programmer Model 900LC with Command Link. This equipment is used to install SmartPoint transmitters and now allows Public Works to engage a second crew that will further accelerate the replacement and conversion effort. Sensus has perfected a new SmartPoint transmitter and a fixed network meter reading system called FlexNet. SmartPoint transmitters come with a full twenty-year warranty, including the battery. The SmartPoint transmitters are capable of storing hourly reads for seven to ten days, as well as detecting continuous flow over a specified period of time and potentially identifying leak situations. Utility Division staff began installing SmartPoint transmitters in To date, more than 1,500 SmartPoint transmitters have been installed. There are currently just over 500 MXU replacement service orders pending; each of these MXUs will be replaced with a SmartPoint transmitter. In addition, only SmartPoint transmitters will be used for all new water meter and/or service installations. Currently, meters are read utilizing the vehicle mounted VXU; one meter reader operates the vehicle, the other operates the VXU. Because SmartPoint transmitters are installed as MXUs are failing, the installations are not limited to one specific route or area of the Village and there may be one SmartPoint transmitter installed on a block and all other homes on that block still have an MXU Page 7 of 11

8 installed. Because the current model VXU cannot read the SmartPoint transmitter, the meter readers utilize a handheld device to read the SmartPoint transmitters. The handheld device technology is not as advanced and there are many read errors that have to be corrected each billing period in order to ensure that the SmartPoint reads are recorded correctly in the Village's billing system. As more and more SmartPoints are installed, the process of reading these transmitters with a handheld device will become more cumbersome and will have a significant effect on the meter reading/billing process. Fixed network meter reading, i.e. the FlexNet System, allows for the reading of all SmartPoint enabled meters via computer using antennas installed on water towers. In conjunction with the technology provided in SmartPoint transmitters, the FlexNet System would enable the meter reading/billing process to be as efficient as possible and eventually eliminate the need to drive each route each billing period, saving on fuel costs and wear and tear on the Village's vehicle. The FlexNet technology provides two-way communication between the Village and individual meters, providing staff in Public Works and Finance the ability to read and monitor individual meters without having to drive to the meter site, as individual meter reads can be obtained by directly and remotely polling a meter. The attached proposal itemizes the cost for the infrastructure, equipment, software, support and training required to fully implement the FlexNet system. HD Supply of Mokena, Illinois is the regional authorized Sensus representative and has provided a proposal for the installation of the FlexNet system. Chairman Schussler asked if the issues that Trustee Dodge brought up at the last meeting could be addressed. Director Ingram stated that staff asked Sensus about using a virtualized server instead of a physical server. Unfortunately, Sensus uses a different platform of virtualization than the village. He stated that the village would have to migrate to Senus's virtualization to allow the virtualization to work. From a cost perspective, it would be more cost effective to have the physical servers as opposed to the virtualized servers. Trustee Dodge asked if staff thought again about their software service model or is staff proposing to buy there servers. Director Ingram stated that it is being proposed to buy the servers. Staff did explore purchasing the servers and giving them to Sensus to try and save on cost, but they were hesitant. He stated they did look at the cost of hosting, and in the long run the cost of the hosting does become more expensive than owning the physical servers. Trustee Dodge asked if it was known how much it would save in staff time regarding dollar and hours. Page 8 of 11

9 Director of Finance Annmarie Mampe stated that the majority of the savings in staff time would be in the meter function. The number of hours that meter readers spend would be cut in half. She added that option A and B are very different, but scenario 1, 2, and 3 are similar because the SmartPoints would be phased in over time. The drive around would be needed for quite some time before all the SmartPoints are installed. Trustee Dodge asked what was being recommended for the rollout. Director Ingram stated that he would propose coming back with a few different scenarios for the implementation and conversion to SmartPoint. Director Mampe stated that assumptions had to be made before. Trustee Dodge stated that it makes sense to do it, but if the operating expenses are going to drop, why not accelerate it? Director Ingram stated that he would be able to provide different options before that. Director Mampe said that accelerating it would save money on the operating side. Chairman Schussler asked if the TCO is currently based on a five year change over. Director Mampe stated yes. Director Ingram commented that the issue with accelerating it comes down to how much village staff can convert versus how much would have to be contracted out. Trustee Ruzich asked if the biggest savings for the course of the ten years would be with option A scenario 1. Director Mampe responded yes. She added that option B would become more cumbersome overtime as the conversion took place. Chairman Schussler asked if the SmartPoint program would be able to be activated and deactivated from the office. Director Ingram asked what was meant by activate and deactivate. Chairman Schussler gave an example of someone who did not pay their water bill and being able to shut it off from the office. Director Ingram responded at this point no. He added that it is a technology that Sensus is working to implement in the future. Page 9 of 11

10 Chairman Schussler asked if IPro was the next generation after SmartPoint. Director Ingram responded that IPro is a type of water meter and SmartPoint is a type of radio transmitting device. Trustee Dodge stated that he was assuming that in the ten year projections server replacements were not priced in. Director Mampe responded that they were not. Trustee Dodge commented that the net savings may actually be lower. Director Mampe stated that in the second page of the TCO it show that somewhere in the sixth year would be when the village breaks even. I move to recommend to the Village Board to waive the bid process; and Recommend to the Village Board to approve Option A, Scenario #1 and accept the proposal from HD Supply Waterworks, Ltd. of Mokena, Illinois for the installation of the FlexNet Fixed Meter Reading System for a total cost not to exceed $214,675 and authorize a budget adjustment in the amount of $19,525 for the implementation of the FlexNet System and a budget adjustment in the amount of $120,000 for the purchase of additional SmartPoint transmitters. A motion was made by Trustee Griffin Ruzich, seconded by Trustee Dodge, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich Page 10 of 11

11 ADJOURNMENT: 6:29 PM A motion was made by Trustee Dodge, seconded by Trustee Griffin Ruzich, that this matter be ADJOURNED. The motion carried by the following vote: 3 - Chairman Schussler, Trustee Dodge, and Trustee Griffin Ruzich /AJ APPROVED: June 2, 2014 Respectfully Submitted, /s/ John C. Mehalek John C. Mehalek, Village Clerk Page 11 of 11