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Meeting Summary for 4/2/2024

Presentation Documents

Agenda Item Recap

2024-072

AN ORDINANCE AUTHORIZING A FIVE-MONTH CONTRACT WITH WASTE MANAGEMENT OF ILLINOIS, INC. FOR RESIDENTIAL LANDSCAPE WASTE COLLECTION IN AN AMOUNT NOT TO EXCEED $485,120.00, FOR THE OFFICE OF PUBLIC WORKS, AS AMENDED
This ordinance authorizes a one year renewal of contract # PW22-24 for the residential landscape waste collection from April 1st, 2024 to March 31st, 2025. Republic Service has increased the yearly contract amount by $126,390.00.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
AN ORDINANCE AUTHORIZING A FIVE-MONTH CONTRACT WITH WASTE MANAGEMENT OF ILLINOIS,INC. FOR RESIDENTIAL LANDSCAPE WASTE COLLECTION IN AN AMOUNT NOT TO EXCEED $485,120.00 FOR THE OFFICE OF PUBLIC WORKS, AS AMENDED    Passed

2024-078

AN ORDINANCE AUTHORIZING A SECOND ONE-YEAR CONTRACT EXTENSION AND ADDITIONAL FUNDING IN THE AMOUNT OF $34,968.00 UNDER CONTRACT NO. UW23-03-15 – WOOD CHIPPING AND REMOVAL FOR LAKE SERVICES WITH REX D. EVANS, DBA EVANS CARTAGE, FOR A TOTAL AMOUNT NOT TO EXCEED $104,904.00 FOR THE OFFICE OF PUBLIC UTILITIES
Under the OBM Factsheet approval process, Contract No. UW23-03-15 - Wood Chipping and Removal for Lake Services was awarded to Rex D. Evans dba Evans Cartage (“Evans”) in the amount not to exceed $34,968.00 for an eighteen-month timeframe (9/1/22 to 2/28/23). The contract contained provisions for contract extension. Ordinance No. 458-10-23 authorized a one-year extension for a timeframe of 3/1/23 to 2/29/24 for an additional $34,968.00. This ordinance authorizes another contract extension with Evans for one year (March 1, 2024, through February 28, 2025) and authorizes additional funding in an amount not to exceed $34,968.00. All other terms of the contract, including the original prices quoted in 2022, remain the same. This is the second contract extension. The additional funding will bring the grand total of the said contract to $104,904.00. It is in the City’s best interest to extend this contract based on Evans being the lowest cost, being a local vendor, and having outstanding service with the Office of Public Utility. Evans will provide for the supervision, labor, and equipment to chip, load, transport, and dispose of brush from Lake Services’ site to an EPA-approved disposal site. Evans is a Sangamon County local vendor and was the low bidder on the original contract.
Agenda Type: Agenda Item
Department: CWLP
Vote Results:
Amendments:
Documents:
  078.pdf     109-04-24.pdf  

2024-079

AN ORDINANCE AUTHORIZING A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $1,225,793.96 FROM THE CITY’S CORPORATE ARPA FUNDS TO THE WATER ARPA FUND AND TO AUTHORIZE AND ACCEPT CONTRACT NO. UW24-01-79 WITH E.L. PRUITT COMPANY FOR LEAD SERVICE LINE EMERGENCY REPLACEMENTS FY25/26 IN AN AMOUNT NOT TO EXCEED $971,345.00, FOR THE OFFICE OF PUBLIC UTILITIES
This ordinance authorizes a supplemental appropriation of funds from the Corporate Fund's American Rescue Plan Act of 2021 Coronavirus State and Local Fiscal Recovery Funds ("SLFRF") allocations to Water Funds in an amount of $1,225,793.96. This amount is the Office of Public Utilities’ portion of the remaining ARPA funds that are to be dedicated to Lead Service Line Work. A portion of this $1,225,793.96 amount will be used for Contract UW24-01-79 with E.L. Pruitt Company ("E.L. Pruitt"), the remaining balance will be used for future lead service line replacement projects. This ordinance also approves and authorizes the execution of a contract with E.L. Pruitt in an amount not to exceed $971,345.00 for the Lead Service Line Emergency Replacements FY25/26 for the Office of Public Utilities. Contract UW24-01-79 is a two-year contract with a licensed plumbing contractor to replace water service lines and associated surface restorations for CWLP customers that had lead service lines disturbed and then replaced by the Utilities Water Department during non-planned emergency repairs. The bid specs are similar to past bid specs for our lead service line replacement projects. It is estimated that approximately 150 lead service lines will be replaced over the next two years on an emergency basis. The Utilities’ budgeted O&M funds will be used to replace the lead service line from the water main to the curb stop or meter pit. This contract establishes prices with E.L. Pruitt. There were two bidders on this project, both local vendors; E.L. Pruitt submitted the lowest bid.
Agenda Type: Agenda Item
Department: CWLP
Vote Results:
Amendments:
Documents:
  079.pdf     110-04-24.pdf  

2024-080

AN ORDINANCE ACCEPTING AND AUTHORIZING CONTRACT UE24-01-82 – FENCING REPLACEMENT AT INTERSTATE SUBSTATION WITH CSD ENVIRONMENTAL SERVICES, INC. IN AN AMOUNT NOT TO EXCEED $82,833.50, FOR THE OFFICE OF PUBLIC UTILITIES
This ordinance accepts Contract UE24-01-82 in an amount not to exceed $82,833.50, with CSD Environmental Services, Inc. (“CSD Environmental”), for the purchase of replacement fencing at the Interstate Substation location. The fence at the Interstate Street Substation is over thirty years old and has been heavily damaged over time. This damage has left vulnerability gaps in the chain-link fence; the replacement is necessary for compliance standards and security. There were three bidders on this contract, two local vendors and one non-local. CSD Environmental is a local vendor and was the lowest bid.
Agenda Type: Agenda Item
Department: CWLP
Vote Results:
Amendments:
Documents:
  080.pdf     111-04-24.pdf  

2024-081

AN ORDINANCE AUTHORIZING A PAYMENT TO ITRON, INC. IN AN AMOUNT NOT TO EXCEED $87,961.02, FOR SERVICES IN RELATION TO METER READING DATA, FOR THE OFFICE OF PUBLIC UTILITIES
This ordinance approves payment for various hardware, software, software maintenance, and hosting services involving the meter reading data with Itron, Inc. (“Itron”) in an amount not to exceed $87,961.02. Itron receives all the data from meter readings and stores the data on a computer server. Itron then scrubs the data and returns it to CWLP in the correct format. The cost for CWLP to do this internally would cost between $150,000.00 and $300,000.00. This annual contract covers June 1, 2024, to May 31, 2025. Itron is not a local vendor.
Agenda Type: Agenda Item
Department: CWLP
Vote Results:
Amendments:
Documents:
  081.pdf     112-04-24.pdf  

2024-082

AN ORDINANCE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH STIFEL, NICOLAUS & COMPANY, INCORPORATED IN AN AMOUNT NOT TO EXCEED $175,000.00 FOR FINANCIAL ADVISORY SERVICES, FOR THE OFFICE OF PUBLIC UTILITIES
This is a new ordinance for Financial Advisory Services on the refunding of certain outstanding Electric Revenue Bonds, Series 2015. This ordinance approves and authorizes the execution of an agreement with Stifel, Nicolaus & Company, Incorporated (“Stifel”) in an amount not to exceed $175,000.00. Stifel will act as an independent Financial Advisor for the potential refunding of the Series 2015 Bonds. As Financial Advisor, Stifel will be responsible for the financial analysis and structuring recommendations for the Bonds, assist in the preparation of the preliminary and final bond documents, assist in the selection of underwriter(s), supervise the sale process, and advise on the acceptability of offer to purchase bonds. The potential Net Present Value of the savings is estimated between $21,000,000.00 and $27,000,000.00, dependent upon interest rates at the time of sale. The maturity date of the bonds will remain 2040. The savings will be applied to the construction of the new dispatch center and the installation of AMI meters. Stifel is not a local vendor
Agenda Type: Agenda Item
Department: CWLP
Vote Results:
Amendments:
Documents:

2024-083

A RESOLUTION REQUESTING THE TEMPORARY LANE CLOSURE OF A PORTION OF ILLINOIS STATE ROUTES 97 AND 29, JEFFERSON AND MADISON SINGLE LANES FROM 2ND TO 6TH, FOR THE ANNUAL EARTH AWARENESS FAIR ON APRIL 20, 2024, FOR THE OFFICE OF PUBLIC WORKS
This request is to allow bike lanes on Madison and Jefferson from 2nd to 6th St for the annual Earth Awareness Fair on Saturday, April 20, 2024 from 10 AM to 4 PM. Request is for the annual Earth Awareness Fair. There is no detour route for this event as it is not a full closure of the roads.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
Documents:

2024-084

AN ORDINANCE ACCEPTING THE LOWEST BID AND AUTHORIZING EXECUTION OF CONTRACT NUMBER PW24-02-86 WITH WAS CONSTRUCTION COMPANY FOR THE FY2025 SIDEWALK PROGRAM, IN AN AMOUNT NOT TO EXCEED $894,460.00, FOR THE OFFICE OF PUBLIC WORKS
This ordinance is for the annual sidewalk program. Various sidewalk and curb ramps throughout the City will be removed, replaced and installed.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
Documents:
  084.pdf     114-04-24.pdf  

2024-085

AN ORDINANCE ACCEPTING THE LOW BID AND AUTHORIZING THE EXECUTION OF CONTRACT NUMBER PW24-02-88 WITH KINNEY CONTRACTORS, INC. FOR THE FY2025 CONCRETE PATCHING PROGRAM IN AN AMOUNT NOT TO EXCEED $934,575.00 FOR THE OFFICE OF PUBLIC WORKS
This ordinance is for our annual concrete patching program for various streets throughout the City.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
Documents:
  085.pdf     115-04-24.pdf  

2024-086

AN ORDINANCE ACCEPTING THE LOWEST RESPONSIBLE BID AND AUTHORIZING THE EXECUTION OF CONTRACT NUMBER PW24-02-85 WITH P.H. BROUGHTON & SONS, INC. TO PROVIDE SERVICES FOR THE FY2025 BITUMINOUS ROAD IMPROVEMENTS PROGRAM IN AN AMOUNT NOT TO EXCEED $1,040,105.00 FOR THE OFFICE OF PUBLIC WORKS
This is an ordinance for the FY2025 Bituminous Roadway Improvements. Various oil and chip streets throughout the City will be converted to asphalt pavement.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
Documents:
  086.pdf     116-04-24.pdf  

2024-087

AN ORDINANCE ACCEPTING THE LOWEST RESPONSIBLE BID AND AUTHORIZING THE EXECUTION OF CONTRACT NUMBER PW24-02-84 WITH P.H. BROUGHTON & SONS, INC., TO FURNISH CONSTRUCTION ON THE FY2025 BITUMINOUS OVERLAY PROGRAM FOR AN AMOUNT NOT TO EXCEED $5,866,483.00, FOR THE OFFICE OF PUBLIC WORKS
This is an ordinance for the FY2025 Bituminous Overlay Program. Various streets throughout the City will be milled, patched, and resurfaced. Concrete curbing, sidewalk, and ADA ramp improvements are also included where necessary.
Agenda Type: Agenda Item
Department: Public Works
Vote Results:
Amendments:
Documents:
  087.pdf     117-04-24.pdf  

2024-088

AN ORDINANCE TO INCREASE THE NUMBER OF CLASS “D” LIQUOR LICENSES BY ONE FOR TKE1 LOUNGE, LLC D/B/A AUNT LOU’S SOUL FOOD LOCATED AT 524 E. MONROE
It is necessary under Section 90.17 of the 1988 City of Springfield Code of Ordinances, as amended, to control the number of liquor licenses authorized per classification.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  088.pdf     118-04-24.pdf  

2024-090

AN ORDINANCE AUTHORIZING THE PURCHASE OF 50 SCOTT SELF CONTAINED BREATHING APPARATUS BOTTLES IN AN AMOUNT NOT TO EXCEED $75,250.00, FOR THE SPRNGFIELD FIRE DEPARTMENT
This is for the budgeted annual purchase of 50 replacement SCBA bottles.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  090.pdf     119-04-24.pdf  

2024-091

AN ORDINANCE AUTHORIZING EXECUTION OF A THREE-YEAR CONTRACT FOR RFP #LL24-27 FOR LIBRARY BOOKS AND MATERIALS WITH BAKER & TAYLOR, LLC FOR A TOTAL CONTRACTUAL AMOUNT NOT TO EXCEED $900,000.00, FOR LINCOLN LIBRARY
This contract provides for library books, audio visuals, continuations and standing orders for Lincoln Library. Baker & Taylor was one of seven (7) companies to provide proposals which were evaluated by Library personnel. Baker & Taylor received the overall highest score of the companies submitting proposals and was determined to provide the best proposal in terms of cost, service and completeness for the City of Springfield. This ordinance recommends awarding the 3-year contract to provide these services in a total amount not to exceed $900,000.00.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  091.pdf     120-04-24.pdf  

2024-092

AN ORDINANCE APPROVING A SUPPLEMENTAL APPROPRIATION AND A PROFESSIONAL SERVICES AGREEMENT WITH STIFEL, NICOLAUS & COMPANY INCORPORATED IN AN AMOUNT NOT TO EXCEED $50,000.00 FOR FINANCIAL ADVISORY SERVICES RELATED TO CITY OF SPRINGFIELD GENERAL OBLIGATION BONDS, FOR THE OFFICE OF BUDGET AND MANAGEMENT
Stifel, Nicolaus & Company, Incorporated will serve as the City's Independent Financial Advisor providing advisory financial services and expertise analysis regarding the refunding of the Outstanding Series 2014, 2015, and 2016 General Obligation Bonds as well as serve as the central contact for the 2024 General Obligation Bonds issuance for proposed new project funding in an amount not to exceed $50,000.00 for the Office of Budget & Management. Stifel representatives are serving in a similar capacity to the refunding of Water Revenue Bonds for CWLP.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  092.pdf     121-04-24.pdf  

2024-093

AN ORDINANCE AUTHORIZING CONTRACT #CS4-29 WITH WATTS COPY SYSTEMS, INC. FOR THE LEASE OF OFFICE PRINTER/COPIER MACHINES FOR A FIVE-YEAR PERIOD FROM JUNE 1, 2024, THROUGH MAY 31, 2029, FOR A TOTAL AMOUNT NOT TO EXCEED $600,000.00, FOR THE OFFICE OF BUDGET AND MANAGEMENT
This contract provides for new leased office copiers and network printers for all City Departments. Watts Copy Systems was one of six (6) companies to provide proposals. A committee of City employees from Central Purchasing, CWLP Purchasing, and ISD evaluated all proposals in accordance with the RFP guidelines. Watts is recommended as providing the lowest cost and best proposal overall including service and terms for the City of Springfield. This contract includes network scanning, fax, and finishing capabilities as needed by Departments.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  093.pdf     122-04-24.pdf  

2024-094

AN ORDINANCE AUTHORIZING EXECUTION OF AN AGREEMENT WITH LIVINGSTONE, MUELLER, BIMA & DAVLIN, P.C. TO DEFEND WORKERS’ COMPENSATION CLAIMS FOR THE CITY OF SPRINGFIELD FROM MARCH 1, 2024, THROUGH FEBRUARY 28, 2025, FOR A TOTAL AMOUNT NOT TO EXCEED $175,000.00
This ordinance will authorize execution of an agreement with Livingstone, Mueller, Bima & Davlin, P.C. to defend workers' compensation claims for the City from March 1, 2024, through February 28, 2025, for an amount not to exceed $175,000.00.
Agenda Type: Agenda Item
Department: General City Business
Vote Results:
Amendments:
Documents:
  094.pdf     123-04-24.pdf  

2024-126

A RESOLUTION STATING THE CITY OF SPRINGFIELD’S CONCERNS OF THE POTENTIAL RELOCATION OF OUR PROCESSING AND DISTRIBUTING CENTER TO ST. LOUIS, MISSOURI, FOR EMERGENCY PASSAGE
A resolution stating the City of Springfield's concerns of the potential relocation of our processing and distributing center to St. Louis, Missouri, for Emergency Passage.
Agenda Type: Emergency Item
Department: General City Business
Vote Results:
Amendments:
Documents: