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Current Meeting Summary

Committee of the Whole summary for 12/12/2017.

Presentation Documents

Meeting Documents

   Committee Agenda (12/12/2017)  

Summary of Agenda Items

2017-535

AN ORDINANCE ACCEPTING AND AUTHORIZING THE EXECUTION OF CONTRACT UE18-09-48 WITH CENTRAL STONE COMPANY IN AN AMOUNT NOT TO EXCEED $8,500,000.00 FOR THE PURCHASE AND DELIVERY OF LIMESTONE FOR THE DALLMAN POWER PLANT SCRUBBERS FOR THE OFFICE OF PUBLIC UTILITIESThis is a standard contract recurring contract for the purchase of limestone. This Ordinance approves and authorizes an execution of a three year contract in an amount not to exceed $8,500,000.00 with Central Stone Company for the purchase and delivery of limestone for the Dallman Power Plant Units Nos. 31/32, 33, and 4 Flue Gas Desulfurization Systems (FGDS). i.e., Scrubbers. The City of Springfield Office of Public Utilities' Electric Division's Electric Generations Department requires 100,000 to 150,000 tons of limestone per year for its scrubbers. A limestone and water mixture is used to neutralize sulfur dioxide in flue gas emissions. Limestone will be delivered to the Dallman Power Plant as supplies are needed. No minimum quantities are guaranteed under the contract. The delivered price for limestone is $21.55 per ton ($10.05 per ton for limestone and $11.50 per ton for freight). The hauling rate is subject to fuel adjustment determined by the cost for No. 2 fuel oil. The Fuel Cost Adjustment will be made bimonthly, beginning on February 1, 2018. There were 2 bidders on the contract & neither were local vendors. Central Stone provided the low evaluated bid with limestone that met the chemical requirements. In November 2012, a three year contract for the purchase of limestone was awarded to Central Stone Company, UE13-09-45. Those prices were $22.20 per ton ($9.27 per ton for limestone and $12.93 per ton for freight) There have been several one-year extensions to this UE13-09-45 contract. This contract/ allows for mutually agreed to contract extensions with the approval of both parties and City Council
Agenda Type: Agenda Item
Department: CWLP
   2017-535.pdf  

2017-536

AN ORDINANCE AUTHORIZING THE PURCHASE OF HARDWARE, UPGRADES, AND MAINTENANCE SUPPORT FROM CDW GOVERNMENT LLC FROM A STATE CONTRACT IN AN AMOUNT NOT TO EXCEED $319,244.34 FOR THE OFFICE OF PUBLIC UTILITIESThis ordinance authorizes the payment to CDW Government LLC ("CDWG") for Cisco hardware to replace existing hardware that is nearing end of support and to upgrade existing equipment in an amount not to exceed $319,244.34. Smartnet support is for software maintenance fees and updates. The Cisco VPN and Core Infrastructure components are used by corporate users and supported by Information Systems Division. The State of Illinois solicited bids and allows municipalities to share in the bulk cost savings by ordering off of such contracts. This purchase is from CMS joint purchasing contract CMS7891190.
Agenda Type: Agenda Item
Department: CWLP
   2017-536.pdf  

2017-537

AN ORDINANCE AUTHORIZING A THREE YEAR CONTRACT FOR THE PURCHASE OF HYDRATED LIME FOR DALLMAN UNIT 4 FROM MISSISSIPPI LIME COMPANY IN AN AMOUNT NOT TO EXCEED $1,100,000.00 FOR THE OFFICE OF PUBLIC UTILITIESThis is a recurring contract for the purchase of hydrated lime for Dallman Unit 4. Hydrated lime is required for emissions control for Unit 4. Mississippi Lime Company ("Mississippi Lime") meets the pre-approved technical standard and has been supplying hydrated lime for Unit 4 since 2010. After initial testing, it was concluded that the best option to maximize efficiency would be to sole source the purchase of material that met the design requirements with the fewest operational problems. The hydrated lime produced at the Ste. Genevieve production facility of Mississippi Lime proved to work best. This ordinance authorizes a contract with Mississippi Lime in an amount not to exceed $1, 100,000.00. The contract will cover the cost of hydrated lime and delivery along with fuel adjustments for the next 3 years. Mississippi Lime is not a local vendor
Agenda Type: Agenda Item
Department: CWLP
   2017-537.pdf  

2017-538

AN ORDINANCE APPROVING A SECOND AMENDMENT TO STATEMENT OF WORK NUMBER 1 WITH CGI TECHNOLOGIES AND SOLUTIONS, INC. FOR ERP AND MAXIMO UPGRADES TO EXTEND THE DATE, FOR THE OFFICE OF PUBLIC UTILITIESThis ordinance is a 2nd amendment to existing Statement of Work Number 1 ("SOW No. 1") with CGI Technologies and Solutions, Inc. ("CGI") to extend out the benchmark date. Ordinance 314-09-15 approved an agreement with CGI for ERP and Maximo upgrades. Ordinance 471-12- 16 amended the Statement of Work #1 by extending the Work Request Date until October 31, 2017. This amendment is necessary to support post "go-live" initiatives. This extension does not involve any funding increase. The new extended date for the Statement of Work #1 will be until December 31, 2018
Agenda Type: Agenda Item
Department: CWLP
   2017-538.pdf  

2017-539

AN ORDINANCE AUTHORIZING THE TRANSFER OF FUNDS IN AN AMOUNT NOT TO EXCEED $200,000.00 TO COVER RELOCATION COST OF ELECTRIC DISTRIBUTION FACILITIES ASSOCIATED WITH THE ASH STREET UNDERPASS, FOR THE OFFICE OF PUBLIC UTILITIESThis ordinance authorizes a transfer of funds that were originally budgeted for a project to upgrade to the City trunking radio systems to cover the costs to relocate CWLP electric distribution facilities along Ash Street from gth to 11th Street to accommodate the construction of the Ash Street underpass. This transfer is to cover funds needed for material ($95,000.00) and for installation costs ($105,000.00). This amount is to fund the work that is to be completed in FY18, with the balance of the work being budgeted for FY19.
Agenda Type: Agenda Item
Department: CWLP
   2017-539.pdf  

2017-540

AN ORDINANCE APPROVING A MASTER TELECOMMUNICATIONS CONTRACT SERVICE AGREEMENT WITH HOSPITAL SISTERS HEALTH SYSTEM FOR THE OFFICE OF PUBLIC UTILITIESThis is an ordinance to renew and consolidate agreements for Ethernet service from the City's fiber optic telecommunications system with HSHS and its subsidiaries into a Master Telecommunication agreement that will supersede previous telecommunication agreements. This ordinance authorizes the City to provide telecommunications service to Hospital Sisters Health System ("HSHS"), in exchange for payment by HSHS to the City in an estimated amount of $630,000.00 over 5 years. The Office of Public Utilities has a fiber optic telecommunications system and has been granted certificates of service authority with the Illinois Commerce Commission to provide facilities-based exchange telecommunications services in Sangamon County and interexchange telecommunications services within Illinois. The City's network has the ability to provide WAN (wide area network) services across the system. This allows computers to pass data between remote facilities at speeds that are as fast as in the local buildings. This technology allows for consolidation of computers, servers and the required network equipment along with enhancing the capabilities of the facilities. HSHS has requested a 100 Mbps and 1000 Mbps connections from various external facilities, as identified in Exhibit A of the Master Telecommunications Contract Service Agreement to their data centers at 800 E. Carpenter Street and 4938 LaVerna Drive . For these services, HSHS will pay $10,500 per month for these sites for the term of the contract over a 5 year period. This will be done by utilizing existing fiber and communications infrastructure. Upon passage of this ordinance, this Master Telecommunications Contract Service Agreement will supersede any of the previous Telecommunications Contract Service Agreement with HSHS and its subsidiaries that were authorized by ordinances 116-04-11, 294-08-12, 020-01-13, 153-05-13, 379-11-13, 380-11-13, 143-04-14, 165-05-14, and 422-12-14. HSHS may elect to request additional bandwidth or service locations during this term of this Master agreement at the standard rates provided in this agreement.
Agenda Type: Agenda Item
Department: CWLP
   2017-540.pdf  

2017-541

AN ORDINANCE APPROVING AND AUTHORIZING EXECUTION OF AN ONE YEAR LEASE AGREEMENT FOR 7020 BRUNK CEMETERY ROAD FOR THE CITY OF SPRINGFIELD OFFICE OF PUBLIC UTILITIESThis is an annual ordinance for the lease of real property owned by the City. This ordinance authorizes the execution of a property lease agreement for a one-year term for the City of Springfield Office of Public Utilities. The leased property consists of 8.98 acres and a pole barn located at 7020 Brunk Cemetery Road, Rochester, Illinois. (No site number assigned.) Renters are Carl and Kathy Tega of 3510 Teakwood Drive Springfield, Illinois. The lease for 7020 Brunk Cemetery Road provides that the tenant will pay $200.00/month in rent for one year. Last year's rent was $200.00/month. The lease contains a provision that allows the City to terminate the lease for purposes of inundation or sale of the land. The City also retains the right to enter upon the land for purposes of conducting inspections, investigations, surveys and studies
Agenda Type: Agenda Item
Department: CWLP
   2017-541.pdf  

2017-542

AN ORDINANCE ACCEPTING A CONTRACT WITH P.H. BROUGHTON & SONS, INC. AND CAJUN LAWN CARE FOR SUPPLEMENTAL SNOW REMOVAL SERVICES FOR AN AMOUNT NOT TO EXCEED $75,000.00, FOR THE OFFICE OF PUBLIC WORKSThis ordinance authorizes authorizes the use of both contractors for snow removal service as needed during the 2017/2018 snow removal season
Agenda Type: Agenda Item
Department: Public Works
   2017-542.pdf  

2017-543

AN ORDINANCE AUTHORIZING AN EXTENSION OF RFP #PW17-15 WITH REYHAN BROS., INC. D/B/A SANGAMO CONSTRUCTION, CO., AND LEWIS EXCAVATION & SNOW REMOVAL FOR SUPPLEMENTAL SNOW REMOVAL SERVICES FOR AN AMOUNT NOT TO EXCEED $75,000.00, FOR THE OFFICE OF PUBLIC WORKSThis ordinance is for a renewal of supplemental snow removal services for the winter of 2017-2018. These contractors will be utilized to assist during "full operation" snow events.
Agenda Type: Agenda Item
Department: Public Works
   2017-543.pdf  

2017-544

AN ORDINANCE AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH, AND PAYMENT OF $150,000.00 TO, HERITAGE ENVIRONMENTAL SERVICES FOR THE 2017 HOUSEHOLD HAZARDOUS WASTE COLLECTION EVENT FOR THE OFFICE OF PUBLIC WORKSHeritage Environmental Services mobilized and perform collection and disposal services for household hazardous waste items delivered by the residents to the City of Springfield Household Hazardous Waste Collections on September 16th and October 28th
Agenda Type: Agenda Item
Department: Public Works
   2017-544.pdf  

2017-545

AN ORDINANCE ACCEPTING THE SOLE SOURCE BIDS AND AUTHORIZING THE EXECUTION OF CONTRACTS WITH SANGAMON VALLEY LANDFILL AND WASTE MANAGEMENT OF ILLINOIS, INC. FOR THE DISPOSAL OF DEMOLITION DEBRIS FOR AN AMOUNT NOT TO EXCEED $250,000.00 FOR THE OFFICE OF PUBLIC WORKSThis ordinance will authorize contracts for debris disposal with Sangamon Valley Landfill & Waste Management of Illinois in an amount not to exceed $250,000.00.
Agenda Type: Agenda Item
Department: Public Works
   2017-545.pdf  

2017-546

AN ORDINANCE AUTHORIZING A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $307,000.00 FROM UNAPPROPRIATED FUND BALANCE FOR THE PURCHASE OF A 2017 BUCKET TRUCK FOR THE OFFICE OF PUBLIC WORKSAn ordinance authorizing a supplemental appropriation from unappropriated fund balance to accommodate the purchase of a new 2017 Bucket Truck. This purchase ( $157,000) was budgeted and approved (ord# 099.02.17) in our FY 2017 budget figures however due to production time for this unit the delivery date and invoicing have carried forward to this fiscal year FY18. The other amount of $150,000 will accommodate contractual snow removal if needed during our 2017/2018 winter season. A service planned for and budgeted however due to an extremely heavy mowing season, the available funds for snow removal has been seriously impacted
Agenda Type: Agenda Item
Department: Public Works
   2017-546.pdf  

2017-547

AN ORDINANCE AUTHORIZING PURCHASE OF RIGHT-OF-WAY LOCATED ALONG THE SOUTH SIDE OF HAZEL DELL ROAD, WEST OF WEST LAKE SHORE DRIVE FROM ROBERT LEE LUBIN AND DESCENDANTS TRUST, HELEN LUBIN BRIDGES AND DESCENDANTS TRUST, SUSAN BRIDGES NIES AND SUSAN BRIDGES BABCOCK FOR AN AMOUNT NOT TO EXCEED $13,369.82 FOR THE PURPOSE OF INSTALLING A SIDEWALK FROM HAZEL DELL SCHOOL TO FRANKLIN PARK ESTATES, FOR THE OFFICE OF PUBLIC WORKS This ordinance is for the purchase of a right-of-way located along the south side of Hazel Dell Road, west of West Lake Shore Drive. The purchase of said real estate is for public purposes to install sidewalk from Hazel Dell School to Franklin Park Estates. The right-of-way is being purchased at the appraised amount
Agenda Type: Agenda Item
Department: Public Works
   2017-547.pdf  

2017-548

AN ORDINANCE AUTHORIZING AN ADDITIONAL $11,646.31 TO NUCO ENTERPRISES, INC. FOR RELOCATION COSTS INCURRED BY CR LIQUIDATORS FORMERLY LOCATED AT 830 E. ASH STREET RELATING TO THE SPRINGFIELD RAIL IMPROVEMENT PROJECT FOR THE OFFICE OF PUBLIC WORKSThis supplemental ordinance is for additional relocation expenses for CR Liquidators stored persona property from 830 East Ash Street. The relocation of said business is for public purposes, specifically associated with the Springfield Rail Improvements Projects. The relocation costs are in compliance with the Federal Uniform Relocation Act.
Agenda Type: Agenda Item
Department: Public Works
   2017-548.pdf  

2017-549

A RESOLUTION NOTIFYING THE STATE OF ILLINOIS DEPARTMENT OF TRANSPORTATION THAT $2,235,000.00 MOTOR FUEL TAX FUNDS MAY BE SPENT FOR MAINTENANCE OF STREETS AND HIGHWAYS UNDER THE ILLINOIS HIGHWAY CODE FOR CALENDAR YEAR 2018 FOR THE OFFICE OF PUBLIC WORKS(Resolution - 2018 Maintenance) Motor Fuel Tax is a state levy and the City is governed by state statutes. IDOT administers MFT monies and it takes prior approval from IDOT to expend any MFT funds. This resolution informs the State that the City intends to expend no more than an additional $2,235,000.00 in calendar year 2018 for maintenance per attached detail
Agenda Type: Agenda Item
Department: Public Works
   2017-549.pdf