Monday, June 23, 2014 at 7:00 p.m.
City of Rochelle Council Chambers
420 N 7th Street, Rochelle, IL 61068
I. CALL TO ORDER:
• Pledge to the Flag
• Prayer
II. ROLL CALL:
III. PROCLAMATIONS, COMMENDATIONS, ETC:
• default Designation of July as Park and Recreation Month
IV. REPORTS AND COMMUNICATIONS:
• Mayor - default Appointment of Members to Boards and Commissions
• Council Members
• default Financials - April 2014
• default Financials - May 2014
V. PUBLIC COMMENTARY:
VI. BUSINESS ITEMS:
1) CONSENT AGENDA ITEMS BY OMNIBUS VOTE with Recommendations:
a) Approve Bills – default 053014-060514 , default 060614-061214
b) Approve Payroll – default 052614-060814
2) Underground Conduit Installation Project
3) Purchase of Tandem Axle Cab & Chassis and Equipment– Street Department
4) Illinois Public Works Mutual Aid Network
5) Revisions to City Manager Contract
VII. DISCUSSION ITEMS:
1) Branding Rochelle for Success
VIII. EXECUTIVE SESSION
IX. ADJOURNMENT
Agenda Item #2 Underground Conduit Installation Project
References:
default Memo from Electric Operations Superintendent Joe Orlikowski
default Recommendation from BHMG Engineers, Inc.
Recommended Action:
Consider bids for the Underground Conduit Installation Project
History and Fact:
On April 14th the Mayor and Council considered bids for a Voltage Conversion Project to convert our 4160kV distribution circuit to a 13.8kV feeder. Staff's recommendation at that time was to reject all bids, scale down the project to include only the installation of conduit and rebid at a later date. In May, Rochelle Municipal Utilities (RMU) issued an Invitation for Bids for the underground conduit installation portion of the project. Contractors submitting proposals were required to include the labor and equipment necessary to install approximately 60,000 feet of conduit for boring.
Discussion:
Subsequent to the required public notice, the Deputy City Clerk opened four bids for the Underground Conduit Installation Project on June 17th.
Staff and our consultant, Lukas Pirok of BHMG Engineers Inc., have reviewed the bids and recommend the acceptance of the apparent low bidder, Utility Dynamics Corp., with a bid of $713,568, including an addition to upgrade to 3" conduit. The 2014-15 Electric Operations Capital Outlay Budget includes $1,300,000 for phase 1 of the Voltage Conversion Project. RMU crews will install the conductor, terminations, hardware and coordinate the conversion of phase 1.
Recommendation:
Accept the bid of $713,568 from Utility Dynamics Corp for the Underground Conduit Installation Project and reject all other bids.
Agenda Item #3 Purchase of Tandem Axle Cab & Chassis and Related Equipment – Street Department
References:
default Memo from Superintendent of Streets & Cemetery Tim Isley
Recommended Action:
Consider bids for the purchase of a cab & chassis and related equipment for the Street Department.
History and Fact:
The 2014-15 General Fund Capital Budget includes $140,000 for the purchase of a Tandem Axle Cab & Chassis equipped with a dump box, front plow, wing plow and hydraulics for the Street Department. If approved, the new truck will replace a 1994 two ton dump truck equipped with a front plow which will be transferred to the airport.
Discussion:
Subsequent to the required public notice, the City Clerk opened bids from two truck suppliers and two equipment suppliers on June 13, 2014. Superintendent Tim Isley reviewed the bids and found that they all met the required specifications. Therefore, Isley recommends the acceptance of the apparent low bid from truck supplier Rush Truck Centers in the amount of $83,160 and the acceptance of the apparent low bid from equipment supplier Bonnell Truck Equipment, Inc. in the amount of $65,259.
Trucks in general, which include stricter emission requirements, have increased significantly in cost over the past year. Superintendent Isley plans to monitor expenses in his department and make reductions where necessary to keep his overall expenses within budget.
Recommendation:
Approve the bid from Rush Truck Center for the tandem axle cab & chassis in the amount of $83,160.
Approve the bid from Bonnell Truck Equipment, Inc. for the related equipment in the amount of $65,259.
Agenda Item #4 Illinois Public Works Mutual Aid Network
References:
default Memo from Superintendent of Streets & Cemetery Tim Isley
default Illinois Public Works Mutual Aid Agreement
Recommended Action:
Consider Authorizing the Execution of the Illinois Public Works Mutual Aid Network Agreement
History and Fact:
The Illinois Public Works Mutual Aid Network (IPWMAN) was formed in 2009 in order to provide mutual aid response and recovery assistance when communities are confronted with natural or man-made emergencies and disasters. An agency requesting assistance through IPWMAN receives the type of equipment, materials and personnel services that are needed to react to the event. In order to participate in the network, either to render or receive assistance, an intergovernmental agreement must be approved by the City.
Discussion:
The IPWMAN Intergovernmental Agreement specifies the responsibility of the parties, operational procedures, and compensation for providing assistance. The mutual aid agreement does not obligate any agency to respond.
Recommendation: Approve an Ordinance Authorizing the Execution of the Illinois Public Works Mutual Aid Network Intergovernmental Agreement.
Agenda Item #5 Revised City Manager Contract
Recommended Action:
Consider Revised City Manager Contract
History and Fact:
An Employment Agreement between the City of Rochelle and David S. Plyman was executed on April 11, 2011. The term of the agreement was for a period of 36 months beginning May 31, 2011 and concluding May 31, 2014.
Discussion:
A revised contract has been drafted and reviewed by the Mayor and City Council.
Recommendation:
Approve Revised City Manager Contract
Discussion Item #1 Branding Rochelle for Success
The City of Rochelle, Flagg-Rochelle Park District, Rochelle Township High School, Rochelle Community Consolidated District #231, Rochelle Community Hospital, The Greater Rochelle Economic Development Corporation and the Rochelle Area Chamber of Commerce have formed a Brand Development Committee to pursue the development of a unique community brand. The common goal is to identify a brand identity that sets us apart and represents the varied economic sectors of our partners with variations for business, residential, and visitor recruitment.
A Request for Proposal was subsequently sent to several marketing firms requesting a scope of work that includes the following:
• Research & Planning – Provide a detailed description of qualitative/quantitative research, methodology, and budget.
• Development – Provide a narrative detailing the current community image and the plan to develop
a unique community brand.
• Execution – In addition to the following, provide a definition of success and implementation
strategy with specific milestones and timeline.
As a result, the Roger Brooks International firm has been selected due to their extensive experience in creating public sector community branding. On May 15th Roger Brooks presented information on his proposal and responded to questions from members of the Brand Development Committee. He outlined a 12-step branding process at a cost of $100,000 along with proposed contribution levels for the various partners.
Rochelle Area Chamber of Commerce Director Peggy Friday and Community Development Director Michelle Pease will be in attendance to provide additional information on this initiative and respond to questions from the Mayor and Council. The goal is to secure funding commitments from the various partners over the next month in order to begin the branding process with Roger Brooks International in the fall of 2014.
