City Council

1 NOTICE OF SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF GENEVA NOTICE IS HEREBY GIVEN that the City Council of the City of Geneva shall conduct a special meeting on Monday, September 29, 2014 at 7:00 p.m. The special meeting will be held at the City of Geneva Public Works Training Room, 1800 South Street, Geneva, Illinois for the purpose of considering the following item(s): 1. Call to Order 2. Recommend Resolution 2014-71 Authorizing Purchase of ClearLane Pre-Treated Rock Salt from Cargill in an Amount Not to Exceed $225,000. 3. Recommend Resolution 2014-72 Authorizing Purchase of Reverse Osmosis Membranes for Drinking Water Treatment Plant in an Amount Not to Exceed $138,225.00. 4. New Business 5. Adjourn All interested persons are invited to attend the City Council special meeting. Date: Sept. 25, 2014 _______________________________ City Clerk This notice has been posted at City Hall City of Geneva, 22 South First Street, Geneva, Illinois and Public Works Bldg. at 1800 South Street, Geneva, IL on September 25, 2014 and has been tendered to members of the media requesting notices of public meetings. 2 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Bulk Rock Salt Contract Presenter & Title: Chris Bong, Superintendent of Streets Date: 9-29-14 Please Check Appropriate Box: Committee of the Whole Meeting Special Committee of the Whole Meeting City Council Meeting x Special City Council Meeting Public Hearing Other - X YES Estimated Cost: $225,000 Budgeted? NO If NO, please explain how the item will be funded: Executive Summary: The Streets division is trying something different this year with our bulk rock salt purchase. In past winters we have purchased plain untreated white rock salt from Cargill through the State’s joint bid program. We would then treat this salt at our shop with a spray of liquid calcium chloride. This year we would like to use the optional pretreated rock salt product from Cargill called ClearLane. Using ClearLane has many benefits including eliminating the need to purchase liquid calcium chloride, improved efficiency of loading the rock salt into our plow trucks and increased snow melting capability with less salt applied. We tried a few sample loads of this product last winter and we were very impressed with its effectiveness. I have estimated that the savings from using this product greatly outweigh the higher price. Attached please find the quote for ClearLane pre-treated rock salt from Cargill. Through the State bid we have the option of getting white rock salt for $58.29/ton or ClearLane for $77.29/ton. We have $225,000 budgeted for salt and going up to our contract max of 2880 tons would bring us to just under the budgeted amount. Time is of the essence on this because there is a limited supply of ClearLane and we just got this price on Monday September 22. Attachments: (please list)  Resolution Recommendation / Suggested Action: (briefly explain) I respectfully recommend that City Council approve the purchase of the pretreated bulk rock salt product ClearLane in the amount not to exceed $225,000.  3 Deicing Technology Business Unit 24950 Country Club Blvd, Suite 450 North Olmsted, OH 44070 September 22, 2014 Fax# (630) 208-1503 City of Geneva Attn: Chris Bong 1800 South Street Geneva, IL 60134 *** TIME SENSITIVE MATERIAL – YOUR RESPONSE NEEDED BY 10/1/14 *** As you may be aware, Cargill® Deicing Technology was recently named the awarded vendor for Geneva’s business on the IL CMS contract for deicing materials through a renewal of the 2013/2014 contract for the 2014/2015 winter season. Please use this document not only for your reference during this upcoming winter season, but also as a means to help us plan for your needs and to set up your account accurately. We ask that you complete the top portion and return (the whole page) via fax to (952) 367-1690 and afterwards retain the document for your reference. Thank you in advance for your prompt response. Stated Estimate: 2,400T Of this estimate, how many tons do you anticipate ordering as: White salt ($58.29/ton dlvd) ______ Treated salt* - ClearLane® ($77.29/ton dlvd) ______ * Subject to availability at time of order What is your shipping address? ______________________________________________________________________ What is your invoice address (if a PO Box, a physical address is required for setup)? _______________________________________________________________________ Accounts Payable Name & Phone Number: ________________________________________________________________ Preferred method of invoicing (circle one): Fax / Mail / Email If email, list address here ___________________________ Delivery contact name & phone number: _____________________________________ Delivery hours: _____________ ______________________________________________________________________________________________________ ORDERS CAN BE PLACED BY… - Calling (800) 600-7258 FOR ACCOUNT SPECIFIC QUESTIONS/CONCERNS… - Call Stacey Bruzda (440) 716-4704 FOR SALES SUPPORT… - Call Jason Fenske (612) 817-7357 Completed & Signed By: _____________________________ Jason M. Fenske Territory Manager Title: _______________________________ Cargill Deicing Technology Date: ____________________________ Confidential - This document is intended only for the named recipient (i.e., Seller) and contains confidential information. Anyone other than the Seller is not permitted access to this information. Any dissemination or distribution of this information is a breach of the terms and conditions of this document. If you have Pg 1 of 1 received this document in error, please advise CDT by reply e-mail / mail at the address above, and delete this document and any email related thereto 4 RESOLUTION NO. 2014-71 RESOLUTION AUTHORIZING EXECUTION OF Bulk Rock Salt Contract BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, Bulk Rock Salt Purchase , in the form attached hereto at Exhibit “A”. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this 29th day of September, 2014. AYES: __ NAYS: __ ABSENT: __ ABSTAINING: __ HOLDING OFFICE: __ Approved by me, this 29th day of September, 2014. Mayor ________________________________________ Attest – City Clerk 5 AGENDA ITEM EXECUTIVE SUMMARY Agenda Item: Reverse Osmosis Membrane Purchase Bob VanGyseghem, Superintendent of Water and Wastewater Presenter & Title: Date: 9/29/2014 Please Check Appropriate Box: x Committee of the Whole Meeting Special Committee of the Whole Meeting x City Council Meeting Special City Council Meeting Public Hearing Other - X YES Estimated Cost: $138,225 Budgeted? NO Executive Summary: The Water Treatment Plant has four (4) independent Reverse Osmosis units. Since Fiscal Year 2009-10 funds have been allocated and banked yearly for the replacement of membranes. The life span of a membrane element is between 5 -7 years. The membranes on RO unit #1 were replaced last year. The current condition of the membranes in RO unit #2 is reaching its useful life and not being capable of rejecting the needed amount of minerals, radium, etc. from the raw water. Dow membrane elements were determined during the pilot study for the Water Treatment Plant to work the best with Geneva’s raw water characteristics when compared alongside two other membrane element manufactures. Staff was able to obtain factory direct pricing from Dow Water & Process Solutions for 285 Filmtec XLE440 membrane elements at $485.00/each which is the same price given to us last year. These membrane elements will be used to replace the existing membrane elements in RO unit #2. Attachments: (please list)  Manufactures Quote  Resolution Recommendation / Suggested Action: (briefly explain) Staff recommends the Geneva City Council allow staff to purchase membranes from Dow Water & Process Solutions at a cost not to exceed $138,225.00 6 August 21, 2014 Mr. Mike Martens City of Geneva 1800 South Street Geneva, IL 60134 E-mail: mmartens@geneva.il.us Dear Mike: Per your request, The Dow Chemical Company is pleased to quote the following product and pricing: Product Price FILMTEC™ XLE-440 Membrane Element $485.00/each Transportation FOB: Minneapolis, Minnesota. Buyer Absorbs Freight. Payment Terms Net 30 days from invoice date. Price and Terms only apply to sales within the continental U.S. Upon an accepted order, items will be shipped and invoiced pursuant to Seller’s standard terms and conditions. Quote Expires This pricing is firm through December 31, 2014. Availability The actual availability will be determined at the time you are ready to place an order. Customer Service When ready to place your order, please contact Mary Mondry in Dow Water & Process Solutions’ Customer Service Group at 952/897-4248 or e-mail to mjmondry@dow.com. Please let me know if you require additional information. Thank you for your interest in Dow Water & Process Solutions products. Sincerely, Craig Granlund Senior Account Manager Dow Water & Process Solutions Mailing Address 7600 Metro Blvd. Edina, MN 55439 952/233-1445 - Phone 952/835-4996 - Fax craig@dow.com 351207 082114:CG\mm ™ ® Trademark of The Dow Chemical Company ("Dow") or an affiliated company of Dow Q#13-154ab 7 RESOLUTION NO. 2014-72 RESOLUTION AUTHORIZING EXECUTION OF Purchase of Reverse Osmosis Membranes BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GENEVA, KANE COUNTY, ILLINOIS, as follows: SECTION 1: That the City Administrator is hereby authorized to execute, on behalf of the City of Geneva, a contract with Dow Water & Process Solutions, in the form attached hereto as Exhibit “A”, relating to the purchase of reverse osmosis membranes. SECTION 2: This Resolution shall become effective from and after its passage as in accordance with law. PASSED by the City Council of the City of Geneva, Kane County, Illinois, this ____ day of _________, 2014 AYES: __ NAYS: __ ABSENT: __ ABSTAINING: __ HOLDING OFFICE: __ Approved by me this ____ day of __________, 2014. Mayor ATTEST: City Clerk