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Presentation Documents


Meeting Documents

   COTW Agenda_6.25.2024  

Agenda Items for this meeting...

Agenda Number: 2024-233    
Agenda Type: Agenda Item
Department: CWLP


AN ORDINANCE AUTHORIZING A CONTRACT EXTENSION UNDER CONTRACT NO. UW24-04-16 – RIPRAP MATERIALS WITH CALLENDER CONSTRUCTION COMPANY, INC., FOR THE OFFICE OF PUBLIC UTILITIES
Ordinance No. 233-06-23 awarded bid Contract UW24-04-16 for the purchase of riprap materials for the Lake Springfield Shoreline Stabilization Program from Callender Construction Company, Inc. (“Callender”) in the total amount of $156,960.00. Per the contract, Callender will provide 1,000 tons of 2” filter stone, 3,200 tons of 12” stone riprap, and 1,000 tons of 4”-5” gabion stone. The 2” stone is used alone or in conjunction with filter fabric underneath stone riprap as bedding and as a filter medium to stabilize shorelines. The 12” stone is used over a filtering medium to prevent damage to the shoreline from wave action. The gabion stone is also used to prevent damage to the shoreline from wave action at Lake Springfield. The contract contains a provision that allows for contract extension upon mutual agreement. Callender has agreed to extend the current contract with the same pricing and terms through February 28, 2025. No additional funding will be needed to cover this extended timeframe. Due to time restraints, the length of the bid process, the quantity of rock on hand, and the remaining funding balance on the current contract, it would be in the City’s best interest to extend the said contract vs. rebidding.
   233.pdf  

Agenda Number: 2024-234    
Agenda Type: Agenda Item
Department: CWLP


AN ORDINANCE AUTHORIZING CONTRACT EXTENSIONS AND ADDITIONAL FUNDING IN THE AMOUNT OF $580,280.20 UNDER CONTRACT NO. UW24-08-44 – WATER METERS WITH MIDWEST METER, INC. AND UNITED SYSTEMS & SOFTWARE, INC. FOR A TOTAL AMOUNT NOT TO EXCEED $1,160,560.40, FOR THE OFFICE OF PUBLIC UTILITIES
Ordinance No. 413-09-23 awarded bid Contract UW24-08-44 for the purchase of water meters from Midwest Meter, Inc. and United Systems & Software, Inc. in the total amount of $580,280.20. These meters are required for residential and commercial water services. The vendors are not guaranteed a minimum order, and items are purchased on an as-needed basis. The contract contains a provision that allows for contract extension upon mutual agreement. CWLP personnel have inquired about pricing on these and similar items; there has been an increase in pricing. Therefore, it would be in the City’s best financial interest to extend the existing contract instead of re-bidding the contract. Midwest Meter, Inc. supplies AMR meters and Replacement AMR register. They have agreed to extend the current contract with the same pricing and terms through December 31, 2024. United Systems & Software, Inc. supplies ITRON 100W+ ERTS. They have agreed to extend the current contract with the same pricing and terms through December 31, 2024. This extension will cost $580,280.20, and it increases the total amount payable under the said contract to $1,160,560.40.
   234.pdf  

Agenda Number: 2024-235    
Agenda Type: Agenda Item
Department: CWLP


AN ORDINANCE AUTHORIZING STATEMENT OF WORK #2 AMENDMENT NO. 3 FOR THE RENEWAL, ADJUSTMENT IN TERM DATES, AND ADDITIONAL FUNDING ON ENHANCED MAINTENANCE SERVICES IN AN AMOUNT NOT TO EXCEED $463,640.40 WITH CGI TECHNOLOGIES AND SOLUTIONS, INC., FOR THE OFFICE OF PUBLIC UTILITIES
This ordinance is to renew and extend the CGI enhanced maintenance services with CGI Technologies and Solutions, Inc. (“CGI”) through February 28, 2027, with additional funding in an amount not to exceed $463,640.40. Ordinance 276-07-16 authorized Statement of Work #2 (“SOW #2”) and established the time frame of 10/1/16 to 4/30/19; ordinance 471-12-16 amended SOW #2 with Amendment No. 1 that changed the time frame from 6/1/17 to 5/31/20. Ordinance 003-01-19 amended SOW #2 with Amendment No. 2 that changed the time frame from 06/01/20 to 2/29/24. This ordinance is asking for approval of Amendment No. 2 to SOW No. 3 with new coverage dates from 3/1/24 through 2/28/27 with an additional $463,640.40 in funding. The purchase of CGI-enhanced maintenance services provides customized and pre-tested patches specific to the City’s ERP Financial, HRM systems, and Tax components. This will also provide for extended phone support hours and 40 hours of remote discretionary services as needed. This purchase will be in the customary 60/40 split between the Utility and City Corporate entities. This is a multi-year agreement: a) Year 6 3/1/24 – 2/28/25 $140,072.63 b) Year 7 3/1/25 – 2/28/26 $154,079.89 c) Year 8 3/1/26 – 2/28/27 $169,487.88 Grand total $463,640.40 CGI is the owner of this software & the only vendor from which we can purchase support for the existing system. CGI is not a local vendor.
   235.pdf  

Agenda Number: 2024-236    
Agenda Type: Agenda Item
Department: CWLP


AN ORDINANCE APPROVING PAYMENT TO TROXELL & COMPANY IN AN AMOUNT NOT TO EXCEED $4,600,000.00 FOR A PROPERTY INSURANCE POLICY FOR 40 CITY OF SPRINGFIELD PROPERTIES FOR A ONE-YEAR TERM FOR THE OFFICE OF PUBLIC UTILITIES
This ordinance authorizes payment in an amount up to $4,600,000.00 for one year to Troxell & Company for a property insurance policy that includes a One-Year Policy Endorsement for 40 City of Springfield properties for the Office of Public Utilities. The policy includes coverage for buildings, the Dallman Power Plant Unit 4, the Water Purification Plant, all substations and large transformers, all water storage towers, the South Fork Pump Station, the Spaulding Dam, and Saddle Dam.
   236.pdf  

Agenda Number: 2024-237    
Agenda Type: Agenda Item
Department: CWLP


AN ORDINANCE ACCEPTING AND AUTHORIZING A FLYASH PURCHASE AGREEMENT WITH HOWARD CONCRETE PUMPING CO., INC. FOR THE PURCHASE, REMOVAL AND BENEFICIAL USE OF FLYASH FOR A ONE-YEAR TERM FOR THE OFFICE OF PUBLIC UTILITIES
Flyash is a by-product resulting from the production of electricity by coal-fired power plants. Howard Concrete Pumping Co., Inc. (“Howard Concrete”) would like to purchase flyash from the Office of Public Utilities for their use in a grouting mix specified per a contract at the Peoria International Airport. Howard Concrete is requesting 6,000 tons of conditioned wet flyash from the Dallman Ash Ponds for $8.00 per ton. They would also like to purchase conditioned flyash generated by Dallman 4, also for $8.00 per ton. Currently, all of the Unit 4 flyash is contracted to Ozinga Cement for use in their ready-mix plants. Occasionally, the Unit 4 flyash exceeds the Loss on Ignition (“LOI”) requirements per the Ozinga contract. (The LOI is a measurement of the amount of unburned carbon remaining in flyash, which is a critical characteristic for its use in concrete.) Howard Concrete will be able to utilize that Ozinga cannot use. Howard Concrete will secure all necessary permits for its intended use of the flyash, shall comply with all such permits, laws, and regulations. The flyash will be loaded onto trucks provided by Howard Concrete using CWLP equipment and manpower.
   237.pdf  

Agenda Number: 2024-238    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE APPOINTING AMY WASHINGTON TO THE DEFERRED COMPENSATION COMMITTEE
Pursuant to Chapter 37, Article VI, Sec. 37.50 of the 1988 City Code of Ordinances, this ordinance is to appoint Amy Washington, to the Deferred Compensation Committee. She will be fulfilling the AFSCME Bargaining Unit Employee Position per code. Expiration will be at will of Mayor. 1st appt.
   238.pdf  

Agenda Number: 2024-239    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE APPROVING A FOUR-WAY STOP INTERSECTION AT MAGGIE DRIVE AND LONGFELLOW DRIVE
Residents in the area have expressed concern about the speed of traffic at the intersection an desire to have additional stop signs placed on Longfellow Drive to create a four-way stop intersection.
   239.pdf  

Agenda Number: 2024-240    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE AUTHORIZING THE APPROVAL OF AN AGREEMENT BETWEEN THE CITY OF SPRINGFIELD, OFFICE OF PUBLIC UTILITIES AND INTERNATIONAL ASSOCIATION OF MACHINISTS AND AEROSPACE WORKERS, DISTRICT NO. 9, AFL-CIO, FROM OCTOBER 1, 2023 THROUGH SEPTEMBER 30, 2026 FOR CHEMISTS, FOR THE OFFICE OF PUBLIC UTILITIES
No description.
   240.pdf  

Agenda Number: 2024-241    
Agenda Type: Agenda Item
Department: General City Business


A RESOLUTION REFERRING A PETITION TO THE SPRINGFIELD PLANNING AND ZONING COMMISSION FOR PUBLIC HEARING AND CONSIDERATION PROPOSING AN AMENDMENT TO CHAPTER 155, SECTION 155.302 OF THE 1988 CITY OF SPRINGFIELD CODE OF ORDINANCES, AS AMENDED, PERTAINING TO TOTAL SQUARE FOOTAGE FOR TEMPORARY SIGNS IN SINGLE-FAMILY AND DUPLEX RESIDENTAL DISTRICTS
This resolution will begin the process of changing the City's zoning requirements to allow for temporary signs up to sixteen square feet in single family and duplex residential districts.
   241.pdf  

Agenda Number: 2024-242    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE AUTHORIZING THE TRANSFER OF APPROPRIATION AUTHORITY IN THE AMOUNT OF $40,000.00 FROM THE CONVENTION & VISITORS EXPENSE BUDGET LINE 2305 INTO THE CONVENTION & VISITORS EXPENSE BUDGET LINE 1209 TO ACCOMMODATE THE FY23 AND FY24 LEASE PAYMENTS FOR THE SPRINGFIELD CONVENTION & VISITORS BUREAU
This ordinance will authorize a transfer of appropriation authority from line 2305 originally budgeted for the visitors center renovations to line 1209 to accommodate the FY23 and FY24 lease payments for the visitors center.
   242.pdf  

Agenda Number: 2024-243    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE APPROVING ENGAGEMENT LETTERS WITH ROBERT W. BAIRD & CO. AND THE BAKER GROUP LP TO ACT AS PLACEMENT AGENTS FOR THE ISSUANCE AND UNDERWRITING OF THE 2024 GENERAL OBLIGATION BONDS FOR THE CITY OF SPRINGFIELD
The City of Springfield sought Request for Proposals (CS25-05) from qualified firms in April 2024 to provide investment banking services to establish a pool of firms to serve as underwriters for the issuance of City General Obligation bonds for the next five (5) years. Following evaluation by its Financial Advisor Group - Stifel, Nicolaus & Co. - the City of Springfield recommends establishing a General Obligation Bond Underwriting Pool for the next 5 years (through July 2029) with the following financial firms: 1) Robert W. Baird & Co.; 2) J.P. Morgan Securities LLC; 3) Mesirow Financial, Inc.; 4) The Baker Group LP. This will allow the City flexibility moving forward to select the best financial terms available at the time for future bond issuances. Additionally, Stifel has recommended the selection of Robert W. Baird & Co. and The Baker Group LP (a local firm) to serve as the 2024 General Obligation Bond Underwriters.
   243.pdf  

Agenda Number: 2024-244    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE APPROVING AN ENGAGEMENT LETTER WITH HART, SOUTHWORTH & WITSMAN FOR LEGAL SERVICES FOR BOND AND DISCLOSURE COUNSEL WORK FOR THE CITY OF SPRINGFIELD GENERAL OBLIGATION REFUNDING AND IMPROVEMENT BONDS, SERIES 2024, FOR THE OFFICE OF BUDGET AND MANAGEMENT
This ordinance will approve a professional services agreement engagement letter with Hart, Southworth & Witsman to provide bond counsel work and disclosure counsel work in reference to the issuance and refunding of General Obligation Bonds, Series 2024 for the City of Springfield. Hart, Southworth & Witsman has provided an engagement letter offering these services at a not to exceed cost of $60,000.00. Hart, Southworth & Witsman has experience with similar city bond issuances.
   244.pdf  

Agenda Number: 2024-246    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE AUTHORIZING A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $30,000.00 USING RESTRICTED STATE FOREFEITURE FUNDS IN ORDER TO REPLENISH THE PASSENGER AUTOMOBILES BUDGET LINE FOR FUTURE UNMARKED VEHICLE PURCHASE, FOR THE SPRINGFIELD POLICE DEPARTMENT
Supplemental appropriation for $30,000.00 using Restricted State Forfeiture Funds in order to replenish the Passenger Automobiles budget line for future unmarked vehicle purchase.
   246.pdf  

Agenda Number: 2024-247    
Agenda Type: Agenda Item
Department: General City Business


AN ORDINANCE AUTHORIZING A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $53,638.00 USING EFFECTUATED FUNDS FROM REVENUE ACCOUNT 077-112-POLC-EBHR-2018 IN ORDER TO RETURN THE CONNECT & PROTECT LAW ENFORCEMENT BEHAVIORAL HEALTH RESPONSES GRANT BUDGET LINES TO THE CORRECT REMAINING BALANCE IN ACCORDANCE WITH THE GRANT BUDGET, FOR THE SPRINGFIELD POLICE DEPARTMENT
SPD is requesting a supplemental appropriation in order to return the Connect & Protect Grand budget lines to the correct fund balance based on the original grant budget. Thus recovering the budgeted funds for planned FY24 expenses that were not incurred. Supplemental appropriation for $53,638.00 using effectuated funds from revenue account 077-112-POLC-EBHR-2018.
   247.pdf