DeKalb Times

DeKalb County Highway Committee met March 3.

Here are the minutes provided by the committee:

A public meeting of the Highway Committee of the DeKalb County Board was held at 6:00pm.

Chairman Plote called the meeting to order at 6:00pm and called for the roll. Committee members present were Ms. Emmer, Vice Chair Luebke, Mr. Osland and Ms. Willis. Mr. Deutsch joined the meeting at 6:06pm. Ms. Jones was absent. The County Engineer, Mr. Nathan Schwartz, Mr. Wayne Davey, Support Services Manager, Ms. Stacy Richardson, Highway Department and one other guest were also present.

APPROVAL OF AGENDA: 

Motion made by Ms. Emmer and seconded by Ms. Willis to approve the agenda as presented. Discussion was held to remove item number 9 from the agenda as that information has not been received from IDOT as of this moment. Vice Chair Luebke moved and Ms. Emmer seconded the motion to remove item 9. Motion passed. Motion to approve the agenda as amended passed unanimously. 

APPROVAL OF MINUTES: 

Ms. Willis moved and Vice Chair Luebke seconded a motion to approve the minutes of the regular February 3, 2022 meeting. Motion passed unanimously. 

PUBLIC COMMENTS: None

RESOLUTION #R2022-19 2022 GENERAL COUNTY LETTING, RESOLUTION #R2022-20 2022 ROAD DISTRICT AGGREGATE PROJECTS, RESOLUTION #R2022-21 2022 COUNTY/ROAD DISTRICT DRAINAGE PIPE PROJECTS, RESOLUTION #R2022-22 2022 ROAD DISTRICT/MUNICIPALITIES ROUT AND CRACKFILL PROJECT AND RESOLUTION #R2022-23 AWARD RESOLUTION FOR NEW AWD MOTOR GRADER AND PLOW, FRAME, DUMP BODY, ETC FOR NEW TANDEM CAB AND CHASSIS 

Mr. Schwartz presented five award resolutions for consideration by the Committee after the opening of bids was held on March 2, 2022. The first resolution is R2022-19 and is for the General County Letting. These bids are requested every year for maintenance materials utilized by the County and Road Districts. These bids cover aggregate, patching material, hot-mix and liquid calcium chloride this year. By accepting these bids, prices are set for the year and will not increase. All bids are awarded and the lowest cost is calculated by taking the bid price of a product and adding in the cost of travel from the quarry/plant to the job site. Mr. Schwartz recommended approval of this resolution. Ms. Willis moved and Ms. Emmer seconded a motion to forward the resolution to the full County Board recommending approval. The motion passed unanimously. 

The second resolution, Resolution #R2022-20 involves the aggregate spread on road projects for 2022. Three bids were received for the majority of projects. Macklin Incorporated from Rochelle, Illinois submitted the low bid meeting specifications in the amount of $67,250.00 for 5,000 tons of aggregate spread on Bend. Harper, and Baker Roads in Paw Paw Road District. They also submitted the low bid in the amount of $130,050.00 for 8,500 tons of aggregate spread on Howison and Pine Road and North Street in Somonauk Road District. Wagner Aggregate from DeKalb, Illinois submitted the low bid meeting specifications in the amount of $53,200.00 for 5,000 tons of aggregate spread on Twombly Road in Malta Road District. They also submitted the low bid in the amount of $58,500.00 for 6,000 tons of aggregate spread on Gillis and Goelitz Road in South Grove Road District. Mr. Schwartz recommended approval of the award resolution. Mr. Osland moved and Vice Chair Luebke seconded a motion to forward the resolution to the full County Board recommending approval. The motion passed unanimously. 

The third resolution is #R2022-21 and is for drainage pipes to be utilized by the County and Road Districts during 2022 for various drainage projects. By combining the needs of the Road Districts with the County’s a lower unit cost is often realized. Two suppliers submitted bids with Metal Culverts, Inc. from Jefferson City, Missouri submitting the low bid meeting specifications. The amount of their bid was $93,052.60 for various sized pipes and bands. Mr. Schwartz recommended approval of the award resolution. Mr. Deutsch moved and Ms. Emmer seconded a motion to forward the resolution to the full County Board recommending approval. The motion passed unanimously. 

The fourth resolution, #R2022-22, is for this year’s crack routing and filling project. Patriot Pavement Maintenance from Des Plaines, Illinois submitted the low bid meeting specifications in the amount of $117,615.15. Although this will be the first time Patriot has performed these services in the County, Mr. Schwartz feels they are more than qualified to perform as expected and he recommended approval of this award. Mr. Osland moved and Vice Chair Luebke seconded a motion to forward this resolution to the full County Board recommending approval. The motion passed unanimously. 

Mr. Schwartz briefed the Committee on the fifth resolution, #R2022-23. This resolution provides the County with equipment budgeted during 2022. Monroe Truck Equipment, Inc. from Monroe, Wisconsin submitted the low bid meeting specifications in the amount of $149,846.00 for the installation of a new plow, frame, hydraulic system, dump body, patrol wing, spreader and pre-wet tank system on our 2023 Mack Granite 64BR series cab and chassis approved by the County Board during their February meeting. West Side Tractor presented the sole bid in the amount of $384,817.32 for a new AWD John Deere Motor Grader with attachments and spare tire. Mr. Schwartz explained the Department was scheduled to refurbish our larger 4 x 4 snow removal 1998 Oshkosh dump truck this year. With the cost saved on not rehabbing that truck, plus selling the Oshkosh outright, the County will be better served with an additional grader. All of our current maintainers can operate a motor grader, whereas only a few of the Department’s long time employees can operate a vehicle with a clutch due to licensing restrictions. The motor grader would be utilized in certain situations throughout the year including snow removal operations as opposed to only as needed snow removal operations for the Oshkosh. Mr. Schwartz recommended approval of this resolution. Mr. Osland moved and Ms. Willis seconded a motion to forward the resolution to the full County Board recommending approval. Motion passed with a roll call vote with six yes votes, zero no votes and one member absent. 

RESOLUTION #R2022-24: ENGINEERING AGREEMENT FOR PHASE I AND II PRELIMINARY ENGINEERING SERVICES FOR THE REPLACEMENT OF STRUCTURE NUMBER 019-3043 ON PERRY ROAD OVER BATTLE CREEK IN PIERCE ROAD DISTRICT 

The Qualification Based Selection (QBS) process was completed by the County to select the most qualified firm to perform preliminary engineering services in conjunction with the replacement of the County’s Perry Road Bridge east of Chase Road in Pierce Road District. This process considered several firms desiring to perform the requested services and the most qualified firm in this situation was deemed to be Wendler Engineering Services, Inc. from Dixon, Illinois. They will perform the requested service for the amount not to exceed $90,660.00. If not all services are needed that are specified in the agreement, then of course this price will decrease. The payment for these services will be made through the expenditure of local County Aid to Bridge funds. Mr. Schwartz recommended approval of this resolution. Ms. Emmer moved and Mr. Osland seconded a motion to forward the resolution to the full County Board recommending approval. Motion passed unanimously. 

RESOLUTION #R2022-25: ENGINEERING AGREEMENT FOR PHASE I AND II PRELIMINARY ENGINEERING SERVICES FOR THE REPLACEMENT OF ONE BOX CULVERT STRUCTURE NUMBER 019-3018 AND THE EXTENSION OF ONE BOX CULVERT BOTH ON ROLLO ROAD OVER THE INDIAN CREEK TRIBUTARY IN PAW PAW ROAD DISTRICT 

This project was also subjected to the Qualification Based Selection (QBS) process. The County selected the most qualified firm to perform preliminary engineering services in conjunction with the extension of one box culvert south of Chicago Road carrying Rollo Road over the Indian Creek Tributary and the replacement of the County’s Rollo Road’s double box culvert over the Indian Creek Tributary north of Suydam Road.

This process considered several firms desiring to perform the requested services and the most qualified firm in this situation was deemed to be Hampton, Lenzini and Renwick, Inc from Elgin, Illinois. They will perform the requested service for the amount not to exceed $114,950.00. If not all services are needed that are specified in the agreement, then of course this price will decrease. The payment for these services will be made through the expenditure of local County Aid to Bridge funds. Mr. Schwartz recommended approval of this resolution. Vice Chair Luebke moved and Ms. Willis seconded a motion to forward the resolution to the full County Board recommending approval. Motion passed unanimously. 

RESOLUTION #R2022-26: LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPAION FOR SECTION 19-00118-01-RS 

Mr. Schwartz explained the County will be resurfacing North 1st Street this year using Federal funding through DSATS from Bethany Road north to Old State Road. Whenever Federal funding is utilized on any construction project IDOT requires an agreement be in place prior to contract execution. This agreement satisfies that requirement. The County’s portion of this estimated $935,000.00 project has been estimated to be $187,000.00. These funds have been programed to come out of local County Matching Tax funds. Mr. Schwartz recommended approval of this resolution. Mr. Deutsch moved and Vice Chair Luebke seconded a motion to forward the resolution to the full County Board recommending approval. Motion passed unanimously. 

CHAIRMAN’S COMMENTS: Chairman Plote commented that the County Roads are now posted for the spring freeze thaw cycle. Hopefully the posting will not be on for very long.

COUNTY ENGINEER’S COMMENTS: 

Mr. Schwartz briefed the Committee on the status of the slipper shell mussels commonly found in waters of the US here in DeKalb County. As the Committee recalls during past bridge replacement projects IDNR approval was required due to these mussels being labeled as threatened. Continued monitoring of these waters have determined that due to the number of mussels being found in DeKalb County, they will no longer be labeled as threatened. Good news for the County and less red tape to maneuver through as we prepare our future bridge projects.

The Committee concurred with the County Engineer for him to proceed with his presentation of his annual report during the March Committee of the whole. The Committee will be provided an emailed written copy of the presentation when ready.

The transportation improvement progress report was reviewed with the Committee. 

- The Pritchard Road Bridge will begin the QBS phase shortly.

- North 1st Street paving project scheduled for this year stands at 100% complete for both the preliminary and design engineering. The Committee approved the Local Agency Agreement for this project tonight and construction is scheduled for this year.

-Peace Road Bridge widening engineering is still on schedule for a 2023 construction.

- Perry Road Bridge has completed the QBS process and Wendler Engineering is being recommended to begin the Preliminary Engineering Services. 

- Plank Road Study stands at 28% complete.

- Rollo Road box culvert extension and replacement has completed the QBS process and Hampton, Lenzini and Renwick, Inc is being recommended to begin the Preliminary Engineering Services

- Somonauk Road culvert replacement/extensions stand at 100% complete for both preliminary and design engineering. Land acquisition is the next step to begin. 

- Suydam Road paving project between Illinois Route 23 west to Rollo Road stands at 100% complete for preliminary engineering and 100% for the design engineering. It is on schedule to be completed this year utilizing TARP funding making this segment of Suydam Road an 80,000 pound truck route.

- Countywide Seal Coat project and Road District Hot-Mix Asphalt Paving project preparations for 2022 are 75% complete

For a legislative update, this being an election year means a shorter session in Springfield. Not a lot going on at this time.

DSATS has completed their FY-23 Budget and is submitting it to the Policy Committee for their approval.

The County Engineer will be holding two interviews resulting from his participation in NIU’s Job Fair, February 16th. Hopefully the Department can begin to fill some of the growing vacancies. The Department’s Support Services Manager announced his plans to retire on March 25th. Ms. Stacy Richardson will be assuming Mr. Davey’s responsibilities and the Department will be looking to fill her vacated position of Permit Technician. The Committee thanked Mr. Davey for his time with the Highway Committee and wished him well.

ADJOURNMENT: Chairman Plote asked if there was any additional items that needed to be presented tonight and hearing none asked for a motion to adjourn. A motion was made by Ms. Willis seconded by Vice Chair Luebke, and passed unanimously. The meeting was adjourned at 6:57pm.

https://dekalbcounty.org/wp-content/uploads/2022/03/minutes-hwy-03032022.pdf