VILLAGE OF TAMPICO – PUBLIC HEARING NOTES
TUESDAY – AUGUST 20, 2013
Mayor Kristine Hill called the public hearing to order at 6:30 p.m. People in attendance were: Kathy Leathers, Kristine Hill, Sharon Pepin, Bruce Hill, Mary Sigel, Tom Pierce, and Art Spencer.
Mayor Hill turned the public hearing over to Sharon Pepin, grant administrator. Mrs. Pepin distributed a sign-in sheet and proceeded to review the following information.
The Village of Tampico is holding a Public Hearing to provide information on sanitary sewer improvement projects that were funded in part with a Community Development Assistance Program (CDAP) grant from the Illinois Department of Commerce & Economic Opportunity (DCEO) and with a Clean Water State Revolving Loan from the Illinois Environmental Protection Agency.
The Village applied for a CDAP Public Infrastructure Grant in February 2012, and received word in June 2012 that it was awarded a CDAP Flexible Opportunity Grant in the amount of $400,000. The grant contract is for a two-year period, with a contract ending date of August 29, 2014. The overall project was estimated to cost $541,000; with the CDAP grant providing $400,000 and a loan from the IEPA in the amount not to exceed $226,073 as the Village’s match towards the project.
The scope of work for the CDAP grant funds entailed the replacement of the aeration system and blowers at the wastewater treatment plant, along with the construction of a new sanitary sewer lift station and new sewer force main to service the new lift station.
Environmental review letters were sent to the required state agencies and environmental clearance letters were secured for this project. A Format II Environmental Assessment was completed and the required public notices were published, and a comment period provided. No public comments were received. The Village secured an environmental clearance letter from DCEO on May 9, 2012 and a Special Grant Conditions clearance letter on October 25, 2012. These letters allowed for construction of the project to move forward.
The sanitary sewer improvements were broken down into two projects, with separate construction contracts: the Wastewater Treatment Plant Aeration System Replacement Project and the Market Street Lift Station Project. The projects were advertised in the Rockford Register Star on June 8, 2012 and in the local papers in July 2012. The project’s bid opening was held on July 24, 2012. The Village received two bids for the wastewater treatment plant project, and three bids were received for the lift station project.
A Notice of Intent to Award was recommended by the Village to award the wastewater treatment plant project to the low bidder, DJ Sickley Construction Co. in the amount of $233,623. The Village also recommended award of the lift station project to the low bidder, Fischer Excavating Inc in the amount of $241,094. Both awards would be contingent on receiving IEPA approval of the bidding documentation.
Tampico officially awarded the wastewater treatment plant project to DJ Sickley and also awarded the lift station project to Fischer Excavating on September 28, 2012. A pre-construction meeting was held on October 25, 2012, with the Notice to Proceed dated October 25, 2012 for both projects.
DJ Sickley was the prime contractor for the wastewater treatment plant project, with three subcontractors on the project. Fischer Excavating was the prime contractor for the lift station project, with four subcontractors working on the project. Work on the wastewater treatment plant started in November, while work on the lift station project did not start until January 2013.
On-site employee interviews were conducted and weekly payroll reports were reviewed for both prime contractors and their subcontractors. There were underpayments on the project, however the contractors were notified and restitution was made. All required prevailing wage rates were paid on the project. There were also issues with subcontractors not being paid in a timely manner; this was addressed and all subcontractors have been paid on both projects. Final lien waivers have been provided by both contractors.
The wastewater treatment plant project was completed in April 2013, at a total cost of $242,614.53, and the lift station project was completed in May, 2013 at a total cost of $241,094. The total construction cost of both projects totaled $483,708.53, which ended up being $8,991.53 over budget.
Willett, Hofmann was the engineering firm contracted for the project. They completed design engineering as well as providing on-site construction observation services. Willett’s construction engineering contract was for $48,048 which included one amendment. Engineering costs were paid out of the IEPA loan fund.
Community Funding & Planning Services (CFPS) was hired by the Village to provide administrative duties for the CDAP grant. The administration fee totaled $22,000 which was paid with CDAP grant funds. Administrative duties included DCEO contract review, an environmental review, on-going correspondence with DCEO staff, quarterly project status and quarterly financial status reporting, annual HUD Performance reporting, record keeping of project costs, overall financial management, on-site interviews, review of weekly payroll reports, on-going communication with both contractors and engineer, along with conducting the final public hearing and preparing the required close-out reports.
All CDAP grant funds have been drawn down. The required Close-Out Report and the Grantee Evaluation Report has been prepared and will be submitted to DCEO once approved by the Village.
A representative of DCEO may conduct a monitoring visit in the future to ensure that the project was done in accordance with DCEO grant guidelines. If such a visit is conducted, Community Funding & Planning Services will attend the monitoring visit.
Based upon the data gathered from the community-wide income survey that was completed in 2009, the wastewater treatment plant and lift station projects will benefit 66.5% low-to-moderate income households.
Questions / Comments
There were no questions or comments.
The public hearing was closed at 6:50 p.m. by Mayor Hill.
Respectfully submitted,
Kathy Leathers
Village Clerk
VILLAGE OF TAMPICO
CITIZEN PARTICIPATION PUBLIC HEARING
August 20, 2013 – 6:30 P.M.
Public Hearing on the close-out of a Community Development Assistance Program Flexible Opportunity Grant
NAME ADDRESS BOARD/CITIZEN
