The Orland Park Public Works Committee met Jan. 3 to consider alternative fuel supplies.
Here are the meeting;s minutes, as provided by the committee:
VILLAGE OF ORLAND PARK
14700 Ravinia Avenue Orland Park, IL 60462 www.orland-park.il.us
Meeting Minutes
Tuesday, January 3, 2017
6:00 PM
Village Hall
CALL TO ORDER/ROLL CALL
The meeting was called to order at 6:13 P.M.
Chairman Carroll and Trustee Griffin Ruzich Present: 2 -
Trustee Dodge Absent: 1 -
APPROVAL OF MINUTES
2017-0003 Approval of the December 5, 2016 Public Works Minutes
I move to approve the Minutes of the Regular Meeting of the Public Works of December 5, 2016.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be APPROVED. The motion carried by the following vote:
Aye: Chairman Carroll and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
ITEMS FOR SEPARATE ACTION
2017-0013 Alternative Fuel Program - Recommendation
Director of Public Works John Ingram reported that for many years, the Village Board has pursued green initiatives in an effort to promote sustainability. One of these efforts includes the implementation of renewable energy and efficiency initiatives. With regards to fleet vehicles, the Village Board has consistently approved the purchase of fuel efficient vehicles such as the Ford Focus & Escape which run on regular gasoline. Additionally, the Village purchases bio-diesel to fuel diesel engine vehicles and equipment (bio-diesel is more fuel efficient than gasoline). However, due to the continually rising cost of fuel and the international emphasis on reducing carbon emissions, the Village continues to evaluate various alternative fuels that may enable our fleet to be more efficient while producing lower overall emissions that reduce our negative impact (carbon footprint) on the environment.
Over the past year, staff has evaluated a number of alternative fuel options including propane gas and compressed natural gas (CNG) and it has been determined that propane is the most efficient. Propane gas, also known as Liquefied Petroleum Gas (LPG) and Propane Autogas, has been used worldwide as a vehicle fuel for decades. Interest in propane as an alternative transportation fuel stems mainly from its domestic availability, high-energy density, clean-burning qualities, and relatively low cost. It is the world's third most common transportation fuel and is considered an alternative fuel under the Energy Policy Act of 1992.
Propane is stored onboard a vehicle in a tank that is pressurized to roughly 150 pounds per square inch-about twice the pressure of an inflated truck tire. Under this pressure, propane becomes a liquid with an energy density 270 times greater than the gaseous form. Propane has a higher octane rating than gasoline, which reduces instances of engine knock. However, propane has a lower BTU rating than gasoline, so it takes more propane fuel to drive the same distance. Propane is less expensive than regular fuel and its clean burning characteristics allow the vehicle engine to have an increased service life.
In 2015, the Village was approached by Alternative Fuel Supply (AFS), LLC of Schaumburg, Illinois, a Liquid Propane Gas provider, regarding an alternative fuel program. The turnkey program would reduce the Village’s need and dependence on gasoline and provide the Village an immediate return on investment with little upfront cost. Staff evaluated AFS and in order to provide a reasonable comparison, compared their proposal to other organizations. The City of Springfield, IL, recommended staff to engage in conversations with ICOM, LLC. ICOM is strictly a conversion kit company that partners with a liquid propane fueling company (Heritage FS) to provide a similar program.
Staff compared each of the companies’ proposals and evaluated the options for the Village.
Option 1: Alternative Fuel Supply, LLC - AFS would absorb nearly all of the upfront infrastructure and conversion costs. The cost to Village will be $22,000. - Cost of fuel would be higher than other company but fixed. Cost of propane will be 50 cents less than regular gasoline. - 42 vehicles within the police department, which has highest gasoline usage, would be converted. - Village would realize immediate savings.
Option 2: ICOM & Heritage FS Inc. - Village to absorb infrastructure and conversion costs. - Village to work with separate propane provider with an approximate cost of $30,000.00 which does not include installation cost. Total costs would be $239,850.00. - Fuel is less expensive, but would fluctuate based on “Current Fill Price” and as market conditions change.
Due to the minimal upfront cost to the Village and the near immediate return on investment, staff recommends beginning negotiations with AFS, LLC to design an Alternative Fuel Program that best fits the Village needs.
The Village will hear a presentation by representatives from AFS of Schaumburg, IL. The presenters will discuss alternative fuels that may be available for a variety of fleet applications in addition to answering any questions regarding their proposal.
Chris Awardy of Alternative Fuel Supply came forward to give a brief presentation. He stated the first thing he would talk about was why liquid propane makes a lot of sense for a municipality to use. The first reason being that it is the third most popular vehicle fuel used worldwide. There are over 15 million vehicles currently on the roads that use liquid propane as its primary motor fuel. He went on to say that it achieves between 90-93% of the volumetric efficiency of gasoline, which is the best out of any alternative fuel. Mr. Awardy stated that propane is 105 octane and as a result it greatly improves vehicle performance, increases horsepower, and also created smoother shifting due to it being a low carbon fuel. Liquid propane reduces carbon emissions by about six pounds per gallon. Mr. Awardy stated that Alternative Fuel Supply is proposing to provide EPA certified conversion systems for every vehicle, a smart fuel dispense system with a card reader, a storage tank for the fuel, and also the fuel. He went on to say that this would all be offered to the village without capital expenditure on the village's behalf. Mr. Awardy went on to explain how the process would work. He stated that there would be a separate tank, fuel line, a set of injectors, and engine control unit inside the police vehicles provided. That engine control unit will talk to the current onboard system. This will allow the vehicle to run on gasoline or propane. He also stated that it is important to note that Alternative Fuel Supply only uses EPA certified conversion kits and all of their components have been rigorously tested. Mr. Awardy stated the village's vehicles are currently using about 2600 gallons of gasoline per car, per year. Forty-two vehicles would be converted which would total about 109,200 of gallons of gasoline per year. When adjusted to 90%, it ends up being 122,000 gallons of propane that would be used to displace the 109,200 gallons of gasoline. The numbers being proposed are going to offered at a floating rate proposal, so whatever the current cost of gasoline is to the village, it would be dropped by fifty cents. The village would be billed for the cost of fuel every week. To maximize the village's savings, the cost of propane would be capped at $2.50. He went on to say that the six pounds of CO2 that are displaced per gallon adds up. If you have 42 vehicles, over an eight year lifetime, at about 25,000 miles a year, it totals over 2,600,000 pounds of CO2 that would be removed from the atmosphere. Lastly, Mr. Awardy touch on safety stating again that the conversion kits are EPA certified, they have redundant safety mechanisms and automatic shut-off valves, the tanks are twenty times more puncture resistant than typical gasoline tanks, and the fuel is stored at low pressure. He stated that the filling nozzle used is essentially the same as filling gasoline. He ended saying that the village would save about $33,000 per year by utilizing propane fuel.
Trustee Ruzich asked if there was any special training required to fill the propane?
Mr. Awardy stated that they do provide training themselves, and will also provide training to departments so they can continue to train people as well.
Trustee Ruzich asked if this was going to be for the police vehicles.
Chairman Carroll stated that it would be. He stated that many different alternative fuel options we researched and it was quickly discovered that liquid propane would be the best fit for the village. He stated that all village vehicles were looked at, and the only ones that got enough mileage to make it feasible for AFS were the police departments. A vehicle was then tested by the police department, and the Chief advised that there was no decrease in performance and a possible increase in performance. After that was done, different vendors were researched and most of them had upfront cost which AFS did not have.
Trustee Ruzich asked if the site has been identified as to where the tanks would be put.
Director Ingram stated that it would be adjacent to the existing fuel station by Public Works. He stated that there is a small amount of infrastructure that needs to be done in order to get power to the site. The village is hoping to partner with a potential cellular provider that needs to get power over to the same area as well.
Mr. Awardy stated that in addition to the system being stand alone, AFS has the ability to interface both systems that the village would be using for fuel.
Chairman Carroll stated that if the Board does approve this item, the village may want to look at doing a reciprocal agreement with another nearby dispensary. He also stated that he would like to see a two-tier pricing plan in the event the village decides to repurpose the vehicle, or vehicles that are purchased that have already been converted.
Mr. Awardy stated that there is a line item in the final contract that would explain what the cost is per gallon for AFS to provide the systems.
Chief McCarthy asked who pays for the cost to pull out the tank and equipment when the vehicle is retired.
Mr. Awardy stated that AFS would pay for it. He stated that hopefully that equipment could be used on a new police vehicle. Mr. Awardy stated that there is also a strong auction market for police vehicles that already have conversion kits on them. It would be the village's choice to determine what route they want to take. He stated that most tanks would last about 10 to 15 years.
Director Ingram stated that the transition of vehicles would be phased in overtime.
I move to recommend to the Village Board to Authorize Village staff to proceed with alternative fuel program/implementation negotiations with Alternative Fuel Supply, LLC (AFS) of Schaumburg, IL.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0011 Civic Center Emergency Boiler Repair - Proposal
The Civic Center uses two redundant boilers that provide heat to the facility during the winter months. During a recent inspection, staff discovered that one of the two 28-year-old boilers was leaking water. The boiler was immediately taken off-line to be evaluated.
Staff contacted Cleaver Brooks of Elk Grove Village, IL, the original manufacturer of the boiler, to evaluate the boiler leak. Cleaver Brooks found that one of the internal water tubes was cracked and needed to be repaired in order to successfully operate the boiler.
Two proposals for repair work were received by staff. Hudson Boiler & Tank Co. of Lockport, IL submitted a proposal for $5,294.00 to complete the repair work and Cleaver Brooks of Elk Grove Village, IL submitted a proposal for $7,398.00. Based on the proposals submitted, staff contracted with Hudson Boiler & Tank Co. of Lockport, IL to perform the emergency repair work for $5,294.00.
The 28-year-old units are approaching the end of useful life. To sample the market with the anticipation of replacing the aged units in the future, staff solicited proposals for replacing the units. From the information received, replacement of the two boilers would range anywhere from $65,000 to $95.000. To provide some assurance that boiler repair made more fiscal sense than replacement, staff asked our energy performance contractors, CTS Group of Chicago, IL to offer their analysis of repair vs replacement of the boiler units. CTS confirmed that $5,294 was an acceptable expense for repairs to this boiler and also mentioned that performing the repair now would allow the Village time to evaluate and select the appropriate replacement boilers in the future.
I move to recommend to the Village Board to approve a not-to-exceed payment of $5,294.00 to Hudson Boiler & Tank Co. of Lockport, Illinois, for emergency boiler repair work performed at the Civic Center.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0014 143rd Street Metra Station Stairs - Design Engineering Amendment - Proposal
The pedestrian platform located at the 143rd Street Metra station provides ADA compliant access for commuters from several directions. However, many pedestrians entering at the north end of the Metra station have continued to access the platform across a steep sloped grassy area between the pedestrian path and the platform. Staff has received calls from resident commuters requesting the construction of stairs across this area to provide more convenient and safer access.
In June of 2015, staff contacted Metra and arranged an on-site meeting to discuss the concept of constructing stairs at this location and the various nuances of the project. In October of 2015, in response to Metra’s feedback, the Village engaged Baxter and Woodman Inc. of Mokena Illinois to deliver engineering and design services at a cost not to exceed $13,840.00. A plan was prepared and submitted to Metra for review and permitting. Upon Metra’s review of the submitted documents, additional revisions were requested. One of the requested revisions would involve the construction of an ADA compliant ramp adjacent to the proposed stairs. This requirement would raise the cost of construction to an impractical amount for the Village. In addition to the increased construction cost of this ramp and the associated retaining walls, introducing ramps into the proposed improvement resulted in the need for additional design and engineering.
Following several months of negotiation, Metra has recently agreed to construct the stairs and ramp, at their expense, contingent on the Village providing complete and approved engineering plans. To facilitate this contingency, staff requested an amended proposal from Baxter and Woodman for revised engineering documents including the adjacent pedestrian ramp and retaining walls.
An amended proposal was received from Baxter & Woodman Inc. of Mokena, Illinois in the amount of $23,500.00 for additional design and engineering. After reviewing the proposal, staff has determined that Baxter & Woodman would provide thorough and professional service along with continued valuable experience working with Metra on this project. As such, staff recommends approving the proposal from Baxter & Woodman for an amended amount not to exceed $37,340.00 ($13,840.00 plus $23,500.00).
I move to recommend to the Village Board to approve the proposal from Baxter & Woodman Inc. of Mokena, Illinois for the 143rd Street Metra Station Stairs - Design Engineering Amendment, in an amended amount not to exceed $37,340.00.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0006 Silver Lake Country Club Water Main Break Emergency Repair - Payment
On December 6, 2016, staff responded to a water main break at the Silver Lake Country Club in the golf course near the intersection of 88th Avenue and 147th Street. Due to the water main’s large 20-inch diameter size, its location and depth, the decision was made to engage Airy’s Inc. of Tinley Park, Illinois to assist with this emergency repair. The total cost for this work is $5,638.15.
A contract is in place between the Village and Airy’s Inc. to perform this type of repair work on an emergency basis.
I move to recommend to the Village Board to approve the payment of $5,638.15 to Airy’s Inc. of Tinley Park, Illinois, for Silver Lake Country Club Water Main Break Emergency Repair.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0005 Annual JULIE and Irthnet Assessment - Payments
The Joint Utility Locating Information for Excavators (JULIE), of Bedford Park, IL, is the One-call Locator System in Illinois which serves our area. JULIE was formed in August 1974, and initially only served Will County. Since December 1, 1980, JULIE has provided one-call service to the entire state with the exception of the City of Chicago. Effective July 1, 1991, a new law entitled "Illinois Underground Utility Facilities Damage Prevention Act" required all owners and/or operators of underground facilities to join JULIE. Our underground utilities include water, storm sewer, sanitary sewer, storm sewer, street lights, fiber optic, etc.
The JULIE Inc. Board of Directors approved a new method for invoicing members that took effect January 2011. This billing method, successfully used by several other one-call industry centers, is designed to assist members with their annual budgeting and tracking processes.
In September, JULIE communities receive their Annual Contribution Assessment Notifications showing the number of tickets their organization received from July 1 through June 30 and their proposed cost for the upcoming year. In January of 2017, each member organization will receive an Annual Assessment Invoice based on the number of tickets processed during the previous year. The Village of Orland Park received its 2017 annual assessment of $16,637.59 for 14,351 JULIE request tickets issued from July 2015 to June 2016.
To enhance staff's ability to process JULIE requests, the Village uses software purchased from Irth Solutions, LLC of Columbus, Ohio to receive, review, track, process and complete locate tickets using an online/web based format. Similar to the JULIE billing format, Irth Solutions also bills annually based on the number of software users and the anticipated number of processed tickets based on the prior year. Irth Solutions, LLC submitted a 2017 annual invoice for $6,024.15.
I move to recommend to the Village Board to approve payment to JULIE Inc., of Bedford Park, IL for the Annual Assessment invoice of $16,637.59;
And
Recommend to approve payment to Irth Solutions, LLC of Columbus, Ohio for their annual invoice of $6,024.15.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0007 KONE Elevator Maintenance Contract Amendment - Proposal
The U.S. Communities Government Purchasing Alliance (USCGPA) offers participating public agencies the ability to make purchases through existing, competitively solicited contracts between suppliers and public agencies. On December 1, 2014, the Village Board approved the Village’s participation in a US Communities contract with KONE, a Corporation of Lombard, IL. for elevator maintenance services. KONE Inc. provides maintenance services to all of the elevators located in Village-owned facilities. The Village desires to amend the current maintenance service agreement to include the two elevators at the newly constructed parking structure and the single elevator servicing the recently acquired Orland Park Health & Fitness Center.
The single hydraulic elevator located at the Orland Park Health & Fitness Facility is currently under a maintenance agreement with Colley Elevator Co. of Bensenville, IL. After the review of the Colley Elevator service contract by the Village attorney, a letter was sent to Colley Elevator Co. cancelling the contract effective January 3, 2017. The hydraulic elevator located at the Orland Park Health & Fitness Center, 15430 West Avenue, Orland Park, IL. will be added to the Village’s monthly billing at a rate of $150.00/month (consistent with current elevator billing rate) effective January 3, 2017.
The two elevators servicing the newly constructed parking facility will also be added to the KONE agreement. All existing elevators that service Village facilities are classified as hydraulic elevators with solid state controllers. The two new KONE ECODisc traction elevators at the parking facility are a new technology with microprocessor controls, requiring a higher level of maintenance. Currently, both elevators are covered under the manufacturer’s maintenance for 1-year following installation. The two KONE ECODisc elevators located at 9650 S.143rd Street, Orland Park, IL. will be added to the Village’s monthly billing at a rate of $285.00/per elevator/per month effective November 10, 2017.
I move to recommend to the Village Board to accept the maintenance contract amendment from KONE Corporation of Lombard, IL for the single hydraulic elevator located at the Orland Park Health & Fitness Center at a billing rate of $150.00/month effective January 3, 2017, and for the two KONE ECODisc elevators servicing the new parking deck at a monthly billing rate of $285.00/per elevator/per month effective November 10, 2017.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: Chairman Carroll, and Trustee Griffin Ruzich 2 -
Nay: 0
Absent: Trustee Dodge 1 -
2017-0015 Emergency Traffic Signal Controller Cabinet Replacement - Payment
On November 6, 2016, a two car accident within the intersection of 143rd Street and John Humphrey Drive caused major damage to the traffic light controller cabinet located at the intersection.
The controller cabinet is critical to the proper flow of intersection traffic and contains the relevant components and circuitry necessary to control the traffic signals in the immediate area.
To facilitate this work, the Police Department immediately contacted the Village’s traffic signal electrical maintenance company, MEADE of McCook, Illinois to perform emergency repairs on the damaged controller cabinet.
The totally damaged cabinet was replaced with a new TS2 Eagle cabinet with full equipment.
3, 2017 I move to recommend to the Village Board to approve payment to MEADE of McCook, Illinois for the emergency replacement of the traffic signal controller cabinet at the intersection of 143rd Street and John Humphrey Drive for a not-to-exceed cost of $21,911.08.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote:
Aye: 2 - Chairman Carroll and Trustee Griffin Ruzich Nay: 0
Absent: 1 - Trustee Dodge ADJOURNMENT: 6:35 P.M.
A motion was made by Trustee Griffin Ruzich, seconded by Chairman Carroll, that this matter be ADJOURNED. The motion carried by the following vote:
Aye: 2 - Chairman Carroll and Trustee Griffin Ruzich Nay: 0
Absent: 1 - Trustee Dodge /AS APPROVED: February 6, 2017
Respectfully Submitted,
/s/ John C. Mehalek
John C. Mehalek, Village Clerk
VILLAGE OF ORLAND PARK
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