HomeMy WebLinkAboutAGENDA - 04/13/2021 - Village Board Agenda and AddenddumAGENDA
REGULAR VILLAGE BOARD MEETING
April 13, 2021
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. APPROVAL OF MINUTES OF MARCH 23, 2021
4. MAYOR & BOARD OF TRUSTEES' REPORT
5. ACCOUNTS PAYABLE WARRANT: March 31, 2021 $ 2,830,189.29
April 13, 2021 $ 627,511.56
6. CONSENT AGENDA
a. Consideration to renew a maintenance service contract with Multisystem Management
Company of Chicago, IL for the Cleaning and Custodial Services contract in the amount
of $33,290 from the General Fund.
(On April 14, 2020 the Village Board awarded a contract to Multisystem Management
Company of Chicago, IL for the Cleaning and Custodial Services contract.
(The contract provided the option of four (4) annual renewals through April 30, 2025.
(Multisystem Management Company has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2021 through April 30, 2022.
(The contract amount reflects no economic adjustment over the previous year's contract.
(Funds for the contract have been allocated in the Public Works General Fund.
(The Director of Public Works recommends approval.)
b. Consideration to waive the formal bidding process and award a purchase contract to
Alexander Equipment Company, Inc. of Lisle, IL for the purchase of Carlton 7500 Stump
Grinder in the amount of $61,000 from the Capital Replacement Fund.
Page 1 of 7
(The Public Works Department is requesting authorization to waive formal bidding
requirements and purchase a 2020 Carlton Model 7500 Stump Grinder, demonstration
model unit with 62 hours of use, direct from the Alexander Equipment Company, Inc. of
Lisle, IL.
(The Public Works Department conducted field assessments of several suitably sized
stump grinders. Based upon the performance, features, and safety during operation the
Carlton Stump Grinder was selected as the best unit for the intended purpose.
(The Carlton Stump Grinder is represented by one distributor in the Chicagoland market
and is not available on any governmental purchasing contracts the Village participates in.
(The distributor has provided price quotations for a new 2021 model as well as a 2020
model that was used as a demo. The features on both units are identical and the Public
Works Department has reviewed hours on the demo and recommends its purchase for both
the added cost savings and to accept earlier delivery. A new unit would require five to six
months for delivery time and the demo unit will be ready for delivery on May 1, 2021.
(Alexander Equipment Company, Inc. is the sole distributor in this area for Carlton and
has satisfactorily provided other equipment to the Village previously.
(Funds are available in the Capital Replacement Fund.
(The Director of Public Works recommends approval.)
c. Consideration of a request to renew a contract with Dynamic Heating & Piping Company
of Crestwood, IL for the annual HVAC Maintenance Services contract in the amount of
$84,540.
(On May 12, 2020, the Village Board awarded a contract to Dynamic Heating & Piping
Company of Crestwood, IL for the HVAC Maintenance Services contract.
(The contract provided for an option of four (4) additional renewals through April 30,
2025.
(Dynamic Heating & Piping has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2021 through April 30, 2022.
(Funds for the HVAC Maintenance Services contract are budgeted in FY2022 Public
Works and Fire Department Budgets.
(The Director of Public Works recommends approval.)
d. Consideration to renew a maintenance service contract with Lyons Electric Company, Inc.
of LaGrange, IL for the Residential Street Light Maintenance contract in the amount of
$100,587.33 from the General Fund.
(On April 23, 2019 the Village Board awarded a contract to Lyons Electric Company, Inc.
of LaGrange, IL for the Residential Street Light Maintenance contract.
(The contract provided the option of four (4) annual renewals through April 30, 2024.
(Lyons Electric Company has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2021 through April 30, 2022.
(The contract amount reflects no economic adjustment over the previous year's contract.
(Funds for the contract have been allocated in the Public Works General Fund.
(The Director of Public Works recommends approval.)
Page 2 of 7
e. Consideration to renew a purchase contract with Gas Depot of Morton Grove, IL for the
annual Gasoline and Diesel Fuel Supply Contract in an amount not to exceed $351,637 in
FY2022.
(On April 9, 2019, the Village Board awarded a contract to Gas Depot of Morton Grove,
IL for the annual Gasoline and Diesel Fuel Contract.
(The contract provided for an option of four (4) additional renewals through April 30,
2024.
(Avalon Petroleum performed satisfactorily throughout the contract.
(The contract period is from May 1, 2021 through April 30, 2022.
(The contract amount reflects no economic adjustment over the previous year's contract.
(The Director of Public Works recommends approval.)
f. Consideration to award a professional service contract to the lowest responsive and
responsible bidder Insituform Technologies USA, LLC of Chesterfield, MO for the 2021
CIPP Sanitary Sewer Rehabilitation (Busse Road) project in the amount of $2,201,612.50
from the Busse Elmhurst TIF Fund.
(On Thursday, April 1, 2021, the Village opened sealed bids for the 2021 CIPP Sanitary
Sewer Rehabilitation (Busse Road) project. A total of six (6) contractors obtained contract
documents, with four (4) submitting bids on the project.
(The lowest responsive and responsible bid was received from Insituform Technologies
USA, LLC of Chesterfield, MO in the amount of $2,201,612.50.
(The project includes the installation of 10,500 feet of CIPP Liner from 18 inch to 30 inch
sanitary sewer mains, along with the cleaning, preparation and collateral work necessary to
complete the project.
(The Director of Public Works recommends approval.)
g. Consideration to renew a maintenance contract with Lyons Electric Company, Inc. of
LaGrange, IL for the annual Arterial & Business Park Street Light Maintenance Contract
in the amount of $150,562.68 from the BLF and Busse -Elmhurst TIF Funds.
(On April 11, 2017 the Village Board awarded a contract to Lyons Electric Company, Inc.
of LaGrange, IL for the Arterial & Business Park Street Light Maintenance contract.
(The contract provided the option of four (4) annual renewals through April 30, 2022.
(Lyons Electric Company has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2021 through April 30, 2022.
(The contract amount reflects a 0% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
h. Consideration to concur with prior Village Board authorization to hold a Public Hearing
before the Plan Commission to consider a text amendment to Elk Grove Zoning
Ordinance Section 7-1 Schedule of Bulk and Yard Requirements and Regulations by
adding a "Minimum Required Building Size".
(The Public Hearing has been scheduled for April 19, 2021.)
Page 3 of 7
i. Consideration of the following:
Approve the Liability Insurance Premium for Fiscal Year 2021-22 submitted by
Arthur J. Gallagher Risk Management Services at a total cost of $156,026 with
Illinois Public Risk Fund (IPRF) for Worker's Compensation Excess coverage; and
Authorize the Director of Finance to bind the agreement with Gallagher and the IL
Public Risk Fund.
(This year's total premium renewal represents coverage for the sole remaining insurance
policy not covered by the Suburban Liability Insurance Pool or on a calendar year basis
policy period.
(Gallagher sought competitive bids from a variety of vendors.
(The total amount includes $12,966 for the run off claims fee on existing cases with
Gallagher Bassett and $143,660 for IPRF new cases
(The proposed Worker's Compensation Excess coverage is active through April 30, 2022.
(The Director of Finance recommends approval.)
Consideration of the following items for Fiscal Year 2021-2022:
• To authorize a 2.5% market adjustment to non -union step and specific rate plan
positions;
• To authorize a 2.5% market adjustment to the merit pay plan positions;
• To continue the additional open merit pay eligibility features of 0% to 2% merit
based adjustment for open merit employees;
• To adopt Ordinance No. 3697 amending wages by 2.5% for part-time positions of
Custodian, Porter, Health Code Enforcement Officer, Fire Inspector, and Water Meter
Reader; Temporary Part -Time Administrative Interns and Summer Seasonal
Employees third year; Cross -Seasonal Employees and School Crossing Guards of the
Village of Elk Grove Village; and
• To adopt Ordinance No. 3698 amending the Position Classification and Salary
Plans: the Classification Plans: and Salary Range for Merit Pay Plan Positions, Step
Pay Plan Positions, and Specific Pay Plan Positions of the Village Code of the Village
of Elk Grove Village.
(Ordinance No. 3697 and Ordinance No. 3698 will be available in the Village Clerk's
Office.)
k. Consideration to adopt Ordinance No. 3699 granting a variation of Section 7E-9 (A): of
the zoning ordinance to permit the construction of a eight foot (8') high open black
security fence with brick covered CMU columns whose perimeter will extend
approximately seventy-two feet (72') east beyond the front corner of the principal structure
that abuts Nicholas Boulevard located at 280 Lunt Avenue, Elk Grove Village.
(This item was discussed at the March 23, 2021 Village Board Meeting and currently
appears under Unfinished Business.)
Page 4 of 7
1. Consideration to adopt Resolution No. 24-21 adopting the Fiscal Year 2021-22 Budget for
the Village of Elk Grove Village, counties of Cook and DuPage, IL:
General Fund
$63,434,485
Motor Fuel Tax Fund
$1,499,885
Asset Seizure Fund
$41,250
Foreign Fire Insurance Fund
$186,800
Business Leaders Forum Fund
$5,125,040
Cable Television Fund
$544,661
Green Fund
$1,048,630
Capital Projects Fund
$7,745,750
Residential Enhancement Fund
$1,096,250
Grove Mall TIF
$875,000
Devon Rohlwing TIF
$552,000
Busse Elmhurst TIF
$27,996,700
Higgins Rd. TIF
$5,262,461
Debt Service Fund
$8,101,500
Water Sewer Fund
$24,060,690
Capital Replacement Fund
$1,405,000
Fire Pension Fund
$7,955,800
Police Pension Fund
$7,147,800
Elk Grove Public Library
$6,366,118
Total
$170,445,820
(The Director of Finance recommends approval.)
7. REGULAR AGENDA
8. PLAN COMMISSION - Village Manager Rummel
a. PC Docket 21-2: Consideration of a petition submitted by Elevation Dance Center LLC
for a Special Use Permit to operate a dance studio in an I-2 Industrial District for property
located at 2500 Touhy Avenue. (PH 04-19-21)
b. PC Docket 21-3: Consideration of Text Amendments to the Zoning Ordinance regarding
minimum principal building size. (PH 04-19-21)
c. Consideration of a petition submitted by Riverpoint Property Trust, LLC for Rezoning
from I-1 to I-2 for property located at 751 Pratt Blvd. (A public hearing date is yet to be
established.)
Page 5 of 7
9. ZONING BOARD OF APPEALS - Village Manager Rummel
10. YOUTH COMMITTEE - Trustee Franke
11. BUSINESS LEADERS FORUMS - Trustee Lissner
12. CABLE TELEVISION COMMITTEE - Trustee Lissner
13. HEALTH & COMMUNITY SERVICES - Trustee Czarnik
14. INFORMATION COMMITTEE - Trustee Lissner
a. Newsletter Redesign
15. RECYCLING & WASTE COMMITTEE - Trustee Feichter
16. PARADE COMMITTEE - Trustee Czarnik
17. PERSONNEL COMMITTEE - Trustee Franke
18. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno
a. Recreational Cannabis Sales
19. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Czarnik
20. AIRPORT UPDATE
21. MID -SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson
22. SPECIAL EVENTS COMMITTEE - Mayor Johnson
23. LIQUOR COMMISSION - Mayor Johnson
24. REPORT FROM VILLAGE MANAGER
25. REPORT FROM VILLAGE CLERK
Page 6 of 7
26. UNFINISHED BUSINESS
a. Village Attorney -Direct the Village Attorney to prepare the necessary documents granting
a variation as it pertains to permitted locations of fences in Industrial Zoning Districts
located at 2080 Lunt Avenue.
27. NEW BUSINESS
28. PUBLIC COMMENT
29. ADJOURNMENT
In compliance with the Americans with Disabilities Act and other applicable Federal and
State laws, the meeting will be accessible to individuals with disabilities. Persons requiring
auxiliary aids and/or services should contact the Village Clerk, preferably no later than five
days before the meeting.
Page 7 of 7
ADDENDUM
REGULAR VILLAGE BOARD MEETING
April 13, 2021
7:00 PM
6. CONSENT AGENDA
in. Consideration to award a purchase contract through the Suburban Purchasing Cooperative
to Kunes Country Ford of Antioch, IL for a 2021 Ford Explorer 4-door vehicle in the
amount of $36,679 from the Capital Replacement Fund.
(The Suburban Purchasing Cooperative (SPC) represents over 100 municipalities
throughout the region and joint bid the Ford Explorer with Kunes Country Ford providing
the lowest competitive bid price.
(While the vehicle is ordered now, it will not be available until summer in the FY 2021-22
budget.
(Sufficient funds were budgeted and are available for the purchase.)
n. Consideration of the following:
To reject the bid held on February 25, 2021 for the Landscape Improvements -
Biesterfield Road (Rohlwing to Cutter) project due to clarity issues in the original
bid; and
To award a professional service contract for the bid held on Thursday, March 18,
2021, to the most responsive and responsible bidder Semper Fi Land Services, Inc.
of Aurora, IL for the Landscape Improvements - Biesterfield Road (Rohlwing to
Cutter) in the amount of $213,632.15 from the Capital Projects Fund.
(On Thursday, February 25, 2021 the Village opened sealed bids for the Landscape
Improvements - Biesterfield Road (Rohlwing to Cutter) project.
(A total of eight (8) contractors obtained contract documents, with six (6) submitting bids.
(The engineer's estimate for the project was $247,607.00. The lowest bid was $177,116.40
and the highest bid was $1,343,274.00.
(A subsequent review of the total bid tabulation showed a wide disparity in the total bid
prices across those bids received. Of the six total bids received, four of the bids had made
errors on one or more of the bid line items. Of the two remaining bids, the lower bid of
$323,197 was 26% higher than the engineer's estimate of $247,607.
(Due to the numerous errors and the lowest bid being significantly over the engineer's
estimate, the decision was made to reject all bids.
Page 1 of 2
(The Village re -posted the project to include a Mandatory Pre -Bid Meeting.
(On Thursday, March 18, 2021 the Village opened sealed bids for the re -posted Landscape
Improvements - Biesterfield Road (Rohlwing to Cutter) project.
(A total of three (3) contractors submitted bids.
(The lowest bid was received from Semper Fi Land Services, Inc. of Aurora, IL in the
amount of $213,632.15.
(Adequate funds are available in the Capital Project Fund Fund.
(The Director of Public Works recommends approval.)
o. Consideration to adopt Ordinance No. 3700 amending Title 3, Chapter 3, Section 3-3-7,
Number of Licenses of the Village Code of the Village of Elk Grove Village by increasing
the Number of Class "A" Liquor Licenses.
(This Ordinance increases the Class "A" Liquor Licenses from thirty-six (36) to thirty-
seven (37).)
In compliance with the Americans with Disabilities Act and other applicable Federal and State
laws, the meeting will be accessible to individuals with disabilities. Persons requiring auxiliary
aids and/or services should contact the Village Clerk, preferably no later than five days before
the meeting.
Page 2 of 2
v�GgOVE V/ c
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Vc"rosAr.coa`a`
4/9/2021
TO: Colby J. Basham, Director of Public Works
FROM: Brian Southey, Superintendent of Administration
SUBJECT: Landscape Improvements - Biesterfield Road (Rohlwing to Cutter)
BACKGROUND:
On Thursday, February 25, 2021 the Village opened sealed bids for the Landscape
Improvements - Biesterfield Road (Rohlwing to Cutter) project. The project consists of
landscape plantings along Biesterfield Road, including tree, shrub, and perennial
installation from the area of Cutter Ln east to Rohlwing Rd.
In total, eight (8) contractors obtained contract documents, with six (6) submitting bids.
The engineer's estimate for the project was $247,607.00. The lowest bid was received
from Sebert Landscaping of Bartlett, IL in the amount of $177,116.40 and the highest bid
was from McFarland Douglass & Companies of Burr Ridge, IL in the amount of
$1,343,274.00. A subsequent review of the total bid tabulation showed a wide disparity in
the total bid prices across those received. Of the six total bids received, four had made
errors on one or more of the bid line items. Of the two remaining bids, the lower bid
submitted by Nettle Creek Nursery, Inc. of Morris, IL for in the amount of $323,197 was
26% higher than the engineer's estimate of $247,607. Due to the numerous errors and
the lowest bid being significantly over the engineer's estimate, the decision was made to
reject all bids.
After reviewing the bid specifications with our consultants, the Village re -posted the
project to require a Mandatory Pre -Bid Meeting to ensure a properly let project, clarify any
potential ambiguity answer any questions the bidders may have. On Thursday, March 18,
2021 the Village opened sealed bids for the re -posted Landscape Improvements -
Biesterfield Road (Rohlwing to Cutter) project. A total of three (3) contractors submitted
bids. The lowest bid was received from Semper Fi Land Services, Inc. of Aurora, IL in the
amount of $213,632.15. Semper Fi Land Services' total bid is 14% below the engineer's
estimate. Semper Fi Land Services, Inc. has successfully completed numerous projects,
similar in scope and size for local government agencies throughout the Chicagoland area
as confirmed by the Public Works Department's Superintendent of General Operations
through multiple reference checks.
I recommend rejecting the original bids received on Thursday, February 25, 2021 for the
Landscape Improvements - Biesterfield Road (Rohlwing to Cutter) project on account that
Pagel of 2
the majority of the bids were submitted with error and those remaining bids were
substantially higher than the engineer's estimate. Additionally, I recommend awarding a
contract to Semper Fi Land Services, Inc. of Aurora, IL for the re -posted Landscape
Improvements - Biesterfield Road (Rohlwing to Cutter) project in the amount of
$213,6632.15. Adequate funds are available in the Capital Projects Fund.
Your concurrence with this recommendation is respectfully requested with subsequent
forwarding for Village Board consideration.
APPROVALS:
Brian Southey Created/Initiated
Colby Basham Approved
Christine Tromp Approved
Maggie Jablonski Final Approval
ATTACHMENTS:
1. Bid Tabulation PW-2021-19 (3-18-21)
Page 2 of 2
P Village of Elk Grove Village
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PW-2021-19
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ORDINANCE NO.
AN ORDINANCE AMENDING TITLE 3, CHAPTER 3, SECTION 3-3-7, NUMBER OF
LICENSES OF THE VILLAGE CODE OF THE VILLAGE OF ELK GROVE VILLAGE
BY INCREASING THE NUMBER OF CLASS "A" LIQUOR LICENSES
NOW, THEREFORE, BE IT ORDAINED by the Mayor -and Board of Trustees of the
Village of Elk Grove Village, Counties of Cook and DuPage, Illinois, as follows:
Section 1: That Chapter 3, Section 3-3-7, Number of Licenses of the Village Code of the
Village of Elk Grove Village, as it pertains to Class "A" Liquor Licenses be amended as follows:
Liquor License Number
Class A 37
Section 2: That this Ordinance shall be in full force and effect from and after its passage,
approval and publication according to law.
VOTE: AYES: NAYS: ABSENT:
PASSED this day of 2021.
APPROVED this day of 2021.
ATTEST:
Loretta M. Murphy, Village Clerk
Liquorl icenseincreaseA2021
APPROVED:
Mayor Craig B. Johnson
Village of Elk Grove Village
By:
Jennifer S. Mahon, Deputy Village Clerk