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HomeMy WebLinkAboutAGENDA - 11/14/2023 - AGENDA AND ADDENDUM Page 1 of 9 AGENDA REGULAR VILLAGE BOARD MEETING NOVEMBER 14, 2023 7:00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (PASTOR JONAH BOUTELL, PRINCE OF PEACE UNITED METHODIST CHURCH) 3. APPROVAL OF MINUTES OF OCTOBER 24, 2023 4. MAYOR & BOARD OF TRUSTEES' REPORT 5. ACCOUNTS PAYABLE WARRANT: OCTOBER 30, 2023 $ 5,644,121.10 NOVEMBER 14, 2023 $ 869,207.84 6. CONSENT AGENDA a. Consideration to concur with the 2023 combined Village and Library property tax levy determination in the amount of $35,471,593 less the proposed abatement of $7,678,869 for a net levy of $27,792,725. (The Village will be keeping their levy requirement flat or zero percent change from the prior year. (There is no projected impact to property owners for the Village portion of the tax levy. (The Library request increased by $191,324 or 3% from last year with a projected increase of $6.40 on a $300,000 home. (The Director of Finance recommends approval.) b. Consideration to approve the first quarter financial report ending July 31, 2023. (As part of the financial software system, staff has created quarterly financial reports comparing year to date numbers to the prior year.) (The Director of Finance recommends approval.) Page 2 of 9 c. Consideration to waive the formal bidding process and award a purchase contract to K- Tech Specialty Products of Ashley, IN for the purchase of up to 34,500 gallons of winter de-icing liquid “Beet Heet” in an amount not to exceed $60,030. (The Public Works Department has been utilizing a product called “Beet Heet” concentrate as its preferred winter de-icing liquid during the last several winter seasons. (During the 2020/2021 winter season, the Public Works Department began a full anti- icing program, which included applying Beet Heet concentrate to roads prior to a winter event to make it more difficult for snow and ice to adhere to roads. (This pre-treatment program reduced the use of rock salt during winter maintenance operations. (K-Tech is the sole source provider for the Beet Heet blend. (Funds are available in the Public Works General Fund. (The Director of Public Works recommends approval.) d. Consideration to award a purchase contract through the Illinois Department of Central Management Services to Cargill Incorporated of North Olmsted, OH for the delivery of up to 600 tons of bulk rock salt in the amount of $47,334. (On May 9, 2023, the Village Board approved a requisition through the Illinois Department of Central Management Services (CMS) Joint Purchasing Program to procure 2,500 tons of bulk rock salt with the option to increase or decrease the order by 20 percent, or 500 tons, if necessary. (Due to the Village having two salt barns located at two separate locations, 450 E. Devon Avenue and 1635 Biesterfield Road, CMS required the Village to separate its bid quantities amongst the two locations. (The estimated quantity of 2,500 tons of bulk rock salt was divided with 2,000 tons being delivered to the James Paul Petri Public Works Facility at 450 E. Devon Avenue and the remaining 500 tons being delivered to the Public Works Biesterfield Facility located at 1635 Biesterfield Road. (On October 26, 2023, the Village was notified by CMS that bulk rock salt had been secured for all joint purchasing participants. (For the first time, the Village received a separate low bidder for each location. (For the 1635 Bieterfield Road location, CMS provided a low bid of $78.89 per ton for 500 tons from Cargill Incorporated of North Olmsted, OH. (Adequate funds are available in the General Fund to purchase 600 tons of bulk rock salt through the CMS contract with Cargill Incorporated. (The Director of Public Works recommends approval.) e. Consideration to award a purchase contract through the Illinois Department of Central Management Services to Morton Salt, Inc. of Chicago, IL for the delivery of up to 2,400 tons of bulk rock salt in the amount of $185,832. (On May 9, 2023, the Village Board approved a requisition through the Illinois Department of Central Management Services (CMS) Joint Purchasing Program to procure 2,500 tons of bulk rock salt with the option to increase or decrease the order by 20 percent, or 500 tons, if necessary. Page 3 of 9 (Due to the Village having two salt barns located at two separate locations, 450 E. Devon Avenue and 1635 Biesterfield Road, CMS required the Village to separate its bid quantities amongst the two locations. (The estimated quantity of 2,500 tons of bulk rock salt was divided with 2,000 tons being delivered to the James Paul Petri Public Works Facility at 450 E. Devon Avenue and the remaining 500 tons being delivered to the Public Works Biesterfield Facility located at 1635 Biesterfield Road. (On October 26, 2023, the Village was notified by CMS that bulk rock salt had been secured for all joint purchasing participants. (For the first time, the Village received a separate low bidder for each location. (For the 450 E Devon Ave location, CMS provided a low bid of $77.43 per ton for 2,000 tons from Morton Salt, Inc. of Chicago, IL. The pricing is lower than last year’s rate of $81.51 per ton. (Adequate funds are available in the General Fund to purchase 2,400 tons of bulk rock salt through the CMS contract with Morton Salt, Inc. (The Director of Public Works recommends approval.) f. Consideration to award a professional service contract to M.E. Simpson Co., Inc. of Valparaiso, IN, for professional engineering services for a Water Distribution Leak Survey in the amount of $50,000 from the Water and Sewer Fund. (A proposal was solicited from M.E. Simpson Co., Inc. of Valparaiso, IN, for a water distribution system leak detection survey. (M.E. Simpson Co., Inc. will perform a leak detection survey on approximately 181 miles of watermain within Elk Grove Village’s water distribution system. The survey will be completed by leak detecting on the accessible main line valves, fire hydrants, and service valves. The project will also include complete reporting of all issues found, with a final comprehensive report. (The Director of Public Works recommends approval.) g. Consideration to increase an existing construction contract with Advanced Rehabilitation Technology of Bryan, OH for the lining of lift station wet wells in the amount of $42,500, for a total contract amount of $561,646,22, from the Water & Sewer Fund. (On June 6, 2023, the Village Board awarded a contract to Advanced Rehabilitation Technology of Bryan, OH for $365,771.22 to rehabilitate ninety-two (92) manholes. (Village staff have identified two (2) Sanitary Lift Station wet wells in need of rehabilitation. (Advanced Rehabilitation Technologies has agreed to extend the same unit prices awarded in the original contract for the completion of the rehabilitation of the two (2) wet wells in the amount of $42,000. (This work would increase the current contract a second time with Advanced Rehabilitation Technologies for a total contract amount of $561,646,22. The first contract increase was approved by the Village Board on October 23, 2023, as part of the Innergoverment agreement between the Illinios Tollway and the Village to rehabilitate forty-one (41) manholes that were impacted by the Tollway's Elgin O'Hare Western Access project. The estimated cost of $153,375.00 to rehabilitate these forty-one (41) manholes will be reimbursed to the Village by the Tollway. Page 4 of 9 (Adequate funds are available in the Water & Sewer Fund. (The Director of Public Works recommends approval.) h. Consideration to award a 5-year service contract to Flock Safety, Inc. of Atlanta, GA for the acquisition of the necessary hardware and software applications to operate an automatic license plate detection system in an amount not to exceed $227,000, with an annual recurring cost of $227,000. (The Police Department recommends awarding a service contract to Flock Safety, Inc. that will allow the Police Department to continue to be proactive in crime prevention by receiving notification alerts of vehicles used for unlawful purposes travelling on Village roadways. Flock Safety, Inc.’s cameras will also assist the police department in the search for missing persons and the investigation of reported crimes. (This system will also allow the Police Department to share and receive law enforcement information with other municipal, county and state law enforcement agencies. (This contract will supersede the Police Department’s two current contracts with Flock Safety, Inc., approved by the Village Board on April 12, 2022, and April 11, 2023, to create one master contract for the entire license plate detection system. (This master contract will lock in the current costs of the product for five years before Flock Safety, Inc.’s scheduled price increase on January 1st, 2024, providing for a savings of $205,000 over five years. (This turnkey contract provides for the hardware and software to operate the program, as well as the cellular transmission of photographs and data storage. (The Director of Police recommends approval.) i. Consideration to award a professional services contract to Nicholas & Associates, Inc. of Mt. Prospect, IL to act as Construction Manager and Constructor for bidding services, construction management, and administration of trade packages for the 2024 Oakton & Busse Gateway Fountain project for a total contract amount $1,109,825 from the Busse Elmhurst Redevelopment Fund, in the amounts designated as follows: • 6.5% of the actual construction cost for Construction Management ($57,460); • A fixed General Conditions budget ($103,425); • Bonds & Insurance ($14,940); • Administer various construction contracts with the lowest responsive and responsible bidder in each of two (2) trade packages ($884,000); and • Reimbursable expenses ($50,000 (On February 28, 2017, the Village Board approved an agreement with Nicholas & Associates, Inc. of Mt. Prospect, IL to perform professional services where the construction manager is the constructor. (On Thursday, October 11, 2023, the Village opened sealed bids for the 2024 Oakton & Busse Gateway Fountain project at James Paul Petri Public Works Facility located at 450 E. Devon Ave. (The project includes installation of a fountain, gateway sign, masonry work, plumbing and electrical, landscaping, and general site work. (A total of four (4) contractors submitted bids. (Nicholas & Associates recommends awarding the contract to Schaefges Brothers, Inc. of Page 5 of 9 Wheeling, IL in the amount of $884,000 for general sitework, landscaping, masonry, plumbing and electrical, and coordination of fountain installation with Fountain Technologies Ltd. (The total amount to be awarded to Nicholas & Associates includes the base bid for Bid Package #1 - General Site Work, Landscaping, and Fountain Installation ($884,000), expense pass-through ($50,000), required bonds and insurances ($14,940), 6.5% of the actual construction cost ($57,460), and Fixed General Conditions ($103,425) for a total amount of $1,109,825. (Village Staff has reviewed the bids and concurs with the recommendation from Nicholas & Associates to award the contract for Bid Package #1 - General Site Work, Landscaping, and Fountain Installation to Schaefges Brothers, Inc. of Wheeling, IL. based upon their submitted bid. (The Public Works Director recommends approval.) j. Consideration to award a professional service contract to Red Caffeine, Inc. of Lombard, IL to continue implementation of the Beyond Business Friendly marketing campaign with a total contract amount not to exceed $64,200 through the Business Leaders Fund. (Red Caffeine was awarded the contract to develop the Beyond Business Friendly marketing campaign beginning in 2013. The goal of the campaign is to create awareness around the Village’s brand image, Beyond Business Friendly. (The campaign targets various audiences, including current businesses located in Elk Grove, businesses looking to relocate to the Village, and real estate professionals working in the region. (This proposal provides for a maintenance-level continuation of the Beyond Business Friendly marketing plan for six months, from 11/1/23 to 4/30/24, under the direction of Red Caffeine, at a cost not to exceed $64,200. (There is a slight increase from the previous 6-month maintenance contract due to the addition of ongoing database cleanup of our business contact list. (This contract will allow the Village to maintain existing economic development assets and continue regular outreach while we work toward an updated Business Services strategy through Envision Elk Grove. (The Director of Business Development & Marketing recommends approval.) k. Consideration to award a professional services contract with Mac Strategies Group, Inc. of Chicago, IL to provide strategic consulting and advocacy services to the Village in consulting with the State of Illinois and other governmental agencies for the 2024 calendar year in the amount of $60,000. (Mac Strategies has been retained by the Village to assist with legislative monitoring and advocating on behalf of the Village in relation to legislation being considered by the State of Illinois and other local agencies. (In addition, Mac Strategies has helped identify and secure grant funding for critical Village infrastructure projects. (This contract will continue these services for calendar year 2024.) l. Consideration to award a professional services contract to Storino Ramello & Durkin of Rosemont, IL to provide strategic consulting and advocacy services to the Village in Page 6 of 9 consulting with Cook County and other local agencies for the 2024 calendar year in the amount of $48,000. (The contract provides for Storino Ramello & Durkin to engage the services of Michael Alvarez as a consultant to assist with legislative monitoring and advocacy in matters involving Cook County and other local agencies, as well as to help identify and secure grants for critical Village infrastructure projects. (The Village Attorney recommends approval.) m. Consideration to award a professional services contract to Cornerstone Government Affairs, Inc. of Washington DC to provide strategic consulting and advocacy services to the Village in consulting with the State of Illinois for the 2024 calendar year in the amount of $120,000. (Cornerstone has been retained by the Village to assist with legislative monitoring and advocating on behalf of the Village in relation to legislation being considered by the State of Illinois. In addition, they help identify and secure grant funding for critical Village infrastructure projects. (This contract will continue these services for calendar year 2024. (Fidelity Consulting Group is also a subcontractor serving under Cornerstone at a rate of $3,000 a month.) n. Consideration to award a professional services contract to HR Green of McHenry, IL for engineering/bidding services, construction observation and project management services related to the demolition and restoration of property located at 570 E. Higgins Road in an amount not to exceed $85,290 from the Higgins Corridor Redevelopment Fund. (HR Green, Inc. submitted a proposal to provide the necessary engineering/bidding, construction observation and project management services for the demolition and site restoration for property located 570 E. Higgins Road. (HR Green, Inc. has successfully provided consulting services to the Village for the construction management of the two new fire stations, two Public Works facilities, the Beisner Road R.O.W. Storm Sewer Replacement, Higgins Road watermain extension, as well as several other projects. (Additionally, HR Green has provided similar services in relation to the demolition and restoration of the former Elk Grove Bowl, former Shell Gas Station, Elk Grove Hotel, Motel 6, Days Inn, 1550 E. Higgins, and 1932 E. Higgins sites, as well as the neighboring 500 E. Higgins Road property. (The Village Manager recommends approval.) o. Consideration to award a professional services contract to HR Green of McHenry, IL for engineering/bidding services, construction observation and project management services related to the demolition and restoration of property located at 600 E. Elk Grove Boulevard in an amount not to exceed $85,290 from the Capital Projects Fund. (HR Green, Inc. submitted a proposal to provide the necessary engineering/bidding, construction observation and project management services for the demolition and site restoration for property located 600 E. Elk Grove Boulevard. Page 7 of 9 (HR Green, Inc. has successfully provided consulting services to the Village for the construction management of the two new fire stations, two Public Works facilities, the Beisner Road R.O.W. Storm Sewer Replacement, Higgins Road watermain extension, as well as several other projects. (Additionally, HR Green has provided similar services in relation to the demolition and restoration of the former Elk Grove Bowl, former Shell Gas Station, Elk Grove Hotel, Motel 6, Days Inn, 1550 E. Higgins, and 1932 E. Higgins sites. (The Village Manager recommends approval.) p. Consideration to adopt Ordinance No. 3837 outlining earned sick leave for employees of the Village of Elk Grove Village. (The paid leave benefits historically provided by the Village far exceed the benefits contained in the Paid Leave for All Workers Act. (The Village finds that it is necessary, advisable, and in the best interests of the Village and its employees, as well as in the public interest, to incorporate its paid leave benefits into this ordinance. (This ordinance also amends the Village Code by adding a new Section 1-7-10 titled Conflicts with Paid Leave for All Workers Act.) q. Consideration to adopt Resolution No. 56-23 authorizing the Mayor to execute a Joint Agreement between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village, and appropriate funds for construction engineering and construction match for the Landmeier Road and Busse Road Intersection Resurfacing Project. (The Village has secured funding for the Landmeier Road and Busse Road Intersection Resurfacing Project through the Federal Highway Administration's Surface Transportation Program (STP) in the amount of $415,050. (The Joint Agreement for the Landmeier Road and Busse Road Intersection Resurfacing Project must be executed by and between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village. (The Agreement provides funding for construction for the proposed roadway construction project. (A resolution appropriating funds for the full construction engineering and construction match costs of $638,920.04 must be adopted by the Village as a function of the execution of this Agreement. (Adequate funds are available in the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works recommends approval.) r. Consideration to adopt Resolution No. 57-23 establishing revised Personnel Rules and Regulations of the Village of Elk Grove Village Effective January 1, 2024. (Effective January 1, 2024, this item will replace the former Personnel Rules and Regulations adopted on May 23, 2023. (The revised Personnel Rules and Regulations incorporates changes in Federal and State law, and updates to certain provisions. (A copy of the revised Personnel Rules and Regulations is available for viewing in the Village Clerk's Office. Page 8 of 9 (The Director of Human Resources recommends approval.) 7. REGULAR AGENDA a. Consideration to approve an electronic message center sign variation for At Work Sports Bar & Grill and Lively Liquors at 1170 - 1190 E. Higgins Road (At Work Sports Bar & Grill and Lively Liquors have invested a significant amount of capital into the building, including interior renovations and facade enhancements. As a component of that investment, the owner would like to remove two (2) aging pole mounted signs and replace them with a new Electronic Message Sign. (A variation is necessary to install an Electronic Message Sign. (The Director of Community Development recommends approval.) 8. PLAN COMMISSION - Village Manager Roan a. PC Docket 23-9 - Joint Public Hearing with the Plan Commission and Zoning Board of Appeals to discuss and review a complete update to the Elk Grove Zoning Ordinance which includes a modernization to reflect current best practices in zoning and development regulations. (PH 11-7-23) b. PC Docket 23-10 - Consideration of a request to hold a Public Hearing before the Plan Commission to consider a Petition for Rezoning, Special Use Permit for Planned Development, and Resubdivision to redevelop the site property located at the corner of Arlington Heights Road and Higgins Road in the B-1 and B-3 District into a mixed-use development consisting of residential and commercial properties (PH 11-13-23) c. PC Docket 23-11 - Consideration of a petition for a Special Use Permit to operate an indoor recreational facility for the purpose of operating a martial arts studio in a portion of the building at 1651 Lively Boulevard in the I-2 Industrial District. (PH 12-04-23) d. Consideration of a petition submitted by Riverpoint Property Trust, LLC for Rezoning from I-2 to I-1 for property located at 751 Pratt Boulevard. (Public Hearing date to be determined.) 9. ZONING BOARD OF APPEALS - Village Manager Roan 10. RECYCLING & WASTE COMMITTEE - Trustee Franke a. Sustainability Plan 11. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno 12. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Schmidt 13. CABLE TELEVISION COMMITTEE - Trustee Jarosch 14. YOUTH COMMITTEE - Trustee Bush 15. INFORMATION COMMITTEE - Trustee Miller 16. BUSINESS LEADERS FORUMS - Trustee Schmidt Page 9 of 9 17. HEALTH & COMMUNITY SERVICES - Trustee Prochno 18. PERSONNEL COMMITTEE - Trustee Schmidt 19. AIRPORT UPDATE - Mayor Johnson 20. PARADE COMMITTEE - Mayor Johnson 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 26. UNFINISHED BUSINESS 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 1 of 1 ADDENDUM REGULAR VILLAGE BOARD MEETING NOVEMBER 14, 2023 7:00 PM 6.CONSENT AGENDA s.Consideration to authorize payment of $2,000 in membership dues to the Illinois Municipal League for Fiscal Year 2023-2024. (The Illinois Municipal League (IML) represents municipalities on legislation pending before the General Assembly. (In addition, the Village dues payment includes subscriptions to the Illinois Municipal Review, a monthly publication that contains articles on programs and findings of member municipalities. (Sufficient funds are budgeted and available for this purpose in the General Fund.) t.Consideration to award a purchase contract to Eagle Point Gun/T.J.Morris & Sons of Thorofare, NJ for ammunition for Police Department training in the amount of $42,600 from the General Fund. (The Police Department is requesting the purchase of rifle ammunition for training purposes. (The Village sought quotes from five (5) suppliers of ammunition. (The lowest quote received was from Eagle Point Gun/T.J.Morris & Sons of Thorofare, New Jersey in the amount of $42,600. (Adequate funds have been budgeted in the General Fund. (The Director of Police recommends approval.) 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.