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HomeMy WebLinkAboutAGENDA - 04-23-24 - AGENDA AND ADDENDUM Page 1 of 10 AGENDA REGULAR VILLAGE BOARD MEETING APRIL 23, 2024 7:00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (PASTOR LEANDRO NOGUEIRA, VILLAGE POINT CHURCH) 3. APPROVAL OF MINUTES OF APRIL 9, 2024 4. MAYOR & BOARD OF TRUSTEES' REPORT 5. ACCOUNTS PAYABLE WARRANT: APRIL 23, 2024 $ 418,278.28 6. CONSENT AGENDA a. Consideration of a request from the Fraternal Order of Police Elk Grove Village Lodge No. 35 to waive FY 2024-25 business license fees in the amount of $50. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (The Director of Finance recommends approval.) b. Consideration of a request from the Elk Grove Park District to waive permit fees in the amount of $1,925 for removing and replacing an existing ADA ramp and retaining wall at 499 Biesterfield Road. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations.) (The Director of Community Development recommends approval.) c. Consideration to waive the formal bidding process and award a purchase contract to D'Orazio Ford of Wilmington, IL for the purchase of a Ford Explorer SUV in the amount of $41,752.03 from the Capital Replacement Fund. Page 2 of 10 (Funds have been allocated in the FY2025 Vehicles Licensed Fund to purchase a New Ford Explorer to replace a 2014 Ford Explorer with high mileage for the Police Department. (The Ford Explorer is available from D'Orazio Ford of Wilmington, IL in the amount of $41,752.03. (D'Orazio Ford currently has an Explorer with the appropriate specs in stock on their lot for immediate delivery. (Adequate funds are available in the Police Department Budget within the Capital Replacement Fund. (The Director of Public Works recommends approval.) d. Consideration to increase the professional engineering service contract with Gewalt Hamilton Associates, Inc. of Vernon Hills, IL for the design engineering services for the Elmhurst Road Fire Hydrant project in the amount of $25,000 for a total contract not to exceed $54,700 from the Busse-Elmhurst Redevelopment Fund. (On January 9, 2024, a professional service contract was awarded to Gewalt Hamilton Associates, Inc. of Vernon Hills, IL for the Elmhurst Road Fire Hydrant project in the amount of $29,700 from the Busse-Elmhurst Redevelopment Fund. (During the design of this project, the original location of the fire hydrant changed and the addition of a second fire hydrant was added to the scope of the project. (This additional work needed to complete design engineering includes soil borings, survey, and plat of permanent easement. (Sufficient funds are available from the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works recommends approval.) e. Consideration to renew a contract with Temple Outdoor Decor of Oswego, IL for the Holiday Lighting and Decoration Services contract in the amount of $57,408.36 from the General Fund. (On August 16, 2022, the Village Board awarded a contract with Temple Outdoor Decor of Oswego, IL for the Holiday Lighting and Decoration Services. (The contract provided for an option of four (4) additional renewals through January 31, 2027. (Temple Outdoor Decor has performed satisfactorily throughout the contract. (The contract period is from October 1, 2024 through January 31, 2025. (The contract amount reflects a 3.3% increase over the previous year's contract. (Funds for the contract have been allocated in the General Fund. (The Director of Public Works recommends approval.) f. Consideration to award a professional service contract to Lauterbach & Amen, LLP of Naperville, IL to perform the Village's pension benefits administration services in a total contract amount not to exceed $72,275. (The Village received proposals from Lauterbach & Amen, LLP to professionally administer Fire and Police pension benefits. (Lauterbach & Amen, LLP is a firm with extensive experience in the governmental sector Page 3 of 10 and provides professional benefit and administration services to over 300 public safety pension funds. They have demonstrated their commitment by providing quality service with technically competent personnel and are an industry leader in this specialty area. (The Director of Finance recommends approval.) g. Consideration to renew a professional services contract with CC Cartage Inc. of Lake Zurich, IL for the Spoil Hauling Services contract in the amount of $81,579.32 from the Water & Sewer Fund. (On February 23, 2021, the Village Board awarded a contract with C.C. Carthage, Inc. of Lake Zurich, IL to provide Spoil Hauling Services. (The contract provided for an option of four (4) annual renewals through April 30, 2026. (C.C. Carthage performed satisfactorily throughout the contract. (The contract period is from May 1, 2024 through April 30, 2025. (The contract amount reflects a 3.3% increase over the previous year's contract. (Funds for the Spoil Hauling Services contract are available in FY2025 Water & Sewer Fund. (The Director of Public Works recommends approval.) h. Consideration to award a professional engineering service contract with HR Green, Inc. of McHenry, IL for the final design and permitting of the Bennett Road and Gaylord Street Intersection Drainage Improvements Project in the amount of $81,765 from the Business Leaders Forum Fund. (HR Green, Inc. of McHenry, IL submitted a proposal to provide professional engineering services for the final design and permitting of the Bennett Road and Gaylord Street Intersection Drainage Improvements project. (This contract will provide final design of required storm sewer improvements to alleviate storm water issues at the intersection. Contract deliverables will include final plans, specifications and all required permits. (HR Green, Inc. has successfully completed several drainage studies for Village staff and is extremely knowledgeable in water resources engineering and localized drainage issues. (Adequate funds are available in the Business Leaders Forum Fund. (The Director of Public Works recommends approval.) i. Consideration to award a professional construction engineering service to HR Green, Inc. of McHenry, IL to provide the necessary construction engineering services for the Biesterfield Basin Outfall Improvement project in the amount of $87,165 from the Water & Sewer Fund. (HR Green, Inc. submitted a proposal to provide the necessary construction engineering services for the Biesterfield Basin Outfall Improvement project. (This project will include the construction of a new storm sewer along the west property line of the WGN property, abandonment of the old corrugated metal storm sewer in residential rear yards, and the re-grading of the Roundtree Commons detention basin. (HR Green has successfully completed construction supervision for Village staff in the past and is providing a resident engineer with a strong track record and over fourteen (14) years of experience. Page 4 of 10 (Adequate funds are available in the Water & Sewer Fund. (The Director of Public Works has recommended approval.) j. Consideration to award a service contract through the OMNIA Cooperative Purchasing Agreement with Cintas Corporation of Schaumburg, IL for the Uniform, Linen, and Floor Mat Services Contract in an amount not to exceed $90,000 over the course of three years, with the annual cost of $30,000. (The Department of Public Works recommends awarding a service contract to Cintas Corporation of Schaumburg, IL for the Uniform, Linen and Floor Mate Services contract. (The Uniform, Linen and Floor Mat Services contract pricing has been established by the OMNIA Cooperative Purchasing Agreement cooperative and offered from Cintas Corporation of Schaumburg, IL. (The contract provides uniforms for Public Works Department staff and linen and floor mat services at the Charles J. Zettek Municipal Complex and two (2) Public Works Department facilities. (Adequate funds are budgeted in the Public Works Department Budget. (The Director of Public Works recommends approval.) k. Consideration to renew a maintenance service contract with Lyons & Pinner Electric Company, Inc. of LaGrange, IL for the Residential Street Light Maintenance contract in the amount of $98,952.09 from the General Fund. (On April 23, 2019, the Village Board awarded a contract to Lyons & Pinner Electric Company, Inc. of LaGrange, IL for the Residential Street Light Maintenance contract. (Lyons & Pinner Electric Company has performed satisfactorily throughout the contract. (The contract period is from May 1, 2024 through April 30, 2025. (The contract amount reflects a 3.3% increase over the previous year's contract. (Funds for the Residential Street Light Maintenance contract are available in FY2025 Public Works General Fund. (The Director of Public Works recommends approval.) l. Consideration of a request to increase a professional engineering service contract with HR Green, Inc. of McHenry, IL for final design engineering of the Biesterfield Road Basin Outfall Improvements in the amount of $29,789 for a total contract of $99,107 from the Water & Sewer Fund. (On Tuesday, August 15, 2023, the Village awarded a professional engineering service contract to HR Green, Inc. of McHenry, IL for the final design engineering of the Biesterfield Road Basin Outfall Improvements project. Staff asked HR Green, Inc. to provide the Village with pipe replacement options that would be constructable and less invasive to residential properties than an in-kind replacement of the corrugated metal arch pipe. (The additional scope of work included modifications to the Roundtree Commons detention basin, as well as improvements to the downstream drainage channel within the WGN property. (Adequate funds are available in the FY2024 Water & Sewer Fund. (The Director of Public Works recommends approval.) Page 5 of 10 m. Consideration to award a Purchase Contract through Sourcewell #031712-MBI to Morbark Inc. of Winn, MI for the Purchase of a New 2024 Morbark 2230 Loader Brush Chipper in the amount of $281,088.12 from the Capital Replacement Fund. (The Morbark Loader Chipper 2230 is available through Sourcewell Contract #031712- MBI with Morbark Inc. of Winn, MI. (Morbark Inc. is the primary manufacturer of forestry equipment. (Adequate Funds are Budgeted in the Capital Replacement Fund.) n. Consideration to award a construction contract to the lowest responsive and responsible bidder, Schroeder Asphalt Services, Inc. of Marengo, IL for the parking lots resurfacing at the 2024 Pump House Parking Lots Paving Project in the amount of $346,068.10 from the Water & Sewer Fund and the Busse-Elmhurst Redevelopment Fund. (On Tuesday April, 9 2024, the Village opened sealed bids for the 2024 Pump House Parking Lots Paving Project. (Nine (9) contractors obtained bid documents and five (5) submitted bids. (The lowest responsive and responsible bid was received from Schroeder Asphalt Services, Inc. of Marengo, IL. (The received bid came at $34,650.90 below the engineer's estimate. (Adequate Funds are available in the Water & Sewer Fund and the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works recommends approval.) o. Consideration to award a professional construction engineering services contract to V3 Companies of Woodridge, IL to provide the necessary construction engineering services for the 2024 Water Main Replacement - Tonne Road project in the amount of $350,300 from Capital Project Fund. (V3 Companies submitted a proposal to provide the necessary construction engineering services for the 2024 Water Main Replacement - Tonne Road project. (This project will include constructing a replacement eight (8) and twelve (12) inch diameter water main from Elk Grove Boulevard to Fargo Avenue southbound and from Walnut Lane to Fargo Avenue, northbound. (V3 Companies has successfully completed construction supervision for Village staff in the past, including last year's Lunt Avenue Water Main and is providing a resident engineer with a strong track record and over twenty (20) years of experience. (Adequate funds are budgeted in the FY2025 Capital Projects Fund. (The Director of Public Works has recommended approval.) p. Consideration to increase a professional services contract with HR Green, Inc. of McHenry, IL for engineering design services for the new dual off-street bike paths along each side of Busse Road by the amount of $460,692 for a total contract amount of $1,300,405 from the Busse-Elmhurst Redevelopment Fund. (The Village is under contract with HR Green, Inc. of McHenry, IL, to provide design and permitting coordination for the construction of dual multi-use paths on each side of Busse Road, spanning from Oakton Street to Devon Avenue. Page 6 of 10 (This section of Busse Road is mapped as a proposed off-street bike route in the Village's Bicycle Plan. (The contract amendment is required to cover scope of services after coordination with the Illinois Department of Transportation and the pipeline companies. (Adequate funds are available in the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works has recommended approval.) q. Consideration to award a contract with Avalon Petroleum Co. of Kankakee, IL for the Gasoline and Diesel Fuel contract in an amount not to exceed $461,000. (On Tuesday, March 26, 2024, the Village opened sealed bids for the Gasoline and Diesel Fuel Supply Contract. (The contract provides for furnishing and delivery of 87-octane regular unleaded gasoline, No. 2 grade ultra-low sulfur diesel fuel, and winter blend ultra-low sulfur diesel fuel to three Village sites. (The initial term of the contract is from May 1, 2024 through April 30, 2025 with the option for four annual renewals in one year increments through April 30, 2029. (The lowest responsive and responsible bid was received from Avalon Petroleum Co. of Kankakee, IL. (Funds for gasoline and diesel fuel are adequately budgeted among the various Village Departments. Costs are allocated based on actual usage. (The Director of Public Works recommends approval.) r. Consideration to award a purchase contract through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Contract to Standard Equipment Company of Chicago, IL for the purchase of a Vactor 2100i combination sewer cleaning truck in an amount not to exceed $550,000 from the Water & Sewer Fund. (Funds are available in the FY2024 budget to replace unit 826, a 2013 Vactor Sewer Cleaner, due to age, engine hours and excessive repair costs. (The Sewer activity held equipment demonstrations for two trucks that are available from joint purchasing contracts the Village utilizes. After evaluating each truck, and considering feedback from operators, staff finds the Vactor 2100i meets and exceeds the necessary requirements. (The Vactor 2100i combination truck is available through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Contract to Standard Equipment Company of Chicago, IL. Total cost with all required equipment, minus the trade-in of the Village's existing unit, is $550,000. (Sufficient funds are available in the Water & Sewer fund. (The Director of Public Works recommends approval) s. Consideration to increase the construction contract with Water Well Solutions of Elburn, IL to the amount of $60,000 for a total contract not to exceed $594,196 from the Water and Sewer Fund. (On April 25, 2023, a construction contract was awarded to Water Well Solutions, of Elburn, IL for the Well House Number 11 Rehabilitation project in the amount of $534,196 from the Water and Sewer Fund. Page 7 of 10 (During the construction of this project, the old well could not be removed by traditional means and methods. A special rig was transported from Iowa to remove the well. Additional electrical upgrades were also needed to correct the unstable power from ComEd. (Adequate funds are available from the Water and Sewer Fund. (The Director of Public Works recommends approval.) t. Consideration to award a purchase contract through the Sourcewell Purchasing Cooperative to TransChicago Truck Group of Elmhurst, IL for the purchase of two (2) Freightliner 5 Ton Dump Trucks with Dual plows & spreader in the amount of $616,768 from the Capital Replacement Fund. (Funds have been allocated in the FY2025 Budget to replace trucks 726 and 714, both International trucks, due to excessive repairs, age and wear. (The two (2) Freightliner 5 Ton Dump Trucks with dual plows & spreader are available through the SourceWell Purchasing Cooperative Contract #081716 from TransChicago Truck Group of Elmhurst, IL in the amount of $616,768. (Adequate funds are available in the FY2025 Capital Replacement Fund. (The Director of Public Works recommends approval.) u. Consideration to award a construction contract to the lowest responsive and responsible bidder Martam Construction, Inc. of Elgin, IL for the Biesterfield Basin Outfall Improvement project in the amount of $789,319.87 from the Water & Sewer Fund. (On Friday, April 12, 2024, the Village opened sealed bids for the Biesterfield Basin Outfall Improvements project. (This project will include the construction of a new storm sewer along the west property line of the WGN property, abandonment of the old corrugated metal storm sewer in residential rear yards, and the re-grading of the Roundtree Commons detention basin. (A total of twelve (12) contractors obtained bid documents and two (2) contractors submitted bids. (The lowest responsive and responsible bid was received from Martam Construction, Inc. of Elgin, IL. (Adequate funds are available in the Water & Sewer Fund. (The Director of Public Works recommends approval.) v. Consideration to award a professional design-build service contract with Baxter & Woodman of Crystal Lake, IL for professional engineering services for inspection, design and construction engineering and construction for the Village's Rear Yard Drainage Program in the amount of $800,000 from the Water & Sewer Fund. (A proposal for professional design-build services was solicited from Baxter & Woodman of Crystal Lake, IL for the inspection, design, construction engineering and construction for the Village’s Rear Yard Drainage Program, for the extent of the 2024-2025 fiscal year. (Baxter & Woodman successfully assisted with, designed and oversaw construction of the last three Rear Yard Drainage Programs for the Village. (Adequate funds for the project have been allocated in the FY2025 Water & Sewer Fund. (The Director of Public Works recommends approval.) Page 8 of 10 w. Consideration to award a professional service contract to Hampton, Lenzini and Renwick, INC of Elgin, IL for the Business Park Ditch Maintenance Program in the amount of $1,049,824 from the Business Leaders Forum Fund, Busse-Elmhurst Redevelopment Fund and Higgins Road Corridor Redevelopment Fund. (A proposal for professional design-build services was solicited from Hampton, Lenzini and Renwick, Inc. of Elgin, IL for analysis, vegetation management, engineering, permitting, and construction to manage the Village’s Business Park ditch system. (Hampton, Lenzini and Renwick has successfully assisted several other Municipalities in the Chicagoland area with similar projects. (Adequate funds are available in the Business Leaders Forum Fund, Busse-Elmhurst Redevelopment Fund and Higgins Road Corridor Redevelopment Fund. (The Director of Public Works recommends approval.) x. Consideration to award a construction contract to the lowest responsive and responsible bidder Acqua Contractors Corporation of Elmhurst, IL for the 2024 Water Main Replacement - Tonne Road project in the amount of $4,050,000 from the Water & Sewer Fund, Business Leaders Forum Fund, and the Capital Projects Fund. (On Thursday, April 11, 2024, the Village opened sealed bids for the 2024 Water Main Replacement - Tonne Road project. (This project will include constructing a replacement eight (8) and twelve (12) inch diameter water main from Elk Grove Boulevard to Fargo Avenue southbound and from Walnut Lane to Fargo Avenue, northbound. (A total of seventeen (17) contractors obtained bid documents and twelve (12) contractors submitted bids. (The lowest responsive and responsible bid was received from Acqua Contractors Corporation of Elmhurst, IL. (Adequate funds are available in the Water & Sewer Fund, Business Leaders Forum Fund, and the Capital Projects Fund. (The Director of Public Works recommends approval.) y. Consideration to authorize the Village Manager to execute contracts renewing the Village’s health insurance programs as of July 1, 2024. (In July of 2024, the Village will begin its 9th year of participation with the Intergovernmental Personnel Benefit Cooperative (IPBC). (This contract renewal will maintain the Village's coverage with Blue Cross for the HMO and PPO plans. (The self-funded plans include all medical programs and the Village’s dental PPO plan within the IPBC. The Village has one fully-insured plan within the IPBC, which is the dental HMO.) z. Consideration to adopt Ordinance No. 3851 approving amendments to the agreement establishing the Solid Waste Agency of Northern Cook County as a municipal joint action agency and to the Bylaws of the Solid Waste Agency of the Northern Cook County. (Section 3 of the Illinois Intergovernmental Cooperation Act, 5 ILCS 220/3, permits any Page 9 of 10 powers, privileges, functions, or authority exercised or which may be exercised by a unit of local government, such as the Village of Elk Grove Village, to be combined and exercised jointly with any other unit of local government. (Pursuant to such authorization, the Village of Elk Grove Village has entered into an Agreement with other municipalities establishing the Solid Waste Agency of Northern Cook County (“SWANCC”) as a municipal joint action agency. (These amendments relate to the composition of member representatives on the SWANCC Board of Directors.) aa. Consideration to adopt Resolution No. 25-24 authorizing the appointment of a Director and Alternate Directors to the Solid Waste Agency of Northern Cook County, a Municipal Joint Action Agency (SWANCC). (This Resolution designates Mayor Craig B. Johnson as a Director on the Board of Directors of the Agency and appoints Trustee Jeffrey C. Franke, Matthew J. Roan, and Maggie A. Jablonski as Alternate Directors, for a two-year term expiring April 30, 2026 or until his or her successor is appointed.) 7. REGULAR AGENDA a. Consideration to adopt Resolution No. 26-24 authorizing the Mayor and Village Clerk to execute a pre-annexation agreement between the Village of Elk Grove Village and the designated owner of property to be annexed to the Village (533 Ridge Ave.). (The Owner desires to annex the Property as shown in the Plat of Annexation, dated November 27, 2023, and attached hereto as Exhibit C, pursuant to the terms of this Agreement.) b. Consideration to adopt Ordinance No. 3852 annexing certain property to the Village of Elk Grove Village and automatically zoning same in accordance with the Village's Comprehensive Plan and Zoning Map (533 Ridge Ave.). (Upon annexation, the Owner seeks to have the Property designated in the R-3 Residential Zoning District as designated in the Village's Comprehensive Plan Map dated April 24, 1990. (The Owner and the Village have entered into a valid and binding Pre-Annexation Agreement with respect to the annexation of the subject property to the Village.) 8. PLAN COMMISSION - Village Manager Roan 9. ZONING BOARD OF APPEALS - Village Manager Roan 10. RECYCLING & WASTE COMMITTEE - Trustee Franke 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 Page 10 of 10 15. INFORMATION COMMITTEE - Trustee Miller 16. BUSINESS LEADERS FORUMS - Trustee Schmidt 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 2 ADDENDUM REGULAR VILLAGE BOARD MEETING APRIL 23, 2024 7:00 PM 6. CONSENT AGENDA ab. Consideration to award a professional service contract to Johnny Rockets Fireworks Display Corporation of Chicago, IL to design and produce fireworks displays in an amount not to exceed $92,000. (The company’s performance over the past twenty years has been satisfactory. (The Village administers several fireworks displays each year. (This year's displays will include Rotary Fest ($12,000), Fourth of July ($75,000), and Tree Lighting Ceremony ($5,000). (The contract cost will be offset with funds contributed by residents through water billing to support the Fourth of July display. (Sufficient funds are budgeted for this purpose in the General Fund.) ac. Consideration to adopt Resolution No. 27-24 authorizing the Village Manager and Village Clerk to execute a Lease Termination Agreement with Mixx Hair Salon (53-55 Turner Avenue). (Adoption of this agreement provides the terms related to the early lease termination by Mixx Hair Salon. (The terms of this termination agreement only go into effect upon the Village closing on the property at 25 Turner Avenue. (The Agreement will be available at the Village Board Meeting.) ad. Consideration to adopt Resolution No. 28-24 establishing revised Personnel Rules and Regulations of the Village of Elk Grove Village effective May 1, 2024. (Effective May 1, 2024, this item will replace the former Personnel Rules and Regulations adopted on November 14, 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. (The Director of Human Resources recommends approval.) Page 2 of 2 8. PLAN COMMISSION a. PC Docket 24-1 - A public hearing to consider a Special Use Permit for modifications to a Planned Development by altering the existing site plan to add six (6) pickleball courts and lighting for the pickleball court and the soccer field at 711 Chelmsford Lane. (PH 03-18- 2024, decision tabled pending additional information) b. Consideration of a request to hold a Public Hearing before the Plan Commission to consider a Petition for a Special Use Permit to construct an electrical substation for the property at 1000 Oakton Street. (Public Hearing date yet to be determined.) c. 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 yet to be determined.) 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.