Loading...
HomeMy WebLinkAboutAGENDA - 03/11/2003 - VILLAGE BOARD Next ORD: 2927 (2927) Next RES. 15-03 (21-03) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING March 11, 2003 1. Call to Order 2. Invocation (Rev. Thomas Smith, St. Nicholas Episcopal Church) 3. Approval of Minutes of February 25, 2003 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: February 28, 2003 /$181, 664. 86 March 11, 2003 /$550, 751.24 6. CONSENT AGENDA A) Consideration to increase a professional service contract to Kindergarden Drawing, Inc. , Streamwood, IL, for computer-aided drafting and design services in the amount of $3,500. 00 for a total contract amount not to exceed $16,500. 00 (Kindergarden Drawing, Inc. provides this drafting and design service for the Fire Department's pre-plan drawings. The Village Board awarded this contract in an amount not to exceed $13, 000 at the September 17, 2002 meeting. (The increase is necessary to complete remaining work through the end of the fiscal year. (Adequate funds are available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) B) Consideration to award a professional service contract to Sikich Garnder & Co. , LLP, Aurora, IL to perform the Village's annual audit in a total contract amount not to exceed $36, 053. 00. (Sikick & Gardner was selected last year through a competitive process to serve as the Village's auditor, and the Finance Department found their performance to be high quality and professional. The Village's practice is to retain the same auditors for a 5-year period subject to the firm's performance and Village Board approval. (The Library will retain the same auditor as the Village under a separate contract. (Adequate funds are budgeted and available for this purpose. Agenda for VB Meeting 03-11-03 2 (A report from the Director of Finance, recommending approval, is attached. ) C) Consideration to award a contract to the lowest responsive and responsible bidder, Illinois Communications Sales, Inc. , Chicago, IL for seven Motorola MCS 2000 III VHF Mobile Radios and accessories in a total contract amount not to exceed $14, 014. 00. (Bid documents were obtained by 14 potential bidders, of which 8 submitted bids. Upon review of the bids submitted, the apparent low bidder, United Communications was found to be noncompliant with the specifications and Illinois Communications Sales was determined to be the lowest responsive and responsible bidder. (This equipment will be used by the Fire Department. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) D) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction Co. , Mount Prospect, IL to furnish bituminous paving materials on a per unit cost basis as follows: Unit Qty Unit Description Pricing FY 03104 4,000 Tons Bituminous Concrete Course 20.50 Mix B 500 Gals Bituminous Materials Prime 2.00 Coat SS-1 in 5 Gal Bins 500 Tons Bituminous Concrete Surface 23.35 L500 Course, Superpave Mix C N-30 Tons Bituminous Concrete Surface 26.75 Course, Superpave Mix C N-70 And at a cost not to exceed $90, 050. 00 from the MFT Fund and $18, 000.00 from the General Fund for a total cost of $108, 050. 00. (Bid documents were obtained by 11 contractors, of which three submitted bids. Upon review of the bids submitted, Arrow Road Construction was determined to be the lowest responsive and responsible bidder after the hauling charge was calculated in the bid prices. Agenda for VB Meeting 03-11-03 3 (Adequate funds are budgeted for this purpose in the proposed FY 03/04 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. E) Consideration to award a contract to the lowest responsive and responsible bidder, RAI Concrete, Inc. , West Chicago, IL, for sidewalk, curb, gutter, and driveway removal and replacement on a per unit cost basis as follows: Unit 4TY UNIT DESCRIPTION Pricing FY 03104 130,000 Sq. Ft. 5" PCC Sidewalk 2.30 20,000 Sq. Ft. 8" PCC Sidewalk 2.50 200 Sq. Yd. 5" PCC Driveway Pavement 20.15 100 Sq. Yd. 8" PCC Driveway Pavement 21.80 15,000 Ln. Ft. Combination Concrete Curb 9.00 & Gutter (B6.12) 5,000 Ln. Ft. Combination Concrete Curb 9.00 & Gutter (M-5.12) 150,000 Sq. Ft. Sidewalk Removal .50 300 Sq. Yd. Driveway Pavement Removal 4.55 20,000 Ln. Ft. Combination Concrete 2.60 Curb/Gutter Removal And at a total cost not to exceed $663,575. 00 from the FY 03/04 Budget. (Bid documents were obtained by 16 contractors, of which 10 submitted bids. Upon review of the bids submitted, RAI Concrete, Inc. was determined to be the lowest responsive and responsible bidder. (Adequate funds are budgeted in the proposed FY 03/04 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) F) Consideration to award a contract to the lowest responsive and responsible bidder, Callaghan Paving, Inc. , Burr Ridge, IL, for street milling and resurfacing on a per unit cost basis as follows: Agenda for VB Meeting 03-11-03 4 Uni t QTY UNIT DESCRIPTION Pricing FY 03/04 57,898 Sq. Yd. Bituminous Concrete Surface .65 Removal (Partial Width 1 1/2") 36,563 Sq. Yd. Bituminous Concrete Surface .65 Removal (Full Width 1 1/2") 20,840 Sq. Yd. Bituminous Concrete Surface .75 Removal (Full Width 211) 4,493 Sq. Yd. P.C.C. Surface Removal .75 (Partial Width 1 1/2") 10,897 Ton Bituminous Concrete Surface 32.00 Course Superpave IL-9.5 L 5,125 Ton Bituminous Concrete Surface 33.00 Course Superpave Mix C N-70 3,000 Ton Leveling Binder Superpave, 32.00 Mix C N-50 17,383 Gal Bituminous Prime Coat .10 Material 100 Ton Prime Coat Aggregate 1.00 And at a total cost not to exceed $696, 066. 70 from the MFT Fund. (Bid documents were obtained by 10 contractors, of which seven submitted bids. Upon review of the bids submitted, Callaghan Paving, Inc. was determined to be the lowest responsive and responsible bidder. (Adequate funds are budgeted for this purpose in the proposed FY 03/04 Budget. Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) G) Consideration to authorize $20, 000 to be budgeted in the Capital Projects Fund for the construction of walls and office space in the first floor of the Fire Administration Building for utilization by Channel 6. Agenda for VB Meeting 03-11-03 5 (Channel 6 will be utilizing existing space on the first floor of the Fire Administration Building. The construction work includes the addition of 3 walls along with some carpet, HVAC, sprinkler, and similar work. The anticipated move-in date for Channel 6 is approximately May 1. The anticipated cost includes contingency funds. (A report on this issue was previously distributed. ) H) Consideration to adopt Resolution No. 15-03 (attached) approving Manor Care II Plat of Easement for drainage. (This item approves a Plat of Easement for the benefit of the Sara's Court Subdivision being constructed by Patrick Flayers Builders on Nerge road, east of Plum Grove Road. ) I) Consideration to adopt Resolution No. 16-03 (attached) adopting the official zoning map of the Village of Elk Grove Village as of December 31, 2002. (The Village updates the zoning map annually to reflect the changes made during the previous calendar year. (A copy of the revised zoning map is available in the Village Clerk's Office. ) J) Consideration to adopt Resolution No. 17-03 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended January 1, 2000 for certain real estate located at 1800 Nicholas Boulevard, Elk Grove Village, IL. (AMB Property II, L.P. is the owner of the property at 1800 Nicholas. The owner plans to substantially renovate this building for a manufacturing or distribution use. (The 6B property tax incentive allows a property tax assessment reduction from 36t to 16-t of the fair market value for a twelve-year period. (A report from the Economic Development Officer and a letter from the applicant are attached. ) K) Consideration to adopt Resolution No. 18-03 (attached) authorizing the Village Mayor and Village Clerk of the Village of Elk Grove Village to execute a general closing certificate as an accompanying certificate of proceedings pertaining to the issuance of water supply system revenue bonds, Series 2003 by the Northwest Suburban Municipal Joint Action Water Agency. Agenda for VB Meeting 03-11-03 6 (Member communities are required to execute the certificate as part of the JAWA $46,240, 000 bond refunding process. The bond refunding allows for the restructuring of Agency debt. The savings will be utilized to level JAWA water rates after the Chicago buyback provisions expire in FY 2004-2005. L) Consideration of the following: • to adopt Resolution No. 19-03 (attached) appropriating funds in the amount of $755,243 for the construction of the Nerge Road (west of Rohlwing Road to Devon Avenue) Improvement Project No. M-8003 (005) Section No. : 00-00044-00-PV. • to adopt Resolution No. 20-03 (attached) authorizing the Mayor and Village Clerk to execute a Joint Agreement between the Village of Elk Grove Village, the Illinois Department of Transportation, and Cook County Highway Department. (The Illinois Department of Transportation has scheduled a contract letting for this project for April 25, 2003. The funding responsibilities for this $3, 145, 000 project are as follows: Federal (66.88) , State (7. 89-) , County (9.2$) , Village 16.28) . (The State's funding is expected to be available after July 1, 2003, pending legislative appropriations. In the interim, the Village must agree to fund its $508,440 portion as well as the State's share of $246, 803. The State's portion would be reimbursed to the Village. The village must agree to this funding arrangement in order to meet the April 25 contract letting. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) 7 . REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Salt Creek Improvements b. Improvements/Renovations to Police Department 9. JUDICIARY PLANNING AND ZONING COMMITTEE - Trustee Dill a. Residential Teardown Regulations b. Parking variations with respect to commercial areas Agenda for VB Meeting 03-11-03 10. PERSONNEL COMMITTEE - Trustee Lissner 11. RECYCLING & WASTE COMMITTEE - Trustee Prochno a. Household Hazardous Waste 12. INFORMATION COMMITTEE - Trustee Feichter a. New Trustee Orientation b. Providing Information to Community C. Channel 6 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Higgins/Oakton Landscaping & Improvements b. Landmeier Public Works Facility Additional Landscaping C. Signage d. Improvements To Industrial Well Sites/Street Signs e. Rogers Park Detention f. Media & Public Relations 14. YOUTH COMMISSION - Trustee Prochno 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin 17. ZONING BOARD OF APPEALS - Village Manager Parrin a) ZBA Docket 03-2 - Request for a variation from the Elk Grove Village Zoning Ordinance to allow the construction of a detached garage that would encroach approximately 2 feet into the required 6 foot setback (1245 Hemlock Drive) (PH 4-3-03) 18. REPORTS OF OTHER BOARDS. COMMISSIONS & COMMITTEES a) Cable Television Committee - Trustees Petri/Lissner b) Community Service Board - Trustee Czarnik c) Liquor Commission - Mayor Johnson 1. Ordinance amending Chapter 3 Liquor Control by adding provisions regulating the transfer or sale of a business. d) Special Events Committee - Mayor Johnson e) O'Hare Update - Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk Agenda for VB Meeting 03-11-03 8 20. UNFINISHED BUSINESS VILLAGE BOARD a)Public Hearing before Public Vehicle Commission to consider a request to operate a limousine service within the corporate boundaries of Elk Grove Village - My Chauffeur Limousine Service (PH 03-25-03) VILLAGE ATTORNEY 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23. 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. C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8) ADDENDUM to Regular Village Board Agenda March 11, 2003 8:00 p.m. 6. CONSENT AGENDA (continued) M) Consideration of the following: • To waive the formal bidding process; and • To award a contract to Soil and Material Consultants, Inc. , Arlington Heights, IL for asphalt and concrete inspection and testing services in a total contract amount not to exceed $21, 000. 00. (This firm has provided material testing and inspection services for the Motor Fuel Tax program and Private Participation Concrete Replacement Program for the Village over the past three years. (This firm is pre-qualified by the Illinois Department of Transportation, and the Village has been satisfied with their level of service. (The proposed contract amount represents a $1, 000.00 increase over the current contract. (Adequate funds are budgeted for this purpose in the proposed FY 03/04 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) N) Consideration to award a contract to the lowest responsive and responsible bidder, Mitch's Greenthumb Landscaping Corp. , Grayslake, IL, for landscape bid maintenance at selected locations in the Village, for a contract period May 1, 2003 through April 30, 2004 in a total contract amount not to exceed $46, 350. 00. (Bid documents were obtained by 16 contractors, of which 9 submitted bids. Upon review of the bids submitted, Mitch's Greenthumb Landscaping Corp. was determined to be the lowest responsive and responsible bidder. (This contract will include maintenance of County and State medians, six gateway intersections, and entryway signs. Addendum 02/08/00 2 (Adequate funds are budgeted in the proposed FY 03/04 budget for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) 0) Consideration to adopt Resolution No. 21-03 (attached) authorizing the Mayor and Village Clerk to execute an Agreement providing for joining the South Suburban Airport Coalition and the development of the South Suburban Airport. (This agreement is the next step toward the development of the South Suburban Airport. Adoption of the Agreement demonstrates regional support, and is vital to the success of the project. (This Agreement was adopted by Will County on March 6, 2003. ) c: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, vadopalas, Walsh (8)