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HomeMy WebLinkAboutAGENDA - 04/22/2003 - VILLAGE BOARD Next ORD: 2934 (2934) Next RES. 29-03 (32-03) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING April 22, 2003 1. Call to Order 2. Invocation (Rev. Rodney L. Pickett, Pastor Wesleyan Community Church) 3. Approval of Minutes of April 8, 2003 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: April 22, 2003 / $555,445.21 6. CONSENT AGENDA A) Consideration of the following: • to waive the formal bidding process; and to award a sole source contract to W.S. Darley & Co. , Melrose Park, IL to furnish and deliver 10 sets of Morning Pride turnout gear in a total amount not to exceed $15, 000. 00. (The FY 03/04 budget includes funding to replace 10 sets of Fire Department turnout gear. This will be the final year of a four-year program to replace all protective clothing. (The Fire Department is standardized on turnout gear manufactured by Morning Pride, which markets through an exclusive territorial dealer network with W.S. Darley. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) B) Consideration to award a professional services contract to Kindergarden Drawing, Inc. , Streamwood, IL, to provide computer-aided drafting and designing services for the Fire Department's pre-plan drawings for the period May 1, 2003 through April 30, 2004 in a total contract amount not to exceed $16, 000. 00. Agenda for VB Meeting 04-22-03 2 (The FY 03/04 budget includes funds for digitizing and updating pre-plan drawings for the Fire Department. Kindergarden Drawing has provided this service for the past three years, and is the only firm found to provide this service locally (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) C) Consideration to increase a previously authorized contract with Fulton Contracting Company to install an outdoor warning siren in the amount of $1,475. 00, for a total contract amount of $18,275. 00. (The Village Board awarded this contract to Fulton Contracting at the January 28, 2003 meeting. During the installation, it was determined that the installation of a red warning light is required by the Federal Aviation Administration. (Adequate funds are available for this purpose. (A report from the Fire Chief, recommending approval, is attached. ) D) Consideration of the following: • To waive the formal bidding process; and • To award a sole source contract to Kale Uniforms, Chicago, IL, to provide uniforms and accessories on an as-needed basis for the period May 1, 2003 through April 30, 2004 in a total amount not to exceed $25, 000. 00. (Kale Uniforms is the only viable and competitive source of police and fire uniforms and accessories. Kale has satisfactorily provided these items to the village in the past. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) E) Consideration of the following: To waive the formal bidding process; and To award a contract to Safety Systems Corporation, Carol Stream, IL to furnish and deliver 98 Avon FM12 Respirators in a total contract amount not to exceed $26,242.44. Agenda for VR Meeting 04-22-03 3 (The Police Department is seeking to purchase gas masks with canisters and carrying cases for all police officers. While federal funding will be pursued for this expense, such funding is not currently available. (The Illinois Association of Chiefs of Police is recommending that all police departments standardize on gas mask purchases so that agencies can share equipment should the need arise. The gas mask currently used by local law enforcement agencies is manufactured by the Avon Corporation, and Safety Systems Corporation is their exclusive sole source vendor. (Adequate funds are available for this purpose. (Reports from the Director of Finance and Chief of Police are attached. ) F) Consideration to award a service contract to the lowest responsive and responsible bidder, Chicago Communications, Inc. , Elmhurst, IL to maintain the Village's radio communications in a total contract amount of $35,157. 00. (Bid documents were obtained by 10 potential bidders, of which one submitted a bid. After contacting the other potential bidders, it was determined that none were Motorola authorized service centers, and, therefore, were not able to service all of the Village's equipment. (Chicago Communications has maintained Village radio equipment since 1982 and has provided responsive and accurate service. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance, Chief of Police, Fire Chief, and Director of Public Works, recommending approval, are attached. ) G) Consideration to award a contract to the lowest responsive and responsible bidder, T.N.T. Landscaping, Rolling Meadows, IL, to provide parkway turf restoration services in a total contract amount not to exceed $35, 400.00. (Bid documents for this contract were obtained by 15 contractors, of which five submitted bids. Upon review of the bids submitted, T.N.T. Landscaping was determined to be the lowest responsive and responsible bidder. (This contract is awarded on an as-needed basis. The unit price for site preparation is $2. 85 per square yard based on an estimated quantity of 4, 000 square yards. The unit price to furnish and lay sod is $3. 00 per square yard, based on an estimated quantity of 8, 000 square yards. (Adequate funds are budgeted and available for this purpose. Agenda for VB Meeting 04-22-03 4 (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) H) Consideration to renew an existing contract with Koral Maintenance, Inc. , Mount Prospect, IL for custodial service at the Public Works and Fire Administration Buildings for the period May 1, 2003 through April 30, 2004 in a total contract amount not to exceed $36, 000. 00. (This contract was awarded in FY 02/03 with the option to renew annually up to four additional one-year periods. (Koral Maintenance has provided excellent service, and the contract amount represents no increase over the current contract. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) I) Consideration to award a contract to Hewlett-Packard Corporation, Omaha, NE for the purchase of 38 desktop and two laptop personal computers through the Western States Contracting Alliance joint purchasing program in a total contract amount not to exceed $41, 444. 00 (The FY 03/04 budget includes the acquisition of 38 desktops and two laptop PC's. The Village has standardized on Compaq file servers and desktops, and maintaining this standardization will ease network maintenance and integration. (The Western States Contracting Alliance is a consortium of state agencies formed to bid volume purchases to create cost savings for local agencies. The Village has the opportunity to take advantage of this bulk pricing. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance, recommending approval, is attached. ) J) Consideration to renew an existing service contract with Team Mechanical, Wheeling, IL, to provide maintenance of heating, ventilation, and air conditioning units in a total contract amount not to exceed $51,274.83. (This contract was bid and awarded to Team Mechanical in FY 00/01 with an option to renew for 4 additional 12- month periods. (Team Mechanical has provided excellent service in maintaining the Village's HVAC units. (The contract amount represents a 2. 7-t increase over the current year, based upon the Chicago Area Consumer- Price Index. Agenda for VB Meeting 04-22-03 5 (Adequate funds are budgeted and available for this purpose. Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) K) Consideration to award a professional service contract to TranSystems Corporation, Schaumburg, IL, for preliminary engineering services for the Willow Creek Box Culvert Improvements in a total contract amount not to exceed $56, 897. 00 from the ICRC Fund. (The ICRC recommends the design of improvements to existing corrugated steel pipe culverts under Arthur Avenue, Pratt Boulevard, and Lunt Avenue east of Busse Road. This project has received grant funding for design engineering and construction through the Bridge Replacement and Rehabilitation Program, providing for 80t Federal funding and 20t Village funding. (Proposals were solicited from TranSystems and Civiltech Engineering. TranSystems is recommended to design these improvements based on their experience with roadway and bridge structure improvements and knowledge of Federal, State, and Village policies. (Adequate funds are budgeted and available for this purpose in the ICRC Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) L) Consideration to renew an existing contract with Earth Incorporated, Bensenville, IL for hauling and disposal of non-toxic debris for the period May 1, 2003 through April 30, 2004 in a total contract amount not to exceed $83, 040. (This contract was originally bid and awarded in FY 01/02 with the option to renew two additional years. This would be the final extension period. (The contract amount represents a 1.2$ increase over the current year. (The contract is awarded on a unit price of $6.92 per cubic yard at an estimated quantity of 12, 000 cubic yards of material. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) M) Consideration to award a contract to the lowest responsive and responsible bidder, Kovilic Construction Company, Inc. , Franklin Park, IL to install pumps, controls, and perform repairs at the Pratt Boulevard Sanitary Lift Station in a total contract amount not to exceed $87, 470 from the Water & Sewer Fund. Agenda for VB Meeting 04-22-03 6 (Bid documents were obtained by eight contractors, of which six submitted bids. Upon review of the bids submitted, Kovilic Construction Company was determined to be the lowest responsive and responsible bidder. (The base bid amount was $71, 470. Due to the unknown condition of the wet well, an optional bid for spraying was proposed in a total amount of $16, 000. (Adequate funds are available in the Water & Sewer Fund for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) N) Consideration of the following: • To approve the Liability Insurance Premiums for Fiscal Year 2003/2004, submitted by Arthur J. Gallagher at a premium level as determined for the following coverages: Workers' Compensation $43, 055 General Liability Package 460, 887 Additional $1 million Excess 67, 000 Liability Auto Damage Building/Contents EMT/Paramedic Liability Public Officials Police Professional Boiler & Machinery 16, 700 Federal Flood Coverage 8, 829 Excess Liability (HELP) 110, 832 Community Nurse/Clinics 7, 852 Fiduciary Liability/Pensions 5, 701 Underground Storage Tanks 5, 017 Public Official Bond (2001-2005) 0 Total $725, 873 and; • to award a professional service contract to Gallagher- Bassett for the administration of the Village's self- insured liability plan in an amount not to exceed $65, 738; and • to add line of coverage for terrorist acts as defined by the federal Terrorism Risk Insurance Act of 2002 in the amount of $15,233. Agenda for VB Meeting 04-22-03 7 (This year's premium renewal represents an increase of $143, 549 (24. 78) from the current year. (The Terrorism Risk Insurance Act was adopted in 2002 by the Federal Government and requires carriers to offer this coverage. In the past, most policies excluded acts of terrorism. (The contract with Gallagher-Bassett to administer our self-insured liability program represents an 8t increase (from $60, 751 to $65, 738) . (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance is attached. ) 0) Consideration to adopt Resolution No. 29-03 (attached) authorizing the Mayor and Village Clerk to execute a joint agreement between the State of Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village for the Busse Road Transit Corridor Improvements (Mark Street to Oakton Street) . (The ICRC has recommended the construction of sidewalk and bus shelter improvements along Busse Road from Mark Street to Oakton Street. A total of 14 bus shelters will be installed. (The project was approved for federal funding up to a maximum of $1, 080, 000. The construction cost estimate is $1, 078, 000 and construction engineering will cost an additional $84, 000. The ICRC will fund the remaining $82, 000. (Adequate funds are budgeted and available in the ICRC Fund for this purpose. Item K on the Agenda authorizes the hiring of Transystems Corporation to design the project. (A report from the Director of Engineering & Community Development, recommending approval, is attached. P) Consideration to adopt Resolution No. 30-03 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended January 1, 2000 for certain real estate located at 1845 Tonne Road, Elk Grove Village, IL. (The building at 1845 Tonne Road has been vacant for 18 months. The BioPort Corporation intends to purchase the building and complete significant renovations. (Cook County administers this program to encourage private investment in the county, and if approved for 6B status the property assessment is reduced from 36$ to 160. (BioPort estimates that over 25 jobs would be created for this business. Agenda for VB Meeting 04-22-03 8 (A report from the Economic Development Officer and a letter from the applicant are attached. ) Q) Consideration to adopt Resolution No. 31-03 (attached) appropriating funds in the amount of $57, 000 for preliminary engineering services for the Willow Creek Box Culvert Rehabilitation at Arthur Avenue. Pratt Boulevard, and Lunt Avenue Project No. BHOS - OOD1 (624) ; Section No. 02-000 48-00--BR. (This joint agreement between the Village and IDOT provides for preliminary design engineering for the culvert crossings of Willow Creek under Arthur, Pratt, and Lunt. (This Resolution appropriates the total $57, 000 cost of preliminary engineering services, 80* of which will be reimbursed upon completion. (Adequate funds are available in the ICRC Fund for this purpose. (A report from the Director of Engineering & Community Development, recommending approval is attached. ) 7 . REGULAR AGENDA A) Consideration of a request (attached) from Regency Square Apartments for a variation to permit the installation of two monument signs as follows: Free Standing 2 Not 2 Identification Permitted Signs 2 @ 45 sq. Sign Area ft. center mounted on a 4' high by 27' long masonry wall Note: There is currently a 40-sq.ft. single-faced free- standing sign which was approved under Resolution No. 91-77. (The petitioner is planning the installation of two 45 sq. ft. identification signs at the intersection of Perrie Drive and Landmeier Road. The signs are proposed to be mounted on 4-foot high, 22-foot long, masonry walls. (The signs would designate a point of arrival to the development and alert motorists that they are traveling through a residential community. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) Agenda for VB Meeting 04-22-03 9 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 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 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 20. UNFINISHED BUSINESS Agenda for VB Meeting 04-22-03 10 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) (Cont'd. to May 13, 2003, 7:45 p.m. ) VILLAGE ATTORNEY Direct the Village Attorney to prepare an ordinance to grant a request for a variation to the zoning Ordinance to allow the construction of a detached garage that would encroach approximately 2 feet into the required 6 foot setback at 1245 Hemlock Drive. (Long) 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 April 22, 2003 8:00 p.m. 6. CONSENT AGENDA (continued) R) Consideration to adopt Resolution No. 32-03 (attached) designating the Director and Alternate Director of the Suburban O'Hare Commission for the Village of Elk Grove Village. (This Resolution designates and appoints Craig B. Johnson as Director to the Suburban O'Hare Commission and Samuel L. Lissner as its Alternate Director. ) S) Consideration to adopt Ordinance No. 2934 (attached) approving and authorizing the appointment of a Director and Alternate Directors to the Solid Waste Agency of Northern Cook County for the Village of Elk Grove Village. (This Ordinance designates and appoints Craig B. Johnson as Director to the Solid Waste Agency of Northern Cook County and Chris Prochno and Gary E. Parrin as its Alternate Directors. (The Mayor and Board of Trustees appoint James P. Petri and Raymond R. Rummel as additional Alternate Directors. ) T) Consideration to adopt Ordinance No. 2935 (attached) designating the representative to the Northwest Suburban Municipal Joint Action Water Agency for the Village of Elk Grove Village. (This Ordinance designates and appoints Craig B. Johnson as Director to the Northwest Suburban Municipal Joint Action Water Agency and Samuel L. Lissner as its Alternate Director) . Addendum 04/22/03 2 U) Consideration to adopt Ordinance No. 2936 of the Village of Elk Grove Village, Cook and DuPage County, Illinois, providing for the issuance of a not to exceed $4, 500, 000 Tax Increment Revenue Note Devon / Rohlwing Redevelopment Project, Series 2003, and pledging certain incremental property tax revenues to the payment thereof. (The Ordinance will be distributed on Tuesday. ) V) Co id ration to aX inance No. 29 7 ame d ng Ordinance4 and auth zing £he Mayor and illage Clerk ecu the Sec Amendment to the R development t with Co i Construction Co pan (DEVON / R . (The Ordinance will be distributed on Tuesday. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, vadopalas, Walsh (8) Amendment to the Addendum to Regular Village Board Agenda April 22, 2003 8: 00 P.M. 6. CONSENT AGENDA (continued) V) Consideration to adopt Ordinance No. 2937 an ordinance authorizing the conveyance of two (2) Village-owned parcels to Corrib Construction pursuant to the Redevelopment Agreement for the Devon/Rohlwing Project. W) Consideration to adopt Resolution No. 33-03 approving an Engagement Letter between Chapman and Cutler and the Village of Elk Grove. (The engagement letter authorizes the Village to retain Chapman & Cutler as Bond Counsel for the issuance of tax increment revenue notes for the Devon/Rohlwing Redevelopment Project. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8) SECOND ADDENDUM to Regular Village Board Agenda April 22, 2003 8:00 P.M. 6. CONSENT AGENDA (continued) X) Consideration to waive the formal bidding process and to award a negotiated bid contract to Hoskins Chevrolet, Elk Grove Village, IL for a 2003 Chevrolet Impala in the amount of $18, 600. (The FY 2003-04 includes funds in the Village Manager's budget for a vehicle. The contract amount includes $1, 200 trade-in value for a 1993 Ford Taurus. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8)