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HomeMy WebLinkAboutAGENDA - 04/10/2007 - VILLAGE BOARD Next ORD: 3117 (3123) Next RES. 17-07 (23-07) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING April 10, 2007 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance/Invocation (Rev. Stephen Somogye, Shinnyo-En) 3. Approval of Minutes of March 27, 2007 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: March 31, 2007 / $366,341.07 April 10, 2007/$414,354.81 6. CONSENT AGENDA A) Consideration to award a contract to Shemin Nurseries of Addison, IL to provide landscape plant materials in the Business Park in the amount not to exceed $11,504.40 from the ICRC Fund. (Total of five bids were received and it was determined that Shemin Nurseries was the lowest responsible and responsive bidder. (The contract requires two deliveries of a variety of perennials and shrubs. (Reports from the Director of Public Works and Director of Finance, recommending approval, are attached.) B) Consideration to award a service contract to Sebert Landscaping, Inc. of Bartlett, IL to provide Landscape Bed Maintenance in the amount not to exceed $46,706.44. (This contract was originally awarded for the period of April 1, 2006 through November 15, 2006. (This is the first of four possible renewals from the original contract. (The contract requires Landscape Bed Maintenance throughout the Village. (A report from the Director of Public Works, recommending approval, is attached.) C) Consideration to award a professional service contract to Soil and Material Consultants, Inc. of Arlington Heights, IL for the material inspection and testing of concrete and asphalt materials for the 2007 Motor Fuel Tax Street Maintenance Program in an amount not to exceed $11,751.00. (Soil and Material Consultants has provided this service to the Village for the past seven years, and they are pre-qualified by the State of Illinois to perform material testing services. Agenda for VB Meeting 04-10-07 2 (This year the Illinois Department of Transportation will provide both concrete and asphalt plant inspections at no cost to the municipalities. The Village will only need to provide field-testing of the materials during construction. (A report from the Director of Public Works, recommending approval, is attached.) D) Consideration to reject all bids for the replacement of Public Works Utility Division trucks, units#819 and#827, due to poor response and high bids. (The units bid were a sewer cleaning truck and a utility truck. (Two bids were received on both units and both significantly exceeded the amount budgeted for these vehicles. (Public Works will review and rewrite the technical specifications for bidding next fiscal year. (Funding will be carried over to the 2007- 2008 fiscal year. E) Consideration to award a contract to the lowest responsive and responsible bidder, Suburban Concrete of Hawthorn Woods, IL, for concrete maintenance on a per unit cost basis as follows: r Unit Descrition Unit Price Detectable Warnin s 5" $10.0S . Ft PC Concrete Sidewalk 5" $2.41 S . Ft PC Concrete Sidewalk 8" $2.51 S . Yd PCC Drivewa Pavement 5" $24.0 S . Yd PCC Drivewa Pavement 8" $27.9 Ln. Ft Comb. Conc., Curb/Gutter T e(B6-12) $7.7, Ln. Ft Comb. Conc., Curb/Gutter Type M5-12 $7.75 500 Ln. Ft Comb. Conc., Curb/Gutter Type 136-18) $7.7 500 Ln. Ft Comb.Conc., Curb/Gutter Type B6-24 $7.75 60,500 Sq. Ft Sidewalk Removal $1.0 3,300 Sq. Yd DW Pavement Removal $10.0 8,0001 Ln. Ft Comb. Conc. Curb/Gutter Removal $4.0 And at a cost not to exceed a total amount of$423,898.50. (Bids were obtained from eleven contractors. Upon review of the bids submitted, Suburban Concrete was determined to be the lowest responsive and responsible bidder. Agenda for VB Meeting 04-10-07 3 (A total of$324,898.00 is paid for through from the Motor Fuel Tax Fund and the remaining $99,000.00 is self-funded through the Private Participation Concrete Replacement Program. (Reports from the Public Works Director and Finance Director, recommending approval, are attached. F) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction of Mount Prospect, IL for Street Resurfacing on a per unit cost basis as follows: Unit Price Quantit Unit Description Hot-Mix Asphalt Surface Removal Partial Width 1- $1.2C [600 and 1/2" and Hot-Mix As halt Surface Removal Full Width 11/2" $1.15 ton Hot-Mix Asphalt Surface Coarse Mix C N-50 $55.0 ton Hot-Mix Asphalt Surface Coarse Mix D N-70 $55.2 ton Levelin Binder Machine Method N-50 $55.2 allon Bituminous Materials Prime Coat $1.2ton Aggregate(Prime Coat) $0.1 And at a cost not to exceed a total amount of$693,867.50. (Bids were obtained from five contractors. Upon review of the bids submitted, Arrow Road Construction of Mount Prospect, IL was determined to be the lowest responsive and responsible bidder. (This entire project is funded through the Motor Fuel Tax Fund. (Reports from the Public Works Director and Finance Director, recommending approval, are attached.) G) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction of Mount Prospect, IL for Street Maintenance Materials on a per unit cost basis as follows: Quantity Unit Description Unit Pric 500 ton Hot-Mix Asphalt Surface Coarse Mix C N-50 $41.0 30 gallon Bituminous Materials Prime Coat SS-1 in 5 Gal. Pails $5.0 2,800 ton Hot-Mix Asphalt Binder Course IL-19.0 N-50 $35.5 And at a cost not to exceed $121,400.00. Agenda for VB Meeting 04-10-07 4 (Bids were obtained from four contractors. Upon review of the bids submitted, Arrow Road Construction of Mount Prospect, IL was determined to be the lowest responsive and responsible bidder. (A total of $106,400.00 will be funded through the MFT Fund and the remaining$15,000 will be funded through the General Fund balance. (Reports from the Public Works Director, recommending approval, are attached.) H) Consideration to award a renewal contract to Landscape Concepts Management of Grayslake, IL to provide annual turf and landscape maintenance throughout the Village in the amount not to exceed$116,900.94. (This contract was bid and originally awarded for the term of April 15, 2005 through November 15, 2005 with the option to renew annually for up to four additional one-year extensions. (This is the second of four possible renewals from the original contract. (The contract requires turf and landscape maintenance service for the Municipal Complex, Public Works facilities, Fire Stations, medians, and other public areas. (Of the total contract, $73,948.00 will be paid for from the General Fund and $42,952.94 will be paid for from the ICRC Fund. (In addition to the previous contract, the Village will be adding five well sites and six Gateway Sign locations to the contract at a total cost of$7,000. (A report from the Director of Public Works, recommending approval, is attached.) I) Consideration to award a professional service contract to the lowest responsive and responsible bidder, Best Quality Cleaning Inc., of Franklin Park, IL for custodial services at 666 Landmeier Road and 901 Brantwood, in an amount not to exceed $33,564.00. (After checking six of the low bidder's references, it was determined that Best Quality Cleaning was the most responsive bidder. (Due to questionable business practices of the low bidder, the contract will be awarded to the second lowest bidder, Best Quality Cleaning. (The contract period would be May 1, 2007 through April 30, 2008, with the option to renew annually through April 30, 2012. (Reports from the Director of Public Works and Director of Finance, recommending approval, are attached.) 7) Consideration to award a professional service contract to the lowest bidder, St. Aubins Nursery of Kirkland, IL for planting 150, 4"deciduous trees in the Village parkways, in an amount not to exceed $74,700.00. Agenda for VB Meeting 04-10-07 5 (Bids were obtained from nine contractors. Upon review of the bids submitted, St. Aubins Nursery of Kirkland, IL was determined to be the lowest responsive and responsible bidder. (The contract requires 75 deciduous trees be planted in this spring, and another 75 this fall for a total of 150, 4" trees. (The account payments will be split between the corporate account and the beautification account. (Private Property Tree Planting of 2 %x" trees will be available to homeowners for the cost of$279.00 per tree. (A report from the Director of Public Works, recommending approval, is attached.) K) Consideration to issue a purchase contract with Foster Coach of Sterling, IL for a 2006 Ford E-450 Type III Medtec Ambulance in an amount not to exceed $122.915.00 from the Capital Replacement Fund. (Ford stopped production of ambulance chassis in 2007 due to legal dispute with Navistar. (Finance cleared the letter of intent sent to Foster Coach regarding the available 2006 chassis. (The total amount of $122,915.00 includes a discount of $1,272.00 per the quotation dated March 7, 2007. (Adequate funds are available. (Reports from the Director of Public Works and Finance Director, recommending approval, are attached.) L) Consideration to award a contract to HD Supply Waterworks of Carol Stream, IL for the first two (2) phases of the installation of radio-read water meters in the Business Park as part of the Water Meter Replacement Program in an amount not to exceed $1,200,000 from the Water/Sewer Fund. (The Department of Public Works received eight proposals from five (5) different vendors to replace an estimated 11,900 water meters throughout the Village. (The meters are being upgraded in order to improve accuracy, add automation, and improve the efficiency of the meter reading and water billing function. (The request provided a turnkey system that includes furnishing and installing the meters, scheduling appointments, furnishing all equipment to read and electronically record the meter readings, furnishing software, and training Finance and Public Works in the use of the equipment and software. (Upon review of the submitted proposals, HD Supply Waterworks was determined to be the most responsible and responsive provider. (The project is planned for four (4) phases, estimated at $600,000 per year for a total of four (4) years. This contract award covers the first two phases of the project. Agenda for VB Meeting 04-10-07 6 (The Capital Improvements Committee has reviewed the program and staff recommendation. (A report from the Director of Public Works, recommending approval, is attached.) M) Consideration to adopt Resolution No. 17-07 (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 2200 Busse Road. (DuPont Fabros has purchased a 450,000 square foot facility at 2200 Busse Road. (Dupont Fabros will be making a $77,000,000 investment in the purchase and renovation of this facility. (They will be creating 25 highly skilled positions. (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies as it is a substantial renovation to an existing building. (The 613 property tax incentive allows a property tax assessment reduction from 36% to 16% of fair market value for a twelve-year period. (A report from the Economic Development Coordinator, recommending approval, is attached.) N) Consideration to adopt Resolution No. 18-07 (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 1951 Lively Boulevard (American Granite has indicated that they intend to purchase the facility at 1951 Lively Boulevard. (This facility will be purchased from Gullo International and has previously been vacant for two years. (American Granite will be making a $3,000,000 investment through the renovation of this facility. (They are anticipating the creation of 30 positions. (Eligibility requirements for 613 status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies as it is a substantial renovation to a building that has been vacant for a significant period of time. (The 6B property tax incentive allows a property tax assessment reduction from 36% to 16% of fair market value for a twelve-year period. (A report from the Economic Development Coordinator, recommending approval, is attached.) Agenda for VB Meeting 04-10-07 7 O) Consideration to adopt Resolution No. 19-07 (attached) determining the appropriateness for renewal and extension of Class 6B status (accepted by Resolution No. 13-00) pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 2200 East Pratt Boulevard. (Material Sciences Corporation has requested an extension. (They have invested over $12,000,000 on environmental remediation on the property and have also invested $4,000,000 in railway improvements for service to their property, in addition to other improvements made to the facility. (This item was discussed at the March 27,2007 Committee of The Whole. (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies as it is a substantial renovation to a building. (The 613 property tax incentive allows a property tax assessment reduction from 36%to 16% of fair market value for a twelve-year period. (A report from the Village Manager is attached.) P) Consideration to adopt Resolution No. 20-07 appropriating funds in the amount of $185,000 for right-of-way acquisition for the Arlington Heights Road and Devon Avenue Intersection Improvement Project No. M-8003 (568) Section No: 05-00050- 00-CH. (On March 12, 2007, the Illinois Department of Transportation and the Federal Highway Administration granted design approval for the Arlington Heights Road and Devon Avenue Intersection Improvement. (The project construction will require the acquisition of right-of-way from eight properties. The Village has secured fifty percent Federal funding participation from the Northwest Municipal Conference for the right-of-way acquisition. (As a function of the execution of this Agreement, a Resolution appropriating the Village's share of costs ($185,000) must be adopted. Funds are available for this project in the ICRC Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached. Q) Consideration to adopt Resolution No. 21-07 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 1401 Estes Road. (Estes JB, LLC has purchased the building at 1401 Estes, which has been vacant since May 2006. (Estes JB, LLC will be making $500,000 worth of improvements through the renovation of this facility. (The investment will create 20 to 45 new positions. Agenda for VB Meeting 04-10-07 8 (Eligibility requirements for 6B- status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies as it is a substantial renovation to an existing building. (The 6B property tax incentive allows a property tax assessment reduction from 36%to 16% of fair market value for a twelve-year period. (A report from the Economic Development Coordinator, recommending approval, is attached.) R) Consideration of the following: • to adopt Resolution No. 22-07 authorizing the Mayor and Village Clerk to execute an Assignment and Assumption Agreement in order to purchase property located at 321 Bond Street in Elk Grove Village; and • to increase the Capital Projects Fund in the amount of$1,750,000. (The Village Attorney will provide a copy of the agreement prior to the April 10, 2007 Village Board meeting. (The increase in the Capital Projects Fund is needed to cover purchase and acquisition costs for Police Station property.) S) Consideration of the following items for Fiscal Year 07-08: • To authorize a 3.25%value increase and a .25%market adjustment to non-union step-pay-plan positions and specific rate-pay-plan positions; • To authorize a 3.25% value increase and a .25% market adjustment to the merit pay plan; • To authorize a 0% to 5% eligibility range for defined merit employees who are within the 66%of the pay range, funded at 4.25%; • To authorize an increase in an amount of $25 to each category of longevity payments for non-union step-pay plan employees; and • To authorize an increase in an amount of $25 to each category of MEP allowances to non-union merit pay plan employees. • To approve a salary for the Village Attorney of$169,067; • To adopt Ordinance No. 3117 (attached) amending wages for residential water meter readers; • To adopt Ordinance No. 3118 (attached) amending wages for school crossing guards; • To adopt Ordinance No. 3119 (attached) amending wages for Custodian, Porter, Health Code Enforcement Officer, and Cable Production Assistant; • To adopt Ordinance No. 3120 (attached) amending the hourly rates for summer employees and Village Interns; and • To adopt Ordinance No. 3121 amending the Classification and Salary plans; the Classification Plan; and Salary Ranges for Merit Pay Plan positions; and the Step-Pay Plan Rates for General Step-Pay Plan Positions of the Village Code of the Village of Elk Grove Village. Agenda for VB Meeting 04-10-07 9 (Ordinance No. 3121 will be available in the Village Clerk's Office on Tuesday evening.) T) Consideration to adopt Ordinance No. 3122 (attached) to grant a variance of Section 3-7:13.3 of the zoning ordinance to permit the replacement of an existing, legal non conforming wood fence that extends seventeen feet beyond a line extended from the nearest front corner of the principal building located on an adjacent single-family residential lot on property located at 992 Tennessee Lane. (This item was discussed at the March 27, 2007 Village Board Meeting and currently appears under Unfinished Business of the Village Attorney.) 7. REGULAR AGENDA A) Consideration to approve a sign variation for the Elk Grove Park District's Fox Run Golf Links, 333 Plum Grove Road, as follows: Item Proposed Permitted by Variation Ordinance Requested Number of ID Signs 2 1 1 - 100% increase 1 existing 48 square feet per illuminated face—96 Sq. Ft. freestanding sign total 1 new non- 60 Sq. Ft. per Face 45 Sq. Ft. Total 171 Sq. Ft.—Total illuminated 120 Sq. Ft. Total 380% Increase monument sign 216 Sq. Ft. Total (Elk Grove Park District is requesting a variation to the Sign Ordinance to allow construction of a non-illuminated monument sign located near the entrance of Fox Run Golf Links parking lot. (The Department of Engineering & Community Development agrees that the proposed sign is necessary to adequately identify the entrance to the parking lot. (The sign is a tastefully designed prairie stone monument sign that will be landscaped at the base. (It will be located twenty feet (20') from the roadway and will not create an obstruction to vision for motorists entering or leaving the site. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue b. Water Meter Replacement Program Agenda for VB Meeting 04-10-07 10 9. JUDICIARY, PLANNING AND ZONING COMMITTEE -Trustee Lissner 10. PERSONNEL COMMITTEE -Trustee Feichter a. Health Insurance 11. RECYCLING & WASTE COMMITTEE - Trustee Dill 12. INFORMATION COMMITTEE - Trustee Prochno a. Providing Information to Community b. Committee for Smoke-Free Elk Grove 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION—Trustees Lissner/Petri a. Higgins/Oakton Landscaping b. Improvements to Industrial Well Sites c. Improvements to Street Signs d. Lively Blvd. —Touhy to Devon e. Devon &Arlington Heights Intersection Improvements 14. YOUTH COMMITTEE - Trustee Prochno 15. PARADE COMMITTEE -Trustee Czamik 16. PLAN COMMISSION- Village Manager Rummel 17. ZONING BOARD OF APPEALS -Village Manager Rummel None 18. REPORTS OF OTHER BOARDS. COMMISSIONS &COMMITTEES a. Cable Television Committee- Trustees Petri/Lissner b. Health&Community Services Board -Trustee Czamik c. Liquor Commission- Mayor Johnson d. Special Events Committee- Mayor Johnson e. O'Hare Update-Mayor Johnson f. Bike Race Update—Mayor Johnson g. Administrative/Public Safety Complex Construction—Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS Agenda for VB Meeting 04-10-07 11 VILLAGE BOARD None VILLAGE ATTORNEY a. Direct the Village Attorney to prepare an ordinance granting a fence variation at 992 Tennessee Lane, Elk Grove Village, IL (ZBA Docket 07-1) 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, Rummel, Roan, Boffice, Cavallini,Cech,Knickerbocker,Miller,Schmidt, Tromp, Jacobsen,Walsh(6)