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HomeMy WebLinkAboutAGENDA - 03/23/1999 - VILLAGE BOARD Next ORD: 2681 (2681) Next RES. 8-99 (8-99) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING March 23, 1999 1. Call to Order 2. Invocation (Rev. Thomas G. Smith, Deacon, St. Nicholas Episcopal Church) 3. Approval of Minutes of March 9, 1999 4. President and Board of Trustees' Report 5. Accounts Payable Warrant: March 23, 1999 6 . CONSENT AGENDA A) Consideration of the following: • to waive the formal bidding process; and • to award a single-source purchase contract to the Environmental Safety Group, Clarendon Hills, IL for the purchase of eleven (11) sets of firefighting clothing in an amount not to exceed $11,484. 00. (The Fire Department is standardized on Fire Gear brand structural firefighting clothing. Environmental Safety Group is the regional distributor for Fire Gear equipment. (Sufficient funds are budgeted and available for this expense. (Reports from the Fire Chief and Purchasing Agent, recommending approval, are attached. ) B) Consideration of the following: • to waive the formal bidding process; and, • to award a purchase contract to Integrated Security Group (ISG) , Atlanta, Georgia for the purchase of one (1) thermal imaging camera in an amount not to exceed $14, 400; and (At the November 17, 1998 Village Board meeting, approval was given to purchase three ISG-K90 Talisman thermal imaging cameras and one wireless video link in an amount not to exceed $49, 600. There are presently funds in the amount of $50, 000 budgeted for this purchase. Agenda for VB Meeting 03-23-99 2 (The Foreign Fire Insurance Board, at its November 18, 1998 meeting, revisited the issue and approved the purchase of a fourth thermal imaging camera. All the stations will now have this equipment. (The thermal imaging cameras are primarily intended to locate victims inside of burning structures. These cameras can also locate "hot spots" inside of walls, ceilings and other non-visible and inaccessible locations. (A report from the Fire Chief, recommending approval, is attached. ) C) Consideration to award a professional service contract to Soil and Material Consultants, Inc. , Arlington Heights to provide construction material engineering services required for the 1999 MFT Program and Private Participation Concrete Program in an amount not to exceed $21, 000. (Quality control and material testing services for concrete and asphalt is required for the Annual Street Resurfacing Program contracts and the Private Participation Concrete Program. Approximately $1. 0 million in maintenance work will be performed this year. To ensure quality asphalt and concrete materials are provided to the Village, both plant and field-testing are performed on a regular basis during these programs. (Proposals were requested from three (3) engineering firms. We rated all firms qualified to perform these services with the necessary laboratory facilities, certified inspectors, testing equipment, and experience. Soil and Material Consultants, Inc. , submitted good references, and their hourly rates and unit prices, per test, were the lowest. They are an Illinois Department of Transportation recognized firm possessing quality experience with Illinois Department of Transportation certified personnel . (A report from the Director of Public Works, recommending approval, is attached. ) D) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction, Mt. Prospect, IL, to furnish bituminous paving materials on a per unit cost basis as follows: Qty Unit Description Unit Pricing FY 99/00 4,000 Tons Bituminous Concrete Course 16.75/Ton 1,000 Tons Bituminous Surface Course 20.00/Ton 500 Gals. Emulsified Asphalt SS-1 3.00/Gal. Agenda for VB Meeting 03-23-99 3 and at a total cost not to exceed $70, 500 from MFT fund and $18, 000 from the General Fund for a total cost of $88,500. (Arrow Road Construction was determined to be the lowest bidder after the hauling charge was calculated into the bid prices. The hauling charge is the cost incurred by the Village to pick up the materials at the vendor's location. The hauling charge is based on the mileage for that trip. (Sufficient funds have been previously appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent 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. , Carol Stream, IL for sidewalk, curb, gutter, and driveway removal and replacement on per unit cost basis as follows: Qty Unit Description Unit Pricing FY 99/00 60,000 Sq.Ft. 5" PCC Sidewalk 2.05 15,000 Sq. Ft. 8" PCC Sidewalk 2.15 200 Sq.Yd 5"PCC Driveway Pavement 19.50 100 Sq.Yd 8"PCC Driveway Pavement 21.00 4,000 Ln.Ft. Combination Concrete Curb & Gutter 8.05 B 6,000 Ln.Ft. Combination Concrete Curb & Gutter 8.05 M 75,000 S .Ft. Sidewalk Removal .40 300 Sq.Yd Driveway Pavement Removal 4.50 10,000 Ln.Ft. Combination Concrete 2.60 Curb/Gutter Removal and at a cost not to exceed $299, 100. 00 from the FY 1999/2000 Budget. (Sufficient funds are budgeted for this purpose. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) F) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction, Mt. Prospect, IL for a street milling and resurfacing on a per unit cost basis as follows: . � N Agenda for VB Meeting 03-23-99 4 Qty Unit Description Unit Pricing FY 99/00 59,836 Sq.Yd. Bituminous Concrete Surface Removal 1.00 Partial Width 1 ''/z" 53,498 Sq.Yd. Bituminous Concrete Surface Removal .85 Full Width 1 '/2" 16,585 Ton Bituminous Concrete Surface Course, 26.35 Mix. D 1,500 Ton Leveling Binder,Mix C,Type 2 26.35 19,745 Gal. Bituminous Prime Coat Material .55 100 Ton Prime Coat Aggregate 1.00 and at a cost not to exceed $592, 808. 80 from the MFT Fund. (Sufficient funds have been previously appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and the Director of Public Works, recommending approval, are attached. ) G) Consideration to award a professional services contract to Brothers Asphalt Paving, Inc. , Addison, IL for the Rohlwing Road and Cosman Road Asphalt Sidewalk Improvements Project at a total contract amount not to exceed $37, 893. 00. (Bids were solicited from nine (9) potential vendors of which eight (8) responded. Upon review of the bids submitted, Brothers Asphalt Paving, Inc. , was determined to have submitted the lowest responsive and responsible bid. (Brothers Asphalt Paving, Inc. has not performed work in Elk Grove Village. They have, however, recently completed similar projects for the Villages of River Forest, Lombard and the Addison Park District. After contacting these agencies, they all provided Brothers Asphalt with a a positive reference. (The Rohlwing Road portion of this contract was originally bid in October of 1998. However, those bids were rejected due to the fact that the Village received only two bids, both of which were considered to be high. The reason for the high bids was that the project was bid at the end of the construction season with a limited time- frame to complete the work. By rejecting those bids and combining both projects, the Village has saved $18,257 over last year's bid prices. (Adequate funds are budgeted and available for this project. Agenda for VB Meeting 03-23-99 5 (A report from the Director of Engineering and Community Development, recommending approval, is attached. ) H) Consideration of the following: • to award a professional services contract to C-A Construction, Bloomingdale, IL for the Arlington Heights Road/Lonsdale Road Cul-de-Sac Improvement Project at a total contract amount not to exceed $133,520. 75; and • to transfer funds in the amount of $14,520. 75 from the Grove Mall Redevelopment account to fund the additional construction work on the Arlington Heights Road/Lonsdale Road Cul-de-Sac Improvement Project. (Bids were solicited from fourteen (14) potential vendors of which eleven (11) responded. Upon review of the bids submitted, C-A Construction was determined to have submitted the lowest responsive and responsible bid. (C-A Construction has not performed work within the Village, although they are IDOT pre-qualified to perform the construction of this improvement. C-A Construction has completed multiple projects within the Villages of Elgin, Elmhurst, Evanston, Highland Park, and Wheeling. These other communities have commented very favorably on the quality of work from C-A Construction. (Adequate funds are available for transfer in the Grove Mall Redevelopment account for this project. (A report from the Director of Engineering and Community Development, recommending approval, is attached. ) I) Consideration of the following: • to award a purchase contract to the lowest responsive and responsible bidder, Hoskins Chevrolet of Elk Grove, for the purchase of one (1) 1999 Chevrolet 3/4 ton cab and chassis, 4-wheel drive with utility body and snowplow in an amount not to exceed $32, 765, including a trade-in of $3,235. 00 for a 1988 Chevrolet CK 30903; • to award a purchase contract to the lowest responsive and responsible bidder, Hoskins Chevrolet of Elk Grove, for the purchase of one (1) 1999 3/4 ton, 4-wheel drive & aluminum bed cap, pickup truck with snow plow in an amount not to exceed $29, 465, including a trade-in of $1,535. 00 for a 1988 Ford Ranger Pickup; and Agenda for VB Meeting 03-23-99 6 • to award a purchase contract to the lowest responsive and responsible bidder, Northwest Ford and Sterling Truck, Elmhurst, IL for the purchase of one (1) 1999 1-ton 81, 4 wheel drive, 4-door cab pickup truck with snow plow in an amount not to exceed $44,199, including a trade-in of $1,500. 00 for a 1980 Chevrolet K3500 Flatbed. (The Fiscal Year 1998-99 Budget has funds budgeted in the Water and Sewer Fund, Public Works General Account Fund and the Fire Department General Account Fund for these purchases. However, the vehicles will not be delivered until Fiscal Year 1999-00. The proposed FY 1999-00 budget reflects the carry over of these funds. The proposed Fire Department General Account Fund Budget for Fiscal Year 1999-00 will require a $5, 699 increase to provide adequate funds for the purchase of the 1-ton vehicle. Bid specifications were provided to twenty-one (21) potential bidders of which four (4) responses were received. (The Village will trade-in a 1988 Chevrolet CK 30903 and a 1988 Ford-Ranger Pickup to Hoskins Chevrolet. The Village will also trade-in a 1980 Chevrolet K3500 Flatbed to Northwest Ford and Sterling Truck. (Reports from the Purchasing Agent, Director of Public Works and Fire Chief, recommending approval, are attached. ) J) Consideration to authorize a purchase contract to O.C. Tanner Sales Company, Salt Lake City, Utah, for supplying employee service awards in an amount not to exceed $11, 000.00. (The service awards will be presented at the Annual Awards Banquet on April 16, 1999. O. C. Tanner has supplied service awards to the Village in the past. (Sufficient funds are budgeted and available for this expenditure. ) K) Consideration to increase the FY 1998-99 budget for the Grove Mall Fund in the amount of $287,520. (This increase is necessary to cover expenditures previously authorized or for contingency change orders arising from the development of the Town Center Plaza and Village Green. (A report from the Village Manager was previously distributed) . Agenda for VB Meeting 03-23-99 7 7 . REGULAR AGENDA None BOARDS AND COMMISSIONS 8 . CAPITAL IMPROVEMENTS COMMITTEE - Trustee Feichter a. Landmeier Public Works Internal and Facade Improvement b. Sidewalk/Street Light Improvements _ C. Undergrounding of Electrical Lines d. Cosman Road Asphalt Path e. West Side Garage Improvement f. Salt Creek Improvements g. Fire Station 7 Renovations/Improvements 9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner a. Wireless 9-1-1 Surcharge b. Adult Use Zoning Ordinance 10. PERSONNEL COMMITTEE - Trustee Petri a. Wellness Program b. Interest Based Bargaining C. Personnel Rules & Regulations 11. RECYCLING & WASTE COMMITTEE - Trustee Czarnik a. Scavenger Licenses 12. INFORMATION COMMITTEE - Trustee Dill a. Cable TV System Upgrade b. Y2K Compliance Project 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Parking Stall Size Requirements 14. YOUTH COMMISSION - Trustee Prochno a. Teen Dance 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. Pecora Annexation & Rezoning (PH 1-6-99) b. Cambridge Homes Annexation & Rezoning at southeast intersection of Biesterfield and Meacham for the development of 63 single-family homes and establishment of 7 acres of commercial property (PH: 2-17-99 and 3-3-99) C. Moloney Coachbuilders Special Use Permit (PH: 4-7-99) d. Microtel Motel Special Use Permit at northwest intersection of Commerce Drive and Higgins Road (PH: 4-21-99) e. Metricom Special Use Permit (PH: 5-5-99) 17. ZONING BOARD OF APPEALS - Village Manager Parrin 00 06 Agenda for VB Meeting 03-23-99 8 a. Gullo Property - Variation for reduction in required parking stall size for proposed industrial development on Touhy Avenue (PH 9-9-98) b. 250 Victoria Lane - Variation for front yard setback on corner lot property (PH 3-18-99) 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Community Service Board - Trustee Czarnik _ C. Liquor Commission - President Johnson 19. ORDINANCES RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS - a. Pending Action By Village Board None b. Pending Action by Village Attorney None 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, Vadopalas, Korn, Boffice, Cavallini, Cech, Englebrecht, Ingebrigtsen, MacArthur, Madden, Knickerbocker, Smith (2)