HomeMy WebLinkAboutAGENDA - 04/13/2010 - VILLAGE BOARD Next ORD: 3231 (3232)
Next RES. 22-10 (26-10)
Recess: 8:00 p.m.
AGENDA
REGULAR VILLAGE BOARD MEETING
April 13, 2010
7:00 p.m.
1. Call to Order
2. Pledge of Allegiance
Invocation (Pastor Edward Pelrine, Queen of the Rosary Church)
3. Approval of Minutes of March 23, 2010
4. Mayor and Board of Trustees' Report
5. Accounts Payable Warrant: March 31, 2010 $ 757,100.85
April 13, 2010 $ 430,823.24
6. CONSENT AGENDA
A) Consideration to concur with prior authorization and allow the placement of seven (7) tables
and a total of eighteen (18) chairs, for Chipotle Mexican Grill to accommodate outdoor
seating on the walkway in front of the restaurant during the summer months between April
1, 2010 and October 31, 2010.
(The Village has permitted similar requests for food establishments located in shopping
centers.
(Staff has reviewed the proposal to ensure that there will be no detrimental effects on
the immediate surrounding area and that the petitioner will properly maintain the site for
cleanliness and trash.
(If at any time Chipotle Mexican Grill fails to meet the requirements of the Village, the
special permission will be rescinded.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.) '
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B) Consideration to award a professional service contract to Civiltech Engineering, Inc. of
Itasca, IL for the Arlington Heights Road Retaining Wall Rehabilitation Project in an
amount not to exceed $9,716.
(On Thursday, April 1, 2010 the Village opened sealed bids for the Arlington Heights
Road Retaining Wall Rehabilitation Project.
(A proposal for construction engineering was received from Civiltech Engineering.
(Civiltech Engineering has successfully completed construction supervision for
numerous Industrial/Commercial Revitalization Commission projects.
(Adequate funds have been budgeted for this project in the Capital Projects Fund.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
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Agenda for VB Meeting 04-13-10 2
C) Consideration to award a construction contract to R &.W Clark Construction of Frankfort,
fN for the Arlington Heights Road Retaining Wall Rehabilitation Project in the amount not
to exceed $53,630 from the Capital Projects Fund.
(On Thursday, April 1, 2010 the Village opened sealed bids for the Arlington Heights
Road Retaining Wall Rehabilitation Project.
(A total of three (3)contractors submitted bids.
(The lowest bid was received by R & W Clark Construction.
(R & W Clark Construction successfully completed projects in the City of Chicago,
Homer Township, and Orland Park. Multiple references were very positive with the work
that was provided.
(Adequate funds have been budgeted for this project in the Capital Projects Fund.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
D) Consideration to pay the remaining balance of costs to Special Events Management of
Chicago, IL for services rendered during the 2009 Alexian Brothers Tour of Elk Grove in the
amount of$15,000.
(This final payment will close out all payments associated with the 2009 Alexian
Brothers Tour of Elk Grove.)
E) Consideration to award a Final Balancing Change Order in the amount of $32,140.17 for
five (5) different contractors for various trades working on the Village Green to be paid from
TIF Funds.
(The Director of Engineering and Community Development's April 5, 2010 memo
outlines the orders for various contractors that worked-on the Village Green in order to
finalize the project.
(A report from the Director of Engineering and Community Development,
recommending approval, is attached.)
F) Consideration to award a service contract to the low bidder Sebert Landscaping Company of
Bartlett, IL to provide turf restoration of damaged parkways throughout the Village in the
amount not to exceed $43,790.
(The bid opening was held on March 25, 2010 for re-sodding parkway turf areas that
have been damaged by tree removals, stump grinding, or Village utility repairs.
(The lowest responsive and responsible bidder was Sebert Landscaping Company.
(This contractor is currently responsible for the Village's residential landscape bed
maintenance contract and has satisfactorily completed numerous landscape construction and
maintenance contracts in the Village.
(Adequate funds are available in the General Fund ($10,000) and the Water/Sewer
Fund ($33,790).
(A report from the Deputy Director of Infrastructure, recommending approval, is
attached.)
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Agenda for VB Meeting 04-13-10 3
G) Consideration to award a professional service contract on an as needed basis to the lowest
responsive and responsible bidder, Beverly Materials of Elgin, IL to supply and deliver
Grade 9 gravel and #2 torpedo sand to the Village in an amount not to exceed $44,707.50.
(This contract was originally awarded on April 16, 2006.
(The contract provided for four(4) annual renewals through April 30, 2011.
(This is the final year of the contract.
(Beverly Materials has agreed to extend the contract without an increase.
(The recommendation is to renew the contract with Beverly Materials under the current
conditions in the amount of$44,707.50 for a 1-year period from May 1, 2010 through April
30, 2011.
(Adequate funds are budgeted for this purpose.
(A report from the Director of Public Works, recommending approval, is attached.)
H) Consideration to award a professional service contract to the lowest bidder, Alaniz
Landscape Group of Elgin, IL to furnish and plant deciduous trees in the Village parkways
in an amount not to exceed $44,655.
(The bid opening was held on March 18, 2010 for delivery and planting of 150
deciduous trees in Village parkways.
(A total of nine (9) bidders responded and Alaniz Landscape Group was the lowest
responsive and responsible bidder.
(Alaniz Landscape Group satisfactorily completed the parkway contract for the Village
in 2005 and 2006.
(Alaniz Landscape Group is in good standing with other nearby municipalities.
(The low bid received is 38.6% below the Engineer's Estimate.
(Adequate funds are available in the Recycling Fund.
(A report from the Deputy Director of Infrastructure, recommending approval, is
attached.)
I) Consideration to award a professional service contract to SunGard HTE, Inc. of Lake Mary,
FL for support and maintenance of our HTE software applications and custom program
modifications for the period from May 1, 2010 through April 30, 2011 in an amount not to
exceed $46,978.
(The Village has used HTE software since 1990.
(Software support from HTE is critical to our continuing to use them as they were
intended.
(Most of the requested funds ($41,478) will provide product support and program
updates for the ten (10) HTE applications used by the Village.
(The remaining ($5,500) portion of the requested funds reflects the maintenance costs
associated with custom modifications to the HTE software required by the Village.
(A report from the Director of Finance, recommending approval, is attached.) j
J) Consideration to award a service contract to Peters & Associates of Oak Brook Terrace, IL
for advanced technical support of the Village's computer networks for the period of
May 1, 2010 through April 30, 2011 in an amount not to exceed $49,600. j
Agenda for VB Meeting 04-13-10 4
(The requested amount would provide an average of three (3) days per month of
network support during fiscal year 2011.
(The role of this consultant is to assist in supporting our Microsoft Server, Active
Directory, . Exchange Environments, and assist with accomplishing our Long Range
Technology Plan initiatives.
(Peters & Associates has provided high-quality implementation and support services to
the Village for over two (2) years.
(As in the past, the requested support will only be used and billed on an as needed
basis.
(A report from the Director of Finance, recommending approval, is attached.)
K) Consideration to award a construction contract to MQ Sewer and Water Contractors, Inc. of
Elk Grove Village, IL for the Oakton Fire Station No. 8 parking lot patching in an amount
not to exceed $61,000 from the Capital Projects Fund.
(On Thursday, April 1, 2010 the Village opened sealed bids for patching work on the
parking lot of the Oakton Fire Station No. 8.
(A total of twenty (20) contractors submitted bids.
(The lowest bid was received from MQ Sewer and Water Contractors, Inc.
(MQ Sewer and Water Contractors, Inc. recently completed projects in the City of
Chicago, Village of Addison, and they completed the Lively Boulevard improvements for
Elk Grove in 2005.
(Adequate funds have been budgeted for this project in the Capital Projects Fund.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
L) Consideration to award a service contract to the lowest responsive and responsible bidder,
Northwest Landscape Services, Inc. of Elk Grove Village, IL to provide annual turf and
landscape maintenance throughout the Village in an amount not to exceed $94,003.66.
(The bid opening was held on April 1, 2010 for professional landscape maintenance
services for turf areas, landscape beds, and tree rings at numerous locations throughout the
Village including parkway and median turf, Municipal Complex, Village Green, fire
stations, public works buildings, lift stations, and well sites.
(A total of six (6) contractors submitted bids.
(Upon meeting with the Village to discuss the scope of the contract, the apparent low
bidder Alaniz Landscape Group requested that their bid for the turf and landscape bed I
maintenance contract be withdrawn from consideration. I
(The lowest responsive and responsible bidder was therefore received from Northwest
Landscape Services, Inc.
(Northwest Landscape Services, Inc. has successfully maintained turf and landscape
beds for numerous large commercial properties, residential homeowner associations, and
railroad right-of-ways.
(Adequate funds are available in the General Fund and the ICRC Fund.
(A report from the Deputy Director of Infrastructure, recommending approval, is
attached.)
M) Consideration to award a professional services contract with Municipal GIS Partners of Des
Plaines, IL for support services in connection with Elk Grove Village's Geographic j
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Agenda for VB Meeting 04-13-10 5
Information System (GIS) in an amount not to exceed $140,222 from the
Industrial/Commercial Revitalization Fund.
(In April of 2008, the Village Board entered into an agreement to join the GIS
Consortium (GISC), which is a group of seventeen (17) local communities that work
together to develop a cost-effective solution for implementing Geographic Information
Systems (GIS) and related technologies.
(By collaborating, communities create GIS opportunities otherwise unavailable
because of complexity and cost. The mission of the Consortium is to create value by
managing cost and risk in a cooperative environment.
(The foundation of the Consortium is its innovative staffing approach. To address this
issue, the Consortium outsources staffing and shares these resources among its members.
(The GIS Consortium's contracted service provider is Municipal GIS Partners (MGP).
(Elk Grove Village is an 80% allocation member for support services. This provides
for an in-house GIS Specialist 4 days a week.
(In addition to the Specialist, Elk Grove Village shares the services and receives the
benefits of six (6) other GIS staff members who are located off site.
(The Village's contract with MGP will run from May 1, 2010 to April 30, 2011.
(A report from the Deputy Village Manager, recommending approval, is attached.)
I) Consideration of the following:
• to award a professional service contract with Civiltech Engineering, Inc. of Itasca, IL
for the Busse Road and Greenleaf Avenue Intersection Improvements in an amount not
to exceed $172,326 from the Industrial Commercial Revitalization Budget; and
• to award a professional service contract with Civiltech Engineering, Inc. of Itasca,IL
for the Busse Road and Pratt Boulevard Intersection Improvements in an amount not to
exceed $167,171 from the Industrial Commercial Revitalization Budget.
(On October 13, 2009 the Village Board awarded a contract for Phase I Engineering
Services for improvements at Busse Road intersections with Pratt Boulevard and Greenleaf
Avenue.
(The improvements will enhance traffic operations and reduce congestion at those
intersections. i
(Two (2) separate proposals for these projects were solicited from Civiltech
Engineering, Inc. for engineering services consisting of the preparation of contract plans and
documents in accordance with Federal and State guidelines.
(Civiltech Engineering, Inc. is recommended based on their knowledge of State,
County, Village design standards, and successful design and construction engineering
services for numerous ICRC projects.
(Adequate funds are budgeted and available in the ICRC Professional Services
account.
(A report from the Director of Engineering and Community Development, I
recommending approval, is attached.)
O) Consideration to renew a purchase contract with Avalon Petroleum Company of Tinley Park,
IL for one year in an amount not to exceed $365,000.
(The low bid contract provides for four (4) annual renewals through April 30, 2014.
Agenda for VB Meeting 04-13-10 6
(The Village has had a favorable business relationship with Avalon Petroleum
Company for over ten (10) years.
(The contract period will be May 1, 2010 through April 30, 2011.
(A report from the Director of Public Works, recommending approval, is attached.)
P) Consideration of a request to hold a Public Hearing before the Plan Commission to consider
the petition of John Clery, representing Janusz Rucinski for a Special Use permit to operate a
general automobile repair shop in an I-1 Industrial District at 865 Nicholas Boulevard.
(It is Mr. Janusz Rucinski's intention to operate a general automobile repair shop at
865 Nicholas Boulevard.
(A date for the public hearing has been established as April 21, 2010.)
Q) Consideration to adopt Resolution No. 22-10 (attached) opposing a reduction of local
government distributive fund.
(Governor Quinn's proposed budget address on March 10, 2010 will impact Elk Grove
Village.
(The proposed withholding of municipal revenue will cause Elk Grove Village to lose
over $800,000 in revenue and will be forced to make local budget cuts and/or reductions of
service.)
R) Consideration to adopt Resolution No. 23-10 (attached) authorizing the Mayor and Village
Clerk to execute a Letter of Agreement between the Village of Elk Grove Village and
Chicago Running and Special Events Management, Inc., d/b/a Special Events Management
(SEM) to manage and produce the 2010 Alexian Brothers Tour of Elk Grove International
Bike Race.
(The Agreement covers only the 2010 Alexian Brothers Tour of Elk Grove, with the
balance of the costs for the race being borne by sponsors, entry fees, and the Village's 1%
Hotel/Motel Tax.)
S) Consideration to adopt Resolution No. 24-10 (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 501 Lively Boulevard.
(Gullo Development Corp. is attempting to lease the 10,305 square foot facility and has
allotted $40,000 to refurbish the existing facility.
(Gullo Development believes that approval of the Class 6B will allow them to lease the
property at a rate that is competitive with DuPage County communities.
(Eligibility requirements for 6B status are new construction, substantial renovation or
purchase of buildings that have been vacant for a period of time. This site qualifies with
special circumstances based upon the property being vacant for over 24 months and it is
without purchase value.
(The 6B property tax incentive allows a property tax assessment reduction from 36% to
16% of fair market value for a 12-year period.
(A report from the Deputy Village Manager, recommending approval, is attached.)
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Agenda for VB Meeting 04-13-10 7
T) Consideration to adopt Resolution No. 25-10 (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 880 Lively Boulevard.
(Gullo Development Corp. is attempting to lease the 5,611 square foot facility and has
allotted $32,000 to refurbish the existing facility.
(Gullo Development believes that approval of the Class 6B will allow them to lease the
property at a rate that is competitive with DuPage County communities.
(Eligibility requirements for 613 status are new construction, substantial renovation or
purchase of buildings that have been vacant for a period of time. This site qualifies with
special circumstances based upon the property being vacant for over 24 months and it is
without purchase value.
(The 6B property tax incentive allows a property tax assessment reduction from 36% to
16% of fair market value for a 12-year period.
(A report from the Deputy Village Manager, recommending approval, is attached.)
U) Consideration to adopt Ordinance No. 3231 (attached) amending Article B. Solicitors of
Chapter 9 Peddlers and Solicitors of Title 3 of the Village Code by establishing a permit fee
of forty dollars ($40.00) plus renewal fees for registered solicitors in the Village of Elk
Grove.
(This item was discussed at the March 23, 2010 Committee of the Whole.
(These fees cover the cost to do a background check and create an identification card
for every person desiring to engage in "soliciting" in Elk Grove Village.
7. REGULAR AGENDA
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a. Water Meter Replacement Program
b. Environmental Evaluation of Facilities
c. Biesterfield Road/Leicester Road Water Feature
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
a. No-Idle-Zone Ordinance
b. Business License Review
10. PERSONNEL COMMITTEE - Trustee Franke
11. RECYCLING & WASTE COMMITTEE -Trustee Feichter
a. No-Idle-Zone Ordinance
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12. INFORMATION COMMITTEE - Trustee Prochno
a. Providing Information to Community
b. Committee for Smoke-Free Elk Grove
c. Website Redesign
Agenda for VB Meeting 04-13-10 8
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13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION—Trustees Lissner/Petri
a. Landmeier Road & Arlington Heights Road Intersection Improvements
b. Master Plan to Revitalize the Business Park
c. Busse Road, Greenleaf Avenue & Pratt Boulevard Intersection Projects
d. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue
e. Lighting of Meacham Road from Nerge Road to Biesterfield Road
f. Biesterfield Road & I-290 Intersection
g. Devon Avenue Railroad Crossing Improvements
14. YOUTH COMMITTEE - Trustee Franke
15. PARADE COMMITTEE - Trustee Czarmk
16. PLAN COMMISSION - Village Manager Rummel
a. PC Docket #10-1 — Public Hearing to consider a petition for Special Use for the operation of
an automotive repair shop on the property located at 865 Nicholas Boulevard.
(PH 4-21-2010)
17. ZONING BOARD OF APPEALS - Village Manager Rummel
18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES
a. Cable Television Committee - Trustees Petri/Lissner
b. Board of Health& Community Services - Trustee Czarnik
c. Liquor Commission - Mayor Johnson
d. Special Events Committee - Mayor Johnson
e. Tour of Elk Grove Update—Mayor Johnson
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19. REPORT FROM VILLAGE CLERK
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20. UNFINISHED BUSINESS
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VILLAGE BOARD
VILLAGE ATTORNEY
21. REPORT FROM VILLAGE MANAGER i
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, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Jacobsen,
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Keegan (7), Knickerbocker, Boffice, Cavallini, Miller, Sammarco, Schmidt, Tromp