HomeMy WebLinkAboutAGENDA - 04/23/2002 - VILLAGE BOARD AGENDA �1 •
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AGENDA
REGULAR VILLAGE BOARD MEETING
April 23, 2002
1. Call to Order
2. Invocation (Rev.R6dney L. Pickett, Pastor, Wesleyan Community
Church)
3. Approval of Minutes of April 9, 2002
4 . Mayor and Board of Trustees ' Report
5. Accounts Payable Warrant: April 23, 2002 / $480, 425. 16
6 . CONSENT AGENDA
A) Consideration to award a contract to the lowest responsive
and responsible bidder, Lino & Poli Plumbing, Inc. ,
Itasca, IL, for the addition and replacement of water main
valves at eighteen locations in . a total contract amount
not to. exceed $116, 000.
(Bid documents were obtained by six contractors, of
which three submitted bids. Upon review of the bids
submitted, Lino & Poli was determined to be the lowest
responsive and responsible bidder.
(After reviewing the bids, it was determined that it
would be beneficial to the Village to perform related
restoration work in-house. The deduction of restoration
charges was calculated as part of this bid review.
(Lino & Poli has performed this type of work for the
Village in the past and their performance was deemed to be
satisfactory.
(Adequate funds are budgeted and available in the FY
'02 Water & Sewer Fund.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
B) Consideration to award a service contract to Lyons/Pinner
Electric Companies, Lyons, , IL for the maintenance of
traffic signal and streetlight equipment for the period
May 1, 2002 through April 30, 2003 in a total contract
amount not to exceed $26, 478.28.
(This contract was originally bid and awarded to
Lyons/Pinner in FY 00/01 with an option to renew for up to ,
two additional one-year periods with the total contract
period not to exceed three (3) years.
(The Village has the option to extend this contract
for the twelve month period, May 1, 2002 through April 30,
2003.
Agenda for VB Meeting 04/23/02 • 2
(This contract will provide traffic signal maintenance
of seven (7) intersections and the maintenance of 446
Village-owned light posts.
(This amount reflects an increase over last year's
cost due to a 1.2% labor rate percentage increase and for
additional Business Park lighting systems.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
C) Consideration to award a contract to the lowest responsive
and responsible bidder, Genco Industries, Inc. , Crestwood,
IL, for installation of pumps, controls, and associated
repairs at the Route 83 Sanitary Lift Station in the
amount of their base bid of $41, 875 and contingencies in
the amount of $6,281, for a total contract amount not to
exceed $48, 156.
(Bid documents were obtained by five contractors, and
due to the specialized nature of this work, two submitted
bids. Upon review of the bids submitted, Genco Industries
was determined to be the lowest responsive and responsible
bidder.
(Genco has performed work for the Village in the past
and their performance was deemed satisfactory.
(Adequate funds are budgeted and available in the FY
102 Water and Sewer Fund.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
D) Consideration of the following:
• to waive the formal bidding process; and
• to renew a service contract with Chicago Communication
Services, Inc. , Elmhurst, IL to maintain the Village's
radio communication equipment in a total contract
amount of $35, 573. 60.
(Chicago Communications has maintained the Village's
radio equipment since 1982 and has provided reliable and
responsive service. In addition, this company is the
area's authorized Motorola service center.
(The total contract amount represents a $7, 383. 00
increase from last year's contract. This increase in the
contract is due to several pieces of equipment being added
to the contract. The total cost will fluctuate due to
equipment no longer under warranty being added to the
contract or the elimination of older equipment and
replacing older radios with new model radios.
(Sufficient funds are budgeted and available for this
purpose.
Agenda for VB*eting 04/23/02 • . 3
(Reports from the Director of Finance, Chief of
Police, Fire Chief, 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 a per unit cost basis as follows:
Unit
Unit Description Pricing
FY
02 03
10, 000 Sq. Ft. 5" PCC Sidewalk 2.50
100 Sq. Ft. 8" PCC Sidewalk 2.50
1, 850 Sq. Yd. 5" PCC Driveway Pavement 20. 00
100 Sq. Yd. 8" PCC Driveway Pavement 20. 00
100 Ln. Ft. Combination Concrete Curb & 9. 00
Gutter (B6-12)
2, 500 Ln. Ft. Combination Concrete Curb & A2.
Gutter (M)
10, 100 Sq. Ft. Sidewalk Removal
1, 950 Sq. Yd. Driveway Pavement Removal
2, 600 Ln. Ft. Combination Concrete ,
Curb/Gutter Removal
and at a cost not to exceed $110, 152.50 from the FY
2002/2003 Budget.
(Bid specifications were submitted by seven
contractors. Upon review of the bids submitted, RAI
Concrete, Inc. was determined to be the lowest responsive
and responsible bidder.
(Sufficient funds are budgeted in the proposed FY
02/03 Budget.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
F) Consideration of a request from La Magdalena Restaurant to
erect a temporary tent on the west side of their building
for outdoor seating from Friday, May 3 through Sunday May
5, 2002.
(La Magdalena requests this temporary structure for
the "Cinco de Mayo" weekend, which will seat no more than
ten tables on the west side of the building.
(The Village Board approved this same request last
year, and the Village experienced no problems with last
year's special event.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
Agenda for VB peeting 04/23/02 • 4
G) Consideration to award a professional service contract to
Civiltech Engineering, Inc. of Itasca, IL for construction
engineering services for the Busse Road and Devon Avenue
Intersection Improvement in an amount not to exceed
$282,204 from ICRC Funds.
(The Industrial/Commercial Revitalization Commission
has authorized the construction of the Busse Road and
Devon Avenue Intersection Improvement.
(The project will be constructed through the Surface
Transportation Program which provides 70 percent Federal
funding. The remaining funding for the project is a
combination of Cook County Highway Department and ICRC
funds.
(The project is scheduled for a contract letting by
the Illinois Department of Transportation on June 14, 2002
at an estimated cost of $3, 600, 000.
(Civiltech Engineering has completed the contract
plans and documents for the intersection improvement.
Additionally, they have served as one of the ICRC
transportation consultants and have successfully completed
several ICRC projects.
(Adequate funds for this project are budgeted and
available.
(A report form the Director of Engineering & Community
Development, recommending approval, is attached. )
H) Consideration to award a contract to the lowest responsive
and responsible bidder, A.L.B.S. Construction, Arlington
Heights, IL to perform the restoration of two pump houses
located on Greenleaf Avenue and Lively Boulevard for their
base bid of $127, 965. 86 and contingency amount of
$12, 796.58, for a total contract amount not to exceed
$140, 762. 00.
(Bid documents were obtained by 13 contractors, of
which five submitted bids. The bids were reviewed in
consultation with Structural Technologies, Inc. ,
Bloomingdale, the Village's consultant to this project.
A.L.B.S. Construction was determined to be the lowest
responsive and responsible bidder.
(Adequate funds are budgeted and available in the FY
102 Water & Sewer Fund.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
I) Consideration to award a contract to HTE, Inc. , Lake Mary,
FL for technical support and maintenance of the Village's
HTE financial software applications for the period May 1,
2002 through April 30, 2003 in a total contract amount not
to exceed $27, 025.
Agenda for VBOeting 04/23/02 0 5
(HTE, Inc. , supports the financial software utilized
for numerous functions, including payroll, water billing,
business licensing, accounting, and purchasing. The
Village has used HTE's software since 1990.
(The contract amount represents a 10.3% increase over
the current amount as the contractor is billing
maintenance costs at a full rate rather than a discounted
rate in the past.
(Sufficient funds are budgeted and available for this
purpose.
(A report. from the Director of Finance, recommending
approval, is attached. )
J) Consideration to award a professional services contract to
Just Networks, Inc. , Schaumburg, IL to provide advanced
technical support of the Village's local and wide area
networks for the period May 1, 2002 through April 30, 2003
in a total contract amount not to exceed $113,100.
(Just Networks has provided network maintenance and
support services to the Village for the past nine years,
and has served as primary support for a variety of
technology issues.
(The proposed rate amounts to an hourly rate of $116,
which represents no change to the current rate.
(Sufficient funds are budgeted and available in the FY
02/03 Budget for this purpose.
(A report from the Director of Finance, recommending
approval, is attached. )
K) Consideration of the following:
• To approve the Liability Insurance Premiums for Fiscal
Year 2002/2003, submitted by Arthur J. Gallagher &
Company, at a premium level as determined for the
following coverage:
FY 02103
Worker's Compensation Excess $ 38, 001
General Liability Package: 410, 023
Auto Damage
Building/Contents
EMIT/Paramedic Liability
Public Professional Liability
Police Professional Liability
Boiler & Machinery 15,182
Federal Flood Coverage 8,673
Excess Liability (HELP) 94,319
Community-Nurse/Clinics 6,969 ,
Fiduciary Liability - Pension Funds - 5,102
Underground Storage Tanks 4,055
Public Official Bond (2001 - 2005) 0
TOTAL $582,324
Agenda for VBOeting 04/23/02 • 6
and,
• to award a professional service contract to Gallagher-
Bassett for the administration of the Village's self-
insurance liability plan in an amount not to exceed
$60, 751, and
• to increase the FY '03 General Fund budget in the
amount of $46, 000.
(This year's premium renewal represents the same
limits and coverage that were negotiated last year with
the exception of new exclusions for terrorism and
mold/fungus. The insurance premiums for FY 2002/2003
represent an increase of $140, 531 (31. 8°.) from the current
year due to insurance market demands for higher premiums
directly attributable to the events of September 11 C°.
(The contract with Gallagher-Bassett to administer our
self-insured liability program represents a 7. 7% increase
over the previous year (from $56, 388 to 60, 751) .
(A 10a increase was budgeted in the FY '03 Budget for
renewals. The actual total exceeds the anticipated
increase by $46, 000.
(Sufficient funds are available for this expense.
(A report from the Director of Finance is attached. )
L) Consideration of the following with an effective date of
April 30, 2002:
• To increase the annual salary by 5a of the Village
Manager, for the 2002/2003 Fiscal Year; and
• To increase the annual salary by 4 . 5o of the Village
Attorney, for the 2002/2003 Fiscal Year.
M) Consideration to adopt Ordinance No. 2888 (attached)
amending Title 6, Section 6-4-1 E regulating the turning
movements at the intersection of Biesterfield Road and
Beisner Road.
(This Ordinance prohibits right-hand turns when the
traffic signal is red and when pedestrians are present at
the intersection of Biesterfield Road and Beisner Road.
(The purpose of this Ordinance pertains to the volume
of pedestrian traffic crossing Biesterfield Road at this
intersection. The pedestrian traffic is associated with
the Busse Woods Forest Preserve and ABMC. )
N) Consideration to adopt Ordinance No. 2889 (attached)
amending Section 6-4-5-1C (Prohibited Parking) of the
Village Code by adding these to a new paragraph which
Agenda for VB*eting 04/23/02 • 7
shall prohibit parking in the area located near the 1800
block of Greenleaf Avenue, Elk Grove Village.
(This parking prohibition is recommended in response
to restricted views caused by on-street parking at the
Plastag Corporation at 1800 Greenleaf.
(A report from the Chief of Police, recommending
approval, is attached. )
7 . REGULAR AGENDA
A) Consideration to approve proposed signage for Town
Cleaners at the Elk Grove Town Center.
(Town Cleaners location will be in half of the unit
previously occupied by Expresso Brewery.
(The total area of the proposed signage complies with
the allowable area permitted by the Village's sign
regulations.
(Village Board approval is needed because the signage
was not included in the original plans approved for this
use. All signage in the B-5 Town Center district requires
Village Board approval.
(A report from the Director of Engineering & Community
Development is attached. )
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a. Salt Creek Improvements
b. Street Repair Following Sewer Repairs
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Dill
a. Fence Code Text Amendment
b. Business Park Landscaping Maintenance
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
13. INDUSTRIAL/COMMERCIAL
REVITAJsIZATION COMMISSION - Trustees Lissner/Petri
a. Higgins/Oakton Landscaping & Improvements
b. Larndmeier Public Works Facility Additional Landscaping
C. Signage
d., Improvements To Industrial Well Sites/Street Signs
Agenda for VB*eting 04/23/02 8
14 . YOUTH COMMISSION - Trustee Prochno
15. PARADE COMMISSION - Trustee Czarnik
16. PLAN COMMISSION - Village Manager Parrin
a. PC Docket 02-2 - Text Amendments - Fences
(PH 2-6-02) (Continued 3-20-02/Fences Only)
b. PC Docket 02-5 - Text Amendment - Business & Trade Schools -
Chicago N.E. IL Dist. Council of Carpenters Apprentice &
Training Program (P.H. 5-1-02)
17. ZONING BOARD OF APPEALS - Village Manager Parrin
a. ZBA Docket 02-4 - Yellow Transport - Variation to allow an
existing 10' tall electric fence at 2425 Arthur Avenue (P.H.
4-18-02)
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
e. Special Events Committee - Mayor Johnson
19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk
20. UNFINISHED BUSINESS
VILLAGE BOARD
VILLAGE ATTORNEY
a. ZBA 02-3 - (998 Leicester Road) Direct Village Attorney to
prepare an Ordinance for a variation to allow construction of a
basement stairwell at 998 Leicester (PH 4-4-02)
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, Mac Arthur, Schmidt, Vadopalas, Walsh (8)
Consent Addendum
to the
AGENDA
Regular Village Board Meeting
April 23, 2002
6. Consent Agenda(cont)
O) Consideration to award a contract to the lowest responsive and responsible bidder,
Martam Construction, Elgin, Illinois, in the amount of$911,800 for the development
of a Clock Tower and Veterans Memorial Park with$905,800 to be funded by the
Residential Enhancement Fund and $6,000 to be funded by the Water& Sewer Fund.
(The Village received 8 bids on this project. Upon checkingqualifications and
references, the apparent low bidder was disqualified.' The recommendation is to
award the contract to the second low bidder, Martam Construction, who is the lowest
responsive and responsible bidder).
(At the recommendation of Planning Resources, the Clock Tower and Veterans
Memorial Park work were bid together to obtain an economy of scale savings from
one general contractor. In addition, a water main improvement project was included
with the bid to ensure proper coordination of the water main work in conjunction with
the Veterans Memorial Park project. The low bid price for the water main work is
several thousand dollars under the Public Works estimate.)
(The budget for the Veterans Memorial Park was increased by$185,000 due to
changes in the Park design as requested by the VFW and American Legion. Among
others, those changes included the installation of a drinking fountain, benches, larger
flagpole, larger monuments, and other items. With these additions, the total budget
for the Clock Tower and Veterans Memorial Park equals $923,235. However, the
Village received a$100,000 Illinois First Grant and may possibly be eligible to
potentially receive another$150,000 grant offsetting the Veterans Memorial Park
project by$250,000.
(The total contract cost to be awarded to Martam for the Clock Tower and Veterans
Memorial Park is $905,800. This amounts to $17,435 under Planning Resources
budget estimate. When the $250,000 grant funding is included, the project comes in
$267,435 under budget at a total out-of-pocket cost to the Village of$638,365).
(The project is scheduled to begin on or about June 1, and be substantially complete
by October 25, 2002.)
Please continue.....
M
P) Consideration of the following Residential Enhancement Items:
- to waive the formal bidding process; and,
- to award a contract to Illinois Lighting, North Aurora, Illinois to supply 1,200
street sign frames, poles, and finials as follows:
Various Street Sign Frames: $211,571.75
Street Sign Poles: $ 64,144.00
Street Sign Bases (w/logo): $210,600.00
Street Sign Finials: $ 41,256.00
---------------
Total: $527,631.75
(Planning Resources custom designed the street signs. The custom design includes
matching the Village's street light system combined with a poz-loc installation system for
ease of installation and maintenance).
(The street name signs, frames,bases, and finials are being custom manufactured by
Illinois Lighting, who is creating the Village's streetlights. This is a sole source item as
the street signs are designed to match the streetlights in material, color, and finish. The
sign bases will be smaller and identical to the street light bases, and they will include the
Village's logo. Illinois Lighting refers to the finish as the "Elk Grove" finish.)
(It will take Illinois Lighting approximately 6 weeks to supply the first street sign frames,
poles, finials, and bases. The street sign replacement is anticipated to being in July with
stop signs being replaced first throughout the Village and other signs to follow. Village
crews will be installing the signs.)
(The street sign replacement program is anticipated to be $200,000 under budget upon
completion,but the actual figure will be dependant upon the low bid pricing obtained for
the supplying of signs. The sign bids are due to be opened on May 1 with a contract
award on May 14.)
c: Mayor(2), Board of Trustees, Village Manager, Assistant Village Manager,
Department Heads, Village Attorney, Assistant to the Village Manager, Village Clerk