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HomeMy WebLinkAboutAGENDA - 03/12/2019 - Village Board AgendaAGENDA REGULAR VILLAGE BOARD MEETING March 12, 2019 7:00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (PASTOR STEFAN POTUZNIK, CHRISTUS VICTOR LUTHERAN CHURCH) 3. APPROVAL OF MINUTES OF FEBRUARY 26, 2019 4. MAYOR & BOARD OF TRUSTEES' REPORT 5. ACCOUNTS PAYABLE WARRANT: FEBRUARY 28, 2019 $ 2,076,531.99 MARCH 12, 2019 $ 691,738.63 6. CONSENT AGENDA a. Consideration of a request from Prince of Peace United Methodist Church, 1400 S. Arlington Heights Road, to waive permit fees in the amount of $331.00 for building renovations. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (The Director of Community Development recommends approval.) b. Consideration to approve the second quarter financial report ending October 31, 2018. (As part of the new financial software system, staff has created quarterly financial reports comparing year to date numbers to the prior year. (The Director of Finance recommends approval.) c. Consideration to award a purchase contract off the State contract to Heartland Business Systems of Little Chute, WI to provide two (2) Hewlett Packard network servers in an amount not to exceed $27,352.06. (The Village leverages a product called VMware to virtualize most of the network servers we require. (Two of our nine primary physical servers have reached the age that they're unable to run the latest version of VMware. (As a result the IT staff must delay upgrading to the latest version of VMware until these Pagel of 7 two servers have been replaced. (Our cost from the recommended vendor reflects the discount available to the Village through Hewlett Packard's contract with the State of Illinois (Contract # CMS694748A). (The Director of Information Technology recommends approval.) d. Consideration to award a construction contract to the lowest responsive and responsible bidder Native Landscape Contractors of Leland, IL for the Ditch Maintenance Program - 2019 project in the amount of $118,824.28 from the BLF Fund. (On Thursday, February 28, 2019 the Village opened sealed bids for the Ditch Maintenance Program - 2019 project. (The project scope of work includes brush clearing and reseeding 6.2 acres of ditches. (A total of four (4) contractors obtained contract documents, with two (2) submitting bids on the project. (The lowest bid was received from Native Landscape Contractors of Leland, IL in the amount of $118,824.28. (It is recommended that the contract be awarded to Native Landscape Contractors of Leland, IL in the amount of 118,824.28. (Adequate funds are available in the BLF Fund. (The Director of Public Works recommends approval.) e. Consideration to award a professional service contract to the lowest responsive and responsible bidder Trine Construction, of West Chicago, IL for the Water Main Improvements - Tanglewood Drive project in the amount of $684,350 from the Water & Sewer Fund. (On Thursday, February 28, 2019 the Village opened sealed bids for the Tanglewood Drive Water Main Improvement project. (The project consists of the installation of approximately 2,258 linear feet of 8" ductile iron water main pipe, 9 new fire hydrants with valves, 7 valves in vaults, the connection of 47 residential water services to the new main, HMA pavement patching, concrete and landscape restoration, and all incidental and collateral work necessary to complete the project. (A total of fourteen (14) contractors obtained contract documents, with thirteen (13) submitting bids. (The lowest responsive and responsible bid was received from Trine Construction of West Chicago, IL in the amount of $684,350. (Adequate funds are available in the Water/Sewer Fund. (The Director of Public Works recommends approval.) f. Consideration to award a professional service contract to the lowest responsive and responsible bidder Marc Kresmery Construction LLC, Inc. of Elgin, IL for the Nerge Lift Station and Rohwling Lift Station Rehabilitation project in the amount of $281,928 from the Water & Sewer Fund. (On Thursday, February 28, 2019, the Village opened sealed bids for the rehabilitation of the Nerge Lift Station and Rohwling Lift Station Rehabilitation project. (The project consists of cleaning the station, replacing various valves, discharge piping, base elbows, pipe fittings, and pump rail systems, while maintaining by-pass pumping of Page 2 of 7 the stations flow, and all incidental and collateral work necessary to complete the project. (A total of seven (7) contractors obtained contract documents, with three (3) submitting bids. (The lowest responsive and responsible bid was received from Marc Kresmery Construction LLC, Inc. of Elgin, IL in the amount of $281,928. (Adequate funds are available in the Water and Sewer Fund from the General Obligation Bonds. (The Director of Public Works recommends approval.) g. Consideration to increase a construction contract with Acqua Contractors Corp. of Villa Park, IL for the Storm Sewer Improvements - Beisner R.O.W. project in the amount of $96,216 for a total contract amount of $ 697,566, from the Water and Sewer Fund. (The Village awarded a construction contract to Acqua Contractors Corp. of Villa Park, IL, on May 8, 2018 for the Storm Sewer Improvement — Beisner R.O.W. project. (During the installation of the proposed storm sewer unknown utilities were discovered and had to be relocated. (In addition, as the project progressed into the fall the soils that were to be used to as backfill for the excavated existing storm sewer became heavily saturated and had to be hauled away and replaced with suitable backfill material. (As of this date, the project cost is anticipated to increase 16% over the original contract amount of $601,350. (The proposed increase of $96,216 will result in a total contract amount of $697,566. (Adequate funds are budgeted and available in Water and Sewer Fund. (The Director of Public Works has recommended approval.) h. Consideration of a request to award a sole source purchase contract to Washburn Machinery Inc. of Elk Grove Village, IL for the purchase of two (2) turnout gear washer extractors in the amount of $29,980 from the Capital Projects Fund. (The new fire stations have been designed to include turnout gear washers at each location to reduce the movement of contaminants. (The newest technology allows for the barcode scanning of gear at the time of washing to keep track of contaminant removal. (Unimac is the only gear extractor manufacturer that currently offers barcode technology. The area distributor for Unimac is Washburn Machinery, Inc. (The current gear washer at the current Fire Station 8 was purchased from Washburn Machinery and has been a reliable machine. Washburn Machinery also maintains the current machine. (MTI, the Village's fire station construction management firm, also has an established relationship with Washburn Machinery. (Adequate funds are available in the Capital Projects Fund. (The Fire Chief recommends approval.) i. Consideration of a request to award a sole source purchase contract to Advanced Communications Inc. of Michigan City, IN for the purchase of two (2) Mondopads for Fire Stations 8 and 10, and a touchscreen projection system for Station 8, in the total amount of $81,164 from the Capital Projects Fund. Page 3 of 7 (The meeting room equipment proposed for the new fire stations provides the ability to digitally connect with other Village facilities, including the Emergency Operations Center. (Advanced Communications previously installed the Mondopads and related equipment in the EOC, Fire Station 7, and Public Works. Advanced Communications also services the equipment. (The Village has a good working relationship with Advanced Communications, which is familiar with all of our equipment and network capabilities. (FGM, the Village's fire station construction architect, also has an established relationship with Advanced Communications and both have worked to ensure the network, cabling, and electronic connections are sufficient. (Adequate funds are available in the Capital Projects Fund. (The Fire Chief recommends approval.) Consideration of a request to award a sole source contract to U.S. Digital Designs of Tempe, AZ for the purchase and installation of station alerting systems for Fire Stations 8 and 10 in the total amount of $120,993 from the Capital Projects Fund. (In April 2013, Northwest Central Dispatch System (NWCDS) selected U.S. Digital Designs as the manufacturer and installation coordinator of all core alerting equipment installed in NWCDS member fire stations. (The Elk Grove Village Fire Department has been using U.S. Digital dispatch alerting equipment since 2014 and is pleased with its ease of use and advanced features. (Installation of alerting equipment is required at the new fire stations. Outdated, non - compatible equipment will be replaced. Some current equipment will be transferred to the new system. (The Fire Department has an excellent working relationship with the local U.S. Digital installation contractor. (Adequate funds are available in the Capital Projects Fund. (The Fire Chief recommends approval.) k. Consideration to award a professional services contract to Esscoe, Inc. of Lake Zurich, IL to install security hardware and software at our two new Fire Stations in the amount of $104,832 from the Capital Projects Fund. (The security proposed for the Village's two new Fire Stations will provide similar coverage to that already planned for Fire Station 7. (The benefits of this coverage include enhancing the security of Village assets within the Stations. (Given their role as a leader in the marketplace as well as their work on our previous video security projects, Esscoe, Inc of Lake Zurich, IL is the preferred vendor to implement the hardware and software required. (The design and proposals provided by Esscoe reflects their many years of security experience as well as their strong knowledge of our facilities and environment. (The Director of Information Technology recommends approval.) 1. Consideration to adopt Ordinance No. 3596 Amending section 6-4-3-1 One and Two -Way Stop Intersections of the Elk Grove Village Code to provide an additional stop sign at Walnut Lane. Page 4 of 7 (The Police Department is requesting the placement of a stop sign at the "T" intersection of Walnut Lane and Maple Lane. (The stop sign will control the traffic on westbound Walnut Lane from Tonne Road at Maple Lane. (Traffic Investigators conducted a study and observed a hazardous situation where vehicles making a left turn at the intersection were crossing into the oncoming traffic lane and not making an appropriate or safe turning maneuver. There is currently no traffic control device at this location. (The Chief of Police recommends approval.) in. Consideration to adopt Ordinance No. 3597 (attached) amending Title 8, Chapters 3A, 313, 3C, 3D, 3E, 3F, 3G, 3H and adding thereto Chapters 3I and 3J of the Building Activity Code of the Village Code of the Village of Elk Grove Village. (This Ordinance formally adopts the 2018 Edition of the International Codes (ICC) and state mandated codes for use by the Village. Additionally, the code includes minor amendments and/or deletions deemed necessary to address conditions specific to Elk Grove Village. (The adopted codes provide standardized regulations which are adopted by local governments for application within their communities. (The Director of Community Development recommends approval.) n. Consideration to adopt Resolution No. 15-19 (attached) authorizing the Mayor and Village Clerk to execute a Letter of Understanding between the State of Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village for maintenance responsibilities for the Elmhurst / Higgins / Touhy intersection improvement project. (The State of Illinois has prepared a Letter of Understanding to outline the mutual understanding between the Village of Elk Grove Village and the State of Illinois to serve as a written record of the maintenance responsibilities for the Elmhurst / Higgins / Touhy Intersection Improvement. (The attached letter calls out the responsibility for: maintenance and electrical energy for the operation of the traffic signals, Emergency Vehicle Preemption, and LED illuminated Street name signs at the intersections of: Elmhurst Rd at Greenleaf Ave, Elmhurst Rd at Estes Ave, Elmhurst Rd at Touhy Ave; the maintenance responsibility of the sidewalks, detectable warnings, shared -use path, water mains, and retaining walls; and the jurisdiction, ownership and maintenance of the decorative roadway lighting. (It is recommended that the Village adopt a Resolution authorizing the execution of the Letter of Understanding. (The Director of Public Works has recommended approval.) 7. REGULAR AGENDA a. Consideration to approve a sign package for Brittany's Bistro located at 914 Elk Grove Town Center. (Section 713-5-8 of the Elk Grove Zoning Ordinance requires all applications for sign permits in the B-5 Town Center Shopping District to be reviewed and approved by the Mayor and Board of Trustees. Page 5 of 7 (Brittany's Bistro submitted a sign package consisting of two (2) permanent wall signs and two (2) temporary wall signs. (The permanent building signage will total forty eight (48) square feet in area, which meets the allowable area permitted by the Village's sign regulations. (The Director of Community Development recommends approval.) 8. PLAN COMMISSION - Village Manager Rummel 9. ZONING BOARD OF APPEALS - Village Manager Rummel 10. YOUTH COMMITTEE - Trustee Franke 11. BUSINESS LEADERS FORUMS - Trustee Petri 12. CABLE TELEVISION COMMITTEE - Trustee Lissner 13. HEALTH & COMMUNITY SERVICES - Trustee Czarnik 14. INFORMATION COMMITTEE - Trustee Lissner 15. RECYCLING & WASTE COMMITTEE - Trustee Feichter 16. PARADE COMMITTEE - Trustee Czarnik 17. PERSONNEL COMMITTEE - Trustee Franke 18. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno a. Telecommunication Facilities b. Parking Regulations in Industrial Park 19. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Czarnik 20. AIRPORT UPDATE 21. MID -SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson 22. SPECIAL EVENTS COMMITTEE - Mayor Johnson 23. LIQUOR COMMISSION - Mayor Johnson 24. REPORT FROM VILLAGE MANAGER Page 6 of 7 25. REPORT FROM VILLAGE CLERK 26. UNFINISHED BUSINESS a. Consideration to hold a second reading to adopt Ordinance No. 3588 annexing certain property to the Village of Elk Grove Village and rezoning same in accordance with the Village's Comprehensive Plan and Zoning Map (Property along Higgins Road). 27. NEW BUSINESS 28. PUBLIC COMMENT 29. 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. Page 7 of 7