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HomeMy WebLinkAboutAGENDA - 03/08/2016 - VILLAGE BOARD AGENDA �v4Gg0VE 9 F r 6 Z f f+CePTIO.NAL LOC+J AGENDA REGULAR VILLAGE BOARD MEETING March 8, 2016 7:00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (PASTOR MIKE GATES, LIVING HOPE CHURCH) 3.APPROVAL OF MINUTES OF FEBRUARY 23, 2016 4. MAYOR&BOARD OF TRUSTEES' REPORT 5.ACCOUNTS PAYABLE WARRANT: FEBRUARY 29, 2016 $1,775,041.60 MARCH 8, 2016 $ 977,778.18 6. CONSENT AGENDA a. Consideration to award.a professional service contract to Ayers Associates Inc. of Madison, WI for aerial orthophotography and planimetric mapping updates as part of the GIS Consortium purchasing agreement in an amount not to exceed $63,211 from the Water/Sewer Fund. (Elk Grove Village has been a member of the GIS Consortium since 2008. (The GIS Consortium (GISC) is a group of local communities that.have worked together to develop a cost-effective solution for implementing geographic information systems (GIS) and related technologies. (One of those cost-effective solutions is to purchase aerial photography/mapping in bulk through the Consortium's 23 municipalities. (The GIS Consortium Board of Directors appointed a Base Mapping Committee to initiate a selection process for a photogrammetric mapping consultant, and Ayers Associates was the selected vendor. (As part of the pricing agreement, Ayers Associates uses economies of scale to provide their services at a reduced price. (As part of this year's mapping program, Ayers Associates will produce updated aerial imagery of the Village and perform planimetric imagery updates within the Elk Grove Village community. (The Assistant Village Manager recommends approval.) b. Consideration_to award a professional service contract with Suburban Concrete of Mundelein, IL for the 2016 Village-Wide Concrete Replacement Program in an amount Page 1 of 6 not to exceed $348,919. (On Tuesday, February 23, 2016, the Village opened sealed bids for the 2016 Village- Wide Concrete Replacement Contract. (This contract provides for rehabilitation of concrete sidewalk and curbs along Village roadways as part of the street resurfacing program. (With the favorable bid unit prices.for PCC sidewalk, it is recommended to increase the contract in the amount of$45,000 to allow for more sidewalk removal and replacement throughout the Village. (The lowest and responsible bid was received by Suburban Concrete of Mundelein, IL to award the 2016 Village Wide Concrete Replacement Contract in an amount not to exceed $348,919. (The Director of Public Works recommends approval.) C. Consideration to award a professional service contract with Civiltech Engineering of Itasca, IL to provide the necessary construction engineering services for the Arthur Avenue Culvert Project in the amount of$519,352 from the Water/Sewer Fund. (Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction engineering services for the Arthur Avenue Culvert Project. (The project includes for the removal of storm sewer, 1,772 feet of 78" culvert pipe removal, 2,424 feet of TW x 5'H box culvert installation, 1,489 feet of 60" culvert pipe installation, 1,388 feet of storm sewer installation, sanitary sewer and force main installation/bypass; pavement restoration, landscape restoration, and all incidental and collateral work necessary to complete the project. (The Director of Public Works recommends approval.) d. Consideration to award a professional service contract with Arrow Road Construction Company of Mount Prospect, IL for the 2016 MFT Hot-Mix Asphalt Resurfacing Contract in the amount of$1,040,479.66 from the Motor Fuel Tax Fund (MFT) and BLF. (On Tuesday, February 23, 2016, the Village opened sealed bids for the 2016 MFT Hot- Mix Asphalt Resurfacing Contract. Five (5) contractors obtained bid documents and four (4) submitted bids. (This contract provides milling, patching, and asphalt resurfacing on 4.63 miles of Village streets. (The lowest responsive and responsible bid was received from Arrow Road Construction Company of Mount Prospect, IL. This bid is 9.65 percent lower than the Engineer's Estimate. (This contractor has completed several projects for the Village including last year's MFT program. (It is recommended that a contract for the 2016 Hot-Mix Asphalt Resurfacing Contract be awarded to Arrow Road Construction Company in an amount not to exceed$1,040,479.66. (Sufficient funds for this contract are budgeted in the MFT and BLF accounts. (The Director of Public Works recommends approval.) e. Consideration to award a contract for furnishing Hot-Mix Asphalt Materials with Arrow Road Construction Company of Mount Prospect, IL for the 2016 MFT Hot-Mix Asphalt Material Purchase Contract in the amount of$94,040 from the Motor Fuel Tax Fund Page 2 of 6 (MFT) and the Water & Sewer Fund. (On Tuesday, February, 2016, the Village opened sealed bids for the 2016 MFT Hot-Mix Asphalt Material Purchase Contract. Four (4) vendors obtained bid documents and two (2) submitted bids. (This contract provides asphalt materials used by the Department of Public Works for residential and business park street patching operations. (The lowest responsive and responsible bid adjusted for mileage cost was received from Arrow Road Construction Company of Mount Prospect, IL. This bid is approximately 3 percent lower than the Engineer's Estimate. (This contractor has previously supplied asphalt materials to the Village and has successfully completed several projects for the Village including last year's MFT program. (It is recommended that a contract for the 2016 Hot-Mix Asphalt Material Purchase Contract be awarded to Arrow Road Construction Company in the amount not to exceed $94,040.00. (Sufficient funds for this contract are allocated in the FY 2017 budget through the Motor Fuel Tax (MFT) Fund and the Water& Sewer Fund. (The Director of Public Works has recommended approval) f. Consideration to award a construction contract to the lowest responsive and responsible bidder Swallow Construction Corporation of Downers Grove, IL for the Culvert Improvements - Arthur Avenue project in the amount of$5,555,555,55 from the Water/Sewer Fund. (On Tuesday, February 23, 2016 the Village opened sealed bids for the Culvert Improvements.- Arthur Avenue project. (A total of six (6) contractors obtained contract documents, with four (4) submitting bids on the project. The bid tabulation is attached. (The project includes for the removal of storm sewer, 1,772 feet of 78" culvert pipe removal', 21424 feet of 7'W x 5'H box culvert installation, 1,489 feet of 60" culvert pipe installation, 1,388 feet of storm sewer installation, sanitary sewer and force main installation/bypass, pavement restoration, landscape restoration, and all incidental and collateral work necessary to complete the project. (The lowest responsive and responsible bid was received from Swallow Construction Corporation of Downers Grove, IL. (Adequate funds are available in the Business Park Infrastructure Bond Program Account. (The Director.of Public Works recommends approval.) & Consideration to authorize Elk Grove Village to participate with the municipalities of Hanover Park, Itasca, Roselle, and Schaumburg regarding the Commonwealth Edison plan to install high tension power lines along the Elgin-O'Hare Expressway on an equal share basis with the establishment of an Elk Grove budget amount of up to $100,000 for this participation. (Commonwealth Edison is seeking to install high tension power lines of up to 170 feet in height along the Elgin-O'Hare expressway. Elk Grove Village along with Hanover Park, Itasca, Roselle, and Schaumburg have participated in discussions with ComEd regarding Page 3 of 6 the impact of these power lines. (Elk Grove Village desires to be an equal share partner with the other 4 impacted communities on any studies or actions the communities may take to mitigate the impact of these power lines on the communities. (This agenda item will establish a budget of up to $100,000 for this participation activity subject to any costs being equally shared by the other participating municipalities.) h. Consideration to adopt Resolution No. 6-16 (attached) authorizing the Mayor to execute a Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook County Class 6B Property Tax Exemption status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 1251-1253 Pagni Drive. (The Law Offices of Sarnoff& Baccash, on behalf of Steven Michael Properties, LLC (Applicant), is seeking a Cook County Class 6B Property Tax Exemption for 1251-1253 Pagni Drive. (The Applicant intends on purchasing the building to house two businesses owned by the Applicant. One company is Print Management. Print Management is an industrial printer and will use one of the units for light assembly, warehousing, and distribution of printing materials. The other unit will be occupied by Access 1. Access 1 is a furniture distributor. (The Applicant is currently located in Schiller Park. Combined, the companies employ approximately ten (10) full time employees. Due to business expansion, the business owner intends to hire an additional eighteen employees between the two companies. (The subject property consists of an approximately 20,000 square foot building that has been 100% vacant since May 31, 2015. (The Applicant intends on spending $107,000 to refurbish both the interior and exterior of the building including: installation of metal paneling at entryway; paint all six window frames; seal coat and stripe parking lot; demolish and replace all landscaping per application packet; replace concrete apron and driveway on east side of the building to conform to ICRC standards; redesign west apron to conform to ICRC standards; replace front walks; and refurbish guard rail on east side of building. (The eligibility requirements for 613 status are new construction, substantial renovation, or buildings that have been vacant for a period of time. (This site qualifies as it involves occupation of an abandoned building for less than twenty-four(24) months continuous vacancy with a purchase for value, special circumstances and significant rehabilitation. (Property approved for Class 6B status allows the owner of the property to have the assessment level lowered for a period of twelve years. The assessment schedule is 10% of fair market value for ten years then 15% in the eleventh year and 20% in the twelfth year. Industrial property is currently assessed at 25% of fair market value in Cook County. (The Director of Business Development and Marketing recommends issuing a Letter of Receipt.) i. Consideration to adopt Resolution No. 7-16 authorizing the Mayor and Village Clerk to execute an Advance Deposit Agreement between the Village of Elk Grove Village and Commonwealth Edison for the installation of a new transformer and switchgear to provide power to the Golf Road water level monitoring equipment associated with the Busse Woods Reservoir South Dant Modification Project. Page 4 of 6 (The agrecment requires the Village to pay $51,061.98 for the installation of the new switchgear and transformer. (The switchgear and transformer are required in order to provide a consistent and reliable power source for the water level monitoring equipment associated with the Busse Woods Reservoir South Dam Modification Project. (The Director of Community Development recommends approval.) J. Consideration to adopt Ordinance No. 3447 which authorizes the acceptance of a Contract and By-Laws document of the Intergovernmental Personnel Benefit Cooperative (IPBC) and authorizes membership in the IPBC. (This Ordinance will authorize the Village to enter into an Intergovernmental Personnel Benefit Cooperative. (Becoming a member of the IPBC will reduce the costs of administration and insurance purchases while maintaining the level of benefits and coverage currently offered to Village employees.) 7. REGULAR AGENDA 8. CAPITAL IMPROVEMENTS COMMITTEE -Trustee Petri 9. JUDICIARY, PLANNING AND ZONING COMMITTEE- Trustee Lissner 10. PERSONNEL COMMITTEE -Trustee Franke 11. RECYCLING &WASTE COMMITTEE - Trustee Feichter 12. INFORMATION COMMITTEE -Trustee Prochno a. Providing Information to Community 13. CABLE TELEVISION COMMITTEE - Trustees Lissner/Petri 14. BUSINESS LEADER FORUMS- Trustees Lissner/Petri a. Railroad Crossings b. Update Zoning Regulations 15.YOUTH COMMITTEE -Trustee Franke 16. PARADE COMMITTEE - Trustee Czarnik 17. HEALTH &COMMUNITY SERVICES -Trustee Czarnik 18. LIQUOR COMMISSION.- Mayor Johnson Page 5 of 6 19. SPECIAL EVENTS COMMITTEE - Mayor Johnson 20. MID-SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson 21.AIRPORT UPDATE 22.PLAN COMMISSION -Village Manager Rummel 23. ZONING BOARD OF APPEALS -Village Manager Rummel 24. REPORT FROM VILLAGE MANAGER 25. REPORT FROM VILLAGE CLERK 26. UNFINISHED BUSINESS 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 6 of 6