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Home My WebLink AboutAGENDA - 04/12/2016 - Village Board agenda gpVE ��xCFpTrOlYAL co AGENDA REGULAR VILLAGE BOARD MEETING April 12, 2016 7:00 PM 1.CALL TO ORDER 2.PLEDGE OF ALLEGIANCE INVOCATION (DEACON LARRY SMITH,QUEEN OF THE ROSARY) 3.APPROVAL OF MINUTES OF MARCH 22, 2016 4.MAYOR&BOARD OF TRUSTEES' REPORT S.ACCOUNTS PAYABLE WARRANT: MARCH 31, 2016 $1,368,928.59 APRIL 12, 2016 $ 442,645.19 6.CONSENT AGENDA a. Consideration to award a contract to SHI International of Somerset,NJ for the purchase of Cisco equipment upgrades in the amount of$20,699. (The Village's budget contains funding to upgrade the Cisco Core switch in our Administration data center. (This critical infrastructure equipment provides the centralized connectivity and Internet access for all Village Departments including those at remote locations. (The Village's cost from the recommended vendor reflects the lowest pricing of three vendors who provided quotes on the equipment upgrades. (Funds are available in the General Fund to cover this expense. (The Director of Information Technology recommends approval.) b. Consideration to award a professional services contract to TruePoint Solutions of Loomis, CA for programming and implementation of electronic document review capability for Accela Land Management software, in an amount not to exceed $24,900 from the General Fund. (The Department's long term technology plan includes the addition of electronic document review functionality. This addition will enable the Department to review, approve and issue simple permits with a new paperless process. (The proposal from TruePoint Solutions includes programming and implementation fees. (Adequate funds are budgeted in the General Fund. Page 1 of 7 (The Director of Community Development recommends approval.) c. Consideration to award a professional service contract to the lowest responsive and responsible bidder Green-Up of Plainfield, IL for the Village Green Splash Pad Synthetic Turf Replacement project in the amount of$31,670 from the Grove Mall Redevelopment Fund. (On Tuesday,March 29, 2016,the Village opened sealed bids for the Village Green Splash Pad Synthetic Turf project. A total of three(3) contractors obtained bid documents,with one (1) submitting bids on the project. (The project includes the removal and replacement of 2,800 square feet of synthetic turf on the Village Green in the area surrounding the splash pad. (The lowest responsive and responsible bid was received from Green-Up of Plainfield, IL. (Adequate funds are available in the Grove Mall Redevelopment Fund. (The Director of Public Works recommends approval.) d. Consideration to award a contract with Powell Tree Care, Inc. of Elk Grove Village, IL for the Parkway Tree Maintenance Program contract in the amount of$101,000 from the Public Works General Fund. (On Tuesday, March 29,the Village opened sealed bids for the Parkway Tree Maintenance Program contract. Six(6)contractors obtained bids and four(4)bids were submitted. (This contract provides for annual tree trimming,tree and stump removal, stump grinding, and woodchip disposal. (The initial term of the contract is from May 1, 2016 through April 30, 2017, with the option of four(4) annual renewals in one-year increments through April 30, 2021. (The lowest responsive and responsible bid was received from Powell Tree Care, Inc. of Elk Grove Village, IL in the amount of$101,000. (Funds for the project have been allocated in the Public Works General Fund. (The Director of Public Works recommends approval.) e. Consideration of a request to renew a professional service contract with Brancato Landscaping, Inc. of Elk Grove Village, IL for the annual Parkway Turf Restoration- Hydroseeding contract in the amount of$125,860 from the Water and Sewer, Recycling, and Public Works General Funds. (On April 8, 2014,the Village Board awarded a contract to Brancato Landscaping of Elk Grove Village, IL for the Parkway Turf Restoration-Hydroseeding contract. (The contract provided for an option of four(4)additional renewals through March 30, 2019. (Brancato Landscaping has performed satisfactorily throughout the first two years of the contract. (The contract period is from April 1, 2016 through March 30, 2017. (The contract amount reflects no economic adjustment over the previous year's contract. (The Director of Public Works recommends approval.) £ Consideration to award a professional service contract to the lowest responsive and responsible bidder Martam Construction, Inc., of Elgin, IL for the Gateway Signs 2016 - Business Park Phase I and Residential Phase 11 project in the amount of$416,856 from the Page 2 of 7 Capital Project and BLF Funds. (On Tuesday, March 22,2016,the Village opened sealed bids for the Gateway Signs - 2016 Business Park Phase I&Residential Phase II project. (The project includes the construction of four Business Park and four Residential Gateway Signs. Work includes sign foundations,precast panels, site clearing, electrical work, landscaping, and restoration of all disturbed areas. (The lowest responsive and responsible bid was received from Martam Construction, Inc., of Elgin, IL in the amount of$416,856. (Funds for this project are available in the Capital Project and BLF Funds. (The Director of Public Works recommends approval.) g. Consideration to award a professional service contract to the lowest responsive and responsible bidder Prime Construction, Inc. of Hampshire, IL for the 2016 Residential Drainage Improvements project in the amount of$222,239 from the Capital Projects Fund. (On Tuesday, March 29, 2016,the Village opened sealed bids for the 2016 Residential Drainage Improvements project. A total of two (2) contractors obtained bid documents, with two (2) submitting bids on the project. (The lowest responsive and responsible bid was received from Prime Construction, Inc. of Hampshire, IL in the amount of$222,239. (Adequate funds are available in the Capital Projects Fund. (The Director of Public Works recommends approval.) h. Consideration of the following: • to adopt Resolution No. 10-16 authorizing the Mayor to execute a Joint Agreement between the Illinois Department of Transportation(IDOT) and the Village of Elk Grove Village and appropriate funds for construction engineering, construction match and non-participating construction costs for the resurfacing of Biesterfield Road and Oakton Street; and • to award a professional service contract to Civiltech Engineering of Itasca, IL for the construction engineering services for the resurfacing project on Biesterfield Road and Oakton Street in the amount of$189,115 from the Capital Project and BLF Funds. (The Village secured Federal funding for the construction and construction engineering for the resurfacing of Biesterfield Road from Rohlwing Road to Meacham Road and Oakton Street from Higgins Road to Shadywood Lane. (Attached is a copy of the Joint Agreement for the Biesterfield Road and Oakton Street resurfacing project to be executed by and between the Illinois Department of Transportation(IDOT) and the Village of Elk Grove Village. (The Agreement provides funding for construction and construction engineering for the proposed roadway construction project. (A resolution appropriating funds for the full construction engineering, the 20 percent construction match and all non-participating construction costs ($606,223 total) must be adopted by the Village as a function of the execution of this Agreement. (Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction Page 3 of 7 engineering services for this project. (The Village will be responsible for the payment of construction engineering costs and the State will reimburse the Village for 80%of the total construction engineering costs. (Adequate funds are available in the Capital Project and BLF Funds. (The Director of Public Works recommends approval.) i. Consideration to authorize the Village Manager to execute contracts renewing the Village's health insurance programs as of May 1,2016: • To execute a contract with Blue Cross/Blue Shield to provide medical services and to establish the Monthly Premium Rates for the Blue Cross/Blue Shield Self-Insured Medical PPO as follows: Participation Level Monthly Premium Total Employee Only $912.28 Employee Plus One Dependent $1,760.52 Employee Plus Two Dependents $2,152.28 Medicare Supplement Rates One Person $595.70 Two Persons $1,191.40 • To execute an agreement with Blue Cross/Blue Shield for claims administration at a cost of$69.65 per participant,per month; • To execute a Blue Cross/Blue Shield High Deductible Plan to provide medical services and to establish the Monthly Premium Rates for the Blue Cross/Blue Shield Self-Insured Medical PPO as follows: Participation Level Monthly Premium Total Employee Only $733.20 Employee Plus One Dependent $1,415.30 Employee Plus Two Dependents $1,729.41 Medicare Supplement Rates One Person $479.37 Two Persons $958.74 • To execute an agreement with Blue Cross/Blue Shield for claims administration at a cost of$69.65 per participant,per month; • To execute a contract with HMO Illinois to provide base plan HMO medical benefits at the following monthly rates: Page 4 of 7 Participation Level Monthly Premium Total Employee Only $677.60 Employee Plus One Dependent $1,308.08 Employee Plus Two Dependents $2,005.11 Medicare Supplement Rates One Person $546.72 Two Persons $1,093.44 • To execute a contract with The Hartford/Express ScriptsBenistar Fully-Insured Program to provide base plan Retirement medical benefits at the following monthly rates by age banded: Age Banded: Individual Monthly Premium Total 65-69 $456.29 70-74 $479.58 75-79 $508.96 80-84 $535.96 85+ $548.19 Age Bracket: Two Individuals Monthly Premium Total 65-69 $912.58 70-74 $959.16 75-79 $1,017.92 80-84 $1,071.92 85+ $1,096.38 *Assumes retiree and spouse in same age banded • To renew a contract with Guardian Dental HMO to provide HMO Dental benefits at the following monthly premium rates: Participation Level Monthly Premium Total Employee Only $33.92 Employee Plus One Dependent $63.04 Employee Plus Two Dependents $94.89 • To establish the following Monthly Premium Rates for the Village's Self-Insured Dental Plan: Participation Level Monthly Premium Total Employee Only $72.28 Employee Plus One Dependent $151.78 Employee Plus Two Dependents $190.26 • To renew an agreement with HealthSmart(formerly American Administrative Group)to administer the Village's Self-Insured Dental Plan at a cost not to exceed $5.50 per participant, and an additional$1.25 per participant for network access per Page 5 of 7 month, for Dental Claims at$25,186 annually; • To enter into a new contract with Optum to provide Specific Stop Loss Re- Insurance at$120.96 per employee per month for an annualized stop loss cost of $426,747 at a stop loss level of$125K; • To renew the Flexible Spending Plan administered by HealthSmart at a cost of $4.65 per participant,per month, adding$1.25 for a debit card; • To renew the COBRA Administration by HealthSmart at a cost of$1.75 per participant,per month; • To renew the VSP Vision plan at the same rates as last year: Participation Level Monthly Premium Total Employee Only $8.50 Employee Plus One Dependent $18.18 Employee Plus Two Dependents $18.18 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 Page 6 of 7 17.HEALTH&COMMUNITY SERVICES-Trustee Czarnik 18.LIQUOR COMMISSION- Mayor Johnson 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. 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