HomeMy WebLinkAboutAGENDA - 03/23/2004 - VILLAGE BOARD Next ORD: 2981 (2983)
Next RES. 14-04 (16-04)
Recess: 9 P.M.
AGENDA
REGULAR VILLAGE BOARD MEETING
March 23, 2004
1. Call to Order
2. Invocation (Rev. Stephen Somogye, Shinnyo-En Temple)
3. Approval of Minutes of March 9, 2004
4. Mayor and Board of Trustees ' Report
5. Accounts Payable Warrant: March 23, 2004 / $675,036.16
6 . CONSENT AGENDA
A) Consideration of a request (attached) from Alexian
Brothers Medical Center to waive permit fees in the amount
of $7,282. 00 for the Operating Room expansion located at
800 Biesterfield Road.
(The project will consist of reconfiguring existing
Operating Room Support space and adding four (4) new
Operating Rooms.
(It has been past practice of the Village Board to
grant fee waivers for Alexian Brothers Medical Center and
non-profit organizations.
(A report from the Director of Engineering and
Community Development is attached. )
B) Consideration to award a purchase contract to United
Rentals Highway Technologies, of Villa Park, IL for the
fabrication and installation of street name and numeral
signs within the Business Park in an amount not to exceed
$22,590.54.
(Bid documents were obtained by 2 contractors, of
which both submitted bids. Upon review of the bids,
United Rentals Highway Technologies was determined to be
the lowest responsive and responsible bidder.
(United Rentals Highway Technologies has fabricated
and installed sign panels for the Village on several ICRC
projects and have performed numerous signing contracts for
the State and area municipalities.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
Agenda for VB Meeting 03-23-04 2
C) Consideration to extend an existing maintenance contract
with Pinner Electric, of Lyons, IL to maintain Village-
owned traffic signals and streetlights for the period May
1, 2004 through April 30, 2005 at a total contract amount
not to exceed $75,680. 00.
(Pinner Electric is currently completing the fourth
year of a five-year maintenance contract, and their
electrical maintenance service has been satisfactory.
(Pinner provides maintenance to seven (7)
Intersections and 1,560 streetlights within the Business
Park and residential areas.
(Provisions in the contract allow the contractor to
Increase the price utilizing the percentage increase in
the Chicago Area Consumer-Price Index. The contractor has
requested that the contract be increased 1. 7% from the
prior year.
(The ICRC Fund will cover $16,272. 00 of this contract
for lights in the Business Park; the remainder will be
funded by the General Fund.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
D) Consideration to award a contract extension to Mitch's
Greenthumb Landscaping Corp. , of Grayslake, IL, for
landscape bed maintenance at selected locations in the
Village, for a contract period May 1, 2004 through April
30, 2005 in a total contract amount not to exceed
$47,184.30.
(This contract was originally bid and awarded in FY
2003-04 with the option to renew annually up to four (4)
additional one-year periods with the total contract not to
exceed five (5) years.
(Mitch's Greenthumb maintains the plant beds for
County and State medians, six gateway intersections and
various entryway signs throughout the Village.
(This also includes a 1. 8% increase, which is a
provision in the specifications allowing the contractor to
utilize the percentage increase in the Chicago Area
Consumer-Price Index.
(Adequate funds are budgeted for this purpose in the
proposed FY 04/05 General Fund and ICRC Fund budgets.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
E) Consideration to extend an existing maintenance contract
to T.N. T. Landscaping and Snow Removal Inc. , of Rolling
Meadows, IL, to provide parkway turf restoration services
in a total contract amount not to exceed $36,000. 00.
Agenda for VB Meeting 03-23-04 3
(This contract was originally bid and awarded in FY
2003-04 with the option to renew annually up to four (4)
additional one-year periods with the total contract not to
exceed five (5) years.
(Provisions in the contract allow the contractor to
increase the price utilizing the percentage increase in
the Chicago Area Consumer-Price Index. The contractor has
requested that the contract be increased 1. 7$ from the
prior year.
(This contract is awarded on an as-needed basis. The
unit price for site preparation is $2.90 per square yard
based on an estimated quantity of 4,000 square yards. The
unit price to furnish and lay sod is $3. 05 per square
yard, based on an estimated quantity of 8,000 square
yards.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
F) Consideration to award a contract to the lowest responsive
and responsible bidder, Eugene A. De St. Aubin & Brothers,
Inc. , of Kirkland, IL to furnish and plant a total of 150
shade trees in a total contract amount not to exceed
$42,600. 00.
(Bid documents were obtained by twenty (20) potential
bidders, of which nine submitted bids. Upon review of the
bids submitted, Eugene A. De St. Aubin's was determined to
be the lowest responsive and responsible bidder.
(The contract is awarded at unit prices of $274. 00
(Group A) and $294.00 (Group B) per tree. Group A
Includes maple and ash varieties, Group B includes oak
varieties.
(This vendor has agreed to offer favorable pricing to
residents under the Village's Residential Tree Planting
Program, at a unit cost of $294. 00 (Group A) and $314. 00
(Group B) per tree.
(Adequate funds are budgeted and available for this
purpose.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
G) Consideration to award a contract to the lowest responsive
and responsible bidder, Plote Construction Inc. , of Elgin,
IL to furnish bituminous paving materials on a per unit
cost basis as follows:
AMENDED PAGE
Agenda for VB Meeting 03-23-04 4
Unit
Qty Unit Description Pricing
FY 04105
3,500 Tons Bituminous Concrete course Mix B 20.00
400 Gals Bituminous Materials Prime Coat SS-1 in 5 3.00
Gal Bins
500 Tons Bituminous Concrete Surface Course, 23.00
Superpave Mix C N-30
500 Tons Bituminous Concrete Surface Course, L65]
Superpave Mix C N-70
And at a cost not to exceed $78,025. 00 from the MFT Fund
and $18,000. 00 from the General Fund for a total cost of
$96, 025. 00.
(Bid documents were obtained by 4 contractors, of
which all four submitted bids. Upon review of the bids
submitted, Plote Construction was determined to be the
lowest responsive and responsible bidder after the hauling
charge was calculated in the bid prices.
(Adequate funds are budgeted for this purpose in the
proposed FY 04/05 Budget.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached.
H) Consideration to award a contract to the lowest responsive
and responsible bidder, RAI Concrete, Inc. , West Chicago,
IL, for sidewalk, curb, gutter, and driveway removal and
replacement on a per unit cost basis as follows:
Unit
QTY UNIT DESCRIPTION Pricing
FY 04105
86,000 Sq. Ft. 5" PCC Sidewalk 2.33
10,000 Sq. Ft. 8" PCC Sidewalk 2.51
200 Sq. Yd. 5" PCC Driveway Pavement 20.15
100 Sq. Yd. 8" PCC Driveway Pavement 21.80
10,000 Ln. Ft. Combination Concrete Curb & Gutter 9.00
(86.12)
5,000 Ln. Ft. Combination Concrete Curb 6 Gutter 9.00
(M-5.12)
96,000 Sq. Ft. Sidewalk Removal .50
300 Sq. Yd. Driveway Pavement Removal 4.55
15,000 Ln. Ft. Combination Concrete Curb/Gutter 2.60
Removal
AMENDED PAGE
Agenda for VB Meeting 03-23-04 5
And at a total cost not to exceed $455,055. 00 from the FY
04/05 Budget.
(Bid documents were obtained by 16 contractors, of
which 12 submitted bids. Upon review of the bids
submitted, RAI Concrete, Inc. was determined to be the
lowest responsive and responsible bidder.
(Adequate funds are budgeted in the proposed FY 04/05
Budget.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
I) Consideration to award a contract to the lowest responsive
and responsible bidder, Arrow Road Construction of Mount
Prospect, IL, for street milling and resurfacing on a per
unit cost basis as follows:
Unit Pricing
QTY UNIT DESCRIPTION FY 04105
57,898 Sq. Yd. Bituminous Concrete Surface Removal 1.00
(Partial Width 1 1/2•)
36,563 Sq. Yd. Bituminous Concrete Surface Removal .85
(Full Width 1 1/2•)
34,780 Sq. Yd. Bituminous Concrete Surface Removal 1.30
(Pull Width 1 3/4•)
8,932 Sq. Yd. Bituminous Concrete Surface Removal .60
(Pull Width 2•)
3,051 Ton Bituminous Concrete Surface Course 43.45
Polymerized Superpave Mix N-90
7,900 Ton Bituminous Concrete Surface Course 30.50
Superpave IL-9.5 L
4,709 Ton Bituminous Concrete Surface Course 30.35
Superpave Mix D N-70
3,000 Ton Leveling Binder (Machine Method) 23.00
Superpave, Mix C N-50
17,383 Gal Bituminous Prime Coat Material .10
100 Ton Prime Coat Aggregate 25.00
8,600 Ft. Strip Reflective Crack Control .32
Treatment
1,350 Ft. Detector Loop Replacement 11.10
17,896 Ft. Thermoplastic Pavement Marking 4- .35
Line
300 Ft. Thermoplastic Pavement Marking 6� .55
Line
Agenda for VB Meeting 03-23-04 6
400 Ft. Thermoplastic Pavement Marking 24" 1.15
Line
910 Ft. Thermoplastic Letters 6 Symbols 2.30
And at a total cost not to exceed $763,481.20 from the MFT
Fund.
(Bid documents were obtained by 10 contractors, of
which five submitted bids. Upon review of the bids
submitted, Arrow Road Construction was determined to be
the lowest responsive and responsible bidder.
(Adequate funds are budgeted for this purpose in the
proposed FY 04/05 Budget.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
J) Consideration to award a contract extension to 5-G's
Enterprise, Inc. , D/B/A Scotty's Lawn Care of Elk Grove,
IL for grass cutting and general landscape services within
the Village, for a contract period May 1, 2004 through
April 30, 2005 in a total contract amount not to exceed
$99,495.24.
(This contract was originally bid and awarded in FY
2003-04 with the option to renew annually up to four (4)
additional one-year periods with the total contract not to
exceed five (5) years.
(The renewal requires an increase due to additional
landscape areas recently created by the ICRC Program and
the Residential Enhancement Program in the amount of
$22,893.24. This also includes a 1. 8$ increase, which is
a provision in the specifications allowing the contractor
to utilize the percentage increase in the Chicago Area
Consumer-Price Index.
(Adequate funds are budgeted for this purpose in the
proposed FY 04/05 General Fund and ICRC Fund budgets.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
K) Consideration of the follow:
• To waive the formal bidding process and authorize the
payment to Vohne Liche Kennels of Devner, IN for the
Purchase of one (1) canine and handler training session
in an amount not to exceed $11,000. 00; and
• To authorize $2,450 to be used for travel and
additional canine related training expenses.
Agenda for VB Meeting 03-23-04 7
(The Police Department has used Vohne Liche Kennels for
the purchase of two canines and has been very pleased with
the support and training they have provided.
(The Village Board approved the cost related to
purchasing a canine and handler training in the 2003/04
Asset Seizure Budget.
(Reports from the Director of Finance and Police Chief,
recommending approval, are attached. )
L) Consideration to award a professional service contract to
Civiltech Engineering, Inc. , of Itasca, IL for the
construction engineering services for the Biesterfield
Road Widening and Reconstruction project from Meacham Road
to Rohlwing Road in an amount not to exceed $182,121.
(Proposals for construction engineering were solicited
from 3 companies. Upon review of the proposals submitted,
Civiltech Engineering was selected to perform the
construction engineering services.
(The project includes pavement reconstruction, curb
and gutter, drainage modifications, traffic signal
modernization and 'landscaped medians.
(They have successfully completed numerous Village
roadway projects including the Nerge Road improvements.
In addition, they have an excellent reputation in
construction engineering, and are knowledgeable in
Federal, State and Village policies and standards.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
M) Consideration to award a construction contract to R.W.
Dunteman Company, Inc. , of Addison, IL for the
construction of the Biesterfield Road Widening and
Reconstruction project from Meacham Road to Rohlwing Road
in an amount not to exceed $1,415,401. 72.
(Bid documents were obtained by 9 contractors, of
which five (5) submitted bids. Upon review of the bids
submitted, R.W. Dunteman was determined to be the lowest
responsive and responsible bidder.
(The project consists of the reconstruction of
Biesterfield Road to provide four (4) thru 'traffic lanes
with a landscaped median. The project also includes curb
and gutter, sidewalk, drainage modifications and traffic
signal modernization.
(R.W. Dunteman has successfully completed numerous
Village roadway projects, including the Nerge Road
improvements as well as the Busse Road and Devon Avenue
intersection project. In addition, they are pre-qualified
by the Illinois Department of Transportation to perform
similar type projects.
Agenda for VB Meeting 03-23-04 8
(The recommended bid is 34.1%, or $733,886.38, below
the Engineer's estimate.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
N) Consideration to authorize the payment of $11,339. 68 to
O.C. Tanner Recognition Company of Salt Lake City, IIT for
supplying employee service awards which will be presented
at the 2003-04 Annual Banquet in April 2004.
(Sufficient funds are budgeted in the FY 2003-04
General Fund Budget.
0) Consideration to authorize the Village Manager to execute
contracts renewing the Village's health insurance programs
as of May 1, 2004:
• 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 $453.21
Employee Plus One $951. 77
Dependent
Employee Two Plus $1,035.53
Dependents
Medicare Supplement
Rates
One Person $265.39
Two Persons $557.33
• To execute an agreement with Blue Cross/Blue Shield for
claims administration at a cost of $50. 06 per
participant per month;
• To execute a contract with BMO Illinois to provide ENO
medical benefits at the following monthly rates:
Participation Level Monthly Premium Total
Employee Only $324.52
Employee Plus One $625. 63
Dependent
Employee Two Plus $963. 69
Dependents
Medicare Supplement
Rates
One Person $324.52
Two Persons $649. 04
Agenda for VB Meeting 03-23-04 9
• To renew a contract with First Commonwealth Dental RMO
to provide RMO Dental benefits at the following monthly
premium rates:
Participation Level Monthly Premium Total
Employee Only $23.37
Employee Plus One $43.44
Dependent
Employee Two Plus $65.38
Dependents
• To renew an agreement with Gallagher Bassett to
administer the Village's Self-Insured Dental Plan at a
cost not to exceed $7. 65 per participant per month for
Dental Claims;
• To renew a contract with Safeco Risk Management to
provide Specific and Aggregate Stop Loss Re-insurance
at a cost not to exceed $650,000;
• To renew a contract with Arthur Gallagher and Company
to provide consulting services at a cost not to exceed
$5,000; and
• To renew the Flexible Spending Plan administered by
Gallagher Abow at a cost of $6.15 per participant per
month.
P) Consideration to adopt Resolution No. 14-04 (attached)
adopting the official zoning map of the Village of Elk
Grove Village as of December 31, 2003.
(The Village updates the zoning map annually to
reflect the changes made during the previous calendar
year.
(A copy of the revised zoning map will be made
available in the Village Clerk's Office. )
Q) Consideration to adopt Resolution No. I5-04 (attached)
determining the appropriateness for Class 6B status
pursuant to the Cook County Real Property Classification
Ordinance as amended January 1, 2000 for certain real
estate located at 1775 Lively Boulevard.
(Preliminary project plans for this existing
industrial structure currently include purchase and
renovation of this 38,000 square foot building totaling
approximately $2,800,000.
(It is estimated that once completed this
redevelopment will create between 15 and 20 jobs.
(Eligibility requirements for 6B status are new
construction, substantial renovation or purchase of
buildings that have been vacant for a period of time.
Agenda for VB Meeting 03-23-04 10
This qualifies being that it has been vacant for more than
two years. )
R) Consideration to adopt Ordinance No. 2981 (attached)
amending Section 6-2-2A Fees Established For Motor
Vehicles by adding thereto license fees for antique
vehicles.
(This amendment will create a $1. 00 vehicle license
fee for all antique vehicles.
(This will allow these vehicles to be captured in our
data base for the rare occasions when they are on Village
roadway. )
S) Consideration to adopt Ordinance No. 2982 (attached)
granting a variation of Sections 3-7:D.2 of the Zoning
Ordinance pertaining to length, height, area and distance
from the front property line to permit a detached
accessory structure having an area of 3,500 square feet,
sidewall lengths of 50 and 70 feet, and a height of 22
feet and located 48 feet from the front property line on
property located at 1500 Touhy Avenue.
(This item was discussed at the March 9, 2004 Village
Board meeting and currently appears on the Agenda under
Unfinished Business of the Village Attorney. )
7 . REGULAR AGENDA
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a. Salt Creek Improvements
b. Improvements/Renovations to Police Department
c. 2004 Street Resurfacing Program
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Dill
a. Parking Regulations for recreational vehicles and boats
b. Review of ground floor area ratio requirements
10. PERSONNEL COMMITTEE - Trustee Lissner
11. RECYCLING & WASTE COMMITTEE - Trustee Prochno
a. Household Hazardous Waste
b. Multi-family Refuse Container Locations
12. INFORMATION COMMITTEE - Trustee Feichter
a. New Trustee Orientation
b. Providing Information to Community
C. Village Board Agenda on website
Agenda for VB Meeting 03-23-04 11
13. INDUSTRIAL/COMMERCIAL
REVITALIZATION COMMISSION - Trustees Lissner/Petri
a. Higgins/Oakton Landscaping & Improvements
b. Signage
C. Improvements To Industrial Well Sites/Street Signs
d. Rogers Park Detention
14. YOUTH COMMISSION - Trustee Prochno
15. PARADE COMMISSION - Trustee Czarnik
16. PLAN COMMISSION - Village Manager Parrin
a) PC Docket 03-5 Public Hearing for the annexation, rezoning,
resubdivision and variations from the Village Code for the
construction of townhomes located on Meacham Road south of
Biesterfield Road (PH 9-3-03)(continued 11-5-03)
17. ZONING BOARD OF APPEALS - Village Manager Parrin
a) ZBA Docket 03-10 - Variation request to enclose an existing
second floor outdoor deck that would result in a floor area
ratio of 0.48 or cover an area equal to forty-eight percent
(48%) of the area of the lot at 1083 Florida Lane (PH 11-11-03)
b) ZBA Docket 04-2 - Variation request to allow the construction
of a two-car garage addition that would encroach approximately
9.3 feet into the required 25-foot side yard at 43 Evergreen
Street (PH 4-01-04)
c) ZBA Docket 04-3 - Variation request to construct an approximate
240 square foot structure which will join 2 existing buildings
located at 1555 Louis Avenue and 1625 Louis Avenue (PH 4-01-04)
18. REPORTS OF OTHER BOARDS, COMMISSIONS & COWXTTEES
a) Cable Television Committee - Trustees Petri/Lissner
b) Community Service Board - Trustee Czarnik
c) Liquor Commission - Mayor Johnson
d) Special Events Committee - Mayor Johnson
1. 50th Anniversary Celebration
e) O'Hare Update - Mayor Johnson
19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk
20. UNFINISHED BUSINESS
VILLAGE BOARD
VILLAGE ATTORNEY
a) Direct the Village Attorney to prepare an Ordinance
granting a variation to the Zoning Ordinance to allow the
construction of a detached accessory structure having an
area of 3,500 sq. ft. with a length in excess of 25 feet
Agenda for VB Meeting 03-23-04 12
and a height of 22 feet, located 48 feet from the front
property line at 1500 Touhy Avenue (ZBA Docket 04-1)
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, Cavallini, Cech,
Goostree, Knickerbocker, Schmidt, Tromp, Roan, Walsh (8)