HomeMy WebLinkAboutAGENDA - 01/23/2018 - Village Board Agenda/Addendum �y��gpV E
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AGENDA
REGULAR VILLAGE BOARD MEETING
January 23, 2018
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR LEANDRO NOGUEIRA, ELK GROVE BAPTIST CHURCH)
3.APPROVAL OF MINUTES OF JANUARY 9, 2018
4. MAYOR&BOARD OF TRUSTEES' REPORT
5.ACCOUNTS PAYABLE WARRANT: JANUARY 23, 2018 $ 3,085,970.96
6. CONSENT AGENDA
a. Consideration to concur with prior authorization of a request from 12U Elk Grove
Travelers Baseball to waive fees for a temporary Class D Liquor License for their Trivia
Nite fundraiser at the Lutheran Church of the Holy Spirit, 150 Lions Drive.
(The fee for a Class D Liquor License is $2,100.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.)
b. Consideration of a request from Amita Health to waive permit fees in the amount of
$9,612.25 for office expansion work at 800 Biesterfield Road .
(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.)
c. Consideration to award a contract to E-Vergent of Racine, WI to replace the wireless
backbone between the Village Hall and the Fleet Garage in an amount not to exceed
$26,784.
(The wireless backbone connecting the Village's Administration and Public Safety
Complex with the Fleet Garage and Fire Station 10 currently utilizes Proxim hardware and
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runs at 100 MB.
(The Village's 2025 project has provided the Information Technology staff an opportunity
to upgrade this backbone to meet our projected future data transmission needs in the most
cost-effective manner.
(The recommended approach would enable the Village to standardize its wireless
networking infrastructure with Cambium hardware and replace our remaining 100
MB connections with 1.3 GB links. This increased speed will be required for the Village
to support the growing number of applications migrating to the cloud.
(The Village's Information Technology staff has been extremely satisfied with E-Vergent
wireless deployments since we initially engaged their services back in 2006.
(The Director of Information Technology recommends approval.)
d. Consideration to award a construction contract to most responsive and responsible bidder
Bernardoni Electric Inc. of Elgin, IL for the electric service relocation as part of the
Meacham Fire Station reconstruction in the amount of$53,570 from the Capital Projects
Fund.
(At the February 28, 2017 Village Board meeting, the Village Board authorized a
professional services contract with MTI Construction Services to oversee demolition and
reconstruction of Fire Station #10.
(Per this contract, MTI is responsible for trade bidding and subsequent qualifying of trade
contractors and recommending of contract awards.
(On Monday, January 15, 2018,the Village, in coordination with MTI, opened sealed bids
for the relocation of electrical service to the tenants of the cellular tower located on the
Fire Station#10 property.
(A total of three (3) contractors submitted bids for the cellular tower electrical service
relocation. The bid tabulation is attached.
The lowest responsive and responsible bid was received from Bernardoni Electric, Inc. of
Elgin, IL.
(Adequate funds are available in the Capital Projects Fund.
(The Fire Chief recommends approval.)
e. Consideration to award a professional services contract to Tyler Technologies of
Yarmouth, ME for support and maintenance of our business software applications in the
amount of$58,245.52.
(The Village began implementing the Munis ERP software suite from Tyler Technologies
in February 2015.
(The first ten years of our software support and maintenance costs are defined in the
agreement negotiated with Tyler at the time of our original purchase.
(This request will provide funding to cover these services the period from February 13,
2018 to February 12, 2019.
(Funds are available in the General Fund account to cover this expense.
(The Director of Information Technology recommends approval.)
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f. Consideration to award a professional service contract to C.C. Cartage, Inc. of Lake
Zurich, IL to provide hauling and disposal of excavated materials in the amount of
$200,028.
(The Village of Arlington Heights conducted a competitive public bid for these services.
The low bidder was awarded a contract for these services. The Village of Elk Grove has
contacted the contractor and they have agreed to extend the same bid pricing for these
services to the Village of Elk Grove.
(C. C. Cartage, Inc. satisfactorily performed these services previously for the Village.
(The initial contract period was from August 5, 2015 through July 31, 2016 with annual
renewals.
(The Director of Public Works recommends approval.)
g. Consideration to award a professional service contract with Civiltech Engineering, Inc. for
the I-290/IL Route 53 & Biesterfield Interchange Improvement Phase I Engineering Tier
One in the amount of$176,219 from the Capital Projects Fund.
(A proposal was solicited from Civiltech Engineering, Inc. of Itasca, IL for Phase I
Engineering Services the I-290/I1 Route 53 and Biesterfield Road Interchange
Improvement project.
(The Phase I Study will be broken into a two-tier approach.
(The goal of the first tier is to further develop and evaluate the conceptual plan based on a
topographic survey of the area to identify potential impacts to the Forest Preserve.
(In addition, a full traffic study and structural inspection of the existing bridge will be
performed to identify the full scope of project before advancing into the full
environmental impact study and plan development.
(Civiltech Engineering, Inc. has successfully completed design of various transportation
improvements throughout not only the Village but also northern Illinois and are qualified
to perform the proposed scope of services.
(The Director of Public Works has recommended approval.)
h. Consideration to increase a professional service contract to Nicholas & Associates of
Mount Prospect, IL to administer Change Order#1 in a construction contract with RB
Construction, Inc. of Villa Park, IL in the General Trades package for the construction of a
sound wall at the James Paul Petri Public Works Facility (450 E Devon Avenue) in an
amount not to exceed $420,111 from the Capital Projects Fund.
(On the October 10, 2017 the Village Board awarded a contract to Nicholas &Associates
of Mount Prospect , IL for the administration of the various trades packages for
the construction of the James Paul Petri Public Works Facility to be located at 450 E
Devon Av.
(The bid documents did not include the fence on the North side of the facility.
(Nicholas & Associates, the Village's Construction Managers, has been working with the
design team to explore alternatives and the decision was made to remove this portion of
the fence from the bid packages to avoid further delay. The alternatives have been
reviewed and the option best suited for the site has been selected. The fencing portion of
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the project is contained within the scope of the General Trades package. RB Construction
of Villa Park, IL was awarded this package as they are the lowest responsive and
responsible bidder. At this time, there is only one manufacturer for this product, RB
Construction has contacted them and a qualified installation company and received a price
proposal.
(Nicholas &Associates has reviewed the quotation and believes the requested change
order is fair and reasonable.
(HR Green, the consultants acting as the Village's/Owner's representative, has reviewed
the bids and alternates with Village staff and concurs with Nicholas & Associates
recommendations to increase award to each of the lowest bidders in the respective
packages based upon their bid submitted.
(The Director of Public Works recommends approval.)
i. Consideration to award a professional service contract with Civiltech Engineering of
Itasca, IL to provide the necessary construction engineering services for various drainage
improvements throughout the Business Park for the 2018 construction season in
the amount of$439,425.00 from the Water/Sewer Fund.
(Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction
engineering services for various drainage improvements throughout the Business Park for
the 2018 construction season.
(These improvements include clearing and reshaping of approximately nine (9) miles of
Business Park ditches along with removal and replacement of culvert pipes within these
ditches.
(The Director of Public Works has recommended approval.)
j. Consideration to award a construction contract to the lowest responsive and responsible
bidder Swallow Construction Corporation of Downers Grove, IL for the Ditch
Improvements - Tonne Road to Busse Road in the amount of$2,198,119.00 from the
Water/Sewer Fund.
(On Tuesday, January 9, 2018, the Village opened sealed bids for the Ditch Improvement—
Tonne Road to Busse Road project.
(A total of six (6) contractors obtained contract documents, with five (5) submitting bids
on the project.
(The scope of work includes approximately 9.0 miles of ditch regrading, storm sewer and
culvert removal, culvert installation, tree clearing, landscape restoration 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.
(The Director of Public Works has recommended approval.)
k. Consideration to adopt Ordinance No. 3541 granting a variation of Section 7E-9(A) of the
Zoning Ordinance to permit the construction of an eight foot (8') tall, black wrought iron
fence along the perimeter of the property, within the front yard area along the North, South
and East sides of property located at 1441 Touhy Avenue, Elk Grove Village.
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(This item was previously discussed at the January 9, 2018 Village Board Meeting and
currently appears as Unfinished Business under the Village Attorney.)
1. Consideration to adopt Resolution No. 6-18 (attached) authorizing the Mayor to enter into
an Intergovernmental Agreement with Cook County for services provided by the Sheriff s
Work Alternative Program ("SWAP").
(The County of Cook, through its Sheriffs Office, administers the Sheriffs Work
Alternative Program (SWAP) for offenders to carry out their sentences of community
service.
(The Village of Elk Grove Department of Public Works has utilized SWAP services
routinely and extensively for the past several years at no cost to the Village.
(Services for which the Village has used SWAP include picking up trash along roadsides,
cleaning bus shelters in the business park, pulling weeds around Village facilities, and
planting perennials in landscaped beds.
(An Intergovernmental Agreement is required to receive SWAP services.
(The term of this IGA shall be for a term of three (3) years, commencing upon full
execution of the Intergovernmental Agreement; with the option of renewing for two (2)
subsequent one (1) year periods.
(The Department of Public Works requests eighteen(18) days of service per year at an
annual cost of$2,000.
(The Director of Public Works recommends approval.)
in. Consideration to adopt Resolution No. 7-18 adopting the Official Zoning Map of the
Village of Elk Grove Village as of December 31, 2017.
(The Resolution adopts the map as the Official Zoning Map of the Village of Elk Grove
Village as of December 31, 2017 and will be placed on file in the Office of the Village
Clerk.)
n. Consideration to adopt Resolution No. 8-19 authorizing the Mayor and Village Clerk to
execute an Extended, Amended and Restated Water Supply Agreement between the
Northwest Suburban Municipal Joint Action Water Agency and the Village of Elk Grove
Village (NSMJAWA).
(This agreement extends the existing Water Supply Agreement between the Northwest
Suburban Municipal Joint Action Water Agency and the Village of Elk Grove Village.
(The following communities are looking to be included with this amended
agreement: Village of Elk Grove Village; Village of Hanover Park; Village of Hoffman
Estates; Village of Mount Prospect; City of Rolling Meadows; Village of Schaumburg;
and the Village of Streamwood.)
7. REGULAR AGENDA
8. PLAN COMMISSION -Village Manager Rummel
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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
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
25. REPORT FROM VILLAGE CLERK
26. UNFINISHED BUSINESS
a. Village Attorney - Direct the Village Attorney to prepare the necessary documents
for permitted location and height of fences in industrial zoning districts for property
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located at 1441 Touhy Avenue.
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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ADDENDUM
REGULAR VILLAGE BOARD MEETING
January 23, 2018
7:00 PM
6.CONSENT AGENDA
o. Consideration of the following:
• To award a purchase contract to Pierce Fire Apparatus of Appleton, WI for the
purchase of a Pierce Ascendant Aerial Ladder Quint Fire Truck in an amount of
$1,008,520 from the Capital Replacement Fund; and
• To increase the FYI Capital Replacement Fund budget in the amount of
$1,025,000 for the purchase and any associated equipment.
(The Fire Department and Fleet Services have reviewed vehicle needs and priorities to
best accommodate the emergency responses that will be handled out of the new
consolidated fire station on Fargo Avenue.
(Most of the Fire Department's current suppression fleet is comprised of Pierce vehicles.
Both Fire Department personnel and Fleet Services personnel benefit from the familiarity
with Pierce vehicles and standard equipment.
(Pierce Manufacturing offers Fire Departments the ability to select units that are currently
in production, or currently being planned for production.
(The Fire Department is able to secure excellent contract pricing through the Houston-
Galveston Area Council Cooperative Purchasing Program, of which the Village is a
member.
(Issuing a contract prior to February 1, 2018 will avoid a scheduled 3%price increase.
(An increase to the Capital Replacement Fund is required for this expenditure.
(The Fire Chief recommends approval.)
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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