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MANAGER'S MEMORANDUM
ORDER OF BUSINESS
REGULAR MEETING
Meeting Location:
Mount Prospect Village Hall
50 S. Emerson Street
Mount Prospect, Illinois 60056
Meeting Date and Time:
Tuesday
January 19, 2016
7:00 P.M.
I. CALL TO ORDER
II. ROLL CALL
Mayor Arlene A. Juracek
Trustee Paul Hoefert Trustee Richard Rogers
Trustee John Matuszak Trustee Colleen Saccotelli
Trustee Steven Polit Trustee Michael Zadel
Ill. PLEDGE OF ALLEGIANCE: Trustee Hoefert
IV. INVOCATION: Trustee Matuszak
V. APPROVE MINUTES OF REGULAR MEETING OF January 5, 2016
VI. *MONTHLY FINANCIAL REPORT AND APPROVE BILLS
(To be considered under CONSENT AGENDA)
VII. MAYOR'S REPORT
A. ACCOLADES
ANY INDIVIDUAL WITH A DISABILITY WHO WOULD LIKE TO ATTEND THIS MEETING SHOULD
CONTACT THE VILLAGE MANAGER'S OFFICE AT 50 SOUTH EMERSON STREET, 847/392-6000 or
djarosz@mountprospect.org
B. Motion to accept the Comprehensive Annual Financial Report for the fiscal year
ended December 31, 2014
On November 17, 2015, Audit Committee Chair Tom Munz presented the annual audit
report to the Village Board regarding the audit period ending December 31St, 2014. The
Village received an unqualified opinion which states the financial statements present fairly,
without reservations, and the financial position of the Village. Management Letter
comments received in the previous year were all adequately addressed by management
this past year This was the first year of a five year engagement with Sikich LLC. The
Village was awarded the GFOA Certificate of Achievement in Financial Reporting for our
efforts in the 2014 Comprehensive Annual Financial Report. As a new financial reporting
best practice, staff recommends the Village Board to accept and place on file the 2014
CAFR. Director of Finance Dave Erb will be present to discuss this initiative.
VIII. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
iX. CONSENT AGENDA
All items listed with an asterisk are considered routine by the Village Board and will be
enacted by one motion. There will be no separate discussion of those items unless a
Board member, or resident from the audience, so requests, in which event the item will
be removed from the Consent Agenda and considered in its normal sequence on the
agenda.
X. OLD BUSINESS
None.
XI. NEW BUSINESS
None
XII. VILLAGE MANAGER'S REPORT
A. Public Works bids
1. Motion to accept bid for public works facility main garage roof replacement in an amount not
to exceed $409,750
The 2016 Budget included funding of a roof replacement at the Public Works facility. The
roof is 29 years old and we continue to fund repairs to chronic leaks in the roof system.
Evaluations of the roof recommend complete replacement, which involves removing
the existing flat roof membrane system, including all flashing and sheet metal work,
and replacing it with a new, single membrane EPDM roof system. Staff
anticipates that work will commence as soon as weather permits this spring
and reach substantial completion prior to the public works open house in May. We
invited eight firms to participate in the bid process. A pre-bid meeting was held on
December 3, 2015. The initial low bidder subsequently withdrew their bid due to a
significant mathematical error of nearly $200,000. The next lowest qualified bidder has
performed work for the Village previously at the public safety building. Staff is
recommending a motion to approve a contract to All American Exterior Solutions for an
amount not to exceed $409,750 which includes a 10% contingency. Public Works
Director Sean Dorsey will be present to answer any questions.
2. Motion to accept bid for parkway tree removals in an amount not to exceed $205,000
This contract is a key component of our response to the Emerald Ash Bore damage to our
Village parkway tree assets. The contract involves the removal of impacted ash trees that
have become a safety concern. As in the past, we also sought prices for emergency tree
work in the event of a major storm. Sealed bids were opened on December 22,
2015. The low compliant bid is from Homer Tree Care, Inc., in an amount not to exceed
$205,000 in year one (1). There is $205,000 allocated for contractual tree removal in
the 2016 budget. Staff is recommending a motion to approve a contract for services with
Homer Tree Care in an amount not to exceed $205,000 with the option to extend the
contract for up to two additional years based on the quoted pricing and available budget
for those respective years. Public Works Director Sean Dorsey will be present to discuss
this initiative.
3. Motion to accept bid parkway tree trimming in an amount not to exceed $180,000
Sealed bids for parkway tree trimming were opened on December 22, 2015.
Prices were sought for trimming trees in areas due for routine pruning on our five-
year cycle in 2016 and 2017. As in the past, we also sought prices for emergency
tree work in the event of a major storm. Staff is recommending a motion to approve
a contract for services with R.W. Hendricksen in amount not to exceed $180,000 with
the option to extend the contract for up to two additional years based on the quoted
pricing and available budget for those respective years. Public Works Director Sean
Dorsey will be present to answer any questions that may arise.
4. Motion to accept Municipal Partnering Initiative (joint purchasing agreement) bid results for
hydrant painting in an amount not to exceed $28,000
The Village has an annual fire hydrant maintenance program for 2,200 Village owned -
fire hydrants. A component of the fire hydrant maintenance program is scraping and
recoating of fire hydrants on a five-year cycle. The process entails removing old layers
of paint, applying a primer, followed by a finish coat. For many years, this work has
been performed by temporary summer workers. These workers would remove old paint
and corrosion using wire brushes. They would repaint the hydrants by hand. Generally,
this protocol produced an acceptable product. However, over time, layers of paint have
accumulated and corrosion has become more pronounced. Scraping and painting most
hydrants by hand has become less effective. Last year, public works performed a pilot
project utilizing a professional painter to rehabilitate hydrant surfaces. The painter
sandblasted approximately 40 hydrants to near -bare metal. They were then primed and
recoated using a compressed air paint sprayer. The results or this pilot have been
exceptional in terms of hydrant appearance and extension of the useful life of the hydrant.
The cost of contracting this work is approximately $100 per hydrant.
In an effort to reduce this cost, staff investigated procuring this work through joint
purchasing agreements. The Northern Illinois Municipal Partnering Initiative (MPI)
presently has an active contract for hydrant painting. MPI is a collective of 18
progressive municipalities that have leveraged bulk purchasing and workload sharing to
reduce the cost of many municipal services including public works responsibilities such
as pavement patching, crack sealing, building maintenance, and hydrant painting. MPI
has an active contract for hydrant painting services that was competitively bid in 2014 and
expires in July of 2017. The contract was awarded to Bill's Commercial Painting of
Mount Prospect. The current pricing is $68.80 for each hydrant. To date, over 4,900
hydrants, have been painted using this contract.
Staff recommends approval of a motion to enter into a contract for services through the
/Northern Illinois Municipal Partnering Initiative (MPI) bid results and authorize staff to
procure hydrant painting services from Bill's Commercial Painting at a cost not to exceed
$28,000. Sufficient funds for the proposed contract are available in the current budget.
Public Works Director Sean Dorsey will be present to answer any questions that may
arise. Public Works Director Sean Dorsey will be present to discuss this shared services
initiative.
C. As submitted.
XIII. ANY OTHER BUSINESS
XIV. ADJOURNMENT
Page 3 of 3 Village Board Agenda January 5, 2096