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HomeMy WebLinkAbout1b. Manager's Memorandum 01/19/2016Next Ordinance No. 6233ss,s,h Next Resolution No. 02-16 ' VBA 01-16 m 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