HomeMy WebLinkAboutDetailed Agenda6/7/2017 BoardDocs® Pro
IN
Tuesday, June 6, 2017
REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Village of Mount Prospect
Village Hall - 3rd floor Board Room
50 S. Emerson Street
Mount Prospect, IL 60056
1. CALL TO ORDER
Subject
1.1 ROLL CALL
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
1. CALL TO ORDER
Access
Public
Type
Procedural
Subject
1.2 PLEDGE OF ALLEGIANCE - Trustee Grossi
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
1. CALL TO ORDER
Access
Public
Type
Procedural
Subject 1.3 INVOCATION - Trustee Hatzis
Meeting Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 1. CALL TO ORDER
Access Public
Type Procedural
2. APPROVAL OF MINUTES
Subject 2.1 May 16, 2017
Meeting Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 2. APPROVAL OF MINUTES
Access Public
Type Action, Minutes
Minutes View Minutes for May 16, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOAR
Motion & Voting
(not specified)
Motion by Michael Zadel, second by Colleen Saccotelli.
Final Resolution: Motion Carries
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Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
3. MAYOR'S REPORT
Subject 3.1 Appointment of Mayor Pro -Tem {Trustee Paul Hoefert is nominated to serve the
term beginning July 1, 2017 through June 30, 20181
Meeting Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 3. MAYOR'S REPORT
Access Public
Type Action
Trustee Paul Hoefert is nominated to serve the term beginning July 1, 2017 through June 30, 2018
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File Attachments
ORDINANCE 5423.pdf (160 KB)
Mayor Pro Tem.2017.gdf (26 KB)
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Subject
3.2 A Resolution Supporting the 12th Annual National Dump the Pump Day - June 15,
2017 {This resolution supports the Village of Mount Prospect's participation in the
American Public Transportation Association (APTA) 12th Annual National Dump the
Pump day which encourages people to use public transportation for a day with the
hope the experience will turn into habit}.
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
3. MAYOR'S REPORT
Access
Public
Type
Action
Information
On June 15, 2017, American Public Transportation Association (APTA), and public transportation systems across the
country will celebrate
the 12th Annual National Dump the Pump Day.
With the continued fluctuation of gas prices, the Regional Transportation Authority, Northwest Municipal Conference and
Mount Prospect will join with other public transportation systems, regional councils of governments and municipalities to
encourage people to ride public transportation.
Public transportation offers many benefits including saving time and money, preserving the environment, creating jobs,
and improving quality of life.
According to the April 2016 APTA Transit Savings Report, individuals in a two -person household can save an average of
more than $9,312 annually by downsizing to one car.
Additionally, public transportation is a cornerstone of local economies with $1 invested in public transportation generates
approximately $4 in economic returns.
The Dump the Pump promotion is aimed at getting people to try transit for one day with the hope that they will turn that
experience into a habit.
Alternatives:
1. Approve the resolution supporting the 12th Annual National Dump the Pump Day on June 15, 2017.
2. Discretion of the Village Board.
Recommendation:
Approve the Resolution supporting the 12th Annual National Dump the Pump Day on June 15, 2017.
File Attachments
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Dumpthepumpresolution2017.pdf (14 KB)
Motion & Voting
(not specified)
Motion by Richard Rogers, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject
3.3 1st Reading of AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS)
OF THE VILLAGE CODE OF MOUNT PROSPECT. [This ordinance increases the number
of Class "P-1" liquor licenses by one (1) Vishva Groups Inc. d/b/a Cardinal Wine &
Spirits at 1721 W. Golf Road]
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
3. MAYOR'S REPORT
Access
Public
Type
Action
Fiscal Impact
Yes
Dollar Amount
$2,200.00
Budgeted
No
Recommended
Approval of an Ordinance increasing the number of Class "P-1" liquor licenses by one (1)
Action
Information
CARDINAL WINE & SPIRITS
1721 GOLF ROAD
CHANGE IN OWNERSHIP
On Tuesday, May 9, the Village Manager and Executive Assistant met with Ms. Jalpaben Patel and her husband Viraj Patel
to discuss their request for the creation of a new Class "P-1" liquor license. The Patel's are contemplating the purchase of
the existing Cardinal Wine and Spirit store located at the above address. The Class "P-1" license provides for the retail
sales of alcoholic liquors on a package basis. In 2005, the Village limited the number of Class "P-1" licenses to the five
currently in force. The purchase of the business is contingent upon approval of this license application.
Ms. Patel is looking to assume ownership of the existing business. Upon questioning, Ms. Patel indicated that
management of the store will be her full-time endeavor with her husband filling in when needed. Ms. Patel has never
held a liquor license in her name; however, she did work for Lucky Liquors in Texas and is familiar with liquor store
operations. Both were informed that as a condition of approving the change, they would be required to complete a
classroom Certified Liquor Servers' course. The business name will remain the same and Ms. Patel plans on no remodeling
or change in hours of operation. Ms. Patel also intends on retaining current staff and manager. There have been no liquor
violations under the current management.
Discussed with Ms. Patel was the Village's Liquor Code and in particular concerns regarding sales to minors as well as
clearly intoxicated individuals. The requirements of the Villages' Fight Ordinance were also reviewed. It was emphasized
that the license holders were strictly responsible for the actions of their employees. The Patel's indicated they had read
the Liquor Code (Chapter 13) and understood their requirements in this regard.
Alternatives
1. Motion to approve the Ordinance.
2. Action at discretion of Village Board.
Staff Recommendation
A completed application along with payment of appropriate fees and documentation is on file. The applicant has
submitted to a background check and fingerprinting. If the Village Board considers this application favorably, an
Ordinance creating a new class "P-1" license would need to be adopted with the current "P-1" license being deleted upon
completion of the sale.
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File Attachments
Cardinal Wine & Spirits ownership change.pdf (19 KB)
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Admin Content
NB: I've changed the address in the memo text to be "1721" to match the title and the ordinance. The text previously
said "1723 Golf Rd"
AB: The memo states, "The purchase of the business is contingent upon approval of this license application," in the first
paragraph but should we include language saying something like in these occasions of transferring ownership the of P-1
licenses temporarily increase above the
maximum of 5?
4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
S. CONSENT AGENDA
Subject
5.1 List of Bills - May 10 - May 30, 2017
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
5. CONSENT AGENDA
Access
Public
Type
Action (Consent)
Recommended
Approve List of Bills
Action
Information
Please find the attached list of bills for May 30, 2017.
Alternatives
1. Approve List of Bills for May 30, 2017
2. Action at discretion of Village Board.
Staff Recommendation
Approve List of Bills - May 10 - May 30, 2017 - $2,522,936.84.
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
05302017 List of Bills.pdf KB)
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All items under Consent Agenda 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 member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Subject
5.2 Motion to adopt an Intergovernmental Agreement with the Village of Arlington
Heights for access and use of the Police Department lock-up facility for the period May
2017 -May 2019.
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
5. CONSENT AGENDA
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Public
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Type
Preferred Date
Absolute Date
Fiscal Impact
Action (Consent)
Jun 06, 2017
Jun 06, 2017
No
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Recommended Adopt the Intergovernmental Agreement with the Village of Arlington Heights to permit the
Action Arlington Heights Police Department access to and use of the Mount Prospect Police Department's
lock up facility on an interim basis during the construction of the new Arlington Heights Police
Station between May 2017 and May 2019.
Information
The Village of Arlington Heights will be constructing a new police station between May 2017 and May 2019. During the
construction phase, the Arlington Heights Police Department relocated to a temporary facility on the north side of their
community. The temporary facility does not have the capability to temporarily house prisoners during investigations or
until transportation to a bond hearing occurs.
The Arlington Heights Police Department requested to enter into an Intergovernmental Agreement with the Village of
Mount Prospect to have access to and use the Police Department's jail facility for processing and housing prisoners on an
interim basis. Arlington Heights will be entering into similar agreements with other neighboring communities. The
agreement provides for the necessary payments for costs associated with housing a prisoner such as meals and
reimbursements for any damages caused by prisoners of the Arlington Heights Police Department housed in the Mount
Prospect Police Department's jail facility.
Prisoner processing and housing will be in the best spirit of intergovernmental cooperation and in compliance with the
policies of the Arlington Heights Police Department, the Mount Prospect Police Department, and the Illinois Department of
Corrections. The agreement and procedures for housing prisoners from the Arlington Heights Police Department is similar
to support provided Elk Grove Village several years ago during the construction of their new police station.
Alternatives
1. Approve the Intergovernmental Agreement with the Village of Arlington Heights.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends adopting the Intergovernmental Agreement with the Village of Arlington Heights to permit the
Arlington Heights Police Department access to and use of the Mount Prospect Police Department's lock up facility for the
purpose of processing and housing prisoners on an interim basis during the construction of the new Arlington Heights
Police Station between May 2017 and May 2019.
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File Attachments
Arlington Heights -Mount Prospect IGA for Jail Facility Use.pdf (161 KB)
Intergovernmental Agreement - village of ah.pdf (13 KB)
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Admin Content
NB: Edited the Recommended Action as the initial wording was vague "to assist" rather than specific to the lock up
facility.
AB: General Comment: I understand that Arlington will have similar agreements with other neighboring municipalities
and prisoner/work load will be spread out, but wonder if questions will arise related to the Police/Fire Space Needs
Analysis. The Report says the booking & holding room does not have the ideal set up, but I guess we have ample prisoner
space?
NB Response: the IGA notes that AH must have a contingency plan should space problems arise in our facility (item F).
All items under Consent Agenda 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 member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Subject 5.3 A RESOLUTION REQUESTING CLOSURE OF CERTAIN PORTIONS OF CENTRAL ROAD
AND ELMHURST ROAD (ROUTE 83) IN ORDER TO CONDUCT A PARADE {This resolution
authorizes the Village to request approval from IDOT to close portions of Central Road
in order to conduct the annual 4th of July parade}.
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Meeting Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Information:
The Village of Mount Prospect's annual Independence Day Parade will be conducted from 1:00- 3:00 p.m. on Tuesday,
July 4, 2017. The parade route includes portions of Central Road and Elmhurst Road (Route 83) and requires closure of
that portion of Central Road between Northwest Highway and Central Road, the curb lane of Westbound Central Road
between Busse Road and Arthur Street, and Elmhurst Road (Route 83) between Northwest Highway and Golf Road.
The Village of Mount Prospect must obtain written approval from the State of Illinois for the closure of the State
roadways; Central Road and Elmhurst Road (Route 83), and that the Village of Mount Prospet assume all responsibility
and liability involved in the closure of the State roadways.
Recommendation:
Staff recommends the Village Board of Trustees authorize adoption of a Resolution Requesting Closure of Portions of
Central Road and Elmhurst Road (Route 83) In Order To Conduct A Parade.
A certified copy of the adopted resolution will be submitted to Illinois Department of Transportation (IDOT) requesting
closure of the said roadways. A copy of the written approval from IDOT will be kept on file with the Public Works.
Department.
File Attachments
RES4thofjulyClose streets-parade,2017.12df (21 KB)
All items under Consent Agenda 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 member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Subject 5.4 Waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE
PERTAINING TO A DETERMINATION OF THE PREVAILING WAGE RATES {This
ordinance, required by the State of Illinois, adopts the prevailing wages established by
the State of Illinois for public works projects provided by contractors).
Meeting Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Information
The Illinois Prevailing Wage Act requires municipalities to hire contractors and subcontractors for
public works projects that pay no less than the general prevailing rate of wages to public works and
construction employees.
The Act also requires that any public body awarding any contract for public work shall either accept the
prevailing wages determined by the Illinois Department of Labor or investigate and determine the
prevailing wages as defined in the Act for laborers, mechanics and other workers employed in
performing work on public work construction projects in the locality in which said work is performed.
In the past, the Village has expressed their disagreement with mandating prevailing wages and our
position remains.
The attached ordinance satisfies the Village's statutory requirements.
Alternatives
1. Approve the ordinance
2. Discretion of the Village Board
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Recommendation
Staff recommends compliance with the Illinois Prevailing Wage Act and approval of the ordinance
pertaining to a determination of the prevailing wage rates.
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File Attachments
Prevailin Wage 2017.p 15 KB)
Prevailing wage rate schedule 2017.pdf (516 KB)
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All items under Consent Agenda 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 member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
6. OLD BUSINESS
Subject
6.1 PZ -02 -17 TEXT AMENDMENTS TO CHAPTER 14 AND CHAPTER 9 OF THE VILLAGE
CODE (1st reading of an ORDINANCE AMENDING CHAPTER 9, "DEFINITIONS" OF THE
VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS and 2nd reading of an ORDINANCE
AMENDING CHAPTER 14, "ZONING" OF THE VILLAGE CODE OF MOUNT PROSPECT,
ILLINOIS)
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
6. OLD BUSINESS
Access
Public
Type
Action
Preferred Date
Jun 06, 2017
Absolute Date
Jun 20, 2017
Fiscal Impact
No
Recommended
Approve text amendments amending the Zoning Ordinance (Chapter 14) and Chapter 9 of the
Action
Village Code related to Sight Triangle and Vision Clearance.
Information
Residents have recently provided feedback to staff and the Village Board related to traffic obstructions at intersections due to
landscaping or other improvements. Municipalities typically limit these types of obstructions through sight triangle or vision
clearance regulations, which are designed to keep an area clear for the safety of pedestrians, bicyclists and drivers.
Examination of our Village code demonstrates some deficiencies or contradictions within our current regulation of sight
triangles. The Community Development Department is seeking approval of text amendments to the zoning ordinance (Chapter
14) and Chapter 9 of the Village Code. These amendments would improve the clarity and effectiveness of our regulations. The
proposed text amendments are outlined below:
Article XXIV: Definitions
Staff is recommending modifying the sight triangle definition to better define the area that is considered a sight triangle. It will
also remove reference to which structures or landscaping can or cannot be located within the sight -triangle; it is good practice
to place regulations within the various applicable code sections, and not within definition itself. For example, fence and
landscape regulations related to sight triangles are currently provided in Chapter 14 and in Chapter 9 of the Village Code.
Article III: General Provisions
Staff is proposing an additional code section, 14.320, Vision Clearance. This section would restrict the height of all structures
and landscaping that can be located in a triangle formed at the intersections of front/exterior side or exterior side/rear lot
lines. This regulation is worded to ensure that a triangle with legs of ten feet (10') by ten feet (10') are kept clear at the
corners of all intersections. No obstructions would be permitted between a height of three feet (3') and six feet (6). This is
consistent with Chapter 9's regulations. It does not restrict landscaping along driveways; however, current fence regulations
which restrict fences in sight triangles along driveways will not change.
The following language is proposed:
Vision Clearance. No building, structure, landscape planting or other obstruction shall be permitted between a height of
three feet (31 and six feet (61, as measured from grade, within a triangular area established at the intersection of the
front and exterior side lot lines, or the exterior side and rear lot lines of a corner lot. Such triangle shall have legs of
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ten feet (10') along said front, exterior side, or rear lot lines, measured along the lot lines at the point of intersection.
In uniaue situations, the director shall determine the distance that is reasonably safe.
Public Utilities, Pavement and Tree Regulations (Chapter 9): Definitions
Staff is recommending a modification to the definition of sight triangle as noted in Article II of Chapter 9. The definition
currently references Chapter 14's definition of sight triangle. This is inaccurate, as Chapter 9 applies its own method for
determining the size of a sight triangle and zoning code definition does not apply. For the purposes of Chapter 9, sight triangles
include area in the right-of-way and are calculated using a mathematical formula, based in part on the speed of vehicles
traveling on a roadway. The proposed modification to the Chapter 9 definition simply clarifies its use.
Review History
Planning and Zoning Commission Recommendation
The Planning and Zoning Commission conducted a public hearing to review the request on Thursday, February 23, 2017 and by
a vote of 5-0, the Planning and Zoning Commission recommended denial of the proposed code update to Article XXIV:
Definitions. Comments at the meeting include questions on existing code language and its status as a regulation; safety
concerns for cyclists and runners at intersections that may occur with the reference to plantings struck from the code; a
resident noted that provisions should be added to the code to ensure landscaping and fences are not located within sight
triangles. Finally, Planning and Zoning Commission Chairman Donnelly stated the Village Board should consider adding
language to the Village Code to address the issues raised.
Village Board Review
The Village Board reviewed the proposed amendment to the definition of sight triangle on April 18, 2017. Concerns were also
raised related to the need to have regulations in the code with regard to landscaping to protect the safety of pedestrians and
cyclists. It was recommended that staff research alternatives to address the concerns of the Planning and Zoning Commission
and Village Board. In addition, the modified amendments should be reviewed by the Transportation Safety Commission.
Transportation Safety Commission Review
On May 22, 2017, staff presented modified amendments to the Transportation Safety Commission. In addition to the
amendments to Chapter 14's definition of Sight Triangle, staff presented an added regulation to Article III [General
Provisions], Vision Clearance, as well as recommendations to the definition of sight triangle in Chapter 9 [Public Utilities,
Pavement and Tree Regulations].
The Transportation Safety Commission raised the following points during discussion: clarification that the regulation of Vision
Clearance would only apply to corner lots; that the inclusion of driveways in the regulation would include numerous non -
conformities; that the fence regulations would not change. In addition, the TSC wanted to understand the method of
enforcement for properties that would be in violation, as they did not want to give the appearance of Mount Prospect "over
regulating" properties or burden a property owner with fines, etc.
The Commission made a recommendation to concur with staff recommendations related to the three code amendments, the
motion was approved by a vote of 7-0. The draft minutes of the TSC meeting are attached.
Alternatives
1. Approve text amendments amending the Zoning Ordinance (Chapter 14) and Chapter 9 of the Village Code related to
Sight Triangle and Vision Clearance.
2. Action at discretion of Village Board.
Staff Recommendation
Village staff was tasked with creating regulations which balance the safety of Village residents with the private property rights
of owners. It is clear that the Planning and Zoning Commission, Transportation Safety Commission, and Village Board feel the
code should address landscaping in areas which creates a safety concern. The proposed code amendments are drafted to
address the most conspicuous safety concerns while limiting the number of non -conforming situations. In addition, the
regulations proposed must be enforceable by inspectors should a complaint be raised.
Staff recommends Village Board approve amendments to Chapter 14, modifying the definition of Sight Triangle and the
addition of Section 14.320 "Vision Clearance", as well as modifications to the definition fo Sight Triangle in Chapter 9.
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File Attachments
TSC -Minutes (Draft).p 185 KB)
Sight Triangle Redlines Proposed.pdf (77 KB)
Vision Clearance Exhibit TSC May 2017.pdf (247 KB)
Village of Mt Prospect Ordinance for Village Code Chapter 14 amendments re Definitions -- Sight T.pdf KB)
Chapter 9 amendments.pdf (52 KB)
7. NEW BUSINESS
8. VILLAGE MANAGER'S REPORT
Subject
8.1 MOTION TO WAIVE REQUIREMENTS FOR PUBLIC BIDDING AND AWARD A
2018
CONTRACT FOR TURF MOWING IN AN AMOUNT NOT TO EXCEED $55,525.
Meeting
Jun 6, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
8. VILLAGE MANAGER'S REPORT
Access
Public
Type
Action
Preferred Date
Jun 06, 2017
Absolute Date
Jun 06, 2017
Fiscal Impact
Yes
Dollar Amount
$55,525.00
Budgeted
Yes
Budget Source
GENERAL FUND
Recommended STAFF RECOMMENDS THAT THE VILLAGE BOARD WAIVE THE REQUIREMENTS FOR PUBLIC
Action BIDDING AND AWARD A TWO (2) YEAR CONTRACT FOR TURF MOWING TO ALLSCAPE,
INCORPORATED IN AN AMOUNT NOT TO EXCEED $55,525. YEAR 2 EXPENDITURES WILL BE AT
BID RATES BUT LIMITED TO FUNDS APPROPRIATED IN THE 2018 BUDGET.
Information
Sealed bids for the 2017-2018 turf mowing contract were opened on February 13, 2017. On March 7, 2017, the Village
Board awarded the work to the lowest cost bidder, Alvarez Landscape (Alvarez), in an amount not to exceed $50,000 in
2017. Next year's expenditures were to be at bid rates but limited to funds appropriated in the 2018 budget.
For reference, the tabular results of the bid opening are reprinted in Table 1 below:
Table 1
(Reprinted from March 7, 2017 Village Board agenda)
Contractor
2017
2018
F Total cost
Alvarez Landscaping
$47, 606.02
847,606.02
P $95,212.04
Allscape
$84,968.00
S„84,9„6„8.0„0
P$169,936.00
Fleck's Landscaping
$85,766.00
585,766.00
$171,532.00
Moore Landscapes
$150,214.00 11S150,214.00
P$300,428.00
The scope of work includes of 29 acres of weekly turf mowing at 75 distinct, publicly owned sites throughout Mount
Prospect. Bidders submitted a weekly cost to mow each individual site.
Alvarez had not performed work for the Village of Mount Prospect in the past. However, reference checks, including
telephone interviews with contract administrators, indicated the firm had ample resources and experience to perform the
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specified work.
Alvarez began mowing on April 3, 2017. On April 27, 2017 we were contacted by the project manager for Alvarez who
stated that they had "under bid" the project and wanted to talk to the Village about adjusting their bid price. Staff advised
Alvarez that terms and prices could not be modified after award and execution of the contract without re -bidding the work-
to
orkto avail similar opportunity to other contractors.
Staff subsequently engaged further discussion of Alvarez' issues and suggested that they not string trim all the sites every
week but rather every other week, or as needed. Staff also suggested that better routing of work crews could reduce
personnel requirements and improve crew efficiency. Alvarez agreed to implement staff's suggestions.
On May 8, 2017 staff contacted Alvarez to notify them of contract performance deficiencies. Specifically, our inspections
indicated that all mowing areas were not receiving adequate quality or frequency of service.
On the same day, in response to our outreach, we were contacted by the vice president of Alvarez, who apologized for
their poor performance and asked that they be released from the contract.
Subsequently, staff held a meeting with both the vice president and project manager from Alvarez on May 11, 2017 to
discuss the matter in further detail. At this meeting, Alvarez again stated that they "underbid" the project, and asked for
an increase in their rates or a reduction in the scope of work. Staff declined these requests.
On May 19, 2017, staff received an email from Alvarez' vice president formally requesting release from the contract and
requesting that the transmittal be received as their formal ten-day notice of termination required by contract provisions.
The Village Attorney has determined that this notice satisfies Alvarez' contractual obligation. For reference, a copy of
this email is attached.
The turf mowing contract provides that either party, the Village or the contractor, can elect to terminate the agreement
upon ten (10) days written advanced notice.
The contract does not require a performance bond to guarantee completion of the work. Analysis of previous turf mowing
contracts containing a performance bond requirement indicated the provision yielded inflationary pressure on bid prices
and a limiting effect on the volume of bidders. Staff concluded that the nature of the landscape maintenance market place
does not ubiquitously support work bonding as a business practice. Other than a detrimental effect on their work history,
Alvarez will not incur a significant financial penalty for terminating this contract.
Staff now seeks Village Board approval to hire a new contractor to complete the remainder of the Alvarez' two (2) year
contract.
It is the opinion of staff that re -bidding the work at this juncture would not serve the best interests of the Village. Re-
bidding would require a 4-6 weeks hiatus, during the height of growing season, in order to let a new bid, award a contract,
and mobilize a new contractor.
Furthermore, it is also staff's opinion that the results of the February 2017 bid letting are sufficiently recent and remain a
valid representation of the market place.
In addition, it is likely that the timing of a turf mowing bid letting so late in the growing season would limit bidders to poor
performers with inadequate books of business or larger firms willing to absorb the new work at premium rates.
As soon as Alvarez indicated they were looking to be released from the contract, staff contacted Allscape Contractors,
Inc. of Romeoville, Illinois (Allscape), the second lowest bidder from the February 2017 bid opening, to see if they were
still interested in the work. The owner of the company indicated that he was, and could assume the contract within two
(2) weeks. A copy of Allscape's bid submittal is attached.
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Allscape has not performed work for the Village in the past. However, all of their bid submittal references provided very
favorable reports. We also asked Allscape to provide additional references. All of the additional references, including a
reference for municipal work from the Village of Cary that is essentially the same size and scope as our contract, also
indicated that Allscape's work was satisfactory and that they consistently adhered to the specifications of the respective
contracts.
Alternatives
1. Waive the requirements for public bidding and award a two (2) year contract for turf mowing.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board waive the rules requiring public bidding and award a two (2) year contract for
turf mowing to Allscape Contractors, Inc. of Romeoville, Illinois in an amount not to exceed $55,525 in 2017.
Expenditures in 2018 will be at bid rates but limited to appropriations authorized in the 2018 budget.
File Attachments
2017-2018 - Turf Mowing Contract - Allscape Contractos, Inc.p 5,097 KBS.
Alvarez' Notice of Term ination.pdf(6
9. ANY OTHER BUSINESS
10. ADJOURNMENT
ANY INDIVIDUALWHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY OR NEEDS SOME
ACCOMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 847/392-6000, EXTENSION 5327
hftp://www.boarddocs.com/il/Vomp/Board.nsf/Public 11/11