HomeMy WebLinkAbout6. MANAGERS REPORT 7/19/05
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
DATE: JULY 13, 2005
TO: VILLAGE MANAGER MICHEAL E. JAN"ONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
SUBJECT: BID RESULTS FOR HV AC MAINTENANCE CONTRACT
(NOT TO EXCEED $14,000)
BACKGROUND
This proposed contract will provide for quarterly scheduled maintenance on all HV AC units in
Village-owned buildings. In addition, it will also provide an emergency rate per hour for
emergency service call work. The term of this proposed contract is three (3) years (August 2005
- August 2008).
BID RESULTS
Sealed bids were opened at 11 :00 A.M. on July 11, 2005. Nine (9) invitational bids were
distributed to qualified local contractors and a bid notice was placed in a local paper as required
by the Village purchasing policy.
Eight (8) bids were received. The results are as follows:
Bidder
Annual Fee
(for Scheduled Maintenance)
Emereencv Rate/Hour
Bedco Mechanical Inc.
Althoff Industries
Climatemp Service Group
Inland Mechanical Services Corp.
International Piping Systems, Inc.
RMC Enterprises
Oakbrook Mechanica]
Edwards Engineering Inc.
$8,730.00
$]2,000.00
$]9,440.00
$25,125.00
$26,000.00
$35,576.00
$37,9]7.00
$44,616.00
$80.00
$83.00
$86.70
$82.00
$118.00
$81.42
$86.66
$90.00
Page 2 of2
Bid Results for HVAC Maintenance Contract (Not to Exceed $14,000)
Ju(v 13, 2005
DISCUSSION
The low bidder, Bedco Mechanical Inc., has provided scheduled maintenance and emergency
service work to the Village for the last four (4) years. Their performance has been acceptable in
all cases.
The contract award for 2005 will be prorated for the time remaining in the calendar year (5
months). It will include two (2) quarterly scheduled maintenance checks ($4,365) and encumber
$9,635 for unscheduled/corrective maintenance work. The estimate for unscheduled work is
based on past experience during the late summer and early fall seasons. The total award for 2005
will not exceed $14,000.
RECOMMENDATION
I recommend the Village Board award a three (3)-year HV AC maintenance contract to Bedco
Mechanical Inc. of Mount Prospect, Illinois. The award amount for 2005 will not exceed
$14,000. Awards for subsequent years of this contract will be limited to available funds for
HV AC Repairs (account number 0015102-540460) in approved budgets.
~~ GJ fAMLJ
Paul Bures
Superintendent of Streets & Buildings
I concur:
Af~
Director of Public Works
c: Director of Public Works Glen R. Andler
Deputy Director of Public Works Sean P. Dorsey
File
X: IA dministration \BlDSIRESU L TS\H VA C CONTRA CT 2005. 2008.REC.doc
Village of Mount Prospect
Community Development Department
MEMORANDUM
TO:
MICHAEL E. JANONIS, VILLAGE MANAGER
~M~
11,Q ci!:
FROM: DIRECTOR OF COMMUNITY DEVELOPMENT
DATE: JULY 13, 2005
SUBJECT: REQUEST TO AUTHORIZE AGREEMENT FOR PROFESSIONAL SERVICE WI H
MUNDIE & COMPANY, INC. FOR REAL ESTATE APPRAISALS IN SUB-AREA #1
In order to properly gauge the potential redevelopment costs for Sub-area #1 in the downtown TIF
District, it is necessary to obtain real estate appraisals for all property in this area. Staff recommends
that the Village hire Mundie and Associates to complete real estate appraisals for all properties in Sub-
area #1. Mundie has agreed to provide these services in an amount not to exceed $27,500 (see
attached proposal).
Mundie has completed several appraisals for the Village in our TIF District over the past several years.
Mundie is very familiar with our TIF and has worked with our legal counsel (Ryan and Ryan) as we
have negotiated property acquisition in the past. This familiarity with our TIF and strong working
relationship with Ryan and Ryan enhance their value to the Village. This expense is eligible to be paid
with TI F funds.
If approved by the Village Board, I would propose utilizing funds from account # 5507703-540110 -
Other Professional Services (page # 285 of the Budget) to cover these costs. There is currently
$40,000 budgeted for this account, therefore a budget amendment will be required at the end of the
year to reflect this expenditure.
Please forward this memorandum and attachment to the Village Board for their review and
consideration at their July 19th meeting. Staff will be present at this meeting to answer any questions
related to this matter.
William~b~t~ \.
H:\ADMNIBILL IMEMOSIMEJ\Mundie-appraisals-070705 rev 7 -13.doc
M I ~~~I~~L~~sMPANY! Inc.
July 6, 2005
Village of Mount Prospect
50 South Emerson Street
Mount Prospect, Illinois 60056
Attention: Mr. William J. Cooney, Jr.
Director of Community Development
RE: 13 Downtown Commercial Properties
Mount Prospect, Illinois
Dear Mr. Cooney:
With respect to our phone conversation, the following represents Mundie & Company's
proposal to prepare summary market value appraisals relative to your redevelopment project.
The properties in question consist of thirteen commercial retail facilities located within the
downtown sector of Mount Prospect. For purposes of this proposal, I have assumed that all
thirteen of the properties are relatively small commercial establishments similar to the types of
properties I appraised for The Village of Mount Prospect between 1999 and 2001.
The appraisal format will be similar to that provided in earlier appraisals to the village. It is
assumed that the majority, if not all, of the properties will be appraised using only the Sales
Comparison Approach to value. The cost of the appraisals is estimated to average
approximately $2,000 per property/report not to exceed a total of approximately $27,500.
Since I have not been provided specifics with regard to the various properties, I do reserve the
right to revise a fee (site specific). This fee revision will only take place with your prior
approval.
If you have any questions concerning this proposal, please feel free to contact me at your
earliest convenience. If this proposal meets with your agreement, please sign and date the
enclosed copy of this letter and return it to my office as your authorization to proceed. I
appreciate The Village of Mount Prospect considering Mundie & Company regarding this
possible assignment.
Sincerely,
/ MUNDIE:CqM~/ <
( /:.:tt: C // /:d?~
~.- -. ~~~}? C. Mundie.. ,/~AI
..p" //
ACCEPTED BY:
DATE:
,/
.I
1301 West 22nd Street · Suite 301 · Oak Brook. IL 60523~63_0-422-0.l0~O~~~Q~,Q-5.21d2.9.4..
Village of Mount Prospect
Community Development Department
MEMORANDUM
TO:
MICHAEL E. JANONIS, VILLAGE MANAGER
~.~
1\1 0;;)
FROM: DIRECTOR OF COMMUNITY DEVELOPMENT
DATE: JULY 7, 2005
SUBJECT: REQUEST TO AUTHORIZE AGREEMENT FOR PROFESSIONAL SERVICES WITH
KANE, McKENNA AND ASSOCIATES TO AMEND TIF PLAN
It is necessary for the Village to amend our TIF Redevelopment Plan to reflect the proposed changes in
the development scope and budget that have been recommended by the Ad Hoc Advisory Committee.
State Statutes require that the Village follow certain procedures to officially amend our TIF including
holding several public hearings and providing notices to affected property owners. Staff recommends
that the Village hire Kane, McKenna and Associates (KMA) to guide the Village through this process to
ensure that all statutory requirements are addressed. KMA has agreed to provide these serVices in an
amount not to exceed $44,000 (see attached proposal).
The Village has utilized KMA's services many times over the past several years ~as we have negotiated
property acquisition and redevelopment agreements in our T1F District. KMA is very familiar with our
TIF and has significant experience with TIF regulations in Illinois. Their knowledge and experience will
ensure that the Village complies with all the necessary regulations. This expense is eligible to be paid
with TIF funds.
If approved by the Village Board, I would propose utilizing funds from account # 5507703-540110 -
Other Professional Services (page # 285 of the Budget) to cover these costs. There is currently
$40,000 budgeted for this account, therefore a budget amendment will be required at the end of the
year to reflect this expenditure.
Please forward this memorandum and attachment to the Village Board for their review and
consideration at their July 19th meeting. Staff will be present at this meeting to answer any questions
related to this matter.
~~~ ]~obtp
H:IAOMNIBILL IMEMOSIMEJIKaneMcKenna- TIFamend ment-07070S.doc
..
Kane, McKenna
and Associates} Inc.
150 ,"Jorth Wacker Drive T 312.444. 1702
Suite 1600 F 312.444. 9052
Chicago. Illinois 60606
May 5, 2005
(~II
Mr. William Cooney
Director of Community Development
Village of Mount Prospect
100 South Emerson Street
Mount Prospect, IL 60056-3266
Dear Mr. Cooney:
Re: Villae:e of Mount Prospect Downtown TIF Amendment
Dear Mr. Cooney:
Pursuant to our recent discussions with you and staff, Kane, McKenna and
Associates, Inc. (nKMAn) is prepared to assist the Village of Mount Prospect, Illinois
(the "Villagen) in reference to tax increment financing programs pertaining to the
amendment of the Village's existing TIF district (nTIFn).
Kane, McKenna and Associates, Inc. will provide the following services to the
Village as necessary, and only for areas specifically identified by the Village.
PHASE I - PRELIMINARY REVIEW OF POTENTIAL QUALIFICATION
FACTORS AND ECONOMICS OF THE PROPOSED
AMENDED TIF
1) Review the characteristics of the amendments to the TIF in order to evaluate
new properties and assess the potential qualification factors (strengths and
weaknesses) of any identified area under Illinois law.
2) Review the current EA V of the amended properties and existing TIF
properties in relation to potential redevelopment identified through Village
plans and goals.
150 North Wacker Drive T 312,444 . 1702
Suite 1600 F 312.444 9052
Cllicago. Illinois 60606
~jll
Mr. William Cooney
Page Two
May 5,2005
3) Assist the Village to prepare a preliminary "TIF eligibility analysis".
At a minimum, the analysis would include the following:
a. Review areas for land use and conditions and summarize results.
b. Evaluate preliminary TIF District amendments.
c. Prepare a survey analysis and identify necessary documentation to
back up findings, pursuant to any potential designation.
d. Review and discuss potential applicability of other economIC
development programs, State, Federal or local.
e. Identify if a Housing Impact Study is needed.
4) Prepare additional information for Village staff with respect to the following:
a. Revised TIF Budget.
b. Prepare analysis of TIF funds usage and projections based upon
various assumptions.
..
150 North Wacker Drive T 3 J 2 .444 . 1702
Suite 1600 F 312.444. 9052
C11icago, IllinoIs 60606
(.11
Mr. William Cooney
Page Three
May 5, 2005
PHASE II - COMPLETE AMENDMENTS TO REDEVELOPMENT PLAN
AND PROJECT
If the Village decides to move forward, KMA would, prepare the appropriate
amendments to the redevelopment plan for the proposed area(s) which would include:
1) A statement of redevelopment goals and objectives.
2) Examination of TIF or other program qualification factors and presentation of
rationale for basis under which the TIF. District or other program is to be
justified under State law.
3) A statement of eligible redevelopment activities may be implemented under
the Plan.
4) Presentation of estimated costs for proposed redevelopment projects
contemplated for implementation under the Plan.
5) A detailed discussion of impediments to the successful redevelopment of the
amended area, and the measures the Village could undertake to eliminate such
barriers so to promote economic revitalization to the said area.
6) Assist the Village by participating in required public hearings and Joint
Review Board meetings, including: a) helping to insure preparation and
execution of proper notification as required for all meetings; and b) providing
any and all necessary support.
7) Assist the Village in participating in meetings with all interested and affected
parties, including property owners, and overlapping tax jurisdictions. KMA
will help Village to follow the procedures for such gatherings as required by
State law.
8) Work with the Village's counsel to meet all the requirements of Illinois law so
to insure proper establishment of the TIF District.
9) Assist Village's counsel in preparation of the appropriate Ordinances required
for adoption of the redevelopment plans and Proposed Projects by the Village
to legally establish the TIF District.
150 North Wacker Drive T 312 444 1702
Suite 1600 F 312.444. 9052
Chicago. illinois 60606
~.d
Mr. William Cooney
Page Four
May 5, 2005
10) Assist the Village to establish and maintain complete documentation files to
assure proper support of eligibility findings in order to support legal standing
for establishment of the TIF District.
11) If a TIF District is pursued, conduct a Housing Impact Study if such is needed.
12) Assist Village to prepare and attend Public meetings as required by the TIF
Act.
PHASE III - REDEVELOPMENT AGREEMENTS, PLAN AND PROJECT
IMPLEMENT A TION
KMA is prepared to assist the Village in the implementation of an economic
development program to facilitate financing for projects undertaken within the TIF
District. Services that will be provided include:
1) Assist the Village in the evaluation of development proposals that may be
submitted to the Village in order to assist the Village to justify relative merits
and feasibility of proposed redevelopment projects for potential funding or
other assistance.
2) Arrange and attend meetings with the Village pertinent to the negotiation of
any redevelopment agreements or projects.
3) Provide assistance and information necessary for resolution of any
redevelopment agreement related issues between the Village.
4) Work with the Village regarding the most feasible economic public financing
strategy for any public improvements or other needs in the TIF District. Work
with Village regarding evaluation of "But For" arguments related to potential
development proposals.
5) Assist the Village in drafting and/or redrafting any redevelopment agreements
for presentation and negotiations with the Village and otherwise perform all
duties necessary to facilitate any required agreements on behalf of Village.
\
150 Norrh Wacker Drive T 312.444. 1702
Suite 1600 F 312.444 9052
Chicago, Illinois 60606
(ill
Mr. William Cooney
Page Five
May 5, 2005
6) Project anticipated incremental revenues to be generated from potential
development projects and judge whether such revenues are reasonable,
feasible and are based on acceptable assumptions, given each development
Project's characteristics and potential.
7) Provide the Village with recommendations regarding proposed revenue/cost
projections and the potential funding advantages and disadvantages of various
public financing strategies.
COMPENSATION FOR SERVICES
For Phases I - III, the Village shall be billed monthly for services at the following
rates per hour:
Personnel
Hourly Rates
President
Executive Vice President
Officers
Associates
Administrative
$150.001H0ur
$135.00IHour
$ 120.001H0ur
$ 75.00/Hour
$ 15.001H0ur
Hourly billings associated with Phase I are estimated to be in the range of $7,500 to
$10,000. Phase II billings are estimated to be in the range of $17,000 to $22,000.
The Housing Impact Study is estimated to be in the range of $7,500 to $12,000. The
estimates may be revised depending upon the number of meetings required by the
Village. Note: the estimates do not include any out of pocket expenses associated
with legal/newspaper publication, preparation of the legal description, certified
mailings and large scale copying jobs associated with the mailings. Phase III billings
and time frames will be estimated and provided prior to undertaking such services on
behalf of the Village.
Village shall have the right to cancel this Contract at any time upon three (3) business
days notice.
"
~,
ISO North Wacker Drive T 312.444 , 1702
SUite 1600 F 312 444,9052
Chicago, Illinois 60606
~.d
Mr. William Cooney
Page Six
May 5, 2005
This Agreement will be effective May 5, 2005 regardless of when executed.
Please indicate Village's acceptance of this Agreement by executing the original and
copy, and by returning the original to us. We look forward to working with you on
this assignment.
. ;/
Si,n, C~!~,/~ - , l-
,// ... - , I ~
~ / ~W At .
Philip R. McKenna
President
~ r2~(~ J/z,f-
Robert Rychlicki
Executive Vice President
AGREED TO:
/;::;1" '
////>;;J If{ V t tv'
('~~?:; (v" '
Philip R. McKenna, President
Kane, McKenna and Associates, Inc.
'5 r S-c"J-
Date
Village of Mount ProspeCt
Date
Co:/Mount ProspectlLetter of Agreement 05.05.05
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
FROM:
IT DIRECTOR
~ta. M~\
1\19 ~
TO:
ASSISTANT VILLAGE MANAGER DAVE STRAHL
DATE: JULY 11,2005
SUBJECT: REQUEST FOR APPROVAL TO WAIVE BID AND TO PURCHAS
EMERGENCY CALL-OUT SYSTEM UPGRADE
The Village's emergency call-out system is scheduled for an upgrade in 2005. Staff is
requesting approval to waive the bid due to the proprietary nature of the system, and to
purchase the upgrade for the emergency call-out system. This upgrade request includes both
hardware and software. The hardware upgrade is needed to allow the software to be upgraded
to the current version.
Backoround
The original system was purchased in 1999 from Dialogic Communications Corporation (DCC)
to provide a means to quickly communicate critical information to the public. The DCC system
provides the ability to send prerecorded telephone messages to recipients selected from a
database. While the system was installed primarily to allow critical notifications to be sent out
quickly in emergency situations, it was used extensively to provide information to residents
during the garbage strike of 2003. Smaller scale uses have included localized requests for help
in searching for a lost Alzheimer's patient and warnings about bat bites. The Fire Department
has used it for internal notifications of events as well. Currently Fire Prevention staff is working
with the local schools with the hope of creating a scenario that will notify principals of critical
events that occur at other schools.
The DCC hardware was scheduled for replacement in 2004, but the replacement was pushed
back as a budget-cutting measure. Since the system is still running Microsoft Windows NT, the
operating system is no longer supported by Microsoft. Also DCC's current version of the
software cannot run on the Windows NT operating system.
The DCC software includes two main components. The Communicator is used to call phone
numbers of contacts that are manually input into the database. GeoCast (formerly GeoNotify) is
used to select call recipients from a map-based system. GeoCast utilizes the Village's GIS data
along with phone numbers purchased from SBC.
Benefits
The upgraded DCC version offers a number of benefits over the Village's existing version.
Some of those benefits are highlighted on the next page.
Request for Approval to Waive Bid and to Purchase Emergency Call-Out System Upgrade
July 11,2005
Page 2
Communicator v9.2 (user-created database)
. E-mail is now a valid option for notifications and for reporting.
. E-mail attachments may be used.
. Multiple e-mail addresses and pager numbers may be used.
. Version 9.2 is 25% faster.
GeoCast (map-based database)
. GeoCast is an extension to ESRI ArcView, which is the Village's GIS software standard.
. Unlimited map layers may be defined.
. Calls may be prioritized by direction (e.g. north to south, or closest to farthest).
. Hyperlinks may be created to display evacuation routes, floor plans of buildings, etc.
. Call-out zones may be saved for future use.
Costs
Costs for the upgrade are listed below. Funds are available from the account numbers
indicated.
Costs
New Server Hardware
NT to W2K Conversion I Software U rade
ArcView 9.1 License
1-Da on-site installation/trainin
1- ear Software Su ort wi U rades
Subtotal
$3,500
$3,500
$5,500
$1,100
$1,900
$2,250
$10,750
Recommendation
, recommend that the Village waive the bid process and purchase the DCC emergency call-out
system upgrade from Dialogic Communications Corporation in an amount not to exceed
$14,250. Please feel free to contact me with any questions or concerns.
~~
tlJoan Middleton
IT Director
I:\VB Request Memos\2005 DCC Upgrade.doc