HomeMy WebLinkAbout02/18/2020 VB Agenda6/11/2020 BoardDocs® Pro
Tuesday, February 18, 2020
'.!*'.,EGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p,m,
Village
of Mount Prospect
Villa
"• -
Hall - 3rd floor Board• •
!1 S. Emerson
Mount Prospect,,60056
Subject
1.1 ROLL CALL
Meeting
Feb 18, 2020 - 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 Hoefert
Meeting Feb 18, 2020 - 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 Rogers
Meeting
Feb 18, 2020 - 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 Minutes of the Regular Meeting of the Village Board - February 4, 2020
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Meeting Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 2. APPROVAL OF MINUTES
Access Public
Type Action, Minutes
Minutes View Minutesfor Feb 4, 2020 - of REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE
B
Motion & Voting
(not specified)
Motion by Michael Zadel, second by Paul Hoefert.
Final Resolution: Motion Carries
Yea: William Grossi, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
3. MAYOR'S REPORT
Subject
3.1 None
Meeting
Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category
3. MAYOR'S REPORT
Access
Public
Type
Information
Alternatives
1.
2. Action at discretion of Village Board.
Staff Recommendation
4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
S. CONSENT D.
Subject 5.1 List of Bills - January 30, 2020 - February 11, 2020
Meeting Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Recommended Action Approve List of Bills - January 29, 2020 - February 11, 2020 - $7,672,725.18
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Information
Attached is the list of bills for February 11, 2020.
Alternatives
1. Approve List of Bills for February 11, 2020.
2. Action at the discretion of the Village Board.
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Staff Recommendation
Approve List of Bills - January 29, 2020 - February 11, 2020 - $7,672,725.18
File Attachments
February 11 List ill .
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.
Motion & Voting
6m OLD BUSINESS
Subject 6.1 None
Meeting Feb 181, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 6. OLD BUSINESS
Access Public
Type
Alternatives
1.
2. Action at discretion of Village Board.
Staff Recommendation
7m NEW BUSINESS
Subject 7.1 None
Meeting Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 7. NEW BUSINESS
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Type
Information
Alternatives
1.
2. Action at discretion of Village Board.
Staff Recommendation
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Subject
8.1 Storm Ready Presentation
Meeting
Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category
8. VILLAGE MANAGER'S REPORT
Access
Public
Type Discussion, Information
Information
The Village has recently met the requirements to be awarded a "Storm Ready Community". There are currently, 147
sites in Illinois who have met these requirements. These sites include: 32 Counties; 89 Communities; 19
Universities; 6 Commercial and 36 Supporters.
A Storm Ready Community is part of the National Weather Service's Weather -Ready Nation Program. This program
assists in preparing our community awareness for extreme weather events ranging from tornadoes to winter storms.
The program encourages communities to take a proactive approach in improving local weather notification and to
ensure the safety of all our residents, businesses and employees.
Part of the requirements include:
• Establishing a 24-hour warning point
• Having more than one-way to receive severe weather warning and forecasts and to alert the public
• Creating a system that monitors weather conditions locally
• Promoting the importance of public readiness through community seminars
• Developing a formal hazardous weather plan that includes weather spotters and holding emergency exercises
Through the work of the Joint Emergency Management System (JEMS) eight communities were all recognized at a
meeting in January.
A11Fornmtivioc
1. Discuss the Storm Ready program
2. Action at discretion of Village Board.
Staff Recommendation
No recommendation required.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
Storm _ _
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Subject 8.2 Motion to accept proposals for Melas-Meadows Bridge Phase I Engineering
Services in an amount not to exceed $124,131.36
Meeting Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 8. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date Feb 18, 2020
Absolute Date Feb 18, 2020
Fiscal Impact Yes
Dollar Amount $124,131.36
Budgeted Yes
Budget Source Capital Improvements Fund
Recommended Action Accept the proposal from Burns & McDonnell consulting engineers to provide Phase 1
engineering services for the Melas-Meadows Bridge Project in an amount not to exceed
$124,131.36.
Tnfnrm.=tinn
This memorandum transmits a recommendation to award a contract for Melas-Meadows Bridge Phase I engineering
services.
This matter was initially discussed at the April 3, 2018, Regular Meeting of the Village Board. At that time, no award
was approved and staff was directed to solicit financial commitments from referenced stakeholders to participate in
funding the proposed work.
Subsequently, staff met with executives from Township High School District 214, Mount Prospect School District 57,
Mount Prospect Park District, Arlington Heights Park District, and the Village of Arlington Heights. The purpose of the
meeting was to entreat the agencies to join the Village in an intergovernmental agreement to develop Phase 1 with
an equally distributed financial stake.
In turn, the governing board of each agency considered this request. The Mount Prospect Park District indicated it
would participate at the requested share if all other agencies agreed to do so. The Village of Arlington Heights
indicated that it would not participate at the requested share but might consider a lesser financial contribution.
Township High School District 214, Mount Prospect School District 57, and the Arlington Heights Park District all
declined to participate.
The Village Board contemplated this outcome at the February 11, 2020, Committee of the Whole meeting. This
award recommendation is conveyed for reconsideration pursuant to discussion at that meeting. In addition, as
explicitly petitioned during discourse at the February 11 COW, staff will apply for an "Invest in Cook" grant to
mitigate this proposed expenditure.
Background
The Village of Mount Prospect's Comprehensive Plan and Bicycle Plan both identify opportunities for better
connections between parks, schools, destinations, and neighboring communities for pedestrians and bicyclists. One
challenge that has been recognized to promote walking and biking is to provide a safe crossing between Melas Park
and Meadows Park. The two parks are divided by Northwest Highway (US Route 14) and the Union Pacific Railroad
tracks. A key transportation goal for the Village of Mount Prospect is to construct a pedestrian bridge over the
roadway and railroad tracks linking these two parks. A location map depicting the location of this proposed project
area is attached.
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Both parks are unique and draw residents from all areas of town. Melas Park is co-operated by the Mount Prospect
Park District and the Arlington Heights Park District. It is owned by the Metropolitan Water Reclamation District of
Greater Chicago and leased to the Village of Mount Prospect. Melas Park facilities include a Visual Arts Center, soccer
fields, baseball/softball diamonds, dog park, and walking paths. The park also hosts the Village's annual 4th of July
festivities. Meadows Park is owned by the Mount Prospect Park District and includes an aquatic center, playground,
and baseball/softball diamonds. The proposed pedestrian bridge will be constructed at the northeast corner of Melas
Park and the southwest corner of Meadows Park.
Approximately 17,000 vehicles travel Northwest Highway and the Union Pacific Railroad handles 70+ freight and
commuter trains on a daily basis. The closest pedestrian crossing to the project location is approximately 2/3 of a
mile away at Central Road. This limitation discourages residents from biking and walking in the Village. The
proposed pedestrian bridge will improve safety for those wanting to visit the parks as well as other local and
regional destinations. Video clips captured by the Mount Prospect Police Department depicting these hazards can be
viewed at the links below, which show people, likely high school -aged, crossing Northwest Highway and the railroad
tracks mid -block:
https://drive.google.com/file/d/lOEingtWRhBIVGDmoYwRIZtQ2tX7gXec/view
https://drive.google.com/file/d/1J2HoOsYOATRipYebf_YIS4HnZIcKQ13Jview
https://drive.google.com/file/d/lrwfw8yXBofbFRhsOryJmIUKPCLDrgubm/view
The proposed bridge will also provide a key link to our bikeway system and expand opportunities for alternative
modes of transportation in the Village. Construction of a pedestrian bridge at this location will accomplish a key goal
of the Village's Strategic Plan.
Village staff will follow the formal federal process to complete a Phase I Engineering Study that includes a right-of-
way survey, topographic survey, data collection, alternatives analysis, drainage analysis, environmental survey, and
lighting review all incorporated into a Project Development Report. Completion of a Phase I Engineering Study
approved by IDOT will make the project eligible to apply for state and federal funding for final design engineering
(Phase II) and construction (Phase III). The Congestion Mitigation & Air Quality Program (CMAQ), Illinois
Transportation Enhancement Program (ITEP), Surface Transportation Program (STP), and Invest in Cook Program
are some of the programs that provide up to 80% funding (Phase II and III only) to improve transportation
systems. The Village has been successful in the past securing federal funding for transportation projects and staff
will be prepared to apply for funding when there are future calls for projects.
By completing Phase I, the Village will have an understanding of the overall cost, feasibility and challenges
associated with the project. These answers are essential to gaining the support of potential partner
organizations; they are assured of the Village's desire to move forward with the project, and as a result will better
understand the project cost and benefit.
The primary focus of the study will be to analyze various bridge designs and solicit input from stakeholders including
our residents. A pedestrian bridge is often visually appealing and can serve as a gateway feature for the Village.
Challenges include spanning both the railroad tracks and Northwest Highway, and designing ramps on either end
that meet handicap accessibility requirements. To ensure a comprehensive study is performed, consideration will
also be made for an underpass below the rail and roadway facilities. While an underpass allows for easier access for
all users, challenges include potential underground utility conflicts, lighting, and drainage. The chosen consulting
firm will assist the Village in determining the optimal design for the project.
Village staff is seeking to enter into a contract with a consulting firm for Phase I Engineering services. The study is
expected to be completed by the end of 2021 but will include a status presentation to the Village Board of Trustees
in early 2021. Funds for this project have been allocated in the 2020 Village Budget.
Request for Proposals (RFP).
As permitted by the Qualification Based Selection process, the Village solicited a Request for Proposals and Cost
Proposal from six (6) engineering consulting firms to provide Phase I Engineering services for the pedestrian
connection of Melas and Meadows Parks. Each firm was asked to submit as part of their proposal the following
information:
1. Resumes of key personnel and related experience on similar type projects
2. Summary of the firm's approach to the project
3. Staff hour estimate and cost proposal for major phases of work
4. Project schedule
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The Village received three (3) submissions. The three consulting firms' proposals were reviewed on the basis of their
understanding of our goals and their methodology to complete the study. These firms were also interviewed by
Village staff. They were then rated (with a maximum score of 100 points) according to these specific categories:
background of firm & personnel, related project experience, proposed services, proposed schedule, work effort, and
proposal content. The rankings are as follows:
Task Burns & McDonnell
Benesch
Christopher Burke
Background 18
18
18
Experience 17
18
17
Scope of Work 23
22
22
Schedule 15
15
15
Work Effort 10
8
7
Proposal Content 10
10
10
Totals. 93
91
89
In addition, each firm was asked to submit a separate cost proposal for the scope of work proposed. A summary of
these costs is provided below:
Firm
Total Costwork
Hours
Cost/Hour
Burns & McDonnell1$285,098
$124,131
907
$118
Benesch
$195,411
1260
$130
Christo her Burke
p
2108
$ 117
Discussion
Burns & McDonnell has put together a very strong project team with extensive experience working on complex
Phase I Engineering studies, including bridge and underpass design. Their proposal is thorough and anticipates the
many tasks to complete a study that can smoothly move to Phase II Design Engineering. They have a working
relationship with Union Pacific Railroad, Metra, the Illinois Commerce Commission, and IDOT as well as the
necessary skills to engage key stakeholders and the community throughout the process. Their experience and
proposal gives Village staff confidence they can successfully analyze both bridge and underpass structures and guide
us in determining the optimal design for the project. It is Village staff's opinion that Burns & McDonnell understands
the goals of the study, has provided a thorough proposal based on their extensive experience, and will provide the
best product at an appropriate number of hours dedicated to the study. Village staff estimated 1000 hours to
complete the study at an approximate cost of $125,000.00 ($125 per hour).
Staff has recently been in contact with Burns & McDonnell representatives regarding this project. The firm has
verbally indicated they will still honor their 2018 technical and cost proposals for the Phase 1 study.
That is, Burns & McDonnell will perform the Melas-Meadows Bridge Phase 1 Study for a cost not to
exceed $124,131.36 (no fee increase or scope of work reduction).
Alternatives
1. Accept Burns & McDonnell proposal for Melas-Meadows Pedestrian Bridge Phase 1 Engineering Services.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal from Burns & McDonnell consulting engineers to prove
Phase 1 engineering services for the Melas-Meadows Pedestrian Bridge Project in an amount not to exceed
$124,131.36.
File Attachments
MM Bridge Layout.jpg :
Melas Meadows Bridge RFP-pdf (510 KB)
BurnsMcDonnell revised cost proposal.pdf (48 KB)
Motion & Voting
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8.3 As submitted
Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
8. VILLAGE MANAGER'S REPORT
Access Public
Type
Information
-L .
2. Action at discretion of Village Board.
Staff Recommendation
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ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY OR NEEDS SOME I
ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 847/392-6000, EXTENSION
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