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Home My WebLink About03/03/2020 VB Agenda6/11/2020 BoardDocs® Pro Tuesday, March 3, 2020 Village'.!*'.,EGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p,m, of Mount Prospect Villa "• - Hall - 3rd floor Board• • !1 S. Emerson Mount Prospect,,60056 ' '` Subject 1.1 ROLL CALL Meeting Mar 3, 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 Zadel Meeting Mar 3, 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 Grossi Meeting Mar 3, 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 18, 2020 Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 2. APPROVAL OF MINUTES Access Public https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 1/27 6/11/2020 Type Action, Minutes BoardDocs® Pro Minutes View Minutesfor Feb 18, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOAR Motion & Voting (not specified) Motion by Colleen Saccotelli, second by Richard Rogers. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Subject 3.1 1st reading of an ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. {This Ordinance will increase the number of Class "S-7" licenses by one (1) GOURMET 45 INC. D/B/A NORTHERN FORK located at 2420 E. OAKTON STREET} Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 3. MAYOR'S REPORT Access Public Type Action Tnfnrrmatinn On Wednesday, February 19, 2020, the Village Manager and Executive Assistant to the Village Manager met with Mr. Stephen Slayton, owner of Northern Fork, to discuss his request for the creation of a new Class "S-7" liquor license. The Class '"S-7" designation provides for the delivery of alcoholic beverages by a caterer. Northern Fork has been adjacent to Mount Prospect boundaries for 15 years, however; it was governed by unincorporated Cook County. In April 2017, this section of Oakton Street was annexed by the Village of Mount Prospect and is now under Mount Prospect's jurisdiction. Mr. Slayton currently holds a Chicago liquor license and all catered alcoholic beverages are stored at his Chicago location. He now intends to expand his operations in Mount Prospect and is requesting a Mount Prospect caters license to store and distribute catered alcohol since he plans to eventually disband the Chicago location. Mr. Slayton brings with him an excellent reputation with years of extensive knowledge in management consulting. Northern Fork is known as a premier corporate, social and pharmaceutical catering company in the Chicagoland and surrounding areas. Northern Fork currently employees 50 staff members with 28 as full time. Northern Fork caters on the average of five events per week; however, only half use alcoholic services. Mr. Slayton is Bassett certified and all wait staff receives training from a certified liquor servers training course. He has read and understands the requirements of the Village's liquor code. Northern Fork also carries an extensive liquor liability insurance coverage for wait staff service in Illinois. Alternatives 1. Motion to approve the Ordinance. 2. Action at discretion of Village Board. Staff Recommendation A completed application as well as all other required documentation is on file. If the Village Board views this application favorably, an Ordinance creating a new Class ""S-7" License would be recommended for adoption. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... File Attachments Northern Fork.pdf (213 KB) https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 2/27 6/11/2020 BoardDocs® Pro Motion & Voting (not specified) Motion by Paul Hoefert, second by Colleen Saccotelli. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Subject 3.2 APPOINTMENT/ REAPPOINTMENT TO BOARDS AND COMMISSIONS N Audit Committee reappointment William Grossi and Finance Chair Appointment Trisha Chokshi Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 3. MAYOR'S REPORT Access Public Type Action Information Audit Committee Reappointment William Grossi Term to expire March 2024 1919 E. Burr Oak Drive Finance Commission Appointment Chair Trisha Chokshi Term to expire September 2024 620 W. Bunting Lane Staff Recommendation Mayor ]uracek recommends the above -listed individuals for appointment/reappointment and believes both will represent the Village fairly and objectively. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... File Attachments reappointment.March Motion & Voting (not specified) Motion by Paul Hoefert, second by Colleen Saccotelli. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel S. CONSENT AGENDA Subject 5.1 List of Bills - February 12, 2020 - February 25, 2020 Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 3/27 6/11/2020 BoardDocs® Pro Type Action (Consent) Recommended Action Approve List of Bills - February 12, 2020 - February 25, 2020 - $2,438,610.88 Information Attached is the list of bills for February 25, 2020. Altarnativiac 1. Approve List of Bills for February 25, 2020. 2. Action at the discretion of the Village Board. Staff Recommendation Approve List of Bills - February 12, 2020 - February 25, 2020 - $2,438,610.88 File Attachments List ill - Feb 121 2020 to Feb 25, 2020.pdf (149 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. Motion & Voting Subject 5.2 Motion to waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL BUDGET ADOPTED FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2019 AND ENDING DECEMBER 31, 2019. Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action Fiscal Impact Yes Recommended Action Adopt the Proposed Amendment #3 for the 2019 Annual Budget. Information The Village of Mount Prospect has an approved Budget in place for the year 2019. From time to time, the approved Budget is amended due to various reasons. There are certain projects and items approved by Village Board which are funded in the year 2019, but are not 100 percent completed in the year 2019. Hence, the full approved amount for the line items and projects are not spent in the year 2019 and these projects are expected to be completed in the year 2020, which rationalizes the transfer of the certain budgets from the year 2019 to 2020. The proposed amendment #3 to the annual budget for the year 2019 is done to reduce the approved budget of various line items and funds. The current approved budget for the year 2019 is $170,353,451. The staff is proposing to reduce the 2019 approved budget by $17,871,626. The proposed reduction will allow the Village to carry over the budget amounts from the year 2019 to the year 2020. The below -mentioned is the summary of the Funds being carried over from the year 2019 to 2020. Fund/Account Number Current Increase/ Amended Budget (Decrease) Budget Amount https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 4/27 6/11/2020 BoardDocs® Pro Amount iiiiri iiia ,,,,, 11!3udgets 001 General Fund 58,034,709 (11068,744) 56,965,965 020 Capital Improvement Fund 3,463,440 (851,885) 21611,555 023 Street Improvement Construct Fund 41677,000 (300,000) 4,377,000 024 Flood Control Construction Fund 4,221,500 (2,376,099) 1,845,401 025 Police & Fire Building Const. 24,936,982 (4,496,930) 20,440,052 040 Refuse Disposal Fund 41,5571,185 (151,000) 41,542,185 049 Prospect and Main TIF District 11,034,238 (51,661,178) 5,373,060 050 Water and Sewer Fund 22,3231,072 (2,469,401) 191,8531,671 061 Vehicle Replacement Fund 11,9251,000 (352,389) 1,572,611 062 Computer Replacement Fund 487,900 (280,000) 2071,900 Amended Budgets Total 135,661,026 (171,8711,626) 117,789,400 All Other Village Budget Accounts Total 34,692,425 - 341,692,425 Total All Funds 170,353,451 (171,8711,626) 1521,481,825 a) General Fund - The carryover amounts in the General Fund mainly includes the intersection studies for Rand/Central/Mount Prospect Road Phase II, Rand/Kensington/Main Phase I. Rail Crossing Feasibility Study and Train Platform Extension Design Engineering Contract totaling $909,144. The other amounts in General Funds are carryover amounts for the Police Department for $110,600 and IT Department for $9,000. b) Capital Improvement Funds - The carryover amounts include $106,350 for Motor Equipment and Generators for the Fire Department and $745,535 for Public Works Projects. c) Street Improvement Construction Fund - The carryover amount includes $300,000 for the Street Resurfacing Program for the 2019 Projects to be completed in 2020. d) Flood Control Construction Fund - The carryover amount includes $78,396 for the Private Property Drainage Program and $2,297,703 for the Levee 37 Drainage Improvement Project. e) Police and Fire Building Construction Fund - The carryover amount includes $4,240,725 for the Police HQ and $256,204 for the Fire HQ. f) Refund Disposal Fund - The carryover amount includes $15,000 for Cartegraph software implementation. g) Prospect and Main TIF District - The carryover amount includes $5,147,082 for the Maple Street Parking Deck, $314,096 for Land Improvements and $200,000 for other infrastructure projects. h) Water and Sewer Fund - The carryover amount includes $120,000 for Motor Control Center Replacement, $726,738 for Fairview List Station Improvement, $100,000 for Water Reservoir 5E Rehabilitation Project, and $1,522,663 for Fairview Gardens Water Main and Northwest Highway Water Main Lining Project. i) Vehicle Replacement Fund - The carryover amount includes $352,389 for purchase of Trailers T-53 and the Police Squad P-38 and P-9. j) Computer Replacement Fund - The carryover amount includes $250,000 for the Fiber Construction Project and $30,000 for the Village Hall Network Switch Replacement Project. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 5/27 6/11/2020 BoardDocs® Pro The above amounts will increase the Budget for the year 2020 and decrease the Budget for year 2019. Alternatives 1. Adopt the Proposed Amendment #3 for the 2019 Annual Budget. 2. Action at the discretion of the Village Board. Staff Recommendation Adopt the Proposed Amendment #3 for the 2019 Annual Budget. File Attachments Full Ordinance - 2019 Amendment #3.pdf (665 KB) ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Subject 5.3 Motion to waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL BUDGET ADOPTED FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2020 AND ENDING DECEMBER 31, 2020. Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action Fiscal Impact Yes Recommended Action Adopt the Proposed Amendment #1 for the 2020 Annual Budget. Information The Village of Mount Prospect has an approved Budget in place for the year 2020. From time to time, the approved Budget is amended due to various reasons. There are certain projects and items approved by Village Board which are funded in the year 2019 but are not 100 percent completed in the year 2019. Hence, the full approved amount for the line items and projects are not spent in the year 2019 and these projects are expected to be completed in the year 2020, which rationalizes the transfer of the certain budgets from the year 2019 to 2020. The proposed amendment #1 to the annual budget for the year 2020 is being requested to increase the approved budget of various line items and funds. The current approved budget for the year 2020 is $147,986,173. The staff is proposing to increase the 2020 approved budget by $17,871,626 with the carryover projects and line items from 2019 to 2020 as defined below. Fund/Account Number iiiiimnii e ri d iiiiiiiiiriiii e ri It 001 General Fund 020 Capital Improvement Fund 023 Street Improvement Construct. Fund Current Amended Increase / Budget Budget (Decrease) Amount Amount 621,110,625 1,0681744 63,179,369 3,369,272 851,885 412211157 4,090,000 300,000 41390,000 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 6/27 6/11/2020 024 Flood Control Construction Fund 025 Police & Fire Building Const. 040 Refuse Disposal Fund 049 Prospect and Main TIF District 050 Water and Sewer Fund 061 Vehicle Replacement Fund 062 Computer Replacement Fund Amendment Total tlllll� w. iiiiiVil[lIIaiiige Illllllll u ° gt nc a iiiii°t Other Village Budget Accounts Total Total All Funds BoardDocs® Pro 41513,701 2,3761,099 61889,800 8,102,400 4,496,930 12,599,330 4,782,743 15,000 4,797,743 2,5181573 5,661,178 8,179,751 201,776,566 2,469,401 23,245,967 1,202,000 352,389 1,554,389 189,978 280,000 469,978 111,655,858 17,871,626 129,527,484 36,330,315 - 36,330,315 147,986,173 17,871,626 165,857,799 a) General Fund - The carryover amounts in the General Fund mainly includes the intersection studies for Rand/Central/Mount Prospect Road Phase II, Rand/Kensington/Main Phase I, Rail Crossing Feasibility Study and Train Platform Extension Design Engineering Contract totaling $909,144. The other amounts in General Funds are carryover amounts for the Police Department for $110,600 and IT Department for $9,000. b) Capital Improvement Funds - The carryover amounts include $106,350 for Motor Equipment and Generators for the Fire Department and $745,535 for Public Works Projects. c) Street Improvement Construction Fund - The carryover amount includes $300,000 for the Street Resurfacing Program for the 2019 Projects to be completed in 2020. d) Flood Control Construction Fund - The carryover amount includes $78,396 for the Private Property Drainage Program and $2,297,703 for the Levee 37 Drainage Improvement Project. e) Police and Fire Building Construction Fund - The carryover amount includes $4,240,725 for the Police HQ and $256,204 for the Fire HQ. f) Refund Disposal Fund - The carryover amount includes $15,000 for Cartegraph software implementation. g) Prospect and Main TIF District - The carryover amount includes $5,147,082 for the Maple Street Parking Deck, $314,096 for Land Improvements and $200,000 for other infrastructure projects. h) Water and Sewer Fund - The carryover amount includes $120,000 for Motor Control Center Replacement, $726,738 for Fairview List Station Improvement, $100,000 for Water Reservoir 5E Rehabilitation Project, and $1,522,663 for Fairview Gardens Water Main and Northwest Highway Water Main Lining Project. i) Vehicle Replacement Fund - The carryover amount includes $352,389 for purchase of Trailers T-53 and the Police Squad P-38 and P-9. j) Computer Replacement Fund - The carryover amount includes $250,000 for the Fiber Construction Project and $30,000 for the Village Hall Network Switch Replacement Project. The above amounts will increase the Budget for the year 2020 and decrease the Budget for year 2019. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 7/27 6/11/2020 BoardDocs® Pro Alternatives 1. Adopt the Proposed Amendment #1 for the 2020 Annual Budget. 2. Action at the discretion of the Village Board. Staff Recommendation Adopt the Proposed Amendment #1 for the 2020 Annual Budget. File Attachments Full Ordinance - 2020 Amendment #1.pdf (659 KB) Subject 5.4 A RESOLUTION ADOPTING THE 2020 OFFICIAL ZONING MAP FOR THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact No Budgeted No Recommended Action Approve the 2020 Official Zoning Map Goals 04. Zoningi Revision Information Illinois State Statutes require that the Village Board approve the Official Zoning Map by March 31 of each year to reflect the changes that have occurred in the previous calendar year. The Village Board approved the following zoning map amendments and planned unit developments (PUD), as noted in Table 1. All senior housing developments which go through the public hearing process are required to be approved as Planned Unit Developments (PUDs) with senior housing. In 2017, an asterisk was added to the zoning map to reflect PUDs that have been approved in the Village. Lot lines were adjusted in the Maple Street Lofts PUD (southeast corner of Prospect Avenue and Maple Street), and in the Kensington Senior Housing PUD (401 E. Kensington Road). Other recent projects of note that underwent a zoning map amendment include Mount Prospect Pointe (801 E. Rand Road), the 10 N. Main Street multi -family development, and the future commercial development located at 200/204 W. Rand Road (see table 1). Table 1: No. Address PIN Zoning Change Ordinance No. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 8/27 03-35-302-006- 1. 801 E. Rand Road 0000 R-1 to B-3* 63721 PZ -18- 03-35-302-007- 17 0000 2. 301 S. Maple Street 08-12-122-034- P-1 to B-5* and B- 64461 PZ -20- 215 E. Prospect 0000 5C* 18 venue 08-12-122-015- I-1 to B-5* and B- 0000 5C* https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 8/27 6/11/2020 BoardDocs® Pro 225 E. Prospect 08 -12 -122 -019 - venue 0000 230-240 E. Lincoln 08 -12 -122 -016 - Street 0000 08-12-122-036- 1007 08-12-122-036- 1008 08-12-122-036- 1009 03-34-331-018- 3. 10 N. Main Street 0000 R -X to B -5C* 6438, PZ -03- 03-34-331-015- 19 0000 401 E. Kensington 03-34-201-008- 4. Road 0000 R-2 to R-4* 64411 PZ -04- 300 E. Rand Road 03-34-201-037- B-3 to R-4* 19 0000 03-27-307-007- 5. 200 W. Rand Road 0000 R -x to B-3 64691 PZ -13- 204 W. Rand Road 03-27-307-006- 19 0000 Staff has completed all the necessary modifications to the 2020 Official Zoning Map and requests that the Village Board approve the attached resolution. Alternatives 1. Approval of the resolution to amend the 2020 Official Zoning Map. 2. Action at discretion of Village Board. Staff Recommendation Approval of the resolution to amend the 2020 Official Zoning Map. File Attachments ZONING—BW-2020.pdf (1,982 KB) ZONING—COLOR-2020.pdf (2,037 KB) Zoning 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 Subject 5.5 A RESOLUTION AUTHORIZING THE MAYOR TO SIGN A SECOND EXTENDED, AMENDED, AND RESTATED WATER SUPPLY AGREEMENT BETWEEN THE NORTHWEST SUBURBAN MUNICIPAL JOINT ACTION WATER AGENCY AND THE VILLAGE OF MOUNT PROSPECT Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action (Consent) https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 9/27 6/11/2020 BoardDocs® Pro Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Budgeted No Budget Source Not applicable. Recommended Action Pass a resolution authorizing the mayor to sign an extended, amended, and restated water supply agreement between the Northwest Suburban Municipal Joint Action Water Agency and the Village of Mount Prospect. This new agreement amends the current contract with "housekeeping" updates and fiduciary provisions that will allow the Village, and other member communities, to maximize savings available in debt financing markets. Tnfnrm=itinn Since 1982, the Village of Mount Prospect has been a member of the Northwest Suburban Joint Action Water Agency (NSMJAWA). Other member communities include the Villages of Elk Grove, Hanover Park, Hoffman Estates, Mount Prospect, Schaumburg, Streamwood and the City of Rolling Meadows. NSMJAWA provides potable Lake Michigan water to member communities via the City of Chicago. The original water supply agreements between the individual member communities and NSMJAWA were scheduled to expire in 2022. In 2017, the Agency's Board of Directors recommended that each member community approve an Extended, Amended and Restated Water Supply Agreement. The key changes in this revised agreement were to extend the term to 2058 and modify the cost-sharing requirements so that certain costs are split equally among the seven (7) members and other costs are split based on water consumption. The Village Board approved this Extended, Amended and Restated Water Supply Agreement on February 6, 2018. Presently, NSMJAWA's financial and bond counselors advise there is need to approve further modifications to this agreement in order to realize all possible savings and cost reductions available in current debt financing markets. These amendments will also foster circumstances that will enable NSMJAWA to take advantage of favorable terms offered by the Illinois State Toll Highway Authority (the Tollway); the agency's largest creditor. In 2011, NSMJAWA was notified by the Tollway that it was moving forward with the expansion of the I-90 corridor from O'Hare to Rockford. The water agency had 16 miles of pipeline within tollway right-of-way in conflict with proposed improvements. Pursuant to easement terms, NSMJAWA is responsible for mitigating the cost of these conflicts. NSMJAWA negotiated an agreement with the tollway that limits the agency's total exposure for moving and replacing impacted pipeline to $73.115 million. Per the terms of this agreement, the Tollway will pay the contracts for the water agency upfront. However, NSMWJAWA is required to repay a minimum of $1 million per year and must have the full amount repaid by December 31, 2023. The interim financing from the tollway is interest free until the end of 2021. In 2022, NSMJAWA must begin paying interest at the rate of 8% per year. NSMJAWA proposes taking advantage of current economic conditions to refinance all outstanding debt using revenue bonds at rates that will yield substantial savings in debt service (estimated to be in excess of $2 million annually). In addition, the Tollway agreed to reduce the principal owed by $1.5 million, if the entire debt is paid off by May 1, 2020. The key change in the revised agreement is to restore the ability to use a trustee for the new bond issues. In this situation, a bond trustee is a financial institution granted fiduciary powers to enforce the terms of a bond indenture (contract). The trustee ensures that principal and interest payments are made as scheduled and represents the interests of bondholders if the water agency defaults on bond obligations. The new document also contains perfunctory changes to terms and definitions intended to increase confidence and security for potential future holders of the water agency's bond debt. The attached memo from NSMJAWA legal counsel, Ancel Glink of Chicago, Illinois, summarizes the terms of the agreement. This agreement has also been reviewed by the Village Attorney. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 10/27 6/11/2020 BoardDocs® Pro Also attached, for the Village Board's consideration, is a resolution authorizing the mayor to sign a Second, Extended, Amended, and Restated Agreement between the Northwest Suburban Municipal Joint Action Water agency and its member communities. Alternatives 1. Pass a resolution authorizing the mayor to sign a Second, Extended, Amended and Restated Water Supply Agreement with the Northwest Municipal Joint Action Water Agency. 2. Action at discretion of Village Board. Staff Recommendation Pass a resolution authorizing the mayor to sign an extended, amended, and restated water supply agreement between the Northwest Suburban Municipal Joint Action Water Agency and the Village of Mount Prospect. This new agreement amends the current contract with "housekeeping" updates and fiduciary provisions that will allow the Village, and other member communities, to maximize savings available in debt financing markets. SecondFile Attachments Cover Memo for 2nd WSA.revised and updated 4837-8360-9782 (003).pdf (70 K - •- -• Water• 4838-1067-2820 '-• •• 1 Second AmendedRestated Water Supply4838-1067-2820 11 •• JAWA second - - •-• agreeement resolution.pdf1 KB) i 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 Subject 5.6 Motion to waive the rules requiring public bidding and award a contract for Parkway Tree Stump Removals in an amount not to exceed $57,915. Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact Yes Dollar Amount $57,915.00 Budgeted Yes Budget Source General Fund Recommended Action Waive the rules requiring public bidding and award the 2020/2021 Parkway Tree Stump Removals Contract to Alvarez, Inc. of Barrington, Illinois in an amount not to exceed $57,915. Staff also recommends that the Village Board authorize staff to extend the contract for one (1) additional year at 2021 bid prices if both the Village and contractor agree to terms INFORMATION https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 11/27 6/11/2020 BoardDocs® Pro Sealed bids for parkway tree stump removals 2020-21 were opened on February 10, 2020. This contract requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area with topsoil and grass seed. Staff anticipates that approximately 450 stumps will need to be ground each year. RM R FC111 TC Village staff mailed out seven (7) sets of bid specifications for this work. The bid was also placed on the DemandStar bid clearinghouse website. Seven (7) sealed bids were received. A copy of the bid document is attached. Bid results were as follows: Table 1: Bid Results Bidder 2020 Bid Price 2021 Bid Price Total Cost TNT Landscape Construction $24,700 $24,700 $49,400 Alvarez, Inc. $52,650 $52,650 $105,300 Landscape Concepts Management $55,750 $57,750 $113,500 Flecks Landscaping $62,300 $62,300 $124,600 Trees R Us, Inc. $77,000 $78,750 $155,750 Steve Piper and Sons $88,900 $91,800 $180,700 Kramer Tree Specialists p $ 137 250 $ 137 250 274 500 $ , DISCUSSION The apparent low cost bidder is TNT Landscape Construction of Elgin, Illinois. TNT submitted four references, as required by the bid, all of which were contacted by Village staff. However, none of the references contacted could confirm that TNT Landscape Construction had performed stump removal, or similar work. A majority of the references were for parkway restoration, planting or sodding, but not for stump removal. Staff contacted TNT informing them the references provided were not satisfactory and were given a date certain to provide three relevant references as required by the bid. To date TNT Landscape Construction has not submitted relevant references or responded to the Village's repeated communications. Based on the failure to provide relevant references the Village considers TNT Landscape Construction's bid non-responsive. The next lowest bidder is Alvarez, Inc. of Barrington, Illinois (Alvarez). Alvarez has not performed this type of work for the Village in the past. However, as required as part of the bid submittal, references were provided with their submittal. Alvarez, Inc. has completed similar contracts for the City of Evanston, Lake in the Hills, Streamwood Park District, and the Chicago Park District. Reference checks with these communities indicate that all of their work has been acceptable. It is the opinion of staff that Alvarez, Inc. is qualified and capable to successfully execute this proposed contract. A copy of Alvarez's bid submittal is attached. The contract documents include a provision which allows the contract to be extended for a third year at 2021 bid prices, if both the contractor and Village agree. Staff recommends including a 10% contingency in the project award to allow for quantity variances and unanticipated conditions. In this instance, a 10% contingency added to the lowest cost bid would result in a total contract award of $57,915.00 (Base Bid: $52,650.00 + Contingency: $5,265.00 = Total Recommended Award: $57,915.00). On the advice of the Village Attorney, staff further recommends that the Village Board waive the rules requiring public bidding and award a contract to Alvarez, Inc. of Barrington, Illinois. ALTERNATIVES 1. Waive the rules requiring public bidding and award a contract to Alvarez, Inc. of Barrington, Illinois. 2. Action at discretion of Village Board. STAFF RECOMMENDATION Staff recommends that the Village Board waive the rules requiring public bidding and award the 2020/2021 Parkway Tree Stump Removal contract to Alvarez, Inc., of Barrington, Illinois in an amount not to exceed $57,915 in 2020, and in an amount that does not exceed the amount budgeted for 2021. Staff also recommends that the https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 12/27 6/11/2020 BoardDocs® Pro Village Board authorize staff to extend the contract for one (1) additional year at 2021 bid prices if both the Village and contractor agree to terms. File Attachments BID -STUMPS 21 1 1 r Alvarez References.pdf Alvarez -Stump Removal 2020-21 submittal.pdf (891 KB) T and T Stump Removal Submittal.pdf (910 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. Motion & Voting Subject 5.7 Motion to waive the rule requiring two readings of an ordinance and adopt an ORDINANCE AMENDING CHAPTER 18, "TRAFFIC " ON THE VILLAGE CODE OF MOUNT PROSPECT. This ordinance will limit parking on Lakeview Court. Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact No Budget Source Not applicable. Recommended Action The Transportation Safety Commission recommends that the Village Board enact an ordinance prohibiting parking at all times along the entire jurisdiction of Lakeview Court (Section 18.2006). Information The Transportation Safety Commission transmits their recommendation to prohibit parking along Lakeview Court. Lakeview Court is located in the Kensington Business Park. The Mount Prospect Ice Arena and two (2) other commercial buildings are on the street. A combination baseball/soccer field is under construction adjacent to the ice arena and will be ready for play this spring. The business owner of the ice arena has expressed concern that emergency vehicles may have a difficult time accessing their property due to increased on -street parking. The new field is expected to attract even more visitors potentially increasing on -street parking. On -street parking along Lakeview Court was not evident prior to construction of the ice arena. Those that park on Lakeview Court today are visitors to the ice arena and not associated with adjacent businesses. There are ample parking spaces in the parking lots; however, some visitors to the ice arena are choosing to park on the street to either avoid congestion in the lot, or because it is a short walk to the entrance. Continuing to allow on -street parking along Lakeview Court may create vehicle congestion, affect emergency access, and impact pedestrian safety. The most effective solution is to not permit on -street parking at any time. Prohibiting parking on Lakeview Court is also consistent with the parking regulations on all of the other streets in the Kensington Business Park. The issue was presented to the Transportation Safety Commission at their February 10, 2020, meeting. There was no one in the audience to speak on the issue. The Commission supported the parking prohibition to enhance safety and maintain traffic flow. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 13/27 6/11/2020 BoardDocs® Pro By a vote of 8-0, the Transportation Safety Commission recommends approving the following for ordinance: 1. Prohibit parking at all times along the entire jurisdiction of Lakeview Court (Section 18.2006). 1. Pass an ordinance prohibiting parking at all times along the entire jurisdiction of Lakeview Court as recommended by the Transportation Safety Commission. 2. Action at discretion of Village Board. Staff Recommendation Staff concurs with the recommendation of the Transportation Safety Commission. The Transportation Safety Commission recommends the Village Board enact an ordinance that prohibits parking at all times along the entire jurisdiction of Lakeview Court. File Attachments recommendationvb TSC-february202Omin.pdf Amend Chapter18 Lakeview 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 Subject 5.8 Authorization to purchase appliances from Novak and Parker, of Mount Prospect, IL, for the new Police and Fire Headquarters in the not to exceed amount of $26,207.00 Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact Yes Dollar Amount $26,207.00 Budgeted Yes Budget Source Police and Fire Construction Accounts Recommended Action Authorization to purchase appliances from Novak and Parker, of Mount Prospect, IL, for the new Police and Fire Headquarters in the not to exceed amount of $26,207.00 Information The overall budgets for the new Police and Fire Headquarters buildings includes the purchase of numerous appliances for the break rooms, kitchens, and remote coffee areas throughout each building. The overall appliances break down to include: https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 14/27 6/11/2020 BoardDocs® Pro The only appliances that will be brought over from the current facility are the commercial refrigerator and freezer units for the Operations Kitchen at the new Fire Headquarters and the commercial drying units for the fire turnout gear. Otherwise, all other appliances will be new as the existing units are outdated. All selected appliances are major brands that carry manufacturer's warranties. All kitchen appliances have stainless steel finishes to match the decor of the new buildings. The washer and dryer units will be a standard white in color. Staff requested quotes from ABT in Glenview, and Novak and Parker of Mount Prospect. Novak and Parker provided the lowest quote (by $43.00) for a total of $26,207.00 with $9,463.00 being dedicated to the Fire budget and $16,744.00 dedicated to the Police budget. The Village has procured appliances from Novak and Parker numerous times in the past for Village -owned buildings and has had great success. In addition, Novak and Parker is a local business within Mount Prospect. AItarnntiviac 1. Approval of the purchase authorization as presented. 2. Action at discretion of Village Board. Staff Recommendation Staff respectfully recommends authorization to purchase appliances from Novak and Parker, of Mount Prospect, IL, for the new Police and Fire Headquarters in the not to exceed amount of $26,207.00 File Attachments Sales _ _ i reHeadquarters.pdf (167 KB) Sales Proposa 1_8 5 3 6763MIi ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Admin Content AB - see edits in red. I changed "bid" to "quote" because there was no bid process. Staff asked ABT and N&P for quotes. 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 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 15/27 Fire Police Appliance HQ HQ Total Qty Qty Standard Refrigerator - 2 5 7 Samsung Dishwasher - 2 1 3 Bosch Undercounter Ice Maker - 1 1 2 Marvel Microwave - 3 4 7 Samsung Undercounter Refrigerator - 2 5 7 Azure Washer - 1 1 2 General Electric Dryer - General 1 1 2 Electric Residential range/oven - n/a 1 1 Samsung BoardDocs® Pro The only appliances that will be brought over from the current facility are the commercial refrigerator and freezer units for the Operations Kitchen at the new Fire Headquarters and the commercial drying units for the fire turnout gear. Otherwise, all other appliances will be new as the existing units are outdated. All selected appliances are major brands that carry manufacturer's warranties. All kitchen appliances have stainless steel finishes to match the decor of the new buildings. The washer and dryer units will be a standard white in color. Staff requested quotes from ABT in Glenview, and Novak and Parker of Mount Prospect. Novak and Parker provided the lowest quote (by $43.00) for a total of $26,207.00 with $9,463.00 being dedicated to the Fire budget and $16,744.00 dedicated to the Police budget. The Village has procured appliances from Novak and Parker numerous times in the past for Village -owned buildings and has had great success. In addition, Novak and Parker is a local business within Mount Prospect. AItarnntiviac 1. Approval of the purchase authorization as presented. 2. Action at discretion of Village Board. Staff Recommendation Staff respectfully recommends authorization to purchase appliances from Novak and Parker, of Mount Prospect, IL, for the new Police and Fire Headquarters in the not to exceed amount of $26,207.00 File Attachments Sales _ _ i reHeadquarters.pdf (167 KB) Sales Proposa 1_8 5 3 6763MIi ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Admin Content AB - see edits in red. I changed "bid" to "quote" because there was no bid process. Staff asked ABT and N&P for quotes. 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 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 15/27 6/11/2020 Subject Meeting Category Access Type Preferred Date Absolute Date Fiscal Impact Dollar Amount Budgeted Budget Source Information BoardDocs® Pro 5.9 Motion to accept proposal for Main Street and Busse Avenue Pedestrian Crossing Improvements Design Engineering Services in an amount not to exceed $12,794. Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. 5. CONSENT AGENDA Public Action (Consent) Mar 03, 2020 Mar 03, 2020 Yes $12,794.00 Yes Capital Improvement Fund In 2018, staff engaged Gewalt Hamilton Associates (GHA) of Vernon Hills, Illinois to help obtain an Illinois Department of Transportation (IDOT) permit and develop bid documents necessary to construct grade -level pedestrian crossing improvements at the intersection of Main Street (IL Route 83) and Busse Avenue. An IDOT permit is necessary for this improvement because Main Street (IL Route 83) is owned by the State of Illinois. The total cost of engineering work on this project in 2018 and 2019 is $9,790.24. The scope of work completed to date includes development of IDOT permit application plans and specifications for the construction of a pedestrian crosswalk on the north leg of the intersection. Design features include a center refuge island, overhead signs, pavement markings, advanced warning signage, and American with Disabilities Act (ADA) compliant sidewalk ramps. In addition, GHA has submitted several design iterations to IDOT in order to satisfy ADA slope requirements on the sidewalk approach to the new crossing on the northwest corner of the intersection (directly in front of the Station 34 restaurant). GHA has also developed alternative concepts for IDOT's consideration. One (1) idea subject to considerable discourse with IDOT included moving the crosswalk further north to explore whether a left turn lane for southbound traffic could be accommodated. Regrettably, the effort was not fruitful but, nonetheless, required an unanticipated application of GHA resources. Obtaining an IDOT permit to construct an at -grade pedestrian crossing at Main Street and Busse Avenue still requires more engineering work. The additional scope of work includes drawing revisions, finalization of bid documents and plans, incorporation of new topography from the west leg of the intersection, additional revisions to the curb line on the southeast side of the intersection, as well as a design for a 3/4 pork chop on the east leg of the intersection to restrict left turns from southbound Main to eastbound Busse while still allowing left turns from westbound Busse to southbound Main. A rather significant engineering challenge is constructing the improvements to satisfy current ADA requirements. Staff has asked Gewalt Hamilton Associates for a supplemental proposal to complete the work. Subject proposal is attached. Although the cost of this supplemental proposal ($12,794) is within the Village Manager's discretionary authority to expend funds, staff is forwarding this matter for the Village Board's consideration because this proposed expenditure exceeds $20,000 (the Village Manager's spending authority) for a single project, to a single vendor, when combined with the initial 2018 PO ($9,790.25). It is the opinion of staff that GHA is uniquely well qualified to complete remaining design work due to the firm's extensive involvement in the development and refinement of the project to date. Furthermore, staff also finds GHA's requested fee ($12,794) and allotted work effort (103 hours) reasonable. The hourly rate for this type of professional engineering service ($124/hour) is competitive. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 16/27 6/11/2020 Alternatives BoardDocs® Pro 1. Accept proposal from Gewalt Hamilton Associates for Main Street and Busse Avenue pedestrian crossing improvements deign engineering. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal from Gewalt Hamilton Associations of Vernon Hills, Illinois for the Main Street and Busse Avenue Pedestrian Crossing Improvements Project design engineering services in an amount not to exceed $12,,794. File Attachments Gewalt Hamiltion Excess Engineering Proposasl — Main and Busse Pedestrian Crossing Improvements. pdf (275 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. Motion & Voting Subject Meeting Category Access Type Preferred Date Absolute Date Fiscal Impact Budgeted Recommended Action Information 5.10 Motion to authorize changes in compensation for the Village Manager Mar 3,,2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. 5. CONSENT AGENDA Public Action (Consent) Mar 03,2020 Mar 03,2020 Yes Yes Authorize changes in compensation for the Village Manager Mayor Arlene Juracek and the Village Board of Trustees have completed an evaluation of Village Manager Michael Cassady's performance in 2019. The Board recognized the efforts of Cassady and the Village Leadership Team for successful implementation of several key priorities in the Village Strategic Plan. The plan emphasized economic development initiatives throughout the Village, and specific objectives from the plan were included in Cassady"s 2019 goals. In recognition of his accomplishments, Cassady will receive a merit increase of 5.0 percent in base compensation, taking his base salary from $223,587 to $235,000. The Board also awarded Cassady a bonus of $15,000 for his leadership and success in meeting his 2019 goals. The Board saw visible progress of redevelopment projects downtown and on key commercial corridors in the Village. Construction was completed for the 20 West and Park Terrace developments downtown and construction is well underway at the Maple Street Lofts and 10 North Main developments. Since creating the Prospect and Main TIF,, 498 new residential units a 1 20,000 square feet of new retail space has been created. Construction was also completed at Mount Prospect Pointe and Texa Roadhouse, Buona Beef and The Tile Shop have all opened on Rand Road. I https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 17/27 6/11/2020 BoardDocs® Pro ""We had an aggressive list of goals for Mike in 2019 and he did an exceptional job on implementation of several key priorities in our Strategic Plan," stated Mayor Arlene Juracek. "The value creation we have realized from new construction and annexation since he began in Mount Prospect in 2015 is significant,, and the results have had a positive impact on mitigating our future property tax rate." The Mayor and Board have used a private -sector approach to Cassady's compensation, which emphasizes pay for performanct and places a component of compensation at risk. "We aim to be at the middle of the upper 50 percent of city managers in communities comparable to Mount Prospect,," stated Mayor Juracek. "'Increases in compensation are based on meeting key targets and demonstrated leadership behaviors." "I am grateful to Mayor Juracek and the Village Board of Trustees for their trust and confidence in me and our Leadership Team,," said Cassady. ""We have had traction on several transformative initiatives in Mount Prospect and our momentum is positive and visible to our stakeholders." 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 Mar 3,, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 6. OLD BUSINESS Access Public Type Information Alternatives 1. 2. Action at discretion of Village Board. Staff Recommendation 7m NEW BUSINESS Subject 7.1 1st reading of an ORDINANCE AMENDING CHAPTER 18, "TRAFFIC" IN THE VILLAGE CODE OF MOUNT PROSPECT. This ordinance will restrict turn movements at the intersection of Central Road and Emerson Street. Meeting Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 7. NEW BUSINESS Access Public Type Action https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 18/27 6/11/2020 BoardDocs® Pro Preferred Date Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact Yes Budgeted No Budget Source Not applicable. Recommended Action Enact an ordinance that prohibits thru movement at all times for northbound Emerson Street at Central Road; prohibits left turns at all times from eastbound Central Road onto northbound Emerson Street; prohibits left turns at all times from southbound Emerson Street onto eastbound Central Road, repeals an existing ordinance restricting left turns from northbound Emerson Street to westbound Central Road between 4:00 pm and 6:30 pm. Tnfnrrmatinn The Transportation Safety Commission (the Commission) transmits the following recommendations associated with the planned intersection improvements at Central Road and Emerson Street: 1. Prohibit through movement at all times for northbound Emerson Street at Central Road. 2. Prohibit left turns at all times from eastbound Central Road onto northbound Emerson Street. 3. Prohibit left turns at all times from southbound Emerson Street onto eastbound Central Road. 4. Prohibit left turns at all times from northbound Emerson Street onto westbound Central Road. A key component of the Mount Prospect Strategic Plan is to evaluate pedestrian and bicycle crossing activity along the entire limits of Central Road in the Village of Mount Prospect and to develop an overall plan for safe and efficient crossings. The Village's ongoing efforts to construct sidewalk, install signed & marked bike routes, install pedestrian signals & crosswalks, and promote walking & biking in the Village have resulted in an increase in activity throughout the community. A 2017 Village -initiated study and 2018 IDOT (Illinois Department of Transportation)/FHWA (Federal Highway Administration) study of the Central Road corridor both describe recommended improvements at Emerson Street. The existing marked crosswalk experiences pedestrian activity throughout the day; primarily in the morning and early evening. Typical destinations for users of this crossing include the train station, library, Village Hall, as well as downtown shopping and dining. Central Road is five (5) lanes wide at Emerson Street and under the jurisdiction of IDOT. The marked crosswalk has signs at, and in advance of, the crosswalk without a pedestrian refuge island. Left turns from northbound Emerson Street onto westbound Central Road are restricted during the evening hours, 4:00 pm -6:30 pm. Staff has retained the services of a consultant, Gewalt-Hamilton Associates (GHA), to redesign the crossing in order to enhance safety for pedestrians, bicyclists, and motorists. Their work includes obtaining the approval and a permit from IDOT. Elements of the plan include overhead pedestrian crossing signs, a refuge island on Central Road, a right-in/right- out barrier on the north leg of the intersection, signage, and pavement markings. These elements are consistent with those recommended in the Village -initiated study and IDOT/FHWA study of the Central Road corridor. The primary feature with this design is the addition of a pedestrian refuge island. Today, the center median is flush with the road surface and has yellow -hatched markings providing eastbound vehicles a storage area outside the thru lanes to turn left onto Emerson Street. These vehicles are in direct conflict with pedestrians using the crosswalk waiting in the median. A curbed refuge island will replace the flush yellow -hatched markings providing a protected area for pedestrians to cross one direction at a time. The issue was first presented to the Transportation Safety Commission (the Commission) at their September 10, 2018, meeting. Five (5) residents from the 22 notified properties attended the meeting. The Commission and residents in attendance supported the design and associated turn restrictions with one significant change. GHA's plan and staff's recommendations included removing the current evening left -turn restriction for northbound Emerson Street onto westbound Central Road and allowing northbound left turns at all times. The Commission suggested that left turns be prohibited from northbound Emerson Street onto westbound Central Road at all times. The Commission asked GHA and Staff to evaluate the impact of prohibiting left turns at all times from northbound Emerson Street onto westbound Central Road and return for further discussion. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 19/27 6/11/2020 BoardDocs® Pro GHA first submitted plans to IDOT for their review and comments. All work within the Central Road right-of-way must be approved by IDOT, and a permit issued, before proceeding with construction. IDOT's initial review confirmed that the design would require a refuge island for pedestrians, prohibited left turns from eastbound Central Road onto northbound Emerson Street, and a right-in/right-out barrier on the north leg of the intersection to reinforce the turn restriction. IDOT would not require, though not oppose, prohibiting left turns from northbound Emerson Street onto westbound Central Road. GHA next analyzed the potential impact on traffic volume in the area by prohibiting left turns from northbound Emerson Street onto westbound Central Road. GHA concluded that approximately 175 vehicles per day would be displaced onto adjacent streets such as Maple Street and Main Street. GHA estimated that 40 vehicles per day would be added to Emerson Street (south of Central Road) by removing the evening turn restriction as recommended by Staff. Finally, GHA considered the design of northbound Emerson Street under three (3) different scenarios. There is currently one (1) right -turn lane and one (1) shared left/through lane with left turns restricted during evening hours. The first scenario removes the existing northbound shared left/through lane should only right turns be permitted onto Central Road as recommended by the Transportation Safety Commission. This would require curb realignment as well as pavement, sidewalk, and storm sewer work in order to reduce the number of northbound lanes from two to one. The second scenario modifies the shared left/through lane to a left -turn only lane should left turns be permitted onto Central Road at all times as recommended by staff. The northbound through movement will be eliminated with a right-in/right-out barrier on the north leg of the intersection. Only the pavement markings would need to be redone to convert the lane from a shared left/through lane to a left -turn only lane. Two (2) northbound lanes would remain; one (1) left -turn lane and one (1) right -turn lane. The third scenario continues to permit left turns except during the evening hours. This scenario, however, may create confusion for motorists. The northbound through movement will be eliminated with a right-in/right-out barrier on the north leg of the intersection. The left lane, therefore, will be for left turns only. Motorists, however, will not be permitted to turn left during the evening hours under this scenario. Motorists may mistakenly enter the lane and either make an illegal left turn or be forced to make a right turn from a left -turn lane. GHA and staff believe the best solution, if the evening left turn restriction were to remain, would be to reduce the two northbound lanes to one shared right-turn/left-turn lane. This would, however, increase delay for vehicles turning onto Central Road from northbound Emerson Street. It would also require curb realignment as well as pavement, sidewalk, and storm sewer work. The issue was again presented to the Transportation Safety Commission at their December 10, 2018, meeting. Staff recommended allowing northbound left turns at all times from northbound Emerson Street onto westbound Central Road. This scenario would have minimal impact on the street network and be the least expensive of the three (3) previously discussed scenarios. The updated plan included additional measures such as installing a yellow dashed arc to guide northbound left -turning vehicles around the refuge island and possibly adding directional signs at the Village Hall parking structure exit to encourage motorists to use Busse Avenue and Main Street rather than northbound Emerson Street for those traveling west. The Commission expressed concern that vehicles may hit the refuge island and compromise pedestrian safety. They continued to support only allowing right turns from northbound Emerson Street onto eastbound Central Road. They suggested the plan be implemented without permanent changes to Emerson Street, perform a post -study one (1) year after completion of the project, and bring the issue back for further discussion. Permanent changes to Emerson Street could be made after review of the one year post -study. By a vote of 7-0 at their September 10, 2018, meeting, and 9-0 at their December 10, 2018, meeting, the Transportation Safety Commission recommended the following: 1. Prohibit through movement at all times for northbound Emerson Street at Central Road (Section 18.2017). 2. Prohibit left turns at all times from eastbound Central Road onto northbound Emerson Street (Section 18.2002). 3. Prohibit left turns at all times from southbound Emerson Street onto eastbound Central Road (Section 18.2002). 4. Prohibit left turns at all times from northbound Emerson Street onto westbound Central Road (Section 18.2002). IDOT recently approved intersection improvement plans that allow a left -turn from northbound Emerson Street to westbound Central Road. As noted previously, IDOT does not require a left turn restriction on northbound traffic; though they would likely not oppose a voluntary application. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 20/27 6/11/2020 BoardDocs® Pro Staff concurs with the recommendations of the Transportation Safety Commission to prohibit through movement at all times for northbound Emerson Street at Central Road, prohibit left turns at all times from eastbound Central Road onto northbound Emerson Street, and prohibit left turns at all times from southbound Emerson Street onto eastbound Central Road. Staff does not concur with the recommendation to prohibit left turns at all times from northbound Emerson Street onto westbound Central Road. Rather, Staff recommends repealing the ordinance prohibiting left turns from 4:00 pm -6:30 pm for northbound Emerson Street onto westbound Central Road and allowing left turns from northbound Emerson Street to westbound Central Road at all times. Staff has concluded that a left turn prohibition for northbound Emerson Street at Central Road is unwarranted; or at the very least, premature. Staff is concerned that this restriction will unnecessarily increase traffic on adjacent streets, increase delay at the intersection, and foster driver confusion. Furthermore, it is relevant to note that this proposed project is the first of several designed to increase mobility for pedestrians and bicyclists as they encounter IDOT highways in the Village. For example, staff is also currently in the process of obtaining permits from IDOT for pedestrian crossing improvements at Main Street and Busse Avenue as well as Central Road and Pine Street. To date, feedback from IDOT suggests that turn restrictions, such as the right-in/right-out limitation stipulated for the north leg of the Central and Emerson intersection, will be the norm. IDOT posits these types of turn restrictions will help reduce rear -end collisions caused by cars waiting in the inner travel lanes to make a left -turn. Rear -end collisions are the predominant form of crash along the Central Road corridor. Since some form of turn restriction will likely be a prerequisite for future IDOT intersection improvement permits, staff feels it imprudent to add voluntary turn restrictions, such as the instant case, that are not based on a well understood need and could confound downtown traffic. The estimated cost of construction is $131,200.00. Staff plans to advertise the project in March and present a construction contract award recommendation to the Village Board in April. Construction is expected to begin in June and take approximately two (2) months to complete. Staff will perform a post -study one (1) year after construction to re -assess the need for the omitted turn restriction at this intersection and report the results with the Transportation Safety Commission. Attached, for the Village Board's consideration, is an ordinance that's implements staff's proposed intersection modifications. Altarnntiviac 1. Adopt an ordinance implementing staff's recommendations for turn restrictions at the intersection of Central Road and Emerson Street. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board enact an ordinance that prohibits through movement at all times for northbound Emerson Street at Central Road; prohibits left turns at all times from eastbound Central Road onto northbound Emerson Street; prohibits left turns at all times from southbound Emerson Street onto eastbound Central Road, repeals an existing ordinance restricting left turns from northbound Emerson Street to westbound Central Road between 4:00 pm and 6:30 pm. File Attachments TSC-september2018min.pdf:• central-emersonplan.pdf!• TSC-december2018min.pdf (579 KB) Amend Chapter 18 March 2020.pdf (17 KB) Admin Content We may want to add an aerial map of this intersection showing existing conditions (NB) https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 21/27 6/11/2020 Motion & Voting BoardDocs® Pro Enact an ordinance that prohibits thru movement at all times for northbound Emerson Street at Central Road; prohibits left turns at all times from eastbound Central Road onto northbound Emerson Street; prohibits left turns at all times from southbound Emerson Street onto eastbound Central Road, repeals an existing ordinance restricting left turns from northbound Emerson Street to westbound Central Road between 4:00 pm and 6:30 pm. Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: William Grossi Subject Meeting Category Access Type Preferred Date Absolute Date Fiscal Impact Dollar Amount Budgeted Budget Source Recommended Action INFORMATION 8.1 Motion to accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a cost not to exceed $193,566. Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. 8. VILLAGE MANAGER'S REPORT Public Action Mar 03, 2020 Mar 03, 2020 Yes $193,566.00 Yes General Fund Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a cost not to exceed $193,566. A request for proposals (RFP) was sent to landscape companies for the maintenance of selected sites throughout the Village. Proposals were received on January 30, 2020. The work required by the specifications includes a wide range of maintenance activities including spring cleanup, mulching, weed control, turf mowing, turf herbicide/fertilization/aeration treatments, and shrub pruning at all sites as needed. The majority of the sites are high-profile locations such as public buildings, green spaces in the downtown area, and the Union Pacific Railroad right-of-way. In total, the scope of work includes 90 sites consisting of approximately 24 acres of turf and 5 acres of improved bed space. The personnel who work on this job need to interact frequently and professionally with the general public as well as business owners. With the diversified landscapes planted at many of these sites, the contractor's personnel must also possess a high degree of knowledge about plant identification and the maintenance needs of various plant species. The proposed contract is for calendar years 2020 through 2021. Additionally, the term can be extended for a third year, 2022, at the same bid prices as 2021, if both the contractor and the Village agree. Five (5) invitational proposals were mailed to landscape companies with expertise and experience in the work proposed. A mandatory pre -proposal meeting to explain the scope of the contract was held on January 20, 2020; representatives from all five (5) firms attended. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 22/27 6/11/2020 RFP RESULTS BoardDocs® Pro Four (4) cost proposals were received. One (1) firm called to decline the opportunity due to 2020 workload. Each proposal was evaluated based on the background of the firm, related project experience, proposed services and scope of work, schedule work effort and proposal content. Each firm received a point ranking (total points = 100) for each criterion. The table below summarizes this analysis: Table 1: Technical Proposal Category Max. Points Cornerstone Fleck's Sebert ALI Background 20 19 18 17 18 Experience 20 19 18 18 18 Scope 25 23 22 21 22 Schedule 15 12 10 10 9 Work Effort 10 9 9 9 9 Content 10 10 9 9 9 TOTALS: 100 92 86 84 85 Each firm was also asked to submit a cost proposal as well. The table below summarizes submitted costs: Table 2: Cost Proposal Contractor 2020 Cost 2021 Cost Total Cost Cornerstone Partners $ 193,566.00 $ 197,438.00 $ 391,004.00 Fleck's Landscaping $ 212,206.00 $ 212,206.00 $ 424,412.00 Sebert $ 269,270.00 $ 274,655.00 $ 543,925.00 American Landscaping Inc $ 427,937.00 $ 4361496.00 $ 8641433.00 DISCUSSION As explained earlier, this contract is for skilled work at high-profile locations. Over the years, the Village has spent many thousands of dollars on landscaping to improve the appearance of the downtown and other highly visible locations. Frequent, knowledgeable maintenance is imperative to maintain the health and appearance of these landscapes. The contract has grown in size and scope over time, as additional high -maintenance landscapes have been installed. One of the challenges of contracting out this work is finding a company large enough and skilled enough to commit an adequate number of well-trained staff to our contract for a long period of time. Once staff finds such a contractor, and they become accustomed to Village expectations, it is preferred to keep them on board for as long as possible through the use of multi-year contracts. For these reasons, staff asked the proposers to provide three satisfied references for contracts of similar size and nature. The technical proposals indicated all the participating firms were qualified to perform the work. All firms had adequate experience and appropriately trained staff to successfully manage the Village's Landscape Maintenance Contract. Accordingly, the evaluation results were closely distributed. The highest rated contractor was Cornerstone Partners of St. Charles, Illinois. In addition to submitting the lowest overall cost, Cornerstone Partners, Inc. submitted multiple references, including municipal references. Staff checked the references submitted and found that they have done projects of similar scope and size with good results. ALTERNATIVES 1. Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a cost not to exceed $193,566. 2. Action at discretion of Village Board. STAFF RECOMMENDATION Staff recommends that the Village Board accept the proposal from Cornerstone 'In 'In of /S�t.I�C�h�arles, Illinois to h - A . / :.4- 1 _4_____ KA /� � � � /1 N - N - A ` A -. I : - A - -4- ^ ___4- N A 4- 4— -—.4 T T Inn 1 J C l / : N ) ■ ■ ) ■ ■ X /_ /� Y 1 1 / ■ 1 I . . .: I I 1 I\ https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 23/27 6/11/2020 BoardDocs® Pro PIUVIUC LdIIUSL,d[AC I"IdIIILCIIdIIC,C JCI VIUfb dl d L.USL IIUL LU CXL,CCU 173,J00 III LULU. TCdl L, LUL 1, WIII UC III dIl amount that does not exceed the appropriated budget. File Attachments Village - Landscape Maintenance- 2021 -(14,658 KB) CPHort - Itemized Bid 2021.pdf (263 KB) CPHort-Bid , References- Pu bl ic Entity,, LMC PROPOSAL SPECIFICATION 2020-21.pdf (352 KB) Admin Content AB - in Table 1 - I added Max. Points column Removed first -person references, verified with Sean a contingency is not applicable to this contract. Motion & Voting Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a cost not to exceed $193,566. Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Subject 8.2 Motion to accept proposal for 2020 Water Main Replacement Project Design and Construction engineering services in an amount not to exceed $140,004. Meeting Mar 3, 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 Mar 03, 2020 Absolute Date Mar 03, 2020 Fiscal Impact Yes Dollar Amount $140,004.00 Budgeted Yes Budget Source Water and Sewer Fund Recommended Action Accept the proposal for 2020 Water Main Replacement project design and construction engineering as submitted by Burns and McDonnell, Inc. of Kansas City, Missouri in an amount not to exceed $140,004. Information As part of the 2017 Water and Sewer Rate Study, renewal and replacement of the Village's water mains, fire hydrants, valves, and other distribution system appurtenances was identified as a high priority. One outcome of this study was an increase in funding for water main replacement projects. A primary goal of accelerating the pace of water main replacements is to reduce the life cycle of water mains from an unsustainable 600 years to a more pragmatic 130 years. 2018 was the first year of an accelerated water main replacement schedule supported by new water and sewer rates. Combined, in the first two years of this accelerated program, the Village has replaced 8,300 feet of water main and rehabilitated an additional 3,870 feet of water main on Northwest Highway. The 7n?n Water Main Renlarement nroiert inrlurJec, fmur areae The Rnn and 9nn hlnckq nf South nwen Street_ Rnn https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 24/27 6/11/2020 BoardDocs® Pro . . . _. - ...._ � . . ...... . _. r.. .../ _. _.. .. -, _,.. _... . . . - - -- - - -1 _.. - - - -1 . � ... ---I and 900 blocks of South William Street and the 600 blocks of South Louis and Albert Streets. This year, staff seeks to replace 6,000 feet of existing 6" main on Albert Street, Louis Street, Owen Street and William Street. These sections of water main have experienced multiple breaks within the last ten years. Plans are to abandon the existing water main in place and install new water main adjacent to the abandoned main. The water main size will be increased from 6" to 8" to improve flow and pressure. The attached location maps depict the proposed project areas. Request for Proposals To design these improvements, staff require technical assistance from a qualified civil engineering consultant. Accordingly, staff prepared a detailed request for proposals (RFP) necessary to solicit these services. A copy of this RFP is enclosed. Consulting engineers were asked to submit a technical proposal detailing the firm's background, key personnel, and approach to the project. In addition, each firm was also asked to submit a separate cost proposal indicating work effort anticipated and a not -to -exceed fee. The required scope of work included topography and field data collection; preparation of plans and bid documents; meetings and obtaining all necessary regulatory permits. RFPs were distributed to six (6) local engineering firms and publicized on the Village's Demandstar website. RFP Results Nine (9) technical proposals and nine (9) cost proposals were received. Each proposal was evaluated based on the background of the firm, related project experience, proposed services and scope of work, schedule work effort and proposal content. Each firm received a point ranking (total points = 100) for each criterion. Table 1 below summarized this analysis. Table 1: Technical Proposal Evaluation The Highest rated firm is Burns & McDonnell of Kansas City, Missouri. Burns & McDonnell proposal provided numerous examples of successful water main replacement projects similar in scale and scope as the proposed work. Examples cited water main replacement in the City of Elgin, Chicago and Rolling Meadows. All references checks indicated Burns & McDonnell performed well. A copy of Burn's technical proposal is enclosed. Notably, Burns completed a $4,000,000 transmission main project in the City of Elgin. This project consisted of approximately 5,900 feet of 20" diameter water transmission main, 5,800 feet of 24" diameter water transmission main, 330 feet of 36" diameter steel casing pipe that was installed by jack -and -bore as required when crossing the Canadian National Railroad and 345 feet of 42" diameter steel casing pipe installed by jack -and -bore for crossing of a major highway. All work was completed with a tight timeframe and reference checks indicated Burn's performed well. In addition, Burns & McDonnell has successfully completed several water and sewer infrastructure improvement projects for the Village over the course of the past 20 years. Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs. Table 2: Cost Proposals https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 25/27 Max. Points Burns & McDonnell Baxter & Woodman Applied Technologies Background Experience oil Work Effort The Highest rated firm is Burns & McDonnell of Kansas City, Missouri. Burns & McDonnell proposal provided numerous examples of successful water main replacement projects similar in scale and scope as the proposed work. Examples cited water main replacement in the City of Elgin, Chicago and Rolling Meadows. All references checks indicated Burns & McDonnell performed well. A copy of Burn's technical proposal is enclosed. Notably, Burns completed a $4,000,000 transmission main project in the City of Elgin. This project consisted of approximately 5,900 feet of 20" diameter water transmission main, 5,800 feet of 24" diameter water transmission main, 330 feet of 36" diameter steel casing pipe that was installed by jack -and -bore as required when crossing the Canadian National Railroad and 345 feet of 42" diameter steel casing pipe installed by jack -and -bore for crossing of a major highway. All work was completed with a tight timeframe and reference checks indicated Burn's performed well. In addition, Burns & McDonnell has successfully completed several water and sewer infrastructure improvement projects for the Village over the course of the past 20 years. Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs. Table 2: Cost Proposals https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 25/27 6/11/2020 BoardDocs® Pro Firm Hours Total Cost Cost Hour Burns & 127,27 6 $132 McDonnell Bono Consulting,, 11057 $127, $121 Inc. Ciorba Group1,347 $173,47 2 Applied 1,432 $183,500 $128 Technologies Baxter & L656 $194, 7 $118 Woo15 Companies 11608 $202,853 $126. Robinson 11800 $216,450 $120 Engineering Hancock 21550 $218,000 $86 Engineering Civil Environmental Did not $270,000 Did not provide Consultants provide hours hours The lowest cost proposal was submitted by Burns & McDonnell of Kansas City, Missouri. A copy of Burns submitted cost proposal is enclosed. It is staff's opinion that Burns & McDonnell understands the proposed project, has prepared a thorough proposal based on extensive experience, requested a reasonable fee, and is well qualified to perform the work. Staff recommends including a 10% contingency in the award for this proposed contract because time spent on construction engineering and inspection can vary due to circumstances beyond the engineering consultant's control. For example, contractor delays, material availability and inclement weather are all parameters that can lengthen anticipated construction time. Inclusion of a 10% contingency ($12,728) will increase the project award from $127,276 to $140,004. Alternatives 1. Accept Burns & McDonnell's proposal for design and construction engineering for 2020 water main replacement project. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal for 2020 Water Main Replacement project design and construction engineering as submitted by Burns & McDonnell Engineering of Downers Grove, Illinois in an amount not to exceed $140,004. File Attachments BMcD—Cost Proposal for the Village i BMcD—Technical Proposal for Villagei(5,529 KB) 2020 LOCATION MAP2.pdf (222 KB) 2020 PROPOSED WATER MAIN IMPROVEMENTS. pdf (214 KB) 2020 Water Main Motion & Voting Accept the proposal for 2020 Water Main Replacement project design and construction engineering as submitted by Burns and McDonnell, Inc. of Kansas City, Missouri in an amount not to exceed $140,004. Motion by Richard Rogers, second by William Grossi. Final Resolution: Motion Carries https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 26/27 6/11/2020 BoardDocs® Pro Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers,, Colleen Saccotelli,, Michael Zadel Subject 8.3 As submitted Meeting Mar 3,, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Access Public Type Information Alternatives 1. 2. Action at discretion of Village Board. Staff Recommendation ■ I ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY • NEEDS SOME I ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 847/392-6000, EXTENSION 5-32g https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 27/27