HomeMy WebLinkAbout03/17/2020 VB Agenda6/11/2020 BoardDocs® Pro
Tuesday, March 17,, 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 17, 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 Saccotelli
Meeting Mar 17, 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 - Mayor Juracek
Meeting
Mar 17, 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 - March 3, 2020
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Meeting Mar 17, 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 Mar 3, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE
BOAR
Motion & Voting
(not specified)
Motion by Paul Hoefert, 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 AUTHORIZING THE VILLAGE PRESIDENT TO
DECLARE A STATE OF EMERGENCY SHOULD THE NEED ARISE AND AUTHORIZING
PURCHASE CONTRACTS AS NECESSARY TO RESOLVE A STATE OF EMERGENCY
WITHOUT PUBLIC ADVERTISEMENT WITHIN THE VILLAGE OF MOUNT PROSPECT.
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 3. MAYOR'S REPORT
Access Public
Type Action
Information
Natural disasters, disease epidemics or any type of emergency may necessitate a municipality to declare a state of
emergency. Pursuant to Section 11-1-6 and 8-10-5 of the Illinois Municipal Code, the State has legislated to
municipalities additional authority in order to respond to an emergency.
This ordinance establishes the standards to be relied upon for the Mayor to determine when a state of emergency
exists. It also provides Village leadership operational flexibility during a state of emergency to respond to the
emergency when otherwise polices and procedures for conducting normal business could hinder community
response.
A declaration of a state of emergency within the Village would be based on the following:
1. That the emergency, natural disaster, and other public health emergencies will likely cause damage, injury
hardship or etc. to the community and is imminent or has occurred.
2. The emergency is severe enough to require the declaration of emergency in order to supplement local
resource in preventing damage, injury, hardship or etc. including the identification of any applicable
procedures, rules or regulations that will be waived or suspended, during the emergency.
During a state of emergency, the Mayor would be granted the extraordinary power and authority to exercise the
powers of the Village Board as may be reasonably necessary to respond to the emergency. In addition, the Village
Manager or designees may let contracts to the extent necessary to resolve such emergency without public
advertisement.
Alcorn=ti%ioa
1. Motion to approve the Ordinance.
2. Action at discretion of Village Board.
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Staff Recommendation
Should the Village Board favorably consider this request, adoption of an Ordinance authorizing the Village President
to declare a state of emergency should the need arise and authorizing purchasing contracts as necessary to resolve
a state of emergency without public advertisement would be in order.
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File Attachments
Ordinance iing the Village President
Motion & Voting
(not specified)
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 3.2 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 F-2 licenses by one (1) THREE CRAFTSMAN INC.
D/B/A E -SUSHI located at 1750 W. GOLF RD.)
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 3. MAYOR'S REPORT
Access Public
Type Action
Information
On Tuesday, March 3, the Assistant Village Manager and Executive Assistant met with Mr. Alex Tang and Ms. Li Hui
Hung co-owners of E -Sushi, regarding their request for the creation of a new Class F-2 Liquor License. The Class ""F-
2" designation provides for the sale of beer and wine at dining tables.
Mr. Tang and Ms. Hui Hung intend to make this venture their full-time endeavor and will be on site as the
management team with over twenty years of Japanese business operations experience between them. Mr. Tang has
extensive experience in Asian culinary and has previously owned a Chinese takeout restaurant in Geneva. Both were
also employed at Sushi Para Restaurant in Palatine which specializes in Japanese Sushi.
The building is a total of 2,400 square feet and is the former location of Rokudenashi, which closed in July 2017. An
extensive interior rehab in underway including new restrooms, kitchen equipment, dining furniture and sushi bar.
The restaurant will be dine -in, all -you -can eat model specializing in over 50 varieties of high quality Japanese sushi.
Hours of operation will be seven days a week serving lunch and dinner from 11:00 a.m. to 10:00 p.m.
A completed application along with appropriate documentation is on file. All fees have been paid and the owners
have submitted to fingerprinting and background checks. They have also submitted proof of completion of the liquor
servers' classroom course.
Alternatives
1. Motion to approve the Ordinance.
2. Action at discretion of Village Board.
Staff Recommendation
Should the Village Board favorably consider this request, adoption of an Ordinance creating a new Class "'F-2" liquor
license would be in order.
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File Attachments
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E -Sushi Ordinance.pdf (213 KB)
Motion & Voting
(not specified)
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Motion by Michael Zadel, second by Paul Hoefert.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 3.3 1st reading of an ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC
LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. {This Ordinance will
increase the number of Class F -3-V licenses by (1) NAPOLI CUCINA LLC d/b/a
CANTA NAPOLI and delete number of Class F-3 licenses by one (1) NAPOLI
CUCINA LLC d/b/a CANTA NAPOLI located at 90 E. BUSSE, Mount Prospect, IL}
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 3. MAYOR'S REPORT
Access Public
Type Action
Information
In December 2019, the Illinois Gaming Board approved Canta Napoli for a video gaming license for one year,
expiring December 2020. Staff from the Village Manager's Office and Community Development have visited the
business and met with owner and representative from the video gaming terminal operator to review the location and
the site plan of the proposed gaming area.
The attached submittal has been reviewed and approved by the Village Manager's Office. The proposed video
gaming layout includes three gaming machines and one payment/disbursement/atm machine. To limit the gaming
area to persons 21 years of age and older, a permanent partition wall will be installed that separates the proposed
gaming area from the other areas of the restaurant. The partition wall will be full height to help obstruct the view of
the gaming area while still allowing the gaming area to be monitored by an employee at all times. No lighting or
sounds from the gaming machines shall be visible or audible outside the gaming area. Any glass facing the video
gaming area out to the public way will be obscured with vinyl window covering to block the view of the gaming
terminals.
A final inspection will be performed for any work requiring a permit after the installation of the video gaming devices
and prior to their use. It is the responsibility of the video gaming applicant and the gaming consultant to ensure that
a final inspection is scheduled with the Village. All necessary video monitoring equipment that complies with section
13.204.1 of the Village Code shall be installed and functioning at the time of the final inspection. Approval of the
video gaming devices by the State of Illinois does not constitute approval by the local authority, Mount Prospect,
until such time a final inspection is approved and a local license is paid.
Altarnntiviac
1. Approve an ordinance decreasing the number of Class F-3 liquor licenses by one (1) and increasing the number of
Class F -3-V license by one (1).
2. Action at discretion of Village Board.
Staff Recommendation
Both the business owner and proposed video gaming consultant have been cooperative and intend to comply with all
Mount Prospect ordinances and codes. Staff recommends placement of three (3) State -approved video gaming
terminals and the change of liquor license classification from Class F-3 to Class F -3-V.
File Attachments
Application.pdf
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Canta Napoli Gaming.pdf
Executive Content
Vendor contract attached.
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Executive File Attachments
Contract.pdf (873 KB)
Motion & Voting
(not specified)
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
CONSENTS.
Subject 5.1 List of Bills - February 26, 2020 - March 10, 2020
Meeting Mar 17, 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 the List of Bills - February 26, 2020 - March 10, 2020 - $5,008,266.13
Attached is the list of bills for March 10, 2020.
Alternatives
1. Approve List of Bills for March 10, 2020.
2. Action at the discretion of the Village Board.
Staff Recommendation
Approve the List of Bills for February 26, 2020 - March 10, 2020 - $5,008,266.13.
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File Attachments
List ill - February 26., 2020 to March 10, 2020.pdf (777 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
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Subject 5.2 A RESOLUTION EXPRESSING INTENT TO PARTICIPATE IN THE SUBURBAN
TREE CONSORTIUM FIVE-YEAR CONTRACTUAL PROGRAM
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $215,000.00
Budgeted Yes
Budget Source General Fund
Recommended Action Pass a resolution expressing intent to participate in the Suburban Tree Consortium five (5)
- year contractual program for the purchase and installation of parkway trees.
Information
On March 7, 2017, the Village Board passed ordinance number 6306, authorizing participation in the Suburban Tree
Consortium (STC). The STC was created in 1985 by a group of municipalities in the Chicagoland area to develop and
let joint purchasing contracts for the purchase and installation of parkway trees. During the past three (3) years,
staff has found cooperative procurement improves the selection, availability, and pricing of parkway trees.
Currently, the STC is comprised of 44 communities and nine (9) tree nurseries.
Discussion
The STC offers a five (5) year contractual program that helps assure the quality, quantity, variety, and availability of
trees. Although orders are placed in advance for growing purposes, the Village is not obligated to buy these trees
should a current year's budget not be funded. Furthermore, the Village is not committed to buying trees exclusively
through the STC.
The STC procurement procedures satisfy public purchasing requirements of the Village's purchasing policy.
The Village has successfully purchased and planted trees through the STC under the current contract. It is staff's
opinion that participation in the STC is a cost effective means for the Village to procure replacement parkway trees.
Anticipated purchases for 2020 are approximately 550 trees ($215,000).
The by-laws of the STC require that participating members pass a resolution annually stating their intent to
participate. An appropriate resolution for this purpose is attached.
A I i -,m so n% 71:
1. Pass a resolution expressing intent to participate in the Suburban Tree Consortium five (5) -year program for the
purchase and installation of parkway trees.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board pass a resolution expressing intent to participate in the Suburban Tree
Consortium five (5) year program for the purchase and installation of parkway trees.
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File Attachments
Tree Consortium.pdf (58 KB)
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All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.3 A RESOLUTION AUTHORIZING THE EXPENDITURE OF MOTOR FUEL TAX
FUNDS FOR MAINTENANCE (RESURFACING) OF VILLAGE STREETS UNDER THE
ILLINOIS HIGHWAY CODE.
Meeting Mar 17, 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 17,2020
Absolute Date Mar 17,2020
Fiscal Impact Yes
Dollar Amount $1,150,000-00
Budgeted Yes
Budget Source Motor Fuel Tax Fund
Recommended Action Pass a resolution authorizing the expenditure of Motor Fuel Tax (MFT) funds in the amount
of $1,,150,000 for the maintenance (resurfacing) of Village streets under the Illinois
Highway Code.
Attached please find a resolution authorizing the appropriation of Motor Fuel Tax (MFT) funds ($1,150,000) for tht-W
purpose of maintaining (resurfacing) streets in the Village of Mount Prospect. This proposed expenditure will be paid
from the Village's local MFT account balance.
These funds will supplement funds appropriated from the Street Resurfacing Fund. A total of $4,850,000
($3.,700,000 from the Street Resurfacing Fund and $1,,150,,000 from the Motor Fuel Tax Fund) is presently available
to fund street resurfacing work in 2020.
Work anticipated for 2020 includes 7.60 miles of street resurfacing and several full -depth pavement patches.
The Illinois Department of Transportation requires this type of resolution from all municipalities prior to expending
Motor Fuel Tax Funds.
Alternatives
1. Pass a resolution for improvement by municipality under the Illinois Highway Code.
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2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board pass a resolution authorizing the expenditure of MFT funds for tht
maintenance (resurfacing) of Village streets in the amount of $1,150,000 under the Illinois Highway Code.
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
Resolution.pdf
Resurfacing
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
Recommended Action
Tnfnrm=tinn
5.4 A RESOLUTION IN SUPPORT OF GRAYHAWK4, LLC'S APPLICATION FOR
RENEWAL OF A CLASS 7C TAX INCENTIVE FOR 1501 FEEHANVILLE DRIVE AND
430 LAKEVIEW COURT
Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
5. CONSENT AGENDA
Public
Action (Consent)
Mar 17, 2020
Mar 17, 2020
No
Approve a resolution in support of Grayhawk 4, LLC's application for renewal of a Class 7C
tax incentive for 1501 Feehanville Drive and 430 Lakeview Court.
The Village approved a Class 7C property tax incentive for Grayhawk 4, LLC for the Mount Prospect Ice Arena in the
Kensington Business Center in 2016. Grayhawk 4, LLC purchased the building and converted the former
office/warehouse space into an arena with two full ice rinks, a full service restaurant and pro shop.
The Arena opened its doors in the fall of 2016 and has been a huge success offering ice hockey, figure skating and
free skating to the public. They host several tournaments throughout the year, drawing teams and fans from
throughout the region who in turn support local restaurants, hotels and retail establishments.
The Village has granted several Cook County Class 6B tax incentives to attract and retain industrial and warehouse
businesses. The 7C incentive is similar in structure to the Class 6B program, but is designed for qualifying
commercial properties in the county and is effective for only 5 years (Class 6B is effective for 12 years) and can be
renewed for one additional term if supported by the Village. The Class 7C incentive reduces the assessment level
for qualified commercial facilities from 25% to 10% for the first 3 years, 15% for year 4 and 20% in year 5. After
year 5, the assessment level returns to the full 25% for the benefiting property.
If the abatement is not granted they estimate that their tax bill would increase to approximately $5.60 per square
foot. Similar properties in nearby Lake and DuPage County range from $2.50 to $3.50 per square foot. Staff has
reviewed the petitioner's application and is supportive of the requested renewal.
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Alternatives
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1. Approve a resolution in support of Grayhawk 4, LLC's application for renewal of a Class 7C tax incentive for 1501
Feehanville Drive and 430 Lakeview Court.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board approve a resolution in support of Grayhawk 4, LLC's application for
renewal of a Class 7C tax incentive for 1501 Feehanville Drive and 430 Lakeview Court.
File Attachments
Ice Arena 7C Renewal i i(1,608 KB)
Ice Arena 7C Renewal cover letter.pdf (76 KB)
Resolution 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
Subject 5.5 A RESOLUTION APPROVING A FINAL PLAT OF SUBDIVISION FOR PROPERTY
LOCATED AT 215 N. WESTGATE ROAD, MOUNT PROSPECT, ILLINOIS
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact No
Recommended Action Approval of a final plat of subdivision subject to the conditions listed in the staff report.
Information
Angelo Manella, the "Petitioner", is proposing to create two lots of record out of one parcel. The property was
properly posted with a public notice sign and all applicable school districts were asked to provide comment as
required.
After subdividing, the Petitioner plans to sell the newly created properties. The project requires subdividing the
Subject Property, dedicating easements for public utilities and drainage, and demolishing existing flatwork that
would cross the proposed property line. The flatwork consists of a slab for a former detached garage and a related
section of driveway. The proposed plat of subdivision creates two lots of record that meet the bulk requirements of
the R-1 Single Family District. The zoning district for the Subject Property will remain R-1 Single Family residential.
Staff received two phone calls from residents in support of the request and no comments in opposition.
P&Z Recommendation
The Planning and Zoning Commission voted to recommend approval of the plat of subdivision with the following
condition by a vote of 4 - 0 at the public hearing dated March 12, 2020:
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a. The existing detached garage slab and the driveway serving it shall be demolished and returned to tis
natural condition within six (6) months after recording of the plat, otherwise the play shall be considered null
and void.
A Ii -,m@ -m Q4 -:%#oma
1. Approve a resolution for a final plat of subdivision located at 215 N. Westgate Road, subject to the conditions
listed in the staff report.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board approve a resolution for a final plat of subdivision located at 215 N.
Westgate Road with recommended conditions.
File Attachments
.•
Administrative Content.pdf
•. - 1 - :
PZ -25-19 215 N. Westgate Road Minutes-pdf (142 KB)
Manella's Westgate Resubdivision 2020.pdf (78 KB)
Request to Waive the Second Reading.pdf (181 KB)
A A r -t, i r, (' n n +-o r, +-
I would put this on the consent agenda.
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 A RESOLUTION TO APPROVE A COLLECTIVE BARGAINING AGREEMENT
BETWEEN THE VILLAGE OF MOUNT PROSPECT, ILLINOIS AND THE
METROPOLITAN ALLIANCE OF POLICE MOUNT PROSPECT POLICE CHAPTER #84
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Fiscal Impact Yes
Budgeted Yes
Recommended Action Approve a Collective Bargaining Agreement between the Village of Mount Prospect and the
Metropolitan Alliance of Police Mount Prospect Chapter #84.
Tr%fo%rr"mi-ir%r%
Mount Prospect's Patrol Officers are represented by Metropolitan Alliance of Police (MAP) and are subject to a
collective bargaining agreement (CBA). Patrol's CBA expired on December 31, 2019. The union and management
negotiated the majority of a successor contract in the fall of 2019.
Below is a summary of proposed CBA changes resulting from negotiations.
Term: January 1, 2020, through December 31, 2022
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Economic Items:
Salary_
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January 1, 2020 - 2.75% increase, retroactive to January 1, 2020
January 1, 2021 - 2.5% increase
January 1, 2022 - 2.5% increase
According to Management's wage and benefit comparison, a Top Step Patrol Officer ranks fourth out of nine
communities in total compensation. The proposed wages appear to maintain Patrol Officers rank as fourth through
2022. 2.5% increases are used as placeholders for communities missing data or out years beyond CBAs. The total
average increase from the eight comparable communities over the past five years is 2.47% and six of the seven
increases that are available for 2020-2022 are 2.5%. There is also internal comparability with the proposed
increases since Patrol and Fire for years 2019 - 2021 would have 7.6% and 7.66% total percent increases.
Section 5.1 Compensation also now includes language establishing if there is retroactive pay, then that payment will
be less any deductions (i.e. health insurance)
applicable per the CBA.
Specialty Pays:
Truck Enforcement ($450/yr) and Drug Recognition Expert ($650/year) were added to the list of available
specialties. In addition, the cap on number specialties increased to four from three if the fourth specialty is
foreign/sign language interpreter.
The Drug Recognition Expert (DRE) would only be for officers that complete the State's certification program. DREs
are utilized for the enforcement of recreational cannabis, which became legal January 1, 2020.
Health Insurance:
The proposed CBA includes the same health insurance employee premiums that Fire and Non -Union have for 2020
and Fire has established for 2021. In 2022, PPO and HMO employee premiums increase 5%.
Furthermore, cost containment language was updated to provide the Village flexibility in changing group health and
hospitalization insurance coverage during the CBA term as long as coverage is substantially similar to coverage prior
to signing of the CBA. The new language replaces cost containment language that pertains specifically to the
Affordable Healthcare Act and the Cadillac Tax. Comparable communities who have CBAs with MAP all provide
management general cost containment language. This included language is based on language already in other MAP
agreements.
Retirement Health Savings (RHS)_
The Village's RHS plan as adopted, uses an employee's accrued sick time and converts it to a cash value that may
only be used for medical expenses once the employee retires. Participation in RHS is mandatory for all employees
within the group per Internal Revenue Service rules. A RHS benefit is a retention tool for an employer as well as an
incentive for employees to use sick time conscientiously.
All full time benefit eligible employees participate in the RHS benefit at time of their retirement. In addition,
Management and Sergeants employee groups have an annual RHS contribution.
The Union requested the same annual RHS benefit currently provided to Sergeants (48 hours of sick leave at 50%
value) with an additional qualifier that Patrol Union employees must have a minimum of 480 sick hours accrued in
order to participate.
Buffalo Grove, Palatine, Rolling Meadows and Wheeling have an annual retirement or post -employment health
savings benefit.
The Union and Management agreed effective January 1, 2021 to an annual RHS contribution of 48 sick hours at
50% value for employees with more than 480 sick hours banked. Patrol sick leave accrual would remain unchanged
at 96 hours a year (eight hours per month).
Time-Due/Compensatory Time:
An agreement was reached regarding Time Due payout. Time Due in excess of 40 hours as of November 15 each
year will be paid out in the same year instead of on January 1 of the following year. The change results in Time Due
being paid out at the hourly rate for the year in it was earned, rather than at the higher rate in which it is being paid
out.
Non -Economic Items:
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Probationary Period:
A patrol officer's probationary period is two and half years from date of hire. Comparable communities' patrol
officers have probationary periods of two years or less. Management' and the Union agreed on reducing the
probationary period to two years from date of hire. Management retains the right to extend the probationary period,
if needed, and Management would notify the probationer ahead of time of the extension. See new Section 19.2.
Fair 4Zharn
Delete Fair Share Language per the U.S. Supreme Court ruling in Janus v. American Federation of State, County and
Municipal Employees (AFSCME).
Vacation
Patrol Officers are allowed to split their vacation picks into a maximum of four units (a unit being a minimum of
three vacation days or more). Management and the Union compromised to add a fifth vacation split.
Grievance Procedure:
Steps within the Grievance Procedure that were within five days to complete are increased to seven days. This
provides additional time for someone to submit a grievance from date of occurrence and for the Watch Commander
to attempt to adjust the matter.
Discipline (Board of Fire and Police Commission vs. Arbitration)_
Currently, disciplinary action is subject to the jurisdiction of the Board of Fire and Police Commission (BOFPC). If
appealed, it may be subject to the Grievance and Arbitration Procedure. MAP asked for the option to decide if a
disciplinary action goes to the BOFPC or arbitration from the start. The proposed language provides MAP the right to
file the grievance concerning discipline and the employee the right to choose the BOFPC hearing process.
Review of Recorded Media:
Upon MAP's request, a new section is included for Article XIII - Investigations Concerning Officers. The new
language provides the Union an opportunity to review the surveillance (e.g. video, photos, audio, or other recorded
medium) relevant to the discipline if the surveillance evidence is both: (i) in the possession or control of the
Employer and (ii) relied on by the Employer in making the discipline decision.
Drug and Alcohol Testing_
The CBA's Drug and Alcohol Testing language changed to address legal recreational cannabis in Illinois, but its use,
sale, purchase, delivery or possession is prohibited by police officers. In addition, the side letter for drug and alcohol
testing following an officer involved shooting was incorporated into the CBA.
Maternity/Paternity/Reasonable Accommodation:
Existing language was outdated and did not reflect present practice. New language reflects current employment law.
Budget Impact:
A Patrol Officer at Top Step would earn an estimated additional $7,167 after insurance premium increases for PPO
$300/$900 Family Plan (Village's most subscribed plan type) through the CBA term. The annual RHS contribution
adds another $1,222 during the CBA term. An overall cost analysis is provided below summarizing additional costs
to the Village from the proposed salary increase and annual RHS contribution benefit.
Table 1: Patrol CBA Aggregate Cost Analysis (Estimates based on combined costs from 64 Patrol
Officers)
Salary Cost Estimate
RHS Cost Estimate*
Year
(includes step increases, Village's Pension &
(assumes employees use no sick time
FICA contributions. In addition, assumes
hours while accruing 96 hours per
three retirements and new hires per year)
year)
2020
$241,553
n/a
2021
$246,796
20 Eligible = $23,848
2022
$250.606
30 Eligible = $36,485
*In 2019, Patrol Officers cashed in 478.18 sick hours for a value of $11,278.98.
Patrol Officer Top Step plus Certified Police Officer Pay:
• 1/1/2020: $100,821+$2,800 = $103,621
• 1/1/2021: $103,342+$2,800 = $106,142
• 1/1/2022: $105,925+$2,800 = $108,725
Alternatives
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1. Approve a collective bargaining agreement between the Village of Mount Prospect and the Metropolitan
Alliance of Police Mount Prospect Chapter #84.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the Village Board adopt a resolution to approve a collective bargaining agreement between the
Village of Mount Prospect and the Metropolitan Alliance of Police Mount Prospect Chapter #84 (January 1, 2020, to
December 31, 2022).
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
MAP Agreement 2020-2022 Redlined02-24-2020 - Final
MAP Agreement - 02-24-2020 - Final V.3.pdf
PoliceUnioncontractmarch202O.pdf
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
Recommended Action
Information
5.7 Motion to waive the rules requiring two readings of an ordinance and adopt
AN ORDINANCE FOR A CONDITIONAL USE TO OPERATE A MASSAGE THERAPY
ESTABLISHMENT
Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
5. CONSENT AGENDA
Public
Action (Consent)
Mar 17, 2020
Mar 17, 2020
No
Approve a Conditional Use to operate a massage therapy establishment at 1052 Center
Drive.
The Petitioner, PCRK Group, proposes to take over as new ownership of an existing massage therapy establishment
as a franchisee of Massage Envy. The Petitioner would continue the existing operation of the establishment.
Currently, there are 13 licensed employees, and 5 non -licensed employees as additional staff, for a total of 18
employees. Hours of operation would remain unchanged, and currently the establishment is open 9 AM -9 PM
Monday through Friday, 8 AM -6 PM Saturday, and 10 AM -6 PM Sunday.
Additional parking will not be required as part of this conditional use, as the establishment operates on a "by
appointment' basis, and has 14 massage therapy rooms. Randhurst Shopping Center was approved as a Planned
Unit Development (PUD), and sufficient parking is provided for the various tenants on the property.
The previous owners of the establishment did not have to go through conditional use approval to operate a massage
therapy establishment because the business was already operating at the time the code was amended to include the
conditional use requirement for massage therapy establishments. Since new ownership occurred, conditional use
approval is required. Village staff has reviewed the Petitioner's request and feels that it meets the standards for a
conditional use.
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Village Regulations
The Petitioner has supplied the Village with required paperwork thus far as it relates to business licensing
requirements cited in Sections 11-3901,, which include state licensing for all massage therapists (copies of licenses
are attached). In addition, code requires fingerprinting and three personal references to be submitted by the
owner/applicant prior to the issuance of a business license.
Public Comment
Staff has not received any comment, written or otherwise, from the public voicing concern about the proposed
establishment.
The Planning and Zoning Commission considered the requests at the Public Hearing held on March 12, 2020,
and recommended approving the Petitioner's requests for a conditional use by a vote of 4 - 0.
Alternatives
1. Approve a conditional use permit to operate a massage therapy establishment at 1052 Center Drive.
2. Action at discretion of Village Board.
Staff Recommendation
Village staff recommends that the Village Board waive the rules requiring two readings of an ordinance and approve
the Conditional Use request, as the proposal meets the conditional use standards and that granting such request
would be in the best interest of the Village.
File Attachments
Plans.pdf (6,156 KB)
Staff Report.pdf (213 KB)
PZ -06-20 iMinutes.pdf (42 KB)
C USE PZ -06-20
waiveLetter to i .
Administrative File Attachments
Administrative ,
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 Motion to accept proposal for Cured -In -Place -Pipe Construction Observation
at a cost not to exceed $94,133.60.
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
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Dollar Amount $94,133.60
Budgeted Yes
Budget Source Water and Sewer Fund
Recommended Action Accept the proposal for 2020 Cured -In -Place Pipe Lining Project Construction Observation
as submitted by Baxter & Woodman of Crystal Lake, Illinois in an amount not to exceed
$94,133.60.
Information
In the current budget, funds have been requested to continue combined and separate sewer system repairs utilizing
the cured -in -place -pipe (CIPP) process. This process entails rehabilitating existing sewer main segments by inserting
a cured -in-place (CIPP) liner inside a host pipe segment. This method is more cost effective than open -cut
excavation and far less disruptive. The Village has successfully utilized this process since the late 1970's. See
attached map of proposed project areas.
The combined sewer repairs were identified during the review of the Combined Sewer System Evaluation Study
(CSSES) completed in 2015.
The separate sanitary sewer repairs were identified during our in house televising program that is part of the revised
Inflow and Infiltration Control Program (IICP) required by the Metropolitan Water Reclamation District of Greater
Chicago (MWRDGC).
Staff is requesting a two (2) year contract to install CIPP is to be awarded to Hoerr Construction of Goodfield, IL at
the March 17, 2020 Village Board meeting. 2020 is the first year of work being authorized in this contract.
To effectively monitor Hoerr's work quality and assure end -product quality, specific technical skills and experience
are required. Specifically, technical monitoring of the pipe cleaning process, liner inversion, curing, material core
laboratory analysis, and post -construction video review are some tasks required to successfully prosecute the
project. Staff prepared a detailed request for proposals (RFP) necessary to solicit these services. A copy of the RFP
document is attached.
Request for Proposals
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 includes 25,000 linear feet of pipe ranging in
diameter of 8" to 21" and an installation cost of $1,300,000. The locations of the proposed pipe segments included
in this year's project scope are depicted on the attached map.
RFPs were distributed to three (3) engineering firms with expertise in the construction rehabilitation of sewer main
through means of cured -in-place pipe lining. In addition, the RFP was also posted on the online bid service
Demandstar resulting in three (3) additional firms receiving the proposal.
RFD QaCl lltc
Two (2) technical proposals and two (2) cost proposals were received out of six (6) firms in possession of the
proposal. 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 criteria. Table 1 below summarized this analysis:
Table 1: Technical Proposal Evaluation
Category
Max. Points
Baxter & Woodman
Robinson
Background
20
19
18
Experience
20
19
18
Scope
25
24
24
Schedule
15
12
11
Work effort
10
8
7
Content
10
8
8
Totals:
100
90
86
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The highest rated firm was Baxter & Woodman of Crystal Lake, IL. Baxter & Woodman has performed this type of
work for the Village for the past four years. They have performed exceptionally well and understand the
expectations of the Village for a project of so much importance. Their staff has personnel who are certified in NASCO
PACP coding and have experience entering data into the Village's assessment database. All references checked
indicated that Baxter & Woodman performed well.
In addition, Baxter & Woodman has successfully completed and are currently working on several engineering
projects for the Village over the course the of last 10 years. These projects include the replacement of Booster
Pumping Station #4 motor control center, flow monitoring, sanitary and combined sewer spot repair projects,
Lincoln relief station rehabilitation project and the design and construction observation for our 2018 water main
replacement project.
Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs.
Table 2: Cost Proaosal
Firm
Hours
Total Cost
Cost / Hour
Baxter &
664
$85,576
$128
Woodman
Robinson
692
$87,406
$126
The lowest cost proposal was submitted by Baxter & Woodman. A copy of Baxter & Woodman's submitted cost
proposal is enclosed. It is the opinion of staff that Baxter & Woodman has allocated sufficient work effort
••4 • • successfully prosecute project.
Staff recommends including a 10% contingency ($8,557.60) in the award for this proposed contract due to the fact
that 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.
Et is the staff opinion that Baxter: Woodman fully understandsthe proposed • • - prepared • • •
proposal based on extensive experience, is well qualified to perform the work.
Alternatives
1. Accept Baxter & Woodman's proposal to provide construction observation for the 2020 cured -in-place lining
project.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accepts the proposal for 2020 Cured -in-place pipe lining project
construction observation as submitted by Baxter & Woodman of Crystal Lake, Illinois in an amount not to exceed
$94,133.60 (Cost Proposal: $85,576 + 10% Contingency: $8,557.60).
File Attachments
B&W - Cost Proposal pdf (160 KB)
- Technical Proposal for Village,
Request for Proposals.pdf (568 KB)
Project Map.pdf (238 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 5.9 Motion to accept proposal for Strategic Risk and Resilience Assessment and
Emergency Response Plan engineering services in an amount not to exceed
$35,409.00.
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Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $35,409.00
Budgeted Yes
Budget Source Water and Sewer Fund
Recommended Action Accept the proposal for Strategic Risk and Resilience Assessment and Emergency
Response Plan engineering services as submitted by Baxter & Woodman of Crystal Lake,
Illinois in an amount not to exceed $35,409.
Information
On June 12, 2002, the Public Health Security and Bioterrorism Preparedness and Response Act amended the Safe
Drinking Water Act. In this amendment, all community water supplies serving a population greater than 3,300
people were required to complete a potable water distribution system vulnerability assessment. This assessment
included an evaluation of threats to potable water distribution systems (i.e terrorism, natural disasters, etc.) and
identification of the most likely hazards. The law required this assessment and evaluation exercise be documented in
a formal report and confidentially filed with the United States Environmental Protection Agency (USEPA).
Subsequently, the Village hired a professional engineering consultant to help assess its drinking water system. The
consultant worked with staff to identify potential risks to physical structures, pumping facilities, treatment
equipment, storage reservoirs, and distribution networks. In turn, plans and action items were developed and
implemented to mitigate the impacts of the most likely natural phenomenon or malevolent acts.
On October 23, 2018, America's Water Infrastructure Act (AWIA) was signed into law. This law requires the nation's
water purveyors to update the vulnerability assessments performed at the turn of the century. The scope of work
required is similar to the original vulnerability assessments but also includes an analysis of cyber threats and
examination of financial viability. To differentiate this effort, the work products are called risk assessments and
emergency response plans (ERPs) instead of vulnerability assessments.
The Village is required to submit certification of completion of risk and resilience assessment to USEPA by June 30,
2021. The emergency response plan is due six (6) months later. Both the risk assessment and emergency plan
must be updated and re -certified at five (5) year intervals in perpetuity.
Request for Proposals
To complete this federally mandated work, 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.
RFPs were distributed to four (4) local engineering firms and publicized on the online bid service Demandstar.
RFP Results
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Four (4) technical proposals and four (4) 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
Category
Max.
Baxter &
Burns &
Robinson Thomas
Baxter & Woodman
Points
Woodman
McDonnell
$144
Tomasetti
Background
20
19
18
18
17
Experience
20
18
18
18
17
Scope
25
22
22
21
20
Schedule
15
14
14
14
14
Work Effort
10
9
9
6
7
Content
10
9
9
9
8
Totals:
100
191
190
86
83
The highest rated firm is Baxter & Woodman of Crystal Lake, IL.
Baxter & Woodman's proposal provided numerous examples of successful vulnerability assessments and emergency
operations plans similar in scale and scope as the proposed work. Examples cited were for the Villages of
Bensenville, Libertyville, and South Elgin. All references checks indicated Baxter & Woodman performed well. A copy
of Baxter & Woodman's technical proposal is enclosed.
Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs.
Table 2: Cost Proposal Evaluation
Firm
Hours
Total Cost
Cost/Hour
Baxter & Woodman
246
$35,409
$144
Burns & McDonnell
298
$49,706
$167
Thomas Tomasetti
430
$94,880
$220
Robinson Engineering
9 9
630
$ 99 160
$ 157
The lowest cost proposal was submitted by Baxter & Woodman of Crystal Lake, Illinois. A copy of Baxter's submitted
cost proposal is enclosed.
It is the staff's opinion that Baxter & Woodman understand the proposed project, has prepared a thorough proposal
based on extensive experience, has requested a reasonable fee, and is well qualified to perform the work.
Altarnntiviac
1. Accept Baxter & Woodman's proposal for developing the Strategic Risk and Resilience Assessment and Emergency
Response Plan.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal for the development of the Village Strategic Risk and
Resilience Assessment and Emergency Response Plan as submitted by Baxter & Woodman Engineering of Crystal
Lake, Illinois in an amount not to exceed $35,409.00
File Attachments
07-03-02 ili
B&W Cost Proposal Strategic iResilience
Technical ic Risk & Resilience,
Request for proposals.pdf (564 KB)
Americas
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
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requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.10 Motion to accept Suburban Purchasing Cooperative joint bid results for one
(1) new Ford F-450 4x2 concrete/basin Truck in an amount not to exceed
$78,192.
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $78,192.00
Budgeted Yes
Budget Source Vehicle Maintenance Replacement Fund
Recommended Action Accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase
of one (1) new 2020 Ford F-450, Pickup from Currie Motors, of Frankfort, Illinois at a cost
not to exceed $78,192.
Information
In the current budget, there are funds available to replace concrete/basin truck 2735. This truck is a 2003 Ford F-
350 chassis with flatbed body, crane and storage boxes. It is utilized by Public Works Department maintenance
crews to carry catch basin and concrete repair materials. It has special compartments for sand, cement, lime, and
water storage as well as compartments for repair and finishing tools. It also has a small crane that is used to handle
the catch basin spacer rings, manhole frames, and covers. The special configuration of this vehicle helps Public
Works maintain catch basins and concrete work in a safe and efficient manner.
Replacement Policy_
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -
based criterion that includes four (4) major factors: Age, mileage, repair & maintenance (R&M) cost, and condition
of the body/mechanical components. A point total equaling or exceeding eleven (11) out of sixteen (16) indicates
that the vehicle should be replaced.
This vehicle scored fourteen (14) points indicating that it should be replaced. The vehicle condition evaluation
form and summary report for this vehicle are attached. Additionally, the life cycle cost analysis for this vehicle is also
enclosed.
Recently, Mercury Associates, Inc., a nationally recognized fleet management consultant, performed optimal vehicle
replacement cycle analyses for several of our fleet asset classes including one (1) ton pickup trucks. The result of
their analysis indicated the optimal replacement cycle for our one (1) ton pickup trucks is at year 14. Mercury
further recommended replacing these types of vehicles after ten (10) years due to increased complexity and
improved fuel efficiency offered by newer models.
Other Factors
If the service life is extended, this vehicle will require $17,000 worth of repair work. These costs are delineated on
the attached vehicle evaluation form. The current book value for this vehicle is $8,000. In addition, this vehicle has
exceeded the revised (extended) life cycle by three (3) years.
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The Village is a member of the Northwest Municipal Conference (NWMC), which makes a one (1) ton, Ford F-450
available as a replacement vehicle through its Suburban Purchasing Cooperative (SPC) 2020 Joint Purchasing Pickup
Contract #181. This contract is publicly bid and satisfies the requirements of the Village of Mount Prospect
Purchasing Policy.
Delivery of the new vehicle is expected within 210 days of the purchase order. Much of this lead time is needed to
configure the F-450 chassis with specified basin/concrete maintenance equipment, flatbed, crane and
compartments.
The vehicle being replaced will be sold through the GovDeals.com internet auction.
Alternatives
1. Accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase of one (1) new 2020
Ford F-450 pickup from Currie Motors, of Frankfort, Illinois ast a cost not to exceed $78,192.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the Suburban Purchasing Cooperative (SPC) bid results and
authorize the purchase of one (1) new 2020 Ford F-450XL, 2 -wheel drive with upfitting from Currie Motors, of
Frankfort, Illinois at a cost not to exceed $78,192.00.
File Attachments
2735 Life Cycle Cost Worksheet-C-pdf
• pd
New 2735 g
pg '
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 5.11 Motion to accept bid for parkway restoration in an amount not to exceed
$79,150.
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $79,150.00
Budgeted Yes
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Recommended Action Accept the lowest cost, responsive bid for the 2020 and 2021 parkway restoration contract
in an amount not to exceed $79,150 in 2020. Expenditures in 2021 will be limited to the
amount authorized for this purpose in the annual budget. Staff also recommends that the
Village Board authorize a one (1) year contract extension (2022) if performance is
satisfactory and the contractor agrees to hold pricing.
Information
Sealed bids forparkway - • • were opened on 1 1 proposed r provides s•!! of
parkways following excavations by Public Works crews. The bid documents requested prices that include removal of
backfill, rototilling,, installation of topsoil and placement of sod. The proposed contract term is for calendar years
2020 and 2021. Additionally, the specifications include an option to extend the contract for a third year (2022), at
the same bid prices as 2021, if both the contractor and the Village agree.
Eleven (11) bids were distributed, and the bid was placed on the online bid service Demandstar. Four (4) bids were
received. Bid results were as follows:
Bidder
2020 Cost
2021 Cost
Total Cost
Alvarez Landscaping, Inc.
$79,150.00
$79,150.00
$158,300.00
Barrington, IL
Fleck's Landscaping, Inc.
$97,500.00
$97,500.00
$195,000.00
Wheeling, IL
The Langton Group, Inc.
$115,000.00
$118,450.00
$233,450.00
Woodstock, IL
American Landscaping Inc.
$160,000.00
$165,000.00
$325,000.00
Schaumburg, IL
The apparent low responsive bidder is Alvarez Landscaping, 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. Alvarez has completed similar contracts for the City of Chicago, Illinois Department of
Transportation (IDOT) and O'Hare Airport. All references were contacted and indicated that Alvarez had completed
projects with satisfactory results.
AItarnntiviac
1. Accept lowest cost, responsive bid for parkway restoration.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest, cost responsive bid submitted by Alvarez Landscaping,
of ! •n, Illinois forthe 2020 and 2021 parkway restoration• • not • exceed • 1
in 2020. Expenditures in 2021 will be limited to the amount authorized for this purpose in the annual budget. Staff
also recommends that the Village Board authorize a one (1) year contract extension (2022) if performance is
satisfactory and the contractor agrees to hold pricing.
File Attachments
BID -PARKWAY RESTORATION 2020.pdf (501 KB)
Alvarez i(1,321 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.
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Motion & Voting
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Subject
5.12 Motion to accept proposal from Applied GeoScience, Inc. for 2020 Material
Set (Soil Engineering
Testing Services in an amount not to exceed $27,302.
Meeting
Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
GeoScience, Inc
p.m.
Category
5. CONSENT AGENDA
Access
Public
Type
Action (Consent)
Preferred Date
Mar 17, 2020
Absolute Date
Mar 17, 2020
Fiscal Impact
Yes
Dollar Amount
$27,302.00
Budgeted
Yes
Budget Source
Street Improvement Construction Fund
Recommended Action
Accept the proposal from Applied GeoScience, Inc. of Schaumburg, Illinois for 2020
14
Material Testing Services in an amount not to exceed $27,302.
Information
20
assureTo iquality asphalt and concrete materials ar utilized by contractors in this years street resurfacing
and sidewalk improvement r r , the Public Works Department requires the services of a materialstesting
consultant. To procurethese services, staff prepareddistributed it request for proposals (RFP). A copy
of this document is attached. Tasks defined in the scope f work included:
1. Project Management/ Report Review
2. Engineering Technician
3. Vehicle Charge
4. Cylinder pickup
5. Compression Testing per cylinder
6. Nuclear Density Gage Usage
7. Maximum Theoretical Specific Gravity
8. Bulk Specific Gravity
9. Ignition oven test / Reflux extractionn sieve analysis
RFP Results
The consultants' proposals were reviewed the basis of their understanding of our goals and their testing
methodologies. They were rate (with a maximumscore of 100 points) according to thesespecific categories:
Background, rin, scope work proposed, schedule, work effort, proposal content, and cost. The results are
denoted in the table below:
Max.
Category
Applied
Set (Soil Engineering
Rubino
Seeco Testing Services
Consultants,
points
GeoScience, Inc
and Testing)
Engineering, Inc
Corporation
Inc.
Background 25
25
24
24
24 23
Experience 15
15
15
15
14 14
Scope 15
15
15
14
14 14
Schedule 20
20
19
20
15 14
Work Effort 25
24
25
24
24 24
Totals: 100
99
98
97
91 89
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Firm
Total Cost
Applied GeoSciencef Inc
$24,820
Set (Soil Engineering and Testing)
$27,960
Rubino Engineering, Inc
$34,260
Testing Services Corporation
.............................. 1200
,Seeco Consultantsf Inc.
$57,040
Discussion
Applied GeoScience, Inc. has a very experienced professional staff with a thorough understanding of the material
testing requirements necessary to successfully accomplish the Village"s projects. They are prequalified by IDOT to
perform this work and have the capability to respond to our specific project needs. They have successfully
accomplished these same services for numerous communities in recent years and received positive references from
those communities. Applied GeoScienceInc. provided these services to the Village in 2018.
It is Village staff"s opinion that Applied GeoScience,, Inc. will provide high quality material testing services at a
reasonable cost.
The services listed in the proposal are based on estimated jobsite work hours using averages from previous years
and prorated for the anticipated work for this year. Many factors can influence the actual jobsite work hours for
quality assurance testing. In order to allow for contingencies and the possible need for additional testing, staff
recommends that the contract award include a 10% contingency (Cost:$24,820 + Contingency: $2.,482
$27,302.00).
AUhnrn=+i%s,nc
1. Accept Applied GeoScience,, Inc. proposal to provide materials testing services for 2020 Street Resurfacing and
sidewalk improvement programs.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal from Applied GeoScience,, Inc. of Schaumburg,
Illinois to provide Material Testing Services for the 2020 Street Resurfacing Program and sidewalk improvement
projects for a not to exceed amount of $27,302.
File Attachments
RFP 2020.pdf (494 KB)
AGI Cost Proposal.pdf (119 KB)
AGI Technical Proposal.pdf (679 KB)
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All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.13 Motion to accept proposal from Hollander International Storage & Moving
Co. of Elk Grove Village for the relocation of the Police and Fire Headquarters in
an amount not to exceed $30,,215.00.
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 5. CONSENT AGENDA
Access Public
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Type
Preferred Date
Absolute Date
Fiscal Impact
Dollar Amount
Budgeted
Budget Source
Recommended Action
Tnfnrm=tinn
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Action (Consent)
Mar 17, 2020
Mar 17, 2020
Yes
$30,215.00
Yes
Police and Fire Headquarters Construction Account
Accept proposal from Hollander International Storage & Moving Co. of Elk Grove Village for
the relocation of the Police and Fire Headquarters in an amount not to exceed $30,215.00.
One of the final stages of the New Police and Fire Headquarters projects is to relocate the existing staff, files,
cabinets, shelves, and reused equipment to the new sites located at 111 E. Rand Road and 911 E. Kensington Road.
While Public Works will be relied upon to relocate any delicate equipment, a professional moving company is the
most efficient choice to relocate the stations in a single day for each Department to minimize the disruption to such
critical public services. In order to do so, Staff prepared a detailed request for proposals outlining the expectations
of items to be relocated by an outside firm. As a reminder, the Fire Administration furniture is scheduled to be
relocated separately by the new furniture installers and is not included in this scope of work. Very little of the actual
furniture for the Police will be relocated due to its much older age in comparison to Fire.
A group walk through was held where Staff from each department led the firms through each area of the existing
buildings detailing items to be relocated. All questions were answered in writing by Staff, but were extremely limited
in nature due to the extensive walk through detail.
Four firms provided pricing for the relocation of the two Departments. All four respondents were more than qualified
for such a project with Hollander Storage & Moving Co. of Elk Grove Village being the lowest at $30,215.00. The
other bidders provided pricing ranging from $30,330 to $44,274.00. As the two lowest bidders were so close in
pricing, Staff walked them both through the building again just to be sure they were comfortable with their pricing.
Both honored their pricing, which left Hollander as the low qualified price. Price were as follows:
Table 1: Cost Proposals
Firm Total Cost
Hollander International $30,215.00
Von Sydow's $30,330.00
Midwest Moving $34,713.00
H Moving n 44 274.4
asset o g $ 8
Hollander has a long history of relocation services dating back more than 130 years. They have completed a number
of large commercial relocations, including a police station, and most recently the relocation of Elk Grove Village's
Public Works facility. Hollander has indicated they can accommodate the Village's expected moving dates of the
second week of April for Fire and third week of May for Police. They are prepared to deliver the 440 required empty
crates to the Fire Department upon approval of this contract by the Village Board in order to facilitate the early
office break down required for the furniture relocation. Then in May, 1,000 crates will be delivered to the Police
Department in order to accommodate their move. Staff is more than satisfied with the response from Hollander
International and the pricing provided fits within the overall budget for each project.
As for the breakdown of cost allocation to each project, the Fire Department construction budget would be charged
for $13,142.00 and the Police Department construction budget $17,073.00. This cost was planned for in the overall
Furniture, Fixtures, and Equipment budget.
Alternatives
1. Accept Hollander International Storage & Moving Co proposal to relocate reusable office equipment to the new
Police and Fire Headquarters.
2. Action at discretion of Village Board.
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Staff Recommendation
Staff respectfully recommends Village Board accept the proposal from Hollander International Storage & Moving Co.
of Elk Grove Village for the relocation of the Police and Fire Headquarters in the not to exceed amount of $30,215.00
File Attachments
Hollander International.
Moving
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
7m NEW BUSINESS
Subject 7.1 PZ -02-20 / 1000-1080 S. Elmhurst Road / 1st reading of an ORDINANCE
GRANTING A CONDITIONAL USE FOR A FINAL PLANNED UNIT DEVELOPMENT FOR
THE PROPERTY LOCATED AT 1000-1080 S. ELMHURST ROAD, MOUNT PROSPECT,
ILLINOIS (GOLF PLAZA II)
Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category 7. NEW BUSINESS
Access Public
Type Action
Preferred Date Mar 17, 2020
Absolute Date Apr 07, 2020
Fiscal Impact No
Recommended Action Approval of a conditional use permit for a final planned unit development (PUD) consisting
of four (4) principal buildings, including a drive-through establishment; subject to the
conditions listed in the staff report.
Trifnrrri=+inn
The Petitioner, Golf Plaza II Shopping Center, LLC, is proposing to construct an out -lot commercial building that
would include a drive-through at 1000-1080 S. Elmhurst Road (the "Subject Property"), which requires conditional
use approval. The Subject Property is located at the southeast corner of Golf Road and Elmhurst Road. The PUD
process will allow for unified zoning control over the entire development, which would require formal Village
approval if any modifications to the development are proposed in the future.
Multi -Stage Development
Starbucks, a potential tenant of the proposed out -lot building, would like to open as soon as possible on the Subject
Property. However, the Illinois Department of Transportation's (IDOT's) design review and approval process could
take up to one year to complete. For that reason, the Petitioner is seeking approval of both an interim site plan and
a final design alternative. The interim plan would be constructed immediately without needing IDOT's approval as no
existing curb cuts would be altered, and the final design alternative would be further developed in cooperation with
IDOT and constructed in a phased approach once approved.
The Petitioner has retained Kimley-Horn and Associates, Inc. (Kimley-Horn) to prepare a traffic evaluation of the
access driveways serving the entire center. The traffic study will analyze the property's access driveways and
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potential requirements to comply with IDOT design standards. Kimley-Horn will study traffic counts at the entrances
to the Subject Property and prepare a report to be submitted to both IDOT and the Village of Mount Prospect.
Staff supports the multi -stage development proposal and has a preferred final design of 'Alternate 1' as it provides
the best site circulation pattern. The plan moves the boulevard entrance south to align with the entrance of the
shopping center across the street on Elmhurst Rd., provides additional parking near the proposed building, and
alters other entrances at the center to align with cross street entrances. With building delivery to the tenant needed
by mid -summer and the required IDOT review process, operating on an interim site design is the only way this
project is feasible. The future tenant understands that the Petitioner will be altering the site design in coordination
with IDOT and accepts that the construction will take place shortly after opening.
Parking,
The Village Code requires parking based on land use. Because the shopping center is more than 150,000 square
feet, 4 parking spaces per 1,000 square feet of gross floor area are required, excepting areas dedicated to storage,
restrooms, and corridors used to access those areas. The shopping center, including the proposed out -lot building,
would require a total of 552 parking stalls. The Petitioner proposes to provide 609 stalls on the Subject Property.
Staff believes that the Petitioner's conditional use request complies with the conditional use standards and is
supportive of the request. The proposed PUD is consistent with other property along Golf and Elmhurst roads and
with the Village's Comprehensive Plan. Other departments reviewed the Petitioner's proposal and did not object,
subject to the conditions listed in the staff report. Staff received, in advance of the Planning and Zoning Commission
meeting, three phone calls from residents in support of the proposal and one comment in opposition from an
existing tenant in the center (Mille's Hallmark). There was no public testimony from citizens to be heard on this item
at the hearing. Staff recommends that the Village Board approve the conditional use request for a final planned unit
development (PUD) for the property located at 1000 - 1080 S. Elmhurst Road.
P&Z Recommendation
The Planning and Zoning Commission voted to recommend approval of the conditional use request with the following
conditions by a vote of 4 - 0 at the public hearing dated March 12, 2020:
a. Site landscaping and photometrics shall meet code requirements;
b. Prior to obtaining a Certificate of Occupancy, the Petitioner must submit owner's association documents for
staff review and approval. The document must address long-term site maintenance, including snow removal
and paving;
c. Development of the site in general conformance with 'Alternate 1' plans prepared by Doland Engineering,
LLC dated February 17, 2020, except that the entrances adjacent to American Bank and along Golf Road be
modified to be consistent with Permit #2016-2001, subject to IDOT approval;
d. Development of the building in general conformance with the elevations prepared by ALA Architects, dated
February 10, 2020, except that the northern half of the building shall have a height consistent with the
southern half of the building; and
e. Compliance with all Development, Fire, Building, and other Village Codes and regulations.
Alternatives
1. Approve an ordinance for a conditional use for a final planned unit development (PUD) consisting of four (4)
principal buildings, including a drive-through establishment, located at 1000-1080 S. Elmhurst Road, subject to the
conditions listed in the staff report.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board approve an ordinance for a conditional use for a final planned unit
development (PUD) consisting of four (4) principal buildings, including a drive-through establishment, located at
1000 - 1080 S. Elmhurst Drive with recommended conditions:
File Attachments
Administrative Content.pdf ,
Plans.pdf (5,531 KB)
PZ -02-20 -Minutes.pdf (158 KB)
Request to Waive i .
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Admin Content
AB: I added the conditions to the memo
Motion & Voting
Approval of a conditional use permit for a final planned unit development (PUD) consisting of four (4) principal
buildings, including a drive-through establishment; subject to the conditions listed in the staff report.
Motion by Paul Hoefert, second by William Grossi.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
S. VILLAGE MANAGER'S REPORT
Subject 8.1 Motion to accept joint purchasing bid results for sewer lining in an amount
not to exceed $1,300,000.
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $1,3001000.00
Budgeted Yes
Budget Source Water and Sewer Fund
Recommended Action Award a two (2) year contract for cured -in-place sewer lining to the lowest cost bidder,
Hoerr Construction, Inc, in an amount not to exceed $1,300,000.00 in 2020. Expenditures
in 2020 will be at the contract rates, but limited to funds appropriated in the 2020 budget.
Information
In the current budget, staff requested funds for continuing combined and separate sanitary sewer system repairs.
These combined and separate sewer repairs were identified during the Combined Sewer System Evaluation Study
(CSSES) completed in 2015 and in staff pipeline condition assessment efforts using closed-circuit television camera
inspections. A copy of the report is attached.
Much of this work entails rehabilitating existing sewer main segments by inserting a cured -in-place (CIPP) liner
inside a host pipe segment. This method is more cost effective than open -cut excavation and far less disruptive. The
Village has successfully utilized this process since the late 1970s.
The scope of work in this year's project includes 130 pipe segments totaling 25,000 lineal feet of combined and
separate sanitary sewer rated 4 and 3. The 2015 CSSES established a rating system that categorizes the condition
of pipe segments. This system has been applied to separate sanitary sewer pipe segments as well. In general,
pipes in the worst observed condition were rated category 5; pipes in the best shape were rated category 1. The
Village has pursued a rehabilitation strategy designed to correct the worst pipe segments first. After this year's
projects, all category 4 pipes will all have been rehabilitated. All category 5 pipe segments were completed in 2018.
The pipe diameter for this year's project ranges in size from 8" to 21".
In total, the proposed project includes the remaining 9,766 lineal feet of combined sewer rated as category 4. In
addition, proposed 2020 work will correct 10,616 lineal feet of category 3 combined sewers. This work represents
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approximately 25% of the sewers rated category 3.
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This project also includes an additional 4,618 lineal feet of separate sanitary sewer to be lined. These pipes were all
rated as category 4 following the condition assessment by Public Works Staff following closed-circuit television
camera inspection.
The CIPP contract being considered this year is a joint bid through the Municipal Partnering Initiative (MPI). MPI is a
collective of Cook County, Lake County and DuPage County municipalities that have leveraged bulk purchasing and
workload sharing to reduce the cost of many municipal services including sewer lining. The bid is similarly structured
to the MPI bid that the Village administered in 2018 and 2019. The 2020 bid represents another two (2) year
contract, which results in more favorable pricing.
The Village of Mount Prospect is the lead agency for the 2020 sewer lining bid. As the lead agency the Village
administers the bid on behalf of additional participating agencies including Glencoe, Glenview and Winnetka. The
total quantity sewer lining included in the bid is approximately 36,982 lineal feet. Mount Prospect's portion of the
contract comprises approximately 59% of the total bid quantity (linear feet of sewer lining). Payment for work
performed under this contract is made directly to the contractor. No liability is established between the Village of
Mount Prospect and the other participating agencies.
Bid Results
A Notice to bidders was posted on the online bid service Demandstar. Sealed bids were received on March 2, 2020.
Four (4) contractors submitted bids for this project. The Village's portion of the bid ranged from a low of
$841,249.40 by Hoerr Construction, Inc. to a high of $1,129,021.00 Submitted by Benchmark Construction. The
engineer's estimate for the project was $1,300,000.00.
All bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. All
bids were checked for their accuracy. All bidders correctly signed their bids, bid bonds and acknowledged the three
(3) addendum. Copies of the addendums are attached.
nice, iccinn
Hoerr Construction successfully completed the Village's CIPP project in 2016, 2017, 2018 and 2019. Hoerr
performed exceptionally with no issues. In addition, Hoerr Construction has completed over 2.9 million feet of CIPP
liner since the company's founding in 1994. All reference checks indicate the firm has consistently performed work
of this scale and scope with acceptable results. Hoerr's bid submittal is attached.
Based on the bid review; Hoerr Construction Inc. of Goodfield, Illinois is a responsible bidder and meets all bid
qualifications and requirements.
The engineer's estimate for the 2020 project is $1,300,000 and the bid from Hoerr at $841,249.40 is below the
estimate. Comparing current 2020 prices against the lineal foot costs from the Village's last CIPP project award in
2018 reveals an average decrease of 7.1%. In a typical year, we would expect in the range of 8-10% increase over
the previous year's bid. Post bid -opening discussions with Hoerr indicate low prices are attributed to low material
prices, the multi-year term of the contract, and the large scope of the project.
The 2020 budget allocation or this project is $1,300,000. Staff recommends that the contract be awarded in an
amount up to the available budget to facilitate the lining of additional sewer segments and allow for contingencies in
the contract quantities. The bid is based on estimated quantities and does allow for an increase or decrease in the
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2020
2020
2021
2021
Bidder
Overall Total
Mount Prospect
Overall Total
Mount Prospect
Portion
Portion
Hoerr Construction,
Goodfield , IL
$1,472,819.60
$841,249.40
$1,608,536.50
$918,869.00
Visu-sewer of Illinois,
$1 f516 �458.03
$858,676.25
$1,693,303.25
$960,691.75
Bridgeview, IL
Insituform Technologies
1
$ f550 f669.72
$893,793.64
$1,618,458.94
$925,610.54
Chesterfiled, MO
Benchmark Construction
$1,958,798.54
$1,129,021
$2,154,678.54
$11241,923
Co., Bartlett, IL
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Hoerr Construction successfully completed the Village's CIPP project in 2016, 2017, 2018 and 2019. Hoerr
performed exceptionally with no issues. In addition, Hoerr Construction has completed over 2.9 million feet of CIPP
liner since the company's founding in 1994. All reference checks indicate the firm has consistently performed work
of this scale and scope with acceptable results. Hoerr's bid submittal is attached.
Based on the bid review; Hoerr Construction Inc. of Goodfield, Illinois is a responsible bidder and meets all bid
qualifications and requirements.
The engineer's estimate for the 2020 project is $1,300,000 and the bid from Hoerr at $841,249.40 is below the
estimate. Comparing current 2020 prices against the lineal foot costs from the Village's last CIPP project award in
2018 reveals an average decrease of 7.1%. In a typical year, we would expect in the range of 8-10% increase over
the previous year's bid. Post bid -opening discussions with Hoerr indicate low prices are attributed to low material
prices, the multi-year term of the contract, and the large scope of the project.
The 2020 budget allocation or this project is $1,300,000. Staff recommends that the contract be awarded in an
amount up to the available budget to facilitate the lining of additional sewer segments and allow for contingencies in
the contract quantities. The bid is based on estimated quantities and does allow for an increase or decrease in the
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estimated quantities. Staff has contacted Hoerr Construction to request an increase in quantities bringing the total
base bid to $1,300,000.00. Hoerr Construction has indicated that they approve of the increased quantities.
The quantities previously discussed in the "Information" section of this transmittal reflect a $1,300,000 award.
Alternatives
1. Accept Municipal Partnering Initiative Joint Bid Results for Cured -In -Place Sewer Lining.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends accepting the results from the Municipal Partnering Initiative Joint bid for Cured -In -Place Sewer
Lining and award a two (2) year contract to Hoerr Construction, Inc. of Goodfield, Illinois in an amount not to
exceed $1,300,000 in 2020. Sufficient funds exist in the current 2020 budget for this project. Expenditures in 2021
will be at the contract rates, but limited to funds appropriated in 2021 budget.
File Attachments
2015 COMBINED SEWER STUDY FINAL REPORT [ABRIDGED].pdf (388 KB)
2020 Sanitary i i i(12,986 KB)
ADDENDUM 1—Sanitary Storm Sewer Lining.pdf
ADDENDUM 2—Sanitary Storm Sewer Lining.pdf
ADDENDUM 3—Sanitary Storm Sewer Lining.pdf
Hoerr i i(2,,547 KB)
Project Map.pdf (238 KB)
VOMP Sewers already CIPP.pdf (123 KB)
Motion & Voting
Award a two (2) year contract for cured -in-place sewer lining to the lowest cost bidder, Hoerr Construction, Inc, in
an amount not to exceed $1,300,000.00 in 2020. Expenditures in 2020 will be at the contract rates, but limited to
funds appropriated in the 2020 budget.
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 8.2 Motion to accept bid for Street Resurfacing Program in an amount not to
exceed $4,850,000.
Meeting Mar 17, 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 17, 2020
Absolute Date Mar 17, 2020
Fiscal Impact Yes
Dollar Amount $4,850,000.00
Budgeted Yes
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Budget Source Motor Fuel Tax Fund and Street Improvement Construction Fund
Recommended Action Award the contract for the 2020 Street Resurfacing Program to the lowest cost, responsive
bidder, Arrow Road Construction Company of Elk Grove Village, Illinois in an amount not to
exceed $4,850,000.
Information
The purpose of the Village"s Street Resurfacing Program is to maintain all Village streets on an average 20 -year
service life cycle. To meet this goal, at least 6.84 miles of Village streets must be resurfaced on an annual basis. The
2020 Street Resurfacing Program includes 7.60 miles of streets and is being funded through the Street
Improvement Construction Fund and a portion of the Motor Fuel Tax (MFT) Fund. A map denoting streets targeted in
this year's program is attached.
A notice to bidders was posted on the online bid service Demandstar on February 19, 2020 and in the Illinois
Department of Transportation's Contractors Bulletin on March 21, 2020. Four (4) general contractors obtained this. -
bid documents. A copy of the bid document is attached.
On March 9,, 2020 at 1:00 PM, sealed bids for the 2020 Street Resurfacing Program were publicly opened and read
aloud. Five (5) contractors submitted bids for this project. The bids ranged from a low of $4,631,,509.81 by Arrow
Road Construction Company, to a high of $6.,359,036.95 by A Lamp Concrete Contractors.
Below is a summary of the bidsm.
1074-
Arrow Road Construction Company
$4,631,509-81
Builder's Asphalt
$5,880,000.00
Schroeder Asphalt ServicesInc.
$5,r956,,798.53
A. Lamp Concrete Contractors,, Inc.
$6,r359,,036.95
Engineer's Estimate
$4,,768,,923.23
All bid submittals were checked for accuracy. All bidders submitted Bid Bonds in the amount of 5% of their tot
bids, as required. All bidders correctly signed their bids and bid bonds. i
Arrow Road Construction Co. resurfacing bid is $137,413.42 (2.88%) below the engineers estimate. Excluding
specialty pay items in this year"s bid, such as concrete pavement patching of Wolf Road,, bid prices this year for
street resurfacing represent a 3.5% increase in cost compared to the 2019 bid. The cost to resurface one (1) mile of
village streets is $529,000 compared to $511.,000 in 2019. Prices in 2018 and 2017 were $509,000 and $497,,000,
respectively.
The low bidder, Arrow Road Construction Co. has previously completed street improvements for the Village,,
including the 2015-2018, and 2019 Street Resurfacing Programs. The work from Arrow Road Construction Co. has
been acceptable. For reference, a copy of Arrow Road's bid submittal is attached.
Staff recommends including a contingency in the project award to allow for quantity variances and unanticipated
construction conflicts. In this instance, the budget for resurfacing., Street Improvement Construction Fund., MFT and
resurfacing carryover from 2019 would result in a total contract award of $4,,850,,000.000 (Street Improvem-
• • d $3,400,000.00 + MFT $11150,,000.00 + 2019 carryover $300.,000.00 = Total Recommended
Award: $4,850,,000.00).
Alternatives
1. Accept lowest cost., responsive bid for the 2020 Street Resurfacing Program.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the lowest cost, responsive bidder,, Arrow Road Construction Company of Elk Grove Village,
Hlinois be awarded the contract for the 2020 Street Resurfacing Program in the amount not to exceed $4,,850,000.
File Attachments
IDOT APPROVED Contract Proposal pdf (9,833 KB)
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Resurfacing Street list.pdf (179 KB)
Arrow Road Construction Co Bid.pdf (1,872 KB)
Resurfacing Map (002).pdf (455 KB)
Motion & Voting
Award the contract for the 2020 Street Resurfacing Program to the lowest cost, responsive bidder, Arrow Road
Construction Company of Elk Grove Village., Illinois in an amount not to exceed $4,850,000.
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 8.3 Motion to accept bid results for CDBG Sidewalk Program in an amount not to
exceed $300,000.
Meeting Mar 17, 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 17,2020
Absolute Date Mar 17,2020
Fiscal Impact Yes
Dollar Amount $300,000-00
Budgeted Yes
Budget Source Community Development Block Grant
Recommended Action Accept the lowest cost., responsive bid as submitted by Schroeder & Schroeder,, Inc. of
Skokie,, Illinois for construction of the 2020 Community Development Block Grant (CDBG)
Sidewalk Improvements in an amount not to exceed $300.,000.
Information
This year's Community Development Block Grant (CDBG) Sidewalk Program includes replacement of existing
sidewalk that does not comply with the standards for the Americans with Disability Act (ADA) at eligible locations in
the Village. Location maps depicting the proposed project areas are attached.
The CDBG program is a wholly federally funded urban neighborhood improvement program administered by the
United States Department of Housing and Urban Development (HUD). It avails federal money for specific
improvements in geographic areas that satisfy HUD community needs criteria. A map depicting these areas within
the Village is attached.
A r! 9 ffT-T n M
A Notice to Bidders was posted with the online bid service Demandstar and published in a local newspaper. Copies of
the bid documents and project plans are attached.
The bid opening for the 2020 CDBG Sidewalk Program was held on March 2. 2020 at 1:00 PM. Six (6) contractors
submitted bids for this project. The bids ranged from a low of $235,985.00 by Schroeder & Schroeder, Inc. to a high
of $930,130.00 by Bee Liner Lean Services. A summary of bid results is denoted in the table below.
Bidders Total Bid
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6/11/2020
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Schroeder & Schroeder, Inc
$235f985-00
Triggi Construction, Inc.
$299f990.00
Strada Construction Co.
$327f233.00
Al -amp Concrete Contractors, Inc.
$354f440.00
Bee Liner Lean Services
$930f 130.00
Engineerfs Estimate $298r715.00
All bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. Al'
bids were checked for their accuracy. Errors were found in two (2) of the bids, however, they did not change the
order of the bids. All bidders correctly signed their bids and bid bonds.
The low bidder,, Schroeder & Schroeder, Inc. is qualified to complete the work involved with this project and meets
the requirements of the contract documents. Schroeder and Schroeder, Inc. has worked on previous Village sidewalk
projects,, including the 2016 to 2019 New Sidewalk Programs., 2016 to 2019 Shared Cost Sidewalk Programs, and
20151 2017 to 2019 CDBG Sidewalk Programs. Their work was completed to the satisfaction of the Village.
The Village received a 2020 CDBG grant in the amount of $300,,000.00 for sidewalk improvements. To take
advantage of the favorable prices, staff recommends the contract be awarded up to the available budget of
$300.,000.00 to allow for contingency in the contract quantities and to replace additional ADA noncompliant
Alternatives
1.Accept lowest cost, responsive bid for construction of the 202OCDBGSidewalk Improvements.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid for construction ofthe 2O2OCDBG
Sidewalk Improvements as submitted by Schroeder and Schroeder, Inc of Skokie, Illinois in an amount not to
exceed $300,,000.00.
File Attachments
Schroeder & Schroeder Bid.pdf (470 KB)
Specifications with Wage Decision.pdf (4,709 KB)
CDBG MAP pdf (613 KB)
2020 CDBG SIDEWALK PROGRAM MAP1.pdf (199 KB*
2020 CDBG SIDEWALK PROGRAM MAP2.pdf (126 KB"
Motion & Voting
Accept the lowest cost, responsive bid ossubmitted by Schroeder& Schroeder, Inc. ofG���Illinois for
constnucbonofthe2O2OCommunityDeveopmentEUockGnnnt([DBG)Sidewo|kImprovementsinonomountnotto
exceed $300,,000.
Motion by Michael Zade|,second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers,, Colleen Saccotelli, Michael Zadel
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 5-325
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