HomeMy WebLinkAbout05/05/2020 VB Agenda6/11/2020 BoardDocs® Pro
Tuesday, May 5, 2020
MEETING OF THE MOUNT PROSPECT'' 7:00
Village of Mount Prospect
Co
' • -
• •W cable Channel 17 •
live stream
Special Notice to residents regarding meeting procedures and public participation:
The Mayor and Boardof Trustees, along• . remote
video teleconference. We invite you to join us via live stream or view on Comcast or WOW
channel 17. If you have a question on an agenda item or comment during the Citizens to be Hear
portion of the meeting,• - and submit . public comment• one hour
prior to the meeting. Please see the Meeting Notice• •r important links to the live stream
and public comment•
1. Meeting Notice - Important Changes
Subject 1.1 Meeting information with links to help you stay connected.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 1. Meeting Notice - Important Changes
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Type
Notice to our residents regarding meeting procedures and public participation amid the COVID-19
outbreak.
We've made the decision to proceed with Village Board meetings, instead of cancelling, so Village business can
continue to move forward. The Executive Order issued by Governor Pritzker affecting all Illinois residents challenged
us to come up with alternative methods to ensure transparent, productive and open meetings continue. The order
includes a provision that waives the portion of the Open Meetings Act that requires a quorum of members of a public
body be "physically present" at the meeting location. The next few Board meetings will look and feel a little
different as the Mayor and Board of Trustees will conduct meetings via video conference. Only those few staff
members needed to video-tape and record the meeting will be physically present. All other staff members will join
the Mayor and Board also by video conference. You are invited to join us via live -stream on MPDC, or view on
Comcast or WOW Channel 17.
In addition, we've made adjustments to our public comment procedures. To preserve your right to participate in
public meetings, we are temporarily turning toward a more formal procedure to ensure your questions and/or
comments are heard. If you have a question or comment, whether on an agenda item or something else, please
complete and submit this form at least one hour prior to the start of the meeting. If your question cannot be
answered during the meeting, rest assured staff will follow-up in a timely manner.
For information relating to COVID -19. including Village press releases, assistance for our residents and
business resources, please visit the Village website portal dedicated toCOVID-19
Thank you for your cooperation and understanding during these extraordinary times. As a community, we will get
through this together.
If you have any questions or concerns, please contact Village Clerk Karen Agoranos,
kagoranos@mountprospect.org or 847/818-5333
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2. CALL TO ORDER
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Subject 2.1 ROLL CALL
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 2. CALL TO ORDER
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Type Procedural
3. APPROVAL OF MINUTES
Subject 3.1 Minutes of the Regular Meeting of the Village Board - April 21, 2020
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 3. APPROVAL OF MINUTES
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Type Action, Minutes
Minutes View Minutesfor Apr 21, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE
BOAR
Motion & Voting
(not specified)
Motion by Colleen Saccotelli, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
U61 111,411
Subject 4.1 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 May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 4. MAYOR'S REPORT
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Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Background:
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. Ordinance No. 6509, authorizing the Village
President to declare a state of emergency should the need arise, was approved by the Village Board on March 17,
2020, Declaration No. 2020-1 was executed on March 17, 2020.
This second ordinance continues to establish 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
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respond to the emergency when otherwise policies 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
resources 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.
COVID-19 Impacts:
The Village has 252 cumulative cases of COVID-19 and two residents have died as a result of the virus (see
attached table). The Village organization has been in Phase 2 of the Continuity of Operations Plan. This phase closes
Village buildings to the public, but allows for operations to continue in all departments by leveraging technology to
serve customers. This phase will continue through the Governor's stay at home order. The pandemic will have a
significant impact on revenues that the Village received from State Sales Tax, Income Tax, Use Tax, Motor Fuel Tax,
as well as locally imposed taxes and fees. It is estimated that the Village will lose $5.60M in revenues in 2020. The
Village has embraced a 5 -step contingency plan in the case of a severe economic crisis. Staff has identified $7.OM in
expenses that can be delayed or deferred this year. Due to physical distancing mandates that will likely continue into
the summer months, several special events are being canceled throughout the region. The following events have or
should be canceled for this year:
* Memorial Day parade and presentation at Lions Park.
* 4th of July parade and Lions festival.
* Downtown Block Party.
* Fridays on the Green through July. August -September to be determined.
* Bluesmobile Cruise Nights to be determined.
* Celebration of Cultures.
The Lions Club plan to open a scaled back farmers market starting June 14th.
Alternatives
1. Motion to approve the Ordinance.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends approval of the Ordinance. 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.
File Attachments
Village _ i Authorizing illPresident
Village _ i in Village
. .
pdf (133 KB)
Motion & Voting
(not specified)
Motion by Paul Hoefert, second by Colleen Saccotelli.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
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Subject 4.2 REAPPOINTMENT TO BOARDS AND COMMISSIONS- Robert Rath - Audit
Committee; Joseph Donnelly - Chair - Planning & Zonning Commission; Rocke
Bork - Board of Fire and Police Commission; Justin Kuehitau - Chair, John Keane,
Christopher Prosperi - Transportation and Safety Commission
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 4. MAYOR'S REPORT
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Type Action
Information
List of proposed reappointments:
AUDIT COMMITTEE
Reappointment
Robert Rath Term to Expire May 2024
204 S. Hi Lusi
TRANSPORTATION SAFETY COMMISSION
Reappointment
John Keane
1006 Callero Circle Term to Expire May 2024
Justin Kuehlthau (CHAIR) Term to Expire May 2024
111 N. Wille St.
Christopher Prosperi Term to Expire May 2024
307 S. Hi Lusi Ave
BOARD OF FIRE AND POLICE COMMISSION
Reappointment
Rocke Bork Term to Expire May 2023
6 W. Lonnquist Blvd
PLANNING & ZONING COMMISSION
Reappointment
Joseph Donnelly (CHAIR) Term to Expire May 2025
1104 Juniper Lane
Staff Recommendation
Mayor Arlene Juracek recommends the above -listed individuals be reappointed and believes all members will
represent the Village fairly and objectively.
File Attachments
reappointment.May
Motion & Voting
(not specified)
Motion by Paul Hoefert, second by Colleen Saccotelli.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
AGENDAa to ��� � iq� 1�'' 111 �
6. CONSENT
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Subject 6.1 Monthly Financial Report - March 2020
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
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Type Action (Consent)
Recommended Action Accept the Monthly Financial Report for March 2020.
Information
The attached is the new monthly financial report for the month of March -2020. The report is still evolving and will
try to include more meaningful financial and non-financial information in the report.
1. Accept the Monthly Financial Report for March 2020.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends the Village Board accept the monthly financial report for March 2020.
File Attachments
03 March Board Reports for Upload pdf (338 KB)
Monthly Financial -
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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 6.2 List of Bills - April 15, 2020 to April 28, 2020
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
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Type Action (Consent)
Recommended Action Approve the List of Bills - April 15, 2020, to April 28, 2020 - $4,646,443.94
Information
Attached is the List of Bills for April 28, 2020.
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Alternatives
1. Approve the List of Bills for April 28, 2020.
2. Action at the discretion of the Village Board.
Staff Recommendation
Approve the List of Bills for April 15, 2020, to April 28, 2020 - $4,646,443.94.
File Attachments
List ill - April 15 2020 to April
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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 6.3 A RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH
THE MOUNT PROSPECT LIONS CLUB TO CONDUCT A FARMERS' MARKET
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
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Type Action (Consent)
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact No
Recommended Action Approval of a resolution authorizing the execution of a Grant of License with the Mount
Prospect Lions Club to conduct the Farmers Market.
Information
This resolution provides for the continuation of the Farmers Market sponsored by the Mount Prospect Lions Club in
the east commuter parking lot; June 14 through October 18, 2020. However, Executive Order 2020-10 issued by
Governor Pritzker on March 20, 2020, and its subsequent extensions, may affect the schedule of the 2020 Farmers
Market.
Alcorn=ti%ioc
1. Approve a resolution authorizing execution of a Grant of License with the Mount Prospect Lions Club to conduct
the Farmers Market.
2. Action at the discretion of the Village Board.
Staff Recommendation
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Staff recommends approval of a resolution authorizing the execution of a Grant of License with the Mount Prospect
Lions Club to conduct the Farmers Market.
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
FarmersMarket,,2020.pdf (27 KB)
Admin Content
I added a "whereas" to the resolution referencing a possible change to the schedule due to COVID-19
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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 6.4 A RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH
THE MOUNT PROSPECT LIONS CLUB TO CONDUCT WEEKLY CAR SHOWS
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
Access Public
Type Action (Consent)
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact No
Budgeted No
Recommended Action Approval of a resolution authorizing the execution of a Grant of License with the Mount
Prospect Lions Club to conduct weekly car shows.
Information
This resolution provides for the continuation of the "Bluesmobile Cruise Nights" car shows sponsored by the Lions
Club in the east commuter parking lot; June 13 - September 26, 2020. However, Executive Order 2020-10 issued
by Governor Pritzker on March 20, 2020, and its subsequent extensions, may affect the schedule of the weekly Car
Shows in 2020.
AIi-orr%�+;xrman
1. Approve a resolution authorizing execution of a Grant of License with the Mount Prospect Lions Club to conduct
weekly car shows.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends approval of a resolution authorizing the execution of a Grant of License with the Mount Prospect
Lions Club to conduct weekly car shows.
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File Attachments
car show resolution202O.pdf (51 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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 6.5 Motion to accept bid for Exterior Deck Replacement at 10 S. Pine Street in an
amount not to exceed $38,802.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
Access Public
Type Action (Consent)
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount $38,802.00
Budgeted Yes
Budget Source Capital Improvement Fund
Recommended Action Accept the lowest -cost, responsive bid for exterior deck replacement for 10 S Pine Street
as submitted by All American Exterior Solutions of Lake Zurich, Illinois in an amount not to
exceed $38,802.
Tnfnrmatinn
In 1999, the Village elected to relocate the historical building once located on the northeast corner of Main Street
and Northwest Highway to its current location at 10 South Pine Street. The building was originally the Moehling
General Store and Post Office built in downtown Mount Prospect in 1882. The Village presently leases the building to
Capannari Ice Cream. Capannari's has successfully operated there since June 2001. Between 1999 and 2001 the
vintage two-story, wood framed building underwent a full restoration. The restoration work included a new
foundation, serving utilities and a wraparound exterior deck providing access to the shop and an outdoor dining area
for patrons.
The exterior deck has exceeded its useful life and has now deteriorated to a condition that warrants removal and
replacement. In addition, the deck as currently constructed would not meet current International Building Code
requirements related to bearing capacities, ADA access and overall structural requirements. As such, staff secured
services of a local architect, Thomas Buckley, to prepare plan drawings and bid specifications. The bid documents
facilitate complete replacement of the existing deck with new structural supports. The overall layout and design of
the new deck will be similar to the existing deck.
Bid Results
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A notice to bidders was posted on the Village website utilizing Demandstar online bid service. Sealed bids were
received on April 6, 2020.
Two (2) contractors submitted bids for this project. The bids ranged from a low of $35,275.00 by All American
Exterior Solutions to a high of $$38,021.73 submitted by F.H. Paschen.
All bids were prepared and submitted properly. A copy of the bid specifications is attached.
Bidder Total Cost
All American Exterior Solutions, Lake Zurich, Illinois $35,275.00
F.H. Paschen, Chicago, Illinois $38,021.73
All American Exterior Solutions of Lake Zurich, Illinois submitted the lowest cost bid. A copy of All American Exterior Solutions bid
submittal is attached.
Discussion
All American Exterior Solutions has previously performed work for the Village. Specifically, All American worked at
the Public Safety building replacing the flat and shingled roof of the facility on time and within budget. The work was
completed satisfactorily. In addition, All American Exterior submitted references for projects of similar size and
scope. Staff contacted provided references with all references responding with positive recommendations.
Staff anticipates that the project will begin in May and require two (2) weeks to complete. The project should be
substantially complete before Capannari's resumes business operations upon the expiration of the governor's "Stay
at Home" executive order.
Staff recommends including a 10% contingency in the project award to allow for quantity variances and
unanticipated construction conflicts. The total award for the project would be $38,802 (bid amount $35,275 + 10%
Contingency $3,527 = $38,802).
Alternatives
1. Award contract for 10 S. Pine Exterior Deck Replacement.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid for the 10 S. Pine Exterior Deck
Replacement submitted by All American Exterior Solutions of Lake Zurich, Illinois in an amount not to exceed
$38,802. Sufficient funds exist in the current 2020 budget for this project.
File Attachments
All American iBid Documents.pdf (926 KB)
10 S Pine i .PDF (892 KB)
10 S Pine i .®
.j
.j
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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
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Subject 6.6 Motion to accept bid for Brick Paver Sidewalk Maintenance in an amount not
to exceed $97,000.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 6. CONSENT AGENDA
Access Public
Type Action (Consent)
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount $97,000.00
Budgeted Yes
Budget Source General Fund and Capital Improvement Fund
Recommended Action Accept the lowest cost, responsive bid for the 2020 - 2022 brick paver maintenance
contract in an amount not to exceed $97,000 in 2020. Expenditures in 2021 and 2022 will
be limited to the amount authorized for this purpose in the annual budget. Staff also
recommends that the Village Board authorize two (2) one (1) year contract extension
(2023 and 2024) if performance is satisfactory and the contractor agrees to hold pricing.
Information
The proposed contract is for maintenance of brick paver sidewalks throughout the Village. Brick paver maintenance
is essential for keeping walking surfaces free of trip hazards, creating safe conditions for pedestrians. In addition,
maintenance work is necessary to maintain an aesthetically pleasing appearance encouraging people to visit the
Village's downtown business district and promote an appearance consistent with the goals and objectives of the
Village Board.
There are multiple locations of brick sidewalk throughout the Village with a majority of brick sidewalk concentrated
in the downtown business core (see attached map). The predominate style of brick installed is a scalloped edge
concrete brick paver. In most instances the brick sidewalk consists of a red brick for the field and a gray soldier
course brick that frames the red field brick. Since 2003 the Village has strictly adhered to the manufacturer's
specifications regarding the care and maintenance of the concrete brick paver sidewalks throughout the Village,
which includes sealing the brick. The intended outcome of brick sealing is to maintain the color of the brick, but
more importantly prevent moisture, salt and other materials from penetrating the brick and compromising the bricks
structural integrity. The recommended sealing schedule is every five (5) to seven (7) years. The Village currently
adheres to a six-year cycle. However, through constant monitoring and evaluating the performance of the concrete
brick paver areas, staff has identified that the sealing of the bricks has not preserved the structural integrity of the
brick.
Staff has found that the brick is deteriorating from the bottom up (see attached photos). The average thickness of a
new brick is 2 1/4". Recently replaced concrete bricks have exhibited significant deterioration with many bricks
having a thickness of 1 1/4". As a result of the deterioration the brick paver becomes unstable and shifts causing an
uneven walking surface, including vertical offsets creating trip hazards.
Staff has consulted brick manufacturers and installers to discuss possible solutions to the deterioration. The
predominant recommendation was to transition away from brick pavers made of concrete and move to a brick paver
made of fired clay. The reasoning behind this recommendation is that the moisture absorption rate of the two
differing materials. The concrete brick paver is significantly more porous than the clay fired brick. Most notably is
the absorption of chlorides applied to the brick surfaces along roadways and the train station platform. The annual
sealing of brick pavers has protected the top layer of the brick, but has failed to protect the underside of the brick
from penetration of chlorides. The chlorides accelerate the deterioration of the brick and subsequently shorten its
useful life. This condition has been most apparent on the train station platform where the Village has had to remove
and replace 800-1,000 bricks annually, all as a result of chloride absorption resulting in rapid deterioration. The gray
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soldier course along roadways is the next hardest hit areas where road salt is cast onto the surface, turned to brine
and seeping into the joints of the brick causing the bottom up deterioration.
Transition from Concrete Brick to Clay -Fired
Staff will prioritize the transition from concrete to clay fired pavers in targeted areas first starting with areas most
susceptible to adverse conditions such as the train station platform and the gray soldier course immediately
adjacent to roadways. It is expected that addressing targeted areas will require five (5) to seven (7) years to
complete. The Village does have experience with clay fired brick pavers with recent installations at the 20 West
development, commuter pay station platform located at Maple Street and Prospect Avenue, and the "MP" logo in the
Busse Avenue and Emerson Street intersection. All of these installations have held up well. Most relevant, the MP
logo at Busse Avenue and Emerson Street has held up well for almost 20 years.
In preparation for the Brick Paver Maintenance contract, staff explored different opportunities to accomplish this
task. Staff identified that the Municipal Partnering Initiative (MPI) successfully operated a joint municipal purchasing
contract for brick paver maintenance services. The MPI project included specifications consistent to that preferred by
the Village. However, in reviewing unit costs staff determined the pricing was significantly higher than prices the
Village had received in recent years for similar work. Based on this information staff determined the best course of
action was to develop a set of bid specifications.
Staff prepared a detailed set of bid documents and specifications necessary to secure competitive bids for this work.
The proposed agreement is for three (3) years 2020, 2021 and 2022. There is also an option to extend the contract
for two (2) one (1) year extension options at the same bid prices as 2022, if both the contractor and Village agree.
Bid Results
A Notice to bidders was posted on the Village website utilizing the online bid service Demandstar. Sealed bids were
received on April 13, 2020. Two (2) contractors submitted bids for this project.
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. A copy of the bid is attached.
The results presented in the table below.
Bidder
2020 Bid
2021 Bid
2022 Bid
Total
Results
Results
Results
Midwest Brick Paving,
$97,000
$101,750
$106,500
$305,250
Inc.
LPS Pavement
$1121125
$115,545
$119,015
$346,685
Company.
MPI Bid *
$150,190
$150,190
$150,190
$450,570
*The MPI result shown above, is a bid result received from the low bidder of the MPI process. Unit costs from the
MPI process were applied to the Villages estimated quantities to compare MPI results to that of Village bid results.
The low bidder of the MPI process is approximately $150,000 higher than the low bidder of the Villages bid process.
Midwest Brick Paving of Antioch, Illinois submitted the lowest cost bid. All bid documents were properly signed and
submitted. Appropriate bid security was included. A copy of Midwest Brick Paving's bid submittal is attached.
Midwest Brick Paving has held the Village's brick sealing contract for several years and has performed various
maintenance/repair work as well. All work has been satisfactorily completed on time and within budget. As required
references were provided for projects of similar size and scope. All references were checked with all resulting in
positive recommendations.
Alternatives
1. Award contract for brick maintenance to the lowest responsive bidder.
2. Action at discretion of Village Board.
Staff Recommendation
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Staff recommends that the Village Board accept the lowest cost, responsive bid for the 2020 - 2022 brick paver
maintenance contract in an amount not to exceed $97,000 in 2020. Expenditures in 2021 and 2022 will be limited to
the amount authorized for this purpose in the annual budget. Staff also recommends that the Village Board
authorize two (2) one (1) year contract extension (2023 and 2024) if performance is satisfactory and the contractor
agrees to hold pricing.
File Attachments
2020 BRICK LOCATIONS.pdf1:
Good : Bad Brick 2.jpg• :
BrickGood Brick vs Bad Brick l.jpg (4f570 KB)
Midwest Bid Proposal.pdf (636 KB)
Sidewalk ' - - ■ - ' D
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
Accept the Monthly Financial Report for March 2020.
Motion by Richard Rogers, second by William Grossi.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 7.1 None
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 7. OLD BUSINESS
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Type
Subject 8.1 AN ORDINANCE TO APPROVE A $335,000 INCREASE IN THE GUARANTEED
MAXIMUM PRICE AMENDMENT TO THE CONSTRUCTION MANAGER AS
CONSTRUCTOR CONTRACT WITH NICHOLAS & ASSOCIATES, INC. FOR
CONSTRUCTION OF THE MAPLE STREET PARKING DECK AND INCREASING THE
MAPLE STREET LOFTS REDEVELOPMENT AGREEMENT FUNDING CAP BY $90,500.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. NEW BUSINESS
Access Public
Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount $335,000.00
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Budgeted No
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Budget Source Capital Improvements Fund and Prospect & Main Tax -Increment Financing Fund
Recommended Action Pass an ordinance approving a $335,000 increase in the Guaranteed Maximum Price
Amendment to the Construction Manager as Constructor Contract with Nicholas &
Associates, Inc. for construction of the Maple Street Parking Deck and increasing the Maple
Street Lofts Redevelopment Agreement Funding Cap by $90,500.
Information
On November 5, 2019, the Village Board awarded a guaranteed maximum price (GMP) contract to Nicholas &
Associates for construction of the Maple Street Parking Deck in the amount of $6,879,569. At that meeting, the
Village Board also asked staff to develop cost estimates for some parking deck amenities not included in the scope
of work due to budgetary constraints.
These amenities included interior painting, computerized parking information systems, closed-circuit television
monitoring, an electric vehicle charging station, an additional elevator cab, as well as two (2) illuminated metal
letter street name signs, one (1) non -illuminated ""Village of Mount Prospect Maple Street Parking Deck" sign, and
two (2) vertical blade -style "Park" signs.
Table 1 below delineates cost estimates for each amenity. Narrative following the table renders additional details
regarding the scope of work for each item.
Amenity
Cost Estimate
Interior Painting or
$280,000
Interior Painting (Dry Fall System)*
$165,000
Facility Count Parking Guidance System* or
$40,000
Level Count Parking Guidance System
$90,000
CCTV Camera System*
$40,000
Blade Signs* (2)
$38,000
Street Name Signs* (2)
$24,000
Parking Deck Identifier Sign* (1)
$9,500
Electric Vehicle Charging Station* (1)
$15,000
2 Passenger Elevator Cab (1)
$1001000
Interior Painting: Includes prime coat and two (2) finish coats of acrylic enamel glossy paint applied to all
exposed concrete walls and ceilings (approximately 106,000 SF). Also includes coating of all electrical conduits,
water piping, and other appurtenances. These specifications mirror the coating system installed at the Emerson
Street Parking Deck and satisfy Master Painting Institute recommendations for quality and longevity.
Interior Painting (Dry Fall System): Utilizes a "dry fall" self -priming paint that covers with one (1) combined
prime and finish coat. Process requires less material, less labor, and less site preparation and/or clean-up. However,
the system is untried. It has never been utilized in Village facilities or on Village projects. Furthermore, this system
has not been widely used elsewhere as an interior parking deck coating system.
Facility Count Parking Guidance System (PGS): Basic computerized parking information system. System utilizes
sensors at entrances/exits to track and display parking spaces available in parking deck. Display is mounted at
entrances and viewable by drivers from street (see attachment).
Level Count Parking Guidance System (PGS): Advanced computerized parking information system utilizes
additional sensors installed on parking levels to monitor parking space availability by level. Displays information to
drivers at level entrances (see attachment). Cost for level count PGS includes facility count PGS equipment.
CCTV (Closed -Circuit Television) System: Includes up to 12 networked, cloud -managed "smart" security
cameras with built-in storage. Cameras installed at junctures within parking deck identified by Mount Prospect Police
Department to provide effective video monitoring of parking spaces and building ingress/egress. Conduit to be
installed as part of parking deck base project and not included in this cost estimate. Archived video can be stored in
individual cameras or Internet Cloud.
Blade Signs: 14' tall, double -side, vertical blade -style "Park" signs for mounting on the Maple Street and Elm
Street exteriors of the parking deck. Includes illuminated letters (see attachment).
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Street Name Signs: Two (2) 24" tall LED illuminated letters mounted to exterior awning. One (1) sign displaying
"Maple Street" text and one (1) displaying "Elm Street" text (see attachment).
Parking Deck Identifier Sign: 3/8" thick aluminum letter sign mounted to brick exterior displaying "Village of
Mount Prospect Maple Street Parking Deck".
Electric Vehicle Charging Station: One (1) Level 2 240 VAC electric vehicle charger capable of fully
simultaneously charging two (2) plug-in electric vehicles in approximately 4 hours. Staff has applied for a
Commonwealth Edison grant to offset this proposed expenditure.
2nd Passenger Elevator Cab: Additional elevator cab and associated mechanical and electrical systems installed
in existing spare elevator tower chase installed constructed as part of the parking deck base project.
Discussion
Presently, no funds are budgeted towards the procurement of these amenities. Furthermore, analysis of construction
trades bids received by Nicholas & Associates for the Maple Street Parking Deck indicates little or no capacity for
these procurements within the existing GMP.
Appreciating the Village Board's desire to include these amenities in the new parking deck, staff has reviewed the
existing budget and identified $335,500 of funds available to construct the following staff -recommended
improvements:
Amenity
Cost Estimate
Interior Painting (Dry Fall System)
$165,000
Facility Count Parking Guidance System
$40,000
CCTV Camera System
$40,000
Blade Signs (2)
$38,000
Street Name Signs (2)
$24,000
Parking Deck Identifier Sign (1)
$9,500
Electric Vehicle Charging Station (1)
$15,000
Structural Steel for Future 2"d Elevator Cab
$4,000
Total:
$335,500
Items not recommended by staff include the 3 -coat Interior Painting ($280,000), the Level Count Parking Guidance
System ($90,000), and the 2nd Passenger Elevator Cab ($100,000).
Please note that staff's recommendation includes a comparatively d minor expenditure recommendation ($4,000) to
procure and install the structural steel necessary to support a 2 elevator cab addition in the future. Installing this
steel now, as the parking deck is erected, is substantially cheaper than adapting the elevator tower after
construction is completed.
Finance Director Amit Thakkar advises that sufficient funds are available in the existing budget to construct staff's
recommended improvements including $245,000 from the Capital Improvements Fund and $90,500 from the
Prospect and Main TIF Fund.
To facilitate Mr. Thakkar's proposed utilization of funds, the Maple Street Lofts redevelopment agreement between
Nicholas & Associates, Inc. and the Village will have to be amended to increase the Funding Cap for this project by
$90,500. In addition, the Guaranteed Maximum Price Amendment to the Construction Manager as Constructor
Agreement between Nicholas & Associates and the Village for construction of the Maple Street Parking Deck will
have to be increased by $335,000 ($245,000 from CIP and $90,500 from TIF). Attached, for the Village Board's
consideration, is an ordinance authorizing both of these modifications.
Altarnntiviac
1. Approve a $335,000 increase in the Guaranteed Maximum Price for construction of the Maple Street Parking
Deck.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board pass an ordinance approving a $335,000 increase in the Guaranteed
Maximum Price Amendment to the Construction Manager as Constructor Contract with Nicholas & Associates, Inc.
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for construction of the Maple Street Parking Deck and increasing the Maple Street Lofts Redevelopment Agreement
Funding Cap by $90,500.
File Attachments
Facility
Level Count.png (204 KB)
Blade i .
Street Name i .
Parking i i i .®
MP SECOND AMENDMENT TO Redevelopment Agreement _4292020.pdfMP Mount Prospect _
- Maple Street Lofts - Ordinance Approving_ _
20.pdf (17
MP Parking i i - - Working Draft - April
Motion & Voting
Pass an ordinance approving a $335,000 increase in the Guaranteed Maximum Price Amendment to the Construction
Manager as Constructor Contract with Nicholas & Associates, Inc. for construction of the Maple Street Parking Deck
and increasing the Maple Street Lofts Redevelopment Agreement Funding Cap by $90,500.
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 9.1 Motion to accept proposal from Christopher B. Burke Engineering, LTD. for
Rand/Central/Mount Prospect Road Intersection Improvements Phase II
Engineering and ROW Acquisition Services in an amount not to exceed
$921,824.62.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 9. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount $921,824.62
Budgeted Yes
Budget Source Congestion Mitigation/Air Quality (CMAQ) Grant, Invest in Cook Grant, General Fund
Recommended Action Accept the proposal from Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois to
provide Phase II Engineering and ROW Acquisition Services (Contracts A and B) for the
Rand/Central/Mount Prospect Road Intersection Improvements for a not to exceed amount
of $921,824.62. Staff also recommends that the Village Board pass a resolution
authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion
of the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
Tnfnrr"=afinn
A key component of the Mount Prospect Strategic Plan is to partner with appropriate government agencies to
resolve troublesome intersection issues. One such area that has received attention in recent years is the three
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closely spaced intersections involving Rand Road (US 12), Central Road and Mount Prospect Road. This intersection
was also a key focus of the 2017 Rand Road Corridor Plan. The traffic -signalized intersections form a triangle that
experiences operational issues on a daily basis. Blocked intersections and poor vehicle progression are common
complaints from motorists. Timing adjustments have been made over the years with minor improvement. The
Village of Mount Prospect is committed to developing a project that will provide significant enhancements to the
transportation system that will benefit motorists, pedestrians, bicyclists, nearby businesses, and our residents.
In 2017 the Village awarded a contract using local funds to Christopher B. Burke Engineering, Ltd. (CBBEL) of
Rosemont, IL to complete a phase I engineering study of the intersection. Components of the study included a right-
of-way survey, topographic survey, data collection, alternatives analysis report, drainage analysis, environmental
survey, and lighting review. An initial public meeting was held in August 2017 to solicit input on issues and
suggestions for improvement. A presentation was then made to the Village Board in April 2018 on a range of
possible alternatives including focused attention on the preferred alternative. In May 2019, a second public meeting
was held to present the preferred alternative in greater detail. A map depicting the preferred alternative is attached.
CBBEL has since been working on the project development report (PDR), a document that summarizes the collected
data, details a preliminary construction plan, and provides a path forward to the next phases: phase II engineering
(final design) and land acquisition. The Illinois Department of Transportation (IDOT) has recently notified CBBEL that
all the agency's review comments on the PDR have been satisfactorily resolved; the document should receive IDOT
approval at an official meeting in May. A copy of the final PDR is enclosed.
Throughout the process, CBBEL and staff held numerous meetings with IDOT, Cook County, the City of Des Plaines,
and local businesses/property owners such as Walmart and Mount Prospect Plaza in an effort to refine the plan and
meet the interests of the various stakeholders. In addition, the Village constructed an interim project in 2018 that
improved traffic flow out of the Mount Prospect Plaza and south along Mount Prospect Road through the Central
Road intersection. These recent improvements will be made part of the long-term project for the intersection. The
long-term project will also include dual left -turn lanes on Rand Road at Central Road, the addition of right -turn lanes
at various legs of all three intersections, construction of a traffic signal system at the Mount Prospect Plaza driveway
and Central Road, driveway modifications at the Walmart and Mount Prospect Plaza entrances to improve traffic flow
and separate truck traffic, and a bike path along Rand Road which would connect to an existing/planned path in Des
Planes.
The phase I engineering study followed federal guidelines to make the project eligible for federal funding in future
phases. In 2019, the Village applied for and was awarded in excess of $5.3 million in federal Congestion Mitigation &
Air Quality Program (CMAQ) funds to be used in all remaining phases: phase II engineering (final design), land
acquisition, construction, and phase III Engineering (inspection). The Village was also awarded $460,500 Invest in
Cook grant to be used toward phase II engineering (final design) and land acquisition.
The Village is now in a position to begin the next phases of the project: phase II Engineering (final design) and land
acquisition. Temporary construction easements and additional public right-of-way have been identified along
approximately 20 properties within the project limits. A map depicting potentially impacted properties is attached.
The property or access rights acquisitions are necessary to accommodate road widening at certain locations and
facilitate construction of a mixed-use path along Rand Road. Land acquisition will be kept to a minimum and will not
require purchase of entire properties. Staff will work with all property owners to minimize the impact to their
businesses.
At this time, staff seeks to enter into a contract with an engineering consulting firm to provide phase II Engineering
(final design) and land acquisition services using CMAQ (federal grant), Invest in Cook (Cook County grant), and
local funds. Phase II engineering (final design) and land acquisition are expected to be completed at the end of
2021. The project will be able to move to construction in early 2022 under the current schedule and is anticipated to
take a year and a half to complete construction.
Request for Statement of Qualifications
As required by the federally -mandated Qualification Based Selection (QBS) process, the village solicited a Statement
of Qualifications from engineering consulting firms to provide phase II engineering and land acquisition services for
the Rand -Central -Mount Prospect Intersection Improvements. A copy of this Request for Statement of Qualifications
is attached. Public notice was posted on the DemandStar bidding website and in the Daily Herald. Firms were asked
to submit as part of their proposal the following information:
1. Resumes of key personnel
2. Related experience on similar type projects
3. Summary of the firm's approach to the project
4. Prequalification status with IDOT
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The Village received three (3) submissions. The three (3) consulting firms' Statement of Qualifications were
reviewed on the basis of their understanding of our goals and their methodology to complete the study. The top two
firms were also interviewed by Village staff. They were then rated (with a maximum score of 100 points) according
to these specific categories: project understanding & technical approach, similar project experience, project team
capabilities, IDOT prequalification status, and overall completeness of submittal. The rankings are as follows:
Firm Points
Christopher Burke Engineering, LTD. 96
Civiltech Engineering, Inc. 92
ESI Consultants, LTD.
85
CBBEL has put together a very strong project team with extensive experience working on complex intersection
projects. Their technical proposal is thorough and anticipates the myriad tasks to complete the work move the
project to construction. They also have an effective relationship with IDOT and the necessary skills to engage
affected property owners. CBBEL provided high quality work during the phase I engineering study and has the
knowledge and tools to easily transition to the next phases of the project.
Please note that the QBS process does not permit simultaneous consideration of cost proposals. For reference,
attached is a portion of the IDOT Bureau of Local Roads (BLR) Design Manual that pertains to QBS for engineering
services. The BLR Design Manual is the primary guide for utilization of federal funds for road construction projects in
the State of Illinois. Sections of the BLR Design Manual relevant to QBS and cost proposals have been highlighted.
In particular, the BLR stipulates: "'In no case shall the LPA (Local Public Agency), prior to selecting a consultant for
negotiation, seek formal or informal submission of verbal, written, or sealed estimates of costs or proposals in terms
of dollars, hours required, percentage of construction cost, or any other measure of compensation".
In general, the QBS process requires owners to advertise the need for services, request qualifications statements or
proposals from consultants, evaluate and rank consultants, select the most qualified firm, and negotiate a fee.
Cost Proposal
CBBEL's cost proposal is broken into two (2) contracts, Contract A and Contract B. The purpose of two (2) contracts
is to allow work to begin immediately enabling 2022 construction start.
In Illinois, disbursement of CMAQ transportation grant funds is controlled by IDOT. Accordingly, accessing CMAQ
funds in Illinois requires execution of a Local Public Agency (LPA) agreement and a professional services agreement
with IDOT. The typical timeframe for execution of these agreements is eight (8) months. Further, any work
performed prior to execution of the agreements is not eligible for reimbursement.
Therefore, confining the scope of work to a single contract would postpone the start of design and ROW work until
after IDOT signs the LPA agreement in 2021. A 2021 start for phase II engineering likely delays the start of
construction until 2023. However, parsing some work into a separate contract, funded by already secured Invest in
Cook grant funds, sidesteps some bureaucracy. In short, dividing the proposed scope of work into two (2) contracts
saves an entire construction season.
Contract A
Contract A will not use federal CMAQ funds, does not require an executed LPA agreement, and permits CBBEL to
begin design engineering as well as preparation of plats and legal descriptions for land acquisition. The primary
source of funds for Contract A is an Invest in Cook grant from Cook County.
Contract A is for an amount not to exceed $345,158.42 and will be between the Village and CBBEL. Work includes
additional topographic survey, design engineering, preparation of plats and legal descriptions for land acquisition,
and appraisals. Contract A will be paid for using Invest in Cook funds. The Village recently completed an agreement
with Cook County for this grant and is expected to receive an initial payment of $230,250 (50% of the grant) soon.
As work progresses, the Village will receive additional payments from the County. Staff plans to request local funds
in the 2021 budget for the difference between the total amount of Contract A and the initial payment from Cook
County as an escrow to buffer any reimbursement delays. This amount, $114,908.42, will ultimately be reimbursed
by Cook County.
Contract A work can begin immediately upon execution of the professional services agreement between the Village
and CBBEL. Tasks identified in Contract A are expected to be completed in one (1) year. For reference, a copy of this
proposed contract is attached.
Contract B
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Contract B will use CMAQ funds and is expected to begin in early 2021. This proposed contract is in an amount not
to exceed $576,666.20 and will be between the Village and CBBEL. Work includes completion of design engineering,
land acquisition negotiations, and the land acquisition closing process. It does not include the cost paid to property
owners for land acquisition.
Land acquisition costs will be paid separately using CMAQ funds or local funds. These expenditures will be presented
and deliberated at a future Village board meeting. Staff has asked IDOT to contribute more funding for land
acquisition since most land and/or land rights acquired for this project wil ultimately belong to the state.
Contract B will be paid for using a combination of CMAQ, Invest in Cook, and local funds. The CMAQ contribution is
$421,840 and is reimbursable through IDOT. The Invest in Cook contribution to Contract B is $115,341.58 and is
reimbursable through Cook County. The local share is the remaining $39,484.62.
Staff will request local funding for the entire proposed Contract B expenditure ($576,666.20) in the 2021 budget to
provide an escrow for initial draw downs and seek reimbursements from IDOT and Cook County as expenses are
incurred.
Contract B work will begin upon execution of the LPA agreement with IDOT. It is expected to take approximately
eight months for IDOT to sign the agreement. As a result, tasks identified in Contract B are not expected to begin
until the first quarter 2021 and will be completed by the end of 2021. A copy of proposed Contract B is attached.
The proposed allocation of work and sources of funds are summarized in the table below:
Summary of Funding Sources
Task CBBEL Fee
CMAQ
Invest in Cook
VOMP
Contract A $345,158.42
$0
345,158.42
$0
Contract B $576,666.20
$421,480
$115,341.58
$39,484.62
Totals 921 824.62
$
$ 421 480
$ 460 500, o0
$ 39 484.62
Local Public Agency_(LPA) Agreement
In order to access CMAQ funds, IDOT also requires the Village to sign a LPA agreement. Contract B work is
incorporated into this agreement by reference. The purpose of an LPA agreement is to define the scope of work and
allocation of costs on projects utilizing federal grants. A required addendum to the LPA is a resolution sanctioning
the agreement. Attached is a resolution facilitating this purpose. Also attached is a copy of the proposed LPA
agreement.
AItarnntiviac
1. Accept proposal from Christopher B. Burke Engineering, LTD. for Rand/Central/Mount Prospect Road Intersection
Improvements Phase II Engineering and ROW Acquisition Services (Contracts A and B) and pass a resolution
authorizing the mayor to sign a local public agency agreement with IDOT in order to fund a portion of the work with
a federal Congestion Mitigation/Air Quality (CMAQ) grant.
2. Action at discretion of Village Board.
Staff Recommendation
1. Accept proposal from Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois to provide Phase II
Engineering and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road
Intersection Improvements for a not to exceed amount of $921,824.62.
2. Pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion
of the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
File Attachments
R -C -MP preferred alternative plan.pdf (5,825 KB)
PDR 14 1 !. ••f (56,620
RSQ •• •4 i
(".-BBEL Phase II Proposal.pdf9i-
Land Acquisition Aerial Exhibits.pdf (4,,194 KB)
%f-".BBEL Contract! ! i
%f-"'OBBEL Contract• ! i
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LPA Agreement !; 6 i
PA resolution.pdf (82
KB)
Motion & Voting
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Accept the proposal from Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois to provide Phase II
Engineering and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road
Intersection Improvements for a not to exceed amount of $921,824.62. Staff also recommends that the Village
Board pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion
of the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
Motion by Paul Hoefert, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 9.2 Motion to accept lowest cost bid for construction of the Central Road &
Emerson Street Crosswalk Project in an amount not to exceed $214,900.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 9. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Fiscal Impact Yes
Dollar Amount $214,900.00
Budgeted Yes
Budget Source Capital Improvements Fund
Recommended Action Accept the lowest cost, responsive bid to construct the Central Road & Emerson Street
Crosswalk Project for a cost not to exceed $214,900.
Information
A key component of the Village's Strategic Plan is to create a complete pedestrian infrastructure network that
promotes multi -modal transportation options. In 2020, a top priority project is to enhance the crosswalk at the
intersection of Central Road and Emerson Street. Construction of this project will fulfill an important objective of the
Village's 2017 Central Road Pedestrian Crossing Study. This study recommends crosswalk improvements at this
intersection be enhanced in order to promote walking and biking in the downtown.
Central Road is a five (5) -lane arterial road under the jurisdiction of the Illinois Department of Transportation
(IDOT). Emerson Street is a collector street under the jurisdiction of the Village. The intersection is controlled with
STOP signs on Emerson Street and has crosswalks across the north, south and west legs. The marked crosswalk
across Central Road has signs at and in advance of the crosswalk without a pedestrian refuge island.
The Village retained the services of an engineering firm, Gewalt-Hamilton & Associates (GHA), to provide design
engineering. The design includes a refuge island, right-in/right-out island on the north leg, pavement markings, and
signage including overhead pedestrian crossing signs that illuminate at night. The design has been presented to the
Transportation Safety Commission and was approved by the Village Board in March 2020. Construction drawings and
specifications have been approved by IDOT.
Staff seeks to enter into a contract for construction of the project. Work is expected to begin in June and be
completed in September.
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Bids Results
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The Village opened bids for the Central Road & Emerson Street Crosswalk Project on April 27, 2020. A notice was
published on DemandStar via the Village website and staff contacted several local contractors. Four (4) contractors
submitted a bid. A low bid of $195,337.45 was received from MYS, Inc. of Palos Hills, Illinois. Table 1 below
summarizes the results:
Table 1
Bidder
Bid
MYS, Inc.
$195,337.45
Alliance Contractors
$233,821.50
Landmark Contractors
$240,099.02
Copenhaver Construction
$253,747.80
Engineers Estimate
$177,505.30
All bidders submitted a bid bond in the amount of 10% of their total bid as required by the contract documents. The
bids were checked for accuracy. There were no errors. All bidders submitted all the required documents and
correctly signed their bid and bid bond.
Discussion
MYS, Inc. has provided general contracting and concrete construction services for over 40 years in the area. Recent
work for nearby communities and IDOT include sidewalk, crosswalk, intersection, and bridge projects. Reference
checks indicate that all of the firm's work has been acceptable.
The low bid from MYS is 10% above the cost estimate prepared by GHA. For a relatively small construction project
that requires the general contractor to retain the services of several subcontractors, it is not unusual for the cost of
some bid items to be slightly higher than typical. This can be attributed to subcontractor overhead costs and the
general contractor's time to coordinate their services.
In addition, the cost of steel poles and mast arms for the project are higher than expected. All four contractors that
bid on the project had similar prices for the steel poles and mast arms, above the engineer's estimate. This can be
attributed to an increase in the cost of steel products and a continual increase in demand for steel poles with limited
supply companies.
It is staff's opinion that rebidding the project will not yield lower prices. Furthermore, rebidding may retard interest.
Some or all of the existing bidders may not re -bid because their pricing has already been exposed.
Staff recommends that a 10% contingency be included in the construction contract to allow for quantity variances
and unanticipated conflicts. For the construction contract, a 10% contingency added to the lowest bid would result
in a total contract award of $214,900.00. (Base Bid: $195,337.45 + Contingency: $19,562.55 = Total
Recommended Award: $214,900.00)
Alternatives
1. Accept the lowest cost, responsive bid for construction of the Central Road & Emerson Street Crosswalks Project.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid to construct the Central Road &
Emerson Street Crosswalk Project for a cost not to exceed $214,900.
File Attachments
central-emerson- final.pdf (15,775
central-emerson project specifications.,
mys bid.pdf (765 KB)
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Motion & Voting
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Accept the lowest cost, responsive bid to construct the Central Road & Emerson Street Crosswalk Project for a cost
not to exceed $214,900.
Motion by Paul Hoefert, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 9.3 Motion to reject all bids received, waive the rules requiring public bidding,
and accept the proposal to construct the 2020 Pedestrian Signal Improvements
for a cost not to exceed $77,900.
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 9. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date May 05, 2020
Absolute Date May 05, 2020
Dollar Amount $77,900.00
Budgeted Yes
Budget Source Capital Improvements Fund
Recommended Action Reject all bids received, waive the rules requiring public bidding, and accept the proposal
submitted by Meade Electric Company to construct the 2020 Pedestrian Signal
Improvements for a cost not to exceed $77,900.
Information
A key component of the Village's Strategic Plan is to create a complete pedestrian infrastructure network that
promotes multi -modal transportation options. This project looks to enhance safety and efficiency for pedestrians
crossing at traffic -signalized intersections under the jurisdiction of the Illinois Department of Transportation (IDOT)
and Cook County Department of Transportation and Highways (CCDOTH). The project scope includes work at four
intersections including Main Street (IL Route 83) & Northwest Hwy (US 14), Main Street (IL Route 83) & Prospect
Avenue, Northwest Hwy (US 14) & Emerson Street, and Dempster Street & Linneman Road.
The first three (3) referenced intersections are under the jurisdiction of IDOT. All three (3) are part of a single traffic
signal system. The system is also interconnected with the Union Pacific Railroad gates at the Main Street (IL Route
83) and Emerson Street crossings. The intersections currently have pedestrian crossing signals. However, a single
push button at each corner limits the efficiency of the traffic signal timing by putting a call to multiple crossings. The
objective is to install two separate push buttons at each corner such that a call is for a single crossing. Work
includes installing pedestrian signal heads, posts & buttons, reconstructing sidewalk ramps to be ADA -compliant,
and refreshing crosswalks.
The fourth intersection (Dempster & Linneman) is under the jurisdiction of CCDOTH. It currently has pedestrian
crossing signals on the east leg of the intersection. The Village installed sidewalk last year along Dempster Street
west of Linneman Road. The objective is to install pedestrian crossing signals on the north leg of the intersection.
Work includes installing sidewalk, pedestrian signal heads, posts & buttons, reconstructing sidewalk ramps to be
ADA -compliant, and refreshing crosswalks.
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Staff has let two (2) public bids for this work.
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The first bid opening was held on February 24, 2020. A notice was posted on the DemandStar bidding website and
staff directly notified local traffic signal contractors. The Village received no bids. Staff contacted contractors to
determine why they did not bid and what changes could be made to encourage bids with a rebid of the project. The
project specifications were revised to provide additional time to submit a bid and extended the amount of time to
complete the project.
A second bid opening was held on March 30, 2020. A notice was posted on the DemandStar bidding website and
staff directly notified local traffic signal contractors. The Village received one (1) bid in the amount of $258,800.00.
The engineer's cost estimate for the entire project is $139,773.60. Staff determined this bid was too high to
recommend award of a construction contract.
Staff again contacted contractors to determine why they did not bid. The primary reason was a full schedule for the
construction season. Another reason was the inability to dedicate the time to coordinate the various subcontractors
for a relatively small project. The traffic signal contractors, serving as the general contractor for the project, did not
have the time to hire/coordinate subcontractors to complete the concrete, asphalt, brick, manhole, and pavement
marking work. It was determined rebidding the entire project a third time would not garner interest this year.
In an effort to construct the project this year, staff decided to separate the electrical work from the rest of the
project. Two (2) traffic signal contractors indicated they would be interested in providing a quote for the electrical
work only.
Staff revised project specifications again and solicited cost proposals from each firm on April 10, 2020. Two (2)
quotes were received. A low quote of $70,793.25 was submitted by Meade Electric Company, Inc. of Willowbrook,
Illinois for the electrical portion of the project only. Table 1 below summarizes the results:
Table 1
Company Cost
Meade Electric Company $70,793.2',
Lyons -Pinner Electric Company $991400.00
Engineer's Estimate $89,905.2C
Discussion
Meade Electric is currently IDOT's and Cook County's traffic signal maintenance contractor. They have also been the
Village's traffic signal maintenance contractor in the past. Their performance has been acceptable. They have also
constructed several traffic signal projects in the village. Meade Electric meets the eligibility requirements of IDOT to
perform traffic signal work per the project specifications.
Time is of the essence to begin the electrical portion of the project. Both IDOT and Cook County require permit
paperwork and transfer of traffic signal maintenance that will take a considerable amount of time. Securing a
contract now for the electrical portion of the project allows the process to begin so that we can complete the project
this summer.
Staff is considering options to complete the remaining concrete, asphalt, brick, manhole, and pavement marking
work. This may be accomplished using a single contractor to complete the remaining work or hiring multiple
specialized contractors.
If necessary, additional building trades contract(s) may be presented to the Village Board in the future. The
anticipated schedule will see the remaining work completed immediately after the electrical work.
It is recommended that a 10% contingency be included in the contract award to allow for quantity variances and
unanticipated conflicts. For the electrical portion of the project, a 10% contingency added to the lowest bid would
result in a total contract award of $77,900.00. (Base Bid: $70,793.25 + Contingency: $7,106.75 = Total
Recommended Award: $77,900.00)
Alternatives
1. Accept the proposal submitted by Meade Electric Company for the 2020 Pedestrian Signal Improvements.
2. Action at discretion of Village Board.
Staff Recommendation
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Staff recommends that the Village Board reject all bids received, waive the rules requiring public bidding, and accept
the proposal submitted by Meade Electric Company to construct the 2020 Pedestrian Signal Improvements for a cost
not to exceed $77,900.
File Attachments
dempster-linneman plans••
downtown plans. 94
quotemeade 14 1 1 •d •
project s•- 1 4 1 1 r* •
vb location map.pdf'
Motion & Voting
Reject all bids received, waive the rules requiring public bidding, and accept the proposal submitted by Meade
Electric Company to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900.
Motion by William Grossi, second by Richard Rogers.
Final Resolution: Motion Fails
Not Present at Vote: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Subject 9.4 As submitted
Meeting May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 9. VILLAGE MANAGER'S REPORT
Access Public
Type
A I -&A rM ft 46:.
1.
2. Action at discretion of Village Board.
Staff Recommendation
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WOULDL1. ADJOURNMENT
ANY INDIVIDUAL WHO r THIS MEETING BUT BECAUSE OF A DISABILITY OR r
ACCOMMODATION TO PARTICIPATE, .'T THE VILLAGE MANAGER'S847/392-6000,
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