Loading...
HomeMy WebLinkAbout1256_001iel 60/l/ 1-4 // COMMITTEE OF THE WHOLE A E ISI D 111► Meetings Location Meeting Cate and Time: Mount Prospect Senior Center Tuesday, June 1 , 19w95 50 South Emerson Street 7:0 P.M. 1. CALL LL T ORDER - ROLL CALL If. ACCEPTANCE oP 'SIN TES OFMAY 23 91995 III.... CITIZENS TO BE HEARD IV. ViLLA E THAILL P�!.E�,"DYT,, btsct The current 'Village Hall was built in 1958 as a bank facility and was,,aulilre'd­', b ' the Village of Mount Prospect in 1976. The building housesthe inl it'"" aive offices for the Finance and Community Development Departments a well as the offices of the Village a Cl rk, Man" :, i and Mayor. ' 7` full-time and part-timeemployees occupy approxima i� 5 t ,square feet of spade, number of physical and operational deficiencies in the building have been identified over the past decade. Numerous band-aid repairs and small scale remodelings have maintained the viability of the facility for the short-term but the need for substantial repair and renovation is critical in order to beep it as a valuable "Village asset. unfortunately, due to funding limitations and other priorities, a resolution to these deficiencies has, to date, never been implemented. . This year, the Village Board budgeted' $75,000 for a ace Stud and has set aside an additional 1 million for possible rehabilitation p �+�n of ...the... building. The proposed Study well evaluate physical and operational deficiencies and recommend a range of solutions. All solutions will include projected costs for the Board to evaluate prior to any decision relative to rehabilitation. The purpose of Tuesday's meeting is to: 4 MINUTES COMMITTEE OF THE W14OLE MAY 239 1995 1. CALL TO ORDER Mayor Gerald Farley called the meeting to order at 7:33 p.m. Present at the - Can, Richard meeting were: Mayor Gerald L. Farley, Trustees Timothy orcor Hendricks, Paul Hoefert and Irvana Wilks. Absent from the meeting were: Trustees George Clowes, and Michaele Skowron. Also present at the meeting were: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Police Chief Ronald Pavlock, Deputy Police Chief Ronald Richardson and Village Attorney Everette Hill. 11. MINUTES Acceptance of the Minutes from May 91 1995. Motion made by Trustee Corcoran and Seconded by Trustee Hoefert to approve Minutes. Minutes were approved. 111111. CITIZENS TO BE HEARD Bill Reddy of 105 South Elm,, spoke. He wanted to share a recent letter he received which included derogatory language concerning his sexual preference. He read portions of the letter to the Village Board and stated this is obviously hate mail and wanted to bring it to the Board's attention that hate crimes apparently are possible even in Mount Prospect. Mayor Farley responded to Mr. Reddy's concerns by stating that he abhors this type of communication and stated that he and the Village Board are sympathetic to Mr. Reddy's concerns regarding such correspondence. IV. GANG SUPPRESSION ORDINANCE DISCUSSION The rationale for such an Ordinance are as follows. (1) The need to create a safe environment for the youth of our " community through the establishment of reasonable regulations, (2) send a strong message that the Village 'maintains a "Zero" tolerance for gangs and their negative influences, (') bridge any gaps or erase any inconsistencies between existing local and Mate laws regarding youth: (4) bring all relevant youth -related regulations into one omnibus Section of the Village Code; and () provide the Police Department, parents, educators and other public officials of our community with the tools necessary to protect and nurture our youth. Mayor Farley provided general background information concerning this ordinance and stated it is intended than this is the fiat meeting to discuss this ordinance prior to ultimate passage by the Village ward. He fuels that there will undoubtedly be subsequent reviews by the Village Board which will ultimately lead to a final Ordinance version for consideration by the Bull Board. He stated that the times; have changed and it is necessary to consider such an ordinance due to the negative influences which are ocr ing within our community. Trustee Milks provided a general overview of some comments related to the proposed ordinance from a previously prepared statement. Village Attomey Everette HIII provided a detailed overview of the draft ordinance from his memo summarizing the changes. The review included an outline of the new Sections and the; justification to these new Sections. He also highlighted Sections of the Ordinance which have been moved from other areas of the Village Code to this single location. Mary Bawer of one East Lonnquist spoke. She stated that the TAP group has gone through the Ordinance very carefully and is supportive of the Ordinance because .they feel -rt is necessary at this time. However, one of the concerns the group did have is about the termination of some of the restrictions contained within the Ordinance being linked or terminating after a specific age. They also wanted to make sure they did not repeat State law and convert it into a local form. She stated that TAP will provide comments' to the Village to consider and incorporate into the next revision when it Is revised. Frank Vlazny of 2103 Jody ourt spoke. He ,asked who would incur the Prosecuting Attorney expenses and whether the Village would be required to provide a Public [defender as part of this Ordinance, W W • a A'A 10a eperal comments pyVilla -members included the following: Mayor Fadely stated that this is a continuation of the SRO discussion and would Ike thd"Board to come • a recommended conclusion for staff • 0 General discussion of the Village Board included the following comments.. Many of the Board members stated they are supportive of the pilot Program with District 26 felt that early intervention is warranted for the Program. General consensus of the Village Board was to request the School District staff and the Village staff to work out necessary details prior to final action by the Village Board. Village Board members are also supportive of considering the funding of this pilot in a similar fashion as Distrlwt 214"s funding arrangement V1. MANAGER'S REPORT Manager Janonis stated that TCI, the Village's cable provider, has told many residents that the picture quality is poor because the Village of Mount Prospect is not issuing any construction permits for necessary improvements. He stated that it is important to get accurate information out to the citizens and stated that TCI has many outstanding Permits which have yet to be resolved and feels that the current situation with any picture quality is not related to the Permit situation. Vile ,ANY OTHER BUSINESS Trustee Hoefert read a list of new businesses which have come to the community recently. Motion made to move to Closed Session to discuss Personnel and Litigation by Trustee Corcoran and Seconded by Trustee Wilks. Uritnimous approval to move into Closed Session at 9:56 p.m. Closed Session adjourned at 10:24 p.m. Vill. ADJOURNMENT There beiing no further business, the meeting was adjourned at 10:25 p.m., Respectfully submitted, DAVID STRAHL DS/rcc Assistant Village Manager 9 'Village of Mount Prospect e', Mount Prospect, Illinois �o Vio tow INTEROFFICE MEMORANDUM TO: MAYOR GERALD L. FARLEY AND BOARD OF TRUSTEES FROM: ASSISTANT VILLAGE MANAGER DATE: JUNE 61 1995 SUBJECT: VILLAGE HALL SPACE STUDY Pu,rgose: To review with Board members a recommended course of action to resolve physical and operational deficiencies present at the Village Hall. The primary focus of any resulting study is to develop a strategy that will result in the most cost effective rehabilitation and reuse of the existing facility. ,Action Re nested: 1) Review and approve overall methodology for an action plan that will provide the Board members with sufficient information to make decisions relative to the rehabilitation of Village Hall. 2) Review and approve commencement of a space study as the first Item in the proposed action plan. General BackgroundInformation: The need to rehabilitate the Village Hall has been identified through studies of other public facilities (Public Works and public safety buildings studies). When discussions concerning the construction of those facilities took place, some consideration as to resolution of Village Hall problems (overcrowding) was part of the decision process, but no action was taken. The Village Board funded a study in 1989 to identify HVAC deficiencies, but no action implementing the recommendations took place. In addition to the HVAC deficiencies, other operational and physical limitations have been identified over the intervening years. During fiscal year 1994/95 budget discussions, the Village Board authorized approximately $75,000 be set aside for a space study of the Village Hall. The Village Board also earmarked an additional $1,000,000 from the sale of the Pine/Wille property for possible rehabilitation of the facility pending the outcome of the study. Additional information and a review of the physical characteristics of the building can be found on pages 1-4 of the Request for Proposal (RFP), attached as Exhibit A. The space study is intended to identify building deficiencies -both physical and operational, as outlined in pages 2-6 of the RFP (Exhibit A). Physical deficiencies include outdated, ineffective infrastructure and a variety of Code violations. Operational deficiencies limit our ability to provide efficient services to the physical layout of the building. As the staff strives to implement a one-stop shop for services, a review to determine the best grouping of like services will accomplish this goal. The building is also not conducive to secure "after-hours" public use of meeting spaces. Finally, an evaluation of employee and patron security is a critical priority. The study will provide a list of possible resolutions to the identified deficiencies. The Village Board will then have information available in which to formulate a decision to address these deficiencies. The information will include a range of options and recommendations for the Board to consider. These options will include appropriate cost estimates. Additional funding sources, if needed will be identified as part of the decision-making process. The space study is divided into three phases. Each phase is designed to address specific areas of the building. Phase I of the study is an evaluation of the existing physical and operational limitations. Phase 11 of the study will focus on the work environment and evaluate patron service. Phase 111 of the study will provide a general review of possible options available to the Village Board to address the items identified in Phases I and 11. Additional information is available on page 2-6 of the RFP (Exhibit A). A Village Hall Review Committee was formed with the following participants: Carol Widmer, Assistant Finance Director; Mike Sims, Planner; David Hulseberg, Deputy Community Development Director and Glen Andler, Public Works Director. The review process utilized recommendations outlined by the American Institute of Architects (AIA) in their publication gualifications Based Selection Process. This selection process focused on past project experience, references, proposal reviews, and personal interview and presentation. This type of review was performed so a comprehensive analysis of each proposal could be achieved without undue consideration being given to cost at an early stage of the review process. The main concern of the Committee was to recommend the best qualified firm for the project, not necessarily the lowest bid. The Request for Proposals (RFP) was mailed out to approximately 25 area architectural firms who had some experience in office rehabilitation and governmental projects. The Village received 12 responses from various firms. The quoted price for services ranged from $13,000 to $68,000. The field was narrowed to seven for consideration by the Village Hall Space Study Committee members. The Committee further narrowed the field to four firms for interviews. The review of the seven firms was performed with all reference to quoted prices removed. Committee members ranked the four firms at the end of the interview process. At the time of the ranking, the quoted prices were reviewed as part of the final recommendation and justification. The two firms which were rated highest appeared fully capable of completing the project. However, a substantial difference existed between the two firms in terms of man-hours and project cost, as well as philosophy. The Committee's recommendation of Yas/Fischel is based on the following items: 1 The Committee felt this firm was the most flexible in terms of offering creative solutions. 2. The Village would be dealing directly with the principals of the firm. 3. The references were significantly and consistently more positive than the second choice firm. 4. The Committee felt this firm was more willing to do whatever is necessary to provide a quality product. 5. The -Committee felt this firm would make our study a priority project. 6. The Committee felt this firm would not utilize a "cookbook" approach to formulate recommendations which showed a philosophy of creativity. Recommendation: The information and approach outlined in this memo is intended to provide Board members with sufficient information to approve the methodology being used to address the deficiencies of the Village Hall. The methodology, as outlined, is designed to generate the necessary data for the Board members to make a logical decision on the status of the Village Hall. Staff seeks the Board's endorsement of the described Study approach. Based on the review process -outlined above, the Committee members unanimously recommend that a contract for services be awarded to Yas/Fischel Partnership in an amount not to exceed $24,355. Exhibit D provides a summary of the scope of services which Yas/Fischel is to perform. up lemental Information Provided*. Exhibit A: Copy of Request for Proposal Document Exhibit 6. Copy of a memo from Director of Public Works to the Village Manager dated May 183 1989, outlining the Village Hall deficiencies. Exhibit C. -I Copy of a memo from Director of Public Works to the Village Manager dated March 4, 1994, outlining cost estimates to resolve deficiencies. Exhibit D: Copy of the scope of services proposed by Yas/Fischel Partnership Exhibit E: Summary of firms responding to RFP. DAVID STRAHL DS/rcc MAYOR GERALD L FARLEY TRUSTEES GEORGE A CLOWES TIMOTHY J CORCORAN RICHARD N HENDRICKS PAUL WM HOEFERT MICHAELE W SKOWRON IRVANA K WILKS VILLAGE &N GOER MICHAEL E. JANONIS VILLAGE CLERK CAROL A. FIELDS Dear Vendor: EXHIBITA Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 0 lei - •: well mawaSIMAW a I 11111111918W101-0WOM was The Village of Mount Prospect is requesting a Proposal for Professional Services. The services requested include a detailed Space Utilization Study and recommended solutions to resolve identified space limitations. There is general agreement on the need for improvements, however, the Village Board is quite sensitive to costs associated with resolving the identified issues. Please review each phase of the project and provide a cost estimate to complete each phase. The initial field work must commence within 30 days after the approval of the contract for services with the final report completed no later than 90 days after the approval of the contract for services. Recommended solutions will be discussed with the Village Board and it is anticipated that possible improvements will be included in the Village's 1996 Budget. Please submit completed proposals no later than 5:00 p.m., on March 17, 1995 tot, Michael E. Janonis Village Manager Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 If you have any questions as you prepare to respond to this request, you may contact David Strahl, Assistant to the Village Manager. Thank you for your effort in responding to this proposal. M EJ/rcc, MAYOR GERALD L FARLEY TRUSTEES GEORGE A CLOWES TIMOTHY J CORCORAN RICHARD N HENDRICKS PAUL WM HIDEFERT MICHAELE W SKOWRON IRVANA K WILKS VILLAGE MAIVAGEP MtCHAEL E JANONIS VILLAGE CLERK CAROL A FIELDS V M AN illao-sWe of mount Prospect 100 South Emerson Street Mount Prospect,, Illinois 60056 REQUEST FOR PROPOSAL VILLAGE HALL SPACE STUDY Phone 708 / 392-6000 Fax: 708 / 392-6022 TDD: 708 / 392-6064 The Village of Mount Prospect 'is requesting proposals to evaluate the current Village Hall space needs and to recommend solutions to resolve these needs along with addressing certain building component deficiencies and Code compliance issues. Bac!Mroun,d­V`111age Hall The Mount Prospect Village Hall, located at 100 South Emerson, is a two-story structure with a full basement level. The gross floor area is approximately 15,000 square feet. The building was designed in 1958 and construction is estimated to have taken place from 1959 to 1960. Originally, the building was constructed as a single -story structure with a basement and was designed as the Mount Prospect State Bank. As indicated on the original plans, the building was designed for large open work areas. In 1964, plans were prepared to accommodate a second floor addition to the building. The second floor was completed in 1965. The Village of Mount Prospect took possession of the building in 1976. The Village has undertaken limited restoration and renovation of the original work space. There are currently 37 full-time employees and 8 part-time employees working within the building on the two floors and the basement. The number of employees per floor is as follows": Basement -3; first floor -31; second floor -11. The Departments/Divisions which work out of the Village Hall include: Village Managers Office, Community nity Development, Finance, Village Clerk, Data Processing, Building Inspections and Health. There is extensive use of computer and electronic office equipment. The first floor operation also requires extensive counter space for persons doing business at the Village Hall. There are approximately 150 persons per day who come to Village Hall to conduct business. The service Village employees provide includes extensive telephone contact in addition to the personal contact of the walk-in traffic. Please note that the Engineering Division consisting of 8 employees recently moved out of the basement area to another location. The space previously occupied by the Engineering Division is currently unoccupied and has not be reassigned for other uses. Issues to be Addressed at Village Hall - Phase I 1 The Village Hall currently houses three Departments (Community Development, Finance and Village Manager's Office) and four Divisions (Village Clerk; Data Processing, Building Inspections and Health). These Departments and Divisions are located on different floors at the Village Hall. The flow of citizen traffic for service at Village Hall is not efficient due to the location of the Departments and Divisions on different floors. -1W Evaluate possible revision of the current office space configuration t# maximize efficiency for citizens doing business at Village Hall and to provide adequate space for employees. Much of the current office space is defined by movable walls. Consider furniture options which will maximize space utilization and improve customer flow. Evaluate and recommend appropriate individual department space needs based on function and office equipment used as part of job function. 0%01 Evaluate the possibility of grouping Departments which provide similar citizen services together to improve the work flow. The grouping of Departments is also expected to facilitate Departmental and citizen interaction. Z The Village Hall has only one meeting room capable of holding more than 8 persons. There are three other small meeting rooms. However, none of the conference rooms are capable of audio/visual presentations. Evaluate the need for meeting room space and recommend revisions to increase the size and/or number of the meeting rooms based on a review of the need for meeting space. 3. Storage space for records and supplies is very limited throughout the Village Hall. Evaluate storage needs throughout the building and recommend possible solutions. AW Identify space needs based on current and projected number of employees compared to industry standards. The space recommendations should indicate the overall floor space needs compared to floor space available. Also, recommend possible solutions to resolve any space deficiencies. Building, ComoonenVCode Issues - Phase 11 This section details the items which should be evaluated to provide possible solutions to deficiencies in building component units and Code related issues. Phase I focused primarily on the space needs necessary to efficiently conduct Village business. Among the other deficiencies to be addressed are building component deficiencies. 1. The Village Hall was originally a bank building and its architectural style reflects the open flow of customers. Due to the large open area of the first floor, there is a great deal of noise from office activities which makes it more difficult to conduct Village business. Also, the large area is divided by a long counter which separates citizens and staff. Additionally, the first floor has a high ceiling which makes it difficult to maintain a constant and comfortable temperature. The building hat windows running from nearly the floor to the ceiling on the first and second floors. The windows have previously been identified as a major contributor to heat loss. Evaluate the need to rearrange the large first floor area to improve work flow and traffic patterns for citizens doing business at the Village Hall. Recommend a solution to minimize office noise to improve the conduct of Village business. Recommend solutions to resolve the temperature problems along with possible window designs to provide insulation and adequate lighting, but also allow a fresh air option. Recommend whether ceiling height should be revised to improve appearance and maintain a constant temperature. 2. The Village Hall's HVAC system has required extensive maintenance and is very inefficient in heating and cooling of the building. Also, the ductwork systems have never been thoroughly cleaned. This has created an undesirable office working, environment. The heating/cooling zones are poorly designed and make the working environment subject to extreme temperatures and are difficult to regulate. Provide the cost estimates to replace or repair/rehabilitate the HVAC system. Provide cost estimates for cleaning of the ductwork and replacement if necessary. Provide cost estimate for redesigning the heating/cooling zones. The possible solutions should improve general office environment whether the HVAC is replaced or repaired. O%W Review the architectural design features of the building to determine whether the extensive use of single -pane glass as an architectural feature of the building is acceptable. Provide a cost estimate to redesign the interior -and exterior to improve heating and cooling and to minimize the effect of outside atmospheric conditions upon the internal working environment. 4*40 Evaluate the possible replacement of existing marble slabs with appropriate aesthetic materials which are maintenance free. Additionally, the current roof is in need of repair. Recommend a roof replacement schedule compatible with the other work. AW The Village has installed extensive computer and telephone cabling which should be maintained if possible. If necessary, recommend a plan • revise ♦ existing • based on proposed office changes. 3. It is believed that asbestos is in the building. Specifically, the pipe installation between floors is suspected to include asbestos. A review should be conducted to determine the extent of use and recommended remediation. Review plumbing within the building to determine adequacy and recommend revisions to rectify any Code or adequacy deficiencies. 4. The Village Hall has numerous Code deficiencies including the lack of a sprinkler system and an inadequate fire/security notification system. Also, the building is not in Code compliance in certain other areas. Although the Village enforces these Codes in other buildings, the Village itself has not fully complied with these Code requirements. O"W Determine cost projections to install sprinkler, fire control system and other requirements per Village Code. Determine cost projections to bring the number of parking spaces into compliance with appropriate Codes. 0*0 Review other relevant Codes as they relate to the Village Hall and recommend solutions and cost estimates to come into complete compliance. Review of Buildina OMons - Phase III Phase III of the project requests an estimate of costs relating • deficiencies identified in Phases I • 11. All proposed solutions should be complete enough for the Village Board • • • to make a decision regarding • that needs to be undertaken. Below is a • • options which must be addressed. A. Renovate Existing Building Issues which must be addressed for any major renovations are listed below. Projected cost of compliance with all Codes; i.e., Fire, Parking and relevant areas. Projected cost of HVAC repair and replacement including a thorough cleaning of ductwork. Projected cost of increasing the office space to comply with industry standards and meet identified needs of Village personnel and service delivery requirements. Projected cost N of design and construction and any expected relocation expenses incurred during construction. Projected cost of resolving any other building component deficiencies identified through the study. B. Expand Existing Building Issues which must be addressed if recommendations are made to expand the existing building: Projected cost of compliance with all Codes for existing building. Projected cost of HVAC repair, replacement and expansion. Projected cost of design and construction of expanded office area. Determine impact and proposed solution of expansion upon parking requirements. Projected cost of design and construction of office space which is compatible to industry standards and service delivery. Also, include the projected period of relocation and a reasonable cost estimate of the temporary space. 'I IN r I ritisril IN R C. Relocate Village Hall into Other Existing Office Space Issues which must be addressed if a recommendation is made to move the Village Hall to another site. Projected cost to rent or purchase existing office space in proximity to downtown. Projected cost of upgrading other office space to the level which can meet Village service standards. Projected sale value of current Village Hall. Projected cost of relocating Village Hall services to new office site. Projected cost of purchasing additional furniture for new site. D., Build a new Village Hall on Current Site or a New Site Issues which must be addressed in any recommendation to build a new Village Hall. Projected cost of building new Village Hall on current site, of Village Hall including architectural and engineering fees. Projected cost of relocation expenses, including rent and other related costs. Projected cost of purchasing additional/new furniture. Projected cost of obtaining a new site for Village Hall in the downtown area. Projected cost of building new Village Hall at a different site including architectural and engineering fees. Projected sale value of current Village Hall. 1 Conclusion The Village of Mount Prospect is requesting proposals for a three-phase study regarding the adequacy of space and an acceptable working environment in the Village Hall. The study should identify space deficiencies, building component deficiencies and Code compliance deficiencies and provide cost estimates for possible solutions. The proposal should include a projected cost breakdown for each phase. Please include the estimated time period and your fee for completing each phase of the study. Also, please include information about your firm and your experience with projects of this nature, as well as information regarding your last three projects of this kind. The successful vendor will be requested to meet with the Project Chairman and other Village officials prior to the start of each phase of the study and to provide a preliminary report for review and comment by Village staff. The final report should include proposed floor plans and cost estimates for each proposed solution. The final report should also include an Executive Summary which can be provided to the general public. Fifteen copies of the final report are required. The Village reserves the right to award a contract for professional services for a single phase of the project or any combination of phases. Completion of any single phase does not obligate the Village to proceed with a subsequent phase. NOTE: Also included in this packet is a floor plan of each floor and the current HVAC system. The copies are from a previous study focusing on the HVAC alteration. As of this date, none of the recommendations has been implemented. Pre -submittal tours are available on an appointment -only basis. Appointments must be coordinated through David Strahl, Assistant to the Village Manager. Attached are additional instructions outlin"ing the Village's Purchasing Policy. Phone: 708 / 392-6000 Fax, 708 / 392-6022 TDO.- 708 / 392-6064 VILLAGE OF MOUNT PROSPECT INSTRUCTIONS FOR PROPOSALS FOR PROFESSIONAL SERVICES Proposals to be entitled for consideration must be made in accordance with the following instructions: 1 The Village of Mount Prospect reserves the right to reject any or all proposals, or any part thereof, or to accept any proposal or any part thereof, or to waive any information in any proposal deemed to be in the best interest of the Village. 2. No proposal for services may be withdrawn after the scheduled closing time for receipt of bids for at least thirty (30) days. 3. Proposals must be signed by an authorized official of the organization submitting the response and the name of the official and his/her title typed below the signature. 4. Respondents are expected to provide appropriate background materials illustrating qualifications relevant to the proposed project. Also, each individual who will be involved in the project must be identified along with applicable hourly rate. 5. The Village reserves the right to designate alternative personnel of the responding firm when the Village is dissatisfied with the performance of the originally assigned personnel after the project commences. 6. Prices shall be stated in units when applicable and quotation made on each item separately. In case of conflict, unit price shall govern. MAYOR GERALD L FARLEY TRUSTEES GEORGE A CLOWES TIMOTHY J CORCORAN RICHARD N HENDRICKS PAUL WM HOEFERT'Village MICHAELE W SKOWRON INV of Mount P%rosr%ect IRVANA K WILKS VILLAGE MANAGER MICHAEL E JANOMS 100 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE CLERK CAROL A FIELDS Phone: 708 / 392-6000 Fax, 708 / 392-6022 TDO.- 708 / 392-6064 VILLAGE OF MOUNT PROSPECT INSTRUCTIONS FOR PROPOSALS FOR PROFESSIONAL SERVICES Proposals to be entitled for consideration must be made in accordance with the following instructions: 1 The Village of Mount Prospect reserves the right to reject any or all proposals, or any part thereof, or to accept any proposal or any part thereof, or to waive any information in any proposal deemed to be in the best interest of the Village. 2. No proposal for services may be withdrawn after the scheduled closing time for receipt of bids for at least thirty (30) days. 3. Proposals must be signed by an authorized official of the organization submitting the response and the name of the official and his/her title typed below the signature. 4. Respondents are expected to provide appropriate background materials illustrating qualifications relevant to the proposed project. Also, each individual who will be involved in the project must be identified along with applicable hourly rate. 5. The Village reserves the right to designate alternative personnel of the responding firm when the Village is dissatisfied with the performance of the originally assigned personnel after the project commences. 6. Prices shall be stated in units when applicable and quotation made on each item separately. In case of conflict, unit price shall govern. 7. Time of delivery showing substantial completion is a part of the consideration and must be stated in definite terms which are comparable with other respondents. If delivery or performance is not made within the specified time, the Village of Mount Prospect reserves the right to cancel the contract for services or any portion thereof. 8. In case of default by the respondent, the Village of Mount Prospect may procure the services from other sources and may deduct from the respondent or terminate the service agreement. Full payment will not be provided until the service is completed and accepted by the Village. 9. The Respondent shall hold the Village of Mount Prospect, its officers, agent and employees, harmless from liability of any nature or kind on account of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used under this response. 10. Successful Respondent agrees to comply with all rules and regulations pertaining to Public Contracts adopted by the Illinois Fair Employment Practices Commission and Village of Mount Prospect (gee attached). 11. Respondents will be required to comply with all applicable laws including those relating to the employment of labor and the payment of local prevailing wage rates. 12. The opaque envelope containing the Proposal shall be marked plainly, "PROPOSAL FOR PROFESSIONAL SERVICES" With SERVICE DESCRIPTION, date and time of closing written thereon. Appendix I EQUAL BeLOYMENT OPPORTUNITY CLAUSE required by the Illinois Fair Employment Practices Commission as a material term of all public contracts. In the event of the contractor's noncompliance with any provision or this Equal Employment Opportunity Clause, the Illinois Fair Employment Practices Act of the Fair Employment Practices Commission's Rules and Regulations for Public Contracts, the contractor may be declared noaresponsible, and therefore ineligible for future contracts or subcontracts with the State of Illinois or any Of its political subdivisions or municipal corporations and the contract may be cancelled or avoided in whole or in part, and such other sanctions or Penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of this contract, the contractor agrees as follows: I - That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or ancestry; and further that it will examine all job classifications to determine if minority pawns or women am underutilized and will take affirmative. action to rectify any such undauWization. 2. 71ot, if it hires additional employees in order to perform this contract, or any portion hereof, it will determine the availability (in accordance with the Commission's Rules and Regulations for Public Contracts) of minorities and women in the areas) from which it may reasonably recruit and it will him for each job classification for which employees we hired in such a way that minorities and women am not underutilized. 3. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin or ancestry. 4. That it will said to each labor organization or representative of workers with which it has or in bound by a collective barSaining or other agraamemt or understanding, a notice advising such labor organization or representative of the contractor's obligations under the Illinois Fair Employment Practices Act and the Commission's Rules and Rnulations for Public Contracts. If any such labor organization or repro se:ntative fails or refuses to cooperate with the contriaor in its efforts to comply with such Act and Rules and Regulations, the contractor will promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations tha=utder. 5. That it will submit reports as required by the Illinois Fair Employment Practices Commission's Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be raquested by the Commission or the contracting agency, and in all respem comply with the Illinois Fair Employment Practices Act and the Comini n's Rules and Regulations for Public Contracts. 6. That it will permit access to all relevant books, records, accounts and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. 7. That it will include verbatim or by referemm the provisions of paragraphs I through 7 of this clause in every performance subcontract, as defined in Section 2.10(b) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor; and that it will also so include the provisions of paragraphs 1, 5, 6 and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor, in the same manner as with other provisions of this contract, the contractor will be liable for compliance with applicableprovisions of this clause by all its subcontractors; and further it will promptly notify the contrasting agency and the Illinois Fair Employmew Practices Commission in the event any subconumdor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the Commission to be nonresponxible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations. With respect to the two types of subcontracts referred to under paragraph 7 of the Equal Employment Opportunity Clause above, following is an excerpt of Section 2 of the FEPC'iv Rules and Regulations for Public Contracts: 'Section 2.14. The term 'Subcontract" means any agreement, arrangeamt or understanding, written or otherwise between a contractor and any person (in which the parties do not stand in the relationship of an employer and an employee): 1. for the furnishing of supplies or &avice* or for the use of real or personal property, including lease arrangements, which in whole or in pan, is utilized in the performance of any one or more contracts; or b. under which any portion of the contractor's obligation under one or more contracts is performed, undertaken or assumed." 14 e-L15,K,L N0TaS VACUUM GLV.-.! A• L L C%Lk-,{"Wopje_- Aim -r g4r_m 1 F IA L �-r+i N F w A t Pr -Lo LJs MO til rY H rAV t�� -STORAGE ---r-0 CUl �' FG�-" v �.+�-+ ' 1"+ c.c a w NGA f )4 � MACH t Ne PewM WITH enP LL a. PROPOSED HVAC ALTERATIONS -BASEMENT -- , a Al 00 -SCALE: NONE N. PROPOSED HVAC ALTERATIONS -FIRST FLOOE� � SCALE:NONE ti';.1 AELF= MoDLJ LA71 KramVAL V PIiw eN AL U PFzI M C-_Ta� f�� N Pl PM. 6; F:19'» M CONTOOL-4 g©i -5G.i.-1okez-"m Ail P cAmpap2 To VA. _" LIH (:�,LOAW okLL PUeI-WOMW-- AA ��l f tom. L p ���• W06 -r -: Tq t PAA`e -it (D -PROPOSED HVAC ALTERATIONS* -SECOND FLOOR, SCALEMONE Village of MountProspect Mount Prospect, Illinois 4L INTEROFFICE MEMORANDUM TO: Village Manager FROM: Director Public Works DATE: May 18, 1989 SUBJECT-* Village Hall Remodeling Estimate A study was done recently by Teng and Associates addressing the HVAC system in the Village Hall. For years, we have been plagued with complaints on temperature control in this building, and we are unable to fully satisfy the occupants. Since this HVAC equipment was installed over 25 years ago, the use of the building has changed. There are now different walls, which impede the flow of air and the system was never rezoned to reflect the changes. Also, the office equip- ment such as computers, electric typewriters, etc. now emit more heat, which was never compensated for in the cooling system. The consultant recommends that the Village plan the *removal of the existing boiler and air handling unit in the basement and replace them with more modern and efficient units which will have a service life of 20 years or more. Most of the equipment in the building is obsolete and has served its useful life. The consultant has provided us with a long term program intended to correct all deficiencies. These are as follows: Substructure work $ 16?731 Superstructure work- 6,241 Exterior-doors'and windows 128,261 Interior construction 58,909 HVAC mechanical 164,470 -- Electrical total 95,437 Gen. design and construction contingency 2161,708 Estimated project subtotal . 0 0 6 0 0 $686,757 The following items were excluded from the estimates: 1) Professional:- consultants - fee (est. $86,290). 2) Additional escalation costs if not started by fourth quar- ter 1989. (Suggested start date by March 1990, with. completion by September 1990) 3) Roof repairs - unknown at this time. (Will have rooftop units with openings for duct work and strengthening.) 4) Exterior closure walls (other than replacement windows) - unknown at this time; pending detailed design work. 5) Asbestos removal. (It is known there is asbestos around some of the ductwork on the first floor. until the ceil- ing is removed, it would be difficult to project quantities and removal costs; projected to be significant.) 6) Furniture, furnishings or equipment (not considering any replacements as part of the estimate). 7) Carpets - To replace 10 to 25 -year-old carpeting on the first floor and basement, our cost would be $22,434. This does not consider replacement of carpeting on the second floor. 8) Upgrades to any building public address, telephone, or electrical service and distribution should consider new electrical power distribution. (In the older section of the building, there is a substantial amount of cloth -coated wire that is becoming brittle and should be replaced. Also, the existing breakers are becoming very difficult to replace due to their obsolescence. Project $30,000 min. for this work.) 9) Upgrades to plumbing and fire protection systems. (Replace plumbing only, projected to cost $20,000.) 10) Temporary office space to allow complete turnover for contractors' work. (Projected to cost $33,000 for trailer occupancy in parking lot for six months.) 11) Redecoration of adjacent spaces affected by construction - no estimate available. If it is determined not to do anything, there are some other expenses that have to be addressed: 1) Do we replace all old carpeting? (Estimated cost $22,434) 2) Do we clean existing ducts? (Receiving complaints from employees. Minimum cost $13,000, which may increase if sections of ceiling have to be removed.) 3) Boiler inspection (Basement unit mandatory expense - est. $3,200) 4) Replace-boiler'tubes (Basement unit $4,000 est. - should be done.) 5) Should we replace emergency generator and switching gear? (Est. cost $50,000) 6) Should we replace plumbing system'.) (Min. cost est. $14,000) 7) Replace sewage ejector pumps (Should be done; est. cost $6,000. 8) Remove underground fuel tank and restore parking lot. (Est. $5,000,) 9) Should we remodel space currently housing engineering personnel'.) (Est. cost $20,000) 10) Should we remodel Inspection Services area? (Est. cost $4,000) If all expenditures were approved as suggested, it is projected that the equipment would have a life expectancy of 20 years. All windows would be replaced with decreased area and would be insulated as well as tinted. It was assumed that the building would be vacated one floor at a time for the work. If all items were addressed and replaced as suggested, our esti- mated cost could be as high as $878,481. To do nothing with the HVAC system, except strictly essential work, Our cost would be estimated at $31,200. To eliminate the fuel 'tank, replace older carpeting, clean ducts, replace emergency generator, and do minor plumbing and electrical repairs, our cost is estimated at $121,434. Attached are copies of pertinent data which were reviewed in compiling this report. If there is a need to clarify any sec- tion, please contact me. Herbert L. Weeks HLW/td attach. C: Finance Director A. Min. suggest for complete replacement HVAC system $686,757 per consultant's long-term program 86,290 consulting fee 22,434 replace all old carpeting 30,004 replace electrical 20,000 replace plumbing 33,000 temporary office space $878,481 Total B. Min. suggested expenditure .3,200 boiler insp. ### boiler tubes !#! electrical/plumbing 13,000 `. ducts 6,000 _ • ` pumps $ 31,240 Total C. Optional expenditures ♦ ♦ replace • • 5,000 remove fuel tank !i! remodel 20,000 replace all plumbing 50,000 •- • $121,434 Total. EXMBIT C h ee; wn w w wp TO: Village Manager FROM: Director of Public Works DATE: March 3, 1994 SUBJECT: 1994--95 Village Budget Cost Estimate for Village Hall The information found in this memorandum highlights the costs associated with a complete rehabilitation of the Village Hall. The best place to begin phasing the rehabilitation of the Vil- lage Hall is to perform an in-depth space utilization study on .all three (3) floors of the building. The reason behind perform- ing this task is if the floor layout changes (walls are moved, constructed, etc.) this will change the zones which affect heat- ing/cooling, and circulation. Upating or replacing the HVAC system should not occur until after these changes to ensure the new system can evenly control the temperature of the building. After this has study has been performed the physical rehabilita- tion work can begin. PHASE 1 Space Utilization Study and consulting engineer design $ 30,000 PHASE 2 Relocation of all employees for one year (19,500 sf X $20 sf) $ 390,000 Moving - 100,000 Reroof building 35,000 Electrical wiring relocation/replacement 30,000 Telephone wiring relocation/replacement 20,000 Window replacement 165,000 Front and rear door - replace closure and install pressure plate 18 000 $ _758,000 PHASE 3 - May run concurrently with PHASE 2. Clean ducts $ 20,000 Replace ejector pumps 15,000 Page 2 Village Hall Remove basement and first floor HVAC units, replace coaling tower and add 1 HVAC unit for data processing 75,000 Flush AC coils 41000 Replace emergency generator and transfer gear switch 75,000 Basement washroom rehabilitation including ADA, plumbing, etc. 50,000 Plumbing - replacement of deteriorating pipes, etc. 25,000 Replace HVAC equipment on second floor 60,000 Replace duct work 20,000 Replace/relocate cold air returns; add thermostats 15,000 $ 359,000 PHASE 4 Carpeting 45,000 Painting 12,000 Draperies 20,000 Furniture 200,000 Ceiling tiles 12,000 Lighting 5,000 294,000 PHASE 5 Repair and replace black facade terrazo panels on building 3,000 Tuckpointing and marble repair 61000_ PHASE 1 $ 30,000 PHASE 2 758,000 PHASE 3 359,000 PHASE 4 294j000 PHASE 5 9,000 TOTAL $1j450,000 from the desk of HERBERT L. WEEKS 9. "' Vffl. /"�s / 9,v 0, 'te HAMAM MOUNT PROSPECT PUBLIC WORKS DEPT. 1700 W. Central Road Mount Prospect, Illinois 60056 - (708) 870.5640 V9 i Y A S F I S C H E L P A R T N ERS HIP EXHIBIT D Scope of Services SCOPE` OF V1 Le G; 0 In preparing this scope of services for the Mt. Prospect Village Hall, Stephen Yas was fortunate to have the opportunity to discuss the process and the project with Dave Strahl, Assistant to the Village Manager. Mr. Strahl and Mr. Yas also spoke with Steven Blonz of Boelter Associates (a hazardous waste consultant) regarding the Village's concerns regarding asbestos in the existing Village Hall. These discussions were most helpful in focusing our efforts on a site and program specific scope of services for the Mt. Prospect Village Hall. We understand the following: 1. A complete building program and area summary needs to be developed. 2. The facility is 15,000 sf on three levels, including a basement. 3, The existing building was designed as a bank facility over 30 years ago. The interior layout originally had large open spaces, since that time these have been divided up into enclosed rooms and offices. This has contributed to environmental discomfort for the occupants. 4. Space plans are to be developed for the First Floor for primary public functions only. 5. Building security concerns need to be addressed. 6. Significant problems are occurring; which relate to the mechanical system and the single" pane exterior windows. In addition, it is noted that numerous locations have incurred water damage. 7. The- building fis" in compliance with ADA. 8. Lack of sufficient parking spaces is a concern. We welcome the opportunity to discuss the following Scope of Services with the Committee to assure that we are focusing our efforts on that which they specifically require. Cl ❑ 11 0 El El ❑ Y A S/ F I S C H E L P A R T N E R S H I P Scope of Services (continued) PHASE I: CONCEPTUAL DESIGN / SPACE UTILIZATION STUDY The conceptual design / space utilization study process will begin with an affirmation of your needs by reviewing existing information, asking probing questions, lialLm :_ng, and understanding how you Village Hall wants to work within this concept, and wants to be portrayed (built form as image of conununity character). In this initial phase we use creative thinking and problem solving to address those needs. Good design and listening talents add value to the project, enhance the community image, are meaningful to the users, and are sensitive to the context. The design alternatives are done "to scale" on the site plan to communicate and assist the Village Hall staff in perceiving the ramifications of decisions on the internal building functions and exterior appearance as well as the site utilization - simultaneously. Statements of probable construction cost are prepared by an independent cost consultant who we have had great success with over many years. These statements will be prepared at the completion of Phase 1, and are reviewed with the Building Committee. The Phase I statement of probable construction cost wili carry over to Parts II and III. It allows for actual cost testing of goals, desires, and size. The statement of probable construction cost at this phase assists in defining realistic expectations prior to major expenditures of architectural fees. 1.11. Define scope of work for project. 1.12. Obtain existing site and building information from Owner, and review. 1.13. Prepare Owner space relationships, area (SF) requirements and space descriptions from space needs assessment interviews. 1.14. Listening session with key staff, Stephen Yas and Jonathan Fischel to "brainstorm" the project in general, including image and feeling, goals and desires, etc. which are real, but not quantified in the needs assessment. 1.2 CONCEPTUAL DESIGN 1.21. Prepare a maximum of three (3) alternative space plan design concepts. 1.22. Meeting(s) with Owner to review alternative space plan design concepts. 1.23. Possible follow-up meeting to finalize design concept. 1.3 CONSULTANTS 1.31. "Brainstorming" meetings with M/P/E engineer(s) for design input. 0, 11 11 7 7 a a Y A S/ F I S C H E L P A R T N E R S H I P Scope of Services (continued) 1.4 COST AND SCHEDULE REVIEW 1.41. Prepare statement of probable construction cost for final design alternative to finalize and review project budget (optional). 2. PHASE II BUILDING COM70NENT I CODE ISSUES 2.1 Review and evaluate existing noise, comfort level, ceiling heights, and exterior window wall. 2.11. Prepare a maximum of three elevation designs and wall section alternatives. 2.2 Review and evaluate existing Village Hall HVAC system 2.21. Prepare Statements of Probable Construction Cost to repair/ rehabilitate HVAC system. 2.22 Prepare Statements of Probable Construction Cost for cleaning ductwork. 2.23 Prepare Statements of Probable Construction Cost for redefining climate zones. 2.24 Prepare Statements of Probable Construction Cost based on the drawings prepared in Item 2.11 above. 2.3 Evaluate exterior marble slabs, related detailing, and probable water infiltration concerns. 2.4 Evaluate and recommend a roof replacement schedule. 2.5 Review, evaluate, and recommend solutions to asbestos concerns. (See enclosed proposal fromµ hazardous waste consultant.) 2.6 Review plumbing for adequacy and code concerns. 2.7 Prepare Code Analysis for Phase I - Space Utilization Plan. 2.71 Prepare Statements of Probable Construction Cost to install new sprinkler system, fire control system, and other requirements per Village Code. 2.72 Prepare parking layout design and Statements of Probable Construction Cost to bring the number of spaces up to code requirements. 2.73 Recommend solutions and Statements of Probable Construction Cost to bring facility into compliance With Village Codes. 0 El 11 1:1 El 0 Y A S I F I S C H E L P A R T Scope of Services (continued) 3.1 Renovate existing building 3.2 Renovate and expand existing building 3.3 Relocate Village Hall to other, existing office space. 3.4 Build a new Village Hall on current site or on a new site. Y A S / F I S C H E L P A R T N ERS HIP Project Schedule The proposed project schedule that we have identified is based on the Request for Proposal of 15 February 1995 by the Village of Mt. Prospect, as well as.Stephen Yas' discussions with Dave Strahl, Assistant to the Village Manager. It is our understanding that based on the tasks involved, it is possible for some aspects of each phase to be accomplished concurrently. Therefore the project schedule may be reduced from 12 weeks (see "Dates" column below) to reflect a nine (9) week time frame. Phase Duration Dates Phase 1 4-5 weeks 3 April 1995 - I May 1995 Phase 11 3-4 weeks I May 1995 - 22 May 1995 Phase 111 2-3 weeks 22 May 1995 - 5 June 1996 This draft schedule, submitted for your review, is a comfortable one based on timely decision-making during the course of the project on the part of Village of Mt. Propect. We must all be sure that the process enables the greatest potential to come forth for your Village Hall. 1:1 0 11 11 © ❑ ❑ D Y A S ` F I S C H h L P Ali R T N E R S H I P A Jt C Ff I T h C T If R E + T3 C N 4: 6 C R 0 P. P V A N S T 0 1 L 0 f S 6 0 1- 28 April 1995 Faxed 28 April 1995 to 708.392.W22 (Revised 11 May 995) (Revised Fazed 11 Moy 199,5) 1 Mr. David Strahl Assistant to the Village Manager Village of Mount Prospect 100 South Einenon Strmt Mount Prospect, Illinois 60056 DM David: Tba YWFischcl Partncrsbip appreciates the opporhmity to revand hwLher to you and Sp=' Skid Committee. Our responses to the questions oudined lia your letter of 27 April, 1905 and our subsequent discussions are as follows: 1. ProviA, an astihuved n�imr of hours 41&ffed to each phase f4or professional services. - (Note: A significant number of these hours will be performed by the owners of ft Yas/Fischel P p. Revised hours are rcf1=tcd iu the new refined fee.) 4 7 5 0 5 0 D 01 Rev Phase 1 147 hours (42) 1,05 h Phase H 134 hours (-11) 1,23 hows, Phase M 7.1 hiatus 0) 70 hours Total: 354 hours 298 hours $299355 (44 00) $249353 (Note: A significant number of these hours will be performed by the owners of ft Yas/Fischel P p. Revised hours are rcf1=tcd iu the new refined fee.) 4 7 5 0 5 0 D Protect: Mount Prospect Vi]Wge Hal Letter to: Mr. David Strahl Date: 28 April 1995 (Revised 11 May 1995) 2. Confinn or riot confirm the fec amount quoted in tha proposal, far services is not a "not to exceed figure". If the quoted price anticipated additional services beyond the services listed in the proposal, please provide an estimated cusl for such a tional services or fees. I The f0c amount quoted is a "not to exceed f1pre". As stated in our proposal, our quoted fee does not include the investigation of as for this project. A separate consultant. Boelter EnvirowrwnW Cousulmnts, is identified in n our proposal to perform the requested asbestos investigation services. Their fee for the scope of this work is a "not to exceed" fee Of, prepar We trust that the information outlined above wiIl assist ft Space Study COnunittee in ing i June Its A, Mommendation to the Village Board on 13 Ju 1995 Thank you again for an enjoyable and info=afive interview, You and your committee would be a plmuxe to work with. With Regard I Stephen as AIA partner Summary of Firms Responding to RFP (Exhibit E) 4 Firm Phase I cost Phase 11 Cost Phase III Cost Total Review Interview A.M. Kinney $4,600 $6,300 $3r800 $15,104 X X Applied Design $4,700 $12,800 $5,900 $23,400 Archiplan $10,400 $6,600 $5,100 $22,100 Architectual Consultants $1'9,500 $26,500 $22f500 $68,500 CCS/Owner Seryices $8,500 $24,250 $8,750 $41,500 X X Criezis $12,250 $17,105 $10,500 $39,855 Dearborn $4,000 $11,000 $15,000 $30,000 X FGM $9,380 $8,150 $8,720 $26,250 X X John Victor Frega $5,700 $4,400 $5,600 $15,700 X Moyer & Assoc. $6f000- $8,000 $18,000 $32,000 X Teng & Assoc. $1 of 500 $24,800 $23,400 $58,700 Yas/Fischel $8,610 $10,,005 $5,740 $24,355 X X NOTE: Review = Firms which Committee Reviewed NOTE: Interview = Firms which were Interviewed by Committee VHSPC1.XLS 618195 �s AGENDA MOUNT PROSPECT, SOLID 'WASTE COMMISSION June 15, 1995 Conference Room 8, Public Works Facility 1700 West Central toad ?:30 PM I. CALL TO ORDER II. APPROVAL OF MINUTES III. CITIZEN FORUM (Each resident is limited to 5 minutes) IV SOLID WASTE PROGRAMS V. MONTHLY DATA VI. COMMERCIAL RECYCLING VII. SWA CC Citizens Advisory Household Hazardous waste Collection Day VIII. EVENTS, . public Works open House (May 20, 1995 ) • 4th of July Parade (Tuesday) IX OTHER BUSINESS X. NEXT MEETING ( July 20, 1995), X.I. ADJOURN" MOUNT PROSPECT SOLID WASTE COMMISSION MEETING OF MAY 18, 1995 PRESENT: Dick Bachhuber, Bill Donovan, Holly Johnson and Harold Rentschler. Lisa Angell - Solid Waste Coordinator, ABSENT*- George Luteri, Rod Mobus, Mary Rosen, Ken Westlake and Mary Winkler. There were not enough Commission members present at the May 18 meeting to have a quorum. The following is a summary of the informal discussion that occurred on the 18th. The focus of the discussion was on the draft commercial recy- cling survey. Commission members reviewed the revised document and suggested a few additional changes. It was the consensus of the Commissioners present that when the new revisions are incor- porated the survey would be acceptable to submit for publication in the Chamber of Commerce Newsletter, The Solid Waste Coordinator informed the members that although no official announcement had been made by the Village it appears SWANCC will sponsor a pilot commercial recycling program in Mount Prospect. Commission members also discussed the litter program in Des Plaines which includes numerous waste receptacles in the down- town. Apparently there was concern as to what happens to the recyclable material. The Coordinator confirmed the time slot Commission members would be working at the Public Works Open House on the 20th. There being no further discussion the meeting closed at 8:30 PM. M. s a Angell Solid Waste Coordinator MINUTES ECONOMIC DEVELOPMENT COMMISSION Trustees Room.) Village Hall Thursday, June 1, 1995 8:00 A.M0 The regular meeting of the Economic Development Commission (EDC) of the Village of Mount Prospect was held on Thursday morning, June 1, 1995 at the Village Hall in the Trustees Room,, 100 South Emerson Street, Mount Prospect, Illinois. The meeting was called to order at 0 a.m. b airman John Riordam Members present were: y Ch Bruce Gillilan, Ben Trapani and Norman Kurtz. Members absent were: Brian McCarthy and Dale Jessie. Also present were Janet Han er4 Executiiv D* ctor of the Mount Prospect Chamber of s e ire Commerce; William J. Cooney, Director of Commu * Development Department-, and Dave 1nity Hulseberg, Deputy Director of Community Deve I lopment. Minutes of the May 4th meeting were approved on a motion by Norman Kurtz, seconded by Ben Trapani. The motion to approve the minutes passed unanimously, 4 ayes, 0 nays. OLD BUS Allev Orr ertl i ess.D .g_e1 01 n a t Cooney indicated that staff is continuing to work with Stimsonite to locate their manufacturing fitcility in the Kensington Business Center. Mr. Cooney stated that they currently lease space in the Kensington Center but are considering relocating a 150,000 square foot manufacturing facility on W -P 10 vacant acres in Kensington. MT. Cooney also *indicated that Braun Hinge was seriously considering locating on 7 vacant acres in &-% in the Kensington Business Center on Feehariville Drive. He indicated the facility would be approximately 70,000 square feet of office and manufacturing space. If both the Stirsonl*te and Braun deals come to fruition, the majority of the Kensington properties would be fully developed. Mr. Cooney -indicated that he met with the owners of Schumacher Electric to discuss the possibility of relocating to the Trade Services Building on Central Road. He stated that the existing building is 50,000 square feet and that Schumacher would be *interested in constructing an additional 20,,000 square feet for their manufacturing operation. He stated that he is aftemptiniz to set a site 'Visit for the Schumacher facility%so that staff can get a better understanding of their total operation. Cooney also indicated that the 14 unit theater complex proposed by General Cinema would be moving forward through the zoning process. He met with representatives from Rouse/Randhurst this week to discuss the time schedule for the proposal. Economic Development Commission Minutes Page 2 lir. Kurtz asked for status on'the, downtown projects. The status of the Pontarelli project,, Northwest Electric and vacancies in the downtown were discussed. In addition, Mr. Hulseberg indicated that SportMart was continuing construction of the facility on Rand Road and that Easy Rider had occupied their Rand Road facility. NEW-RUSOESS, A. ,Rgmj:jniAiSQ'_fl,O There was some general discussion regarding the letter that was sent to all the business contacts by the Economic Development Commission. It was decided that Commission members would follow up on the letter with phone calls within the upcoming month. B. Bank an L"nnl Chairman Riordan indicated that he, Mr. Hulseberg and Mr. Cooney had met with John Eilering and Mike Abbrazimi to discuss the potential of a local bank pool for new busm*ess prospects. He indicated that it was only a preliminary meeting but that there was some general optimism that it was a possibility. The discussion had revolved around the Micro Loan Program for start-up busimesses that all the local commercial banks could contribute to. Staff *indicated that they would continue to follow-up with the local banks and they would update the Economic Development Commission as they move forward. C. ]EDC I Ap_,4', . ..... got Mr. Cooney distributed the revised version of the Economic Development Annual Report, for review bye the Commission. Mr. Kurtz *Indicated that he would attempt to be present at the Vfte Board mee* when the report was presented. It was contemplated that it would be presented at the June 20th Village Board meet'Mg for the Board's approval. Mr. Gillilan moved to approve the 1994 Economic Development Commission Annual Report, and it was seconded by Mr.,,Kxurtz. The motion to approve the report was passed unanimously 4-0. D. 1C7SC,`_C'Qif'mr nge "U'DAM-c Mr. Hulseberg indicated that he had recently attended the International Council of shopping C4mters Arnud Conference in Las Vegas. He stated that he met with each of the five major commercial developers that own shopping centers in Mount Prospect who were attending the Conference. -He stated that he felt he made, some valuable contacts and that he hoped to bring some of the businesses he met into the Village. There was general discussion of the vWue of having CornInlission members attend such conferences. It was unanimous that there should be representations at the local conferences and agreement to discuss attending oWu1si D e conferences at a further date. Mr. Gillilan stated that the Econormic evelopment Minutes Page 3 Commission may want to consider the use of floppy disks as a means of marketing the Village. The Economic Development Commission asked staff to investigate this possibility and report back to the Commission. E. No tAssog Mo _:P, rosn99't_.As.,' nn'Add' fgr Y,, o -of Rgalw ]aasin Mr. Hulseberg stated that he felt that it would be beneficial to have a breakfast meeting with all commercial brokers that do business in Mount Prospect. He stated it would be an o portunity for the Village to demonstrate the positive attributes of locating businesses in p I n Mount Prospect and provide a forum fore interaction between the commercial brokerage community and the Village. He stated that it was an opportunity for the Economic Development Commission to have a pro -active approach with the commercial brokers and provide the brokers an opportunity to discuss concerns that they may have with Village procedures. Mr. Kurtz stated he felt that it may be appropriate to invite the manager of various residential brokerage firms to ensure that they are aware of the efforts of the Commission. There was unanimous support for the general concept and there was request that staff finiher investigate the possibility and look fore a date in the future for this breakfast meeting. F. " "�' ,,I , , " S -ma IBus`,'ess� Dev 1' ''or -in —n-t,'C rtyor tion Mr. Cooney indicated that staff had met with representatives of the Small Business Development Corporation (SBDC). The SBDC is located in Evanston and up until recently had a branch location at Harper* Junior College. They are currently looking for a satellite location in the Northwest Suburbs to reach their clientele in this area. The SBDC provides counseling to start up businesses, free of charge. They stated that all they are looking for is an office for one day a month to meet with their clientele. The Economic Development Commission felt this was a very positive step for small businesses in Mount Prospect and felt it would be very beneficial to the Village. Mr. Cooney said that staff would work with the Chamber to ensure that the word was out that this service was available to start up businesses. There -was a motion from Ben Trapani, seconded by Norman Kurtz to recommend to the Village Board approval to allow the Small Business Development Corporation to utilize Village facilities for their operation. The office space would be necessary from one to four times a month depending on need. This matter was approved unanimously 4-0. G. 'hairman's Report Chairman Riordan stated that he met with staff several weeks back to discuss the potential to create sub -committees that would focus on specific areas of the Economic Development Commission. He stated that he had hoped to form a business attraction/new business committee that would be responsible for bringing business into the Village. He asked that Ben Trapani act as Chairman of this committee., Mr. Trapani accepted. In addition, he asked 1W. Kurtz to chair the advertising/public relation committee of the Economic Development Commission. He stated that he would hope that this sub -committee would work with staff Economic Development Commission Minutes Page 4 to create and distribute marketing information on the Village and to get the word out on the street of what the Economic Development Conmuission does. Mr. Kurtz said he would accept this sub -committee chairman position. Chairman Fjordan, stated that he had further committees that he would like to create at a future date and that would be an issue to discuss at upcoming Conefissionmeetings. QT,HE,R.,,R,U,$M, ESS Mr. Cooney stated that he is currently the Vice-Chainan of the Northwest Municipal Conference!s Econonuic Development Conunisslion. He stated that this Commission is formulated of all the Community Development Direire n the Northwest Muni* al Area cip and that the goal' is to provide a regional viewpoint on economic development issues. He 1W asked that if any of the Economic Development Conmssion members had ideas on regional issues to please forward that information to his attention. DJO NT The meeting was adjourned at 9:45 a.m. submitted'. Development William I Cooney, Director of Col-,