HomeMy WebLinkAbout08/22/2017 VB Special Meeting12/22/2020 BoardDocs® Pro
August 22, 2017
VillageSPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p,m.
of Mount Prospect
Villa
"• -
Hall - 3rd floor Board• •
!1 S. Emerson
Mount Prospect,,60056
' '`
Subject 1.1 PLEDGE OF ALLEGIANCE - Trustee Hoefert
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 1. CALL TO ORDER
Access Public
Type Procedural
Subject 1.2 INVOCATION - Trustee Zadel
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 1. CALL TO ORDER
Access Public
Type Procedural
2. APPROVAL OF MINUTES
Subject 2.1 August 1, 2017
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 2. APPROVAL OF MINUTES
Access Public
Type Action, Minutes
Minutes View Minutesfor Aug 1, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE
BOAR
Motion & Voting
3. MAYOR'S REPORT
Subject 3.1 PROCLAMATION: "School's Open- Safety Week" - August 20-26, 2017
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Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 3. MAYOR'S REPORT
Access Public
Type Information, Procedural
File Attachments
School's Open Aug 2017.pdf (140 KB)
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Subject
3.2 Board of Fire and Police Commissioners - 2016 Annual Report N Mr. Jim
Meeting
Powers, Chair of the Board of Fire and Police Commissioners (BOFPC) will
Category
present the BOFPC 2016 Annual Report. The BOFPC derives its authority from
Access
Chapter 5, Article III of the Mount Prospect Village Code pursuant to the home
Type
rule powers of the Mayor and Board of Trustees of the Village. The purpose of the
Preferred Date
BOFPC is to make rules pertaining to the hiring, promotion and discipline of
Absolute Date
police officers and fire fighters.
Meeting
Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
3. MAYOR'S REPORT
Access
Public
Type
Reports
4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
S. CONSENT AGENDA
Subject
5.1 Monthly Financial Report - July 2017
Meeting
Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
5. CONSENT AGENDA
Access
Public
Type
Action (Consent)
Preferred Date
Aug 22, 2017
Absolute Date
Aug 22, 2017
Fiscal Impact
No
Budgeted
No
Recommended Action Accept monthly financial report for July 2017.
Information
The monthly financial report contains the Cash Position Report and Fund Financials for the month ended July 31,
2017.
Alternatives
1. Accept the monthly financial report for July 2017.
2. Action at discretion of Village Board.
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Staff Recommendation
Staff recommends the Village Board accept the monthly financial report for July 2017.
...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
Combined -
07 July Board Reports for Upload pdf (536 KB)
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All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.2 List of Bills - July 26 - August 8, 2017
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Recommended Action Approve List of Bills
TMA YNR \46:A,ft
Please find the attached List of Bills for August 8, 2017.
Alternatives
1. Approve List of Bills for August 8, 2017.
2. Action at discretion of Village Board.
Staff Recommendation
Approve List of Bills - July 26 - August 8, 2017 - $1,915,556.58
File Attachments
08082017 List ill .
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.3 A RESOLUTION AUTHORIZING AN AGREEMENT BETWEEN THE ILLINOIS
DEPARTMENT OF TRANSPORTATION, UNION PACIFIC RAILROAD, AND THE
VILLAGE OF MOUNT PROSPECT TO DESIGN AND CONSTRUCT PEDESTRIAN RAIL
CROSSING GATES ON CENTRAL ROAD.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
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Type Action (Consent)
Preferred Date Aug 22, 2017
Absolute Date Aug 22, 2017
Budgeted No
Budget Source Not applicable.
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Recommended Action Authorize an agreement between the Illinois Department of Transportation, the Union
Pacific Railroad, and the Village of Mount Prospect to design and construct pedestrian rail
crossing gates on Central Road.
Background
The Village of Mount Prospect experiences a substantial amount of pedestrian and bicycle activity in the Downtown.
Businesses, restaurants, the train station, and festivals/events all draw people to the area. In an effort to enhance
safety for those walking and biking in the Downtown, Village staff is recommending approval of an Illinois
Department of Transportation (IDOT) project to install pedestrian gates at the Central Road railroad crossing. The
attached map depicts the project area.
Several Village plans speak to the importance of providing safe pedestrian and bike facilities in the downtown
including the Bicycle Plan, Downtown Implementation Plan, and Northwest Highway Corridor Plan. In addition, the
Northwest Municipal Conference Bicycle Plan identifies both Central Road and Northwest Highway as potential
regional bike routes. In 2014, Village staff submitted a grant application to IDOT as part of their Local Rail -Highway
Grade Crossing Program. This state -funded program encourages municipalities to identify safety projects at railroad
crossings in their communities. The application included the addition of four (4) pedestrian gates at the Central
Road railroad crossing. Along the Union Pacific Northwest line, Main Street (Route 83) and Emerson Street already
have pedestrian gates and Mount Prospect Road will see new pedestrian gates as part of an upcoming IDOT project.
The Village received word in early 2015 that IDOT accepted the Village's application and agreed to pay for 100% of
the project. Union Pacific, owner of the railroad, will provide both design and construction services. Since
acceptance of the project, IDOT and Union Pacific have been negotiating an Agreement and recently came to terms.
Union Pacific has signed the Agreement and forwarded it to the Village for signature. Once signed by the Village
and fully executed by IDOT, Union Pacific will have one year to complete construction.
IDOT Agreement
As part of the process, IDOT requires the Village to enter into an Agreement attesting that the Village is supportive
of the project. The Village must also agree to coordinate the proper placement of the pedestrian gates with Union
Pacific and assist with traffic control on nearby local streets that may be affected by construction.
The total estimated cost for design and construction is $221,356. IDOT will reimburse Union Pacific 100% of its
costs. The Village will have no financial obligation.
A copy of the proposed agreement is attached.
Alternatives
1. Pass a resolution authorizing the mayor to sign an agreement for the design and construction of pedestrian rail
crossing gates on Central Road.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board pass a resolution authorizing the mayor to sign an agreement between the
Illinois Department of Transportation, the Union Pacific Railroad, and the Village of Mount Prospect to design and
construct pedestrian rail crossing gates on Central Road.
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File Attachments
176913E Mt Prospect IL.PDF (2,098 KB)
central location . • i
union pacific •• pd
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.4 Motion to accept proposal for Emergency Vehicle Priority (EVP) equipment
replacement in an amount not to exceed $30,701.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Preferred Date Aug 22, 2017
Absolute Date Aug 22, 2017
Fiscal Impact Yes
Dollar Amount $30,701.00
Budgeted Yes
Budget Source CAPITAL IMPROVEMENTS FUND
Recommended Action Accept the lowest cost proposal to install emergency vehicle priority (EVP) system
equipment on 21 traffic control signals as submitted by Meade Electric Company of
McCook, Illinois for an amount not to exceed $30,701.
Background
In 2016, the Village Board approved a three (3) -year contract with Traffic Control Corporation (TCC) of Woodridge,
Illinois to supply Emergency Vehicle Priority (EVP) system equipment. The detectors LED (light emitting diode)
beacons, and cabinet cards at all 57 signalized intersections in the Village are to be upgraded as part of the
Community Investment Program.
The original schedule foresaw 19 intersections being upgraded each year beginning in 2016. However, because of
favorable prices from TCC and the electrical contractors who installed the equipment, the Village was able to
upgrade 30 intersections in 2016.
The goal for 2017 is to complete the upgrades at the remaining 27 intersections. The contract with TCC locks in the
same 2016 prices for materials. Staff is satisfied with the materials installed last year and has purchased the
necessary equipment from TCC to complete this year's work. Attached is a map depicting proposed work areas.
Six (6) of the 27 intersections to be upgraded with new EVP equipment are at Village -maintained traffic signals. The
Village's maintenance contractor, H & H Electric Company, will be performing the work as part of our current
contract. The maintenance work at these six (6) intersections only involves replacing old equipment in the exact
same arrangement as currently exists.
The remaining 21 intersections to be upgraded with new EVP equipment are at IDOT and County -maintained traffic
signals. A separate contract, as requested below, is necessary to perform the installation.
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Staff is confident we can complete the upgrades to the entire EVP system within this year's budget, one (1) year
ahead of schedule and approximately $150,000 under budget.
Installation Proposal
A majority of the work at the 21 IDOT and Cook County -maintained traffic signals will involve simple replacement of
old EVP equipment. However, at a few intersections work will involve relocating equipment and pulling new
underground wiring. In addition, at one (1) intersection work will involve installing EVP equipment where none
currently exists. To facilitate this work, Staff solicited proposals from three (3) area contractors experienced with
the maintenance of traffic signals and installation of EVP equipment at IDOT and County intersections. All three
(3) contractors provided costs to install EVP equipment at the 21 intersections in 2017. The results are summarized
below and detailed in the attached installation cost proposals.
Bidder Bid
Mead Electric Company $27,910.50
H&H Electric Company $75,897.10
L ns_Pnner Electric Company
yo o pay
The lowest cost proposal submitted is from Meade Electric Company of McCook, Illinois. Meade Electric has provided
a proposal to install EVP equipment at 21 intersections in the amount of $27,910.50. The proposal includes the
expected costs to install the EVP equipment, additional unforeseen cable replacement costs that may be
encountered during construction, and costs associated with securing IDOT and Cook County permits.
The primary reason for the low cost proposal compared to the other two contractors is because Meade Electric
currently maintains IDOT and Cook County traffic signals. Meade Electric has a distinct advantage because they are
IDOT's and Cook County's electrical maintenance contractor. If another contractor were to install the EVP
equipment, they would be required to take over maintenance of each intersection during construction.
Prior to starting work, the owner (IDOT or County), Village, current maintenance contractor (Meade Electric), and
EVP installation contractor would perform a detailed inspection of the traffic signal, pedestrian signal, and EVP
systems. During construction the contractor would be responsible to restore any outages or damage, including
knockdowns at their expense. And at the end of the work, the same group would perform another inspection before
turning maintenance back over to the owner. Costs for this time-consuming process would be included in each
proposal except for Meade Electric. Should Meade Electric perform the EVP equipment installation, a pre- and post -
inspection would not be required, traffic signal repairs would be paid through their maintenance contract with the
owner (IDOT or County), and a construction bond would not have to be posted to the owner. All of these associated
costs would not be incurred by Meade Electric regardless if the intersection work requires a permit.
Meade Electric has performed extensive traffic signal maintenance and construction work in the Village over the
years including EVP installation in 2016. Their workmanship has been acceptable. Staff anticipates work to
commence in September with final completion by mid-October.
Staff recommends including a 10% contingency in the award for this project in order to accommodate quantity
variances or unforeseen site circumstances. In this instance, a 10% contingency would increase the contract award
to $30,701.00 ($27,910 base price + $2,791 contingency).
Altarnntiviac
1. Accept lowest cost proposal to install emergency vehicle priority system equipment.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost proposal to install emergency vehicle priority
system equipment on 21 traffic control signals as submitted by Meade Electric Company of McCook, Illinois for an
amount not to exceed $30,701.
File Attachments
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location .! !!
contractor ins. . l ! !!+! . !! i
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion.
There will be no separate discussion of those items unless a Board member or member from the audience so
requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the
agenda.
Motion & Voting
Subject 5.5 Motion to accept proposal for Willow/Cypress Streetlight Improvements
design and construction engineering services in an amount not to exceed
$39,329.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Access Public
Type Action (Consent)
Preferred Date Aug 22, 2017
Absolute Date Aug 22, 2017
Fiscal Impact Yes
Dollar Amount $39,329.00
Budgeted Yes
Budget Source Capital Improvements Fund
Recommended Action Accept the proposal submitted by Hampton, Lenzini, and Renwick Consulting Engineers of
Chicago, Illinois to provide design and construction engineering services for the
Willow/Cypress Streetlight Improvements Project in an amount not to exceed $39,329.
Background
An important component of the Mount Prospect Strategic Plan is to improve the Village's infrastructure including
identifying lighting needs within the current residential streetlight system.
In previous years, streetlights were constructed on Willow Lane from Robert Lane west to the corporate limits at
Tamarack Drive. The three (3) blocks of Willow Lane between Robert Lane and Church Road, do not have village
streetlights. Rather, they are lit intermittently, at the intersections, by leased lights hung on Commonwealth Edison
utility poles.
Adjacent to this section of Willow Lane is Cypress Drive, the principle access route to Robert Frost School.
Staff has proposed a residential street lighting improvement project for Willow Lane to complete the lighting system
on Willow Lane and improve lighting on Cypress Drive near the school. This proposed project area is depicted in the
attached location map. It is staff's intent that this endeavor serve as a pilot project for potential future residential
streetlight improvements. This location is based in part upon the data collected by the 2016 Community Survey and
feedback from the Mount Prospect Police Department.
Request for Proposals
Staff is seeking to enter into a contract with a consulting firm for design and construction engineering to facilitate
construction of these lighting improvements. Proposals were solicited from three (3) consulting engineering firms.
Three (3) submittals were received including proposals from Hampton, Lenzini and Renwick (HLR), Gewalt Hamilton
Associates (GHA), and Christopher B. Burke Limited (Burke). Each firm was asked to submit the following
information:
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1. Resumes of key personal and related experience on similar type projects
2. Summary of the firm's approach to the project
3. Staff hour estimate and cost proposal for major phases of work
4. Project schedule
The consulting firms' Statement of Qualifications were reviewed on the basis of their understanding of our goals and
their approach to the design process. They were rated (with a maximum score of 100 points) according to these
specific categories: background of firm, capacity to perform work, understanding of the project, related experience,
project schedule, and work effort. Table 1 below summarizes this analysis:
Table 1
Criteria
HLR
GHA
Burke
Background of firm
15
13
12
Capacity to perform work
15
13
12
Understanding of project
18
15
13
Related project experience
19
17
13
Project schedule
15
13
12
Projected work hours
15
13
11
Totals.
97
84
73
The highest rated firm was Hampton, Lenzini, and Renwick (HLR) of Chicago, Illinois. HLR has put together a very
strong project team with experience in design and construction engineering on several municipal streetlight
projects. They have a very experienced professional engineering staff with a thorough understanding of the project
coordination, communication, and documentation needed to construct this type of project.
HLR has significantly greater experience designing and constructing streetlight improvements on local streets; other
firms were more versed in highway lighting. HLR also indicated a better understanding that effective
communication with the public, homeowners, and Robert Frost School will be an important determinant of the
project's success. Furthermore, HLR's proposed project team leadership, including the project manager, designer,
and surveyor each have over 30 years of experience.
HLR plans to complete design work and let the project for public bidding in November. Construction will be initiated
in Spring 2018.
Each firm was also asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs:
Table 2
Firm
Cost Proposal
Hours Cost/Hour
HLR
$39,329
386 $102
GHA
$40,476
306 $132
Burke$465
460 $64 140
The lowest cost proposal was submitted by HLR. In addition, HLR submitted the lowest cost per hour for the
proposed scope of work ($102/hour). It is the opinion of staff that HLR has allocated sufficient work effort (386
hours) to successfully prosecute the project.
Alternatives
1. Accept proposal from Hampton, Lenzini, and Renwick Consulting Engineers of Chicago, Illinois for Willow/Cypress
streetlight improvements design and construction engineering services.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal submitted by Hampton, Lenzini, and Renwick
Consulting Engineers of Chicago, Illinois to provide design and construction engineering services for the
Willow/Cypress Streetlight Improvements Project in an amount not to exceed $39,329.
File Attachments
location_Willow—Cypress.pdf (426 KB)
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Statement of Qualifications and Proposal - Willow Lane and Cypress Drive Street Light Project - HLR
Submittal.pdf (12,199 KB)
Cost Update 07252017.pdf (24 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
6m OLD BUSINESS
Subject
Meeting
Category
Access
Type
Information
Alternatives
6.1 None.
Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
6. OLD BUSINESS
Public
-L ■
2. Action at discretion of Village Board.
Staff Recommendation
7m NEW BUSINESS
Subject 7.1 None
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 7. NEW BUSINESS
Access Public
Type
Alternatives
1.
2. Action at discretion of Village Board.
Staff Recommendation
8. VILLAGE MANAGER'S REPORT
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Subject 8.1 Motion to accept quote from Stryker for the purchase of three (3) power
stretchers, one power loading system (with installation costs) and four stair
chairs for a total purchase not to exceed $105,860.71.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date Aug 22, 2017
Fiscal Impact Yes
Dollar Amount $105,860.71
Budgeted Yes
Budget Source Capital Improvement Fund
Recommended Action Accept quote from Stryker for the purchase of three (3) power stretchers, one power
loading system (with installation costs) and four stair chairs for a total purchase not to
exceed $105,860.71.
Information
The Fire Department has been researching the power loading EMS stretcher system since early 2015. During our
research, it was determined that power lifting and loading stretchers could reduce injuries and would provide a
replacement for the current Fire Department stretchers. It was determined that the Stryker power stretcher and
loading system would meet the department's needs and is the most advanced system on the market.
The current stretcher uses older manual lifting technology that requires two firefighter/paramedics to physically lift
and operate. The new power cot system would allow one firefighter/paramedic to load patients without having to
physically lift the patient into the ambulance. The Stryker system uses battery operated stretchers with power
loading systems installed in the ambulance to ensure a safe transfer of patients into the patient compartment of the
ambulance. The new Stryker power load system would replace the current system over the next two years (2017
and 2018). One additional power stretcher will be purchased in 2018 for a scheduled ambulance replacement. The
ambulance will have the power loading system installed at the factory during assembly.
Ferno and Stryker are the manufacturers that were evaluated. Stryker is the only manufacturer that offers a
completely lift free system. In addition, the Stryker Power Load System was offered with the SPC government bid as
an option with the purchase of the new ambulance that was ordered in January of this year. It should also be noted
that a recent survey of 32 area departments was conducted, and 30 of the departments use power stretchers. Of
those 30 communities, 29 use Stryker model stretchers. In addition, the Federal Government requires a more
secure fastening system than is currently used. Illinois does not have this requirement at the time, but we
anticipate they will in the near future; the Stryker models would be Federally compliant.
The proposal would provide the following:
1. Three power load stretchers; one for existing Ambulance 13, one for the new Ambulance 12 and one reserve
stretcher. The proposal includes a seven year warranty for the stretchers.
2. One power loading system to be retrofitted into existing Ambulance 13. The proposal includes a seven-year
warranty for the power loading system with a separate $1,500 installation fee to retrofit Ambulance 13. (The
installation fee is on a separate quote from a certified Stryker installer).
3. Four stair chairs for the Fire Department's frontline and reserve ambulances.
The proposal also allows the Fire Department to trade in the four current stretchers for a $2,000 trade in value. The
cost would be $102,360.71 for equipment and $1,500 for installation.
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Alternatives
1. Accept quote from Stryker for the purchase of three (3) power stretchers, one power loading system (with
installation costs) and four stair chairs.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the Village Board waive the bid requirements and authorize the purchase from Stryker for three
power stretchers, one power loading system (with separate installation costs) and four stair chairs for a total
purchase not to exceed $105,860.71.
File Attachments
Stryker Docs.pdf (433 KB)
Power Load Installation.
Stryker Quote.PDF (106 KB)
Motion & Voting
Accept quote from Stryker for the purchase of three (3) power stretchers, one power loading system (with
installation costs) and four stair chairs for a total purchase not to exceed $105,860.71.
Motion by Paul Hoefert, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 8.2 Motion to accept National Joint Powers Alliance Joint Bid Result for the
purchase of One (1) Tennant M20 Floor Scrubber/ Sweeper in an amount not to
exceed $54,051.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date Aug 22, 2017
Absolute Date Aug 22, 2017
Fiscal Impact Yes
Dollar Amount $54,051.00
Budgeted Yes
Budget Source Vehicle Replacement Fund
Recommended Action Accept the National Joint Power Alliance joint bid result for the purchase of one (1)
Tennant M20 Floor Scrubber/Sweeper from Staples Advantage of Lombard, Illinois for an
amount not to exceed $54,051.
Background
In the current budget, there are sufficient funds available to replace unit 4561. 4561 is a 2007 Tennant M20 Floor
Scrubber/Sweeper used daily by Public Works staff to clean the main garage floor at the Public Works Facility.
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Additionally, it is also regularly utilized to sweep/clean around the fuel island at Public Works and sweep parking
facilities at Village owned buildings.
Daily utilization of this machine plays an integral role in limiting floor surface exposure to chlorides, solvents, oils,
and debris. Routine and effective control of these contaminants helps maintain the functionality and life expectancy
of floor surfaces.
Replacement Policy_
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -
based criterion, which rates the following four (4) major factors: Age, mileage, repair & maintenance (R&M) cost,
and condition of the body/mechanical components. A point total equaling or exceeding eleven (11) out of sixteen
(16) indicates that the vehicle should be recommended for replacement.
This piece of equipment scored a total of fourteen (14) points indicating a high rating and should be placed on the
priority list to be replaced. The vehicle condition evaluation form and summary report have been attached as
Exhibits A and B respectively. Additionally, the life cycle cost analysis, which identifies total ownership costs, has
been included as Exhibit C. A comprehensive delineation of current repairs is included as Exhibit D.
Other Factors
The unit is mostly used to keep the main parking garage floor clean and free of debris. During the snow and ice
control season the unit picks up a lot of corrosive materials (salt and calcium chloride). The unit is showing a lot of
undercarriage rust, including metal linkages that need replacement if the unit's life is extended. The estimated
repair cost is estimated at $16,973.
Discussion
The Tennant model we recommend purchasing is another M20, which has worked very well for us over the last ten
(10) years. The new machine has 14% fewer parts and is one of the most cost-efficient industrial cleaning
machines available. Our purchase price includes the Tennant True Gold Service package, which covers all repair and
planned maintenance for three (3) years from delivery.
There is no local or State purchasing program for this unit. However, Public Works is part of a national joint
purchase cooperative, the National Joint Powers Alliance (NJPA), through which the Village can procure this unit
from our local dealer, Staples Advantage. A copy of the Staples Advantage price quote is attached.
The NJPA Contract is publicly bid and satisfies the public bidding requirements of the Village of Mount Prospect
Purchasing Policy.
This proposed purchase is fully funded through the Vehicle Replacement Fund.
Staff proposes to dispose of the old 4561 utilizing a dealer trade-in. Our past experience and review of recent sales
prices on GovDeals indicates these types of specialized equipment have higher value as a trade-in.
Alternatives
1. Accept National Joint Powers Alliance bid result for the purchase of one (1) Tennant M20 Floor Scrubber/Sweeper.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the National Joint Power Alliance joint bid result for the purchase of
one (1) Tennant M20 Floor Scrubber/Sweeper from Staples Advantage of Lombard, Illinois for an amount not to
exceed $54,,051.
File Attachments
Staples Quote Village of Mt Prospect NIPA.pdf (75 KB)
4561 Life Cycle Cost•- pd
Exhibit D -M20 repair quote for 2007 M20.pdf (15 KB)
New-M20-right-main.jpg (21 KB)
*ld-4561.jpg (2f742 KB)
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Motion & Voting
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Accept the National Joint Power Alliance joint bid result for the purchase of one (1) Tennant M20 Floor
Scrubber/Sweeper from Staples Advantage of Lombard, Illinois for an amount not to exceed $54,051.
Motion by Richard Rogers, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 8.3 Motion to accept quote from Zoll for the purchase of nine cardiac monitors for
a total cost not to exceed $250,487.93.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date Aug 22, 2017
Absolute Date Aug 31, 2017
Fiscal Impact Yes
Dollar Amount $250,487.93
Budgeted Yes
Budget Source Capital Improvement Fund
Recommended Action Accept quote from Zoll for the purchase of nine cardiac monitors for a total cost not to
exceed $250,487.93.
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The Fire Department is requesting Village Board approval to purchase nine (9) new Zoll cardiac monitors. The
pricing for the new Zoll monitors was generated using NPPGov-Fire Rescue GPO pricing plan. NPPGov is a national
cooperative procurement organization offering publicly solicited contracts to government entities nationwide. Their
contracts are created through a public solicitation and award process. Mount Prospect Fire Department is a member
of this GPO.
The Fire Department compared the only two cardiac monitor products available on the market today. The monitors
were from Zoll and Physio -Control. The Zoll pricing for nine monitors is $250,487.93 through the NPPGov-Fire
Rescue GPO pricing plan. The Physio -Control pricing for nine monitors is $252,346.78 through Physio -Control
d i rest.
Currently, the Fire Department has four Philips MRx cardiac monitors. These monitors were purchased through a
grant 10 years ago and were rebuilt twice. Phillips is no longer maintaining, updating, supporting or servicing their
product. The Fire Department is recommending replacing these monitors in 2017.
The four cardiac monitors are located on the Fire Department's four ambulances. Since the last time the monitors
were purchased, the EMS system now requires cardiac monitors on all ALS (advanced life support) apparatus.
Currently, the Fire Department has a wavier for this requirement for the department's three ALS engines and one
ALS tower.
After reviewing the cardiac monitors, it is the Fire Department's recommendation to purchase nine (9) new cardiac
monitors. This will allow for one cardiac monitor for every ALS apparatus.
The Fire Department reviewed and tested the functions and features of both monitors.
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Based on the review, the Zoll monitors are being recommended for purchase based on feedback received during
testing and the features indicated below:
1. The Zoll monitor is smaller and lighter at 11.7 lbs. versus the Physio -Control monitor which weighs 18.5 lbs.
(6.8 Ib. difference).
2. The Zoll monitor allows for 12 lead real-time display. This allows paramedics to view all 12 leads on the
screen looking for any changes in the ECG during transport.
3. Zoll monitors offer real time CPR help on the screen showing rate, depth, release and perfusion performance.
This is included in the defibrillation pads that are replaced at the hospital (Currently, the Fire Department has
to purchase defibrillator pads for the Philips MRx monitors).
4. The Zoll monitor has see-through CPR which allows the paramedic to filter out compression artifacts on the
ECG monitor so that the underlying heart rhythm can be seen. This allows a decrease in duration of pause in
compression while the next action is taken.
5. Zoll is the only monitor to offer Pediatric CPR. As soon as you plug in the pediatric pads, it will bring the
energy down automatically to a pediatric dose.
6. In addition, the Zoll X series 2012 design is a newer monitor when compared to the 2009 Physio design.
Fire Department staff recommends purchasing the Zoll monitors based on positive feedback, overall functionality
and lower cost.
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1. Accept quote from Zoll for the purchase of nine cardiac monitors.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the Village Board waive the bid requirements and authorize the purchase of nine cardiac monitors
through Zoll Medical using the NPPGov -Fire Rescue GPO pricing for a total cost not to exceed $250,487.93.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
File Attachments
Zoll Medical.pdf (458 KB)
Physio
Zoll Flyer.docx (1,983 KB)
Motion & Voting
Accept quote from Zoll for the purchase of nine cardiac monitors for a total cost not to exceed $250,487.93.
Motion by Paul Hoefert, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Subject 8.4 Motion to accept bid for Elm Street Watermain Improvements in an amount
not to exceed $437,756.
Meeting Aug 22, 2017 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Access Public
Type Action
Preferred Date Aug 22, 2017
Absolute Date Aug 22, 2017
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Dollar Amount $437,756.00
Budgeted Yes
Budget Source Water and Sewer Enterprise Fund
Recommended Action Accept the lowest cost, responsive bid to construct the Elm Street Watermain
Improvements as submitted by Patnick Construction, Incorporated of Franklin Park, Illinois
in an amount not to exceed $437,756.
Background
In 2016 a Watermain Asset Replacement Program was prepared by Burns & McDonnell Engineering Company which
ranked sections of the Village's watermain needing replacement based on analysis of a number of parameters, most
importantly number of breaks and capacity issues. One of the highest ranked sections of watermain in terms of
needing replacement is the existing 6" main on Elm Street between Central Road and Thayer Street. This 1,300'
long section of watermain has had numerous breaks and is in need of upsizing to provide the desired capacity. To
correct this problem, staff proposes to replace the existing undersized 6"water main with a larger 8" diameter pipe
installed by directional boring to minimize the disruption to the parkway. The attached location map depicts the
proposed project area.
Bid
Plans and bid documents for this project were prepared by Hancock Engineering Company consulting engineers of
Westchester, Illinois. A Notice to Bidders was posted on the Demandstar by Onvia website and it was published in a
local newspaper. Nine (9) construction firms submitted bids. The bids were opened and read aloud on August 7,
2017.
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Each of the 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 accuracy. Minor errors were found on multiple bids but they did not affect the low
bidder or change the order of the bids. All bidders correctly signed their bids and bid bonds. Below is a summary of
the bids:
Bidder
Bid
Patnick Construction Co., Inc.
$397,960
Elanar Construction Co.
$423,194
J. Congdon Sewer Service, Inc.
$449,894
Berger Excavating Contractors, Inc.
$471,453
Suburban General Construction, Inc.
$489,885
R.J. Underground, Inc.
$507,260
Lampignano & Son Construction Co.
$595,650
Apollo Trenchless, Inc.
$645,438
IHC Construction Companies
$683f880
Engineer's Estimate of Probable Construction Cost J$588,220
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The low bidder, Patnick Construction, Inc., of Franklin Park, Illinois (Patnick) successfully completed several
watermain and sewer construction projects for the Village of Mount Prospect in the 1990s. The firm has not
performed any recent construction work for the Village. However, Patnick has recently completed numerous similar
watermain projects in other communities and received positive reviews concerning their workmanship, project
management, and budgetary compliance.
Patnick's bid is 48% lower than the engineer's estimate of probable construction cost ($588,220) and 8% lower than
the average bid price ($427,051). Staff has interviewed Patnick principles and concluded the firm can successfully
construct the proposed improvements at the bid price submitted. Patnick attributes apparent efficiencies to project
timing and nearby locations of similar work.
For reference, a copy of Patnick's bid submittal is attached.
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It is the opinion of staff that Patnick is qualified to complete the work involved with this project and satisfies
requirements of the contract documents.
Staff recommends including a 10% contingency in the project award to allow for quantity variances and
unanticipated underground conflicts. In this instance, a 10% contingency added to the lowest cost bid would result
in a total contract award of $437,,756 (Base Bid: $397,960 + 10% Contingency: $39.,796 = Total Recommended
Award: $437,,756).
Alternatives
1. Accept lowest cost bid for construction of the Elm Street Watermain Improvements.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid to construct the Elm Street
Watermain Improvements as submitted by Patnick Construction, Incorporated of Franklin Park, Illinois in an amount
not to exceed $437,,756.
File Attachments
Location Map.pdf (346 KB)
Elm Street Water Main Improvements - Signed Bid.pdf (65,,013 KB)
Motion & Voting
Accept the lowest cost, responsive bid to construct the Elm Street Watermain Improvements as submitted by
Patnick Construction, Incorporated of Franklin Park, Illinois in an amount not to exceed $437,756.
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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