HomeMy WebLinkAbout6. MANAGERS REPORT 10/07/2008
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJ:
Backaround
VILLAGE MANAGER, MICHAEL E. JANONIS
WATER/SEWER SUPERINTENDENT
OCTOBER 1, 2008
INSTALLATION FOR S1 ANDBY PUMP POWER SUPP
JIN ELECTRIC, $9,626.46 - COMMONWEALTH EDISON,
MART AM CONSTRUCTION))
In the current budget, staff requested funds for the installation of emergency power generators
for the stand-by deep well pumps.
The Board approved a multi-year capital improvement to equip each of the deep well pumping
stations with emergency generators that would power the deep wells and pumping stations in
case the power from Commonwealth Edison was disrupted. The purchase of two (2) 750 kW
diesel generators for Reservoir 5 and 16 was previously awarded to Patten Power Systems in
2007 for $510,722 and the units were delivered on Thursday, September 4, 2008.
This memo outlines the last phase of the work that includes the provision of the concrete pads
for the generators and diesel fuel tanks, on-site electrical connections, utility relocation work at
Station 16, wiring and conduits to be installed to accommodate the generators and the diesel
fuel tanks. The work will also include the startup of the generators and coordination with the
generator vendor to ensure their successful operation. With the completion of this work, the
Village will have two (2) water wells (Station 5 and Station 16) that have the capability of running
completely independently for up to five days without refilling the fuel tanks.
Bid Results
Farnsworth Group of Bloomington, Illinois was awarded the contract in April 2008 to prepare the
bid specifications for the installation of the generators. The bid spec was advertised in the local
paper on August 22, 2008. Eight local contractors were solicited and four additional contractors
requested bid packets. Four bids were received, opened and read aloud on September 15,
2008. Three bids were received late and were not opened or considered.
Page 2 of 3
BID RESULTS FOR STANDBY PUMP POWER SUPPLY ($281,400 - JIN ELECTRIC, $9,626.46-
COMMONWEALTH EDISON, $40,400 - MART AM CONSTRUCTION)
OCTOBER 1, 2008
,
The following bids were received:
1. Jin Electric, Chicago
2. Broadway Electric, Elk Grove Village
3. Ridgewood Engineering, Schaumburg
4. Poulos Construction, Chicago
Engineer's Estimate
$268,000
$305,490
$361,000
$550,000
$246,898
Discussion
Staff checked the references of Jin Electric. Their project history includes multi-million dollar
electrical projects for the Chicago Housing Authority. Their past projects included similar work
involving backup generators and switchgear work. All of their references stated that their work
is of good or better quality and that their work was timely without issues.
Farnsworth Group and Village staff reviewed the bids and both are recommending that the
Village accept Jin Electric of Chicago, Illinois as the lowest responsible, responsive bidder for
the installation and startup of the two generators systems for the cost of $268,000.
Staff is requesting that a 5% contingency ($13,400) be added to the contract award in case of
unforeseen construction issues. The total amount of the award to Jin Electric of Chicago, Illinois
would be $ 281,400.00. There are sufficient funds in the budget to perform this installation work.
As part of the installation work, Commonwealth Edison will need to relocate the three -phase
service feed and install a new transformer at Station 16. Commonwealth Edison has prepared a
work agreement and is seeking $9,626.46 for their work. This utility work is essential for the
completion of the standby power project and we are recommending that the Board authorize the
work agreement and the payment to Commonwealth Edison for their work. There are sufficient
funds in the budget for this utility work.
The concrete work was bid as alternates to the base electrical work and the following bids were
received for the four (4) concrete pads (one for each generator and each fuel tank):
1. Jin Electric, Chicago
2. Broadway Electric, Elk Grove Village
3. Ridgewood Engineering, Schaumburg
4. Poulos Construction, Chicago
Engineer's Estimate
$60,000
$63,770
$67,080
$170,000
$50,000
The engineer's estimate was deliberately high in anticipation of the rising costs of cement and
rebar. Staff was not satisfied with the bids received as it was felt that pricing was too high and
speculative. Staff is not recommending the alternates to the Village Board. The utility work was
scheduled in June with Commonwealth Edison as they presently have a twelve (12) week lead
time to coordinate their work. The Station 16 work by Commonwealth Edison is set to begin on
Page 3 of 3
BID RESULTS FOR STANDBY PUMP POWER SUPPLY ($281,400 - JIN ELECTRIC, $9,626.46-
COMMONWEALTH EDISON, $40,400 - MARTAM CONSTRUCTION)
OCTOBER 1, 2008
October 20, 2008. If this start date is missed then the next available date from Commonwealth
Edison is January 2009.
To ensure that the needed utility work is completed before Commonwealth Edison arrives on
site, staff asked a local contractor familiar with area pricing to quote on the concrete work.
Martam Construction responded with a proposal for the work for a cost of $36,400. This figure
is in keeping with the Engineer's estimate. Staff is asking that the Board waive sealed bids for
this concrete work due to the need to adhere to Commonwealth Edison's construction schedule
and to award the concrete work to Martam Construction of Elgin in an amount of $36,400. Staff
is asking for a 5% contingency ($1,800) for the concrete work to address any unforeseen issues
that may arise so the total award in the amount of $38,200. Sufficient funds are available in the
budget to perform this work.
Recommendations
1. I recommend that the Village Board authorize a contract with Jin Electric of Chicago,
Illinois for the Installation of two (2) Standby Pump Power Supplies at Station 5 and
Station 16 in an amount not to exceed $281,400.
2. I recommend that the Village Board authorize the work agreement and the payment of
$9,626.46 to Commonwealth Edison for utility relocation work at Station 16 necessary
for the Installation of the Standby Pump Power Supply.
3. I recommend that the Village Board waive sealed bids for the Concrete Work necessary
for the Installation of the two (2) Standby Pump Power Supplies at Station 5 and Station
16 and authorize a contract with Martam Construction of Elgin in an amount not to
exceed $38,200.
Sufficient funds exist in the budget to cover these expenses.
-lvf\~.~
M~eem '.i\~
I concur
A
Glen R. Andler
Director of Public Works
CC: Deputy Director of Public Works Sean Dorsey
Village Clerk Lisa Angell
H:\WalerlprojectsI2008Igeneralorslinslallalion award. doc
Mount Prospt.'Ct
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
DATE:
OCTOBER 2, 2008
TO:
VILLAGE MANAGER, MICHAEL E. JANONIS
FROM:
WA TERlSEWER SUPERINTENDENT
SUBJ:
BID RESULTS FOR WATER DISTRIBUTION AND PUBLIC WO
SECURITY IMPROVEMENTS (AMERICAN BUILDING SERVIC
$228,455)
Back~round
In the current budget, staff requested funds for the installation of security system improvements for the
Village's water distribution system.
The Village was required to prepare and submit a vulnerability assessment (VA) to the Illinois
Environmental Protection Agency in 2002 that reviewed security as a result of the September 11 terrorist
attacks. Burns & McDonnell Engineering Company of Downers Grove, Illinois assisted the Village in the
security assessment and preparation of the document. The document reviewed the Village's water
system infrastructure and recommended security improvements to maintain or improve the protection of
the public water supply. The installation of remote video monitoring equipment and replacement of door
lock hardware at the water system facilities were two notable recommendations of the security
assessment. The existing lock system is no longer supported by local locksmiths. Key blanks and
replacement parts are no longer available.
Burns & McDonnell Engineering Company prepared the bid documents for the purchase and installation
of the needed security improvements. The security improvements include better locks and card access
systems, video cameras and improved door and security hardware at all of the Village water distribution
facilities and at the Public Works building which houses water system staff and the water system's
supervisory control system (SCADA).
Bid results
The bid was advertised in the local paper on August 30, 2008. Eight (8) firms were solicited and four
additional contractors requested bid packets. A mandatory pre-bid and site inspection was held on
September 11, 2008 with 15 firms present. The bids were received and read aloud on September 29,
2008.
The following bids were received:
1. American Building Services, Wheeling
2. Elan Technologies, New Lenox
3. Precision Control Systems, Wood Dale
Engineer's Estimate
$ 217,455
$ 224,499
$ 280,430
$ 210,000
Page 2 of 2
BID RESULTS FOR WATER DISTRIBUTION SYSTEM AND PUBLIC WORKS SECURITY
IMPROVEMENTS (AMERICAN BUILDING SERVICES - $228,455)
OCTOBER 2, 2008
Discussion
The Burns & McDonnell engineering team and Village staff reviewed the bids and are both
recommending that the Village accept American Building Services of Wheeling as the lowest responsible,
responsive bidder for the installation of the security improvements for an amount not to exceed fee of
$217,455.
American Building Services is comprised of four groups - M-D Door Hardware, F & H Door, American
Building Services and ABS Integrated Security Group. The firm has installed card access and video
security systems for regional housing authorities (LaSalle County) and school district 87 in Berkeley,
Illinois. Their communications subcontractor will be BearCom Communication which is a national firm
that has performed security and video projects throughout the nation. Most notably BearCom was the
main contractor for the downtown public security camera project in Dallas, Texas and locally for Gurnee
and for Lake Villa Fire Departments. Staff reviewed these projects and finds that American Building
Services with BearCom will be able to satisfactorily complete this project for the Village.
Staff is requesting that an approximate 5% contingency ($11,000) be added to the contract award in case
of unforeseen construction or installation issues. The total amount of the award would be $228,455.
There are sufficient funds in the budget to complete this project.
Recommendation
I recommend that the Village Board authorize a contract with American Building Services of Wheeling,
Illinois for the Water Distribution System and Public Works Security Improvements in an amount not to
exceed $228,455 (Base bid of $217,455 and $11,000 contingency).
\\J\& D~
Matt Overeem
Glen R. Andler
Director of Public Works
CC: Deputy Director of Public Works Sean Dorsey
Village Clerk Lisa Angell
H:IWaterlprojects\2008lvideo security improvementslinstallation award. doc
,
Mount Prospect
~
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
VILLAGE MANAGER MICHAEL E. JANONIS
~.~~
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FROM:
ENGINEERING ASSIST ANT
DATE:
OCTOBER 2, 2008
SUBJECT:
2008 RETENTION BASIN DREDGING PROJECT
KENSINGTON BUSINESS PARK - BASIN #7
CONSTRUCTION RECOMMENDATION - $163,855.00
ENGINEERING INSPECTION RECOMMENDATION - $11,038.
Background
Per the agreement made with the Kensington Business Park in the 1980's, the Village of Mount Prospect
is responsible for maintaining the 11 retention basins in the park. This includes any dredging work so that
the water depth of the basins conform to the design requirements. Staff has identified Basin #7 on
Feehanville Drive (map attached) to be included in this year's dredging project.
The project will involve pumping the water out of the basin, hauling off the silt that has built up over the
years and reshaping the bottom of the basin to conform to the original design. In addition, the shoreline
will be stabilized with stone and silt basins will be constructed near inflow structures. Funding for this
project has been allocated in the Pond Improvements Account using Flood Control funds. The work is
expected to begin mid October and be completed by mid December.
Bids Results
At 10:00 a.m. on September 29th, sealed bids were publicly opened and read aloud for the 2008 Retention
Basin Dredging Project. A Notice to Bidders was published in the local newspaper and several local
contractors were sent invitations to bid on the project.
All bidders submitted a bid deposit in the amount of 5% of their total bids as required by the contract
documents. All bids were checked for their accuracy and there were no errors. All bidders correctly
signed their bids, bid bonds, and submitted a Certificate of Eligibility as required by the contract
documents. In addition, all bidders other than Maneval Construction signed the Addendum Number 1
acknowledgement as required. Below is a summary of the bids.
Bidders
Copenhaver Construction, Inc. (Gilberts, IL)
Martam Construction, Inc. (Elgin, IL)
T & W Edmier Corporation (Elmhurst, IL)
Maneval Construction Co., Inc. (Grayslake, IL)
Lenny Hoffman Excavating, Inc. (Wilmette, IL)
Total Bid
$163,855.00
$176,283.00
$207,375.00
$244,565.01
$315,329.50
Engineer's Estimate
$196,668.50
,
page 2 of2
2008 Retention Basin Dredging Project
,
Discussion
The low bidder, Copenhaver Construction, Inc., has performed extensive drainage, dirt moving, and slope
stabilization projects. The Village of Highland Park, Wheeling Township, Glenview and South
Barrington Park Districts all indicated Copenhaver has done quality work in their communities in recent
years. Copenhaver meets the requirements of the contract documents and their references show their
workmanship to be good.
Construction Engineering Services
Ciorba Group, Inc. of Chicago, Illinois submitted a proposal to provide construction engineering services
throughout this project. Ciorba was awarded the engineering design contract through a formal request for
proposal process in May of 2008. They have also been the Village's consultant on previous dredging
projects as well as various street lighting and bridge rehabilitation projects.
Ciorba Group's quote to provide construction engineering services for this project is $11,038.00. Based
on the scope of the project compared to previous retention pond projects it is Staff's opinion that the
quote is acceptable.
Recommendation
It is Staffs recommendation that Copenhaver Construction, Inc. be awarded the construction contract for
the 2008 Retention Basin Dredging Project in the amount not to exceed $163,855.00.
It is also Staffs recommendation that Ciorba Group, Inc. be awarded a contract for construction
engineering services in the amount not to exceed $11,038.00.
Funding for this project is available in the 2008 Budget. Please inc1u e this item on the October 7th
Village Board Meeting Agenda. {) "-<.. f. 7
Dan Randolph
Ion.
Attachments: Project Location Map
c: Village Clerk Lisa Angell
H:\Engineering\Ponds\k-bc_basin#7\construction rec memo.doc
Project Location Map
October 1, 2008
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
FROM:
PROJECT ENGINEER
'l~
TO:
VILLAGE MANAGER MICHAEL E. JANONIS
DATE: SEPTEMBER 30, 2008
SUBJECT: 2008 CDBG SIDEWALK PROGRAM
(CONTRACT AWARD NOT TO EXCEED $50,000.00)
Backoround
The CDBG Sidewalk Program includes the installation of new sidewalk at two locations in th }7
Village where sidewalk is missing. One location is on the south side of Dempster Street,
between Busse Road and Algonquin Road; the other location is on the east side of Busse Road,
south from Algonquin Road to the existing sidewalk.
Bid Results
Sealed bids for the 2008 CDBG Sidewalk Program were publicly opened and read aloud on
September 29, 2008 at 10:00 A.M. A Notice to Bidders was published in a local newspaper as
required and invitations were sent to contractors familiar with this program.
Six (6) contractors submitted bids for this project. The bids ranged from a low of $46,222.10 by
A & R Cement, Inc. to a high of $75,000.00 by Alamp Concrete Contractors, Inc. The
Engineer's estimate for the project was $47,403.75.
Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required in the
bid proposal packet. All bids were checked for accuracy. One error was found in the bid from A
& R cement, Inc. which raised their total bid by $0.50. This did not change the order of the bids.
All bidders correctly signed their bids and bid bonds. Below is a summary of the bids:
Bidders
A & R Cement, Inc. - Roselle, IL
Schroeder and Schroeder, Inc. - Skokie, IL
Globe Construction, Inc. - Addison, IL
Alliance Contractors, Inc. - Woodstock, IL
Landmark Contractors, Inc. - Huntley, IL
Alamp Concrete Contractors, Inc. - Schaumburg, IL
Engineer's Estimate
$46,222.10
$52,590.00
$62,961.25
$68,546.75
$74,755.20
$75,000.00
$47,403.75
Page 2
September 30, 2008
2008 CDBG Sidewalk Program
Discussion
The low bidder, A & R Cement, Inc., is prequalified by the Illinois Department of Transportation
for concrete construction projects. The Villages of Hinsdale, Downers Grove, Norridge, and
Bedford Park, along with the City of Burbank, all indicated A & R Cement, Inc. has done quality
work in their communities in recent years. They meet the requirements of the contract
documents and their references show their workmanship to be good.
The budget for the 2008 CDBG Sidewalk Program is $50,000.00. The low bid is within the
budget limit.
Recommendation
The Contractor's bid is based on estimated quantities. We recommend the contract for the
2008 CDBG Sidewalk Program to be awarded to the low bidder, A & R Cement, Inc. in an
amount not to exceed $50,000.00 to cover the full amount budgeted for the program. There are
sufficient funds in the 2008 Budget to cover this proposed contract.
Please include this item on the October ih Village Board Meeting Agenda.
f;h,~~~).I(. ~v-
Donna M. Brown, P.E.
I concur with the above recommendation.
.4/~
Director of Public Works Glen R. Andler
cc: Village Clerk Lisa Angell
H: \Engineering\Sidewalk\2008\CDBG\rec_memo.doc
Mount Prospect
INTEROFFICE MEMORANDUM
@)
TREE CITY USA
Mount Prospect Public Works Department
DATE:
SEPTEMBER 30, 2008
TO:
VILLAGE MANAGER MICHAEL E. JANONIS
FROM:
FORESTRY/GROUNDS SUPERINTENDENT
SUBJECT:
BID RESULTS - CREEK CLEANING/TREE WORK - $43,900
BACKGROUND
In the 2008 budget, funds have been appropriated to continue the ongoing cleanup of Mou t
Prospect waterways. Each year since 1997 we have been hiring a contractor to remove garbage
and other debris from the bed and banks of our creeks, remove dead trees, and prune dead
limbs. This year we propose to continue the clean up along McDonald Creek. The first portion
of work would be on the Com Ed Right-of-way that runs between Euclid Avenue and
Kensington Road. The second portion would begin at Burning Bush Lane and proceed
southeastward towards Kensington as far as funds allow (approximately 850 feet).
Additionally, one hazardous tree along Weller Creek would be removed.
BID RESULTS
Sealed bids for this year's contract were opened on September 29,2008. Fourteen invitational
bids were mailed and a bid notice was placed in the local paper. In addition, a Pre-bid
conference was held on September 22, 2008. Two bids and three "No Bid" letters were
received. Contractors were asked to submit lump sum prices for all labor and equipment
required to perform the specified work for the area listed above. Bid results were as follows:
Bidder
Winkler's Tree and Landscaping
Kramer Tree Service
Nels Johnson Tree Experts
Powell Tree Care
Steve Piper and Sons
Total cost to complete creek area
$43,125.00
$44,468.00
No Bid
No Bid
No Bid
DISCUSSION
The low bidder, Winkler's Tree and Landscaping, Inc. has satisfactorily completed our Creek
Cleaning/Tree Work Contract in 2001,2002 and 2006. Additionally, Winkler's has
satisfactorily completed our Tree Removal, Tree Trimming, Stump Removal and Holiday
Lighting contracts in the past.
This bid award is based on estimated quantities of trees and tree sizes. Consequently, it is
feasible that actual quantities encountered in the field may vary slightly. Therefore, staff
requests that the bid award include a small contingency (approximately $900.00) in the event
that additional tree removals are needed.
Page 2 of 2
BID RECOMMENDATION
Sufficient funds for this proposed expenditure exist in the current budget (Acct. #5907704-
690079 in the amount of $20, 100.00 and Acct. #5907704-690013 in the amount of $23,800.00
both on page 284). Therefore, I recommend award of a contract to the low bidder, Winkler's
Tree and Landscaping, in an amount not to exceed $43,900.00.
I concur: ~
/' . Glen dler
Director of Public Works
~~
--/"" Sandy Clark
H:\Forestry\ WORD\2008\CREEK\MEMO-CREEK2008.DOT
INTEROFFICE MEMORANDUM
Mount Prospect
Village of Mount Prospect
Fire Department
TO:
MICHAEL E. JANONIS, VILLAGE MANAGER
l:>t>. ~'A,
'Dff! /e6
FROM:
FIRE CHIEF
DATE:
SEPTEMBER 30, 20'08
SUBJECT: FIRE HOSE PURCHASE
Backaround
During the 2007 budget process, a plan was presented to the Village Board to
replace fire hose over a two-year period. This plan called for the replacement all of
the 5" hose for the Department's four fire engines and tower ladder in 2007 and the
remaining hose: 3", 2", and 1 3/4", in 2008.
The 5" hose is used as a supply line to provide large volumes of water over long
distances. Examples include; supplying water to the engines and tower ladder,
foam trailers, and fire sprinkler systems. Specific target hazards that have the
potential for using this hose include the tank farms, Randhurst Shopping Center,
and structures within the Forest River Fire Protection District where there are limited
fire hydrants. The remaining hose we are replacing is used primarily as fire attack
hose. The hose scheduled for replacement is between twenty and thirty years old
and needs to be replaced.
General Bid Information
Fire Department staff developed bid specifications, publicly advertised the bid, and
sent out bid documents to five (5) fire hose vendors. The bid opening took place on
September 15, 2008 at 10:30 AM where the documents were publicly opened and
read aloud. There were a total of five (5) bids received. The bid results were as
follows:
BID PRICE
$34,300.00
$29,727.88
$29,512.00
$29,120.00
$26,796.00
Fire Hose Purchase
September 30, 2008
Page 2
Budaet Authorization
Funds are available for this purchase in account numbers 0014202-670017 and
5107701-670017, which can be found on pages 181 and 285 of the 2008 budget
book.
Recommendation
Based on the above information I recommend a contract be awarded to Air One
Equipment in Elgin for an amount not to exceed $26,796. Air One Equipment was
the lowest responsive bidder and met the specifications outlined in the bid packet.
Michael J. Figolah
J M/jm
M:\1 Archives\09 September\FIRE HOSE PURCHASE-JM (092608).doc
MOllnt Prospt.'Ct
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
FROM:
DEPUTY DIRECTOR OF PUBLIC WORKS
TO:
VILLAGE MANAGER MICHAEL E. JANONIS
DATE:
OCTOBER 1, 2008
PUBLIC WORKS UNIFORM RENTAL AND CLEANING C
(NOT TO EXCEED $12,720.76/ YEAR FOR 24 MONTHS)
SUBJ:
Background
For many years, the labor agreement for the Public Works Department bargaining unit
employees has stipulated that the Village must supply 100% cotton work uniforms. In an
effort to comply with this requirement, staff has routinely let bids for a contract to supply
and launder industrial work uniforms. The current contract was initiated in 2006 and is
due to expire in October 2008.
Bid Results
At 10:00 AM on Monday, September 22, 2008 sealed bids were opened for the weekly
rental and cleaning of uniforms worn by Public Works Department maintenance
personnel. The term of this proposed contract is 24 months. A legal notice was placed
in the Daily Herald and six (6) invitational bids were distributed to local vendors. Four (4)
bids were received. The results are listed below:
100% Cotton Shirts & Pants
100% Cotton Indura Flame Resistant Shirts & Pants
100% Cotton Shirts & Pants
Total Annual Cost:
34
6
3
5
5
3
$5.35
$8.85
$3.21
$9,458.80
$2,761.20
$500.76
$12,720.76
G & K Services., Lombard, IL
100% Cotton Shirts & Pants 34 5 $5.55 $9,812.40
100% Cotton Indura Flame Resistant Shirts & Pants 6 5 $8.10 $2,527.20
100% Cotton Shirts & Pants 3 3 $3.33 $519.48
Total Annual Cost: $12,859.08
Unifirst, Melrose Park, IL
100% Cotton Shirts & Pants 34 5 $8.91 $15,752.88
100% Cotton Indura Flame Resistant Shirts & Pants 6 5 $16.12 $5,029.44
100% Cotton Shirts & Pants 3 3 $5.67 $884.52
Total Annual Cost: $21.666.84
Aramark, Arlington Heights, IL
100% Cotton Shirts & Pants 34 5 $12.05 $21,304.40
100% Cotton Indura Flame Resistant Shirts & Pants 6 5 $23.95 $7,472.40
100% Cotton Shirts & Pants 3 3 $14.37 $2,241.72
Total Annual Cost: $31,018.52
Page 2 of 2
August 8, 2006
Public Works Uniform Rental and Cleaning Contract
Discussion
Based on this tabulation, the lowest annual cost for this proposed contract is $12,720.76
as submitted by Lechner & Sons of Mount Prospect, Illinois.
Lechner & Sons has provided uniform rental and cleaning services to the Village of
Mount Prospect Public Works Department for the past five (5) years. They have proven
themselves to be a reliable and competent supplier of laundered public works uniforms.
Additionally, it is relevant to note that Lechner & Sons' primary business office is located
in the Kensington Business Center (420 Kingston Court).
Recommendation
I recommend that the Village Board accept the lowest qualified bid of $12,720.76 per
year for a 24-month uniform rental and cleaning contract as submitted by Lechner &
Sons of Mount Prospect, Illinois. Funds for this proposed contract are available in the
current budget. Expenditures in 2008 and 2009 will be limited to approved budgeted
amounts.
J
;JtIAJ
Sean P. Dorsey
I concur.
~
Director of Public Works
SPD/spd
C:\Documents and Settings\sdorsey.DOMAIN\My Documents\PERSONNEL\Uniforms\Bids\200B\Award Recommendation 200B.doc
Cc: Director of Public Works Glen R. Andler
Streets Foreman Dan Jones
Account Clerk Julie Bolin
File
Mount Prospect
Village of Mount Prospect
Mount Prospect, Illinois
~
INTEROFFICE MEMORANDUM
FROM:
MICHAEL E. JANONIS, VILLAGE MANAGER
DIRECTOR OF FINANCE
~b. M/~
10/" roe
TO:
DATE:
OCTOBER 1, 2008
SUBJECT: BOND FINANCIAL ADVISORY SERVICES
PURPOSE:
To present a recommendation the Village retains the services of a Financial Advisor (FA) to assist
in the issuance of bonds and its debt management program.
BACKGROUND:
The Village has utilized the services of a FA to assist in issuing General Obligation Bonds and other
debt instruments. Ron Norene from RV. Norene & Associates had provided this service to the
Village since the early 1980's. The last time staff looked for authorization to retain an FA was in
2000 in preparation for the Series 2001 GO Bonds - Parking Deck Construction. Mr. Norene also
assisted the Village with the Series 2003 GO Bonds bond issuance. Mr. Norene has since retired
necessitating the search for a new FA.
DISCUSSION:
This past June, Request for Proposals were sent out to twelve (12) financial advisory firms to solicit
their interest in assisting the Village with its debt management program. Tasks to be provided by
the selected firm include analyzing the financing needs of the Village, constructing proposed bond
issues, assisting in selection of an underwriter or organizing a competitive sale, assisting with the
rating agencies, and advising on other matters of importance such as continuing disclosure filings.
The financial advisor would be prohibited from acting as the underwriter on any debt issuance
during the term of the contract. The initial term of the contract will be for three (3) years.
The Village received responses from five (5) firms. The five firms that returned a proposal were
Crowe Chizek & Company, Ehlers & Associates, Kaplan Financial Consulting, Inc., PMA Financial
Network, Inc. and Speer Financial. Each of the firms that responded are active in the market and
serve governmental entities. After a review of the proposals, four firms were invited for interviews
before the Finance Director and Deputy Finance Director. A set list of questions were asked each
firm to easily compare qualifications and experience. In addition, several other questions were
asked regarding the proposals that were submitted. Two firms, PMA Financial and Speer were
determined to be finalists coming out of oral interviews. Calls were then made to listed references
to further assess the firm's capabilities and get insight into their interaction with staff and Board
members.
Financial Advisor Recommendation
October 1, 2008
Page 2
A review of the proposed fees was also done. Fees proposed by the firms were based on either a
flat amount or per $1 ,000 rate depending on size of issue. For comparative purposes $10 million
was used. Based on a $10 million issue the fees for each of the firms is as follows:
Firm Rate
Crowe Chizek $9,500, Ius $1.50 er $1 ,000 of ar amount
Ehlers 0.10% of ar amount, $7,500 min. $25,000 max.
Fee
$24,500
$10,000
$12,000 -
$14,000
$12,500
$15,500
Ka Ian $135 er hour, t icall $12,000-$14,000
PMA $1.25 er $1 ,000 of ar amount
Seer $15,000 lus1/60f1% er$1,0000f aramount>$7million
After evaluating all the information that was gathered during the selection process, staff is
recommending to accept the proposal from PMA Financial Network, Inc. In addition to being able to
provide excellent support during the bond issuance process, PMA is also able to provide assistance
with investment services and cash flow management. This is important when managing the
reinvestment of bond proceeds to ensure adequate funds are on hand to pay contractors while
avoiding arbitrage penalties. If the Village were to utilize Speer it would be necessary to look to
another firm to assist in this endeavor. PMA also offers competitive bond sales through an on-line
auction website (Grant Street Group/Muni Auctions). This on-line bid process permits bidding
parties to see the quotes of other bidders and allows multiple quotes that encourage a more
competitive process.
A draft copy of the agreement between the Village and PMA is attached as additional backup. The
Village Attorney has reviewed the agreement and finds it acceptable. The final agreement will be
prepared pending Board approval.
RECOMMENDATION:
It is recommended the Village Board accept the proposal from PMA Financial Network to provide
financial advisory services for a not to exceed amount of $1.25 per $1,000 of bond par amount.
~
~tP.~
AVID O. ERB
DIRECTOR OF FINANCE
DOE/
12. Delivery of Debt Instruments. As soon as a bid for the Debt Instruments is accepted by the
Issuer, coordinate the efforts of all concerned to the end that the Debt Instruments may be delivered
and paid for as expeditiously as possible and assist the Issuer in the preparation or verification of
final closing figures incident to the delivery of the Debt Instruments.
SECTION II
TERM OF AGREEMENT
This Agreement shall become effective as of the date executed by the Issuer as set forth on the
signature page hereof and, unless terminated by either party pursuant to Section III of this
Agreement, shall remain in effect thereafter for a period of _ (_) years from such date.
SECTION III
TERMINATION
This Agreement may be terminated with or without cause by the Issuer or PMA upon the giving of
at least thirty (30) days' prior written notice to the other party of its intention to terminate, specifying
in such notice the effective date of such termination. In the event of such termination, it is
understood and agreed that only the amounts due PMA for services provided and expenses incurred
to the date of termination will be due and payable. No penalty will be assessed for termination of this
Agreement.
SECTION IV
COMPENSATION AND EXPENSE REIMBURSEMENT
The fees due to PMA for the services set forth and described in Section I of this Agreement with
respect to each issuance of Debt Instruments and the continuous analysis of the Issuer and the
performance of other services provided, if requested, as described in Section II during the term of
this Agreement shall be calculated in accordance with the schedule set forth on Appendix A attached
hereto. Unless specifically provided otherwise on Appendix A or in a separate written agreement
between Issuer and PMA, such fees, together with any other fees as may have been mutually a6>1:eed
upon and all expenses, for which PMA is entitled to reimbursement, shall become due and payable
concurrently with the delivery of the Debt Instruments to the purchaser.
SECTION V
MISCELLANEOUS
1. Choice of Law. This Agreement shall be construed and given effect in accordance with the laws of
the State of Illinois.
2. Binding Effect: Assignment. This Agreement shall be binding upon and inure to the benefit of the
I ssuer and PMA, their respective successors and assigns; provided however, neither party hereto may
assign or transfer any of its rights or obligations hereunder without the prior written consent of the
other party.
3. Entire Agreement. This instrument contains the entire agreement between the parties relating to
the rights herein granted and obligations herein assumed. Any oral or written representations or
September 25, 2008
modifications concerning this Agreement shall be of no force or effect except for a subsequent
modification in writing signed by all parties hereto.
Village of Mount Prospect
PMA Securities, Inc.
By:
By:
Robert E. Lewis III
Managing Director
Prin t Name
Title:
By:
Michael English
President
September 25,2008
FINANCIAL ADVISORY AGREEMENT
This Financial Advisory Agreement (the" Agreement") is made and entered into by and between the
Village of Mount Prospect ("Issuer") and PMA Securities, Inc. ("PMA ") effective as of the date
executed by the Issuer as set forth on the signature page hereof.
WITNESSETH:
WHEREAS, the Issuer will have under consideration from time to time the authorization and
issuance of indebtedness in amounts and forms which cannot presently be determined and, in
connection with the authorization, sale, issuance and delivery of such indebtedness, Issuer desires to
retain a financial advisor; and
WHEREAS, the Issuer desires to obtain the professional services of PMA to advise the Issuer
regarding the issuance and sale of certain evidences of indebtedness or debt obligations that may be
authorized and issued or otherwise created or assumed by the Issuer (hereinafter referred to
collectively as the "Debt Instruments") from time to time during the period in which this Agreement
shall be effective; and
WHEREAS, PMA is willing to provide its professional services and its facilities as financial advisor
in connection with all programs of financing as may be considered and authorized by Issuer during
the period in which this Agreement shall be effective.
NOW, THEREFORE, the Issuer and PMA, in consideration of the mutual covenants and
agreements herein contained and other good and valuable consideration, do hereby agree as follows:
SECTION I
DESCRIPTION OF SERVICES
Upon the request of an authorized representative of the Issuer, PMA agrees to perform the financial
advisory services stated in the following provisions of this Section I; and for having rendered such
services, the Issuer agrees to pay to PMA the compensation as provided in Section IV hereof.
A. Financial Planning. At the direction of Issuer, PMA shall:
1. Analysis. Conduct an analysis of the financial resources of the Issuer to determine the extent of its
capacity to authorize issue and service any Debt Instruments contemplated. This analysis will include
reviews of any existing debt structure as compared with the existing and projected sources of
revenues which may be pledged to secure payment of debt service and, where appropriate, may
include an analysis of the trend of the assessed valuation, taxing power and present and future taxing
requirements of the Issuer. The analysis may take into account any outstanding indebtedness payable
from the revenues of existing or projected facilities operated by the Issuer, additional revenues to be
available from any proposed rate increases and additional revenues, as projected internally through
the use of proprietary systems, through affiliated companies or by other parties employed by the
Issuer, resulting from improvements to be financed by the Debt Instruments under consideration.
2. Future Financings. Consider and analyze future financing needs as projected by the Issuer's staff,
or through other experts, if any, employed by the Issuer.
September 25, 2008
3. Recommendations for Debt Instruments. On the basis of the information developed by the
analysis described above, and other information and experience available, submit to the Issuer
recommendations regarding the Debt Instruments under consideration, including such elements as
the date of issue, interest payment dates, schedule of principal maturities, options of prior payment,
security provisions, and such other provisions as may be appropriate in order to make the issue
attractive to investors while achieving the objectives of the Issuer. All recommendations will be
consistent with the goal of designing the Debt Instruments to be sold on terms that are advantageous
to the Issuer, including the lowest interest cost consistent with all other considerations.
4. Market Information. Advise the Issuer of current bond market conditions, other related
forthcoming bond issues and general information, with economic data, which might normally be
expected to influence interest rates or bidding conditions so that the date of sale of the Debt
Instruments may be set at a favorable time.
B. Debt Management and Financial Implementation. At the direction of Issuer, PMA shall:
1. Method of Sale. Evaluate the particular financing being contemplated, giving consideration to the
complexity, market acceptance, rating, size and structure in order to make a recommendation as to an
appropriate method of sale, and:
a. If the Debt Instruments are to be sold by an advertised competitive sale, PMA will:
(1) Supervise the sale of the Debt Instruments;
(2) Disseminate information to prospective bidders, organize such informational meetings as
may be necessary, and facilitate prospective bidders' efforts in making timely submission of
proper bids;
(3) Assist the staff of the Issuer in coordinating the receipt of bids, the safekeeping of good
faith checks and the tabulation and comparison of submitted bids; and
(4) Advise the 1ssuer regarding the best bid and provide advice regarding acceptance or rejection
of the bids.
b. If the Debt Instruments are to be sold by negotiated sale, PMA will:
(1) Recommend for 1ssuer's formal approval and acceptance of one or more investment
banking firms as managers of an underwriting syndicate for the purpose of negotiating the
purchase of the Debt Instruments. 1n keeping with the provisions of Rule G-23 of the
Municipal Securities Rulemaking Board, PMA will not participate in an underwriting
syndicate in connection with the negotiated purchase of the Debt Instruments.
(2) Cooperate with and assist any selected managing underwriter and their counsel in connection
with their efforts to prepare any Official Statement or Offering Memorandum. PMA will
cooperate with and assist the underwriters in the preparation of a bond purchase contract, an
underwriter's agreement and other related documents. The costs incurred in such efforts,
including the printing of the documents, will be paid in accordance with the terms of the
Issuer's agreement with the underwriters, but shall not be or become an obligation of PMA,
except to the extent specifically provided otherwise in this Agreement or assumed in writing
by PMA.
September 25,2008
(3) Assist the staff of the Issuer in the safekeeping of any good faith checks, to the extent there
are any such, and provide a cost comparison, for both expenses and interest which are
suggested by the underwriters, to the then current market.
(4) Advise the Issuer as to the fairness of the price offered by the underwriters.
2. Offering Documents. Coordinate the preparation of the notice of sale and bidding instructions,
official statement, official bid form and such other documents as may be required and submit all such
documents to the Issuer for examination, approval and certification. After such examination,
approval and certification, PMA shall provide the Issuer with a supply of all such documents
sufficient to its needs and distribute by mail sets of the same to prospective purchasers of the Debt
Instruments. Also, PMA shall provide copies of the final Official Statement to the purchaser of the
Debt Instruments in accordance with the Notice of Sale and Bidding Instructions.
3. Credit Ratings and Insurance. Make recommendations to the Issuer as to the advisability of
obtaining a credit rating, or ratings, and/or insurance for the Debt Instruments and, when directed
by the Issuer, coordinate the preparation of such information as may be appropriate for submission
to the rating agency, or agencies and/or insurance agencies. In those cases where the advisability of
personal presentation of information to the rating agency, or agencies and/or insurance agencies,
may be indicated, PMA will arrange for such personal presentations, utilizing such composition of
representatives from the Issuer as may be finally approved or directed by the Issuer.
4. Trustee. Paying Agent. Registrar. Upon request, counsel with the Issuer in the selection of a
Trustee and/or Paying Agent/Registrar for the Debt Instruments, and assist in the negotiation of
agreements pertinent to these services and the fees incident thereto.
5. Financial Publications. When appropriate, advise financial publications of the forthcoming sale of
the Debt Instruments and provide them with all pertinent information.
6. Consultants. After consulting with and receiving directions from the Issuer, arrange for such
reports and opinions of recognized independent consultants as may be appropriate for the successful
marketing of the Debt Instruments.
7. Auditors. In the event formal verification by an independent auditor of any calculations incident to
the Debt Instruments is required, make arrangements for such services.
8. Issuer Meetings. Attend meetings of the governing body of the Issuer, its staff, representatives or
committees as requested at all times when PMA may be of assistance or service and the subject of
financing is to be discussed.
9. Printing. To the extent authorized by the Issuer, coordinate all work related to the printing of the
offering documents and the Debt Instruments.
10. Bond Counsel. Maintain liaison with Bond Counsel in the preparation of all legal documents
pertaining to the authorization, sale and issuance of the Debt Instruments.
11. Changes in Laws. Provide to the Issuer copies of proposed or enacted changes in federal and
state laws, rules and regulations having, or expected to have, a significant effect on the municipal
bond market of which PMA becomes aware in the ordinary course of its business, it being
understood that PMA does not and may not act as an attorney for, or provide legal advice or services
to, the Issuer.
September 25, 2008
Appendix A
Fees
Debt Instrument Advisory Fees: With respect to the advice related to the issuance of a Debt
Instrument and the services provided in Section I, the Village of Mount Prospect agrees to pay and
PMA agrees to accept per $1,000 of original principal amount of debt issued the following:
Par
Amounts
Under $5.0 million
$5.0 to $9.95 million
$10 million and over
General Obligation
Financings
$7,000 plus $0.40/$1,000
$6,250 plus $0.60/$1,000
$1.25/$1,000
Revenue or TIF Revenue
Financings
$9,000 plus $0.50/$1,000
$8,000 plus $0.70/$1,000
$1.50/$1,000
Mount Prospect agrees to pay and PMA agrees to accept $175 per hour for financial work unrelated
to the issuance of a debt instrument.
September 25, 2008
I
Village of Mount Prospect
Community Development Department
Mount Prospect
MEMORANDUM
FROM:
MICHAEL E. JANONIS, VILLAGE MANAGER
DIRECTOR OF COMMUNITY DEVELOPMENT
lol.,d6
TO:
DATE:
SEPTEMBER 30, 2008
REQUEST FOR FACADE REBATE REIMBURSEMENT - CAN"TA NAPOrzi
RESTAURANT .
SUBJECT:
The Village has established the Fa<;:ade Rebate Program in the downtown Tax Increment Financing
District that offers matching grants to businesses that make improvements to storefronts in the
downtown district. The maximum Village contribution is $10,000 per storefront.
Canta Napoli recently renovated their two storefronts at the southwest corner of Emerson Street and
Busse Avenue to establish a wood burning oven pizza restaurant in the Emerson development. They
made several improvements to the interior of the building to improve the functionality of the space.
These improvements included installing black iron for the oven, wood flooring and ADA accessible
bathrooms. They also have installed new awnings and signage on both of their frontages. The total
expenditures for their project have exceeded $50,000.
Canta Napoli is seeking reimbursement for all eligible expenses related to their project. Per the
program guidelines, the Village may cover 50% of all eligible of this project. Therefore, the restaurant is
eligible for a $20,000 Fa9ade Rebate grant (account # 5507703-590052, page 283 of Budget). Staff
supports the request for the reimbursement.
Please forward this memorandum and attachments to the Village Board for their review and
consideration at their October 7th meeting. Staff will be at that meeting to answer any questions related
to this matter.
,
NORWOOD EMERSON LLC
250 S. NORTHWEST HIGHWAY, SUITE 300
PARK RIDGE, IL 60068
TEL: (847) 655-7700 FAX: (847) 655-7701
September 25,2008
Mr. William Cooney
Director of Community Development
Village of Mount Prospect
50 S. Emerson Street
Mount Prospect, IL 60056
Re: Application for Financial Assistance under the Village of Mount Prospect
Fa9ade Improvement and Interior Build Out Program
Canta Napoli Pizzeria Restaurant
Dear Bill:
Enclosed please find a completed and signed Application for Financial Assistance under the
Village's Fa9ade Improvement and Interior Build Out Program with respect to the premises containing
approximately 2,300 square feet leased by Canta Napoli Pizzeria, Inc., a tenant in The Shops at The
Emerson, together with the following Application requirements:
I. Applicant Affidavit signed by the Tenant and Property Owner;
2. Spreadsheet of Eligible Costs, together with supporting documentation;
3. Legal Description of The Shops at The Emerson (there is not a separate legal description
for the Canta Napoli Pizzeria premises);
4. Copy of Most Recent Available Tax Bill for The Shops at The Emerson, of which the
Canta Napoli Pizzeria forms a part;
5. Business Plan of Cant a Napoli Pizzeria;
6. Sales Revenue Projections (Assumptions and Fees);
7. Menu of Cant a Napoli Pizzeria;
8. Site Plan of The Shops at The Emerson showing location of Cant a Napoli Pizzeria
premises within the TIF District;
9. Floor Plan of Cant a Napoli Pizzeria premises; and
10. Documentation of Cant a Napoli Pizzeria Restaurant's membership in Mount Prospect
Chamber of Commerce.
All financial assistance that shall be granted by the Village for the Canta Napoli Pizzeria premises
is to be paid to the Property Owner, Norwood Emerson LLC, in accordance with the signed Lease
between the Property Owner and Tenant.
After Village staff has reviewed the enclosures, please call me with any comments or questions.
Our goal is to have the Application presented to the Village Board at its meeting on October 7, 2008.
matter. We look f~g from you.
~." .-
D. Michael Miller
Authorized Representative
Thank you for your assistance and cooperation in this
-",
enc.
APPLICA TION
Name Telephone (day)
ADINA GHERMAN (OWNER/GENERAL MANAGER) & (773) 733-3346
Z ADRIAN HUDEMA (OWNER/MANAGING PARTNER) (224) 623-3260
0 Corporation Telephone (evening)
...
~
~ CANT A NAPOLI PIZZERIA, INC.
0' Street Address Fax
...
~ .~ 3955 GREGORY DRIVE (847) 258-5586
~ .~ City State Zip Code Mobile
'0
p..
0' NORTHBROOK IL 60062 (773) 733-3346
~
~ Number of storefronts in the building and occupants WITH RESPECT TO CANT A NAPOLI RESTAURANT PREMISES:
U
-< TWO (2) STOREFRONTS- ONE STOREFRONT ON EMERSON STREET, ONE STOREFRONT ON BUSSE AVENUE
=
Relationship to Property
TENANT
Name Telephone (day)
RITA DAUPHINEE, LEASING AGENT (847) 655-7715
Corporation Telephone (evening)
Z NORWOODEMERSONLLC
0
... Street Address Fax
~
~ ~ 250 S. NORTHWEST HIGHWAY, SUITE 300 (847) 655-7701
o ~ City State Zip Code Mobile
~o
~i PARK RIDGE IL 60068
Architect's Name & Address Telephone (day) fax
o ... C3D ARCHITECTS LLC, 101 S. PINE ST., 2ND FLOOR, STE. #5, (847) 208-3274 (847) 797-8421
~p..
~I MOUNT PROSPECT, IL 60056
::l!i Contractor's Name & Address: Telephone (day) fax
U
-< PACK CONSTRUCTION, CHICAGO, IL (773) 968-7210 (708) 478-6856
=
Engineer's Name & Address (if applicable): Telephone (day) fax
TRUSTED ENGINEERlNG,238 N. TIllRD A VE.,VILLA PARK, IL 60181 (630) 670-7810 (866) 299-8300
Landscape Architect's Name & Address (if applicable) N/A Telephone (day) fax
6 Type of Request (Check all that apply)
f;I;o~ X Interior Renovation X Exterior Fayade Improvement
~g Summary of Requested Action
i; Financial Assistance in a minimum amount of$20,OOO from the Village forpaymentlreimbursement to Property Owner of
the Eligible Costs described on the attached spreadsheet, accompanied by supporting documentation.
~~
U
-<
Common Address(es) (Street Number, Street) ofCanta Napoli Pizzeria Premises:
90 R Bn~~e Av~nne located at the ~/WlC ofRmersoo Street and Bnsse Avenue, Mount
Prospect,IL 60056
~ Tax J.D. Number or County Assigned Pin Number(s) As of the date of this Application, there is not a separate permanent
...
E-o
~ Index Number (nor a separate tax bill) for The Shops at The Emerson, of which the Canta Napoli premises forms a part.
0 Permanent Index Number 08-12-108-043-0000 covers The Shops at The Emerson and other property.
~ Legal Description (see the plat of survey for the property)
r-:l
E-o See Attached Legal Description of Shops at The Emerson, of which the Canta Napoli premises forms a part. Also, Site Plan
...
~
of the Shops at The Emerson and Floor Plan of the Canta Napoli Premises are included as part of the Application to the
Y lllage.
October 2007
APPLICANT AFFIDAVIT
I have read and understand the terms of the Fac;ade Improvement Program and Interior Build-
out Program and agree that all work performed in conjunction with the aforementioned
programs must comply with all other Village regulations. Additionally, I understand and will
comply with all annual sales tax reporting requirements.
APPLICANT:
CANTA~~r' INe
By: ~,
Title: (') ~f lV~ f?.-
PROPERTY OWNER:
NORWOOD EMERSON LLC
By: :;.rw~ me., iffi Mgy
Titie: , -
October 2007
ELIGIBLE COSTS FOR CANT A NAPOLI PIZZERIA RESTAURANT
UNDER MP FACADE IMPROVEMENT AND INTERIOR BUILD OUT PROGRAM
Descriotion of Improvement
1. Upgrading to Natural Gas Service to
Accommodate Brick Oven and Fryer
2. Signage
3. Awning
4. Upgrading Mechanical Systems
5. Additional Sprinkler Heads/Strobe-Alarm
Devices
6. Black Iron Installation
Black Iron Testing
7. Architectural Services - C3D Architects
TOTAL
* Invoices Attached to this Spreadsheet
Eliaible Cost *
$8,500.00
$ 5,200.00
$ 5,000.00
$11,200.00
$ 3,105.00
$12,450.00
$ 1,790.48
$ 7,549.53
$54,795.01
(Upgrade from electric service to natural
gas service for restaurant)
(Exterior signage required by Village)
(Awning required by Village)
(Upgrade in electrical service from 200 amp
to 400 amp for restaurant)
(@ $345 per additional head/device -
9 additional heads required by Village)
(Black iron required for restaurant's fryer
and brick oven)
(Soft costs)