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Home My WebLink About08/02/2023 VB MinutesVillage of Mount Prospect Regular Meeting of the Village Board Tuesday, August 2, 2023 / 7:00 p.m. 1. CALL TO ORDER Mayor Paul Hoefert called the Regular Meeting of the Village Board to order at 7:05 p.m. in the Board Room at Village Hall, 50 S. Emerson St. 2. ROLL CALL: Members present upon roll call by the Village Clerk: Mayor Paul Hoefert, Trustee Vincent Dante, Trustee Agostino Filippone, Trustee Terri Gens, Trustee Bill Grossi, and Trustee John Matuszak Absent: Trustee Colleen Saccotelli a. Pledge of Allegiance - Led by Trustee Matuszak b. Invocation - Trustee Dante provided the Invocation 3. APPROVAL OF MINUTES 3.1 Minutes of the Regular Meeting of the Village Board - July 18, 2023 Motion by John Matuszak, second by Bill Grossi to approve the meeting minutes of July 18, 2023: Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak Nay: None Absent: Colleen Saccotelli Final Resolution: Motion Passed 4. MAYORS REPORT None S. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD Steve Polit 601 N. Wilshire • Requested the Village Board consider reinstating the Traffic Enforcement Division of the Police Department 6. CONSENT AGENDA 6.1 List of Bills - July 12, 2023 to July 25, 2023 - $4,587,903.19 Motion by Bill Grossi, second by Vince Dante to approve the consent agenda as presented: Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak Nay: None 2 Absent: Colleen Saccotelli Final Resolution: Motion Passed 7. OLD BUSINESS None S. NEW BUSINESS None 9. VILLAGE MANAGER'S REPORT 9.1 Motion to accept the lowest -cost, responsive bid from Airy's, Incorporated of Joliet, Illinois for construction of the emergency water system interconnection between the Northwest Water Commission, Northwest Suburban Municipal Joint Action Water Agency, and the Village of Mount Prospect for an amount not to exceed $6,200,000. Director of Public Works Sean Dorsey presented background information, bid results and staff recommendation for the construction of an emergency water system interconnection between the Northwest Water Commission (NWC), the Northwest Suburban Municipal Joint Action Water Agency (NSMJAWA), and the Village of Mount Prospect. Mr. Dorsey stated this matter has been discussed with the Board since 2018 when it was identified as an important goal in the Strategic Plan. Mr. Dorsey stated the project involves the construction of an emergency water system interconnection between the Village of Mount Prospect, the Northwest Water Commission (NWC), and the Northwest Suburban Municipal Joint Action Water Agency (NSMJAWA). The proposed interconnection will be constructed on Elmhurst Avenue between Kensington Road and Highland Avenue. A NWC transmission main in the Kensington Road right-of-way will be tapped and connected to existing NSMJAWA transmission mains located in the Elmhurst Avenue and Highland Street rights-of-way. Mr. Dorsey displayed of map of the proposed layout and described the interconnection in detail. The interconnection will allow the NWC to deliver up to 7 million gallons of water per day to the Village, satisfying the Village's maximum day requirements. The cost of this project will be shared by the Village and NWC. Due to differences in operating pressures, NWC is unable to deliver water to the NSMJAWA and therefore, NSMJAWA will not be participating in the cost of the interconnection. The project includes approximately 1,300 LF of 30 - inch diameter ductile iron pipe water main, a new meter, and a control valve vault. The scope of work also includes various improvements to the Village's existing Pump Station 5, including new pumps and motors, HVAC, electrical, and instrumentation improvements, new site piping, new fencing, and new pipe connections to the Village's two (2) existing water storage reservoirs. The Village received four (4) bids for this project. Although all four (4) bids were higher than the engineer's estimate of $4.8 million, Airy's Incorporated submitted the lowest cost bid in the amount of $6.2 million. Staff reviewed the bids and determined the higher-than-expected costs are due to continued market volatility and inflationary costs associated with construction costs. In addition, the 30 -inch watermain was a factor in the higher cost of the bids. Mr. Dorsey stated staff re- examined the scope of the project and determined reducing or redesigning the scope is not possible to complete the project in the manner necessary, therefore, a re -bid would not generate lower cost bids. 3 Mr. Dorsey stated a significant source of funds for the project will be derived from the American Rescue Plan Fund in the amount of $5.3 million. In addition, the NWC's share is $1.7 million. The Village will be the primary and initial payer; the Village will seek reimbursement from the NWC. There will be a balance of approximately $817,000 of unused ARP funds. Mr. Dorsey stated the project will commence soon after the bid is awarded. Construction will likely begin in Spring 2024 with an anticipated completion date of Fall 2024. Mr. Dorsey stated staff recommends the Board accept the lowest -cost, responsive bid from Airy's, Incorporated of Joliet, Illinois for construction of the emergency water system interconnection between the Northwest Water Commission, Northwest Suburban Municipal Joint Action Water Agency, and the Village of Mount Prospect for an amount not to exceed $6,200,000. Mr. Dorsey answered questions from the Board and provided the following in response: The NWC does not supply water to the Village; the Village has a small interconnection with Illinois American Water but they declined to participate in this project • 6,000,000 gallons a day is the Village's maximum daily demand; average daily demand is approximately 3.4 million gallons. Remaining $800,000 will be applied to other water projects Vendors were evaluated based on their experience installing 30 -inch watermains; Airy's submitted detailed plans and reliable references Notification of construction will be sent to residents in the project area; disruption will be noticeable, but the project will move quickly No disruption in water service is expected Board Comments: • Great use of ARP funds; important project No additional discussion. Motion by Bill Grossi, second by Vince Dante to approve the lowest -cost, responsive bid from Airy's, Incorporated of Joliet, Illinois for construction of the emergency water system interconnection between the Northwest Water Commission, Northwest Suburban Municipal Joint Action Water Agency, and the Village of Mount Prospect for an amount not to exceed $6,200,000 Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak Nay: None Absent: Colleen Saccotelli Final Resolution: Motion Passed 9.2 Motion to accept proposal for Emergency Water System Interconnection Construction Engineering services in an amount not to exceed $565,700. Mr. Dorsey presented the proposal for engineering services for the interconnect project. Mr. Dorsey noted the project is a bit unusual as it requires a wide range of knowledge, skills and experience with the project scope including tapping large diameter watermains, tapping high pressure watermains and working with large diameter pipes and valves. Mr. Dorsey stated Burns and McDonnell were selected to perform this service for the Village as they have a wealth of experience working with the Village and with this project specifically. Burns and McDonnell has been involved from the start of the project, having been awarded the design engineering project in 2018 through a Request for Proposals process. Burns and McDonnell completed the Phase I study in 2019 including design work and bid specifications. In addition to their experience working with the Village and understanding our system, Burns and McDonnell has also completed projects with the Northwest Suburban Municipal Joint Action Water Agency. Staff is confident Burns and McDonnell is well-equipped and uniquely qualified to perform this service and recommends the acceptance of the proposal for Emergency Water System Interconnection Construction Engineering services in an amount not to exceed $565,700. 4 In response to a question from the Board, Mr. Dorsey replied that the proposal was not put out to bid due to the uniqueness of the project. No additional discussion. Motion by John Matuszak, second by Terri Gens to accept the proposal for Emergency Water System Interconnection Construction Engineering services in an amount not to exceed $565,700. Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak Nay: None Absent: Colleen Saccotelli Final Resolution: Motion Passed 10. ANY OTHER BUSINESS Mayor Hoefert encouraged residents to sign-up for the Mount Prospect Historical Society's bus trip to Strawfest on August 19 in Mt. Morris, Illinois. Interested participants may sign up at www.mtphist.org. Trustee Filippone thanked the Police Department and Chief Mike Eterno for hosting National Night Out. Mayor Hoefert acknowledged the success of the Downtown Block Party and thanked Assistant Village Manager Nellie Beckner for spearheading and coordinating the event and all those who participated, volunteered, and attended the event. 11. ADJOURNMENT With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee Matuszak, seconded by Trustee Grossi motioned to adjourn the meeting. By unanimous voice call vote, the August 2, 2023 regular meeting of the Village Board of Trustees adjourned at 7:51 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk 5