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Home My WebLink About5.1 Minutes 04/02/2024Village of Mount Prospect Regular Meeting of the Village Board Tuesday, April 2, 2024 / 7:00 PM CALL TO ORDER Mayor Hoefert called the Regular Meeting of the Village Board to order at 7:03 p.m. in the Board Room at Village Hall, 50 S. Emerson St. ROLL CALL Members present upon roll call by the Village Clerk: Mayor Paul Wm. Hoefert, Trustee Vincent Dante, Trustee Agostino Filippone, Trustee Terri Gens, Trustee Bill Grossi, Trustee John Matuszak, Trustee Colleen Saccotelli, Absent: None 2.1. Pledge of Allegiance - Mayor Paul Hoefert APPROVAL OF MINUTES 3.1. Minutes of the regular meeting of the Village Board - Village Board/Committee of the Whole meeting of March 19, 2024 Motion by Colleen Saccotelli, second by Vince Dante to approve the minutes of March 19, 2024 Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli Nay: None Final Resolution: Motion Passed MAYORS REPORT 4. 1. PROCLAMATION: National Library Week, April 7-13, 2024 Mayor Hoefert read aloud a proclamation in recognition of National Library Week and presented it to Marie Bass, a Library Trustee from the Mount Prospect Public Library. Clerk's note: The following proclamations were issued but did not appear on the posted agenda: 4.2 Week of the Young Child: Mayor Hoefert read aloud a proclamation recognizing the week of April 6-12 as "Week of the Young Child" and presented it to Michael Davey, Director of the Mount Prospect Child Care Center. 4.3 Honoring Lieutenant Tim Evans for his Years of Service to the Village of Mount Prospect and its Residents: Mayor Hoefert presented a proclamation in honor of the service of Mount Prospect Fire Lieutenant Tim Evans, who recently passed away after a brief illness. The proclamation was accepted by Fire Chief John Dolan in the presence of many members of the Mount Prospect Fire Department. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None CONSENT AGENDA Citing an ethical conflict, Trustee Filippone announced his decision to abstain from the vote on item 6.2, the List of Bills, on the consent agenda. Motion by Bill Grossi, second by Terri Gens to approve the consent agenda as presented: Yea: Vincent Dante, Agostino Filippone, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli Nay: None 6.1. Monthly Financial Report - February 2024 6.2. List of Bills - March 13, 2024, to March 26, 2024 - $1,915,920.69 Abstain: Agostino Filippone 6.3. A RESOLUTION FOR IMPROVEMENT UNDER THE ILLINOIS HIGHWAY CODE (BLR 09110) FOR THE 2024 STREET RESURFACING PROGRAM IN THE TOTAL AMOUNT OF $1,450,000.00. Resolution No. 17-24 None OLD BUSINESS - None NEW BUSINESS VILLAGE MANAGER'S REPORT 9.1. Motion to accept the Builders Asphalt bid for the 2024 Street Resurfacing Program and award a contract for $7,289,137.87 with an authorized work limit not to exceed $5,892,000.00. Director of Public Works Sean Dorsey presented background information, bid results and staff recommendation. Mr. Dorsey stated the purpose of the Village's Street Resurfacing Program is to maintain all Village streets on an average of 20 -year service life cycle. To reach this goal, at least 6.8 miles of Village streets must be resurfaced each year. Mr. Dorsey stated the 2024 Street Resurfacing Program includes 6.2 miles of streets to be resurfaced and is being funded through the Street Improvement Construction Fund and Motor Fuel Tax Fund. In addition, the Village will be resurfacing 0.5 miles of Central Road under a separate contract for a total of 6.7 miles of streets to be resurfaced in 2024. In an effort to reduce asphalt costs, Mr. Dorsey stated 2.2 miles of streets involving resurfacing the 2024 Water Main Replacement Streets are included in this contract. Mr. Dorsey stated the Village received only one bid for the March 12, 2024 public bid opening. The sole bid was submitted by Builders Asphalt, LLC. Mr. Dorsey stated that although Builders Asphalt is a growing company that recently acquired Arrow Road Construction, they have not previously worked in the Village. Arrow Road has completed this project for the Village in the past. Mr. Dorsey stated the engineer's estimate for this project was lower than the bid submitted by Builders Asphalt. This is partly due to the rising cost of concrete and increased energy prices. Mr. Dorsey stated that there is no value in bidding the project again, but suggested that they aim to release the bid earlier next year to secure better prices. A portion of the Street Resurfacing Program uses Motor Fuel Tax funds. The Illinois Department of Transportation (IDOT) administers the funding and must approve the scope of work. IDOT staff confirmed with staff that the amount of work can be reduced to 75% of the low bid without having to negotiate with the contractor. IDOT requires the contract to be awarded to the full amount, but the authorized work can be reduced by up to 25%. The bid received from Builders Asphalt is $7,289,137.87 to resurface 7.4 miles of Village streets. The cost to resurface 6.2 miles based on the unit prices is approximately $5,615,000 and within the available funding. Mr. Dorsey recommends a 5% contingency be added to cover unexpected work. Mr. Dorsey stated that with the resurfacing of Central Road, 6.7 miles of Village streets will be resurfaced in 2024. Village staff recommends awarding the contract up to the full bid amount of $7,289,137.87 to satisfy IDOT requirements but issue a purchase order and authorize work to not exceed $5,892,000.00. Mr. Dorsey answered questions from the Board. Mr. Dorsey was asked about the possibility of a joint purchasing agreement to reduce the cost of the concrete portion of the contract. He stated that there is no previous instance of such an agreement, but the staff will explore different solutions. Motion by Bill Grossi, second by Colleen Saccotelli to approve the 2024 Street Resurfacing Progam and award a contract for $7,289,137.87 with an authorized work limit not to exceed $5,892.000.00: Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino Filippone Nay: None Final Resolution: Motion Passed 9.2. Motion to reject the lowest cost bid for the 2024-2026 Brick Sidewalk Maintenance Program as non-responsive and award the contract to the second lowest -cost, responsive bidder for a cost not to exceed $262,000. Mr. Dorsey presented background information, bid results, and staff recommendations for the 2024-2026 Brick Sidewalk Maintenance Program. Mr. Dorsey stated this project is a recurring annual project targeting the maintenance and repair of brick pavers in the downtown area. Mr. Dorsey stated the target area for the 2024 project is to replace the brick pavers adjacent to Main Street from Prospect Avenue through to the "S" curve. Mr. Dorsey indicated the contract includes not only 2025 and 2026 but also two, 1 -year options (2027 and 2028) if both the Village and contractor agree to terms. Bids for this project were opened on March 18, 2024. The lowest cost bid was submitted by Langton Group of Woodstock. Langton Group did not provide references for brick paver work and when contacted for additional, they were unable to provide references for this particular scope of work. However, references for landscaping and snow removal were excellent. Mr. Dorsey stated staff recommends declaring this bid as non-responsive and awarding the contract to the second lowest bid submitted by LPS Pavement Company. Mr. Dorsey stated LPS has done similar work for many neighboring communities including Mount Prospect. Staff are confident they are well qualified and have the necessary resources to complete the project at the price indicated and within the project's timeframe. Mr. Dorsey stated staff recommends the Board approve the second, lowest cost responsive bid submitted by LPS for an amount not to exceed $262,000 for 2024 (funds will appropriately be allocated for this project in 2025 and 2026) and to include two 1 -year extensions for 2027 and 2028 Mr. Dorsey answered questions from the Board. Public Comment: Steve Polit 601 N. Wilshire Drive Suggested ways the Village can leverage the best prices for concrete and other materials. Motion by Colleen Saccotelli, second by Vincent Dante to reject the lowest cost bid for the 2024-2026 Brick Sidewalk Maintenance Program as non-responsive and award the contract to the second lowest -cost responsive bideer for a cost not to exceed $262,000. Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino Filippone Nay: None Final Resolution: Motion Passed 9.3. As submitted No additional report. ANY OTHER BUSINESS No other business was discussed. ADJOURNMENT With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee Matuszak seconded by Trustee Dante motioned to adjourn the meeting. By unanimous voice vote, the April 2, 2024 Regular Meeting of the Village Board of Trustees adjourned at 7:53 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk