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HomeMy WebLinkAbout2. DRAFT MINUTES 01/19/2010 CALL TO ORDER ROLL CALL PLEDGE INVOCATION MINUTES MONTHLY REPORT AND APPROVE BILLS MAYOR'S REPORT BLUE RIBBON SCHOOL OF EXCELLENCE, ST. RAYMOND SCHOOL MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT January 19, 2010 Mayor Wilks called the meeting to order at 7:07 p.m. Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel PLEDGE OF ALLEGIANCE Trustee Polit led the Pledge of Allegiance. INVOCATION Trustee Zadel gave the Invocation. APPROVAL OF MINUTES Trustee Hoefert, seconded by Trustee Zadel, moved to approve the minutes of the special Village Board meeting held December 8, 2009. Upon roll call: Ayes: Juracek, Korn, Mautszak, Polit, Zadel Nays: None Abstain: Hoefert Motion carried. Trustee Hoefert, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held December 15, 2009. Upon roll call: Ayes: Hoefert, Juracek, Korn, Pol it, Zadel Nays: None Abstain Matuszak Motion carried. APPROVE BILLS AND FINANCIALS Mayor Wilks stated the next item on the agenda, "MONTHLY REPORT AND APPROVE BILLS" was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote, as business item "IX. CONSENT AGENDA" MAYOR'S REPORT Mayor Wilks presented the proclamation recognizing St. Raymond school as a "2009 Blue Ribbon School of Excellence" Ms. Dawn Kapka, Principal and Ms Tina DiLorenzo, Assistant Principal accepted the proclamation. Ms. Kapka thankea the Mayor and Village Board for the recognition, and credited the hard work of the teachers, staff, administration, students and parents in achieving this award. She stated St. Raymonds is having an award ceremony Tuesday, January 26th at 7:00 p.m. and thanked the Village Board for accepting the school's invitation to attend the event. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 1 of 11 January 19, 2010 YOUTH COMMISSION SEMI- ANNUAL REPORT APPOINTMENTS CITIZENS TO BE HEARD CONSENT AGENDA APPROVE BILLS & FINANCIALS ENTERPRISE RESOURCE PLANNING SYSTEM ELECTRONIC MESSAGE SIGN Mayor Wilks introduced Ms. Sara Madden, Executive Director of the Chicago Muscular Dystrophy Association (MDA) and Mount Prospect fire fighter Mike Hayes and fire fighter/paramedic Jim Kuhar for the "Fill the Boot" presentation. In presenting the plaque, Ms. Madden thanked the Mayor and Village Board for their support in the "Fill the Boot" campaign and recognized the Mount Prospect Fire Department for its annual participation. [The Mount Prospect plaque was designed by a 6 year old MDA Ambassador.] She stated Fill the Boot is MDA's biggest fund raiser; Mount Prospect Local 4119 collected $3,297 locally, during the one day event. Mr. Hayes thanked the Mayor and Village Board for their support as well as Ms. Madden for the plaque and recognition from the MDA. In highlighting the event, Mr. Hayes also introduced shift personnel from Local 4119 whose efforts contributed to the success of Fill the Boot. Mayor Wilks also highlighted the other charitable fund raising activities of the Mount Prospect Fire Department, Local 4119. Mayor Wilks stated members of the Mount Prospect Youth Commission would present the Commission's semi-annual report. Chair Derek Steinweg introduced the following members of the Commission; Co-Chair Eric Logisz, (youth member) Dan Kovach and (adult members) Dave Schein and Trustee Polit. Mr. Steinweg and Mr. Logisz presented the Commission's activities and goals for 2010. To facilitate these goals and to meet the duties and responsibilities of the Commission, sub- committees have been formed; Administration, Issues, Public Relations and Youth Resource Catalog. The Mayor and Village Board recognized the Commission for their commitment, goal setting and presence at local events such as the French (Farmer's) Market. APPOINTMENTS None. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None. CONSENT AGENDA Trustee Zadel, seconded by Trustee Juracek, moved to approve the following business items: 1. December Monthly Financial Report 2. Bills dated December 10- December 31, 2009 3. Request Village Board approval to amend agreement between Village of Mount Prospect and Plante & Moran to extend consulting services for the implementation phase of the Enterprise Resource Planning (ERP) system project in an amount not to exceed $37,880. 4. Request Village Board approval to accept bid for the double faced electronic message sign replacement in an amount not to exceed $19,538. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None Motion carried. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 2 of 11 January 19, 2010 OLD BUSINESS NEW BUSINESS PZ-38-07,309-313 PROSPECT AVENUE EXTENSION OF A CONDITIONAL USE AND VARIATIONS PLAT OF VACATION, 309 -313 WEST PROSPECT AVENUE PLAT OF RESUBDIVISION, 309-313 WEST PROSPECT AVENUE RES 01-10 OLD BUSINESS None. NEW BUSINESS PZ-38-07, 309-313 West Prospect Avenue, Paul Swanson (Petitioner) Mayor Wilks presented for Village Board approval a request for extension of a Conditional Use and Variations. Community Development Director Bill Cooney stated the Petitioner is requesting Village Board approval to extend the Conditional Use and Variations granted in May 2008 for the property located at 309-313 West Prospect Avenue. A Conditional Use to construct a three (3) unit townhome development and Variations to the required setbacks and height were approved on May 20, 2008. However, the Petitioner failed to obtain a building permit and construct the development prior to the expiration of the Conditional Use and Variations. The Petitioner has indicated that due to the poor residential market he did not obtain the building permit within the time frame of the zoning approvals. The Petitioner intends to start construction in spring 2010, and seeks approval to renew the zoning requests for another year. Mayor Wilks requested a motion to approve Petitioner's request to extend the Conditional Use and Variations for property located at 309 - 313 West Prospect Avenue Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Petitioner's request to extend the Conditional Use and Variations granted pursuant to Ordinance 5692 adopted May 20, 2008 for the property located at 309-313 West Prospect Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None Motion carried. Mayor Wilks presented two (2) resolutions for the property located at 309 - 313 West Prospect Avenue; 1) a resolution granting a plat of vacation and 2) a resolution granting a plat of resubdivision. Mr. Cooney provided background information regarding the Petitioner's request As part of the zoning approval for the three (3) unit townhome project, the Petitioner was required to square off the public right-of-way at the corner of the intersection and to resubdivide the property. 1) The resolution for plat of vacation grants vacation of 533 square feet of Village owned right-of-way located at the northwest corner of the intersection of Busse and Elmhurst Avenue. The vacated area will be dedicated to the adjacent property owned by the Petitioner. 2) The resolution for the plat of resubdivision grants a plat of resubdivision to create four (4) lots of record to allow for construction of townhomes. The Planning and Zoning Commission recommended approval of the requests for a plat of vacation and plat of resubdivision by a vote of 5-0 In response to questions regarding granting of the vacation of public right-of-way, Mr. Cooney stated that even if this particular project did not move forward, the vacation and resubdivision would remain Trustee Hoefert, seconded by Trustee Polit, moved for approval of Resolution No. 01-10: A RESOLUTION GRANTING A PLAT OF VACATION FOR PROPERTY LOCATED AT 309-313 WEST PROSPECT AVENUE Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 3 of 11 January 19, 2010 RES 02-10 AMEND CHAPTER 21, "BUILDING CODE" OF THE VILLAGE CODE ORD 5786 NATURAL GAS FRANCHISE CONSORTIUM Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. Trustee Hoefert, seconded by Trustee Pol it, moved for approval of Resolution No. 02-10: A RESOLUTION GRANTING A PLAT OF RESUBDIVISION FOR PROPERTY LOCATED AT 309-313 WEST PROSPECT AVENUE Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. Mayor Wilks presented for a first (1st) reading an ordinance to amend Chapter 21 "Building Code" of the Village of Mount Prospect. This ordinance prohibits nighttime construction between the hours of 7:00 p.m. and 7:00 a.m. Assistant Village Manager Dave Strahl provided background information stating the proposed amendment to Chapter 21 is a housekeeping modification; corrects the inadvertent removal of the nighttime construction hours restriction from an ordinance approved in April 2008. A review of this Village Code was prompted by recent discussion of construction at Randhurst. Trustee Juracek noted the following scribner's error in the draft ordinance; Section One A., second line - ... and the moving (insert the word "of) so as to read,. and the moving of powered ... The Village Clerk indicated the correction to the ordinance would be made to the final draft. Trustee ladel, seconded by Trustee Pol it, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None Motion carried. Trustee Hoefert, seconded by Trustee Matuszak, moved for approval of Ordinance No. 5786 as corrected: AN ORDINANCE AMENDING CHAPTER 21 (BUILDING CODE) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Mayor Wilks presented for a first (1st) reading an ordinance authorizing the Village of Mount Prospect to enter into an intergovernmental agreement to participate in the Natural Gas Franchise Consortium; model natural gas franchise agreement. Assistant Village Manager Strahl stated representatives from various municipalities have worked jointly to create a model natural gas franchise agreement. Although the Village's natural gas franchise agreement does not expire until 2018, Village staff participated in the drafting of a model ordinance The Village's involvement with the initial drafting of the model ordinance should prove beneficial for future negotiations including efficient use of legal costs and staff time associated with this process. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 4 of 11 January 19, 2010 He stated the Village's participati..Jn in other intergovernmental consortiums have proven beneficial to the Village; staff recommend Village Board approval to participate in the Natural Gas Franchise Consortium Intergovernmental Agreement and payment of the $500 participation fee. In response to questions from the Village Board, Assistant Village Manager Strahl provided the following: Assistant Village Manager Strahl will continue as the Village's member representative to the consortium. $500 participation fee; potential for additional fees but substantial number of governmental units participating and sharing in costs. Villaqe Board Discussion Makes sense for Village to be on the ground floor in development of agreement. Great cost-effective concept - benefit to municipalities. Trustee Hoefert, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Nays Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None Motion carried. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 5787: ORD 5787 AN ORDINANCE AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT ESTABLISHING THE NORTHERN ILLINOIS MUNICIPAL NATURAL GAS FRANCHISE CONSORTIUM Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. VI LLAGE MANAGER'S REPORT VILLAGE MANAGER'S REPORT A. Purchase and conversion of 2010 Ford Interceptor marked squad cars 1. Request Village Board approval to waive the bid process for the purchase of nine (9) Ford Interceptor patrol vehicles under the State bid at a cost not to exceed $202,500. 2010 FORD INTERCEPTOR POLICE SQUAD CARS 2. Request Village Board approval to waive the bid process and accept proposal for the purchase and installation of patrol emergency equipment at a cost not to exceed $81,000. Police Chief John Dahlberg presented background information regarding the Police Department's transition to the Ford Interceptor beginning in 2000 and the move from a two (2) year replacement schedule to a three (3) year replacement schedule. The Ford Interceptors have proven to be well suited to police patrol operations and Public Works mechanics are satisfied with the Interceptor's durability and reliability, with the warranty and repair services provided by Ford dealers. Staff recommend the purchase of nine (9) Ford Interceptors under the State of Illinois bid award at a cost of $22,500 per vehicle at a total cost not to exceed $202,500. Police Chief Dahlberg presented background information and recommendation for conversion of the nine (9) Ford Interceptors and new equipment installation. Squad car conversion consists of removing and re-installing police vehicle equipment from a replaced vehicle into a new vehicle and installation of a number of new squad equipment items Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 5 of 11 January 19, 2010 including emergency lighting, mobile data computers and mobile video recording systems. As there are a limited number of installers who provide these services, two (2) local vendors were asked to submit proposals. Based on costs, service and ability to promptly meet the needs of the Police Department staff recommend utilizing the services of Ultra Strobe Communications for department squad car conversions and installations in an amount not to exceed $81,000. Villaqe Board Discussion/Comments · New cars much safer · Funds already accrued for purchase of vehicles 2011 - end of production of Ford Interceptor; may be beneficial for Village to purchase additional vehicles, store for future use. In response to questions from the Village Board Police Chief Dahlberg and Public Works Director provided the following. 1) Recommend 2010 purchase of vehicles rather than one (1) year deferral: Upgrade out of date technology Current price reductions for equipment replacement · Consistency of vehicles - enhances work performance · Extending use as patrol vehicle reduces overall life of vehicle usage as pool car; upon replacement majority of squads placed in vehicle pool, 3-4 years additional use. Trustee Hoefert, seconded by Trustee ladel, moved to approve request to waive the bid process for the purchase of nine (9) Ford Interceptor patrol vehicles under the State bid at a cost not to exceed $202,500. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None Motion carried. Trustee Hoefert, seconded by Trustee Pol it, moved to approve request to waive the bid process and accept proposal for the purchase and installation of patrol emergency equipment in an amount not to exceed $81,000. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None PHASE I PROJECTS SPRAY PAINT BOOTH B. Phase I Projects 1. Request Village Board approval to rescind award of bid to Jones Equipment Company and award the contract to next lowest responsible bidder for the purchase and installation of spray booth in an amount not to exceed $144,980. REDUCTION IN GMP 2. Request Village Board approval to accept reduction in the Guaranteed Maximum Price for Phase 1 construction project in an amount not to exceed $144,980. Public Works Director Glen Andler provided background information and staff recommendations for the Phase I request. On October 20, 2009 Jones Equipment Company, Inc. (JEC) was awarded the contract for the purchase and installation of paint spray booth. However, after review of the proposed project drawings with JEC, staff determined JEC's proposal was unresponsive and unable to meet the minimum specifications required for the floor pit of the spray booth. Staff contacted Wellman Systems, L TD, company that submitted the next lowest cost proposal to discuss their proposal; the Wellman proposal met or exceeded all contract requirements. And, similar to the recommendation of JEC, Wellman recommended the requirement for the spray paint booth's burner from 4.8 million BTU to a 4 million BTU burner; with this modification the proposed cost was reduced to $144,980. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 6 of 11 January 19, 2010 Staff recommend the award to JEC be rescinded and award the contract to the next lowest responsible bidder, Wellman Systems, for the purchase and installation of spray paint booth in an amount not to exceed $144,980. Mr. Andler stated staff is requesting Village Board approval to reduce the Guaranteed Maximum Price (GMP) for Phase I construction by $144,980, the cost of the new paint spray booth; the paint spray booth for Public Work's Vehicle maintenance was included with the Phase I projects GMP. Approval would reduce the GMP from $11,925,713 to $11,780,733. In response to questions from the Village Board Mr. Andler provided the following: · No additional costs were incurred with rescinding and awarding the contract to the contractor with the next lowest bid. The 4 million BTU burner works within the Public Works structure. · $259,000 set aside for this Phase I project. · Could not request GMP for the full amount ($259,000) because of overrun in other project costs and includes incentive money to be shared with Leopardo if project comes in under bid. Trustee Hoefert, seconded by Trustee ladel, moved to approve request to rescind award of bid to Jones Equipment Company (JEC), and award the contract to next lowest responsible bidder for the purchase and installation of spray booth in an amount not to exceed $144,980 Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None Trustee ladel, seconded by Trustee Juracek, moved to approve request to accept reduction in the Guaranteed Maximum Price for Phase I construction project in an amount not to exceed $144,980. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None Forestry/Grounds Superintendent Sandy Clark presented the following six (6) bid requests as listed on the Agenda for Village Board approval. TREE FURNISHING AND PLANTING C. Request Village Board approval to accept bid for tree furnishing and planting in an amount not to exceed $30,808. Stating seven (7) bids were received for the provision and installation of parkway trees, Ms. Clark reviewed the bid results and presented staff recommendations. She noted that no one bidder submitted the low price on all sizes/species requested. Staff recommend splitting the contract award among Alaniz Landscape, Arthur Weiler, Inc., KGI Landscaping Company, Karlstedt Landscaping, Inc and Bill Huffman Landscape; all bidders met bid specifications and have favorable work history with the Village for tree planting. Total expenditures for all purchases will not exceed $130,808 and each tree will be ordered from the lowest bidder for that particular size and species. In response to questions from the Village Board regarding the extensive list of species, Ms. Clark stated the Village is trying to diversify its tree inventory. Trustee ladel, seconded by Trustee Juracek, moved to approve request to accept bid for tree furnishing and planting in an amount not to exceed $130,808. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 7 of 11 January 19, 2010 Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None TREE REMOVAL D. Request Village Board approval to accept bid for tree removal in an amount not to exceed $140,000 Stating nine (9) bids were received for the removal of dead, dying or structurally unsound parkway trees to ground level, Ms. Clark reviewed the bid results and presented staff recommendations. In order to maximize the number of bidders, a provision allowing contractors to bid on one (1), two (2) or three (3) partial contracts was added to the bid specifications as was a provision for the Village to extend the contract(s) for a second year at the same bid prices if both the contractor and Village agree. It is estimated that 200 trees will be removed during 2010. Staff recommend award of a two (2) -year tree removal contract to Homer Tree Care, Inc.; year one (1) will be in the amount not to exceed $140,000 and year two (2) will be limited to whatever amount is appropriated in the 2011 budget. In response to questions from the Village Board regarding the work history of Homer Tree Care, Inc., Ms. Clark stated Homer Tree Care has not worked for the Village but did submit multiple, highly favorable references. Trustee Hoefert, seconded by Trustee Korn, moved to approve request to accept bid, to the low bidder Homer Tree Care, for tree removal in an amount not to exceed $140,000 for year one (1) with the option to extend the contract for a second (2) year at the same bid prices and in an amount not to exceed the 2011 allocation for tree removal. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None TREE STUMP REMOVAL E. Request Village Board approval to accept bid for tree stump removal in an amount not to exceed $85,000. Stating nine (9) bids were received for parkway tree stump removal, Ms. Clark reviewed the bid results and presented staff recommendations. The contract requires grinding tree stumps, removing the grindings and restoring the area with topsoil and seed. Typically, 400- 500 stumps are removed annually. The bid included a provision for the Village to extend the contract for a second (2nd) year at the same bid prices, if both the contractor and Village agree. Asplundh submitted the lowest bid. Although Asplundh has never worked for the Village, they have done line clearing in Mount Prospect for ComEdo Additional references also provided favorable comments on the quality of Asplundh's line clearance work. Staff would like to give Asplundh the opportunity to work in the Village, but request a provision to the contract award be included that would allow the Village to terminate the contract if Asplundh fails to meet the Village's work performance standards and award the remainder of the contract to the next lowest bidder. Ms. Clark provided the following in response to questions from the Village Board. Village crews also do stump removals. · Staff will notify the next lowest bidder of conditions for possible award of contract. · As the Village increases residential services by Village staff; need to out-source this type of work. · Cost analysis - Village crews vs. contractual services [Village Manager Janonis stated the $85,000 contractual services would not cover the cost of one full-time employee; salary/benefits. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 8 of 11 January 19, 2010 · Emergency work - need contractual services Trustee Hoefert, seconded by Trustee ladel, moved to award the stump removal contract to the low bidder, Asplundh in an amount not to exceed $85,000 and to authorize the Village Manager to terminate that contract under the terms of the bid at such time as he deems their performance to be unacceptable, and, at such time to award the contract to the next low bidder, on the terms set forth in their bid. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None Motion carried LANDSCAPE MAINTENANCE F. Request Village Board approval to accept bid for streetscape corridor landscape maintenance in an amount not to $96,120. Stating three (3) bids were received for streetscape corridor landscape, Ms. Clark reviewed the bid results and presented staff recommendations. A pre-bid meeting was held to provide an overview of the work required; spring clean-up, mulching, weeding, fertilization, aeration, turf mowing and shrub pruning. Ms. Clark noted a majority of the areas in the bid specifications are high profile locations. The contract will cover a nine (9) month period in 2010 and again in 2011 if the Village is satisfied with the 2010 work performance. The low bidder, Alaniz Landscaping Group, did not complete the bid sheet correctly; listed the per mowing fee rather than total cost and the bid bond was not in the correct amount. [Ms. Clark also noted concerns staff had with Alaniz performing work in a high profile area without a proven work history in the Village, and less than favorable references for this type of work.] Due to these bid sheet errors staff informed Alaniz their bid as submitted could not be considered. Staff recommend the Village Board reject the bid submitted by Alaniz, and award a two (2) year contract to the lowest qualified bidder, Lundstrom's Nursery, Inc. Year one (1) would be in an amount not to exceed $96,120; year two (2) will be in the amount appropriated in the 2011 budget for streetscape corridor landscape maintenance Villaqe Board Discussion Concerns regarding performance should be reason for rejecting bid - not error in multiplication. · Significant difference in the number of actual bids received from the number of companies attending pre-bid meeting [Ms. Clark indicated Village has high standards for work to be performed - may discourage potential bidders.] Trustee Korn, seconded by Trustee Matuszak, moved to approve request to accept bid from lowest qualified bidder, Lundstrom's Nurseries for streetscape corridor landscape maintenance in an amount not to exceed $96,120 for year one (1); year two (2) will be in the amount appropriated in the 2011 budget for streetscape corridor landscape maintenance. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None TURF MOWING G. Request Village Board approval to accept bid for turf mowing in an amount not to exceed $34,125. Stating four (4) bids were received for turf mowing, Ms. Clark reviewed the bid results and presented staff recommendations for the three (3) year contract. The contract requires thirty (30) weekly mowings at eighty-four (84) sites. Alaniz Landscaping Group submitted the lowest bid. Alaniz has no work history with the Village for turf mowing and of two (2) references received one (1) was favorable and the other less than favorable. However, in Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 9 of 11 January 19, 2010 consideration of the cost-savings and the Village's ability to cancel the contract should Alaniz's performance be unsatisfactory staff recommend the contract be awarded to Alaniz. [If the contract is terminated the remaining contract would be awarded to the next lowest bidder, Lundstrom's Nursery.] Ms. Clark responded to questions from the Village Board including whether the second (2nd) low bidder would have to honor the original prices submitted should the contract with Alaniz be cancelled. Ms. Clark stated if Lundstrom chose not to honor their original prices, the Village would need to start from scratch. Trustee Matuszak, seconded by Trustee Juracek, moved to award the turf mowing contract to the low bidder, Alaniz Landscaping Group in an amount not to exceed $34,125 in year one (1) (years two (2) and three (3) in the amount approved for Budget Years 2011 and 2012 for turf mowing), and to authorize the Village Manager to terminate that contract under the terms of the bid at such time as he deems their performance to be unacceptable, and at such time to award the contract to the next low bidder, on the terms set forth in their bid. Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Pol it, ladel None PARKWAY RESTORATION H. Request Village Board approval to accept bid for parkway restoration in an amount not to exceed $80,000. Stating two (2) bids were received for parkway restoration, Ms. Clark reviewed the bid results and presented staff recommendations. Alaniz Landscaping Group was the low bidder. This contract requires quick turn around, excellent responsiveness and very specific guidelines to assure the long term health of turf and parkway trees. Alaniz has no work history with the Village for parkway restoration and received less than favorable comments from their references for this type of work. Staff do not believe Alaniz is qualified to perform the work as required and therefore recommend the three (3) year contract be awarded to the next lowest bidder American Landscaping, Inc.; American Landscaping (ALS) has an excellent work performance with the Village. Villaqe Board Comments Consider using the same provision to cancel contract for unsatisfactory work if awarded to Alaniz · Residents share in responsibility for watering of restored area. In response to questions from the Village Board, Ms. Clark stated the Village will still monitor work by ALS but not to the level required for company with a new company. Trustee ladel, seconded by Trustee Polit, moved to approve request to accept bid from lowest qualified bidder, American Landscaping, for parkway restoration in an amount not to exceed $37,880 for year one (1); year two (2) and year three (3) will be in the amounts appropriated in the 2011 and 20112 budgets for parkway restoration. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. Village Manager Janonis provided the following community information: · Committee of the Whole (COW) meeting - Wednesday, January 2ih Strategic Planning and COW topics Celestial Celebration - February 6th Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 10 of 11 January 19, 2010 OTHER BUSINESS BASIN 14, FOOTING TILE BRICK SEALING CLOSED SESSION ADJOURNMENT OTHER BUSINESS Trustee Juracek provided an update of the Village's Basin 14, Footing Tile Disconnect Program. Homeowners in the area should have received a letter from Public Works explaining the program and a participation form. Designed to assist homeowner's with sewer back-up problems, Trustee Juracek encouraged homeowner's to respond by the February 15, 2010 deadline. In response to questions from Trustee Hoefert, Public Works Director Glen Andler provided an update on the Village's brick sealing program. Program is on a five (5) year cycle. · Extends life/aesthetics of bricks - not much failure with bricks CLOSED SESSION Trustee Matuszak, seconded by Trustee Zadel, moved to meet in Closed Session to discuss Review of Meeting Minutes 51LCS 120/2.06. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. The Village Board entered Closed Session at 9:14 p.m. ADJOURN The Village reconvened in Open Session at 9:19 p.m.; there being no further business to discuss the January 19, 2010 Village Board meeting adjourned at 9:20 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 11 of 11 January 19, 2010