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Home My WebLink About6. NEW BUSINESS 11/03/04 LAW OFFICES KLEIN, THORPE AND JENKINS, LTD. TELEPHONE (312) 984-6400 FACSIMILE (312) 984-6444 FACSIMILE (312) 606-7077 PA TRICK A LUCANSKY LANCE C. MALINA MICHAEL A. MARRS THOMAS M. MELODY JANETN. PETSCHE DONALD E. RENNER, III SCOTT F. UHLER GEORGE A. WAGNER DENNIS G. WALSH JAMES G. WARGO BRUCE A. lOLNA RINDA Y. ALLISON TERRENCE M. BARNICLE JAMES P. BARTLEY THOMAS P. BAYER JENNIFER C. CHA VEl GERARD E. DEMPSEY MICHAELJ. DUGGAN JAMES V. FEROLO E. KENNETH FRIKER ROBERT R. HALL, JR. KA THLEEN T. HENN EVERETTE M. HILL, JR. MICHAEL T. JURUSIK JACOB H. KARACA SUITE 1660 20 NORTH WACKER DRIVE CHICAGO, ILLINOIS 60606-2903 ORLAND PARK OFFICE 15010 S. RAVINJA AVE., SUITE 17 ORLAND PARK, IL 60462-3162 TELEPHONE (708) 349-3888 FACSIMILE (708) 349-1506 OF COUNSEL JAMES A. RHODES RICHARD T. WIMMER MEMORANDUM TO: Michael E. Janonis, Village Manager Village of Mount Prospect FROM: Everette M. Hill, Jr. DATE: October 19, 2004 RE: Bid Procedures Please find attached an ordinance amending Village Code Section 4.103. These paragraphs describe the duties of the Village Manager with respect to seeking bids and proposals for supplies, services and public works projects. I am recommending the following substantive changes with respect to those paragraphs: 1. In paragraph H, I have added additional language giving the Village Manager the option of making written requests to specific contractors for proposals as an alternative to publishing for bids in the newspaper. There are times when it is desirable to be more precise in identifying potential bidders. This allows for that precision, but by requiring mailings to at least six potential bidders, we are still providing for a broad range of responses. Additionally, in paragraph H, we have removed the requirement that bidders respond within seven days of the publishing of the bid notice. Seven days may be unduly restrictive for larger projects. . Subparagraph H(1) permits the Village Board to waive competitive bids in certain circumstances. ¡Manage 143457 1 -;g Mr. Michael Janonis October 17, 2004 Page 2 The Illinois Municipal Code does not require bidding for purchases of supplies and services, irrespective of the amount to be spent. With respect to public works projects, the Illinois Municipal Code does not limit the Village Board's ability to waive bidding to any particular circumstances. The ability to waive bidding is plenary so long as at least five elected officials vote in favor of the waiver. Despite the less restrictive requirements of the State law, our Village Code requires competitive bidding for all supplies, services and public works project if the expenditure is expected to exceed $10,000. We allow waiver of competitive bidding only in very limited circumstances. The attached ordinance retains those limited circumstances, but provides that these circumstances are not necessarily exclusive. The objective is to keep waiver of competitive bidding within the narrow purview of the Board, but to provide for some thoughtful flexibility with respect to their authority. If you have any questions or comments, please contact me. ¡Manage 143457 I } ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 4 THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: Article I, entitled "Village Manager," Section 4.103 entitled "Powers and Duties" of Chapter 4 "Appointive Village Officers" of the Mount Prospect Village Code shall be amended by deleting the opening paragraph of (H) in its entirety and adding a new opening paragraph of (H) to Section 4.103, entitled "Powers and Duties" which shall be and read as follows: i i To negotiate and award contracts for and purchase all materials, supplies and equipment for which funds are provided in the 'annual budget. The following shall be awarded to the lowest qualified and responsible bidder: (1) all contracts for public works or improvements which a1re not to be paid for in whole or in part by special assessment or special taxa~ion when the expense exceeds ten thousand dollars ($10,000.00); and (2) all purchase orders or contracts for labor, services, materials, equipment lor supplies involving amounts in excess of ten thousand dollars ($1 o,ooo.bO) pursuant to either (1) due advertisement for sealed bids in a newspaper published and having a general circulation within the Village; or (2) by mailing (either postal service or electronic) of a request for proposal to not less than,sixfirms providing the public work or service sought. The advertisement or request for proposal shall state that such contract shall be let to the i lowest qualified and responsible bidder, that the right is reserved in the Vill;age Board to reject all bids or waive bid technicalities and specify the place, time and date when sealed bids shall be opened. The successful bid proP9sai shall be submitted to the Village Board for approval. . SECTION 2: Article I, entitled "Village Manager," Section 4.103 entitled "Powers H. and Duties" of Chapter 4 "Appointive Village Officers" of the Mount prospect Village Code I I shall be amended by deleting subparagraph (H)(3) in its entire~y and adding a new ! subparagraph (H)(3) to Section 4.103, entitled "Powers and Duti~s" which shall be and I I ¡Manage 133434vl read as follows: 3. Nothing in this paragraph H shall limit or prevent the Corporate Authorities, upon an extraordinary vote as set forth in subsection 2.201 (C)5 of this Code, from waiving the requirement of advertising for bids or seeking proposals with respect to any purchase of goods, services or public work. This may include, but not be limited to, the following types of circumstances: (a) contracts for services of individuals possessing a high degree of professional skill where the ability or fitness of the individual or entity is at issue; (b) or contracts for the purchase of materials, supplies and equipment or any work or other public improvement for which, in the opinion of the Corporate Authorities, there is a sole supplier, a need for standardization of existing equipment, or the bidding procedure is impractical due to the nature of the equipment or work, there is a particular difficulty developing specifications or when time is of the essence. SECTION 3: That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this - day of ATTEST: ,2004. Gerald L. Farley, Village President Velma Lowe, Village Clerk iManage ] 33434v l 2 bh 10/28/04 ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 23 OF THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: Section 23.1503 entitled "Permit Required" of Article XV "Solicitation on Streets and Highways" of Chapter 23 "Offenses and Miscellaneous Regulations" of the Village of Mount Prospect Village Code shall be amended by adding the following underlined sentence at the end of Section 23.1503 which shall be and read as follows: 23.1503: PERMIT REQUIRED: An organization eligible to conduct solicitation activities within those street intersections hereinabove designated shall obtain a permit for such solicitation from the Village Manager, and it shall be the duty of the Village Manager to see that the applicant complies with the eligibility requirements contained in Section 23.1502 of this article. Not more than four permits shall be issued to any orQanization within any twelve month time period and not more than one permit shall be issued to any orQanization in any calendar Quarter. SECTION 2: That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of ,2004. Gerald L. Farley, Village President ATTEST: Velma Lowe, Village Clerk H:\CLKOIfilesIWIN\ORDINANC\Ch 23-Solicitations,BH,Nov2004.doc c Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ~ TREE CfIY USA þ.~~ 1\ I~lo~ \. ':" -". Attached is the following: ~c;"é"":;;: . Resolution for Maintenance of Streets and Highways by Municipality Under the lIIino~' >, Highway Code (BLR 4123) in the amount of $1 ,041 ,500.00. Included in this Resolution are the following: TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER OCTOBER 29, 2004 MFT MAINTENANCE RESOLUTION - 2005 . Account No. 1. 0505105-570540 2. 0505405-540660 3. 0505405-550220 4. 0505405-690058 5. 0507706-540530 6. 0507706-540545 7. 0505104-540515 8. 0505104-540535 9. 0507706-690005 10. 0507706-690099 Page No. 209 234 234 234 287 287 208 208 287 287 Item Salt & Calcium Chloride Traffic Signal Maintenance Electric Traffic Signal Replacement Pavement Evaluation Study Mat'l- Resurfacing Testing Crack Filling Pavement Markings Street Light Improvements Bridge Rehabilitation * Includes 2004 Carryover Amounts: . Traffic Signal Maintenance, Central & Rt 83, NW Hwy & Central . Traffic Signal Replacement, Rt 83 $153,500 . Bridge Rehabilitation $44,000 . Street Lights, Rt. 83, Central Rd. and Algonquin & Busse $65,000 . Pavement Evaluation $27,250 Budget $119,370 $169,500 $96,380 $157,500 $37,250 $51,500 $48,000 $43,000 $100,000 $219,000 $1,041,500 $78,000 This Resolution is required by the Illinois Department of Transportation before the Village can expend Motor Fuel Tax funds. I recommend that the Village Board adopt these resolutions at the Village Board Meeting on November 3, 2004. Joel Michalik I concur with the above recommendation. r¡) ~ Rlinois Department ~ \'f ~ of Transportation Municipal Estimate of Maintenance Costs Period from 01/01/2005 to 12/31/2005 Municipality Village of Mount Prospect Estimated Cost of Maintenance Operations Material. Eauioment or Labor Maintenance Operation Quantitv Unit Operation (No. - Description - Total Quantity) Item and Specification and Unit Cost Cost Cost 1 Salt 3.840 Ton 30.00 115.200 115.200 2 Calcium Chloride 8,340 Gal 0.50 4,170 4,170 3 Crack Filling 48,000 Ton 1.00 48,000 48,000 4 Pavement MarkinQ 43,000 Ft 1.00 43,000 43,000 5 Traffic SiQnal Maintenance 1 Lump Sum 169,500.00 169,500 169,500 6 Electric-Route 14 1 Lump Sum 96,380.00 96,380 96,380 7 Traffic Signal Replacement 1 Lump Sum 157,500.00 157,500 157,500 8 Pavement Evaluation Study 1 Lump Sum 37,250.00 37,250 37,250 9 Material TestinQ 1 Lump Sum 51,500.00 51,500 51,500 10 Street Light Improvements 1 Lump Sum 100,000.00 100,000 100,000 11 Bridge Rehabilitation 1 Lump Sum 219,000.00 219,000 219,000 Total Estimated Maintenance Cost $1,041,500 Submitted November 04, 2004 Approved By Glen R. Andler Municipal Official Director of Public Works Title District Engineer Submit Four (4) Copies to District Engineer BLR 8202 (Rev. 7/01)