Loading...
HomeMy WebLinkAbout05/15/2012 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT May 15, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:09 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee John Korn Trustee Steven Polit Trustee John Matuszak Trustee Michael Zadel Absent: Trustee Arlene Juracek PLEDGE PLEDGE OF ALLEGIANCE Trustee Zadel led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Korn gave the Invocation. MINUTES MINUTES Trustee Hoefert, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held May 1, 2012. Upon roll call: Ayes: Hoefert, Korn, Polit, Zadel Nays: None Abstain: Matuszak MONTHLY FINANCIAL REPORT AND APPROVE BILLS Mayor Wilks stated the next item on the agenda, "MONTHLY FINANCIAL 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 A. Proclamation: National Public Works Week, May 20 -26, 2012 Mayor Wilks presented the proclamation to Public Works Director Sean Dorsey. Mr. Dorsey thanked the Mayor and the Village Board for their support of the Public Works Department. He extended an invitation to the community to attend the 33nd annual Public Works Open House, Saturday, May 19 9:00 a.m. — 1:00 p.m. A fun and educational day to learn about the many functions of the Public Works Department. Trustee Korn stated the Lions Club donates and serves the food and drinks at the event. B.Donation by Mount Prospect Fire Union, Local 4119, to the Mount Prospect Historical Society. Mount Prospect Fire Union representatives, Dale Steward (President), Steve Slobe and Mike Ghawaly presented a large screen T.V. to the Mount Prospect Historical Society (MPHS). Mr. Slobe stated the Fire Department Union has worked with the Historical Society to raise money for the organization. In discussing how the donations from a dunk tank event could be put to the best use; MPHS Executive Director Greg Peerbolte suggested a T.V.; the T. V. would allow MPHS to show an interactive history to visitors. Mr. Peerbolte thanked the MPHS for the generous donation and Fire Departments continued support of the Historical Society. Minutes of the Regular Meeting of the Mount Prospect Page 1 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect Mr. Ghawaly stated the fire union takes a pro- active approach in the community and appreciates the opportunity to support the MPHS and their efforts to keep Mount Prospect history alive. Trustee Hoefert, (MPHS member) thanked the fire union for the gift. He stated the Historical Society does tremendous work in bringing Mount Prospect history alive and the fire union has been helpful in accomplishing that work. APPOINTMENTS None. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD Lions Club Mr. Fred Steinmiller 223 Cathy Lane Mr. Mike Giblin 400 Can Dota Avenue Mr. Steinmiller provided an update of the 2011 Farmers' Market including the distribution of the $16,000 raised; food pantry, educational scholarships and other local programs. Mr. Giblin highlighted the vendors and special events planned for the 2012 Farme "s Market which will be open every Sunday from June 10 — October 21 st . Village Board comments -Credited the Lions Club for coming forward several years ago to run the market; since that time it has become a Northwest Suburban notable Farmers' Market. -Vendors donate food to the food pantry after Sunday market. -Appreciate the work of the Lions Club — what the Lions Club and other volunteer organizations contribute to the community make Mount Prospect what it is. Mr. Dave Schein 512 South Na Wa Ta Avenue Mr. Schein stated one of the best and most popular grocery stores would soon be closing; change in shopping center ownership, lease not renewed. He urged the Community Development Department to contact the property owner of the strip mall at Main Street and Central Avenue To explore use of this space for relocation of the soon to close grocery store. The Main /Central site would provide a great location for a downtown grocery store. Mayor Wilks thanked Mr. Schein for his comments and indicated his suggestion would be shared with the Community Development Department. CONSENT AGENDA Trustee Hoefert, seconded by Trustee Zadel, moved to approve the following business items: 1. Monthly Financial Report — April 2012 2. Bills dated April 26 — May 9, 2012 3. A RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT FOR COOPERATION AGREEMENT IN SUPPORT OF THE VILLAGE OF ARLINGTON HEIGHTS' APPLICATION TO THE STATE OF ILLINOIS FOR A COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) DISASTER RECOVERY PROGRAM GRANT FOR THE NORTHWEST SUBURBAN HOUSING 4. A RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH THE MOUNT PROSPECT LIONS CLUB TO CONDUCT A FARMERS' MARKET 5. Request Village Board approval to accept bid for generator maintenance in an amount not to exceed $42,000. OLD BUSINESS None. Minutes of the Regular Meeting of the Mount Prospect Page 2 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect NEW BUSINESS ■ PZ -03 -12 and PZ- 04 -12, Public Hearing Annexation Agreement — (Blue Sky Development; United Air Lines, Inc.) a portion located at 1200 East Algonquin Road) At 7:32 p.m. Mayor Wilks opened the Public Hearing for the proposed Annexation Agreement (Blue Sky Development; United Air Lines, Inc.) a portion located at 1200 East Algonquin Road. The public hearing was called pursuant to due and proper legal notice published in the Daily Herald on April 23, 2012 relative to a proposed Annexation Agreement for the property located at a portion of 1200 East Algonquin Road. Community Development Director William Cooney presented a comprehensive overview of the proposed area of annexation; 13.6 acres of unincorporated, vacant land. Mr. Cooney stated the proposed annexation was initiated by United Air Lines, Inc. with the intent of developing the property for the construction of a data center. The subject property is bordered by Dempster Street on the north, Algonquin Road on the south, Linneman Road on the east and commercial development, which fronts Busse Road, on the west end. Mr. Cooney detailed the Annexation Agreement which includes terms and /or conditions of the following items: Map Amendment — Rezone from B3 Community Shopping and RX Single Family District To 1 -1 Limited Industrial Preliminary Plat of Subdivision Variations — parking; fence height and fence locations and landscaping. Term of Agreement — twenty (20) years. EGV Rural Fire District Payout — United Air Lines responsible for payout over five (5) year term Public Improvements along Dempster and Algonquin — United Air Lines responsible for cost for public improvements Mr. Cooney stated both staff and United Air Lines are satisfied with the negotiated agreement. Mayor Wilks stated the annexation is an important part of the redevelopment of the south side of the Village. Mr. Michael Andrew, Director of Design /Construction for United Air Lines provided additional information regarding the planned data center and the requested variations. He stated all global operations will be from this data center. Construction of the new data center at this location will not impact existing structures and allow United Air Lines to continue to evaluate long -term development strategy. Mr. Andrew Scott, attorney, United Air Lines provided the following in response to questions from the Village Board, ■ Village of Mount Prospect served notice to the Elk Grove Rural Fire Protection District (EGRFPD) regarding proposed annexation. -Will work with the EGRFPD and Village staff for disconnection; committed to following required structure. -Noted the excellent service EGRFPD had always provided United Air Lines. In response to questions regarding the twenty (20) year term of the agreement, Mr. Cooney stated the twenty (20) year period is standard and after that period the annexed land will be the same as other property within the Village's corporate boundaries. Public Comments Ms. Laura Weiss Counsel — Elk Grove Rural Fire Protection District Ms.Weiss asked if United Air Lines is responsible for paying the Elk Grove Rural Fire Protection District as presented in Section 10 of the Annexation Agreement. Minutes of the Regular Meeting of the Mount Prospect Page 3 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect Village Manager Michael Janonis stated the Village will pay the EGRFPD and United Air Lines will reimburse the Village for the amount paid to the EGRFPD. In response to Ms. Weiss' question regarding the Village's plan for the annexation of additional United Air Lines property, Mr. Janonis stated it is the Village's long —range plan to complete annexation of this area. He added the Village has no immediate plans to do so. Village Board comments -Appreciate United Air Lines commitment to this area -Important part of Village development -Data center— asset to community -Village will continue to annex when there is an opportunity. There being no additional comments Mayor Wilks closed the Public Hearing at 7:53 p.m. ■ PZ -03 -12 and PZ- 04 -12, 1200 East Algonquin Road, United Air Lines, Inc. 1. Mayor Wilks presented: A Resolution Authorizing the Execution of an Annexation Agreement by and between the Village of Mount Prospect and United Air Lines, Inc. (Blue Sky Development) (Portion of 1200 East Algonquin Road.) This agreement, requiring a 2/3 vote of the Corporate Authorities, authorizes the Village to enter into an Annexation Agreement with United Air Lines, Inc. for the property located at a portion of 1200 East Algonquin Road. Trustee Hoefert, seconded by Trustee Polit, moved for approval of Resolution No. 13 -12: A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNEXATION AGREEMENT BY AND BETWEEN THE VILLAGE OF MOUNT PROSPECT AND UNITED AIR LINES, INC. (BLUE SKY DEVELOPMENT) (PORTION OF 1200 EAST ALGONQUIN ROAD) Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 2. Mayor Wilks presented for a first (1 st) reading: An Ordinance Annexing Certain Territory to the Village of Mount Prospect (Blue Sky Development; United Air Lines, Inc.) (A portion located at 1200 East Algonquin Road) Mayor Wilks stated the language on the agenda explaining the ordinance had been revised to accurately reflect the portion of the property to be annexed. This ordinance authorizes the Village of Mount Prospect to annex territory located at a portion of 1200 East Algonquin Road, all pursuant to the provisions of 65 ILCS 5/11- 15 -1 -1. Trustee Korn, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Korn, seconded by Trustee Zadel, moved for approval of Ordinance No. 6007: AN ORDINANCE ANNEXING CERTAIN TERRITORY TO THE VILLAGE OF MOUNT PROSPECT (BLUE SKY DEVELOPMENT; UNITED AIR LINES, INC.) (A PORTION LOCATED AT 1200 EAST ALGONQUIN ROAD) Minutes of the Regular Meeting of the Mount Prospect Page 4 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 3. Mayor Wilks presented for a first (1 st) reading: An Ordinance Approving a Map Amendment (Rezoning) to the Village of Mount Prospect Zoning Ordinance (Blue Sky Subdivision Development;) (United Air Lines) Located at 1600 and 1608 West Algonquin Road and a Portion of 1200 East Algonquin Road This ordinance amends Chapter 14 of the Village Code, commonly known as the Village of Mount Prospect Zoning Ordinance, so as to rezone the annexed property located at a portion of 1200 East Algonquin Road. The Planning and Zoning Commission recommended approval by a vote of 6 -0. Mr. Cooney stated the development of the data center required zoning map amendment, a Preliminary Plat of Subdivision to create one (1) one lot record and variations. Upon annexation the 13.6 acres automatically be classified as RX Single Family Residential. United Air Lines is seeking to a zoning map amendment from RX and B3 to 11 Limited Industrial to allow the proposed development and Mr. Cooney presented an overview of the one (1) story data center which will be constructed in two phases. The first (1 phase will consist or 22,022 square feet of office space and 150,576 square feet of warehouse space for data equipment. Phase two (2) will consist of 112,932 square feet of warehouse space for additional data equipment and generators. Mr. Cooney presented the variations requested for the development: 1) Parking - a variation to reduce the required number of parking spaces from 264 to 116, including twenty four (24) land banked spaces; 2) Landscaping — a variation to reduce the number of trees from 301 to 245; 3) Fence — a variation to allow fence in the front yards along Dempster Street and Algonquin Road and 4) Fence- a variation to increase the height of a fence from five (5) feet to eight (8) feet. Trustee Korn, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6008: AN ORDINANCE APPROVING A MAP AMENDMENT (REZONING) TO THE VILLAGE OF MOUNT PROSPECT ZONING ORDINANCE (BLIUE SKY SUBDIVISION DEVELOPMENT;) (UNITED AIR LINES) LOCATED AT 1600 AND 1608 WEST ALGONQUIN ROAD AND A PORTION OF 1200 EAST ALGONQUIN ROAD Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 4. Mayor Wilks presented for a first (1 reading : An Ordinance Granting Certain Variations for 1600 and 1608 West Algonquin Road and a Portion of 1200 East Algonquin Road (United Air Lines, Inc.; Blue Sky Development;) Located at 1200 East Algonquin Road (Blue Sky Development) This ordinance grants Variations for 1) Parking: a variation to reduce the required number of parking spaces from 264 to 116, including 24 land banked spaces; 2) Landscaping: a variation to reduce the required number of trees from 301 to 245 trees; 3) Fence location: a variation to allow a fence in the front yards along Dempster Street and Algonquin Road and 4) Fence height: a variation to increase the height of a fence from five (5) feet to eight (8) feet. Minutes of the Regular Meeting of the Mount Prospect Page 5 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect The Planning and Zoning Commission recommended approval of these items by a vote of 6 -0. Village Board Comments ■ Reduction in parking makes sense for this type of facility; may want to consider change in Village Code to modify parking requirements specific to this type of use. -Development does not present same type of parking concerns as residential area. Mr. Andrews provided the following in response to questions from the Village Board: -Development will keep existing detention basin in place; part of infrastructure. -Looking at basin area to increase the number of trees; plant as many as possible in an effort to meet Village Code. -Unlikely United Air Lines will change use of development site. -The proposed data center is state of the art; no other facilities like this are in operation. Trustee Zadel, seconded by Trustee Korn, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6009: AN ORDINANCE GRANTING CERTAIN VARIATIONS FOR 1600 AND 1608 WEST ALGONQUIN ROAD AND A PORTION OF 1200 EAST ALGONQUIN ROAD, (UNITED AIR LINES, INC.; BLUE SKY DEVELOPMENT) LOCATED AT 1200 EAST ALGONQUIN ROAD (BLUE SKY DEVELOPMENT) Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 5. Mayor Wilks presented: A Resolution Approving a Preliminary Plat of Subdivision for 1600 and 1608 West Algonquin Road and a Portion of 1200 East Algonquin Road Trustee Hoefert, seconded by Trustee Polit, moved for approval of Resolution No. 14 -12: A RESOLUTION APPROVING A PRELIMINARY PLAT OF SUBDIVISION FOR 1600 AND 1608 WEST ALGONQUIN ROAD AND A PORTION OF 1200 EAST ALOGONQUIN ROAD Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. On behalf of the Village Mayor Wilks extended her thanks to United Air Lines for choosing to stay in the area; very helpful for the Village to have such a positive development. C. PZ- 07 -12, 143 West Prospect Avenue A Resolution Authorizing an Off -Site Parking Agreement for Property Located at 143 West Prospect Avenue. Mayor Wilks presented a Resolution authorizing an off -site parking agreement for property located at 143 West Prospect Avenue. This resolution authorizes the Village of Mount Prospect to enter into an off -site parking agreement with Joyco, Inc. for the lease of fifteen (15) parking spaces in the Wille Street parking lot. The Planning and Zoning Commission recommended approval of the request by a vote of 5 -1. Minutes of the Regular Meeting of the Mount Prospect Page 6 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect Community Development Director Bill Cooney provided background information stating the petitioner would like to open a Mexican Restaurant at 143 West Prospect Avenue and seeks approval for an off -site parking agreement to comply with the required parking spaces. Based on Village parking requirements the restaurant will need seventeen (17) parking spaces. The petitioner seeks to lease fifteen (15) off -site parking spaces from the Village; adding to the two (2) parking spaces behind the building. The parking agreement with the former tenant is no longer valid as the agreement was between the Village and that owner. He stated the proposed parking lot agreement does not include a restriction on the hours of operation or require valet service; the hours of operation will be regulated by the Village Code as applied to restaurants serving alcohol. Mr. Cooney stated the Petitioners were in attendance; Joy and Estaban Aguado. Ms. Menconi (mother of Joy Aguado) 1921 Burr Oak, Mount Prospect Ms. Menconi stated she was in attendance to support her daughter and son -in -law in opening a restaurant in Mount Prospect. Village Board comments -Good to see "hometown" resident opening a "hometown" business -Know what to expect regarding parking /neighborhood issues based on previous restaurant; (Mr. Cooney stated there were no issues with previous owner or parking agreement.) -Parking agreement almost identical to previous agreement except there is no requirement for valet parking. -Thanked the petitioners for choosing Mount Prospect; restaurant is excellent fit for community. In response to questions from the Village Board Mr. Aguado provided the following: ■ Restaurant liquor license — all Ii S9 not just wine and beer. -Restaurant lease begins June 1 — hope to open soon after. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Resolution No. 15 -12: A RESOLUTION AUTHORIZING AN OFF -SITE PARKING AGREEMENT FOR PROPERTY LOCATED AT 143 WEST PROSPECT AVENUE Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. D. A Resolution Authorizing an Intergovernmental Cooperation Agreement in Support of the Village of Arlington Heights' Application to the State of Illinois for a Community Development Block Grant (CDBG) Disaster Recovery Program Grant for Northwest Suburban Housing Collaborative Approved under Consent; RES 16 -12 E. An ordinance Authorizing Aggregation of Electrical Load and Adopting an Electric Aggregation Plan of Operation and Governance Mayor Wilks presented for a first (1 reading an ordinance authorizing aggregation of electrical load and adopting an electric aggregation plan of operation and governance. This ordinance authorizes the aggregation of electric load and adoption of an electric aggregation plan of operation and governance. Assistant Village Manager Dave Strahl presented background information stating the ordinance acknowledges the Plan of Operation and Governance public hearing process was concluded as required by law and reinforces the aggregation program with an opt out process with universal access. As a result of the Public Hearing modifications were made to the Plan of Operation and Governance. Minutes of the Regular Meeting of the Mount Prospect Page 7 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect The ordinance also allows the Village to proceed with placement of RFP's to potential bidders. Bid results will be evaluated by Village staff and the consultant with a recommendation forth coming for Village Board consideration. He indicated staff anticipate securing electric rates by mid June. Public comments Ernie Lasse 805 South Elm Street Mr. Lasse recently changed from Com Ed and has since benefitted from a 31 % savings in rates with new provider. Mr. Lasse had several questions regarding Village's program; in response Mr. Strahl provided the following: -Individuals who already have a new provider have already opted out of Village program. -Village will receive list of customers from Com Ed — if already opted out will not be on the list; will not be on Village's list for notification. -Individuals who have already opted out can look at terms of their existing contract regarding termination /renewal of contract. -Consultant fee .0025% -No Village cost to recover— born by supplier not village -Com Ed still owns meter — smart meter grid on house will track usage. -Monitoring of energy demand — required as part of the plan. Village Board comments -Public Hearings — low turn -out -Electric aggregate — anticipate significant savings -Governance plan allows for opting in and out. Mr. Strahl added it take about sixty (60) days after rates secured to take effect. Trustee Matuszak, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6010: AN ORDINANCE AUTHORIZING AGGREGATION OF ELECTRICAL LOAD AND ADOPTING AN ELECTRIC AGGREGATION PLAN OF OPERATION AND GOVERNANCE Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried F. A Resolution Authorizing Execution of a Grant of License with the Mount Prospect Lions Club to Conduct a Farmers' Market Approved under Consent; RES 17 -12 VILLAGE MANAGER'S REPORT A. Request Village Board approval to accept bid for 2012 Sewer Repairs using Cured -in -Place Pipe (CIPP) in an amount not to exceed $661,431. Public Works Director Sean Dorsey presented background information and staff recommendation. The proposed combined sewer repairs were identified in 2004 as part of the Village's Combined Sewer System Evaluation Study (CSSES). Minutes of the Regular Meeting of the Mount Prospect Page 8 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect Since 2005 the rehabilitation work has resulted in the elimination of the worst defects- 100% of Category 5. Approximately 95% of Category 4, 17% of Category 3 and 5% of Category 2 defects in the combined sewer system have been lined to date; totaling over 12 miles of sewer lining. In addition, the Village will continue repairs to portions of the separate sanitary sewer system; this work also utilizes the CIPP process. This year's proposed project features 16,690 lineal feet of lining work in pipes ranging from 8" to 36" in diameter along with the televising and cleaning of approximately 50,000 lineal feet of sewers. Staff recommend the contract be awarded to the low bidder Visu -Sewer of Illinois, LLC, Bridgeview in an amount not to exceed $661,431; this amount includes a 10% contingency of $60,130 to cover any unforeseen expenses. Mr. Dorsey provided the following in response to questions from the Village Board: -The sewers are all televised prior to bidding; bidders are provided copies. ■ If sewer cannot be lined; removed from list. -After lining is done; go back in to check. Village Board comments -Significant difference in bid prices; this is why Village goes out for bid. ■10% contingency proven to be good practice; make sure job is done correctly. -Support awarding bid to low bidder with proven history of quality work. Trustee Korn, seconded by Trustee Zadel, moved for approval of request to award contract to Visu -Sewer of Illinois, LLC, Bridgeview for 2012 sewer repairs using cured -in- place -pipe (CIPP) process in an amount not to exceed $661,431; includes contingency of $60,130. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. B. Request Village Board approval to accept bid for 2012 Sewer Line Spot Relays in an amount not to exceed $312,950. Public Works Director Sean Dorsey presented background information and staff recommendation. Mr. Dorsey stated sewer line spot relay repairs are also proposed for certain defects identified in the 2004 sewer evaluation. Some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays. The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe and installing or repairing manholes. This year's proposed project features thirty -two (32) point repairs and one (1) manhole adjustment. Mr. Dorsey stated the apparent low bidder for the proposed spot relay work is Martam Construction; however, Martam did not attend the mandatory pre -bid conference. The matter was reviewed by the Village Attorney who determined that the failure to attend a mandatory pre - bid conference is a technicality that can be waived by the Village. Given the volume of experience Martam has performing Village infrastructure improvements, as well as the substantial cost differential between the lowest bid and the second (2 nd ) lowest bid ($27,615); staff considers Martam's absence at the pre -bid meeting inconsequential. Staff recommend the contract be awarded to the low bidder, Martam Construction in an amount not to exceed $312,950; this amount includes a 10% contingency of $28,450 as bid quantities are estimates and actual field measures will vary. Public comment Anthony Rendino Swallow Construction Minutes of the Regular Meeting of the Mount Prospect Page 9 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect -Concerned project would be awarded to a contract who did not follow requirements; mandatory pre -bid meeting. -In other municipalities contractors not in attendance at pre -bid meeting not allowed to bid. -Information regarding disposal for contaminated soil was not in the bid packet, only shared at the pre -bid meeting. Mariam would not have factored in additional cost for disposal of contaminated soil. Contractors at pre -bid meeting factored in additional disposal costs; higher bid. -Village awarding contract to Mariam would be unfair and compromise the bidding process. -Unfair to contractors who play by the rules. Mr. Dorsey stated the bid document did reference disposal costs and Mariam Construction has indicated there bid did factor in disposal costs. Village Board comments -Based on advise of Attorney best decision for Village is to go with lower cost. -Need to address bid requirements; waiver of certain requirements for future contracts. -Mariam knows the Village will not cover anymore costs than authorized; Mariam responsible for any additional disposal costs. -The Village has a bidding process; concern if process is adjusted or manipulated. Recommend strengthening process. -If pre -bid meeting does not mean mandatory than language should be removed. ■ If process is considered tainted — re -bid. ■Mariam is familiar with the area; award to Mariam will save the Village $27,000. Village Manager Janonis stated the Village has in the past waived technicalities in the bid process; does not believe this taints the process. Due to a conflict of interest, Trustee Zadel stated he would recuse from voting. (Mariam Construction is a contractor that has performed work for his employer; Illinois Tollway.) Trustee Korn, seconded by Trustee Zadel, moved for approval of request to award contract to Mariam Construction for 2012 sewer line spot repairs in an amount not to exceed $312,950; includes contingency of $28,450. Upon roll call: Ayes: Hoefert, Nays: Korn, Matuszak, Polit Abstain: Zadel Motion failed. C. Request Village Board approval of Professional Services Agreement for engineering assistance for Cured -In -Place Pipe (CIPP) and Spot Relay Repairs in an amount not to exceed $86,595. Public Works Director Sean Dorsey presented background information and staff recommendation. At staff's request, Baxter and Woodman the consulting engineer that prepared the initial CSSES study submitted a proposal to supply limited engineering assistance after contract award that includes; half -time oversight of the CIPP project; 100% construction observation of the spot relay work and overall contract administration for both projects. The 2012 program includes 16,690 lineal feet of CIPP piping and thirty -two (32) pipe segment repairs for the spot relay project totaling approximately 400 lineal feet of repairs on sewers ranging in diameter from ten (10) to eighteen (18) inches. The scope of work for the 2012 project is larger than last year and will require more construction engineering man - hours. Staff recommend Village Board approval of the proposal submitted by Baxter and Woodman Consulting Engineers to provide specified engineering services associated with the Sewer Spot Relay Repairs and the Sewer Rehabilitation using CIPP process projects in an amount not to exceed $86,595. Minutes of the Regular Meeting of the Mount Prospect Page 10 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect In response to questions from the Village Board regarding recommendation to award the contract to Baxter and Woodman Mr. Dorsey provided the following: • IDOT requires professional agreements of this type to be negotiated.. • Baxter and Woodman has provided quality services for the on -going sewer repair project. -Public Works diverse in engineering firms. Staff meet with firms, evaluate qualification and negotiate with best qualified engineering firm for the project; Village Board comments -National/state wide standards that guide process for professional engineering services. -Process for contracting for professional services different than bid process. -Project should move forward — failure to approve will delay project. -Based on working knowledge and experience - when an organization /agency has a good engineering firm, they want to keep them. -Important that Village secures best pricing — process should not remain static. -Recommend policy discussion regarding bid process and professional services guidelines. Due to a conflict of interest, Trustee Zadel stated he would also recuse from voting on this contract. (Baxter and Woodman has performed work for his employer; Illinois Tollway.) Trustee Matuszak, seconded by Trustee Hoefert, moved for approval of Professional Services Agreement for engineering assistance for CIPP and sewer line spot relay repairs in an amount not to exceed $86,595.00. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit Nays: None Abstain: Zadel Motion carried. D. Request Village Board approval to accept bid for generator maintenance in an amount not to exceed $42,000. Approved under Consent; VBA 19 -12 E.Status Village Manager Janonis stated the Public Works Open House is Saturday, May 19 from 9 am to 1 pm. OTHER BUSINESS None. ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Korn, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The May 15, 2012 Village Board meeting adjourned at 9:26 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Mount Prospect Page 11 of 11 Mayor and Board of Trustees May 15, 2012 of the Village of Mount Prospect