2015-12-21 - Village Board Regular Meeting - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
B. Roll Call
2. Approval of Minutes
A. Village Board - Regular Meeting - Dec 7, 2015 7:30 PM
3. Approval of Warrant
A. Warrant #1258 (Joanne Johnson)
4. Village President's Report
A. Jamie Epstein Tenth District Award Proclamation (Beverly Sussman)
B. Appointments to the Health Commission (Beverly Sussman)
5. Village Manager's Report
6. Special Business
7. Reports from Trustees
8. Consent Agenda
All items listed on the Consent Agenda, which are available in this room this evening, are
considered to be routine by the Village Board and will be enacted by one motion. There will be
no separate discussion of these items unless a Board member or citizen so requests, in which
event, the item will be removed from the General Order of Business and considered after all other
items of business on the Regular Agenda under New Business. (Attached).
A. R-2015-34 Resolution for Extension of Credit at Wintrust Bank for Purchasing Card
Program (Joanne Johnson)
SUMMARY: The Village of Buffalo Grove does hereby authorize the Village of Buffalo
Grove Finance Director to open a purchase card account at First Bankcard in partnership
with Wintrust Bank and execute the Resolutions and Extensions of Credit and
Incumbency Certificate.
B. R-2015-35 2016 Pay Ranges (Steven Trilling)
SUMMARY: Attached please find the proposed 2016 pay ranges for employees of the
Village of Buffalo Grove. The pay ranges as presented are consistent with the salaries
programmed in the adopted FY 2016 budget.
C. R-2015-36 A Resolution Regarding Corproate Personal Property Replacement Tax
Distribution - 2016 (Joanne Johnson)
SUMMARY: The attached resolution regarding the use of Corporate Personal Property
Replacement Taxes applies to calendar 2016 and is required to be approved in order to
be in conformance with the Illinois Revenue Act.
D. R-2015-41 IDOT & Buffalo Grove Joint Agreement for Dundee RD and BG Road
(Andrew Stein)
SUMMARY: The Illinois Department of Transportation is improving the intersection of
Dundee Road and Buffalo Grove Road and requires the Village to pay for the local
improvements. Funds are budgeted in the approved FY 2016 budget.
9. Ordinances and Resolutions
A. 0-2015-74 An Ordinance Abating Taxes Levied for the Village of Buffalo Grove, Cook
and Lake Counties, Illinois (Joanne Johnson)
B. R-2015-37 Requesting the County of Cook Not to Collect the Loss in Collections on
Taxable Property in the Village of Buffalo Grove (Joanne Johnson)
C. R-2015-38 Requesting the County of Lake Not to Collect the Loss in Collection on
Taxable Property in the Village of Buffalo Grove (Joanne Johnson)
D. R-2015-39 Approving an Agreement for Resident Engineering and Construction Staking
Services with Gewalt Hamilton Associates, Inc. for 2016 Street & Utility Improvement
Projects (Andrew Stein)
E. R-2015-42 Authorization to Execute an Agreement with Gewalt Hamilton Associates,
Inc. for the 2016 Roadway Improvement Project Design (Andrew Stein)
10. Unfinished Business
R-2015-40 Authorization to Execute a One Year Contract Extension with Tap Room
Hospitality (Joanne Johnson)
11. New Business
A. Authorization to Seek Competitive Bids/Proposals for Various Projects (Joanne
Johnson)
12. Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
13. Executive Session
Executive Session -Minutes Section 2(C)(21) of the Illinois Open Meetings Act (Janet
Sirabian)
14. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
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12/7/2015
MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO
GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE,
ILLINOIS ON MONDAY, DECEMBER 7, 2015
Call to Order
The meeting was called to order at 7:30 PM by Village President Beverly Sussman
A. Pledge of Allegiance
President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged
allegiance to the Flag.
Approval of Minutes
A. Village Board - Regular Meeting - Nov 2, 2015 7:30 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Steven Trilling, Trustee
SECONDER: Lester A. Ottenheimer III, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
B. Village Board - Special Meeting - Nov 16, 2015 7:30 PM
RESULT:
ACCEPTED [UNANIMOUS]
MOVER:
David Weidenfeld, Trustee
SECONDER:
Andrew Stein, Trustee
AYES:
Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Approval of Warrant
A. Warrant #1257 (Joanne Johnson)
Mr. Anderson read Warrant #1257. Moved by Ottenheimer, seconded by Johnson, to approve
Warrant #1257 in the amount of $5,513,343.34, authorizingpayment of'bills listed.
RESULT: APPROVED [UNANIMOUS]
MOVER: Lester A. Ottenheimer III, Trustee
SECONDER: Joanne Johnson, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Village President's Report
A. Presentation of Helmets to Village Board by IAFF Local 3177 (Dane Bragg)
On October 3, 2015, members of the Buffalo Grove Professional Firefighters, in conjunction with
neighboring municipalities, hosted a Fire Ops 101 Event, which is designed to demonstrate to
elected of the challenges that firefighters face evei), day. Elected officials were thanked for
their participation in this event, after which members of the Fire Department presented the Village
Board with helmets as a thank you for participating in Fire Ops 101. A short video of the day's
activities was then presented.
B. Tenth District Leadership Award Recipient Proclamations (Beverly Sussman)
A recent ceremony recognizing the Tenth District Leadership Awards was recently held by
Congressman Dold. President Sussman read a Proclamation commending Troy Livingston as the
recipient of the Entrepreneurial Excellence Award, after which she presented the Proclamation to
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12/7/2015
Mr. Livingston as he was congratulated by the audience and the Board. President Sussman read
a Proclamation commending Paula Carballido as the recipient of the Helping Heroes Award,
after which she presented the Proclamation to Ms. Carballido as she was congratulated by the
audience and the Board.
C. Proclamation Declaring November as Native American Heritage Month (Beverly
Sussman)
Trustee Johnson read a Proclamation declaring the month of November 2015 as Native American
Heritage Month in the Village of Buffalo Grove.
D. Appointments to the Health Commission (Beverly Sussman)
At the request of President Sussman, it was moved by Berman and seconded by Weidenfeld, to
table the appointments to the Health Commission until the December 21, 2015 Village Board
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Meeting. Upon roll call, Trustees voted as follows:
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AYES: 6 - Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
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NAYS: 0 - None
Motion declared carried.
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Village Manager's Report
Mr. Bragg informed the Board and residents that the Village has suspended the solicitor permit for IGS Energy
Services for a period of 10 days. A revocation hearing is scheduled for December 14, 2015.
Mr. Bragg noted that Buffalo Grove is the recipient of the Lake County Municipal League 2015 Innovation
Award, which was presented at a meeting last week. This award was presented for our work in providing a service
model for IT services, and Mr. Bragg extended special thanks to Deputy Village Manager Maltas for her work on
this issue.
A. Street Funding Strategy (Dane Bragg)
Mr. Anderson presented the staff proposal for the issuance of $6 million in bonds in 2016 for
Street Resurfacing, noting that staff is seeking direction from the Board. The duration of the
issue would be 15 years, with an estimated interest rate of 3.5%. Further detail may be found in
his memo to Mr. Bragg of December 3, 2015. Mr. Anderson then answered questions from the
Board, after which it was moved by Berman and seconded by Weidenfeld to provide direction to
staff to proceed in accordance with their recommended course of debt, financing, for the near term
road reconstruction and road maintenance requirements. Upon roll call, Trustees voted as
follows:
AYES: 6 - Berman, Trilling, Stein, Ottenheimer, Weidenfeld; Johnson
NAYS: 0 - None
Motion declared carried.
Special Business
Reports from Trustees
Trustee Stein urged residents to be aware of the Prescription Drugs in their possession, and dispose of outdated
medications appropriately at Village Hall.
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12/7/2015
Consent Aaenda
RESULT: ADOPTED [UNANIMOUS]
MOVER: Steven Trilling, Trustee
SECONDER: Lester A. Ottenheimer III, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
A. Authorization to Execute an Agreement with North American Midway Entertainment
(Andrew Stein)
SUMMARY: Staff recommends the Village Board authorize the Village Manager to
execute a contract with North American Midway Entertainment for Amusements and
Activities at Buffalo Grove Days Event, pending final review and approval of the contract
by the Village Attorney.
B. 0-2015-65 An Ordinance Amending Chapter 5.20, Liquor Controls - Outback
Steakhouse of Florida, 720 Lake Cook Road (Beverly Sussman)
SUMMARY: Outback Steakhouse has recently closed their Buffalo Grove location. As a
result, the Class A liquor license is hereby rescinded.
C. Award of Bid Custodial Services (Andrew Stein)
SUMMARY: Based on the review of the bids, reference checks, and interviews, staff
recommends that the Village Board award the bid for custodial services to the third
lowest bidder, GSF-USA, for a cost not to exceed $90,777.00 as further detailed in the
attached memo.
D. Authorization to Waive Bids and Purchase Dell AppAssure Advance Data Protection
Software (David Weidenfeld)
SUMMARY: Staff seeks authorization to waive bids and purchase Dell AppAssure
software from Paragon Micro for $22,249.99 with a three year license and a purchase of
the associated server hardware from Digiliant for $7,970.00 with a three year on site
warranty, as further detailed in the attached memo.
E. Authorization to Execute an Agreement with AT&T for Managed Internet Service (David
Weidenfeld)
SUMMARY: Staff recommends the Village Board authorize staff to execute an agreement
with AT&T for Managed Internet Service as further detailed in the attached memo
pending review and approval of the agreement by the Village Attorney. The cost of this
service is $1,152.69 per month for a minimum term of 36 months.
F. 0-2015-66 Lake County Watershed Development Ordinance Update (Andrew Stein)
SUMMARY: To remain compliant with the National Floodplain Insurance Program the
Village is required to update the Village Ordinance to reflect the latest Lake County
Watershed Development Ordinance.
G. 0-2015-67 Ordinance Approving a Special Use with Variations for Willow Grove
Elementary School (Jeffrey Berman)
SUMMARY: Kildeer Countryside School District 96 (District 96) is proposing an addition,
along with other improvements, to the existing Willow Grove School located at 777 N
Checker Drive. As a result of the changes, a special use and variations are required.
H. Salt Dome Change Order #1 (Andrew Stein)
SUMMARY: The salt dome construction contract included the paving of a new pad. Staff
was able to successfully perform this work through the Village's contractor at a much
reduced cost. Accordingly, the value of the paving work ($77,760) was removed from the
dome construction contract.
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I. R-2015-33 Resolution Authorizing Village Manager to Upgrade Certain Siren Equipment
(Steven Trilling)
SUMMARY: Based on a review and analysis by NWCDS, it is recommended that
weather siren controller components be upgraded from analog to digital control, with
remote access by dispatch.
J. Buffalo Grove Municipal Compliance Report for December 31, 2014 - Firefighters'
Pension Fund (Joanne Johnson)
SUMMARY: The Illinois Pension Code requires that the Firefighters' Pension Fund Board
of Trustees submit a Municipal Compliance Report prior to the adoption of the Village's
2015 property tax levy regarding fiscal condition. This report has been prepared on
behalf of the Village's Police Pension Fund Board and acceptance is requested.
K. Municipal Compliance Report for December 31, 2014 - Police Pension Fund (Joanne
Johnson)
SUMMARY: The Illinois Pension Code requires that the Police Pension Fund Board of
Trustees submit a Municipal Compliance Report prior to the adoption of the Village's
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2015 property tax levy regarding fiscal condition. This report has been prepared on
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behalf of the Village's Police Pension Fund Board and acceptance is requested.
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L. 0-2015-68 An Ordinance Approving a Side Letter of Agreement Between the Village of
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Buffalo Grove and the Metropolitan Alliance of Police (Steven Trilling)
SUMMARY: The proposed side letter amendment provides for a 2.50 percent increase
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for police patrol officers, represented by the Metropolitan Alliance of Police, for the period
of January 1, 2016 through December 31, 2016 and is consistent with funds programmed
in the Village's 2016 budget.
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Ordinances and Resolutions
A. 0-2015-69 1371 : Ordinance Establishing a 180 Day Moratorium on Electronic Cigarette
Stores (Lester Ottenheimer III)
Moved by Ottenheimer, seconded by Berman, to pass Ordinance No 2015-69 1371, establishing a
180 day moratorium on Electronic Cigarette Stores.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the
Board of December 3, 2015.
Board discussion ensued with regard to whether or not a need exists for this type of an ordinance.
RESULT: FAILED [0 TO 6]
MOVER: Lester A. Ottenheimer III, Trustee
SECONDER: Jeffrey Berman, Trustee
NAYS: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
B. 0-2015-70 1372 : Ordinance Establishing a 180 Day Moratorium on New Tobacco
Shops (Lester Ottenheimer III)
Moved by Ottenheimer, seconded by Berman, to pass Ordinance No. 2015-701372 establishing a
180 day moratorium on new Tobacco Shops.
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RESULT:
FAILED [1 TO 51
MOVER:
Lester A. Ottenheimer III, Trustee
SECONDER:
Jeffrey Berman, Trustee
AYES:
Lester A. Ottenheimer III
NAYS:
Weidenfeld, Johnson, Berman, Trilling, Stein
C. 0-2015-71 Ordinance Approving an Economic Incentive Agreement with Connexion at
1700 Leider Lane (Lester Ottenheimer III)
Moved by Ottenheimer, seconded by Berman, to pass Ordinance No. 2015-71, approving an
Economic Incentive Agreement with Connexion at 1700 Leider Lane.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in the Village Board
Meeting Agenda Item Overview that he prepared, as well as his memo to the Board of December
3, 2015, after which he answered questions from the Board.
Trustee Trilling noted that his company purchases electrical equipment from this company,
however, he believes he can be objective and will be participating in the discussion and vote.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Lester A. Ottenheimer III, Trustee
SECONDER: Jeffrey Berman, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
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D. 0-2015-72 Ordinance for the Levy and Collection of Taxes for the Fiscal Year
Commencing on the 1St Day of January, 2016 and Ending on the 31 St Day of December,
2016 (Joanne Johnson)
Moved by Johnson, seconded by Ottenheimer, to pass Ordinance No. 2015-72, for the Levy and
Collection of Taxes for the Fiscal Year commencing on the Is' day of January, 2016 and ending on
the 3111 day of December 2016.
Mr. Anderson reviewed the proposed ordinance, details of which are contained in the Village
Board Meeting Agenda Item Overview as well as his memo Mr. Bragg of December 4, 2015.
Trustee Berman thanked staff and Mr. Anderson and Mr. Bragg for the additional work that they
have done since the last meeting so that the Board and the public have the information to clarify
the reason that this change in the levy is necessary.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Joanne Johnson, Trustee
SECONDER: Lester A. Ottenheimer III, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
E. 0-2015-73 Adopting the Fiscal 2016 (January 1 - December 31, 2016) Budget for the
Village of Buffalo Grove (Joanne Johnson)
At 8: 50 P.M., President Sussman re -opened the Public Hearing to adopt the Fiscal 2016 Budget
which was continued from the November 16, 2015 Village Board Meeting.
Moved by Johnson, seconded by Weidenfeld, to adopt Ordinance No. 2015-73 adopting the
Village of Buffalo Grove's Budget for Fiscal Year 2016, which is January 1, 2016 to December
31, 2016, as presented in Board packets and is published on the Village's website.
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Mr. Anderson reviewed the proposed ordinance, details of which are contained in the Village
Board Meeting Agenda Item Overview that he prepared. Notice of Public Hearing was published
in the Daily Herald on November 6, 2015.
President Sussman read a statement from Mr. Bragg thanking staff for development of the budget
document, and she in turn thanked Mr. Bragg for his work on the budget document.
Upon roll call, Trustees voted as follows on the motion to pass Ordinance No. 2015-73:
AYES: 6 - Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 - None
Motion declared carried.
Moved by Ottenheimer, seconded by Weidenfeld, to close the Public Hearing. Upon roll call,
Trustees voted as follows:
AYES: 6 - Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 - None
Motion declared carried.
The Public Hearing was closed at 8:55 P.M.
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RESULT:
ADOPTED [UNANIMOUS]
MOVER:
Joanne Johnson, Trustee
SECONDER:
David Weidenfeld, Trustee
AYES:
Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Unfinished Business
New Business
A. Authorization to Execute an Agreement with Ultra Strobe Communications, Inc. for
Emergency Vehicle Lighting Services (Steven Trilling)
Moved by Trilling, seconded by Weidenfeld, to move Board passage authorizing staff to execute
an Agreement with Ultra Strobe Communications, Inc. for emergency vehicle lighting installation
services pending the final review and approval by the Village Attorney at a not to exceed price of
$78, 845.00 for Fiscal Year 2016.
Mr. Bragg reviewed the proposed Agreement, details of which are contained in the Village Board
Meeting Agenda Item Overview prepared by Mr. Robinson, as well as Mr. Robinson's memo to
him of November 20, 2015.
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12/7/2015
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RESULT:
APPROVED [UNANIMOUS]
MOVER:
Steven Trilling, Trustee
SECONDER:
David Weidenfeld, Trustee
AYES:
Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
B. Award of Bid 2016 Crack Sealing to Denler, Inc. (Andrew Stein)
Moved by Stein, seconded by Weidenfeld, to approve award of bid for 2016 Crack Sealing to
Denier, Inc. at a cost of $1.31 per pound of crack sealing material at a total not to exceed the
amount of $150, 000.00.
Mr. Robinson reviewed the proposal, details of which are contained in Village Board Meeting
Agenda Item Overview that he prepared, as well as his memo to Mr. Bragg ofNovember 20, 2015
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Steven Trilling, Trustee
SECONDER:
David Weidenfeld, Trustee
AYES:
Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
C. Authorization to Execute a One Year Contract Extension with Tap Room Hospitality
(Joanne Johnson)
Moved by Johnson, seconded by Weidenfeld, authorize staff to execute a one-year contract
extension with Tap Room Hospitality, as detailed in Board packets.
Mr. Tollefson reviewed the proposed contract extension, details of which are contained in the
Village Board Meeting Agenda item Overview that he prepared, as well as his memo to Mr. Bragg
of December 3, 2015
After Board discussion, it was moved by Berman and seconded by Ottenheimer to defer action on
the proposed contract until the next Village Board meeting.
RESULT: TABLED [UNANIMOUS]
Next: 12/21/2015 7:30 PM
MOVER: Jeffrey Berman, Trustee
SECONDER: Lester A. Ottenheimer III, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Questions From the Audience
April Gladu, Anthony Road, commented on the crossing guard situation regarding School District 21, and noted
that she had started an on-line petition to urge the Village to reinstate the crossing guards when school resumes in
January.
Craig Horwitz, 883 Stonebridge Lane, commented on the Fiscal Year 2016 Budget.
Executive Session
Adjournment
The meeting was adjourned at 9:20 PM
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Janet Sirabian Village Clerk
APPROVED BY ME THIS 7th DAY OF December , 2015
Beverly Sussman, Village President
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Action Item : Warrant #1258
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends approval of Warrant #1258 totaling 2,132,195.68.
ATTACHMENTS:
• W#1258 Summary (PDF)
Trustee Liaison
Trustee Johnson
Monday, December21, 2015
Staff Contact
Scott Anderson, Finance
Updated: 12/17/2015 1:46 PM
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VILLAGE OF BUFFALO GROVE WARRANT #1258
21-Dec-15
General Fund:
666,753.50
Parking Lot Fund:
194.82
Motor Fuel Tax Fund:
41,199.03
Debt Service Fund:
0.00
School & Park Donations
0.00
Capital Projects -Facilities:
222,466.29
Capital Projects -Streets:
0.00
Health Insurance Fund:
0.00
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Facilities Development Debt Service Fund:
0.00
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Retiree Health Savings (RHS):
22,669.87
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Water Fund:
255,818.37
Buffalo Grove Golf Fund:
12,423.75
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Arboretum Golf Fund:
690.53
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Refuse Service Fund:
0.00
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Information Technology Internal Service Fund:
41,369.03
Central Garage Internal Service Fund:
34,545.56
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Building Maintenance Internal Service Fund:
5,219.42
1,303,350.17
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PAYROLL PERIOD ENDING 12/17/15
828,845.51
828,845.51
TOTAL WARRANT #1258 2,132,195.68
APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, ILLINOIS
Village Clerk
Village President
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Information Item : Jamie Epstein Tenth District Award Proclamation
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends proclamation.
Commending Community Service award recipient Jamie Epstein.
ATTACHMENTS:
10th dist award 22 (DOCX)
Trustee Liaison
Village President Sussman
Monday, December21, 2015
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 12/17/2015 1:50 PM
Page 1
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Village of Buffalo Grove
COMMENDING COMMUNITY SERVICE AWARD RECIPIENT JAMIE EPSTEIN
WHEREAS, the Tenth District Leadership Awards recognizes every day heroes that make their
community an amazing place to live, work and raise children; and
WHEREAS, The Tenth District Leadership Awards promote the public good and civic service
by recognizing leaders in the community; and
WHEREAS, The Community Service Award is given to an individual who has positively
impacted the welfare of our community through volunteerism. This individual is committed to
focusing on the needs of the region and enhancing the quality of life for members of our
community; and
WHEREAS, Jamie Epstein is the founder of the Stand Strong Coalition and helped the
organization receive a federal grant for $625,000 to prevent substance abuse. She also
encouraged Lincolnshire to add a prescription drug drop box and to change their social host
ordinance; and
WHEREAS, Jamie Epstein is the Court Appointed Special Advocate for Lake County and the
vice president of the Patriot Parents Association at Stevenson High School; and
WHEREAS, Jamie Epstein has also organized numerous other campaigns to prevent substance
abuse; and
WHEREAS, in the words of Congressman Dold "Because of her work, Lincolnshire and the
surrounding communities are, without a doubt, more safe. It is an honor to recognize her with
the 2015 Tenth District Leadership Awards' Community Service Award";
NOW, THEREFORE, I, Beverly Sussman, President of the Village of Buffalo Grove, do
hereby recognize Jamie Epstein for her years of steadfast commitment to the prevention of
substance abuse in Buffalo Grove and the Tenth Congressional District.
Proclaimed this 21st day of December 2015.
Village President
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4.B
Information Item : Appointments to the Health Commission
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends review of appointments.
President Sussman will present appointments for the newly formed Health Commission. The proposed
appointments and their attendance record since the Board of Health/Blood Commission was merged
(August 2014) to present is listed next to their names.
Rebecca Bergman (3 of 3 meetings since appointed in August 2015)
Mike Garfield (5 of 7 meetings)
Joan Kuffel (4 of 7 meetings)
Deb Moritz, Chair (6 of 7 meetings)
Doug Pitchford (7 of 7 meetings)
Karleen Pitchford (6 of 7 meetings)
Appointments are proposed to be effective until April 30, 2016 in order to be consistent with all other
boards and commissions.
Trustee Liaison
Village President Sussman
Monday, December21, 2015
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 12/16/2015 4:32 PM
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Resolution No. R-2015-34 : Resolution for Extension of Credit at
Wintrust Bank for Purchasing Card Program
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The Village of Buffalo Grove does hereby authorize the Village of Buffalo Grove Finance
Director to open a purchase card account at First Bankcard in partnership with Wintrust Bank and execute
the Resolutions and Extensions of Credit and Incumbency Certificate.
ATTACHMENTS:
• P-Card Wintrust Bank Resolution (DOCX)
Trustee Liaison Staff Contact
Trustee Johnson Andrew Brown, Finance
Monday, December 21, 2015
Updated: 12/17/2015 2:12 PM Page 1
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RESOLUTION NO.2015-
A RESOLUTION FOR EXTENSIONS OF CREDIT
AT WINTRUST BANK FOR PURCHASING CARD PROGRAM
WHEREAS, a responsibility exists to maintain stewardship over the financial resources
that are used to deliver government services, and;
WHEREAS, the purchasing card program was originally approved October 1, 2009, and;
WHEREAS, the Procurement Policy revising the purchasing card program was approved
August 3, 2015, and;
WHEREAS, the purchasing card program creates efficiencies in purchasing and reduces
the demand on manual checks and use of petty cash and;
WHEREAS, the Village has a Purchasing Card Policy in force, and;
WHEREAS, the Village will open a new account with First Bankcard in partnership with
Wintrust Bank to provide purchase cards to named employees in the Policy.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES,
ILLINOIS AS FOLLOWS:
1. The Village of Buffalo Grove does hereby authorize the Village of Buffalo Grove
Finance Director to open a purchase card account at First Bankcard in partnership
with Wintrust Bank and execute the Resolutions and Extensions of Credit and
Incumbency Certificate.
AYES:
NAYES:
ABSENT:
PASSED:
ATTEST:
Village Clerk
APPROVED:
APPROVED:
Village President
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8.B
Resolution No. R-2015-35 : 2016 Pay Ranges
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval of the proposed 2016 pay ranges for employees of the Village of Buffalo
Grove.
SUMMARY: Attached please find the proposed 2016 pay ranges for employees of the Village of Buffalo
Grove. The pay ranges as presented are consistent with the salaries programmed in the adopted FY
2016 budget.
ATTACHMENTS:
• 2016 Pay Ranges Memo 12 14 2015 (DOCX)
• 2016 PAY RANGES - FINAL (PDF)
• 2016 Pay Ranges Resolution (PDF)
Trustee Liaison
Trustee Trilling
Monday, December 21, 2015
Staff Contact
Arthur a Malinowski, Human Resources
Updated: 12/17/2015 2:24 PM
Page 1
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8.B.a
11% I D11A CU M . 011101
DATE: December 17, 2015
TO: Dane Bragg, Village Manager
FROM: Arthur A. Malinowski, Jr., Director of Human Resources
SUBJECT: 2016 Proposed Pay Ranges
IN
Attached please find the proposed 2016 pay ranges for employees of the Village of Buffalo
Grove. The pay ranges for non -represented employees, as well as members of the police officer
bargaining unit will increase by 2.5%, effective January 1, 2016, as approved in the 2016 budget.
Also, in Spring 2016, the Village and fire union will begin negotiating this bargaining group's
May 1, 2016 to April 30, 2017 wages, as part of the existing collective bargaining agreement.
Once the 2016 wages for the members of the fire union has been finalized, modifications to the
initial 2016 pay ranges may be warranted.
The pay ranges as presented are consistent with the salaries programmed in the adopted FY 2016
budget.
It is the recommendation of staff that this Resolution be adopted by the President and Board of
Trustees for implementation.
Please let me know if you have any questions or concerns.
Page 1 of 1
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VILLAGE OF BUFFALO GROVE
2016 PAY RANGES - EFFECTIVE: JANUARY 1, 2016
Position
Minimum
Step
Maximum
Step
Pay Grade 70
Director of Finance
$106,219.36
366
$158,302.56
446
Police Chief
Fire Chief
Director of Public Works
Deputy Village Manager
Director of Community Development
Pay Grade 66
Deputy Fire Chief
$91,913.12
337
$136,984.64
417
Director of Human Resources
Deputy Police Chief
Village Engineer
Pay Grade 62
Police Commander
$86,145.28
324
$128,385.92
404
Battalion Chief
Pay Grade 58
Police Lieutenant
$81,954.08
314
$122,139.68
394
Deputy Finance Director
Deputy Director of Public Works
Building Commissioner
Head Golf Professional BG & Arbo
Pay Grade 54
Superintendent of Utilities
$75,291.84
297
$112,209.76
377
Superintendent of Maintenance
Superintendent of Water Operations
Golf Course Superintendent
Civil Engineer II
Village Planner
Police Sergeant
Pay Grade 50
Fire Lieutenant/ Paramedic
$101,05164
356
$111,096.96
375
(May 1, 2015-April 20, 2016)
Pay Grade 46
Fire Lieutenant/ Non -Paramedic
$99,055.88
352
$108,902.56
371
(May 1, 2015-April 20, 2016)
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VILLAGE OF BUFFALO GROVE
2016 PAY RANGES - EFFECTIVE: JANUARY 1, 2016
Pay Grade 42
Public Works Manager
$69,517.76
281
$103,602.72
361
Purchasing Manager
Pay Grade 3
Patrol Officer
$65,47&40
269
$96,616.00
347
(January 1, 2016-December 31, 2016)
Pay Grade 34
Plan Reviewer
$64,829.44
267
$96,616.00
347
Public Works Supervisor (All PW Sections)
Civil Engineer I
Mechanic III
Deputy Fire Marshall
Building Maintenance Crew Leader
Pay Grade 2
Firefighter/Paramedic
$58,96&00
248
$96,135a52
346
(May 12015-April 20, 2016)
Pay Grade 21
Building Inspector
$56,661.28
240
$84,443.84
320
Health Inspector
Electrical & Mechanical Inspector
Fire Inspector
Plumbing Inspector
Records Supervisor
Property Maintenance Inspector
Mechanic II
Building Maintenance Worker
Accountant
Associate Planner
Admin. Assistant/Deputy Village Clerk
Engineering Technician
Technical Services Manager
Management Analyst
Maintenance Worker III
Crew Leader
Golf Course Supervisor
Head Golf Professional
Pay Grade 17
Maintenance Worker II
$51,536.16
221
$76,808.16
301
Pay Grade 13
Permit Coordinator
$44,374.72
191
$66,135.68
271
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VILLAGE OF BUFFALO GROVE
2016 PAY RANGES - EFFECTIVE: JANUARY 1, 2016
Administrative Assistant
Utility Billing Coordinator
Accounts Payable Coordinator
Payroll Coordinator
Maintenance Worker I
Golf Horticulturalist
Assistant Golf Professional
Pay Grade 9
Community Service Officer
$41,381.60
177
$61,674.08
257
Desk Officer
Evidence Custodian
Clerk
Pay Grade 5
Fleet Maintenance Shop Assistant
$23,788.96
66
$35,453.60
146
Engineering Aide
Pay Grade 1
School Crossing Guard
$18,081.44
11
$26,815.36
90
Laborer
Golf Course Attendant
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8.B.c
RESOLUTION NO.2016-
A RESOLUTION APPROVING THE 2016 PAY RANGES
FOR VILLAGE OF BUFFALO GROVE EMPLOYEES
WHEREAS, on December 7, 2015, the Village President and Board of Trustees adopted
the Village of Buffalo Grove's fiscal year 2016 budget, and;
WHEREAS, within the fiscal year 2016 budget a general wage increase of 2.5 percent
was programmed for all non -represented employees, and;
WHEREAS, the 2016 pay ranges have been modified so that they are more accurately
aligned with both the internal and external labor market and;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES,
ILLINOIS as follows:
1. The Village of Buffalo Grove does hereby approve the 2016 Pay Ranges for Village
of Buffalo Grove Employees (attached).
2. The 2016 Pay Ranges will become effective as of January 1, 2016.
AYES:
NAPES:
ABSENT:
PASSED:
ATTEST:
Village Clerk
APPROVED:
APPROVED:
Village President
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8.0
Resolution No. R-2015-36 : A Resolution Regarding Corproate
Personal Property Replacement Tax Distribution - 2016
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval. Attached, please find a Resolution to be adopted by the Village Board
regarding the use of Corporate Personal Property Replacement Taxes. The resolution applies to
calendar 2016 and is required as part of a past settlement of a class action suit brought by the Cook
County State's Attorney regarding the use of such tax proceeds by receiving taxing agencies in
conformance with the Illinois Revenue Act.
The Village has continually applied the receipt of all replacement tax revenue as required by the Act and
will continue to do so. This permits in part pension levies to be maintained at the lowest level in that
receipts are applied against the employer's obligation for pension payments. In no case will a surplus of
funds exist due to the receipt of Corporate Personal Property Replacement Taxes.
SUMMARY: The attached resolution regarding the use of Corporate Personal Property Replacement
Taxes applies to calendar 2016 and is required to be approved in order to be in conformance with the
Illinois Revenue Act.
ATTACHMENTS:
• 2014 Replacement Tax Use Resolution (DOCX)
Trustee Liaison Staff Contact
Trustee Johnson Scott Anderson, Finance
Monday, December21, 2015
Updated: 12/17/2015 3:01 PM Page 1
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8.C.a
RESOLUTION NO.2015-
A RESOLUTION REGARDING CORPORATE PERSONAL PROPERTY
REPLACEMENT TAX DISTRIBUTION - 2015
WHEREAS, the Village of Buffalo Grove has received $23,888.35 in distributions of Corporate
Personal Property Replacement Tax revenues from the State of Illinois during calendar year 2015; and
WHEREAS, said distribution was not in excess of what had been estimated to have been received
during the calendar year; and
WHEREAS, a question has arisen with respect to whether said receipts of Corporate Personal
Property Replacement Taxes resulted in a surplus of funds that are "available for the payment of any debt,
obligation, liability, operation, fund or account or any purpose" within the meaning of Section 157 (a) of
the Revenue Act of Illinois.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES
OF
THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS that:
SECTION 1. It is hereby found and declared that the amount of Corporate Personal Property
Replacement Taxes actually received by the Village of Buffalo Grove during calendar 2015 has
not caused a surplus "available for any debt, obligation, liability, operation, fund or account or any
purpose" within the meaning of Section 157 (a) of the Revenue Act of Illinois such that the Village
is required to adopt an ordinance either reducing or abating the tax levy of the Village of Buffalo
Grove for calendar 2014 or requiring that any such surplus be shown as available for appropriation
and expenditure in the upcoming fiscal year.
SECTION 2. The Village Clerk is hereby directed to file a certified copy of this Resolution with
the Cook County Clerk. The filing of said Resolution is in conformance with docket number 81
CH 3057.
AYES:
NAYES:
ABSENT:
PASSED:
APPROVED:
ATTEST:
Village Clerk
2015.
2015.
APPROVED:
Village President
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8.D
Resolution No. R-2015-41 : IDOT & Buffalo Grove Joint Agreement
for Dundee RD and BG Road
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends the Village Board approves the resolution to sign the Joint Agreement for the Illinois
Department of Transportation (IDOT) to improve the Dundee Road and Buffalo Grove Road Intersection.
IDOT is requiring the Village to pay the local share for street lights, sidewalks, utility relocation, and
Emergency Vehicle Preemption. The funds were budgeted in FY 2016.
SUMMARY: The Illinois Department of Transportation is improving the intersection of Dundee Road and
Buffalo Grove Road and requires the Village to pay for the local improvements. Funds are budgeted in the
approved FY 2016 budget.
ATTACHMENTS:
• CHICAGO1-#655638-v1-Funding_Resolution_ (DOCX)
• 60V98 Final Agreement 120815 (DOCX)
• 60V98 Final Exhibit A 120815.xls (PDF)
Trustee Liaison Staff Contact
Trustee Stein Darren Monico, Public Works
Monday, December21, 2015
Updated: 12/17/2015 3:42 PM B Page 1
Packet Pg. 27
8.D.a
12/16/2015
RESOLUTION NO. -
A FUNDING RESOLUTION FOR IMPROVEMENTS
AT DUNDEE ROAD AND BUFFALO GROVE ROAD
WHEREAS, the VILLAGE OF BUFFALO GROVE (VILLAGE) has entered into an
AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of FAP Route
343, known as Illinois Route 68, Contract No. 60V98,State Section: 3041N-2(12); and
WHEREAS, in compliance with the aforementioned AGREEMENT, it is necessary for the o
VILLAGE to appropriate sufficient funds to pay its share of the cost of said improvement. r
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NOW THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of One
Hundred Five Thousand Four Hundred Seventy Eight Dollars ($105,478.00) or so much thereof
as may be necessary, from any money now or hereinafter allotted to the VILLAGE, to pay its c
share of the cost of this improvement as provided in the AGREEMENT; and
BE IT FURTHER RESOLVED, that upon award of the contract for this improvement, the
VILLAGE will pay to the STATE in a lump sum from any funds allotted to the VILLAGE, an
amount equal to 80% of its obligation incurred under this AGREEMENT, and will pay to said
STATE the remainder of the obligation in a lump sum, upon completion of the project, based on
final costs.
BE IT FURTHER RESOLVED, that the VILLAGE agrees to pass a supplemental resolution to
provide any necessary funds for its share of the cost of this improvement if the amount
appropriated herein proves to be insufficient, to cover said cost.
AYES:
NAYES:
ABSENT:
PASSED: 2015
APPROVED: .2015
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8.D.a
APPROVED:
Beverly Sussman, Village President
ATTEST:
Janet Sirabian, Village Clerk
STATE OF ILLINOIS) o
COUNTY OF COOK) r
I, Janet Sirabian, Village Clerk in and for the Village of Buffalo Grove hereby certify the
foregoing to be a true perfect and complete copy of the resolution adopted by the Village Board
at a meeting on December 21, 2015A.D.
IN TESTIMONY WHEREOF, I have hereunto set my hand seal this day of ,
20 A.D.
Clerk
(SEAL)
#655638
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8.D.b
FAP Route 343 — I L Route 68
At Buffalo Grove Road
State Section: 3041 N-2(12)
Cook County
Job No.: C-91-134-13
Contract No.: 60V98
J N-116-029
AGREEMENT
This Agreement entered into this day of , 2016 A.D.,
by and between the STATE OF ILLINOIS, acting by and through its DEPARTMENT
OF TRANSPORTATION, hereinafter called the STATE, and the VILLAGE OF
BUFFALO GROVE of the State of Illinois, hereinafter called the VILLAGE.
WITNESSETH:
WHEREAS, the STATE, in order to facilitate the free flow of traffic and ensure
safety to the motoring public, is desirous of improving approximately 520 lineal feet
of FAP Route 343, Illinois Route 68, at its intersection with Buffalo Grove Road,
known as STATE Section 3041 N-2(12), STATE Job No.: C-91-134-13, State
Contract Number 60V98, by adding 12 foot wide westbound and southbound right
turn lanes, modernizing the traffic signals, relocating the existing highway lighting
system and Emergency Vehicle Pre-emption System equipment, improving drainage,
adjusting existing utilities and performing all other work necessary to complete the
improvement in accordance with the approved plans and specifications; and
WHEREAS, the VILLAGE is desirous of said improvement in that same will be of
immediate benefit to the VILLAGE residents and permanent in nature.
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NOW, THEREFORE, in consideration of the mutual covenants contained herein, the
parties hereto agree as follows:
1. The STATE agrees to make the surveys, obtain all necessary rights of way, prepare
plans and specifications, receive bids and award the contract, furnish engineering
inspection during construction and cause the improvement to be built in accordance
with the approved plans, specifications and contract.
2. The STATE agrees to pay for all right of way, construction and engineering cost
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subject to reimbursement by the VILLAGE, as hereinafter stipulated.
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3. It is mutually agreed by and between the parties hereto that the estimated cost and LO
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cost proration for this improvement is as shown on Exhibit A attached hereto and W
made a part hereof.
4. The VILLAGE has passed a resolution appropriating sufficient funds to pay its share
of the cost for this improvement, a copy of which is attached hereto as Exhibit B and
made a part hereof.
The VILLAGE further agrees that upon award of the contract for this improvement,
the VILLAGE will pay to the STATE, in a lump sum from any funds allotted to the
VILLAGE, an amount equal to 80% of its obligation incurred under this
AGREEMENT, and will pay to said STATE the remainder of the obligation
(including any non -participating costs on FA Projects) in a lump sum, upon
completion of the project, based upon final costs.
Packet Pg. 31
8.D.b
5. The VILLAGE further agrees to pass a supplemental resolution to provide necessary
funds for its share of the cost of this improvement if the amount appropriated in
Exhibit B proves to be insufficient to cover said cost.
6. The VILLAGE has adopted and will put into effect an appropriate ordinance, prior to
the STATE's advertising for the proposed work to be performed hereunder, or shall
continue to enforce an existing ordinance, requiring that parking be prohibited within
the limits of this improvement, a copy of which is attached hereto as Exhibit C, and
will, in the future, prohibit parking at such locations on or immediately adjacent to this
improvement as may be determined necessary by the STATE from traffic capacity
studies.
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7. The VILLAGE has adopted and will put into effect an appropriate ordinance, prior to W
the STATE's advertising for the proposed work to be performed hereunder, or shall
continue to enforce an existing ordinance, prohibiting the discharge of sanitary
sewage and industrial waste water into any storm sewers constructed as a part of
this improvement, a copy of which is attached hereto as Exhibit D.
8. The VILLAGE agrees not to permit driveway entrance openings to be made in the
curb, as constructed, or the construction of additional entrances, private or
commercial, along Illinois Route 68 without the consent of the STATE.
9. The VILLAGE shall exercise its franchise rights to cause private utilities to be
relocated, if required, at no expense to the STATE.
Packet Pg. 32
8.D.b
10. The VILLAGE agrees to cause its utilities installed on right of way after said right of
way was acquired by the STATE or installed within the limits of a roadway after the
said roadway's jurisdiction was assumed by the STATE, to be relocated and/or
adjusted, if required, at no expense to the STATE.
11. All VILLAGE owned utilities, on STATE right of way within the limits of this
improvement, which are to be relocated/adjusted under the terms of this Agreement,
will be relocated/adjusted in accordance with the applicable portions of the
"Accommodation of Utilities of Right of Way of the Illinois State Highway System."
(92 III. Adm. Code 530).
12. The VILLAGE agrees to obtain from the STATE an approved permit for any 0
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VILLAGE owned utility relocated/adjusted as part of this improvement, and shall W
abide by all conditions set forth therein. �
13. Upon final field inspection of the improvement and so long as Illinois Route 68 is
used as a STATE Highway, the STATE agrees to maintain or cause to be
maintained the median, the through traffic lanes, the left -turn lanes and right turn
lanes, and the curb and gutter, stabilized shoulders and ditches adjacent to those
traffic lanes and turn lanes.
14. Upon final field inspection of the improvement, the VILLAGE agrees to maintain or
cause to be maintained those portions of the improvement which are not maintained
by the STATE, including new and existing sidewalks, parkways, crosswalk and
stopline markings, VILLAGE owned utilities including appurtenances thereto,
highway lighting including furnishing the electrical energy thereof and shall maintain
Packet Pg. 33
8.D.b
the storm sewers and appurtenances by performing those functions necessary to
keep the sewer in a serviceable condition including cleaning sewer lines, inlets,
manholes, and catch basins along with the repair or replacement of inlet, manhole
and catch basin frames, grates or lids. The maintenance, repair and/or
reconstruction of storm sewers constructed as part of this improvement beyond the
aforedescribed responsibilities shall be that of the STATE.
15. The VILLAGE further agrees to continue its existing maintenance responsibilities on
all side road approaches under its jurisdiction, including all left and right turn lanes on
said side road approaches, up to the through edge of pavement of Illinois Route 68.
Drainage facilities, if any, at the aforementioned side roads located within the
STATE right-of-way shall be the joint maintenance responsibility of the STATE and 0
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the VILLAGE unless there is an agreement specifying different responsibilities. W
16. Upon acceptance by the STATE of the traffic signal work included herein the
responsibility for maintenance and energy shall continue to be as outlined in the
existing Master Agreement executed by the STATE and the VILLAGE.
17. It is mutually agreed that the actual traffic signal maintenance will be performed by
the STATE either with its own forces or through an ongoing contractual agreement
18. The STATE's Electrical Maintenance Contractor shall maintain the Emergency
Vehicle Pre-Emption System equipment, located at the traffic signal included herein
and shall directly invoice the VILLAGE for the costs related to said maintenance.
Packet Pg. 34
8.D.b
19. The VILLAGE shall maintain the emitters and associated appurtenances at its own
expense. The emitters shall be maintained and tested in accordance with the
recommendations of the manufacturer.
20. It is mutually agreed, if, in the future, the STATE adopts a roadway or traffic signal
improvement passing through the traffic signal included herein which requires
modernization or reconstruction to said traffic signal, then the VILLAGE agrees to be
financially responsible for its share of the traffic signals and all costs to relocate or
reconstruct the Emergency Vehicle Pre-emption equipment in conjunction with the
STATE's proposed improvement.
21. The VILLAGE has adopted a resolution, will send a letter, or sign the Plan Approval
page which is part of this document, prior to the STATE advertising for the work to be
performed hereunder, approving the plans and specifications as prepared.
22. Under penalties of perjury, the VILLAGE certifies that its correct Federal Tax
Identification number is 36-2525051 and it is doing business as a
GOVERNMENTAL ENTITY, whose mailing address is:
Village of Buffalo Grove
50 Raupp Boulevard
Buffalo Gove, IL 60089
Packet Pg. 35
8.D.b
Obligations of the STATE and the VILLAGE will cease immediately without penalty or
further payment being required if, in any fiscal year, the Illinois General Assembly or Federal
funding source fails to appropriate or otherwise make available funds for this contract.
This AGREEMENT and the covenants contained herein shall be null and void in the
event the contract covering the construction work contemplated herein is not awarded within
the three years subsequent to execution of the agreement.
This Agreement shall be binding upon and to the benefit of the parties hereto, their
successors and assigns.
Attest:
Clerk
(SEAL)
VILLAGE OF BUFFALO GROVE
By:
(Signature)
By:
(Print or Type)
Title:
Date:
STATE OF ILLINOIS
DEPARTMENT
OF RANSPORTATION
By:
John Fortmann, P.E.
Deputy Director of Highways,
Region One Engineer
Date:
Job No.: C-91-134-13
Agreement No.: JN-116-029
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8.D.b
PLAN APPROVAL
WHEREAS, in order to facilitate the improvement of FAP Route 343, known as Illinois
Route 68, Contract No.60V98, State Section 3041 N-2(12), the VILLAGE agrees to that
portion of the plans and specifications relative to the VILLAGE's financial and
maintenance obligations described herein, prior to the STATE's advertising for the
aforedescribed proposed improvement.
Approved
Title
Date
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8.D.b
Exhibit B
FUNDING RESOLUTION
WHEREAS, the VILLAGE OF BUFFALO GROVE (VILLAGE) has entered into an
AGREEMENT with the STATE OF ILLINOIS (STATE) for the improvement of FAP Route 343,
known as Illinois Route 68, Contract No. 60V98,State Section: 3041 N-2(12); and
WHEREAS, in compliance with the aforementioned AGREEMENT, it is necessary for
the VILLAGE to appropriate sufficient funds to pay its share of the cost of said improvement.
NOW THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of
One Hundred Five Thousand Four Hundred Seventy Eight Dollars ($105,478.00) or so much �
thereof as may be necessary, from any money now or hereinafter allotted to the VILLAGE, to N
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pay its share of the cost of this improvement as provided in the AGREEMENT; and
BE IT FURTHER RESOLVED, that upon award of the contract for this improvement, the
VILLAGE will pay to the STATE in a lump sum from any funds allotted to the VILLAGE, an
amount equal to 80% of its obligation incurred under this AGREEMENT, and will pay to said
STATE the remainder of the obligation in a lump sum, upon completion of the project, based on
final costs.
BE IT FURTHER RESOLVED, that the VILLAGE agrees to pass a supplemental
resolution to provide any necessary funds for its share of the cost of this improvement if the
amount appropriated herein proves to be insufficient, to cover said cost.
Packet Pg. 38
8.D.b
STATE OF ILLINOIS )
COUNTY OF COOK)
Clerk in and for the Village of Buffalo Grove
hereby certify the foregoing to be a true perfect and complete copy of the resolution adopted by
the Village Board at a meeting on , 20 A.D.
IN TESTIMONY WHEREOF, I have hereunto set my hand seal this day of ,
20 A.D.
Clerk
(SEAL)
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8.D.b
EXHIBIT C
ORDINANCE NO.
AN ORDINANCE RESTRICTING PARKING ALONG
ILLINOIS ROUTE 68 WITHIN THE VILLAGE OF BUFFALO GROVE
WHEREAS, the State of Illinois acting by and through its Department of Transportation is desirous of
improving Illinois Route 68 at its intersection with Buffalo Grove Road in the County of Cook; and
WHEREAS, a portion of this project runs through the Village of Buffalo Grove; and
WHEREAS, in order to facilitate the free flow of traffic and ensure safety to the motoring public, the
Village of Buffalo Grove determines that the parking along Illinois Route 68 shall be prohibited.
BE IT ORDAINED BY THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE OF THE
COUNTY OF COOK, STATE OF ILLINOIS, as follows:
Section 1. That parking shall not be permitted along Illinois Route 68 west and east of Buffalo Grove
Road within the corporate limits of the Village of Buffalo Grove.
Section 2. That the Village Board of the Village of Buffalo Grove will prohibit future parking at such
locations on or immediately adjacent to Illinois Route 68 as may be determined and directed by the State of
Illinois to be necessary to ensure the free flow of traffic and safety to the motoring public.
Section 3. The Village Clerk is hereby authorized and directed to attach a copy of this Ordinance to
the agreement dated , 20_ by and between the State of Illinois and the Village of Buffalo IT
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Section 4. That this Ordinance shall be in full force and effect from and after its passage and approval W
according to law.
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ADOPTED BY THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE, COUNTY OF COOK,
STATE OF ILLINOIS, this day of 20
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ATTEST:
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8.D.b
EXHIBIT D
ORDINANCE PROHIBITING THE DISCHARGE
OF SANITARY AND INDUSTRIAL WASTE INTO
ANY STORM SEWER OR DRAINAGE FACILITY
CONSTRUCTED AS A PART OF THE
ILLINOIS ROUTE 68 IMPROVEMENT
WHEREAS, the State of Illinois acting by and through its Department of Transportation, is
desirous of improving Illinois Route 68 at Buffalo Grove Road in the County of Cook; and
WHEREAS, said project includes the installation of storm sewers and drainage facilities; and
WHEREAS, a portion of the project runs through the Village of Buffalo Grove, including the installation
of storm drains and drainage facilities;
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BE IT ORDAINED BY THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE, COUNTY OF
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COOK, STATE OF ILLINOIS, as follows:
a
Section 1. No person, firm, corporation or other entity shall discharge any sanitary waste or industrial
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waste water into any storm sewer or drainage facility constructed as part of the Illinois Route 68 improvement
at Buffalo Grove Road, a portion of which passes through the Village of Buffalo Grove.
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Section 2. The Village Clerk is authorized and directed to attach a copy of this Ordinance to the
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agreement dated 20 , by and between the State of Illinois and the Village of Buffalo
Grove, relative to the improvement.
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Section 3. This Ordinance shall be in full force and effect from and after its passage and approval
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according to law.
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ADOPTED BY THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE, COUNTY OF
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COOK, STATE OF ILLINOIS, this day of 20
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9.A
Ordinance No. 0-2015-74 : An Ordinance Abating Taxes Levied for
the Village of Buffalo Grove, Cook and Lake Counties, Illinois
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval of the attached ordinance abating a portion of debt service from the 2015
property tax levy.
Attached for review is an Ordinance for abating a portion of the real estate property taxes originally levied
on December 7, 2015 as Ordinance No. 2015-72. The amount to be abated at this time totals $208,000
or 1.35 percent of the initial request. With abatements credited against the initial levy of $15,400,849, a
net extension of $15,192,849 is proposed. Assuming a tax base of $1,425,060,788 as
assessed/equalized, the initial Village -wide levy rate of $1.087/$100 would be lowered to $1.066. The
final property tax rate increase is 3.2 percent.
ATTACHMENTS:
• Tax Abatement Ordinance -Consolidated 2015 levy (DOC)
• 2015 Abatement Ordinance Memo (DOCX)
Trustee Liaison Staff Contact
Trustee Johnson Scott Anderson, Finance
Monday, December21, 2015
Updated: 12/17/2015 2:03 PM Page 1
Packet Pg. 43
9.A.a
ORDINANCE NO. 2015-
AN ORDINANCE ABATING TAXES LEVIED FOR THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS
WHEREAS, the Village did on the 7th day of December, 2015 pass and approve Ordinance No. 2015-72,
which ordinance provided for the levy of a direct tax on all property in the Village for the year 2015 for general
corporate, pension and debt service purposes in the Village of Buffalo Grove, in the amount of $15,400,849, a
certified copy of which was filed with the County Clerks of Cook and Lake Counties, Illinois, and;
WHEREAS, the Village has sufficient funds on hand to pay either a portion, or the entire amount, of the
taxes levied in certain sections, as identified below, of Ordinance No. 2015-72 for the fiscal year commencing
January 1 st, 2016.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS the following:
Section 1.
Section 8 of Ordinance No. 2015-72 provided for the levy of a direct tax on all property in the Village for
the year 2016 for the repayment of principal and interest on the Corporate Purpose General Obligation Bonds -Series
2010A issued for the purpose of advance refunding certain maturities of the Corporate Purpose General Obligation
Bonds Series 1992 (facilities development), Series 1994 (facilities development-Metra station) and Series 1995
(street maintenance), in the Village of Buffalo Grove in an amount equal to $400,400.00 and the Village has
sufficient funds on hand to pay $208,000.00 of the amount of the tax levied for the fiscal year commencing
Januarylst, and the levy of the entire $400,400.00 is unnecessary.
Therefore, the Village hereby authorizes and directs the County Clerks of Cook and Lake Counties, Illinois to levy
only $192,000.00 and abate and not spread the sum of $208,000.00 hitherto provided for and levied in the ordinance
providing for the issuance of $5,160,000 of Corporate Purpose General Obligation Bonds -Series 2010A of the
Village of Buffalo Grove, being Ordinance No. 2010-23, passed and approved on April 19, 2010, certified copies of
which were filed with the County Clerks of Cook and Lake Counties, Illinois.
Section 2. The following represents a summary of the amounts levied and, if applicable, abated for the year
2015 as part of Village Ordinance No. 2015-72:
Levy
Section
Levy
Abatement
Net Levy
Corporate Purpose
2
$8,475,960.00
$0.00
$8,475,960.00
Illinois Municipal Retirement Fund
3
$826,557.00
$0.00
$826,557.00
Social Security Fund
4
$676,398.00
$0.00
$676,398.00
Police Pension
5
$2,440,239.00
$0.00
$2,440,239.00
Fire Pension
6
$2,174,632.00
$0.00
$2,174,632.00
Corporate Purpose Bonds Series 2012
7
$137,525.00
$0.00
$137,525.00
Corporate Purpose Bonds Series 2010A
8
$400,400.00
$208,000.00
$192,400.00
Corporate Purpose Bonds Series 2010E
9
$269,138.00
$0.00
$269,138.00
Total
$15,400,849.00
$208,000.00
$15,192,849.00
Section 3. The Village Clerk is hereby authorized and directed to file a certified copy of this ordinance with
the County Clerks of Cook and Lake Counties, Illinois.
Section 4. This ordinance shall be in full force and effect from and after its passage and approval in the
manner provided by law. This ordinance shall not be codified.
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Packet Pg. 44
9.A.a
AYES:
NAYES:
ABSENT:
PASSED: 2015 APPROVED: ,2015
Village President
ATTEST:
Village Clerk
Packet Pg. 45
9.A.b
VILAGE 01�!
1JGIOVE
TO: DANE C. BRAGG
FROM: SCOTT D. ANDERSON
SUBJECT: 2015 TAX LEVY ABATEMENT RECOMMENDATION
DATE: 12/17/2015
Abatement recommendations have been developed based on a review of one or more of the
following: anticipated funding on a current operating basis, funds expected to become available
relative to water system rates and fees, golf operating revenue from both the Arboretum Golf
Course and Buffalo Grove Golf Club, use of unassigned fund balance available within various
operating and debt service funds. All sources are permissive in their use for the reduction of
property taxes levied.
The amount to be abated at this time totals $208,000 or 1.35 percent of the initial request.
With abatements credited against the initial levy of $15,400,849, a net extension of $15,192,849
is proposed. Assuming a tax base of $1,425,060,788 as assessed/equalized, the initial Village -
wide levy rate of $1.087/$100 would be lowered to $1.066. The final property tax rate increase
is 3.2 percent
Abatements were applied to the following levies;
Corporate Purpose General Obligation Bonds -Series 201OA: These bonds were issued to fund
an escrow account for advance refunding, either in whole or in part, the Village's Corporate
Purpose General Obligation Bonds -Series 1992 (facilities development), Series 1994 (facilities
development) and Series 1995 (street construction) bonds. Abatement funding has been applied
from a transfer from the Water Fund. The following charts show the adopted FY 2015 Tax Levy
and the proposed FY 2015 Tax Levy with abatements.
Levy
Section
Levy
Abatement
Net Levy
Corporate Purpose
2
$8,475,960.00
$0.00
$8,475,960.00
Illinois Municipal Retirement Fund
3
$826,557.00
$0.00
$826,557.00
Social Security Fund
4
$676,398.00
$0.00
$676,398.00
Police Pension
5
$2,440,239.00
$0.00
$2,440,239.00
Fire Pension
6
$2,174,632.00
$0.00
$2,174,632.00
Corporate Purpose Bonds Series 2012
7
$137,525.00
$0.00
$137,525.00
Corporate Purpose Bonds Series 2010A
8
$400,400.00
$208,000.00
$192,400.00
Corporate Purpose Bonds Series 2010E
9
$269,138.00
$0.00
$269,138.00
Total
$15,400,849.00
$208,000.00
$15,192,849.00
Packet Pg. 46
9.B
Resolution No. R-2015-37 : Requesting the County of Cook Not to
Collect the Loss in Collections on Taxable Property in the Village of
Buffalo Grove
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
The County Clerks of both Cook and Lake County have statutory authority to increase local tax levies in
order to offset losses due to non -collection of property taxes within the respective counties. In Cook, the
increase can equal 3 percent of corporate purpose and pension levies with an additional 5 percent for
debt principal and interest levies. In Lake County, the authority is similar, but not as broad as the only
levies that can be increased are for bonded principal and interest, which are increased by only 2 percent.
For the 2015 Tax Levy an additional amount of $147,309 will be extended automatically to offset loss in
collections if no action is taken.
ATTACHMENTS:
• 2015 Cost of Collection Cover Memo (DOC)
• 2014 Cost of Collection Resolutions - Cook (DOC)
Trustee Liaison Staff Contact
Trustee Johnson Scott Anderson, Finance
Monday, December21, 2015
Updated: 12/17/2015 1:52 PM Page 1
Packet Pg. 47
9.B.a
VILLAGE Il
j„ J 1 JGROVE
TO: DANE C. BRAGG
FROM: SCOTT D. ANDERSON
SUBJECT: LOSS IN COLLECTIONS
DATE: 12/17/2015
The County Clerks of both Cook and Lake County have statutory authority to increase local tax
levies in order to offset losses due to non -collection of property taxes within the respective
counties. In Cook, the increase can equal 3 percent of corporate purpose and pension levies
with an additional 5 percent for debt principal and interest levies. In Lake County, the authority
is similar, but not as broad as the only levies that can be increased are for bonded principal and
interest, which are increased by only 2 percent. For the 2015 Tax Levy an additional amount of
$147,309 will be extended automatically to offset loss in collections if no action is taken.
The Village has the option, through the adoption of resolutions, to direct the County Clerks not
to collect these additional charges and fees. This action has been requested of both Cook and
Lake Counties on an ongoing basis. With the Village's ten year collection history in Cook County
(98.4 percent from the 2004 levy) and in Lake County (99.9 percent for the same period),
combined with the proceeds of the Personal Property Replacement Tax and other revenue,
justification again exists to request these additional levies not be extended; overall the total
collection of taxes levied in the ten-year period is 99.5%
The Tax Levy Ordinance for 2015 will not include any cost of collection due to extension losses.
Future collection history versus levy will continue to be analyzed to determine if there will ever
be a need to re -institute the supplemental levies. For tax year 2015, Resolutions have been
prepared for Village Board consideration.
Packet Pg. 48
9.B.b
RESOLUTION NO. 2015-
A RESOLUTION REQUESTING THE COUNTY OF COOK NOT TO COLLECT THE LOSS
IN COLLECTION ON TAXABLE PROPERTY IN THE VILLAGE OF BUFFALO GROVE
WHEREAS, the Village of Buffalo Grove has experienced a high level of property tax collections from
its residential and commercial property in Cook County as verified by audit and collection procedures; and
WHEREAS, the County of Cook has made it a policyto extend additional amounts over and above the
annual tax levy requests of the Village of Buffalo Grove in order to offset any loss in collection of the tax levy;
and
WHEREAS, those additional taxes will not be needed by the Village of Buffalo Grove to perform its
operational, pension and debt service responsibilities to its citizens.
NOW, THEREFORE, BE IT RESOLVED BYTHE PRESIDENTAND BOARD OF TRUSTEES OF THE VILLAGE OF
BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, that:
SECTION 1. The County Clerk of Cook County is hereby directed not to levy the customary
percentage amounts for loss and collection as part of the extension of those levies requested by the
Village of Buffalo Grove in its 2015 Tax Levy Ordinance upon all taxable property within the Cook
County boundaries of the Village.
SECTION 2. The Village Clerk is hereby directed to send a certified copy of this Resolution to the
County Clerk of Cook County.
AYES:
y
d
NAYES:
aai
ABSENT:
PASSED: ,2015. APPROVED:
LO
,2015.
0
N
Village President
ATTEST:
Village Clerk
Packet Pg. 49
9.0
Resolution No. R-2015-38 : Requesting the County of Lake Not to
Collect the Loss in Collection on Taxable Property in the Village of
Buffalo Grove
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
The County Clerks of both Cook and Lake County have statutory authority to increase local tax levies in
order to offset losses due to non -collection of property taxes within the respective counties. In Cook, the
increase can equal 3 percent of corporate purpose and pension levies with an additional 5 percent for
debt principal and interest levies. In Lake County, the authority is similar, but not as broad as the only
levies that can be increased are for bonded principal and interest, which are increased by only 2 percent.
For the 2015 Tax Levy an additional amount of $147,309 will be extended automatically to offset loss in
collections if no action is taken.
ATTACHMENTS:
• 2015 Cost of Collection Resolutions - Lake (DOC)
• 2015 Cost of Collection Cover Memo (DOC)
Trustee Liaison
Trustee Johnson
Monday, December21, 2015
Staff Contact
Scott Anderson, Finance
Updated: 12/17/2015 2:06 PM
Page 1
Packet Pg. 50
9.C.a
RESOLUTION NO. 2015-
A RESOLUTION REQUESTING THE COUNTY OF LAKE NOT TO COLLECT THE LOSS
IN COLLECTION ON TAXABLE PROPERTY IN THE VILLAGE OF BUFFALO GROVE
WHEREAS, the Village of Buffalo Grove has experienced a high level of property tax collections from
its residential and commercial property in Lake County as verified by audit and collection procedures; and
WHEREAS, the County of Lake has made it a policyto extend additional amounts over and abovethe
annual tax levy requests of the Village of Buffalo Grove in order to offset any loss in collection of the tax levy;
and
WHEREAS, those additional taxes will not be needed by the Village of Buffalo Grove to perform its
operational, pension and debt service responsibilities to its citizens.
NOW, THEREFORE, BE IT RESOLVED BYTHE PRESIDENTAND BOARD OF TRUSTEES OF THE VILLAGE OF
BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, that:
SECTION 1. The County Clerk of Lake County is hereby directed not to levythe customary percentage
amounts for loss and collection as part of the extension of those levies requested by the Village of
Buffalo Grove in its 2015 Tax Levy Ordinance upon all taxable property within the Lake County
boundaries of the Village.
SECTION 2. The Village Clerk is hereby directed to send a certified copy of this Resolution to the
County Clerk of Lake County.
AYES:
NAYES:
ABSENT:
PASSED: ,2015. APPROVED: ,2015.
Village President
ATTEST:
Village Clerk
Packet Pg. 51
9.C.b
VILLAGE Il
j„ J 1 JGROVE
TO: DANE C. BRAGG
FROM: SCOTT D. ANDERSON
SUBJECT: LOSS IN COLLECTIONS
DATE: 12/17/2015
The County Clerks of both Cook and Lake County have statutory authority to increase local tax
levies in order to offset losses due to non -collection of property taxes within the respective
counties. In Cook, the increase can equal 3 percent of corporate purpose and pension levies
with an additional 5 percent for debt principal and interest levies. In Lake County, the authority
is similar, but not as broad as the only levies that can be increased are for bonded principal and
interest, which are increased by only 2 percent. For the 2015 Tax Levy an additional amount of
$147,309 will be extended automatically to offset loss in collections if no action is taken.
The Village has the option, through the adoption of resolutions, to direct the County Clerks not
to collect these additional charges and fees. This action has been requested of both Cook and
Lake Counties on an ongoing basis. With the Village's ten year collection history in Cook County
(98.4 percent from the 2004 levy) and in Lake County (99.9 percent for the same period),
combined with the proceeds of the Personal Property Replacement Tax and other revenue,
justification again exists to request these additional levies not be extended; overall the total
collection of taxes levied in the ten-year period is 99.5%
The Tax Levy Ordinance for 2015 will not include any cost of collection due to extension losses.
Future collection history versus levy will continue to be analyzed to determine if there will ever
be a need to re -institute the supplemental levies. For tax year 2015, Resolutions have been
prepared for Village Board consideration.
Packet Pg. 52
9.D
Resolution No. R-2015-39 : Approving an Agreement for Resident
Engineering and Construction Staking Services with Gewalt
Hamilton Associates, Inc. for 2016 Street & Utility Improvement
Projects
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
The attached resolution authorizes the "Resident Engineering and Construction Staking Services
Agreement' with Gewalt Hamilton Associates, Inc., dated November 13, 2015 for the 2016 Street and
Utility Improvement Projects with a not to exceed amount of $433,000.00, subject to funding.
ATTACHMENTS:
• Memo 2016 GHA Constr mngt 15-1113 (DOCX)
• res 2015- (DOCX)
2015.CS088 Buffalo Grove 2016 Resident Engineering (PDF)
Trustee Liaison
Trustee Stein
Monday, December21, 2015
Staff Contact
Darren Monico, Public Works
Updated: 12/17/2015 2:47 PM
Page 1
Packet Pg. 53
9.D.a
j IAGE OF
BUkTALO GROVE
TO:
DANE C. BRAGG, VILLAGE MANAGER
FROM:
DARREN MONICO, VILLAGE ENGINEER
SUBJECT:
2016 CONSTRUCTION ENGINEERING AND STAKING
DATE:
NOVEMBER 13, 2015
CC:
MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
11
The Engineering Division is proposing the following three projects on the following Village Streets in
2016:
Phase 1-Roadway and Utility Improvements
1. Mohawk Court from Raupp Boulevard to Cul-de-Sac
2. Mohawk Trail from Raupp Boulevard to Roberta Court
3. Roberta Court from Mohawk Trail to Cul-de-Sac
4. Gregg Lane from Mohawk Trail to Bernard Drive
5. Lauren Lane from Mohawk Trail to Bernard Drive
6. Buffalo Grove Road approximately 150' north of Golfview Terrace
Phase 2 — Roadway Reconstruction and Resurfacing
1. Golfview Terrace from Dundee Road to Covington Terrace
2. Covington Terrace from Golfview Terrace to Parkview Terrace
3. Parkview Terrace from Golfview Terrace to cul-de-sac
4. Brentwood Circle from Parkview Terrace to cul-de-sac
5. Plum Grove Circle from Arlington Heights Road to Country Lane
6. W Dundee Pkwy from Golfview Terrace to dead end
7. E Dundee Pkwy from Golfview Terrace to dead end
8. Golfview Terrace from Dundee Road to 170' north of Dundee Road
Phase 3 — Roadway Resurfacing (subject to funding)
1. Blue Ash Drive from Sandalwood Road to East End
2. Butternut Drive from Kingston Drive to Whispering Oaks
3. Daulton Court from Daulton Drive to East End
4. Daulton Drive from Butternut Drive to Foxford Drive
5. Dunstan Lane from Blue Ash Drive to Buffalo Grove Road
6. Foxford Drive from Buffalo Grove Road to Daulton Drive
7. Foxford Drive Extended from Foxford Drive to Foxford Drive
8. Kingston Drive from Blue Ash Drive to Dunstan Lane
9. Avalon Court S from Avalon Drive to West End
10. Avalon Court N from Avalon Drive to West End
11. Avalon Drive from Day Break Terrace to Avalon Court N
12. Avalon Drive from North End to Edenvale Drive
13. Avalon Extended from Avalon Drive to Avalon Drive
Packet Pg. 54
9.D.a
14. Edenvale Drive from Prairie Road to Avalon Drive
15. Miramar Court from Miramar Lane to East End
16. Miramar Lane from Prairie Road to Avalon Drive
17. Carlyle Lane from Brandywyn Lane to Brandywyn Lane
18. Carlyle Court from Carlyle Lane to East End
19. Beechwood Court E from Beechwood Road to East End
20. Beechwood Court W from Beechwood Road to West End
21. Beechwood Road from Estate Drive to Arlington Heights Road
N
22. Chatham Circle from Beechwood Road to Estate Drive
U
23. Estate Drive from Bernard Drive to Chatham Circle
2-1
24. Estate Extended from Estate Drive to East End
a�
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25. Katherine Court from Forest Way Drive to West End
•L
26. Forest Way Drive from Beechwood Road to Regent Drive
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27. Belaire Court from Belaire Drive to South End
28. Belaire Drive from Weidner Road to St. Mary's Pkwy
=
29. Regent Court E from Regent Drive to East End
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30. Regent Court W from Regent Drive to West End
31. Regent Drive from Weidner Road to Plum Grove Circle
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32. Longwood Court from Longwood Drive to North End
33. Longwood Drive from Regent Drive to Weidner Road
v
34. Weidner Road from Beechwood Road to Lake Cook Road
c
35. Cherrywood Road from St. Mary's Pkwy to Bernard Drive
=
36. Maple Drive from Cherrywood Road to Cottonwood Road
°
37. Hickory Drive from Cottonwood Road to Cherrywood Road
o
38. Banbury Lane from Devonshire Road to 130' E of Devonshire
39. Dayton Court from Dayton Road to West End
40. Dayton Road from Devonshire Road to Devonshire Road
°i
41. Devlin Road from IL Rte. 83 to Devonshire Road
`n
42. Devonshire Road from Devlin Road to Devlin Road
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43. Devonshire Extension 1 from Devonshire Road to Devonshire Road
44. Devonshire Extension 2 from Devonshire Road to Devonshire Road
45. Dannet Court from Dannet Road to South End
46. Dannet Road from Devonshire Road to Dayton Road
Gewalt Hamilton Associates, Inc. (GHA) has submitted a Professional Services Contract for
construction management and staking to be performed in 2016. Staff will then bid the three
construction projects with the Board's approval during the 2016 construction season. These projects
do not include any MFT dollars and Phase 3 is contingent upon the Village Board bonding additional
funds for road construction in 2016. If the Village does not seek additional funds through bonding
then the Phase 3 construction management will not be performed by GHA to stay within the 2016
road improvement budget and this contract will not be fully utilized.
By contracting with one company for all three projects the Village is saving the contract
administration charges for three separate contracts. In addition, contracting with GHA for all three
projects ensures their responsibility to provide adequate construction engineering of all three
projects despite possible delays. Also, by entering into this contract with GHA early the Village will
reserve the services of an experienced construction manager for all of 2016.
Staff recommends approval of the GHA contract.
Packet Pg. 55
9.D.b
RESOLUTION NO. 2015 —
A RESOLUTION APPROVING AN AGREEMENT FOR
RESIDENT ENGINEERING AND CONSTRUCTION STAKING
SERVICES FOR 2016 STREET AND UTILITY
IMPROVEMENT PROJECTS
WHEREAS, THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
BUFFALO GROVE desire to cause the implementation of the 2016 Street and Utility
Improvement Projects, and
WHEREAS, the approval of an agreement with a consulting engineer is required in order
to proceed with the necessary engineering of the project.
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the
Village of Buffalo Grove, Lake and Cook Counties, Illinois, that:
Section1. The Village Manager is hereby authorized and directed to execute the
"Resident Engineering and Construction Staking" Agreement with
Gewalt Hamilton Associates, Inc., dated November 13, 2015. A copy of
said Agreement is attached hereto and made a part hereof.
Section 2. Contractual sums due to Gewalt Hamilton Associates, Inc. are subject to
the appropriation of funds for same by the Corporate Authorities through
available financing mechanisms.
AYES:
NAYES:
ABSENT:
PASSED: 2015
APPROVED: 12015
APPROVED:
Res 15-
Packet Pg. 56
9.D.b
Village President
ATTEST:
Village Clerk
M
_LO
O
N
O
N
Packet Pg. 57
November 13, 2015
Mr. Kyle E. Johnson, P.E.
Engineer
Village of Buffalo Grove
51 Raupp Boulevard
Buffalo Grove, IL 60089
Re: Construction Phase Services
Resident Engineering & Construction Staking
Phase 1, Phase 2, and Phase 3 Projects
GHA Proposal No. 2015.CS088
Dear Mr. Johnson:
CONSULTING ENGINEERS
625 Forest Edge Drive, Vernon Hills, IL 60061
TEL 847.478.9700 0 FAx 847,478.9701
www.gha-eiigincers.com
Thank you for considering Gewalt Hamilton Associates, Inc. for the Resident Engineering and Construction
Staking services for the Phase 1, Phase 2, and Phase 3 Projects. Our firm is well qualified to perform this
work and is quite interested in continuing to serve the Village of Buffalo Grove.
If you should have any questions or require additional information, please do not hesitate to contact me
Sincerely,
Gewalt Hamilton Associates, Inc.
Leo X. Morand, P.E.
Associate, Senior Engineer
Imorandagha-engineers.com
Encl.: GHA Proposal No. 2015.CS088
3600 1-70 Drive SE, Suite E, Columbia, MO 65201 a TEL 573,397.6900 0 FAx 573.397.6901
The Monadnock Building, 53 W. Jackson Blvd., Suite 924, Chicago, IL 60604 N TEL 312329.0577 0i FAx 312.3 1 Packet Pg. 58
Construction Phase Services
Resident Engineering & Construction Staking
Phase 1, Phase 2, and Phase 3 Projects
GHA Proposal No. 2015.CS088
fil
r�dd/! I
ASSOCIATES,
CONSULTING ENGINEERS
625 Forest Edge :Drive, Vernon Hills, IL 60061
TEL 847.478.9700 0 Fax 847,478.9701
www.gha-eiigincers.com
Village of Buffalo Grove (Client), 51 Raupp Boulevard, Buffalo Grove, IL 60089, and Gewalt Hamilton
Associates, Inc. (GHA), 850 Forest Edge Drive, Vernon Hills, IL 60061, agree and contract as follows:
Project Understanding
The Village of Buffalo Grove is planning to award three (3) improvement projects in 2016 that will require
full-time resident engineering and construction staking. The three projects are commonly referred to as the
Phase 1 Utility and Road Project, the Phase 2 Pavement Reconstruction and Resurfacing Project, and the
Phase 3 Pavement Resurfacing Project.
A construction schedule has been developed by the Village which anticipates the three projects running
back -to -back-to-back. Construction is anticipated to begin on February 29, 2016 and end on October 28,
2016. It is anticipated that there will be some overlap of the completion of one project and commencement
of the next.
Construction of the project will utilize Village funds. Although full IDOT documentation will not be required,
documentation of daily activities and quantities will be provided.
II. Scope of Services
The scope of services is based upon our knowledge of the Village, our familiarity with the project, and our
experience in performing resident engineering services on comparable improvement projects for area
communities.
A. Pre -Construction / Resident Town Hall Meeting
GHA will attend a pre -construction meeting with the Village and the Contractor for each project, as
well as a town hall meeting with the residents for each project. GHA will also assist in preparing
necessary exhibits for these meetings. The purpose of the meetings will be to establish the
parameters of the project and address resident concerns.
B. Construction Staking Services
Pavement and Curbs — GHA will set stakes on a 3-foot offset with a cut/fill to final grade. Curb
points will be set at a maximum of 50-foot intervals on straight lines and at grade breaks, and
at a maximum of 25-foot intervals on curved lines. If a curved radius is less than 5', we will set
the radius point only. For curves with a radius between 6' and 25', we will set the radius point
with a minimum of two (2) points on the curve. For curves with a radius greater than 25', we
will set the beginning and end of curve and grade breaks on curve at maximum interval of 25'.
No radius point will be set on curves with a radius greater than 50'.
3600 1-70 Drive SE, Suite E, Columbia, MO 65201 a TEL 573,397.6900 0 FAx 573.397.6901
The Monadnock Building, 53 W. Jackson Blvd., Suite 924, Chicago, IL 60604 N TEL 312329.0577 0i Fax 31.2.3 Packet Pg. 59
9.D.c
Underground Utilities — GHA will set stakes for all manholes, catch basins, inlets, valve vaults,
and valve boxes. Centerline of structure and two (2) reference stakes (15- and 25-foot offsets)
will be set at the points, one of which will contain a cut/fill, and the elevation. Structures located
in the curb line will be staked at the back of curb.
Turf Grading — If any major change in the side slopes of the roadway green space is
necessary, GHA will provide necessary stakes to grade these areas.
C. Resident Engineering and Management
1. Shop Drawing Review — Prior to construction commencement, GHA will review the shop
drawings per the contract, plans and specifications. We will also work with the Village to
ensure the Contractor submitted drawings are in conformance with Village standards.
2. Utility Coordination — GHA will make observations of the utility marks provided by the JULIE
system, and address potential conflicts with the Contractor.
3. Construction Observation
a. Full-time construction observation is estimated to be 50 hours per week and is anticipated
for the duration of the projects.
b. GHA will provide full-time construction observation of the construction operations and
processes in order to ensure that all materials and procedures are in conformance with the
contract, plans, and specifications.
c. We will adhere to general IDOT requirements regarding inspection rates, including, but not
limited to, depth checks, suitable sub -base, yield requirements, and quality procedures.
d. If a field change is required, whether force account or change order, GHA will notify and
advise the Village prior to making any decisions that would affect the budget.
e. The GHA team will attend the pre -construction meeting and schedule necessary field
meetings for each project.
f. The GHA team will attend and coordinate weekly meetings with the Village and Contractor,
as necessary, for each project.
g. Our field personnel will maintain a photo log of the construction process.
4. Designated Erosion Control Inspections — GHA will perform Designated Erosion Control
Inspection (DECI) services on a weekly basis and following a qualifying rain event of 0.5" or
greater within a 24-hour period. The inspections are to meet Village of Buffalo Grove, Lake
County, and State of Illinois requirements. The RE will serve as the DECI and will conduct
weekly inspections as part of the Construction Phase Services. The RE will inspect the
relevant construction activity, document, report, and photograph the findings, and make
recommendations for improvement of any best management practices. The report will be
provided weekly to the Client and Contractor, and will be suitable to be maintained in a log
onsite as required by the regulations. The Contractor shall be responsible for implementing the
necessary erosion control practices and making modifications to the plan to reduce erosion to
acceptable standards.
GHA will make every effort to time the weekly inspection with a qualifying rain event that may
be occurring during the period. A per -visit fee of $300 will be applied only to site visits which do
not coincide with the ongoing construction observation.
November 13, 2015 GHA Proposal No. 2015.CS088 P Packet Pg. 60
9.D.c
Documentation
a. We recognize the importance of proper documentation. We will measure, record, and
provide source documentation on a daily basis for all quantities of work for which payment
will be made. GHA will keep a project box on site, including all the necessary up-to-date
documentation. Our field staff will keep quantities and will conduct daily field verifications
with the Contractor to ensure a timely project closeout.
b. GHA will process all pay estimates and provide recommendations for pay requests to the
Village.
Plan Revisions / As -Built Conditions — Our field staff will keep up to date as -built drawings as
the work is performed. We will annotate, in the hard copy plan set, all revisions, substitutions,
variations, and omissions made or discovered during construction concerning location and
depth of utilities, piping, structures, driveways, and other associated improvements. Upon
completion of each project, we will provide the Village with the required number of red marked
record plan sets.
III. Additional Services, and Services not Included
We would be pleased to provide additional assistance beyond the scope described. GHA will monitor our
estimated work hours versus Contractor progress. If we see that there is a potential issue with the
estimated engineering manhours due to lack of Contractor progress, extended work weeks, etc., we will
notify the Village and discuss the situation. No additional work will be performed without prior Village
authorization.
The following services may be provided at the request of the Village of Buffalo Grove as an additional
service in accordance with Section V. Compensation for Services:
Meetings with public officials, Village staff, agencies, homeowners, or consultants beyond
those identified in the scope; attendance at public hearings.
Additional surveying services beyond that noted in the scope of work, such as investigation of
underground utilities and/or physical location of them.
3. Construction staking of improvements other than those noted.
4. QC/QA testing.
5. Permit fees, review fees, or utility locate fees.
IV. Proposed Engineering Staff
Mr. Michael T. Shrake, P.E., will function as the Project Principal. Mr. Leo X. Morand, P.E. will function as
the Project Manager. Mr. William Klewin will function as the Resident Engineer. Additional professional and
technical staff will provide support as needed.
V. Compensation for Services
In accordance with the contract documents and anticipated schedule, we have assumed 35 weeks of full-
time construction at an average of 50 hours per week for the RE. An additional 100 hours are included for
project start-up and close-out documentation, and an additional 350 hours are included for a second
November 13, 2015 GHA Proposal No. 2015.CS088 P Packet Pg. 61
9.D.c
Resident Engineer when projects overlap, for a total of 2,200 hours for the RE. A total of 400 hours of
project management and coordination by the Project Manager are also included. Additional staff will assist
as needed and are included in our budget.
Based on the scope of services outlined above, we propose billing on a time -and -materials (T&M) basis a
not -to -exceed (NTE) fee, as follows.
Service
NTE Fee
Pre -Construction / Resident Meeting $15,000.00
Construction Staking $38,000.00
Resident Engineering $370,000.00
Estimated Reimbursable Expenses $10,000.00
NTE Fee + Reimbursables $433,000.00
Reimbursable expenses, such as printing, messenger service, mileage etc., will be billed to the Client
without markup.
All services, including any additional services beyond those outlined in Section //: Scope of Services, will be
billed in accordance with the following hourly rates:
GHA 2016 Hourly Billina Rates
Principal Engineer
$196/hr
Senior Engineer
$166/hr
Senior Environmental Consultant
$166/hr
Professional Engineer
$138/hr
Registered Land Surveyor
$120/hr
GIS Professional
$120/hr
Staff Engineer
$116/hr
Senior Engineering Technician
$114/hr
Environmental Consultant
$112/hr
Engineering Technician II
$98/hr
Engineering Technician I
$72/hr
Clerical
$60/hr
Invoices will be submitted on a percentage complete basis by phase, and will detail services performed.
This permits the client to review the status of the work in progress and the charges made.
VI. General Conditions
The delineated services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be
performed as reasonably required in accordance with the generally accepted standards for civil engineering
and surveying services as reflected in the contract for this project at the time when and the place where the
services are performed.
November 13, 2015 GHA Proposal No. 2015.CS088 P Packet Pg. 62
9.D.c
Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor
of a third party against either the Client or GHA. GHA's services under this Agreement are being performed
solely for the Client's benefit, and no other party or entity shall have any claim against GHA because of this
Agreement or the performance or nonperformance of services hereunder. In no event shall GHA be liable
for any loss of profit or any consequential damages.
GHA shall not have control of and shall not be responsible for construction means, methods, techniques,
sequences or procedures, or for job site safety measures. Such control is the sole responsibility of the
Client's contractor.
The Client, and not GHA, is responsible for ensuring that the contractor implements the Storm Water
Pollution Prevention Plan (SWPPP), including maintenance and/or repair of soil erosion and sediment
control measures for compliance with the General NPDES Permit for Storm Water Discharges from
Construction Site Activities. GHA assumes no liability for any actions by the Illinois Environmental
Protection Agency (IEPA) resulting from the contractor's failure to comply with SWPPP or the requirements
of the General Permit.
The Client and GHA agree that all disputes between them arising out of or relating to this Agreement or the
Project shall be submitted to nonbinding mediation in Chicago, Illinois unless the parties mutually agree
otherwise.
This Agreement, including all subparts and Attachment A, which is attached hereto and incorporated herein
as the General Provisions of this Agreement, constitute the entire integrated agreement between the
parties which may not be modified without all parties consenting thereto in writing.
By signing below you indicate your acceptance of this Agreement in its entirety.
Gewalt Hamilton Associates, Inc.
��
Leo X. Morand, P.E.
Associate/Senior Engineer
Encl.: Attachment A
Village of Buffalo Grove
Name:
Title:
Date:
November 13, 2015 GHA Proposal No. 2015.CS088 P Packet Pg. 63
ATTACHMENT A TO GEWALT HAMILTON ASSOCIATES, INC.
PROFESSIONAL SERVICES AGREEMENT
1. Standard of Care. The services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be reasonal
performed consistent with the generally accepted standard of care for the Scope of Basic Services called for herein at the time when and 1
place where the services are provided.
2. Duration of Proposal. The terms of this Agreement are subject to renegotiation if not accepted within 60 calendar days of the d;
indicated on this Agreement. Requests for extension beyond 60 calendar days shall be made in writing prior to the expiration date. The f<
and terms of this Agreement shall remain in full force and effect for one year from the date of acceptance of this Agreement, and shall
subject to revision at that time, or any time thereafter if GHA gives written notice to the other party at least 60 calendar days prior to I
requested date of revision. In the event that the parties fail to agree on the new rates or other revisions, either party may terminate this Agreem4
as provided for herein.
3. Client Information. Client shall provide GHA will all project criteria and full information for its Scope of Basic Services. GI
may rely, without liability, on the accuracy and completeness of the information Client provides, including that of its other consultar
contractors and subcontractors, without independently verifying that information.
4. Payment. The Village of Buffalo Grove is subject to the State of Illinois Prompt Payment Act. Failure of the Client to ma
payments when due shall, in GHA's sole discretion, be cause for suspension of services without breach or termination of this agreement. Up
notification by GHA of suspension of services, Client shall pay in full all outstanding invoices within 7 calendar days. Client's failure to ma
such payment to GHA shall constitute a material breach of the Agreement and shall be cause for termination by GHA. GHA shall be entit]
to reimbursement of all costs actually incurred by GHA in collecting overdue accounts under this Agreement, including, without limitatio-
attorney's fees and costs. GHA shall have no liability for any claims or damages arising from either suspension or termination of this Agreemi
due to Client's breach The Client's obligation to pay for GHA's services is in no way dependent upon the Client's ability to obtain finance
rezoning, payment from a third party, approval of governmental or regulatory agencies or the Client's completion of the project.
5. Instruments of Service. The Client acknowledges GHA's plans and specifications, including field data, notes, calculations, and
documents or electronic data, are instruments of service. GHA shall retain ownership rights over all original documents and instruments
service. All instruments of service provided by GHA shall be reviewed by Client within 10 calendar days of receipt. Any deficiencies, erre
or omissions the Client discovers during this period will be reported to GHA and will be corrected as part of GHA's Basic Services. Failure
provide such notice shall constitute a waiver. The Client shall not reuse or make, or permit to be made any modifications to the instruments
service without the prior written authorization of GHA. The Client waives all claims against GHA arising from any reuse or modification
the instruments of service not authorized by GHA. The Client agrees, to the fullest extent permitted by law, to defend and indemnify and h<
GHA harmless from any liability, damage, or cost, including attorneys' fees, arising from the unauthorized reuse or modification of 1
instruments of service by any person or entity. The parties agree that if elements of the Scope of Basic Services identified in this Agreem(
are reduced and/or eliminated by Client, then Client waives, releases and holds GHA harmless from all claims and damages arising from th(
reduced and/or eliminated services. If GHA's Scope of Basic Services does not include construction administration phase services, Chi
assumes responsibility for interpretation of the instruments of service and construction observation, and waives all claims against GHA for a
act, omission or event connected thereto. Unless included in GHA's Scope of Basic Services, GHA shall not be liable for coordination with
the services of Client's other design professionals.
6. Electronic Files. The Client acknowledges that differences may exist between the electronic files delivered and the print
instruments of service. In the event of a conflict between the signed / sealed printed instruments of service prepared by GHA and the electroi
files, the signed / sealed instruments of service shall control. GHA's electronic files shall be prepared in the current software GHA uses a
will follow GHA's standard formatting unless the Scope of Basic Services requires otherwise. Client accepts that GHA makes no warranty t]
its software will be compatible with other systems or software.
7. Applicable Codes. The Client acknowledges that applicable laws, codes and regulations may be subject to various, and possil
contradictory, interpretations. Client accepts that GHA does not warrant or guarantee that the Client's project will comply with interpretatic
of applicable laws, codes, and regulations as they may be interpreted to the project. Client agrees that GHA shall not be responsible for a&
project costs, delay damages, or schedule changes arising from unreasonable or unexpected interpretations of the laws, codes, or regulatic
applied to the project, nor for changes required by the permitting authorities due to changes in the law that became effective after completi
of GHA's instruments of service. Client shall compensate GHA for additional fees required to revise the instruments of service to comply w
such interpretations. Client shall also compensate GHA for additional fees required to revise the instruments of service if Client changes i
project scope after GHA's completes its instruments of service.
8. Utilities and Soils. When the instruments of service include information pertaining to the location of underground utility facilit
or soils, such information represents only the opinion of the engineer as to the possible locations. This information may be obtained from visil
surface evidence, utility company records or soil borings performed by others, and is not represented to be the exact location or nature of th(
utilities or soils in the field. Client agrees that GHA may reasonably rely on the accuracy and completeness of information furnished by th
parties respecting utilities, underground conditions and soils without performing any independent verification. Contractor is solely responsil
for utility locations, their markings in the field and their placement on the plans based on information they provided. Client agrees GHA is 1
liable for damages resulting from utility conflicts, mistaken utility locates, unfavorable soils, and concealed or unforeseen conditions, includi
but not limited to added construction costs and/or project delays. If the Client wishes to obtain the services of a contractor to provide test ho
and exact utility locations, GHA may incorporate that information into the design and reasonably rely upon it. If not included in the Scope
Basic Services, such work will be compensated as additional services.
Attachment A, September, 2014 Page 1 of 2 1
Packet Pg. 64
9.Opinion of Probable Construction Costs. GHA's Scope of Basic Services may include the preparation of an opinion 9•D.e
construction costs. Client acknowledges that GHA has no control over the costs of labor, materials, or equipment, or over the contractor's
methods of determining prices, or over competitive bidding or market conditions. Opinions of probable costs, shall be made on the basis
experience and qualifications applied to the project scope contemplated by this Agreement as well as information provided by Client (1
accuracy and completeness of which GHA may rely upon), and represent GHA's reasonable judgment. Client accepts that GHA does 1
guarantee or warrant that proposals, bids, or the actual construction costs will not vary from opinions of probable cost prepared for the Clie
GHA shall not be liable for cost differentials between the bid and/or actual costs and GHA's opinion of probable construction costs. Cliff
CD
agrees it shall employ an independent cost estimator if, based on its sole determination, it wants more certainty respecting construction cost .0
10. Contractor's Work. Client agrees that GHA does not have control or charge of and is not responsible for construction mea
FD
methods, techniques, sequences or procedures, or for site or worker safety measures and programs including enforcement of Federal, State a
local safety requirements, in connection with construction work performed by the Client or the Client's construction contractors. GHA is r
S
responsible for the supervision and coordination of Client's construction contractors, subcontractors, materialmen, fabricators, erects
d
operators, suppliers, or any of their employees, agents and representatives of such workers, or responsible for any machinery, constructs
r-
equipment, or tools used and employed by contractors and subcontractors. GHA has no authority or right to stop the work. GHA may not din
or instruct the construction work in any regard. In no event shall GHA be liable for the acts or omissions of Client's construction contracts
w
subcontractors, materialmen, fabricators, erectors, operators or suppliers, or any persons or entities performing any of the work, or for faih
p
of any of them to carry out their work as called for by the Construction Documents. The Client agrees that the Contractor is solely responsil u
for jobsite and worker safety, and warrants that this intent shall be included in the Client's agreement with all prime contractors. The Cli( 2
agrees that GHA and GHA's personnel and consultants (if any) shall be defended/indemnified by the Contractor for all claims asserted agar
GHA which arise out of the Contractor's or its subcontractors' negligence, errors or omissions in the performance of their work, and shall a U
be named as an additional insured on the Contractor's and subcontractors' general liability insurance policy. Client warrants that this inti L
shall be included in the Client's agreement with all prime contractors. if the responsible prime contractor's agreement fails to comply with 1 4-
Client's intent, then the Client agrees to assume the duty to defend and indemnify GHA for claims arising out of the Contractor's o
subcontractors' negligence, errors or omissions in the perfonnance of their work. n
11. Contractor Submittals. Shop drawing and submittal reviews by GHA shall apply only to the items in the submissions that conce y
GHA's scope of Basic Services and only for the purpose of assessing if, upon successful incorporation in the project, they are genera 0�
consistent with the GHA's Instruments of Service. Client agrees that the Contractor is solely responsible for the submissions and for compliar "
CD
with the Instruments of Service. Owner agrees that GHA's review and action in relation to the submissions does not constitute the provision C?
means, methods, techniques, sequencing or procedures of construction or extend to jobsite or worker safety. GHA's consideration o LO
component does not constitute acceptance of an assembled item. N
12. Hazardous Materials. Client agrees that GHA has no responsibility or liability for any hazardous or toxic materials, contamina_
or pollutants.
13. Record Drawings. If required by the Scope of Basic Services, record drawings will be prepared which may include unverifi
information compiled and furnished by others, the accuracy and completeness of which GHA may reasonably rely upon. Client accepts tl
GHA shall not verify the information provided to it and agrees GHA will not be responsible for any errors or omissions in the record drawir
due to incorrect or incomplete information furnished by others to GHA.
14. Disputes. Client agrees to limit GHA's total aggregate liability to the Client for GHA's alleged acts, errors or omissions to $50,0
or the amount of GHA's paid fees for its services on the project, whichever is greater. GHA makes no guarantees or warranties, either express
or implied, including any warranty of habitability or fitness for a particular purpose. The parties agree to waive all claims against the other
any and all consequential damages, including attorneys' fees. The parties agree to waive against each other all rights and claims otherw
covered by property insurance, by builder's risk insurance or by all risk insurance, including but not limited to subrogation rights regardless
whether the claims arise during or post -construction and regardless of final payment to GHA.
All disputes arising out of or relating to this Agreement shall first be negotiated between the parties. If unresolved, the dispute sh
be submitted to mediation as a condition precedent to litigation. Mediation shall take place in Chicago, Illinois unless the Client and GF
mutually agree otherwise. The fees and costs of the mediator shall be apportioned equally between the parties. If mediation is unsuccesst
litigation shall be the form of dispute resolution and shall be filed in the jurisdiction where the project was pending. The controlling law sh
be the law of the jurisdiction where the project was located. Client agrees that all causes of action under this Agreement shall be deemed
have accrued and all statutory limitations periods shall commence no later than the date of GHA's services being substantially compleb
Client agrees that any claim against GHA arising out of this Agreement shall be asserted only against the entity and not against GHA's owns
officers, directors, shareholders, or employees, none of whom shall bear any liability and may not be subject to any claim.
15. Miscellaneous. Either Client or GHA may terminate this Agreement without penalty at any time with or without cause by givi
the other party ten (10) calendar days prior written notice. The Client shall, within thirty (30) calendar days of termination pay GHA for
services rendered and all costs incurred up to the date of termination in accordance with compensation provisions of this Agreement. Clip
shall not assign this Agreement without GHA's prior written consent. There are no third -party beneficiaries to this Agreement.
Attachment A, September, 2014 Page 2 of 2 1
Packet Pg. 65
9.E
Resolution No. R-2015-42 : Authorization to Execute an Agreement
with Gewalt Hamilton Associates, Inc. for the 2016 Roadway
Improvement Project Design
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Recommendation of Action
Staff recommends approval.
Staff seeks authorization to execute the attached agreement with Gewalt Hamilton Associates, Inc., for
professional engineering design services for the 2016 Roadway Improvement Project, subject to funding.
ATTACHMENTS:
• Memo 2016 road recon & resurf GHA design 15-1113 (DOCX)
• 2015.M054 Buffalo Grove 2016 Road Design (PDF)
• res 2015-prof sery (DOCX)
Trustee Liaison
Trustee Stein
Monday, December 21, 2015
Staff Contact
Darren Monico, Public Works
Updated: 12/17/2015 3:43 PM A
Page 1
Packet Pg. 66
9.E.a
) IAGE OF
BUkTALO GROVE
TO:
DANE C. BRAGG, VILLAGE MANAGER
FROM:
DARREN MONICO, VILLAGE ENGINEER
SUBJECT:
2016 ROADWAY IMPROVEMENT PROJECT DESIGN
DATE:
NOVEMBER 13, 2015
CC:
MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
11
The Engineering Division is proposing to improve the roadway on the following Village Streets in
2016:
Phase 2 — Roadway Reconstruction and Resurfacing
1. Golfview Terrace from Dundee Road to Covington Terrace
2. Covington Terrace from Golfview Terrace to Parkview Terrace
3. Parkview Terrace from Golfview Terrace to cul-de-sac
4. Brentwood Circle from Parkview Terrace to cul-de-sac
5. Plum Grove Circle from Arlington Heights Road to Country Lane
6. W Dundee Pkwy from Golfview Terrace to dead end
7. E Dundee Pkwy from Golfview Terrace to dead end
8. Golfview Terrace from Dundee Road to 170' north of Dundee Road
Phase 3 — Roadway Resurfacing (Subject to funding)
1. Blue Ash Drive from Sandalwood Road to East End
2. Butternut Drive from Kingston Drive to Whispering Oaks
3. Daulton Court from Daulton Drive to East End
4. Daulton Drive from Butternut Drive to Foxford Drive
5. Dunstan Lane from Blue Ash Drive to Buffalo Grove Road
6. Foxford Drive from Buffalo Grove Road to Daulton Drive
7. Foxford Drive Extended from Foxford Drive to Foxford Drive
S. Kingston Drive from Blue Ash Drive to Dunstan Lane
9. Avalon Court S from Avalon Drive to West End
10. Avalon Court N from Avalon Drive to West End
11. Avalon Drive from Day Break Terrace to Avalon Court N
12. Avalon Drive from North End to Edenvale Drive
13. Avalon Extended from Avalon Drive to Avalon Drive
14. Edenvale Drive from Prairie Road to Avalon Drive
15. Miramar Court from Miramar Lane to East End
16. Miramar Lane from Prairie Road to Avalon Drive
17. Carlyle Lane from Brandywyn Lane to Brandywyn Lane
18. Carlyle Court from Carlyle Lane to East End
19. Beechwood Court E from Beechwood Road to East End
20. Beechwood Court W from Beechwood Road to West End
21. Beechwood Road from Estate Drive to Arlington Heights Road
Packet Pg. 67
9.E.a
22. Chatham Circle from Beechwood Road to Estate Drive
23. Estate Drive from Bernard Drive to Chatham Circle
24. Estate Extended from Estate Drive to East End
25. Katherine Court from Forest Way Drive to West End
26. Forest Way Drive from Beechwood Road to Regent Drive
.y
27. Belaire Court from Belaire Drive to South End
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28. Belaire Drive from Weidner Road to St. Mary's Pkwy
29. Regent Court E from Regent Drive to East End
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30. Regent Court W from Regent Drive to West End
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31. Regent Drive from Weidner Road to Plum Grove Circle
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32. Longwood Court from Longwood Drive to North End
E
33. Longwood Drive from Regent Drive to Weidner Road
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34. Weidner Road from Beechwood Road to Lake Cook Road
Q.
35. Cherrywood Road from St. Mary's Pkwy to Bernard Drive
36. Maple Drive from Cherrywood Road to Cottonwood Road
3
37. Hickory Drive from Cottonwood Road to Cherrywood Road
38. Banbury Lane from Devonshire Road to 130' E of Devonshire
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39. Dayton Court from Dayton Road to West End
40. Dayton Road from Devonshire Road to Devonshire Road
N
41. Devlin Road from IL Rte. 83 to Devonshire Road
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42. Devonshire Road from Devlin Road to Devlin Road
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43. Devonshire Extension 1 from Devonshire Road to Devonshire Road
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44. Devonshire Extension 2 from Devonshire Road to Devonshire Road
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45. Dannet Court from Dannet Road to South End
46. Dannet Road from Devonshire Road to Dayton Road
Gewalt Hamilton Associates, Inc. (GHA) has submitted a Professional Services Design Contract for
design work to be performed in 2016. Staff will then bid the two construction projects with the
Board's approval during the 2016 construction season. These projects do not include any MFT
dollars and Phase 3 is contingent upon the Village Board bonding additional funds for road
construction in 2016. If the Village does not seek additional funds through bonding then the Phase 3
resurfacing will not be designed with GHA (or constructed) to stay within the 2016 road
improvement budget and this contract will not be fully utilized.
Staff recommends approval of the GHA contract.
Packet Pg. 68
November 13, 2015
Mr. Kyle E. Johnson, P.E.
Engineer
Village of Buffalo Grove
51 Raupp Boulevard
Buffalo Grove, IL 60089
Re: Professional Engineering Services
2016 Roadway Improvement Project
Buffalo Grove, Illinois
GHA Proposal No. 2015.M054
Dear Mr. Johnson:
CONSULTING ENGINEERS
625 Forest Edge Drive, Vernon Hills, IL 60061
TEL 847.478.9700 0 FAx 847,478.9701
www.gha-eiigincers.com
Thank you for considering Gewalt Hamilton Associates, Inc. (GHA) for the design engineering services and
preparation of plans and specifications for the above referenced roadway improvement project.
If you should have any questions or require additional information, please do not hesitate to contact me.
Sincerely,
Gewa4 Hamilton Associates, Inc.
/I
Leo X. Morand, P.E.
Associate/Senior Engineer
Imoranda.gha-engineers.com
Encl.: GHA Proposal No. 2015.M054
3600 1-70 Drive SE, Suite E, Columbia, MO 65201 a TEL 573,397.6900 0 FAx 573.397.6901
The Monadnock Building, 53 W. Jackson Blvd., Suite 924, Chicago, IL 60604 N TEL 312329.0577 0i FAx 312.3 1 Packet Pg. 69
Professional Engineering Services
2016 Roadway Improvement Project
Village of Buffalo Grove
GHA Proposal No. 2014.M054
CONSULTING ENGINEERS
625 Forest Edge Drive, Vernon Hills, I1. 60061
TEL 847.478.9700 0 FAx 847.478.9701
www.gha-eiigineers.com
Village of Buffalo Grove (Client), 51 Raupp Boulevard, Buffalo Grove, IL 6008, and Gewalt Hamilton
Associates, Inc. (GHA), 850 Forest Edge Drive, Vernon Hills, IL 60061, agree and contract as follows:
I. Project Understanding
The Village of Buffalo Grove wishes to begin preparation of road improvements plans for 2016, consisting
of work at various locations within the Village. The roadway segments included in the project are:
Phase 2 Project —Pavement Reconstruction and Resurfacing
Street
Limit
Limit
Scope
Golfview Terrace
Dundee Road
Covington Terrace
Reconstruction
Covington Terrace
Golfview Terrace
Parkview Terrace
Reconstruction
Parkview Terrace
Golfview Terrace
cul-de-sac
Reconstruction
Brentwood Circle
Parkview Terrace
cul-de-sac
Reconstruction
Plum Grove Circle
Arlington Heights Road
Country Lane
Resurface & New Curb
W Dundee Pkwy
Golfview Terrace
dead end
Resurface & Spot Curb
E Dundee Pkwy
Golfview Terrace
dead end
Resurface & Spot Curb
Golfview Terrace
Dundee Road
170' north of Dundee Road
Resurface & Spot Curb
Phase 3 Project — Pavement Resurfacing and S of
Curb Replacement
Street
Limit
Limit
Blue Ash Drive
Sandalwood Road
East End
Butternut Drive
Kingston Drive
Whispering Oaks
Daulton Court
Daulton Drive
East End
Daulton Drive
Butternut Drive
Foxford Drive
Dunstan Lane
Blue Ash Drive
Buffalo Grove Road
Foxford Drive
Buffalo Grove Road
Daulton Drive
Foxford Drive Extended
Foxford Drive
Foxford Drive
Kingston Drive
Blue Ash Drive
Dunstan Lane
Avalon Court S
Avalon Drive
West End
Avalon Court N
Avalon Drive
West End
Avalon Drive
Day Break Terrace
Avalon Court N
Avalon Drive
North End
Edenvale Drive
Avalon Extended
Avalon Drive
Avalon Drive
Edenvale Drive
Prairie Road
Avalon Drive
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3600 1-70 Drive SE, Suite E, Columbia, MO 65201 a TEL 573,397.6900 0 FAx 573.397.6901
The Monadnock Building, 53 W Jackson Blvd., Suite 924, Chicago, IL 60604 N TEL 312329.0577 0i FAx 31.2.3 Packet Pg. 70
9.E.b
Phase 3 Project — Pavement Resurfacing and S of
Curb Replacement
Street
Limit
Limit
Miramar Court
Miramar Lane
East End
Miramar Lane
Prairie Road
Avalon Drive
Carlyle Lane
Brandywyn Lane
Brandywyn Lane
Carlyle Court
Carlyle Lane
East End
Beechwood Court E
Beechwood Road
East End
Beechwood Court W
Beechwood Road
West End
Beechwood Road
Estate Drive
Arlington Heights Road
Chatham Circle
Beechwood Road
Estate Drive
Estate Drive
Bernard Drive
Chatham Circle
Estate Extended
Estate Drive
East End
Katherine Court
Forest Way Drive
West End
Forest Way Drive
Beechwood Road
Regent Drive
Belaire Court
Belaire Drive
South End
Belaire Drive
Weidner Road
St. Mars Pkw
Regent Court E
Regent Drive
East End
Regent Court W
Regent Drive
West End
Regent Drive
Weidner Road
Plum Grove Ci
Longwood Court
Longwood Drive
North End
Longwood Drive
Regent Drive
Weidner Road
Weidner Road
Beechwood Road
Lake Cook Road
Cherrywood Road
St. Marys Pkwy
Bernard Drive
Maple Drive
Cherrywood Road
Cottonwood Road
Hickory Drive
Cottonwood Road
Cherrywood Road
Banbury Lane
Devonshire Road
130' E of Devonshire
Dayton Court
Dayton Road
West End
Dayton Road
Devonshire Road
Devonshire Road
Devlin Road
IL Rte. 83
Devonshire Road
Devonshire Road
Devlin Road
Devlin Road
Devonshire Extension 1
Devonshire Road
Devonshire Road
Devonshire Extension 2
Devonshire Road
Devonshire Road
Dannet Court
Dannet Road
South End
Dannet Road
Devonshire Road
Dayton Road
II. Scope of Services
The scope of services is based upon our knowledge of the Village, our review of the information furnished
to us, and our extensive experience in preparing contract documents for infrastructure improvement
projects. We understand that no Motor Fuel Tax funds will be used with these projects.
November 13, 2015 GHA Proposal No. 2015.M054 P Packet Pg. 71
9.E.b
A. Phase 2 Roadway Reconstruction and Resurfacing Project — Final Engineering Design
Meet with Village Staff to discuss pavement strategies and other infrastructure improvements
that may be necessary. We anticipate up to six (6) meetings with Village staff throughout the
design process. We also anticipate up to two (2) meetings with IDOT to coordinate
improvements within the Dundee Road right-of-way. We have based our level of compensation
on this number of meetings. If the Village requests additional meetings, they would be provided
as an additional service in accordance with Section V. Compensation for Services.
2. Visually asses and determine quantities for the resurfacing roadways. If it is found that long
sections of curb (over 25) will need to be removed and replaced, we will request a modification
to our contract to include the necessary surveying and design of such an improvement.
Based upon information provided by Village staff, GHA shall note the locations of any sewer
spot repairs.
4. Preparation of a Schematic Plan that identifies the proposed geometric changes on Covington
Terrace and Golfview Terrace for use at a public information meeting, to be attended by GHA.
5. Preparation of stormwater detention basin calculations to determine the balancing of the
existing stormwater detention basin volume with the proposed geometric changes.
6. Preparation of final engineering plans to include a title sheet, plans, and details for
construction. We have assumed that Phase 2 will be bid as one (1) complete bid package.
7. Preparation of project notes and contract specific directions for road improvements, including
traffic control, working conditions, material specifications, coordination with public inspection
agencies, and other coordination and construction information. If available, we will use front-
end documentation provided by the Village.
Preparation of submittals to various review agencies necessary to begin work. It is anticipated
that an IDOT permit submission will be required for portions of the project. It is also anticipated
that a Stormwater Pollution Prevention Plan (SWPPP) in accordance with IEPA will be
necessary due to the area of disturbance. It is also anticipated that an MWRD Watershed
Management Permit will be necessary due to the disturbance of over 0.5 acres.
Preparation of an engineer's opinion of probable cost based on the completed final engineering
plans and specifications.
10. Preparation of complete bid packages for distribution to contractors and Village (25 maximum)
11. Respond to bidding questions and issue addendum as necessary.
12. Attend the bid opening, prepare a summary of the received bids, and make a recommendation
for the award of contract.
B. Phase 3 Roadway Resurfacing Project— Final Engineering Design
Meet with Village Staff to discuss pavement strategies. We anticipate up to four (4) meetings
with Village staff throughout the design process. We also anticipate up to two (2) meetings with
LCDOT to coordinate improvements within their right-of-way. We have based our level of
compensation on this number of meetings. If the Village requests additional meetings, they
would be provided as an additional service in accordance with Section V. Compensation for
Services.
November 13, 2015 GHA Proposal No. 2015.M054 P Packet Pg. 72
9.E.b
Visually assess and determine quantities for the improvements. If it is found that long sections
of curb (over 25) will need to be removed and replaced, we will request a modification to our
contract to include the necessary surveying and design of such an improvement.
3. Based upon information provided by Village staff, GHA shall note the locations of sewer spot
repairs.
4. Preparation of bid documents to include typical sections, details, and a location map. Full
engineering plans are not included in this phase of work. We have assumed that Phase 3 will
be bid as one (1) complete bid package.
Preparation of project notes and contract specific directions for road improvements, including
traffic control, working conditions, material specifications, coordination with public inspection
agencies, and other coordination and construction information. If available, we will use front-
end documentation provided by the Village.
Preparation of submittals to various review agencies necessary to begin work. It is anticipated
that an LCDOT permit submission will be required for portions of the project. No permit from
Cook County Department of Transportation and Highways (CCDTH) will be necessary as the
work on Arlington Heights Road will not encroach on the County right-of-way.
Preparation of an engineer's opinion of probable cost based on the completed final engineering
plans and specifications.
Preparation of complete bid packages for distribution to contractors and Village (25 maximum).
Respond to bidding questions and issue addendum as necessary.
10. Attend the bid opening, prepare a summary of the received bids, and make a recommendation
for the award of contract.
C. Deliverables
The following will be delivered to the Village of Buffalo Grove upon completion of the project.
Two (2) copies of all engineering plan sets.
2. Bid specifications.
III. Additional Services and Services not Included
We would be pleased to provide additional assistance beyond the scope described. These services may be
provided at the request of the Village of Buffalo Grove as an additional service.
Meetings with public officials, Village staff, agencies, homeowners, or consultants beyond
those noted in the scope. Attendance at public hearings.
Performing surveying and topographic work.
Illinois Department of Natural Resources and US Army Corps of Engineers Permits.
4. NPDES — Construction Site Activities Permit. (Beyond that noted).
Clean Construction or Demolition Debris (CCDD) testing, analysis, and certification.
Preparing construction plans and specifications for utility improvements or coordinating
relocation of utilities.
Construction staking or any construction phase services (provided under separate contract).
November 13, 2015 GHA Proposal No. 2015.M054 P Packet Pg. 73
9.E.b
8. Preparation of multiple bid set plans or phased plans.
9. Review fees or utility locate fees.
IV. Engineering Staff and Proposed Schedule
Mr. Leo X. Morand, P.E. will function as the Project Manager. Additional professional and technical staff will
provide support as needed.
A schedule has not been provided by the Village as of the date of this proposal. GHA will work with the
Village to establish an acceptable timeline for the project. We will make every reasonable effort to ensure
that project milestones and deadlines are met.
V. Compensation for Services
Based on the scope of services outlined above, we propose billing on a time -and -materials (T&M) basis a
not -to -exceed (NTE) fee, as follows.
Service
NTE Fee
Final Engineering Design — Phases 2 & 3 $93,500.00
Estimated Reimbursable Expenses $4,200.00
T&M NTE + Reimbursables $97,700.00
For any additional services beyond those outlined in Section //: Scope of Services, the Client shall pay GHA
in accordance with the following hourly rates:
GHA 2015 Hourly Billina Rates
Principal Engineer
$194/hr
Senior Engineer
$164/hr
Senior Environmental Consultant
$164/hr
Professional Engineer
$136/hr
Registered Land Surveyor
$118/hr
GIS Professional
$118/hr
Staff Engineer
$114/hr
Senior Engineering Technician
$112/hr
Environmental Consultant
$110/hr
Engineering Technician II
$96/hr
Engineering Technician I
$70/hr
Clerical
$58/hr
Reimbursable expenses, including items such as printing, messenger service, mileage etc., will be billed
directly to the client without markup.
Invoices will be submitted on a monthly basis by phase, and will detail services performed. This permits the
client to review the status of the work in progress and the charges made.
November 13, 2015 GHA Proposal No. 2015.M054 P Packet Pg. 74
9.E.b
VI. General Conditions
The delineated services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be
performed as reasonably required in accordance with the generally accepted standards for civil engineering
and surveying services as reflected in the contract for this project at the time when and the place where the
services are performed.
Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor
of a third party against either the Client or GHA. GHA's services under this Agreement are being performed
solely for the Client's benefit, and no other party or entity shall have any claim against GHA because of this
Agreement or the performance or nonperformance of services hereunder. In no event shall GHA be liable
for any loss of profit or any consequential damages.
GHA shall not have control of and shall not be responsible for construction means, methods, techniques,
sequences or procedures, or for job site safety measures. Such control is the sole responsibility of the
Client's contractor.
The Client, and not GHA, is responsible for ensuring that the contractor implements the Storm Water
Pollution Prevention Plan (SWPPP), including maintenance and/or repair of soil erosion and sediment
control measures for compliance with the General NPDES Permit for Storm Water Discharges from
Construction Site Activities. GHA assumes no liability for any actions by the Illinois Environmental
Protection Agency (IEPA) resulting from the contractor's failure to comply with SWPPP or the requirements
of the General Permit.
The Client and GHA agree that all disputes between them arising out of or relating to this Agreement or the
Project shall be submitted to nonbinding mediation in Chicago, Illinois unless the parties mutually agree
otherwise.
This Agreement, including all subparts and Attachment A, which is attached hereto and incorporated herein
as the General Provisions of this Agreement, constitute the entire integrated agreement between the
parties which may not be modified without all parties consenting thereto in writing.
By signing below you indicate your acceptance of this Agreement in its entirety.
Gewalt Hamilton Associates, Inc.
��
Leo X. Morand, P.E.
Associate/Senior Engineer
Encl.: Attachment A
Village of Buffalo Grove
Name:
Title:
Date:
November 13, 2015 GHA Proposal No. 2015.M054 P Packet Pg. 75
ATTACHMENT A TO GEWALT HAMILTON ASSOCIATES, INC.
PROFESSIONAL SERVICES AGREEMENT
9.E.b
1. Standard of Care. The services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be reasonal
performed consistent with the generally accepted standard of care for the Scope of Basic Services called for herein at the time when and 1
place where the services are provided.
2. Duration of Proposal. The terms of this Agreement are subject to renegotiation if not accepted within 60 calendar days of the d;
indicated on this Agreement. Requests for extension beyond 60 calendar days shall be made in writing prior to the expiration date. The f<
and terms of this Agreement shall remain in full force and effect for one year from the date of acceptance of this Agreement, and shall
subject to revision at that time, or any time thereafter if GHA gives written notice to the other party at least 60 calendar days prior to I
requested date of revision. In the event that the parties fail to agree on the new rates or other revisions, either party may terminate this Agreem4
as provided for herein.
3. Client Information. Client shall provide GHA will all project criteria and full information for its Scope of Basic Services. GI
may rely, without liability, on the accuracy and completeness of the information Client provides, including that of its other consultar
contractors and subcontractors, without independently verifying that information.
4. Payment. The Village of Buffalo Grove is subject to the State of Illinois Prompt Payment Act. Failure of the Client to ma
payments when due shall, in GHA's sole discretion, be cause for suspension of services without breach or termination of this agreement. Up
notification by GHA of suspension of services, Client shall pay in full all outstanding invoices within 7 calendar days. Client's failure to ma
such payment to GHA shall constitute a material breach of the Agreement and shall be cause for termination by GHA. GHA shall be entit]
to reimbursement of all costs actually incurred by GHA in collecting overdue accounts under this Agreement, including, without limitatio-
attorney's fees and costs. GHA shall have no liability for any claims or damages arising from either suspension or termination of this Agreemi
due to Client's breach The Client's obligation to pay for GHA's services is in no way dependent upon the Client's ability to obtain finance
rezoning, payment from a third party, approval of governmental or regulatory agencies or the Client's completion of the project.
5. Instruments of Service. The Client acknowledges GHA's plans and specifications, including field data, notes, calculations, and
documents or electronic data, are instruments of service. GHA shall retain ownership rights over all original documents and instruments
service. All instruments of service provided by GHA shall be reviewed by Client within 10 calendar days of receipt. Any deficiencies, erre
or omissions the Client discovers during this period will be reported to GHA and will be corrected as part of GHA's Basic Services. Failure
provide such notice shall constitute a waiver. The Client shall not reuse or make, or permit to be made any modifications to the instruments
service without the prior written authorization of GHA. The Client waives all claims against GHA arising from any reuse or modification
the instruments of service not authorized by GHA. The Client agrees, to the fullest extent permitted by law, to defend and indemnify and h<
GHA harmless from any liability, damage, or cost, including attorneys' fees, arising from the unauthorized reuse or modification of 1
instruments of service by any person or entity. The parties agree that if elements of the Scope of Basic Services identified in this Agreem(
are reduced and/or eliminated by Client, then Client waives, releases and holds GHA harmless from all claims and damages arising from th(
reduced and/or eliminated services. If GHA's Scope of Basic Services does not include construction administration phase services, Chi
assumes responsibility for interpretation of the instruments of service and construction observation, and waives all claims against GHA for a
act, omission or event connected thereto. Unless included in GHA's Scope of Basic Services, GHA shall not be liable for coordination with
the services of Client's other design professionals.
6. Electronic Files. The Client acknowledges that differences may exist between the electronic files delivered and the print
instruments of service. In the event of a conflict between the signed / sealed printed instruments of service prepared by GHA and the electroi
files, the signed / sealed instruments of service shall control. GHA's electronic files shall be prepared in the current software GHA uses a
will follow GHA's standard formatting unless the Scope of Basic Services requires otherwise. Client accepts that GHA makes no warranty t]
its software will be compatible with other systems or software.
7. Applicable Codes. The Client acknowledges that applicable laws, codes and regulations may be subject to various, and possil
contradictory, interpretations. Client accepts that GHA does not warrant or guarantee that the Client's project will comply with interpretatic
of applicable laws, codes, and regulations as they may be interpreted to the project. Client agrees that GHA shall not be responsible for a&
project costs, delay damages, or schedule changes arising from unreasonable or unexpected interpretations of the laws, codes, or regulatic
applied to the project, nor for changes required by the permitting authorities due to changes in the law that became effective after completi
of GHA's instruments of service. Client shall compensate GHA for additional fees required to revise the instruments of service to comply w
such interpretations. Client shall also compensate GHA for additional fees required to revise the instruments of service if Client changes i
project scope after GHA's completes its instruments of service.
8. Utilities and Soils. When the instruments of service include information pertaining to the location of underground utility facilit
or soils, such information represents only the opinion of the engineer as to the possible locations. This information may be obtained from visil
surface evidence, utility company records or soil borings performed by others, and is not represented to be the exact location or nature of th(
utilities or soils in the field. Client agrees that GHA may reasonably rely on the accuracy and completeness of information furnished by th
parties respecting utilities, underground conditions and soils without performing any independent verification. Contractor is solely responsil
for utility locations, their markings in the field and their placement on the plans based on information they provided. Client agrees GHA is 1
liable for damages resulting from utility conflicts, mistaken utility locates, unfavorable soils, and concealed or unforeseen conditions, includi
but not limited to added construction costs and/or project delays. If the Client wishes to obtain the services of a contractor to provide test ho
and exact utility locations, GHA may incorporate that information into the design and reasonably rely upon it. If not included in the Scope
Basic Services, such work will be compensated as additional services.
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Attachment A, September, 2014 Page 1 of 2
Packet Pg. 76
9.Opinion of Probable Construction Costs. GHA's Scope of Basic Services may include the preparation of an opinion 9•E.b
construction costs. Client acknowledges that GHA has no control over the costs of labor, materials, or equipment, or over the contractor's
methods of determining prices, or over competitive bidding or market conditions. Opinions of probable costs, shall be made on the basis
experience and qualifications applied to the project scope contemplated by this Agreement as well as information provided by Client (1
accuracy and completeness of which GHA may rely upon), and represent GHA's reasonable judgment. Client accepts that GHA does 1
guarantee or warrant that proposals, bids, or the actual construction costs will not vary from opinions of probable cost prepared for the Clie
GHA shall not be liable for cost differentials between the bid and/or actual costs and GHA's opinion of probable construction costs. Cliff
agrees it shall employ an independent cost estimator if, based on its sole determination, it wants more certainty respecting construction cost .�
in
10. Contractor's Work. Client agrees that GHA does not have control or charge of and is not responsible for construction mea p
methods, techniques, sequences or procedures, or for site or worker safety measures and programs including enforcement of Federal, State a U
local safety requirements, in connection with construction work performed by the Client or the Client's construction contractors. GHA is 1 2
responsible for the supervision and coordination of Client's construction contractors, subcontractors, materialmen, fabricators, erects
operators, suppliers, or any of their employees, agents and representatives of such workers, or responsible for any machinery, constructi
equipment, or tools used and employed by contractors and subcontractors. GHA has no authority or right to stop the work. GHA may not din m
or instruct the construction work in any regard. In no event shall GHA be liable for the acts or omissions of Client's construction contracts
subcontractors, materialmen, fabricators, erectors, operators or suppliers, or any persons or entities performing any of the work, or for faih p
of any of them to carry out their work as called for by the Construction Documents. The Client agrees that the Contractor is solely responsil a
for jobsite and worker safety, and warrants that this intent shall be included in the Client's agreement with all prime contractors. The Cli(
agrees that GHA and GHA's personnel and consultants (if any) shall be defended/indemnified by the Contractor for all claims asserted agar
GHA which arise out of the Contractor's or its subcontractors' negligence, errors or omissions in the performance of their work, and shall a �
be named as an additional insured on the Contractor's and subcontractors' general liability insurance policy. Client warrants that this inti m
shall be included in the Client's agreement with all prime contractors. if the responsible prime contractor's agreement fails to comply with 1 X
Client's intent, then the Client agrees to assume the duty to defend and indemnify GHA for claims arising out of the Contractor's
subcontractors' negligence, errors or omissions in the performance of their work. N
11. Contractor Submittals. Shop drawing and submittal reviews by GHA shall apply only to the items in the submissions that conce 10-
GHA's scope of Basic Services and only for the purpose of assessing if, upon successful incorporation in the project, they are genera C
consistent with the GHA's Instruments of Service. Client agrees that the Contractor is solely responsible for the submissions and for compliar },
with the Instruments of Service. Owner agrees that GHA's review and action in relation to the submissions does not constitute the provision
means, methods, techniques, sequencing or procedures of construction or extend to jobsite or worker safety. GHA's consideration o
CD
component does not constitute acceptance of an assembled item.
12. Hazardous Materials. Client agrees that GHA has no responsibility or liability for any hazardous or toxic materials, contamina_ C14
or pollutants. Lb
13. Record Drawings. If required by the Scope of Basic Services, record drawings will be prepared which may include unverifi N
information compiled and furnished by others, the accuracy and completeness of which GHA may reasonably rely upon. Client accepts tl W
GHA shall not verify the information provided to it and agrees GHA will not be responsible for any errors or omissions in the record drawir C
due to incorrect or incomplete information furnished by others to GHA.
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14. Disputes. Client agrees to limit GHA's total aggregate liability to the Client for GHA's alleged acts, errors or omissions to $50,0 p
or the amount of GHA's paid fees for its services on the project, whichever is greater. GHA makes no guarantees or warranties, either express M
or implied, including any warranty of habitability or fitness for a particular purpose. The parties agree to waive all claims against the other o
any and all consequential damages, including attorneys' fees. The parties agree to waive against each other all rights and claims otherw W
covered by property insurance, by builder's risk insurance or by all risk insurance, including but not limited to subrogation rights regardless c
whether the claims arise during or post -construction and regardless of final payment to GHA. N
All disputes arising out of or relating to this Agreement shall first be negotiated between the parties. If unresolved, the dispute sh
be submitted to mediation as a condition precedent to litigation. Mediation shall take place in Chicago, Illinois unless the Client and GF
mutually agree otherwise. The fees and costs of the mediator shall be apportioned equally between the parties. If mediation is unsuccessl
litigation shall be the form of dispute resolution and shall be filed in the jurisdiction where the project was pending. The controlling law sh
be the law of the jurisdiction where the project was located. Client agrees that all causes of action under this Agreement shall be deemed
have accrued and all statutory limitations periods shall commence no later than the date of GHA's services being substantially compleb
Client agrees that any claim against GHA arising out of this Agreement shall be asserted only against the entity and not against GHA's owns
officers, directors, shareholders, or employees, none of whom shall bear any liability and may not be subject to any claim.
15. Miscellaneous. Either Client or GHA may terminate this Agreement without penalty at any time with or without cause by givi
the other party ten (10) calendar days prior written notice. The Client shall, within thirty (30) calendar days of termination pay GHA for
services rendered and all costs incurred up to the date of termination in accordance with compensation provisions of this Agreement. Clip
shall not assign this Agreement without GHA's prior written consent. There are no third -party beneficiaries to this Agreement.
Attachment A, September, 2014 Page 2 of 2 1
Packet Pg. 77
9.E.c
RESOLUTION NO. 2015 —
A RESOLUTION APPROVING AN AGREEMENT FOR
RODWAY IMPROVEMENT PROJECT DESIGN SERVICES
FOR 2016 STREET AND UTILITY IMPROVEMENT
PROJECTS
WHEREAS, THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
BUFFALO GROVE desire to cause the implementation of the 2016 Street and Utility
Improvement Projects, and
WHEREAS, the approval of an agreement with a consulting engineer is required in order
to proceed with the necessary engineering of the project.
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the
Village of Buffalo Grove, Lake and Cook Counties, Illinois, that:
Section1. The Village Manager is hereby authorized and directed to execute the
"Roadway Improvement Project Design" Agreement with Gewalt
Hamilton Associates, Inc., dated November 13, 2015. A copy of said
Agreement is attached hereto and made a part hereof.
Section 2. Contractual sums due to Gewalt Hamilton Associates, Inc. are subject to
the appropriation of funds for same by the Corporate Authorities through
available financing mechanisms.
AYES:
NAYES:
ABSENT:
PASSED: 2015
APPROVED: 12015
APPROVED:
Res 15-
Packet Pg. 78
9.E.c
Village President
ATTEST:
Village Clerk
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10.1
Resolution No. R-2015-40 : Authorization to Execute a One Year
Contract Extension with Tap Room Hospitality
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff was directed by the Village Board at the last meeting to include additional language to the lease
extension in order to improve the Village's ability to collect outstanding debts. The alternative language
was proposed to Tap Room Hospitality and both owners have accepted the changes and executed the
amended lease.
ATTACHMENTS:
• BGGC Restaurant memo (DOCX)
• CHICAGO1-#655624-v1-Resolution_Approving_Lease_With_Tap_Room_Hospitality_ (DOC)
• Tap Room Hospitality Lease Extension - 2016 (DOCX)
Trustee Liaison
Trustee Johnson
Monday, December 21, 2015
Staff Contact
Geoff Tollefson, Golf
Updated: 12/17/2015 3:07 PM
Page 1
Packet Pg. 80
10.1.a
Background
At the last Village Board meeting on December 7, 2015, staff presented the board with a status update
regarding a proposed one-year lease extension with Tap Room Hospitality for the 2016 season. The proposed
extension was an alternative that staff felt provided the best option to move forward since it provided an
opportunity for the village to recapture receivables due to the village. The proposed one-year extension also
provides Tap Room Hospitality an opportunity to execute food and beverage services for the upcoming golf
season in an upgraded fashion and to possibly seek a further extension into 2017 and beyond. This would be
contingent that Tap Room Hospitality would of course meet the financial obligations set forth in the extension
which includes past due balances while maintaining a current status.
While the Village Board was generally agreeable to a one-year extension, they directed staff to work with
counsel to draft an extension that included stronger language in case of a default situation. The Village Board
was concerned that Tap Room Hospitality would be able to meet the structured payment schedule for past due
balances while staying current in the 2016 season. Staff worked with the village attorney and drafted an
extension which provided stronger language that included an accelerated default provision as well as language
allowing the Village to take possession of equipment owned by the lessee in the case of an accelerated default.
On December 14th, staff met with Tap Room Hospitality and talked through the stronger language provisions
for the proposed extension. Since, both managing partners of Tap Room Hospitality, Jim Leo and Brett Gaylord,
have agreed to the extension and the updated language and are ready to move forward. In review, staff feels
that this provides the village the best alternative moving forward into the 2016 operating season.
Recommendation
Staff requests the Village Board provide the Village Manager with Authorization to execute an amendment to
the lease with Tap Room Hospitality. Please note that this agreement does contain an option for a second year,
this option would be brought before the board for authorization prior to offering the tenant that possible
additional extension.
Page 1 of 1
Packet Pg. 81
12/16/2015
10.1.b
RESOLUTION NO. 2015 -
A RESOLUTION APPROVING AN AMENDMENT TO THE LEASE BETWEEN THE
VILLAGE OF BUFFALO GROVE AND TAP ROOM HOSPITALITY, LLC.
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, the Village has previously entered into a Lease with Tap Room
Hospitality, LLC., which Lease was subsequently amended ("Existing Amended Lease"); and
WHEREAS, the Village and Tap Room Hospitality, LLC., desire to amend the Existing
Amended Lease as set forth in the Amendment to the Lease which is attached hereto as Exhibit
"A" which provides for an extension of the Lease to December 31, 2016.
NOW THEREFORE BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, that the Amendment to the Lease Between the Village of Buffalo
Grove and Tap Room Hospitality, LLC., attached hereto as Exhibit A, is hereby approved and
the Village Manager is hereby authorized to execute said Amendment and to take such further
action to implement said Amendment.
AYES:
NAYES:
ABSENT:
PASSED:
APPROVED:
ATTEST:
Janet Sirabian, Village Clerk
#655624
1
2015
2015
APPROVED:
Beverly Sussman, Village President
Packet Pg. 82
10.1.c
AMENDMENT TO THE LEASE BETWEEN THE VILLAGE OF BUFFALO o
GROVE AND �°
TAP ROOM HOSPITALITY, LLC
This Amendment is entered into this day of , 2015 by and between The
Village of Buffalo Grove, Illinois, an Illinois Municipal Corporation (hereinafter the
"LESSOR") and Tap Room Hospitality, LLC (hereinafter "LESSEE").
RFCTTAT,S
Whereas, the LESSOR and LESSEE have previously entered into a Lease dated June 21,
2004 which was approved by the Village of Buffalo Grove by Resolution No. 2004-16 on
June 21, 2004 ("2004 Lease"); and
Whereas, the 2004 Lease was amended by (i) a Lease Amendment approved by the
Village of Buffalo Grove by Resolution No. 2008-15 on May 5, 2008, (ii) a Lease
Amendment dated August 17, 2009 which was approved by the Village of Buffalo Grove
by Resolution No. 2009-33 dated August 17, 2009, and (iii) a Lease Amendment dated
March 4, 2013 which was approved by the Village of Buffalo Grove by Resolution No.
2013-24 dated June 17, 2013; the 2004 Lease and the aforesaid amendments thereto are
collectively referred to as the "Existing Amended Lease".
Whereas, the LESSOR and LESSEE find that it is in their best interests to amend the N
Existing Amended Lease. W
In consideration of the mutual covenants and agreements hereinafter set forth the N
LESSOR and LESSEE agree to amend the Existing Amended Lease as follows: c
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Section C. 4.Past Due Rent and Other Debt: This subsection 4 is hereby added to read N
as follows:
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4. Monies owed the LESSOR:
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The LESSEE acknowledges that it has not paid the LESSOR rent or paid any z
utility bills as agreed upon by the parties, in the amount of $33,760.80. The
LESSEE shall pay the LESSOR the following monies for back rent ("past due o
rent") and unpaid utility bills ("past due utility bills") per the schedule below.
March 28, 2016 $5,626.80
April 25, 2016
$5,626.80
May 30, 2016
$5,626.80
June 27, 2016
$5,626.80
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Packet Pg. 83
10.1.c
July 25, 2016
August 29, 2016
$5,626.80
$5,626.80
LESSEE's failure to pay the aforementioned past due amounts to the LESSOR, in
addition to the monthly rent amounts and utility bills per this Amendment, shall
be considered a default of the lease and subject to the provisions of Section F. of
this Amendment.
Item 2
Section F. 1. Default, F. 2 Termination, F.3 Acceleration and Confession of
Judgment, and Holding Over: This subsection 1. is hereby amended to read as follows
1. Default. If default be made in the payment of the above rent, past due
rent, utility bills, past due utility bills, or any part thereof, or in any of the covenants
herein contained to be kept by the LESSEE, LESSOR may, pursuant to Section F.2
thereafter at its election declare said term ended and re-enter the Premises or any part
thereof, with or (to the extent permitted by law) without notice or process of law, and
remove LESSEE or any persons occupying the Premises, without prejudice to any
remedies which might otherwise be used for arrears of rent, past due rent, utility bills,
past due utility bills, and LESSOR shall have at all times the right to distrain for rent due.
a. LESSEE's covenant to pay rent, past due rent, utility bills, past due utility
bills is and shall be independent of each and every other covenant of this
Amendment. LESSEE agrees that any claim by LESSEE against LESSOR
shall not be deducted from rent nor set off against any claim for rent in
any action.
b. The defaulting party to this Amendment will pay and discharge all
reasonable costs, attorney's fees and expenses that shall be made and
incurred by either party enforcing the covenants and agreements of this
Amendment.
2. Termination: In the event of any default in the terms hereof and if the
same are not corrected within thirty (30) calendar days [with the exceptions being the
failure to remit rent or utility reimbursements which should be corrected within ten (10)
calendar days from written notice of same], the LESSOR may terminate the Lease and
take possession of the Premises and equipment without the institution of eviction
proceedings and without the exercise of due process of law. All operational equipment,
personal property affixed to the Premises, all realty located within the Premises, and food
service and beverage service equipment and materials owned by the LESSEE, and not
described in Appendix A. shall be subject to distrain, at the LESSOR's sole election to do
so. At no point shall the LESSEE remove any operational equipment, personal property
affixed to the Premises, and food service and beverage service equipment owned by the
LESSEE without the written permission from the Village Manager or his designee.
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10.1.c
3. Acceleration and Confession of Judgment. If LESSEE defaults, all rent
due and owing at the time of default, past due rent, utility bills due and owing at the time
of default, past due utility bills shall immediately become due and owing to the LESSOR,
minus any credits due and owing to the LESSEE.
If LESSEE defaults, LESSEE authorizes any attorney to appear in a court of
record and confess judgment against LESSEE in favor of LESSOR. The confession of
judgment may be without notice and process and for any amount due to the LESSOR in
this Amendment including, but not limited to, rent, utility bills, past due rent, past due
utility bills, collection costs and reasonable attorneys' fees. This is in addition to other
remedies available to LESSOR.
4. Holding Over. If the LESSEE retains possession of the Premises or any part
thereof after the termination of the Term by lapse of time or otherwise, then the LESSOR
may at its sole option in its sole discretion, within thirty (30) days after termination serve
written notice upon LESSEE that such holding over constitutes (a) renewal of this
Amendment for one year at triple rent, (b) creation of a month to month tenancy, upon the
term of this Amendment except at triple Rent, or (c) creation of a tenancy at sufferance, at a
base rental of ONE THOUSAND DOLLARS ($1,000.00) per day for each day the LESSEE
remains in possession of the Premises. If no such written notice is served, then a tenancy at
sufferance Rent as stated at (c) shall have been created. LESSEE shall also pay to LESSOR
all damages sustained by LESSOR from retention of possession by LESSEE.
Item 3
Section H. LExtension of Lease: This subsection 1. is hereby amended to read as
follows:
1. Extension of Lease: The LESSOR extends to the LESSEE a 1 year amended
lease commencing on 1/1/2016 and terminating on 12/31/2016. The LESSOR reserves
the right to offer an optional 1 year lease beginning l/l/2017 ending 12/31/2017.
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10.1.c
EXECUTION o
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This Amendment to the Existing Amended Lease is entered into as of the date first
written above. y
LESSEE:
Tap Room Hospitality, LLC.,
By:
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10.1.c
APPENDIX A.
Food and beverage equipment owned by the LESSOR
Cooking Equipment
Description
Location
Exhaust Hood
Kitchen - Cook Line
Refrigeration/Freezer
Description
Location
Hobart Walk in Refrigerator 41
Kitchen - Prep Area
Hobart Walk in Refrigerator 42
Kitchen - Prep Area
Hobart Walk in Freezer #1
Kitchen - Prep Area
Harford Walk in Refrigerator 93
Outside back door
Kitchen Equipment
Description
Location
Dishwashing Sink (U shaped)
w/Hobart Dishwasher
Kitchen - Dishwashing Area
Misc. Equipment
Description
Location
Built in Bar
Bar Area
Monument Signage
Front Entrance
DM: 103874 v2
12-8-15
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Action Item : Authorization to Seek Competitive Bids/Proposals for
Various Projects
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff requests Authorization to Bid or seek Competitive Proposals for the various Fiscal Year 2016
projects as further detailed in the attached memo.
ATTACHMENTS:
• Auth to bid memo (DOCX)
• 2016 Capital Improvement Request Summary (DOCX)
Trustee Liaison Staff Contact
Trustee Johnson Brett Robinson, Finance
Monday, December21, 2015
Updated: 12/17/2015 3:09 PM Page 1
Packet Pg. 88
11.A.a
1,1 F
�13UFFALO GROVE
DATE: December 10, 2015
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
RE: Competitive Procurements 2016
Background
Is
In prior years, staff would bring before the Village Board numerous projects requesting authorization to bid
each project separately. As many of those projects were either performed on an annual basis or were
scheduled well in advance, staff believes it would be more efficient to bring most of these projects forward for
authorization to seek competitive procurements as a single agenda item.
The following projects are routinely bid on an annual basis, purchased through joint bids, or are part of the CIP
program and are planned to be procured in Fiscal Year 2016, as such staff would request the Village Board
provide Authorization to Bid/Authorization to Request Proposals for each of these projects. Each Bid or RFP
document will be reviewed by the Village Attorney prior to release and each listed project will be brought back
before the Village Board with a request for an award of contract/award of agreement.
Recommendation
Staff requests Authorization to Bid or seek Competitive Proposals for the below listed 2016 fiscal year projects.
Projects / Procurements
Projected
Award
Bid Notes
PW Uniforms
11/7/2016
Possibly RFP
Street Maintenance
2/22/2016
Street Roadway Reconstruction
5/16/2016
Street - Roadway Resurfacing
6 20 2016
Carpet replacement
9 19 2016
Bike Path Parking Lot Im
3 21 2016
Sidewalk Replacement/Cutting
3 21 2016
Bid or Invitation to Negotiate
Dundee Rd Improvements
Joint Purchase Salt - state
4 18 2016
Joint Bid
Joint Purchase Salt - count
4 18 2016
Joint Bid
Liquid Deicing - Other < $20k
Likely < $20k
Storm Sewer Upgrades and Repairs
4/18/2016
Sanitary Sewer Rehabilitation/Repair
2/22/2016
Lift Station/Force Main Rehabilitation/Repair
6/20/2016
Water Main Rehabilitation/Repair
2/22/2016
HVAC Rooftop Replacements
Dates project dependent
Village Hall Roof replacement
7 25 2016
Page 1 of 2
Packet Pg. 89
11.A.a
Roof Replacement/Repair other than Village
Hall
Dates project dependent
Natural Gas Service - Review Nov 2015
Monitor Market
SCADA Improvements
Dates project dependent - RFP
B G-Wheeling- Palatine Annual Street
Maintenance
Single Engineering Firm
Pump House Repairs and Security
Improvements
6/20/2016
Dates project dependent
Sewer Smoke testing
Fire Station 27 Antenna Tower
6/20/2016
Raise Door Height at Station 25
8/1/2016
Ambulance Fire Billing RFP
6/20/2016
Likely RFP
Board -up < 20k
7/25/2016
Likely < $20k
Vehicle Diesel Exhaust Retrofit Fire
3/6/2016
Turnout Gear RFP
joint Purchase or RFP
Police jail Interlock Upgrade
3 21 2016
Possibly RFP
Police Security Camera Upgrade
5 16 2016
Possibly RFP
Carpet for Arboretum
2 1 2016
BGGC Restaurant Services - Contract
Negotiation
12/7/2015
Possibly RFP
BGGC Kitchen Floor
2 1 2016
Varies
Vehicle Purchase Police - joint
Varies
joint Bid
Vehicle Purchase PW - joint
Varies
joint Bid
Vehicle Purchase Fire - joint
Varies
joint Bid
Equipment Purchase PW
Loader
Snow Removal at Metra
possible project - RFP
Landscaping Services
possible project - joint Bid
Street Striping
possible project - joint Bid
Pest Control Village facilities
possible project
RFP Software GIS Consortium Work Order
Management & Inventory Control
possible project - RFP
MPI Project - Cross Connection Control
Municipal Facilities
4/4/2016
joint Bid - led by BG
Utility Bill Printing
4/4/2016
Inclusive of other mailings -
joint RFP
Generator Power
possibly < $20k
Sound and Light BGDa s <$20k
Likely < $20k
Bus Service BGDays <$20k
Likely < $20k
All listed dates are tentative
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11.A.b
Capital Improvement Request Summary
The Capital Improvement Plan (CIP) is intended to be a decision -making tool for the Village Board and
staff. The operational need for capital expenditures must be weighed against the ability of the Village to
finance these projects. Capital improvement projects represent the equipment and infrastructure
resources that all municipalities need to provide resident and business services and generally provide
future benefits with long service life. A capital expenditure is incurred when the Village spends money to
buy fixed assets or add value to an existing fixed asset.
The Village Board's ultimate approval of the CIP does not authorize spending on the included projects.
Each project must still be accepted for the current year's budget. Projects must then go through the
procurement process including Board authorization to bid and Board award of bid. This insures that the
project remains consistent with the budget and that identified funding is available at the time of award.
Staff continues to review and evaluate each project as we lead into the 2016 budget cycle. Ongoing
projects are revisited yearly and changes in priority are made as current conditions warrant. This
document represents the formal requests that were received from all Village departments for inclusion in
the 2016-2020 CIP, but this year, as in past years, not all projects presented here will ultimately receive
funding within the proposed 2016 budget.
Projects identified for FY 2016 total $9,618,083 and fall under six categories. The following chart
illustrates each category's percentage as it relates to funding the capital program for FY 2016.
Packet Pg. 91
11.A.b
2016 Capital Project Request by Category
Buildings and
Grounds
7%
The impact of the CIP on the 2016 budget and beyond will be significant as aging infrastructure needs to
be addressed. The Water Meter Replacement project will continue throughout the current fiscal year.
Replacing all the water meters village -wide will increase the accuracy of water usage billed and decrease
repair and maintenance required by the Water Department. Each meter comes with a 20 year warranty.
The Water Department will continue to service leaks and abnormal usage, but all installations and repairs
in 2016 will be outsourced through the meter replacement program.
The EAB program enters the final year of the four year plan. All tree removals were completed in 2015.
The final phase will be the completion of planting new trees and replacing the newly planted trees from
2014 and 2015 that did not survive. The Village has outsourced tree trimming maintenance which will be
minimal for the next few years, however, as these trees mature over time the care and maintenance of
parkway trees will increase.
Information technology infrastructure and data sharing are high priority programs for the Village of
Buffalo Grove. In the strategic plan the Village outlined the need to upgrade hardware and software. FY
2016 will see new software implemented and existing software upgraded. The Village will continue
replacing terminals village -wide based on the assessment done in 2014. The replacement schedule is in
its second year of the five year replacement cycle. Other hardware costs for servers and other essential
equipment have been identified and placed on a similar schedule based on the asset's useful life cycle.
Packet Pg. 92
11.A.b
The largest outlay for the CIP is the annual street maintenance program. The work is carefully scheduled
so that maintenance and resurfacing activities can be accomplished before more costly road
reconstruction becomes necessary. It is imperative that the Village maintain this program. A more
severely deteriorated or failed road is much more costly to replace than performing periodic
maintenance. The cost of reconstruction can be as much as three times the amount of timely
maintenance. The Engineering department assesses all Village maintained roads annually. Their
assessment is a continuous process that serves as the basis for road repair, maintenance, and
replacement. The operating budgets for road repairs and emergency maintenance activities can remain
low as the Village continues to maintain a minimum average pavement condition.
The Village continues to fund the capital reserve for vehicle replacement. This joint effort between OVM,
Finance, and Central Garage is intended to put high quality equipment in service so each department can
complete its responsibilities. Below is a list of the 2016 budgeted vehicle purchases:
Unit #
Description
Department
Cost
E 01
John Deere 1800 Utility Cart -01
Forestry
$38,500
E 18
Gator -99
Forestry
$62,000
FEL3
Volvo L90C Rubber Tire Loader - 98
Street
$150,000
450
Chevrolet 250OHD — 02
Water
$38,000
452
GMC Savana Van - 05
Water
$35,000
413
Chevrolet Astro Van - 00
Engineering
$28,000
440
Chevrolet C3500 Man -Lift - 98
Building Maintenance
$100,000
441
Chevrolet 250OHD - 02
Building Maintenance
$38,000
4
Ford Taurus — 05
Building/Code
$25,000
5
Ford Taurus — 05
Building/Code
$25 000
418
International 2654 — 97
Street
$192,000
430
Chevrolet C2500 - 98
Central Garage
$110 900
Fleet Addition (Possible Utility Vehicle for Campus)
Building Maintenance
$25 000
431
International 2654 Man -Lift — 92
Forestry
$135,000
715
Ford Crown Victoria Replacement on Order 2015 DEL
Police
$26,561
723
Ford Crown Victoria Replacement on Order 2015 DEL
Police
$26,561
727
Ford Crown Victoria Replacement on Order 2015 DEL
Police
$26,561
740
Ford Crown Victoria Replacement on Order 2015 DEL
Police
$26,561
733
Ford Crown Victoria Replacement on Order 2015 DEL
Police
$24,800
226
Ford E-450 Ambulance — 08
Fire
$175,000
236
E-One Aerial Platform - 97
Fire
$1,500,000
213
E-One Rescue Pumper-97
Fire
$750,000
Tota 1
$3,558,444
The street and streetscape programs will be active again in FY 2016. The Dundee road median and
streetscape improvements will continue. The Village will also complete roof repairs and needed
maintenance, in addition to continued improvements of sidewalks and bike paths.
Packet Pg. 93
11.A.b
The Village will make needed upgrades, repairs, and maintenance to water facilities, water mains, sanitary
sewer systems, and storm sewer systems. These capital outlays are ongoing and as these systems are
very expensive to maintain. The Village has a twenty year water proforma, which not only takes into
account the revenues that will/can be generated, but the costs that are anticipated to be incurred over
that time. The Village assesses the system and plans upgrades and replacements. These assessments
allow the Village to avoid incurring excess costs due to breaks and failures within the system as those
items most in need of repair or replacement are done so prior to a failure.
Packet Pg. 94
11.A.b
2016 Capital Projects Budgeted By Fund
Capital Projects Fund - Facilities
Requested
Budgeted
Carpet Capital Replacement Projects
$166,595
$166,595
HVAC Unit Replacements
$120,000
$120,000
Increase Apparatus Door Height - FS #25
$20,000
$20,000
Municipal Parking Facility Maintenance
$125,000
$125,000
Replacement Antenna Tower FS #27
$26,000
$26,000
Roof Capital Replacement Projects
$286,825
$286,825
EAB Ash Tree Replacement Program
$500,000
$500,000
Public Works Software
$55,940
$55,940
Vehicle Diesel Exhaust Extraction Retrofit - Fire
$30,550
$30,550
Police Headquarters Jail Interlock Upgrade
$30,075
$30,075
Police Headquarters Video Surveillance System
$67,371
$67,371
Subtotal
$1,428,356
$1,428,356
Capital Projects Fund - Streets
Dundee Road Median Improvements
$40,000
$40,000
Weiland Road/Lake Cook Road Improvements
$50,000
$50,000
Dundee Road and Buffalo Grove Road Intersection
$150,000
$150,000
Raupp Bridge Reconstruction
$60,000
$60,000
Annual Street Maintenance
$4,200,000
$1,749,727
Subtotal
$4,500,000
$2,049,727
Water & Sewer Fund
Lift Station Repair & Rehabilitation
$560,000
$560,000
Pump House Repairs & Security Improvements
$550,000
$550,000
Scada Improvements
$200,000
$200,000
Village -wide Sanitary Sewer Replacement
$1,175,000
$675,000
Village -wide Water Main Replacement
$2,000,000
$500,000
Village -wide Water Meter Replacement
$3,000,000
$3,000,000
Subtotal
$7,485,000
$5,485,000
General Fund
Annual Sidewalk/Bike Path Maintenance
$325,000
$325,000
Storm Water System Upgrades and Repairs
$330,000
$330,000
Subtotal
$655,000
$655,000
Total $14,068,356 $9,618,083
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11.A.b
2016 Capital Projects Budgeted By Fund
IIIIIIIIII Capital Projects Fund - Facilities
IIIIIIIIII Capital Projects Fund - Streets
111111 Water & Sewer Fund
IIIII General Fund
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11.A.b
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13.1
Information Item : Executive Session -Minutes Section 2(C)(21) of
the Illinois Open Meetings Act
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends discussion.
(21) Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval
by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06.
Trustee Liaison
Village Clerk Sirabian
Monday, December21, 2015
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 12/17/2015 3:22 PM
Page 1
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