2016-09-19 - Village Board Regular Meeting - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
2. Approval of Minutes
A. Village Board - Regular Meeting - Aug 15, 2016 7:30 PM
B. Village Board - Committee of the Whole - Sep 12, 2016 7:30 PM
3. Approval of Warrant
A. Approval of Warrant #1267 (Trustee Johnson)
4. Village President's Report
A. Recognition of Emergency Management Agency Commissioners (Trustee Johnson)
B. Appreciation of the Dedicated Service of the Buffalo Grove Days Committee (Trustee
Stein, Trustee Trilling)
C. Proclamation Recognizing September 19-23,2016 as Employee Appreciation Week
(President Sussman)
5. Village Manager's Report
A. Introduction of New Social Worker (Trustee Trilling)
B. Oath of Office for Two New Police Officers (Trustee Trilling)
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. 0-2016-43 An Ordinance Amending Chapter 5.20 Liquor Controls (President Sussman)
SUMMARY: La Presa Restaurant, Inc. has purchased Rito's Mexican Grille and Cantina,
Inc., 86 W. Dundee Road. The Ordinance is to reserve a Class A Liquor License for La
Presa Restaurant, Inc. and to rescind the Class A Liquor License for Rito's Mexican Grille
and Cantina, Inc.
B. R-2016-21 Resolution Relating to the Semi -Annual Review of Closed Session Minutes
(Clerk Sirabian)
SUMMARY: The Corporate Authorities have determined that the following set of closed
session minutes no longer require confidential treatment and are available for public
inspection.
C. Authorization to Execute an Agreement with Gewalt Hamilton Associates, Inc. for the
2017 Street Improvement Project Design (Trustee Trilling)
SUMMARY: Staff seeks authorization to execute the attached agreement with Gewalt
Hamilton Associates, Inc. for design services in an amount not to exceed $53,500.00.
D. Authorization to Bid Various Projects (Trustee Stein)
SUMMARY: Staff requests Authorization to Bid or seek Competitive Proposals for the
various Fiscal Year 2017 projects as further detailed in the attached memo.
E. Approve Change Order Arrow Road Construction (Trustee Trilling)
SUMMARY: On June 20th, the Board authorized $4,467,582.29 in Street Improvement
Repairs to Arrow Road Construction. Staff recommends approval of a $210,971.82
change order to allow additional street work to occur in 2016. The 2016 Street
Improvement budget will still be under budget with this additional work included.
F. Proclamation Recognizing October as Canavan Disease Awareness Month (President
Sussman)
SUMMARY: A Proclamation Recognizing October as Canavan Disease Awareness
Month.
9. Ordinances and Resolutions
A. R-2016-22 Approval of an Agreement with HOK, Inc. for Professional Planning Services
in an Amount Not to Exceed $249,990 for the Lake Cook Corridor Market Study and Plan
(Trustee Berman, Trustee Weidenfeld)
10. Unfinished Business
11. New Business
A. Plat of Subdivision Approval MJK (Trustee Trilling)
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
A. Executive Session- Section 2(C)(2) of the Illinois Open Meetings Act: Collective
Negotiating Matters Between the Public Body and Its Employees or Their
Representatives, or Deliberations Concerning Salary Schedules for One or More Classes
of Employees. (President Sussman)
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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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, AUGUST 15, 2016
CALL TO ORDER
President Sussman called the meeting to order at 7:30 P.M.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Stein,
Ottenheimer and Johnson. Trustee Weidenfeld was absent.
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Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jeff Stein, Assistant
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Village Attorney; Deputy Village Manager Jennifer Maltas; Scott Anderson, Director of Finance; Andrew
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Brown, Deputy Director of Finance; Art Malinowski, Human Resource Director; Evan Michel,
Management Analyst; Christopher Stilling, Director of Community Development; Brett Robinson, Director
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of Purchasing; Mike Reynolds, Director of Public Works; Darren Monico, Village Engineer; Deputy Police
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Chief Bethge; Deputy Police Chief Szos; and Fire Chief Baker.
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APPROVAL OF MINUTES
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Moved by Ottenheimer, seconded by Johnson, to approve the minutes of the July 18, 2016 Regular
Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
Moved by Stein, seconded by Ottenheimer, to approve the minutes of the August 1, 2016 Committee of the
Whole Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
WARRANT #1266
Mr. Anderson read Warrant #1266. Moved by Johnson, seconded by Ottenheimer, to approve Warrant
#1266 in the amount of $4,872,626.10, authorizing payment of bills listed. Upon roll call, Trustees voted
as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
VILLAGE PRESIDENT'S REPORT
Quintin Sleigh presented the 2016 Bill Reid Award to Dean Klassman. This award is given out each year
to one individual who should be recognized and honored for long term commitment to Buffalo Grove. Mr.
Sleigh reviewed the history of this award, and then reviewed the long list of Mr. Klassman's contributions
to the Village of Buffalo Grove as he presented the award to Mr. Klassman.
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President Sussman read a Proclamation Honoring World War H Veteran Hank Osters for his service to
our country as a member of the United States Navy in the South Pacific Theater. Mr. Osters has served the
citizens of the United States of America and the residents of the Village of Buffalo Grove in an exemplary
and admirable manner. President Sussman presented the Proclamation to Mr. Osters as he was
congratulated by the audience and the Board.
VILLAGE MANAGER'S REPORT
Mr. Stilling presented a brief update on what is happening with Chase Plaza, after which he answered
questions from the Board.
TRUSTEE REPORTS
Trustee Johnson noted that there will be a Blood Drive during Buffalo Grove Days on September 3, 2016
Trustee Johnson announced that there will be a Halloween Decorating Contest to take place this fall, and
noted that further details will be forthcoming.
Trustee Johnson noted that John Anthony Hair Salon will be offering free haircuts to Police, Fire and
Military personnel during the months of September and October.
Trustee Stein reminded everyone of the Farmer's Market which takes place every Sunday morning, with
the exception of Labor Day weekend.
CONSENT AGENDA
President Sussman explained the Consent Agenda, stating that any member of the audience or the Board
could request that an item be removed for full discussion. The Village Clerlk read a brief synopsis of each
of the items on the Consent Agenda.
Resolution No. 2016-20 — Intergovernmental Agreement
Motion to authorize termination of the Intergovernmental Agreement that created the Lake and McHenry
Counties Fire Department Specialized Response Teams.
Sewer Lining — Phase 2
Motion to award bid for 2016 Sewer Lining — Phase 2 to the low bidder, SAK Construction, LLC in an
amount not to exceed $232,526.25, pending final review and approval of the contract by the Village
Attorney.
ComEd Improvements — Pumpstation #7
Motion to award bid for ComEd Improvements - Pumpstation #7 to the lowest responsive and responsible
bidder, Pieper Electric, Inc. in a total not to exceed $255,000.00.
Plow Vehicle
Motion to authorize Request for Proposals for Architectural Services from a group of prequalified and
approved architects to help design, specify, and provide documentation for the bidding of projects related to
facility improvements and repairs.
Paintwork — Fire Apparatus
Motion to authorize bid for paint -work for Fire Apparatus.
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Plow Vehicle Replacement
Motion to approve staff recommendation that a replacement Peterbilt 348 Chassis with custom Bonnell
equipment be acquired through the National Joint Powers Alliance cooperative purchasing program from
National Auto Fleet Group in accordance with the Illinois Governmental Joint Purchasing Act (301LCS
525/0.01 et seq.) in a total not to exceed amount of $213,982.00.
Front End Loader Replacement
Motion to approve staff recommendation that a replacement front end loader be acquired through the
National Joint Powers Alliance cooperative purchasing program from Patten Caterpillar in accordance with
the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount
of $222,900.00.
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Moved by Johnson, seconded by Ottenheimer, to approve the Consent Agenda. Upon roll call, Trustees
voted as follows:
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AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson cd
NAYS: 0 — None o
ABSENT: 1 — Weidenfeld a
Motion declared carried. Q
ORDINANCE NO.2016-40 - EMA
Moved by Trilling, seconded by Johnson, to pass Ordinance No 2016-40, amending Chapter 2.34,
Emergency Management Agency, consistent with materials contained in Board packets.
Chief Baker reviewed the proposed ordinance, details of which are contained in his memo to the Board of
August 15, 2016
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
ORDINANCE NO. 2016-41 — 875 BUSCH PARKWAY
Moved by Berman, seconded by Trilling, to pass Ordinance No. 2016-41, consideration of approval of new
40,437 square foot industrial building at 875 Busch Parkway.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in the Village Board Meeting
Agenda Item Overview, as well as his memo to the Board of August 9, 2016, after which he answered
questions from the Board.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
875 BUSCH PARKWAY DIA
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Mr. Bragg reviewed the Development Improvement Agreement for 875 Busch Parkway.
Moved by Trilling, seconded by Berman, to approve the Development Improvement Agreement at 875
Busch Parkway. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
LAKE COOK CORRIDOR
Mr. Robinson reviewed the proposed authorization to negotiate with Select Firms for a Lake Cook Corridor
Market Study and Plan, details of which are contained in the memo to Mr. Bragg of August 3, 2016 from y
him and Mr. Stilling. 3
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Mr. Bragg confirmed that, once a scope and agreement are prepared, that would return to the Village Board 2
for the approval of contract award. 0
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Staff then answered questions from the Board.
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Moved by Berman, seconded by Trilling, to authorize negotiation with Select Firms, Torti Gallas Partners Q
and HOK Group, Inc., for a Lake Cook Corridor Market Study and Plan. 2
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
JEFFERY S. BRAIMAN COUNCIL CHAMBERS AV IMPROVEMENTS
Moved by Stein, seconded by Ottenheimer, to approve staff recommendation that Sensory Technologies be
awarded a contract for the Jeffery S. Braiman Council Chambers Audio Visual Improvements in an amount
not to exceed $75,567.06, in accordance with materials contained in Board packets.
Mr. Robinson asked that the motion be amended to include a bid waiver, due to the fact that the bid is being
awarded to the lowest qualified bidder.
Mr. Robinson reviewed the proposed improvements, details of which are contained in the memo to Mr.
Bragg of July 26, 2016 from him and Ms. Maltas.
Trustees Stein and Ottenheimer amended the motion as requested.
Mr. Robinson then answered questions from the Board.
Upon roll call, Trustees voted as follows on the amended motion:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
QUESTIONS FROM THE AUDIENCE
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2.A
President Sussman reviewed the parameters to be followed by speakers, and asked if there were any
questions from the audience on items not on tonight's agenda.
Rob Sherman, 778 Stonebridge Lane, asked that the Rules of Conduct apply to personal attacks on speakers
at the podium, just as those at the podium are not allowed to make personal attacks on those on the dais.
Mr. Sherman asked that term limits be applied to elected officials in Buffalo Grove. Mr. Sherman
suggested that the shades in the Council Chambers be open during Village Board Meetings to symbolize
transparency. Staff will consider Mr. Sherman's suggestions.
Marvin Feinberg, The Crossings subdivision, commented with regard to the streets in The Crossings,
noting that the streets are in need of repair due to the non-resident traffic that cuts through the subdivision;
he suggested adding a $.01 gasoline tax in the Village of Buffalo Grove in order to repair these streets.
Suma Varughis, resident, commented on an issue that he is having with a tree in a neighbor's yard.
VOTER REGISTRATION
The Village Clerk noted that the last day to register to vote in the November 8, 2016 General Election is
Tuesday, October 11, 2016.
EXECUTIVE MEETING
Moved by Trilling, seconded by Berman, to move to Executive Session for the purpose of discussion on
Approval of Closed Session Minutes, pursuant to Section 2(c)(21) of the Illinois Open Meetings Act, and
Litigation, when an action against, affecting or on behalf of the Particular Public Body has been filed
and is Pending before a Court or Administrative Tribunal, or when the Public Body finds that an
action is Probable or Imminent, in which case the Basis for the Finding shall be Recorded and
Entered into the Minutes of the Closed Meeting, pursuant to Section 2(c)(11) of the Illinois Open
Meetings Act. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
The Board moved to Executive Session from 8:20 P.M. until 9:12 P.M.
ADJOURNMENT
Moved by Trilling, seconded by Ottenheimer, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The meeting was adjourned at 9:14 P.M.
Janet M. Sirabian, Village Clerk
APPROVED BY ME THIS 191h DAY OF September 2016
Village President
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2.B
MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE OF
BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,
50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, SEPTEMBER 12, 2016
CALL TO ORDER
President Sussman called the meeting to order at 7:31 P.M. Those present stood and pledged allegiance to the
Flag.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Stein and Johnson.
Trustees Ottenheimer and Weidenfeld were absent. U)
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Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Art Malinowski, Director
of Human Resources; Brett Robinson, Director of Purchasing; Christopher Stilling, Director of Community
Development; Mike Reynolds, Director of Public Works; Mike Skibbe, Deputy Director of Public Works; Evan C
Michel, Management Analyst; Pete Cahill, Human Resources Management Analyst; Darren Monico, Village j
Engineer; Geoff Tollefson, Director of Golf Operations; Joe Bridges, Golf Professional; Fire Chief Baker; Police a
Chief Casstevens.. a
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The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues. 2
BUFFALO GROVE GOLF COURSE RESTAURANT
Briana and Salvatore Cardone, owners of the Cardone Restaurant Group, provided an overview of their concepts
for operating the Buffalo Grove Golf Course Clubhouse restaurant space, details of which are contained in the
brochure that they presented.
BICYCLE HELMET USAGE
Mr. Stilling reviewed the staff research with regard to bicycle helmet usage in Buffalo Grove, details of which
are contained in the memo to the Board of September 8, 2016 from him and Nicole Woods.
BYOB REGULATIONS
Mr. Bragg reviewed staff research and recommendation with regard to possible BYOB regulations under Section
5.20 of the Municipal Code, details of which are contained in his memo to the Board of September 8, 2016.
BUFFALO GROVE COMMUNITY FOUNDATION
Mr. Michel provided follow-up information regarding the creation of the Buffalo Grove Community Foundation,
details of which are contained in his memo to the Board of September 2, 2016.
2017 WAGE POOL
Mr. Malinowski reviewed the 2017 compensation pool, details of which are contained in the memo to Mr. Bragg
of September 8, 2016 from him and Mr. Cahill.
STORMWATER UTILITY UPDATE
Mr. Reynolds presented an update on the status of the Stormwater Fee and provided a discussion on the fund
pro -forma and long-term financial implications, details of which are contained in his memo to Mr. Bragg of
August 17, 2016.
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PRELIMINARY FY 2017 TAX LEVY
Mr. Bragg reviewed the staff recommendation for the FY 2016 Property Tax Levy to be extended and collected
in 2017, details of which are contained in Mr. Anderson's memo to him of September 8, 2016.
CIP REOUESTS FOR THE 2017 BUDGET CYCLE
Mr. Skibbe reviewed the Capital Improvement Plan (CIP) requests for the 2017 Budget Cycle.
QUESTIONS FROM THE AUDIENCE
President Sussman reviewed the parameters to be followed by speakers, and asked if there were any questions
from the audience on items not on tonight's agenda.
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Faye Yeh, resident, commented on the fees for the Comcast home security system that she has for her home. 3
Chief Casstevens responded to Mrs. Yeh.
ADJOURNMENT C
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Moved by Berman, seconded by Trilling, to adjourn the meeting. Upon voice vote, the motion was unanimously o
declared carried. The meeting was adjourned at 9:35 P.M. Q
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Janet M. Sirabian, Village Clerk !_
APPROVED BY ME THIS 19`" DAY OF September 2016
Village President
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Action Item : Approval of Warrant #1267
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends approval of Warrant #1267 which totals $6,674,147.35.
ATTACHMENTS:
• W#1267-SUMMARY (PDF)
Trustee Liaison
Johnson
Monday, September 19, 2016
Staff Contact
Scott Anderson, Finance
Updated: 9/14/2016 4:10 PM
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VILLAGE OF BUFFALO GROVE WARRANT #1267
19-Sep-16
General Fund: 792,138.96
Parking Lot Fund: 4,658.59
Motor Fuel Tax Fund: 2,762,218.72
Debt Service Fund: 0.00
School & Park Donations 0.00
Capital Projects -Facilities: 22,043.65
Capital Projects -Streets: 191,140.45
Health Insurance Fund:
0.00
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Facilities Development Debt Service Fund:
0.00
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Retiree Health Savings (RHS):
0.00
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Water Fund:
573,673.29
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Buffalo Grove Golf Fund:
81,265.42
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Arboretum Golf Fund:
156,060.10
Refuse Service Fund:
56,623.09
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Information Technology Internal Service Fund:
104,906.71
Central Garage Internal Service Fund:
55,799.84
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Building Maintenance Internal Service Fund:
54,009.98
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4,854,538.80
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PAYROLL PERIOD ENDING 08/25/16 914,501.87
PAYROLL PERIOD ENDING 09/08/16 905,106.68
1,819,608.55
TOTAL WARRANT #1267 6,674,147.35
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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4.A
Information Item : Recognition of Emergency Management Agency
Commissioners
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends special recognition and presentation.
Special recognition and presentation of plaques by Fire Chief Baker and Trustee Johnson to David
Morton, Paul Zucker, Bruce Diamond and Roger Remblake for their 30 years of service to the Village as
EMA Commissioners.
Trustee Liaison
Johnson
Monday, September 19, 2016
Staff Contact
Mike Baker, Fire
Updated: 9/14/2016 3:38 PM
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4.B
Information Item : Appreciation of the Dedicated Service of the
Buffalo Grove Days Committee
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
The Village Board will express their sincere appreciation of the dedicated service of the Buffalo Grove
Days Committee.
Trustee Liaison
Stein, Trilling
Monday, September 19, 2016
Staff Contact
Michael Reynolds, Public Works
Updated: 9/15/2016 10:27 AM
Page 1
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4.0
Information Item : Proclamation Recognizing September 19-23,2016
as Employee Appreciation Week
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
This item proclaims September 19-23,2016 as Employee Appreciation Week.
ATTACHMENTS:
• Employee Apprecitation Proclamation (DOC)
Trustee Liaison
Sussman
Monday, September 19, 2016
Staff Contact
Arthur a Malinowski, Human Resources
Updated: 9/14/2016 3:38 PM
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Village of Buffalo Grove
CELEBRATING BUFFALO GROVE EMPLOYEE APPRECIATION WEEK
WHEREAS, Buffalo Grove's citizens are served every single day by public servants -the
"unsung heroes" who do the jobs that keep our Village working; and
WHEREAS, public employees make great contributions to their communities by serving
in areas such as crime prevention, fire protection, utility service and administration; and
WHEREAS, the public employees of the Village of Buffalo Grove are committed to
exhibiting the highest standards of excellence, dedication, creativity and skill; and
WHEREAS, day in and day out, they provide the quality, the diverse services required
and expected by the citizens of Buffalo Grove with efficiency, effectiveness and
integrity; and
WHEREAS, without these public servants at every level, the necessary continuity would
be impossible in a democracy that regularly changes its leaders and elected officials;
WHEREAS, the Village of Buffalo Grove recognizes the dedication and talents of our
public employees, as well as the value of the services they render at all levels;
NOW THEREFORE, BE IT RESOLVED that I, Beverly Sussman, Village President
of Buffalo Grove of do hereby announce and proclaim to all citizens and set seal hereto,
that September 19-23, 2016 is Buffalo Grove Employee Appreciation Week.
Proclaimed this 19th day of September 2016.
Beverly Sussman
Village President
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5.A
Information Item : Introduction of New Social Worker
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
Lt. Eisenmenger will be introducing the new police Social Worker, Brittany Wilson.
Trustee Liaison
Trilling
Monday, September 19, 2016
Staff Contact
Steven Casstevens, Police
Updated: 8/23/2016 11:38 AM
Page 1
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5.B
Information Item : Oath of Office for Two New Police Officers
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
The Oath of Office will be delivered by Board of Fire and Police Commissioners' Chairman Bruce Kahn to
the Police Department's two new Police Officers, Andrew Rygiel and Nicole Gaborek.
Trustee Liaison
Trilling
Monday, September 19, 2016
Staff Contact
Steven Casstevens, Police
Updated: 9/15/2016 3:15 PM
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8.A
Ordinance No. 0-2016-43 : An Ordinance Amending Chapter 5.20
Liquor Controls
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: La Presa Restaurant, Inc. has purchased Rito's Mexican Grille and Cantina, Inc., 86 W.
Dundee Road. The Ordinance is to reserve a Class A Liquor License for La Presa Restaurant, Inc. and to
rescind the Class A Liquor License for Rito's Mexican Grille and Cantina, Inc.
ATTACHMENTS:
• Class A - La Presa Restaurant, Inc, 86 W Dundee Rd 8-22-16 (DOCX)
Trustee Liaison
Sussman
Monday, September 19, 2016
Staff Contact
Julie Kamka, Community Development
Updated: 9/14/2016 3:39 PM
Page 1
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8.A.a
Underlined = addition
Stfikethfetigh-s = deletion
08/22/2016
ORDINANCE NO.2016 -
AN ORDINANCE AMENDING CHAPTER 5.20 LIQUOR CONTROLS
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES,
ILLINOIS as follows:
Section 1. Subsection A. of Section 5.20.072 of the Village of Buffalo Grove Municipal Code is hereby
amended as follows:
5.20.072 Licenses authorized.
A. Class A.
Licensee and d/b/a Address
I. Luma , LLC d/b/a Lou Malnati's 85 South Buffalo Grove Road
2. Select Restaurants, Inc. d/b/a 800 Lake -Cook Road
Countyline Tavern
3. Rack `Em Up Chicago, Inc. 312 McHenry Road
4. The Schwaben Center 301 Weiland Road
5. Sushi Grove, Inc. 154-158 McHenry Road
6. JBM Hospitality, LLC d/b/a 48 Raupp Boulevard
Village Bar & Grill
7. Midas Banquets, Inc. d/b/a Astoria Banquets 1375 W. Dundee Road
8. Progressive Management Services, LLC 401 Half Day Road
9. Chef Adam, Inc. d/b/a 301 Weiland Road
The Grove Banquets and Catering
10. La Minita, Inc. d/b/a 220 N. Milwaukee Avenue
Mi Mexico Mexican Restaurant
11. Prairie House Tavern LLC 2710 Main Street
12. K1 Speed, Inc. 301 Hastings Lane
13. SHK, USA, Inc. d/b/a Kum Kang San 1329 W. Dundee Road
14. Leiserv, LLC d/b/a Brunswick's Buffalo Grove 350 McHenry Road
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15. Legas, Inc. d/b/a Rivaj Indian Cuisine 1034 Weiland Road
44 Ri�J`1"-t1'lc-a'sa""s,�
(m. Auro Caf6, LLC d/b/a Mango Leaf Indian 228 McHenry Road
Restaurant and Banquet
� 8i')' Le Presa Restaurant d
Section 2.
A. A Class A liquor license is reserved for La Presa Restaurant, Inc. for 86 W. Dundee Road.
This reservation is subject to the applicant completing Village requirements for said license on
or before December 12, 2016. The Village Manager shall have the authority to extend the
December 12, 2016 date for good cause shown. If not so extended, this reservation shall cease.
B. The Class A liquor license for Rito's Mexican Grille and Cantina, Inc. located at 86 W.
Dundee Road is hereby rescinded. Rito's Mexican Grille and Cantina, Inc. was sold to La Presa
Restaurant, Inc..
C. This Section 2 shall not be codified.
Section 3. This Ordinance shall be in full force and in effect from and after its passage and approval.
AYES:
NAYS:
ABSENT:
PASSED: , 2016
APPROVED: 2016
ATTEST:
Janet M. Sirabian, Village Clerk
Beverly Sussman, Village President
2
Packet Pg. 21
8.B
Resolution No. R-2016-21 : Resolution Relating to the Semi -Annual
Review of Closed Session Minutes
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The Corporate Authorities have determined that the following set of closed session minutes
no longer require confidential treatment and are available for public inspection.
ATTACHMENTS:
• RESOLUTION - 091216-2 (DOC)
Trustee Liaison
Ms. Sirabian
Monday, September 19, 2016
Staff Contact
Julie Kamka, Community Development
Updated: 9/14/2016 3:41 PM
Page 1
Packet Pg. 22
8.B.a
RESOLUTION No. 2016-
Resolution Relating to the Semi -Annual Review of Closed Session Minutes
BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS,
pursuant to Section 2.06 of the Open Meetings Act:
SECTION ONE: The Corporate Authorities of the Village determine that the following sets of
closed session minutes of the Corporate Authorities no longer require confidential treatment and
are available for public inspection:
December 21, 2015 April 18, 2016
May 2, 2016 August 1, 2016
SECTION TWO: The Corporate Authorities of the Village determine that the need for
confidentiality still exists as to all closed session minutes not listed in Section One above or not
previously released, and the same shall not be released for public inspection.
SECTION THREE: This Resolution shall be in full force and effect from and after its passage
and approval.
AYES:
NAYS:
ABSENT:
PASSED AND APPROVED this 19t" day of September , 2016
Attest:
Village Clerk
Village President
1
Packet Pg. 23
8.0
Action Item : Authorization to Execute an Agreement with Gewalt
Hamilton Associates, Inc. for the 2017 Street Improvement Project
Design
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff seeks authorization to execute the attached agreement with Gewalt Hamilton
Associates, Inc. for design services in an amount not to exceed $53,500.00.
ATTACHMENTS:
• Board Memo - 2017 Design Addition (DOCX)
• 2016.M044 Buffalo Grove Caren, Ronnie, Checker Design (PDF)
Trustee Liaison Staff Contact
Trilling Kyle Johnson, Engineering
Monday, September 19, 2016
Updated: 9/15/2016 11:32 AM Page 1
Packet Pg. 24
8.C.a
VILIAGE OF
TO: DANE C. BRAGG, VILLAGE MANAGER
FROM: DARREN MONICO, VILLAGE ENGINEER
SUBJECT: 2017 ROADWAY IMPROVEMENT PROJECT DESIGN ADDITION
DATE: SEPTEMBER 12, 2016
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
11
Through budget savings on other projects, more design can be accomplished in 2016 and at a
reduced cost considering the proximity of the design locations. Staff will then bid the construction
projects with the Board's approval during the 2017 and/or 2018 construction seasons. The size,
scope, and timeframe of these projects will be determined by funding and design. All roadway
sections to be designed are in need of repair and designing them will be the next step toward
improvement, allowing the next steps to be developed around the budget constraints. These
projects do not include MFT dollars. Gewalt Hamilton Associates, Inc. (GHA) has submitted a
Professional Services design Contract for design work to be performed in 2016.
The Engineering Division is proposing to improve the roadway on the following Village Streets in
2017 and/or 2018:
Roadway Reconstruction and/or Rehabilitation through the original design contract
1. The full length of Gail Drive (including cul-de-sacs), from Green Knolls Drive to Green Knolls
Drive
2. The full length of Green Knolls Drive (including cul-de-sacs), from Thompson Boulevard to
Deerfield Parkway
Roadway Reconstruction and/or Rehabilitation through the additional design contract
1. The full length of Ronnie Drive (including cul-de-sacs), from Thompson Boulevard to
Thompson Boulevard
2. The full length of Caren Drive (including cul-de-sacs), from Thompson Boulevard to
Thompson Boulevard
3. Checker Drive, from Route 83 (McHenry Road) to Shady Grove Lane
Staff recommends approval of the GHA contract.
Packet Pg. 25
September 12, 2016
Mr. Kyle E. Johnson, P.E.
Civil Engineer II
Village of Buffalo Grove
51 Raupp Boulevard
Buffalo Grove, IL 60089
Re: Professional Engineering Services
Caren, Ronnie & Checker Drive Improvement Project
Buffalo Grove, Illinois
GHA Proposal No. 2016.M044
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.
Leo X. Morand, P.E.
Associate/Senior Engineer
Imoranda.gha-engineers.com
Encl.: GHA Proposal No. 2016.M044
IF
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6601 Stephens Station Road, Unit 107, Columbia, MO 65202' "tt-m 573.397.6900 0 FAx 573.397.6901, Packet Pg. 26
Professional Engineering Services
Caren, Ronnie & Checker Drive Improvement Project
A I f I in 1
CONSULTINGASSOCIATES, INC.
625 Forest Edge Drive, Vernon Hills, IL. 60061
Village of Buffalo Grove TEL 847.478.9700 0 FAx 847.478.9701
GHA Proposal No. 2016.M044 www.gha-engineers.com
Village of Buffalo Grove (Client), 51 Raupp Boulevard, Buffalo Grove, IL 6008, and Gewalt Hamilton
Associates, Inc. (GHA), 625 Forest Edge Drive, Vernon Hills, IL 60061, agree and contract as follows:
Project Understanding
The Village of Buffalo Grove wishes to begin preparation of roadway rehabilitation improvement plans for
Caren Drive, Caren Court and Ronnie Drive. It is anticipated that the existing base (left in place) will be
used for the project. New curbs and underdrains are anticipated to be installed along the entire length of
each roadway. The roadway segments included in the project are:
• The full length of Caren Drive (including cul-de-sacs), from the easternmost intersection with
Thompson Boulevard to the westernmost intersection with Thompson Boulevard;
• Caren Court from Caren Drive to Cul-de-sac;
• The full length of Ronnie Drive (including cul-de-sacs), from Thompson Boulevard to Thompson
Boulevard; and
The Village also wishes to begin preparation of full -depth reconstruction plans for Checker Drive, from IL
Rte. 83 to Shady Grove Lane. It is anticipated that new curbs and underdrains will be installed along the
entire length of the roadway.
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.
A. Supplemental Topographic Survey — Checker Road
GHA will provide a detailed existing conditions survey to supplement the survey already completed
for the Gail Drive and Green Knolls Drive improvement project under proposal 2016.CS030. The
limits of this supplemental survey are generally described as the right-of-way (ROW) on Checker
Drive, from IL Rte. 83 to Shady Grove Lane.
GHA will obtain benchmark data (NAVD 88) from the Village of Buffalo Grove, Lake County, or the
USGS. All spot grades and contours will be referenced to NAVD88 Elevations. Our cost presumes a
suitable benchmark will be located within 1,000' of the site. GHA's services for the survey will
include:
Detailed schedule of the survey control with X, Y, and Z coordinates.
6601 Stephens Station Road„ 'Unit 107„ Columbia, MO 65202 in 'I'm, 573.397.6900 0 FAX 573,397.6901 Packet Pg. 27
8.C.b
Locate all topographic features within the various project limits. This data will include curbs
(including type of curb), pavements, driveways, sidewalks, visible property monuments, ROW
line monuments and all visible utilities. The project limits will extend 25' beyond each leg of the
intersecting streets. Each driveway will be surveyed with elevations provided to 10' past the
sidewalk or ROW, wherever possible.
Location, size (diameter), direction of flow, pipe material type, rim and invert elevations of
water, sanitary and storm utilities existing within the ROW, as evidenced by onsite observation.
Confined space entry is not included in this scope of work.
4. Elevations will be obtained at all surveyed points. The cross-section data will include the back
of sidewalk, street edge of sidewalk, top of curb, curb flow line, and centerline of pavement.
Elevations will be obtained at each manhole, catch basin, and valve vault rim. At intersections,
the flow line elevations for all curb returns, grade breaks, and locations 25', 50', and 100'
distant will also be obtained.
5. Locate existing tree and brush lines in the ROW. Trees 6" in diameter or greater will be
individually located (tagging and identification are not included).
6. Contact Joint Utility Location Information for Excavators (JULIE) to obtain copies of atlas maps
identifying public utility information that may be located within the project area. This work does
not include contacting JULIE for a field locate.
Establish the Village ROW and property lines within the limits of the survey work.
B. Final Engineering Design
1. Meet with Village Staff to discuss pavement strategies and other infrastructure improvements
that may be necessary. We anticipate up to two (2) meetings with Village staff throughout the
design process. 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.
Based upon information provided by Village staff, GHA shall note the locations of any sewer
spot repairs.
Preparation of final engineering plans to include a Title Sheet, Plans, Traffic Signal Detector
Loop Replacement (for Checker Drive only), and Details for construction.
4. 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.
We do not anticipate any permits being required for the proposed work. However, if the
improvements become a full reconstruction project, we will need to submit for an IEPA NPDES
permit and Lake County Stormwater Management Commission (LCSMC) Watershed
Development Permit (WDP). These permits are not included in our scope of work or fee.
Preparation of an engineer's opinion of probable cost based on the completed final engineering
plans and specifications.
September 12, 2016 GHA Proposal No. 2016.M044 P Packet Pg. 28
8.C.b
Preparation of a complete bid package for distribution to contractors and Village (25 copies
maximum).
Respond to bidding questions and issue addendum as necessary.
Attend the bid opening, prepare a summary of the received bids, and make a recommendation
for award of the contract.
C. Maintenance of Traffic Plan / IDOT Coordination — Checker Drive
1. GHA will prepare a traffic control plan for the closure and/or shifting of traffic for Checker Drive
between IL Route 83 and Shady Grove Lane.
2. We will submit the Engineering Plans and Traffic Control Plans to IDOT for review and
approval.
D. 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.
4. 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;
Clean Construction or Demolition Debris (CCDD) testing, analysis, and certification;
Construction plans and specifications for utility improvements or coordination of utilities
relocation;
7. Construction plans and specifications for work in the through lanes on IL Rte. 83;
Construction staking or any construction phase services;
Preparation of multiple bid set plans or phased plans; and
10. Permit fees, 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.
September 12, 2016 GHA Proposal No. 2016.M044 P Packet Pg. 29
8.C.b
GHA is prepared to commence work upon receipt of authorization to proceed. 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
Supplemental Topographic Survey $2,500.00
Final Engineering Design $43,500.00
Maintenance of Traffic Plan /IDOT Coordination $7.500.00
T&M NTE + Reimbursables $53,500.00
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 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
Reimbursable expenses, including items such as printing, messenger service, mileage etc., will be billed 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.
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.
September 12, 2016 GHA Proposal No. 2016.M044 P packet Pg. 30
8.C.b
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.
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:
September 12, 2016 GHA Proposal No. 2016.M044 P Packet Pg. 31
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; C
indicated on this Agreement. Requests for extension beyond 60 calendar days shall be made in writing prior to the expiration date. The ft
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 Q
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 Q
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 Agreemf
as provided for herein.
3. Client Information. Client shall provide GHA will all project criteria and full information for its Scope of Basic Services. Gf .�
may rely, without liability, on the accuracy and completeness of the information Client provides, including that of its other consultan 00i
contractors and subcontractors, without independently verifying that information.
4. Payment. The Client shall make payments pursuant to the Illinois Local Government Prompt Payment Act (50 ILCS 50511 et se y
5. Instruments of Service. The Client acknowledges GHA's plans and specifications, including field data, notes, calculations, and o
documents or electronic data, are instruments of service. GHA shall retain ownership rights over all original documents and instruments a.
service. All instruments of service provided by GHA shall be reviewed by Client within 10 calendar days of receipt. Any deficiencies, errc
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 a
the instruments of service not authorized by GHA. The Client agrees, to the fullest extent permitted by law, to defend and indemnify and lit E
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 Agreemt
are reduced and/or eliminated by Client, then Client waives, releases and holds GHA harmless from all claims and damages arising from the
reduced and/or eliminated services. If GHA's Scope of Basic Services does not include construction administration phase services, Clip i.
assumes responsibility for interpretation of the instruments of service and construction observation, and waives all claims against GHA for a N
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.to
6. Electronic Files. The Client acknowledges that differences may exist between the electronic files delivered and the print to
instruments of service. In the event of a conflict between the signed / sealed printed instruments of service prepared by GHA and the electrol
files, the signed / sealed instruments of service shall control. GHA's electronic files shall be prepared in the current software GHA uses a ai
will follow GHA's standard formatting unless the Scope of Basic Services requires otherwise. Client accepts that GHA makes no warranty tl
its software will be compatible with other systems or software.
L
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 add V
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 c
such interpretations. Client shall also compensate GHA for additional fees required to revise the instruments of service if Client changes t M
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 frt V
visible surface evidence, utility company records or soil borings performed by others, and is not represented to be the exact location or nati >
of these utilities or soils in the field. Client agrees that GHA may reasonably rely on the accuracy and completeness of information furnish o
by third parties respecting utilities, underground conditions and soils without performing any independent verification. Contractor is soli o
responsible for utility locations, their markings in the field and their placement on the plans based on information they provided. Client agrt
GHA is not liable for damages resulting from utility conflicts, mistaken utility locates, unfavorable soils, and concealed or unforesc
conditions, including but not limited to added construction costs and/or project delays. If the Client wishes to obtain the services of a contrac m
to provide test holes and exact utility locations, GHA may incorporate that information into the design and reasonably rely upon it. If t
included in the Scope of Basic Services, such work will be compensated as additional services. g
9. Opinion of Probable Construction Costs. GHA's Scope of Basic Services may include the preparation of an opinion of probal ca
construction costs. Client acknowledges that GHA has no control over the costs of labor, materials, or equipment, or over the contracto N
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 E
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. Cli,
agrees it shall employ an independent cost estimator if, based on its sole determination, it wants more certainty respecting construction cost Q
10. Contractor's Work. Client agrees that GHA does not have control or charge of and is not responsible for construction mea
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 not
Attachment A — Buffalo Grove, April, 2016 Page 1 of 2 Packet Pg. 32
responsible for the supervision and coordination of Client's construction contractors, subcontractors, materialmen, fabricato 8•C.b
operators, suppliers, or any of their employees, agents and representatives of such workers, or responsible for any machinery, construction
equipment, or tools used and employed by contractors and subcontractors. GHA has no authority or right to stop the work. GHA may not dire'
or instruct the construction work in any regard. In no event shall GHA be liable for the acts or omissions of Client's construction contracto
subcontractors, materialmen, fabricators, erectors, operators or suppliers, or any persons or entities performing any of the work, or for fait
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
for jobsite and worker safety, and warrants that this intent shall be included in the Client's agreement with all prime contractors. The Clip C
agrees that GHA and GHA's personnel and consultants (if any) shall be defended/indemnified by the Contractor for all claims asserted agai
GHA which arise out of the Contractor's or its subcontractors' negligence, errors or omissions in the performance of their work, and shall a] Q
be named as an additional insured on the Contractor's and subcontractors' general liability insurance policy. Client warrants that this into Q
shall be included in the Client's agreement with all prime contractors. If the responsible prime contractor's agreement fails to comply with I
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. a)
11. Contractor Submittals. Shop drawing and submittal reviews by GHA shall apply only to the items in the submissions that conc( 00i
GHA's scope of Basic Services and only for the purpose of assessing if, upon successful incorporation in the project, they are genera
consistent with the GHA's Instruments of Service. Client agrees that the Contractor is solely responsible for the submissions and for compliar y
with the Instruments of Service. Owner agrees that GHA's review and action in relation to the submissions does not constitute the provision o
means, methods, techniques, sequencing or procedures of construction or extend to jobsite or worker safety. GHA's consideration o- a
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
or pollutants. >
13. Record Drawings. If required by the Scope of Basic Services, record drawings will be prepared which may include unverif
information compiled and furnished by others, the accuracy and completeness of which GHA may reasonably rely upon. Client accepts tl E
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. All disputes arising out of or relating to this Agreement shall first be negotiated between the parties. If unresolved,
dispute shall be submitted to mediation as a condition precedent to litigation. Mediation shall take place in Chicago, Illinois unless the Chi r.
and GHA mutually agree otherwise. The fees and costs of the mediator shall be apportioned equally between the parties. If mediation o
unsuccessful, litigation shall be the form of dispute resolution and shall be filed in the jurisdiction where the project was pending. T N
controlling law shall be the law of the jurisdiction where the project was located. Client agrees that all causes of action under this Agreem( to
shall be deemed to have accrued and all statutory limitations periods shall commence no later than the date of GHA's services being substantia to
completed. Client agrees that any claim against GHA arising out of this Agreement shall be asserted only against the entity and not agai_
GHA's owners, officers, directors, shareholders, or employees, none of whom shall bear any liability and may not be subject to any claim. ai
15. Miscellaneous. Either Client or GHA may terminate this Agreement without penalty at any time with or without cause by givi d
the other party ten (10) calendar days prior written notice. The Client shall, within thirty (30) calendar days of termination pay GHA for
L
services rendered and all costs incurred up to the date of termination in accordance with compensation provisions of this Agreement. Clio Y
shall not assign this Agreement without GHA's prior written consent. There are no third -party beneficiaries to this Agreement. 0
Attachment A — Buffalo Grove, April, 2016 Page 2 of 2 1 Packet Pg. 33
8.D
Action Item : Authorization to Bid Various Projects
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff requests Authorization to Bid or seek Competitive Proposals for the various Fiscal Year
2017 projects as further detailed in the attached memo.
ATTACHMENTS:
• Auth to bid Fall 2016 (DOCX)
Trustee Liaison
Stein
Monday, September 19, 2016
Staff Contact
Brett Robinson, Finance
Updated: 9/13/2016 2:29 PM
Page 1
Packet Pg. 34
8.D.a
1,1 F
�13UFFALO GROVE
DATE: September 9, 2016
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
RE: Competitive Procurements 2016-2017
Is
The following projects are routinely bid on an annual basis and are planned to be implemented in Fiscal Year
2017, 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 ::F3
contract/award of agreement. m
0
Staff requests Authorization to Bid or seek Competitive Proposals for the below listed 2017 fiscal year projects. o
M
Custodial Services i
Staff has decided not to extend this contract based upon the contractor's performance and will need 0
to seek these services for FY 2017.
Q
Landscaping Services
Staff has decided not to extend this contract based upon the contractor's performance. In addition, to
interest by other local governmental agencies in partnering for this service will require a re -write of W
the current contract and bid documents. c
Portable Power (generators) for Buffalo Grove Days
Existing contract has expired.
Portable Restrooms for Buffalo Grove Days
Existing contract has expired.
2017 Street Improvement Project
Annual project — Staff has found that bidding this project early in the year produces very good
competition, as such, staff seeks to begin the procurement process in an effort to release the bid late
in 2016 or very early in 2017.
2017 Watermain Replacement/Rehabilitation Project
Annual Project — Staff will try releasing this bid as early as possible in a similar fashion to the Street
Improvement Project.
Linden Ave Lift Station/Force Main Replacement/Rehabilitation Project
Staff seeks to release this bid late in 2016 or early in 2017.
2017 Sewer Lining Project
Annual Project — Staff will try releasing this bid as early as possible in a similar fashion to the Street
Improvement Project.
Page 1 of 1
Packet Pg. 35
8.E
Action Item : Approve Change Order Arrow Road Construction
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval of a $210,971.82 change order in additional quantities to a new contract
amount of $4,678,554.11.
SUMMARY: On June 20th, the Board authorized $4,467,582.29 in Street Improvement Repairs to Arrow
Road Construction. Staff recommends approval of a $210,971.82 change order to allow additional street
work to occur in 2016. The 2016 Street Improvement budget will still be under budget with this additional
work included.
ATTACHMENTS:
• Memo 2016 phase 3 change order (DOCX)
• 4798#1_Bid Unit Prices —For Contract_Change_Order (PDF)
• Change Order Memo Dane (DOCX)
• 4798#1_Bid Unit Prices —For Contract (PDF)
• 4798.010 Bid Tab (PDF)
Trustee Liaison
Trilling
Monday, September 19, 2016
Staff Contact
Darren Monico, Public Works
Updated: 9/15/2016 1:25 PM
Page 1
Packet Pg. 36
8.E.a
11
TO:
DANE C. BRAGG, VILLAGE MANAGER
FROM:
DARREN MONICO, VILLAGE ENGINEER
SUBJECT:
2016 STREET PROGRAM — PHASE 3 CHANGE ORDER
DATE:
SEPTEMBER 13, 2016
CC:
MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
Staff has been able to effectively use the funds allocated for the 2016 Street Improvement Program
such that each phase of construction has been at least 10% under budget. In order to maintain the
progressive improvement and utilize satisfactory bid prices Staff proposes to extend the 2016 Street
Improvement Project, the Phase 3 contract with Arrow Road Construction.
The proposed change order will add $210,971.82 to a new contract total of $4,678,554.11. The
contract deadline will also be extended from September 30th, 2016 to November 11th, 2016 to allow
for the work to take place. The total of all three road construction projects including this additional
work will still be under the overall 2016 Street Improvement budget.
Packet Pg. 37
ADJUSTED SCHEDULE OF PRICES
8.E.b
Scope of Work:
For complete information covering the scope of work to perform for the base bid items, see the contract documents:
These quantities reflect the adjusted scope of roadways per the attached map.
2016 ROAD MAINTENANCE PROGRAM - PHASE 3 CHANGE ORDER
The Following Unit Prices will be used for basis of payment and shall be the Bidder's Proposal for Making the Entire Improvements
Pay Item Description
Quantity Unit Unit Price Value
20201200
Removal and Disposal of Unsuitable Material
529.2
CY
$32.50
$17,199.00
25200200
Supplemental Watering
559.7
UN
$0.10
$55.97
30300001
Aggregate Subgrade Improvement
529.2
CY
$32.45
$17,172.54
35101400
Aggregate Base Course, Type B
17066.7
TN
$27.85
$475,307.60
35800100
Preparation of Base
93438.5
SY
$0.25
$23,359.63
40600290
Bituminous Materials (Tack Coat)
68084.1
LB
$0.75
$51,063.08
-
Leveling Binder (Machine Method)
4272.5
TN
$60.60
$258,913.50
Hot -Mix Asphalt Binder Course
13800.2
TN
$55.60
$767,291.12
-
Hot -Mix Asphalt Surface Course
17875.2
TN
$58.50
$1,045,699.20
42300200
Portland Cement Concrete Driveway Pavement, 6"
551.3
SY
$48.00
$26,462.40
42400200
Portland Cement Concrete Sidewalk 5"
33075.0
SF
$4.50
$148,837.50
-
Detectable Warnings
4079.3
SF
$22.00
$89,744.60
-
Pavement Removal
93438.5
SY
$3.95
$369,082.08
44000166
Hot -Mix Asphalt Surface Removal, 2 3/4"
57798.3
SY
$1.55
$89,587.37
44000200
Driveway Pavement Removal
661.5
SY
$12.00
$7,938.00
44000600
Sidewalk Removal
33075.0
SF
$1.50
$49,612.50
44201713
Class D Patches, Type 1, 6"
617.4
SY
$21.00
$12,965.40
44201717
Class D Patches, Type 11, 6"
617.4
SY
$21.00
$12,965.40
44201721
Class D Patches, Type 111, 6"
1829.1
SY
$21.00
$38,411.10
44201723
Class D Patches, Type IV, 6"
3035.6
SY
$21.00
$63,747.60
67100100
Mobilization
1.0
LS
$164,000.00
$164,000.00
78000100
Thermoplastic Pavement Marking - Letters & Symbols
0.0
SF
$4.00
$0.00
78000200
Thermoplastic Pavement Marking - Line 4"
0.0
FT
$0.80
$0.00
78000300
Thermoplastic Pavement Marking - Line 5"
0.0
FT
$1.00
$0.00
78000400
Thermoplastic Pavement Marking - Line 6"
0.0
FT
$1.20
$0.00
78000600
Thermoplastic Pavement Marking - Line 12"
0.0
FT
$2.40
$0.00
78000650
Thermoplastic Pavement Marking - Line 24"
0.0
FT
$6.00
$0.00
Z0017400
Drainage & Utility Structures To Be Adjusted
288.8
EA
$320.00
$92,416.00
Z0017700
Drainage & Utility Structures To Be Reconstructed
11.6
EA
$1,000.00
$11,600.00
F&P "CRETEX" External Chimney Seal
29.4
EA
$400.00
$11,760.00
X7010216
Traffic Control and Protection
1.0
LS
$41,444.00
$41,444.00
Z0004510
Hot -Mix Asphalt Driveway Pavement, 3"
577.5
SY
$56.50
$32,628.75
Z0030850
Temporary Information Signing
1155.0
SF
$3.00
$3,465.00
Comb Concrete Curb &Gutter R&R w/PCC Fill
10999.8
FT
$23.00
$252,995.40
Comb Concrete Curb &Gutter R&R w-out/PCC Fill
16331.7
FT
$21.00
$342,965.70
General Landscape Restoration
12171.6
SY
$9.50
$115,630.20
Sub -total:
$4,634,320.62
Original Contingency (1%):
$44,233.49
Proposal of Unit Price Bid Total: $4,678,554.11
Packet Pg. 38
8.E.c
1,1 F
�13UFFALO GROVE
DATE: September 13, 2016
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Manager
SUBJECT: Change Order to 2016 Street Improvement Project - Phase 3
Is
I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized as a designee
by the Village Board of the Village of Buffalo Grove and after reviewing the facts presented to me by staff,
as detailed in agenda item 8.E. "Change Order Arrow Road Construction", do hereby determine that the
increase in work to be performed by the contractor is in the best interests of the Village of Buffalo Grove.
Page 1 of 1
Packet Pg. 39
AMENDED ENGINEER'S OPINION OF PROBABLE COST
I F, T HA
.ARJGEALASSOCIATES, INC
2016 ROAD MAINTENANCE PROGRAM - PHASE 3
C (J N S lJ LT I N G E N G I N E E R
VILLAGE OF BUFFALO GROVE
VILLAGE OF BUFFALO GROVE, IL 60089 625 forest I'Age. [)rive, Vernon. Hills, 11, 600(
GHA # 4798.010 Tr;l. 847,478.9700 a FAx 847.478.97(
Prepared by: Bill Klewin www.gha-enginecrs.coi
Date: May 25, 2016
Checked by: Leo Morand, P.E.
Date: May 25, 2016
AMENDED 2016 ROAD MAINTENANCE PROGRAM - PHASE 3 WITH BID UNIT PRICES
L
d
Pay Item
Description
Quantity
Unit
Unit Price
Valui
20201200
Removal and Disposal of Unsuitable Material
504.0
CY
$32.50
a)
$16,380.00 0)
25200200
Supplemental Watering
533.0
UN
$0.10
$53.30
30300001
Aggregate Subgrade Improvement
504.0
CY
$32.45
$16,354.80 U
35101400
Aggregate Base Course, Type B
16,254.0
TN
$27.85
d
$452,673.90 C
35800100
Preparation of Base
88,989.0
SY
$0.25
$22,247.25 CL
40600290
Bituminous Materials (Tack Coat)
64,842.0
LB
$0.75
$48,631.50 Q
-
Leveling Binder (Machine Method)
4,069.0
TN
$60.60
$246,581.40 N
Hot -Mix Asphalt Binder Course
13,143.0
TN
$55.60
$730,750.80
-
Hot -Mix Asphalt Surface Course
17,024.0
TN
$58.50
$995,904.00
42300200
Portland Cement Concrete Driveway Pavement, 6"
525.0
SY
$48.00
$25,200.00 v
to
42400200
Portland Cement Concrete Sidewalk 5"
31,500.0
SF
$4.50
$141,750.00
-
Detectable Warnings
3,885.0
SF
$22.00
$85,470.00 V
-
Pavement Removal
88,989.0
SY
$3.95
$351,506.55 L
O
44000166
Hot -Mix Asphalt Surface Removal, 2 3/4"
55,046.0
SY
$1.55
$85,321.30 'Ll
44000200
Driveway Pavement Removal
630.0
SY
$12.00
$7,560.00 d
44000600
Sidewalk Removal
31,500.0
SF
$1.50
U
$47,250.00 a
44201713
Class D Patches, Type I, 6"
588.0
SY
$21.00
$12,348.00 +r
44201717
Class D Patches, Type II, 6"
588.0
SY
$21.00
$12,348.00
44201721
Class D Patches, Type III, 6"
1,742.0
SY
$21.00
$36,582.00
44201723
Class D Patches, Type IV, 6"
2,891.0
SY
$21.00
$60,711.00 ml
67100100
Mobilization
1.0
LS
$164,000.00
$164,000.00
00
78000100
Thermoplastic Pavement Marking - Letters & Symbols
0.0
SF
$4.00
$0.00
78000200
Thermoplastic Pavement Marking - Line 4"
0.0
FT
$0.80
$0.00
78000300
Thermoplastic Pavement Marking - Line 5"
0.0
FT
$1.00
$0.00
78000400
Thermoplastic Pavement Marking - Line 6"
0.0
FT
$1.20
$0.00 t
78000600
Thermoplastic Pavement Marking - Line 12"
0.0
FT
$2.40
$0.00
78000650
Thermoplastic Pavement Marking - Line 24"
0.0
FT
$6.00
$0.00 Q
Z0017400
Drainage & Utility Structures To Be Adjusted
275.0
EA
$320.00
$88,000.00
Z0017700
Drainage & Utility Structures To Be Reconstructed
11.0
EA
$1,000.00
$11,000.00
F&P "CRETEX" External Chimney Seal
28.0
EA
$400.00
$11,200.00
X7010216
Traffic Control and Protection
1.0
LS
$41,444.00
$41,444.00
Z0004510
Hot -Mix Asphalt Driveway Pavement, 3"
550.0
SY
$56.50
$31,075.00
Z0030850
Temporary Information Signing
1,100.0
SF
$3.00
$3,300.00
Comb Concrete Curb & Gutter R&R w/PCC Fill
10,476.0
FT
$23.00
$240,948.00
Comb Concrete Curb & Gutter R&R w-out/PCC Fill
15,554.0
FT
$21.00
$326,634.00
General Landscape Restoration
11,592.0
SY
$9.50
$110,124.00
4798.010 EOPC 2016-5-5-Addendum #1_Bid Unit Prices -For Contract.xlsx Packet Pg. 40
AMENDED ENGINEER'S OPINION OF PROBABLE COST
I F, T HA
.ARIGEALASSOCIATES, INC
2016 ROAD MAINTENANCE PROGRAM - PHASE 3
C (J N S lJ LT I N G E N G I N E E R
VILLAGE OF BUFFALO GROVE
VILLAGE OF BUFFALO GROVE, IL 60089 625 forest I'Age. [)rive, Vernon. Hills, 11, 600(
GHA # 4798.010 TPt. 847,478.9700 a FAx 847.478.97(
Prepared by: Bill Klewin www.gha-eanginecrs.coi
Date: May 25, 2016
Checked by: Leo Morand, P.E.
Date: May 25, 2016
AMENDED 2016 ROAD MAINTENANCE PROGRAM - PHASE 3 WITH BID UNIT PRICES
L
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Pay Item Description Quantity Unit Unit Price Valu
as
Construction: $4,423,348.80 =
ca
Contingency (1%): $44,233.49 U
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Total: $4,467,582.29
L
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Detailed Description: CL
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The scope of work includes pavement maintenance and sidewalk repairs FY2016.
N
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*Since Gewalt-Hamilton Associates Inc. Has No Control Over the Cost of Labor, Materials, or Equipment, or Over the Contractor's Methods of Determining Prices, or Over Competitive Bidding of i
Market Conditions, Opinions of Probable Costs, as Provided for Herein, Are to be Made on the Basis of Experience and Qualifications and Represent the Best Judgement as a Design Professional =
Familiar with the Construction Industry. Gewalt-Hamilton Associates, Inc., Cannot and Does Not Guarantee That Proposals, Bids, or The Construction Costs Will Not Vary From Opinions of Probable U
Cost Prepared for the Owner. L
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8.F
Information Item : Proclamation Recognizing October as Canavan
Disease Awareness Month
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends proclamation.
SUMMARY: A Proclamation Recognizing October as Canavan Disease Awareness Month.
ATTACHMENTS:
• Canavan Disease Awareness Month (DOCX)
Trustee Liaison
Sussman
Monday, September 19, 2016
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 9/14/2016 3:43 PM
Page 1
Packet Pg. 43
8.F.a
7
Village of Buffalo Grove
Canavan Disease Awareness Month — October 2016
WHEREAS, Canavan Research Illinois is a nonprofit organization established in to support
medical research to treat, cure, and improve the quality of lives of all children battling Canavan
disease, to raise public awareness, and to provide a network for families affected by Canavan
disease; and
WHEREAS, Canavan Research Illinois was started and is based in the Village of Buffalo
Grove; and
WHEREAS, on October 8, 2016, Canavan Research Illinois will hold its annual Charity Ball in
honor of Max Randell's 19rn birthday. Max is a Buffalo Grove resident living with Canavan
disease; and
WHEREAS, Canavan disease is a fatal, inherited degenerative brain disorder primarily affecting
children of eastern & central European descent; and
WHEREAS, the majority of the victims of Canavan disease do not reach their 10th birthday, and
these innocent children face the loss of all motor functions, blindness, paralysis, and eventual
disintegration of the brain.
Now therefore, I, Beverly Sussman, President of the Village of Buffalo Grove, do hereby
proclaim October 2016 as Canavan Disease Awareness Month in an effort to raise
awareness of Canavan disease and to applaud the efforts of Canavan Research Illinois.
Proclaimed this 19th day of September 2016.
Beverly Sussman, Village President
Packet Pg. 44
9.A
Resolution No. R-2016-22 : Approval of an Agreement with HOK,
Inc. for Professional Planning Services in an Amount Not to Exceed
$249,990 for the Lake Cook Corridor Market Study and Plan
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Based on the goals and objectives of the RFP, both staff and the evaluation committee recommend that
the Village Board enter into an Agreement with HOK to complete the Lake Cook Corridor Market Study
and Plan in an amount not to exceed $249,990, pending final review of the Agreement by the Village
Attorney.
In May 2016, the Village posted the RFP for the Lake Cook Corridor Market Study and Plan project to
several national planning and design industry media outlets and firms. Project submittals were due on
June 24th and the Village received a total of nine (9) submittals. Following an interview and evaluation
process, the evaluation committee recommended the top two (2) firms, Torti Gallas Partners ("TGP") or
Hellmuth, Obata & Kassabaum, Inc. ("HOK") to the Village Board on August 15th. Subsequently, the
Village Board authorized staff to begin negotiations with both firms for the Lake Cook Corridor Market
Study and Plan. Following the August 15th meeting, staff has successfully negotiated a draft agreement
and final scope of services with HOK and is seeking to enter into an agreement. The attached
memorandum provides background on the project scope.
ATTACHMENTS:
• BOT Memo (DOCX)
• Resolution 9-19-2016 (DOCX)
• HOK Draft Agreement (DOCX)
• HOK Revised Scope and Schedule (PDF)
• HOK Revised Community Engagement Summary 9.9.16 (PDF)
Trustee Liaison Staff Contact
Berman, Weidenfeld Chris Stilling, Community Development
Monday, September 19, 2016
Updated: 9/15/2016 1:32 PM Page 1
Packet Pg. 45
9.A.a
BUF"FAL0 GROVE
DATE: September 19, 2016
TO: Dane Bragg, Village Manager
FROM: Christopher Stilling, Director of Community Development
Brett Robinson, Purchasing Manager
im
SUBJECT: Enter into an Agreement with HOK for a Lake Cook Corridor Market Study and Plan
BACKGROUND
In May 2016, the Village posted the RFP for the Lake Cook Corridor Market Study and Plan project to
several national planning and design industry media outlets and firms. Project submittals were due on
June 24th and the Village received a total of nine (9) submittals. Following an interview and evaluation
process, the evaluation committee recommended the top two (2) firms, Torti Gallas Partners (TGP) or
Hellmuth, Obata & Kassabaum, Inc. (HOK) to the Village Board on August 15th. Subsequently, the Village
Board authorized staff to begin negotiations with both firms for the Lake Cook Corridor Market Study
and Plan. Following the August 151h meeting, staff has successfully negotiated a draft agreement and
final scope of services with HOK and is seeking to enter into an agreement. The following memorandum
provides background on the project scope.
GOALS AND OBJECTIVES THE PLAN
As stated in the initial RFP, which can be viewed on proiect's webpage, the Village is seeking a
consultant team to help establish a long-term vision for the Lake Cook Corridor. This plan, referred to as
the Lake Cook Corridor Market Study and Plan, will assist Buffalo Grove in taking advantage of the
Corridor's strong visibility, mix of land uses, and opportunities for redevelopment/development. The
project's underlying goal is to explore and address the following question: Haw can the Village best
reposition the Lake -Cook Corridor so that it can optimize its growth potential? Staff had initially
identified the following key objectives for the project:
• A primary objective is to ensure that all visioning plans and ideas are comprehensive in scope
and grounded in market realities. The project should focus on land use and development
concepts but should also include other elements such as accessibility and connectivity, general
design and place -making, economic development and market & fiscal analysis,
environmental/stormwater analysis, and wayfinding.
• The project should include innovative community engagement activities. These activities need
to ensure a diverse array of residential, business, and other stakeholder voices are heard and
incorporated.
• The project should integrate high -quality visuals and other visioning exercises into the planning
process so all stakeholders can understand the look and feel of development and design ideas.
• A final objective is to recognize the fluidity of the project's timeframe vs. development
Packet Pg. 46
9.A.a
proposals. Throughout the planning process, the Village will continue to accommodate and
evaluate development proposals.
HOK PROPOSAL
As previously stated, the Village Board authorized staff to begin negotiations with either HOK or TGP.
Based on the goal and objectives of the RFP, the evaluation committee believes HOK provides the best
fit to complete the Lake Cook Corridor Market Study and Plan. The following is a summary of HOK's
scope of services for the Plan.
Firm Background
HOK is a global leader of design and delivery solutions for the built environment. Since the firm's
founding in St. Louis in 1955, HOK has developed into one of the world's largest design and
implementation firms with 25 offices and over 1,800 professionals worldwide. The project will be led by
HOK's Chicago office which includes a team of over 70 professionals who work on projects across the
globe. HOK is not only a planning and design firm, but they are a leading architecture and engineering
company allowing them to develop concepts that are realistic and translate well to the development
community.
Overview of Scope of Services
HOK will be the project leader and their proposal is complemented by the services of JONES LANG
LASALLE (JLL) for market analysis, KLOA for transportation, and SPACECO regarding civil, environmental,
and watershed items. To round out their team, IMAGES, Inc. will lead the stakeholder and community
engagement process. The overall project will consist of five (5) stages, comprising a robust community
engagement program with a project website and multiple public meetings. The following is general
summary of their scope of services:
Stage 1: Prolect Award and Kick-off (September 2016-October 20
This phase includes:
• Project Award- HOK Team Leaders will meet with the Village Board to present an overview of
the project's scope, process, and community engagement plan.
• Project Kick-off- HOK Team Leaders will meet with Village staff to review the scope, budget, and
schedule; communications protocols, define Corridor Planning Group (steering committee); and
discuss the logistics of the Public Outreach and Work Session Plans.
• Project Website and Branding- The team will begin the development of the project website
which will include schedule, meeting dates, information/design issue dates, as well as a
comments section and an ability to view project reports as they become available.
Stage 2: Existing Conditions/Market Assessment (October 2016-February 2017) c
This phase includes:
• Data Collection and Use Inventory & Analysis of Existing Conditions - HOK team will review W
relevant planning studies and then compile and produce a set of existing conditions analysis. E
• Market Assessment- JLL will conduct an evaluation of current residential and commercial office °1
markets in the immediate area. JLL will undertake a focused study of the local retail market for
the study area. This analysis will be based on the impact from existing retail competition, site m
conditions, and customer expenditures within appropriate trade areas. Data regarding
residential, office, and retail, hotel/hospitality, and healthcare demand will be generated to E
guide the planning and design team's work effort insuring market -supportable plans and U
ea
Q
Packet Pg. 47
9.A.a
documents. This information will be incorporated into the public participation sessions to
inform members of the community about realistic expectations for the study area.
• Transportation Analysis- KLOA will obtain the transportation data from the Village, Cook County,
Lake County and MOT to establish existing transportation conditions in the corridor.
• Community Engagement Kick-off Meeting #1- Kick off activities to the general public will include
a press release which outlines the purpose of the market analysis, timeline, opportunities to
become involved, website and contact information. This stage also includes the creation of the
Corridor Planning Group (CPG) and the first project wide Community Engagement Meeting.
• Existing Conditions and Market Assessment Report to the Village Board Presentation- Following
the completion of the steps above, the team will prepare a presentation for the Village Board
that summarizes the initial site analysis and market assessment findings, as well as the initial
CPG and Community Engagement session summary. The target date for the Board meeting is
February, 2017.
Stage 3: Future Land Use and Development (February 2017-May 2017)
This phase includes:
• Program Development - Based on the Market Assessment report and the input from the CPG
and Community Engagement meetings generated in Stage 2, the team will develop and vet a ,o
series of development / program scenarios that will be used to generate master plan framework Y
alternative land use plans. _
• Land -use Framework Alternatives, Transportation Strategies and Fiscal Impacts- The first design
period will be defined by the synthesis of Stage 2 leading to a generation of three (3) Corridor 3
Framework Concept Alternatives. Once the three (3) concepts have been thought through and
transportation components are identified by KLOA, the team will reconvene with the CPG to E
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evaluate the concepts against the established parameters, Vision and Goals, and fiscal impacts. a
Options will then be introduced at the second public Community Engagement meeting outlined Q
below.
• Community Engagement Meeting #2- The second round of Community Engagement will solicit °
input on key elements of the three (3) framework options that will help further refine the a
Corridor Plan outcomes. The team will communicate and distribute alternative concepts to the
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general public along with a summary of the CPG feedback throughout Stage 3. The team will ask °1
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for feedback and comments on these alternatives overall as well as specific aspects of the w
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options via web -based comment forum, traditional "comment/suggestion" boxes, keypad
polling, and through plans that provide the community an interactive ability to provide c
feedback. °
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• Draft Development Strategies- As a precursor to ground -up development, JLL will provide N
concept strategies for project management, bidding general contractors, bidding major CC
subcontractors, and the coordination of approvals and permits. Based on these floor space o
assumptions, JLL will provide estimations (based on a range of alternate scenarios) for rental `�
value, capital value, value growth, and market absorption assumptions.
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• Land Use and Development Report- The team will prepare a report summarizing the process and E
participation of Stage 3. This will outline the discussion and alternatives considered during the
work sessions as well as summarize the community feedback and detail the final outcome of the
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Stage 4: Draft Recommendations (June 2017-August 2017)
This phase includes:
• Outline Recommendations and Strategies - Following the Mid -Project Review, the team will
work to refine the preferred alternative and develop key strategies and recommendation of the
master plan. HOK will then convene a meeting with the CPG to review progress and refine the
planning strategies. Specific strategies for connectivity and mobility, transportation and transit,
infrastructure, and sustainability and fiscal impacts will be outlined.
• Transportation Strategies - KLOA will perform a macro -level evaluation of the traffic implications
of buildout of the draft corridor plan based on proposed land uses and densities. KLOA will assist
in determining the most efficient access provisions for the plan that address comments received
from the visioning stage and issues documented in the field reconnaissance.
• Community Engagement Meeting #3- The team will host an "Open House" for the Draft Plan.
Team members and Village staff will be present to act as docents and answer questions or
provide clarification on the Draft Master Plan. Opportunity for public comment will be provided
via website, traditional "comment/suggestion boxes", and through plans and diagrams that
provide the community an interactive ability to provide feedback.
• Draft Final Report- HOK will prepare a Draft Report summarizing the process and outline the
Draft Corridor Plan Recommendations studied and evaluated during Stage 4.
Stage 5: Draft Recommendations (August 2017-October 2017)
This phase includes:
• Final Recommendations and Strategies - Following the review and comments from the CPG in
Stage 4, the team will work to finalize the Corridor Plan. Specific strategies for connectivity and
mobility, transit, infrastructure, and sustainability will be outlined. The team will develop
conceptual urban design strategies for key areas of the plan. Strategies for implementation of
key elements such as transportation, infrastructure, adaptive reuse projects and public spaces
will be outlined.
• Final Report and Public Village Board Presentation- HOK will prepare a final report and
presentation for the Village Board outlining the Final Corridor Plan Recommendations confirmed
in Stage 4 and refined during Stage 5. The target date for final consideration of the Plan is the
October, 2017 Village Board meeting.
PRICE
The total project cost is in an amount not to exceed $249,990. This amount does include 1 optional
public engagement meeting as part of Stage 5. The project costs will be spread across both the existing
2016 Budget and proposed 2017 Budget. Staff is estimating $175,000 of expenditures in 2016.
RECOMMENDATION c
Based on the goal and objectives of the RFP, both staff and the evaluation committee recommend that `�
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the Village Board enter into an agreement with to HOK to complete the Lake Cook Corridor Market
Study and Plan in an amount not to exceed $249,990. E
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Resolution No. 2016 -
A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HELLMUTH, OBATA & KASSABAUM, INC.
TO COMPLETE A
LAKE COOK CORRIDOR MARKET STUDY AND PLAN
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and,
WHEREAS, the Village of Buffalo Grove seeks to enter into an agreement
("Agreement") for production of a Lake Cook Corridor Market Study and Plan with Hellmuth,
Obata & Kassabaum Inc., ("HOK"), which is attached hereto as Appendix A., and
WHEREAS, the Village Board has determined that it is in the best interests of the
Village to authorize the Village Manager to take all necessary actions to ensure completion of
the Lake Cook Corridor Market Study and Plan.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COUNTIES OF COOK AND LAKE,
STATE OF ILLINOIS, as follows:
SECTION 1. The foregoing recitals are hereby incorporated and made a part of this
Resolution.
SECTION 2. The Village Manager is hereby authorized and directed to execute the
Agreement and to take all actions necessary for its implementation, pending final review and
approval by the Village Attorney.
SECTION 3. This Resolution shall be in full force and effect from and after its
passage and approval.
AYES:
NAYS:
ABSENT:
1
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PASSED: 12016
APPROVED: 2016
ATTEST:
Village Clerk
9/12/2016
APPROVED:
Village President
2
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APPENDIX A.
VILLAGE OF BUFFALO GROVE
PROFESSIONAL SERVICES AGREEMENT
LAKE COOK CORRIDOR MARKET STUDY AND PLAN
THIS AGREEMENT is dated as of the 19t" day of September. 2016 ("Agreement")
and is by and between the VILLAGE OF BUFFALO GROVE, an Illinois home rule municipal
corporation ("Village") and the Consultant identified in Subsection 1A below.
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in
this Agreement, and pursuant to the Village's statutory and home rule powers, the parties agree as
follows:
SECTION 1. CONSULTANT.
A. Engagement of Consultant. The Village desires to engage the Consultant
Identified below to provide all necessary professional consulting services and to perform the work in
connection with the project identified below:
Hellmuth, Obata & Kassabaum Inc. ("Consultant")
60 East Van Buren Street, 14th Floor
Chicago, IL 60605
Attention: Domenic Salpietra
Email:
B. Proiect Description. The Consultant shall examine how the Village can best reposition the
Lake Cook Corridor. The Lake Cook Corridor Project will explore this question by examining the
corridor's development options to improve the Village's identity, vitality, and economic and fiscal
sustainability.
C. Representations of Consultant. The Consultant has submitted to the Village a description
of the services to be provided by the Consultant, a copy of which is attached as Exhibit B to this
Agreement ("Services"). The Consultant represents that it is financially solvent, has the necessary
financial resources, and is sufficiently experienced and competent to perform and complete the
professional consulting services set forth in Exhibit A in a manner consistent with the standards of
professional practice by recognized consulting firms providing services of a similar nature.
D. Agreement Amount. The total amount billed by the Consultant for the Services under this
Agreement shall not exceed the rates set forth in the Schedule of Prices, as outlined in Exhibit A,
hereto unless amended pursuant to Subsection 8A of this Agreement.
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SECTION 2. SCOPE OF SERVICES.
A. Retention of the Consultant. The Village retains the Consultant to perform, and the Consultant
agrees to perform, the Services.
B. Services. The Consultant shall provide the Services pursuant to the terms and conditions of this
Agreement.
Commencement. Time of Performance. The Consultant shall commence the Services immediately
upon receipt of written notice from the Village that this Agreement has been fully executed by the
Parties (the "Commencement Date"). The Consultant shall diligently and continuously prosecute the
Services until the completion of the Work.,
D. Reporting. The Consultant shall regularly report to the Village of Buffalo Grove Community
Development Director ("Director"), or his designee, regarding the progress of the Services during
the term of this Agreement.
SECTION 3. COMPENSATION AND METHOD OF PAYMENT.
A. Agreement Amount. The total amount billed for the Services during the term of this Agreement
shall not exceed the amount identified in the Schedule of Prices section in Exhibit A, without the
prior express written authorization of the Village.
Invoices and Payment. The Consultant shall be paid as provided in Exhibit A. The Consultant shall
submit invoices to the Village in a Village approved format for those portions of the Services
performed by the Consultant. The amount billed in any such invoice shall be based on the method of
payment set forth in Exhibit A. The Village shall pay to the Consultant the amount billed pursuant to
the Illinois Local Government Prompt Payment Act (50 ILCS 505/1 et seq.)
Records. The Consultant shall maintain records showing actual time devoted and costs incurred, and
shall permit the authorized representative of the Village to inspect and audit all data and records of
the Consultant for work done under the Agreement. The records shall be made available to the
Village at reasonable times during the Agreement period, and for three years after the termination
of the Agreement.
D. Claim In Addition To Agreement Amount. if the Consultant wishes to make a claim for additional
compensation as a result of action taken by the Village, the Consultant shall provide written notice
to the Village of such claim within 7 calendar days after occurrence of such action as provided by
Subsection 8.D. of this Agreement, and no claim for additional compensation shall be valid unless
made in accordance with this Subsection. Any changes in this Agreement Amount shall be valid only
upon written amendment pursuant to Subsection 8.A. of this Agreement. Regardless of the decision
of the Village relative to a claim submitted by the Consultant, the Consultant shall proceed with all
of the Services required to complete the project under this Agreement as determined by the Village
without interruption.
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SECTION 3. COMPENSATION AND METHOD OF PAYMENT (cont.1
E. Taxes, Benefits and Royalties. The Agreement Amount includes all applicable federal, state, and
local taxes of every kind and nature applicable to the Services as well as all taxes, contributions,
and premiums for unemployment insurance, old age or retirement benefits, pensions, annuities,
or similar benefits and all costs, royalties and fees arising from the use on, or the incorporation
into, the Services, of patented or copyrighted equipment, materials, supplies, tools, appliances,
devices, processes, or inventions. All claim or right to claim additional compensation by reason
of the payment of any such tax, contribution, premium, costs, royalties, or fees is hereby waived
and released by Consultant.
Automated Cleariniz House Payment. The Village prefers to pay all vendors via Automated
Clearing House payments (ACH). ACH payments will be processed to checking and savings
accounts. Exhibit C. (ACH Authorization Form) should be completed to enable the Village to
process your payment. In addition to the ACH Authorization form, a cancelled check or
preprinted deposit slip with your account information will be required to complete the
documentation needed and ensure the Village processes the payment properly. After the
award of the contract forward the completed form to apfinance@vbg.org or fax to 847-777-
6045. Once payments have been approved and processed an email notification will be sent to
the designated email account on your ACH authorization form indicating when the funds were
transferred, the amount transferred, and the invoice number that pertains to the payment.
G. Final Acceptance. The Services, or, if the Services are to be performed in separate phases, each
phase of the Services, shall be considered complete on the date of final written acceptance by
the Village of the Services or each phase of the Services, as the case may be, which acceptance
shall not be unreasonably withheld or delayed.
SECTION 4. PERSONNEL SUBCONTRACTORS.
A. Key Project Personnel. The Key Project Personnel identified in Exhibit B shall be primarily
responsible for carrying out the Services on behalf of the Consultant. The Key Project Personnel
shall not be changed without the Village's prior written approval.
Availability of Personnel. The Consultant shall provide all personnel necessary to complete the
Services including, without limitation, any Key Project Personnel identified in this Agreement.
The Consultant shall notify the Village as soon as practicable prior to terminating the
employment of, reassigning, or receiving notice of the resignation of, any Key Project Personnel
The Consultant shall have no claim for damages and shall not bill the Village for additional time
and materials charges as the result of any portion of the Services which must be duplicated or
redone due to such termination or for any delay or extension of the Time of Performance as a
result of any such termination, reassigning, or resignation.
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SECTION 4. PERSONNEL SUBCONTRACTORS (cont.)
C. Approval and Use of Subcontractors. The Consultant shall perform the Services with its own
personnel and under the management, supervision, and control of its own organization unless
otherwise approved by the Village in writing. All subcontractors and subcontracts used by the
Consultant shall be acceptable to, and approved in advance by, the Village. The Village's
approval of any subcontractor or subcontract shall not relieve the Consultant of full
responsibility and liability for the provision, performance, and completion of the Services as
required by the Agreement. All Services performed under any subcontract shall be subject to all
of the provisions of this Agreement in the same manner as if performed by employees of the
Consultant. For purposes of this Agreement, the term "Consultant" shall be deemed also to refer
to all subcontractors of the Consultant, and every subcontract shall include a provision binding
the subcontractor to all provisions of this Agreement.
D. Removal of Personnel and Subcontractors. If any personnel or subcontractor fails to perform
the Services in a manner satisfactory to the Village, the Consultant shall immediately upon
notice from the Village remove and replace such personnel or subcontractor. The Consultant
shall have no claim for damages, for compensation in excess of the amount contained in this
Agreement of for a delay or extension of the Time of Performance as a result of any such
removal or replacement.
SECTION 5. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term "Confidential Information" shall mean information in the
possession or under the control of the Village relating to the technical, business or corporate
affairs of the Village; Village property; user information, including, without limitation, any
information pertaining to usage of the Village's computer system, including and without
limitation, any information obtained from server logs or other records of electronic or machine
readable form; and the existence of, and terms and conditions of, this Agreement. Village
Confidential Information shall not include information that can be demonstrated: (i) to have
been rightfully in the possession of the Consultant from a source other than the Village prior to
the time of disclosure of said information to the Consultant under this Agreement ("Time of
Disclosure"); (ii) to have been in the public domain prior to the Time of Disclosure; (iii) to have
become part of the public domain after the Time of Disclosure by a publication or by any other
means except an unauthorized act or omission or breach of this Agreement on the part of the
Consultant or the Village; or (iv) to have been supplied to the Consultant after the Time of
Disclosure without restriction by a third party who is under no obligation to the Village to
maintain such information in confidence.
B. No Disclosure of Confidential Information by the Consultant. The Consultant acknowledges
that it shall, in performing the Services for the Village under this Agreement, have access to or
be directly or indirectly exposed to Confidential Information. The Consultant shall hold
confidential all Confidential Information and shall not disclose or use such Confidential
Information without express prior written consent of the Village. The Consultant shall use
reasonable measures at least as strict as those the Consultant uses to protect its own
confidential information. Such measures shall include, without limitation, requiring employees
and subcontractors of the Consultant to execute a non -disclosure agreement before obtaining
access to Confidential Information.
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SECTION 6. WARRANTY: INDEMNIFICATION: INSURANCE
A. Warranty of Services. The Consultant warrants that the Services shall be performed in
accordance with the highest standards of professional practice, care, and diligence practiced by
recognized consulting firms in performing services of a similar nature in existence at the Time of
Performance, The warranty expressed shall be in addition to any other warranties expressed in
this Agreement, or expressed or implied by law, which are hereby reserved unto the Village.
Indemnification. The Consultant shall, without regard to the availability or unavailability of any
insurance, either of the Village or the Consultant, indemnify, save harmless, and defend the
Village, and its officials, employees, agents, and attorneys against any and all lawsuits, claims,
demands, damages, liabilities, losses, and expenses, including attorneys' fees and administrative
expenses, that arise, or may be alleged to have arisen, out of or in connection with, the
Consultant's performance of, or failure to perform, the Services or any part thereof, whether or
not due or claimed to be due in whole or in part to the active, passive, or concurrent negligence
or fault of the Consultant, except to the extent caused by the sole negligence of the Village.
C. Insurance. Contemporaneous with the Consultant's execution of this Agreement, the Consultant
shall provide certificates and policies of insurance, all with coverages and limits acceptable to
the Village, and evidencing at least the minimum insurance coverages and limits as set forth in
Exhibit B to this Agreement. For good cause shown, the Director of Community Development
("Director") may extend the time for submission of the required policies of insurance upon such
terms, and with such assurances of complete and prompt performance, as the Director may
impose in the exercise of his sole discretion. Such certificates and policies shall be in a form
acceptable to the Village and from companies with a general rating of A minus, and a financial
size category of Class X or better, in Best's Insurance Guide. Such insurance policies shall provide
that no change, modification in, or cancellation of, any insurance shall become effective until
the expiration of 30 calendar days after written notice thereof shall have been given by the
insurance company to the Village. The Consultant shall, at all times during the term of this
Agreement, maintain and keep in force, at the Consultant's expense, the insurance coverages
provided above, including, without limitation, at all times while correcting any failure to meet
the warranty requirements of Subsection 6.A., Warranty of Services, of this Agreement.
D. No Personal Liability. No elected or appointed official, agent, or employee of the Village shall be
personally liable, in law or in contract, to the Consultant as the result of the execution of this
Agreement.
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SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The Consultant shall act as an independent contractor in providing
and performing the Services. Nothing in, nor done pursuant to, this Agreement shall be
construed (i) to create the relationship of principal and agent, employer and employee,
partners, or joint ventures between the Village and Consultant; or (ii) to create any relationship
between the Village and any subcontractor of the Consultant.
Conflict of Interest. The Consultant represents and certifies that, to the best of its knowledge,
(1) no Village employee or agent is interested in the business of the Consultant or this
Agreement; (2) as of the date of this Agreement neither the Consultant nor any person
employed or associated with the Consultant has any interest that would conflict in any manner
or degree with the performance of the obligations under this Agreement; and (3) neither the
Consultant nor any person employed by or associated with the Consultant shall at any time
during the term of this Agreement obtain or acquire any interest that would conflict in any
manner or degree with the performance of the obligations under this Agreement.
C. No Collusion. The Consultant represents and certifies that the Consultant is not barred from
contracting with a unit of state or local government as a result of (i) a delinquency in the
payment of any tax administered by the Illinois Department of Revenue unless the Consultant is
contesting, in accordance with the procedures established by the appropriate revenue act, its
liability for the tax or the amount of the tax, as set forth in Section 11-42.1-1 et seq. of the Illinois
Municipal Code, 65 ILCS 5/11-42.1-1 et seq.; or (ii) a violation of either Section 33E-3 or Section
33E-4 of Article 33E of the Criminal Code of 1961, 720 1LCS 5/33E-1 et seq. The Consultant
represents that the only persons, firms, or corporations interested in this Agreement as
principals are those disclosed to the Village prior to the execution of this Agreement, and that
this Agreement is made without collusion with any other person, firm, or corporation. If at any
time it shall be found that the Consultant has, in procuring this Agreement, colluded with any
other person, firm, or corporation, then the Consultant shall be liable to the Village for all loss or
damage that the Village may suffer, and this Agreement shall, at the Village's option, be null and
void.
D. Sexual Harassment Policy, The Consultant certifies that it has a written sexual harassment
policy in full compliance with Section 2-105(A)(4) of the Illinois Human Rights Act, 775 ILCS 512-
105(A)(4).
E. Termination. Notwithstanding any other provision hereof, the Village may terminate this
Agreement, without cause, at any time upon 15 calendar days prior written notice to the
Consultant. In the event that this Agreement is so terminated, the Consultant shall be paid for
Services actually performed and reimbursable expenses actually incurred, if any, prior to
termination, not exceeding the value of the Services completed as determined as provided in
Exhibit B.
Term. The Time of Performance of this Agreement, unless terminated pursuant to the terms of
this Agreement, shall be for 18 months.
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SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont j
G. Compliance with Laws and Grants. Consultant shall give all notices, pay all fees, and take all
other action that may be necessary to ensure that the Services are provided, performed, and
completed in accordance with all required governmental permits, licenses, or other approvals
and authorizations that may be required in connection with providing, performing, and
completing the Services, and with all applicable statutes, ordinances, rules, and regulations,
including without limitation the Fair Labor Standards Act; any statutes regarding qualification to
do business; any statutes prohibiting discrimination because of, or requiring affirmative action
based on, race, creed, color, national origin, age, sex, or other prohibited classification,
including, without limitation, the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101 et
seq., and the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq. Consultant shall also comply
with all conditions of any federal, state, or local grant received by Owner or Consultant with
respect to this Contract or the Services.
Consultant shall be solely liable for any fines or civil penalties that are imposed by any
governmental or quasi -governmental agency or body that may arise, or be alleged to have
arisen, out of or in connection with Consultant's, or its subcontractors', performance of, or
failure to perform, the Services or any part thereof.
Every provision of law required by law to be inserted into this Contract shall be deemed to be
inserted herein.
H. Default. if it should appear at any time that the Consultant has failed or refused
to prosecute, or has delayed in the prosecution of, the Services with diligence at a rate that
assures completion of the Services in full compliance with the requirements of this Agreement,
or has otherwise failed, refused, or delayed to perform or satisfy the Services or any other
requirement of this Agreement ("Event of Default"), and fails to cure any such Event of Default
within ten business days after the Consultant's receipt of written notice of such Event of Default
from the Village, then the Village shall have the right, without prejudice to any other remedies
provided by law or equity, to pursue any one or more of the following remedies:
Cure by Consultant. The Village may require the Consultant, within a reasonable time,
to complete or correct all or any part of the Services that are the subject of the Event of
Default; and to take any or all other action necessary to bring the Consultant and the
Services into compliance with this Agreement.
2. Termination of Agreement by Village. The Village may terminate this Agreement
without liability for further payment of amounts due or to become due under this
Agreement.
3. Withholding of Payment by Village. The Village may withhold from any payment,
whether or not previously approved, or may recover from the Consultant, any and all
costs, including attorneys' fees and administrative expenses, incurred by the Village as
the result of any Event of Default by the Consultant or as a result of actions taken by the
Village in response to any Event of Default by the Consultant.
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SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.1
I. No Additional Obligation. The Parties acknowledge and agree that the Village is under no
obligation under this Agreement or otherwise to negotiate or enter into any other or additional
contracts or agreements with the Consultant, or with any vendor solicited or recommended by
the Consultant.
J. Village Board Authority. Notwithstanding any provision of this Agreement, any negotiations or
agreements with, or representations by the Consultant to vendors shall be subject to the
approval of the Village Board of Trustees. The Village shall not be liable to any vendor or other
third party for any agreements made by the Consultant, purportedly on behalf of the Village,
without the knowledge and approval of the Village Board of Trustees.
Mutual Cooperation. The Village agrees to cooperate with the Consultant in the performance of
the Services, including meeting with the Consultant and providing the Consultant with such non -
confidential information that the Village may have that may be relevant and helpful to the
Consultant's performance of the Services. The Consultant agrees to cooperate with the Village in
the performance of the Services to complete the Work and with any other consultants engaged
by the Village.
News Releases. The Consultant shall not issue any news releases or other public statements
regarding the Services without prior approval from the Director.
M. Ownership. Designs, drawings, plans, specifications, photos, reports, information, observations,
calculations, notes, and any other documents, data, or information, in any form, prepared,
collected, or received by the Consultant in connection with any or all of the Services to be
performed under this Agreement ("Documents") shall be and remain the exclusive property of
the Village. At the Village's request, or upon termination of this Agreement, the Consultant shall
cause the Documents to be promptly delivered to the Village.
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SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont j
N. GIS Data. The Village has developed digital map information through Geographic Information
Systems Technology ("GIS Data') concerning the real property located within the Village. If
requested to do so by the Consultant, the Village agrees to supply the Consultant with a digital
copy of the GIS Data, subject to the following conditions:
1. Limited Access to GIS Data. The GIS Data provided by the Village shall be limited to the
scope of the Services that the Consultant is to provide for the Village;
2. Purpose of GIS Data. The Consultant shall limit its use of the GIS Data to its intended
purpose of furtherance of the Services; and
3. Agreement with Respect to GIS Data. The Consultant does hereby acknowledge and agree
that:
a) Trade Secrets of the Village. The GIS Data constitutes proprietary materials and trade
secrets of the Village and, shall remain the property of the Village;
b) Consent of Village Required. The Consultant will not provide or make available the GIS
Data in any form to anyone without the prior written consent of the Director;
c) Supply to Village. At the request of the Village, the Consultant shall supply the Village
with any and all information that may have been developed by the Consultant based on
the GIS Data;
d) No Guarantee of Accuracy. The Village makes no guarantee as to the accuracy,
completeness, or suitability of the GIS Data in regard to the Consultant's intended use
thereof; and
e) Discontinuation of Use. At such time as the Services have been completed to the
satisfaction of the Village, the Consultant shall cease its use of the GIS Data for any
purpose whatsoever; and, upon request, an authorized representative of the Village
shall be afforded sufficient access to the Consultant's premises and data processing
equipment to verify that all use of the GIS Data has been discontinued.
SECTION B. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be effective unless and
until such amendment or modification is in writing, properly approved in accordance with
applicable procedures, and executed.
Assignment. This Agreement may not be assigned by the Village or by the Consultant without
the prior written consent of the other party.
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SECTION 8. GENERAL PROVISIONS (cont).
C. Binding Effect. The terms of this Agreement shall bind and inure to the benefit of the Parties
hereto and their agents, successors, and assigns.
D. Notice. Any notice or communication required or permitted to be given under this Agreement
shall be in writing and shall be delivered (i) personally, (ii) by a reputable overnight courier, (iii)
by certified mail and deposited in the U.S. Mail, postage prepaid, (iv) by facsimile, or (v) by
electronic Internet mail ("e-mail"). Facsimile notices shall be deemed valid only to the extent
that they are (a) actually received by the individual to whom addressed and (b) followed by
delivery of actual notice in the manner described in either (i), (ii), or (iii) above within three
business days thereafter at the appropriate address set forth below. E-mail notices shall be
deemed valid and received by the addressee thereof when delivered by e-mail and (a) opened
by the recipient on a business day at the address set forth below, and (b) followed by delivery of
actual notice in the manner described in either (i), (ii) or (iii) above within three business days
thereafter at the appropriate address set forth below. Unless otherwise expressly provided in
this Agreement, notices shall be deemed received upon the earlier of (a) actual receipt; (b) one
business day after deposit with an overnight courier as evidenced by a receipt of deposit; or (c)
three business days following deposit in the U.S. mail. By notice complying with the
requirements of this Subsection, each Party shall have the right to change the address or the
addressee, or both, for all future notices and communications to such party, but no notice of a
change of addressee or address shall be effective until actually received.
Notices and communications to the Village shall be addressed to, and delivered at, the following
address:
Village of Buffalo Grove
50 Raupp Blvd.
Buffalo Grove, Illinois 60089
Attention: Director of Community Development
With a copy to
William G. Raysa
Notices and communications to the Consultant shall be addressed to, and delivered at, the
following address:
Hellmuth, Obata & Kassabaum Inc.
60 East Van Buren Street, 14t" Floor
Chicago, IL 60605
Attention: Domenic Salpietra
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SECTION 8. GENERAL PROVISIONS (cont).
E. Third Party Beneficiary. No claim as a third party beneficiary under this Agreement by any
person, firm, or corporation other than the Consultant shall be made or be valid against the
Village.
F. Provisions Severable. If any term, covenant, condition, or provision of this Agreement is held by
a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the
provisions shall remain in full force and effect and shall in no way be affected, impaired or
invalidated.
G. Time. Time is of the essence in the performance of this Agreement.
H. Governing Laws. This Agreement shall be interpreted according to the internal laws, but not the
conflict of laws rules, of the State of Illinois. Venue shall be in Cook County, Illinois
I. Entire Agreement. This Agreement constitutes the entire agreement between the parties and
supersedes any and all previous or contemporaneous oral or written agreements and
negotiations between the Village and the Consultant with respect to the Request for Proposal.
J. Waiver. No waiver of any provision of this Agreement shall be deemed to or constitute a waiver
of any other provision of this Agreement (whether or not similar) nor shall any such waiver be
deemed to or constitute a continuing waiver unless otherwise expressly provided in this
Agreement.
K. Exhibit, Exhibit, A Exhibit B and Exhibit C. are attached hereto, and by this reference
incorporated in and made a part of this Agreement. In the event of a conflict between the
Exhibit and the text of this Agreement, the text of this Agreement shall control.
L. Rights Cumulative. Unless expressly provided to the contrary in this
Agreement, each and every one of the rights, remedies, and benefits provided by this
Agreement shall be cumulative and shall not be exclusive of any other such rights, remedies,
and benefits allowed by law.
M. Counterpart Execution. This Agreement may be executed in several counterparts, each of
which, when executed, shall be deemed to be an original, but all of which together shall
constitute one and the same instrument.
N. Rights Cumulative. Unless expressly provided to the contrary in this Agreement, each and every
one of the rights, remedies, and benefits provided by this Agreement shall be cumulative and
shall not be exclusive of any other such rights, remedies, and benefits allowed by law.
O. No Waiver of Tort Immunity. Nothing contained in this Agreement shall constitute a waiver by
the Village of any right, privilege or defense available to the Village under statutory or common
law, including, but not limited to, the Illinois Governmental and Governmental Employees Tort
Immunity Act, 745 ILCS 10/1-101 et seq., as amended.
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9.A.c
SECTION 8. GENERAL PROVISIONS (cont).
P. Freedom of Information. Consultant agrees to furnish all documentation related to this
Agreement and any documentation related to the Village required under an Illinois Freedom of
Information Act (ILCS 140/1 et. seq.) ("FOIA") request within five (5) calendar days after Village
issues notice of such request to Contractor. Contractor agrees to defend, indemnify and hold
harmless the Village, and agrees to pay all reasonable costs connected therewith (including, but
not limited to reasonable attorney's and witness fees, filing fees and any other expenses) for the
Village to defend any and all causes, actions, causes of action, disputes, prosecutions, or
conflicts arising from Consultant's, actual or alleged violation of the FOIA or Consultant's failure
to furnish all documentation related to a request within five (5) calendar days after Village
issues notice of a request.
Furthermore, should Consultant request that Village utilize a lawful exemption under FOIA in
relation to any FOIA request thereby denying that request, Consultant agrees to pay all costs
connected therewith (such as reasonable attorneys' and witness fees, filing fees and any other
expenses) to defend the denial of the request. The defense shall include, but not be limited to,
challenged or appealed denials of FOIA requests to either the Illinois Attorney General or a court
of competent jurisdiction. Consultant agrees to defend, indemnify and hold harmless the Village,
and agrees to pay all costs connected therewith (such as reasonable attorneys' and witness fees,
filing fees and any other expenses) to defend any denial of a FOIA request by Consultant's
request to utilize a lawful exemption to the Village.
Acknowledgement.
The undersigned hereby represent and acknowledge that they have read the foregoing
Agreement, that they know its contents, and that in executing this Agreement they have
received legal advice regarding the legal rights of the party on whose behalf they are executing
this Agreement, and that they are executing this Agreement as a free and voluntary act and on
behalf of the named parties.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates set forth
below.
ATTEST:
By:
Village Clerk
Date•
ATTEST:
By:
Title:
Date:
VILLAGE OF BUFFALO GROVE
By:
Dane Bragg, Village Manager
Company
By:
Title:
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Our Philosophy
At HOK, design is not an abstract exercise in
combining shapes, forms, and materials. It is a
problem -solving effort for people. We exist to
create inspiring environments that enhance the
human condition and we believe that truly listening
to clients and responding to their needs leads to
inspiring places.
Whatever a project's size or budget, we strive
for simple, environmentally responsive designs,
elegantly executed. By elevating the problem -
solving to an art form, we create places that enrich
how people work, live, play, heal, discover, and
learn — places that improve how people live. The
ultimate measure of a project's success is whether
it solved the client's problem. We ask questions
like: "Did this project enrich lives? Did we improve
people's situation? Did we help?"
We seek to enhance people's lives through design.
Whether it is the excitement and diversity of
the city, the character of a new community, the
intimacy of a neighborhood, or the "Main Street"
experience, we seek to create places that enhance
daily life, while respecting our clients' budgets
and schedules. It is essential that we address and
respect the existing communities and residents
that are affected by development. Our designs do
not resemble one another because each is uniquely
planned and developed to complement its unique
time, place, and purpose.
„ u ur III u i .i. pr, ) ur,.t
The development of the Lake Cook Corridor can
improve quality of life for residents, promote
long-term health and well-being for the residents,
financial stability for the Village and serve to boost
the attractiveness of Buffalo Grove to residents
and a growing young and educated workforce. It
can also kick-start new development in and around
the site, infusing new energy and value on a larger
scale. We propose four essential principles of
approach to fulfill the multiple goals of the Lake
Cook Corridor Vision Plan:
1. We know what it takes to create a framework
that balances regulatory requirements,
design innovation, and the nuts and bolts
of implementation. The Vision for the
Lake -Cook Corridor must be both inspired
and eminently realizable. Vision is only
persuasive if it can actually be built within
the policy and site, and financial constraints.
The HOK team focuses on real projects,
making places that are great for people.
2. As people are the major animators of
the public realm, we are dedicated to an
embedded community lens and process.
We see local communities as both the roots
and best stewards of transformation. We
will work with stakeholders and community
members throughout the process to identify,
distill, and communicate their vision and
goals for the Village. The solution must
stem from who and what is Buffalo Grove to
create a place that both sustains the needs
of local residents and also expands new
opportunities and experiences for current
and future community members.
3. The foundation of any framework plan must
acknowledge and understand the location's
natural context. The complexities of the
natural systems and hydrology of the site
present unique challenges and opportunities
for the Corridor Plan. We will strive to work
with the forces of nature to develop a
plan that addresses these challenges in a
rational, cost effective, yet elegant manner.
4. At the heart of the Village must lie a true
center of village civic life. The Village
currently struggles with the lack of a clear
identity and sense of place that is reflective of
its vibrant community that attracts residents
and businesses alike. The vision for the Lake -
Cook Corridor must focus on place -making by
working to define the "heart" of the Village.
Enhancing the center's identity, along with
establishing connections to the surrounding
neighborhoods and the integration of the local
natural resources will ensure the corridor and
Village center becomes a civic and cultural
asset for the community.
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Ultimately, it is this balance of a great vision and
an implementable framework based on attention to
context, programming, and the varied community
voices that can bring new perspectives to the
Lake -Cook Corridor Vision Plan and Village of
Buffalo Grove. We will imagine and deliver the
concept for a framework for development that
speaks intimately to the setting and builds the
broadest community.
IiIIIII cur IC e III urn II„ In lii t
HOK will approach this planning effort as
a dynamic and interactive process with the
community and Village Staff. We will work closely
with the Village of Buffalo Grove in identifying
and defining all relevant project goals, objectives,
functions, responsibilities and relationships. HOK
will coordinate the detailed work of the team
members on all phases of the project. We have
assembled a team that has a proven working
relationship on complex interactive planning
projects and is unparalleled for the complete
planning, programming, managing and executing
of each project. Their sensitivity and expertise
allows us to be flexible in our approach and to
tailor our procedures to suit the unique project and
special circumstance. This collaborative approach
encourages participation and enriches the project
with the best possible sources of information and
decision -making.
The philosophy that supports the master planning
process begins as an exercise in problem
definition. Planning constraints and opportunities
evolve from a variety of physical and nonphysical
conditions and needs of the client. The master
plan is woven from the creative combination
of these diverse factors. An engaging public
participation plan ensures that the community and
its neighbors are actively involved in the process
through traditional methods —public meetings,
work sessions, stakeholder interviews and
design charrettes—and progressive techniques—
websites and web -based public surveys —to solicit
public feedback. The methodology establishes
mechanisms for developing, testing and evaluating
solutions and subsequently translating these
conceptual ideas into working solutions for growth
and change. The active use of the feedback loop
process for public participation ensures that as the
planning effort progresses, community members
are able to respond to the concepts and ideas
presented at each milestone and afforded the
opportunity to comment and voice their opinions
before the process moves forward.
A successful planning process recognizes basic
components in order to establish a context
for change. The components include public
engagement and dynamic public process,
community impact, financial requirements, revenue
sources, transportation, circulation, parking, land
use, architecture and environmental design. The
goal is a master plan that will guide the future
growth of the Village, specific enough to show
location and character of future development, yet
flexible in order to accommodate programmatic
changes or other evolving factors.
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Prior to the start of the project we will begin the
pre -design process to define the scope, schedule,
budget, team, and client and/or stakeholders. We
formally begin with a kick-off session. This will
include stakeholder engagement and visioning
sessions, site visits, opportunities and limitations
analysis, and data and information gathering. This
helps us better set the scope, vision, and goals
of each project through client and project team
interaction and communication.
Based on our initial findings, we will then
strategically collect and analyze project and
site data, historical and contextual information,
and any additional points of interest that were
identified through the visioning and charrette
process. This process ensures that the project
team is informed and equipped with the tools and
information necessary to deliver a realistic and
informed solution.
Once we have our goals, vision and background
information fully vetted, we will then begin the
process of design exploration by developing a
series of land use and development framework
options that are measured against the project
goals set forth in the beginning of the project.
These options will be continuously revised through
meetings and feedback sessions with stakeholders
to ultimately arrive at a single or defined series of
solutions depending on the project's needs.
As we develop the master plan we will endeavor
through our extensive experience with project
delivery and project management to ensure that
the project is on time, on budget, and conforms
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to the necessary codes, regulations, and quality
control standards that will ensure realistic and
successful project implementation strategies.
Working Together
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The work will be structured around a series of
work sessions occurring at critical points in the
project timeline. The work sessions become the
catalyst for design innovation and the development
of focused project solutions. They will enable
the development of clear project objectives and
a shared vocabulary for the project. They will
also offer a forum for regular review of project
goals, schedule, scope, and the project process,
providing for better alignment of expectations and
outcomes throughout the project process. The
result is greater client and community satisfaction,
a better design product, and a more successful
project process.
b III'iic IIIn°vaIIIV1rDIII Ime�"It
Our approach to public involvement always
emphasizes the design and implementation of a
public involvement program that is responsive to the
unique conditions for each project. It is based on our
nationwide and local experience with hundreds of
successful programs and federal research regarding
public involvement in corridor planning.
Our proposed approach to the public involvement
process for the Village of Buffalo Grove is
described below. This public involvement approach
will be documented in a public involvement plan
by the HOK Team, and will include anticipated
activities, their schedule, and the identification of
milestones.
CID ur l
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To assist in the development of the Lake Cook
Corridor Market Study and Plan, our team
proposes the establishment of a Corridor Planning
Group (CPG). The purpose of the CPG is to provide
input on the development of the issues, concerns,
goals, and objectives, the alternative concepts,
and the alternative(s) to be carried forward into the
Final Plan.
Images will work with the Village to identify
initial key stakeholders who can represent there
organization, such as business leaders, Chamber
of Commerce, transportation agencies, advocates
for community and historic interests, environmental
coalitions, economic development, bicycle groups,
etc. The CPG will be comprised of stakeholders
with expertise or particular interest in categories
that focus on technical aspects of the project
development and provide external subject -matter
information and input with respect to land -use,
transportation, engineering, environmental and
economic development.
S p eallkeul Mmm II';1I33 mitre awn
The HOK Team recommends that a speaker's
bureau be established for this study. The
speaker's bureau would be comprised of Village
of Buffalo Grove and HOK Team staff that will be
attending meetings and giving presentations on
the study. Message points and Question/Answers
will be developed throughout the process to ensure
a consistent message is being delivered by the
entire team.
Communication Tools
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The Consultant will develop a meaningful and
memorable brand (logo/tagline/graphic) that
will encourage positive emotion and action. The
consultant will provide up to 3 branding concepts,
1 consolidated round of changes to the initial
concepts.
Plledliia 01m lP„ tineaqmIII
An effective method of informing the general
public and creating buzz about a project and its
progress is through broadcast and print media. To
effectively use the media for this study, a number
of media strategies will be employed to promote
frequent coverage of the study; these strategies
include press releases, media briefings, publication
pieces, and media correspondence.
The approach is to issue 3 press releases
throughout the study period (Kick off, Visioning
concepts, and Final Plan). Incorporating the key
messages, these press releases will announce
public meetings, study progress to date, important
results, and next steps. Overall, this will be an
approach that is complementary to the public
involvement tools.
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In an effort to utilize electronic media to
disseminate information to the public and receive
input and comments, a public website will be
developed. This website will provide a central
source of project study information and is available
to anyone with access to the internet at any time.
The Lake Cook Corridor Market Study website will
be capable of maintaining a history of the study in
a cost-effective manner.
To maintain project identity and facilitate access to
project information, this website can be in addition
to the Village's website, with links connecting the
two. Information posted on the website will include
project history, study process and information,
maps, photos, invitations/notifications, reports,
and electronic versions of printed collateral. The
website will also allow for two-way communication
(comment forms), through the use of e-mail. For
consistency, the website updates will coincide with
the major study milestones.
Other methods, not specifically included above
include, such as online chats for comment forums
and live chats, and extensive web -based surveys
may be added after determining project needs with
the Village Staff.
S iri r lii a III M ii? id lii a
In the age of increasing media awareness, our
team can make use of the social media and other
media outlets to receive and share information
with stakeholders and the general public. Images'
communications team is a nationally -recognized
leader in the area of interactive media outreach,
particularly in the use of social media for
transportation projects. Images currently oversees
interactive media outreach on many projects and
is delivering clients a direct return on investment
by the sheer number of people participating in our
projects through interactive media sites. We have
developed a social media philosophy and protocol
that emphasizes stakeholder engagement in the
transportation planning processes.
NCI a r Ic e. 4,11 ns���i Assess ill IiD iIn't
In order to attain the best information for an
informed recommendation, our approach will
combine primary and secondary source data for
our market research. Our Chicago -based team
will conduct desk research, in -person research,
site visits, and interviews with local businesses
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and professionals in the Village to identify the
highest and best use opportunities for the parcels
in question.
We will leverage our relationships in the local
brokerage community, investor community, and
public sector to identify the best solutions for the
Lake Cook corridor.
JLL will utilize CoStar and our own proprietary
database to analyze market demand, property
inventories, occupancies, and average rents and
values for the area, in comparisons with noted
trade areas. Our data will also be used to map
concentrations of space in comparable trade areas
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Duration: 3 Weeks
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Deliverables: Project Overview document and presentation
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1.1 Project Award Meeting. HOK Team Leaders will meet with the Village Board to present an
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overview of the project's scope, process, and community engagement plan.
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1.2 Project Kick-off Meeting. HOK Team Leaders will meet with Village Staff and Steering Committee
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to review the scope, budget, and schedule; communications protocols; and discuss the logistics of the
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Public Outreach and Work Session Plans. In advance of the meeting, Village Staff will identify a list of
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key stakeholders in the community to be included in the Corridor Planning Group (if different than the
Steering Committee) identified below in Task 2.5. These individuals may include, but are not limited to:
property and business owners, civic leaders, local officials, civic activists, and others.
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1.3 Project Website. The team will begin the development of the project website which will include
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schedule, meeting dates, information/ design issue dates, as well as comments section and an ability to
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view project reports as they become available.
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The Team will:
• Use wordpress website
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• Prepare initial website structure, content, graphics, and design
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• Website content and graphics updates (3)
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• Build, host,domain, and provide technical maintanence
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1.4 Project Branding. The Team will develop a strategy for outreach documentation and branding to
include the following:
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• Project Strategy/Messaging
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• QA/QC
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Duration: 21 Weeks
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Deliverables: Existing Conditions and Market Assessment Report, Community Engagement Vision and
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Goals summary.
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2.1 Data Collection. Prior to the Project Initiation Meeting the HOK team will work with Village Staff
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to identify relevant planning studies and reports, policy documents, development proposals, and data
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sets for use in the planning effort. The following are among the material and data HOK will seek from the
Village:
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• Regulatory documents - comprehensive plan, zoning map and ordinance, and other documents
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related to special study areas;
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• Aerial photograph(s);
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• GIS data - building footprints, curb lines, street centerlines, property lines, land cover (pavement,
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sidewalks, driveways, parking lots, lawn cover, landscaping, etc.), land use and zoning, transportation
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(rail and bus information - routes, lines, stops, stations, facilities, etc.), environmental, water bodies,
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topography, boundaries (city, county, special districts, etc.), and historic (sites, structures, districts,
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etc.);
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• Draft and final reports, design studies and plans, and technical appendices/datasets prepared in
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support of plans for areas in and around the study area;
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• Relevant land use and development data including existing uses, square footage of buildings,
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ownership, land and improvement value, recent sales, building age and conditions, etc. (access to
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datasets from the city's property assessor's records would be most helpful);
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• Information regarding planned development, including form, use, square footage, parking, and
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expected completion dates;
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• Cultural resource data, including copies of existing guidelines, survey reports, etc.;
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• The most recent traffic counts available for the area, the most recent Transportation Improvement
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program, any relevant transportation plans and studies, and any previous parking studies that have
been conducted and any current plan elements addressing parking; and
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• Strategic plans, organizational charts, and mission statements of neighborhood and civic organiza
tions active in the area.
• 2016 Village of Buffalo Grove Economic Development Strategic Plan
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• 2014 Village of Buffalo Grove Bicycle Plan
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• 2009 Village of Buffalo Grove Comprehensive Plan
• Cook County's Lake Cook Road Widening Plan
• Lake County's Weiland Road Widening Plan
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• IDOT FY 2017-2022 Proposed Highway Improvement Program
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• Village of Buffalo Grove Downtown Development Floodplain Study
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2.2 Use Inventory & Analysis of Existing Conditions. Upon review of data collected in Task 2.1,
the HOK team will compile and produce a set of existing conditions base maps for use throughout the
planning process. Depending on available information, these maps may include the following:
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• Land Use
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• Zoning
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• Open Space
• Opportunities and Constraints
• Context Analysis
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• Transportation & Transit
• Environment & Natural Resources
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The HOK Team will complete a site visit and visual survey of the existing district that will include a
generalized photographic record of the existing conditions. This will supplement the inventory provided
to the team by the Village Staff on the existing uses, heights, vacancies, businesses, building conditions,
etc. An inventory of retail establishments located in the study area recording the tenant name, address,
approximate size, retail category and class of retail space will also be completed.
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2.3 Market Assessment: JLL will conduct an evaluation of current residential and commercial
office markets in the immediate area. This information will provide development guidance for the type,
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amount, and density of an appropriate primary use for the site. JLL will undertake a focused study
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of the local retail market for the study area. This analysis will be based on the impact from existing
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retail competition, site conditions, and customer expenditures within appropriate trade areas. Data
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regarding residential, office, and retail, hotel/hospitality, and healthcare demand will be generated to
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guide the planning and design team's work effort insuring market -supportable plans and documents.
This information will be incorporated into the public participation sessions to inform members of the
community about realistic expectations for the study area.
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Demographic & Development Analysis: JLL will look at the proposed site as a destination and identify £
the demographic profile of the area. Based on benchmarking intelligence JLL will report on the type
of tenants that are best suited for the site based on variable characteristics, e.g., household income,
driving distance, and average retail spending. a
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Community / Sub -regional Context Analysis: JLL seeks to answer the real estate question 'What
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role does the Lake -Cook Corridor play in the varying contextual layers in which it resides?'This is
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accomplished by creating a profile of the manner in which this area serves now as a magnet for the
surrounding population in terms of service provision, e.g., consumption of public services, merchant
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services, and housing.
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Land Use Analysis: The analysis performed by JLL will be a comprehensive, objective view of current
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land use breakdown of the study area. JLL can create a land use forecast based on what market driven
factors will affect the highest and best use as well as development appraisal. The goal is to quantify the
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potential increase in developable area of abutting properties using assumptions about potential rezoning
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provided by the Village.
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2.4 Transportation Analysis:
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Transportation Data Collection. KLOA will obtain the following transportation data from the Village,
Cook County, Lake County or IDOT to establish existing transportation conditions in the corridor, as
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available:
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• Intersection traffic controls
• Existing bicycle and pedestrian facilities
• Truck routes
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• Roadway functional classification
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KLOA will reconnoiter the Lake Cook corridor study area to observe significant traffic operational
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issues, document accessibility/connectivity issues, and evaluate potential improvement opportunities.
Prepare Transportation Element of Existing Conditions Report. KLOA will prepare text and illustrative
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mapping summarizing the existing transportation conditions in the Lake Cook corridor.
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2.5 Community Engagement Kick -Off
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Public Outreach Meetings/Communication. Kick off activities to the general public will include a press
release which outlines the purpose of the market analysis, timeline, opportunities to become involved,
website and contact information. Other methods to get the word out to the community would include
third party outreach, media outreach, and via the Villages website or other Village mailings.
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The team will:
• Prepare, editing, and distribute press releases (3)
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• Monitor media/social media correspondence and maintain 3rd party information
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Issue press release 1.
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Corridor Planning Group. The Team will kick off the study by sending key stakeholders a letter which
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outlines the purpose of the market analysis study, timeline, and an invitation to join the CPG. The Team
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will prepare for and attend an initial CPG workshop meeting to introduce the team to the stakeholders
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and to identify corridor issues/deficiencies and goals and objectives for the project. A presentation and
meeting materials such as boards (up to 3) and maps, and workshop materials will be supplied.
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Stakeholder Listening Sessions. The team will conduct a series of stakeholder listening sessions
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during one (1) day in which stakeholder and community groups identified by the Village will be invited to
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communicate their hopes, concerns, and aspriations for the project. The team will include the notes and M
minutes of the sessions in the Public Outreach Summary Report.
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Community Engagement Meeting 1: Vision and Goals. We will organize and hold the public kick-off �j
meeting to inform stakeholders of the project process, defined study area, communicate corridor c
issues/concerns which were identified by the CPG, solicit additional issues/concerns/deficiencies from v
general public. An overview presentation will be provided as well as maps and drawings for participants Y
to identify specific areas and issues as well as to express their own ideas and thoughts. Small Group
sessions may be used to focus discussion on the topics outlined in the prior CPG session and work to s
identify neighborhood opportunities and constraints.
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• Prepare and send invitation (1) e-blast (Village to provide email lists) _
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities
• (1) PPT Presentations with script
• Identify, reserve, and set up meeting sites and dates; public meeting planning;
• Meeting materials- sign -in sheets, badges, comment forms
• Design and develop up to 8 boards a,
• Design and develop ad for Village to publish a
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• Prepare and Attend PM Meeting dry Run
• Attend and facilitate Public Meeting
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Public Outreach Summary Report. The Team will compile results and prepare a report summarizing c
the public participation activities and results of the CPG session, web surveys and public visioning w
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workshop. This document will serve to outline and codify the Principles, Goals, and Aspirations of the
Project for reference and evaluation of alternatives in Stage 3.
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2.6 Village Staff Review. The team will prepare a package for the Village Staff to preview and
provide comment on the site analysis, market assessment and visioning sessions findings. N
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2.7 Village Board Presentation. The team will prepare a presentation for the Village Board that N
summarizes the initial site analysis and market assessment findings, as well as the initial CPG and
Community Engagement session summary. 2
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Duration: 14 Weeks
Deliverables: Future Land Use and Development Overview
3.1 Program Development. Based on the Market Assessment report generated in Stage 2 and the
input from the CPG and Community Engagement meetings, the team will develop and vet a series of
development / program scenarios that will be used to generate master plan framework alternative land
use plans. Case study projects may be used to illustrate similar program mixes and potential density/
FAR scenarios and to benchmark potential scenario alternatives.
3.2 Land -use Framework Alternatives. The first design period will be defined by the synthesis of
Stage 2 leading to a generation of three (3) Corridor Framework Concept Alternatives.
The Corridor Planning Group will convene for two (2) workshops facilitated by the Team. The workshops
will use a series of design activities to ensure the effective use of the groups time. Following the
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workshops, further studies will be carried out by individual teams members with continuous coordination
and interaction. The team will consider connectivity and mobility, sustainability and environmental
design, program mix / land use, urban design strategies, and fiscal and regulatory impacts. The goal of
the meetings will be to produce a maximum of three (3) framework alternatives for consideration.
Once the three (3) concepts have been thought through, the team will reconvene with the CPG to
evaluate the concepts against the established parameters, Vision and Goals, and fiscal impacts.
Options will then be introduced at the second Community Engagement meeting (see section 3.4). The
community's input will be summarized and the options will be taken into the Mid -Project Review with the
Village Staff to secure a preferred plan alternative for further refinement in Stage 4.
3.3 Transportation Strategy Alternatives. KLOA will work with the HOK team regarding access
planning for corridor development options generated by the team. Recommended access plans/
provisions will emphasize safety, connectivity, bicycle/pedestrian linkages, traffic control, traffic
calming, and workability with the programmed Lake Cook Road and Weiland Road widening plans. A list
of potential transportation improvements will be prepared for each development scenario.
3.4 Community Engagement Meeting 2: Scenario Alternatives Feedback. The second round of
Community Engagement will take place towards the end of Stage 3 to solicit input on key elements
of the three (3) framework options that will help further refine the Corridor Plan outcomes. The team
will communicate and distribute alternative concepts to the general public along with a summary of
the CPG feedback throughout Stage 3. We will ask for feedback and comments on these alternatives
overall as well as specific aspects of the options via web -based comment forum, tranditional "comment/
suggestion" boxes, keypad polling, and through plans and diagrams that provide the community an
interactive ability to provide feedback.
The team will:
• Prepare and send invitation (1) e-blast (Village to provide email lists)
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities
• (1) PPT Presentations with script
• For this meeting use of keypad polling software, i.e. Clikapad
• Identify, reserve, and set up meeting sites and dates; public meeting planning, -
Meeting materials- sign -in sheets, badges, comment forms
• Design and develop up to 8 boards
• Design and develop ad for Village to publish
• Prepare and Attend PM Meeting dry Run
• Attend and facilitate Public Meeting
3.5 Fiscal Impacts: The team will prepare fiscal impact analyses for the three (3) Corrridor
Framework Concept Alternatives. This will be used to evaluate the optons with the Village against the
value, highest and best use, and degree of impact and differences between the options.
3.6 Draft Development Strategies: As a precursor to ground -up development JLL provides concept
strategies for project management, bidding general contractors, bidding major subcontractors, and
the coordination of approvals and permits. Based on these floor space assumptions JLL shall provide
estimations (based on a range of alternate scenarios) for rental value, capital value, value growth, and
market absorption assumptions. For this JLL requires assumptions for site enabling / infrastructure
costs and construction costs from the Lake -Cook Corridor stakeholders.
Issue press release 2.
3.7 Land Use and Development Report. The Team will prepare a report (and/or presentation as
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necessary) summarizing the process and participation of Stage 3. This will outline the discussion and
alternatives considered during the work sessions as well as summarize the community feedback and
detail the final outcome of the design alternatives.
Stage 11114. ���
Duration: 9 Weeks
Deliverables: Draft Recommendations Report
4.1 Outline Recommendations and Strategies. Following the Mid -Project Review with the Village
Staff and Key Stakeholder engagement, the team will work to refine the preferred alternative and
develop key strategies and recommendation of the master plan. We will then convene for One (1)
mid -stage meeting with the Corridor Planning Group to review progress and refine the planning
strategies. Specific strategies for connectivity and mobility, transportation and transit, infrastructure,
and sustainability and fiscal imapcts will be outlined. The team will develop conceptual urban design
strategies for key areas of the plan.
4.2 Transportation Strategies. KLOA will work with the HOK team to refine the development
options into a draft framework of a single recommended corridor plan. KLOA will perform a macro -level
evaluation of the traffic implications of buildout of the draft corridor plan based on proposed land uses
and densities. KLOA will assist in determining the most efficient access provisions for the plan that
address comments received from the visioning stage and issues documented in the field reconnaissance.
KLOA will prepare text and illustrative mapping summarizing the transportation recommendations of the
draft corridor plan, as well as a list of recommended improvements to be used in the action plan. KLOA
will also attend a meeting with the Village staff, Project Steering Committee or Village Board to present
the key transportation recommendations from the Draft corridor plan.
4.3 Community Engagement Meeting 3: Draft Plan Open House. Towards the end of Stage 4, the
team will work with the Village to host an "Open House" for the Draft Plan. Team members and Village
staff will be present to act as docents and answer questions or provide clarification on the Draft Master
Plan. Opportunity for public comment will be provided via website, traditional "comment/suggestion
boxes", and through plans and diagrams that provide the community an interactive ability to provide
feedback.
The team will:
• Prepare and send invitation (1) e-blast (Village to provide email lists)
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities;
• Identify, reserve, and set up meeting sites and dates; public meeting planning, -
Meeting materials- sign -in sheets, badges, comment forms;
• Design and develop up to 8 boards;
• Design and develop ad for Village to publish;
• Prepare and Attend PM Meeting dry Run;
• Attend and facilitate Public Meeting;
4.4 Draft Final Report. HOK will prepare a Draft Report (and/or presentation as necessary)
summarizing the process and outline the Draft Corridor Plan Recommendations studied and evaluated
during Stage 4.
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Duration: 11 Weeks
Deliverables: Final Plan
5.1 Final Recommendation and Strategies. Following the review and comments from the Village a
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strategies for connectivity and mobility, transit, infrastructure, and sustainability will be outlined.
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implementation of key elements such as transportation, infrastructure, adaptive reuse projects and
public spaces will be outlined.
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presentation for the Village Board outlining the Final Corridor Plan Recommendations confirmed in Stage
4 and refined during Stage 5. It is anticipated that this meeting will or could be open to the public.
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2. Summary of Site Analysis
3. Summary of Opportunity and Constraints analysis
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5. Summary Fiscal Impact Assessment
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6. Land Use Plan
7. Streets, Pedestrian, and Bicycle system
8. Development Indexes
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9. Site level Sustainable Strategies
10. Reference Images
11. One (1) Bird's Eye Perspective Views
12. Two (2) Eye Level Perspective Views
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a. Building Uses and Programs
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and PDF files. Presentations will be in Microsoft Power Point or Adobe PDF.
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Stage 1: 2 Total
1 Board Meeting - Project Award
1 Kick-off Meeting
Stage 2: 4 Total
1 CPG Visioning Session
1 Day Stakeholder Listening Session(s)
1 Public Visioning and Goals Session
1 Village Board Stage Summary Presentation
Stage 3: 4 Total
2 CPG Work Sessions
1 CPG Review Meeting (in person or webex)
1 Public Commment Session
Stage 4: 2 Total
1 CPG Review Meeting (in person or webex)
1 Public Open House Session
Stage 5: 2 Total (w/ optional 3rd for additional fee)
1 CPG Review Meeting (in person or webex)
1 Board Presentation of Final Plan
(1 Optional Public Open House for additional fee)
Village Staff Reviews are assumed to consist of the delivery of Draft or Final Stage Reports,
with review and comments provided remotely via written resonse or through web based meetings
In person meetings are per the Village Staff's request.
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Working Together
I!!111 i i b III'iic IIIm°mii(')II°vieumeil t:
Our approach to public involvement always
emphasizes the design and implementation of a
public involvement program that is responsive to
the unique conditions of each project. It is based
on our team's nationwide and local experience
with hundreds of successful programs and federal
research regarding public involvement in corridor
planning.
Our proposed approach to the public involvement
process for the Village of Buffalo Grove is
described below. This public involvement approach
will be documented in a public involvement plan
by the HOK Team, and will include anticipated
activities, their schedule, and the identification of
milestones.
C o m ur°ml m.,m in lii °It III ee °t lii in quit s
The core of the public involvement strategy will
revolve around a series of community engagement
meetings at key milestones of the project process.
These meetings will allow the Project Team and
the Village to gather valuable input from the
community on their vision for the project, and their
goals, concerns and aspirations for the future of
the Village. Meetings will utilize techniques for
goal setting and visioning, presentations of design
alternatives for feedback and input, and open
houses or "drop -ins" to communicate the project's
development and build consensus as we move
toward a final plan.
w'A'w" Ir m'' ur'. lii d (,I ur III'°s III a ur m irm 'ii ur m g Gu1r o u Ilf
To assist in the development of the Lake Cook
Corridor Market Study and Plan, our team
proposes the establishment of a Corridor Planning
Group (CPG). The purpose of the CPG is to provide
input on the development of the issues, concerns,
goals, and objectives, the alternative concepts,
and the alternative(s) to be carried forward into the
Final Plan.
We will work with the Village to identify initial key
stakeholders who can represent their organization,
such as business leaders, Chamber of Commerce,
other government agencies, transportation agencies,
advocates for community interests, property
owners, economic development, etc. The CPG
will be comprised of stakeholders with expertise
or particular interest in categories that focus on
technical aspects of the project development and
provide external subject -matter information and
input with respect to land -use, transportation,
engineering, and economic development.
Wo r < S es s liii in s
The design work will be structured around a series
of work sessions occurring at critical points in the
project time line. The work sessions become the
catalyst for design innovation and the development
of focused project solutions. They will enable
the development of clear project objectives and
a shared vocabulary for the project. They will
also offer a forum for regular review of project
goals, schedule, scope, and the project process,
providing for better alignment of expectations
and outcomes. The result is greater Village and
community satisfaction, a better design product,
and a more successful project process.
SpeaI(eu1 u3 Illtoilream.m
The Team recommends that a speaker's bureau be
established for this study. The speaker's bureau
would be comprised of Village of Buffalo Grove
and Team staff that will be attending meetings
and giving presentations on the study. Message
points and Question/Answers will be developed
throughout the process to ensure a consistent
message is being delivered by the entire team.
Communication Tools
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We will work with the Village to develop a
meaningful and memorable brand (logo/tag line/
graphic) that will encourage positive emotion and
action. We will provide up to three (3) branding
concepts, one (1) consolidated round of changes to
the initial concepts.
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An effective method of informing the general
public and creating buzz about a project and its
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progress is through broadcast and print media. To
effectively use the media for this study, a number
of media strategies will be employed to promote
frequent coverage of the study; these strategies
include press releases, media briefings, publication
pieces, and media correspondence.
The approach is to issue three to four press
releases throughout the study period (Kick off,
Visioning concepts, Draft Development Scenarios
and Final Plan). Incorporating the key messages,
these press releases will announce public
meetings, study progress to date, important
results, and next steps. Overall, this will be an
approach that is complementary to the public
involvement tools.
III lll) J i!" i' °lid W�rsl" bsIt
In an effort to utilize electronic media to
disseminate information to the public and receive
input and comments, a public website will be
developed. This website will provide a central
source of project study information and is available
to anyone with access to the internet at any time.
The Lake Cook Corridor Market Study website will
be capable of maintaining a history of the study in
a cost-effective manner.
To maintain project identity and facilitate access to
project information, this website can be in addition
to the Village's website, with links connecting the
two. Information posted on the website will include
project history, study process and information,
maps, photos, invitations/notifications, reports,
and electronic versions of printed collateral. The
website will also allow for two-way communication
(comment forms) through the use of e-mail. For
consistency, the website updates will coincide with
the major study milestones.
Other methods, not specifically included above,
such as online chats for comment forums and live
chats and web -based surveys may be added after
determining project needs with the Village Staff.
S0cliialII M e1111lii�)
In the age of increasing media awareness, our
team can make use of the social media and other
media outlets to receive and share information
with stakeholders and the general public. Images'
communications team is a nationally -recognized
leader in the area of interactive media outreach,
particularly in the use of social media for
transportation projects. Images currently oversees
interactive media outreach on many projects and
is delivering clients a direct return on investment
by the sheer number of people participating in our
projects through interactive media sites. We have
developed a social media philosophy and protocol
that emphasizes stakeholder engagement in the
transportation planning processes.
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Project Website. The team will begin the development of the project website which will include
schedule, meeting dates, information/ design issue dates, as well as comments section and an ability to 3
view project reports as they become available.
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The Team will: L
• Use wordpress website Q
• Prepare initial website structure, content, graphics, and design
• Website content and graphics updates (3) e
Build, host,domain, and provide technical maintenance E
c
Project Branding. The Team will develop a strategy for outreach documentation and branding to include;
the following: (started in Stage 1, completed in Stage 2) w
L
Project Strategy/Messaging y
• Project Branding/logo 0
• QA/QC v
• Administration N
N
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Community Engagement Kick -Off
Public Outreach Meetings/Communication. Kick off activities to the general public will include a press
release which outlines the purpose of the market analysis, time line, opportunities to become involved,
website and contact information. Other methods to get the word out to the community would include
third party outreach, media outreach, and via the Villages website or other Village mailings.
The team will:
• Prepare, editing, and distribute press releases (3)
• Monitor media/social media correspondence and maintain 3rd party information
• Issue press release #1
Corridor Planning Group. The Team will kick off the study by sending key stakeholders a letter which
outlines the purpose of the market analysis study, time line, and an invitation to join the CPG. The Team
will prepare for and attend an initial CPG workshop meeting to introduce the team to the stakeholders
and to identify corridor issues/deficiencies and goals and objectives for the project. A presentation and
meeting materials such as boards (up to 3) and maps, and workshop materials will be supplied.
Stakeholder Listening Sessions. The team will conduct a series of stakeholder listening sessions
during one (1) day in which stakeholder and community groups identified by the Village will be invited to
communicate their hopes, concerns, and aspirations for the project. The team will include the notes and
minutes of the sessions in the Public Outreach Summary Report.
Community Engagement Meeting 1: Vision and Goals. We will organize and hold the public kick-off
meeting to inform stakeholders of the project process, defined study area, communicate corridor issues/ a
concerns which were identified by the CPG, solicit additional issues/concerns/deficiencies from general
"1 t:7 4. 4�; o Irn
Packet Pg. 81
9.A.e
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public. An overview presentation will be provided as well as maps and drawings for participants to
identify specific areas and issues as well as to express their own ideas and thoughts. Small Group
sessions may be used to focus discussion on the topics outlined in the prior CPG session and work to
identify neighborhood opportunities and constraints.
The team will:
• Prepare and send invitation (1) e-blast (Village to provide email lists)
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities
• (1) PPT Presentations with script
• Identify, reserve, and set up meeting sites and dates; public meeting planning;
• Meeting materials- sign -in sheets, badges, comment forms
• Design and develop up to 8 boards
• Design and develop ad for Village to publish
• Prepare and Attend PM Meeting dry Run
• Attend and facilitate Public Meeting
Public Outreach Summary Report. The Team will compile results and prepare a report summarizing
the public participation activities and results of the CPG visioning session, stakeholder listening
sessions, web surveys and public visioning workshop. This document will serve to outline and codify the
Principles, Goals, and Aspirations of the Project for reference and evaluation of alternatives in Stage 3.
Stage
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Community Engagement Meeting 2: Scenario Alternatives Feedback. The second round of Community
Engagement will take place towards the end of Stage 3 to solicit input on key elements of the three (3)
framework options that will help further refine the Corridor Plan outcomes. The team will communicate
and distribute alternative concepts to the general public along with a summary of the CPG feedback
throughout Stage 3. We will ask for feedback and comments on these alternatives overall as well as
specific aspects of the options via web -based comment forum, traditional "comment/suggestion" boxes,
keypad polling, and through plans and diagrams that provide the community an interactive ability to
provide feedback.
The team will:
• Prepare and send invitation (1) e-blast (Village to provide email lists)
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities
• (1) PPT Presentations with script
• For this meeting use of keypad polling software, i.e. Clikapad
• Identify, reserve, and set up meeting sites and dates; public meeting planning;
• Meeting materials- sign -in sheets, badges, comment forms
• Design and develop up to 8 boards
• Design and develop ad for Village to publish
• Prepare and Attend PM Meeting dry Run
• Attend and facilitate Public Meeting
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Community Engagement Meeting 3: Draft Plan Open House. Towards the end of Stage 4, the team
will work with the Village to host an "Open House" for the Draft Plan. Team members and Village staff
will be present to act as docents and answer questions or provide clarification on the Draft Master Plan
Opportunity for public comment will be provided via website, traditional "comment/suggestion boxes",
and through plans and diagrams that provide the community an interactive ability to provide feedback.
The team will:
• Prepare and send invitation (1) e-blast (Village to provide email lists)
• Prepare and deliver (1) PM Ads that can be used in all Village communication modalities;
• Identify, reserve, and set up meeting sites and dates; public meeting planning;
• Meeting materials- sign -in sheets, badges, comment forms;
• Design and develop up to S boards, -
Design and develop ad for Village to publish;
• Prepare and Attend PM Meeting dry Run;
• Attend and facilitate Public Meeting;
Stage
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C o I I II d oIr am f@ranIrrn IrnnoeIlrn beIrs an In a" VI an(3e m"tasff wII g' a"n rn Ira Ir c�n;�na �� in f u �:� xn r: g n?a ;�� r^ rn a�n ^Tn Iru f ��, a��a Irn n a�n Irr g;;nnre� Ir �:g u a ca s I an Irns
o Ir 1p Irov I do, a, II an r, f'i a. as g a o Irn o Iru ¢ Ihi o IIV an s t o Ir II' , �� {{ v o g o a� II o f i l,u'i ,s, Irurn o o a 'i I ^i g �:: u,,n li n Fo rin n the e a� o Ifrr�f urr�f r..0 Ir II f r o f� V Ih o
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hirna!;II IraIIn;aIrn a"aII-na <ad of gIhia, asofunIptIoIrn frorrn gIfue, VIIIIIag.fo IIfoard, not gun sock su.nIra ntaIru�tialI chasngo oIr iIrnIpu.ag at dhIi„n
fn u:a li rn t g e Il l van ra lb k., wo a. k] lo r ^, ¢ Ihi e ;n a irrn e as f ; o rrn rrn u.,u rn'i ty ` e e is i i n g ;:;f II Ir n ` L a g e, 4,
Issue press release 3.
Public Village Board Presentation. HOK will prepare a final report and presentation for the Village
Board outlining the Final Corridor Plan Recommendations confirmed in Stage 4 and refined during Stage
5. It is anticipated that this meeting will or could be open to the public.
.w . °If" 'u .0 ° a w_ . w_ .ur IV v . ' ." .IN � �. � � . '� _aI I' ' I I ��I R Sr.I I "r
Stage 2: 1 CPG Visioning Session
Stakeholder Listening Session(s)
1 Public Visioning and Goals Session
Stage 3: 2 CPG Work Sessions (small group engagement)
1 Public Comment Session
Stage 4: 1 Public Open House Session
Stage 5: 1 Optional / Additional Public Open House Session
"1 t:7 4. 4�; o Irn
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A. m ryllu a vlu Ill.0 a lii ty O u.,u °t lire ac [i a ur°m Iii:1 III';.i ira inns 'ii un
• Project Strategy/Messaging
• Project Branding/logo
• QA/QC
• Administration
e iIII: ill't L�IIee weIirdIL Ilre�,t!!':3l!I'.; weI' �o:'�illte,,
am � „.
• Prepare initial website structure, content, graphics, and design
• Website content and graphics updates (3)
• Build, host,domain, and provide technical maintenance
C N Iir d 'ii a II Z e III a °t'ii o ulr s ail.i d Se r lii a III I%r^ d lii a
• Prepare, editing, and distribute press releases (3)
• Prepare and design PPT "listening sessions"
• Monitor media/social media correspondence and maintain 3rd party information
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• Prepare and send invitation (3) e-blast (Village to provide email lists)
• Prepare and deliver (3) PM Ads that can be used in all Village communication modalities
• (3) PPT Presentations with script
o PM #1: Kick -Off, Community Introduction, Visioning
o PM #2: Presentation of the (3) Alternatives*
o PM #3: Presentation of the "Draft Plan / Preferred Alternative"
• 'For this meeting use of keypad polling software, i.e. Clikapad - direct cost
• Identify, reserve, and set up meeting sites and dates; public meeting planning;
• Meeting materials- sign -in sheets, badges, comment forms
• Design and develop up to 8 boards (each round)- HOK and team to provide some content
• Design and develop ad for Village to publish
• Prepare and Attend PM Meeting dry run
• Attend and facilitate Public Meetings
�u 'ii III III liii m ro and d C o ulns u.,u III t a ili° :
• Status Meetings at each stage and initial kick off (6)
• Attend CPG meetings (4)
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■ Prepare and send invitation (1) e-blast (Village to provide email lists)
■ Prepare and deliver (1) PM Ads that can be used in all Village communication modalities
■ Design and develop up to 8 boards
■ Provide sign -in sheets, badges, and comment forms
■ Three (3) team members to attend and facilitate Public Open House
Requested Village responsibilities:
■ Identify and reserve meeting sites and dates, assist in meeting set-up
■ Village Staff to attend as additional "hosts" as needed / desired.
Packet Pg. 84
Action Item : Plat of Subdivision Approval MJK
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff Recommends approval.
Staff Recommends approval of the Plat of Subdivision for the MJK Development located at 800-808 S.
Milwaukee Avenue, pending Village Attorney review.
ATTACHMENTS:
• MJR BuffaloGrove--Z_RESUB_86484_dwg_86484(2016-09-13) (PDF)
Trustee Liaison
Trilling
Monday, September 19, 2016
Staff Contact
Darren Monico, Public Works
Updated: 9/15/2016 1:38 PM
Page 1
Packet Pg. 85
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13.A
Information Item : Executive Session- Section 2(C)(2) of the Illinois
Open Meetings Act: Collective Negotiating Matters Between the
Public Body and Its Employees or Their Representatives, or
Deliberations Concerning Salary Schedules for One or More
Classes of Employees.
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Executive Session- Section 2(C)(2) of the Illinois Open Meetings Act: Collective negotiating matters
between the public body and its employees or their representatives, or deliberations concerning salary
schedules for one or more classes of employees.
Trustee Liaison
Sussman
Monday, September 19, 2016
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 9/13/2016 2:16 PM
Page 1
Packet Pg. 87